Converting SMTP Proxy Addresses to Lowercase

Update: Be aware, this script has not been tested with SIP, X400 or other address types. I am working on an update to validate these scenarios, but in the meantime, proceed at your own risk with these address types.

I recently encountered a question in an online forum where someone asked for a script to convert all of their user’s email addresses to lower case values.  While this doesn’t affect the message delivery, it can have an impact on aesthetics when the address is displayed in an external recipient’s email client.  An Exchange Email Address Policy can do this to some degree, but I wanted to see how it could be done with PowerShell.

The challenge with a script like this is twofold:

1. Email addresses (proxy addresses) are a multi-valued attribute, which can be tricky to work with.
2. PowerShell is generally not case-sensitive, and therefore when we try to rename Mr. Gallalee’s email address in the screenshot below, we can see that it does not work:

After a little bit of inspiration from a script written by Michael B Smith, I came up with the below:

$MailboxList = Get-Mailbox  -ResultSize unlimited

$MailboxList | % {

$LoweredList = @()
$RenamedList = @()

foreach ($Address in $_.EmailAddresses){
if ($Address.prefixstring -eq "SMTP"){
$RenamedList += $Address.smtpaddress + "TempRename"
$LoweredList += $Address.smtpaddress.ToLower()
}
}
Set-mailbox $_ -emailaddresses $RenamedList -EmailAddressPolicyEnabled $false
Set-mailbox $_ -emailaddresses $LoweredList

#Without this line the "Reply To" Address could be lost on recipients with more than one proxy address:
Set-mailbox $_ -PrimarySmtpAddress $_.PrimarySmtpAddress
}

This script works as follows:

1. Puts all mailboxes into the $MailboxList variable.  If you don’t want all mailboxes,  edit the Get-Mailbox cmdlet as you see fit.
2. Filters out X400 and other non-SMTP addresses.
3. Creates an array called $RenamedList which stores each proxy address with “TempRename” appended to it (e.g. Rgallalee@demolab.localTempRename).
4. Creates another array ($LoweredList) and use the “ToLower” method on each proxy address.
5. Sets the proxy address for the user to the value of $RenamedList and then to $LoweredList.
   1. This is how we get around the case case insensitivity – name it to something else and then name it back.
6. Step 4 and 5 don’t preserve the “Primary” / “Reply-To” address, so we set it back manually with the last line.

Note: This script turns off the email address policy for each user.

As always, feedback is welcome.

Combining PowerShell Cmdlet Results

In my last post I used used New-Object to create an desirable output when the “Get-Mailbox” cmdlet didn’t meet my needs.  If your eyes glazed over trying to read the script, let me make it a bit simpler by focusing on a straight forward example.

Say you need to create a list of user’s mailbox size with their email address.  This sounds like a simple request, but what you’d soon find is that mailbox sizes are returned with the Get-MailboxStatistics cmdlet and the email address is not.  For that, you need to use another cmdlet, such as Get-Mailbox.

With the New-Object cmdlet, we are able to make a custom output that contains data from essentially wherever we want.

See this example:

$MyObject = New-Object PSObject -Property @{
EmailAddress = $null
MailboxSize = $null
}

In this example, I have created a new object with 2 fields, and saved it as the $MyObject variable.

For now, we’ve set the data to null, as shown below:

The next step is to populate each of those fields.  We can write to them one at a time with lines like this:

$MyObject.EmailAddress = (Get-Mailbox mcrowley).PrimarySmtpAddress
$MyObject.MailboxSize = (Get-MailboxStatistics mcrowley).TotalItemSize

Note: The variable we want to populate is on the left, with what we want to put in it on the right.

To confirm our results, we can simply type the variable name at the prompt:

Pretty cool, huh?

Ok, so now about that list.  My example only shows the data for mcrowley, and you probably need more than just 1 item in your report, right?

