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Identity Manager 9.1.1 - 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 Pausing handling of target system specific processes (Offline mode)
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

Creating Exchange Online mailboxes

Exchange Online mailboxes are loaded into One Identity Manager by synchronization.

You cannot create user mailboxes in One Identity Manager. User mailboxes are created by assigning the respective subscriptions to Azure Active Directory user accounts. By these means, user mailboxes are created that do not appear in One Identity Manager until after synchronization. The user mailboxes can be subsequently provisioned automatically in Exchange Online.

You can create equipment mailboxes, room mailboxes, and shared mailboxes in One Identity Manager. When you create an equipment mailbox, a room mailbox, or a shared mailbox an Azure Active Directory user account is also created and linked to the mailbox.

To create a mailbox

  1. In the Manager, select the Azure Active Directory > 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.

Related topics

Editing main data of Exchange Online mailboxes

To edit a mailbox

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

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

  3. Edit the mailbox's main data.

  4. Save the changes.
Related topics

General main data for Exchange Online mailboxes

Enter the following data on the General tab.

Table 13: Mailbox general main data
Property Description

Employee

Employee using the mailbox.

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).

Azure Active Directory tenant

The Azure Active Directory tenant’s name.

Azure Active Directory user account

Azure Active Directory user account that uses this mailbox.

Name

Name of the mailbox.

Display name

Name as used in the address book.

Simple display

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

User ID

User ID for the user to log in to the mailbox.

Example:

<alias>@<domain.com>
<user>@yourorganisation.onmicrosoft.com

Alias

Unique email alias for identifying the mailbox.

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

Recipient type (detail)

Type of mailbox. Available mailboxes are: User, Room, Equipment, Shared, and Discovery.

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.

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 more information, see the One Identity Manager Risk Assessment Administration Guide.

Category

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

Groups can be inherited

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

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

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

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 field.

  2. Select the table under Table which maps the recipient.

  3. Select the recipient under Alternative recipient.

  4. Click OK.

Sender authentication required

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

Moderation enabled

Specifies whether the mailbox 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 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.

Message read status tracking enabled

Specifies whether this mailbox can show the read status of sent messages.

Related topics

Limits and usage of Exchange Online mailboxes

The following information is displayed on the Usage tab.

Table 14: Limits for a mailbox
Property Description

Last login

Last time this mailbox was logged in to. This is determined during synchronization and cannot be edited.

Last logout

Last time this mailbox was logged out of. This is determined during synchronization and cannot be edited.

Last logged in user account

Name of the user account that was used for the last login. This data is determined through synchronization and cannot be edited manually.

Storage limit status

Information about the current storage state with respect to the specified limits. This data is determined through synchronization and cannot be edited manually.

Number of saved messages

Stored message count This data is determined through synchronization and cannot be edited manually.

Associated items count

Number of associated elements in this mailbox. This is determined during synchronization and cannot be edited.

Used disk space [byte]

Used disk space in bytes. This data is determined through synchronization and cannot be edited manually.

Recoverable items count

Number of items in the Recoverable items folder. This data is determined through synchronization and cannot be edited manually.

Size of recoverable items

Size of messages in the Recoverable items folder. This data is determined through synchronization and cannot be edited manually.

Use default database values

Specifies whether the mailbox database limits are used. This data is determined through synchronization and cannot be edited manually.

Option set: Mailbox database limits are in use.

Option not set: Mailbox database limits are not in use.

Max. recoverable items

Maximum number of messages allowed in a folder in the Recoverable items folder. This data is determined through synchronization and cannot be edited manually.

Warn at [recoverable items]

Number of items a folder in the Recoverable items folder can contain before a warning is sent to the user. This data is determined through synchronization and cannot be edited manually.

Keep deleted items [days]

Number of days the deleted objects (email message for example) remain on the server before being removed.

Rules quota [KB]

Limit on the number of rules.

Prohibit transfer at [KB]

Size of mailboxes in KB above which, sending, and receiving messages is prohibited.

Prohibit send at [KB]

Size of mailboxes in KB above which, sending messages is prohibited. If this size is exceeded the user is sent a message that messages must be deleted in the archive mailbox. The user is not able to send more messages until the size of the mailbox has been reduced.

Warn at [KB]

Maximum size in MB of the mailbox. If this size is exceeded the user is sent a warning that messages must be deleted in the archive mailbox.

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