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`Managing Microsoft Exchange Server
`Paul Robichaux
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`Beijing Cambridge Farnham Köln Paris Sebastopol Taipei Tokyo
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`Managing Microsoft Exchange Server
`by Paul Robichaux
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`Page iv
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`Copyright © 1999 O'Reilly & Associates, Inc. All rights reserved.
`Printed in the United States of America.
`Published by O'Reilly & Associates, Inc., 101 Morris Street,
`Sebastopol, CA 95472.
`Editor: Robert Denn
`Production Editor: Madeleine Newell
`Printing History:
` First Edition.
`July 1999:
`Nutshell Handbook, the Nutshell Handbook logo, and the
`O'Reilly logo are registered trademarks of O'Reilly & Associates,
`Inc. Many of the designations used by manufacturers and sellers
`to distinguish their products are claimed as trademarks. Where
`those designations appear in this book, and O'Reilly &
`Associates, Inc. was aware of a trademark claim, the designations
`have been printed in caps or initial caps.
`The association between the image of a bush baby and the topic
`of managing Microsoft Exchange Server is a trademark of
`O'Reilly & Associates, Inc.
`While every precaution has been taken in the preparation of this
`book, the publisher assumes no responsibility for errors or
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`omissions, or for damages resulting from the use of the
`information contained herein.
`
`This book is printed on acid-free paper with 85% recycled
`content, 15% post-consumer waste. O'Reilly & Associates is
`committed to using paper with the highest recycled content
`available consistent with high quality.
`ISBN: 1-56592-545-9
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`Table of Contents
`Preface
`1. Introducing Exchange Server
`Exchange Capabilities
`A Little Exchange History
`Exchange Server concepts
`2. Exchange Architecture
`Exchange Message Addressing
`Exchange Message Routing
`Exchange Security
`The Exchange Databases
`3. Exchange Planning
`Before You Start Planning
`Designing Your Exchange Organization
`Migration and Coexistence
`4. Installing Exchange
`Before You Start Installing
`Installing Exchange
`5. Using Exchange Administrator
`
`Page v
`
`ix
`1
`1
`3
`6
`16
`16
`18
`25
`31
`46
`46
`53
`77
`83
`83
`96
`114
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`Exchange Administrator Basics
`Getting Around in Exchange Administrator
`Creating and Deleting Objects
`Exporting and Importing Directory Data
`
`114
`123
`134
`140
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`Nifty Exchange Administrator Tricks
`Taming the Import and Export Features
`6. Mailboxes, Recipients, and Distribution Lists
`Creating and Managing Mailboxes
`Creating and Managing Custom Recipients
`Creating and Managing Distribution Lists
`7. Managing Connectors and the MTA
`MTA and Connector Concepts
`Managing the MTA
`Managing Connectors
`Configuring Site Addressing
`Message Journaling
`8. Managing the Internet Mail Service
`Understanding the IMS
`Installing the IMS
`Managing the IMS
`Connecting Without a WAN
`Rejecting Spam
`Performance and Registry Tuning
`9. Managing the Directory
`
`Page vi
`148
`165
`171
`171
`192
`195
`199
`199
`203
`214
`245
`247
`251
`251
`262
`267
`287
`294
`295
`298
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`Directory Management Basics
`Managing the Directory Service
`Providing Directory Access with LDAP
`Using Address Book Views
`Nifty Directory Tricks
`10. Managing Public Folders
`Public Folder Basics
`Managing Public Folders
`Controlling Public Folder Replication
`11. Managing the Information Store
`IS Basics
`Configuring the IS
`Viewing IS Resource Usage
`
`298
`312
`319
`322
`326
`331
`331
`337
`350
`359
`360
`364
`367
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`12. Managing the Internet News Service
`Understanding the INS
`Getting a Newsfeed
`Installing the INS
`Managing the INS
`13. Managing Exchange Clients
`Exchange Client Basics
`Managing Outlook
`Managing Outlook Web Access
`14. Managing Exchange Servers
`Server Management Basics
`Storage and Growth Management
`Increasing Availability
`Managing Your Server
`Routine Maintenance Tasks
`Changing Your Server Configuration
`Monitoring Your Servers
`15. Troubleshooting Exchange Server
`The Art of Troubleshooting
`When Your Server Stops
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`Page vii
`369
`370
`374
`379
`383
`395
`395
`398
`421
`425
`425
`432
`437
`442
`445
`450
`465
`471
`471
`479
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`Troubleshooting Server Problems
`Troubleshooting MTA and Connector Problems
`Troubleshooting Internet Protocols
`Troubleshooting Client Problems
`16. Exchange Security
`Understanding Exchange Security
`Security Policy and the Wonderful World of
`Jurisprudence
`Using Advanced Security
`Protecting Against Viruses
`Useful Security Tasks
`17. Recovery and Repair
`Understanding Server Recovery
`Backing Up Exchange
`Maintenance and Repair Tools
`Recovering Your Data
`
`484
`489
`499
`505
`510
`510
`515
`
`519
`538
`542
`551
`551
`556
`563
`571
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`Directory Recovery
`Preventative Medicine
`18. Managing Exchange Performance
`What Influences Exchange Performance?
