Microsoft Exchange 2016 allows administrators to manage recipient properties in nine different areas: general,...
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mailbox usage, contact information, organization, email address, mailbox features, member of, MailTips and mailbox delegation. Exchange mailbox properties are best adjusted through the Exchange Administration Center, though the Exchange Management Shell can also be used.
General Exchange mailbox properties contain basic information about the recipient, including their name, display name, alias and logon name or user ID. Administrators can also opt to force password change requirements, hide the user from address lists, review or change organizational units with the user's mailbox account, or identify and move the database related to the account. Administrators can also stipulate up to 15 custom attributes for each recipient as desired.
Mailbox usage properties allow administrators to review mailbox storage usage or adjust the mailbox storage quota allocated for the recipient as well as the deleted item retention period. While these attributes are typically generated by default for all mailboxes of that recipient type, it is possible to customize these settings if the need arises. For example, quota settings allow administrators to tailor the points at which recipients see warnings and at which message exchanges are prohibited. Similarly, the item retention settings can dictate how many days deleted items are preserved before permanent deletion and offers the option to prevent deletion until the database is backed up, ensuring that an archived copy of the items is always available before deletion.
Contact information properties show contact details for the user that appear in the address book, and can typically be adjusted by individual users and administrators. Organization properties detail each user's role within the business, which is also displayed in the address book. Organization details include the recipient's title, department, company name, manager and direct reports. These details can also be used to generate organizational charts within email clients such as Microsoft Outlook.
The email address properties list the details of each recipient's email address, including the primary simple mail transfer protocol (SMTP) address and any proxy addresses. Administrators can change the default SMTP reply address, add an Exchange Unified Messaging address used by the Exchange Unified Messaging service or add custom non-SMTP email addresses.
Exchange administrators can work with mailbox features properties to review and adjust an extensive range of settings applied to each recipient. Administrators can adjust the recipient's sharing policy, effecting how users share calendar and contact information. Role assignment policies affect the role-based access control roles assigned to the recipient and which configuration settings users can modify themselves. The retention policy influences how long mailbox items are kept and defines what to do with expiring items. Address book policies effect how contacts can be segmented and viewed. Unified messaging can be enabled or disabled in the address book, as well as ActiveSync settings for mobile devices and Outlook Web application access. Administrators can control the protocols supported by the mailbox, including IMAP, POP3 and MAPI.
Litigation hold settings allow administrators to preserve deleted items and record mailbox item changes for discovery purposes. Similarly, archiving features control how mailbox items are archived, and report the statistical details of the recipient's mailbox archive. Delivery options control how mail is forwarded to other recipients, and administrators can also place message size and delivery restrictions on mail objects. Many of these policies are configured by default when the mailbox is first created, but administrators can tailor these features later.
The member of feature lists any distribution or security groups that the recipient belongs to, but dynamic distribution groups are not shown. The MailTips feature allows administrators to add alerts or messages that can warn recipients of possible issues, such as forwarding or copying other recipients in violation of company policy.
Finally, the mailbox delegation features allow administrators to give other users the ability to access another user's mailbox. Such user delegation can potentially send mail as the mailbox's original owner, send mail on behalf of the actual mailbox owner or realize full access to another user's mailbox. Such delegation should only be made in accordance with corporate policy.
Exchange 2016 mailbox recipient types
Preferred architecture guidelines for Exchange 2016
How Exchange 2016 improves email collaboration
Dig Deeper on Microsoft Exchange Server Mailbox Management
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