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Windows Small Business Server 2003: A Clear and Concise Administrator's Reference and How-To

, 11 Dec 2005
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Microsoft Small Business Server is a comprehensive and powerful one machine server solution with a broad range of services.


Windows Small Business Server SBS 2003: A Clear and Concise Administrator's Reference and How-To

Microsoft Small Business Server 2003 is the fourth release of the all-in-one server solution from Microsoft. By combining all of the commonly used servers into a single package, Microsoft makes it easier and cheaper for small business and branch offices to run a fully featured network. The basic version of SBS contains a file server for shared and central document and data storage; Exchange email server; Sharepoint services for team collaboration; Internet Security Server for safe connections to the Internet. The Premium edition has the SQL Server 2000 database server installed.

Despite its name and pricing, SBS is actually a very powerful tool capable of supporting workgroups up to 75 users in a range of complex tasks. At the entry level it can be set up and configured to run a small office with a limited range of server requirements. At the advanced level it can delivery a complete range of services to up to 75 users.

This book is aimed at in-house administrators and IT specialists responsible for all aspects of network administration and support, working in offices and organisations for which the all-in-one SBS solution makes sense. It covers each of the services provided in the SBS package. For each server, the most common tasks are walked through step-by-step. Each step is carefully explained and clearly illustrated. The approach is logical and easy to follow.

SBS book  More About this Book :

 Sample chapter 4 from this Book :  "Exchange Server 2003 & Fax Services"     



Exchange Server 2003 and
Fax Services

This chapter introduces you to Exchange Server 2003 and the fax services of SBS along with their administration and configuration. Both these components can be installed and run separately from each other. They are discussed together only because both the services belong to the area of communication.

The version of Exchange Server 2003 bundled with SBS 2003 does not differ functionally from the separately purchasable standard edition of Exchange Server 2003.

Structure of Exchange Server 2003

We begin with a brief description of the Exchange Server database.

The Exchange Server Database

As with Exchange 2000, Exchange 2003 uses an ESE (Extensible Storage Engine) database. This is a further development of the ESE97 database used by Exchange 5.5. In this database, the private mailboxes of users are located in the mailbox data store and the public folders are located in the public data store. When creating the database the administrator must decide which storage function to use. This cannot be changed later.

Each data store consists of a series of individual files. An EDB file (.edb) contains all the e-mails and appointments that the user has created under Outlook. This file is optimized for quick access to the information contained inside it. It is stored in the EDBF format internal to Exchange.

Apart from the EDB file the data store also contains an STM file (.stm). This is a stream file. It contains the information placed in the data store via the two supported internet protocols. To enable access to the information in the STM file, the corresponding message header is also stored in the EDB file.

Storing an E-Mail in the Database

When a user receives an e-mail via the Internet, the contents of the e-mail are first stored in the STM file. At the same time the mail header is stored in the EDB file. The moment the user accesses the e-mail from his or her copy of Outlook, it is converted on the fly while being transmitted to the user. In the STM file on the other hand, the e-mail remains preserved as original content. The moment the user stores the e-mail under Outlook or changes it in any way, the STM file is deleted and a copy is stored in EDBF format in the EDB file.

Administering Exchange Servers

This chapter gives you an overview of the fundamentals of administration as well as the administration programs of Exchange Server 2003.

Administration Aspects

The configuration settings of Exchange are made at two different places. Via the System Manager you can access all the components of Exchange Server. In this management console (see the following figure) all the Exchange organizations are shown hierarchically ordered and can be administered.

To start the System Manager, select the SMALLBUSINESS20 (Exchange) entry in the SBS administration console or click on System Manager under Start Menu/All Programs/
Microsoft Exchange/
. This MMC is stored in the file Exchange System Manager.msc.
If, on the other hand, mailboxes are to be configured for the users, click on
Active Directory Users and Computers for this purpose. This can also be opened via the appropriate option in the SBS administration.

After the installation of Exchange 2003, administrative groups and routing groups are disabled by default. In small and medium-sized companies, this offers the advantage of a simplified user interface as these groups are generally not required.

Administrative Groups

Administrative groups are created to give specific users administrative rights for certain tasks. In contrast to Exchange 2000, no administrative group is available by default under Exchange 2003 on SBS 2003. The reason for this is that administrative groups are generally used in larger environments. So, to avoid confusion, administrative groups are initially disabled.

To create an administrative group, perform the following steps:

1.       Open the System Manager and from the context menu of Exchange Organization select Properties.

2.       Mark the Display Administrative Groups checkbox. You must then restart the System Manager.

3.       In the new container Administrative Groups you will find the First Administrative Group entry. To create a new group, click New in the context menu of the container.

4.       Give the new group a name and click OK.

5.       To assign rights to the group, click Assign Object Administration in the context menu of the new group. A wizard is started.

6.       On the Users and Groups page select the persons to whom you wish to delegate parts of the administration. You can modify the rights of already existing users and groups through the Edit button. Users however may not carry the Inherited attribute for this. Properties for the administrative group are inherited if the user or group has already been given administrative rights for the higher-level Exchange Organization. You cannot add a user who is a member of one of the groups that carry the predicate Inherited.

After you have selected a user via Add, you can assign him or her one of the three following rights:

o        Exchange Full Administrator: Complete administration of the Exchange system information along with changing of rights
is possible.

o        Exchange Administrator: Complete administration of the Exchange system information is possible.

o        Exchange View Only Administrator: Only the Exchange configuration information can be displayed.

