No One Uses Email Anymore – Short-Attention-Span Thoughts about Messaging and Stuff
Title: No One Uses Email Anymore – Short-Attention-Span Thoughts about Messaging and Stuff
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No One Uses Email Anymore – Short-Attention-Span Thoughts about Messaging and Stuff Skip to content No One Uses Email Anymore Short-Attention-Span Thoughts about Messaging and Stuff About Me Contact Me My Top 5 Exchange Experts to Follow and 2 I Wish I Could Published on June 30, 2016June 30, 2016 in Exchange Stuff by AD In the spirit of making meaningless lists , I thought I would put together my own compilation. These are in no particular order or rank. Five to Follow Paul Cunningham: Paul is my go-to, how-to guy. His blog posts are informative, easy to read and hit the mark. He is the only Australian I know. That counts for something. Tony Redmond: No explanation needed here. I have followed Tony since my 5.5 days, and believe me, it makes him nervous. I was there when he announced that he had passed the “Clap” to the Exchange Product Group. I think I should get a t-shirt for that. Andrew S Higginbotham: I love his blog posts. A lot of common-sense fixes for those annoying issues we all run into. He’s younger than me and that pisses me off. Jeff Guillet: Jeff has the uncanny ability to always have a blog post ready just when its needed. And don’t forget to read his ADFS stuff as well! You will typically find Jeff at Ignite sessions propped up against a wall near the front. Paul Robichaux: Probably the best dressed MVP. I love listening to Paul talk. He has a very reassuring manner and tone. We all know how good he is, no explanation needed for his inclusion here either. Two I Wish I Could Follow Ed Crowley: Ed has been doing this stuff a long time so I’m sure he has no desire to be followed by anyone. I would never physically follow him however, that will only lead to some bus that takes 5 hours to get to the conference just to save a few bucks. Rich Matheisen: The original Exchange NewsGroup King, Rich has retired from both work and MVP-dom. I learned more about the SMTP RFCs from him than I can ever thank him for. Enjoy your retirement, Richard. I left a lot of people off this list of course, including myself. ?? It’s safe to say that all the Exchange MVPs I know and love are worth following and listening to, well, except a few. That list is only viewable at Joey’s in Bellevue, WA. Sanity Checking Lagged Copies – To SIR* With Love Published on June 27, 2016June 28, 2016 in Exchange Stuff by AD I seem to recall a presenter posing a question about lagged copies at a recent MEC conference, or maybe it was last year at Ignite. Anyway, the speaker asked for a show of hands if one was using Exchange lagged copies in their org and the number was, well… you could count them on your hands. Hopefully that has increased since then. Personally I don’t see why you wouldn’t use lagged copies if you are going to go the HA route. I’ll concede that a nice wizard to activate the lagged copy would be optimal, but nonetheless with documentation and defined procedures, an experienced admin can get over any fear they may have going backup-less. (Is that a word?) If you decide to use lagged copies, there are already a number of good tutorials out there. I like my friend Paul’s easy to read article: Once you are setup, you will hopefully never need to look at them again, but if you aren’t so lucky and experience any sort of event that requires a lagged copy activation or log replay either through admin intervention or by Exchange itself ** – or you just want to periodically ensure things are level-set things, here some things to check post-outage/problem/log play-down/just because: 1. Get-MailboxDatabase * | ? {$_.CircularLoggingEnabled -eq $false} Should return no results. I assume you are lagging for a reason right? Hopefully To get rid of backups. No backups, no log truncation. So you need to enable circular logging. 2. Get-MailboxDatabaseCopyStatus * | ? {$_.ActivationPreference -eq “4”} | select Name, Status, *queuelength*, LastInspectedLogTime, ContentIndexState, ReplayLagStatus,ActivationSuspended,ActionInitiator,ActiveCopy | OGV Output this to a sortable grid view for a quick and easy check. Note: _.ActivationPreference -eq “4”. The assumption here is that you are running 4 copies. 3 HA, 1 lagged. If not, check based upon whatever activation level your lagged copies are set to. You should see something like the image below. It nice and sortable and allows for quick verification. What to look for: Status: Healthy CopyQueueLength: 0 or close to it ReplayQueueLength: above 0. Remember, you are checking just the lagged copies here, so each should have a replay queue length. ContentIndexState: Healthy ReplayLagStatus: Enabled:True; PlayDownReason:None; Percentage:100; Configured:8.00:00:00 (Actual: Equal or above the Configured – in this example, lag relay is set to 8 days). If you see a copy with a PlayDown reason, it’s time to investigate. ActivationSuspended: True (assuming you have blocked automatic activation on the lagged copies) ActionInitiator: Administrator (assuming you have blocked automatic activation on the lagged copies) ActiveCopy: False. If any copies are not set