Friday, April 12, 2013

Exchange Shared Mailboxes



With Exchange 2007 and 2010 we have a new kind of mailboxes, a shared mailbox. A shared mailbox has a disabled AD account to which it is connected. Since the account is disabled, you don’t need to set a password and you can’t use it to login to a workstation! So, they act as a security measure. You will no longer be required to have extra username/password combinations for accessing your network. You can easily assign permissions specifically to those users requiring access.

However, you can’t create these accounts by the Exchange Management Console (EMC)... So, let’s fire up the shell!

Creating a Shared Mailbox

The process to create a share mailbox is exactly the same as a regular mailbox, with the exception of the option –Shared on the New-Mailbox command. For example, let’s create a shared mailbox to where all the Mountaind e-mails will go to:

New-Mailbox –Name Mountain –Alias Mountain –OrganizationalUnit “exchange.com/Users” –Database “Mailbox Database” –UserPrincipalName Mountain@exchange.com -Shared

This way, a disabled AD account will be created in the Organizational Unit Users with an attached mailbox. Since the account is disabled by default, no password is required.

Permissions

Since we don’t want to associate a password with a shared mailbox, we have to grant mailbox permissions for the users who require access to them.

We can assign permissions using security groups or just simply to users. To give me access to the Mountain mailbox, all I have to do is:

Add-MailboxPermission Mountain –User Dinesh –AccessRights FullAccess

Now I have full access permissions to it. However, I’ll probably also want Send-As rights so that I can send e-mails with the shared mailbox's e-mail address.

Add-ADPermission Mountain –User Dinesh–ExtendedRights Send-As

You may want to add permissions to read/write personal information so that users can setup delegates if needed:



Add-ADPermission Mountain –User Dinesh–AccessRights ReadProperty, WriteProperty –Properties “Personal Information”

Accessing Shared Mailboxes

Since I now have full access permissions to this shared mailbox, one method for accessing it is to add it as an additional mailbox within Outlook. To do that:

• Open Outlook

• Go to Tools and click on Account Settings...

• Make sure your e-mail address is select and click on Change...

• Click on More Settings...

• Go to the Advanced tab and on the Open these additional mailboxes add the shared mailbox

This is the best method if you use the shared mailbox a lot as this allows you to read e-mails from the shared mailbox and sending as that e-mail address when desired. Unfortunately, this method will not save items sent as that mailbox to its Sent Items folder. All items sent or deleted within Outlook will be stored in the primary mailbox's Sent or Deleted Items folder.

This is something that doesn’t make sense to me and I hope to see it changed on the next version of Outlook.

You can also create a separate e-mail profile for Outlook to work with just this mailbox, thus preventing the previous “issue”.

The other option you have is, of course, to use Outlook Web Access (OWA). To open the shared mailbox, and since I already have full access permissions to it, I can open it by simply adding the Mountain@exchange.com e-mail address to the end of my normal OWA URL and authenticating using my normal domain credentials, like: https://HUBCAS1/owa/Mountain@exchange.com

Notes:

• The icon on the Exchange Console for a shared mailbox differs from the one for a regular mailbox;

• When check on the Exchange Console, you can see the difference on the Recipient Type Details column: User Mailbox vs Shared Mailbox;

• It’s possible to convert existing mailboxes into shared mailboxes! To do that, all that you need to do is: Set-Mailbox Dinesh–Type Shared;

• To convert it back to a regular mailbox, just use the –Type Regular option.

Sunday, April 7, 2013

Lync 2010 Client Troubleshooting-6



Issue   When you try to click Save As or Save with Annotations in the Attachments dialog box by pressing the Enter key, the content is not saved.
Resolution   Use your mouse to click the appropriate option.

