Mastering Microsoft Exchange Server 2003 phần 6 pptx

Figure 12.39: Monitoring user logins to mailboxes in a mailbox store in the Logons container Want to know how many messages a user has in a mailbox or how much storage a mailbox is taking up? Look in the Mailboxes container (see Figure 12.40). Now, what you see in Figure 12.40 isn't very interesting, but imagine you need to find out why your backup tape is running out before the completion of even one backup of your Exchange information stores. Just click the Size (KB) column to sort mailboxes in descending order by size and you'll find the culprits at the bottom of the list. Figure 12.40: Monitoring the use of mailbox resources in mailbox store in the Mailboxes container I've met some Exchange 5.5 administrators who would give their left arm to be able to save the contents of the 5.5 Administrator's Logons container to a file. Why? They wanted to process the file to determine which users hadn't logged in to their mailboxes since a certain date. Then they wanted to check if it was okay to delete the mailboxes of such users. Well, all you 5.5 refugees can save the contents of the Logons container just as you can save the contents of any MMC container. Just right− click the container and select Export List from the pop−up menu, then just follow the online instructions to create a tab− or comma−delimited file with one row for each user that includes the data for all the columns visible in the container. For more about the Export List option, see the section 'Managing the Organization,' earlier in this chapter. Setting Policies for a Mailbox Store You'll remember that Exchange policies apply properties to groups of objects. We set up a policy for a server in the section 'Creating and Managing Server Policies,' earlier in this chapter. Now we're going to set up a mailbox store policy. The Information Store 345 In Exchange System Manager, find and right−click the System Policies container that you created earlier in this chapter. Select New > Mailbox Store Policy from the pop−up menu. This opens the New Policy dialog box, shown in Figure 12.41. From the dialog box, select the property pages that you want the policy to apply to, and click OK. Figure 12.41: Selecting property pages to be included in a mailbox store system policy The Properties dialog box for the policy opens (see Figure 12.42). You can now bop around the various property pages and set the properties as you wish. You can set all properties that make sense when you remember that this policy will apply to a group of mailbox stores. For example, you can set a generic maintenance interval on the Database (Policy) page, but you can't set the database paths, set startup mount status, or determine whether restores overwrite the databases. That makes sense because you really have to set these policies on a store−by−store basis. Figure 12.42: Setting properties for a mailbox store system policy Set properties for the policy the same way as you set them for your new mailbox store. When you're finished selecting properties for your policy, click OK to create the policy. To add a mailbox store to the policy, follow the instructions in the section 'Creating and Managing Server Policies,' earlier in this chapter. You'll be offered the standard dialog box for finding and adding Active Directory objects. Search for 'mailbox' and you should see two mailbox stores that you can add to the policy: the default mailbox store and the mailbox store that you just created. For fun, add the default mailbox store to the policy. Then open the Properties dialog box for the store. Look at the various property pages (see Figure 12.43). Note how much is grayed out, meaning not only that you can't change the properties, but also that the properties were set simply because you added the store to the policy. Now, imagine that you had 10 or 20 The Information Store 346 Exchange servers, each with multiple mailbox stores. Even if you had to set up two or three policies to cover all the mailbox stores, the job of setting and maintaining properties for the stores would be so much simpler with policies than without them. Figure 12.43: The Properties dialog box for mailbox store after the store has been added to a policy Now, tab over to the Policies property page for your default mailbox store. You should see the policies that you just added the mailbox store to. Also check the subcontainer for the policy that you just created in the System Policies container. Because it was added to this policy, your new mailbox should be in the subcontainer. Check out the previous section 'Creating and Managing Server Policies' if any of this is a bit murky. Using Mailbox Manager One way to control the amount of storage used by a mailbox is to simply limit the number of bytes all users or a specific user has for storage. Storage limits are a good and viable approach to storage conservation. However, what if you don't want to use limits, or if you decide to use limits, but still want your users' mailboxes to occupy as little of their allotted storage as possible? That's where the Exchange Mailbox Manager comes in. Mailbox Manager can find items in Exchange mailboxes that exceed age and size limits. It can then do anything from reporting on this situation to removing items that exceed these limits. Note that I use the term items and not messages. Exchange mailboxes contain not only messages, but also calendar, task, journal, contacts, and notes objects. Hence the term items to refer to all of the types of objects