As a Microsoft Exchange administrator, you need to know how to configure and maintain Exchange clients. With Microsoft Exchange Server 2003 you can use any mail client that supports standard mail protocols. Some of the clients you can use include the following:
Microsoft Office Outlook 2003
Microsoft Outlook Express
Microsoft Outlook for the Mac
Microsoft Outlook Web Access
For ease of administration you’ll want to choose a specific client for on-site users as a standard and supplement it with a specific client for off-site or mobile users. The on-site and off-site clients can be the same. I recommend focusing on Outlook Express, Outlook 2003, and Outlook Web Access. Each client supports a slightly different set of features and messaging protocols, and each client has its advantages and disadvantages, including the following:
With Outlook 2003, you get a full-featured client that on-site, off-site, and mobile users can use. Outlook 2003 is part of the Microsoft Office system of applications and is the only mail client spotlighted here that features full support for the latest messaging features in Exchange Server. Outlook 2003 is more difficult to configure than Outlook Express, but corporate and workgroup users often need its rich support for calendars, scheduling, and e-mail management.
With Outlook Express, you get a lightweight client that’s best suited for offsite or mobile users. Outlook Express is freeware that is available with Microsoft Internet Explorer. Although Outlook Express supports standard messaging protocols, the client doesn’t support calendars, scheduling, voice mail, or key messaging features of Exchange Server. It is, however, fairly easy to configure.
With Outlook Web Access, you get a mail client that you can access securely through a standard Web browser. With Internet Explorer 5.0 or later, Outlook Web Access supports most of the features found in Outlook 2003, including calendars, scheduling, and voice mail. With other browsers the client functionality remains the same, but some features, such as voice mail, might not be supported. You don’t need to configure Outlook Web Access on the client, and it’s ideal for users who want to access e-mail while away from the office.
Outlook 2003 is the most common Exchange client for corporate and workgroup environments. With the introduction of remote procedure call (RPC) over Hypertext Transfer Protocol (HTTP), which eliminates the need for a virtual private network (VPN) to access Exchange Server over the Internet, Outlook 2003 might also be your client of choice for off-site and mobile users. The catch with RPC over HTTP is that the technology requires a complicated back-end configuration and is only supported when Exchange Server 2003 is running on Microsoft Windows Server 2003.
Outlook Express and Outlook Web Access, on the other hand, aren’t designed for corporate users and are really meant for off-site or mobile users. Both clients are easy to configure and require relatively little back-end configuration. In fact, Exchange Server can be configured quickly and easily to work with these clients.
This chapter shows you how to manage Outlook 2003 and Outlook Express. Chapter 3, looks at using Outlook 2003 with RPC over HTTP and Outlook Web Access.
You can install both Outlook 2003 and Outlook Express as clients on a user’s computer. The following sections look at these topics:
Configuring Outlook 2003 and Outlook Express mail support for the first time
Configuring Outlook 2003 for Exchange Server
Adding Internet mail accounts to Outlook 2003 and Outlook Express
Reconfiguring Outlook 2003 mail support
Setting advanced mail options
You can install Outlook 2003 as a stand-alone product or as part of Office 2003. If another e-mail application is already installed on the computer, you’ll have the opportunity:
Upgrade. Select Upgrade From, choose the e-mail program to upgrade from, such as Outlook Express, and then click Next to start the Internet Connection Wizard. Afterward proceed through the steps as discussed in the section of this chapter entitled, "Configuring Outlook Express for the First Time." When you finish, you’ll be able to import existing e-mail, contacts and other information into Outlook by clicking Yes when prompted. Keep in mind you are configuring a POP3, IMAP4 or HTTP server configuration rather than a direct connection to Exchange Server and you will probably need to reconfigure the mail account to connect directly to Exchange Server after you complete the upgrade and import process.
Not Upgrade. Select Do Not Upgrade and then click Next to go right to the Yes/No prompt discussed below. You can then configure the user to connect directly to Exchange, POP3, IMAP4, HTTP or other server types. You will not, however, have the opportunity to import existing e-mail, contacts or data. This data will be available only in the previously configured e-mail program.
