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Exchange Server 2010 : OWA (part 1) - Configure File Access and WebReady Document Viewing & Segmentation Settings

3/29/2011 3:49:37 PM

1. Configure File Access and WebReady Document Viewing

One of the most common uses of email is for the sending and receiving of attachments. Although many people include attachments with their email messages, in some environments it is also common to forward a link to a file hosted on a file share or within a SharePoint library, especially when the size of the file exceeds the maximum amount allowed for attachments. You can configure OWA to either allow or deny users access to email attachments hosted within SharePoint libraries or on Windows file shares. You can also configure OWA to use WebReady document viewing, which allows users to view documents on their web browser rather than in the associated application. Exchange allows you to differentiate this access on the basis of whether users have indicated that they are accessing OWA using a public or a private computer. File access and WebReady document viewing can be configured on a per OWA mailbox policy basis using the EMC or the Set-OWAMailboxPolicy cmdlet or by configuring the properties of the OWA virtual directory using the EMC or the Set-OWAVirtualDirectory cmdlet. You enable direct file access and WebReady document viewing on both the Public and the Private Computer File Access tabs of either an OWA mailbox policy or the OWA website, as shown in Figure 1.

You can configure the specifics of direct file access on the Direct File Access Settings page, as shown in Figure 2. These settings allow you to specify whether a user can access a document without having to save the document locally. You can specify a list of files the user can always open by populating the allow list, you can specify those files the user can open after saving locally by populating the force save list, and you can populate the list of file types that the user is unable to open by populating the block list. The block list overrides the force save list, and the allow list overrides both the other lists. You can also set how OWA treats files of types not specified on any other the other lists, either blocking, forcing them to be saved, or allowing them to be opened.

Figure 1. Configure private file access


Figure 2. Direct file access settings


WebReady document viewing allows OWA users to view file attachments in their browser rather than by having to open those attachments in an associated application. This can be very useful when the OWA user is using a computer that does not have the latest application software installed or is using a web terminal at an Internet café or is using an Internet access device that does not have a Microsoft operating system. You can configure WebReady Document viewing so that a user must view its documents using WebReady if a converter is available. You can configure the available converters on the WebReady Document Viewing Settings dialog box, as shown in Figure 3.

Figure 3. WebReady document viewing settings



Note:

MANAGING FILE AND DATA ACCESS IN OWA

To learn more about managing file and data access for Outlook Web App, consult the following TechNet link: http://technet.microsoft.com/en-us/library/bb124731.aspx.



2. Segmentation Settings

Segmentation settings in an OWA mailbox policy allow administrators to configure which features will be available to users when they connect to OWA. For example, you could use segmentation settings to block access to the Calendar or use it to restrict users from being able to change their password when connected through OWA. Segmentation settings are configured on the Segmentation tab of an OWA mailbox policy’s properties, as shown in Figure 4, or through the use of appropriate parameters in the Set-OWAMailboxPolicy cmdlet. By default, all features listed on the Segmentation tab are enabled. You can also configure these settings using the Set-OwaVirtualDirectory cmdlet or by configuring the Segmentation tab on the OWA website properties.

Figure 4. OWA mailbox policy segmentation


You can enable or disable the following features through Segmentation settings:

  • Exchange ActiveSync Integration This feature allows users to manage mobile phones linked to their Exchange mailbox, including remote device wipe, and view mobile device password.

  • All Address Lists This feature allows the user to view all address lists or, if disabled, limits them to the default global address list.

  • Calendar Allows calendar to be viewed from OWA.

  • Contacts Allows contacts to be viewed from OWA.

  • Journal Allows Journal to be viewed from OWA.

  • Junk E-Mail Filtering Allows junk email to be filtered through OWA.

  • Reminders and Notifications When enabled, users receive new email notifications, calendar, and task reminders.

  • Notes Allows notes to be viewed when connected to OWA.

  • Premium Client Allows the premium version of OWA to be used.

  • Search Folders Allows Exchange search folders, created in Outlook, to be visible in OWA.

  • E-Mail Signature Allows users to customize their email signature.

  • Spelling Checker Allows users to check their spelling on OWA.

  • Tasks Allows users to access Tasks from OWA.

  • Theme Selection Allows users to change their color scheme.

  • Unified Messaging Integration Allows users to access voice mail and faxes through OWA.

  • Change Password Allows users to change their password.

  • Rules Allows users to customize rules.

  • Public Folders Allows users to access public folders through OWA.

  • S/MIME Allows users to read and compose signed and encrypted messages through OWA.

  • Recover Deleted Items Allows users to view items that have been deleted from deleted items using OWA.

  • Instant Messaging Allows users to access instant messaging if users have access to this functionality.

  • Text Messaging Allows users to access text messages if users have access to this functionality.

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