`Measuring Exchange Performance
`Performance Simulation
`Performance Tuning
`A. BORK Tools
`B. Useful Performance Monitor Counters
`Index
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`Page viii
`581
`581
`584
`585
`599
`606
`608
`625
`641
`659
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`14
`Managing Exchange Servers
`The management of a balance of power is a permanent undertaking, not
`an exertion that has a foreseeable end.
`Henry A. Kissinger
`White House Years
`Exchange offers some unique capabilities compared to other
`email systems, but those capabilities come at a price. To get
`maximum reliability, stability, and performance, you must be
`proactive in managing your organization's servers, because if you
`just wait for something bad to happen, it may be too late to
`recover. Careful planning of your server configuration and
`ongoing maintenance is required to ensure that your environment
`is optimizing your server usage, with minimal data loss risk and
`best performance.
`Messaging is all about information flowpeople communicating
`with people, both inside and outside an organization. Getting to
`know user habits, activities, and trends is critical to delivering a
`messaging system that meets user needs. You should have
`evaluated user needs before you deployed Exchange; now it's
`time to see how those considerations affect server management.
`Server Management Basics
`Before we go into the details of the Exchange server management
`tools, let's talk about philosophical issues that affect what you do
`to your servers. There's no gray area when it comes to uptime
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`and performancemore is betterbut other management areas offer
`a little more flexibility.
`Microsoft has positioned Exchange as a one-size-fits-all solution
`for every customer from the small office market to very large
`corporate mail systems, but these
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`markets have different concerns. In particular, storage
`management, replication, and high availability features such as
`clustering are much more important to large sites than to small
`ones. Also consider that the smaller customer has to deal with the
`same backup complexity and data growth as a larger customer,
`but often with fewer staff.
`Most ongoing management of server hardware revolves around
`the I/O subsystem. For most applications, Exchange isn't
`particularly CPU-bound, and there's not much you can do to
`manage RAM except to add it when necessary. Because of
`dynamic buffer allocation, which you first encountered in
`Chapter 1, Introducing Exchange Server, Exchange 5.5 will
`productively use as much RAM as you install. Database backup
`and maintenance issues are a significant part of your day-to-day
`work, as are troubleshooting and (hopefully) implementing
`proactive fixes to problems before they bite you.
`It is important to distinguish between managing servers at the site
`level and at the individual server level. Exchange abstracts much
`of what you would associate with a single server in other
`products up to the site level, leaving mostly practical tasks like
`managing disks and backups. For many higher-level messaging
`functions, like limiting the use of connectors and message sizes,
`the site is the best level to work on, since site-level changes can
`apply to multiple servers.
`Centralized Storage: Pro and Con
`The most sophisticated form of Exchange implementation is a
`centralized storage model, where all user mail and public folder
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`data is stored on the server instead of on individual machines. In
`this model, clients just view mail; they don't keep their own local
`copies. As you learned in Chapter 13, Managing Exchange
`Clients, remote, low-bandwidth, or offline users can use
`Outlook's offline synchronization features to keep their local and
`server-based mail caches synchronized.