If no other e-mail application is installed on the computer, you won’t get the import option. Instead, during installation of the stand-alone product—or the first time you run Outlook that was installed with Office 2003—you’ll be prompted to configure Outlook to connect to a Microsoft Exchange Server, Internet e-mail, or other e-mail server. If you click Yes, you’ll have the following options:
Microsoft Exchange Server. Connect directly to Exchange Server; best for users who are connected to the organization’s local area network (LAN). Users will have full access to Exchange Server. If users plan to connect to Exchange Server using RPC over HTTP, this is the option to choose as well.
POP3. Connect to Exchange or another Post Office Protocol 3 (POP3) e-mail server through the Internet; best for users who are connecting from a remote location, such as home or a remote office, using dial-up or broadband Internet access. With POP3, users can download e-mail but cannot synchronize mailbox folders.
IMAP. Connect to Exchange or another Internet Message Access Protocol (IMAP) e-mail server through the Internet; best for users who are connecting from a remote location, such as home or a remote office, using dial-up or broadband Internet access. With IMAP, users can download e-mail and also synchronize mailbox folders.
HTTP. Connect to an HTTP e-mail server, such as Hotmail, through the Internet; best as an additional e-mail configuration option. Here, users can have an external e-mail account with a Web-based e-mail service that they want to check in addition to corporate e-mail.
Additional Server Types. Connect to a third-party mail server. If your organization has multiple types of mail servers, including Exchange Server, you’ll probably want to configure a connection to Exchange Server first and then add additional e-mail account configurations later.
The sections that follow detail how you can configure Outlook 2003 to connect to Exchange, Internet e-mail, and other e-mail servers.
The steps you follow to configure Outlook 2003 to connect to Exchange Server are as follows:
Click Yes when prompted to configure Outlook to connect to a Microsoft Exchange Server, Internet e-mail, or other e-mail server. Then, as shown in Figure 2-1, select Microsoft Exchange Server as the server type to use with Outlook 2003. Click Next.
In the Microsoft Exchange Server field, type the host name of the mail server, such as mailer1. You can also enter the fully qualified domain name of the mail server, such as mailer1.adatum.com. Using the full domain name can help ensure a successful connection when the mail server is in a different domain or forest.
In the User Name field, enter the user’s domain logon name or domain user name, such as Williams or William Stanek. Click Check Name to confirm that you’ve entered the correct user name for the mailbox.
In most cases, you’ll want to store a local copy of the user’s e-mail on his or her computer. If this is the case, click Next to continue. If the computer has limited hard drive space, if it is a temporary computer, or if the user has several different computers that he or she uses for e-mail, you might not want to store a local copy of the user’s mail on the computer. In this case, clear the Use Local Copy Of Mailbox check box and then click Next.
When you click Finish, Outlook configures itself and generates a Welcome message for the user. If the user also wants to connect to POP3, IMAP, or HTTP e-mail servers, follow the steps listed in the section of this chapter entitled "Adding Internet Mail Accounts to Outlook 2003 and Outlook Express."
The steps for configuring Outlook 2003 to use Internet e-mail or other e-mail servers are as follows:
Click Yes when prompted to configure Outlook to connect to a Microsoft Exchange Server, Internet e-mail, or other e-mail server. Before clicking Next, select the e-mail server type:
POP3 is used to check mail on an e-mail server and download the mail to the user’s inbox. The user can’t access private or public folders on the server. By using advanced configuration settings, the user can elect to download the mail and leave it on the server for future use. By leaving the mail on the server, the user can check mail on a home computer and still download it to an office computer later.
IMAP is used to check mail on an e-mail server and download message headers. The user can then access each e-mail individually and download it. Unlike POP3, IMAP has no option to leave mail on the server. IMAP also lets users access public and private folders on an Exchange server. It is best suited for users who have a single computer, such as a laptop, that they use to check mail both at the office and away from it.
HTTP is used to connect to an HTTP e-mail server, such as Hotmail, through the Internet; best as an additional e-mail configuration option. Here, users might have an external e-mail account with a Web-based e-mail service that they want to check in addition to corporate e-mail.
Under User Information, type the name that will appear in the From field of outgoing messages for this user, such as William Stanek, and then type the e-mail address of the user. Be sure to type the e-mail alias as well as the server name, such as <[email protected]>.
