Category Archives: Exchange Server HowTo

How to ?

HowTo set mailtips in Exchange 2010 ? Step-by-Step & Advanced

Exchange 2010 brings a new feature that displays an info message when the user wants to send an e-mail. This is very useful for restricted e-mail addresses / unmonitored mailboxes / slow-response users or to alert the user that the message size exceeds senders send list / when sending e-mail to large number of recipients / sending e-mails to invalid domains / and more.

You can set a mailtip for:
– mailbox
– distribution group
– dynamic distribution group
– mail contact
– mail enabled folder

In our first example I am going to show you how to set an mailtip for a single mailbox:

1. First Way:
Open Exchange Management Shell and run this command:
Set-Mailbox -identity “aurel.proorocu” -MailTip “Specialist IT”
*Here you replace aurel.proorocu with the alias you want to set the mailtip to, and you replace the Specialist IT with your message.

Second Way:

a. Open and login into ECP ( Exchange Control Panel ) with an account with admin rights, then select“My organization” and after that select Users & Groups from the right menu. Then go on the Mailboxesand search for the account you want to set the mailtip to. After you find it double click on it and move to the next step.

b. In the new window that will appear, click on the Mailtip, and on the box that enlarges enter the mailtipfor that account. After you finish click SAVE:

2. After you had set the mailtip the message will appear in OWA or Outlook, like this:

OWA:

Outlook:

3. Enjoy your new Mailtip, and read the advanced examples:

ADVANCED EXAMPLES:

1.The command to see the current mailtip configuration on your server:
Get-OrganizationConfig | fl *mailtips*

2. If you want to enable / disable mailtips you can use this command:
ENABLE: Set-OrganizationConfig -MailTipsAllTipsEnabled $true
DISABLE: Set-OrganizationConfig -MailTipsAllTipsEnabled $false
( *Mailtips are by default enabled )

3. If you want to set the mailtip for large audience ( it would display to the sender if he added more then X recipients in the TO box ), you have to use the following command:
Set-OrganizationConfig -MailTipsLargeAudienceThreshold 10
( *By default it is 25, you can check your own server using the cmdlet from point 1 )

4. You can alert the user that an address is an external one using mailtips. The command is:
ENABLE: Set-OrganizationConfig –MailTipsExternalRecipientsTipsEnabled $True

DISABLE: Set-OrganizationConfig –MailTipsExternalRecipientsTipsEnabled $False

5. You can enable the Mailtips for mailbox data ( Out Of Office and Mailbox FULL Alert ) with the following command:
ENABLE: Set-OrganizationConfig -MailTipsMailboxSourcedTipsEnabled $true
DISABLE: Set-OrganizationConfig -MailTipsMailboxSourcedTipsEnabled $false

6. You can configure the Group Metrics ( Group metrics data provides information on the size of distribution groups and dynamic distribution groups. The exchange query many LDAP requests to ActiveDirectory to get group membership information.This could affect the the performance, and ti eliminate this issue Exchange 2010 uses the Group Metric Data which can be set to run during low-activity hours. ).
ENABLE: Set-MailboxServer AURELSERVER -GroupMetricsGenerationEnabled $true
DISABLE: Set-MailboxServer YOURSERVER -GroupMetricsGenerationEnabled $false

ENJOY.

And if you encounter any problems feel free to comment / contact me.

Exchange 2010 Network Ports | Complete list

This is very useful to any Administrator, so here it is:

( The credits for the great picture goes to EighTwOne.com )

And the complete PORT LIST:

Transport Servers
Hub Transport server to Hub Transport server: 25/TCP (SMTP)
Hub Transport server to Edge Transport server: 25/TCP (SMTP)
Edge Transport server to Hub Transport server: 25/TCP (SMTP)
Edge Transport server to Edge Transport server: 25/TCP SMTP
Mailbox server to Hub Transport server via the Microsoft Exchange Mail Submission Service:135/TCP (RPC)
Hub Transport to Mailbox server via MAPI: 135/TCP (RPC)
Unified Messaging server to Hub Transport server: 25/TCP (SMTP)
Microsoft Exchange EdgeSync service from Hub Transport server to Edge Transport server:50636/TCP (SSL)
Active Directory access from Hub Transport server: 389/TCP/UDP (LDAP), 3268/TCP (LDAP GC), 88/TCP/UDP (Kerberos), 53/TCP/UDP (DNS), 135/TCP (RPC netlogon)
Active Directory Rights Management Services (AD RMS) access from Hub Transport server:443/TCP (HTTPS)
SMTP clients to Hub Transport server: 587 (SMTP) / 25/TCP (SMTP)

