Exchange Messaging Outlook Volume 10, Number 8

Greetings! Welcome to Vol. 10, No. 8, Jul 21 2005, of Exchange Messaging Outlook, a biweekly newsletter about Microsoft Exchange and Microsoft Outlook.

Today's highlights:

Regular features:

 

"File" Is Not Spelled D-E-L

While no one would seriously consider storing their will, divorce papers, or other important documents in the office trash can, an unbelievable number of people think nothing of storing important email in their Deleted Items folder. When they are deleted accidentally or by new mailbox manager policies, they come to me for assistance in recovering the messages. Unfortunately, unless they use Exchange Server and the dumpster is enabled or they have a recent backup, the messages are gone and probably can't be recovered.

I understand why they do it - they want to keep the Inbox clean and hitting the DEL key is quick and easy, but I'm amazed at the number of people who use this for message management and see nothing wrong with it. They get upset with me when I tell them it's a really bad idea to store messages in the Deleted folder and many continue doing it even after losing all of their important messages.

No matter how easy it is, it's a bad idea for anyone not using an Exchange server mailbox that has deleted item recovery enabled, because when the Deleted folder in a personal store is emptied, the ability to recover it is very slim, unless they act very quickly, before Outlook begins compacting the pst. (See https://www.outlook-tips.net/howto/recover_deleted.htm.)

Why didn't Microsoft add a quick key for moving messages to a read messages folder? Because folders aren't the best way to manage electronic messages. While it works great with printed letters and a file cabinet, too many file folders makes it harder to find electronic messages. Many people have hundreds of folders, many are nested several folders deep or in multiple stores. Some users have so many folders, often nested several folders deep, that they forget where the folders are or what they named them. Search folders (or Office Saved Searches in earlier versions) and custom views offer better message management. In addition, there are a number of Outlook utilities, like NEO and ClearContext, that provide better message management techniques to end-users.

What's the best way, for people who prefer use folders, to file messages? When "leave them in the Inbox and use views to show or hide them" is not an acceptable answer, use Outlook's Edit, Move to folder menu or drag the messages to other folders. Although either method requires a little more effort than pressing the Del key, it's still less effort than refiling the items from the Deleted folder later. To make it easier to drag items to folders, put your most frequently used folders on the Favorites folder list or use the Outlook Bar in older versions. Get in the habit of using custom views, categories, and search to organize your mail so you can reduce the number of folders needed.

There are several addins that use rules to move messages after they are read or provide better methods for organizing your mailbox, categorizing messages and finding them later, including Auto-mate, Quickfile, NEO, and ClearContext. These, and others, are linked at https://www.slipstick.com/addins/auto.htm.

Exchange Public Folders Post or Note?

I thought by now that the problem of Exchange using post forms for mail items in mail-enabled public folders was a non-issue, as it's been fixed in both Exchange 2000 and Exchange 2003, but a few people are still annoyed by it.

"What is the best way to get external emails to a public folder to be a Note instead of a Post. Does Ex2k3 SP1 fix this? I have it and it still comes in as a Post."

Yes, the fix is in Exchange 2003 SP1 (and is available as hotfix for Exchange 2000.) Along with installing the SP or hotfix, you need to create the following registry key value on each server hosting public folders.

HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\MSExchangeIS\<ServerName> \Public-<GUID>
Value name: Incoming defaults to IPM.Note
Value type: DWORD
Value data: 1 (the default is 0 (false) for IPM.Post forms in public folders)

You'll also need to restart the information store service for the change to take effect. Of course, only messages received after the SP1 is installed and the registry key changed will use the IPM.Note form.

Knowledge Base article 817809 covers both Exchange 2000 and 2003 and has more information and links to the updates needed.
http://support.microsoft.com/kb/817809

Summer book giveaway

Our last question came from the tips archive at outlook-tips.net:

Can you make the Day or Week Calendar display the day of the week?
If so, how?

Of course you can, and most of the respondents had the correct answer.

How the dates are displayed is controlled by the long date settings in the Control Panel's Regional and Language Options dialog. Open the dialog, click Customize on the Regional Options tab and then click the Date tab. Select one of the predefined Long date formats or create your format own using m, d, and y along with valid separators such as comma, colon or dash. The format you choose is used by all applications that read the long date format, so don't get too creative if you decide to make your own format.

Wallace Ottersbach receives an autographed copy of my book, Teach Yourself Outlook 2003 in 24 Hours.

Because I'm still getting replies and comments concerning the removal of public folders from Exchange 13, I'm going to wait a little longer to compile the responses.

