Exchange Messaging Outlook
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Greetings! Welcome to Vol. 9, No. 12,
Sept 16, 2004, of Exchange
Messaging Outlook, a biweekly newsletter about Microsoft Exchange
and Microsoft Outlook.
Today's highlights:
Regular features:
SMALL MAILBOXES"Is there a way to automatically save an attachment to a directory (folder) on the local hard drive? Then the user could delete the email message without having to go through the routine of saving the attachment manually. The idea here is to reduce the space required on the Exchange server's hard drive by Outlook users who don't delete their messages."While there are a number of utilities that can be used to automatically delete attachments or rules add-ins to move messages to PST's after a few hours, the real problem this administrator faces is with the mailbox size. His users are allowed just 10 Megs for their mailbox and because they are frequently hitting their quota, it's clearly too small for some of his users. While each user or user group has different mailbox size needs, anyone who uses Tasks, Calendars, or Contacts can easily have well over 4 Megs of data scattered between just those three folders. Add in a few large attachments, and the mailbox is quickly over its limit. The cost of another hard drive for your Exchange server can be earned back in just weeks through improved productivity since employees will no longer need to go through their mailbox daily, moving and deleting messages to keep the mailbox small. They’ll also be able to access the messages from anywhere when they are left on the server. With all of their messages in the mailbox, they’ll be able to find messages quickly by searching just the mailbox. ** Utilities to remove attachments from messages are listed at http://www.slipstick.com/addins/housekeeping.htm SHOULD YOU USE THE MAILBOX OR A PST?I'm always amazed when people ask Exchange server questions in the Microsoft newsgroups and say they only use their Exchange server for calendaring or that users are required to download their mail to PSTs. I can't help but think they wasted an awful lot of money buying Exchange to use as a calendaring application or POP3 server and are missing out on some of the features that make the Exchange server so much more than an email or calendar server.When you have delivery set to a PST, all items are stored on the local computer, you can’t use OWA to access your messages, you can’t use roaming profiles and access you mail from any computer, you can’t share your calendar or contacts with other users. When you use a mailbox, all of this is possible. Reasons to use your Exchange server mailbox, not a PST:
Those are just four of the many excellent reasons why you should use the Exchange server mailboxes for storing your email. ** Recover Deleted Items in a PST WINDOWS XP SP2 AND OUTLOOK WEB ACCESSWindows XP SP2 adds a host of new security features that can affect the use of OWA when left on the default settings, from simple things like opening a message using the Enter key to viewing reminders. Both of these actions are stopped by the pop-up stopper, which is the cause of many of the problems affecting OWA. The users will need to click on the Information bar and allow pop-ups from the OWA site, either temporarily or by adding the site to the Pop-up Blocker settings. Other problems users will have with OWA are the result of Internet security settings that tighten JavaScript and ActiveX permissions. Adding the OWA site as a trusted site will allow features using ActiveX or JavaScript to work correctly.To help you learn about the specific areas your users will have problems when using OWA on Windows XP SP2, a free technical brief is available that illustrates the problems that can occur with OWA. Included in the document are the methods you (or your users) will need to use to fix the problems. The technical brief, prepared by Messageware Incorporated as a service to the Windows Exchange community, is available at http://www.messageware.com/newsletter/slipstick_brief.html For more information see http://www.slipstick.com/exs/winxpsp2.htm OUTLOOK 2003 SP1 AND JUNK EMAIL FILTERINGMuch to the annoyance of many users, prior to SP1, Outlook 2003 applied the junk email filter after the rules processed messages. This meant if you had more than one account and used rules to move messages from each account into different folders, spam sent to these accounts was not filtered by the junk email filter. The suggested workaround was to use Search folders instead of moving the messages to new folders. This allowed the junk filter to handle the spam for you and you could read the messages in folders containing only messages sent to that account.SP1 changed how the junk email filter worked, applying the junk filter first, before the rules are run. While this change will make anyone who prefers using rules to move messages happy, it's annoying to those of us who preferred the previous behavior. Unfortunately, whether the junk email filter or rules are run first is not configurable by the end user. OUTLOOK WON'T EXITA common complaint of many Outlook users is that Outlook won't exit completely when they try to close it and it remains listed in Task Manager. This is caused by an application that is using Outlook's PST and Outlook won't close until the application is closed and releases the PST. ActiveSync or other synchronization software, Fax software, archiving or indexing software are the usual culprits.Two tools exist to help you with this problem - KnockOut is a small tray utility that lets you see at a glance, if Outlook is still running, eliminating the need to open Task Manager. You can also force Outlook closed using KnockOut. A second tool is Outlook Shutdown Addin which forces Outlook to close. Using either utility to force Outlook to close means it’s going to need some time to repair the PST before it opens up the next time you need it, but it shouldn't result in data loss. Even so, you should determine what application is causing Outlook to remain open then decide if it's important enough to continue using it, or if you should change your habits--for example, if you remove your PDA from the cradle before closing Outlook, it closes cleanly. ** For more information and a list of programs known to cause
problems under some circumstances, see
http://www.slipstick.com/problems/close.htm. |
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New Utilities |
ADVANCED SECURITY FOR OUTLOOK |
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Updated Utilities |
FREE SCHEDULE DOWNLOAD FOR 2004 PROFESSIONAL FOOTBALL SEASON http://www.infuzer.com/ Infuzer offers users of Outlook, Palm Desktop and Lotus Notes to receive a free schedule download for the 2004 Professional Football Season on their PC or PDA calendar. Users can select any team schedule and it will be imported to their PC or PDA calendar in a single click. |
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Other Resources |
DESCRIPTION OF THE OUTLOOK 2003 JUNK E-MAIL FILTER UPDATE: SEPTEMBER
14, 2004 http://support.microsoft.com/?kbid=870765 This is a re-release of the Junk Email filter originally released with Office 2003 SP1 which was later removed due to issues with the installer. THE EXPERT'S GUIDE FOR EXCHANGE 2003: PREPARING FOR, MOVING TO, AND SUPPORTING EXCHANGE SERVER 2003 http://www.windowsitlibrary.com/ebooks/exchangeserver2003/index.cfm The first installment in latest ebook from WindowsITPro is now available. It covers migration and overall management of an Exchange 2003 environment, focusing on configuration management, accounting, and monitoring performance. Chapter titles are Exchange 2003 and Active Directory, Preparing Your Domain Services, Consolidating Your Exchange Services, Installing Exchange Server, Multiple Directories, The Exchange Client, and Administration Best Practices. |
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More Information |
ISSN 1523-7990 |
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Updated Sep 14 2007
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