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Microsoft Exchange client concerns

Microsoft Exchange servers require a broad understanding of everything from Microsoft Outlook and Outlook Web Access to deciphering and responding to error messages and non-delivery reports (NDR). Prepare for your clients' concerns with these 10 commonly asked Exchange questions and expert answers from our sister site

I have an existing Windows Small Business Server (SBS) 2003 and I would like to know how to copy all the existing data (Active Directory and Exchange Server) over to a new server. Would I just simply backup and restore?

  1. Build a temporary server (call it TempDC, for example) and promote it to a domain controller on the existing SBS domain using DCPROMO.
  2. After replication has occurred, take TempDC offline and seize all the FSMO roles using the NTDSUTIL application. With a bit of additional cleanup, TempDC will be THE operations master for the domain and will have no record of any other domain controllers on the network.
  3. Build your new server (the one that you want to ultimately contain SBS and Exchange Server), give it the same computer name as the original SBS, join it to the domain hosted by TempDC and then promote it to a domain controller.
  4. Once again, go through steps similar to #2. Take the new server offline, seize all the FSMO roles and do your additional cleanup.
  5. Upgrade the new server to SBS 2003. When complete, you will have an exact replica of the original SBS in terms of Active Directory.
  6. Copy the Exchange databases from the original server to the new server, and then mount them using Exchange System Manager. Now you have not only a replica of the original domain controller in terms of AD, but also with respect to Exchange Server.

Ask our Windows expert Jonathan Hassell your Windows-related Exchange questions. I'm running out of space on the C drive of my Small Business Server (SBS) 2003. How can I move the exchsrvr folder to the D drive to free up about 4.25 GB of space?
To move the Exchange transaction logs, determine the current location of the logs:

  1. Open Exchange System Manager, drill down in the left pane through the server object and to the storage group whose logs you plan to move.
  2. Right-click on the storage group and select Properties. The file path for the logs will be indicated on the General tab, and will probably be c:\program files\exchsrvr\mdbdata.
  3. Browse to the folder where you want to move the logs. This will be on a different drive letter, since the goal of this procedure is to save disk space on the c-drive. Click OK when complete.

Note that when you move the logs, the Exchange databases will be temporarily inaccessible.

To move the Exchange databases:

  1. Open Exchange System Manager, drill down in the left pane through the server object and storage group, and select the mailbox or folder store whose contents you plan to move.
  2. Assuming that you are now moving the Exchange mailboxes, right-click on the Mailbox Store and select the Database tab.
  3. Click the Browse button next to the Exchange database field and select the folder to which you plan to move the database. Click the Save button when complete. Do not yet click Apply or OK on the Database tab!

Now, click the Browse button corresponding to the Exchange Streaming Database field and select the folder to which you plan to move the database. I recommend using the same folder as the actual database. Click the Save button when complete.

  1. Now that you have changed the values of both the database and the streaming database, you can click the Apply or OK button to actually make the move.
  2. Repeat the above steps if you also want to move the Exchange public folder store. Just select the Public Folder Store instead of the Mailbox Store in step #2.

Additional details on these procedures can be found in Microsoft Knowledge Base article 821915: How to move Exchange databases and logs in Exchange Server 2003. When one of my end users sends messages internally and externally, she intermittently receives a non-delivery report (NDR) that states "You do not have permission to send to this recipient." Can you help?

The most common scenario in which I've seen this particular error is when companies are using a Cisco PIX firewall with xxxx configured. If you have a PIX, you'll want to ensure that the Mailguard feature is set according to the following Microsoft Knowledge Base article 320027: Cannot send or receive e-mail messages behind a Cisco PIX firewall.

For more non-delivery report (NDR) advice read the troubleshooting guide Resolving Exchange Server NDRs caused by 5.7.1 or 5.7.3 errors. I have created a user that I want to use as a shared Exchange Server mailbox and I have given my users full mailbox access via a group. But, when they try to send or forward email from the shared mailbox, an email is returned saying "You do not have permission to send to this recipient." Is this a rights issue?
You didn't mention which version of Exchange Server you are running, but I'll assume it's either Exchange 2000 or Exchange 2003. You'll want to read the following article for a resolution: Microsoft Knowledge Base article 895949: Send As permission behavior change in Exchange 2003. You want to set up your group with "Send As" permissions to the shared mailbox.

