14 - Using Exchange Client Applications

• How to install the Exchange Client and configure common options - Learn how to run the Setup program to install Exchange Server's client applications.

• How to use the Exchange Client to compose, read, and respond to e-mail - Look here to find out how to perform basic tasks using the latest e-mail client from Microsoft. Create user profiles, send and receive e-mail, and manage various types of recipients.

• How to use Schedule+ as a personal and group scheduling tool - Look here to find out how Schedule+ can help you manage your personal schedule, plan meetings, send and respond to meeting requests, manage information on personal and business contacts, and manage your To Do list.

• How to use the Remote Mail features of the Exchange Client - Learn the procedures for connecting to a remote network using the Windows NT Remote Access Service (RAS) and using the Exchange Client remotely.

In this chapter, you explore the client applications that come with Exchange Server. In addition to the e-mail client, which is usually referred to as the Exchange Client, there is a personal and group scheduling application called Schedule+. You learn how to install the client software and use it to manage your personal messaging and scheduling needs. You also learn about the features of the Exchange Client that are particularly suited for remote users. Finally, a short section describing the use of Schedule+ to manage a shared contact list is presented. This can be a useful compliment to the Address Book in Exchange Server. Because the Address Book is only suitable for people with e-mail addresses, a shared contact file that can be accessed by members of a group of people can be a useful addition.

The client applications included with Exchange Server are receiving more detailed coverage in this book because they include many more features than the client software provided with other BackOffice components. In addition, the Exchange Client is used to create public folders, one of the most powerful features of Exchange Server. It is, therefore, an important part of the administrator's repertoire and should be understood thoroughly.

The Exchange Client is somewhat similar to the Exchange Inbox provided with Windows 95, but has been enhanced with additional features and improved performance and made available for additional platforms. Schedule+ was originally included with Windows for Workgroups and sold separately as an individual application. It is not included with Windows 95, but is included with Microsoft Office for Windows 95 (which also runs on Windows NT). Check with your software provider for details on upgrading existing copies of Microsoft Mail and Schedule+.

The Exchange Client is available for Windows 95, Windows NT (Workstation or Server), Windows for Workgroups, Windows 3.1, and MS-DOS. The features discussed in this chapter are available in the 32-bit versions of the Exchange Client for Windows 95 and Windows NT. The other versions are similar, but include somewhat less functionality.

Using the Exchange Client

Creating a User Profile

It would be difficult to describe all the possible options, and their combinations, that you can set in a profile. Two examples are presented in this chapter. The first example, presented in this section, is appropriate for local network access to an Exchange Server and illustrates the use of a personal address book, a personal folder file, and an offline folder file. The second example, presented later in the chapter in the section "Creating a Profile for Remote Access," describes a profile suitable for remote client access.

To create a user profile, follow this procedure:

1. Open the Control Panel.

2. Double-click the Mail and Fax icon. If any profiles have already been created on this computer, a tabbed Properties dialog box appears showing the properties of the current profile. If no profiles have been defined, you should see the General tab of the Mail and Fax dialog box. If so, skip to step 4.

3. Click the Show Profiles button. The General tab of the Mail and Fax dialog box appears (see fig. 14.1).

   Fig. 14.1 - The General tab of the Mail and Fax dialog box displays currently defined profiles. Using the Add button, you can define a new profile.

4. You can highlight an existing profile and click Properties to view the properties of existing profiles. To add a new profile, click Add. This launches the Microsoft Exchange Setup wizard.

5. On the opening dialog box of the wizard, you can choose from two option buttons: Use the Following Information Services or Manually Configure Information Services. If you select the first option, the wizard assists you in creating an appropriate profile. The manual method is explained here. Select the option button labeled Manually Configure Information Services. Click Next.

6. Enter a name for this profile. The name can include spaces and should indicate the user of the profile and give a brief description of the profile's purpose. For example, you could enter John Doe as Administrator or Jane Doe with Remote. Click Next, and a blank Properties dialog box appears, as shown in figure 14.2.

   Fig. 14.2 - This Properties dialog box is used to configure a profile for a particular user with a defined set of services.

7. You must select the services you will use with this profile. Click Add, and the Add Service to Profile dialog box appears.

   
   The word "services" in the Properties dialog box shown in figure 14.2 does not refer to a Windows NT service as it has commonly been used in this book. It is used in a more general sense to refer to various providers of information such as a Microsoft Exchange server, a Microsoft Mail server, an online service, or even personal folders created on your local disk storage.
   

8. Select Microsoft Exchange Server and click OK. A Microsoft Exchange Server dialog box appears. This dialog box allows you to specify the server you will use and other options. Enter the name of the home server for your mailbox and the mailbox name. You can enter either the display name or the alias. To be sure that you have entered a correct name, click the Check Name button. If the name corresponds to an existing mailbox on the server you entered, both names will be underlined to signify a match.

