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Identity Manager 8.2.1 - Administration Guide for Connecting to Microsoft Exchange

Managing Microsoft Exchange environments Synchronizing a Microsoft Exchange environment
Setting up initial synchronization with Microsoft Exchange Customizing the synchronization configuration Running synchronization Tasks following synchronization Troubleshooting Ignoring data error in synchronization
Basic data for managing a Microsoft Exchange environment Microsoft Exchange structure Microsoft Exchange mailboxes Microsoft Exchange mail users and Microsoft Exchange mail contacts Microsoft Exchange mail-enabled distribution groups Microsoft Exchange dynamic distribution groups Microsoft Exchange mail-enabled public folders Extensions for supporting Exchange hybrid environments Error handling Configuration parameters for managing a Microsoft Exchange environment Default project template for Microsoft Exchange Processing methods of Microsoft Exchange system objects Microsoft Exchange connector settings

Advice for migrating mailboxes

You cannot move mailboxes between local One Identity Manager and Microsoft Exchange with Exchange Online. Microsoft offers migration scenarios for moving mailboxes. For detailed information, see your Microsoft documentation.

Synchronizing Microsoft Exchange after moving a mailbox from local Exchange Online to Microsoft Exchange in One Identity Manager results in:

  • A remote mailbox being created

  • The local mailbox being marked as outstanding.

After successful migration, delete outstanding mailboxes in One Identity Manager.

  1. Check whether the mailbox was migrated and whether the Active Directory user account is connected with the local mailbox and a remote mailbox.

    Migrated mailboxes are displayed in the Manager in the Active Directory > Troubleshooting > Mailboxes migrated to Exchange Online category.

    • Select the mailbox and switch to the Active Directory user account overview. Here you can see whether the user account is connected with a local mailbox and a remote mailbox.

  2. Delete the outstanding mailbox.

If you apply an account definition to local mailboxes, create a new account definition for remote mailboxes.

  • If the mailbox account definition currently in use, expects an account definition for Active Directory user accounts, enter this account definition as prerequisite for the remote mailbox account definition.

    IMPORTANT: The remote mailbox account definition may not be distributed automatically to everybody. Otherwise One Identity Manager creates new remote mailboxes.

Example of exchanging account definitions for migrated mailboxes

The following is an example explaining how you can replace account definitions with migrated mailboxes

NOTE: The workflows described here are only for orientation. Always take your customized workflows into account while replacing.

You always required a custom migration scenario if the account definitions are requested through the IT Shop.

Example:

Local mailboxes are managed through an account definition. This account definition requires an account definition for Active Directory user accounts.

The account definition is directly assigned to employees.

After migration, remote mailboxes are also managed through account definitions.

  1. Create an account definition for remote mailboxes. Enter the Active Directory user account's account definition as prerequisite.

  2. After migrating a local mailbox:

    1. Make sure that the remote mailbox exists in One Identity Manager and is linked to the Active Directory user account.

    2. In One Identity Manager, delete the outstanding local mailbox.

    3. Assign the account definition for remote mailboxes to the employee.

    4. Remove the account definition for local mailboxes from the employee.

Example:

Local mailboxes are managed through an account definition. This account definition requires an account definition for Active Directory user accounts.

The account definition is inherited by the employees through it's department relation.

After migration, remote mailboxes are also managed through account definitions.

  1. Create a parallel structure to the department and assign the account definition for local mailboxes to this parallel structure.

    The purpose of this parallel structure is to retain the local mailboxes' account definition assignment to an employee until the mailbox has been successfully migrated.

    • Configure a dynamic role for this parallel structure, to include all employees who:

      • Belong to the department and do not have a remote mailbox.

        or

      • Belong to the department and own a remote mailbox and an outstanding local mailbox.

  2. After completing DBQueue Processor processing, you can remove the account definition for local mailboxes from the department.

  3. Create an account definition for remote mailboxes. Enter the Active Directory user account's account definition as prerequisite.

  4. Create another parallel structure and assign the account definition for remote mailboxes to it..

    The purpose of this parallel structure is to assign the remote mailboxes' account definition to employees after mailbox migration and to retain the assignment of the required account definition for Active Directory.

    • Configure a dynamic role for this parallel structure, to include all employees who:

      • Belong to the department and own a remote mailbox.

