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Sun Java System Messaging Server 6 2005Q4 Administration Guide

Managing Mail Users

To Access Mail Users

This section describes how to open the mail administration interface for your users. Messaging Server mail accounts are stored as attributes of user entries in your enterprise’s central LDAP user directory. Therefore, to manage mail accounts, you modify user entries in that directory.

To Create a New User

To create a new mail account, you create a new user in the directory. You must also install a mail account for that user; if you do not install the mail account, the mail-administration portion of Console is not available for that user.

To create a new mail user:

ProcedureTo Create a New User

Steps

  1. In the Console main window, click the Users and Groups tab.

  2. From the drop-down list, choose New User and click Create.

  3. Select an organizational unit for the user and click OK. The Create User window opens.

  4. Enter information about the user as described in the chapter on User and Group Administration, of the Sun ONE Server Console 5.2 Server Management Guide.

  5. Leave the Create User window open and click the Account tab. A list of installed products for the new user’s account appears in the right pane.

  6. Click the Mail Account Install box. The Mail tab becomes visible in the Create User window.

  7. Click the Mail tab in the Create User window, then click the tab you want in the right pane.

  8. Enter your changes, then click OK at the bottom of the Create User window.

    Note –

    Make sure you complete all setup procedures in the relevant tabs before clicking OK.

To Access an Existing User

To modify an existing mail account or to add mail capabilities to an existing user, you access the appropriate user in the user directory and then add or modify that user’s mail-account attributes.

To access mail information for an existing user:

ProcedureTo Access an Existing User

Steps

  1. In the Console main window, click the Users and Groups tab.

  2. In the Users and Groups main window, Click Search or Advanced Search.

  3. Enter your search criteria (such as the user’s last name) in the Search window, and perform the search of the user directory.

  4. Return to the Users and Groups main window, select a user from the search results and click Edit.

  5. If the Mail tab is not visible in the Edit Entry window, do this:

    1. Click the Account tab. A list of installed accounts appears in the right pane.

    2. Check the Mail Account box. The Mail tab displays in the Edit Entry window.

  6. Click the Mail tab in the Edit Entry window, then click the tab you want in the right pane.

  7. Enter your changes, then click OK at the bottom of the Edit Entry window.

To Specify User Email Addresses

Before mail can be delivered successfully to a user, you must specify the mail addressing information for that user. This consists of the Messaging Server host name, the user’s primary address, and any alternate addresses. The host name and primary address information is mandatory; alternate address information is optional.

To specify a user’s mail addressing information:

ProcedureTo Specify User Email Addresses

Steps

  1. In Console, access the Create User or Edit Entry window, as described in To Access Mail Users

  2. Click the Mail tab.

  3. Click the Settings tab, if it is not already active.

  4. (Required) Enter the Messaging Server host name.

    This is the machine hosting the Messaging Server that will process this user’s mail. This must be the fully-qualified domain name (FQDN) known to the Messaging Server on that machine.

  5. (Required) Enter the user’s primary email address.

    This is the publicized address to which this user’s mail is sent. There can be only one primary address for a user, which must be a valid, correctly formatted SMTP address conforming to RFC 821 specifications.

    If you want to implement host name hiding (the host name in the user’s address is not shown in the outgoing mail header), do not specify the host name in the Primary email address field. Instead, enter an alternate address that includes the host name as described in the next step.

  6. (Optional) Add an address to the Alternate Address list.

    An alternate address is essentially an alias for the user’s primary address. You can use this feature to:

    • Ensure proper delivery of frequently misspelled addresses (such as “Smith” as an alias for “Smythe”).

    • Enable host name hiding in outgoing mail headers. To do so, supply an alternate address that includes the host name and do not include the host name in the user’s Primary email address. For example, enter jsmith@siroe.com as a Primary email address and then enter jsmith@sesta.com as an Alternate address. When this user sends mail, the outgoing header will show jsmith@siroe.com, but all mail sent to that address (including replies) are actually routed to jsmith@sesta.com (assuming that sesta.com is a valid host name).

