Exchange Messaging Outlook Volume6, Number 22

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Greetings! Welcome to Vol. 6, No. 22, 13 Feb 2002, of Exchange Messaging Outlook, a biweekly newsletter about Microsoft Exchange and Microsoft Outlook.

The next EMO issue will run Mar. 13, as we take a little winter vacation in between.

Today's highlights:
  • Fun with Advanced Find
  • Critical Internet Explorer update
  • Outlook Sharing via IMAP
  • How to get Outlook 2002 for Exchange 2000
  • Outlook:Mac Survey

Fun with Advanced Find

Outlook 2002 has shrunk the Find command that appears above a folder list so that it's much more convenient to leave it on the screen now than with Outlook 2000. It's so convenient that I almost forget about the Advanced Find tool (Ctrl+Shift+F). Advanced Find works much like the Filter capability for views, only it shows the results in a separate table view in the Advanced Find dialog. Even if you use Find most of the time, Advanced Find's features are worth exploring.

One of the big advantages of Advanced Find is that it lets you search across multiple folders, as long as all the folders are in your Exchange mailbox or are in the same Personal Folders .pst file. Another plus is that you can save your searches with the File | Save Search command, then launch them from desktop shortcuts or even from the Outlook Bar.

For example, I set up a search for all items in my Personal Folders .pst file (searching all folders) that are unread and received today. I saved the search to my Windows desktop, then dragged the saved search file to my Outlook Bar. That created a shortcut to launch Advanced Find with my search parameters, making it very easy to check for all my unread messages, no matter where Rules Wizard filed them.

Another key feature of Advanced Find is that it's not a one-time search. If you leave a search open, Outlook keeps the window updated as new items arrive. So, if I leave my Today's Unread Messages search open and come back to it after lunch, I can tell at a glance what new items I've received in all my folders.

More tips for Advanced Find:

-- To add fields to the view (like the To field if you're searching Sent Items), right-click the column headings, and choose Field Chooser. You can then drag any field to the column headings.

-- You can also group by any field. Right-click the column headings, choose Customize Current View, and then click Group By.

Note, however, that these layout changes are not persistent between Advanced Find sessions. If you want to reuse a layout, you'll need to save the search.

Scott Perley on the Outlook Developers discussion list ( or taught me a new Advanced Find trick this week. He uses saved searches to distribute reports throughout his company. After laying out the columns the way he wants, he saves the search, then sends the .oss file to whoever needs it. And the File | Print command works fine!

Critical Internet Explorer update

Microsoft Security Bulletin MS02-005 ( details six new flaws in Internet Explorer, some of which could be exploited in HTML mail messages. To plug the holes, the 11 Feb 2002 Cumulative Patch for Internet Explorer is available for IE 6.0, 5.5 SP2, 5.5 SP1, and, on Windows 2000 only, 5.01 SP2; see

Using its new patch classification system, Microsoft has labeled this update as critical for end users and also for most Internet and intranet servers.

Outlook 2002 users who have unblocked Microsoft Access .mdb files should be particularly diligent about installing this update, since one of the exploits involves VBA code in a hidden .mdb file. You can test your vulnerability at by selecting "GFI's Access exploit vulnerability test" at the bottom of the page. This will send a harmless message to your computer that will help you determine whether you are vulnerable to this particular exploit. The page has other tests as well.

Outlook Sharing via IMAP

Over the past few months, we've seen some promising developments in the area of Outlook sharing without Exchange Server -- a subject that rose to the top of the heap after Microsoft discontinued the Net Folders feature in Outlook 2002. The latest product to address this need is InsightConnector ( With InsightConnector, IMAP mailboxes can operate as full Outlook information stores containing any kind of Outlook items, not just the messages and posts that IMAP normally handles.

When used with an IMAP server that supports folder access control lists, InsightConnector also supports sharing of users' individual IMAP folders, as well as public folders. Compatible IMAP servers include Bynari's InsightServer, Cyrus (open source --, and Communigate Pro (

Some of the other sharing solutions for Outlook have focused on connecting to SQL Server or using a special method to allow multi-user access to a Personal Folders file. Those techniques might be hard to implement over the Internet. This new solution means Outlook users can share all kinds of data using standard IMAP servers. It will be interesting to see whether any ASPs decide to offer a package that includes Outlook access via InsightConnector.

For more information on how InsightConnector works, see my Outlook Perspectives article at

How to get Outlook 2002 for Exchange 2000

Thanks to reader Bart Kile of Minibar Systems, we have new instructions for obtaining Outlook 2002 for installation in Exchange 2000 environments (which is covered by your Exchange CALs) now that the Exchange 2000 SP1 CD pack is no longer available. It's a two-stage process: Order the CD itself from Microsoft Worldwide Fulfillment, then call the Microsoft Volume License number for your country to get a license key. For phone numbers and other details, see

Outlook:Mac Survey

Microsoft is conducting a survey of organizations using Exchange Server to learn more about their plans for upgrading to Macintosh OS X, for which Microsoft currently has no Outlook client. The survey asks about PDA use, custom forms, booking meetings, and other features familiar to Outlook users on PCs. You can participate at

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New Utilities

Customer relationship management application based on Outlook, Exchange, SQL Server and Internet Information Server.

