Exchange Server 2016 & Exchange Online Essentials for Administration

This book covers Exchange Server 2016, Exchange Online and Office 365. Because Exchange Online and Office 365 are online products, the features and options for these products can be updated from time to time by Microsoft. As this book was being written Microsoft was preparing to release a new version of Office 365 and this book is written to this new version. (If you are using this book prior to the update, click the New Admin Center sneak peek link on the Office 365 dashboard to switch to the new interface.)

Table of Contents

About This Book xv
Print Readers xv
Digital Book Readers xv
Support Information xvi
Conventions & Features xvi
Share & Stay in Touch xvii
Chapter 1. Welcome to Exchange 2016 1
Getting Started with Exchange Admin Center 2
Navigating Exchange Admin Center Options 2
Accessing Exchange Admin Center 5
Authenticating and Proxying Connections 7
Getting Started with Exchange Management Shell 8
Running and Using Cmdlets 9
Running and Using Other Commands and Utilities 10
Using Cmdlet Parameters and Errors 10
Using Cmdlet Aliases 11
Working with Exchange Management Shell 12
Starting Exchange Management Shell 12
Using Exchange Cmdlets 13
Working with Object Sets and Redirecting Output 14
Chapter 2. Working with Exchange Online 17
Getting Started with Exchange Online 18
Navigating Exchange Online Services 18
Understanding Office 365 Licensing 22
Using Windows PowerShell with Exchange Online 23
Getting Started with Windows PowerShell 24
Understanding the Default Working Environment 26
Learning About Cmdlets and Functions 28
Connecting to Exchange Online Using PowerShell 28
Exploring How the Shell Uses Remote Sessions 29
Establishing Remote Sessions 30
Using an Interactive Remote Session 31
Creating and Importing a Remote Session 33
Connecting to Windows Azure 35
Cmdlets for Windows Azure Active Directory 36
Working with Exchange Online Cmdlets 39
Cmdlets Specific to Exchange Online 39
Working with Exchange Online Cmdlets 43
Chapter 3. Getting Started with Users and Contacts 47
Working with Users and Contacts 47
How Email Routing Works: The Essentials 49
Managing Recipients: The Fundamentals 50
Finding Existing Mailboxes, Contacts, And Groups 56
Finding Synced, Unlicensed, Inactive, and Blocked Users 60
Chapter 4. Managing Users 63
Creating Mailbox-Enabled and Mail-Enabled User Accounts 63
Working with Logon Names and Passwords 63
Mail-Enabling New User Accounts 64
Mail-Enabling Existing User Accounts 70
Managing Mail-Enabled User Accounts 72
Creating Domain User Accounts with Mailboxes 73
Creating Online User Accounts with Mailboxes 81
Adding Mailboxes to Existing Domain User Accounts 83
Setting or Changing the Common Name and Logon Name for Domain User Accounts 88
Setting or Changing Contact Information for User Accounts 89
Changing Logon ID or Logon Domain for Online Users 91
Changing a User’s Exchange Server Alias and Display Name 92
Adding, Changing, and Removing Email and Other Addresses 94
Setting a Default Reply Address for a User Account 95
Changing A User’s Web, Wireless Service, And Protocol Options 96
Requiring Domain User Accounts to Change Passwords 98
Deleting Mailboxes from User Accounts 98
Deleting User Accounts and Their Mailboxes 100
Chapter 5. Managing Contacts 105
Creating Mail-Enabled Contacts 105
Setting or Changing a Contact’s Name and Alias 108
Setting Additional Directory Information for Contacts 109
Changing Email Addresses Associated with Contacts 111
Disabling Contacts and Removing Exchange Attributes 114
Deleting Contacts 115
Chapter 6. Adding Special-Purpose Mailboxes 117
Using Room and Equipment Mailboxes 117
Adding Room Mailboxes 122
Adding Equipment Mailboxes 126
Adding Linked Mailboxes 129
Adding Forwarding Mailboxes 131
Working with Archive Mailboxes 134
Adding In-Place Archives 134
Adding Online Archives 138
Managing Archive Settings 139
Adding Arbitration Mailboxes 144
Adding Discovery Mailboxes 145
Adding Shared Mailboxes 146
Adding Public Folder Mailboxes 150
Chapter 7. Managing Mailboxes 155
Managing Mailboxes: The Essentials 155
Viewing Current Mailbox Size, Message Count, and Last Logon 156
Configuring Apps for Mailboxes 159
Hiding Mailboxes from Address Lists 161
Defining Custom Mailbox Attributes for Address Lists 162
Restoring On-Premises Users and Mailboxes 163
Restoring Online Users and Mailboxes 168
Repairing Mailboxes 170
Moving Mailboxes 171
Importing and Exporting Mail Data 172
Performing On-Premises Mailboxes Moves and Migrations 174
Performing On-Premises Mailbox Moves 178
Moving Mailboxes Within a Single Forest 180
Moving Mailboxes Between Forests 184
Managing Delivery Restrictions, Permissions, and Storage Limits 189
Setting Message Size Restrictions for Contacts 189
Setting Message Size Restrictions on Delivery to and from Individual Mailboxes 189
Setting Send and Receive Restrictions for Contacts 192
Setting Message Send and Receive Restrictions on Individual Mailboxes 193
