Chapter 18: Administering Small Business Server Components

• Shared Fax Service
  • Faxing Model
  • Managing Shared Fax Service
  • Fax and E-mail Integration
  • Faxing Documents from the Small Business Server Network
  • Shared Fax Service—Remote Administration
• Shared Modem Service
  • Administering the Shared Modem Service
  • Viewing and Configuring Modem Pools
  • Configuring Clients for Modem Pool Connection
  • Status Monitoring
• Exchange 2000 Server
  • System Manager Interface
  • Mailboxes
  • Distribution Groups
  • Custom Recipients
  • Address Lists
  • Public Folders
  • Protecting Exchange Data
  • Exchange Administration Tips
  • Monitoring the Performance of Exchange Server
• Internet Security and Acceleration Server
  • User Access Control
  • Using FTP
  • Configuring System Monitor Alerts for ISA Server
  • Firewall Client
• SQL Server 2000
  • Migrating Access to SQL Server 2000
  • Small Business Database Scenarios
  • SQL Server 2000 Administration
• Outlook 2000
  • Team Interaction
• Outlook 2000 Team Folders
  • Downloading the Outlook 2000 Team Folder Kit
  • Installing the Team Folders Wizard
  • Building Outlook 2000 Team Folders
  • Extending Team Folders
• Summary

Chapter 18 Administering Small Business Server Components

This chapter provides concepts and procedures to help you administer the following Microsoft^® Small Business Server 2000 applications and components:

• Shared Fax Service
• Shared Modem Service
• Microsoft Exchange 2000 Server
• Microsoft Internet Security and Acceleration (ISA) Server 2000
• Microsoft SQL Server^™ 2000
• NTFS/FAT volume security
• Microsoft Outlook^® Team Folders

Shared Fax Service

Shared Fax Service provides fax services to client computers on the small business network. After fax client software is installed, users can send and receive faxes with fax devices installed on the server. At least one high-quality Class 1 fax modem must be installed on the Small Business Server computer to use Shared Fax Service.

NOTE:
Unlike previous versions of Small Business Server, a fax modem is no longer required to install Shared Fax Service. However, to use the Shared Fax Service, you need at least one fax modem installed on the server computer. It is preferable that one fax modem be dedicated to inbound fax traffic and another to outbound fax traffic.

Faxing Model

The Shared Fax Service uses a fax printer to send and receive faxes. During installation, the Shared Fax Service creates a default shared fax printer. Users then fax documents by printing them to the shared fax printer, just as if they were sending a document to a shared printer. The fax printer instructs the fax device to send the fax.

The three components of Shared Fax Service are:

• Shared Fax Service. The core server component.
• Microsoft Shared Fax (Local). Used to configure, manage, and monitor the Shared Fax Service.
• Microsoft Shared Fax Console. The Microsoft Management Console (MMC) snap-in, used to send and receive faxes, monitor the fax queue, and archive sent and received faxes.

The Shared Fax Service is set up by default when Small Business Server is installed.

Managing Shared Fax Service

You can manage the Shared Fax Service by selecting Microsoft Shared Fax (Local) in the Console Tree of Small Business Server Administrator Console. The Shared Fax Service Manager appears, called Tips—Microsoft Shared Fax, as shown in Figure 18.1. It enables you to:

• Observe and modify the fax properties, including general properties, receipts, event reports, activity logging, outbox, inbox, sent items, and security settings.
• Start the Microsoft Shared Fax Console.
• Manage devices, providers, and incoming and outgoing routing objects.
• Manage cover pages.

Figure 18.1 The Shared Fax Service Manager (right pane) in the Small Business Server Administrator Console allows extensive Shared Fax Service configurations

NOTE:
You need to configure Shared Fax Service manually to receive faxes, a configuration that is disabled by default.

Adding a Fax Modem

When Small Business Server installs Shared Fax Service, it configures any fax modems installed during setup to send faxes. If your fax modem was not automatically installed, make sure your fax modem is a high-quality Class 1 fax modem. Shared Fax Server enables faxing activity automatically for those fax modems installed after setup.

Shared Fax Service can be configured to work with high-quality specialized fax cards. For more information, refer to the Microsoft Small Business Server Web site at: / smallbusinessserver/.

If you need to install additional modems after setup, you can do so by using the Add/Remove Hardware program group in Control Panel.

NOTE:
Shared Fax Service does not support advanced Private Branch Exchange (PBX) routing features such as Direct Inward Dialing (DID).

