Michael Bell's latest article in the Learning Exchange Server 2000 in 15 Minutes a Week series focuses on creating recipients in Exchange 2000 by discussing in detail the four types of recipient objects available in Exchange 2000: mailbox-enabled recipients, mail-enabled recipients, contacts, and distribution groups.
by Michael Bell
This week we are going to change gears, moving away from planning to talk about creating recipients in Exchange 2000. We have four types of recipient objects that we can create in Exchange 2000, including mailbox-enabled recipients, mail-enabled recipients, contacts, and distribution groups. We will start with mailbox-enabled recipients, which have a Windows 2000 user account, and an Exchange 2000 e-mail address.
Before we actually create our users, we will have to look at the administrative utilities we will be using in order to create our users. We will see that for creating and managing our Exchange recipients, most of our tasks will be accomplished from within Active Directory Users and Computers (ADUC). The ADUC we will use will have to have the ESM (Exchange System Manager) installed on the same system in order for us to manage our recipients from there.
Once we have the proper administrative tools in place, we can begin to create our mailbox-enabled recipients. How we go about this will depend on whether or not we already have a user account created in ADUC. In our case, we will first look at creating a new mailbox-enabled user from scratch, and then we will look at mail-enabling an existing user account. Like creating a user account in Active Directory (AD), we first want to decide where we want to create the new user object that we will be mail-enabling.
Alright, enough introduction...let's take a look at mailbox-enabling a new user obect in Exchange 2000. I have selected the Users container in ADUC, right-clicked, and selected New User.
I will begin by specifying the properties that I would normally configure for a new user account, including First Name, Last Name, Username and Pre-Windows 2000 Username.
When you select Next, you will get the password screen, which will prompt you to create a password for your new user and other password options.
The next screen is where the fun begins. We are going to be prompted for the storage group where we want to store our mailbox-enabled recipient's Exchange data. Depending on your version of Exchange, you might not have multiple storage groups to choose from. Only Exchange Enterprise edition supports the ability to create multiple storage groups (you can create four storage groups per server) with each server capable of storing five stores (databases) per storage group. Exchange Standard edition supports only one storage group with five stores as well. Look for an upcoming article in this series where we will go into detail on Storage Groups and stores and the issues involved in planning, creating, and managing them in Exchange 2000.
As you can see, the user JBlack was created on the Exch2KTrn Server in the 2000trainers.com domain. The user's mailbox was placed in the First Storage Group/Mailbox Store, which is the default store that was created when we installed Exchange.
That's all there is to it! I have now created a new Windows 2000 mailbox-enabled user. But as I mentioned before, I am not done yet, not by a long shot. We still have three other recipient objects to look at, and then we are going to take a look at the Exchange task wizard. The next one up on our list is the mail-enabled recipient.
The mail-enabled recipient is fairly similar to the mailbox-enabled recipient, with the exception of a mailbox. Whereas a mailbox-enabled recipient has an Exchange 2000 mailbox, a mail-enabled recipient has an external e-mail address associated with it. This might be the case where your company actually has an employee from a business partner that reports directly to your location. Although they log on to your network and spend their days at your place of business, they still have to keep in touch with their co-workers back at the main office. Creating a mail-enabled user allows them to do this, while at the same time allowing their address to appear in the Global Address List.
The process here is a little bit different, but for the sake of brevity, I am going to pick up on the third screen shot, where we would select to create the Exchange alias for our new user. As this is going to be a mail-enabled user, I don't want to create a mailbox, so I deselect the option to create an Exchange mailbox. However, for illustration purposes, I will point out that the new user we are creating has the alias RDangerfield.
I click Next and then Finish, and my new user has been created, although I am not quite done yet. I still need to run the Exchange Task Wizard in order to associate this user with their external e-mail account. First thing that I am going to need to do is right-click on the user object, and then select the Exchange Tasks Wizard.
That should bring up the following screen:
From here, we can make our selection to Establish e-mail addresses. When we click Next, we will see a screen prompting us for the e-mail address for our mail-enabled user. We then select Modify, and next select the type of address that the user will be using, as shown in the following graphic:
We then type in the address of the recipient, which in our case was an SMTP address, click OK, Next and Finish, and we have now successfully created a mail-enabled user. (And yes, if you are keeping score at home....I have substituted the word user for recipient. It is a little easier to type. Please forgive me for this!) The end result of my work should be that when I open up the GAL (Global Address List) in Outlook, I should be able to see all my mailbox-enabled users, as well as my new mail-enabled user Rodney Dangerfield. You should note that even my mail-enabled user follows the display format I configured earlier on in our Exchange 2000 deployment.
As you can see, I have been successful in my endeavor. Next up will be a contact. A contact is simply a pointer to an external mail system. The user has neither a Windows 2000 account, nor an Exchange 2000 account. We simply include their e-mail address in our address list so that our internal users can locate their information more easily. Creating a contact is a fairly straightforward process, so rather than spending a lot of time showing you graphics, I will simply step you through the process. The first thing that you will need to do is right-click on the container where you would like to create the contact object. Provide the First, Middle, and Last Name, as well as the Display name, and select Next.
On the next screen, you will be prompted to create an Exchange e-mail address. Select the Modify button, and select the type of Address, and then click on OK. Type in the new Address, click OK, click Next, and finally Finish, and you will have successfully created your new contact. One other point I would like to make here. You might have noticed that my Contacts are not displaying in the same format as my mail-enabled and mailbox-enabled users under ADUC. That is because they are a different object type, and that would require me going into the ADSIEdit utility and modifying the default properties for the createDialog the same as I did for the user object. If you are not certain on how to do that, look in the Exchange newsgroup for the post titled, "Global Address Book" from 4/02/02.
The last item that we are going to discuss in this article is mail-enabled Groups. We no longer will be dealing with distribution lists like we did in Exchange 5.5; what we have in Exchange 2000 is the ability to mail-enable a Security Group or a Distribution Group. Once you mail-enable a group, it will appear in the GAL, and it can receive messages like any other recipient in Exchange. A message sent to a mail-enabled group will be received by all members of that group that have e-mail addresses configured. The process for creating a mail-enabled group is fairly straightforward. You simply create a group like normal, and when it prompts you if you want to create an Exchange address for the group, check the box.
We are going to go ahead and call it a day on that note. We aren't done talking about our recipients yet, not by a long shot. Next week, we will finish up by discussing the Exchange Task Wizard in a little more detail. We will look at the property sheets on our recipient objects, and we will take a look at a bulk import utility that can make your job of creating Exchange mailboxes much easier. Until then, cya!