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Exchange Messaging Outlook
Volume 10, Number 1 |
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Greetings! Welcome to Vol. 10, No. 1,
Mar 31, 2005, of Exchange
Messaging Outlook, a biweekly newsletter about Microsoft Exchange
and Microsoft Outlook.
Today's highlights:
Regular features:
Preventing Exchange Users From Receiving Internet Email
When you need to prohibit certain users from receiving mail from the
internet, one popular solution is to give the specific users that
are prohibited from receiving Internet mail a non-resolvable SMTP
domain address, such as no.one@exchange.invalid. You can easily set
this up using Recipient policies and apply it to users or groups
meeting specific criteria. Another solution is to add the SMTP
addresses to the Recipient filter on the SMTP server. While this
works fine for disabled mailboxes, it's not practical to use it for
a large number of users as there is a limit to the number of
addresses you can add to the list.
Exchange 2003 makes it much easier, by providing you with a feature
that will NDR mail originating from the Internet to users or
distribution groups if the mail was submitted anonymously. Since
anonymous authentication is the typical submission method for mail
originating from the Internet, all mail from the Internet to the
addresses used by the user is rejected.
To set the feature to require authentication to send to a specific
user, follow these steps:
- Open Active Directory Users and Computers.
- Right click on the user account, and then on Properties.
- Select the Exchange General tab.
- Select Delivery Restrictions.
- Under Message restrictions, select the From authenticated users
only check box.
You can use this same method to control messages sent to
distribution groups.
After making this change, all mail from the Internet to those users
should be rejected as long as there was no authentication. Messages
that are authenticated will be delivered, which would be limited to
mail from users with accounts on the server.
User problems: Selecting Items in Outlook 2003
A reader asks: " Outlook 2000 had the functionality of allowing users
with a wheel mouse to scroll on the folder list. We upgraded to
Outlook 2003 and it does not allow that. For example if I open the
Folder List and I click on my Inbox Folder, if I try scrolling
up/down within the folders in my folder list, the Emails on the
right side get scrolled instead, is this a bug?" No, it's not a bug but a change in behavior in how Outlook
works-when selecting a folder (so it highlighted in blue) the focus
moves to the item list. With older versions, focus stayed on the
folder list but the folder opened to show you it's contents. Now,
when the folder list is active, you need to click on it or press
Enter to view the contents of the folder the cursor is on
(identified by a dotted box around the name) as you move through the
folder list. Once you press Enter, focus is moved to the item list
and you'll need to Tab back to the folder list to continue scrolling
the list.
When the folder name is highlighted in dark blue, you'll be able to
scroll the folder list with a mouse wheel. If not, you'll need to
select it, then scrolling should work as before. You can either
select it by clicking on it with the mouse or by pressing the Tab or
F6 key twice. You can also press Shift+Tab or Shift+F6 once to move
back to the folder list (or the last section that had focus).
Keep in mind you aren't restricted to using the mouse to scroll
through the folder list. When any folder name is highlighted and if
you know the name of the folder you want, you can press the first
character in it's name to jump to the next visible folder beginning
with that letter or pressing the up or down arrow key to select the
next folder. Expand subfolders by pressing the right arrow key.
A similar, but unrelated, issue some users experience is the
inability to scroll in Outlook's preview pane. This is a feature
enabled by your mouse drivers and most often experienced by Logitech
mouse owners. To enable (or disable) scrolling in Outlook you need
to look in the Control panel for the Mouse applet and change the
Office scroll settings. Although it may be labeled "Office 97", it
controls scrolling in all versions of Office and changing this
setting will change the scrolling behavior in other Office products.
Outlook Tip: Filtering Internal Email in Outlook
You may not want to block the delivery of all Internet email your
users, but they would like to use filters to separate Internet email
from internal email.
Because Exchange server doesn't add a header to mail sent internally
(unless it goes through a connector), you can't filter based on
domain addresses. You can create a filter that applies to all
messages except those containing @ in the header (or from address)
to affect internal mail. Or to apply the rule to Internet email,
create a rule that applies to mail with @ in the header.
