Yesterday Microsoft released an update to their Intelligent Message
Filter, about the same time as news reports suggested the email
infrastructure is in for a hard time in the coming year, with spam
accounting for as much as 95% of the messages sent or received by
the end of 2005, thanks in part to the newly released worms that use
the ISPs SMTP server to send messages instead of a SMTP server
installed by the worm. This means port 25 blocking and RBLs will
have less of an effect in the fight against spam.
While I'm not convinced we're in for a melt-down as some reports
suggest, it's long past time for the ISPs to take control and block
the delivery of some types of messages. Every e-mail system on the
Internet needs to implement better filtering for viruses and spam,
stopping both at the server instead of relying on end users and
client side scanners to handle it.
The majority of viruses sent by email are not embedded into
documents the recipient needs or attached to legitimate email. These
messages can be safely dropped at the server without risking the
loss of legitimate email. Obvious spam, such as those selling drugs,
stocks, music downloads and other unmentionable content (which would
get this newsletter flagged as spam), should be dropped by the mail
server, not tagged as "possible spam" and delivered.
With port 25 blocking losing its effectiveness, businesses and ISPs
will need to do more to prevent the spread of spam, beginning with
anti-spam and anti-virus filtering on all inbound and outbound
messages. Many have avoided it for a number of reasons, from the
cost to the fear of losing legitimate mail or being accused of
censoring their customers, but many won't have a choice in the
coming months - if they don't filter out the spam, their ability to
process legitimate mail will be affected and they risk being added
to RBLs. They'll also need to remove infected users from the network
or severely curtail their access until they have their systems
cleaned and secured.
Where does IMF fit into the anti-spam filtering plan? Only as a poor
man's spam filter for businesses that aren't inundated with spam yet
or as a backup anti-spam scanner to a commercial product. My
preliminary tests of the IMF update, when compared with Outlook
2003's filtering, show that while IMF is good at getting removing
large quantities of spam, it misses too much obvious spam.
When looking at my Junk Email folder in Outlook, with the
Spam Confidence Level (SCL)
exposed, its clear Outlook 2003, using the High setting, does a much
better job at identifying spam than IMF. But I don't want Outlook
handling it; I don't want spam delivered to my Inbox at all.
These three messages are a very small sample from my Junk email
folder but illustrate the problem with IMF's system. The top one was
received after the IMF update was installed yesterday; the other two
arrived after installing the new Outlook Junk email update last
week. The first number is the SCL assigned by Exchange. You know
from looking at the subject all three are spam (and may know exactly
what is in the message body) and two of the addresses are dead
giveaways that its spam, yet IMF can't find enough wrong with them
to go over an SCL of 1. Fortunately, Outlook 2003's filter had no
problems classifying them as junk and most commercial anti-spam
programs would also correctly identify them as spam.
1 vriadijn@cgocable.com Janna Ham Evreythnig your looikng 4 1 Harley.Burrell@backwards.com Adrian Stafford Re: Account # 25733S 0 qmvcytjpdu@proxad.net Glen Hatcher Direct from Canada Phamracy
The false positive rate is about the same for both - many
newsletters and solicited commercial email have an SCL of 5 while
Outlook occasionally mislabels legitimate (non-newsletter) mail as
spam.
This underscores the need for third party anti-spam scanners who use
a variety of methods to better identify spam and remove it from your
message stream. Two excellent anti-spam programs are advertised in
today's issue, other programs are listed at
http://www.slipstick.com/addins/content_control.htm#tools.
A number of small businesses have a problem with their topology --
they use an Exchange server that is not connected to the Internet
and a separate connection to an ISP for external mail. They use the
Exchange server for internal mail and calendaring, while all
external email is sent via a POP3 account in Outlook to the ISP. The
POP3 account is configured as the default, the Exchange account is
secondary.
Each version of Outlook handles this scenario a bit differently, but
when it worked, it worked fine. When it fails, as it often does, it
causes headaches all around.