7.       Click on OK and Finish to close the wizard.

Security Implementation under Exchange

This section gives you basic instructions for the implementation and configuration of the settings relevant to security. You should carry out the procedures described in this section before you undertake further administrative tasks under Exchange.

Rights under Exchange

To set rights for the Exchange objects, you should use the wizard for assigning administrative rights. The rights for the following Exchange objects can be specified individually. You can assign default Active Directory rights such as read or write and also advanced rights such as Create Public Folders.

To use the wizard, take the following steps:

1.       Open the System Manager and select Object Administration from the context menu of the organization or administrative group that is to be given an administrative right.

2.       In the wizard first click on Next and then under Users and Groups click on Add. Use Browse to select the desired user or group.

3.       In the Delegate Control window (see the following figure) select one of the following three options under Role:

o        Exchange Full Administrator: Complete administration of the Exchange system information along with changing of rights
is possible.

o        Exchange Administrator: Complete administration of the Exchange system information is possible.

o        Exchange View Only Administrator: Only the Exchange configuration information can be displayed.

4.       If existing rights for a user or group are to be modified, click on Edit.
You can delete users and groups from the list via

To configure rights for individual objects, do the following:

1.       Open the System Manager and select Properties from the context menu
of the object to be administered.

2.       Open the Security tab and assign the appropriate rights to the user there.
In the upper part of the tab you will find the default Active Directory rights and in the lower part the special Exchange rights. For each right select
Allow or Deny if the setting can be changed. You can configure the special rights via Advanced.

Authentication on the Virtual Server

A virtual server under Exchange is a collection of services that are seen by a client as a virtual server. This is an instance of a specific protocol, such as SMTP or POP3, with a definite quantity of IP address/connection combinations and a set of configuration properties. The virtual server thus has all the resources such as network name, IP address, etc. that are required for running an application.

To determine whether the user is authorized to log in under Exchange 2003, the virtual server uses four different authentication methods. These are:

·         Anonymous access: Any user can access the virtual SMTP and NNTP servers without giving a username and password.

·         Standard authentication: The user must supply a Windows username
and password. This information is sent unencrypted. For encryption on virtual NNTP, HTTP, IMAP4, and POP3 servers, you should use SSL (Secure Sockets Layer)/TSL (Transport Layer Security) with the standard authentication.

·         Integrated Windows authentication: This authentication method is available for SMTP and NNTP. The user enters his or her Windows username. The information is passed on to the server so that the user
does not have to enter a password and thus no unencrypted data is sent
over the network.

·         Simple authentication and security: The username and password are encrypted using the NTLM security package (NT LAN-Manager). However, the message data is not encrypted.

To configure the authentication, take the following steps:

3.       Open the System Manager and navigate to Server/Server name/Protocols. Double-click the desired protocol and select Properties from the context menu of Virtual Default Server.

4.       Open the Access tab and click on Authentication (see the following figure).

5.       Select the available authentication methods for each virtual server. To make the standard authentication secure, you should select the Enable SSL Client Authentication checkbox. Then click on OK.

Authentication on the Virtual HTTP Server

Authentication on the HTTP server is not done via the System Manager—it is done through the Internet Information Services (IIS). The virtual HTTP server of Exchange displays the default website of IIS. To set up the authentication for this virtual server, take the following steps:

1.       In the Administration open the Internet Information Services Manager. Navigate to Server name/Websites/default website.

2.       Open Properties and switch to the Directory Security tab. Under Authentication and Access Control click on Edit (see the following figure).

3.       Under Authenticated access mark the checkboxes for the desired authentication methods. Apart from the Integrated Windows Authentication and Basic authentication methods, you can also select the Digest Authentication for Windows domain servers and .NET Passport authentication options.

·         Digest Authentication for Windows domain servers: This method is similar to the standard authentication except that a challenge-response mechanism is used for the user authentication on the server. The password is not sent to the server.

·         .NET Passport authentication: This authentication is done with the help of a .NET passport account.

4.       To allow anonymous access, select the Enable anonymous access checkbox and select a user account for the access.

Monitoring Connections with Virtual Servers

In addition to choosing the authentication method, to increase security you can also allow or deny access to specific computers, subnet ranges, or domains. By default, access is granted to all computers. To change this, take the following steps:

1.       In System Manager open the desired virtual server. Open its Properties and switch to the Access tab.

2.       In the Connection Control area click on Connection.

You can select the Only the list below option. To do this, you must select the desired computers via Add. Or you can select the All except the list below option. Here, too, you can use Add to make a choice. While adding you can either select Individual Computers and give their IP address, Group of Computers and enter their subnet, or Domain and enter its name. If you want to add a computer whose name you know but do not know its IP address, click on DNS Lookup. Then click on OK.

Monitoring Connections to the Virtual HTTP Server

As already described in the last section, the connection to the virtual HTTP server is also monitored via the IIS Manager console.

1.       In the Administration open Internet Information Services Manager. Navigate to Server name/Websites/Default Website.

2.       Open Properties and change to the Directory Security tab. Under Restrictions for IP Addresses and Domain Names click on Edit.

3.       Select the Access allowed or Access denied option and enter individual computer names, a group of computers, or a domain name via Add. Then click on OK.

