Exchange Messaging Outlook Volume 10, Number 21

Greetings! Welcome to Vol. 10, No. 21, Feb 2,  2006, of Exchange Messaging Outlook, a biweekly newsletter about Microsoft Exchange and Microsoft Outlook.

Today's highlights:

Regular features:

Questions about Read and Delivery Receipts

We have some questions about receipts this week. I don't like read receipts because they can't prove if a message was read or not. Delivery receipts are a little better only because the server doesn't discriminate and returns them to everyone if it it's configured to respond, but the presence of a delivery receipt doesn't guarantee that the message was placed in the recipients mailbox, it only tells the sender the server accepted the message.

Question:
We are using OWA (Exchange 2003). Is there any way to force the users to always send read receipts without them being able to change it? I know it's not fair or nice but the supervisor wants everyone to return receipts.

No, not within OWA's configuration or using group policies. You could try an event sink, but you can't force anyone to mark messages read when using the preview pane, which is necessary to generate the read receipt. In fact, they can read it in the preview pane then delete it and generate a receipt showing it was deleted unread.

The best solution in this situation is to make it a company policy that users can't block read receipts and enforce it. If you only want receipts returned for internal email and not returned for Internet mail, disable the ability to send receipts to the Internet on the Exchange server.

Question:
"Are delivery receipts sent automatically by the recipient's server or computer, or manually by the recipient? The issue: Requesting read receipts can be an annoyance to the recipient even though the sender has interest in knowing if the message was received and read. If delivery receipts are sent by the recipient's server or computer, at least you know they "got it".

Delivery receipts are handled by the server, however, not all servers are configured to return them and it only means the server accepted it. It doesn't mean it ever made it into the recipient's inbox or if they read it.

If you need to know if someone read a message, ask them to simply hit reply and send after reading it. Many people will show enough respect to honor your request and the ones that don't will go to great lengths to avoid giving you any information, whether you use receipts or web bugs to track them.

Question:
How can I tell who is requesting receipts?

You could look on the message properties (File, Properties menu), but it's easier to add the Read Receipt field to the view in Outlook. To add the field to Outlook, right click on the row of field names and choose Custom... or Field Chooser from the menu. Locate the Receipt Requested field under All Mail items and add it to your view.

Question:
I read a message that contained a receipt but I don't want to send it back. I can't find it in my Outbox to delete. Where is it?

Receipts are stored as hidden messages in the top level of the mailbox, waiting for the next send and receive session. You'll need to use Outlook Spy to delete it.

If you receive receipt requests on accounts that can't use the current SMTP server and are returning receipts, the receipts will cause an error each time you do a Send and Receive. You can either change the SMTP server for that account to one that can send or use Outlook Spy to delete it.

OutlookSpy
http://www.outlookspy.com/

Delete Read Receipts using OutlookSpy
http://www.outlook-tips.net/howto/delete_rr.htm

Can't Accept or Decline Tasks?

If you're suddenly having problems accepting tasks, check your recently installed security updates. The Security Update for Outlook 2003, released on January 10, 2006 and described in Knowledge Base article 892843, is reported to cause problems when accepting assigned tasks or updating completed tasks on the sender's tasks list. This security update may also cause some VBA and scripts to fail.

Not everyone who installs this update is affected and later updates may fix it, so go ahead and install it, but if you experience problems opening or accepting tasks, with tasks updates, you'll need to uninstall the update. You can do this through Control Panel, Add and Remove Programs.

Security update for Outlook 2003: January 10, 2006
http://support.microsoft.com/kb/892843

The update addresses the issued described in Security Bulletin MS06-003: Vulnerability in TNEF Decoding in Microsoft Outlook and Microsoft Exchange Could Allow Remote Code Execution (902412)
http://www.microsoft.com/technet/security/Bulletin/ms06-003.mspx

Which Version of Outlook and Exchange Do You Use?

If you haven't yet responded to our polls, visit Slipstick.com to make your selections and view the results.

Which version of Outlook do you use?
http://www.slipstick.com/outlook/index.htm
Not surprising, Outlook 2003 is the leader, with Outlook 2000 in the dust, but ahead of Outlook 2002.

Which version of Exchange Server do you use?
http://www.slipstick.com/index.htm
As expected, Exchange 2003 has a strong lead over Exchange 2000 and Exchange 5.5.

Which type of email account is the default in your Outlook profile?
http://www.slipstick.com/outlook/share.htm
Exchange accounts hold a slight lead, with POP3 well ahead of IMAP and HTTP accounts types.