Windows Server 2003 Service Pack 1 Now Available
If you haven't yet heard, Windows 2003 SP1 is now available. You can
learn more about it and download a copy (or order a CD) by visiting
http://www.microsoft.com/technet/prodtechnol/windowsserver2003/servicepack/default.mspx. Note that if you use SBS2003, you should wait for the SBS 2003 SP,
which is expected in about 60 days. Sending Email Using Quoted-Printable Encoding (Correction)
Last week's article on using quoted-printable encoding was a
paragraph short and is repeated here, in it's entirety, with the
very important missing last paragraph.
Using quoted-printable allows you to send long URLs in plain text
messages without worrying about long lines breaking, but it's not
selectable as an encoding option in Outlook. However, you can
configure Outlook to use it when you send plain text email. Note
that not all outgoing mail servers support this trick and it may not
prevent long lines from breaking with your mail server.
In Outlook's Tools, Options dialog, select the Mail Format tab then
International Format button. Disable the option to allow Outlook to
autoselect the encoding and choose Western European (ISO).
Tip: If you need to use a different encoding, click the message
forms Options button and choose it from the list of available
encodings when composing your message.
If changing the encoding doesn't prevent your lines from breaking,
you'll need to edit the registry to add the WrapLines key and set it
to 0 (zero). Navigate to HKEY_Current_User\Software\Microsoft\Office\11.0\Common\MailSettings
and add a DWORD value name of WrapLines with a value of 0. See KB
Article,
BUG: Line wrapping does not appear as expected when you send e-mail messages in Outlook 2003 (823921)
for more information. This works on all mail servers I've tested it
with.
Tell Us about Your Favorite Outlook or Exchange Utility
Would 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.com
, with
My favorite Outlook or Exchange tool
in the subject line. |
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New Utilities
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ACTUAL CONTACTS FOR MICROSOFT OUTLOOK
http://www.mapilab.com/outlook/actual_contacts/
Actual Contacts for Outlook is a Microsoft Outlook add-in for
updating your address book. Select contacts and ACO will send
them a message containing a form. The respondents will be able
to update the data in your address book by filling out the form.
The process uses only email forms and no data is stored on any
other site.
AGENDUS FOR WINDOWS
http://www.iambic.com/agendus/winoued/
Agendus for Windows, Outlook Edition adds pizazz to your Outlook
experience. Now it is possible to seamlessly synchronize your
schedule, contacts, tasks and notes from your Palm handheld or
Symbian smartphone using the Agendus personal information
manager for your Windows desktop. Agendus is the only contact
manager that lets you have this level of power and flexibility
on both your handheld and your desktop. Available in two
versions: Palm Desktop Edition and Outlook Edition. Version 3.
GREENBORDER PROFESSIONAL EDITION
http://www.greenborder.com/solutions/index.html
GreenBorder Professional Edition makes Outlook (and IE) safe to
use with any content, in any network. GreenBorder prevents
damage, theft and hijacking by threats that attack your desktop
via email or the Web. It uses a unique approach that enables you
to safely open any message or attachment, go to any website, or
use any downloaded files without worry. It provides seamless,
continuous protection against all threats, known and unknown,
without the hassles of signatures, scanning, updates or patches.
GROUPWISE IMPORT UTILITY FOR MICROSOFT OUTLOOK
http://www.novell.com/coolsolutions/feature/11598.html
The GroupWise Import Utility for Microsoft Outlook enables you
to import personal information from Outlook PST (Personal Folder
Storage) files on your workstation into your GroupWise mailbox
or archive. The Import Utility allows you to import items from
Outlook PST files into your GroupWise Online mailbox, Caching
mailbox, Remote mailbox, or archive and you can select the
folder into which items are imported. Free. Version 2.0 GROUPWISE MIGRATION UTILITY FOR MICROSOFT EXCHANGE
http://www.novell.com/coolsolutions/feature/10105.html
The GroupWise Migration Utility for Microsoft Exchange enables
you to migrate mailboxes and other data from an Exchange system
into a GroupWise system. The Migration Utility provides the
following capabilities: Migrate the contents of users' mailboxes
from an Exchange system to a GroupWise system. Customize the
mailbox migration to control the location of User objects in
eDirectory, the default mailbox password, the types of items to
migrate, the date range of items to migrate, and the folders in
the GroupWise mailboxes to migrate the items. Migrate Exchange
distribution lists and convert them into GroupWise distribution
lists. Free.