9. Select an option button in the When Starting box. If you are creating a profile for a notebook computer that is used while disconnected from the network or for a home computer, select Work Offline and use dial-up networking. For most computers in an office environment, select Connect With the Network. If you would like to make this selection each time you start the Exchange Client, select the Choose the Connection Type When Starting check box. Click the Advanced tab (see fig. 14.3).

   Fig. 14.3 - The Advanced tab allows you to select additional mailboxes to open (provided that you have permissions) and set security options. You can also access offline folder file settings.

10. If you would like to open any additional mailboxes for which this user has permissions, click Add and enter the name of the mailbox. You can specify encryption with a local network or dial-up connection to provide additional protection against unauthorized message capture and viewing. If you want to use the same logon ID for both network access and for your mailbox(es), select the Use Network Security During Logon check box.

11. The offline folder file is an important component of remote mail use. It is discussed in more detail later in this chapter along with the other two tabs, Dial-Up Networking and Remote Mail, in the section "Creating a Profile for Remote Access." For now, it is useful to create this file specifying a name other than the default if you want to use multiple profiles on this machine. Click the Offline Folder File Settings button; the Offline Folder File Settings dialog box appears (see fig. 14.4).

    Fig. 14.4 - The Offline Folder File Settings dialog box allows you to specify the location and name of your offline folder file. You can also specify encryption options and use buttons to compact your file or temporarily disable its use.

12. Enter a fully qualified file name, or use the Browse button to specify a location for the file. Offline folder files have an extension of OST (for offline store). The other options on this dialog box are described later in the chapter.

    
    It is a good idea to keep all files associated with Exchange Client in a single data folder (or subdirectory) for easy backups. A useful method is to create a folder, for example C:\data\email, and locate all files there. You may want to use the same identifier for the first part of each component's name and let the extension differentiate them. For example, the user Sam Plexus might create a profile that specified (and created) an offline folder file called SAMPLE.OST, a personal folder file called SAMPLE.PST, and a personal address book stored in SAMPLE.PAB. Instructions for specifying the personal folder file and the personal address book are given in the next two sections.
    

13. Click OK to return to the Microsoft Exchange Server dialog box. Then click OK again to return to the Properties dialog box for this profile. You have defined a profile to use Microsoft Exchange Server. You can stop now and use your profile, or define two additional and useful options. These are the personal folder file and the personal address book. Click OK to close the dialog box and finish, or continue with the next procedure.

If you are completing the profile definition process for the first time, you must complete the Microsoft Exchange Setup wizard by clicking the Finish button. Do not do this if you are continuing with the next process to create a personal address book.

Creating a Personal Address Book

A personal address book is a useful place to store frequently used e-mail addresses. It is usually more convenient to find addresses in your personal address book than to use the Global Address List. In addition, you can create your own distribution lists and store them in your personal address book.

To create a personal address book, follow these steps:

1. If you are continuing from the last procedure, skip to step 5. If you are just beginning a profile modification, open the Control Panel.

2. Double-click the Mail and Fax icon. A tabbed Properties dialog box appears showing the properties of the current profile. If this is the profile you want to modify, skip to step 5. To choose a different profile, continue with step 3.

3. Click the Show Profiles button. The General tab of the Mail and Fax dialog box appears.

4. Highlight the profile to which you want to add a personal address book and click the Properties button to open its properties dialog box.

5. You are now ready to add a personal address book. Click Add. In the resulting Add Service to Profile dialog box, select Personal Address Book and click OK. The Personal Address Book dialog box appears, as shown in figure 14.5.

   Fig. 14.5 - The Personal Address Book dialog box is used to specify the name and location of the personal address book for this profile. You can also control the way in which names appear in the personal address book.

6. Enter a fully qualified file name, or use the Browse button to specify a location for the file. Personal address book files have an extension of PAB. See the tip earlier in the chapter for suggestions on naming conventions. If you want, you can click the Notes tab and enter any explanatory text describing this address book, the profile it is used in, or any other information you feel would be useful.

7. Click OK to return to the Properties dialog box for this profile. You can stop now and use your profile, or continue with the next procedure to define a personal folder file. Click OK to close the dialog box and finish, or continue with the next procedure.

If you are completing the profile definition process for the first time, you must complete the Microsoft Exchange Setup wizard by clicking the Finish button. Do not do this if you are continuing with the next process to create a personal folder file.

Creating a Personal Folder File

A personal folder file allows you to store messages and other information in a file on your local hard disk. You can encrypt this file and use a password to prevent unauthorized access. It is, therefore, a highly secure information store. Personal folder files also travel with you if you use a notebook computer although the offline folder file is the primary mechanism for making information available when you are not connected to the network, as you learn later in this chapter. See "Using Dial-Up Access to Exchange Server" for more information.

To create a personal folder file, follow these steps:

1. If you are continuing from the preceding procedure, skip to step 5. If you are just beginning a profile modification, open the Control Panel.

2. Double-click the Mail and Fax icon. A tabbed Properties dialog box appears showing the properties of the current profile. If this is the profile you want to modify, skip to step 5. To choose a different profile, continue with step 3.