Enabling Logging for the SMTP, NNTP, and HTTP Protocols

For the Internet protocols SMTP, NNTP, and HTTP you can log all the commands that the respective virtual server receives. The following contents are logged: IP address and name of the client, date and time of the e-mail, and the number of bytes sent. You will find these entries in the event log after activating logging. You should activate logging for security reasons.

1.       Open the System Manager and navigate to the SMTP or NNTP virtual server. Open Properties and then the General tab.

2.       Select the Enable logging checkbox there. The default log format for SMTP is W3C extended, and for NNTP it is Microsoft IIS.

Click Advanced to select the log file and schedule. On the Advanced tab you can select the options to be logged, for example server IP address, protocol version, or cookies. Then click on OK.

The logging for the HTTP protocol is done using the IIS MMC.

1.       As described above, open the Properties of the default website and change to the Website tab.

2.       Select the Enable logging checkbox and select a log format. The log options are set for the SMTP and NNTP protocol.

Configuration of the Exchange Server

To configure the Exchange Server navigate in the System Manager to the Server container and open the server's Properties from its context menu.

On the General tab you will first see the version of the server (see the following figure). Version 6.5 stands for Exchange 2003. The build number gives the patch level—the installed Service Pack of the Server.

A brief word about the Service Pack for Exchange Server: Service Pack 1 has already been published for the normal Exchange Server. Theoretically, this can be installed for the SBS Exchange Server also. However, this can lead to problems later. Due to contradictory statements and reports about the mode of functioning of the Service Pack, we advise against its installation here.


The checkboxes Enable subject logging and display and Enable message tracking both stand for the Exchange Server's function of tracking the messages within the Exchange Organization (see the following figure). This option is particularly useful for locating problems in e-mail transmission.

First select the Enable message tracking checkbox to enable logging. If you want to collect more information, also enable the Enable subject logging and display checkbox. Remember, however, that enabling logging on the Exchange Server has an impact on its
performance. Especially in the SBS 2003 environment, this can have a very negative effect since Exchange Server has to be installed on the same server as the operating system and the other SBS 2003 components. So, you should only activate logging if you want to analyze a specific problem.

Since the log can quickly grow to several megabytes, select the Remove log files checkbox and select a value for the number of days after which the log files should be deleted. Under Log file directory you can also specify the storage location for log files.

The This is a front-end server checkbox is only of interest in larger environments. A front-end server serves as a proxy server and forwards all e-mail requests to the back-end server. The front-end server itself does not provide any information, it only forwards the requests. For this scenario there should be at least two Exchange Servers available.

On the Diagnostics Logging tab you can specify the Exchange Services to be logged. To do this, select the desired services under Services. Under Category you can specify the degree of logging for each category of service: None, Minimum, Medium, or Maximum.

Language Settings

Language support for Outlook clients is set from the Country information tab. To ensure that a user of the Outlook client receives all information in accordance with his or her Outlook language setting, you must add the existing languages to the Exchange Server. By default the only country information available is English (US). After you have added new country information, the appropriate code pages for supporting country-specific formats must be installed manually on the server. The system must then be restarted.

Mailbox Administration

On the Mailbox Management tab you can specify when mailboxes should be searched for old data that is to be deleted.

Under Start mailbox management process you can either select the option Run at midnight on Friday (or Saturday or Sunday) or create a user-defined schedule. If you want details about the administration process, select the Send summary report to administrator or Send detailed report to administrator option. Under Administrator you can select the user who is to receive the report.

Full-Text Indexing

The Full-text indexing tab controls the capacity utilization of the Exchange Server for searching the information store and creating index files. This accelerates the search process. For the System capacity Utilization, you can set the level to Minimum, Low, Medium, or Maximum. When making the choice ensure that the indexing process does not load the server so much that it cannot perform its usual tasks.


Under Monitoring you can specify which services of the Exchange Server are to be monitored. By default Exchange Services are only added if you click on Microsoft Exchange Default Services under Name. You can enable monitoring for some hardware components and connectors as well. Click on Add to monitor the following components (these are shown in the screenshot that follows the list):

·         Available virtual memory: The more memory there is, better the performance of the server.

·         CPU Utilization: Less load on the CPU guarantees quick response time.

·         Free disk space: There should be enough disk space available for an emergency evacuation.

·         SMTP queue growth: The queue should not overflow due to network problems.

·         Windows 2000 service: Select the services to be monitored here. Bear in mind that you should only select services that really require monitoring.

·         X.400 queue growth: As with the SMTP queue, overflowing should be prevented here.

Setting Up New Monitoring Policies

To set up a new monitoring policy on the Exchange Server, click on Add in the Monitoring tab and select one of the six components just mentioned. You will get a separate window for each component with individual monitoring options. If, for example, you select CPU utilization (see the following figure), then under Duration you can specify the number of minutes for which the selected condition must be obtained. Under Warning state and Critical state you can specify the processor load percentage. Click on OK.

The configuration of values for other components is analogous and self-explanatory. To change the configured values later, select the components and click on Details. Monitored components can also be removed later using Remove.

If you click on Microsoft Exchange Default Services (see the following figure), you will see a list of Exchange Services (the moment one of these services stops, the status is set to Warning or Critical):

Receiving Monitoring Messages

You can set things up so that you are notified as soon as a warning threshold is crossed or a critical situation develops on the server. For example, you can be informed when a service repeatedly fails and could possibly damage the information store in the process. Otherwise there is the danger that the repeated failure goes unnoticed if the service again becomes available as soon as a user requests it.

