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 <o:p>
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<o:p>
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<o:p>
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.
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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<o:p>
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 firstname.lastname@example.org, email@example.com, or firstname.lastname@example.org 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<o:p>
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<o:p>
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<o:p>
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<o:p>
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
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:
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
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<o:p>
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<o:p>
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.
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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<o:p>
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:
· 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
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<o:p>
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<o:p>
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<o:p>
Priority 2: Save in folder<o:p>
Priority 3: Print<o:p>
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.
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).
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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.
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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/
Communication/Fax. 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<o:p>
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 <st1:country-region w:st="on"><st1:place w:st="on">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.
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Monitoring Fax Services<o:p>
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.
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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<o:p>
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<o:p>
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 Sheets—Urgent, 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.
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