Issue   You encounter issues when sharing a program, your desktop, or files in Microsoft Lync 2010.
Resolution   Do the following:
  • Make sure you can connect with contacts successfully before trying to share content. Content sharing relies on having a connection with the contacts you intend to share with.
  • If you are trying to share content with multiple contacts, try sharing with just one contact first. This can help you determine if the issue occurs during one-on-one communication or only during conferencing.
  • If you are sharing a file, try sharing your desktop instead.
  • Test to confirm that devices, such as audio speakers, are connected and functioning properly. If the devices are working, the problem is likely a configuration issue related to content sharing.
Issue   You encounter issues when sharing a program with Microsoft Lync 2010.
Resolution   The problem might be due to configuration or connectivity issues, or you might be using a program that cannot be shared in a Lync 2010 call or meeting. The programs that cannot be shared include the following:   
  • Microsoft Lync 2010
  • Microsoft Lync 2010 Recording Manager
  • Microsoft Lync 2010 Attendee
  • Windows Explorer
  • Sticky Notes
  • Windows Sidebar
  • Programs you are running with user rights and permissions that are more restrictive than the user rights and permissions for Lync.
If you want to share content from one of these programs with other participants in the Lync conversation or meeting, you can use desktop sharing.
If the problem is not related to the program being on the preceding list, do the following:
  • Make sure you can connect with contacts successfully before trying to share a program. Program sharing relies on having a connection with the contacts you intend to share with.
  • If you are trying to share a program with multiple contacts, try sharing with just one contact first. This can help you determine if the issue occurs during one-on-one communication or only during conferencing.
  • Try sharing your desktop instead of the program.
  • Test to confirm that devices, such as audio speakers, are connected and functioning properly. If these devices are working, there is likely a configuration issue related to program sharing.

Issue   In a Microsoft Lync 2010 meeting, you want to collaborate with another presenter by giving him or her control of a shared program but are unable to.
Resolution   This issue occurs if you are doing either of the following:
  • Running the program with administrator rights and permissions
  • Not running Lync 2010 with administrator rights and permissions
To resolve this issue, do one of the following:
  • Run Lync with administrator rights and permissions.
  • Share your desktop, and then grant control of it to the other presenter.

Lync 2010 Client Troubleshooting -5



Issue   In a Microsoft Lync 2010 meeting, if a participant is sharing a program or window that cannot be set to layered (for example, a Command Prompt window or some versions of Windows Media Player) and another non-shared window completely covers the shared window, the other participants see a black window. Even partial overlap will cause others to see a black window (in addition to the originally shared window).
Resolution   The participant who is sharing should bring the shared program window to the front, and make sure that none of it is being covered by another window.


Issue   When sharing a Microsoft Word document during a Microsoft Lync 2010 meeting, some drop-down boxes, tooltips, and combo boxes are not visible to the viewers.
Resolution   Switch from program sharing to desktop sharing.


Issue   If Presenter A begins sharing a Microsoft PowerPoint presentation or whiteboard and then leaves the Microsoft Lync 2010 meeting without clicking Stop Presenting, and then Presenter B begins sharing a program, two issues can occur:
  • Presenter C joining the meeting causes the program sharing session of Presenter B to end.
  • After the program sharing session of Presenter B ends, either due to the previous issue or because the presenter intentionally stopped sharing, people who are already in the meeting will see nothing presented, but newcomers to the meeting will still see Presenter A's PowerPoint presentation or whiteboard.
Resolution  Presenter B should restart his or her sharing session (if it stops due to Presenter C joining the meeting).
Optionally, Presenter B could share the PowerPoint presentation or whiteboard again, and then click Stop Presenting.


Issue   An embedded audio or video file does not play when sharing a Microsoft PowerPoint presentation by using the PowerPoint Presentation option in the Share menu in a Microsoft Lync 2010 meeting.
Resolution   You can share the PowerPoint presentation and video file separately by using program or desktop sharing.


Issue   Video playback is intermittent or of poor quality during a sharing session in Microsoft Lync 2010.
Resolution   Issues can occur if you are using a desk phone that is not optimized for the version of client communications software that you are using. For example, the video quality might be poor if you are using a phone optimized for Microsoft Office Communicator 2007, but Lync 2010 is installed on your computer. Another example is if you have Office Communicator 2007 installed on your computer and are using a phone optimized for Lync.
To avoid this issue, use a desk phone that is optimized for the version of client communications software installed on your computer. If you must use a phone that is not optimized for your client, try to avoid sharing video. If you cannot avoid sharing video, upgrade your computer to Lync and upgrade your phone to a device that is optimized for Lync.
Note:
For a list of devices that are optimized for Lync, see “Phones and Devices Qualified for Microsoft Lync” at http://go.microsoft.com/fwlink/?LinkId=208938.
Poor network connectivity can also affect video quality. We recommend you do not show video over a wireless internet connection, a virtual private network (VPN), or a remote access service (RAS) connection. You should also do the following:
  • If bandwidth is a problem, limit other computer activities while showing a video.
  • Stop any unnecessary audio or video.
  • Check whether other computers on the network are using a lot of resources or performing heavy downloads or uploads, and see if these activities can be delayed or halted.