To configure messaging, take the following steps:

1.       In System Manager navigate to Extras/Monitoring and Status/Messages and select New/E-Mail Message from the context menu.

2.     By default, the Monitoring server field (see the following figure) is set to the local mail server from which you are starting System Manager (you can select another server).

Under Servers and connectors to monitor you can select the servers and/or connectors that are to be included in the notification. Next choose whether the notification should be sent when the monitored objects are in the Warning state or the Critical state. Finally enter the e-mail addresses of the persons who are to receive warning messages.

In addition to e-mail notification, you can also set up script notification.

1.       Open the path in System Manager as just described and select New/Script notification.

2.     Carry out the configuration as just described.

3.     Under Path to executable (see the following figure) give the location of the script to be run. Instead of a script you can also run a program.

4.       Optionally, you can specify parameters for starting the script or program under Command line options.

For example, you can have the failed service restarted via the script and simultaneously have a message sent to the administrator. A sample script can be as follows:

Net start pop3svc

If errorlevel 1

Net send Administrator There was an error in starting the POP3 Server

Server Policies under Exchange

The real purpose of configuring server policies is to simplify the administration of multiple Exchange Servers. Although it is true that, as a rule, only one Exchange Server is deployed in the SBS 2003 environment, the policies are briefly discussed here.

In contrast to the group policies of Active Directory, the application of an Exchange Server policy irrevocably overwrites an object's property. This means that the original value of the property cannot be restored even if the server policy is withdrawn. With an Active Directory group policy, on the other hand, the property is affected only so long as the policy is in force. As soon as the group policy is removed, the original value of the property is restored.

To configure an Exchange server policy, take the following steps:

1.       In the System Manager navigate to Exchange Organization/Administrative Groups. From the context menu of the desired administrative group select New/System Policy Container.

The Administrative Groups container is not available by default. The creation of a new administrative group has already been described in the Administrative Groups section.

2.     You cannot choose a name for the container as it is always set to System            Policies. This folder cannot even be renamed later. There can be only one       System Policies folder within an administrative group.

3.       To set up a new server policy, select New/Server Policy from the System Policy container.

Other Settings

The Policies tab tells you what policies have been applied on the server. To edit these policies you have to modify them via the security policies and group policies in the Administration program group.

Via the Security tab you can view and change the rights configured for the individual Users and Groups.

E-Mail Administration

Below we give an overview of the fundamental administrative tasks pertaining to e-mail traffic. These include setting up distribution groups, a schedule for retrieval of e-mails, addition of connectors, and the synchronization of e-mails.

Setting Up Mailboxes

A mailbox is automatically set up for a user in Active Directory when you add a new user. By default all SBS users are in the Organizational Unit (OU) MyBusiness/Users/
of the domain. To add a new user here or in another OU, select New/User from the context menu of the OU. To create a user:

1.       First enter the full name and username of the user. Then click on Next. Then enter the password and password options for the user. Click on Next.

2.     In the next dialog (see the following figure) make sure that the Create an Exchange Mailbox checkbox is checked.

3.       The user's mail alias is entered under Alias. This is used for identifying the user on the Exchange Server. The Exchange Server on which the user's mailbox is stored is entered under Server. If several servers are available, you can pick one from the drop-down list. The Mailbox Store indicates the storage location on the Exchange Server.

4.     Click on Next and Finish to create an Exchange mailbox for the new user.

Editing the Mailbox

After you have created a user you can edit the settings for the user. To do this, select Exchange Tasks from the user's context menu. A wizard is launched.

On the Available Tasks page (see the following figure) you can perform four different tasks on the mailbox. Select the desired task in each case and click on Next.

·         Move Mailbox: The user's mailbox is moved to another Exchange Server. This will not normally be used in the SBS environment.

·         Delete Mailbox: The user's mailbox is deleted.

·         Configure Exchange Features

·         Remove Exchange Attributes

Setting Up Distribution Groups

A distribution group is a group of users who are meant to receive specific e-mails not a group of users to whom specific rights can be assigned. No user or file rights can be given to a distribution group.

1.       To set up a distribution group, open the server administration and select Add Distribution Group from the context menu of Distribution Groups.

2.       Give the new distribution group a Name, a Description, and an E-Mail Alias. Then click on Next.

3.       In the Group Membership window select the users and/or groups that are to be members of the new distribution group. Then click on Next.

4.       In the Groups Manager window you can select a user or a group from the Leaders list. This user can later add users to the distribution group. He or she can do this later from Outlook 2003. The leader must be a person or group that is a member of the distribution list. If you do not select a group leader, only an administrator can edit group memberships. Click on Next.

5.       In the Group Options window you can specify whether this distribution group may receive Internet e-mails and whether these should be archived. To permit the former, enable the Allow this Group to receive e-mail messages from outside the network checkbox. Disable the checkbox if this is an internal distribution group. This reduces the risk of e-mail viruses and spam. By marking the Create public folder for archiving e-mail messages sent to this group checkbox you specify that a Group name Archive folder be created for this group under the public folders. Copies of all e-mails sent to this group are stored in this folder. Then click on Next and close the wizard.

Setting Up Distribution Groups from Outlook 2003

If you have specified a leader of the distribution group in step 4 above this user can edit the membership list of the distribution group. This procedure is carried out from the leader's local copy of Outlook 2003, and not the server administration. An administrator can also create new distribution groups via Outlook 2003.

