Create dynamic Signature for Exchange Organization

I have worked on a signature scripts and found as useful to share publically. The specialties of the signature are as follows

  • Apply signature, disclaimer text etc. for selected users, entire users or single users
  • Dynamically display name, department, phone number, social network links of the company etc.
  • Include Image in signature
  • Include disclaimer text
  • Users can’t select/unselect the signature applied by the administrator

Here we go:

Note: Steps are being prepared in Exchange 2013 environment. The script and steps can work with other Exchange versions also with slight mofications

  1. Exchange Admin Center (EAC) -> ‘mail flow’ -> ‘rules’
  2. Select ‘Apply Disclaimers’  and we are going to set the signature in the following window

sig3. Name it. Select ‘Apply this rule if’ conveniently, there are various options available as follows

  1. Sender or recipient wise
  2. If the user is a member of a group (If you want to apply the signature to selected members, ad those members in a group and select the group here)
  3. Inside/Outside members
  4. Apply if subject/body includes specified text
  5. If the email address contains specific test etc.

4. Enter text as follows and here is the script we are going to apply.

The following script can take the following parameters dynamically. These values can be dynamically applied to each users. These values are being fetched from Active Directory dynamically

  1. Firstname
  2. Lastname
  3. Office
  4. Phone
  5. Mobile Number
  6. Email

And following are the fixed values that can handle through the script

  1. Website address
  2. Logo/Image
  3. Facebook Page
  4. LinkedIn Page
  5. Twitter page
  6. YouTube Page
  7. Disclaimer text

Here is the script and you wanted to edit it according to your organization requirements

<html>
<body>
<br>
<b>%%Firstname%% %%Lastname%%&nbsp;&nbsp;&nbsp;&nbsp|&nbsp;&nbsp;&nbsp;&nbsp;<font color=”#1d99d5″>%%Office%%</font></b><br><br>
Office: %%Phone%% <br>
Mobile: %%MobileNumber%%<br>Email: %%Email%%<br><a href=”13.126.184.140″>
<i>www.exchangeonline.in</i></a><br><br>
<img src=”http://13.126.184.140/signature/signature/sig.png” style=”border-style: none”> </a>
<br>
<a href=”https://www.facebook.com/pages/exchangeonline.in/123456789″>
<img src=”http://13.126.184.140/signature/signature/fb.png” style=”border-style: none”></a>
<a href=”http://www.linkedin.com/company/exchangeonline.in”>
<img src=”http://13.126.184.140/signature/signature/Link.png” style=”border-style: none”></a>
<a href=”https://twitter.com/exchangeonline.in”>
<img src=”http://13.126.184.140/signature/signature/tw.png” style=”border-style: none”></a>
<a href=”http://www.youtube.com/channel/ABCDEFGHIJK”>
<img src=”http://13.126.184.140/signature/signature/yt.png” style”border-style: none”></a>
<br>
<br>
<font color=”#1d99d5″><b>Important Notice:</b></font><br>This transmission may contain information which is confidential and privileged and intended only for the addressee. If you are not the addressee you may not use, disseminate or copy this information. If you have received this information in error please notify us immediately.
</body>
</html>
</font>

5. Last step is specify a fallback action conveniently. I have selected as ‘wrap’

6. All the other options are set as unchanged

Let me know if you have any challenges in any of the portion of the guidelines

Exchange ActiveSync 16.1

Exchange ActiveSync version 16.1 is expected to be arrived as a cumulative update of Exchange 2016. This has been implemented in Office 365 already.

The major features offered are:

  1. Keyword Search Improvements –With this feature, we are can search as from, to, subject, etc.
  2. Propose New Time – Propose new meeting time on appointments in calendar
  3. Account-Only Remote Wipe – Administrators can wipe only Exchange data from a user’s device.

Along with ustomers Exchange ActiveSync version 16.1, OAuth 2.0 protocol for authorization through EAS has also been incorporated to Office 365 and Outlook.com.

Apple’s Worldwide Developer Conference announced that EAS 16.1 will be supported in iOS 10.