correctly to your desired settings. Correct them! Examples: Set lagged replay on 4th Preference DB to 7 days: Set-MailboxDatabaseCopy \ -ActivationPreference 4 -ReplayLagTime 7.0:0:0 Disable Automatic activation for lagged database copy: Get-MailboxDatabaseCopyStatus \ | Suspend-MailboxDatabaseCopy -ActivationOnly Enable Circular Logging on the Database: Set-MailboxDatabase -CircularLoggingEnabled $true * SIR= Single Item Retention. Recommended that you enable this for all mailboxes in a lagged environment running w/o backups. Belts and Suspenders. ** The Replay Lag Manager should be enabled in your environment. Be aware that under certain conditions, Exchange may automatically play down the lagged copies. Error on Proxy Command using Set-Mailbox Published on May 17, 2016May 17, 2016 in Exchange Stuff, Messaging, Pet Peeves by AD Here’s another one of those annoying errors you see people complain about every once in awhile. This one seems to bite you with a multi-domain AD forest using, well, multiple servers. Solution? Connect/Logon directly to the server that holds the active copy of the user’s mailbox database and you can set-mailbox at will. SSL 3.0 enabled after an Exchange update Published on April 26, 2016April 26, 2016 in Exchange Stuff, Pet Peeves by AD If you have been vigilant, you disabled SSL 3.0 a long time ago on your servers. You may be surprised to find it enabled again after you apply an Exchange Update. A little history: SSL 3.0 has some well-documented security issues and with a reg tweak and reboot, it’s no longer advertised. You can easily test this with my favorite “sanity-check” site: Enter the server name and click “Check for common vulnerabilities”. Hopefully it shows green: Great! Until you apply an Exchange update. So on goes 2013 CU12 for example, and like all good admins you check the certificate one more time against Doh! Well, luckily it’s easy enough to fix of course. Reapply that registry setting and reboot. [HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\SecurityProviders\SCHANNEL\Protocols\SSL 3.0\Server] “Enabled”=dword:00000000 Whew. So, what’s going on here? Well, take a look at the ExchangeSetup.log file under the ExchangeSetupLogs directory at the root of the system drive: 04/26/2016 17:27:46.0177] [1] Executing: $keyPathRoot = “HKLM:\SYSTEM\CurrentControlSet\Control\SecurityProviders\SCHANNEL\Protocols”; $keyPath = $keyPathRoot + “\SSL 2.0\Server”; if (!(Test-Path $keyPath)) { New-Item -path $keyPathRoot”\SSL 2.0″ -ItemType key -Name “Server” -Force; } Set-ItemProperty -path $keyPath -name “Enabled” -value 0x0 -Type DWORD -Force; $keyPath = $keyPathRoot + “\SSL 3.0\Server”; if (!(Test-Path $keyPath)) { New-Item -path $keyPathRoot”\SSL 3.0″ -ItemType key -Name “Server” -Force; } Set-ItemProperty -path $keyPath -name “Enabled” -value 0x1 -Type DWORD -Force; As you can see, Exchange Setup happily sets that key and enables SSL 3.0. Just something to put on your post upgrade checklist! Error when accessing a resource mailbox: “The value ” is already present in the collection” Published on April 4, 2016April 4, 2016 in Exchange Stuff by AD When accessing a resource mailbox in Exchange 2013 EAC, you may encounter an error that you prevents you from viewing or editing the room mailbox properties: Powershell is no good either! Get-CalendarProcessing WARNING: An unexpected error has occurred and a Watson dump is being generated: The value ” is already present in the collection. The value ” is already present in the collection. + CategoryInfo : NotSpecified: (:) [Get-CalendarProcessing], InvalidOperationException + FullyQualifiedErrorId : System.InvalidOperationException,Microsoft.Exchange.Management.StoreTasks.GetCalendarProcessing Cause: Typically this is because there is a disabled mailbox listed in the RequestInPolicy or BookInPolicy attributes for the room. Solution: Run the following in Exchange Powershell to clear the values. Example: Set-CalendarProcessing -BookInPolicy $null Once done, you should be able to access the room via Powershell or EAC and re-add any required requesters to the room policy. Alternatively, if you have Exchange 2010 still around, you can simply remove the disabled mailbox via the 2010 EMC. The Trinity of Email Protection: Lessons Learned using DMARC, DKIM and SPF in Office 365 Published on March 22, 2016May 18, 2016 in Messaging, Office 365 by AD I am a big fan of DMARC and its ability to easily determine which messages sent as, and from, your SMTP domains are using authenticated and authorized servers. The A in DMARC actually stands for “authentication”, but it’s really a little of both. Regardless, it’s something I highly recommend and if you are using Office365/EOP, there is really no reason you should not be using it, after all it’s already enabled. In fact, if you choose not to set up any of the email protection trinity, EOP will absolutely mark any message sent from the internet as your domain to your domain as SPAM. Since you are reading this, I assume you are using it or wanting to use it. To that end, here are some tips and lessons learned from my own experiences: Start small. Your first DMARC record in DNS ( should do nothing but report. At its very minimum, it should look like this: “v=DMARC1; p=none;;” All