In Outlook 2003 when the SMTP transport is presented with an
Exchange address it opens the address book entry for that recipient
and uses their default SMTP address. So now, in the above topology,
sending a message to mixed internal/external recipients sends it to
all recipients via the ISP. Since Exchange is not on the Internet,
the SMTP addresses for internal recipients are not deliverable and
all internal recipients bounce. If you reverse the order of the
accounts, Exchange handles all recipients but bounces all external
recipients because it doesn't have an Internet connection for SMTP.
The obvious solution to this is to put Exchange on the Internet, but
there are a number of legitimate reasons why small businesses can't
or won't set up Exchange to collect their Internet email. However,
they can still use Exchange for all of their email, without opening
it for inbound SMTP. This requires very little additional
configuration and the Exchange server is not exposed to spammers as
an open relay. It also doesn't require a full time Internet
connection.
The simplest solution is to add the user's external SMTP address to
their Exchange account as the default SMTP. The messages will be
deliverable this way, although you may not want internal messages
going out the Internet. Not only does it increase bandwidth, sending
confidential documents to an Internet account may be a security
issue.
A better solution goes one step farther. Not only do you add each
users external SMTP address as their default SMTP, you also
configure Exchange to send mail to the Internet, either directly or
by forwarding it to your ISP or external mail server using Exchange
Server's smart host feature. (Keep in mind that if you don't have a
commercial IP address, messages sent directly from your server may
be blocked by Real time block lists.)
By using this method, all internal mail stays internal and all
replies from outsiders will go to your user's external mailboxes.
Your users can continue to collect their POP3 mail using Outlook, or
you can configure a POP3 connector to collect everyone's mail and
drop it in their Exchange mailbox.
While POP3 connectors are discouraged by most Exchange
administrators, if you are going to use external mailboxes it's much
better to use a connector and collect everyone's email from a
central point on a regular schedule, passing it through virus and
anti-spam scanners before depositing it in the Exchange mailboxes,
rather than each employee collecting their own email as often as
they want.
"I need a user to have an email address with my domain name on his
business card, but forward all mail sent to him to his AOL account.
Currently we have to create a user account and set delivery to a
contact, meaning we have two objects to do one thing, and one of the
objects has a login. I've tried Contact, I've tried Universal
Distribution group - neither will allow me to choose a Contact as an
outside recipient or member.
I've had to create a user and forward the message to the contact
(with the outside address). But I don't like the user having an
account."
In order for Exchange server to receive mail for a user and forward
it to an outside address automatically, you need to create an
account for that user. In this instance, since he doesn't actually
ever use his Exchange account and doesn't need to log on your
domain, you only need to create a mail-enabled contact in the Active
Directory. Add his AOL address to his contact and set it as the
default SMTP address. Exchange will forward all mail received at his
domain address to the default SMTP address.
When a user needs to log on to your network but wants his messages
forwarded to another mailbox, create a user account and add his
outside address as the default SMTP address. If he needs the
Exchange mailbox and wants his messages forwarded, add his outside
SMTP address to the forwarding field found on the Exchange General
tab, Delivery Options button in his Active Directory account
properties.
Remember to uncheck 'Automatically update email addresses based on
the recipient policy' to insure the default SMTP isn't changed back
to a domain address.
MICRO-MANAGING READ RECEIPTS
The perfect feature request for Outlook 12: the ability to
selectively enable/disable the read receipts option by recipient.
This would allow you to always request receipts when sending
messages to certain people, without enabling receipts on every
message you send, which annoys everyone else you correspond with.
Fortunately, we don't have to wait for Outlook 12 to have this
option. You can have it now, in all versions of Outlook, controlling
it either by recipient or by keywords in the subject or message
body. All you need to do is create a "Check messages after sending"
rule.
Open the Rules wizard
Select the option to create a blank rule, then choose 'Check
messages after sending' from the rules dialog.
Select the conditions you want to check for and enter the
criteria.
Choose 'notify me when it is read' as the action.
Enter exceptions, if needed, and save the rule.
Now every message you send that meets the conditions you chose will
include a read receipt request.
