Understanding Unified Messaging in Exchange Server 2013

Understanding Unified Messaging in Exchange Server 2013

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What Is a PBX

A PBX usually is the core device or system that provides telephony and telephone features for residential or organizational use, such as for homes with multiple phones or businesses with thousands of phones. Every PBX connects externally to the public voice network.

Types of PBX:

Analog PBX: Classic voice transmission with analog wave forms

Digital PBX: Modern PBX handling voice in digital form

IP PBX: Digital PBX, with voice transmission via TCP/IP only. IP PBXs carry voice over data networks. The IP phone contains a Network Interface Card (NIC), and it is part of the network. The phone converts voice into digitized packets, which it then places on the data network. The network sends the voice packets through packet switching, a technique that enables a single network channel to handle multiple calls.

The IP PBX also acts as a gateway between the internal packet-switched network and the external circuit switched networks that telephone companies use. In this situation, external phone calls arrive at the IP PBX on the normal public phone lines, and the IP PBX converts the phone call to packets sent on the internal IP-based network.

Hybrid PBX: A combination of classic analog and digital voice

Telephony terminology:

Phone extension: used by organizations.

Direct inward dialing: A Direct Inward Dialing (DID) phone number is a unique number that an organization assigns to a person. A user with a DID number can receive calls directly from an external phone without having to transfer the call. The DID is a combination of a company-specific phone number and the user’s extension. If the organization implements a PBX, the PBX maps DID numbers to internal extensions, so that it can route calls to the correct phone

Direct Inward Dialing

A Direct Inward Dialing (DID) phone number is a unique number that an organization assigns to a person.

A user with a DID number can receive calls directly from an external phone without having to transfer the call. The DID is a combination of a company-specific phone number and the user’s extension. If the

organization implements a PBX, the PBX maps DID numbers to internal extensions, so that it can route calls to the correct phone.

Dial Plan

A dial plan consists of the rules that a PBX uses to determine what action to take when it receives a set of dialed numbers. For example, a “9” often triggers call setup to an outside line, so that users can call external phone numbers. When “9” is not the first number, the PBX needs to know how many numbers to collect before taking action. If internal extension numbers are four digits long, it waits for just four numbers before taking action.

 Hunt Group

A hunt group is a collection of extensions. In most cases, a hunt group represents a set of identical resources that an application or a group shares. This grouping provides more-efficient access to applications, such as voice mail, an auto attendant, or even a call center. This ensures that callers do not experience a busy signal. Instead, the PBX hunts for an open line to which to connect them.

 Pilot Number

A pilot number is the address or label that the PBX uses to identify a hunt group. It is an unused extension, meaning it is not associated with a person or phone.

For example, there may be a specific extension number 3900 for the telesales team, which may be the pilot number for the hunt group of telesales-extension numbers. When a call comes into the 3900 sales

number, the PBX recognizes it as a pilot number, and searches for an available line within the sales hunt group. The PBX then delivers the call to an available sales-extension number.

 Coverage Path

A PBX uses a set of directions that you configure for each extension, and it tells the PBX where to route unanswered calls and calls that receive busy signals. The set of directions is a coverage path. If a DID call arrives at the Unified Messaging server through a user’s desktop phone, and the line is busy or not answered within a certain number of rings, the PBX knows to send the call to the pilot number for the hunt group that attaches to the VoIP gateway. The PBX routes the call through the VoIP gateway to the

Unified Messaging server, where the caller can record a voice message. The Unified Messaging server sends the voice message to the Unified Messaging user’s mailbox.

Switched and Packet-Switched Networks

Telephony systems and computer systems usually use different networks to communicate. A telephony system typically uses a circuit-switching network, while a computer system uses a packetswitching network.

Circuit-Switched Networks

A circuit-switched network uses a dedicated connection between two network devices. For example, you pick up the telephone receiver and dial a phone number. By answering the call, the recipient completes the circuit.  After the two nodes establish a call between them, only these two nodes can use the connection. When one of the nodes ends the call, the connection is removed.

Packet-Switched Networks

Packet switching is a technique that divides a data message into smaller units, or packets. The network sends the packets to their destination by the best route available, and then reassembles them at the receiving end.

What Is VoIP

VoIP is a technology that enables an IP-based network to act as the transmission medium for telephone calls. It sends voice data in IP packets rather than by circuit-switched telephone lines.

There are a number of voice-related, IP-based protocols, and a Unified Messaging environment with

Exchange Server 2013 uses the following:

Session Initiation Protocol (SIP): SIP is a real-time signaling protocol that creates, manipulates, and

tears down interactive communication sessions on an IP network. You can use SIP in conjunction with

Transport Layer Security (TLS) to provide security. Exchange Server Unified Messaging uses SIP mapped over Transmission Control Protocol (TCP), and supports TLS for secured SIP environments. SIP clients, such as IP/VoIP gateways and IP/PBXs, can use TCP port 5060 or port 5061 (for Secure SIP) to connect to SIP servers.

Real-Time Transport Protocol (RTP):  RTP is for voice transport between the IP gateway and the Unified

Messaging server. RTP provides high-quality, real-time, streaming voice delivery. One of the issues with sending voice messages over an IP network is that voice requires real-time transport, with specific quality requirements, to ensure that the voice sounds normal. If the protocol uses large packets, listeners must wait for the entire packet to arrive before they can respond. Any delay in packet delivery can produce undesirable periods of midstream silence, and packet loss can cause voice garbling.

What Is a VoIP Gateway

A VoIP gateway is a hardware device or product that converts traditional phone-system or circuitswitching protocols into data-networking or packet-switched protocols. Exchange 2013 servers that are running the Unified Messaging components can connect only to packet-switched data networks. This requirement means that organizations with a traditional PBX must deploy a VoIP gateway to communicate between the PBX and the Exchange 2013 servers. The PBX also provides access to the PSTN for internal phone users and for  unified Messaging.

Options for Implementing VoIP Gateways

  • Deploying Unified Messaging with an analog or digital PBX.
  • Deploying Unified Messaging with an IP or hybrid PBX.

Deploying Unified Messaging with Microsoft Lync® Server: A Lync Server also can operate as a VoIP

gateway for the Exchange 2013 servers that are running Unified Messaging. Like Exchange servers,

Lync servers can communicate only on packet-switched networks, so no other VoIP gateways are

necessary for the Exchange Server.

Unified Messaging Features

Access to voice mail in user mailboxes. UMenabled users can access their voice mail from mobile phones, clients, and through Outlook Web App.

Play on Phone: UM-enabled users also can play their messages by using any normal phone to dial into Exchange 2013 or by using Microsoft Lync 2013. This arrangement also prevents others from listening to confidential voice mails if the computer only has external speakers.

Call answering: This feature supports playing personal greetings, recording messages, and answering incoming calls on behalf of other users.

Call Answering Rules: UM-enabled users can organize how the phone system handles their incoming calls. This feature is similar to Inbox rules, which users can apply to normal email messages. No call answering rules are activated by default.

Outlook Voice Access: UM-enabled users have two options for Outlook Voice Access: the Telephone

User Interface (TUI) and the Voice User Interface (VUI). This feature facilitates internal and external

access by using phone systems, and enable users to :

  • Access voice mail.
  • Listen to, forward, or reply to email messages.
  • Listen to calendar information.
  • Access or dial contacts who are stored in the global address list (GAL) or a group in their Contacts folder.
  • Accept or cancel meeting requests.
  • Set a voice-mail message to let callers know the called party is away.
  • Set user-security preferences and personal options.