User Access to the Fax Printer

You can control who uses a fax printer in the same way that access to any printer is controlled—by changing the security and sharing settings for the fax printer. To do this, perform the following steps.

To control user access to the fax printer

1. Click Start, click Small Business Administrator Console, and then right-click Microsoft Shared Fax (Local).
2. Click Properties.
3. Click the Security tab (shown in Figure 18.2).
4. Click Add to add users and groups to the Name list.
5. Click Remove to remove users from the Name list.
6. In the Name list, highlight the user or group, and then in the Permissions list, modify the permissions listed as necessary. For example, to grant the Everyone group the permission to manage fax jobs, in the Name list, select Everyone and then in the Permissions list, click Allow for the Manage fax jobs permission.

    

Figure 18.2 User access to the fax printer is configured on the Security tab

NOTE:
If you are upgrading from Small Business Server 4.5 to Small Business Server 2000, you must reset the user permissions for users who were denied fax access. In Small Business Server 2000, all users are allowed fax access.

Monitoring Fax Activity

Shared Fax Service provides reporting capabilities for outgoing and incoming faxes through the Microsoft Shared Fax Console, shown in Figure 18.3.

Figure 18.3 Microsoft Shared Fax Console

Start the Microsoft Shared Fax Console by selecting Manage Fax Jobs on the Tips—Microsoft Shared Fax page (see Figure 18.1).

Monitoring Outgoing Faxes

You can monitor outgoing faxes from the following Shared Fax Console folders:

• Outbox
• Sent Items

Outbox Folder

The Shared Fax Console Outbox folder is the queue for outgoing faxes, displaying information about outgoing faxes in the Status column. Faxes are in one of the following stages when shown in the Outbox folder:

• Pending. The fax is waiting in the outgoing queue for an available transmission group device, according to priorities in the group (in this case, a group of fax devices).
• Sending. Sub-stages in the sending stage include dialing, initializing, or transmitting the fax.
• Paused. The fax is pending because while it was in the queue, it was paused by either a user or the administrator.
• Retrying. Following receipt of a busy signal or of finding no free telephone line, the service redials the recipient fax number to attempt to send a fax to the recipient’s fax device.
• Retries exceeded. The service has attempted to transmit the fax the maximum number of times allowed by the administrator.

Sent Items Folder

After an outgoing fax has been successfully transmitted, it moves to the Sent Items folder in the Shared Fax Console. This folder archives all successfully sent faxes and displays information about them.

Monitoring Incoming Faxes

You can monitor incoming fax queue status from the Inbox folder. The folder displays information about incoming faxes while they are being processed and after they have been processed.

Logging and Events

Shared Fax Service provides a log for all incoming and outgoing faxes. You can configure logging by using the Activity Logging tab in the Microsoft Shared Fax (Local) Properties dialog box. Set the location for the activity logs in the Log database folder location field.

You can also generate fax-related events in the in Event Viewer Activity Log by using the Activity Logging tab in the Microsoft Shared Fax (Local) Properties dialog box.

Shared Fax Service generates the following four types of events:

• General
• Incoming
• Outgoing
• Initialization or shutdown

You can view a description and the properties of generated events in the Event Viewer. View log entries by using the Event Viewer Application log (available from the Start menu, Programs, Administrative Tools, Computer Management snap-in, Event Viewer, Application log).

Fax Queue

The Fax Queue is the printer device used for sending and receiving faxes. You view it from the Printers folders, just like any other printer. Received faxes are placed in the Store Directory, a folder on the Small Business Server computer. Sent faxes are placed in the Archive Directory.

Received Faxes

The Store Directory is a folder entitled Received Faxes located on the Small Business Server computer. The built-in group Everyone has Read and Execute, List Folder Contents, and Read NTFS–based permissions. Received faxes are stored at the following location:

%systemroot%\Documents and Settings\All Users\Application Data\Microsoft\Shared Fax\Inbox

Archive Directory

The Archive Directory is a folder entitled Sent Faxes located on the Small Business Server computer. It can only be enabled on an NTFS file system partition. The built-in group Everyone has Read and Execute, List Folder Contents, and Read NTFS–based permissions. Sent faxes are stored at the following location:

%systemroot%\Documents and Settings\All Users\Application Data\Microsoft\Shared Fax\SentItems

Cover Pages

A cover page is the first page of a faxed document. It provides the recipient and sender with information, such as sender name, company, and fax number. Typically, a cover page is sent as an introduction to an accompanying document, but it can also be sent alone as a note.