Permitting Others to Access a Mailbox 195
Forwarding Email to a New Address 199
Setting Storage Restrictions on Mailbox and Archives 200
Setting Deleted Item Retention Time on Individual Mailboxes 203
Chapter 8. Managing Groups 207
Using Security and Distribution Groups 207
Group Types, Scope, And Identifiers 207
When to Use Security and Standard Distribution Groups 209
When to Use Dynamic Distribution Groups 210
Working with Security and Standard Distribution Groups 211
Group Naming Policy 211
Understanding Group Naming Policy 212
Defining Group Naming Policy for Your Organization 213
Defining Blocked Words in Group Naming Policy 214
Creating Security and Standard Distribution Groups 215
Creating a New Group 216
Mail-Enabling Universal Security Groups 221
Assigning and Removing Membership for Individual Users, Groups, and Contacts 222
Adding and Removing Managers 224
Configuring Member Restrictions and Moderation 226
Working with Dynamic Distribution Groups 229
Creating Dynamic Distribution Groups 229
Changing Query Filters and Filter Conditions 234
Designating an Expansion Server 235
Modifying Dynamic Distribution Groups Using Cmdlets 237
Previewing Dynamic Distribution Group Membership 239
Other Essential Tasks for Managing Groups 240
Changing a Group’s Name Information 240
Changing, Adding, or Deleting a Group’s Email Addresses 241
Hiding Groups from Exchange Address Lists 243
Setting Usage Restrictions on Groups 244
Creating Moderated Groups 246
Deleting Groups 248
Chapter 9. Managing Addresses Online and Offline 251
Managing Online Address Lists 251
Using Default Address Lists 251
Using Address Book Policies 252
Creating and Applying New Address Lists 255
Updating Address List Configuration and Membership Throughout the Domain 260
Previewing and Editing Address Lists 260
Configuring Clients to Use Address Lists 263
Renaming and Deleting Address Lists 264
Managing Offline Address Books 264
Creating Offline Address Books 265
Configuring Clients to Use an Offline Address Book 267
Setting the Default Offline Address Book 267
Changing Offline Address Book Properties 268
Designating OAB Generation Servers and Schedules 269
Rebuilding the OAB 272
Deleting Offline Address Books 272
Chapter 10. Configuring Exchange Clients 273
Mastering Outlook Web App essentials 274
Getting started with Outlook Web App 274
Connecting to Mailboxes and Public Folder Data Over the Web 276
Working with Outlook Web App 279
Enabling and Disabling Web Access for Users 283
Configuring Mail Support for Outlook 285
Understanding Address Lists, Offline Address Books, and Autodiscover 285
Configuring Outlook for the First Time 289
First-Time Configuration: Connecting to Exchange Server 290
First-Time Configuration: Connecting to Internet Email Servers 293
Configuring Outlook for Exchange 295
Adding Internet Mail Accounts to Outlook 296
Repairing and Changing Outlook Mail Accounts 297
Leaving Mail on the Server with POP3 300
Checking Private and Public Folders with IMAP4 and UNIX Mail Servers 302
Managing the Exchange Configuration in Outlook 303
Managing Delivery and Processing Email Messages 304
Using Server Mailboxes 304
Using Personal Folders 304
Repairing .pst data files 308
Repairing .ost data files 311
Accessing Multiple Exchange Mailboxes 312
Logging on to Exchange as the Mailbox Owner 313
Delegating Mailbox Access 313
Opening Additional Exchange Mailboxes 315
Granting Permission to Access Folders Without Delegating Access 317
Using Mail Profiles to Customize the Mail Environment 320
Creating, Copying, and Removing Mail Profiles 320
Selecting a Specific Profile to use on Startup 322
Chapter 11. Customizing & Troubleshooting the Exchange Shell 325
Running and using the Exchange Management Shell 325
Managing the PowerShell Application 334
Customizing Exchange Management Shell 337
Performing One-to-Many Remote Management 340
Using a Manual Remote Shell to Work with Exchange 341
Preparing to Use the Remote Shell 341
Connecting Manually to Exchange 2016 Servers 344
Connecting Manually to Exchange Online 346
Managing Remote Sessions 347
Troubleshooting Exchange Management Shell 348
Chapter 12. Customizing & Configuring Exchange Security 351
Configuring Standard Exchange Permissions 351
Assigning Permissions: Exchange Server and Online 351
Understanding Exchange Management Groups 353
Assigning Management Permissions 359
Understanding Advanced Exchange Server Permissions 364
Assigning Advanced Exchange Server Permissions 367
Configuring Role-Based Permissions for Exchange 369
Understanding Role-Based Permissions 369
Working with Role Groups 377
Managing Role Group Members 384
Assigning Roles Directly or Via Policy 386
Configuring Account Management Permissions 392
Managing Advanced Permissions 395
Adding Custom Roles 395
Adding Custom Role Scopes 398
Adding Custom Role Entries 401
Working with Shared and Split Permissions 405
Using Shared Permissions 405
Using Split Permissions 407
Index 411
About the Author 421