Other Resources

ADVANCED TECHNICAL DISCUSSION WEBCAST ON EXCHANGE HIGH AVAILABILITY
http://w.on24.com/r.htm?e=14531&s=1&k=A1E9C8C7998197B290288F48A947704A&partnerref=RTP
Paul Robichaux, partner at 3sharp LLC and Microsoft Exchange MVP, will be leading an advanced technical discussion via webcast covering a number of the issues involved in Exchange high availability and business continuance. Paul's webcast discussion will touch upon the following series of topics: Replication and Failover; Design Choices; Failover and Failback Design; DNS vs IP vs other; AD; client redirection; manual vs semiautomatic vs fully automatic; symmetry
Planned Versus Unplanned. When : July 27, 2005, 2:00 PM EDT (18:00 GMT)

New Exchange Knowledge Base Articles

You receive an "Extension SMTP could not be loaded" error message when you try to view the properties of the Internet Mail Service from a server that is running Exchange Server 5.5
http://support.microsoft.com/kb/324344

When you copy a public folder from Microsoft Outlook by using an Outlook client computer, the copy of the public folder may contain a reference to the original folder's Active Directory entry in Exchange 2000
http://support.microsoft.com/kb/888105

An external e-mail account can send e-mail messages to a distribution group in Exchange 2000 Server
http://support.microsoft.com/kb/840719

An E_INVALIDARG (80070057) error is returned when you use the CDO.Appointment.Cancel() function to remove multiple attendees from an appointment in Exchange 2000 Server
http://support.microsoft.com/kb/875271

How to move an object that is replicated from Exchange Server 5.5 by the Active Directory Connector to another container in Active Directory
http://support.microsoft.com/kb/813323

Internet Information Services crashes when you try to synchronize a Pocket PC device with a server that is running Microsoft Exchange 2000 Server
http://support.microsoft.com/kb/838825

Recipients of a forwarded message may be able to see recipients in the Bcc box in Exchange 2000 Server
http://support.microsoft.com/kb/894389

The Store.exe process repeatedly crashes in Exchange Server 2003 Service Pack 1
http://support.microsoft.com/kb/899585

Outlook may receive a full download instead of an incremental download when Outlook downloads the offline address book in Exchange Server 2003
http://support.microsoft.com/kb/895476

The body of a message does not appear when you use a MAPI client to open the message in an Exchange Server 2003 organization
http://support.microsoft.com/kb/892545

In Microsoft Exchange Server 2003, when you send an e-mail message to an X.400 recipient whose e-mail address includes a certain character combination, the recipient may not receive the e-mail message
http://support.microsoft.com/kb/895541

You receive an "Extension SMTP could not be loaded" error message when you try to view the properties of the Internet Mail Service from a server that is running Exchange Server 5.5
http://support.microsoft.com/kb/324344

An update is available for Exchange 2003 and Exchange 2000 that lets the transport function use a new MDBEIF API to verify the mailbox quota in the Exchange store
http://support.microsoft.com/kb/828532

Issues that may occur when the "Manage auditing and security log" permission is removed from the Exchange Enterprise Servers group in Exchange 2000 Server
http://support.microsoft.com/kb/896703

An NDR message is delivered to an Exchange mailbox even though the mailbox size exceeds the Exchange 2000 Server quota size
http://support.microsoft.com/kb/827413

Public folder replication fails, and event IDs 3086 and 3085 are logged with error code 0x8007000e in Exchange 2000 Server
http://support.microsoft.com/kb/898785

Mail messages to users on another Exchange server are stuck in a SMTP queue
http://support.microsoft.com/kb/555366

An event is not logged in the Application log before the last available transaction log in the sequence is used in Exchange 2000 Server
http://support.microsoft.com/kb/896001

When you copy a public folder from Microsoft Outlook by using an Outlook client computer, the copy of the public folder may contain a reference to the original folder's Active Directory entry in Exchange 2000
http://support.microsoft.com/kb/888105

An external e-mail account can send e-mail messages to a distribution group in Exchange 2000 Server
http://support.microsoft.com/kb/840719

How to share files that are removed by the "Safe HTML" filtering feature in Outlook Web Access for Exchange Server 2003
http://support.microsoft.com/kb/899394

The original BCC recipients are revealed when a MAPI client other than Outlook is used to reply to or to forward an e-mail message in Exchange Server 2003
http://support.microsoft.com/kb/895588