For this, you need to use the foreach loop.  You can read more about foreach here, but the actual code for our list is as follows:

(I am actually going to skip the $null attribute step here)

$UserList = Get-mailbox -Resultsize unlimited
$MasterList = @()
foreach ($User in $UserList) {
$MyObject = New-Object PSObject -Property @{
EmailAddress = (Get-Mailbox $User).PrimarySmtpAddress
MailboxSize = (Get-MailboxStatistics $User).TotalItemSize
}
$MasterList += $MyObject
}
$MasterList

Finally, if you wanted to make this run faster, we really don’t need to run “get-mailbox” twice.  For better results, replace the line:

EmailAddress = (Get-Mailbox $User).PrimarySmtpAddress

With this one:

EmailAddress = $User.PrimarySmtpAddress

Exchange Proxy Address (alias) Report

###

UPDATE (June 1 2012): This script now runs faster and puts the “Primary” SMTP address first.  For example:

###

Exchange Server stores user’s alternate email addresses as a multi-valued attribute within Active Directory.  For example, if my colleague Jorge has jdiaz@demolab.local as well as diazj@demolab.local, his proxyAddresses attribute would look like this:

Notice, the capital SMTP vs. the lowercase smtp.  There can be only one uppercase SMTP, and this represents the primary, or “reply to” address.

While, it’s very easy to view someone’s proxy addresses (often called aliases, but don’t confuse it with the “alias” attribute) within the Exchange Management Console, it can be tough to work with in the Exchange Management Shell (PowerShell) due to the data being stored as a  “Multi-Valued” attribute.  The usual “Get-Mailbox” output not only shows all addresses as a single item, but in the case “mcrowley” below, we can see the shell truncates:

While there are ways (example1, example2) to manipulate this output on the screen, I recently needed to create a complete list of all users possessing one or more secondary email address, and document what those addresses were.

On the surface, this sounds simple.  We want a list of users who have more than 1 proxy address.  At first, I thought of something like this:

Get-Mailbox -Filter {emailaddresses -gt 1} | Select EmailAddresses

But we can see this doesn’t actually capture the correct users.  In the above example, LiveUser1 only has a single proxy address, but it was returned anyway.  This is because the result is actually converted to a number, and the “-gt” or “greater than” operation is done on this number; not what we want.

To get the user collection you want, we actually need to break-out the data within this attribute, and evaluate it in a somewhat CPU intensive process.  I have written a script that helps here, by doing the following things:

• Grabs all mailboxes and counts the number of proxy addresses for each one.  I have filtered out X400, and other non-smtp addresses.
• If more than one proxy is found, it puts the user and it’s proxy addresses in a “nice” CSV file called c:\TooManyProxies.csv.
• Displays a similar output to the screen.
• Displays the total number of users found.

Here is a sample output, shown in excel (with some bolding on the headers):

The guts of this script might help with this exact scenario, or really, anywhere you want to break out and evaluate multi-valued attributes.  Feel free to use it and adjust as you see fit!

Some known limitations:

• I’m no PowerShell master, so this might not be as efficient as it could be.
• If a user has more than 10 proxy addresses, you’ll need to adjust the script and add more rows.
• There isn’t a lot of error checking here, but I’ve used it in 2 different environments and it ran as expected.
• As shown below, this script doesn’t differentiate “SMTP” from “smtp”.  The addresses are listed in order stored; not necessarily relevant to us.  If you want this information shown, remove this portion from the script:

If you ONLY want a csv of everyone’s proxy address, change “-gt 1″ to “-gt 0″

Finally, the script itself:

#ProxyAddressCount-v3.3
# by Mike Crowley http://mikecrowley.us

cls

Write-Host "Getting and evaluating users. Please wait; this could take a while..." -ForegroundColor Cyan

#Getting a list of mailboxes to work with
$UserList = Get-mailbox -Resultsize unlimited

$TooManyProxies = @()

foreach ($User in $UserList) {
#get a list of SMTP and smtp proxy addresses for each User
[array]$SmtpProxyAddresses = $User.emailaddresses | Where {$_.prefixstring -like 'smtp'} | sort IsPrimaryAddress -Descending

#This section creates a lot of errors since many users don't have 3,4,5 etc proxy addresses. Here we turn error output off.
$ErrorActionPreference = 'SilentlyContinue'

#Create a new placeholder object so that we don't store the x400/x500 proxy addresses
$UserAndSmtpObject = New-Object PSObject -Property @{
Name = $user.name
PrimarySmtpAddresses1 =$SmtpProxyAddresses[0] -replace "smtp:"
SmtpAddresses2 =$SmtpProxyAddresses[1] -replace "smtp:"
SmtpAddresses3 =$SmtpProxyAddresses[2] -replace "smtp:"
SmtpAddresses4 =$SmtpProxyAddresses[3] -replace "smtp:"
SmtpAddresses5 =$SmtpProxyAddresses[4] -replace "smtp:"
SmtpAddresses6 =$SmtpProxyAddresses[5] -replace "smtp:"
SmtpAddresses7 =$SmtpProxyAddresses[6] -replace "smtp:"
SmtpAddresses8 =$SmtpProxyAddresses[7] -replace "smtp:"
SmtpAddresses9 =$SmtpProxyAddresses[8] -replace "smtp:"
SmtpAddresses10 =$SmtpProxyAddresses[9] -replace "smtp:"
}