1.       In Outlook 2003 click File/New/Distribution list. Enter the name of the group under Name.

2.       Then click on Select members to add users from the address book. In the Display names from the following address books dialog you can choose from various address books. Via Add new you can also add members to the distribution who are not in an address book.

3.       To create the group, click on Save and Close. The distribution group is saved in the Contacts folder under Outlook.

4.       After creating the distribution group you can also assign a leader for the group who is allowed to administer it.

5.       In the server administration open the Properties of the desired distribution group and switch to the Administered by tab.

6.       Click on Change and enter the username. This user can now administer the distribution group.

Schedule for E-Mail Delivery

You can specify a schedule for Exchange Server in accordance with which e-mails are retrieved and received. This schedule is set up via the Set up Internet connection wizard in the task list of the server administration and is self-explanatory.

Editing Mailbox Size Restrictions

If a user repeatedly has problems in sending or receiving e-mails because he or she has exceeded the size limit for his or her mailbox, you can increase this limit for that user. To do this, take the following steps:

1.       Open the Users entry in the Server Administration.

2.       From the context menu of the relevant user account select Properties.

3.       In the Properties window of the user switch to the Exchange—General tab and click on Storage limits. You will see the Storage limits dialog.

4.       Disable the Use mailbox store defaults checkbox.
Thereafter you can specify all values for
Issue warning at (KB), Prohibit send at (KB), and Prohibit send and receive at (KB). Confirm with OK.

The POP3 Connector and the SMTP Connector

The POP3 and SMTP connectors are installed by default with SBS. A connector's task is to ensure the flow of messages between two e-mail systems. The POP3 connector is responsible for message exchange between POP3 e-mail systems and the SMTP
connector for the exchange between Exchange systems. The SMTP connector plays a subordinate role in the SBS 2003 environment as several Exchange Servers have to be deployed within the Exchange Organization for it to be used.

Of much more interest is the POP3 connector. With the help of the POP3 connector you can retrieve messages from external POP3 mailboxes and distribute them to user mailboxes under Exchange. The connector downloads these e-mails from the POP3 mailbox and resends them to the Exchange mailbox. For this to function, the username of the POP3 mailbox must be assigned to an individual mailbox or a distribution group.

In addition to forwarding to a user mailbox, the POP3 connector can also manage forwarding to a global mailbox. A global mailbox is set up to receive all e-mails sent to the domain. Thus, for example, all e-mails to,, or land there. When downloading e-mails, the POP3 connector checks the To and Cc lines and on the basis of this information, forwards the messages to user mailboxes or distribution groups.

Bear in mind that in a global mailbox the names of recipients in the Bcc (Blind Carbon Copy) line cannot be read. The original Bcc e-mail is sent to the mailbox that receives all e-mails that cannot be delivered for the domain—by default, the administrator's mailbox.

Configuration of the POP3 Connector

To configure the POP3 connector, click on Internet and E-Mail in the server administration and then on Administer POP3 E-Mail. Then open the POP3 Connector Manager. To create a new POP3 account, click on Add. You now require the following information: username and password for the account, name of the POP3 server, and whether secure password authentication (SPA) is necessary. Next specify whether this is a user mailbox or a global mailbox and enter the Exchange mailbox to which the e-mails are to be forwarded. Click on OK.

You can also set global options for the POP3 connector. On the Schedule tab specify the interval at which e-mails should be retrieved from the mail server. There are pre-defined schedules for this, but you can also create your own schedule. Using Retrieve now you can retrieve mail immediately outside the scope of the plan.

On the Troubleshooting tab you will see an overview of the service status and the number of failed e-mails.

Under Service logging you can specify the degree of detail (minimum, medium, maximum, or none) for entries in the application log. Under Undeliverable Pop3 E-mail you can also indicate the mailbox to which all e-mails that cannot be forwarded to a valid user mailbox can be forwarded.

Adding more Connectors

In addition to the connectors installed by default, you can add some more. To do this, take the following steps:

1.       Insert CD 2 of SBS 2003 in the CDROM drive and double-click the Setup.exe file in the EXCHSRVR65\SETUP\I386 folder.

2.       In the installation wizard click on Next, say yes to the license agreement and enter the license number. In the Component Selection window click on the arrow in the Microsoft Exchange column under Action and then on Change.

3.       Under Microsoft Exchange Services for Messaging and Collaboration you can select the following additional connectors:

·           Microsoft Exchange Connector for Lotus Notes

·       Microsoft Exchange Connector for Novell GroupWise

·       Microsoft Exchange Calendar Connector

4.       To install, select the appropriate entry under Action. Then click on Next and follow the wizard's instructions.

Outlook Web Access

In addition to using Outlook on a local computer within the SBS network, you can also access your e-mails from a remote workplace via Outlook Web Access (OWA). This access takes place via a web browser. For this reason the client operating system is immaterial for OWA. It can be any Windows, Macintosh, or Linux/Unix client.

To access e-mails over the Internet, enter the following address in the web browser: https://External Name of the SBS/Exchange/. This opens a special Internet-based version of Outlook. It is this version that is referred to as OWA.

You can also make an OWA connection with a remote connection diskette. The prerequisite for this is that you should have completed the RAS wizard in the task list of the server administration.

In the server administration, open the Create remote connection diskette link under Internet and E-mail. Follow the wizard's instructions to copy the connection manager to a diskette. Insert this diskette in the desired clients and run the setup.exe file to install. Under Network Connections you will now find the new entry Set up connection with Small Business Server.