Office 365 & Exchange Online: Essentials for Administration

This book covers Exchange Online and Office 365. Because Exchange Online and Office 365 are online products, the features and options for these products can be updated from time to time by Microsoft. As this book was being written Microsoft was preparing to release a new version of Office 365 and this book is written to this new version. (If you are using this book prior to the update, click the New Admin Center sneak peek link on the Office 365 dashboard to switch to the new interface. Note also that if you work with on-premises Exchange Server or a hybrid implementation, you’ll want to use Exchange Server 2016 and Exchange Online: Essentials for Administration instead.)

Table of Contents

About This Book xiii
Print Readers xiii
Digital Book Readers xiii
Support Information xiv
Conventions & Features xiv
Share & Stay in Touch xv
PART 1 Office 365 & Exchange Online Overview 1
Chapter 1. Working with Office 365 & Exchange Online 3
Getting Started with Office 365 & Exchange Online 3
Navigating Office 365 3
Getting Started with Exchange Admin Center 5
Understanding Office 365 Licensing 9
Using Windows PowerShell with Office 365 & Exchange Online 11
Getting Started with Windows PowerShell 11
Understanding the Default Working Environment 13
Learning About Cmdlets and Functions 15
Connecting to Exchange Online Using PowerShell 16
Exploring How the Shell Uses Remote Sessions 16
Establishing Remote Sessions 17
Using an Interactive Remote Session 18
Creating and Importing a Remote Session 20
Connecting to Windows Azure and the Office 365 Service 22
Cmdlets for Windows Azure Active Directory 23
Working with Exchange Online Cmdlets 26
Cmdlets Specific to Exchange Online 26
Using the Exchange Online Cmdlets 30
Chapter 2. Getting Started with Users and Contacts 33
Working with Users and Contacts 33
How Email Routing Works: The Essentials 35
Managing Recipients: The Fundamentals 35
Finding Existing Mailboxes, Contacts, And Groups 39
Finding Unlicensed, Inactive and Blocked Users 42