`Pro
`Centralized storage allows you to concentrate all your
`management efforts at the server level, not on the clients. When
`clients store their own mail data, you have less assurance that it's
`protected from loss, damage, or compromise than you do if it's
`on a stable, secure, managed server. Do you want to back up
`hundreds of clients or a single server?
`There are some compelling reasons for using centralized storage
`management:
`Exchange is built from the ground up to support centralized
`storage as a way of managing information flow and retention. It's
`designed to support very large Information Stores and to let you
`juggle mailboxes and servers to spread the load gracefully.
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`In a typical office environment, users want to be able to do their
`(often non-computer-related) job without concern for backups,
`disk storage, growth management, and so forth. Forcing each
`user to keep track of their own mail interferes with their real
`jobs.
`With centralized storage, you gain the benefits of single-instance
`storage, plus the management benefits of having all your data
`stored in, and available from, a small number of servers.
`PST files are fragile. They're easily corrupted and subject to loss
`or damage by other applications on the workstation. There's no
`way to recover accidentally deleted messages from a PST. (See
`"Using PST files" in Chapter 13 for more details on why most
`seasoned administrators say "PST BAD.")
`Con
`Centralized storage isn't perfect. There are three major arguments
`against centralizing all your mail data on your servers:
`It's possible to build such a big centralized store that you can't
`efficiently back it up or restore it. It's very difficult to deal with
`the practical backup and recovery solutions for a 100GB or
`200GB store; it would literally take days to run database tests, and
`the need to backup and restore the entire file makes it difficult to
`recover quickly from any sort of failure. You can empirically test
`how long backup and recovery takes on a test server loaded with
`a copy of your database; in some cases, upgrading your backup
`system can get you out of this particular problem.
`If you use centralized storage, you'll be held to a higher standard
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`for reliability and availability; when your server's down, users are
`prevented from using their mail at all, not just from sending and
`receiving new mail.
`Server redundancy is critical. The centralized storage model
`tempts many people to build one big server with lots of
`mailboxes, but if anything happens to that one server, you're dead
`in the water. You can fix this problem to some extent by using a
`larger number of smaller servers, thus distributing both load and
`risk.*
`Choosing the proper solution
`If there's any way you can avoid it, don't use PST files. If you
`use PST files, you lose all the benefits of centralized storage,
`including ease of backup, single-instance storage, and centralized
`security. If your users insist on keeping their own
`* Ed Crowley points out that if you split one server into two, you've
`doubled the overall odds of a failure, but when the failure occurs it
`will only affect half as many users.
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`local replicas of mail, strongly encourage them to use offline
`folders (if they're using Outlook) or IMAP (if they're not), since
`both of these allow each client to keep a local store that mirrors
`the contents of the client's mailbox on the server.
`If you must allow PST files, restrict their use as much as
`possible, and educate your users about the potential pitfalls, so
`they'll know what limitations PST files impose. Then be prepared
`for complaints and help requests once the inevitable happens and
`someone loses, or can't open, a PST file. You've been warned.
`Small Doesn't Always Mean Harder
`It might seem ridiculous to plan for 24/7 availability and uptime
`for a small Exchange implementation of 10 to 100 users. Users at
`small sites, though, don't need their email any less than users at
`big companies. Email has entered the mainstream, and users
`expect and demand that email be as available and reliable as the
`public telephone system.
`The good news is that it's often easier for small organizations to
`follow good server management policies. Smaller organizations
`usually find it less expensive to update clients, provide training,
`and so on. Small Exchange sites usually don't have to wrestle
`with the complexities of multisite networks, which is a savings
`both in administrative cost and hassle for the administrative staff.
`Two heads are better than one
`At a minimum, consider splitting the workload at your siteeven if
`it's a very small siteacross two Exchange servers. This may mean
`that you redefine what a server looks like. Chapter 3, Exchange
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`Planning, gave some pretty detailed guidance about the best
`kinds of hardware for running Exchange, but you may find a
`larger group of less-capable servers is better for your individual
`needs than a small number of bigger servers. I'm not suggesting
`trying to host 1500 users on a Packard Bell box you bought at
`Sears, but not every server application requires a stout server
`with lots of RAM and fast RAID storage.