that can live in an Exchange mailbox. Having explained my use of the term items, I must now call your attention to the fact that the official Microsoft term for what I'm calling items is, as you'll see very soon, message classes. Message classes seems a bit confusing to me when you're talking about things that are not specifically messages−contacts, for example−but who am I to argue with the powers that be? Okay, let's get to using Mailbox Manager. First, Mailbox Manager isn't enabled by default. You enable it for each recipient policy. I briefly discussed recipient policies in the last chapter, when I talked about the default SMTP and X.400 addressing scheme or schemes used in an Exchange organization. Recipient policies reside in the Recipient Policies container. At this point, you should have one recipient policy: the default policy. The Information Store 347 Right−click this policy and select Change Property Pages, as shown in Figure 12.44. Use the dialog box that pops up to select Mail Box Manager Settings and click OK. Figure 12.44: Selecting Change Property Pages to activate the Mailbox Manager property page for a system policy Now double−click your default recipient policy and tab over to the Mailbox Manager Settings (Policy) properties page. This is where you set the rules for Mailbox Manager. As you can see in Figure 12.45, you can choose the action you want Mailbox Manager to perform when it starts processing mailboxes. Actions range from the innocuous generation of a report on mailbox usage figures through immediate deletion of messages from selected mailbox folders. Figure 12.45: Activating the Mailbox Manager property page for a system policy When items are placed in system cleanup folders, they go in replicas of the folders from which they came in the user's own mailbox. So, unlike items moved to Deleted Items, it is possible to recover an item from system cleanup folders back to its original folder. Additionally, moving items to system cleanup folders, as opposed to the Deleted Items folder, assures that items moved without the user's knowledge aren't deleted when the user's Deleted Items folder is automatically or manually emptied. System cleanup folders give users more responsibility for cleaning up their mailboxes. The Information Store 348 Speaking of selected mailbox folders, you choose those folders immediately below the drop−down menu used to specify what Mailbox Manager should do when processing mailboxes. Figure 12.45 shows most of the folders you can select. Only All Other Mail Folders is hidden from view. This option applies the action you select from the drop−down menu to the user−generated folders in a mailbox. Remember, system cleanup folders place the onus of mailbox management on users. If you're concerned that some users might not take this responsibility seriously, you can create a policy just for them and apply a set of mailbox management settings to their system folders. See the note at the end of this section for more on creating additional recipient policies. To select the parameters for a specific folder, double−click the folder to open the Folder Retention Settings dialog box (see Figure 12.46). You can set both item age and size limits. The action you chose earlier is applied to items that exceed these limits. I'll leave it to you to come up with appropriate settings for your organization. Figure 12.46: Selecting age and size limits to be used by Mailbox Manager for items in a specific mailbox folder Let's go back to Figure 12.45. If you select Send Notification Mail to User After Processing, be sure to edit the message to be sent by clicking Message. The default message is 'The Microsoft Exchange Server Mailbox Manager has performed an automatic cleanup of your mailbox.' Now, this is fine if you've informed your users about all this stuff and you've set the Mailbox Manager to do an actual cleanup. However, if you're just doing reporting and that message goes out to your users, I guarantee you're going to get some pretty anxious e−mails and phone calls. Most of them will be of the form 'What in the heck did it delete?' How do I know this? Let's just say, from experience, and leave it at that. The last option on the Mailbox Manager Settings (Policy) property page allows you to exclude specific message classes from the mailbox management process. Here you can designate item types that you don't want Mailbox Manager to process, for example, contacts or calendar items. When you're finished setting up your Mailbox Manager, click OK to close the dialog box. Now you're ready to set a schedule for Mailbox Manager. Mailbox Manager runs on each Exchange server and processes only the mailboxes on that server. Mailbox Manager does nothing until you schedule it to run and start it up, which you do on an Exchange server. So, open the Properties dialog box for your Exchange server and tab over to the Mailbox Management page, shown in Figure 12.47. The Information Store 349 Figure 12.47: Setting schedule, reporting, and administrator options for Mailbox Manager at the server level As Figure 12.47 shows, in addition to setting a schedule for your Mailbox Manager, you can select the type of reporting you want and you can set an Administrator to receive reports. In addition to Never Run, scheduling options include Run Saturday at Midnight, Run Sunday at Midnight, and Use Custom Schedule. Running once a week on the weekend during off hours is generally adequate for most installations of Exchange server. Large installations can benefit from more frequent