If a user attempts to log in with an incorrect password too many times in a row, the account will automatically lock. Usually this occurs when someone changes their own password in Outlook Web Access, but has the old password hard-coded in an email client (such as an iPhone or a POP/IMAP client). To unlock an account:

1. Highlight the user’s mailbox and click “Edit”

2. Uncheck the “Account Locked” box and click “OK”

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Adding a mailbox

1. Click “New User”, fill out the relevant information, and click “Next”. Note that “Display Name” and “NT4 Login Name” will auto-fill:

2. Enter the desired password and click “Next”. You’ll see a confirmation screen, where you’ll click “Finish”:

3. If there are no errors, you’ll see:

… click “Close”.

4. Next you’ll be prompted to choose a plan. Select the appropriate plan (usually there will only be one), and click “OK”:

5. On the next screen, click “Next”:

6. Enter the desired primary email address and email domain (if you have more than one), and click “Next”:

7. Finally, click “Finish”, and then “Finish”, and then “Close”. You will now see the new user in your address list:

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Adding a group (distribution list)

1. Click “New Group” and give it a Display Name:

2. Click “Next”, then “Finish”, and then “Close”. Next, give the group its primary email address:

3. Click “Next”, then “Finish”, then “Close”. You should now see the group in your address list:

4. To add members to the group, highlight the group name, click “Edit”, and select the “Members” tab:

5. Click “Add”, and check the names you wish to add:

6. You’ll now see the members in the list:

7. If you want to add email aliases to the group, select “Features”, highlight “Exchange 2007”, and click “Edit…”

8. And you’ll see this window, where you’ll select the “Email Addresses” tab:

9. Here you can click “Add” to add addresses, “Remove” to remove them, or “Set Primary” to change the primary email address of the group:

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Creating a Sharepoint-only user account

This is useful if you want to give someone access to your Sharepoint site, but they don’t require an Exchange account. To do this:

1. Follow steps 1 – 3 above, just as if you’re creating a new mailbox.

2. When you get to step 4 and see this window:

…click “Cancel”, and you’ll be all set.

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Adding an alias

An alias is an additional email address that gets delivered to a user’s mailbox. It’s usually a variant, according to different email conventions. For instance, john.smith@company.com might have aliases of jsmith@company.com, john@company.com, and johns@company.com. The difference between an alias and the primary email address is that an alias will never be a “Reply-to” or “From” address.

To add an alias on a mailbox:

1. Highlight the user’s name and click “Edit”:

2. Select the “Plans” tab:

3. Click “Edit Feature”:

4. Select the “Email Addresses” tab:

5. Click “Add”, add the desired alias, and click “OK”:

6. You should now see the new alias in the list:

7. Click “OK”, and then “OK”

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Viewing mailbox size and modifying storage limits

1. Highlight the user’s name and click “Edit”:

2. Select the “Plans” tab:

3. Click “Edit Feature”:

4. Select the “Limits” tab:

5. To view the amount of space currently being used, note the top line labeled “Current mailbox size”.

6. To modify the capacity of a mailbox, change “Mailbox size limit” and “Prohibit send at”. These two fields should almost always have the same value. One gigabyte is measured as 1024 MB here, so you’ll want to change these values in increments of 1024:

3GB	3072MB
4GB	4096MB
5GB	5120MB
6GB	6144MB
7GB	7168MB
8GB	8192MB
9GB	9216MB
10GB	10240MB

7. Finally, fill out the “Issue Warning” field. This is the size at which the Exchange server will start sending nightly messages warning the user that the mailbox is approaching its capacity. Usually you’ll want to set this at 90-95% of the limit.

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Setting up mail forwarding to a user in the same organization

To forward one user’s email to another mailbox:

1. Highlight the forwarding user’s name and click “Edit”:

2. Select the “Plans” tab:

3. Click “Edit Feature”:

4. Check the box marked “Forward to”, click “Browse”, and choose the user or group to whom you want to forward email:

5. Finally, if you want messages delivered to both the original mailbox and the final destination, check the “Deliver messages to both…” checkbox:

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Setting up mail forwarding to an external email address

1. Start by creating a “Contact” item for the external email address. From the main page, click “New Contact”, then fill out the display information and click “Next”:

2. On the next page, verify that the information is correct and click “Finish”. If there are no issues, you’ll get a confirmation. Click “Close”.

