Windows 7 / Getting Started

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Recipient Configuration

Administrators can utilize any of the three administrative tools to perform a wide variety of user-specific configurations on an individual mailbox. As has been stated before, the ECP enables access to some of the settings, the EMC enables access to more of the settings, and the EMS enables access to all the settings. When it comes to administering nondisplay type data, the ECP gets left behind by the EMC and EMS.

Each mail-enabled object in an Exchange Server environment has specific settings that can be configured, enabling users in the same database to have different settings, even if a default setting is already applied to the database.

Several mailbox configurable properties are available on individual user mailboxes, including mailbox settings, mail flow settings, and mailbox features.

Mailbox Settings

Mailbox settings address storage quotas and records management functionality. Some of the detailed functions covered in mailbox settings are as follows:

• Messaging Records Management-Messaging Records Management (or MRM) policies assist organizations to comply with legal or regulatory requirements for their organization. Administrators can configure a Managed folder mailbox policy that varies from the database default. This setting can be turned on for all messages or particular start and end dates and times can be specified.
• Federated Sharing-New in Exchange Server 2010, the Federated sharing setting enables users to collaborate with organizations and users external to the Exchange Server organization by sharing personal information management (PIM) information such as free/busy data or contacts.
• Storage Quotas-By default, mailboxes are configured to adhere to the storage quota settings for the database on which they reside. By default, these quotas are set to:
  • Issue warning at-1,991,680 KB (1,945 MB or approximately 1.9 GB). This is not a "hard" limit, but a warning threshold. When this limit has been exceeded, the user gets a message warning them.
  • Prohibit send at-2,097,152 KB (2,048 MB or 2 GB). This is a "hard" limit. When a mailbox exceeds this threshold, the user will be unable to send mail. This does not impact the user's ability to receive mail, ensuring users do not miss any messages while scurrying to clean up their mailbox.
  • Prohibit send and receive at-2,411,520 KB (2,355 MB or approximately 2.3 GB). This is also a "hard" limit. When the mailbox exceeds this limit, the user can no longer send or receive messages. Incoming mail destined for this mailbox will be returned to the sender.

Tip:
Many organizations choose to disable the Prohibit Send and Receive option, preferring to allow a mailbox to exceed the desired maximum size rather than return messages to the sender. This can enable some users, such as IMAP users, to bypass storage quotas completely if the IMAP user is configured to send mail through an alternate SMTP server. With this configuration, users can allow their mailboxes to grow as large as they want, without ever being impacted by the storage quotas.
Organizations should always configure a Prohibit Send and Receive quota, even if the quota is double (or triple) the desired maximum mailbox size.

To view existing quotas on a particular database in the EMC, navigate to the Organization Configuration \ Mailbox node and select the Database Management tab. Select the desired database and select Properties from the action pane. Select the Limits tab to review the settings.

To view existing quotas on a particular database in the EMS, use the following command:

Get-MailboxDatabase "database name here" | fl *quota*

As previously stated, individual mailboxes can be configured to override the default database quotas. This is accomplished using the Storage Quotas option in the Mailbox Settings tab of the mailbox properties. To do so, remove the checkmark from the Use Mailbox Database Defaults box and configure the customized limits.

Deleted item retention settings are also configured using the Storage Quotas tab.

• Archive Quota-Also new to Exchange Server 2010, a mailbox archive is a secondary mailbox that is configured by the administrator that "archives" user data onto potentially cheaper storage than that used by the primary mailbox. Archive quotas can be set to a different level than the primary mailbox. This option is only available for configuration if the mailbox has an archive mailbox enabled.