3. Click the Show Profiles button. The General tab of the Mail and Fax dialog box appears.

4. Highlight the profile to which you want to add a personal folder file and click the Properties button to open its properties dialog box.

5. You are now ready to add a personal folder file. Click Add. In the resulting Add Service to Profile dialog box, select Personal Folders and click OK. The Create/Open Personal Folders File dialog box appears.

6. Use this dialog box to select a location for a personal folder file and enter a name in the File Name box. Click OK. The Create Microsoft Personal Folders dialog box appears (see fig. 14.6).

   Fig. 14.6 - This dialog box is used to specify security options for the personal folder file associated with this profile.

7. Select an encryption setting and create a password to protect this file if you want. You can leave the password blank and leave the file unencrypted if you are not concerned about security.

   
   Users should be warned that if they forget the password to their personal folder file, there is no way to unlock it. Unlike a server-based password that can be cleared by an administrator, the password for a personal store cannot be cleared by an administrator. If the file is password protected, and especially if it is encrypted, a forgotten password means a total loss of all information in the file.
   

8. Click OK to return to the properties dialog box for this profile. Click OK to finish. If you are completing the profile definition process for the first time, complete the Microsoft Exchange Setup wizard by clicking the Finish button. If you are editing an existing profile, ignore the last remark because there is no active wizard.

Creating a Profile for Another Mailbox

If more than one user will utilize the Exchange Client on a computer, you can create profiles for additional users that reference their mailboxes on their home servers. To create a profile for another user, log on with the user's account or another account (such as an administrator's account) that has access rights to the mailbox in question. Then, simply follow the procedures outlined earlier to add a new profile to those already defined on the computer. Specify the appropriate home server and mailbox when defining properties for Exchange Server or any other messaging service you want to use.

If a user needs access to more than one Exchange Server mailbox (for example, an administrative mailbox), you can use two profiles to access them individually, or you can use one profile and specify additional mailboxes to be opened simultaneously with a single profile. This is selected on the Advanced tab of the Exchange Server properties dialog box, as outlined in step 10 of the procedure for creating a user profile earlier in the chapter.

Selecting the Profile You Want to Use

After you have defined multiple profiles, you need a way to specify which profile should be used with the Exchange Client. You can set an option so that Exchange will ask you which profile to use each time it starts, or you can manually select a different profile using the Mail and Fax icon in the Control Panel. Both methods are outlined in this section.

To manually select a profile for use the next time you launch the Exchange Client, follow this procedure:

1. Open the Control Panel.

2. Double-click the Mail and Fax icon. A tabbed Properties dialog box appears showing the properties of the current profile. If this is the profile you want to use, you are already done. To choose a different profile, continue with step 3.

3. Click the Show Profiles button. The General tab of the Mail and Fax dialog box appears.

4. Select a profile with the drop-down list box labeled When Starting Microsoft Exchange, Use This Profile.

5. Click Close.

To set an option in the Exchange Client so that it will prompt you to select a profile each time is starts, follow these steps:

1. Start the Microsoft Exchange Client. On a computer using the Windows 95 graphical interface, you can double-click the Inbox icon on the desktop. On a computer using the Program Manager, double-click the Microsoft Exchange icon in the Microsoft Exchange program group.

2. Choose Tools, Options from menu. The Options dialog box for the Exchange Client appears (see fig. 14.7).

   Fig. 14.7 - This dialog box is used to set options for the Exchange Client program. Most of these options affect only the user making the changes. They become part of the profile for that user.

3. On the General tab, there is a box labeled When Starting Microsoft Exchange. Select the Prompt for a Profile To Be Used option button.

   
   Selecting the other choice, Always Use This Profile, is equivalent to selecting a profile in the Mail and Fax dialog box of the Control Panel as outlined previously.
   

4. Click OK to close the dialog box and register your selection.

Starting the Exchange Client

1. On a computer using the Windows 95 graphical interface, double-click the Inbox icon on the desktop. On a computer using the Program Manager, double-click the Microsoft Exchange icon in the Microsoft Exchange program group.

2. If the Choose Profile dialog box appears, select the profile you want to use and click OK.

3. Depending on your configuration, you may also need to respond to a dialog box asking whether you should Connect or Work Offline. Select the choice that reflects whether your computer is attached to the network and is able to connect to your Exchange Server.

4. In addition, you may need to enter a password for any personal folder files you have defined and password-protected for this profile.

Sending a Message

See "Using Public Folders," (Chapter 15)

To send a message, follow these steps:

1. Start the Exchange Client.

2. Depending on your configuration, you may need to respond to a dialog box asking whether you should Connect or Work Offline. You can select either choice. If you compose messages while offline, they will be delivered the next time you connect to the server.

3. Click the New Message button on the toolbar, or choose Compose, New Message from the menu. A new message form appears. The default New Message form is pictured in figure 14.8.

   Fig. 14.8 - The New Message form is used to address and compose a message. If you have selected the option to use Microsoft Word as your editor, your New Message dialog will have a different appearance.