custom− scheduled mailbox maintenance. Reporting options include None, Send Summary Report to Administrator, and Send Detail[ed] Report to Administrator. I like to start out setting the option for the action to be performed by Mailbox Manager (see Figure 12.45, shown earlier) to Generate Report Only and reporting options to Send Summary Report to Administrator. A summary report shows you the number of mailboxes processed, the number of messages that would be moved or deleted, and the total size of those messages. Once you get a feeling for their sheer size, you can run a detailed report for each mailbox. Detailed reports include 'would be moved or deleted' information for each mailbox for each folder you select for processing. You can use that information to decide how to tackle the mailbox cleanup task. If you have a few offending users, you might ask them to clean up their mailboxes on their own, without any intervention by Mailbox Manager. If you decide to go with Mailbox Manager, you can use the reports you get to refine the age and size limits for specific folders. Mailbox Manager runs as a part of the System Attendant service on your Exchange server. You start Mailbox Manager by right−clicking the icon for your Exchange server and selecting Start Mailbox Management Process. You can stop the service at any time by right−clicking the icon for your Exchange server and selecting Stop Mailbox Management Process. Note Recipient policies are set for your Exchange organization as a whole. You can create recipient policies that apply to specific groups of mailboxes. I'll show you how to do that in Chapter 16. Creating and Managing Public Stores Public stores are a lot like mailbox stores, so I'm going to discuss some issues very quickly and skip others that I covered in the section 'Creating and Managing Mailbox Stores,' earlier in this chapter. The Information Store 350 Creating a Public Store Before you can create a new public store, you need to understand how public stores and what are called public folder trees relate to each other. You absolutely will not be able to use public stores without this understanding. Each public store is directly linked to a public folder tree. The default public folder tree on an Exchange server, Public Folders, is linked to the default public store, Public Folder Store (SERVER_ NAME) on the server. In Figure 12.48, you can see my default public folder tree, Public Folders, and the default public store, Public Folder Store (EXCHANGE01). A public store can link to only one public folder tree, and vice versa. You can not link any more public folder trees to the default public folder store. Figure 12.48: Viewing an Exchange server's default public folder tree and default public store The default public folder tree and store are unique: They are the only tree−store combination that is MAPI−enabled. If you create additional tree−store combinations on a server, they can not be MAPI− enabled. This means that the default tree−store combination is the only one that can be accessed by MAPI−aware e−mail clients such as Outlook and IMAP4 clients. When you look at public folders in Outlook, you're looking at the default tree/store combination associated with the mailbox store containing your mailbox. Think back to the section 'Creating a Mailbox Store,' when you had to associate a mailbox store with the default public store on an Exchange server. That's how you told Exchange which public folders (tree−store combination) to present when a client such as Outlook opened a mailbox in your new mailbox store. If clients such as Outlook can see only the default tree−store combination on an Exchange server, of what use are additional tree−store combinations? Good question. The answer is simple. You can access additional tree−store combinations using any of the following clients: A client that can access a Windows file system that has been enhanced using Exchange 2003's Installable File System (IFS) • An enhanced Internet−standard Web−Distributed Authoring and Versioning (WebDav) client• An Internet−standard Network News Transfer Protocol (NNTP) client• IFS is a very special kind of share on an Exchange 2003 server that points to the mailbox and public stores on the Exchange server. You can map a drive to the share or use it directly. I'll show you some ways to use IFS later in this section. The Information Store 351 WebDav clients are implemented in web browsers. Microsoft has enhanced the WebDav Internet draft standard to allow it to work seamlessly with Exchange Server 2003. WebDav is at the heart of Outlook Web Access, which lets you access your Exchange mailbox and public folders with an Internet browser. Finally, additional tree−store combinations can be made available through a Windows 2003/ Exchange 2003 NNTP server, which can be accessed with a Network News Transfer Protocol client such as the one in Microsoft's Outlook Express. Okay, let's create a public store. Before you can do so, however, you must create a public folder tree to associate it with. To create a new public folder tree, find and right−click the Folders container for your administrative group, then select New > Public Folder Tree from the pop−up menu. The public folder tree Properties dialog box opens. Enter a name for the tree. I'm going to call mine Demo Public Folder Tree. When you're done, click OK. You should now see your tree in the Folders container. Now you can go ahead and create your public store. Right−click either your default storage group or the storage group that you