Under Logon Information, type the user’s e-mail logon name and password or have the user type this information. For some mail servers, you might need to enter the name of the domain as well. With POP3 and IMAP, you type this information in the form domaine-mail_alias, such as technologywilliams. In some cases, you might need to type this information in the form domain/e-mail_alias, such as technology/williams.
If you selected POP3 or IMAP, you must enter the fully qualified domain name for the incoming and outgoing mail servers. Although these entries are often the same, some organizations have different incoming and outgoing mail servers. If you are not certain of your fully qualified domain name, contact your network administrator.
If you selected HTTP, you can select the HTTP mail service provider as MSN, Hotmail, or Other. With the Other option, you must enter the Uniform Resource Locator (URL) to the main e-mail page of the HTTP service, such as http://mail.yahoo.com/.
For security, you might want to select Log On Using Secure Password Authentication. This option ensures that passwords aren’t passed as clear text over the Internet and that some form of encryption is used.
Check the account settings by clicking Test Account Settings. If you’ve configured e-mail properly, Outlook should be able to successfully send a test message. Be sure that all steps pass. Click Close.
Click Next and then click Finish to complete the configuration.
Tip
If you configure Outlook to use an Internet e-mail or other e-mail server and later need to connect directly to Exchange, you’ll need to reconfigure mail support. See the section of this chapter entitled "Configuring Outlook 2003 for Exchange."
When you install Internet Explorer you have the option of installing Outlook Express as well. Outlook Express runs the Internet Connection Wizard the first time the application is started. You configure the user’s Internet connection for startup by completing the following steps:
In the Display Name field, type the name that will appear in the From field of outgoing messages for this user, such as William Stanek. Click Next.
Type the e-mail address of the user. Be sure to type the e-mail username as well as the domain name, such as <[email protected]>. Click Next.
As shown in Figure 2-2, select the type of protocol to use for the incoming mail server as POP3, IMAP, or HTTP. The advantages and disadvantages of these protocols are as follows:
POP3 is used to check mail on an e-mail server and download the mail to the user’s inbox. The user can’t access private or public folders on the server. By using advanced configuration settings, the user can elect to download the mail and leave it on the server for future use. By leaving the mail on the server, the user can check mail on a home computer and still download it to an office computer later.
IMAP is used to check mail on an e-mail server and download message headers. The user can then access each e-mail individually and download it. Unlike POP3, IMAP has no option to leave mail on the server. IMAP also lets users access public and private folders on an Exchange server. It is best suited for users who have a single computer, such as a laptop, that they use to check mail both at the office and away from it.
HTTP is used to connect to an HTTP e-mail server, such as Hotmail, through the Internet; best as an additional e-mail configuration option. Here, users might have an external e-mail account with a Web-based e-mail service that they want to check in addition to corporate e-mail.
If you select POP3 or IMAP, you must enter the fully qualified domain name for the incoming and outgoing mail servers. Although these entries are often the same, some organizations have different incoming and outgoing mail servers. If you are not certain of your fully qualified domain name, contact your network administrator. Click Next.
If you select HTTP, you can select the mail service provider as MSN, Hotmail, or Other. With the Other option, you must enter the URL to the main e-mail page of the HTTP service, such as http://mail.yahoo.com/. Click Next.
Type the account name and password for the user or have the user type this information. The account name is usually the same as the e-mail username. For some mail servers, however, you might need to enter the name of the domain as well. You type this information in the form domaine-mail_alias, such as technologywilliams. In some cases, you might need to type this information in the form domaine-mail_alias, such as technology/williams.
For security, you might want to select Log On Using Secure Password Authentication. This option ensures that passwords aren’t passed as clear text over the Internet and that some form of encryption is used. Click Next.
Click Next and then click Finish to complete the configuration. If other e-mail applications are configured on the computer, the Outlook Express Import wizard is started and you have the option of importing the user’s messages and address book. Be careful, because the import process deletes the user’s mailbox from Outlook 2003.
If you didn’t configure Outlook 2003 to use Exchange Server the first time it was started, don’t worry: you can change the Outlook configuration to use Exchange. It does take a bit of extra work, however.