Voice Mail Preview: In Exchange 2013, the Unified Messaging feature uses Automatic Speech

Recognition (ASR) on new voice-mail messages. When users receive voice messages, the messages

contain both a recording and voice-mail preview text, which the system creates from the voice recording.

Message Waiting Indicator: The Message Waiting Indicator is any mechanism that indicates the existence of new Unified Messaging messages.

Missed call and voice-mail notifications by using SMS: If users are members of a hosted or consumer dial plan, and they configure their voice-mail settings, including their mobile phone number, with call

forwarding, they can receive notification about missed calls and newly arrived voice mail on their cell phones as short message service (SMS) text messages.

Protected Voice Mail: This extended feature is provided in conjunction with Active Directory® Rights

Management Service (AD RMS), and it enables the secure storage of voice-mail messages. This restricts the forwarding, copying, or extracting of voice file from email.

Voice mail form: The Outlook 2010, Outlook 2013, and Outlook Web App form for voice mail resembles the default email form.

IP-PBX: If your organization is using an IP-PBX, you must configure the IP-PBX to enable call routing to the Exchange 2013 servers.

Unified Messaging Mailbox Policies

UM mailbox policies enable you to configure the user experience or security settings to UMenabled mailboxes.

When you create a Unified Messaging mailbox policy, you can configure a wide variety of settings, including the following:

  • Dial plan (required)
  • Maximum greeting length
  • Number of unsuccessful login attempts before it resets the password
  • Minimum number of digits that a PIN requires
  • Number of days until users must create a new PIN
  • Number of previous passwords that it does not allow
  • Restrictions on in-country/region or international calling
  • Protected voice-mail settings

Note: Each Unified Messaging-enabled user’s mailbox must link only to one Unified Messaging mailbox policy.

  • Unified Messaging Clients
  • Microsoft Outlook client.
  • Outlook Web App.
  • Mobile devices and Microsoft Exchange ActiveSync clients.
  • Outlook Voice Access.

Unified Messaging Auto Attendants

A Unified Messaging auto attendant is an optional component in a Unified Messaging deployment. It creates a voice-menu system that enables external and internal callers to navigate through voice menus to locate and place, or transfer, calls to company users or organizational departments.

Business Requirements for Unified Messaging

  • Consolidated Access to Voice Mail and Email
  • Voice Mail Protection
  • Auto Attendant Service
  • Reduction of Administrative Overhead
  • Availability Requirements

Designing Infrastructure Requirements for Unified Messaging

Mailbox Server

The Mailbox server role provides most of the Unified Messaging services, including call answer, voice-mail recording, and auto-attendant services. When planning the Mailbox server role for Unified Messaging, ensure that you have 500 megabytes (MB) of additional disk space per Unified Messaging language pack on the operating system drive and approximately 250 kilobytes (KB) per voice message stored in the user’s mailbox.

The Mailbox server role also is responsible for transcribing voice mail messages if you enable the Voice Mail Preview feature. The capability for voice mail speech recognition that this processor requires is processor intensive. Therefore, we recommend  at least 12 central processing unit (CPU) cores on the Mailbox server for an average installation of 1,000 users, and a minimum of 8 gigabytes (GB) RAM.

Client Access Server

The Client Access server role accepts Unified Messaging connections from different sources, such as IPPBX, IP Gateway, or Lync Server 2013. The incoming Session Initiation Protocol (SIP) traffic is redirected to the user’s associated Mailbox server. You then configure a SIP or Real-Time Protocol (RTP) connection between the Mailbox server and the call source, without any additional involvement from the Client Access server. Because the Client Access server only accepts and redirects the SIP connections, implementing Unified Messaging will not change the hardware requirements significantly for the Client Access server.

Active Directory Domain Services: also required as we know

PBX: Exchange Server 2013 Unified Messaging does not provide a telephony system, so you still must deploy some type of telephone system in the organization.

VoIP Gateway: If the PBX does not support IP networking, you will need to deploy a VoIP gateway between the Exchange 2013 servers and the PBX.

 

VoIP Phone: Organizations that have deployed a VoIP telephone system also have deployed VoIP phones. There are two types of VoIP phones available: software-based and hardware-based. A software-based phone, such as the Microsoft Lync system, is a communications program that runs from a computer. A hardware-based phone is similar to the phones found currently on desktops, except that they have added functionality.

The Lync Phone Edition is one such phone, but there are many other phones available.

 

Call Number Block Switching by Telephony Providers

In several countries, telephony providers offer a highly available phone line, known as line failover. In this scenario, each provided phone line always has a unique phone-number block assigned to it, which makes

it possible by using the second, redundant line as an individual PSTN connection. In case of a failure or outage of the primary phone line, the telephony provider will switch the primary call-number block to the second PSTN line. This requires a special design, and you need to consider connecting theses phone lines to the same gateways or to two different gateway.

 

Hard Drive Requirements for Storage

To install Exchange Server 2013 Unified Messaging, you need an additional 500 MB for each Unified Messaging language pack that you install. Another consideration is the duration of recorded messages in Unified Messaging. By default, there is a 20-minute maximum. You can modify this setting to between 5 and 100 minutes. Using the Windows® Media Audio (WMA) codec, a five-minute voice mail is approximately 250 KB in size.

 

High Availability for Unified Messaging

 Exchange 2013: Implementing redundancy for the Unified Messaging components in Exchange Server 2013 is straightforward. You only need to deploy multiple Client Access servers and Mailbox servers, and then use the normal Exchange Server 2013 options to ensure high availability. It is helpful to ensure that all Exchange 2013 servers within the same location and dial plan have the same configuration.

Designing for Office 365 Unified Messaging

You can integrate Exchange Server 2013 Unified Messaging with Microsoft Office 365™ by deploying a hybrid solution. In this deployment, the organization has a PBX or VoIP phone system deployed on-premises, but the Exchange 2013 Client Access server and Mailbox server are located on Office 365. Since the Unified  messaging services are located in a Microsoft data center, the VoIP traffic must cross the public Internet to reach the Exchange servers. To implement this, you must place a Session Border Controller (SBC) and a Microsoft Lync Edge Server at the edge of your internal network. All traffic from the VoIP Gateway and IP PBX  to and from Office 365 passes through the SBC. All traffic from the Lync passes through the Lync Edge Server.

The purpose of the SBC is to protect the customer’s private network against attack and intrusion. It is for use at a network’s edge, and controls the flow of VoIP traffic to and from the private network to the public network (Internet). The SBC rewrites addressing information in headers when SIP messages pass from one network interface to the other. It secures the signaling and media data between itself and Office 365.

 

Designing for Unified Messaging Security

You can configure the VoIP security mode either when you are creating a new dial plan or after you have created a dial plan, by using the Exchange Administration Center (EAC) or Exchange Management Shell.

You have three options when configuring the VoIP security mode:

SIP secured: The SIP Secured setting means that only SIP traffic is encrypted by using TLS while RTP traffic is transmitted over TCP.

Secured: The Secured traffic means that both SIP traffic and streaming media sent by RTP traffic are encrypted by using TLS. If you are using a Lync Server as the VoIP gateway, this is the option that you must select.

Unsecured: All traffic is sent unencrypted. This is the default selection when you create a dial plan in Exchange Server 2013.