  5. Delete the outstanding mailbox after migrating the local mailbox successfully.

  6. After migrating all the department's local mailboxes, you can:

    1. Assign a department to the remote mailboxes' account definition.

    2. Remove the parallel structure.

Creating remote mailboxes

To create a remote mailbox

  1. In the Manager, select the Active Directory > Remote mailboxes category.

  2. Click in the result list.

  3. On the main data form, enter the main data of the mailbox.

  4. Save the changes.

To create a mailbox for an Active Directory user account manually

  1. In the Manager, select the Active Directory > User accounts category.

  2. In the result list, select the user account then select the Change main data task.

  3. Select the Create remote mailbox task.

  4. Enter the following information:

    • Active Directory user account: The user account is already selected.

    • Exchange organization: The exchange organization is already selected. Check the setting.

    • Alias: Unique alias for further identification of the mailbox.

  5. Click OK.

NOTE: After creation of a new remote mailbox, it takes until the next synchronization of your Azure Active Directory tenant in Azure Active Directory Connect until a corresponding mailbox is created in the Exchange Online environment. Up to this point, the mailbox is acknowledged in the local Microsoft Exchange environment but is not yet available for use.

NOTE: After new remote mailboxes of Remote user type have been created by Azure Active Directory or Exchange Online internal processes, an appropriate Exchange license must be assigned for the resulting Azure Active Directory user account.

To display remote mailboxes without Exchange licenses

  • In Manager, select the Active Directory > Exchange system administration > <organization> > Recipient configuration > Remote mailboxes > Remote user mailbox > Without assigned licenses category.

Related topics

Editing remote mailboxes

To edit a mailbox

  1. In the Manager, select the Active Directory > Remote mailboxes category.

  2. In the result list, select the remote mailbox then select the Change main data task.

  3. Edit the remote mailbox's main data.

  4. Save the changes.

Related topics

General main data for remote mailboxes

Enter the following data on the General tab.

Table 41: General main data of a remote mailbox
Property Description

Employee

Employee using the mailbox. An employee is already entered if the mailbox was generated by an account definition. If you create the mailbox manually, you can select an employee in the menu.

No link to an employee required

Specifies whether the mailbox is intentionally not assigned an employee. The value is determined from the linked user account.

Not linked to an employee

Indicates why the No link to an employee required option is enabled for this mailbox. The value is determined from the linked user account. Possible values:

  • By administrator: The option was set manually by the administrator.

  • By attestation: The user account was attested.

  • By exclusion criterion: The user account is not associated with an employee due to an exclusion criterion. For example, the user account is included in the exclude list for automatic employee assignment (configuration parameter PersonExcludeList).

Account definition

Account definition through which the mailbox was created.

Use the account definition to automatically populate mailbox main data and to specify a manage level for the mailbox. One Identity Manager finds the IT operating data of the assigned employee and uses it to populate the corresponding fields in the mailbox.

NOTE: The account definition cannot be changed once the mailbox has been saved.

Manage level

Manage level with which the mailbox is created. Select a manage level from the menu. You can only specify the manage level can if you have also entered an account definition. All manage levels of the selected account definition are available in the menu.

Active Directory user account

Active Directory user account for which this mailbox is created.

Exchange organization

Name of the Microsoft Exchange organization.

Canonical name

Mailbox's canonical name. The canonical name is generated automatically.

Recipient type (detail)

Type of recipient. The mailbox type is specified when a mailbox is added and cannot be changed afterward. You can choose from the following options: Remote user, Remote room, Remote equipment and Remote shared.

Alias

Unique alias for further identification of the mailbox.

User login name

User account login name. The user's login name is made up of the alias and the domain. User login names that are formatted like this correspond to the User Principal Name (UPN) in Active Directory.

Do not display in address list

Specifies whether the mailbox is visible in address books. Set this option if you want to prevent the mailbox from being displayed in address books. This option applies to all address books.

Moderation enabled

Specifies whether the mailbox is moderated. Enable this option if the mailbox is meant to be moderated. Use the task Assign moderators to specify moderators.

Sender authentication required

Specifies whether authentication data is requested from senders. Set this option to prevent anonymous senders mailing to the mailbox.

Automatically update based on recipient policy

Specifies whether changes to recipient's email addresses are automatically updated based on recipient policies.

Proxy addresses

Email addresses for the mailbox. You can also add other mail connectors (for example, CCMail, MS) in addition to the standard address type (SMTP, X400).

Use the following syntax to set up other proxy addresses:

Address type: new email address

Sending message to

Specifies how senders are notified when they send messages to a moderated mailbox. Permitted values are:

  • Do not notify: the sender is not notified.

  • Only notify senders in your exchange organization: Only internal senders receive a notification.

  • Notify all senders: Internal and external senders receive notification.

Distinguished name

Mailbox's distinguished name.

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