Exchange Messaging Outlook Volume 8, Number 17

 

Greetings! Welcome to Vol. 8, No. 17, 11 Dec 2003, of Exchange Messaging Outlook, a biweekly newsletter about Microsoft Exchange and Microsoft Outlook.

We took a little time off for the American Thanksgiving holiday, saving up a lot of news and product releases for this, the final EMO issue of 2003. The next issue of EMO will run January 7, 2004. Enjoy the holidays!

And as you get ready to start the new year, don't forget to visit our page at http://www.slipstick.com/dev/olforms/holiday.htm for a custom form to help you distribute 2004 company holiday information to employees. The More Information section of that page also lists other approaches to this common year-end task.

Today's highlights:

Regular features:

  • New utilities
  • Updated utilities
  • Other resources

Outlook 2003 messages suspected as spam

Long-time EMO reader Mark Smith writes from Washington, DC, about an interesting potential issue with Outlook 2003: The latest version of Outlook, when sending via a non-Exchange account, adds a "bad" SMTP header that trips many spam filters.

According to Mark, Microsoft apparently had a few complaints from people using Outlook that their machine name was "leaked" in the Message-ID header. Instead of ignoring the complaint or making the host name used in the Message-ID header configurable, Microsoft chose to remove the Message-ID header.

Technically, Outlook 2003 is still RFC-compliant, if Microsoft accepts the fact that messages sent from Outlook 2003 may be marked as spam. Most spam filters that look at Message-ID use that as only one of many factors weighted to determine if a particular message is likely to be spam. Administrators may want to check the weighting for that particular factor and lower it to avoid having too many incoming Outlook 2003 messages marked as spam by mistake.

Mark says that, as he understands it, Microsoft's position that they expect all mail servers to whitelist outgoing mail from Outlook 2003 users and add a Message-ID header to fill in the one that Outlook omits. To me, that seems a bit much to ask. Why couldn't Outlook itself add its own Message-ID header that doesn't reveal personal or computer information?

Stay tuned. I don't think we've heard the last of this issue.

What to do with Outlook 2003 data after the beta expires

If you were using a beta copy of Office 2003 when it expired November 30, you may need to jump through a few hoops to export and recover your Outlook data. Once the beta version expires, it no longer operates with full functionality. If you created a new Personal Folders .pst file for use with Outlook 2003, you can't use that .pst file with earlier versions of Outlook.

However, you should be able to recover the data by setting your system clock back to November 1 (or any date before November 30) and then exporting to a .pst file compatible with Outlook 97-2002. Start Outlook, and use the File | New | Outlook Data File command to create a new .pst file in the Outlook 97-2002 format. Then, use the File | Import and Export wizard to export all your folders, including subfolders, to that new .pst file. (You will get a warning that possible data loss may occur when exporting from a Unicode .pst file; ignore the warning and continue with the export.) After the export completes, right-click the folder, and choose Close, then shut down Outlook. The new .pst file should now be usable in any version of Outlook.

AOL to support Outlook at last?

It's been a longtime coming, but BetaNews is reporting (http://www.betanews.com/article.php3?sid=1070617514) that an America Online software upgrade slated for early 2004 may allow subscribers to use their choice of email client, including Outlook. AOL support is something Outlook users have been asking for since, well, Outlook 97.

Exchange 2003 Intelligent Message Filter

Microsoft has announced -- http://www.microsoft.com/exchange/techinfo/security/imfoverview.asp -- that its much-anticipated junk mail filter for Exchange 2003 will be available in the first half of 2004 at a price that "has not been finalized." (I wonder if that means not free?). The anti-spam technology involved is based on an analysis of message characteristics in the huge test corpus that Microsoft gets from Hotmail users who have volunteered to classify mail as legitimate or spam. Administrators can set separate gateway and store thresholds, blocking some messages completely and allowing others to pass through to users' Junk E-mail folders for further review.

Share What You Know - Take Our Exchange Survey

Slipstick Systems and Ferris Research are conducting a survey to determine trends in Exchange management practices, and if you run a Microsoft Exchange email system, we'd like your input. The survey takes about six minutes to complete, and in return, we'll give you:

  • A summary of the findings and recommendations. This will include useful planning statistics such as the size of Exchange servers, numbers of supported mailboxes, types of SANs being used, server consolidation, and system downtime.
  • An invitation to receive Ferris Research's monthly newsletter on messaging and collaboration
  • An invitation to join Ferris Research User Panel

To participate, go to http://www.ferris.com/surveys/exchangeusers.htm.