 Note: When you configure the Unified Messaging dial plan to use SIP secured or Secured mode, Client Access and Mailbox servers will try to encrypt the SIP signaling traffic or the RTP media channels, or both. However, to send encrypted data to and from Client Access and Mailbox servers, you must configure the Unified Messaging dial plan correctly, and VoIP devices, such as VoIP gateways, IP PBXs, and SBCs, must support mutual TLS.

If you want to use mutual TLS to encrypt the VoIP traffic, you must have a certificate installed on the Client Access and Mailbox servers, and the other VoIP devices must trust the certificate. If you deploy an internal certification authority (CA) in the organization, you can use certificates from this CA if you can configure the VoIP devices to trust it. For example, if you are using Lync Server 2013 as the VoIP gateway, you should obtain certificates from the internal CA for both the Exchange 2013 servers and for the Lync 2013 servers. You also must configure the certificate for use by the Unified Messaging service on Mailbox servers and by Unified Messaging Call Router service on Client Access servers.

Consideration of Codecs and File Formats

A codec is a software program that transforms or codes: digital data into an audio file format or audio  streaming format. It then converts, or decodes, the audio file back to the digital format. Codecs can vary in sound quality, the amount of bandwidth required to use them, and the system requirements necessary to do the encoding. Exchange Server 2013 Unified Messaging uses codecs for encoding media streams between the IP/VoIP gateways and the Exchange servers, and for encoding and storing voice messages.

Choosing a Codec for Encoding Media Streams

Exchange Server 2013 can use the G.711 (Pulse Code Modulation A-law (PCMA), which is used in Europe and other countries, and Pulse Code Modulation μ-law (PCMU), which is used in North America and Japan) and the G.723.1 codecs to encode media streams. By default, the Exchange Server 2013 servers use the G.723.1 codec. This codec is widely supported on VoIP gateways.

Note: If you use a Lync Server as the VoIP gateway, you have an additional option for providing higher quality voice recordings. When you configure a dial plan with a Lync Server as the Unified Messaging IP gateway, you have to configure the dial plan as a SIP uniform resource indicator (URI) dial plan. When you do this, the  exchange servers will use RTAudio wideband or high-fidelity audio for recording voice messages.

RTAudio provides a higher sampling rate, so the quality of the voice recording will be better. When the RTAudio codec is used, the voice message will be recorded in high fidelity and stored as an audio file that has a .wma extension. When the voice message is played back to the user in Office Outlook or Outlook Web access, they will hear the voice message in high-fidelity audio. If users connect to their mailboxes by phone, the outbound media stream will be negotiated by using either the G.711 or G.723.1 codec. This means that callers will always hear lower fidelity audio over the telephone.

Choosing a Codec for Encoding Voice Messages

Exchange Server 2013 supports four codecs for encoding voice messages:

  • MP3. This is the default format.
  • WMA
  • Group System Mobile (GSM) 06.10
  • G.711 PCM Linear

To choose the right codec for encoding voice messages, you need to consider the types of clients that will be used to access the voice messages, the storage requirements for each codec and the network bandwidth available for replaying voice messages. The codec options provide the following benefits:

MP3: The MP3 codec stores files in the .mp3 format, which means that it is compatible with the broadest range of mobile phones and devices and different computer operating systems. MP3 also provides very good compression of voice messages. A 30-second message recorded in an RTAudio codec will use about 120 KBs of storage, while a 30-second message recorded from a call using the G.723.1 codec will use about 60 KBs of storage.

WMA: WMA provides the highest level of compression of any of the codecs. Since the .wma file format has a much larger header section than the .wav file format, the file size difference is most noticeable for messages longer than 15 seconds in length. A 30-second message recorded in an RTAudio codec will use about 70 KBs of storage, while a 30-second message recorded from a call using the G.723.1 codec will use about 40 KBs of storage. Therefore, for the smallest, but highest quality, audio files, use the WMA audio codec.

G.711 PCM Linear: The G.711 PCM Linear audio codec creates uncompressed .wav audio files. Therefore, the voice-message recordings will require the most storage space. A 30-second message will consume about 240 KBs of storage. Because the files are not compressed, G.711 PCM Linear .wav audio files have the highest audio quality of the audio codecs that Unified Messaging uses. In most cases, the codecs that provide compression also provide acceptable sound quality, so we do not recommend the use of the G.711 PCM Linear audio codec in most cases.

GSM: The GSM audio codec creates .wav audio files that are compressed. A 30-second message will consume about 50 KBs, which is slightly larger than the audio file that the WMA audio codec creates.

 Managing Codec and Voice Recording Settings

To configure the codec and voice recording settings, you will use the Set-UMDialPlan cmdlet. The following parameters apply the codec settings:

AudioCodec. Used to set the codec used in Exchange Server 2013 to record voice messages. The default is MP3.

 MaxRecordingDuration. Used to set the maximum length of time that messages can be recorded.

The default is 20 minutes, but you can change the value to a number from 1 through 100. You may need to modify this number to balance storage requirements with the time necessary to leave meaningful messages.

Configure a UM IP Gateway Object

In Unified Messaging, the UM IP gateway object defines the connection point between the Exchange 2013 servers that are running the Unified Messaging services and the telephone network. Exchange Server 2013 uses the UM IP gateway object to accept calls from the telephone network and to route calls to the telephone network. The UM IP gateway object references a physical VoIP gateway, IP-PBX, SPC or a Lync Server. A UM IP gateway has organization-wide scope, and each UM IP gateway can reference only a single physical IP gateway. When you configure the UM IP gateway object in Exchange 2013, you must configure the target IP address and an object name.

The UM IP gateway contains one or more UM hunt groups and configuration settings. UM hunt groups link a UM IP gateway to a UM dial plan. By creating multiple UM hunt groups, you can associate a single UM IP gateway with multiple UM dial plans.

Configuring UM Dial Plan Objects

A dial plan object is a container object in AD DS that represents a set or grouping of PBXs logically that share common user-extension numbers. In practical terms, users’ extensions hosted on PBXs share a common extension number. Users can dial one another’s telephone extensions without appending a special number to the extension or dialing a full telephone number. A UM dial plan is a logical representation of a telephony dial plan. All users within a dial plan have a unique extension number, and the combination of dial plan and the user extension uniquely identifies each UM-enabled user. When you create the UM dial plan, you need to associate it with a Unified Messaging server.

 

In Unified Messaging, the following UM dial-plan topologies can exist:

A single dial plan that represents a subset of extensions or all extensions for an organization with one PBX or IP PBX. Use this configuration in small customer environments.

A single dial plan that represents a subset of extensions or all extensions for an organization with multiple PBXs or IP PBXs. Use this option in organizations that have deployed multiple PBXs, but a single set of extensions. Multiple dial plans that represent a subset of extensions or all extensions for an organization with one PBX or IP PBX. Use this in complex PBX environments for larger organizations.

Multiple dial plans that represent a subset of extensions or all extensions for an organization with multiple PBXs or IP PBXs. Use this topology is your organization has many geographically disparate locations.

A dial plan can exist in three different configurations:

Telephone Extension: This is the most common type of UM dial plan, and you use it with PBXs and IP gateways that support the telephone extension (TelExtn) URI type.

 

SIP URI: This is the dial plan that you use when integrating Exchange Server 2013 and Lync Server The SIP URI resembles an email address, and is sip:<user name>@<domain or IP address>

format.

E.164: E.164 is the standard numbering format that you use for the international  publictelecommunication numbering plan on the PSTN and some data networks. E.164 numbers can have a maximum of 15 digits, and typically are written with a plus sign before the telephone number. Use anE.164 dial plan type when the IP-PBX or VoIP gateway only support this type.

