14.7 Managing User Email Addresses

To ensure that user addresses meet your needs, GroupWise enables you to determine the format and visibility of addresses, as well as create additional names for users. The following sections provide details:

14.7.1 Ensuring Unique Email Addresses

Starting with GroupWise 7, you can use the same email ID for more than one user in your GroupWise system, if each user is in a different Internet domain. Rather than requiring that each email ID be unique in your GroupWise system, each combination of email ID and Internet domain must be unique. This provides more flexibility for handling the situation where two people have the same name.

When adding or changing users’ email addresses you can check to make sure that the email address you want to use for a particular user is not already in use.

  1. In ConsoleOne, click Tools > GroupWise Utilities > Email Address Lookup to display the Email Address Lookup dialog box.

    Email Address Lookup dialog box

  2. In the Email Address field, specify the email address. You can specify the user ID only (for example, jsmith) or the entire address (for example, jsmith@novell.com).

  3. Click Search.

    All objects whose email address match the one you specified are displayed.

  4. If desired, select an object, then click Info to see details about the object.

14.7.2 Changing a User’s Internet Addressing Settings

By default, a user inherits his or her Internet address settings (preferred Internet address format, allowed address formats, and Internet domain name) from the user’s post office, domain, or GroupWise system. For more information, see Section 52.0, Configuring Internet Addressing.

If necessary, you can override these settings for individual users.

  1. In ConsoleOne, right-click the User object (or GroupWise External Entity object), then click Properties.

  2. Click GroupWise > Internet Addressing to display the Internet Addressing page.

    Internet Addressing property page

  3. To override one of the settings, select the Override box, then change the setting.

    Preferred Address Format: The preferred address format determines how the user’s address is displayed in the GroupWise Address Book and in sent messages.

    Preferred E-Mail ID: At the user and resource level, the preferred address format can be completely overridden by explicitly defining the user portion of the address format (user@Internet domain name). The user portion must include only RFC-compliant characters. The following characters are valid:

    • Numbers 0-9
    • Uppercase letters A-Z
    • Lowercase letters a-z
    • Plus sign +
    • Hyphen -
    • Underscore _
    • Tilde ~

    The user portion must be unique within its Internet domain. This means that a user can be used multiple times in your GroupWise system, if it is used only once in each Internet domain.

    If you have two users with the same name in the same Internet domain, you can further modify the user portion. For example, if you have selected First Name.Last Name@Internet domain name as your system’s preferred address format and you have two John Petersons in the same Internet domain, you would have two users with the same address (John.Peterson@novell.com). You could use this field to differentiate them by including their middle initials in their addresses (John.S.Peterson@novell.com and John.A.Peterson@novell.com).

    Allowed Address Formats: The allowed address formats determine which address formats can be used to send messages to the user. For example, using John Peterson as the user, Research as the post office, and novell.com as the Internet domain, if you select all five formats, John Peterson would receive messages sent using any of the following addresses:

    • jpeterson.research@novell.com
    • jpeterson@novell.com
    • john.peterson@novell.com
    • peterson.john@novell.com
    • jpeterson@novell.com

    Internet Domain Name: The Internet domain name, along with the preferred address format, is used when constructing the email address that is displayed in the GroupWise Address Book and in the To field of sent messages.

    Only the Internet domain names that have been defined are displayed in the list. Internet domain names must be defined at the system level (Tools > GroupWise System Operations > Internet Addressing). For more information, see Section 52.0, Configuring Internet Addressing.

    If you override the Internet domain name, the For Incoming Mail, Recipients are Known Exclusively by This Internet Domain Name option becomes available. Enable this option if you only want the user to be able to receive messages addressed with this Internet domain name. If you don’t enable this option, the user receives messages addressed using any of the Internet domain names assigned to your GroupWise system.

    View E-Mail Addresses: Click View E-Mail Addresses to display a list of the various email address formats that can successfully deliver email to this user, including any nicknames or gateway aliases that have been defined for this user. For more information, see:

  4. Click OK to save your changes.

14.7.3 Changing a User’s Visibility in the Address Book

A user’s visibility level determines the extent to which the user’s address is visible throughout your GroupWise system. You can make the user visible in the Address Book throughout your entire GroupWise system, you can limit visibility to the user’s domain or post office only, or you can make it so that no users can see the user in the Address Book.