`The former Soviet Union's strategy for military supremacy was to
`build large numbers of robust but feature-poor weapons, as
`opposed to the Western strategy of building a small number of
`highly capable but fragile weapons. While the theory was never
`tested in battle, you may find that the Red Army approach works
`to your advantage even if you're running a large Exchange site.
`Consider a server that runs the IMS or other connectors. These
`connectors are typically CPU-bound. As long as you don't store
`any public folder or mailbox data on them, disk redundancy and
`performance are relatively unimportant. Two good-quality
`desktop systems may actually provide better overall performance
`and redundancy than one larger connector server. Having two
`independent systems also makes it much easier to do scheduled
`maintenance on either machine. However, adding servers also
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`adds hardware and maintenance costs, so there's a tradeoff to
`evaluate. In general, whenever possible, I like to put connectors
`on their own server in each site.
`Scheduling Maintenance Time
`Microsoft's claims notwithstanding, Windows NT is not quite
`perfectly stable. If you put all your mail and Exchange resources
`on a single server, you run the risk of unplanned downtime
`caused by NT problems. Even if you don't run into NT problems,
`you're still guaranteed to have to reboot the system when you
`make configuration changes and do upgrades. Although
`Windows NT 4.0 Service Pack 4 is much better than previous
`versions in this regard,* ancillary services like Internet Explorer
`and IIS tend to offset SP4's improvements by requiring reboots
`when you update or reconfigure them.
`Since Exchange lets you do online backups without stopping its
`services, if you don't change the configuration of your servers,
`and if fortune smiles on you by keeping your hardware from
`breaking, you can run Exchange for months on end without
`shutting it down. However, it's important to factor scheduled
`maintenance like installing product upgrades or service packs, or
`even doing an offline defragmentation of the store, into your
`availability plan. Don't just take the server down at random
`intervals to install hardware or software upgrades; instead, make
`a schedule and stick to it. This minimizes your unplanned
`downtime and lets you plan updates and maintenance on your
`own terms.
`Managing Large Stores
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`When the combined size of your public and private store files
`starts getting up around the 12GB mark, the practical matters of
`backup, recovery, and storage management start to get a lot more
`important. The Standard Edition of Exchange is limited to 16GB
`per store file, but Enterprise Edition doesn't have any limit on the
`store size. However, there are practical limits to how much stuff
`you can physically back up. Let's say you have a 54GB store that
`you can back up at 6 GB/hour. That means that every full backup
`will take 9 hours, and restores will take up to twice as long,
`depending on how recent your backup is. If your server fails,
`you're looking at 9 to 18 hours just to reload the backup from
`tape and patch the databases! It could be worse if you have to
`spend time tracking down a replacement computer, installing
`Windows NT and Exchange, and doing whatever else is required
`to correct the actual cause of the problem.
`* Microsoft's quantitative data suggests roughly a tenfold improvement
`in mean time between unscheduled reboots, and I have seen nothing to
`disprove this.
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`You can plan for this eventuality in two ways. One way is to take
`advantage of Exchange's strengths and distribute your data: you
`can split your public IS across many servers by distributing
`folder replicas (see Chapter 10, Managing Public Folders, for
`details), or you can move user mailboxes to better distribute the
`load. The second way, upgrading your backup hardware, is
`initially less expensive, but it doesn't give you the same flexibility
`and redundancy as adding servers.
`Managing the Managers
`It's essential that everyone responsible for administering your
`Exchange servers agree on policies and procedures. It's far too
`easy to accidentally make undesirable changes, and in a multisite
`network those changes may quickly be replicated. How to
`coordinate server management depends on your organization: if
`you're the only Exchange administrator, or if you're in a position
`to develop and enforce a set of guidelines, management is easy. If
`you must build a consensus, reaching agreement and maintaining
`discipline to work together are a little harder. You can use the rest
`of this section to formulate a policy sensible enough for all your
`administrators to agree on.
`Controlling changes
`When you have multiple servers in a site, it's preferable to have
`all directory changes made to a single server. This lowers the risk
`of replication conflicts created by changes to more than one
`replica of the directory. Since you can install Exchange
`Administrator on any NT 4.0 machine, it's usually pretty easy to
`agree on centralizing directory changes. Of course, practically
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`everything you can change in Exchange Administrator is a
`directory change, so be specific about what kind of changes
`you'll allow.