New Utilities
EFS (EMAIL FORWARDING SERVER) http://www.chimera.co.nz/
EFS is a FREE POP3 gateway for any SMTP server such as Microsoft
Exchange, Lotus Notes or SLMail. It pulls mail from a Pop3
mailbox at your ISP and distributes the messages to users on a
local SMTP mail server. EFS requires you to have a registered
Internet domain name (to accept and forward mail for), use as a
replacement for the somewhat limited Microsoft SBS Pop3
Connector.
EMAIL XRAY http://www.swidgets.com/
Email Xray is and anti-phishing & Email Inspection add-in for
Outlook which lets even tech-naive users easily view an Outlook
email as safe text (no HTML, script, images, or live links), see
the source (HTML or RTF), see the SMTP headers, see & save
attachments (even if blocked by Outlook), & send a report with
email info to Help Desk, ISP, FTC, etc. It has features for
network admins to allow feature configuration & control.
EMAIL2DB http://www.email-2-db.com/
Email2DB is an email parser and auto-responder you can use to
parse and extract data from form-based emails and convert into
real data. Use it to extract data from form based data you
receive by email, including orders, invoices, support enquiries,
web site feedback forms. Email2DB works with emails from POP3,
IMAP and Exchange Servers - plus directly from Microsoft Outlook
2003 folders. Version 1.
EXCHANGE CONNECTOR http://www.quantumsoftware.com.au/ProductsServices/ExchangeConnector/
Exchange Connector allows you to integrate your existing POP3
mailboxes with Microsoft Exchange Server 2000 or 2003 by
downloading mail from POP3 mailboxes and delivering the messages
to your Exchange Server accounts. Exchange connector runs in the
background as a Windows Service and can be configured to
download only during specified hours, such as between 9AM-5PM
Monday-Friday and includes a "Download Mail Now" button for
immediate downloads. It provides support for APOP (enhanced POP3
security), archiving, and SQL Server logging. Version 3.03
EZOUTLOOKSYNC http://www.ezoutlooksync.com/
EZOutlookSync will keep 2 or more copies of MS Outlook always
up-to-date. EZOutlookSync will transfer only changed data,
making synchronizations real quick and unobtrusive. Works on
Outlook 2000/2002/2003.
INLOOX http://www.inloox.de/
InLoox is a project management application for Outlook and
Exchange. It streamlines project management and is seamlessly
integrated within Microsoft Outlook. It combines project
administration, document management and controlling features
with a stylish interface. (Site in German)
LOOK2SKYPE http://www.look2skype.com
Look2Skype is a free Outlook to Skype plug-in that allows you to
start Skype IP calls, begin Skype IM chats, and make Skype calls
directly from your contact list in Outlook.
MAPILAB TOOLBOX FOR OUTLOOK http://www.mapilab.com/outlook/toolbox/
A set of 10 Microsoft Outlook 2000/2003 add-ins for
high-performance and convenient activity with your Microsoft
Outlook. It will help you to schedule the message sending; get
files from your computer through email; autofill the message's
fields when it is created; control the quantity of messages must
be sent in specified time; and many others. Version 1.0 -
released January 11, 2005
MASSEXTRACTOR http://www.silmarilsoftware.com/massextractor/
MassExtractor plug-in is simple freeware plug-in for Microsoft
Outlook 2000/XP/2003 that allows you to extract all attachments
form multiple e-mail messages in one mouse click. Version 1.
MICROSOFT OFFICE OUTLOOK LIVE (MOOL) http://outlooklive.msn.com/
Rent Outlook with a one year subscription to Microsoft Office
Outlook Live. In addition, you'll be able use the Outlook
connector which allows you to use your MSN account, including
Calendar and Contacts, in Outlook. MOOL isn't restricted to MSN
accounts, you can use it with any account type Outlook supports
for the duration of your subscription. Until April, it's
available for a promotional price of $44.95, the regular price
is $59.95.
OUTLOOK HELP DESK http://crowcanyon.com/Help_Desk/OutlookHelpDesk.html
Outlook Help Desk 3.0 leverages the power of Microsoft Exchange
Server, Microsoft Outlook, and the Web to bring you a simple,
efficient and effective help desk, customer support and ticket
tracking system. It is ideal for companies and organizations
that are overwhelmed by user or customer requests and issues.
