Greetings! Welcome to Vol. 9, No. 2, 30 April 2004, of Exchange
Messaging Outlook, a biweekly newsletter about Microsoft Exchange
and Microsoft Outlook.
- New utilities
- Updated utilities
- Other resources
NEW EXCHANGE SERVER PATCHES
Microsoft Exchange 2000 post-SP3 Updates
Exchange 2000 post-SP3 rollup patch was released last week. This
rollup contains a long of patches and includes all hotfixes
released since Exchange 2000 SP3, including the fixes for the
- Attachments that are contained in embedded e-mail messages may
be unavailable to OWA users.
- If you use OWA to access a public folder, you cannot open a
posted item if the public folder name ends with a period.
- The manager of a Universal Distribution Group with hidden
membership cannot view the group members from Outlook.
- A memory leak condition occurs in Inetinfo.exe in situations
where delivery restrictions are set on the Delivery Restrictions
tab of the SMTP connector.
- The NDR that Exchange 2000 generates contains incorrect
information if you use Outlook in Cached Exchange Mode and send
a message when your mailbox has exceeded its storage limit.
For more information about all of the fixes contained in this
http://support.microsoft.com/?kbid=836488. You can
download this patch at
Note that it does not contain the March 2003 Exchange 2000
Server post-Service Pack 3 rollup for ADC explained in
Microsoft Exchange 2003 post-RTM Store Update
Microsoft also released a patch for Exchange 2003. This patch
resolves problems that were found in the Exchange 2003 since its
release. Some of the many fixes included in the Exchange 2003
post-RTM Store Update are:
- When an e-mail with an attachment is sent from a PC-Pine e-mail
client to an Exchange Server 2003 mailbox and then opened and
forwarded with a MAPI client to another Exchange 2003 mailbox, the
attachment is not visible in OWA.
- Access to PGP-encrypted messages is blocked for some mail clients
after you upgrade from Exchange 2000 Server to Exchange Server 2003.
- A corrupted Inbox rule may cause the Store.exe process to quit
- Prompted three times for your user credentials if you try to
access a public folder by using OWA.
- The Always-up-to-date Notifications feature in Microsoft Exchange
Server 2003, the feature may not function with your mobile device.
Information about the patch can be found at
http://support.microsoft.com/?kbid=838236, or you can download
DOWNLOAD AOL E-MAIL WITH OUTLOOK
Since the release of Outlook 97, many AOL users wanted to know how
to configure Outlook to read AOL e-mail. The answer was always "You
can't, AOL uses a proprietary e-mail system". Now they can do
it--using an IMAP account to access AOL's mail server. All versions
of Outlook can be used, except Outlook 98 or 2000 in
Corporate/workgroup mode, since they don't support IMAP accounts.
AOL requires SMTP authentication, using the same username and
password used for collecting incoming e-mail, and uses port 587 for
their SMTP server. While the immediate reaction from many people was
"leave it to AOL to use non-standard ports", it's a smart move in my
opinion and I hope other service providers start doing it. AOL users
will be able to send e-mail using the AOL SMTP server regardless of
how they connect to the SMTP server, as many ISPs now require anyone
connected to their network to send email through the ISPs SMTP.
For more information, the server names to use when configuring an
AOL account in Outlook, and a link to AOL's online Open Mail Access
Help topic, see
THE CASE OF THE MISSING E-MAIL
A common query often posed to Outlook and Exchange support groups is
"My e-mail is disappearing." There are several causes for this
phenomenon, from views or rules on the client, to an improperly
configured Exchange account, or an anti-spam and content manager
scanning and removing messages.
When the user complains the mail disappears as soon as they've read
it, it's because they're using a read-only view. The default Outlook
setting for the preview or reading pane is Mark as read after 5
seconds and when the view refreshes the message is hidden. It's less
of a problem with Outlook 2003 because the view isn't refreshed
until you leave a folder and return or press F5.
When an Exchange server user complains they see the message arrive
in the Inbox and it immediately disappears, they have a *.pst
configured as the default delivery location. With the *.pst set as
the default delivery location, the messages are moved out of the
mailbox and into the *.pst as they arrive in Outlook. Verify the
profile is using the Exchange mailbox as the message store in Tools,
E-mail accounts, View or change exist e-mail accounts, not a
personal message store. (In Outlook 97/98/2000, look for account
properties using the Tools, Services dialog.)
If the delivery location is correct and they don't have a profile
set up on another computer getting their e-mail, or aren't using an
Exchange mailbox, check the rules in Tools, Rules Wizard. Disable
all of the rules and re-enable them one at a time, verifying they
work as expected.