#Turning error reporting back on
$ErrorActionPreference = 'Continue'

#Count the number of proxy addresses for each User
$SmtpProxyAddressCount = ($SmtpProxyAddresses).count

#Add Users with more than 1 proxy address to the $TooManyProxies variable
if ($SmtpProxyAddressCount -gt 1) {
$TooManyProxies += $UserAndSmtpObject
}
}

Write-Host ""
$TooManyProxies | select name, PrimarySmtpAddresses1, SmtpAddresses2, SmtpAddresses3, SmtpAddresses4, SmtpAddresses5, SmtpAddresses6, SmtpAddresses7, SmtpAddresses8, SmtpAddresses9, SmtpAddresses10 | Export-CSV c:\TooManyProxies.csv -notype
$TooManyProxies | select name, PrimarySmtpAddresses1, SmtpAddresses2, SmtpAddresses3, SmtpAddresses4, SmtpAddresses5, SmtpAddresses6, SmtpAddresses7, SmtpAddresses8, SmtpAddresses9, SmtpAddresses10
Write-Host ""

#Display a count
Write-Host "You had" ($TooManyProxies).count "Users containing two or more proxy SMTP addresses." -ForegroundColor Cyan

Write-Host ""
Write-Host ""
Write-Host "Your result file is here 'c:\TooManyProxies.csv'" -ForegroundColor Cyan

Cloud Connections Session Slides

Thanks to those who attended my sessions at this weeks Cloud Connections conference.  If you missed it, or would like to download the slides, I’ve made them available here.

 

 

 

If you are looking for slides from other speakers, please see here: 

http://www.devconnections.com/updates/LasVegas_Spring12/Cloud

Dealing with PST Files

Chances are, if you read my site, you also read the Exchange team blog.  This means you’ve seen the PST Capture Tool!  I’ve had a chance to work with this tool for a little while now and have found it to be a delight!

“PSTs are bad M’kay?“

This is a line we’ve all recited a time or two (ok maybe not exactly that line), but do we even know why?  Are we just parrots, or do we actually have a reason for condemning this hugely prolific file format?

Let’s start by acknowledging that PST files aren’t all bad.  M’kay?  If you run Outlook at home, or if you use IMAP/POP-based accounts (Gmail, Hotmail, etc) at work, using a PST file can actually be a good idea.  While it is possible to direct internet mail to the Exchange mailbox, this would create several problems:

• Wasting expensive Exchange disk space
• Potential violation of company policies
• Internet mail is now subject to corporate retention (and discovery!) policies
• Makes moving to a job more painful
• etc.

I’d even go so far as to say you might want to use PST files for archiving corporate email!  If you run a small shop – or a big one that isn’t subject to any retention policies.  A group policy configuring AutoArchive (and a note to your users) might be a good way to implement spring cleaning in your Exchange data stores. 

See, PST files actually can serve a purpose!

Then there is the other side of the coin:

In most situations, PST files represent unmanaged storage of email.  For someone who is charged with administering an email environment, this means we aren’t able to do our job.  If users begin to rely on something that we aren’t taking care of; what happens when it breaks?  We’ve all had the uncomfortable task of telling someone we can’t get their data back at least once in our careers.  It doesn’t make for fun times.

More important than our comfort; many organizations are subject to regulations which require them to turn email data over to the courts upon request.  A judge wont want to hear your sob story about how PST files aren’t searchable, and how you’re going to have to look across the whole network by hand to find that email thread.