 

Configuring Hunt-Group Objects

A hunt group is an extension that is defined as a group of telephone numbers that are treated as one in some situations. Hunt groups often are used to identify a group of telephone extensions, such as help-desk or call-center personnel. When users call the phone number associated with the hunt group, the call is forwarded to any extension available in the hunt group. In most cases, a hunt group represents a set of identical resources that an application or a group shares. This provides more efficient access to applications such as voice mail or an auto attendant, so callers will not experience a busy signal.

 

Pilot Number

A pilot number is the way in which the PBX identifies a hunt group. In other words, a pilot number is the address or label for the hunt group. It is a dummy extension, and does not have a person or phone associated with it. It is the number to which a coverage path routes a call.

 

Implementing UM Hunt Groups

The UM hunt group object is a logical representation of an existing PBX or Lync hunt group. The UM hunt group object locates the PBX or IP PBX hunt group from which an incoming call is received. The pilot number that you define for a hunt group in the PBX or IP PBX must be the same as the pilot number assigned to the UM hunt group. The pilot number matches the information about the incoming calls through the SIP signaling message information on the message. The pilot number enables the Client Access server to interpret the call together with the correct dial plan, so that the call can be routed correctly.

Implementing UM Auto Attendants

In telephony or Unified Messaging environments, an auto attendant is used to answer telephone calls and help callers search the internal phone system for an intended recipient, or it transfers callers to the extension of a u user or department without a receptionist or operator having to intervene. The auto attendant can provide a simple service, such as enabling callers to search for and connect to simple extensions, or complex services, such as speech recognition and a vast menu system that enables callers to sort and search the internal telephone system.

Exchange Server 2013 Unified Messaging enables you to create one or more UM auto attendants. An auto attendant provides the menu system that lets internal and external users navigate through configured options and place calls to desired recipients. You can present announcements through a .wav file or speech-to-text, so that the caller can navigate through the menu options quickly and easily, enabling them to locate and call the person with whom the user wants to speak.. For navigation, the caller can use dual tone multi-frequency (DTMF) or voice inputs.

 

Multiple Language Support with UM Auto Attendants

Many organizations need the capability to provide services in multiple languages. In these scenarios, you can configure the UM auto attendants to support more than one language. Each UM auto attendant is configured with a default prompt language. This setting defines the default language that the caller will hear when the auto attendant answers the incoming call.

Configuring Protected Voice Mail

To enable Protected Voice Mail, you need to:

Configure Unified Messaging by configuring the UM dial plan and UM IP gateway:

Configure UM Mailbox Policy that requires Protected Voice Mail. When configuring your UM Mailbox Policy to require Protected Voice Mail, configure the following parameters:

 

ProtectAuthenticatedVoiceMail. This parameter specifies whether the Exchange 2013 servers create protected voice mail messages for UM-enabled users. If the value is set to Private, only messages marked as private are protected. If the value is set to All, every voice mail message is protected. The default is none, which means that no protection is applied to voice-mail messages.

 

ProtectUnAuthenticatedVoiceMail. This parameter is the same as the previous parameter, but also applies to scenarios where automated messages are sent from the Unified Messaging system to the user mailbox.

RequireProtectedPlayOnPhone. This parameter specifies whether users can utilize Play on Phone to listen to protected voice-mail messages or whether they can use multimedia software to play protected messages. The default is $false, which means that users can use both means to listen to protected messages.

  • Install and configure AD RMS and configure the integration of AD RMS and Exchange Server 2013.

You will use the Set-IRMConfiguration cmdlet to configure the integration.

Lync Server integration with UM

What Is Lync Server 2013

Exchange Server 2013 and Lync Server 2013 are designed to integrate and work together to provide a complete email and voice system. Exchange 2013 provides an email-messaging system, while Lync 2013 provides a telephony system when you configure it for Enterprise Voice. Unified Messaging can use Lync 2013 to provide the telephony component it needs, while Lync 2013 can use Unified Messaging to provide voicemail functionality. When you configure the integration of Exchange Server 2013 and Lync Server 2013, Exchange Server 2013 will use the Lync Server as its IP PBX. On Exchange Server 2013, you will configure an IP Gateway that references the Lync 2013 server.

Lync 2013 also provides other features that integrate with Unified Messaging, such as instant messaging, presence information, Web conferencing, and VoIP telephony:

Instant messaging: The Lync 2013 client provides instant messaging (IM) functionality that the Lync hosts. The solution provides IM features, such as group IM, and extends the internal IM infrastructure to external IM providers.

Presence information: Lync 2013 tracks presence information for all Lync users, and it provides this information to the Lync 2013 client and other applications, such as Outlook 2013.

 

Web conferencing: Lync 2013 can host on-premise conferences, which you can schedule or reschedule, and they can include IM, audio, video, application sharing, slide presentations, and other forms of data collaboration.

 

Audio conferencing: Users can join Lync 2013-based audio conferences by using any desk or mobile phone. When connecting to an audio conference by using a Web browser, users can provide a telephone number that the audio-conferencing services calls.

 

Integration with Office applications: When you implement Lync Server 2013, Exchange Server 2013, Microsoft SharePoint Server® 2013, and Microsoft Office 2013, you can provide a seamless user experience between all of the applications. For example, if you receive an email from another user, you can see the user presence information when you read the email. When a user sets an out-ofoffice response in Outlook, you will see that same response in your Lync client when viewing the user’s presence information.

 

Unified Contact Store: The Unified Contact Store feature enables users to store all contact information in there Exchange Server 2013 mailbox, so  that the contact list is available in Lync, Outlook, and Outlook Web Access. The Unified Contact Store is enabled by default in Lync.

 

VoIP telephony: Enterprise Voice enables Lync 2013 users to place calls from their computers by clicking an Outlook or Lync contact. Users receive calls simultaneously on all of their registered user endpoints, which may be a VoIP phone, mobile phone, or Lync 2013 client. The Lync 2013 Attendant is an integrated call-management client application that enables a user, such as a receptionist, to manage many conversations simultaneously.

 

Support for remote users: Lync Server 2013 has an Edge Server role that enables remote users to use all Lync Server features without a virtual private network (VPN) connection.

 

Support for federation: You can configure federation with other organizations that are running Lync Server or Microsoft Office Communications Server, and provide full Lync functionality for users

between the two organizations.

With Lync, users can keep track of their contacts’ availability (Presence); conduct an Instant Messaging (IM) session; make calls via VoIP; initiate or join an audio, video, or web conference; or make a phone call within the Lync organization, with federated partners or to phones on the PSTN. The Microsoft Lync 2013 desktop client is available for Windows and for the Macintosh operating system, and mobile versions are available for Windows® Phone, iPhone iPad, and Android devices.

 

Enterprise Voice Components in Lync Server 2013

The Enterprise Voice component in Lync Server 2013 provides a full featured VoIP solution that you can use to enhance or replace traditional PBX telephone systems. The Enterprise Voice component provides the functionality that the following sections describe.

 

Placing and Receiving Voice Calls

Enterprise Voice enable users can initiate calls from a Lync client by typing a name or phone number on their keyboard, or using a dial pad displayed on their screen. Users also can utilize VoIP Phone Editions or mobile devices to make voice calls via the Lync Server infrastructure. These devices can be active simultaneously.

Users are alerted to incoming calls on all of their devices simultaneously, with customizable ringtones on IP phone devices and a notification similar to an instant message on their computers.