You receive a "WMS idle: lsmexout.exe - application error" or "WMS idle: lsmexin.exe - application error" error message, and the Exchange Server 2003 Connector for Lotus Notes service unexpectedly quits
http://support.microsoft.com/kb/899801

The Store.exe process repeatedly crashes in Exchange Server 2003 Service Pack 1
http://support.microsoft.com/kb/899585

How to resolve unexpected growth of EDB or/and STM Files
http://support.microsoft.com/kb/555360

How to export the members of a distribution group in Exchange 2000/2003 using LDIFDE.
http://support.microsoft.com/kb/555365

The Internet Mail Service may quit if the Information Store runs out of memory in Exchange Server 5.5
http://support.microsoft.com/kb/812071

If you use a program that uses CDO to accept a meeting request for a recurring meeting series, the recurring meeting series may be deleted in Exchange Server 2003
http://support.microsoft.com/kb/887595

Event ID 4786 is logged when you send an e-mail message that has a Content-Transfer-Encoding value that is not valid
http://support.microsoft.com/kb/885422

When the front-end server is under a heavy load, the POP3 service or the IMAP4 service stops responding
http://support.microsoft.com/kb/873438

The Microsoft Exchange Information Store service unexpectedly quits when you synchronize information from a computer that is running Microsoft Exchange 2000 Server
http://support.microsoft.com/kb/892208

The Microsoft Exchange Information Store service crashes when you send an HTML message to a server that is running Exchange 2000 Server
http://support.microsoft.com/kb/812047

You may receive a "Cannot find this item, it may be deleted" error message when you use Microsoft Outlook Web Access to move or to copy an e-mail message in Exchange 2000 Server or in Exchange Server 2003
http://support.microsoft.com/kb/824677

If you update the meeting invitation and then resend the meeting invitation, the word "Updated" does not appear in the Subject box of the meeting invitation
http://support.microsoft.com/kb/901053

When the recipient uses Outlook Web Access to open the message, the attached file or the attached picture is missing
http://support.microsoft.com/kb/884881

DSAccess does not time out if you experience a delay when DSAccess queries Active Directory in Exchange Server 2003
http://support.microsoft.com/kb/833906

The In-Reply-To field and the References field are removed from the SMTP headers of any existing messages in a mailbox when you move the mailbox from one mailbox store to another mailbox store in Exchange Server 2003
http://support.microsoft.com/kb/887169

The description of the event ID 9646 message includes a GUID instead of a recipient name
http://support.microsoft.com/kb/899663

The "Mailbox Owner Right" permission is removed when you use Active Directory Connector to move a mailbox for a disabled user account from Exchange Server 5.5 to Exchange Server 2003 Service Pack 1
http://support.microsoft.com/kb/883642

When you run the Exchange Mailbox Manager Setup program in Exchange Server 5.5, the Mailbox Manager Setup program may crash
http://support.microsoft.com/kb/840221

New Outlook Knowledge Base Articles

Description of the Outlook 2003 Junk E-mail Filter update: July, 2005
http://support.microsoft.com/kb/895658

Description of the Outlook 2003 post-Service Pack 1 hotfix package for the Japanese version of Outlook 2003: March 5, 2005
http://support.microsoft.com/kb/895118

Developer information about the calendar changes in Outlook 2003 Service Pack 2 and later versions
http://support.microsoft.com/kb/899919

The News command disappears after you try to add it to the Go menu in Outlook 2003
http://support.microsoft.com/kb/902929

Description of the Outlook 2003 post-Service Pack 1 hotfix package: March 4, 2005
http://support.microsoft.com/kb/895119

Description of common scenarios in which Calendar information may be removed from the Calendar or may become out of date
http://support.microsoft.com/kb/899704

Description of the Microsoft Outlook 2002 post-Service Pack 3 hotfix package: May 25, 2005
http://support.microsoft.com/kb/899526

Description of the Outlook 2002 post-Service Pack 3 hotfix package: June 2, 2005
http://support.microsoft.com/kb/900461

Description of the Microsoft Office Outlook 2003 post-Service Pack 1 hotfix package: May 23, 2005
http://support.microsoft.com/kb/900628

Address information may not be added in the correct address fields when you add a new contact to the Contact address book in Outlook 2003
http://support.microsoft.com/kb/893713

Description of the Outlook 2003 Junk E-mail Filter update: June 2005
http://support.microsoft.com/kb/896999

Description of common scenarios in which Calendar information may be removed from the Calendar or may become out of date
http://support.microsoft.com/kb/899704

How to disable Business Contact Manager in Outlook 2003 with Business Contact Manager
http://support.microsoft.com/kb/903094

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