created earlier in this chapter. Then select New > Public Store from the pop−up menu to open the public store Properties dialog box, shown on the left side of Figure 12.49. Name your new public store in the General property page. Next, click Browse next to the Associated Public Folder Tree field and select the public folder tree that you just created, as I'm doing on the right side of Figure 12.49. Figure 12.49: The public store Properties dialog box, with its General property page and Select a Public Folder Tree dialog box open The Database property page looks and works exactly like the same page on the mailbox store Properties dialog box. We'll talk about the Replication page in Chapter 15, when we have at least one more server to replicate public folders to. The Limits page has a Deleted Items field, but it doesn't have a Retention field for mailboxes, for obvious reasons. Public stores don't hold mailboxes. The Limits page also has an additional field, Age Limits for All Folders in This Store. Use this field to set a default number of days before an item in any public folder in the store is deleted. You can override the default using the Limits page for any public folder, as you saw in the earlier section 'Creating a Public Folder.' The Full−Text Indexing and other pages look and work just as they do for mailbox stores. When you're done creating your public store, click OK on the public store Properties dialog box. Your MMC should look something like the one in Figure 12.50. The Information Store 352 Figure 12.50: A new public store, its subcontainers, and its associated public folder tree Now, you should create a public folder in your new tree−store. We'll use the folder later. Call the folder Test. To create the folder, follow the directions in the earlier section 'Creating a Public Folder.' Managing Public Stores Based on your experience with it when creating a public store, you should have no trouble using the public store Properties dialog box to manage your new public store. I won't discuss the dialog box any further here; instead, I'm going to discuss three aspects of public store management in this section: Using public store management containers• Mail−enabling public folders in a nondefault public folder tree• Providing access to public folders in a nondefault public folder tree• Using Public Store Management Containers As you saw back in Figure 12.50, a public folder store has a range of subcontainers, just like a mailbox store. As with mailbox stores, these subcontainers are used for managing the store. Many of the subcontainers are used in the same way that they're used for mailbox stores: Logons Works just like the Logons subcontainer for mailbox stores. Public Folder Instances Shows information for all public folder instances in a public store. This includes not only the folders in the Public Folders subcontainer, but also folders that have been replicated to this server from other Exchange servers. Public Folders Shows resource usage and other information for all public folders in the store, in a manner similar to the Mailboxes subcontainer for mailbox stores. These are folders that originated in the store or, to put it another way, that are local to the store. Replication Status Shows progress when replicating folders across Exchange servers. I'll cover this subcontainer in Chapter 15. The Information Store 353 Full−Text Indexing Works just like the same subcontainer for mailboxes. In fact, you set up full−text indexing for public stores exactly as you set it up for mailbox stores. Mail−Enabling Public Folders in a Nondefault Public Folder Tree As I noted in the earlier section 'Managing Public Folders,' when you create a public folder in the default public folder store, it is automatically mail−enabled. It can send and receive messages. Public folders created in other public stores can send and receive e−mail messages too, but you have to mail−enable them before this is possible. Let's mail−enable the folder Test that I asked you to create at the end of the earlier section 'Creating a Public Store.' To mail−enable a public folder, right−click it and select All Tasks > Mail Enable from the pop−up menu. After a few seconds, select Refresh from the Action menu and open the Properties dialog box for the folder. Miracle of miracles, the folder now has an E−Mail Addresses property page and a set of e−mail address to boot. Open your Outlook client and notice that the folder is in the Address Book. You can send messages to it. Don't close your Outlook client; we're going to use it in the next section. Providing Access to Public Folders in a Nondefault Public Folder Tree Just to prove that nondefault public folder trees are unavailable to Outlook clients, look at the public folder hierarchy in your client. You see the default public folder tree, Public Folders. However, you don't see the new tree that you just created. As I mentioned earlier, you can access nondefault public folder trees using three types of clients: Windows 2003 file system enhanced by Exchange 2003's Installable File System (IFS)• Web−Distributed Authoring and Versioning (WebDav)• Network News Transfer Protocol (NNTP)• Let's focus on IFS here. Back in the old days, when you installed Exchange 2000 Server, the M: drive was automatically mapped to the Exchange IFS. A lot of problems arose from that sweet little mapping. Many of them had to do with what happened to mailboxes and so on when the M: drive was backed up. So, with Exchange 2003, there is no automatic mapping to the IFS. You have