Mailbox Servers

Active Directory access: 389/TCP/UDP (LDAP), 3268/TCP (LDAP GC), 88/TCP/UDP (Kerberos), 53/TCP/UDP (DNS), 135/TCP (RPC netlogon)
Admin remote access (Remote Registry): 135/TCP (RPC)
Admin remote access (SMB/File): 445/TCP (SMB)
Availability Web service (Client Access to Mailbox): 135/TCP (RPC)
Clustering: 135/TCP (RPC)
Content indexing: 135/TCP (RPC)
Log shipping: 64327 (customizable)
Seeding: 64327 (customizable)
Volume shadow copy service (VSS) backup: Local Message Block (SMB)
Mailbox Assistants: 135/TCP (RPC)
MAPI access: 135/TCP (RPC)
Microsoft Exchange Active Directory Topology service access: 135/TCP (RPC)
Microsoft Exchange System Attendant service legacy access (Listen to requests): 135/TCP (RPC)
Microsoft Exchange System Attendant service legacy access to Active Directory: 389/TCP/UDP (LDAP), 3268/TCP (LDAP GC), 88/TCP/UDP (Kerberos), 53/TCP/UDP (DNS), 135/TCP (RPC netlogon)
Microsoft Exchange System Attendant service legacy access (As MAPI client) 135/TCP (RPC)
Offline address book (OAB) accessing Active Directory: 135/TCP (RPC)
Recipient update to Active Directory: 389/TCP/UDP (LDAP), 3268/TCP (LDAP GC), 88/TCP/UDP (Kerberos), 53/TCP/UDP (DNS), 135/TCP (RPC netlogon)

Client Access Servers

Active Directory access: 389/TCP/UDP (LDAP), 3268/TCP (LDAP GC), 88/TCP/UDP (Kerberos), 53/TCP/UDP (DNS), 135/TCP (RPC netlogon)
Autodiscover service: 80/TCP, 443/TCP (SSL)
Availability service: 80/TCP, 443/TCP (SSL)
Outlook accessing OAB: 80/TCP, 443/TCP (SSL)
Outlook Web App: 80/TCP, 443/TCP (SSL)
POP3: 110/TCP (TLS), 995/TCP (SSL)
IMAP4: 143/TCP (TLS), 993/TCP (SSL)
Outlook Anywhere (formerly known as RPC over HTTP ): 80/TCP, 443/TCP (SSL)
Exchange ActiveSync application: 80/TCP, 443/TCP (SSL)
Client Access server to Unified Messaging server: 5060/TCP, 5061/TCP, 5062/TCP, a dynamic port
Client Access server to a Mailbox server that is running an earlier version of Exchange Server:80/TCP, 443/TCP (SSL)
Client Access server to Exchange 2010 Mailbox server: RPC
Client Access server to Client Access server (Exchange ActiveSync): 80/TCP, 443/TCP (SSL)
Client Access server to Client Access server (Outlook Web Access): 80/TCP, 443/TCP (HTTPS)
Client Access server to Client Access server (Exchange Web Services): 443/TCP (HTTPS)
Client Access server to Client Access server (POP3): 995 (SSL)
Client Access server to Client Access server (IMAP4): 993 (SSL)
Office Communications Server access to Client Access server: 5075-5077/TCP

Unified Messaging server data paths

Active Directory access: 389/TCP/UDP (LDAP), 3268/TCP (LDAP GC), 88/TCP/UDP (Kerberos), 53/TCP/UDP (DNS), 135/TCP (RPC netlogon)
Unified Messaging Phone interaction (IP PBX/VoIP Gateway): 5060/TCP , 5065/TCP, 5067/TCP (unsecured), 5061/TCP, 5066/TCP, 5068/TCP (secured), a dynamic port from the range 16000-17000/TCP (control), dynamic UDP ports from the range 1024-65535/UDP (RTP)
Unified Messaging Web Service: 80/TCP, 443/TCP (SSL)
Unified Messaging server to Client Access server: 5075, 5076, 5077 (TCP)
Unified Messaging server to Client Access server (Play on Phone): Dynamic RPC
Unified Messaging server to Hub Transport server: 25/TCP (TLS)
Unified Messaging server to Mailbox server: 135/TCP (RPC)

If you encounter any problems feel free to comment / contact me

How to automatically add e-mail signature ? Exchange 2010 Step-by-Step

Exchange 2010 offers the option to set an automatic e-mail signature to all users, customized with theinformation from Active Directory.