Outlook 2002 Holidays (again)

The Outlook 2002 holiday update is available once again. This update provides holidays for the Outlook 2002 calendar for the year 2006 through the year 2012 and requires Outlook 2002 SP3 to install. The only problem I noticed in the new file is minor - some holidays from 2003 - 2005 are in the file. If you need updated holidays for earlier versions or Outlook 2003, see http://www.outlook-tips.net/howto/missinghol.htm.

Update for Outlook 2002 (KB910619)
http://support.microsoft.com/kb/910619

Outlook 2002 holiday file download:
http://www.microsoft.com/downloads/details.aspx?FamilyId=EA8DF27B-3130-47AA-AB09E99F4BE721A5&displaylang=en

The following languages are supported in the holiday download: English, Thai, Hebrew, Chinese-Simplified, Chinese-Traditional, Chinese-Pan, Danish, Swedish, Japanese, Korean, and German.

Outlook 2003 and Calendar Display Names

A frequent complaint about Outlook 2003's multi-calendar view is the lack of names on each calendar in the view. A calendar from a secondary mailbox is just called "Calendar". Besides being less than informative, it's confusing - you need to pay close attention to which calendar you're in when you are creating appointments in other people's calendars.

When calendars are opened as a shared calendar, either using the Open a shared Calendar link or from File, Open, Other users calendar, the mailbox name is displayed at the top of the calendar. So, add the calendar to both the profile using both methods and display the calendar using the link in Other Calendars. You'll need to open the calendar using the shared calendar link before adding the mailbox to your profile for this to work, but you'll have the convenience of the calendar in your folder list as well as the actual name of the calendar.

Friday is Worm Day

You probably don't need another reminder that the Nyxem.E worm (aka Blackworm, KamaSutra, MyWife) is set to activate and delete files tomorrow. If your mail server is using updated antivirus or filters attachments, it should have little effect within the organization, other than causing higher than normal traffic at the gateway.

http://www.microsoft.com/technet/security/advisory/904420.mspx

http://www.microsoft.com/security/encyclopedia/details.aspx?Name=Win32/Mywife.E@mm 

http://www.symantec.com/avcenter/venc/data/w32.blackmal.e@mm.html

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New Utilities

MOBILE EMAIL REDIRECT
http://www.SperrySoftware.com/Outlook/Mobile-Email-Redirect.asp Automatically redirects email messages to your email capable cell phone, pager or PDA. Redirect is like a forward, except that replies from your mobile go back to the original sender. The add-in is aware of when you're at your desktop and doesn't send the message if you don't want it to, and it compresses the message text by taking out vowels, making common IM substitutions, and optionally eliminating spaces.

OUTLOOK FOLDER SIZE
http://www.planetsoftware.com.au/products/ofs.aspx
Outlook Folder Size is an Add-In control for Microsoft Outlook that provides you with folder size information both textually and graphically. Warning limits can be set and delivered visually and/or verbally.

YEAR VIEW WEB
http://www.planetsoftware.com.au/Products/YearViewWebAccess.aspx
Provides a full read-only year view display in a users web browser (rather than requiring a client to have Microsoft Outlook installed), within the controlled environment of an Intranet, or across the Internet itself.

ZENPRISE SMB
http://www.zenprise.com/products/smb.aspx
Zenprise SMB (Small to Medium Business) assists administrators searching for those hard to find email problems - even before users complain, anticipating impeding problems, proactively determining the underlying cause, and offering a step-by-step path to resolve problems. SMB supports up to 1000 users. For a limited time, Zenprise SMB is shipped on an iPod Nano.

Updated Utilities

OLFOLDERS
http://www.olfolders.de/Lang/English/OLfolders/olw1.htm
Features server based mail transport (mailboxes) and filtering for spam and viruses. OutlookFolders is a store provider for Outlook that permits sharing of a Personal Folders .pst file on a local network among 2 to 50 users. Supports all versions of Outlook, including Outlook 2003 using a Unicode .pst store. Version 2.5.1

REMINDER MANAGER
http://www.slovaktech.com/remindermanager.htm
EExtended Reminders enables you to get reminders on items in any email, contacts, tasks or calendar folder in your default mail store except the Outbox and Deleted Items folders. New features include a Field Chooser dialog to enable selection of which fields to display and in which order in the reminders window, the ability to group reminders and configure a new Reminder Importance (low, normal, high, critical) field. It supports individual settings per reminder for sending email when the reminder fires. There are new reminder views for next 7 and 30 days and previous 7 and 30 days. It has a fully featured print preview and printing style template dialog where the user can select standard header and footer options for printed reports. It works with Outlook 2000 (corporate or workgroup mode only), Outlook 2002 and Outlook 2003, and with Exchange mailboxes or PST files. Supports Terminal server, PublicShareFolder, and OLFolders. Version 2.0.11