Support requests are entered through Outlook, the Web or email,
and then are assigned and tracked. The resolved tickets are kept
in an Exchange public folder and can be reviewed if a similar
issue arises again.
PRINT FOLDER MESSAGES http://www.rsoutlook.com/us/prods/prod07.html
An Outlook COM Add-in which prints all messages in a folder,
either as they arrive or at a later date. Demo version
available, it does not support printing messages as they arrive.
REAL ESTATE ORGANIZER http://crowcanyon.com/Real_Estate/real_estate_organizer.htm
Use Real Estate Organizer 2.0 for Microsoft Outlook to manage
your clients and transactions from within Outlook. Instead of
the standard Outlook contact form, you use a custom form
designed specifically for real estate agents. For Buyers, track
what they are looking for and offers they have made. For
Sellers, enter info about their property and offers they have
received. For both, you can then manage the transaction through
escrow, with full information about escrow and loan contacts,
inspections, and contract terms. Use Real Estate Organizer 2.0
in your default Contacts folder or in another Contact folder.
With synchronizing software (such as Chapura's Pocket Mirror),
the contacts can be sync'ed with your Palm, Handspring or Pocket
PC. Works with Outlook 98 and up, Exchange server is not
required.
SMARTPOP2EXCHANGE http://www.jam-software.com/smartpop2exchange/index.shtml
SmartPOP2Exchange works in the background and downloads all
messages from various POP3 accounts and forwards them to your
SMTP/Exchange server. The configuration tool allows you to
adjust common options, like download interval, timeout, log file
etc. and to add, delete or configure your SMTP/Exchange and POP3
accounts. An included spam filter allows to tag or to delete
mails that have been identified as spam by SpamAssassin.
SmartPOP2Exchange also supports rules which allow you to define
additional actions for certain messages. Version 4.3
TASKLINE http://www.taskline.com
Taskline is an add-in for Microsoft Outlook that automatically
schedules the Outlook task list to produce an achievable and
predictable work schedule. Each task is assigned a start and
finish date, taking into account the task's duration and
priority, any deadlines, appointment items such as meetings, and
on what hours you normally work during the week. Taskline can
put the tasks in the Calendar, so that you can have a single
view that completely details everything you have to do, when,
and in what order. Taskline gives you much of the power of
expensive Project Management software, but at a fraction of the
cost and with none of the complexity. You also have the
convenience and familiarity of using an Outlook-based solution.
Version 2.1
YOU SUBSCRIBE http://www.yousoftware.com/subscribe/
An RSS news aggregator that integrates with Outlook. It can
automatically delete items after a period of time. Works with
Outlook 2000/2002/2003 and Windows 2000/SP3 or Windows XP. Beta
- preview release v0.8
Updated Utilitiess
MAPINOTIFY http://www.mapinotify.com/
MAPInotify is a mail and folder checking and notification utility.
The current version adds support for Outlook 2003, color coding for
messages, and the ability to delete messages from the New Mail
window. Version 4.3
SHAREOUTLOOK http://shareoutlook.4team.biz/
ShareOutlook version 2.0 is a totally new version, with new
independent from Outlook sharing technology. ShareOutlook has a new
interface design and offers improved sharing of Mail Folders. Now
shared folders with e-mail messages are visible to others the same
way they are in your Outlook and include the status - when the
e-mail was replied to or forwarded is visible to all users that
share the folder with you. You can simply minimize it to windows
tray and continue working with Outlook without any interruptions.
Now support sharing labels (colors) and the contact picture in
Outlook 2003.
TEAMCONTACTS http://www.teamcontacts.com/
TeamContacts is an easy to install Outlook add-on which uses an
Access database to hold your contact information. Users can filter
by categories to select a subset of their contacts to share. Changes
in the Team folder are synced with the owners folder automatically,
using a system tray synchronizer. No server software is required but
it works great with Exchange server public Folders. For those user
who need more than Contact sharing, TeamContacts is also available
as part of OutlookInside. For Outlook 2000 SR1 and above.
