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Identity Manager 8.2.1 - Administration Guide for Connecting to Exchange Online

About this guide Managing Exchange Online environments Synchronizing an Exchange Online environment
Setting up Exchange Online synchronization Customizing the synchronization configuration Running synchronization Tasks following synchronization Troubleshooting Ignoring data error in synchronization
Basic data for managing an Exchange Online environment Exchange Online organization configuration Exchange Online mailboxes Exchange Online mail users Exchange Online mail contacts Exchange Online mail-enabled distribution groups
Creating Exchange Online mail-enabled distribution groups Editing main data for Exchange Online mail-enabled distribution groups Main data for Exchange Online mail-enabled distribution groups Receive restrictions for Exchange Online mail-enabled distribution groups Customizing send permissions for Exchange Online mail-enabled distribution groups Specifying moderators for Exchange Online mail-enabled distribution groups Specifying Exchange Online mail-enabled distribution groups Assigning Exchange Online mail-enabled distribution groups to Exchange Online recipients Exchange Online mail-enabled distribution group inheritance based on categories Adding Exchange Online dynamic distribution groups to Exchange Online mail-enabled distribution groups Adding an Exchange Online dynamic distribution group to Exchange Online mail-enabled distribution groups Adding Exchange Online mail-enabled public folder to Exchange Online mail-enabled distribution groups Assigning extended properties to Exchange Online mail-enabled distribution groups Deleting Exchange Online mail-enabled distribution groups
Exchange Online Office 365 groups Exchange Online dynamic distribution groups Exchange Online mail-enabled public folders Reports about Exchange Online objects Configuration parameters for managing an Exchange Online environment Default project template for Exchange Online Editing Exchange Online system objects Exchange Online connector settings

Exchange Online mail contacts

Mail contacts obtain information about users from outside the Exchange Online organization. Mail contacts are assigned at least one email address. Notification is automatically forwarded to this email address. As opposed to mail users, mail contacts do not have login credentials or access to resources.

Mail contacts are loaded into One Identity Manager by synchronization. You can create and edit mail contacts in One Identity Manager.

NOTE: It is recommended to use account definitions to set up mail contacts for company employees.

  • In order to create mail contacts through account definitions, employees must have a central user account and a default email address and obtain their IT operating data through assignment to a primary department, primary location, or a primary cost center.

  • Some of the mail contact's main data is mapped from employee main data using templates.

Detailed information about this topic

Creating Exchange Online mail contacts

NOTE: It is recommended to use account definitions to set up mail contacts for company employees.

  • In order to create mail contacts through account definitions, employees must have a central user account and a default email address and obtain their IT operating data through assignment to a primary department, primary location, or a primary cost center.

  • Some of the mail contact's main data is mapped from employee main data using templates.

To create a mail contact

  1. In the Manager, select the Azure Active Directory > Mail contacts category.

  2. Click in the result list.

  3. On the main data form, enter the main data for the mail contact.

  4. Save the changes.

Related topics

Editing main data of Exchange Online mail contacts

To edit a mail contact

  1. In the Manager, select the Azure Active Directory > Mail contacts category.

  2. Select the mail contact in the result list and run the Change main data task.

  3. Edit the mail contact's main data.

  4. Save the changes.
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Main data for Exchange Online mail contacts

Table 18: Mail contacts main data
Property Description

Employee

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

No link to an employee required

Specifies whether the contact is intentionally not assigned an employee. The option is automatically set if a contact is included in the exclusion list for automatic employee assignment or a corresponding attestation is carried out. You can set the option manually. Enable the option if the contact does not need to be linked with an employee (for example, if several employees use the contact).

If attestation approves these contacts, these contacts will not be submitted for attestation in the future. In the Web Portal, contact that are not linked to an employee can be filtered according to various criteria.

Not linked to an employee

Indicates why the No link to an employee required option is enabled for this contact. Possible values:

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

  • By attestation: The contact was attested.

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

Account definition

Account definition through which the mail contact was created.

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

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

Manage level

Manage level with which the mail contact 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.

Azure Active Directory tenant

The Azure Active Directory tenant’s name.

First name

The contact’s first name. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Last name

The contact's last name. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Initials

The contact’s initials. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Name

The mail contact’s identifier.

Display name

Name as used in the address book.

Alias

Unique alias for further identification of the mail contact.

Proxy addresses

Other email addresses for the mail contact. Use the following syntax to set up other proxy addresses:

Address type: new email address

External email address Email address for forwarding messages.

Destination address type

Address type of the email address. Permitted value is SMTP.

Do not display in address list

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

Risk index (calculated)

Maximum risk index value of all assigned groups. The property is only visible if the QER | CalculateRiskIndex configuration parameter is set. For detailed information, see the One Identity Manager Risk Assessment Administration Guide.

Category

Categories the mail contact uses to inherit groups. Groups can be selectively inherited by mail contacts. To do this, the groups and mail contacts are divided into categories. Select one or more categories from the menu.

Groups can be inherited

Specifies whether the mail contact can inherit groups through the employee. If the option is set, the mail contact inherits groups through hierarchical roles, in which the employee is a member, or through IT Shop requests.

  • If you add an employee with a user accounts to, for example, a department and you have assigned groups to this department, the mail contact inherits these groups.

  • If an employee has requested group membership in the IT Shop and the request is granted approval, the employee's mail contact only inherits the group if the option is set.

Simple display

Simple display name for systems that cannot interpret all the characters of normal display names.

Phonetic display name

Specifies an alternative way of writing the name that is used in text-to-speech in Unified Messaging (UM). For example, it is used if the pronunciation and spelling of the name do not match.

Sort order

Order of displaying in a hierarchical address book.

Message format

Format for messages that are sent to mail contacts. Permitted values are MIME (default) and Text.

Message body format

Format for body text of messages that are sent to mail contacts. Options are Text, HTML and TextAndHtml. The permitted values depend on the selected message format.

  • If the MIME message formation is fixed, the format of the body text can be Text, HTML and TextAndHtml (default).

  • If the message format is Text, the format of the body text can be Text.

Attachment format The Apple Macintosh operating system's attachment format for messages that are sent to mail contacts. Options are BinHex (default), UuEncode, AppleSingle, and AppleDouble.
Use preferred message format Specifies whether message format settings configured for the recipient are overwritten by the global settings.

Use MAPI-RTF

Specifies whether the mail contact can receive messages in MAPI format. Available options are Never, Always, and Use default settings.

Sender authentication required

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

Moderation enabled

Specifies whether the mail contact is moderated. Use the Assign moderators task to specify the moderators. Then enable the option.

Sending message

Specifies how senders are notified when they send messages to moderated mail contacts. 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.

Street

Street or road. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

City

City. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level. Locations can be automatically generated and employees assigned based on the city.

Mailbox

Mailbox. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

State

State. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Zip code

Zip code. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Country or region

The country ID.

Office

Office address.

Business phone

Business telephone numbers. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Additional phone numbers Other business telephone numbers.

Fax

Fax number. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Additional fax numbers

Additional fax numbers.

Home phone Private telephone number.

Additional private numbers

Additional telephone numbers.

Mobile phone

Mobile number. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Mobile phone

Mobil phone number.

Web page

Contact's web page.

Notes

More information about the contact.

Title

The contact’s job title.

Department

Department. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Company

Company. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level.

Manager

Manager responsible for the mail contact.

To specify a manager

  1. Click next to the field.
  2. In the Table menu, select the table that maps the account manager.
  3. In the Manager menu, select the manager.
  4. Click OK.

Assistant

Name of the mail contact's assistant.

Assistant phone

Telephone number of the assistant.

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