Network Engineering

Common Administrative Tasks

In order to administer e-mail attributes in Active Directory, you must first install Exchange System Manager. To obtain the necessary tools, please see:
    Installing Exchange 2000 Administration Tools

Choose a link for detailed instructions:
Create a Mailbox-Enabled User
Create a Mail-Enabled User
Create a Contact
Create a Distribution List
Create an @oregonstate.edu alias for a non-Exchange User

Delete an object in Active Directory
Restore a deleted mailbox

Create a Mailbox-Enabled User

Regular Exchange users are mailbox-enabled users. To create a mailbox-enabled user, follow these steps:

1. Open AD Users and Computers.
2. Connect to the Global Catalog server (GC) for your domain (In FS_Mail, the GC is MtMazama). To connect to the GC, right-click on the name of the domain and select "Connect to Domain Controller". If there is no GC in your domain, any domain controller will do.
3. Right-click on the OU you want to create the new user in and choose New-User.
4. On the first screen, enter the user's name and username. For the first logon name (the UPN) you should use @oregonstate.edu as the suffix. The logon names might look something like this:
       UPN: bob.jones@oregonstate.edu
       pre-Windows 2000: FS_MAIL\jonesb
5. Enter a password on the next screen. If this account is for a resource mailbox, you can disable the account if you like.
6. Leave the "Create an Exchange mailbox" checkbox checked and choose your server and store. (If you're not sure which store to use, send email to IT Consult.)
7. Click Finish on the last page to save changes.
8. Wait 30 minutes for replication and to allow the Recipient Update Service to create the X400, @exchangemail.orst.edu, @oregonstate.edu and X500 addresses. Open properties on the new user and choose the E-mail Addresses tab. If the e-mail addresses field is empty, close the properties sheet and wait a few minutes, then try again. You can refresh the interface by choosing Action, Refresh. (If after 30 minutes the e-mail addresses have not appeared, send email to IT Consult.) The default address for the new user will be First.Last@oregonstate.edu, but you can change this if needed.

NOTE: The smtp addresses will begin working within about 1 hour, when the virtualusers script runs.

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Create a Mail-Enabled User

You may want to create an Active Directory account for someone who already has an e-mail account somewhere else. This is called a mail-enabled user.

1. Open AD Users and Computers.
2. Connect to the Global Catalog server (GC) for your domain (In FS_Mail, the GC is MtMazama). To connect to the GC, right-click on the name of the domain and select "Connect to Domain Controller". If there is no GC in your domain, any domain controller will do.
3. Right-click on the OU you want to create the new user in and choose New-User.
4. On the first screen, enter the user's name and username. For the first logon name (the UPN) you should use @oregonstate.edu as the suffix. You can set the pre-Windows 2000 name according to any standard you like, but we recommend that you set the UPN to match the person's @oregonstate.edu e-mail address, like this:
       UPN: bob.jones@oregonstate.edu
       pre-Windows 2000: FS_MAIL\jonesb
5. Enter a password on the next screen.
6. We don't want to create a mailbox for this user, so uncheck the "Create an Exchange mailbox" checkbox.
7. Click Finish on the last page to save changes.
8. Right-click on the new user and choose Exchange Tasks.
9. Choose Establish E-mail Address and hit Next.
10. Choose Modify.
11. Choose SMTP Address and hit OK.
12. Type in the external e-mail address and hit OK. This could be something like: bobjones@yahoo.com
13. Set the Associated Administrative Group to:
        Oregon State University/Central E-mail Services
14. Choose Next and Finish.
15. Wait 30 minutes for replication and to allow the Recipient Update Service to create the X400 address.
16. Open properties on the new user and choose the E-mail Addresses tab. You should see at least an X400 address and the address you typed in. If the e-mail addresses field is empty, close the properties sheet and wait a few minutes, then try again. You can refresh the interface by choosing Action, Refresh.

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Create a Contact

Contacts are similar to custom recipients in Exchange 5.5. It is important to note ONID accounts are in both Active Directory and UNIX. You shouldn't need to create a contact for an ONID account. Simply reference the AD object at onid.oregonstate.edu.

They are commonly used for the following:

• To list a person's external address in the Global Address Book.
• To add people outside of Exchange to Distribution Lists.
• To set up a forward from a mailbox to an external address.
• To give someone outside of Exchange an @oregonstate.edu alias.

1. Open AD Users and Computers.
2. Connect to the Global Catalog server (GC) for your domain (In FS_Mail, the GC is MtMazama). To connect to the GC, right-click on the name of the domain and select "Connect to Domain Controller". If there is no GC in your domain, any domain controller will do.
3. Right-click on the OU you want to create the new contact in and choose New - Contact.
4. Enter a name and display name and click Next.
5. Choose Modify.
6. Choose SMTP Address and hit OK.
7. Type in the external e-mail address and hit OK. This could be something like: bobjones@yahoo.com
8. Set the Associated Administrative Group to:
       Oregon State University/Central E-mail Services
9. Choose Next and Finish.
10. Wait 30 minutes for replication and to allow the Recipient Update Service to create the X400 address.
11. Open properties on the new contact and choose the E-mail Addresses tab. You should see at least an X400 address and the address you typed in. If the e-mail addresses field is empty, close the properties sheet and wait a few minutes, then try again. You can refresh the interface by choosing Action, Refresh.
12. To grant an @oregonstate.edu alias to this contact, follow the steps below.