Other Resources
FILTER UPDATE FOR EXCHANGE INTELLIGENT MESSAGE FILTER
http://www.microsoft.com/downloads/details.aspx?familyid=c1ea8cf1-48c9-4e43-a4eb-82d9a83fd4a7&displaylang=en
This update to the Intelligent Message Filter SmartScreen(tm) filter contains
updated spam characteristics that improve the ability of Intelligent Message
Filter to block unsolicited commercial e-mail messages, also known as spam. You
must have Intelligent Message Filter installed to install this update.
MICROSOFT OFFICE OUTLOOK LIVE FAQ
http://www.slipstick.com/outlook/mool.htm
Learn more about Microsoft Office Outlook Live (MOOL) and find the answers to
frequently asked questions and troubleshooting tips.
Outlook Web Access 5.5 displays the start time of meetings that are scheduled in
the Israel (Jerusalem) time zone as one hour late http://support.microsoft.com/?kbid=812392
You receive an 8004D002 error when you try to schedule a conference by using an
authenticated client that does not have a mailbox http://support.microsoft.com/?kbid=328788
You receive a "The specified domain either does not exist or could not be
contacted" error message when you try to create a mailbox by using the Active
Directory Users and Computers snap-in on a Windows 2000-based workstation http://support.microsoft.com/?kbid=810812
The folder path and folder ID are incorrect in the Application log when a user
deletes a public folder in Exchange 2000 Server http://support.microsoft.com/?kbid=884863
An SMTP virtual server does not start successfully, and no Error event is logged
on a Windows Server 2003-based computer that is running Exchange Server 2003 http://support.microsoft.com/?kbid=840761
Recurring meeting requests that have been accepted and updated in Outlook 2003
cannot be viewed in Exchange Server 2003 Outlook Web Access http://support.microsoft.com/?kbid=890545
When you export users to an .ldf file in Exchange 2000 Server, the Mailbox
Reconnect tool (Mbconn.exe) silently exits when you click Save in the Save As
dialog box http://support.microsoft.com/?kbid=812552
Issues that occur when the crashonauditfail registry value is set to 1 on an
Exchange computer or that occur when the Security event log reaches the maximum
size in Windows 2000 Server http://support.microsoft.com/?kbid=888179
You receive the "An unknown error has occurred" error message when you move a
mailbox from one store to another store by using Exchange Task Wizard in
Exchange 2000 http://support.microsoft.com/?kbid=870599
Users can recover deleted items in Outlook 2003, even though you have configured
Exchange 2000 Server not to keep deleted items http://support.microsoft.com/?kbid=885466
You cannot save a rule with the "Forward it to" attribute set to a fax or Short
Message Service address is enclosed in brackets ("[ ]") in Outlook Web Access in
Exchange Server 2003 http://support.microsoft.com/?kbid=875269
You receive an "Invalid log version" error message when you use the ESEUTIL /K
command on a folder where transaction logs reside in Exchange Server 2003 SP1 http://support.microsoft.com/?kbid=890056
A folder that contains a meeting request may be deleted after you accept the
meeting request through a remotely synchronizing mobile device http://support.microsoft.com/?kbid=828493
Users can recover deleted items in Outlook 2003, even though you have configured
Exchange Server 2003 not to keep deleted items
http://support.microsoft.com/?kbid=889680
Outlook Web Access stops responding, and the IIS Admin Service unexpectedly
crashes on a computer that is running Exchange 2003 Service Pack 1 http://support.microsoft.com/?kbid=
(888315)
A sender's e-mail address appears to a recipient as two distinct addresses if
the sender's display name contains a comma and extended characters in Exchange
2000 or in Exchange 2003 http://support.microsoft.com/?kbid=
(886757)
The whole Hotmail or MSN e-mail message is downloaded when you use the
Download headers only option in Outlook 2002 and in Outlook 2003 http://support.microsoft.com/?kbid=892449
When you use Outlook to delete Hotmail messages or MSN messages, the deleted
messages do not appear in the Trash Can of the Hotmail account or the MSN
account http://support.microsoft.com/?kbid=892448
The following apply to the Outlook Connector (MSN Premium and MOOL):
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