You can now connect remotely to the SBS network. To start OWA, enter the following address in an Internet browser: https://Name of the SBS/Exchange/.  

Special Configuration for Exchange Server with more than 1 GB RAM

If Exchange Server 2003 is running on a machine with more than 1 GB RAM, and if there are mailboxes and/or public folders on this server, you must modify the boot.ini file to ensure optimal usage of the virtual memory. Additional start parameters for the operating system must be included in this file. Otherwise, the store.exe process, which uses 20 MB of memory when the system has just been (re)started, is seen in Task Manager to be using up to 500 MB in the course of the day. This can significantly slow down the server. It is not possible to free this memory without restarting the server—which is clearly not desirable for the server. That is why the modification in the start parameters is required.

For each process, 2 GB of virtual address space is allocated for the user mode and 2 GB for the operating system by default. If you enter the parameter /3GB in boot.ini, 3 GB
is allocated to the user mode and only 1 GB to the operating system. Allocating only 1 GB of memory reduces the risk of memory fragmentation in the virtual address space

Modifying boot.ini

The boot.ini file is modified by adding the two parameters /3GB and /USERVA=3030. For a Small Business Server 2003 the entry could look as follows:

[boot loader]

Timeout=30 Default=multi(0)disk(0)rdisk(0)partition(1)\WINDOWS [Operating Systems] multi(0)disk(0)rdisk(0)partition(1)\WINDOWS="Windows Server for Small Business Server" /fastdetect /3GB /USERVA=3030

SBS 2003—like Windows Server 2003—reserves 2 GB of virtual address space for the kernel and allows user-mode processes (like the Exchange 2003 information storage process store.exe) to use 2 GB of virtual address space. A specific amount of virtual memory is assigned to a process when it starts. This amount can increase during operation. By default, the memory usage of a process is much smaller than the address space allocated for that process. On an Exchange Server 2003 with more than 1 GB RAM a modification is made so that 3 GB of memory is available for user-mode processes.

Take the case of an Exchange Server 2003 with over 2 GB RAM. If the /3GB parameter is not set, a memory overflow is created if the virtual address space of store.exe reaches 2 GB. In this situation Task Manager shows that only 1.5 GB of memory is in use. This is however not correct, and the server actually has no more free memory.

The /USERVA parameter is a new parameter of Windows Server 2003. This makes
it possible to distribute memory allocations for the user mode and kernel mode in a
better way.

Fax Services

After the e-mail services of Exchange Server, fax services are the second communication option. Fax services enable fax clients to send and receive faxes. For this, the faxmodem installed on the SBS 2003 is used. This modem should be a class 1 faxmodem.

It is possible to install the fax services even if no modem is attached to the SBS 2003. However, using these services is obviously not possible in this situation.

Functional Model of the Fax Services

During the installation of the fax services a default fax printer is set up on SBS 2003. This shared printer is used for sending and receiving faxes. When the user wants to send a fax via the fax printer, the printer sends a command to the fax device to send the fax.

The fax services consist of three separate components. These are the fax service, fax (local), and the Microsoft fax console.

·         Fax service: The fax service is the central component of the server. The fax service manager is called via Start/Programs/Accessories/Communication/
Fax/Fax Service Manager

·         Fax (local): With the help of fax (local) you can perform all administrative tasks, make advanced settings, and monitor the fax service. You can call these components from the server administration of SBS 2003.

·         Fax client console: This MMC is also for administration. Here, you can monitor fax queues as well as send and receive faxes. You can call this MMC via Server Administration/Fax (Local) by clicking on Administer fax tasks.

Administering Fax Devices

You can add more faxmodems to SBS 2003 even after installing SBS 2003. Optimally, you should install at least two modems there, one to send and one to receive. When you install a new fax modem, it is automatically recognized by SBS 2003 if it is Plug & Play enabled. Otherwise you can add the device via Control Panel/Hardware.

All fax devices recognized by the fax service are displayed in the server administration under Devices and Service Providers/Devices. To see newly installed devices there, you must restart the fax service. Recognition of all the devices is possible only when the service is started.

The moment you add a new device it is configured by default for sending faxes, but not for receiving them. To specify whether a fax device should send and/or receive faxes, open the Properties of the device and configure the settings on the General tab.

If you have selected the Receive Faxes option, you must specify the number of Rings before answering for automatic receiving of faxes.

Furthermore, for a fax that is configured for sending, you must enter the TSID (Transmitting Subscriber Identification). For faxes that are configured for receiving, the CSID (Called Subscriber Identification) is entered. By default your company name is entered in both cases.

Regulating Access to a Fax Printer

Access to the fax printer can be regulated in the same way as access to a normal printer. To deny some users or groups access to the fax server, open the properties of Fax (Local) and then the Security tab. Here, you can add new users and groups or remove them and even configure rights for these individually. The following four default rights are assigned to a fax printer:

·         Fax

·         Administer fax configuration

·         Administer fax documents

·         Special rights

To configure special rights for a fax printer, click on Advanced and then on Edit. The following special rights are available for a fax printer:

·         Submit low priority faxes

·         Submit normal priority faxes

·         Submit high priority faxes

·         Display fax jobs

·         Administer fax jobs

·         View service configuration

·         Administer service configuration

·         Display archive for incoming messages

·         Administer archive for incoming messages

·         Display archive for outgoing messages

·         Administer archive for outgoing messages

·         Read rights

·         Change rights

·         Take over ownership

Incoming Faxes

This section shows you the settings that you can make for incoming faxes. Of particular importance in this context is the configuration of routing guidelines for incoming faxes.