I recently completed an Exchange 2010 deployment for a government organization that was subject to such legislation.  Once we activated the Personal Archive for their users, they decided to put the kibosh on PST files.  To enforce this, we laid out a three phased approach:

1. Prevent the users from making new PST files
2. Prevent the users from adding content to existing PST files
3. Use the abovementioned PST Capture Tool to import PSTs as necessary

The first two steps were quite simple to accomplish.  Outlook reads a registry value called PSTDisableGrow (REG_DWORD).  We deployed a GPO to implement this as follows:

Outlook 2003	HKCU\Software\Microsoft\Office\11.0\Outlook\PST\
Outlook 2007	HKCU\Software\Microsoft\Office\12.0\Outlook\PST\
Outlook 2010	HKCU\Software\Microsoft\Office\14.0\Outlook\PST\

Set PSTDisableGrow to “1” (without the quotes).  This will allow users to mount PST files in Outlook, but it will not allow any new content to be placed within.  Don’t worry about overkill here.  I used a single GPO for all 3 settings.  Outlook version X doesn’t care about extra registry settings in Outlook Y’s key.

PSTDisableGrow has some siblings; read more about DisablePST, DisableCrossAccountCopy and DisableCopyToFileSystem here.

 

That’s all for now, have a great week!

Office 365: Past, Present and Future – a Planet Technologies Webcast

Planet Technologies is hosting a free webcast in which we will be providing some tips, insights and updates on Office 365 and Exchange Online.

If you’re interested in attending, or would like to read the agenda, please see the registration page below.

 

-REGISTER NOW-

About Planet Technologies

Planet Technologies, a leading Microsoft partner with multiple gold competencies, is recognized world-wide  as a leading expert in the integration and customization of Microsoft technologies, architecture, security and  management consulting. Planet’s clients include some of the largest public sector and  commercial  organizations  in the world.

Learn more at www.go-planet.com

Office 365 DirSync (x64) Installation Walkthrough

As Microsoft has already stated, the new 64-bit version of DirSync.exe is not installed or configured differently than its 32-bit predecessor.  However, as a tinkerer, I wanted to verify this and have a look under the hood anyway!

Below are some screenshots of my experiences and insights along the way:

Before you start: Read and follow the instructions!  In this article, I assume you’re at the point where you’re actually ready to install this product.

1. First I installed the .Net Framework prerequisites as well as my favorite MMC snap-ins onto a new Windows 2008 R2 server. You can do this using the following two lines in PowerShell	Import-Module ServerManager Add-WindowsFeature NET-Framework,RSAT-ADDS -Restart
2. Then I ran dirsync.exe (downloaded from the portal.microsoftonline.com site). a. NOTE: Microsoft didn’t bother to change the installer’s executable name (dirsync.exe). This may be confusing if you plan to download and store both x86 and x64 versions.
3. A few clicks of the “Next” button…
a. NOTE: We install to the “Program Files” directory. If this were a x86 application we’d be using “\Program Files (x86)”
b. NOTE: This screen may take 5-10 minutes. It’s installing a few things in the background: i. SQL 2008 R2 Express ii. Forefront Identity Manager 2010 (FIM) iii. Configuration of the FIM Management Agents (MAs)
…
4. Once the background tasks have completed, you’re able to run the Configuration Wizard. This is where you will need to have your Office 365 tenant prepared and credentials identified, etc.
5. Next…
6. You should have created this account earlier. Whatever you put in here will be stored within FIM, and if you ever change the credentials, you’ll need to re-run this setup wizard.
a. Or for the expert user: Dive into FIM directly
7. Here you need to supply your forest’s Enterprise Admin credentials. This username is not saved anywhere, and is only needed once to set permissions for these new objects: a. Yourdomain\MSOL_AD_Sync b. Yourdomain\MSOL_AD_Sync_RichCoexistence
8. Selecting this box enables some extra features required for a “hybrid deployment” / “rich coexistence”, and by doing so you’ll allow FIM to update attributes IN YOUR Active Directory. If this box is not checked, FIM will read-only.
9. Next..
10. If you’re ready, you can run the initial full synchronization now. Otherwise, you can run it manually at any time. a. Once configured, DirSync runs every 3 hours.
11. If you promise to be careful, you can poke around in the FIM configuration. a. Note the “hidden” client UI b. If you get an error when opening the FIM console, log out and then back in. Your account was added to some groups that are not yet part of your login ticket. c. Clicking the Management Agents tab shows both sides of your configuration. “TargetWebService” is responsible for all of the Office 365 configurations and the “SourceAD” management agent contains your Active Directory connector information (double-click them to open). NOTE: Changing the DirSync configuration directly within FIM is unsupported by Microsoft. They would prefer you rerun the previously mentioned Configuration Wizard if you need to make any changes.	C:\Program Files\Microsoft Online Directory Sync\SYNCBUS\Synchronization Service\UIShell\miisclient.exe
12. Finally, be sure to run Microsoft Update again. You’ll notice that SQL 2008 R2 does not have SP1.