RSOUTLOOK DISCLAIMER
http://www.rsoutlook.com/us/prods/prod13.html
RsOutlook Disclaimer is a tool to automatically insert
disclaimers in all outgoing email. Does not require Exchange
Server since this is a Outlook-based tool. This add-in works
with any kind of mail format (RTF, Plain or HTML) maintaining
the format of the message. |
Updated Utilities
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ANAGRAM
http://getanagram.com/anagramoutlook/
anagram is a tiny program that stays out of your way while you work,
but is available at a single keypress when you need to get
appointments, addresses into Outlook quickly and easily from
anywhere on your PC, such as an e-mail or web site, without
re-typing or using copy and paste. anagram translates the meaningful
text from any application into a Contact, Calendar, Task and Note
item. Updated to work with Outlook 2003. Version 2.4.0ATTACHMENTS PROCESSOR
http://www.mapilab.com/outlook/attachments_processor/
Attachments Processor will not only help you to save space in PST
file or in a mailbox on the Microsoft Exchange server, it will also
offer greater opportunities for automatic attachment management. The
program can automatically extract attachments from incoming messages
and save them to hard disc. Extracted attachment is replaced in a
message with a link to the file on disc, or, at user's discretion, a
text file with attachment description. Version 2
CLEARCONTEXT INBOX MANAGER
http://www.clearcontext.com/
ClearContext Inbox Manager is an add-in for Microsoft Outlook that
automatically prioritizes, organizes, and color-codes the e-mail in
your inbox, placing the most important e-mails from the most
important senders are at the top of the inbox, ready to be dealt
with immediately. Less important e-mails, such as newsletters and
correspondence from low priority senders, are placed further down in
the inbox and junk/spam e-mails are moved to the bottom.
Additionally, ClearContext Inbox Manager automates the e-mail filing
process to help you keep your entire mailbox organized. All of this
is done automatically by analyzing existing e-mail -no configuration
or software "training" is required. Version 1.1
NEMX POWER TOOLS
http://www.nemx.com/products/powertools/index.asp
Nemx Power Tools Version 5.1 now includes the ability to selectively
archive messages by user, group, domain, recipients, or content to a
MSSQL or ODBC compliant database to ensure government, industry or
corporate compliance. The release also includes enhancements to its
Friendly Domains auto white listing capabilities.
ORF ENTERPRISE EDITION
http://www.vamsoft.com/orf/default.asp
New features added to ORFEE version 2 include SURBL blacklist
support, greylisting, tarpit delay, and automatic sender whitelist
for improved spam filtering. ORFEE supports filtering emails on
arrival, which allows delivery path analysis, keyword and attachment
filtering and Attachment and keyword filtering so you can drop
emails with malicious attachments or replace the attachments with a
customizable warning text. Both the keyword and the attachment
filtering support using Perl-compatible regular expressions and are
Unicode-aware. E-mails caught by the On Arrival filtering point can
be dropped, redirected or tagged (header or subject). ORFEE includes
a built-in log viewer which allows easy browsing, searching and
filtering the logs.
OUTLOOK REDEMPTION
http://www.dimastr.com/redemption/
Version 3.4 of this developer library for accessing Outlook data
without triggering security prompts adds a safe HTMLBody property,
enhanced import/export to RFC822 format, methods for converting GMT
to and from local time, saving contacts as vCards, and faster
recipient resolution. Version 3.4.0.402 |
Other Resources
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SET EMAIL ACCOUNT SIGNATURE IN OUTLOOK 2003
http://www.outlookcode.com/codedetail.aspx?id=821
Outlook 2003 makes it particularly difficult to set the signature for new
messages and replies/forwards because each mail account has its own signature.
