Setting Up New Users on an On-Premises Exchange Server

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When managing an on-premises Exchange Server internally, administrators have full control over adding users, configuring login settings, and handling other Exchange and Active Directory tasks. Here are instructions for adding new users for Outlook and configuring login information with the correct domain name.

Prerequisites

Ensure that you have:

1. Administrator access to both Active Directory (AD) and Exchange Server.
2. Installed Exchange Admin Center (EAC) and Exchange Management Shell (EMS).

Step 1: Adding a New User in Active Directory (AD)

1. Open Active Directory Users and Computers:
   • Press Windows Key + R, type dsa.msc, and press Enter.
2. Create a New User:
   • Right-click on the Organizational Unit (OU) where you want the user to be added, like "Users," and select New > User.
3. Enter User Details:
   • Fill in the following fields:
     • First Name and Last Name
     • User Logon Name: This is the user’s primary login and email prefix (e.g., jdoe for jdoe@yourdomain.com).
     • Domain: Confirm the domain suffix matches your organization’s domain (e.g., yourdomain.com or internal yourdomain.local).
4. Set Password:
   • Assign a temporary password for the user and select User must change password at next login.
5. Complete Setup:
   • Click Next and Finish to create the new user account.

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Step 2: Assign an Exchange Mailbox to the New User

1. Log in to Exchange Admin Center (EAC):
   • Open a web browser and go to https://<ExchangeServer>/ecp (replace <ExchangeServer> with your Exchange Server's hostname or IP address).
   • Sign in with Exchange Administrator credentials.
2. Create a Mailbox:
   • In the EAC, navigate to Recipients > Mailboxes.
   • Click + (Add) and select User Mailbox.
3. Link the Mailbox to the AD User:
   • Choose Existing user.
   • Find and select the newly created user from the list.
   • Click Save to create the mailbox.

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Step 3: Set Up User Login and Web Access Link

1. Verify Domain and User Principal Name (UPN):
   • Ensure the user’s UPN (User Principal Name) in Active Directory is in the format username@yourdomain.com, as this will be their login for Outlook Web Access (OWA).
   • You can set or confirm the UPN by opening Active Directory Users and Computers > Right-click the user > Properties > Account tab.
2. Provide the OWA Web Link:
   • Your internal OWA link will generally follow this format: https://<ExchangeServer>/owa
   • Share this link with users as the URL for accessing Outlook on the Web.

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Step 4: Test the User Login in Outlook Web Access (OWA)

1. Access the OWA Link:
   • Open a web browser and navigate to the OWA link you shared (e.g., https://exchange.yourdomain.com/owa).
2. Login Using the User Credentials:
   • The user should enter their email or UPN (e.g., jdoe@yourdomain.com) and their password.
   • If this is their first time logging in, they may need to set a new password.
3. Verify Access:
   • The user should see the Outlook Web Access interface, where they can send and receive emails.

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Important Notes

• SSL Certificate: Ensure your Exchange Server uses a valid SSL certificate to avoid security warnings in browsers when accessing OWA.
• Internal vs. External Access: If users need access outside the local network, configure proper DNS and firewall settings for external access to OWA.
• AutoDiscover: Ensure the AutoDiscover service is configured to allow easy configuration for users accessing OWA or setting up Outlook on other devices.

Following these steps, you’ll have users set up and able to access Outlook via the web link for internal Exchange Server configurations.