`It's also a good idea to keep changes to permissions on directory
`objects to a minimum. The less often you change permissions,
`the less chance you have to make a mistake. One way to
`centralize permission management is to replace the permissions
`given to the account you used to install Exchange with those of a
`Windows NT global group, then put whomever you want to have
`administrative access in this group. This keeps changes to the
`Exchange Directory hierarchy permissions to a minimum: you
`just assign permissions to the group once, then add and remove
`accounts as necessary.
`To make this change, create the Windows NT group using User
`Manager, populate it with the proper accounts (including the
`account of the administrator making the change), and log off.
`Log back on as a member of the group, then use Exchange
`Administrator to make the appropriate changes to the
`organization and site Configuration container permissions.
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`Controlling who has administrative access
`Speaking of changing permissions, there are three objects in the
`directory whose permissions are particularly important: the
`organization, site, and site Configuration containers. To control
`who has administrative access to your servers, you can adjust
`permissions on these objects. Normally, after you install
`Exchange, there will be two accounts with permissions on these
`objects: the site service account and the account you used when
`installing Exchange. By opening the Permissions tab on these
`three objects, you can modify which groups and accounts have
`permissions on these objects.
`Modifying permissions on these three objects is particularly
`important because many items in the Exchange directory inherit
`permissions from one or more of these objects. If you haven't
`made any permissions changes since installing Exchange, these
`are the only objects that need to be changed, given this
`inheritance. On the other hand, if you have made changes, it
`would be prudent to spot-check other objects, especially the
`default Recipients container.
`
` Remember, the Exchange Administrator
`application won't show the Permissions tab on most
`objects unless you use the Tools ® Options. . .
`command to force it to do so.
`You can assign permissions to individual containers and leaf
`nodes. For example, you can set permissions so that a particular
`account or group could change connector settings and view their
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`queues without giving that account or group permission to make
`changes to mailbox objects.
`Documentation!
`Mainframe, minicomputer, and database administrators are
`usually pretty good about keeping detailed records of their
`system configurations and software loads. However, many NT
`and Exchange administrators don't have that background, so it's
`likely that your network is a little lacking in this respect. At a
`minimum, you should be keeping track of the following:
`How is NT installed on your Exchange servers?
`This should include information on what hardware is installed on
`the server, what its network settings are, any special drivers, the
`way hard disks are partitioned, what service packs are installed,
`and anything else you think you'd need to know to reconstruct a
`failed machine.
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`How was Exchange installed?
`What is the service account? Which server was the first one
`installed in the site?
`What connectors are you using?
`What remote systems do they talk to? Who can you call if the
`server on the other end of the connector starts acting up?
`What's your disaster recovery plan?
`A plan is never easy to produce (see Chapter 17, Recovery and
`Repair, for some hints), but having one on hand makes an actual
`recovery much less stressful.
`Apart from this workaday documentation, you should also
`outline your anticipated needs for future storage and upgrades,
`when possible. Try to decide when major upgrades like Windows
`2000 and Exchange 6.0 will be deployed, and document your
`reasoning. Try to define your rules governing when a server is
`too old or too slow and how to decide what to replace it with.
`Last, but certainly not least, write down your strategy for
`incremental Exchange Server and client upgrades. Do you apply
`new service packs 15 days after they ship, or do you wait 6
`months until they're stable? When Outlook 2001 ships, will you
`upgrade immediately, or wait for Outlook 2002?
`Storage and Growth Management
`It's an old chestnut that data expands to fill the space available,
`and this happens to be true when it comes to email systems.
`Users, by and large, don't do a good job of removing old email.
`The fault's not all theirs, though; email is seeing increasing use as
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`a transport and storage mechanism for other kinds of data, like
`voice mail and faxes. Between public folders and the ability to
`file personal mail into organized trees of folders, Exchange has
`become many users' tool of choice for filing medium-term data.
`Even if your users are well organized and diligent about cleaning
`up their mailboxes, and even if you impose storage limits to keep
`folder and mailbox sizes within reason, you'll probably find that
`the volume of messages and average message size are larger than
`you expected. As Exchange becomes more popular in your
`organization, you'll probably also find that mail system usage
`increases as people get more comfortable with the product and
`find new applications for it, like booking shared resources or
`holding votes.