To learn more about which NDR indicate a systemic problem read Troubleshooting NDRs. I have a user who wants to change her email address to reflect her new last name. How do I have emails that are sent to the old address redirected to the new one? We are running Windows Server 2003, Active Directory and Exchange Server 2003.
You will want to do the following:

  • Change the display name of the mailbox to the new married name.
  • Add a secondary SMTP address reflecting the new married name -- but don't delete the 'old' SMTP address.
  • Set the new SMTP address you added as the primary address.

The mailbox will then receive mail sent to the old address and the new address. The reply-to address will be set to the new address.

Visit Exchange Server mailbox management for more tips. I need to add a disclaimer to outgoing SMTP messages in Exchange Server 2003. Is there a way to do this without commercial software?

Exchange Server is not very user-friendly when dealing with global disclaimers. In fact, the steps described by Microsoft will only work if you are sending messages through a SMTP smart host or a front-end Exchange server. (See Microsoft Knowledge Base article 273233 for details.) This means that you must have a separate, front-end Exchange server to run this code.

If your environment does not meet those conditions, reconsider the commercial software option. If it does, proceed to create an Exchange 2003 disclaimer as described in Microsoft Knowledge Base 317680.

Read the article Exchange configuration auditing tools for advice on managing multiple configurations in a variety of business environments. I have a small domain running Windows 2000 Server and Exchange 2000 Server. Each time a user clicks to open Microsoft Outlook he is prompted for his username and password. Is this a setting in Exchange Server that I need to correct?
First, let's verify that you are trying to access the mailbox that is associated with the user account that is currently logged onto Windows. If that is the case, then go into the Mail control panel applet, and drill down through the properties of your Microsoft Outlook profile. Locate the Security tab of your Exchange Server settings, and verify that Always Prompt for User Name or Password is not checked.

For more information on Exchange visit our Exchange Server topics page. I am running Exchange 2003 Standard Edition on Windows Server 2003 Standard Edition. All the data was migrated from one server to the new one, and everything is working well, including Active Directory. However, when I create a new user, he does not show up in the address list and cannot be resolved by Outlook or logged into by Outlook Web Access.

Go to the user's mailbox and check the configuration to make sure it is not hidden. Once in the user's mailbox, look for the "Hidden" box under options and make sure it is unchecked. If it is hidden, go to View -> Hidden and you should be able to see the user's mailbox.

Learn how to manage recipients and distribution lists in this collection of 15 tips. I'm using Microsoft Outlook 2003 with Exchange Server 5.5 SP6. I'm getting the following error with Outlook 2003 clients only: "Task Microsoft Exchange Server reported error (0x8004010F): The operation failed an object could not be found."
This could be an issue with the Offline Address Lists. Try rebuilding it:

  1. Open Exchange System Manager (ESM).
  2. Go to Recipients -> Offline Address Lists.
  3. Navigate to Default Offline Address Lists.
  4. Right click and select Rebuild.

Read more on Exchange error message 0x8004010F. When one of my users accesses his work email from his home computer using Outlook Web Access, the box where you type a message (for a new email or in response to an email) shows a red X, and he cannot type in it. The other fields (To, Cc, Bcc, Subject) operate normally. Do you have any suggestions?
If you just upgraded to Exchange 2003, check that your user is running the latest Internet browser. You can also try to reregister the following Dynamic Link Libraries (DLLs) and OCX.

Go to File -> Run and type the following commands separately:

regsvr32 /u "C:\Program Files\Common Files\Microsoft Shared\Triedit\triedit.dll" regsvr32 "C:\Program Files\Common Files\Microsoft Shared\Triedit\triedit.dll" regsvr32 "C:\Program Files\Common Files\Microsoft Shared\Triedit\dhtmled.ocx" regsvr32 /u "C:\Program Files\Common Files\Microsoft Shared\Triedit\dhtmled.ocx"

For more on Outlook Web Access read these FAQs.

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