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Archive Manager 5.9.1 - Administration Guide

Administration menu Authentication modes Data loaders Download tools Federated Search Instances Groups Index management Logins Security roles Storage location Message tags Proxy credentials Alert Service Policies Exclusion rules Mail servers Mailbox assignment Mailboxes Lync servers Lync user assignment Lync users Reports Message policies Message policy assignments Retention policies Tenants System maintenance Log Viewer Exchange Utility Administering in a hosted Exchange environment Appendix A: Moving database or attachment store Appendix B: Enabling generating publisher evidence

About mailboxes

Archive Manager mailboxes work in a way similar to mailboxes in Microsoft Exchange, Novell GroupWise, or other similar email systems. Archive Manager provides two main types of mailboxes:

•
User: A standard mailbox, which typically corresponds to an individual user's email address. User mailboxes are created by the Archive Manager Directory Connector.
•
Virtual: A more flexible mailbox created to provide access using specific criteria, including external email addresses. The email addresses that comprise a virtual mailbox are a combination of specific individual email addresses or a wildcard email address.

Virtual mailboxes collect all addresses from the email address list, expand any wildcards out, and find all matching addresses. This creates a list of all possible addresses the virtual mailbox can hold. It then removes any “excluded” email addresses from the list. Archive Manager then finds all email messages with addresses that are contained in the list that was created and displays them in the virtual mailbox.

An administrator can create a wildcard email address so that all email sent to or from addresses that match the pattern defined by the administrator is included in the virtual mailbox.

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NOTE: Custom mailboxes are virtual mailboxes created by users in the Archive Manager user interface. These mailboxes are managed by the administrator in the same manner as other virtual mailboxes. For more information on how users manage their custom mailboxes, see the User Guide.

Security can be assigned to both users and groups.

Add, edit or delete a mailbox

The following sections discuss managing mailboxes.

Add a mailbox

1
To add a new mailbox, click the Add a Mailbox link to display the Add Mailbox form.
2
Enter a Name for the mailbox.
The Type field is set to Virtual—the only type that users are permitted to add.
3
Click Add. The new mailbox is added to the system.
* 
NOTE: The directory connector will automatically assign users and groups to mailboxes to match what was found in source system's directory. The Active Directory group "Domain Users" does not get assigned to any mailboxes by the directory connector.

Edit a mailbox

1
Locate the mailbox in the list of mailboxes displayed in the Mailbox Administration form by doing any of the following:
•
Scrolling through the list of mailboxes
•
Entering a value in the Name or Display Owner field
•
Choosing a server from the drop-down list
•
Choosing a mailbox type from the drop-down list
•
Choosing whether the mailbox has been deleted
2
Click Search.
3
Click Edit to the left of the mailbox name to display the Edit Mailbox form for the selected mailbox.
Mailbox name

To change the Name of a mailbox, simply enter a new value in the Name field.

You can add or update mailbox policy information for the following mailboxes:

•
Mailbox Default
•
Inbox
•
Sent Items
•
Deleted Items

The same or different policies can be assigned to each mailbox. (See the Message policies chapter for more information.)

* 
NOTE: If the Archive Manager Store Manager is being used to synchronize users' folders, then this screen also enables the administrator to set whether users' folders are synchronized.
Add users to a mailbox

Logins are used to manage who has access to Archive Manager and which functions each user may perform.

1
Locate the desired user in the list of users displayed on the right side of the Users tab of the Edit Mailbox form. Either:
•
Enter the name of the desired user in the Find User field and then click Search; or
•
Use the page browsing controls below the list of users to browse for the desired user.
2
Select the checkbox to the right of the user.
* 
NOTE: Although multiple users can be added at once, the selected users must all be displayed on the same page. If you browse to another page, any selections on the current page will be lost.
3
Click Add to Mailbox. The selected users are added to the list of users displayed on the left side of the Users tab of the Edit Mailbox form.
Delete users from a mailbox
•
In the Edit Mailbox form for the Users tab, select the checkbox to the right of the user you want to delete, and click Remove Access.

The selected user is deleted from the list of users, and the Edit Mailbox Administration form is displayed.

Add groups to a mailbox

Groups provide a flexible way to manage multiple individual users or mailboxes.