Note: surveys must be completed by December 31, 2003; to minimize bias, vendors of messaging and collaborative technologies are not invited to participate.

A second news aggregator for Outlook

If you've visited our web site recently, you've probably noticed the little orange XML button that announces that we have an RSS news feed that you can read in any of several news aggregator applications. Last May, NewsGator (http://www.newsgator.com) became the first integrated news reader for Outlook, and we've been using it a lot every day. Now there's a second Outlook aggregator, intraVnews (http://www.intravnews.com), and it looks great, too. The intraVnews feature that stands out is its ability to grab any HTML page linked to a news item and store that page in Outlook with the news item itself.

Try sharing with SharePoint for free

I've spent a lot of time recently working with the Outlook integration features in Windows SharePoint Services, so I was delighted to learn this week that a free 30-day trial of WSS is now available. You can even get WSS coupled with Exchange 2003 Outlook Web Access. Check out the trial offers at http://www.sharepointtrial.com.

If you're not familiar with SharePoint's Outlook integration features, these articles will help you get started:

Anti-spam Summit

Spam continues to be one of my hot-button topics, so it's delightful to be invited to speak at the Anti-Spam Summit in San Francisco March 17-19, 2004. I'll be talking about the role that Outlook 2003 and other desktop tools play in an overall spam-filtering strategy. In addition, I will be moderating a panel discussion on new technologies featuring Ray Everett-Church from ePrivacy Group, Karl Jacobs from Cloudmark, and Sean True from Audiotrieve. Visit http://www.101techstrategies.com/ for more details and to register.

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New Utilities

4TEAM ONLINE
http://online.4team.biz/
Subscription-based web service for team collaboration. Can be used just on the Web or synchronized with Outlook ing 4Team for Outlook from http://outlook.4team.biz 

ACCPAC CRM
http://www.accpac.com/products/CRM/default.asp
Web and WAP-enabled customer relationship management application with two-way Outlook integration for contacts, calendar, and tasks.

AGILITYXP DESKTOP EDITION
http://www.revolutiond.com/axp_overview.aspx
Outlook add-in for maintaining a corporate look-and-feel, including layout and disclaimers, in email messages with templates managed from a centralized server.

AIRLOCK
http://www.seclutions.com/en/ct_products_en.htm
Application security gateway designed to secure Outlook Web Access from application-level attacks.

CALSHARE
http://www.pagethink.com/calshare.asp
Online repository and software for copying Outlook appointments that you want to share to that online site. Users with appropriate permission can import appointments shared by other CalShare users. Free.

CALVIEW
http://www.infoware.ca/content/infoframe.htm?calview.asp
View and create appointments for a group of Exchange users in a separate calendar program displaying appointments color-coded by user. Allows you to create monthly printed team calendar reports.

DOCUMENT LOCATOR
http://www.documentlocator.com
Document-management system based on SQL Server, where users can save email messages and attachments for inclusion in the full-text index. Outlook users can also send documents as attachment links.

EPEN&FORMS BUILDER
http://www.design-universe.com/tabletpc.htm
Build forms that can be filled in by keyboard, handwriting, or speech recognition and synchronized to Outlook contacts, appointments, or tasks or to XML or databases.

EPEN&SCHEDULE
http://www.design-universe.com/epenschedule.htm
Transfers handwritten electronic planner notes into Outlook appointment items.

GROUPCAL
http://www.snerdware.com/groupcal/
Publish calendar information from Apple iCal to Exchange and subscribe to other Exchange users' calendars to see their availability in iCal.

GROUPWISE MIGRATOR FOR EXCHANGE
http://www.wingra.com/solutions/groupwisetoexchange.html
Converts users' mail, calendars, tasks, personal address books and frequent contacts and stores them on users' new mailboxes on the Exchange server. It also migrates information stored in GroupWise Archives into personal stores used by Microsoft Outlook.

HTTPMP
http://www.sos-crew.com/products.shtml#HTTPMP
MAPI transport provider that allows Outlook to download Hotmail messages in much the same way that a POP account would be downloaded.

IMPORTANT DATES PLUS
http://www.infoware.ca/content/infoframe.htm?imprtdat.asp
Set reminders on any item in any Outlook folder -- including public folders -- stored in a separate database. A separate program periodically mails out the reminders as email messages to the people you designate.

