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Identity Manager 8.0.2 - Administration Guide for Connecting to Microsoft Exchange

Managing Microsoft Exchange Environments Setting up Microsoft Exchange Synchronization Base Data for Managing Microsoft Exchange Microsoft Exchange Structure Mailboxes E-Mail Users and E-Mail Contacts Mail-enabled Distribution Groups Dynamic Distribution Group Mail-Enabled Public Folder Extensions for Supporting Exchange hybrid Troubleshooting Appendix: Configuration Parameters for Managing a Microsoft Exchange Environment Appendix: Default Project Template for Microsoft Exchange

Mailboxes

Mailbox-enabled recipients can send, receive and save messages. Microsoft Exchange recognizes several mailbox types. The mailbox types listed below are supported in One Identity Manager.

Table 30: Supported Mailbox Types
Mailbox type Description
User mailbox User mailboxes are assigned to Active Directory user accounts in a Microsoft Exchange organization.
Equipment mailbox

Equipment mailboxes are resource mailboxes used for planning resources, such as computers or laptops. This mailbox type can only be created for disabled user accounts.

Room mailbox

Room mailboxes are resource mailboxes used for planning meeting locations. This mailbox type can only be created for disabled user accounts.

Linked mailbox

Linked mailboxes are assigned to Active Directory user accounts in a trusted domain. This makes the Microsoft Exchange organization available within a domain. Active Directory user accounts in a trusted domain without an Exchange structure can obtain a linked mailbox in this Microsoft Exchange organization. This mailbox type can only be created for disabled user accounts.

Shared mailbox Shared mailboxes are mailboxes that are used by several users.
Legacy mailbox Legacy mailboxes are mailboxes from previous versions of Microsoft Exchange. These mailboxes are loaded into One Identity Manager by synchronization and cannot be edited.
Discovery mailbox As from Microsoft Exchange Server 2013 onwards, a discovery mail, which is used as target mailbox for searches through eDiscovery in Microsoft Exchange, is created by default. These mailboxes are loaded into One Identity Manager by synchronization and cannot be edited.
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Entering Master Data for Mailboxes

You always create mailboxes for an Active Directory user account. An Active Directory user account can either have a mailbox or an email user. If a user account already has an email user, you must delete the email user before a mailbox can be set up for the user account.

NOTE: Equipment mailboxes, room mailboxes and linked mailboxes can only be created for disabled user accounts.

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

  • In order to create mailboxes through account definitions, the employee must have a central user account and obtain the IT operating data through assignment to a primary department, primary location or a primary cost center.
  • In this case, some of the master data described in the following is mapped through templates from employee master data.

To create a mailbox for an Active Directory user account, manually

  1. Select the category Active Directory | User accounts.
  2. Select the user account in the result list and run Create mailbox in the task view.
  3. Save the changes.

To edit a mailbox

  1. Select the category Active Directory | Mailboxes.
  2. Select the mailbox in the result list and run the task Change master data.
  3. Edit the mailbox's master data.
  4. Save the changes.

NOTE: Names and occurrences of the listed data and tasks can vary depending on which version of the Microsoft Exchange server is implemented and the type of Microsoft Exchange mailbox.

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Mailbox General Master Data

Enter the following data on the General tab:

Table 31: Mailbox General Master Data
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.
Account definition

Account definition through which the mailbox was created.

Use the account definition to automatically populate mailbox master 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.
Linked mailbox

External Active Directory user account that has access to the Exchange organization through this mailbox. A linked mailbox is only permitted for mailboxes with mailbox type "linked mailbox". The linked mailbox itself is disabled. Disabling in One Identity Manager Service is done by the Active Directory. After the next synchronization, the linked mailbox is also disabled in the One Identity Manager database.

Exchange organization

Name of the Microsoft Exchange organization.

Canonical name Mailbox's canonical name. The canonical name is generated automatically.
Mailbox type Type of mailbox. The mailbox type is specified when a mailbox is added and cannot be changed afterward. Available mailbox types are: user, room, equipment, linked, legacy, share and discovery.
Alias Unique alias for further identification of the mailbox.
Mailbox database

Name of the mailbox database. Mailbox data is stored in the mailbox database (messages received, attachments, folders, documents). The mailbox database for user mailboxes is determined from the current IT operating data for the assigned employee depending on the mailbox manage level.

This data is optional. If empty, Microsoft Exchange decides which mailbox database is used.

Automatically update based on recipient policy Specifies whether changes to recipient's email addresses are automatically updated based on incoming settings.
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

Sender authentication required Specifies whether authentication data is requested from senders. Set this option to prevent anonymous senders mailing to the mailbox.
Max. number of recipients Maximum number of recipients to which the mailbox user can send messages. If there is no limit, the global setting for Microsoft Exchange organization message delivery in the Microsoft Exchange system manager.
Send and forward Specifies whether to send and forward messages. Set this option to send messages to alternative recipients and mailbox owners.
Alternative recipient

Alternative recipient to which messages from this mailbox are forwarded. You can either enter an alternative recipient, a recipient group or a receive folder.

To specify an alternative recipient

  1. Click next to the text box.
  2. Select the table under Table which maps the recipient.
  3. Select the recipient under Alternative recipient.
  4. Click OK.
Simple display name Simple display name for systems that cannot interpret all the characters of normal display names.
Folder policy Mailbox policy for folder administration.
Role assignment policy

Role assignment policy which applies for this mailbox.

Sharing policy

Sharing policy which applies for this mailbox.

Outlook Web App mailbox policy

Outlook Web App mailbox policy, which applies to this mailbox.

Mailbox is locked Specifies whether the mail box is locked.
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.
Distinguished name Active Directory user account's distinguished name.
Distinguished Exchange name Mailbox's distinguished name.
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Calendar Settings for Mailboxes

You can enable the Calendar Attendant to automatically update changes to meeting data, such as meeting times or responses from attendees in the calendar.

Enter the following data on the Calendar tab.

Table 32: Mailbox Calendar Settings
Property Description
Enable Calendar Attendant

Specifies whether the Calendar Attendant is enabled for mailboxes. Other settings become available once the Calendar Attendant is enabled.

Table 33: Permitted Values
Value Meaning
Disable Calendar Attendant The Calendar Attendant is not enabled.
Enable Calendar Attendant The Calendar Attendant is enabled.
Enable Resource Booking Attendant The Resource Booking Attendant is automatically enabled for mailboxes of type "room mailbox".
New meeting requests are marked with the status "tentative". Specify whether meeting requests are marked with the state "Tentative" in the calendar.
Permit meeting requests from external senders Specifies whether meeting requests from external senders are entered in the calendar.
Delete expired meeting requests Specifies whether to automatically delete old meeting requests from the calendar.
Delete expired meeting requests Specifies whether to automatically delete messages to other attendees about forwarded meetings. These message are moved to the "Deleted objects" folder.
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