Both Exchange and POP3 accounts can have errant rules moving
messages to another folder. While rules are less likely to cause a
message to disappear right before your eyes, rules are responsible
when a user sees or hears the new mail notification alert but
discovers there isn't new mail in the Inbox.
If the email server uses a content control or anti-spam scanner and
mail you're expecting doesn't arrive, check for quarantined
messages. In most cases the messages are quarantined before they
make it to Outlook, but some scanners can be run offline, i.e.,
after the mail is in your Inbox. While the junk e-mail feature in
Outlook 2003 doesn't have a 'run offline' feature, the Junk e-mail
filter scans all the e-mail in all Exchange mailbox folders when you
create a new cached mode message store, moving suspected junk e-mail
to the Junk E-mail folder.
AutoArchive can be the cause when older e-mail is missing. Verify
your autoarchive settings in Tools, Options, Other, AutoArchive and
search your hard drive for archive.pst. Open the archive.pst using
File, Open, Outlook data store to browse your archived messages.
SEVEN MYTHS ABOUT OUTLOOK
Outlook is the reason we have so many email viruses
At one time, a long, long time ago, this statement was somewhat true
as Outlook was a favorite target of many virus writers. Can you
blame the virus writers? Outlook is the most used email client and
any exploit or virus that was targeted to the programmability of
Outlook had millions of users to spread it. However, it's no longer
true and hasn't been since the release of the E-mail security patch
dated June 2000. In fact, updated versions of Outlook are as safe as
or safer than any e-mail client available. Because the current crop
of viruses are spread many different ways and don't need Outlook's
(or Outlook Express's) address book, e-mail viruses would not
disappear if everyone switched to other e-mail programs.
Outlook is the "full version" of the free Outlook Express
Not in a million years. Outlook was developed by the Office program
group as a Personal Information Manager (PIM) and e-mail program and
positioned as the Exchange client to replace Schedule+ and the
original Exchange client. Outlook Express was developed by the
Internet Explorer group to provide simple mail and news handling for
Windows users. The feature sets in each program are targeted to the
expected the user base: Outlook is a business e-mail client while
Outlook Express is for home users. As a result, Outlook does some
things better than OE, like calendaring, contacts, mail merge, and
tasks; while OE has inline image display and newsgroups and is less
complicated to use. See
and http://support.microsoft.com/?kbid=257824 for more information
on the differences between Outlook and Outlook Express.
Outlook's HTML is bloated, especially if you use Word as the
This is somewhat true, but with the right configurations you can
remove much of the HTML used for round-tripping documents and send
cleaner, smaller HTML messages. Open the Tools, Options dialog from
either Word or an open message form if you are using Word as the
editor. At the bottom of the General tab is an E-mail options button
and its General tab lets you choose the HTML filtering level for
your e-mail. The default is Medium, however, unless you send highly
formatted HTML messages, the High setting is best. Using the Outlook
editor doesn't add a lot of excess HTML tags, so it doesn't need a
Outlook has a newsreader
Outlook's Go, news menu loads Outlook Express in news-only mode, it
is not an Outlook component. Exchange server accounts may have
public newsgroups in Exchange public folders and there are currently
three add-ins available to pull NNTP posts into Outlook, but Outlook
does not offer native support for newsgroups. Don't believe the
title bar when it says "Outlook Newsreader"; it's just OE in
disguise. Look for links to the NNTP add-ins at
The preview pane is unsafe
Once again, five years ago this was true, especially with Outlook
98. The preview pane is safe to use in Outlook 2000/2002/2003. It's
less safe in Outlook 98, but as long as you have all of the latest
Windows and Internet Explorer patches, go ahead and use it. See
http://www.slipstick.com/emo/2004/up040204.htm#preview for more
- Word is a slow, bloated e-mail editor
Like this other myths, this has a root in reality. Word 97 was a
horrible e-mail editor, it was slow, buggy, and caused a lot of
problems. This was in part because it used email.dot as the template
for e-mail, not normal.dot. By Office XP, email.dot was gone and
Word was more than just a usable e-mail editor, it was good and
users could compose e-mail using the same word processing features
they used when composing documents.
Using Word as your e-mail editor does require more resources, but in
many cases, today's computers are overpowered and underused, so the
extra resources word requires aren't missed. If you use Word all day
long (as I do), using Word as the editor is a non-issue and I have
all the conveniences of Word when I'm composing e-mail.
Attachments run automatically
Not without a lot of help from the user. Attachments will not open
(or run) automatically when you view a message in the preview or
reading pane, or when you open a message. With Outlook's Attachment
blocking, executables can't be opened or saved by default. Someone
can write code or add-ins to open attachments, but that's something
the user has to install, if a virus installs code to do this the
computer was compromised long before Outlook downloaded the e-mail.