Allows Outlook to use IMAP mailboxes to store all kinds of Outlook items, not just messages and posts. When used with an IMAP server that supports folder access control lists , it allows sharing of user's individual IMAP folders. IMAP mailboxes configured with InsightConnector can operate as the primary information store for Outlook, through synchronization with a .pst file on the local machine.

Quarantines potentially dangerous attachments in incoming or outgoing messages using POP, SMTP, IMAP, or Exchange mailboxes. The attachments are quarantined before they reach the user's Inbox, but can be opened from the quarantine folder. Also quarantines active content such as scripts in HTML messages or macros in Office documents.

Automatic processing of incoming messages to extract header, message, and attachments; move, copy, or delete; print message and attachments; start an external program; and mark messages as read. Supports up to ten processing filters.

Automatically composes and sends messages based on information in a command file, with logging.

Combination of client and server components for automatically compressing and decompressing attachments, even in Outlook Web Access. Includes the new MaX Compression Server to zip attachments on selected mailboxes and folders at the server level and the new MaX Compression for Outlook Web Access , an ActiveX control for client-side compression/decompression for Exchange 2000 OWA users.

Meeting productivity software that integrates with Outlook meeting requests and, after the meeting, sends tasks assignments to Outlook recipients.

Alternative to Outlook Web Access that speeds up access to Exchange folders via browser, and also provides mobile access via WAP, telephone, or PDA. Free 10-user license available.

Removes duplicate items from Calendar, Tasks, Contacts, or Notes folder. Free.

Automatically copies data from a user's mailbox folders to related public folders, adding the user's name or initials for easy identification of each user's items.

Free synchronization software for Psion Revo, Series 5, and Series 7 PDAs.

Updated utilities

Critical IE patch to resolve all previously known security vulnerabilities, plus six new ones. Several of these can affect HTML mail messages. Patch available for IE 6.0, 5.5 SP2, 5.5 SP1, and, on Windows 2000 only 5.01 SP2. Microsoft Security Bulletin MS02-005 at details the issues.

Version 1.0 Beta 9 expands the capabilities of this tool for dealing with Outlook security popups by adding developer control. Developers can now activate and suspend automatic clicking of the security dialogs. The utility can also be set to start in a suspended state. Free.

Exports data for GAL mailboxes, custom recipients, and distribution lists to Access. Version 1.51 adds support for Exchange 2000.

Redemption is a third-party COM library that provides a wrapper for Extended MAPI objects, so that you can continue to program for Outlook without encountering security prompts. Version 1.1 fixes a few bugs and adds a CopyTo method that allows you to copy a Redemption object into any Outlook item or CDO message. For the redistributable version, it adds a Profman.dll component with the ability to enumerate, add, delete, and modify Outlook profiles using VB or VBScript.

Version 2.2 of this free Outlook folder home page application for viewing multiple user calendars from other Exchange Server mailboxes adds support for Outlook 2002 and Internet Explorer 6.0. Triggers Outlook security prompts.

Version 3.1 improves the connection from Outlook to a CorporateTime server by providing more flexible folder synchronization, adding support for POP as well as IMAP mail accounts, providing a way to accept or decline meetings with a single click, and strengthening security.

Version 1.2 of this tool for adding disclaimers and global signatures includes support for installations without Active Directory and offers remote administration.

Profile Maker
Version 7.0 of this tool for managing Outlook profiles and other user settings adds a GlobalPolicy feature that allows you to apply configurations by operating system, organizational unit, user name, computer name, and other criteria. Also new is AutoDeskTop, for managing shortcuts, service packs, registry settings, printer connections, and many other end user settings.

Version 3.3 of this Active Directory solution expands the mapping between ODBC address sources and Exchange 5.5 or 2000, adds support for import from standard LDIF files, lets you normalize display names in a directory, and changes pricing and licensing policies.

Version 2.0.1 of this group calendar tool provides a new "classic" interface, filters faster, adds a day view, supports Outlook 2002, and fixes a few bugs.

ZipOut 2002 adds attachment indexing and quick search to ZipOut's compression and attachment management features, so you can find documents with a particular title, for example. Other new features include the ability to designate which folders will have their attachments compressed or indexed, scheduled attachment management sessions. Can be configured to automatically compress .exe and other file types blocked by the Outlook Email Security Update, so that recipients will get a .zip file they can open without difficulty.

Other new resources

Patches the System Attendant service in Exchange 2000 to prevent unwanted connections to the Windows registry on the Exchange server.

A few additions and some cautions that certain methods don't work or don't exist.

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