Working with User Accounts

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Each user has a user mail account. When you select a user name in the left panel, you see the user properties in the right panel.

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Adding User Mail Accounts

If a mail host uses either the IMail Server database or an external database, you can add user mail accounts using IMail Server. If the host uses the Windows NT Database, you cannot add or delete accounts using IMail Server; you can only add and delete users using the Windows User Manager.)

To add users one at a time (assuming Tools > Use Wizards is cleared):

1. In the left panel, expand the localhost and mail host folders and select the Users folder.
2. In the right panel, click Add User.
3. In the New User dialog box, enter the User ID and click OK. (A User ID must be between 3 and 30 characters. It must consist of digits and letters only, and cannot contain spaces.)

   Note: The user ID can represent a special mail account that doesn't belong to a particular user, but accepts routine mail requests for general information. For ideas on how to use such an account, see "Using the Info Manager".

4. Make sure the user's ID is selected in the left panel, and that the General tab is visible on the right.
5. Enter the user's First Name and Last Name.
6. In the Password box, enter a Password and confirm it. The password must be between 3 and 30 characters.
7. (Optional) Enter the user's Organization, Department, Address, City, State/Province, Postal Code, Country, and Telephone number.
8. In the Reply To box, you can enter a different e-mail address that you want replies to go to. This box can be used to enter an e-mail address that omits the computer name, if you are sure the rest of the address is a fully-qualified domain name. For example, if the complete e-mail address is duckie@mail.willow.com, you can enter duckie@willow.com.

   Note: The Reply To option is for Web Messaging only.

9. If you want to automatically forward this user's mail to another user account, enter a complete mail address in the Forward box. To forward mail and keep a copy in this user's account, precede the forwarding address by a period and a comma, for example, .,cecil@flores.com. Separate multiple addresses with commas. For more information, see "Forwarding Mail to Another User Account".

You can enter a beeper/pager alias here to activate a beeper/pager when the user receives mail. For information, see "Sending Mail to a Pager or Beeper".

10. Set the following advanced options:
    • User cannot change password. Prevents the user from changing their password from older Eudora or NuPop mail clients. For more information, see "IMail Web Messaging".
    • Account Access Disabled. Prohibits the user from accessing the account. This allows you to disable the account without changing the user's password or removing him from the system. This is used mainly when the host is based on the Windows NT database and not everyone in that database is supposed to have access to e-mail.
    • Hide from information services. Prevents the distribution of any information about the user through Finger, Whois, or LDAP.

      Warning: If a user has any current LDAP data stored, it will be permanently deleted when this option is selected.

    • User can't modify LDAP attributes. Prohibit the user from modifying their LDAP attributes (name, address, organization, etc.).
    • User cannot Use IM (Displayed if Ipswitch Instant Messenging Server is installed). Prohibits the user from using Ipswitch Instant Messaging. This option is only available if Instant messaging is configured to use the IMail database, and the Disable IM option is cleared on the host's General tab in IMail Administrator.
    • Allow Web access. Allows the user to access his/her account via the Web Remote Administration utility (provided it is configured) as well as Web Messaging and Web Calendaring.
    • Host administrator. Allows the user to add, modify, or delete users or aliases (except program aliases) on this mail host. To allow use of the web utilities to administer hosts, Allow Web Access must also be selected.
    • List administrator. Allows the user to add, modify, or delete list-server mailing lists.
    • IMail system administrator. Allows the user all IMail functions, including the creation and administration of virtual hosts. In order for the system administrator to use the web interfaces for administration, Allow Web Access must also be selected.
    • Suspend User Account. Automatically becomes enabled if a user's web access becomes suspended. If you wish to re-enable web access for the user, clear Suspend User Account.

      Note: You cannot suspend a user account by enabling the Suspend User Account option.To suspend a user account, select Account Access Disabled.

    • Add To WorkgroupShare Database. Adds a new user to the WorkgroupShare database. For more information about setting the WorkgroupShare user access permission, see the "Ipswitch Collaboration Suite WorkgroupShare Server Guide."