INTRAVNEWS
http://www.intravnews.com/
RSS news aggregator for Outlook. Each feed can have its own schedule. Can download the web page that an RSS item links to. Background routine cleans up old items based on publication or received date. Free for personal, noncommercial use. Outlook 2002 or later.

MASTERCAL
http://www.infoware.ca/content/infoframe.htm?mcal.asp
Enter appointments in an Exchange public folder calendar and distribute them automatically to the Calendar folders in user mailboxes, with an optional notification message.

OL FAXPREFIXER
http://www.k22.de/db79.html
Changes all fax numbers for a contact to have "F:" before the number, which hides the number from the Outlook Address Book. Also can reverse the process to make fax numbers available in the address book again. Requires optional Collaboration Data Objects component from Outlook setup. Does not work with Outlook 2003. Free.

OWA MAIL 2003 FOR MICROSOFT OFFICE
http://www.messageware.com/products/owamail2003.html
Sets Outlook Web Access as the default mail client so that Microsoft Office applications can send the current document via OWA by choosing File | Send To. mailto: links create an OWA message, as do Simple MAPI applications. For Exchange 2000 and 2003.

RIGHTSENFORCER EMAIL
http://www.rightsmarket.com/products-email.htm
Server and client software to allow users to set rights on documents sent as email attachments, adding a Send Secure Attachments button to Outlook. Can integrate with Microsoft Windows Rights Management to add protection to another 200 document types or operate by itself. Allows users to change the protection on a document after it has been sent.

SIGNATUREMAIL
http://www.completesoftware.dk/SignatureMail/index.htm
Maintain a library of corporate HTML-format mail templates that include merge fields for user information pulled from Active Directory. Links to signature templates are stored in an Exchange public folder for central access. Outlook 2000 or later, plus Exchange 5.5 or later.

TEAM CONTACTS
http://www.infoware.ca/content/infoframe.htm?tcon.asp
Synchronizes user contact lists with a central contact list in an Exchange public folder. Automatically merges changes when two uses update the same contact in their personal Contacts folder.

VISTAPOINT COMPANION FOR MICROSOFT OUTLOOK
http://www.iqnetsolutions.com/
Add-in to connect Outlook 2003 to VistaPoint Integrated Call Manager to pop up contact information for incoming calls.

VOLTAGE SECUREMAIL
http://www.voltage.com/products/securemail.htm
Email encryption application for both internal and external recipients. Users get a Send Secure button in Outlook. Recipients only need to authenticate; they do not need special software.

Updated utilities

4TEAM FOR MS OUTLOOK
http://outlook.4team.biz/
Version 1.90.01 of this tool for sharing Outlook data on an intranet or the Internet without Exchange adds support for Outlook 2003, document folders, multiple attachments in any item, customizable project home page, automatic date stamps for who created and changed an item, updated reports, and many other changes. Expands availability sharing methods from simple email-based data transfer to synchronization with the 4Team Online collaboration web site at http://online.4team.biz/  and compatibility with the forthcoming Server4Team.

BRIGHTMAIL
http://www.brightmail.com/enterprise-as.html
Version 5.5 of this multi-modal anti-spam filter for Exchange 2000/2003 and email gateways adds new anti-spam techniques, including rules to catch messages containing deceptive URLs. Includes Outlook client add-in with personal whitelist and blacklist filters.

DISRUPTOR OL
http://www.hlembke.de/prod/disruptor/
Version 1.0.47.76 of this multi-modal anti-spam tool eliminates security prompts with Outlook 2003 and makes several other improvements.

INTELLISYNC FOR PALM, POCKET PC, AND WINDOWS CE
http://www.pumatech.com/is_desktop_main.html
Version 5.3 of this desktop synchronization software adds support for PocketPC 2003 handheld devices and Outlook 2003. Does not support synchronization with Business Contact Manager contacts or accounts.

MICROSOFT CRM
http://www.microsoft.com/crm/
Version 1.2 of this customer relationship management tool supports eight languages besides English, adds support for Windows Server 2003, Exchange Server 2003, Office 2003, and Small Business Server 2003, and expands developers' ability to customize the Outlook-integrated sales module.

OUTLOOK SPY
http://www.dimastr.com
Version 2.8 of this essential Outlook developer and administrator tool displays the Outlook Object Model property names next to the named property IDs in the IMessage window and allows you to restore deleted Exchange folders.