The following two cover page template groups are available for fax printers in Small Business Server:

• Global
• Existing (Stored)
• Personal

Global Cover Pages

When Small Business Server installs Shared Fax Service, it sets up a fax printer and assigns four default cover pages—called global cover pages—that users can send with faxes. Shared Fax Service provides global cover page templates for simplicity, speed of use for first-time users, and controlled access to personal cover pages.

There are four global cover page templates:

• Confident
• FYI
• Generic
• Urgent

These templates are stored at the following location:

%systemroot%\Documents and Settings\All Users\Documents\My Faxes\Common Cover Pages\Personal Cover Pages

Users can choose personal cover pages by using the Send Fax Wizard if the administrator has enabled the option for them. Sometimes this option is not enabled. Denial of access to personal cover pages is a Small Business Server feature that the technology consultant can use to prevent employees from using inappropriate fax cover pages on a Small Business Server network. For example, some independent software vendors (ISVs) provide fax cover pages that contain cartoon characters uttering humorous phrases. Many businesses find these covers pages unacceptable and distasteful in a business climate. Access to all personal cover pages, even those created in other fax programs, depends on whether the administrator has enabled the option for each user individually.

Creating Cover Pages

Users can create and modify cover pages and store them on the server or local workstation. They can do this by selecting Edit Fax Cover Page on the Tips—Microsoft Shared Fax page, and then working in the Fax Cover Page Editor.

Receiving and Routing Incoming Faxes

When Small Business Server installs Shared Fax Service, all the fax modems on the computer are enabled to only send faxes. To receive a fax, complete the following steps.

To receive a fax

1. Click Start, point to Small Business Server Administrator Console, and then click Microsoft Shared Fax (Local).
2. Expand the Devices and Providers folder.
3. Expand Devices.
4. Right-click the modem device, and then click Receive.

For each fax modem, you can specify the following routing options for received faxes. The options are accessed by using the Fax Administration Tool, and then clicking Global methods in the Incoming Faxing folder:

• Print. Automatically print faxes as they are received.
• Store in a folder. Save faxes in a shared folder anywhere on the network. You can view these faxes by using a Tagged Image File Format (TIFF) viewer. In a typical installation, all client computers have access to the share. To select the folder that will store the faxes, in the Microsoft Shared Fax (Local) Properties dialog box, on the Inbox tab, complete the Archive folder field. The box can be accessed from the Small Business Administrator Console by right-clicking on Microsoft Shared Fax (Local), and then selecting Properties.

   

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  NOTE:
  If you archive sent and received faxes, delete them periodically from the saved location to conserve disk space.

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• Routing through e-mail. You can send faxes to a Simple Mail Transfer Protocol (SMTP) e-mail address if Exchange Server is installed. Faxes are saved as an attachment to the e-mail message by using the TIFF file format. After received, you can view the fax with a TIFF viewer. You can configure fax routing in the Microsoft Shared Fax (Local) Properties box, on the Receipts tab. Select the Use this configuration for the Microsoft Route through e-mail incoming routing method check box and complete the From e-mail address and Server address fields.

  After installation, fax modems can be disabled or enabled to receive faxes, and the routing of faxes can be changed. For example, all received faxes could be sent to an office manager’s mailbox. The office manager could then open the faxes in the fax viewer and use the Send command to forward each fax to the addressee on the cover page.

Figure 18.4 illustrates the various ways a fax can be received and routed.

Figure 18.4 Receiving a fax with Small Business Server

Fax and E-mail Integration

Small Business Server 2000 integrates fax and e-mail services by routing messages between the Shared Fax Service and Exchange Server. With Small Business Server 2000, you can:

• Receive and view incoming fax messages in your Outlook 2000 Inbox.
• Send fax messages to a contact from Outlook 2000.
• Create distribution lists that contain both e-mail addresses and fax numbers.
• Send faxes to contacts by using the Microsoft Windows^® Send To command.

Faxing Documents from the Small Business Server Network

On the Small Business Server 2000 network, there are several ways to fax documents, as described in the sections that follow. The discussion begins with creating a fax address in Exchange 2000 Server.

Creating a Fax Address

A fax address is required when faxing documents and messages by using Outlook 2000. Outlook 2000 automatically creates a fax address for each contact’s fax number entered in the Outlook 2000 Contacts folder. To fax by using Outlook 2000, however, you must first create a fax recipient contact record in Exchange 2000 Server.