Stopping Faxes from being Submitted

You can stop faxes from being submitted on the SBS at any time. To do this, select Properties from the context menu of Fax (local) and switch to the General tab. Mark the Disable submission of new outgoing faxes checkbox.

Routing Policies for Incoming Faxes

Routing policies are the processing methods for incoming faxes. In SBS 2003 you can print faxes, forward them by e-mail, save them in a folder, or add them to the document library of the SharePoint Services.

To specify the desired routing policy for the faxmodem, open the path Devices and Service Providers/Devices/Device Name/Methods for incoming faxes under Fax (local). To configure one of the policies, select its properties and enter the appropriate values, such as e-mail addresses to which the faxes should be sent or the folder in which the faxes should be saved. After you have configured a method, select Enable from its context menu. Each of these methods can always be disabled later.

Since you can select several methods, you must specify priorities for them. To do this, open the path Routing incoming messages/Global Methods under Fax (local). The default priorities are as follows:

Priority 1: Forward via e-mail

Priority 2: Save in folder

Priority 3: Print

Priority 4: Save in a document library

From the context menu items Up and Down you can create your own priority list.

Further instructions for configuring routing guidelines can be found in Chapter 2.

Outgoing Faxes

This section gives you more information about configuration settings for outgoing faxes.

If you want to prevent a faxmodem from sending fax messages, switch to the General tab under the properties of Fax (Local). Here, select the Disable sending new outgoing faxes checkbox. This means that users can no longer send new faxes to the Outgoing folder. If you select the Disable transmission of outgoing faxes checkbox, faxes that are already in the Outgoing folder will not be sent. Further settings for outgoing faxes can be made on the Outbox tab under the properties of Fax (local).

If you have selected the Include banner checkbox, the transmission information is printed on the margin of outgoing faxes. If the Allow use of personal cover pages option is selected, users can use cover sheets in their personal folders in addition to the standard cover sheets. Further instructions about cover sheets can be found in the Fax Cover Pages section later in the chapter. If the Automatically delete faxes older than checkbox is enabled, faxes that cannot be sent for the specified number of days are automatically deleted from the Outgoing folder.

Under Fax transmissions you can specify how often a failed fax should be resent. You can specify the waiting period under Retry after. Under Discount rate start and Discount rate stop enter the times between which cheaper tariffs for sending faxes are applicable. If you specify a period for the sending of faxes, all faxes are sent only in this period. At all times outside this period, no faxes are sent. This can lead to problems if faxes cannot be sent within this period due to overloading of the fax devices. Renewed attempts at sending are only made when the period kicks in again on the next day.

If a fax transmission begins within the discount period but exceeds the time limit, the transmission continues but the cheaper tariff is no longer applicable.

In defining the interval you should always consider if the fax capacity is adequate to send all waiting faxes within the pre-defined time. If this is not the case, you should increase the fax capacity or disable the schedule. Although you will not get the advantage of cheaper tariffs, you can be sure that all faxes will be sent immediately.

You can also configure receipt confirmations for outgoing faxes. These settings are made on the Receipts tab.

If the Enable message boxes as receipts checkbox is selected, users get a pop-up informing them about the successful sending of the fax.

If you want a confirmation by e-mail, select the Enable SMTP e-mail receipts delivery checkbox. Then enter the sender address, the SMTP server address, and the port in the appropriate fields. Then click on Authentication... to specify the authentication type for the SMTP server. You can choose between Anonymous Access, Standard Authentication, and Integrated Windows Authentication. In the last two cases, you must also enter the username and password.

Finally, you can also specify the maximum number of users to whom a fax can simultaneously be sent.

1.       To do this, open the fax service manager via Start/Programs/Accessories/
. Stop the fax service by clicking the relevant icon.

2.       Open the registry with the regedit command and navigate to the key HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Fax\RecipientsLimit. Enter the value here.

3.       Restart the fax service via the fax service manager.

Working with Multiple Fax Devices

If several fax devices are installed on the SBS 2003, you can configure further options
for the fax service. Different devices can be combined into groups that follow specific usage rules.

By default all fax devices can be found in the All Devices group under Fax (local)/
Outgoing Routing/Groups
. To create a new group, click on New in the context menu of Groups and give the group a name. Within a group you can change the order of devices via the Up and Down context menus. You can also remove devices from a group.

Under Fax (Local)/Outgoing Routing/Rules you can specify how the various devices are to be used. To create a new rule, select New/Rule from the context menu of Rules (see screenshot overleaf).

First specify the country code under Country/region code; for USA this would be 1. If you do not know the country code, click on Select... and select the desired country. Then you can either enter a specific area code within the country or select all area codes via All areas. Under Target device you can specify an individual device or one of the device groups just created.

Monitoring Fax Services

You can monitor the fax services via the fax client console. The faxes can be monitored at four different stages. In the Incoming folder, faxes that are being received are shown. The Inbox shows faxes that have already been received. Under Outbox you will see faxes that are currently being sent, and the Sent Items folder contains faxes that have already been sent.

Each of the four folders has a Status column. One of the following status messages can be displayed in this column:

·         Sending: The fax is being sent. The send process consists of dialing, initializing, and transmitting. This is displayed under Advanced Status.

·         Outstanding: The fax is in the queue until a faxmodem becomes available to send it.