Making a user visible in the Address Book simply makes it easier to address items to the user. Regardless of a user’s visibility, other users can send items to the user if they know the user’s GroupWise user ID.

  1. In ConsoleOne, right-click the User object (or GroupWise External Entity object), then click Properties.

  2. Click GroupWise > Account to display the Account page.

    Account property page

  3. In the Visibility field, select the desired visibility level.

    System (Default): All users in your GroupWise system can see the user’s information in the Address Book.

    Domain: Only users in the same domain as the user can see the user’s information in the Address Book.

    Post Office: Only users in the same post office as the user can see the user’s information in the Address Book.

    None: No users can see the user’s information in the Address Book. Users need to know the user’s GroupWise user ID to send items to him or her.

  4. Click OK to save your changes.

14.7.4 Creating a Nickname for a User

Each user has a GroupWise address consisting of the user ID, post office, and domain (user_ID.post_office.domain). You can create one or more nicknames for a user to give the user an additional GroupWise address. Each part of the GroupWise address (user_ID, post_office, and domain) can be different from the user’s actual address. Adjustments to the user’s GroupWise address are also applied to the user’s Internet email address (user_ID@internet_domain).

Nicknames are useful in the following situations:

  • You rename a user, as described in Section 14.5, Renaming Users and Their GroupWise Accounts. You can create a nickname that retains the old user ID, so that messages with the old user ID in the email address are routed to the new email address.

  • You move a user, as described in Section 14.4, Moving GroupWise Accounts. You can create a nickname that retains the old post office location. As messages to the moved user arrive in your GroupWise system, the email address is routed to the new post office location. You can configure ConsoleOne to automatically create nicknames when you move users, as described in Section 4.2.4, Nickname Settings.

  • You need to restrict a user’s visibility in the GroupWise Address Book, as described in Section 6.2, Controlling Object Visibility, and at the same time, you need to make the user visible in one or more specific Address Books outside of the restricted visibility. You can create a nickname that provides the specific visibility that is ruled out by the required restriction.

In ConsoleOne, you can list all the nicknames in your GroupWise system in the GroupWise View. In the GroupWise client, you can display nicknames in the GroupWise Address Book if you enable Filter for Contacts. When addressing a message, users need to know a nickname in order to use it.

To create a nickname for a user:

  1. In ConsoleOne, right-click the User object or GroupWise External Entity object, then click Properties.

  2. Click GroupWise > Nicknames to display the Nicknames page.

    Nicknames property page

  3. Click Add to display the Create Nickname dialog box.

    Create Nickname dialog box

  4. Fill in the following fields:

    Domain.PO: Select the post office that you want to own the nickname. This can be any post office in your GroupWise system; it does not need to be the user’s post office.

    Object ID: Specify the name to use as the user_ID portion of the nickname. The nickname must be unique.

    Visibility: Select the Address Book visibility for the nickname. This determines where the nickname is available (system, domain, or post office). However, nicknames are not displayed in the Address Book unless you filter for them. In order to address a message to a nickname, a user must specify the nickname address, and the nickname must be available in the user’s post office.

    External Sync Override: This option applies only if your GroupWise system links to and synchronizes with an external GroupWise system, as described in Connecting to Other GroupWise Systems in the GroupWise 2012 Multi-System Administration Guide.

    • Synchronize According to Visibility: The nickname is synchronized to external GroupWise systems only if Address Book visibility is set to System.

    • Synchronize Regardless of Visibility: The nickname is synchronized to external GroupWise systems regardless of Address Book visibility.

    • Don’t Synchronize Regardless of Visibility The nickname is never synchronized to external systems.

    Given Name: Specify the user’s first name.

    Last Name: Specify the user’s last name.

    Expiration Date: If you want the nickname to be removed by the Expire Records feature after a certain date, as described in Section 14.11.3, Managing Expired or Expiring GroupWise Accounts, select Enable, then select the desired date.

  5. Click OK to add the nickname to the list.

  6. Click OK to save the changes to the User object or GroupWise External Entity object.