PART 2 Management Essentials for Users, Contacts & Mailboxes 45
Chapter 3. Managing Users 47
Creating Mailbox-Enabled and Mail-Enabled User Accounts 47
Working with Logon Names and Passwords 47
Mail-Enabling New User Accounts 48
Removing Mail-Enabled User Accounts 53
Creating Office 365 User Accounts with Mailboxes 53
Setting or Changing Contact Information for User Accounts 56
Changing Logon ID or Logon Domain for Online Users 57
Changing a User’s Exchange Alias and Display Name 58
Adding, Changing, and Removing Email and Other Addresses 60
Setting a Default Reply Address for a User Account 61
Changing A User’s Web, Wireless Service, And Protocol Options 62
Requiring Users to Change Passwords 64
Deleting Mailboxes from User Accounts 65
Deleting User Accounts and Their Mailboxes 66
Chapter 4. Managing Contacts 69
Creating Mail-Enabled Contacts 69
Setting or Changing a Contact’s Name and Alias 72
Setting Additional Directory Information for Contacts 73
Changing Email Addresses Associated with Contacts 74
Deleting Contacts 77
Chapter 5. Adding Special-Purpose Mailboxes 79
Using Room and Equipment Mailboxes 79
Adding Room Mailboxes 85
Adding Equipment Mailboxes 88
Adding Forwarding Mailboxes 90
Working with Archive Mailboxes 92
Adding Archive Mailboxes 92
Managing Archive Settings 96
Adding Arbitration Mailboxes 101
Adding Discovery Mailboxes 102
Adding Shared Mailboxes 103
Adding Public Folder Mailboxes 106
Chapter 6. Managing Mailboxes 111
Managing Mailboxes: The Essentials 111
Viewing Current Mailbox Size, Message Count, and Last Logon 112
Configuring Apps for Mailboxes 112
Hiding Mailboxes from Address Lists 115
Defining Custom Mailbox Attributes for Address Lists 116
Restoring Online Users and Mailboxes 117
Repairing Mailboxes 120
Managing Delivery Restrictions, Permissions, and Storage Limits 121
Setting Message Size Restrictions for Contacts 121
Setting Message Size Restrictions on Delivery to and from Individual Mailboxes 121
Setting Send and Receive Restrictions for Contacts 122
Setting Message Send and Receive Restrictions on Individual Mailboxes 122
Permitting Others to Access a Mailbox 124
Forwarding Email to a New Address 128
Understanding Storage Restrictions on Mailbox and Archives 129
Understanding Deleted Item Retention 130