To get started, you need to close Outlook if it is started and then run the Mail utility in Control Panel. If Control Panel is in Category View, click Switch To Classic View and then double-click Mail. Otherwise, simply double-click Mail. Then follow these steps to configure Outlook 2003 to use Exchange:
In the Mail Setup–Outlook dialog box, click E-mail Accounts. This starts the E-Mail Accounts Wizard.
Select Add A New E-Mail Account and then click Next.
Select Microsoft Exchange Server and then click Next.
In the Microsoft Exchange Server field, type the host name of the mail server, such as mailer1. You can also enter the fully qualified domain name of the mail server, such as mailer1.adatum.com. Using the full domain name can help ensure a successful connection when the mail server is in a different domain or forest.
In the User Name field, enter the user’s domain logon name or domain user name, such as Williams or William Stanek. Click Check Name to confirm that you’ve entered the correct user name for the mailbox.
In most cases, you’ll want to store a local copy of the user’s e-mail on his or her computer. If this is the case, click Next to continue. If the computer has limited hard drive space, if it is a temporary computer, or if the user has several different computers that he or she uses for e-mail, you might not want to store a local copy of the user’s mail on the computer. In this case, clear the Use Local Copy Of Mailbox check box and then click Next.
Click Finish to close the E-Mail Accounts Wizard and then click Close in the Mail Setup–Outlook dialog box.
Start Outlook 2003. If you elected to use a local copy of the user’s mailbox, Outlook begins creating this local copy. The creation process can take several minutes.
Both Outlook 2003 and Outlook Express allow you to retrieve mail from multiple servers. For example, you could configure Outlook to check mail on the corporate Exchange server, a personal account on Earthlink, and a personal account on Hotmail.
You add Internet mail accounts to Outlook 2003 by completing the following steps:
Display the E-Mail Accounts dialog box by selecting Tools, E-Mail Accounts.
Select Add A New E-Mail Account and then click Next.
Select the e-mail server type as POP3, IMAP, or HTTP and then click Next.
Follow Steps 2 through 8 outlined previously in the section of this chapter entitled, "First-Time Configuration: Connecting to Internet E-Mail or Other E-mail Servers."
With Outlook Express, you add Internet mail accounts by completing the following steps:
Select Accounts from the Tools menu. In the Internet Accounts dialog box, click Add, and then select Mail. This starts the Internet Connection Wizard.
Follow the steps outlined previously in the section of this chapter entitled "Configuring Outlook Express for the First Time."
When you first configure Outlook 2003 on a computer, you can configure it to connect to a Microsoft Exchange Server, Internet e-mail, or other e-mail server. You can change this e-mail configuration at any time by completing the following steps:
Start Outlook 2003, and then select Tools, E-Mail Accounts.
In the E-Mail Accounts dialog box, select View Or Change Existing E-Mail Accounts and then click Next.
As Figure 2-3 shows, the currently configured accounts are listed in the order in which e-mail is processed. The e-mail account listed first is the primary or default account for sending e-mail. Further, incoming and outgoing mail for this account is processed before mail for other accounts.
To change the default account for sending mail, select the account you want to use as the default and then click Set As Default. This effectively reconfigures Outlook 2003 to use the designated e-mail server as its primary e-mail server.
To change the settings of an e-mail account, click Change, make any edits necessary, and then click Next.
To remove an e-mail account, click Remove and then click Yes when prompted to confirm the action.
Click Finish when you are done reconfiguring Outlook mail support.
If the user connects to an Internet e-mail server, an advantage of POP3 is that it lets the user leave mail on the server. By leaving the mail on the server, the user can check mail on a home computer and still download it to an office computer later.
With Outlook 2003, you can configure POP3 accounts to leave mail on the server by completing the following steps:
Start Outlook 2003 and then select E-Mail Accounts from the Tools menu.
In the E-Mail Accounts dialog box, click Next. After you select the POP3 mail account you want to modify, click Change.
Click More Settings to display the Internet E-Mail Settings dialog box.
In the Internet E-Mail Settings dialog box, select the Advanced tab, as shown in Figure 2-4.
Use the Delivery options to configure how and when mail should be left on the server. To enable this option, select the Leave A Copy Of Messages On The Server check box. The additional options depend on the client configuration. Options you might see include the following:
Remove From Server After N Days. Select this option if you’re connecting to an Internet service provider (ISP) and want to delete messages from the server after a specified number of days. By deleting ISP mail periodically, you ensure that your mailbox size doesn’t exceed your limit.