·         Halted: A fax in the queue was halted either by the administrator or the user.

·         Will be repeated: The sending of the fax will be repeated once the recipient's telephone line is free.

·         Number of repetitions exceeded: The maximum number of send attempts has been exceeded. The maximum number can be set on the Outbox tab in the properties of Fax (local).

Archiving of Faxes

You can enable archiving for all incoming and outgoing faxes. If this is set up, faxes can be archived in specific folders.

To set up archiving for incoming faxes, select the Properties of Fax (local) and switch to the Inbox tab. Select the Archive all incoming Faxes in the following folder checkbox and enter the name of a folder. To archive all sent faxes, switch to the Sent items tab and select the Archive all sent Faxes in the following folder checkbox. To change the folder, click on Browse.

Additionally, you can also specify whether there should be an entry in the event log if the content of an archive folder exceeds a certain size.

In the Inbox and Sent Items tabs, select the Generate warning in event log checkbox. Specify the maximum size under Upper limit for quota. If this is exceeded, there is an entry in the event log. Under Lower limit for quota enter the value that must be reached for the event warning to stop appearing. To prevent continuous growth of the archive folder, you should enable the Automatically delete older faxes after option. Enter the number of days for which a received or sent fax should remain preserved in the archive folder.

Fax Cover Pages

Fax cover sheets are server-based cover pages. When a user wants to send a fax, he or she can select one of the cover pages and add it to the fax he or she is sending.

Four pre-configured cover pages are available by default in the server administration under Cover SheetsUrgent, Info, Standard, and Confidential. All cover pages have the extension .cov (cover). The templates for the cover pages are in the \Documents and Settings\All Users\Application Data\Microsoft\Windows NT\MSFax\Common Coverpages folder.

To create a new cover page, select New/Cover Page from the context menu of the cover pages. This starts the cover page editor (see the following figure). If you want to change an existing cover sheet, choose Edit from the appropriate context menu.


Windows Small Business Server 2003: A Clear and Concise Administrator's Reference and How-To

A fully functional and an easy-to-administer IT base is gaining importance even for small to medium-sized companies aiming for expansion. The Small Business Server 2003 operating system platform addresses this need. The Small Business Server 2003 unites the essentially important applications—the Windows Server 2003 operating system, the current version of the Exchange mail server, the Share Point Services for synergy within a team and, where applicable, the Internet Security and Acceleration Server (ISA), and the high-capacity MS SQL Server 2000 database—into one package. This package offers a very attractive price-to-performance ratio. The restriction to only one location is not a disadvantage for small companies; in fact, it simplifies the administration process.

This book helps the reader to plan, install, configure and operate a Small Business Server with all its components. The different types of licensing and the update possibilities are also discussed in this book. As this book cannot be an introduction to the operation of an operating system, it is primarily aimed at readers who have a working knowledge of Windows NT, 2000, XP, or Windows Server 2003.

The field of information technology has seen an explosion in the number of new businesses and startups. It is, however, important to take a realistic look at the needs as well as constraints of such a setup before investing in a solution—to not get extravagant, and also to stay practical. This is the thought that is gone behind the development of the Small Business Server 2003—to provide a server with a range of functions specially optimized for efficiently running such businesses.

What This Book Covers

Chapter 1 introduces SBS and talks about the possible scenarios that would demand its usage, the way it has improved over its predecessor, and about its base technology, Active Directory.

Chapter 2 discusses installation and basic configuration of SBS 2003, and various network and administrative tasks such as adding users and printers, configuring remote access, etc.

After the fresh installation, we move on to discuss the process of upgrading to SBS 2003 from previous versions in Chapter 3. We also present a few migration scenarios, and illustrate the how a migration differs from an upgrade.

Chapter 4 introduces Exchange Server 2003 and the fax services of SBS. Chapter 5 follows with a discussion on Windows Sharepoint Services, for HTML-based central administration and access to documents, calendars, etc.

Chapter 6 and Chapter 7 introduce you to Internet Security and Acceleration Server 2000 (a successor to Microsoft Proxy Server 2.0) and SQL Server 2000 (which can be used as a database for your business applications); both these applications are available only on the Windows Small Business Server Premium Technologies CD.

Chapter 8 is where we dig deep into SBS administration. We've discussed a host of topics, such as users, security and distribution groups, policies, their application, backup, software management, monitoring and reporting in SBS 2003, as well as network administration.

Chapter 9 discusses update management in the SBS network. Chapter 10 discusses the role of a terminal server and client applications in an SBS environment.

Chapter 11 discusses the Business Contact Manager, an efficient customer-management add-on for Outlook 2003. This is followed by Chapter 12, on strategies for protecting the SBS network, from securing the router to restricting user rights.

Chapter 13 suggests solutions to various areas that might require troubleshooting.

Appendices A and B discuss configuring SBS 2003 and a firewall without ISA Server, and configuring an existing DHCP server.


About the Author of this Book : Stephanie Knecht-Thurmann started on her own with Knecht Consult in 2002 in Barsinghausen. Since then she has been advising companies on deployment of Microsoft products in mission-critical areas (consultation for a newspaper publisher in Vancouver, Canada, and Internet-based projects for several companies in Tashkent, Uzbekistan). Apart from this, she has also been active in the publishing field with books in German on these subjects. In 2003 her book Active Directory was published by Addison-Wesley with great success; in 2004 the book Small Business Server 2003 appeared under the same label.


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