4. You can also set an option to use Microsoft Word as your e-mail editor, which will change the appearance and options available on your New Message form. To do so, choose Compose, Wordmail Options from the menu. The basic features discussed here are available with either option.

5. Click the To button to open the Address Book and select a recipient (see fig. 14.9). Alternatively, you can manually enter a name in the To text box.

   Fig. 14.9 - The Address Book is used to find recipients and address messages.

6. In the Address Book dialog box, select one or more names to send this message and click the To-> button. The names appear in the Message Recipients list box. You can highlight any name and click the Properties button to view that recipient's properties pages for help in identifying ambiguous names.

7. If you want to send anyone a copy of this message, select those names and click the Cc-> button.

8. Click OK to return to the New Message form. Enter a Subject for the message. Then use the mouse or the Tab key to position your insertion point (cursor) in the body of the message.

9. Enter any text you want in the body of the message. You can use buttons on the toolbar to format your text with bold, italic, colors, and so on. Click the Send button to send your message.

Reading, Replying to, and Forwarding Messages

To read and respond to e-mail messages, follow these steps:

1. Start the Exchange Client.

2. To read new messages, select an Inbox. Depending on your configuration, your messages may be delivered to the Inbox in your mailbox on the server, or they may be automatically transferred to the Inbox in your personal folders when you connect. If you have not selected this option, you will not have an Inbox icon in your personal folders. New messages appear in the right pane of the window. Double-click a message to open it. The message appears in its own window that can be manipulated individually (maximized, minimized, and so on.).

   
   Delivery options are set on the Delivery tab of the Options dialog box, which is opened by choosing Tools, Options from the menu.
   

3. On the toolbar of the message form are buttons representing several options. You can Reply to Sender, which sends a reply only to the sender. You can Reply to All, which sends a reply to everyone listed on the To and Cc lines. You can also Forward a message to someone who has not yet received a copy. Click one of these buttons to respond to the message.

4. A New Message form is created automatically for your response. The subject will be identical to the initial message with RE: or FW: added as a prefix to indicate it is a reply or forwarded message. On the Read tab of the Options dialog, you can specify that a copy of the original should be included when you reply to a message. You can also indent the original message to distinguish it from your reply or comments.

5. Add any comments you want to include at the beginning of the message body. You can also intersperse comments within the body of the original text if appropriate.

6. Click the Send button to send your message.

Managing Recipients

Creating a Custom Recipient in Your Personal Address Book

To create a custom recipient in your personal address book, follow these steps:

1. Start the Exchange Client.

2. Click the Address Book toolbar button, or choose Tools, Address Book from the menu.

3. Click the New Entry toolbar button, or select File, New Entry from the menu. The New Entry dialog box appears, as shown in figure 14.10.

   Fig. 14.10 - This dialog box allows you to specify the type of address for a new recipient. You can also specify the address book in which you want to store this recipient.

4. Select the type of address you will be creating. Click OK.

5. A properties dialog box customized for the address type appears. Enter the information for the address you want to create. If you are unsure of some of the fields needed for a particular type of address, the Help button offers a description of each field and appropriate entries.

6. Click OK. If you don't see your new entry, make sure that the Personal Address Book is selected in the drop-down list box labeled Show Names From The:, which appears in the upper right corner of the dialog box.

You can now use this address anytime you are addressing a message or form by selecting Personal Address Book in the drop-down list box in the upper right corner of the Address Book dialog box.

Creating a Personal Distribution List

Creating a personal distribution list is similar to creating a custom recipient. Personal distribution lists are stored in your personal address book and provide the same benefits as distribution lists from the server - you can use a single recipient name to specify a group of recipients that are frequently the target of the same messages or forms.

To create a personal distribution list, follow these steps:

1. Start the Exchange Client.

2. Click the Address Book toolbar button, or choose Tools, Address Book from the menu.

3. Click the New Entry toolbar button, or choose File, New Entry from the menu. The New Entry dialog box appears.

4. Select Personal Distribution List and click OK. The New Personal Distribution List Properties dialog box appears, as shown in figure 14.11.

   Fig. 14.11 - This dialog box allows you to create a personal distribution list. You can also enter notes describing the list or its contents if you desire.

5. Click Add/Remove Members. A distribution list edit dialog box appears, which allows you to selectively add or remove members for the list. Select the recipients you want to add to this distribution list and click the Members button. Click OK to return to the New Personal Distribution List Properties dialog box

6. Click OK to return to the Address Book. If you don't see your new entry, make sure that the Personal Address Book is selected in the Show Names From The drop-down list box, which appears in the upper right corner of the Address Book dialog box.

Managing a Distribution List in the Directory

If you have been designated as the owner of a distribution list stored on the server, you can edit its membership from the Exchange Client. This is a convenient capability and allows administrators to delegate the management of some distribution lists to an appropriate manager or project leader.