this does is tell recipient servers that they should send DMARC failure reports to ( This could be a mail-enabled Public Folder). The p=none does not affect the way messages are delivered. With p=none, you are not suggesting to a recipients mail server that they change the way they handle the messages that fail DMARC checks. I would recommend you always use p=none, unless you have no 3rd party vendors that send mail as your SMTP domain. In that case, p=quarantine is probably worthwhile once you have vetted out your DMARC policy sufficiently. I would never use p=reject – unlike a few ISPs out there. Get your SPF records in order. If you have 3rd party vendors that send as you, this is especially important. It doesn’t take much to exceed the 10 Lookup Max on SPF records. Heck, if you are using EOP, requires three lookups alone! Exceeding that amount can cause failures because recipient domains may ignore your SPF completely. Don’t forget DKIM! SPF seems to get all the attention, but setting up DKIM could not be easier in Office 365. You can even configure it in the portal now under the Protection menu in EAC. And once setup, there is nothing cooler than seeing that DKIM-Signature in the headers. There are options if you simply can not get those SPF lookups below 10. The SPF RFC supports macros. Mind. Blown. No really. Imagine a SPF record of “ IN TXT “v=spf1 include:%{i}._ip.{%h}._ehlo.{%d} –all”. Ok, I am not aware of anyone that does this, but it’s a possibility. Another option is not use SPF records and depend on the DKIM record. This is great if you have no or cooperative 3rd party vendors that send as your domain. DKIM is not limited to that pesky 10 max record lookup and as mentioned above, DMARC messages need to pass either the DKIM or SPF and, not both. If you support multiple SMTP domains, you may want to also consider setting up distinct SPF records for each zone rather then using the include option to keep each domain under that 10 limit. Don’t forget the alignment requirement! As mentioned above, DMARC will check the sender’s valid SPF or DKIM records in DNS. If one or both of those exist and pass, then alignment must pass as well. This is the magic sauce in DMARC. Alignment simply means the header FROM: matches the Domain “from” (i.e. the MAIL FROM: /Return-PATH) of the message. This is an important consideration because even if the message passes the SPF or DKIM check, it can still fail DMARC if for some reason you have processes that set the FROM: in the header to a completely different domain from the RETURN-PATH or MAIL FROM:. I have seen it happen! Leverage DMARC inbound. The value-add for DMARC is pretty obvious for messages sent out from your org. But the really cool part is using it inbound to stop those endless spoofing attempts without the need for clunky transport rules. You can create nifty rules to check for failures as illustrated in a previous blog post. This is another reason you want those SPF records to be below 10 lookups. If they exceed allowed amount, you may find that your inbound rules do not correctly detect the dmarc=fail or dmarc=pass. Whitelisting is your friend. If you are going to create inbound DMARC rules, it is very important to remember that SPF lists mail servers that are authorized to send messages on behalf of your SMTP domain. That’s not necessarily the same list of IPs that will sending as your domain directly to internal users. If you are using WorkDay, SalesForce or any of the multitude of SAAS cloud vendors, you can be pretty darn sure they are sending spoofed messages to your domain, but not to external recipients as you, so they wont be listed in your SPF. Any whitelisting rules MUST be above the DMARC rule. Seems obvious, but don’t overlook it! Add a check for dmarc=temperror in your inbound transport rule. If the domain in the Mail FROM: doesn’t exist, you may see a spf=temperror or dmarc=temperror in the Authentication-Results header of the message. If your rule isn’t testing on that, it could slip past your defenses. I have actually seen a number of these from images spun up in 3rd party hosted solutions. I prefer to tag these as FAILs, but that is up to you if you want to let them pass. Set the inbound rule to only notify you initially. As with DMARC in general, start small. Don’t block anything until you feel confident that only the truly unwanted spoofed messages are trapped. Your initial rule should simply check for a DMARC failure, and send an incident report to a mailbox that you monitor. An example rule is found here. And that leads me to the next tip once you ready to take action on DMARC failures. Quarantine the message, do not simply set it to a high SCL. You really have two options ( I would not delete the message) on how to deal with illegitimate spoofed mail, you can force it the quarantine, or set it at a SCL high enough to mark it as SPAM. I recommend forcing it the quarantine so that end-user safe sender lists can not trump your rule. If you have a user that has added a GAL object to their contacts ( A very common scenario), and has also checked “Also trust e-mail from my contacts” in Safe Senders, the spoofing rule will be defeated. Add a custom x-header to your rule. This helps you, the help desk and the end-user