 

PSTN Connectivity

A Lync Server 2013 Enterprise Voice deployment supports calls to and from the PSTN. Connecting Enterprise Voice to the PSTN requires one or more of the following:

  • A SIP trunk to an Internet Telephony Service Provider (ITSP)
  • An IP-PBX connected to the PSTN
  • A PSTN gateway connected to the PSTN
  • A Survivable Branch Appliance (SBA) or Survivable Branch Server connected to the PSTN

 

Basic Call Features

Enterprise Voice provides all of the basic features that a traditional PBX provides. For example, while Lync users are on a call, they can answer additional incoming calls or initiate outgoing calls, and the existing active call is put on hold automatically. Users can transfer calls from one user to another, either directly or after the first user speaks privately with the second user. Users also can transfer calls to another device. For example, they could transfer an active call to their mobile phone.

 

Advanced Calling Features

Enterprise Voice includes several advanced calling features as well, such as:

  • Call Parking, which enables users to put a call on hold, and then retrieve it from another phone. When a user parks a call, the original answering phone becomes free for another call.
  • Delegation, which enables users to assign call handling to one or more assistants, such as a Personal

Assistant or a Colleague. The delegate can perform multiple calling tasks on behalf of the user who initiated the delegation, including screening calls, placing calls, and initiating conferences.

  • Team calling, which enables a user to have incoming calls simultaneously ring the phones of teammates, for functions such as group-call pickup and department calling.
  • Response Groups, which you can configure for queuing and routing calls intelligently to designated agents. You typically would use this for groups such as your information technology (IT) helpdesks, an accounting hotline, and other internal contact centers.

Emergency Services

Lync Server 2013 supports enhanced 9-1-1 (E9-1-1) for North America. This feature provides additional location information to dispatchers of emergency services.

 

Voice Resiliency

The new voice resiliency capability allows a site with an SBA or Survivable Branch Server to continue to provide users with the ability to make and receive Enterprise Voice calls if the wide area network (WAN) that connects the branch and central sites is down. You also can configure it to provide resiliency between central sites.

 

Enterprise Voice Options for Connecting Lync Servers to the PSTN

When you deploy Enterprise Voice on Lync Server, you have several options for connecting the Lync Server to the PSTN. Like the Exchange 2013 servers that provide Unified Messaging services, Lync servers can communicate only on packetswitched networks. Therefore, some type of gateway is required between the Lync server and the PSTN.

At a high level, there are three options for connecting a Lync Server deployment to the PSTN, including:

  • Connecting through a VoIP gateway and traditional PBX. This scenario is common in organizations that have deployed an analog or digital PBX, and which want to retain the PBX for their telephone systems. In this deployment, the VoIP gateway provides protocol conversion between the packetbased network where Lync Server is deployed, and the PBX, which is connected to the PSTN.
  • Connecting through an IP-PBX. This scenario is common for organizations that have deployed an IP-PBX, and which want to retain PBX for all or part of their telephone system. In this deployment, the IP-PBX provides protocol conversion between the PSTN and the packet-based network where Lync Server is deployed.

 

Overview of an Exchange Server 2013 and Lync Server 2013 Integration

Before configuring the integration of Exchange Server 2013 and Lync Server 2013, you need to understand how the integration works. When you configure the integration, you are configuring Exchange Server 2013 Unified Messaging components that will enable Exchange Server 2013 to communicate with Lync Server 2013.

Furthermore, you are configuring Lync Server 2013 components that enable Lync to communicate with exchange. Two tools are provided to configure the required objects.

 

ExchUCUtil Script

To configure the integration of Lync and Exchange Unified Messaging, you must first run the ExchUCUtil script (ExchUCUtil.ps1) to configure the Exchange Server environment. The script does three things:

  • It grants the Lync server accounts permission to read Exchange Unified Messaging AD DS objects, so that it can create contact objects for each auto attendant and subscriber access.
  • It creates a UM IP gateway object for each Lync Server 2013 pool, and then associates the gateways to the UM SIP dial plans that you define for Lync Server 2013.
  • It creates an UM hunt group for each UM IP gateway. The hunt group pilot identifier will be the name of the dial plan associated with the UM IP gateway.

 

You will run the ExchUCUtil script when you configure Exchange Unified Messaging integration initially with Lync Server 2013. You should run the script again whenever you create Exchange UM SIP dial plans that you will use to integrate with Lync Server, and whenever you add a new Lync 2013 server to the environment.

 

Exchange UM Integration Utility

The Exchange UM Integration Utility (OcsUMUtil.exe) is a tool that you will run on the Lync 2013 server. When you run the tool, you will create contact objects in Active Directory that Lync Server 2013 uses to link to the Exchange UM Auto Attendant and Subscriber Access numbers. When you run the tool, it will read the Exchange Unified Messaging configuration. You then can create the contact items in an existing organizational unit or you can create a new organizational unit. The contact items are assigned a SIP address and a phone number. By default, the subscriber access contact is assigned the phone number that you configured for outlook Voice Access on the UM dial plan, and the auto attendant contact is assigned the phone number assigned to the UM auto attendant.

 

Certificate Requirements

The SIP dial plan that you configure on the Exchange Servers must use mutual TLS encryption for all traffic. This means that you must install a certificate on all Exchange 2013 servers that will communicate with the Lync 2013 servers, as well as on the Lync 2013 servers. The certificates that you deploy on both sets of servers must be trusted by the other set of servers. You can configure certificates in several ways:

  • Obtain certificates from a trusted public CA for both sets of servers. This will eliminate any trust issues.
  • If you deploy an internal CA, you can obtain certificates for both sets of servers from the internal CA.
  • If you are using self-signed certificates, you must import the certificates to the trusted root certification authority node on all other servers. We do not recommend this approach.

Implementing Exchange Server UM Integration with Lync Server

To configure the integration of Exchange Server 2013 and Lync Server 2013, complete the following steps:

  1. Install Lync Server in the same location as the Exchange 2013 Client Access servers and Mailbox servers. A fast LAN connection should connect the servers.
  1. Configure the Enterprise Voice components on the Lync servers, including:
  1. PSTN connectivity. To provide full telephone functionality, the Lync servers must be able to send and receive calls from PSTN telephones.
  2. Dial plans. You will need to create dial plans for all internal users.
  3. Call routing rules. These rules define how calls are routed within the organization or to the PSTN.
  4. Normalization rules. These rules define how Lync will handle specific types of calls. For example, if

you want users to be able to dial a five-digit extension to reach other internal users, you will need to create a normalization rule that translates the five-digit extension into the full phone number.

  1. Verify that the infrastructure’s servers trust the certificates installed on the Exchange and Lync servers.

 

  1. Create and configure a SIP URI dial plan in Exchange 2013. You must configure the dial plan to use

the SIP Secured or Secured setting to enforce mutual TLS.

  1. Add all Client Access and Mailbox servers to the SIP dial plan. This will enable all Exchange servers to

answer incoming calls from Lync Server.

  1. Set the startup mode for the Unified Messaging services to Dual, and then restart the Microsoft

Exchange Unified Messaging service on each Mailbox server, and the Microsoft Exchange Unified

Messaging Call Router service on each Client Access server.

  1. Run the ExchUCUtil.ps1 script from the <Exchange Installation folder>\Exchange Server\Script folder on any Exchange Server.
  1. Run OcsUMUtil.exe from the %CommonProgramFiles%\Microsoft Lync Server 2013\Support folder on a Lync Server.
  1. Enable your users for UM and Enterprise Voice. When you enable users for voice mail, create a SIP address for the users who will use Enterprise Voice. In most cases, this SIP address will be the same SIP

address that will be used when a user is enabled for Enterprise Voice.

