Applications Server

Exchange Server 2007 : Configure Mailbox Properties and Settings

11/20/2010 11:18:51 AM
It’s true, these tabs might involve a bit more knowledge to configure the mailbox settings properly. Let’s consider them individually and see what settings they each contain and how they can benefit you.

Mailbox Settings Tab

Under Mailbox Settings, by default you have two options:

  • Messaging Records Management

  • Storage Quotas

If you select each, you are provided a description at the bottom of the tab. You can also select the Help button in any location to learn more about that set of options.

If you select Messaging Records Management and choose Properties, you are given the option we discussed earlier to provide a mailbox policy, as you can see in Figure 1.

Figure 1. Messaging Records Management.

However, you can also select the Enable Retention Hold for Items in This Mailbox option and provide start and end dates. This allows a time where you suspect the expiration of items from the mailbox. The policy is still in force, but for that period of time it will not be applied.

You also have Storage Quotas, which has two portions that you are welcome to leave as the database defaults:

  • Storage Quotas— Here you can configure an individual mailbox warning, prohibit send and prohibit send and receive quota.

  • Deleted Item Retention— Here you can change the deleted item retention time and enable the option Do Not Permanently Delete Items Until You Back Up the Database.

Mail Flow Settings Tab

Under Mail Flow Settings, you have the following three options by default:

  • Delivery Options

  • Message Size Restrictions

  • Message Delivery Restrictions

Starting with Delivery Options, as you can see in Figure 2, there are several interesting options such as:

  • Send On Behalf— Gives permission to other recipients (who you select using the Add button) to send emails on behalf of your account. If a user has this capability, he can put your mailbox in the From field for email messages he sends. You might give this capability to a person’s assistant.


    Another way to allow users or a group the capability to send messages as the owner of another mailbox is by using Manage Send As Permission. This is found by selecting the user and from the Actions pane choosing the Manage Send As Permission link to open the wizard. From the wizard, you can click the Add (or Remove) buttons to grant or deny users or groups the capability to send messages as that mailbox.

  • Forwarding Address— This allows a person’s mail to be forwarded to another address. Also, a checkbox enables mail to be delivered to both a forwarding address and the mailbox itself.

  • Maximum Recipients— This setting places a limit on the maximum number of persons that the user can send an email message to at one time.

Figure 2. Delivery Options.

The next option is Message Size Restrictions. This enables you to determine a sending and receiving message size. To do this, you select the checkbox and indicate the restriction in KB.

The final option is Message Delivery Restrictions. By default, the settings, as shown in Figure 3, are set to accept messages from all senders and reject messages from no senders. However, you can alter this to Only Senders in the Following List, where you add persons to a list for either accepting and rejecting messages. You can also select the Require That All Senders Are Authenticated checkbox.

Figure 3. Message Delivery Restrictions.

Mailbox Features Tab

The Mailbox Features tab is a simple but important group of settings for your recipients. You’ll notice in Figure 4 all the settings that you can enable or disable (most of which are enabled by default). These settings include the following:

Figure 4. Mailbox features.

  • Outlook Web Access

  • Exchange ActiveSync

  • Unified Messaging

  • MAPI

  • POP3

  • IMAP4

You can do more than select any one of these and choose Enable or Disable from the options. Some also have Properties. When you select an option, you see the Properties button light up and in some cases, such as with ActiveSync, you can choose a policy for the recipient. In other cases, such as MAPI or Outlook Web Access, there are no additional property configuration changes you can make.

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