1
Locate the desired group by doing one of the following:
•
Enter the name of the desired group in the Find Group field, and then click Search
•
Use the page browsing controls ("Page x of y") below the groups list to browse for the desired group.
•
Mark the checkbox to the right of each group you want to add to the mailbox.
* 
NOTE: Although multiple groups can be added at once, the selected groups must all be displayed on the same page. If you browse to another page, any selections on the current page will be lost.
2
Click Add to Mailbox.
The selected groups are added to the list of groups displayed on the left side of the Groups tab of the Edit Mailbox form.
Delete groups from a mailbox
1
In the Groups tab of the Edit Mailbox form, click Delete to the right of the group you want to delete.
The Delete Group confirmation message is displayed.
2
Click OK to confirm the deletion.
The selected group is deleted from the list of groups, and the Edit Mailbox Administration form is displayed.
Add associated email addresses

An associated email address can be added to a mailbox by the administrator so that all messages sent to and from that email address are included in the mailbox. When processing mailboxes, the Active Directory Connector adds the values found in the following properties of the objects:

•
Mail
•
otherMailbox
•
proxyAddresses

The connector enters any addresses found in these properties. In the case of otherMailbox and proxyAddresses properties, the address must be prefixed smtp: for it to be included. X400 and other types are ignored.

The GroupWise Directory Connector does not add any associated email addresses.

1
In the Email Addresses tab of the Edit Mailbox form: Locate the desired email address by entering all or part of the address in the Email Address field, and click Search.
2
Mark the checkbox to the right of each email address you want to add to the mailbox.
* 
NOTE: Although multiple email addresses can be added at once, the email addresses must all be displayed on the same page. If you browse to another page, any selections on the current page will be lost.
3
Click Add to Mailbox. The selected email addresses are added to the list of email addresses displayed on the left side of the Email Addresses tab of the Edit Mailbox form.
Delete associated email addresses
1
On the left side of the Email Addresses tab of the Edit Mailbox form: Click Delete to the right of the email address you want to delete. The Delete Email Address confirmation message is displayed.
2
Click OK to confirm the deletion.
3
The selected email address is deleted from the list of email addresses, and the Edit Mailbox Administration form is displayed.
Add excluded email addresses

Administrators can exclude an email address from a mailbox so that all email sent to or from the email address is not included in the mailbox. This feature is visible only for virtual mailboxes.

1
On the right side of the Exclude Email Addresses tab of the Edit Mailbox form: Enter any part of the address in the Email Address field to locate it in the list, and then click Search.
2
Mark the checkbox to the right of each email address you want to add to the group.
* 
NOTE: Although multiple email addresses can be added at once, the email addresses must all be displayed on the same page. If you browse to another page, any selections on the current page will be lost.
3
Click Add to Exclusion. The selected addresses are added to the list of excluded addresses displayed on the left side of the Exclude Email Addresses tab.
Delete excluded email addresses
1
On the left side of the Email Addresses tab of the Edit Mailbox form, in the list of excluded addresses: Click Delete to the right of the address you want to delete. The Delete Email Address confirmation message is displayed.
2
Click OK to confirm the deletion. The selected email address is deleted from the list of excluded email addresses, and the Edit Mailbox Administration form is displayed.
Add wildcard email addresses

An administrator can create a wildcard email address so that all email sent to or from addresses that match the pattern defined by the administrator is included in the virtual mailbox. This functionality is only available for virtual mailboxes.

A wildcard email address could be specified in the following formats:

•
*@somecompany.com.
•
name@*
•
name@*company.com
* 
NOTE: Specifying a wildcard in an email address may produce a large list of email addresses. Please be aware of performance issues.
1
Enter a wildcard address (e.g., *@example.com) in the Email Address field.
2
Click Add. The Wildcard Email Address is added to the list of Email Addresses displayed on the left side of the Wildcard Email Addresses tab of the Edit Mailbox form.
Delete wildcard email addresses
1
Click Delete to the right of the email address in the list of wildcard email addresses displayed on the left side of the Email Addresses tab of the Edit Mailbox form.
The Delete Email Address confirmation message is displayed.
2
Click OK to confirm the deletion.
The selected email address is deleted from the list of wildcard email addresses, and the Edit Mailbox Administration form is displayed.
 
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