PART 3 Managing Groups, Clients & Security 133
Chapter 7. Configuring Groups for Exchange Online 135
Using Exchange Groups 135
Group Types, Scope, And Identifiers 135
When to Use Dynamic Distribution Groups 137
Working with Exchange Groups 138
Group Naming Policy 139
Understanding Group Naming Policy 139
Defining Group Naming Policy for Your Organization 141
Defining Blocked Words in Group Naming Policy 142
Creating Security and Standard Distribution Groups 143
Creating a New Group 144
Mail-Enabling Universal Security Groups 148
Assigning and Removing Membership for Individual Users, Groups, and Contacts 149
Adding and Removing Managers 151
Configuring Member Restrictions and Moderation 153
Working with Dynamic Distribution Groups 156
Creating Dynamic Distribution Groups 156
Changing Query Filters and Filter Conditions 161
Modifying Dynamic Distribution Groups Using Cmdlets 162
Previewing Dynamic Distribution Group Membership 164
Other Essential Tasks for Managing Groups 165
Changing a Group’s Name Information 165
Changing, Adding, or Deleting a Group’s Email Addresses 166
Hiding Groups from Exchange Address Lists 168
Setting Usage Restrictions on Groups 169
Creating Moderated Groups 171
Deleting Exchange Groups 173
Chapter 8. Configuring Groups for Office 365 175
Getting Started with Groups in Office 365 175
Creating Security Groups in Office 365 177
Working with Security Groups in Office 365 179
Managing Security Group Membership in Office 365 180
Creating Distribution Lists in Office 365 181
Managing Distribution List Membership in Office 365 183
Adding and Removing Distribution List Owners 184
Creating Office 365 Groups 185
Managing the Properties of Office 365 Groups 188
Modifying the Membership and Ownership of Office 365 Groups 189
Changing the Naming Information for Groups and Lists 190
Controlling Group Creation 190
Deleting Groups in Office 365 Admin Center 192
Chapter 9. Working with Exchange Clients 195
Mastering Outlook Web App essentials 195
Getting started with Outlook Web App 196
Accessing Mailboxes and Public Folders 198
Working with Outlook Web App 199
Enabling and Disabling Web Access for Users 203
Configuring Mail Support for Outlook 205
Understanding Address Lists, Offline Address Books, and Autodiscover 205
Configuring Outlook for the First Time 206
First-Time Configuration: Connecting to Exchange Online 207
First-Time Configuration: Connecting to Internet Email Servers 210
Configuring Outlook for Exchange 212
Adding Internet Mail Accounts to Outlook 213
Repairing and Changing Outlook Mail Accounts 213
Leaving Mail on the Server with POP3 217
Checking Private and Public Folders with IMAP4 and UNIX Mail Servers 218
Managing the Exchange Configuration in Outlook 220
Managing Delivery and Processing Email Messages 220
Using Server Mailboxes 220
Using Personal Folders 221
Repairing .pst data files 224
Repairing .ost data files 227
Accessing Multiple Exchange Mailboxes 228
Logging on to Exchange as the Mailbox Owner 229
Delegating Mailbox Access 229
Opening Additional Exchange Mailboxes 232
Granting Permission to Access Folders Without Delegating Access 234
Using Mail Profiles to Customize the Mail Environment 237
Creating, Copying, and Removing Mail Profiles 237
Selecting a Specific Profile to use on Startup 239
Chapter 10. Customizing & Configuring Exchange Security 243
Configuring Standard Exchange Permissions 243
Assigning Permissions 243
Understanding Exchange Management Groups 244
Assigning Management Permissions 247
Configuring Role-Based Permissions for Exchange 251
Understanding Role-Based Permissions 252
Working with Role Groups 257
Managing Role Group Members 263
Assigning Roles Directly or Via Policy 265
Configuring Account Management Permissions 271
Index 275
About the Author 283

Mailbox servers require a number of Windows features. Install these features prior to running Exchange Setup using the following command:

Install-WindowsFeature AS-HTTP-Activation, Desktop-Experience, NET-Framework-45-Features, RPC-over-HTTP-proxy, RSAT-Clustering, RSAT-Clustering-CmdInterface, RSAT-Clustering-Mgmt, RSAT-Clustering-PowerShell, Web-Mgmt-Console, WAS-Process-Model, Web-Asp-Net45, Web-Basic-Auth, Web-Client-Auth, Web-Digest-Auth, Web-Dir-Browsing, Web-Dyn-Compression, Web-Http-Errors, Web-Http-Logging, Web-Http-Redirect, Web-Http-Tracing, Web-ISAPI-Ext, Web-ISAPI-Filter, Web-Lgcy-Mgmt-Console, Web-Metabase, Web-Mgmt-Console, Web-Mgmt-Service, Web-Net-Ext45, Web-Request-Monitor, Web-Server, Web-Stat-Compression, Web-Static-Content, Web-Windows-Auth, Web-WMI, Windows-Identity-Foundation

After running this command, you may need to restart the server.

(c) 1995 - 2016 William Robert Stanek