3. Next, you’ll enter the email address to which you will want email forwarded:

4. Click “Next”, and then “Finish”, and you’ll get a verification window where you can click “Close”:

5. Now you’ll see the new contact in the admin console:

6. Now that we have the contact created, we can use it as a forwarding destination. In this example, we will be forwarding the email of “John User” to the external address jimsaddress@gmail.com. Highlight the forwarding user’s name (John User) and click “Edit”:

7. Select the “Plans” tab:

8. Click “Edit Feature”:

9. Check the “Forward to” box, click “Browse”, and choose the newly-created Contact for the external address:

10. Finally, if you want copies of emails sent to both locations, check the “Deliver messages to…” box:

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Setting up forwarding for a non-mailbox email address

1. Create a Contact entry with the forwarding address

a. See steps 1-5 of “Setting Up Mail Forwarding to an external address”

2. Create a Group and assign it the desired address at your own email domain name

a. See “Adding a group (distribution list)”

3. Add the Contact to the Group

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Granting full rights or “Send As” permissions to a mailbox

This allows one user account to access another’s mailbox with full rights, including “Send As” privileges. In this example, we will be granting Joe Admin full rights to John User’s mailbox. To do this:

1. Highlight the user’s name (John User in this case) and click “Edit”:

2. Select the “Plans” tab:

3. Click “Edit Feature”:

4. Select the “Mailbox Rights” tab:

5. Click “Add” and check the appropriate name:

6. The permissions will stay in place until they are removed:

Note that “Full Permissions” and “Send As” are checked by default. If you just need one or the other, uncheck the appropriate checkbox.

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Archiving a user’s mailbox before deletion

Often, if there is an employee who leaves your organization, you’ll want to archive that user’s email, forward their email address(es) to an alternate destination, and then delete the mailbox. To do this, use the following procedure:

1. Edit the user’s mailbox, make a note of the email addresses, and then change them to something temporary (maybe by adding a “2” at the end). This will allow the email address(es) to be used elsewhere.

a. See “Adding an alias”

2. Grant yourself full rights to the mailbox

a. See “Granting full rights to a mailbox”

3. Close the mailbox properties and then add the email addresses to the desired mailbox or group. We recommend using a group instead of a mailbox alias.

a. See “Adding an alias” and “Adding a group (distribution list)”

4. Add the mailbox to your Outlook view

a. See “General FAQ”

5. Export the contents of the mailbox

a. See “General FAQ”

6. Remove the mailbox from your Outlook view

7. The mailbox can now be safely deleted

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Creating and administering Sharepoint site collections

1. Select your domain name in the left frame, click “Edit”, and then select the “Feature Settings” tab.

2. Select “Windows SharePoint Services 3.0” (or Windows Sharepoint Foundation 2010 if you’ve upgraded) and click “Edit”.

3. To add a new site collection, click “Add” and follow the instructions in the wizard.

4. To modify the properties of an existing site collection, select it and click “Edit”.

Here you can specify the storage limits and the default Group and permissions.

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Administering Public Folders

Using the admin console, you can take ownership of public folders (in the event that a folder’s original owner has been forgotten or has left your organization). You can also assign email addresses to public folders.

1. Select your domain name, click the “Edit” button, and choose the “Feature Settings” tab.

2. Select your Exchange feature (which may say Exchange 2007 or Exchange 2010) and click “Edit”.

3. Select the “Public Folders” tab.

4. To assume ownership of a public folder, select it from your list and click “Take Ownership”. After a few seconds you’ll get a confirmation dialog box.

5. To assign an email address to a public folder, select the folder and click “Mail-Enable”. Then enter the desired email address and click “Next” and “Finish”. Provisioning may take 1-2 minutes, but when it’s done you’ll get a confirmation.

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