Issue   You are using Microsoft Lync 2010 on a remote computer and cannot share a program or a Microsoft Excel file with participants in a meeting or conference call.
Resolution   This issue occurs when Lync is installed on a remote computer that is running one of the following operating systems:
  • Windows Server 2008 R2 or an earlier version of Windows Server 2008
  • Windows Vista
To resolve this issue, share your desktop instead of a program, and transfer Excel files another way, such as by using a file sharing website or email.

Lync 2010 Client Troubleshooting--4



Issue   You scheduled a Microsoft Lync 2010 meeting or conference call by using the New Online Meeting button in Microsoft Outlook Calendar, and the dial-in number that appears in the meeting request does not include the correct number for the country/region or a toll-free number.
Resolution   Change the dial-in number by doing the following:
  1. In Outlook Calendar, click New Online Meeting.
  2. On the Meeting tab, in the Online Meeting group, click Meeting Options.
  3. Click Audio and Phone, and then, under Audio and Phone, click the location that you want to use in Location most people will dial in from.
  4. (Optional) To save this location as the default, in the lower left corner of the Online Meeting Options dialog box, select the Remember Settings check box.
  5. Click OK.

Issue   The caller name that appears in an incoming call alert or Microsoft Lync 2010 Conversation window is incorrect.
Resolution   This issue occurs when more than one contact in the Global Address Library (GAL), in Microsoft Outlook, or in the GAL and Outlook have the same phone number. There currently is no workaround for this issue.

Issue   You cannot search for contacts in Microsoft Lync 2010 while using remote call control.
Resolution   Lync 2010 does not support search with remote call control. If you use remote call control, download your organization’s Global Address List (GAL), which you can use to search contacts.
Issue   You receive an error message while trying to call someone by using Microsoft Lync 2010.
Resolution   Do the following:
  • Make sure you have Internet connectivity.
  • Check the phone number or contact information, and make sure the number is entered correctly.
  • Send an instant message or email to confirm that the call recipient can receive calls.



Issue   Microsoft Lync 2010 does not detect a phone number on a webpage in the Windows Internet Explorer browser; that is, it does not make the number available to you to click and dial.
Resolution   Phone-number detection in Internet Explorer is not enabled when the phone number is not a United States number and does not start with a "+". It is also unavailable in 64-bit versions of Internet Explorer.


Issue  Voice mail messages are not listed or cannot be played in the Phone view in Microsoft Lync 2010.
Resolution   Ask your support team if Microsoft Exchange Web Services (EWS) is enabled on the Microsoft Exchange Server. The Phone view requires EWS to work correctly. There currently is no workaround for this issue.


Issue   You cannot open a voice mail message in virtualized Microsoft Outlook 2010 when using Microsoft Lync 2010.
Resolution   Open the message directly in Microsoft Outlook.

Issue   During a Microsoft Lync 2010 conversation or meeting, you start sharing your desktop or a program and then see a notification that some people in the meeting are not viewing what you are sharing. You might see this notification if at least one participant:
  • Is using a previous version of Lync 2010 (Microsoft Office Communicator 2007 R2 or Microsoft Office Communicator 2007) that does not support the viewing of shared content.
  • Has not yet accepted your sharing request.
Resolution   For people who are using a previous version of Lync, you can use other methods of sharing the information with them, such as file transfer, email, or instant messaging (IM). Otherwise, remind the participants to accept your sharing request.


Issue   Windows prompts you to switch to basic color when you share your desktop in Microsoft Lync 2010.
Resolution   This might happen if your computer is low on memory or if the video drivers are outdated. Try closing other processes that might be consuming memory, and update the video drivers. If the issue persists, consider switching to basic color before sharing your desktop.