Use the following procedure to create a fax address record in Exchange 2000 Server.

To create a fax address in Exchange 2000 Server

1. Click Start, point to Programs, point to Microsoft Small Business Server, and then click Small Business Server Administrator Console.
2. In the Console Tree, select Active Directory Users and Computers.
3. Right-click the folder (for example, Users) or organizational unit (for example, MyBusiness) in which you want to create a fax address, click New, and then click Contact to start the New Object – Contact Wizard.
4. In the First Name and Last Name fields, type the fax recipient’s first and last name. The Full Name field will automatically appear with the contents of the First Name and Last Name fields. Completing the Initials field is optional because not all fax recipients have a middle name. Click Next.
5. On the untitled page that appears, you can create an Exchange e-mail address for this fax recipient. To do so, click Create an Exchange e-mail address, and then click Next.
6. On the next untitled page that appears, click Finish to close the New Object – Contact Wizard.
7. In the Details Pane, right-click the contact you just created, and then click Properties.
8. The contact’s property sheet appears. Click the Telephones tab.
9. In the Fax field, type the fax telephone number, and then click OK.

    

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   NOTE:
   Outlook 2000 supports dial-as-entered faxing capabilities. This allows you to enter a fax telephone number directly in the To field of an Outlook 2000 message. In the To field, type [fax: xxxxxxx] where xxxxxxx is the fax telephone number.

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Faxing a Document with the Print Command

By using an application’s Print command, you can fax any document by using the Send Fax Wizard (as described in the following procedure). You can also fax a document by choosing a fax address from the Outlook 2000 Address Book if an e-mail client is installed.

To send a fax by using the Print command, perform the following steps.

To fax a document by using the Print command

1. Open the document you want to fax.

    

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   NOTE:
   You can also right-click the document, and then click Print.

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2. On the File menu, click Print (or follow the procedure for printing documents in your application).
3. Select a fax printer, and then in the Print dialog box, click OK. The Send Fax Wizard appears.
4. On the Welcome page, click Next.
5. On the Recipient Information page, click Address Book (if an e-mail client is installed) or type a name in the To field and a fax number in the Fax number field. If you are sending a fax to another country, in the Location list, select a country dialing code (for example, 011).
6. Click Next.
7. To send a fax to more than one recipient, click Add, and then repeat Steps 5 and 6.
8. Click Next, and then follow the on-screen instructions to add a cover page and send the fax.

    

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   NOTE:
   Do not use the Fax Recipient command on the File menu to send a fax with Shared Fax Service. This menu item is intended for use with the stand-alone version of Microsoft Fax and does not work in Small Business Server 2000 Shared Fax Service.

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   NOTE:
   To enable a user to send faxes from Microsoft Access, change the spool settings of the client computer’s fax printer to a Windows Enhanced Metafile (EMF).

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Faxing a Message from Outlook 2000

A message can be sent from Outlook 2000 to fax and e-mail addresses separately or concurrently. Messages are composed and documents can be inserted as in any other message, either from Outlook 2000 or from your desktop by using the Send-To command.

Almost any type of file can be sent through Outlook 2000 as an e-mail message; however, the file must be rendered properly to be sent to a fax contact. To send a fax from Outlook 2000, follow the steps below.

To fax a message from Outlook 2000

1. Compose an e-mail message.
2. In the To or Cc fields, specify one or more fax addresses.
3. If you are sending messages to both fax and e-mail addresses, specify the e-mail addresses.
4. Click Send to send the message.

To fax a message from your desktop

1. Right-click a document, point to Send To, and then click Mail Recipient.
2. The Outlook New Message dialog box appears with the Global Address List and Personal and Shared Contact lists available. Specify your recipient, and then click Send. The document is routed to the fax server.

Faxing a Document from Office 2000 Applications

Faxes can also be sent from Office 2000 applications. This is typically accomplished by using the Print command, as described previously. For more information, refer to the Microsoft Office 2000 Resource Kit or Online Help for any Office 2000 application.

Shared Fax Service—Remote Administration

This section discusses the remote administration of the Shared Fax Service. The service has two components: remote administration setup and client setup.

• Remote Administration Setup. When installed on an additional Windows 2000–based computer (connected through a network to the server running Shared Fax Service), this configuration enables a technology consultant to remotely configure and monitor the system, set security permissions, define routing methods, send and receive faxes, and view, manage, and archive faxes in the server’s queues.

