Exchange Messaging Outlook Volume 14, Number 22

Exchange Server 2010: Archiving and Discovery

Microsoft recently released Exchange Server 2010 RC1 to the public. While some minor things may change prior to the final release of the product, we can assume that most things will stay the same. The Exchange team has made a large investment into archiving, compliance, discovery, and data retention in this release, adding features such as:

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Outlook Start menu shortcuts

This is actually a Win7 and Vista tip with an Outlook angle. It works in older versions of Windows as well, but only with the QuickLaunch toolbar. (Outlook 2010 uses Win7's jump list capability for shortcuts for new items. )

A user asked this question: " I'd like to have a shortcut in my system tray or sidebar in Win 7 so I can create a new appointment without having to open Outlook 2007. Is this possible?"

I'll address the "without having to open Outlook" part first. Yes, you can have shortcuts to create new items but when you use them, Outlook will open in a hidden state. If you use an account that doesn't require you to log on, you probably won't notice it. But if you use an Exchange account that requires a password to access or password protect your PST file, you will need to enter the account information or password to use a shortcut while Outlook is closed.

To run a shortcut in the system tray or sidebar you need to use a utility (or a sidebar gadget). One tray utility that offers shortcuts for new items is Knockout. It works on Win7 and with all versions of Outlook, including Outlook 2010 x64.
Generally speaking (because they use no resources) its better to pin a shortcut on the Start menu, on Win7's Taskbar, or add a shortcut to the Quick launch toolbar. (Sidebar gadgets that access Outlook data are known to cause issues with Outlook not closing properly. )

Pinned items are just shortcuts in C:\Users\<username>\AppData\Roaming\Microsoft\Internet Explorer\Quick Launch\User Pinned. You can move or copy shortcuts from the quick launch folder to the pinned start menu or taskbar folders.
You can easily make your own shortcuts for new items using the following command line:

"C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE" /c IPM.APPOINTMENT

Change the path to Outlook to match your version and if you want to open other forms, change IPM form to any valid published form.

Or use another handy little utility from Jensen Harris called QuickIcons. This utility creates shortcuts for new Outlook item in the Quick launch folder for you. In Win7 and Vista, the quick launch shortcuts are at C:\Users\<username>\AppData\Roaming\Microsoft\Internet Explorer\Quick Launch\ .


Knockout
http://sunflowerhead.com/software/knockout/ 

QuickIcons
http://sunflowerhead.com/software/quickicons/index.html 

Outlook Quick Tip: Hyperlinks & Folder names

We had a couple of questions this week about working with hyperlinks to files. In both cases, the users wanted to hyperlinks to files where the folder name included the # character.

This will always fail. While the pound sign is a valid character for a folder or file name, it is not a valid character for use in a hyperlink. In hyperlinks, it represents a bookmark in the document.

Exchange Quick Tip: Remove Mailbox Permission

The powershell command to remove full access permission for one account on all mailboxes in
a database is

Remove-MailboxPermission

For more information, see
http://technet.microsoft.com/en-us/library/bb125153.aspx