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Create a Distribution List

The terminology for groups in Active Directory is a bit confusing. The following definitions should help clarify things a bit:

• Distribution Group - a group that cannot be assigned permissions
• Security Group - a group that can be assigned permissions
• Local Group - can contain members from any domain, can only be assigned permissions in the domain
• Global Group - can only contain members from the domain, can be assigned permissions anywhere in the forest
• Universal Group - can contain members from anywhere in the forest, can be assigned permissions anywhere in the forest
• Distribution List - any mail-enabled group

When creating a distribution list for Exchange, you should set the scope of the group to Universal so that it will be replicated to the global catalog server. Otherwise, people may not be able to send mail to the list.

It is up to you whether the list should be a security group or a distribution group. If you plan to use the DL to grant access to a public folder (or any other resource), you must set it as a security group.

To create a distribution list:

1. Open AD Users and Computers.
2. Connect to the Global Catalog server (GC) for your domain (In FS_Mail, the GC is MtMazama). To connect to the GC, right-click on the name of the domain and select "Connect to Domain Controller". If there is no GC in your domain, any domain controller will do.
3. Right-click on the OU you want to create the new DL in and choose New - Group.
4. Enter a name.
5. Set the Group Scope to: Universal
6. Set the Group Type to either Security or Distribution, depending on how you plan to use it.
7. Choose Next.
8. Set the Associated Administrative Group for the e-mail address to:
       Oregon State University/Central E-mail Services
9. Choose Next and Finish.
10. Wait 30 minutes for replication and to allow the Recipient Update Service to create the X400, @exchangemail.orst.edu and @oregonstate.edu addresses.
11. Open properties on the new group and choose the E-mail Addresses tab. You should see at least an X400 address and the @exchangemail.orst.edu address. If the e-mail addresses field is empty, close the properties sheet and wait a few minutes, then try again. You can refresh the interface by choosing Action, Refresh. (If after 30 minutes the @exchangemail.orst.edu address has not appeared, send email to IT Consult.) The default address for the Distribution List will be Name@oregonstate.edu, but you can change this if needed.
12. Add members to the list via the Members tab.

NOTE: The smtp addresses will begin working within about 1 hour, when the virtualusers script runs.

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Delete an object in Active Directory

Warning: restoring a deleted AD object is not really possible, so think before you delete. Once a user account has been deleted, it's SID (unique identifier) is gone for good, and any new account created for that user will have to have permissions re-assigned to it.

To remove any object in Active Directory, simply right-click on the object, choose Delete, and select Yes when prompted.

If you want to delete a mailbox without deleting the user account associated with it, follow these steps:

1. Right-click on the account in AD Users & Computers.
2. Choose Exchange Tasks.
3. Select Delete Mailbox and click Next.
4. Click Next again and choose Finish.

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Restore a deleted mailbox

When you delete an account in AD, the associated mailbox is always deleted - this is by design. However, we retain deleted mailboxes on the system for 90 days before they are completely purged. In that time, you can reconnect a deleted mailbox to another account. The account that you reconnect to must not already have a mailbox associated with it.

NOTE: When a mailbox is deleted, the SMTP addresses are lost, and will need to be added back when you reconnect the mailbox.

To reconnect a mailbox, you need to use the Exchange System Manager tool. Here is the procedure:

1. Open System Manager. Click on Start, Programs, Microsoft Exchange, System Manager.
2. Browse to Administrative Groups, Central Email Services, Servers, Servername, Storage Group, Store.
3. Click on Mailboxes.
4. On the right, look for the deleted mailbox - it will have a red X next to it.
5. Right-click the deleted mailbox and choose Reconnect.
6. Find the account to associate the mailbox with and choose OK.
7. You may see a warning pop up about replication - just click OK.
8. Once the e-mail attributes have replicated to the new user object, add the SMTP addresses back.

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Create an @oregonstate.edu alias for a non-Exchange/non-AD User

To grant an @oregonstate.edu alias to a user who is not in AD, you must first create a contact for that user. Follow the steps above to create a contact.

Once you have created a contact for a non-Exchange user, you can give them an @oregonstate.edu alias by following these steps:

1. In Active Directory Users & Computer, right-click on the Contact and choose Properties.
2. Choose the E-mail Addresses tab.
3. Click on New and choose SMTP Address.
4. Enter the new @oregonstate.edu address and click OK.
5. Click OK again to save changes.

The new alias will begin working when the virtualusers script runs on the next half hour.

To grant an @oregonstate.edu alias to a user who is in AD but doesn't have an exchange account.

1. Right-click on the account object in AD Users and Computers
2. Select Exchange Tasks
3. Choose Establish E-mail Address
4. Modify
5. SMTP address
6. Enter the address of the non-exchange email address
7. Finish

Go back into the user object and select the E-mail addresses tab and select New, SMTP address and enter the desired @oregonstate.edu address.

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