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Exchange Messaging Outlook
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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-LWhile 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 http://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 http://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.
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. Summer book giveawayOur last question came from the tips archive at outlook-tips.net:
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. |
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New Utilities |
AD BULK CONTACTS BLUEINBOX CALLPLAN CRM FOR OUTLOOK CLOUDMARK EXCHANGE EDITION CLOUDMARK SAFETYBAR IMI CONTACTS EXPORTER LINKEDIN OUTLOOK TOOLBAR OFFICE CENTRAL ONLETTERHEAD OWA SUITE REMOTE FILE CABINET WINDEVELOPER IMF TUNE ZENPRISE |
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Updated Utilities |
FILESURF http://www.mdy.com FileSurf can manage the entire lifecycles of both physical and electronic records, including emails and their attachments. FileSurf is certified by the latest version of the U.S. DoD 5015.2 Standard for records management software. FileSurf is designed to be flexible, scalable and extensible to address the unique records management requirements of any organization. Version 7.5 IHATESPAM FOR EXCHANGE LUCATEC MASK MESSAGE CLASSIFICATION FOR MICROSOFT OUTLOOK ORF ENTERPRISE EDITION |
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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) |
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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/?kbid=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 An external e-mail account can send e-mail messages to a distribution group in
Exchange 2000 Server 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 How to move an object that is replicated from Exchange Server 5.5 by the Active
Directory Connector to another container in Active Directory Internet Information Services crashes when you try to synchronize a Pocket PC
device with a server that is running Microsoft Exchange 2000 Server Recipients of a forwarded message may be able to see recipients in the Bcc box
in Exchange 2000 Server The Store.exe process repeatedly crashes in Exchange Server 2003 Service Pack 1 Outlook may receive a full download instead of an incremental download when
Outlook downloads the offline address book in Exchange Server 2003 The body of a message does not appear when you use a MAPI client to open the
message in an Exchange Server 2003 organization 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 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 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 Issues that may occur when the "Manage auditing and security log" permission is
removed from the Exchange Enterprise Servers group in Exchange 2000 Server An NDR message is delivered to an Exchange mailbox even though the mailbox size
exceeds the Exchange 2000 Server quota size Public folder replication fails, and event IDs 3086 and 3085 are logged with
error code 0x8007000e in Exchange 2000 Server Mail messages to users on another Exchange server are stuck in a SMTP queue An event is not logged in the Application log before the last available
transaction log in the sequence is used in Exchange 2000 Server 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 An external e-mail account can send e-mail messages to a distribution group in
Exchange 2000 Server How to share files that are removed by the "Safe HTML" filtering feature in
Outlook Web Access for Exchange Server 2003 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 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 The Store.exe process repeatedly crashes in Exchange Server 2003 Service Pack 1 How to resolve unexpected growth of EDB or/and STM Files How to export the members of a distribution group in Exchange 2000/2003 using
LDIFDE. The Internet Mail Service may quit if the Information Store runs out of memory
in Exchange Server 5.5 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 Event ID 4786 is logged when you send an e-mail message that has a
Content-Transfer-Encoding value that is not valid When the front-end server is under a heavy load, the POP3 service or the IMAP4
service stops responding The Microsoft Exchange Information Store service unexpectedly quits when you
synchronize information from a computer that is running Microsoft Exchange 2000
Server The Microsoft Exchange Information Store service crashes when you send an HTML
message to a server that is running Exchange 2000 Server 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 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 When the recipient uses Outlook Web Access to open the message, the attached
file or the attached picture is missing DSAccess does not time out if you experience a delay when DSAccess queries
Active Directory in Exchange Server 2003 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 The description of the event ID 9646 message includes a GUID instead of a
recipient name 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 When you run the Exchange Mailbox Manager Setup program in Exchange Server 5.5,
the Mailbox Manager Setup program may crash |
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New Outlook Knowledge Base Articles |
Description of the Outlook 2003 Junk E-mail Filter update: July, 2005 http://support.microsoft.com/?kbid=895658 Description of the Outlook 2003 post-Service Pack 1 hotfix package for the
Japanese version of Outlook 2003: March 5, 2005 Developer information about the calendar changes in Outlook 2003 Service Pack 2
and later versions The News command disappears after you try to add it to the Go menu in Outlook
2003 Description of the Outlook 2003 post-Service Pack 1 hotfix package: March 4,
2005 Description of common scenarios in which Calendar information may be removed
from the Calendar or may become out of date Description of the Microsoft Outlook 2002 post-Service Pack 3 hotfix package:
May 25, 2005 Description of the Outlook 2002 post-Service Pack 3 hotfix package: June 2, 2005 Description of the Microsoft Office Outlook 2003 post-Service Pack 1 hotfix
package: May 23, 2005 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 Description of the Outlook 2003 Junk E-mail Filter update: June 2005 Description of common scenarios in which Calendar information may be removed
from the Calendar or may become out of date How to disable Business Contact Manager in Outlook 2003 with Business Contact
Manager |
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More Information |
ISSN 1523-7990 |