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Identity Manager 9.2 - 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 Pausing handling of target system specific processes (Offline mode)
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

General main data for Microsoft Exchange mailboxes

Enter the following general main data.

Table 29: Mailbox general main data
Property Description

Identity

Identity using the mailbox.

  • An identity is already entered if the mailbox was generated by an account definition.

  • If you create the mailbox manually, you can select an identity from the menu.

    The menu displays activated and deactivated identities by default. If you do not want to see any deactivated identities, set the QER | Person| HideDeactivatedIdentities configuration parameter.

NOTE: If you assign a deactivated identity to a mailbox, the mailbox might be locked or deleted depending on the configuration.

No link to an identity required

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

Not linked to an identity

Indicates why the No link to an identity 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 identity due to an exclusion criterion. For example, the user account is included in the exclude list for automatic identity 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 identity 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 that uses this mailbox.

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 the linked mailbox mailbox type. The linked mailbox itself is disabled. Disabling in Active Directory is done by the One Identity Manager Service. 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. Available mailbox types are: User, Room, Equipment, Linked, Legacy, Shared, Discovery, and Linked room.

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 identity depending on the mailbox manage level.

This data is optional. If empty, Microsoft Exchange automatically decides which mailbox database to use.

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

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 field.

  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.

Phonetic display name

Display name in phonetic letters. It is used if the pronunciation and spelling of the name do not match. For example, the display name is used to sort recipients in the hierarchical address book if no sort order is given. They are sorted in ascending order from A to Z.

If no phonetic name is given, they are sorted by the simple display name.

Sort order

Specifies the order in which to display recipients in the hierarchical address book. The larger the value, the higher the ranking in the sort order.

If no order is given or more than one entries have the same sort order, recipients are sorted by their phonetic display name.

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.

Address book policy

Address book policy to apply 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. Enable 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.

Related topics

Calendar settings for Microsoft Exchange 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 calendar settings.

Table 30: 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.

Permitted values are:

  • Calender Attendant not enabled: The calendar attendant is not activated.

  • Calender Attendant enabled: The calendar attendant is activated.

  • Resource booking attendant enabled: The resource booking attendant is automatically enabled for mailboxes of type Room.

New meeting requests are marked with the status "tentative".

Specifies whether meeting requests are automatically entered in the calendar with the Tentative status.

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 messages are moved to the Deleted items folder.

Related topics

Limits for Microsoft Exchange mailboxes

Enter the following mailbox limits.

Table 31: Limits for a mailbox
Property Description

Number of saved messages

Number of saved messages. This data is determined through synchronization and cannot be edited manually.

Used disk space [byte]

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

Max. send size [KB]

Maximum size for message in KB that a mailbox can send. The Microsoft Exchange organization global settings in the Microsoft Exchange System Manager come into effect for message delivery if there are no limitations.

Max. receiving size [KB]

Maximum size for message in KB that a mailbox can receive. The Microsoft Exchange organization global settings in the Microsoft Exchange System Manager come into effect for message delivery if there are no limitations.

Use default database values

Specifies whether the mailbox database limits are used.

Option set: Mailbox database limits are in use.

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

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.

Use default retention settings

Specifies whether to use the mailbox's default retention settings.

Option set: Mailbox database default settings are in use.

Option not set: Mailbox database default settings are not in use.

Store deleted objects [days]

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

Do not delete permanently before a backup is made

Specifies whether objects are allowed to be deleted after a final backup is run.

Max. number subfolders

Maximum number of subfolders allowed in a mailbox.

Warn at [subfolder]

Number of subfolders which can be created in a mailbox before the user is sent a warning.

Max. folder levels

Maximum number of levels in the mailbox folder structure.

Warn at [folder levels]

Number of folder levels which can be created before the user is sent a warning.

Max. recoverable items

Maximum number of messages allowed in a folder in the Recoverable items folder.

Warn at [recoverable items]

Number of items a folder in the Recoverable items folder can contain before a warning is sent to the user.

Related topics

Microsoft Exchange mailbox archives

You can configure personal archives with which users can save messages in an archive mailbox. Enter the following main data:

Table 32: Archiving a mailbox
Property Description

Archiving enabled

Specifies whether a personal archive is created for this mailbox. Set this option if you want to set up a personal archive for this mailbox.

Archive mailbox database

Name of the archive mailbox database.

Archive name

Name of the archive.

Max. size of archive [MB]

Maximum size in MB that the personal archive of a mailbox may reach.

Archive warning from [MB]

Maximum size in MB of the archive 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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