Remove From Server When Deleted From "Deleted Items". Select this option to delete messages from the server when you delete them from the Deleted Items folder. You’ll see this option with Internet Only Outlook 2003 configurations.
Click OK when you’ve finished changing the account settings.
Click Next and then click Finish.
With Outlook Express 2003, you can configure POP3 accounts to leave mail on the server by completing the following steps:
Start Outlook Express, and then select Accounts from the Tools menu.
Select the POP3 mail account you want to modify, and then click Properties.
In the Properties dialog box, select the Advanced tab.
Use the Delivery options to configure how and when mail should be left on the server. To enable this option, select Leave A Copy Of Messages On The Server. The additional options depend on the client configuration. Options you might see include the following:
Remove From Server After N Days. Select this option if you’re connecting to an Internet service provider (ISP) and want to delete messages from the server after a specified number of days. By deleting ISP mail periodically, you ensure that your mailbox size doesn’t exceed your limit.
Remove From Server When Deleted From "Deleted Items". Select this option to delete messages from the server when you delete them from the Deleted Items folder. You’ll see this option with Internet Only Outlook 2003 configurations.
Click OK and then click Close.
With IMAP you can check public and private folders on a mail server. This option is enabled by default, but the default settings might not work properly with UNIX mail servers.
With Outlook 2003, you can check or change the folder settings used by IMAP by completing the following steps:
Start Outlook 2003, and then select E-Mail Accounts from the Tools menu.
In the E-Mail Accounts dialog box, click Next. After you select the IMAP mail account you want to modify, click Change.
Click More Settings to display the Internet E-Mail Settings dialog box.
In the Internet E-Mail Settings dialog box, select the Advanced tab.
If the account connects to a UNIX mail server, enter the path to the mailbox folder on the server, such as ~wrstanek/mail. Don’t end the folder path with a forward slash (/). Click OK.
Click Next and then click Finish.
With Outlook Express, you can check or change the folder settings used by IMAP by completing the following steps:
Start Outlook Express, and then select Accounts from the Tools menu.
Select the IMAP mail account you want to modify and then click Properties.
In the Properties dialog box, select the IMAP tab, as shown in Figure 2-5.
If the account connects to a UNIX mail server, enter the path to the mailbox folder on the server, such as ~wrstanek/mail. Don’t end the folder path with a forward slash (/).
To automatically check for new messages in all public, private, and hidden folders, make sure the Check For New Messages In All Folders check box is selected.
To store sent items and draft messages on the IMAP server, select the Store Special Folders On IMAP Server check box and then type the name for these folders. The default names are Sent Items and Drafts, respectively.
Click OK and then click Close.
Whenever you use Outlook 2003 to connect to Exchange Server, you can use the Exchange Server Service to optimize the way mail is handled. This service has many advanced configuration and management options, including those for the following:
E-mail delivery and processing
Remote mail
Scheduled connections
Multiple mailboxes
Each of these options is examined in the sections that follow.
When Outlook 2003 uses Exchange Server, you have strict control over how e-mail is delivered and processed. Exchange mail can be delivered to one of three locations:
Server mailboxes
Local copies of server mailboxes
Personal folders
Exchange mail can be processed by any of the information services configured for use in Outlook 2003. These information services include the following:
Microsoft Exchange
Internet E-mail
Let’s look at how you use each of these delivery and processing options.
Server mailboxes are the default configuration option. With server mailboxes, new e-mail is delivered to a mailbox on the Exchange server and you can only view or receive new mail when you’re connected to Exchange. Server mailboxes are best suited for corporate users with dedicated connections and users who can remotely access Exchange through a dial-up connection or through RPC over HTTP.
With server mailboxes, you have the option of storing a local copy of e-mail on the user’s computer in addition to the e-mail stored on Exchange Server or storing e-mail only on the Exchange Server. The default configuration is to use a local copy of the user’s mailbox. In most cases, this is a good configuration. You might want to change this configuration if the user’s computer has limited hard disk space or if the user doesn’t have a dedicated computer. Another reason for changing this configuration is if the user makes use of multiple computers for e-mail and you don’t want local copies of mail stored on several different computers.