 

 If you like this post, kindly leave your valuable feedback and comments.

How to Seize FSMO Roles in Windows Server 2012 Step-by-Step

How to Seize FSMO roles in Server 2012 step-by-step

 Visit my another blog on Microsoft Windows and Exchange Servers

Previously the main way to seize the roles was using the Ntdsutil in Server 2003 & 2008.

Since PowerShell is now my weapon of choice I thought it would be useful to quickly document the method.

Move-ADDirectoryServerOperationMasterRole is the command that is used for this task.  More information on the command can be found here:
Microsoft Technet Site

You can use either the Role Name or Number to specify which role to move, this table shows the details:

Operation Master Role Name Number
PDCEmulator 0
RIDMaster 1
InfrastructureMaster 2
SchemaMaster 3
DomainNamingMaster 4

Use the -Identity switch to specify the target Domain Controller and the –OperationMasterRole to specify which role to transfer. I’ve also used the -Force command as my current FSMO holder is offline.

I’ll be moving all the roles to a target DC called ADC02.
N.B. To move the SchemaMaster role you’ll need to be a member of the Schema Admins group.  My account was also a member of Enterprise Admins when I ran this.

  1. Logon to a working Domain Controller and launch an elevated PowerShell session.
  2. Type: Move-ADDirectoryServerOperationMasterRole -Identity ADC02 -OperationMasterRole 0,1,2,3,4 -Force

f1

  1. Either type Y on each role move prompt, or type A to accept all prompts
  2. After a while, all the roles should be successfully moved.

Last thing, a couple of PowerShell command just to list the FSMO roles and who now owns them:

Get-ADForest DomainName | FT SchemaMaster,DomainNamingMaster
Get-ADDomain DomainName | FT PDCEmulator,RIDMaster,InfrastructureMaster

f2
One thing to note, only seize the roles if you have no intention of bringing the original holding Domain Controller back online.  Domains don’t tend to like having two FSMO role holders…

If you like my post, kindly keep posting your emails, feedback and comments.

Understanding the Outlook commands and switches

Understanding the Outlook commands and switches

 Hi friends, in this article I am going to explain about the NDR codes with their details.

Visit my another blog on Microsoft Windows and Exchange Servers

 What are commands and switches?

Each time that you start the program, you run the outlook.exe command, although you do not usually type the command or even see it. You can change certain aspects of how the program starts by adding subcommands called switches to the outlook.exe command.

A switch appears as a space after the main command, followed by a forward slash and the name of the switch, which provide additional information about how to execute the command.

For example, the following command instructs Outlook 2010 to start with the Reading Pane turned off.

  1. The command outlook.exe starts Outlook.
  2. The switch /nopreview starts Outlook with the Reading Pane turned off.

Use a switch one time by adding it to the Run command

First, verify the location of the outlook.exe file on your computer. If you accepted the default folder locations when you installed Outlook 2010, the outlook.exe file is located at the following:

c:\program files\microsoft office\office14\outlook.exe

Outlook 2010 32-bit installed on Windows 64-bit

c:\program files (x86)\microsoft office\office14\outlook.exe

If you do not find the outlook.exe file at that location, search for the file and note the full path.

  1. Do one of the following:
    • Windows 7 and Windows Vista
      • Click the Startbutton, point to All Programs, click Accessories, and then click Run.
    • Windows XP
      • Click the Windows Startbutton, and then click Run.
  1. In the Rundialog box, type a quotation mark, enter the full path for the outlook.exe file, and then type another quotation mark. Alternatively, click Browse to locate and select the file. In this case, the quotation marks are supplied automatically.
  2. After the closing quotation mark, type a space, and then type the switch. For example, you might type:

“c:\program files\microsoft office\office14\outlook.exe” /nopreview

The next time that you start Outlook 2010, the program opens as usual. To make your customized startup available for repeated uses, see the next section.

  • Switches are not case-sensitive. For example, /NOPREVIEWfunctions the same as /nopreview.
  • Remember to include one blank space before the switch and one before each parameter.

Make a switch available for reuse by creating a shortcut

First, verify the location of the outlook.exe file on your computer. If you accepted the default folder locations when you installed Outlook 2010, the outlook.exe file is probably located at the following:

c:\program files\microsoft office\office14\outlook.exe

Outlook 2010 32-bit installed on Windows 64-bit

c:\program files (x86)\microsoft office\office14\outlook.exe

If you do not find the outlook.exe file at that location, search for the file and note the full path.

  1. Right-click the Windows desktop, point to New, and then click Shortcut.
  2. In the Create Shortcut Wizard, in the Type the location of the itembox, type a quotation mark, enter the full path for the outlook.exe file, and then type another quotation mark. Alternatively, click Browse to locate and select the file. In this case, the quotation marks are supplied automatically.
  3. After the closing quotation mark, type a space, and then type the switch and any parameters. For example, you might type:

“c:\program files\microsoft office\office14\outlook.exe” /nopreview

Note:  If the parameter is a path of a location on your computer, it must also be enclosed in double quotation marks.

  1. Click Next.
  2. In the Type a name for this shortcutbox, type a new name that you want to use for the shortcut, and then click Finish.

The wizard creates the shortcut on the desktop.

  1. Whenever you want to start Outlook 2010 in this particular customized way, double-click the shortcut.

TIP    To add the desktop shortcut to the Windows Start menu, right-click the shortcut, and then click Pin to Start menu.

You can create various shortcuts, each of which applies different switches and parameters to the program at startup.

  • Switches are not case-sensitive. For example, /NOPREVIEWfunctions the same as /nopreview.
  • Remember to include one blank space before the switch and one before each parameter.

 

If you like my post keep update me with your valuable comments and feedback.

 

Regards,

Arun Chaudhary

MCP, MCTS, MCITP, MCSE, VCA, ITIL

Email me: arunkalagarh@gmail.com

NDR Codes in Exchange/ Outlook

                                      NDR Code of Outlook

Hi friends, in this article I am going to explain about the NDR codes with their details.

visit my another blog on Microsoft Windows and Exchange Servers

 When users are trying to sending the emails to other users (internal/external) they faced lots of issues in organization. Here are the some common NDR issues related to Outlook & Exchange server.

 

