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Novell GROUPWISE 8 - POST OFFICES Manual

Post offices - pages 161-210
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Post Offices
I I I
Chapter 11, "Creating a New Post Office," on page 163
Chapter 12, "Managing Post Offices," on page 183
III
Post Offices
161

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Summary of Contents for Novell GROUPWISE 8 - POST OFFICES

  • Page 1 Post Offices I I I Chapter 11, “Creating a New Post Office,” on page 163 Chapter 12, “Managing Post Offices,” on page 183 Post Offices...
  • Page 2 162 GroupWise 8 Administration Guide...

  • Page 3: Creating A New Post Office

    Creating a New Post Office ® As your GroupWise system grows, you typically need to add new post offices. Section 11.1, “Understanding the Purpose of Post Offices,” on page 163 Section 11.2, “Planning a New Post Office,” on page 164 Section 11.3, “Setting Up the New Post Office,”...
  • Page 4 Physically, a post office consists of a set of directories that house all the information stored in the post office. To view the structure of the post office directory, see “Post Office Directory” in GroupWise 8 Troubleshooting 3: Message Flow and Directory Structure.

  • Page 5: Selecting The Domain That The Post Office Will Belong To

    11.2.2 Selecting the Domain That the Post Office Will Belong To A post office is associated with a specific domain, even though it might reside in a different ® organizational unit in the Novell eDirectory tree. If you have just one domain, the new post office will belong to it.

  • Page 6: Determining The Context For The Post Office Object

    In a multiple post office system, the domain organizes post offices into a logical grouping for addressing and routing purposes. Each user in the domain has a GroupWise address that consists of the user’s GroupWise ID, the post office name, the GroupWise domain name, and optionally, an Internet domain name.
  • Page 7 GroupWise Objects Reflect Company Organization The following GroupWise system focuses on departmental organization, as does the eDirectory tree. GroupWise domains and post offices parallel eDirectory organizational units, placing the domains and post offices within the organizational units containing the users that belong to them. A GroupWise System Following the Departmental Organization of the Company Figure 11-3 GroupWise Objects Are Grouped with Servers...

  • Page 8: Choosing The Post Office Name

    GroupWise Objects Located in Their Own Organizational Unit Figure 11-5 11.2.4 Choosing the Post Office Name The post office must be given a unique name. The name is used for addressing and routing purposes within GroupWise, and might appear in the GroupWise Address Book. The post office name can reflect a location, organization, department, and so on.
  • Page 9 located on any platform that a POA running on a supported platform could access successfully. The server where you create the post office directory structure can be in the same tree as the Post Office object or in another tree. Databases and directories in the post office are updated as messages are sent.

  • Page 10: Deciding Where To Install The Agent Software

    11.2.6 Deciding Where to Install the Agent Software You must run a new instance of the POA for each new post office. To review the functions of the POA for the post office, see Section 35.5, “Role of the Post Office Agent,” on page 481.
  • Page 11 When you run the POA on a different server from where its directory structure and databases are located, you need to provide adequate access. ® NetWare: If the NetWare POA needs direct network access to another NetWare server where the post office is located, you must add the switch or the /user...

  • Page 12: Deciding How To Link The New Post Office

    When using TCP/IP links, the MTA does not write message files into message queues in the post office directory structure. Instead, the MTA communicates the information to the POA by way of TCP/IP and then the POA uses its direct network access to write the information. Cross-Platform Issues In most cases, it is most efficient if you match the POA platform with the network operating system where the post office resides.

  • Page 13: Selecting The Post Office Language

    WORKSHEET Under Item 13: Link to Domain, indicate the type of link you plan to set up between the new post office and its domain. 11.2.8 Selecting the Post Office Language The post office language determines the sort order for items in the GroupWise Address Book. The post office defaults to the same language as its domain unless you specify otherwise.

  • Page 14: Selecting A Post Office Security Level

    11.2.11 Selecting a Post Office Security Level Post office security settings affect two types of GroupWise users: Users who do not set passwords on their mailboxes Users who use LDAP passwords instead of GroupWise passwords to access their mailboxes After a user sets a GroupWise password on his or her mailbox, the post office security level no longer applies.
  • Page 15 11.3 Setting Up the New Post Office You should have already reviewed Section 11.2, “Planning a New Post Office,” on page 164 filled out Section 11.5, “Post Office Worksheet,” on page 179. Complete the following tasks to create a new post office. Section 11.3.1, “Creating the New Post Office,”...
  • Page 16 5 Follow the on-screen instructions to define how the post office links to its domain. When you finish defining the link, ConsoleOne creates the Post Office object and displays the post office Identification page. 6 Fill in the Description field (worksheet item 7 Click GroupWise >...
  • Page 17 8 Select the software distribution directory for the post office (worksheet item 9 If the POA will run on a different server from where the post office directory, a library, or a document storage area is located, provide a username and password that enables the POA to access the remote location (worksheet item 11).