To edit the contents of a server-based distribution list using the Exchange Client, follow these steps:

1. Start the Exchange Client.

2. Click the Address Book toolbar button, or choose Tools, Address Book from the menu.

3. Select Global Address List in the Show Names from the drop-down list box.

4. Find the distribution list for which you are the designated owner and double-click its icon. A properties dialog box for the distribution list appears. You can now make changes to the membership of the distribution list by clicking the Modify Members button. You can also view, but not change, the other distribution lists this list is a member of (a nested list) and view the e-mail addresses for this distribution list.

5. Click OK.

Using the Inbox Assistant to Manage Information

A few examples of the things you can do with the Inbox Assistant are presented in this section. Remember, this is a distinctly different capability from similar client-based features offered in the past on various e-mail packages. Client-based approaches to this situation require users to leave their computer connected to the network and actively logged on. Even with keyboard locking and other similar security measures, the client-based approach is much less powerful and requires several compromising concessions to be made.

To use the Inbox Assistant to automate message handling, follow these steps:

1. Start the Exchange Client.

2. Choose Tools, Inbox Assistant from the menu. The Inbox Assistant dialog box appears (see fig. 14.12).

   Fig. 14.12 - The Inbox Assistant dialog box is used to specify rules that control the behavior of a server-based process that can automate message handling.

3. Click Add Rule. The Edit Rule dialog box appears, as shown in figure 14.13.

   Fig. 14.13 - The Edit Rule dialog box allows you to specify detailed criteria for filtering messages and the actions that should be taken in the event of a match.

4. In the box at the top of the Edit Rule dialog box, specify any criteria you want to apply as a filter to incoming messages. For example, you might specify all messages from your boss or all managers in your organization. Using the Advanced button, you can specify messages whose size are within a certain range, that were sent within a range of dates, or that have attachments; or you can indicate that you will filter all messages that do not match the indicated criteria. You can even filter for use of a particular form.

5. In the box at the bottom of the Edit Rule dialog, specify the actions that should be performed when a message meets the criteria stipulated. You can specify that an Alert box should notify you when a message matches and optionally play a sound file. Naturally, this option is useful only when you are actively connected. Other available options include moving or copying the message from your Inbox to a particular folder, or automatically replying and/or forwarding the message to another mailbox.

6. Click OK to activate the new rule. It is added to the list of rules shown in the Inbox Assistant dialog box. You may need to change the order in which your rules are applied to achieve the desired behavior if some of the filter criteria overlap. Use the Move Up and Move Down buttons in the Inbox Assistant dialog box to change the order in which rules are applied.

To use the Inbox Assistant to file messages automatically, follow these steps:

1. Click Add Rule. The Edit Rule dialog box appears.

2. In the box at the top of the Edit Rule dialog box, specify any criteria you want to apply as a filter to incoming messages.

3. In the box at the bottom of the Edit Rule dialog box, select the Move To check box and click the corresponding Folder button. If you want to leave the original in your Inbox and file a copy, select the Copy To check box and click its Folder button. In the resulting dialog box, select the folder where the matching messages or forms should be placed. Click OK to return to the Edit Rule dialog box.

4. Click OK to activate the new rule. It is added to the list of rules shown in the Inbox Assistant dialog box. You may need to change the order in which your rules are applied to achieve the desired behavior if some of the filter criteria overlap. Use the Move Up and Move Down buttons in the Inbox Assistant dialog box to change the order in which rules are applied.

Handling Messages While Out of the Office

1. Start the Exchange Client.

2. Choose Tools, Out of Office Assistant from the menu. The Out of Office Assistant dialog box appears (see fig. 14.14).

   Fig. 14.14 - This dialog box specifies the actions that should be taken with your messages when you are away from the office for an extended time period.

3. At the top of the Out of Office Assistant dialog box, the I Am Currently In the Office option button is used to disable this assistant when you return from your absence. It is selected by default. To enable the Out of Office Assistant, select the option button labeled I Am Currently Out of the Office.

4. Enter a short message that you want to use as a reply to anyone sending you a message. For example, you might indicate where you have gone, the nature of your absence, or the date and time when you expect to return. You might also indicate if an assistant or colleague will receive forwarded messages that match certain criteria (see next step). This information will help the sender take appropriate action if something needs immediate attention.

5. In the bottom of the dialog box, you can create rules using the same procedure you learned for the Inbox Assistant. These rules are applied to messages during your absence.

6. After ensuring that the correct option button is selected at the top of the dialog box and reviewing your message and the content and order of your rules, click OK to enable the Out of Office Assistant. If you are leaving for a long trip or vacation, it is wise to have a colleague test your procedures at least once before leaving.

You have learned the basic procedures for using the Exchange Client to send and receive e-mail messages and automate some of your message handling procedures. Next you learn about the personal and group scheduling product that acts as a companion to the Exchange Client - Schedule+.

Using Schedule+

The Seven Habits wizard even helps you through the process of defining a personal mission statement and identifying the various roles you are called upon to fulfill and the goals you have for each of them. This process was created and refined by Steven Covey and described in his book The Seven Habits of Highly Effective People. The techniques outlined in this book and implemented in the Seven Habits wizard have helped many people become more effective and make better use of their time.