  To install the Shared Fax Service on another Windows 2000–based computer

  a. On the remote computer, insert the Small Business Server 2000 Disc 2 into the disc drive, and then in the \FAX\Server folder, double-click setup.exe.

  b. On the Welcome page, click Next.

  c. On the Customer Information page, type a user name in User Name and an organization name in Organization, and then click Next.

  d. On the Setup Type page, select Complete, and then click Next.

  e. On the Ready to Install the Program page, click Install.

  f. On the Completing the Microsoft Shared Fax Setup Wizard page, click Finish.

  g. On the desktop of the computer on which Shared Fax Service was installed, right-click My Computer, and then click Manage.

  h. In the Computer Management snap-in, right-click Computer Management (Local), and then click Connect to another computer.

  i. In the Select Computer dialog box, select the computer running Shared Fax Service to manage, and then click OK.

  j. Expand the Services and Applications folder, and then select Microsoft Shared Fax to manage the Shared Fax Service on the remote computer.

   

• Client Setup. This configuration installs only the Shared Fax Console, including the necessary printer drivers and the Outlook extensions required to send faxes. After the console is installed, the user can send and receive faxes and can view and archive faxes in the server’s incoming and outgoing fax queues.

Shared Modem Service

The Shared Modem Service enables Small Business Server users to use modems installed on the server and to connect to remote networks, bulletin board systems, and online services hosted by Internet service providers. When modems installed on the Small Business Server computer are shared, hardware costs are reduced because users do not need modems for their individual computers. Users can connect to and use the modem pool in the same way they use modems connected to the Component Object Model (COM) ports on their computers. When users need access to a remote network or online service, the modem sharing application is started. This application uses a COM port connected over the network to a modem pool on Small Business Server.

Shared Modem Service also enables you to pool together modems on the Small Business Server computer. When a modem from the modem pool becomes available, it dials the remote network or online service. If there is more than one modem in the modem pool, the server automatically uses the next available (idle) modem in the pool.

NOTE:
Unlike previous versions of Small Business Server, a fax modem is no longer required to install Shared Modem Service. However, to use the Shared Modem Service, you need a business-class modem installed on the server computer.

Administering the Shared Modem Service

The technology consultant has the option of installing the Shared Modem Service as part of Small Business Server Setup. The following section explains how to administer and configure the Shared Modem Service.

To manage the Shared Modem Service

1. Click Start, point to Settings, and then click Control Panel.
2. Double-click Shared Modem Service to start the Shared Modem Service Admin application.
3. You can now perform the following tasks:

    

   • Add, remove, and configure modem pools.
   • Add or remove a modem from a pool.
   • View the status of a modem pool.
   • Troubleshoot modem pool problems.

Viewing and Configuring Modem Pools

To view the modem pool from the Small Business Server 2000 server computer, you must specify the modem pool name when connecting to it on the server. You can view modem pool names on the Shared Modem Service Admin Configuration tab.

After installing Small Business Server, you must configure the modem pool in Shared Modem Service if you plan to use this capability.

To manually configure modem pools on the server

1. Click Start, point to Settings, and then click Control Panel.
2. Double-click Shared Modem Service to start the Shared Modem Service Admin program.
3. Click the Configuration tab.
4. In the Pool pane, select the modem pool name.
5. Add or remove COM ports as follows:

    

   • To add a COM port to the modem pool: In the Available for Pool box, select the COM port, and then click the right arrow. The COM port appears in the Assigned to Pool box along with the other COM ports assigned to the pool.
   • To remove a COM port from the modem pool: In the Assigned to Pool box, select the COM port, and then click the left arrow. The COM port appears in the Available for Pool box.

    

6. Click Apply.
7. Click the General tab, click Stop, and then click Start to restart the service and apply the changes to Shared Modem Service.

You can also automatically configure the modem pool. If your server has no modem pools configured, you can use the Auto Configure option to configure a modem pool. Auto Configure scans your server for modem devices and groups them into modem pools according to the modem type. If a modem is not defined on a port, the serial port is added to the list of available ports.

You can manually start the application by performing the following steps.

To use the Auto Configure option

1. Click Start, point to Settings, and then click Control Panel.
2. Double-click Modem Sharing.
3. Click the Configuration tab, and then click Auto Configure.
4. Click Apply.
5. Click the General tab, click Stop, and then click Start to restart the service and apply the changes to Shared Modem Service.