  • Page 18: Configuring The Poa For The New Post Office

    11.3.2 Configuring the POA for the New Post Office Although there are many POA settings, the default settings are sufficient to get your post office operational. However, there are a few important settings that you can conveniently modify before you install the agent software. 1 In ConsoleOne, double-click the new Post Office object.

  • Page 19: Setting Up User Access To The New Post Office

    11.3.4 Setting Up User Access to the New Post Office The post office access mode determines how GroupWise client users access their mailboxes. By default, the GroupWise Windows and Linux/Mac clients use client/server access to the post office. Client/server access provides the following benefits: Client/server access provides the greatest level of security.
  • Page 20 Item Explanation 1) eDirectory Container Specify the name of the eDirectory container where you plan to create the new post office. For more information, see Section 11.2.3, “Determining the Context for the Post Office Object,” on page 166. 2) Post Office Name Specify a name for the new post office.
  • Page 21 Item Explanation 11) Agent Location Mark the location of the POA relative to the post office. If the POA will run on a different server from where the post office, a library, POA on the same or a document storage area is located, provide a username and password server as the post to enable the POA to access the remote location.
  • Page 22 182 GroupWise 8 Administration Guide...

  • Page 23: Managing Post Offices

    Managing Post Offices ® As your GroupWise system grows and evolves, you might need to perform the following maintenance activities on post offices: Section 12.1, “Connecting to the Domain That Owns a Post Office,” on page 183 Section 12.2, “Editing Post Office Properties,” on page 184 Section 12.3, “Managing Disk Space Usage in the Post Office,”...

  • Page 24: Editing Post Office Properties

    The domain marked with the red underscore is the primary domain. For a discussion of cross-platform connection issues, see Section 4.1, “Select Domain,” on page 12.2 Editing Post Office Properties After creating a post office, you can change some post office properties. Other post office properties cannot be changed.
  • Page 25 These post office settings are discussed in the following sections: Section 11.2.10, “Selecting a Software Distribution Directory,” on page 173 Section 11.3.4, “Setting Up User Access to the New Post Office,” on page 179 4 Click GroupWise > Client Access Settings to display the Client Access Settings page. The client access settings are discussed in the following sections: Section 12.6, “Tracking and Restricting Client Access to the Post Office,”...
  • Page 26 ® All users in the post office are listed, no matter where their Novell eDirectory objects are located in the tree. Here you can add, delete, and move users in the post office. See “Users” on page 211. 6 Click GroupWise > Resources to display the Resources page.
  • Page 27 All distribution lists in the post office are listed, no matter where their eDirectory objects are located in the tree. This is a convenient place to delete distribution lists from the post office. “Distribution Lists, Groups, and Organizational Roles” on page 275.
  • Page 28 You need to set up aliases for a post office only if you are using GroupWise gateways. For a list of gateways, see the GroupWise Gateways Documentation Web site (http://www.novell.com/ documentation/gwgateways). 10 Click GroupWise > Internet Addressing to display the Internet Addressing page.
  • Page 29 For instructions on setting the security level for the post office, see Section 11.2.11, “Selecting a Post Office Security Level,” on page 174. 12 Click GroupWise > Default WebAccess to display the Default WebAccess page. Use this page to designate the default WebAccess gateway for the post office. See “WebAccess”...
  • Page 30 12.3 Managing Disk Space Usage in the Post Office Many users are prone to save every message and attachment they ever receive. You can moderate this behavior by implementing disk space management: Section 12.3.1, “Understanding Disk Space Usage and Mailbox Size Limits,” on page 190 Section 12.3.2, “Preparing to Implement Disk Space Management,”...

  • Page 31: Preparing To Implement Disk Space Management

    The following factors influence physical disk space usage: In a typical post office, 85% of disk space is occupied by attachments in the offiles directory structure. As mentioned above, attachments are compressed by 40% to allow more data to be stored in less space.

  • Page 32: Setting Mailbox Size Limits

    3 In the GroupWise Objects field, select Post Offices. 4 In the Action field, select Analyze/Fix Databases. 5 As options to the action, select Contents, Fix Problems, and Update User Disk Space Totals. Make sure all other options are deselected. 6 On the Databases tab, select User.
  • Page 33 established limit cannot send messages until the size of their mailboxes is reduced. Users might want to manually delete and archive items in advance in order to avoid this interruption in their use of GroupWise. To establish mailbox size limits: 1 In ConsoleOne, browse to and select a Domain, Post Office, or User object.

  • Page 34: Enforcing Mailbox Size Limits

    After a user receives a warning message, he or she can continue to send messages until the size limit is reached. After the size limit is reached, users must reduce the size of their mailboxes in order to send additional messages. 7 Optionally, specify in kilobytes the largest message that users can send.