to manually map a drive letter to the IFS. You don't set the mapping as you would with other drives. You actually have to edit the registry. Here's how to do it. Open the Windows 2003 registry editor by entering regedit in the input field that becomes available when you choose Start > Run. This opens the registry editor program. Find the registry key HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\EXIFS\Parameters (see Figure 12.51). Right−click the Parameters container and select New > String Value. A new item appears in the Parameters container. Name the string value DriveLetter (all one word), then double−click it. In the Value Data field, enter the drive letter you want to be assigned to your IFS. Click OK and you're done. Restart the Exchange services and open Windows Explorer and you should see a new drive letter. The Information Store 354 [...]... service can be monitored like any other Exchange service, so even that worry is manageable Summary This chapter dealt with two key elements of Exchange Server 2003: the Exchange Server 2003 hierarchy and Exchange Server 2003 core components The Exchange Server 2003 hierarchy consists of the Exchange organization, administrative groups, servers, and recipients Exchange organizations are largely containers... you manage SMTP virtual servers before and after you install Exchange 2003 on a Windows Server 2003 Before Exchange 2003 is installed, you manage SMTP virtual servers through the IIS interface After Exchange is installed, you manage SMTP virtual servers through the Exchange System Manager Under the covers, the most significant change that comes with installation of Exchange 2003 is that users of the... In setting up an Exchange server, the A record associates the name of the Exchange server that serves as an SMTP host with its IP address My server is called exchange0 1.bgerber.com, and its IP address on the Internet side is 66 .14.231.120 Although I haven't set up the SMTP host on my Exchange server yet (that comes in the later section 'Setting Up and Managing SMTP'), my Exchange server will soon become... Chapter 14, we'll set up support on our server for a number of Internet protocols 358 Part 5: Expanding an Exchange Server Organization Chapter List Chapter 13: Managing Exchange 2003 Internet Services Chapter 14: Managing Exchange 2003 Services for Internet Clients Chapter 15: Installing and Managing Additional Exchange Servers 359 Chapter 13: Managing Exchange 2003 Internet Services Overview So far,... exchanger server) , exchange0 1.bgerber.com in my case As you might imagine, this requires another DNS record, an Address or A record that exposes the IP address of the receiving SMTP host for bgerber.com exchange0 1.bgerber.com Here's an example of this record: exchange0 1.bgerber.com IN A 66 .14.231.120 In this A record, the following is true: • exchange0 1.bgerber.com is the name of the SMTP host • 66 .14.231.120... routing sites? Could Exchange Server 2003 be the model for the next generation of the Windows server operating system? The Routing Engine Now, let's move on to the next Exchange core component after the Information Store, the Routing Engine The Routing Engine is involved in moving messages in and out of an Exchange Server 2003, both within an Exchange organization and between an Exchange organization... enough practical information so that you can set up and operate your Exchange Internet messaging system For lots more on these topics, see Mastering Windows Server 2003, by Mark Minasi, Christa Anderson, Michele Beveridge, C.A Callahan, and Lisa Justice (Sybex, 2003) Also take a look at the Windows Server 2003 and Exchange Server 2003 documentation Other sources of DNS information include the documentation... name servers for the receiving domain from the InterNIC servers, it asks one of the name servers for the name of the SMTP host for the domain The name of the SMTP host is contained in what is called an MX record (MX stands for mail exchanger.) A mail exchanger server is an SMTP host for the domain I'm sure I don't have to say it, but I will: The exchange in mail exchanger has nothing to do with Exchange. .. SMTP host for my Exchange organization The A record should look like this: exchange0 1.bgerber.com IN A 66 .14.231.120 IN means that this is an Internet record 366 Setting Up and Managing DNS Warning The period after 'com' in exchange0 1.bgerber.com is required, as are all the periods in the DNS records listed in this chapter If this is the name and address that you gave your Exchange server back when... TCP/IP connections Your Exchange server can use smart hosts even if it is continuously connected to the Internet For example, you might choose to isolate all or part of your Exchange server environment from direct Internet access by installing only one of your Exchange servers as a smart host and having other Exchange servers send and receive messages through that smart host In Windows 2003 environments, . any other Exchange service, so even that worry is manageable. Summary This chapter dealt with two key elements of Exchange Server 2003: the Exchange Server 2003 hierarchy and Exchange Server 2003. Windows 2003 /Exchange 2003 SMTP Virtual Server, the engine that moves Internet messages into and out of your Exchange organization, and the Exchange 2003 SMTP Connector that enhances SMTP Virtual Server. Additional Exchange Servers 359 Chapter 13: Managing Exchange 2003 Internet Services Overview So far, you've been working within some pretty narrow confines: one Exchange 2003 server on a