Configuring Clients for Modem Pool Connection

Shared Modem Service supports client computers running Microsoft Windows 95, Microsoft Windows 98, Microsoft Windows Me, Microsoft Windows NT^® 4.0 Workstation, and Windows 2000. The modem sharing client must be installed by the Set Up Computer Wizard, and a modem driver (the same as the one on the server) must be configured before connecting to the modem pool.

NOTE:
Performing these client configuration procedures disconnects all users from the modem pool.

Connecting Windows 2000–Based Clients to the Modem Pool

During client setup, a modem sharing port is installed on the client computer. To use this shared port, you must first add the shared port, then install a modem, and then configure it to use the shared port. This configuration starts after you open the following file:

\\%servername%\ClientApps5\Modem Sharing Client\win2k\netsetupwin2k –a install –c client –i \\server\share\win2k\netsetupwin2k\netsrdr.inf

• Follow the on-screen instructions to complete the configuration. For more information about how this is accomplished, refer to Microsoft Knowledge Base Article Q224791 at: /technet/.

Connecting Windows NT 4.0 Workstation–Based Clients to the Modem Pool

During client setup, a modem sharing port is installed on the client computer. To use this shared port, you must first install a modem and then configure it to use the shared port by performing the following steps.

To install a modem

1. Click Start, point to Settings, and then click Control Panel.
2. Double-click Modems.
3. Follow the on-screen instructions to install a modem. Install the modem that matches the modem attached to the server computer.

To configure the modem sharing port

• Run the following command, and then follow the on-screen instructions:

  \\%servername%\ClientApps5\Modem Sharing Client\nt4\mpsetupnt4.cmd \\%servername%\ClientApps5\Modem Sharing Client\nt4\

Connecting Windows Me, Windows 98, and Windows 95–Based Clients to the Modem Pool

During client setup, a modem sharing port is installed on the client computer. To use this shared port, you must first install a modem and then configure it to use the shared port by performing the following steps.

To install a modem

1. Click Start, point to Settings, and then click Control Panel.
2. Double-click Modems.
3. Follow the on-screen instructions to install a modem. Install the modem that matches the modem attached to the server computer.

To connect Windows Me, Windows 98, and Windows 95–based computers to the modem pool

• Run the following command, and then complete the on-screen instructions:

  \\%servername%\ClientApps5\Modem Sharing Client\win95/setup.exe

After the client computer is connected to the modem pool, the remote serial port is used as if it were a local serial port. To run client applications that require a shared modem—for example, Routing and Remote Access Service (RRAS) or an Internet service provider (ISP)–hosted service—you must first install a modem on the newly connected remote port. For more details, refer to Small Business Server Online Help.

Status Monitoring

Follow these steps to view the status of a modem pool, including the number of active connections and the users that are connected.

To view the status of a modem pool

1. Click Start, point to Settings, and then click Control Panel.
2. Double-click Shared Modem Service.
3. Click the Status tab.
4. In the Modem Pool list, select the modem pool you want to view. The status of the modem pool, including connection information, appears.
5. Click OK.

Exchange 2000 Server

Exchange 2000 Server is a client/server messaging system that integrates e–mail, rules, group scheduling, electronic forms, groupware, and Internet connectivity. As an integrated application of Small Business Server 2000, the Exchange Server platform is scaled and optimized for the typical small business application. When Small Business Server 2000 is installed, Exchange Server is set up automatically to support the small business configuration.

When Small Business Server is up and running, Exchange is managed with console wizards to create the appropriate operating configurations for Exchange and other integrated applications. However, Exchange Server is also accessible as a stand-alone application on Small Business Server, which gives the technology consultant more manual control of certain Exchange features and interactions beyond the Small Business Server automatic configuration.

This section discusses several Exchange features and tools available to the technology consultant for fine-tuning the messaging system of the small business network.

System Manager Interface

All Exchange Server components can be accessed through System Manager. System Manager displays the small business organization hierarchically, making it easy to navigate and manage the elements at each level. System Manager is the tool displayed when you select First Organization (Exchange) in the Small Business Server Administrator Console.

NOTE:
Most of the time, Exchange Server–related management occurs through the Active Directory Users and Computers snap-in. For example, this is where you would manage mailboxes, the subject of the next section.