Check your ActiveSync using https://testconnectivity.microsoft.com and see if your server/Office 365 supports the new version of ActiveSync. This can be checked in MS-ASProtocolVersions header in the OPTIONS command response.

mx.google.com gave this error: Our system has detected that this message does not meet IPv6 sending guidelines regarding PTR records and authentication

I have faced an issue for one of my client. Their emails are found as rejected by google and gave the NDR as follows

mx.google.com rejected your message to the following email addresses:

name@gmail.com (name@gmail.com)
Your message wasn’t delivered due to a permission or security issue. It may have been rejected by a moderator, the address may only accept email from certain senders, or another restriction may be preventing delivery.

mx.google.com gave this error:
[IPV6 Address] Our system has detected that this message does not meet IPv6 sending guidelines regarding PTR records and authentication. Please review https://support.google.com/mail/?p=ipv6_authentication_error for more information. j9si5063852wjt.128 – gsmtp 

Diagnostic information for administrators:

Generating server: exch01.domain.local

name@gmail.com
mx.google.com
Remote Server returned ‘550-5.7.1 [2002:d925:6c3::d925:6c3] Our system has detected that this message 550-5.7.1 does not meet IPv6 sending guidelines regarding PTR records and 550-5.7.1 authentication. Please review 550-5.7.1 https://support.google.com/mail/?p=ipv6_authentication_error for more 550 5.7.1 information. j9si5063852wjt.128 – gsmtp’

Solution

Go to the portal http://whatismyv6.com/ and find the IPV6 address. Create a AAAA record in your public DNS for ‘mail’ record with value as the IPV6 address.

That’s it !

Top 10 migration problems LepideMigrator for Exchange solves

I wanted to share some useful tips on resolving migration problems LepideMigrator for Exchange solved for me !

More and more organizations are looking to migrate to Office 365 or the Cloud but they often run into problems when it comes to actually executing it. I am listing out the top ten of the most common problems businesses may encounter before, during and after the migration and how Lepide Exchange Migrator can help you overcome them.

 1.     Technical complexities

Exchange migrations can be complex due to a number of reasons: cross-forest and double-hop migration scenarios, heavy migration load, lack of resources or technically adept people, migration deadlines and the desire to minimize office downtime. Lepide Migrator allows you to migrate to Exchange in any of these scenarios and can run without manual intervention so that business processes remain uninterrupted.

2.     Knowing how the migration will go before you start

You may know your network speed and the amount of data you have to migrate, but knowing this does not mean you know how long the migration will take. Without knowing this you are likely to struggle when meeting deadlines due to not being able to effectively deploy resources. Lepide Migrator for Exchange conducts pre-migration analysis in order to calculate the approximate time the migration will take.

3.     Inadequacy of native migration methods

Native migration features vary according to the version of Exchange. In general, they do not allow for complex migration scenarios and do not ensure seamless continuity of email communication in the new environment. Microsoft also doesn’t provide technical support for migrations. Lepide Migrator provides advances features that are not available natively, including in-depth alerting and reporting to track the progress of your migration from start to finish.

4.      Shortage of resources

Without the right resources the migration could take an extremely long time to complete, or even fail altogether. Sometimes, Exchange administrators lack the skills to execute the complex migrations. Lepide Migrator is a simple, user-friendly solution that allows administrators to spread the migration load across multiple systems.

5.     Hassles of manual migration management

Performing a migration manually will require time and attention. If this is done during office hours it can affect the day-to-day work of your employees. With Lepide Migrator you can schedule the migration to run at any time to suit you. It will run automatically so there is no need to worry about downtime.

6.     Inability to migrate everything

Native Migration tools make it difficult to migrate folder permissions, meta data and the properties of mailboxes and public folders. Lepide Migrator migrates everything to leave you with one less thing to worry about.

7.     Errors and disruptions

Errors can be caused by database mounting issues, server connectivity issues, mailbox accessibility issues and mailbox corruption. Inaccessibility of public folders after the migration is also a common issue. Lepide Migrator deals with these errors as they arise to decrease disruptions.

