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Chapter 12. Collaboration
12.1. User Accounts
User accounts should be set up for each person in your organization. A user account includes separate, password-protected e-mail
and file storage areas.
If this is the first time you are setting up user accounts for your organization, you will need to establish what your naming convention
will be. Let’s assume you’ve decided that the account name should consist of first initial and last name. So, if you have an employee
named Fred Frog, Fred’s user account would be "ffrog". Assuming your domain name is tofu-dog.com, Fred’s e-mail address would
be "ffrog@tofu-dog.com". Fred’s file directory on the server would also be named "ffrog". There are some basic rules built into the
server as to what constitutes a valid account name. The account name must contain only lower-case letters and numbers and should
start with a lower-case letter (not a number).
User account names are limited to twelve characters to maintain consistency with various versions of Windows. Longer names can
be created for e-mail through the Pseudonyms panel. For your information, pseudonyms of "firstname.lastname" and
"firstname_lastname" are automatically created for each account.
In the "User Accounts" section of the server manager, you will see a list of your current accounts. If you haven’t already created any
accounts, select "Click here" and fill in the requested information - the account name (the part of the e-mail address that comes
before "@"), the person’s name, address, department, company and phone number. As a convenience, the defaults that you entered in
the "Directory" section of the server manager appear each time you create a new account. You can, if necessary, modify the
information for each user as you create the account.
From the list of user accounts, you can easily modify or remove a user account (by clicking on "modify" or "remove" next to the user
name) or set the user’s password. User accounts are locked out and cannot be used until you set the initial password for each
account. As a reminder of this, user accounts appear in red until the password is changed. (In the example shown here, the
administrator has not yet changed the password for user "Sally Salmon").
Note: If you want someone to have an e-mail address at your company, but want the messages forwarded to another external
e-mail address, you can create the user account but set the e-mail delivery option in the user account to Forward to address below
and enter the external address. If you leave the user account locked out, the user will not be able to access services on your
server, but the e-mail will be delivered to the external e-mail address.
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