This is very useful in large environments such as enterprises because:
1. The users doesn`t have to set his own signature, so everybody has the same unique brand signature. And they cannot modify it.
2. If you are using an image in the signature that has 5-20KB it will generate a lot of volume ( for 100.000 mails each day it generates an extra space of approx. 2000MB / day ).
3. You have the centralized control of the signatures, so you can easily modify the template and/or content.

So here is the Step-by-Step tutorial to do that:

1. Go to the Exchange Server, and open the Exchange Management Console.
Then go to Organization Configuration, then on the Hub Transport, and then to the Transport Rules Tab:

2. Then click on the New Transport Rule, in the Actions Menu ( right ):

3. Then the New Transport Rule Window will appear. Here you set a name for the new Rule, and a comment for later identification, then click NEXT:

4. Select the Conditions for the rule ( by default i will check those ):
From users that are inside or outside the organization
Sent to users that are inside or outside the organization, or partners
If you need to check any other conditions, check the ones that apply to your case, then click NEXT:

5. In the next window we select the actions.
By default i will check: Append disclaimer text and fallback to action if unable to apply.
Then click on the Disclaimer Text to set the Signature code.

6. In the little window that appears you must enter the code for the signature.

Here are a two templates:
Template 1
%%Firstname%% %%Lastname%% 
%%Title%% 
%%Company%% 
Phone: %%Phonenumber%% 
Mobile: %%Mobilenumber%% 
Faxnumber: %%Faxnumber%%

Template 2
Regards, 
%%displayName%% 
%%Title%% | %%Department%%
Phone: %%Phone%%

But you can compose your own using HTML, and the commands to import data from ActiveDirectory:
Department -> %%Department%%
Display Name -> %%displayName%%
First Name -> %%FirstName%%
Last Name -> %%LastName%%
Business Phone -> %%Phone%%
Title -> %%Title%%
Fax -> %%Fax%%
Manager -> %%Manager%%

To import an image you can use the HTML code:
<img src=”http://domain.com/image_test.jpg”>

After you are finished click OK, then NEXT:

7. Here you can add some exceptions if you want, if not click NEXT:

8. And now the final Step were you can review your Summary, and click NEW:

9. After the NEW Transport Rule is made you can test your new Enterprise Signature:

10. Don`t forget to do an GPO to disable the Outlook Signatures, or to instruct the users to not use the Signatures to avoid double ones .

ENJOY.

And if you encounter any problems feel free to comment / contact me

How to configure a shared mailbox in Exchange 2010 ? Step-by-Step

This is probably one of the most-wanted tutorial for junior administrators of Exchange 2010 all-around the world… So here it is: How to configure a shared mailbox in Exchange 2010 the Step-by-step version:

1. Open the Exchange Server Management Console, then go to Recipient Configuration, and click beneath that on the Mailbox Section, after the section loads, click on New Mailbox ( from the right side panel ).

2. At this step you select the type of mailbox you want to create. Usually it is User Mailbox, so this is the option that we will use in this tutorial, then click Next.

If you are new to this, here is a little wiki about what each option is used for:
User mailbox: This is a traditional mailbox.

Room mailbox: This is a mailbox specifically assigned to Meeting Rooms. Its associated user account will be disabled in Active Directory.

Equipment mailbox: This is a mailbox specific to resources, (i.e. TV, Projector and so on). As with a Resource mailbox, this kind of mailbox will disable a user in Active Directory.

Linked Mailbox: This kind of mailbox will be used in environments with multiple forests.

3. Here you can select a New User mailbox, or if the user is already created select Existing users, then click next:

4. If the user is new, you will be prompted to complete the user-details, insert them and then click next:

5. At the next step you must select the Alias, that is usually the same as the username. Then you select the mailbox you want to put the new e-mail account in ( if you don`t select, it will auto set the default one ).
The next options are for Managed folder mailbox policy ( if you have more then one ), and the Active Sync mailbox policy ( if you also have more then one ).
Select the options that fits you best, then click next:

6. This is the final step of creating a new mailbox. After you see the Completed status you can clickFinish.

7. After you created the mailbox, go back to Recipient Configuration / Mailbox and find the newly created one and right click on it, and select the Manage Full Access Permission option.

8. A new window will appear, and here you add the users that you grant permissions to this newmailbox. You can add users and/or groups. When you finished setting the permissions, clickManage.