Changing the configuration doesn’t necessarily mean storing e-mail only on the server. You can also configure Outlook to download only message headers. In this configuration, the e-mail body is only downloaded from Exchange when the user opens the message.
Tip
You can think of local copies as mirror images of the user’s mailbox on Exchange Server. Local copies of Exchange mailboxes are stored in .ost files. With Microsoft Windows XP, the default location of an .ost file is %SystemDrive%\%HomePath%Local SettingsApplication DataMicrosoftOutlook where %SystemDrive% and %HomePath% are system- and user-specific environment variables. Local mailbox copies are similar to offline folders used with previous versions of Outlook. However, they are configured automatically (as long as you select Use Local Copy) and are much easier to use and manage.
To configure how server mailboxes and local copies of server mailboxes are used, complete the following steps:
Start Outlook 2003, and then select E-Mail Accounts from the Tools menu. This displays the E-Mail Accounts dialog box. Click Next.
The Deliver New E-Mail To The Following Location list shows where mail is being delivered. Select the Mailbox-username option where username is the name of the account you are logged in under to ensure mail is delivered to the Exchange Server mailbox rather than to a personal folder.
Select the Exchange mail account you want to modify and then click Change.
On the Exchange Server Settings page, click More Settings to display the Microsoft Exchange Server dialog box.
Click the Advanced tab, shown in Figure 2-6.
The Use Local Copy Of Mailbox check box should be selected by default. Clear this check box if you want to store e-mail only on the server and then skip to Step 8.
You can now configure how the local mailbox copy is used. The options are as follows:
Download Only Headers. Only message headers are downloaded to Outlook. When you open a message, the message contents are retrieved from the server.
Download Headers Followed By The Full Item. Outlook retrieves mail in two phases. Message headers are retrieved from the server first. When Outlook is finished retrieving message headers, it then retrieves the message contents.
Download Full Items. Outlook retrieves the full contents of each e-mail.
Click OK to close the Microsoft Exchange Server dialog box.
Click Next and then click Finish.
Real World
With Download Headers Followed By The Full Item, users might notice a slight delay between the time message headers and message contents are retrieved. To them it might seem Outlook is slow when they try to read their e-mail. This really isn’t the case. In fact, this configuration, in most cases, helps users be more productive. Instead of waiting for e-mails with large attachments to download, they have access to all other new messages in their mailbox.
An alternative to using server mailboxes is to use personal folders. Personal folders are stored in a file on the user’s computer. With personal folders, mail delivered to the user’s Inbox is no longer stored on the server. Users have personal folders when Outlook 2003 is configured to use Internet e-mail or other e-mail servers. Users might also have personal folders if the auto-archive feature is used to archive messages. Users can also change to personal folders rather than using server-stored e-mail, or server-stored messages with a local copy of their e-mail.
Real World
Personal folders are stored in .pst files. With Windows XP, the default location of a .pst file is %SystemDrive%\%Home- Path%Local SettingsApplication DataMicrosoftOutlook where %SystemDrive% and %HomePath% are system and user-specific environment variables. Personal folders are best suited for mobile users who check mail through dial-up connections and who might not be able to use a dial-up connection to connect directly to Exchange. Users with personal folders lose the advantages that server-based folders offer—namely, single-instance storage and the ability to have a single point of recovery in case of failure. In addition, .pst files have many disadvantages. They get corrupted frequently and on these occasions, the Inbox Repair Tool must be used to restore the file. If the hard disk on a user’s computer fails, you can only recover the mail if the .pst file has been backed up. Unfortunately, most workstations aren’t backed up regularly (if at all) and the onus of backing up the .pst file falls on the user who might or might not understand how to back up the .pst file.
You can determine the presence of personal folders using either of these techniques:
In the Outlook mail folder list, look for the Personal Folders node and related Deleted Items, Inbox, Outbox, and Sent Items folders.
Select Accounts from the Tools menu. Click Next in the E-Mail Accounts dialog box and then check the Deliver New E-Mail To The Following Location list to see if Personal Folders is listed as an option.
If personal folders aren’t available and you want to configure them, follow these steps:
Select E-Mail Accounts from the Tools menu. Click Next in the E-Mail Accounts dialog box.
On the E-Mail Accounts page, click New Outlook Data File.