NDR 
Code
Explanation of Enhanced Status Codes in Exchange 2010 NDRs
4.2.2 The recipient has exceeded their mailbox limit.
Alternatively it could mean that the delivery directory on the Virtual server has exceeded its limit.
4.3.1 Insufficient system resources. This normally translates to not enough disk space on the delivery server.
Microsoft say this Exchange NDR may be reported as out-of-memory error.
4.3.2 A classic temporary problem. Most probably, the Exchange Administrator has frozen the queue.
4.4.1 Intermittent network connection. The server has not yet responded. A classic time-out problem. If it persists, you will also get a 5.4.x status code error.
4.4.2 The server started to deliver the message but then the connection was dropped. The sending server will retry automatically.
4.4.6 Too many hops. Most likely, the message is looping.
4.4.7 Problem with a protocol timeout, for example a message header limit. Check your receivingserver connectors.
4.4.9 A DNS problem. Check your smart host setting on the SMTP connector. For example, check correct SMTP format. Also, use square brackets in the IP address [198.81.23.4] You can get this non-delivery error if you have been deleting routing groups.
4.6.5 Multi-language situation. Your server does not have the correct language code page installed.
5.0.0 SMTP 500 reply code means an unrecognised address. You get this NDR when you make a typing mistake, such as trying to send email via telnet.
The most likely cause is a routing error. Another solution maybe to add an * in the address space.
A separate cause for NDR 5.0.0 is a DNS problem.
5.1.x Exchange 2010 NDR problems with email address.
5.1.0 Sender denied. NDR often seen with contacts. Verify the recipient address.
Also Mismatched Network Card duplex setting.
5.1.1 Bad destination mailbox address. 5.1.1 is the most common Exchange 2010 NDR; there is a problem with the recipient address.
Perhaps the recipient does not exist.
Possibly the user was moved to another server in Active Directory.
Check for mailbox delegation.
Maybe an Outlook client replied to a message while offline.
Check the Exchange connector configuration.
5.1.2 SMTP; 550 Host unknown. An error is triggered when the host name can’t be found. For example, when trying to send an email to bill@ nowheredomain.com.
[Example kindly sent in by Paul T.]
N.B.
You can create custom DSN (Delivery Status Notification) messages for senders using PowerShell’s New-SystemMessage.
5.1.3 Invalid recipient address. Another problem often seen with contacts. Address field may be empty. Check the address information. Or there could be a syntax error.
5.1.4 Destination mailbox address ambiguous. Two objects have the same address, which confuses the Exchange 2010 Categorizer.
5.1.5 Destination mailbox address invalid.
5.1.6 Problem with homeMDB or msExchHomeServerName – check how many users are affected. Sometimes running RUS (Recipient Update Service) cures this problem. Mailbox may have moved.
5.1.7 Invalid address. Problem with senders mail attribute, check properties sheet in ADUC.
5.1.8 Something the matter with sender’s address
5.2.x NDR caused by the size of the email.
5.2.1 Mailbox cannot be accessed. Perhaps the message is too large. Alternatively, the mailbox has been disabled, or is offline. Check the recipient’s mailbox.
Else it could be a permissions problem, particularly on a Public Folder. If so, try this PowerShell Command:
get-PublicFolderClientPermission “\ProblemFolder”
5.2.2 Sadly, the recipient has exceeded their mailbox storage quota.
5.2.3 Recipient cannot receive messages this big. The server or connector limit exceeded. Try resending the message without the attachment.
5.2.4 Most likely, a distribution list or group is trying to send an email. Check where the expansion server is situated. The application event log may have an Event ID 6025 or 6026, which has more detailed information.
5.3.0 Problem with MTA, maybe someone has been editing the registry to disable the MTA / Store driver.
5.3.1 Mail system full. Disk full problem on the mailbox server?
5.3.2 System not accepting network messages. Look outside Exchange for a connectivity problem.
5.3.3 Remote server has insufficient disk space to hold email. Check SMTP log. This error often happens when the sending server is using an ESMTP BDAT command.
5.3.4 Message too big. Check the limits on both the sender and receiver side. There may be a policy in operation.
5.3.5 System incorrectly configured. Multiple Virtual Servers are using the same IP address and port. See Microsoft TechNet article: 321721 Sharing SMTP. Email probably looping.
5.4.0 DNS Problem. Check the Smart host, or check your DNS. It means that there is no DNS server that can resolve this email address. Could be Virtual Server SMTP address.
5.4.1 No answer from host. Not Exchange’s fault check connections.
5.4.2 Bad connection.
5.4.3 Routing server failure. No available route.
5.4.4 Cannot find the next hop, check the Routing Group Connector. Perhaps you have Exchange servers in different Routing Groups, but no connector. Configuring an MX record may help.
5.4.6 Tricky looping problem, a contact has the same email address as an Active Directory user.
One user is probably using an Alternate Recipient with the same email address as a contact.
Check recipient policy.
5.4.7 Delivery time-out. Message is taking too long to be delivered.
5.4.8 Microsoft advise, check your recipient policy. SMTP address should be yourdom.com.
NOT server.yourdom.com.
5.5.0 Underlying SMTP 500 error. Our server tried ehlo, the recipient’s server did not understand and returned a 550 or 500 error. Set up SMTP logging.
5.5.1 Invalid command. (Rare Exchange NDR)
5.5.2 Possibly the disk holding the operating system is full. Alternatively, it could be a syntax error if you are executing SMTP from telnet.
5.5.3 Too many recipients. More than 5,000 recipients. Check the Global Settings, Message Delivery properties. Try resending the same message to fewer recipients.
5.5.4 Invalid domain name. The true cause may be an invalid character.
5.5.5 Wrong protocol version.
5.5.6 Invalid message content. This is a protocol error, thus you should get more information by looking in the application log.
5.6.0 Corrupt message content. Try sending without attachment.
5.6.1 Media not supported.
5.6.3 More than 250 attachments.
5.7.1 A very common Exchange 2010 NDR, the cause is a permissions problem. For some reason the sender is not allowed to email this account.
Perhaps an anonymous user is trying to send mail to a distribution list.
Alternatively, a user may have a manually created email address that does not match a System Policy.
Check SMTP Virtual Server Access Tab. Try checking this box: Allow computers which successfully authenticate to relay.
Check the outgoing SMTP logs.
Check: Mailbox – <Mailboxname> – Properties – Mail Flow Settings – Message delivery restrictions.
Try disabling Windows-Integrated-Security. Instead allow only standard authorization on the SMTP receiver on the Exchange 2010 server.
Check Attachment filtering on the Edge server.
5.7.2 Distribution list cannot expand and so is unable to deliver its messages.
5.7.3 Not Authorized, security problem. It could be that the sender cannot send to the alternative address.
On another tack, check external IP address of ISA server. Make sure it matches the SMTP publishing rule.
5.7.4 Extra security features not supported. Check delivery server settings
5.7.5 Cryptographic failure. Try a plain message with encryption.
5.7.6 Certificate problem, encryption level may be too high.
5.7.7 Message integrity problem.

If you like my post keep update me with your valuable comments and feedback.

 

Regards,

Arun Chaudhary

MCP, MCTS, MCITP, MCSE, VCA, ITIL

Email me: arunkalagarh@gmail.com

Most Common issues of Outlook

Hi dear friends, In this article I am going to explain you about the most common issues of Outlook.

Visit my another blog on Microsoft  Windows and Exchange Servers

Some Common Issue of Outlook User’s

Error 1: Profile name is already exists:

When you create and delete a profile for the same user several times, you might end up by getting an error message saying “The profile name you entered already exists. Enter a different profile name.” even though you can’t see the profile in the Control Panel.

This is caused by Outlook not completely removing the profile information from the system, more specifically from the Registry. To fix this, navigate to

HKEY_CURRENT_USER\Software\Microsoft\Windows NT\CurrentVersion\Windows Messaging Subsystem\Profiles

And delete the key with the name matching the user that you are trying to create a profile for!

Error 2:

  1. When I delete an e-mail from the shared mailbox I manage, the e-mail goes into my Deleted Itemsfolder instead of the folder in the shared mailbox;
  2. When I send an e-mail as (SendAs) the shared mailbox I manage, the e-mail goes into my Sent Itemsfolder instead of the folder in the shared mailbox

If you ever get users complaining about any of the following cases, please note that to resolve it all you have to do is add/update a registry key on the user’s PC:

The following applies to Outlook 2007:

Change the Sent Behavior

  1. Open the Registry and navigate toHKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences\
  2. Look for the DelegateSentItemsStyleDWORD (if it doesn’t exist, create it)
  3. Set the value to 1
  4. Restart Outlook

Now any e-mails sent from that shared mailbox (again, when using SendAs permissions) will go into the Sent Items folder of the shared mailbox.