Starting and Exiting from Schedule+

You may start either application first. If one application is already running, starting the second application does not require profile selection or password entry. If both are running, choose File, Exit from the menu of one application to quit that application and leave the other running. Choosing File, Exit and Log Off saves your changes and exits both applications, closing the message delivery components as well.

To start Schedule+, follow these steps:

1. On a computer using the Windows 95 graphical interface, use the Start button and select Schedule+ from the Programs menu. It may also appear as a button on the Microsoft Office shortcut bar if you are a Microsoft Office user. On a computer using the Program Manager, double-click the Schedule+ icon in the Microsoft Exchange program group.

2. If the Choose Profile dialog box appears, select the profile you want to use and click OK.

3. Depending on your configuration, you may also need to respond to a dialog box asking whether you should Connect or Work Offline. Select the choice that reflects whether your computer is attached to the network and able to connect to your Exchange Server.

4. In addition, you may need to enter a password for any personal folder files you have defined and password-protected for this profile.

Scheduling an Appointment

1. Start Schedule+. The Schedule+ window appears (see fig. 14.15).

   Fig. 14.15 - The Daily tab can be used to schedule and review appointments. You can customize the display you see by setting options and using the mouse to drag the divider between the left and right sections of the display.

2. Using the tabs at the left of the display, select the Daily view. You can also schedule appointments using a Weekly view if you prefer.

3. Click the Today button in the upper left corner to display today's appointments. Select any other date by clicking the mouse on the calendar in the upper right corner, or by using the drop-down calendar control next to the Today button.

4. Scroll the daily schedule display until the time span you want to schedule is visible. Click and hold down the mouse button, dragging the highlight from the beginning to the end of the time span. The selected time appears in a pop-up tip window and in the right half of the status bar at the bottom of the window. Release the mouse button. If the wrong time period is highlighted, repeat the operation.

5. Click the Insert New Appointment toolbar button, or choose Insert, Appointment from the menu. The Appointment dialog box appears, as shown in figure 14.16.

   Fig. 14.16 - Use the Appointment dialog box to enter the details for an appointment.

6. Complete the dialog box by entering a description. If you want, enter the location of the appointment in the Where box. If you click the Private button, other users will see that you have something scheduled at this time, but they will not be able to view the details of the appointment. If you click the Tentative button, the appointment appears with a gray background (by default - colors can be changed) to alert others that you may be available during this period. The Attendees and Planner tabs are explained later in this section.

7. Click OK to enter the appointment. If you need to make changes, you can edit the appointment by highlighting it with a single mouse click and choosing Edit, Edit Item from the menu. Alternatively, you can double-click the bar at the beginning of the appointment. To move the appointment, you can drag the bar at the beginning to a new start time, or drag the bar at the end of the appointment to change its length.

Most people have some events that recur - appointments that happen at the same time on a regular basis. Schedule+ makes it easy to place a recurring appointment on your schedule once a day, once a week, or even more challenging intervals like the second Thursday of every month.

To create a recurring appointment on your own schedule, follow these steps:

1. Choose Insert, Recurring Appointment from the menu. The Appointment Series dialog box shown in figure 14.17 appears.

   Fig. 14.17 - The When tab of the Appointment Series dialog box is used to enter the interval for a recurring appointment.

2. Enter the information on the General tab as you would for any appointment. Click the When tab.

3. Select the Daily, Weekly, Monthly, or Yearly option button. The box immediately to the right of these buttons changes to reflect your choice. You can then refine the interval selection further. You can also select a duration for this task. You can set a start date, and when you select the Until check box, you can set an end date as well.

4. Select the time of day this appointment will take place in the When box. The Attendees tab is explained later in this section. Click OK.

Managing Meetings

Opening Another User's Schedule

To open the schedule for another person or resource and to change access permissions for your own schedule, follow these steps:

1. Choose File, Open, and then select Other's Appointment Book from the resulting pop-up menu. The Open Other's Appointment Book dialog box appears.

2. Select a name from the Global Address List or other recipients container and click OK. If you have Read permission for the schedule, a new window opens and displays the schedule for your review.

3. To change the access permissions for your schedule, choose Tools, Set Access Permissions. The Set Access Permissions dialog box appears, as shown in figure 14.18.

   Fig. 14.18 - This dialog box is used to set permissions for other users to view your schedule. You can designate different permissions for each user that will apply to different components of your schedule file.

4. You can specify different roles for each user and for a default that will apply to the components of your schedule. Set the default permissions you want most people to have.

5. Click Add and assign special roles to those people who should have more or less access than the default. Click OK when you are satisfied with your selections.

Using the Planner to Check Free and Busy Times and Schedule Meetings

Although the capability to open another user's schedule is great if you want a meeting with that individual, if you are planning a meeting with a larger attendance, viewing individual schedules can be tedious. The Planner was designed to help find available time periods for groups of people. It allows you to specify the attendees for a meeting and then overlay all their schedules on a grid. Through the use of color-coding, you can tell when all required attendees and the necessary resources are available and also when optional attendees are available. By selecting a particular time on the grid, individual attendees who are not available are indicated with an X next to their name in the list at the right.

