Chapter 7: Managing Recipients

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Overview

Exchange administrators are those people who create and maintain user mailbox entries, create address list entries for external contacts, set message size limits, set Information Store limits, establish mailbox ownership, and perform other duties. Usually, only one user has access to a mailbox. However, an administrator can set mailbox permissions to allow more than one person to access the information in a mailbox. This is most commonly done to allow administrative assistants to access their managers' mailboxes or to allow multiple people to access group or functional mailboxes.

Your corporate administrative model has minimal impact on the proceduresyou use to manage recipients. The same procedures can be used by a centralized administrative group or can be delegated to regional or departmental administrative groups. Because you cannot create an Exchange account for a user unless that user also has a Windows account, it is quite common for the same person to be responsible for managing both Windows accounts and Exchange accounts. If different people perform these tasks, then there needs to be some level of group coordination.

Windows and Exchange support several types of recipients:

• Mailbox-enabled users

• Mail-enabled users

• Mail-enabled contacts

• Mail-enabled groups

• Mail-enabled public folders

A mailbox-enabled user is a Windows user who has a mailbox in an Exchange message store. A mailbox-enabled user has an electronic mail (e-mail) address and both sends and receives e-mail using Exchange.

A mail-enabled user is a Windows user who does not have an Exchange mailbox but does have an e-mail address. For example, you may have a user with a Windows account who sends and receives e-mail using a UNIX-based mail product.

A mail-enabled contact is a recipient who does not have a Windows account or an Exchange mailbox. You may create a mail-enabled contact for someone outside of your company with whom your users frequently correspond. The contact's name and e-mail address can be included in your Exchange address lists, even though he or she does not have an Exchange mailbox. Before development of Exchange 2000, both mail-enabled users and mail-enabled contacts were known as custom recipients.

A mail-enabled group is similar to distribution lists from previous versions of Exchange. The mail-enabled group contains a list of other recipients (e.g., mailbox-enabled users, mail-enabled users, mail-enabled contacts, or other mail-enabled groups). When you send mail to the group, the mail is sent to each recipient included in the group. Windows has two types of groups: mail can be sent to either a security group or a distribution group. However, in addition to being used as an e-mail distribution list, a security group is also used by Windows to allow or to deny access to resources.

If you have created a Connection Agreement between your Exchange 2003 environment and your previous Exchange 5.5 implementation, you can use Active Directory Users and Computers to manage both Exchange 2003 and Exchange 5.5 recipients.

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