      You can specify any number of alternate addresses for a particular user, as long as each address is unique. Messages that arrive for any of these aliases are directed to the primary address.

    To add an alternate address:

    1. Click the Add button beneath the Alternate Addresses field.

    2. In the Alternate Addresses window, enter an alternate address. (You can add as many alternate addresses as you like, but you can enter only one address each time you open this window.)

    3. Click OK to add the alternate address and close the Alternate Addresses window. (To enter another alternate address, click Add again to re-open the Alternate Addresses window.)

  7. Click OK at the bottom of the Edit Entry window if you have finished making changes to this user’s mail information. Otherwise, click other tabs to continue making changes.

To Configure Delivery Options

Messaging Server supports three principal mail-delivery options that you can enable and configure, in any combination, for each user. You can provide regular POP/IMAP delivery, program delivery, and UNIX delivery (for clients of a UNIX Messaging Server host).

If the iPlanet Delegated Administrator for Messaging is used, it also provides an end-user HTML interface through which users can themselves enable and configure these options. The Console interface and the iPlanet Delegated Administrator interface both manipulate the same directory attributes; when opened, each shows the current settings, whether they were set by the administrator or by the user.

Note –

The Delegated Administrator for Messaging only supports Sun Java System LDAP Schema v. 1, not v.2

To configure delivery options for a user:

ProcedureTo Configure Delivery Options

Steps

  1. In Console, access the Create User or Edit Entry window, as described in To Access Mail Users

  2. Click the Mail tab.

  3. Click the Delivery tab.

  4. Select the delivery method or methods you want to enable for this user:

  5. Click OK at the bottom of the Edit Entry window if you have finished making changes to this user’s mail information. Otherwise, click other tabs to continue making changes.

Specifying POP/IMAP Delivery

Specifying this option enables mail delivery to the user’s regular POP3 or IMAP4 mailboxes. To enable POP/IMAP delivery for this user:

ProcedureTo Enable POP/IMAP Delivery

Steps

  1. Click the Delivery tab.

  2. Check the POP/IMAP box, and click the Properties button to open the POP/IMAP Delivery window.

  3. (Optional) Enter the nickname (not the path name or absolute physical path) of the message-store partition to which the user’s messages will be delivered and stored for processing. If you leave this field blank, the current primary partition is used. For more information, see Chapter 18, Managing the Message Store

  4. (Optional) Enter the storage limit, or disk quota, to be allotted to the user. The quota can be the default specified (see Configuring Message Store Quotas KB or MB).

  5. (Optional) Enter the message number limit to be allotted to the user. The limit can be the default specified (see Configuring Message Store Quotas numbers).

Specifying Program Delivery

Specifying this option provides a mechanism for forwarding messages to an external application for processing before delivery to the user.

Note –

This section describes only how to make the program delivery option available to an individual user. Before you can make it available to a user, you must first enable the program delivery module as a whole, which requires performing several other administrative tasks.

ProcedureTo Enable Program Delivery for this User

Steps

  1. Click the Delivery tab.

  2. Check the Program delivery box, and click the Properties button to open the Program Delivery window.

  3. Enter the external application command(s) to be used for processing this user’s mail.

  4. Click OK.

To Specify UNIX Delivery

Specifying this option selects UNIX delivery for this user. The UNIX delivery feature allows messages to be delivered to the user’s designated UNIX mailbox. UNIX delivery is available only to users whose Messaging Server runs on a UNIX host machine.

To enable UNIX delivery for this user:

ProcedureTo Specify UNIX Delivery

Steps

  1. Click the Delivery tab.

  2. Check the UNIX delivery box.

    Note –

    To provide UNIX delivery to Messaging Server users, you must also perform normal UNIX mail administrative tasks

To Specify Forwarding Addresses

The mail-forwarding feature of Messaging Server enables a user’s mail to be forwarded to another address instead of or in addition to the primary address for that user.