      Note: You can select Add To WorkgroupShare only during the process of adding a new user. If you want to add existing users to WorkgroupShare, you can import them using the WorkgroupShare import utility or you can add them in the WorkgroupShare Administrator. For more information about adding users to WorkgroupShare, see the "Ipswitch Collaboration Suite WorkgroupShare Server Guide."

11. Click Apply.

The user ID is added to the list of registered users for the host. The user can now receive mail through IMail Server at the specified host. For example, if you added the user fred to the virtual host petra.com, the user can now receive mail addressed to fred@petra.com.

You can now set up special processing for this user; the options are described in the following sections:

• "Forwarding Mail to Another User Account"
• "Working with Mailboxes (Directory tab)"
• "Setting Up a Finger Plan"
• "Setting Up Delivery Rules"
• "Setting Up a Vacation Message"

Importing NT Users

If a host uses the IMail database for user mail accounts, you can import users from the NT database to add them to the IMail database. When you do this, the imported users are not linked to the Windows NT database and the NT passwords are not imported.

Imported Windows NT users have the same user IDs as in the NT database, but each is given a default password of password. Note that, by default, IMail won't accept user names with the ampersand (&). If any user names have an ampersand character, see "Advanced Options".

To import NT users:

1. In the left panel, expand the mail host and select the Users folder.
2. In the right panel, click Import NT Users. You see a dialog box that lists the users in the Windows NT database.
3. Do one of the following:
   • To add user and passwords one at a time, select a user, enter a password, and click Add Selected Users. Repeat for each user you want to add.
   • To add a number of users at one time with the same initial password, select the users you want to add, set the initial password for all the selected users, and then click Add Selected Users. The password must be between 3 and 30 characters.
4. When you are finished importing users, click Exit.

Deleting a User Mail Account

To delete a user mail account:

1. In the left panel, expand the mail host and Users folders, and select the user name.

To select multiple users for deletion, select the check boxes next to the name of each user you want to delete.

2. In the left panel, right-click to display the pop-up menu, and select Delete.

Finding Orphan Mail Accounts

When you delete a user, the user's icon no longer appears in the left panel of IMail Administrator, but the user's directory may still remain on the IMail system. This is called an orphan mail account.

To find orphans and delete their directories from the system:

1. In the left panel, expand the host name, and then select the Users folder.
2. Click Find Orphans. The Orphans dialog box lists any orphan user mail accounts.

To delete an orphan's directory and messages, select a user name, and then click Delete. To delete all orphan directories, click Delete All.

3. Click Close.

Setting Defaults for New Users

In IMail Administrator, you can set defaults to be used by all new user mail accounts. To set default properties for new users, expand the host name and select the Users folder. The default user properties appear in the right panel. The following options are available:

• Maximum Mailbox Size. The maximum size of a user mailbox. This value will be stored as the new user's Max Mailbox Size value when the account is created. To use the host's default value, leave this option set to zero. Changing this option has no effect on existing user accounts.
• Maximum Messages. The maximum number of messages that can be stored in a user's mailbox. This value will be stored as the new user's Max Messages value when the account is created. To use the host's default value, leave this option set to zero. Changing this option has no effect on existing user accounts.

  Note: The Maximum Mailbox Size and Maximum Messages user options are separate from the Default Maximum Mailbox Size and Default Maximum Message Size, that are enabled for the host on the General tab. For information on how these interact with each other, see "Additional Host Settings".

• User cannot change password. Prevents users from modifying their passwords.
• Account Access disabled. Disables all user accounts, preventing users from logging in.
• Hide from information services. Automatically hides all user information from information services.
• User can't modify LDAP attributes. Prevents all users from modifying their LDAP attributes, such as name, address, organization name and phone number.
• Allow Web Access. Allows all users to access web functions such as IMail Web Messaging and IMail Web Calendaring.
• Host administrator. Allows all users to have host administrator privileges.
• List administrator. Allows all users to have list administrator privileges.
• IMail System administrator. Allows all users to have system administrator privileges.

These options are used by all mail accounts subsequently created on any host in the system. The only exception is the set reply to option. This option applies to existing accounts only. All new user accounts will be set to the Official Hostname of the domain

Notes: It may be necessary to close and re-open IMail Administrator in order to see your changes. To change the global settings for existing users, you must use the Global User Changes button. For more information, see "Global Settings for Existing Users".

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