Category Archives: Exchange

Create Custom Email Address Templates in SBS2003 using Recipient Policies

Sometimes, it is necessary to create a custom template for allocating email addresses to users based on certain criteria. In SBS2008, this is relatively easy to do via the Recipient Policy Wizard in the Exchange Management Console.

In SBS2003, this is not easily found. Microsoft KB 822447 Article documents how to do this –

You can create and edit Recipient Policies in the Exchange System Manager, Recipients, Recipient Policies.

  1. Create a new policy or double-click an existing one to existing one.
  2. In the E-Mail Addresses (Policy) tab, click New to create a new policy rule/template.
  3. The following wildcards can be used:
  • %s : Surname (last name)
  • %g : Given name (first name)
  • %i : Middle initial
  • %d : Display name
  • %m : Exchange 2003 alias
  • %rxy : Replace all subsequent characters x with character y in username. If x = y, the character will be deleted.

For more information, refer to examples from the KB article.

Remove Administrator Deny Permissions in Exchange 2003

In Exchange 2003, Administrator accounts are denied access to mailboxes. As such, the EXMERGE utility will fail to export mailboxes when run using the Administrator account. To enable the Administrator account to use EXMERGE for exporting user mailboxes in archival situations, the following fix must be applied.
Open Server Management, browse to Advanced Management, First Organization (Exhcange), Servers, [servername]
Right Click on the server name, and select properties.
Select the Security Tab, and click the Advanced Button.
Untick the Check Box, Select Copy. Then select all Deny Permission Types, and click Remove.
EXMERGE should now run properly.

Exchange 2007 stops receiving external emails

On many of my early installations of SBS2008, I had the unfortunate situation of not allocating enough hard drive space on the C: drive. My opinion has always been to move data and other system information out of the C: drive to other drives, and keeping the C: drive to a reasonably small size. I though that size was 60GB. I was wrong. I would recommend setting the C: drive to at least 80GB or more.
However, if you do have a 60GB partition on the C: drive, one of the first signs of trouble is when the free space on C: drops below 2GB. Exchange 2007 stops receiving external emails. This is caused by a condition known as Back Pressure. This is described in more detail here –
The easiest way to remedy this situation is to immediately free up disk space. Fortunately, there are some great articles on how to do this.
Other things, which should have already been done via the SBS Console is moving the Exchange database, Windows Update Repository and Sharepoint database out of the C: drive. They can be found here.

Setting Message Size Limits in Exchange 2007

I received an email from a client a few days ago.
“Does the server have a limit on the size of emails it will accept? I seem to recall a 5mb limit.
Can I ask that we review this in the light of modern ways of doing things whereby we send large files, audio and video, via email?”

For many organizations, a limit is imposed on attachments in emails to “save bandwidth” since data is counted for broadband in Australia. I found an excellent blog which listed the various places to look at when making changes to enable attachments beyond the default 10MB limit which is set in SBS2008.
All these options are located in the Exchange Management Console.
1. Setting Organizational Limits. This affects the global settings. In an organization with multiple servers, this will affect all servers. Open up properties for Transport settings as shown. Change the settings as required.
2. Setting Receive Connector limit. This affects incoming messages received by the server. Change the desired Receive Connector properties.
     a. Default SBS – For internal client connections
     b. Windows SBS Internet Receive SBS – For incoming emails outside the network
3. Send Connector limit. This setting affects outgoing emails. Edit the settings for the Windows SBS Internet Send SBS connector.
4. Mailbox limit. Finally, if you really want to, you can set a user to have additional settings, different to the organizational limits. Note that this only affects internal messages. not external incoming or outgoing messages. Change the properties for the Message Size Restrictions (which is not set by default).

PFDavAdmin – Golden Oldie for Exchange Public Folder and Mailbox administration

The Microsoft Public Folder Distributed Authoring and Versioning (DAV)-based Administration tool – PFDavAdmin is a great utility to use when working, especially with mailbox permissions, whether they be user mailboxes or Public Folders.
With this tool, one can do a mass update of all permissions set in any folder in Exchange.
Content information like number of items in folders can be reported.
The description from Microsoft is as follows:

Use the Exchange Server Public Folder Distributed Authoring and Versioning (DAV)-based Administration tool (PFDAVAdmin) to perform various management tasks related to public folders and mailboxes. The tool checks the permissions status of each public and mailbox folder and corrects any problems found. The ability to bulk export/import the permissions and replica lists make this tool invaluable in achieving greater productivity in managing public folders. The program can also reports content information of each public folder and mailbox folder such as the number of items in each folder, size of folder and most recent modification date of any item in the folder.

Note: PFDAVAdmin is supported when running with Exchange 2000 Server, Exchange Server 2003 and Exchange Server 2007.

NEW: Microsoft have just release a new version of PFDAVAdmin which fully works with Exchange 2007. Thi can be downloaded in the link above, which has been updated.
For Exchange 2010, you have to use ExFolders, as WebDAV is not present. This can be found here – 

How to increase the size of the Exchange 2003 mailbox store

This has cropped up a few times at different sites over the past few weeks, so I thought I would post it here for quick reference.
Exchange mailbox stores were shutting down on a daily basis. This was affecting iPhone, which apparently “wipe out” the data (i think the data becomes unavailable), when there is no connection to the Exchange server. To workaround this, switch of the “push” action for email collection on the iPhone. This will also significantly increase the battery life if you nromally receive a lot of emails.
To increase the size of the Exchange mailbox store from it’s default of 18GB, do the following.
For a mailbox store, go to the following key in the registry:
HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\MSExchangeIS\Server name\Private-Mailbox Store GUID

For a public folder store, go to the following key in the registry:
HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\MSExchangeIS\Server name\Public-Public Store GUID

Create a New DWORD Value, “Database Size Limit in Gb” and set it between 1 to 75 as required. The default is 18 (of course).

Restart the MS Exchange Information Store service.

Accessing Folder Shares in OWA

Here’s a cool little gem I just found in Exchange 2007 in SBS2008.
You can access the server (or other servers) shared folders from OWA by enabling Remote File Servers in Exchange 2007.
1. Open up Exchange Management Console, Client Access, and Properties for Outlook Web Access.
2. In the Remote File Servers tab, Click on Allow, and add the file server name.
That’s it!
In Outlook Web Access, click on the Documents tab. Click on Open Location, then type in the file share location in the form of \\servername\sharename.
*** UPDATE August 2010. Unfortunately, Microsoft disables this feature in Exchange 2007 SP3, and also in Exchange 2010.