To use the Planner to schedule a meeting, follow these steps:

1. Start Schedule+. Click the Planner tab, as shown in figure 14.19.

   Fig. 14.19 - The Planner tab is useful for viewing the schedules of multiple people and resources at once. You can also use this tab to request a meeting.

2. Use the arrow controls at the upper corners of the grid and the scroll bar at the right if you need to change the portion of the calendar that is visible. If you want to select a date several months in advance, you can use the drop-down calendar control adjacent to the Today button to move the grid to the approximate location you desire. When you are satisfied with the grid display, click the Invite button. The Select Attendees dialog box appears (see fig. 14.20).

   Fig. 14.20 - The Select Attendees dialog box allows you to specify the required and optional attendees and any resources that may be required.

   
   The Invite button is useful even if you do not plan to actually send a meeting request at this time. It allows you to specify the schedules you would like to overlay on the grid for further review.
   

3. Select the required recipients and optional attendees of the proposed meeting. Also, specify any scheduled resources that you may require. Click OK. The busy times of those selected are displayed on the grid, and their names are listed at the right of the window.

   
   Remember that for you to specify a resource, a mailbox and schedule file must be created for the resource, and an owner must be assigned to read and respond to meeting requests on behalf of the resource.
   

4. Select a potential meeting time of the correct duration on the grid. Any attendees that are busy during that time are indicated with an X next to their name in the list at right.

5. You can experiment with different times and click the Invite button again to refine your list of attendees and time slot.

6. You can also use the Auto Pick feature to find a time. Select a block of time equivalent to the desired length of the meeting on the grid before you want the meeting to occur. Then choose Tools, Auto Pick. The first time of sufficient length during which all attendees are available will be highlighted. You can select Auto Pick repeatedly to continue reviewing available time slots.

7. When you are satisfied that you have the best possible time, click the Request Meeting button. This opens a Meeting Request form that you can complete and send to invite the attendees listed. As they respond to the meeting request, you can monitor their responses using a technique outlined in the following section.

Managing Meeting Requests

After you have sent a meeting request, the invited attendees will receive your request and respond. The meeting request form appears in their Inbox and contains buttons at the top to Accept, Decline, Tentatively Accept, and View Schedule. When they reply with one of the available options, their responses are returned to your Inbox where you can review them. You can also open the dialog box for the appointment and click the Attendees tab (see fig. 14.21). This displays the list of all invited attendees and shows their status. You can also click the Planner tab in the Appointment dialog box to see a miniature version of the larger planner window you used earlier to plan the meeting (see fig. 14.22).

Fig. 14.21 - The Attendees tab of an appointment shows the responses made to a meeting request.

Fig. 14.22 - The Planner tab shows a smaller version of the planner page used earlier to schedule a meeting. It can be used in much the same way.

Entering Contact Information

To enter contact information in Schedule+, follow these steps:

1. Start Schedule+. Click the Contacts tab (see fig. 14.23).

   Fig. 14.23 - The Contacts tab in Schedule+ is used to track personal and business information about your contacts.

2. Click the Insert New Contact toolbar button, or choose Insert, Contact from the menu. A Contact tabbed dialog box appears.

3. Enter the information for this contact and click OK.

Creating a To Do List

To enter a task in the To Do list, follow these steps:

1. Start Schedule+. Click the To Do tab (see fig. 14.24).

   Fig. 14.24 - The To Do tab allows you to enter task information and sort it by project or other criteria.

2. Choose Insert, Project. The Project dialog box appears. Enter a name for your project, and a default priority for tasks in this project. Click OK.

3. Highlight the project and click the Insert New Task button on the toolbar or choose Insert, Task from the menu. A Task dialog box appears. Enter information about the task and click OK.

4. Alternatively, you can enter information directly in the spreadsheet-like grid display instead of using the insert dialog boxes. Select a cell in the grid and then enter or edit information using the mouse or keyboard.

5. Click the Daily tab. Your task should appear on the right of the schedule. Click the column headings of the To Do list with the right mouse button to access a context-sensitive pop-up menu that allows you to customize the columns you want to see.

6. Use the mouse to drag-and-drop a task directly onto your schedule. You can adjust the amount of time you want to spend by dragging the bar at the end of the task, just as you would adjust an appointment. You can change the start time by dragging the bar at the beginning of the appointment.

Now that you have been introduced to Schedule+, you learn how to use the remote mail features of the Exchange Client. These techniques are particularly important for notebook computer users or those who use a home computer to access the network.

Using Dial-Up Access to Exchange Server

Creating a Profile for Remote Access

To create a profile for remote access, follow these steps:

1. Open the Control Panel.

2. Double-click the Mail and Fax icon. If any profiles have already been created on this computer, a tabbed Properties dialog box appears showing the properties of the current profile. If no profiles have been defined, you should see the General tab of the Mail and Fax dialog box. If so, skip to step 4.