Delegated Administrator for Messaging provides an end-user HTML interface through which users can themselves specify forwarding addresses. The Console interface and the Delegated Administrator interface both manipulate the same directory attributes; when opened, each shows the current settings, whether they were set by the administrator or by the user.

Note –

The Delegated Administrator for Messaging only supports Sun Java System LDAP Schema v. 1, not v.2

ProcedureTo Specify Forwarding-address Information

Steps

  1. In Console, access the Create User or Edit Entry window, as described in To Access Mail Users

  2. Click the Mail tab.

  3. Click the Forwarding tab.

    The Forwarding Address field shows the current set of forwarding addresses, if any, for the user.

  4. To add a forwarding address, Click Add.

  5. In the Forwarding Address window, enter a forwarding address.

  6. Click OK to add the address to the Forwarding address field in the Mail Forwarding tab and close the Forwarding Address window.

  7. Click OK at the bottom of the Edit Entry window if you have finished making changes to this user’s mail information. Otherwise, click other tabs to continue making changes.

    Note –

    Do not set up forwarding address for two users on the same Messaging Server to point to each other if both user accounts have no other delivery type enabled. Doing so can cause mail delivery problems.

To Configure Auto-Reply Settings

The auto-reply feature of Messaging Server lets you specify an automatic response to incoming mail for a user. You can specify two different auto-reply modes: vacation mode and auto-reply mode.

The Delegated Administrator for Messaging also provides an end-user HTML interface through which users can themselves enable and configure auto-reply settings. The Console interface and the Delegated Administrator interface both manipulate the same directory attributes; when opened, each shows the current settings, whether they were set by the administrator or by the user.

Note –

The Delegated Administrator for Messaging only supports Sun Java System LDAP Schema v. 1, not v.2

ProcedureTo Enable an Auto-reply Service

Steps

  1. In Console, access the Create User or Edit Entry window, as described in To Access Mail Users

  2. Click the Mail tab.

  3. Click the Auto-Reply tab.

  4. Select one of the auto-reply modes:

    Off: Disables auto-reply for this user.

    Vacation: The first message received by this user from a given sender generates an automatic response; subsequent messages from that sender do not generate a response until the automatic reply time-out is reached. When the time-out is reached, a new message is sent, once, until the next time-out is reached, and so on. If you select this mode, you use the Vacation start/end date options and enter a reply message in the Reply text field.

  5. If you selected vacation mode, supply dates and times to determine when the auto-reply message should start and end:

    • Check the Vacation start/end date checkbox.

    • Click the Edit buttons for Start and End then use the calendar that displays to specify a date and time.

  6. Specify an automatic reply time-out value in hours or days.

  7. If you selected vacation mode, type an auto-reply subject line, then type a reply message to be returned to the sender.

    You can type a reply message for internal senders and a reply message for external senders. If you type a reply only for internal senders, only senders within your domain will receive an automatic reply.

    You can create one message in each of several available languages that you select with the drop-down list located above the message text area.

  8. Click OK at the bottom of the Edit Entry window if you have finished making changes to this user’s mail information. Otherwise, click other tabs to continue making changes.

To Configure Authorized Services

To enable the mail services for which this user can access mail:

ProcedureTo Configure Authorized Services

Steps

  1. In Console, access the Create User or Edit Entry window, as described in To Access Mail Users

  2. Click the Mail tab.

  3. Click the Authorized Services tab.

    The Authorized Services window shows the services that apply to a particular domain.

  4. You can Add, Edit, or Delete services by clicking the associated button. The “Modify rule for authorized services” window appears.

  5. From the service drop-down list, choose the service you wish to create a rule for (IMAP, POP, SMTP, HTTP, All).

  6. Specify Allow or Deny and specify the domain to which this rule applies.

  7. Click OK to submit your changes.