easily identify why this message was quarantined. So there are some tips. This is by no means a comprehensive list. I plan to add more or revise these as time permits. If you want to read more, including how to setup DKIM in Office 365, I would suggest following the blogs of Terry Zink and Andrew Stobart. You are unable to choose the OU in EAC when creating a new Mailbox or Groups… Published on March 18, 2016March 18, 2016 in Exchange Stuff, Pet Peeves by AD If you have more than 500 Organization Units in your AD forest, you…you will, run into this issue in the Exchange 2013 EAC when creating a new mailbox or group and want to create the object in a different OU other than the default “Users” container. Upon accessing the OU Dialog box: You will see this lovely message: Unfortunately, this is a known issue. There is no fix yet. I would recommend you simply create the mailboxes and groups in Powershell if you want to specify the OU. The work-around for EAC: Edit the web.config file on the MAILBOX server under \\Program Files \ Microsoft \ Exchange Server \ V15 \ ClientAccess \ ecp \ add the following under the appsettings section of the file. Recycle ECP app pool. Note that you will need to do this after each Cumulative Update. P.S. If you do not know how many OUs your forest has: Get-OrganizationalUnit -ResultSize unlimited | Measure-Object How to create an Outlook Profile for a Hidden Mailbox Published on March 16, 2016April 4, 2016 in Exchange Stuff by AD Suppose you wanted to create an Outlook profile for a hidden mailbox and, for whatever reason, you do not want to unhide it from the Address Book just long enough to create it. All hope is not lost! ( Unless you are using Outlook 2016). You can do it using the LegacyExchangeDN. 1. Use adsiedit or your favorite LDP viewer/query tool and copy the LegacyExchangeDN of the hidden mailbox. ( I still prefer adfind to this day). The LegacyExchangeDN value is a property of the user’s object in AD and will be in the form of: /o=Contoso/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=UserA 2. Create the Outlook profile. It will fail and you will be at the dialog box that shows server name and the users’ mailbox. 3. Remove the “=SMTP:” value of the “Mailbox:” and paste the LegacyExchangeDN value you copied from Step1. 4. Hit Check Name and it should resolve and allow you to create the profile and access the mailbox. This is with Exchange/Outlook 2013. This does not work with Outlook 2016 from what I have seen: On-Premises Mailbox Missing Retention Policy Tags after enabling Archive in Office 365 Published on March 7, 2016March 7, 2016 in Exchange Stuff, Office 365 by AD Consider the following scenario: You have an on-prem mailbox, but decide to move your online archives to Office 365 to take advantage of the “Unlimited” storage. No problem. That works great for existing mailboxes, but when creating new archives in the cloud, you discover that the policy retention tags are not surfaced to the end-user in Outlook and the ability to archive to a pst remains. You have a few options: Run: Start-ManagedFolderAssistant If that doesn’t work, move the online back on-premises and run Start-ManagedFolderAssistant. Alternatively, if the archive is unused, disable it, re-enable on-prem ( and run Start-ManagedFolderAssistant to speed things up). Once the policy tags appear, move it back to Office 365. P.S. Ensure you have imported all the on-premises tags to Office 365 per the link below. Otherwise the automatic archiving will not work! Outlook Error: Remote Server returned ‘554 5.6.0 STOREDRV.Submit.Exception ! – FIXED Published on February 25, 2016August 16, 2016 in Exchange Stuff by AD UPDATE: It appears that this is fixed in Exchange 2013 CU13: Full NDR: Remote Server returned ‘554 5.6.0 STOREDRV.Submit.Exception:TextConvertersException; Failed to process message due to a permanent exception with message data truncated TextConvertersException: data truncated’ This is not a common problem, but crops up occasionally. If you see this message bounce back when responding to a meeting invitation, try the following: Set your Outlook profile to cache mode/ Create a new Outlook profile. Disable any 3rd party add-ins and/or anti-virus. From what I have seen, switching to cache mode always fixes this. Cache mode is actually the default and preferred mode. Online mode is only recommended in certain scenarios such as a kiosk or regulated environment that forbids a local cached copy of the mailbox. There is no real advantage to online mode. As to why this happens? Hard to say, but while you are at it, make sure you are running the latest Outlook build. Or use OWA? ?? Posts navigation Older posts Search for: Recent Posts My Top 5 Exchange Experts to Follow and 2 I Wish I Could Sanity Checking Lagged Copies – To SIR* With Love Error on Proxy Command using Set-Mailbox SSL 3.0 enabled after an Exchange update Error when accessing a resource mailbox: “The value ” is already present in the collection” Archives June 2016 May 2016 April 2016 March 2016 February 2016 January 2016 Categories Exchange Stuff Messaging Office 365 Pet Peeves Meta Log in Entries RSS Comments RSS CMS by WordPress | Design by Frank Petser. Whois

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