9. After this, you can close the Exchange Server and go to the users that will use the shared mailbox. Here you open Outlook ( our tutorial will be based on Outlook 2010 ), go to File tab / Info / Account Settings, and click on the Account Settings Section.

10. Here go to the E-mail tab, select the Exchange account, and then click on the Change button:

11. A new window will appear, and here click on More Settings:

12. In the new window that appears, select the Advanced Tab, then click Add, and insert theSharedMailbox Alias, then click Ok :

13. After that, click Ok again:

14. And now you can view the newly configured SharedMailbox in Outlook:

Enjoy your new SharedMailbox.

If you encounter any problems feel free to comment / contact me

How to Deploy / Upgrade from 2003/2007 to Exchange 2010 Step-by-Step

I remember a few years ago.. when Exchange 2003 was the high end solution for mail servers.. that the step-by-step deployment tutorials were pure gold…

But here we are in 2011, when Microsoft evolved… and they now offer the Step-By-Step deployment for Exchange 2010 in different scenarios:

1. ON-Premises Only Exchange 2010 Deployment
2. Coexistance ( On-Premises + Cloud ) Exchange 2010 Deployment
3. Cloud ( http://technet.microsoft.com/en-gb/library/gg475841.aspx ) Exchange 2010 Deployment

1. ON-Premises Only

Ugrade from Exchange 2003 to Exchange 2010
Upgrade from Exchange 2007 to Exchange 2010
Upgrade from Exchange 2003 & 2007 to Exchange 2010
New Installation of Exchange 2010

After you select your scenario they give you the Step-By-Step deployment guide, including the prerequisite steps.

2. Coexistance ( On-Premises + Cloud )

Here you select the current enviorment and then they give you the Step-by-Step installation guide.

Have fun with this interactive tutorial by Microsoft:
http://technet.microsoft.com/en-us/exdeploy2010/default.aspx

If you encounter any problems feel free to comment / contact me, and I will help you.

How to import PST files in Exchange 2010 ? Step-By-Step

1. Download and install Outlook 2010 x64 on the Exchange 2010 Server that has the Mailbox role.
( you can download it from here: http://office.microsoft.com/en-us/outlook/ )

2. You need to create / or to use an existing Universal Security Group. After you have the group, open the Exchange Management Shell and run this command:
New-ManagementRoleAssignment –Name “MailboxImportExport” –SecurityGroup “name_of_group”

3. Add the user you will use to import PST files to the group used at Step 2. After that log off / and log in back on the Exchange Server.

4. Now you are ready to import the PST Files. First open the Exchange Management Shell. After that use the command that fits you best:

a. BULK Import:
Get-Mailbox | Import-Mailbox –PSTFolderPath Y:\PATH_OF_PST FILES

b. SINGLE Import:
Import-Mailbox –Identity “Display_Name” – PSTFolderPath Y:\PATH_OF_PST_FILE.PST
( You have to replace “Display_name” with the e-mail adress/display name/Exchange Alias )

If you encounter any problems feel free to comment / contact me, and I will help you.

Enjoy !

How to send from another account / How to activate BCC in Exchange Online / OWA 2010 ?

Two annoying problems in Exchange Online / OWA are:
– How to select another account ( the from field in Outlook ) ?
– How to see BCC when writing a new mail ?

1. Open OWA / Go in the right-up corner / click on Options / Click on See All Options:

2. Go to the Settings menu in the left / At message format section select Always show BCC and / orAlways show From ( depending of your scenario ), then click SAVE ( right-down corner ):

ENJOY.

And if you encounter any problems feel free to comment / contact me.

Exchange 2010 ROI Tool | Compare costs Exchange 2003/2007/2010

A very nice free tool from U-B Tech, to calculate the cost of implementing Exchange 2010 vs 2003 / 2007:

The Exchange 2010 ROI tool showcases the financial benefits of implementing an Exchange 2010 messaging infrastructure in the organization.

One of Exchange 2010’s biggest advantages is using SATA based storage as its most optimized storage medium. This capability along with a 2-Node -cluster and better redundancy features make Exchange 2010 the most optimized, scaled and cost effective messaging solution.

Use U-BTech’s Exchange 2010 ROI tool to compare the costs of implementing Exchange 2003, 2007 and 2010 and try different cost variations including storage costs, hardware costs, licensing costs including Microsoft Cloud and more. Start comparing and make your choice today !

Download here: http://www.u-btech.com/downloads/exchange-2010-roi-tool.zipEnjoy !

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by Aurel George Proorocu