VIDEO EMAIL
http://www.microsoft.com/downloads/details.aspx?familyid=4f1c4207-8124-46eb-acc9-a01d7ec946e0&displaylang=en
The latest version of this free Outlook 2003 add-in from Microsoft for using a web camera attached to your PC to send video email messages fixes an issue with a link in the body of the message.

Other resources

ADD MSMAIL SUPPORT TO OUTLOOK 2003
http://www.outlook-tips.net/howto/msmail.htm
Outlook 2003 does not support Microsoft Mail (or the "lite" Workgroup Postoffice version). Outlook MVP Diane Poremsky provides a workaround.

DESCRIPTION AND CONSIDERATIONS WHEN YOU USE THE EXPAND LIST FEATURE IN OUTLOOK 2003
http://support.microsoft.com/kb/831398
Explanation and warnings about the new Outlook 2003 feature that allows you to expand a personal distribution list and see all members in the To box before sending the message.

EDITING OUTLOOK TODAY
http://www.outlook-tips.net/howto/oltoday.htm
Outlook MVP Diane Poremsky explains how to use the Windows registry to modify the settings for Outlook Today if the Customize Outlook Today button no longer functions.

EXCHANGE 2003 AND OUTLOOK WEB ACCESS ISSUE WITH WINDOWS SHAREPOINT SERVICES
http://www.microsoft.com/exchange/support/e2k3owa.asp
How to configure Kerberos authentication in situations where Exchange and Windows SharePoint Services are running on the same machine. (Installing WSS turns off Kerberos authentication, which could result in problems with OWA users -- either no access to mailboxes or access to other people's mailboxes.)

EXCHANGE TECHNOLOGIES MAJOR OBJECTS
http://msdn.microsoft.com/library/en-us/e2k3/e2k3/_techsel_criteria_4.asp
Quick summary of the alphabet soup of different object libraries available for Exchange and Outlook development and which you might use for what.

FORMS-BASED AUTHENTICATION FOR OWA 2003
http://hellomate.typepad.com/exchange/2003/11/formsbased_auth.html
Neil Hobson explains, with screen shots, this new logon security feature for Outlook Web Access in Exchange 2003.

HOTLIST: OUTLOOK
http://www.chron.com/cs/CDA/ssistory.mpl/tech/weekly/2199286
List of tutorials for Outlook.

HOW CAN I LINK AN EXISTING OUTLOOK ITEM TO A BCM CONTACT OR ACCOUNT?
http://www.slipstick.com/bcm/bcmfaq_more.aspx?id=31
From the Business Contact Manager FAQ, how-to steps for linking existing Outlook data to BCM contacts.

HOW TO FORCE OUTLOOK TO RESOLVE PROXY ADDRESSES AND CUSTOM PROPERTIES IN CACHED MODE
http://support.microsoft.com/kb/831124
Explains how to force Outlook 2003 running in Cached Exchange mode to use the online Global Address List instead of the Offline Address Book to resolve ambiguous names.

INBOX PORTAL PACK 2003
http://www.bizboxsoftware.com/tipp_wss03/tipp_wss03.htm
Suite of ASP.NET server controls that render Outlook folders in Web Parts for Windows SharePoint Services and SharePoint Portal Server 2003 sites. Folders can be in Personal Folders .pst files, Exchange mailboxes, or Exchange public folders.

MSGREADER
http://www.automation-specialists.com/products/MsgReader.htm
COM-based ActiveX .dll to read data from .msg files saved by Outlook. Does not require Outlook or MAPI components be installed on the client workstation. For both COM and .Net programming environments.

OL2002: YOU RECEIVE THE "CANNOT SAVE THE ATTACHMENTS" ERROR MESSAGE WHEN YOU TRY TO USE THE ONWRITE EXTENSION EVENT
http://support.microsoft.com/kb/824393
Sample C++/Extended MAPI code to demonstrate how to programmatically save an OLE attachment in an e-mail message.

REDEMPTION
http://www.dimastr.com/redemption/
Version 3.3 of this COM wrapper for Extended MAPI improves stability, adds a MessageItem.Import method to convert .msg or .eml files to Outlook items without resetting the SentOn or Received properties, adds a Recipients.AddEx method to set all Recipient properties in one statement with no need to run Resolve, and adds a MAPIUtils.HrGetPropList to return an array of MAPI property tags.

REPLACE MSNBC'S OUTLOOK TODAY PAGE
http://www.outlook-tips.net/howto/msnbc_ot.htm
Outlook MVP Diane Poremsky provides a replacement for the now-discontinued MSNBC customized Outlook Today page.

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