8.     Lack of control over the migration process

Once the migration has started, administrators may want to pause or end it before it has completed. They may also want to know the status of the migration to anticipate any potential errors that may arise. This is not possible to do with native migration tools, but our solution will provide you with reports and alerts at every stage and will allow you to pause or end the migration at any time.

9.     Unavailability of selective migration features

Many organizations want to migrate data selectively so as to save space, time and effort. But it is difficult to filter the content of mailboxes and mailbox folders. Also, it is difficult to remove duplicate items from public folders prior to the migration. Lepide Migrator makes all this possible.

10. End-users get impacted

During and after the migration, end users may face a lot of challenges. Information available on one server (calendar entries, invitations, schedules, contacts) may not be available on the other and vice versa. After the migration, there may be delays in providing permissions to access mailboxes and public folders. Outlook profiles may also have to be created from scratch. Lepide Migrator migrates everything including folder permissions and Outlook profiles/rules to ensure the least impact on the end user.

Summary

There are numerous problems you may encounter during Exchange migrations if you attempt to perform them manually. LepideMigrator for Exchange should help you to overcome these problems by providing you with a user-friendly, scalable and fully automated solution.

Exchange Admin Center (EAC) or Exchange Control Panel (ECP) error ‘Access Denied’

When you try to log on to Exchange Admin Center (EAC) or Exchange Control Panel (ECP), you receive an error message that resembles the following:

2898912Analysis of the issue

Run the following cmdlet and see if the mailbox shows the error is listed on the result:

Get-Mailbox -ResultSize Unlimited | Where { $_.RoleAssignmentPolicy -like $null}

Solution

Assign the ‘Default Role Assignment Policy’ to all the mailboxes in the list:

Get-Mailbox -ResultSize Unlimited | Where { $_.RoleAssignmentPolicy -like $null} | Set-Mailbox –RoleAssignmentPolicy “Default Role Assignment Policy”

IMAP issue: The certificate couldn’t be validated because SSL negotiation wasn’t successful

I have used a registry fix to work on an IMAP issue of one of my client. The following error message I have found when I use Microsoft Remote Connectivity Analyzer

The certificate couldn’t be validated because SSL negotiation wasn’t successful

The fix:

Go to the following registry settings:

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\ExchangeServer\v15\ServerComponentStates\ImapProxy Functional

Change the existing value from 1:0:635797425487970123

to

1:1:635797425487970123

Restart the IMAP windows services and you are done !

 

The WS-Management service cannot process the request. The load quota for the system has been exceeded. Send future requests at a slower rate or raise the system quota

Issue: When I open Exchange PowerShell, I have seen that PowerShell is not able to connect properly and displaying the following error message:

New-PSSession : [EXCHANGESERVER.DOMAIN.LOCAL] Connecting to remote server EXCHANGESERVER.DOMAIN.LOCAL failed with the following error message : The WS-Management service cannot process the request. The load quota for the system has been exceeded. Send future requests at a slower rate or raise the system quota. For more information, see the
about_Remote_Troubleshooting Help topic. At line:1 char:1
+ New-PSSession -ConnectionURI “$connectionUri” -ConfigurationName Microsoft.Excha …
+ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
    + CategoryInfo          : OpenError: (System.Manageme….RemoteRunspace:RemoteRunspace) [New-PSSession], PSRemotin
   gTransportException
    + FullyQualifiedErrorId : -2144108120,PSSessionOpenFailed

Resolution: Go to IIS Management -> Application Pools ->MSExchangePowerShellAppPool

Click Recycle to recycle the pool

Done ! Try to open the PowerShell again and the issue should be resolved !

There is a pending reboot from a previous installation of a Windows Server role or feature. Please restart the computer and then run Setup again

I was trying to install Microsoft Exchange Server 2013 Cumulative Update 9 today. During the Rediness check, it reported the issue “There is a pending reboot from a previous installation of a Windows Server role or feature. Please restart the computer and then run Setup again“. I thought it is a normal behavior as I just extended the drive etc. and definitely want to go for a restart. But, even after the restart also, it showed the same issue. Microsoft references says to check for corresponding registry entries and to edit/delete those as explained here: https://technet.microsoft.com/en-us/library/cc164360(v=exchg.80).aspx. But this was not really helpful as I was not able to find the exact registry entries as they mentioned.