IMPORTANT: After you set the DelegateSentItemsStyle registry value to 1, the functionality is only available when the Exchange account is set to Use Cached Exchange Mode. The DelegateSentItemsStyle registry value will not work consistently on an Exchange account that is configured in Online mode…

Change the Deleted Behavior

  1. Open the Registry and navigate to    HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Options\General
  2. Look for the DelegateWastebasketStyleDWORD (if it doesn’t exist, create it)
  3. Change its value to
  4. 8– Stores deleted items in your folder
  5. 4– Stores deleted items in the shared mailbox folder
  6. Restart Outlook

Now any e-mails deleted from that shared mailbox will go into the Deleted Items folder of the shared mailbox.

IMPORTANT: make sure that the delegate user has at least Author level rights for the Deleted Items folder of the owner’s mailbox. If the delegate does not have these rights, and this registry option is set to 4, then either the item is deleted permanently or the user receives an error message

Error 3: Troubleshooting@gmail.com  Outlook Calendar Problems

If your users are experiencing issues with their Outlook Calendar, Microsoft recently released a tool to help administrators in these situations, the Calendar Checking Tool for Outlook (also known as CalCheck).

This is a command-line tool that opens an Outlook profile on the local machine, opens the Outlook Calendar and checks permissions, free/busy information and auto booking, for example. The tool then checks each item in the calendar for any problems.

The calendar to by analyzed must reside on an Exchange Server and this tool does not work with IMAP, POP3 or any other non-Exchange mail servers.

DOWNLOAD: To download the simply,

go to Download here

Instructions for how to use this tool:

After you install this download, open a Command Prompt window in the directory that contains the CalCheck.exe file. To obtain detailed instructions, type the calcheck /? command in the Command Prompt window, and then press Enter. 

Here is a list of command-line switches for CalCheck.exe:

CalCheck [-P <Profile name>] [-M <Mailbox name>] [-S <Server name>] [-O<path>] [-A] [-F] [-R] [-V] [-No]
CalCheck -?

How to solve Calender related issues in Outlook 2010

Hi Fiends, In my next article of Outlook series, I am going to discuss that how to solve attachment related issues in Outlook 2010. Kindly leave your valuable comment on same.

My another blog on Windows and Exchange Servers

Calendar issues

When user’s share their calendars with other users and schedule meeting request with other user’s, sometime they faced some calendar’s related issues. Here are the some common issues and solutions.

 

Before you start troubleshooting steps, make sure users are connected with Exchange server.

 

If you are facing the calendar issues, follow the given instructions to resolve calendar related issues.

Exchange itself is usually not the root of the problem, the mail clients (ActiveSync, iOS devices, Blackberries, iCal) and their connectivity protocol tend to be the culprits.  Another cause of the issue is sync timing.  For instance, if someone accepts a meeting at 9am on an iPhone and a delegate declines it at 9:10am on a PC, but the iPhone is out of signal range and doesn’t sync the meeting until say 9:30am., what happens to the meeting?

There is no simple solution, but the following tips may lessen the frequency of calendaring issues:

  1. Run the same version of Outlook on all of your computers, at work and at home.  Mailbox owners and any delegates should be using the same version of Outlook with the latest service pack and updates on all computers that are used for calendaring. If you are in a mixed environment of Windows, Mac or mobile devices, each platform should use the same version and each device should have the latest service pack and updates.
  2. Only one person should process meeting requests. Other people, computers or devices that receive the meeting request should ignore them, i.e. leave them be, do not delete them do not process them.  Have no more than two delegates.
  3. Manage your calendar exclusively from Outlook or OWA. Don’t accept, decline, modify or invite others to appointments from your mobile device.  You can, however, create new appointments on your mobile device, (e.g., add one while checking out at a doctor’s office).
  4. Make sure your mobile device has the latest OS/iOS version.  Often new devices do not, so be sure to check for updates, and do so BEFORE adding your Hawkmail account to the device.
  5. To change an entire series of meetings, cancel the original meeting and create a new one.  To change one instance, cancel just that meeting and create a new one to replace it.  Always put an end date on a recurring meeting.
  6. A “corrupt” meeting will remain that way until you delete it.  If it is a recurring appointment, delete all occurrences and reschedule it.
  7. When scheduling a recurring meeting, Microsoft recommends setting the end date no more than 6 months.  If you need to schedule a meeting for a longer period, start a new recurring meeting.

 

Reagrds,

Arun Chaudhary

MCP, MCTS, MCITP, MCSE, VCA, ITIL

Email me: arunkalagarh@gmail.com

How to solve attachment issues in Outlook 2010

Hi Fiends, In my next article of Outlook series, I am going to discuss that how to solve attachment related issues in Outlook 2010. Kindly leave your valuable comment on same.

Attachment issues.

Sometime users face some issues when they are sending attachments with the emails or sometime when users are trying to open the attachments they also faced issues. So here are the some common outlook issues.

Problem description 1

When you use Microsoft Office Outlook 2010 or Microsoft Office Outlook 2007 to send an email message, the recipient of the message sees an attachment that is called Winmail.dat.

Resolution

To prohibit Outlook 2010 from sending the Winmail.dat file

Add the DisableTNEF registry entry. To do this, follow these steps:

  • Exit Outlook 2010.
  • Click on Start & type Regedit and click on Ok to start Registry Editor.

Note: If you are prompted for an administrator password or for confirmation, type the password, or provide confirmation.

  • Locate and then select the following registry subkey:
  • HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences
  • On the Editmenu, point to New, and then click DWORD Value.
  • Type DisableTNEF, and then press Enter.
  • Right-click DisableTNEF, and then click Modify.
  • In the Value databox, type 1, and then click OK.
  • Exit Registry Editor.
  • Restart the computer.

Problem description 2

“Can’t create file: ‘FILENAME’. Right-click the folder you want to create the file in, and then click properties on the shortcut menu to check your permissions for the folder.”

Resolution

Sometimes you may also experience the issues that attachments cannot be opened from within outlook (e.g. nothing happens when you double-click an attachment, although it is previewed correctly) but you can open it as soon as you save it to the desktop for example.

Another common issue is that you are not able to add attachments to emails. Again with various error messages you may come across.
You may also experience issues with just one filetype like *.xls for example whereas Word documents can be opened just fine.

Clear the contents of the OutlookSecureTempFolder!
And here is how to achieve this:
1.  Search the registry for the key “HKCU\Software\Microsoft\Office\12.0\Outlook\Security\OutlookSecureTempFolder”.

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  1. Double click this key and copy the folder path to your clipboard.

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  1. Open the path you just copied from the registry in Windows Explorer.

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  1. Move all files (in case you want to play it safe) located in this folder to another location or simply delete them. (As those files are just temporary files that are created when you open an email attachment you usually can find another copy of those documents within your Outlook items)

    5. Close and restart Outlook.

Note: Whenever you open an attachment in Outlook (of a trusted filetype), a temporary file is created in the OutlookSecureTemp folder. Usually those files are automatically deleted as soon as you quit Outlook or close the attachment. However, sometimes those files are not removed as expected (e.g. when Outlook or your computer crash while an attachment was opened)

 

Reagrds,

Arun Chaudhary

MCP, MCTS, MCITP, MCSE, VCA, ITIL

Email me: arunkalagarh@gmail.com