This sample script uses the Windows Management Instrumentation (WMI) interface
and something of a "brute force" approach to set a signature on all services,
even those that aren't email accounts. |
New Exchange Knowledge Base Articles
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You can take the MTA resource offline, but you cannot bring the MTA resource
back online after you restart a Windows-based cluster (894094)
You receive an "unable to start processing services" error message when you try
to access Exchange 2000 by using Outlook (830936)
A memory leak occurs when your Exchange 2000 computer processes a digitally
signed message that contains attachments (875254)
An attachment that has an encoded file name that contains Japanese Industry
Standards (JIS) characters may be corrupt (884477)
You cannot input double-byte character set (DBCS) characters in the "Use this
name" field of your Public Folder property in Exchange 2000 (867740)
The Migration Wizard does not migrate all the calendar items in Exchange Server
2003 Service Pack 1 (886948)
Multi-site data replication support for Exchange 2003 and Exchange 2002 (895847)
Duplicate users may appear in the global address list after you configure the
Exchange Server 2003 Active Directory Connector (837968)
The header information of an e-mail message is missing when you download the
e-mail message from an Exchange Server 5.5 computer by using a POP3 client (831416)
The body of an e-mail message does not appear as expected in an OWA 2003 e-mail
message that contains Korean DBCS characters (828710)
The information store may stop responding, and the stores may appear to be
dismounted in Exchange 2003 (833907)
Internet Explorer makes two unnecessary POST requests to the Ocget.dll file when
you log off Outlook Web Access (OWA) 2003 (833705)
You cannot send messages after you change a routing group configuration, and an
event ID 986 message is logged in Exchange 2000 Server (883309)
The Exchange Connector for Lotus Notes does not currently update Active
Directory with NULL attribute values that you configure for a Lotus Notes user (890833)
When you use an OWA client to access an Exchange Server 2003 computer, you may
receive an "HTTP 403.4" error message (839913)
The information store crashes, and the Internet Mail Service may stop responding
when you use SpamAssassin to process incoming e-mail messages in Exchange Server
5.5 (837216)
When you run the DS/IS consistency adjuster, some Access Control List
information for your public folders and for your mailboxes is lost in Exchange
Server 5.5 (834385) |
New Outlook Knowledge Base Articles
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Description of the Outlook 2003 post-Service Pack 1 hotfix package: February 26,
2005 (894539) The default permissions of a new user are changed from Reviewer to None in the
Calendar Properties dialog box in Outlook 2003 (885242)
An appointment appears as Private Appointment in a group schedule when you click
to select the Private check box for an appointment in the Japanese version of
Outlook 2003 (896112)
Description of the Microsoft Office Outlook 2003 post-Service Pack 1 hotfix
package: March 11, 2005 (895318)
Description of the Outlook 2003 post-Service Pack 1 hotfix package for the
Japanese version of Outlook 2003: November 29, 2004 (888992)
The Outlook 2002 Connector for IBM Lotus Domino saves passwords when you use it
in Outlook 2002 and in Outlook 2003 (896093)
Description of the Microsoft Office Outlook 2003 post-Service Pack 1 hotfix
package: March 11 2005 (895679)
When you use Outlook 2003 to connect to your Exchange server mailbox by using
RPC over HTTP, you receive messages that continuously prompt you for your
network password (895276)
Description of the Microsoft Outlook 2002 Connector post-Service Pack 1 hotfix
package: March 4, 2005 (888991)
A network administrator can add the DisablePST registry value to a registry key
so that all the users of a computer cannot create or access Outlook .pst files
in Outlook 2003 (896515)
Description of the Microsoft Office Outlook 2003 post-Service Pack 1 hotfix
package: March 11, 2005 (895402) |
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