Microsoft Outlook Personal Folders File (.pst) should be selected by default. Click OK.
This displays the Create Or Open Outlook Data File dialog box shown in Figure 2-7. Use this dialog box to look for an existing .pst file or to create a new one.
If you create a new .pst file, you’ll see the Create Microsoft Personal Folders dialog box. In the Name field, enter the name for the personal folders. Then, as necessary, select an encryption option and set a password on the .pst file.
Note
It is important to be aware that Exchange Server does not ship with any password recovery utility for .pst files. If a user sets a password on a .pst file and forgets it, the Exchange administrator has no way to reset it. You might find third-party vendors who make password-cracking or recovery tools, but they are not guaranteed to work and they are not supported by Microsoft.
Click OK and then click Finish. The personal folder you’ve selected or created is displayed in the Outlook folder list. You should see related subfolders as well.
If you want mail to be delivered to a personal folder, complete the following steps:
Select E-Mail Accounts from the Tools menu. Click Next in the E-Mail Accounts dialog box.
Using the Deliver New E-Mail To The Following Location drop-down list, select the Personal Folders option, as shown in Figure 2-8.
Click Finish and confirm the action by clicking OK.
Exit and restart Outlook. Outlook will now use personal folders.
Earlier in the Chapter 1, discussed how users could check multiple Internet mail accounts in Outlook 2003. You might have wondered if users could check multiple Exchange mailboxes as well—and they can. Users often need to access multiple Exchange mailboxes for many reasons:
Help Desk administrators might need access to the Help Desk mailbox in addition to their own mailboxes.
Managers might need temporary access to the mailboxes of subordinates who are on vacation.
Mailboxes might need to be set up for long-term projects, and project members need access to those mailboxes.
Resource mailboxes might need to be set up for accounts payable, human resources, corporate information, and so on.
Normally, there is a one-to-one relationship between user accounts and Exchange mailboxes. You create a user account and assign a mailbox to the account; only this user can access the mailbox directly through Exchange. To change this behavior, you must do the following:
Log on to Exchange as the owner of the mailbox.
Delegate access to the mailbox to one or more additional users.
Have users with delegated access log on to Exchange and open the mailbox.
The sections that follow examine each of these steps in detail.
Logging on to Exchange as the mailbox owner allows you to delegate access to the mailbox. Before you can log on as the mailbox owner, you must complete the following steps:
Create a domain user account for the mailbox, if one doesn’t already exist.
Log on as the user. You’ll need to know the account name and password for the domain.
Start Outlook 2003. Make sure that mail support is configured to use Exchange Server. If necessary, configure support for Exchange Server, which creates the mail profile for the user.
Once you configure Outlook to use Exchange Server, you should be able to log on to Exchange Server as the mailbox owner.
Once you’ve logged on as the mailbox owner, you can delegate access to the mailbox by completing these steps:
In Outlook 2003, choose Options from the Tools menu. Select the Delegates tab, and then click Add.
The Add Users dialog box is shown in Figure 2-9. To add users, double-click the name of a user who needs access to the mailbox. Repeat this step as necessary for other users. Click OK when you’re finished.
In the Delegate Permissions dialog box, assign permissions to the delegates for Calendar, Tasks, Inbox, Contacts, Notes, and Journal items. The available permissions are as follows:
None. No permissions
Reviewer. Grants read permission only
Author. Grants read and create permissions
Editor. Grants read, create, and modify permissions
Click OK twice. These changes take place when a user restarts Outlook.
Delegated users can access the mailbox and send mail on behalf of the mailbox owner. To change this behavior, set folder permissions as described in the section of this chapter entitled "Granting Permission to Access Folders Without Delegating Access."
The final step is to let Exchange Server know about the additional mailboxes the user wants to open. To do this, follow these steps:
Have the user who wants access to additional mailboxes log on and start Outlook 2003.
In Outlook 2003, select E-Mail Accounts from the Tools menu. Click Next in the E-Mail Accounts dialog box.
Select the Microsoft Exchange Server account and then click Change.
Click More Settings to display the Microsoft Exchange Server dialog box.
Select the Advanced tab and then click Add. Afterward, type the name of a mailbox to open. Generally, this is the same as the mail alias for the user or account associated with the mailbox. Click OK, and then repeat this step to add other mailboxes.
