Exchange Messaging Outlook
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Greetings! Welcome to Vol. 9, No. 19, Nov 24, 2004, of Exchange
Messaging Outlook, a biweekly newsletter about Microsoft Exchange
and Microsoft Outlook.
Today's highlights:
Regular features:
USING AFTER SENDING RULESOutlook's Rules Wizard has a neat but often overlooked option you can use to act on messages after they are sent - the ability to create a 'check message after sending' rule. These rules run as the message leaves your Outbox and provide a variety of options. Do you have a small mailbox and don't want to save large messages? Create a rule that copies all messages to a folder (it can be the sent folder) and create an exception for 'except with a size in a specific range' then disable saving copies of messages in the Sent Items folder in Tools, Options, Preferences, Email Options. Do you want to save sent messages to different folders based on the recipient, the account, or the subject? Create a different rule for each folder. Note that if you use a 'when they arrive rule' to filter messages to folders, Outlook has the ability to save replies in the folder with the original, except when the message is in the Inbox. Enable this option in Tools, Options, Preferences, Email Options, Advanced Email options. Because the after sending rules copy, not move, the messages, you either need to disable saving copies of sent items (Tools, Options, Preferences, Email Options and remove the checkmark from Save copies of messages in Sent Items folder) or delete the contents of the sent folder on a regular basis. Open the Sent Items folder and select all messages (Ctrl+A) then press Del or set up AutoArchive to delete older sent messages regularly. To delete messages based on specific criteria, create a 'when they arrive' rule and use "Run Now" to run it on the Sent Items folder to delete the messages meeting your criteria. STORING SENT ITEMS ON AN IMAP SERVERAs anyone who has ever used Outlook with an IMAP account knows, Outlook doesn't handle IMAP accounts well. The most irritating issue for most people is how it saves sent messages in the local message store instead of in the Sent folder on the IMAP server. You can use Rules to copy the sent message to the IMAP Sent folder, but you'll still have a copy of the item in the local folder unless you turn off the option to Save copies of messages in Sent Items folder. Keep in mind that if Outlook is unable to connect to the IMAP server for whatever reason, a copy of the sent message isn't saved at all. If you have two or more email accounts and disable saving sent items, you'll need to create rules for each of the accounts if you want to save the messages sent on each account. To set up the rule:
Now all messages (or those meeting the conditions you selected) you send are copied to the IMAP server. If you don't want a copy of the sent messages stored locally, open Tools, Options, Preferences, Email Options and remove the check from Save copies of messages in Sent Items folder. If you have more than one account, you can create a rule for each account. A KB article details this method using the condition of 'messages
using the Message form' so that it applies only to messages, not
task or meeting requests. Although it's written for Outlook 98
Internet Mail only mode, it works will all versions of Outlook. TECH TIP: MOVE TRANSACTION LOGS THE RIGHT WAY IN EXCHANGEContributed by TechRepublicIn a perfect world, your systems perform a great backup every night, and you've sized your transaction log drive space adequately so you never run low on space. In the real world, however, things are rarely perfect. Tape backups fail, and server requirements can change faster than your hardware budget allows. In the real world, you might find that you need to move your transaction logs--and fast. You could free up disk space temporarily by copying some of the older logs to a separate drive. This could work, at least for a while, and you don't have to shut down the information store to do it. However, the problem with this approach becomes apparent if you need to do a restore. The log files are no longer where the system expects them to be, and therefore the system can't perform the restore. You can hopefully move all of the transaction logs to a drive with enough space to complete the restore. Otherwise, you're stuck with a point-in-time restore, and your transaction logs are useless anyway. Whenever possible, we recommend moving your transaction logs using the tools provided by Exchange. It's the safest, surest way to move the logs. You can move Exchange 5.5 transaction logs (and databases) using the Performance Wizard; Exchange 2000 and Exchange 2003 use the Exchange System Manager to change the paths of files. While using these tools may take a little longer and cause a brief amount of downtime up front, the alternative--possible data loss--is far less desirable. For more Exchange configuration and troubleshooting tips, check out TechRepublic's proven line of books, CDs and laminated charts. You'll find Exchange-specific solutions in TechRepublic's Tech Tips for Exchange Administrators, Second Edition TELL US ABOUT YOUR FAVORITE OUTLOOK OR EXCHANGE UTILITYWould you like to share your opinion of an Outlook or Exchange utility with other users? We're looking for short reviews of approximately 50 - 100 words to publish on slipstick.com. Send the review by email to favoritetools@slipstick.comm, with 'My favorite Outlook or Exchange tool' in the subject line. NEW EXCHANGE KB ARTICLES 16 NOV 2004How to run multiple instances of the Migration Wizard in Microsoft Exchange Server 2003 (883408) "OxC007007e, drviis.dll won't register" error message when you install Exchange 2000 Server (888177) NEW OUTLOOK KB ARTICLES - NOV 16, 2004The location of the Outlook Connector for MSN status bar changes when you restart Outlook (889699) Description of the Outlook 2003 Junk E-mail Filter update: November 9, 2004 (873362) You cannot rename default folders by using the Outlook 2003 object model (831363) |
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New Utilities |
ALPHABET4CONTACTS EXTRACT MESSAGE FOR INBOXRULES
MAILDISCLAIMER FOR EXCHANGE SERVER MGALSYNC OUTLOOK CENTRAL PATIENT INFORMATION MANAGEMENT (PIM) 2004 POWERPLUGS: ANTISPAM PRINT FOLDER MESSAGES |
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Updated Utilities |
GROUPCALENDAR http://www.outlookforms.nl/Outlook%20Group%20Calendar.htm Collates appointments from individuals into a group calendar either with or without Exchange Server. With Exchange, you can use a public folder as the group calendar and it will update automatically. Without Exchange, users will need to click a button to copy their appointments to the group calendar. New version can use sql server database and includes a new built in grid view which is printable. MAIL ARCHIVE PRO |
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Other Resources |
DESCRIPTION OF THE OUTLOOK 2003 JUNK E-MAIL FILTER UPDATE: NOVEMBER 9, 2004 http://support.microsoft.com/?kbid=873362 This optional update provides the Junk E-mail Filter in Microsoft Office Outlook 2003 with a more current definition of which e-mail messages should be considered junk e-mail. This update was released in November 2004. Replaces the Junk E-mail Filter update released on September 14, 2004 (KB 870765). Download the update |
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More Information |
ISSN 1523-7990 |
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Updated Jul 30 2006
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