`Managing the growth of your servers requires careful planning
`andforethought; namely, you must decide how big you'll let a
`server get beforeyou start moving mailboxes and services to
`other servers. You'll have to setyour own thresholds, but I can
`suggest a few ways to help you determine whatthose thresholds
`might be.
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`Normally, you'll probably let a server grow to the size you feel
`comfortable with. You may be constrained by the amount of disk
`space on a server or the perceived risk inherent in hosting lots of
`mailboxes or folders on a single server. More likely, you'll be
`limited by how much data you can back up and restore in the
`amount of time you have available. For example, if the best
`backup system you have available can back up a 10GB store in 7
`hours, you might be better off capping the store size at about 7GB
`(since at that rate you can back up 7GB in about 5 hours and
`restore it in about 10) by moving some users and data to other
`servers.
`You can use empirical data to tell you how fast the store on your
`server is growing: capture the Mailbox Resources and Public
`Folder Resources views to a text file once per month, and you've
`got an instant baseline for comparison. You can also use the
`Performance Monitor counters discussed in Chapter 18,
`Managing Exchange Performance, and Appendix B, Useful
`Performance Monitor Counters, to keep track of the load on
`your machines, including the average number of active users on a
`server and the inbound and outbound message traffic rates.
`When you add new servers to a site, Exchange imposes zero
`penalty on you, but the servers have to work a lot harder to move
`mail between users in diferent sites. Exchange components have
`been designed to allow you to spread the service load across
`multiple machines: connectors on one server, public and private
`IS databases on separate machines, and so on. My normal
`recommendation is to allow your servers to grow to around 70%
`of their capacity before expanding them or shifting some load
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`elsewhere. For example, if you have a server equipped with
`15GB of space, when the combined size of your public and
`private IS database files hits around 10.5GB, I'd start looking for
`a new place to move some mailboxes and folders. The same is
`true for response time: if your server starts bogging down
`because there are too many concurrent users for it to handle,
`move some mailboxes to another server.
`Knowing Your Users
`It's important to study traffic patterns on your servers, especially
`with regard to when users are most likely to receive and read
`their email. Some environments are strictly 8-to-5 (although they
`can receive incoming mail at any time of the day), while others
`have users who connect and actively use the server at all hours of
`the day and night.
`It's also valuable to spot-check the Mailbox Resources view of
`the private IS to see which mailboxes are growing the most in
`items or bytes. You can use Exchange Administrator's File Save
`Window Contents. . . command to save snapshots of this view
`every so often, comparing versions to see where growth is
`happening. Check the volume and size of public folders,
`distribution lists, and Usenet groups on your servers to help you
`understand how users are actually using the system.
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` If you have users who subscribe to Internet
`mailing lists, you may find significant benefits in
`subscribing a public folder to those lists. This
`centralizes storage of lists mail and makes its contents
`available to a wider range of people without any
`additional load on your server or the mailing list host.
`Microsoft has a white paper titled ''Subscribing
`Public Folders to Internet Mailing Lists," available at
`www.microsoft.com/exchange/55/gen/Subscribe.htm.
`One more suggestion: in Chapter 3, I suggested putting users who
`work together on the same server so they can exchange mail most
`efficiently. Consider how you can track and measure how often
`users are sending to each other; proper placement is beneficial to
`both you and the users, and it's easy to move mailboxes between
`servers when you need to. One way (albeit an imprecise one) to
`get this insight is to look at the Single Instance Ratio counter of
`the public and private IS objects (see Appendix B for a full
`explanation of these counters). Of course, it's not hard to send out
`a short survey to all the users on a particular server (hint: create an
`ABV or DL to group users by the server they're on) and just ask
`them how often they mail other users on the same server; while
`unscientific, this type of user poll can shed valuable light on what
`your users are doing.
`Mailbox Moving Magic
`One of Exchange Server's best-kept secrets is that it doesn't care
`what server is holding a particular mailbox. All addressing and
`security is based on an object's place within the site, not the
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`server's name. It's possible to introduce a new server, move some