Click OK again.
Click Next and then click Finish. The additional mailboxes are displayed in the Outlook folder list.
When a mailbox is stored on the server, you can grant access to individual folders in the mailbox. Granting access allows users to add the mailbox to their mail profiles and work with the folder. Users can only perform tasks for which you’ve granted permission.
To grant access to folders individually, follow these steps:
Right-click the folder for which you want to grant access and then select Properties.
Select the Permissions tab, as shown in Figure 2-10.
The Name and Permission Level lists display account names and their permissions on the folder. Two special names might be listed:
Default. Provides default permissions for all users.
Anonymous. Provides permissions for anonymous users, such as those who anonymously access a published public folder through the Web.
If you want to grant users permission that differs from the default permission, click Add.
In the Add Users dialog box, double-click the name of a user who needs access to the mailbox. Click Add to put the name in the Add Users list. Repeat this step as necessary for other users. Click OK when you’re finished.
In the Name and Role lists, select one or more users whose permissions you want to modify. Afterward, use the Roles list to assign permissions or select individual permission items. The roles are defined as follows:
Owner. Grants all permissions in the folder. Users with this role can create, read, modify, and delete all items in the folder. They can create subfolders and change permissions on folders as well.
Publishing Editor. Grants permission to create, read, modify, and delete all items in the folder. Users with this role can create subfolders as well.
Editor. Grants permission to create, read, modify, and delete all items in the folder.
Publishing Author. Grants permission to create and read items in the folder, to modify and delete items the user created, and to create subfolders.
Author. Grants permission to create and read items in the folder and to modify and delete items the user created.
Nonediting Author. Grants permission to create and read items in the folder.
Reviewer. Grants read-only permission.
Contributor. Grants permission to create items but not to view the contents of the folder.
None. Grants no permission in the folder.
When you’re finished granting permissions, click OK.
The mail profile used with Outlook 2003 determines which information services are available and how they are configured. A default mail profile is created when you install and configure Outlook 2003 for the first time. This mail profile is usually called Outlook.
The active mail profile defines the service setup for the user who is logged on to the computer. You can define additional profiles for the user as well. You can use these additional profiles to customize the user’s mail environment for different situations. Here are two scenarios:
A manager needs to check Technical Support and Customer Support mailboxes only on Mondays when she writes summary reports. On other days the manager doesn’t want to see these mailboxes. To solve this problem, you create two mail profiles: Support and Standard. The Support profile displays the manager’s mailbox as well as the Technical Support and Customer Support mailboxes. The Standard profile displays only the manager’s mailbox. The manager can then switch between these mail profiles as necessary.
A laptop user wants to check Exchange mail directly while connected to the LAN. When at home, the user wants to use remote mail with scheduled connections. On business trips, the user wants to use Simple Mail Transfer Protocol (SMTP) and POP3. To solve this problem, you create three mail profiles: On-Site, Off-Site, and Home. The On-Site profile uses the Exchange Server service with a standard configuration. The Off-Site profile configures Exchange Server for remote mail and scheduled connections. The Home profile doesn’t use the Exchange information service and uses the Internet Mail service instead.
Common tasks you’ll use to manage mail profiles are examined in the sections that follow.
You manage mail profiles through the Mail utility. To access this utility and manage profiles, follow these steps:
In Control Panel, double-click Mail. If you are using Category View for Control Panel, click Switch To Classic View and then double-click Mail.
In the Mail Setup – Outlook dialog box, click Show Profiles.
As Figure 2-11 shows, you should see a list of mail profiles for the current user. Mail profiles for other users aren’t displayed. You can now perform the following actions:
You can configure Outlook to use a specific profile on startup or to prompt for a profile to use. To start with a specific profile, follow these steps:
In Control Panel, double-click Mail.
In the Mail Setup – Outlook dialog box, click Show Profiles.
After selecting Always Use This Profile, use the drop-down list to choose the startup profile.
Click OK.
To prompt for a profile before starting Outlook, follow these steps:
In Control Panel, double-click Mail.
In the Mail Setup – Outlook dialog box, click Show Profiles.
Select Prompt For A Profile To Be Used.
Click OK.
The user will be prompted for a profile the next time Outlook is started.