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Exchange Messaging Outlook Volume 5, Number 16

Greetings! Welcome to Vol. 5, No. 16, of Exchange Messaging Outlook, a biweekly newsletter about Microsoft Exchange and Microsoft Outlook.

Today's highlights:

  • Distributing company holidays
  • Offline folder tips
  • Address auto-resolution revisited

Regular features:

  • New utilities
  • Other new resources

Distributing company holidays

If you're looking for a way to put the company holidays for 2001 on everyone's calendar, we have the perfect form for you! At Transmit Holidays, you can download a free custom Outlook message form that reads appointment details from any calendar folder and embeds key data in a message you can send to everyone in the company. When users open the message, they'll be able to click one button to have Outlook place all the appointments in their own calendar folder.

This form was developed over the past couple of years with input from many Exchange administrators. However, it does not require Exchange Server and requires only that users have VBScript 2.0 or later. If you want to send it outside an Exchange Server organization, you'll need to follow the rules for sending forms that we've collected at Using Outlook custom forms over the Internet - Not!.

Offline folder tips

For Exchange Server users who sometimes work away from the office, create any new mailbox folders you need when working offline. That way, they'll automatically be configured for use both offline and online.

If you work in an Exchange Server environment and don't want messages to be delivered immediately after you send them, set up offline folders and start Outlook in "work offline" mode. Messages you send will stay in the Outbox folder until you're ready to send them using Tools | Synchronize. If you use this method, you might want to have a separate notification tool looking at your mailbox via POP so that you know when you get new messages. See Mail Notification Tools for suggested add-ins.

 Address auto-resolution revisited

I wrote in EMO Vol. 5, No. 12 about how Outlook automatically resolves addresses, rather than automatically completing them as Outlook Express does. For those of you using Exchange Server, here's some additional information on how multiple address lists, including the GAL, affect the resolution process.

What fields does Outlook use to look up names for address resolution? It depends on the address list. For the Exchange Global Address List (GAL), it searches several fields -- display name, surname, mailbox alias and office (but, significantly, not first name). This can be changed in Exchange 5.x by editing the schema in raw mode and setting the Search-Flags property to 2 for the fields you want to use for name resolution. See

For Contacts and Personal Address Book, the search fields include name and email address fields, but *not* the Nickname field on contacts.

Name resolution searches only one address list at a time. Use the Tools | Services | Addressing tab to control the order in which lists are searched in Outlook 98/2000 in Corporate/Workgroup mode or in Outlook 97. Let's say you have the GAL set as the first list, followed by PAB and Contacts. If there are matches in the GAL, you won't see any addresses from the PAB. If there is no match in the GAL, then it searches the PAB. If no matches in the PAB, then it searches Contacts. If you think about performance, this makes a lot of sense. Searching across all address lists in your name resolution list could take a very long time.

For example, entering "William" and pressing Ctrl+K might display a list that includes William Gates, Bart Williamson, and Jane Williams. If there are no matches in the GAL for William, then you might also get names from the PAB with addresses like williamg@domain.dom. The search is always a "starts with" search, looking only at the beginning of the fields. It would not find a name like Alice Fitz-Williams because "Williams" here is not at the beginning of the surname.

If you have multiple contact folders that you want to use for address resolution, see

Permalink: Address Auto-Resolution vs. Auto-Complete

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Updated Friday December 26 2014

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