Finally, I found the solution in the following way. This is also referred on a registry entry creation:

1. Go to HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Updates

2. Create a DWORD (32-Bit) Value  named as UpdateExeVolatile and set the value as 0

3. Exit Registry Editor and you are done

After performing the above steps, the Rediness Check doesn’t found the issue as it reported previously and was able to install the CU9 sucessfully

Are you fed up with the VHDX disk expansion?

Here is a free solution from Systola I used to make VHDX disk expansion life easier.

It’s a common requirement always to increase the disk size, when you want to create more Exchange Databases in a vhdx based disk or a temporary space requirement during your database defragmentation/mailbox move etc.

Traditional method in a Hyper-V environment is go to the VM properties and set the expansion size and wait for hours and hours !! (If you want to expand in TBs)

3

Most of the production infrastructures won’t be in a position to give such kind of downtime of the live system. In my case, it was expected to have 20Hours of downtime for a 10TB expansion !!!.

How about, anything which can do the task in seconds 🙂 How the tool achieve this kind of miracle is as they mentioned: ‘This tool did not zero-out the new disk, thus it was lightning fast even while creating multi-gigabyte and terabyte-sized VHDs’. If you can afford this condition, go and download vhdxtool.exe:

I actually followed the method as below:

  • Shutdown the Virtual Machine with vhdx disk you wish to expand.
  • Expand the LUN at your storage. It can be EMC or a local disk
  • From the Hyper-V owner node, refresh disk management to show the added space.
  • Right-click the volume and extend to allocate the added space to the current volume.
1
  • Go to the folder in which you extracted the tool (Eg:C:\vhdxtool\vhdxtool.exe)
  • On the owner node, open PowerShell in Administrator mode and run “C:\vhdxtool\vhdxtool.exe extend -f <path to vhdx file> -s <new disk size>”. When you are working with huge TBs, it can expand the Block Allocation Table too. Otherwise, you can’t be able to see the additional message.
2
  • Power on the Virtual Machine
  • On the disk management console of the Virtual Machine , make sure that you got the disk expanded. If it’s not, you may want to expand it from there again (Some Hyper-V phenomenon when you use the disk as shared). Right-click the volume and extend to allocate the added space to the current volume.

So, let’s make our life easier with SYSTOLA’s vdhxtool. Thanks SYSTOLA 🙂

VSS Error 0x80042304: The volume shadow copy provider is not registered in the system

I wanted to share the resolution I found for the issue reported by VSS of a Windows Server 2008 R2. The error showed as ‘Initialization Failed. Error 0x80042304: The volume shadow copy provider is not registered in the system’ when I see the VSS tab of the drive properties as below:

vss

I have seen various articles showing the resolution as re-registering the VSS dll files and none of the method helped in the resolution !

Finally, I checked the corresponding registry keys associated with VSS on a different server and found that there are some missing fields in the server which reported the issue. The registry keys associated are found at: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\services\VSS\Providers.

The Registry values should looks like as follows and on the problematic server the values under ‘Provider’ was shown as empty:

vss1

Finally, I sorted out the issue by adding the missing values: If you come across similar issue, you are advised to follow the similar way. I copied the following value in a .reg file and exported to the server reported issue and that fixed my issue

[HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\services\VSS\Providers\{b5946137-7b9f-4925-af80-51abd60b20d5}]
@=”Microsoft Software Shadow Copy provider 1.0″
“Type”=dword:00000001
“Version”=”1.0.0.7”
“VersionId”=”{00000001-0000-0000-0007-000000000001}”

[HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\services\VSS\Providers\{b5946137-7b9f-4925-af80-51abd60b20d5}\CLSID]
@=”{65EE1DBA-8FF4-4a58-AC1C-3470EE2F376A}”

Happy to see the result of the solution as follows 🙂

vss3