A New Version Of Office 365′s Directory Synchronization Tool Has Arrived!

Most medium and large organizations using Microsoft’s Office 365 service will also be using “DirSync” to provision and manage user identities. Until now, DirSync has been based on ILM 2007 FP1, which is a functional, but older application, with no x64 support. This means when installing DirSync onto a server, you had to go out of your way to deploy the Windows Server 2008 operating system since the Server 2008 R2 OS is x64 only.

ILM was replaced by Forefront Identity Manager (FIM) 2010, which uses the x64 CPU architecture and as therefore Windows Server 2008 R2 as well. 

Today (finally), Microsoft announced DirSync can now be downloaded for use with the 64-bit architecture.  This is great news for new Office 365 customers – no more legacy software needed.  However, this does raise a question for existing DirSync users: How do we migrate?

You should check out the announcement for details, but essentially, you reformat and rebuild.  Wait!  Before you start muttering nasty things about Microsoft – the new installation of DirSync will find all of the identities currently in Office 365 and match them up with the appropriate Active Directory accounts in your environment.  There is no downtime for the users. 

Exchange Connections Slide Decks

Thanks to all who attended my sessions at Exchange Connections in Las Vegas this week!

As promised, I have uploaded the slides. You can download them here:

 

• EXC22_Exchange_Online_Administration
• EXC23_Exchange_Online_Understanding_Archiving_and_Compliance

If you’re looking for slides from other presenters, you can find them here:

 

• http://www.devconnections.com/updates/LasVegas_Fall11/Exchange

RIM Announces BlackBerry Business Cloud Services for Microsoft Office 365

If you haven’t heard, that hosted Blackberry service for Office 365 I mentioned earlier is now accepting participants in their open beta program.  Read more here:

http://press.rim.com/release.jsp?id=5261

Speaking at Exchange Connections: November 2nd & 3rd in Las Vegas, Nevada

Would you like an excuse to get out of the office for a few days?  When is the last time you learned something new?  Or how would you like an opportunity to share fresh ideas on the technology you’re passionate for?

Or heck, maybe it’s just been a while since you’ve been to Vegas? 

Join me and other Microsoft enthusiasts at the DEVCONNECTIONS conference this fall!  This semiannual event covers many tracks from Visual Studio to Exchange Server to Microsoft’s hot new cloud products: Azure and Office 365.

In addition to attending some great sessions, I will also be presenting on two topics:

Exchange Online: Administration

Be careful not to fool yourself; Exchange Online (part of Office 365) offloads infrastructure management, but as an administrator, you are still responsible for the administration of your user mailboxes, Internet mail flow, message tracking and more! This session introduces you to the various administrative interfaces of Exchange Online, Forefront, RBAC, provisioning and other operational topics.

Exchange Online: Understanding Archiving and Compliance

Thinking of moving to Office 365? Whether you are aiming for a period of coexistence or a complete migration, your archival and compliance requirements are not going away! In this session we examine the features and functionality that Microsoft provides around retention, archiving, and search.

 

Sign up here, and use the SPKR discount code to save $50.

And if that’s not incentive enough, I’ll close by reminding you that Halloween in Las Vegas should prove to be very interesting…

Cloud-Based BES Services With BPOS / Office 365

Two big pieces of news hits the Blackberry administrators and users today:

 

1. Microsoft’s Hosted Exchange (BPOS / Office 365) will offer free Blackberry licenses (provided you’re already paying for your mailbox)
2. RIM will soon offer a cloud-based BES service

Read more here:

http://community.office365.com/enus/office365/b/microsoft_office_365_blog/archive/2011/03/16/office-365-and-blackberry.aspx

Stevieg.org: Office 365 – What does it mean for Exchange?

Over the last few days you’ve likely seen a lot of hubbub on Office 365, Microsoft’s next generation of online services. 

Steve Goodman writes a blog over at www.stevieg.org, and earlier today he published an insightful post titled “Office 365 – What does it mean for Exchange”.  In it he provides commentary on multiple aspects of Office 365, from the impact it has on Live@EDU to the Exchange Admin’s job security.

Check it out here:

http://www.stevieg.org/2010/10/office-365-what-does-it-mean-for-exchange