Mailboxes

You can configure end-user mailboxes manually through Active Directory Users and Computers (available from the Small Business Server Administrator Console). By selecting the properties for an end user, you can see the additional Exchange Server–related tabs, as shown in Figure 18.5.

Figure 18.5 Exchange Server–related user properties

Mailboxes can be used as a repository for a wide range of data about each employee in the small business.

Distribution Groups

Distribution groups are groups of users combined into one list, allowing the users to be addressed as one user. A large mail system might include many distribution lists, often totaling more than the number of single mailboxes. Distribution groups are created with Small Business Server wizards, but can also be generated manually with Active Directory Users and Computers, available from the Small Business Server Administrator Console.

End-User Management of Distribution Groups

The Exchange permissions model can be used to delegate management of certain distribution lists to specified users, providing an element of decentralized control in a centralized administration model. The model also facilitates departmental distribution lists, allowing members to be added to a team-specific distribution list, controlled at the team level.

To create or add users to a distribution list

• From the Small Business Server Personal Console, click the Add E-mail Group taskpad.

  -Or-

   

• From the Small Business Server Administrator Console Favorites tab, click Small Business Server Tips, click Exchange 2000 Server, and then click Add E-mail Group.

Distribution List Options

Exchange Server automates distribution list management, making it cost effective for the small business to offer users a wide range of distribution list options.

Custom Recipients

Custom recipients are addresses of users on other mail systems that appear in the Exchange Server address book because they are used frequently by users in the small business network. The technology consultant can use Active Directory Users and Computers to create custom recipients.

Address Formats

Custom recipient addresses can appear in two ways:

• In a format that clearly depicts them as users of another mail system.
• In a format indistinguishable from Exchange Server user addresses.

The latter is particularly useful in a migration/coexistence scenario in which users will be migrated to Exchange Server gradually. For instance, representing IBM PROFS users in the Exchange Server format sets the stage for a seamless migration strategy.

When users are migrated to Exchange Server, their display names remain unchanged in the address book. Therefore, other users do not need to change the way they communicate with migrating colleagues.

Custom recipients appear in the address book in the same way as users of Exchange Server. They can be sent mail or included in distribution lists in the same way as regular Exchange Server users. You can create, manage, and delete custom recipients by using the same methods employed for mailboxes and distribution lists.

Address Lists

Address lists are virtual containers that enable the technology consultant to group recipient objects together logically, based on common directory attributes. By grouping recipients together in views, the technology consultant can sort recipient lists according to tasks or functions.

For example, the technology consultant needs to scroll to a particular recipient or use the Find feature to modify or obtain information in a directory with a large number of entries. Although there are tools to do this easily, having users grouped specifically by job functions allows the technology consultant to locate the entry in a manner more suitable to the small business context. Views do not provide filtering; they provide only groupings of users.

To create address lists by using System Manager

1. Click Start, point to Programs, point to Microsoft Exchange, and then click System Manager.
2. Click Recipients.
3. Right-click All Address Lists, point to New, and then click Address List.

The technology consultant can create a display name for the Address List and can control how the address view is grouped, based on filters assigned to the mailbox user (city, state, site, custom attributes, and so on).

Recipient Policies

Recipient Policies is an object found in the System Manager’s Recipients container. It allows an organization to manage numerous Internet e-mail identities by Internet domain names. For example, a small business might use more than one Internet domain name because several small businesses in the same office space use the same Small Business Server network. By using Recipient Policies, the Exchange Server in Small Business Server can manage the distribution of e-mail to different Internet domain names. This happens when a customer has registered multiple domain names, a common occurrence in the business community. For example, a customer might have registered adatumcorporation.com and adatumcorporation.net. Recipient policies would then allow Exchange 2000 Server to manage and distribute Internet e-mail bound for recipients of either of the Internet domains.

NOTE:
Recipient Policies interact with the Small Business Server Post Office Protocol 3 (POP3) E-mail Connector by changing the Reply To address for a user to the POP3 e-mail address.

Public Folders

The public folder is another object on an Exchange Server that can be configured manually by using System Manager. Although the technology consultant can create public folders from either System Manager or the e-mail client, public folders are managed from System Manager in the same way as other end-user objects.