  • Page 35: Restricting The Size Of Messages That Users Can Send

    3 In the Action field, select Expire/Reduce. 4 Set the Expire and Reduce options as desired, making sure that Reduce Mailbox to Limited Size is selected. 5 Click Run, then click OK to acknowledge that the Mailbox/Library Maintenance task has been sent to the POA.
  • Page 36 Within the Post Office You can use Client Options to restrict the size of messages that users can send within their local post office. 1 In ConsoleOne, browse to and select a Domain, Post Office, or User object. 2 Click Tools > GroupWise Utilities > Client Options. 3 Click Send >...

  • Page 37: Preventing The Post Office From Running Out Of Disk Space

    Between Domains You can configure the MTA to restrict the size of messages that it allows to pass outside the local domain. See Section 41.2.1, “Restricting Message Size between Domains,” on page 642 for setup instructions. Between Your GroupWise System and the Internet You can configure the Internet Agent to restrict the size of messages that it allows to pass to and from your GroupWise system by setting the size limits in a customized class of service.
  • Page 38 4 Click Create to create a new scheduled event to handle an unacceptably low disk space condition. 5 Type a unique name for the new scheduled event, then select Disk Check as the event type. 6 In the Trigger Actions At field, specify the amount of free post office disk space at which to take preventive measures.
  • Page 39 10 In the Stop Mail Processing At field, specify the amount of free post office disk space at which you want the POA to stop processing messages. 11 Click OK to create the new disk space management event and return to the Scheduled Events page.

  • Page 40: An Alternative To Disk Space Management In The Post Office

    12.3.7 An Alternative to Disk Space Management in the Post Office If you want to place more responsibility for disk space management onto GroupWise client users, you can require that they run the client in Caching mode, where all messages can be stored on user workstations, or other personal locations, rather than in the post office.

  • Page 41: Auditing Mailbox License Usage In The Post Office

    4 In the Client Login Mode box, select Force Use of Caching Mode. 5 Click OK, then click Close to save the Caching mode setting. If you are helping existing users, who might have sizeable mailboxes, to start using Caching mode exclusively, you can configure the POA to respond efficiently when multiple users need to download their entire mailboxes for the first time.
  • Page 42 A mailbox is considered inactive for licensing purposes even if its owner has performed one or more of the following actions (or similar actions): Starting and stopping the GroupWise client without doing anything in the mailbox Making changes under Tools > Options Creating, modifying, or deleting rules Granting proxy access so that a user other than the mailbox owner is performing tasks that would otherwise indicate an active mailbox...
  • Page 43 4 In the Show Accounts without Activity for nn Days field, select the number of days you want to use for the inactivity report. The Mailbox/Library Maintenance program uses the default setting (60 days) to flag all mailboxes that have not had any activity within the last 60 days. Select a different number to change the time period of the log you generate for the audit report.

  • Page 44: Viewing Current Client Usage In The Post Office

    12.5 Viewing Current Client Usage in the Post Office ConsoleOne can display the number of users who are using the Windows client, the Linux client, and the Mac client. The client version is also displayed. 1 In ConsoleOne, select a Post Office object, a Domain object, or the GroupWise System object. 2 Click Tools >...

  • Page 45: Refreshing The Client View Files In The Post Office

    3 Fill in the following fields: Minimum Client Release Version: Specify the version to use as the post office’s preferred GroupWise client version. Any version that does not match the preferred version is highlighted on the POA Web console’s C/S Users page. Older versions are shown in red, and newer versions are shown in blue.

  • Page 46: Disabling A Post Office

    2 Select Refresh Views, click Run, click Yes, then click OK. The POA then retrieves the latest view files from the software distribution directory associated with the selected post office. IMPORTANT: If you have created custom view files with the same names as standard view files, they will be overwritten when the post office view files are refreshed from the software distribution directory.

  • Page 47: Moving A Post Office

    3 Select Disable Logins, then click OK to disable the post office. 4 To re-enable logins, deselect Disable Logins so that it is blank. 12.9 Moving a Post Office You cannot move a Post Office object in ConsoleOne because it is a container object. Only leaf objects can be moved.
  • Page 48 Example: xcopy post_office_directory /s /e destination 7 Give rights to objects that need to access the post office database. ® For example, if the new location is on a different server, the NetWare POA and GroupWise administrators who run ConsoleOne need adequate rights to the new location, as described in Chapter 79, “GroupWise Administrator Rights,”...
  • Page 49 5 Click GroupWise > Libraries, then delete any libraries that still belong to the post office. See Section 22.6.7, “Deleting a Library,” on page 346. 6 Click OK to perform the deletions. It is easy to perform such deletions in the GroupWise View. Select the Post Office object in the GroupWise View, then use the drop-down list of objects to display objects of each type that still belong to the post office.
  • Page 50 210 GroupWise 8 Administration Guide...

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