VCARD CONVERTER
http://www.sperrysoftware.com/Outlook/VCard-Converter.asp
VCard Converter has been updated to include direct support for Vcard specification 3.0. This allows you to import and export quicker and more Vcard items are now supported (like Categories for example). The add-in also supports importing and exporting to a single file or to multiple individual vcf files.

Other Resources

WORLD CUP 2006 IN GERMANY - CALENDAR FOR MICROSOFT OUTLOOK
http://www.mapilab.com/about/news/worldcup2006.html 
Download the 2006 FIFA World Cup calendar as an *.ics and add it to Outlook. The Calendar contains the schedule of all the matches of the championship. Free.

New ExcNew Exchange Knowledge Base Articles

Why do I need update with the latest Service Pack a machine with Exchange System Manager Tool only?
http://support.microsoft.com/kb/555562

Error message when you try to open e-mail messages in Outlook or in OWA: "You cannot open the item"
http://support.microsoft.com/kb/896420

A duplicate message is delivered to a public folder in Exchange Server 2003 SP2
http://support.microsoft.com/kb/906884

A duplicate message is delivered to a public folder in Exchange Server 2003 Service Pack 1
http://support.microsoft.com/kb/909395

E-mail client users experience a decrease in performance, and event 623 is logged when you receive a large message in Exchange Server 2003
http://support.microsoft.com/kb/911836

A snapshot backup of an Exchange Server 2003 database fails, and event ID 9607 is logged
http://support.microsoft.com/kb/910250

Messages are queued, and message delivery is delayed in an Exchange 2000 Server organization
http://support.microsoft.com/kb/909955

The display name in e-mail messages contains localized language characters that are incorrect after you synchronize Windows Mobile with Exchange Server 2003 Service Pack 2
http://support.microsoft.com/kb/910423

The version of the ExBPA tool that is included with the public download of MPSReports is not the most recent version
http://support.microsoft.com/kb/913125

Error message when you try to open e-mail messages that you downloaded by using the Pine e-mail client in Exchange Server 2003: "Not a string ()"
http://support.microsoft.com/kb/910721

An access violation occurs in the Inetinfo.exe process in Exchange Server 2003
http://support.microsoft.com/kb/900326

Error message when you run the Eseutil command to determine the amount of free space in a database file in Exchange Server 2003 Service Pack 2 or in Exchange Server 2003 Service Pack 1: "Usage error: Source database has no streaming file"
http://support.microsoft.com/kb/908259

New Outlook Knowledge Base Articles

Description of the Office 2003 post-Service Pack 2 hotfix package: January 18, 2006
http://support.microsoft.com/kb/913164

Description of the Office 2003 post-Service Pack 2 hotfix package: January 11, 2006
http://support.microsoft.com/kb/912819

You cannot return a routed file to the sender in Outlook
http://support.microsoft.com/kb/913270

Description of the Outlook 2003 post-Service Pack 2 hotfix package: January 11, 2006
http://support.microsoft.com/kb/913323

Description of the Outlook 2003 post-Service Pack 2 hotfix package: January 6, 2006
http://support.microsoft.com/kb/913088

Description of the Outlook 2003 post-Service Pack 2 hotfix package: January 11, 2006
http://support.microsoft.com/kb/907729

Description of the Outlook 2003 post-Service Pack 2 hotfix package: January 23, 2006
http://support.microsoft.com/kb/913695

You may experience a long delay before the "Choose Form" dialog box is displayed in Outlook 2003
http://support.microsoft.com/kb/913700

You receive an error message, and the first action name on the Actions tab is garbled when you open a custom form in Outlook 2003
http://support.microsoft.com/kb/912366

Outlook 2003 unexpectedly quits after an item is created by prograprogrammatically using the CreateItemFromTemplate method
http://support.microsoft.com/kb/913707

Multiple signatures are added to e-mail messages that you forward in Outlook 2003
http://support.microsoft.com/kb/913269

Event ID: 1000 is logged in the Application event log when you try to work in Outlook 2003 on a computer that is running Terminal Services
http://support.microsoft.com/kb/912805

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