Exchange public folders can be created by using Outlook 2000. They can contain company-wide shared fax and e-mail contacts, which can then be configured as a shared contacts list (address book) for use in Outlook 2000. Individual users can add contacts to this public address book. In contrast, however, the Global Address List can only be configured by using the Exchange Administrator application, which is used to administer Exchange 2000 Server

To start Exchange 2000 Server

• Click Start, point to Small Business Server Administrator, and then click First Organization (Exchange). The Exchange Administrator application appears in the Detail Pane. Note that First Organization is the default name. After you select it, however, its name refreshes to reflect your network basic input/output system (NetBIOS) domain name (for example, ADatumCorp).

To create a company-wide shared contacts list in Exchange Server by using Outlook 2000, perform the steps below.

To create a shared contacts list in Exchange Server by using Outlook 2000

1. In Outlook 2000, expand Public Folders.
2. Right-click All Public Folders, and then click New Folder.
3. In the Name field, type a name for the shared contacts list, and then in the Folder contains list, select Contact Items.
4. Click OK.

Off-Line Folder Synchronization

Exchange Server enables users to automatically perform two-way synchronization between a server folder and a copy of that folder on a local computer. Offline folder synchronization enables users to maintain up-to-date information without having to be continuously connected to the small business network.

For example, a user can create an off-line folder (a snapshot or replica) of a customer-tracking application to take along on a business trip. He or she can then update the folder based on customer interactions during the trip. By reconnecting to the server—either remotely through a modem or through the small business local network when the user returns to the office—the user can bidirectionally synchronize the off-line and server folders. Changes made on the local computer, including forms and views, are updated to the server, and changes to the server-based folders automatically show up on the user’s computer.

Creating an off-line folder is different from simply copying a server folder to the hard disk because an off-line folder remembers its relationship with the server folder and uses that relationship to perform the bidirectional update. Only changes are copied—not the whole folder. This helps minimize network traffic and congestion.

An off-line folder is created in Outlook. First, users specify that they want an off-line folder (.ost), and then they set up offline synchronization in the folder properties. For more information, refer to Outlook Help.

Off-line folder synchronization provides an alternative to continuous network connection. Exchange Server supports off-line folder synchronization sessions from many different locations simultaneously. Built-in conflict resolution for public folders ensures that all changes are added. The owner of the folder is notified of any conflicts and is asked which version to keep.

Protecting Exchange Data

Exchange Server includes an enhanced version of the Windows 2000 Backup utility. This utility includes all the standard file and directory backup functions and includes the ability to back up and restore Exchange Server directories and information stores.

Backups are performed while Small Business Server is up and running, so downtime is not necessary to secure the data. The new Windows 2000 Backup utility recognizes Exchange Server and backs up the directory and/or information store as an object. It is not necessary to know which files make up the service; you must know only the components that are to be backed up.

Backups can be full, differential, incremental, or copy. Exchange Server backup capabilities are also included in the command-line mode of Windows 2000 Backup, which allows backup tasks to be batched and scheduled. For more information about using the Backup utility, refer to Chapter 26, "Disaster Recovery," or the Small Business Server Help.

Exchange Administration Tips

This section provides several tips for Exchange Server administration, including the automation of e-mail forwarding and Web access to Exchange.

Automating E-mail Forwarding

You can configure automatic e-mail forwarding by performing the steps below.

Configuring e-mail forwarding

1. Click Start, point to Programs, and then click Small Business Server Administrator Console.
2. Select Active Directory Users and Computers.
3. Select the Users folder.
4. Right-click on a user, and then click Properties.
5. Click the Exchange General tab.
6. Click Delivery Options.
7. Select Forward to, and then specify the forwarding e-mail address for the user.
8. Click OK to close the Delivery Options dialog box.
9. Click OK to close Properties for the user.

Web Access to Exchange

Exchange Server can be accessed over the Internet by using a Web browser. This feature, also known as Outlook Web Access (OWA), is automatically installed and configured when Small Business Server is set up. OWA is shown in Figure 18.6.

Figure 18.6 Outlook Web Access

Accessing Exchange from the Internet does not compromise security because ISA Server blocks all access to client computers on the small business network. When OWA establishes a connection to Exchange Server, the user can do the following:

• Send and receive e-mail.
• Use Calendar.
• Use Contacts.
• Review and publish to public folders.
• View the Global Address List.

When an e-mail message, public folder, Global Address List, or other Exchange resource is viewed with a browser, OWA converts it to HTML. In addition, inbound access to Exchange resources (through a browser) requires conversion from HTML to a MAPI-based call. OWA uses Exchange Active Server Pages (ASP) and Collaboration Data Objects (CDOs) for the conversion.

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