3. Click the Show Profiles button. The General tab of the Mail and Fax dialog box appears.

4. To add a new profile, click the Add button. This launches the Microsoft Exchange Setup wizard.

5. In the opening dialog box of the wizard, you can choose from two option buttons - Use the Following Information Services or Manually Configure Information Services. If you select the first option, the wizard assists you with creating an appropriate profile. The manual method is explained here. Select the option button labeled Manually Configure Information Services. Click Next.

6. Enter a name for this profile. The name can include spaces and should indicate the user of the profile and a brief description of the profile's purpose. For example, you could enter John Doe as Remote User or Jane Doe with Traveling Laptop. Click Next. A blank properties dialog box appears.

7. Select the services you will use with this profile. Click Add. The Add Service to Profile dialog box appears.

8. Select Microsoft Exchange Server and click OK. A Microsoft Exchange Server dialog box appears. This dialog box allows you to specify the server you will use and other options. Enter the name of the home server for your mailbox and the mailbox name. You can enter either the display name or the alias. To be sure that you have entered a correct name, click the Check Name button. If the name corresponds to an existing mailbox on the server you entered, both names will be underlined to signify a match.

9. Select the Work Offline and Use Dial-Up Networking option button in the When starting box. If you would like to make this selection each time you start the Exchange Client, select the check box labeled Choose the Connection Type When Starting. Click the Advanced tab.

10. If you would like to open any additional mailboxes for which this user has permissions, click Add and enter the name of the mailbox. You can specify encryption with a local network or dial-up connection to provide additional protection against unauthorized message capture and viewing. If you want to use the same logon ID for both network access and for your mailbox(es), select the Use Network Security During Logon check box.

11. The offline folder file is an important component of remote mail use. It is useful to create this file specifying a name other than the default if you want to use multiple profiles on this machine. Click the Offline Folder File Settings button.

12. Enter a fully qualified file name, or use the Browse button to specify a location for the file. Offline folder files have an extension of OST (for offline store). Select an option button for the encryption setting. This helps to secure the information in your offline folder file if this computer should fall into the wrong hands.

13. You can use the buttons at the bottom of the Offline Folder File Settings dialog box to launch a process to compact your offline folder file and eliminate empty space left by deleted messages or temporarily disable the use of the offline folder file. Click OK to close the Offline Folder File Settings dialog box. Then click the Dial-Up Networking tab (see fig. 14.25).

    Fig. 14.25 - The Dial-Up Networking tab is used to specify the RAS connection you want to use with this profile and your logon information.

14. Specify a connection to use with this profile, or select the option button at the bottom labeled Do Not Dial, Use Existing Connection, if you want to manually invoke the connection process yourself. Click the Remote Mail tab (see fig. 14.26).

    Fig. 14.26 - The Remote Mail tab allows you to specify regularly scheduled connections that will be automatically made without any assistance from a user. Specify connection information on the Dial-Up Networking tab.

15. On this tab, you can set up an automated connection and e-mail download. This can occur without your assistance while you are involved in another activity if you set it up carefully. In the Remote Mail Connections box, you can specify the mail to be transferred. The default is to transfer all mail. In the Scheduled Connections box, you can create a schedule for an automated mail transfer. Enter your selections.

16. Click OK to return to the Microsoft Exchange Server dialog box. Then click OK again to return to the Properties dialog box for this profile. You have defined a profile to use Microsoft Exchange Server. You can stop now and use your profile, or define two additional and useful options - the personal folder file and the personal address book. Click OK to close the dialog box and finish, or see the sections "Creating a Personal Address Book" and "Creating a Personal Folder File" earlier in this chapter for procedures to create those services.

Using the Remote Access Service

To use a RAS connection on a Windows 95 computer, follow these steps:

1. Double-click My Computer and then double-click the Dial-Up Networking folder. Double-click the connection you want to use. A Connect To dialog box for your connection appears, as shown in figure 14.27.

   Fig. 14.27 - The Connect To dialog box is used to log on to your network from a remote location.

2. Enter your User name and Password and click the Connect button.

3. Your modem will dial the remote network and connect if there is an available modem (the line is not busy) and your account and password are correct.

After you have connected with RAS, you are operating as a fully functional network client, albeit with a slower link to the network. You can connect to any network resources for which you have access privileges, including shared directories and printers. In addition, you can now use the Exchange Client to connect to your mailbox.

Using Remote Mail Features in the Exchange Client

To use remote mail features, follow these steps:

1. Depending on the settings in your profile, you may need to manually connect to the network. If you specified Do Not Dial, Use Existing Connection on the Dial-Up Networking tab of your profile, connect to the network manually.

2. Start the Exchange Client.

3. If the Choose Profile dialog box appears, select the profile you want to use and click OK.

4. Depending on your configuration, you may also need to respond to a dialog box asking whether you should Connect or Work Offline. Select Work Offline.

5. When the client interface is presented, choose Tools, Remote Mail from the menu. A Remote Mail window appears (see fig. 14.28).

   Fig. 14.28 - The Remote Mail window has a toolbar and menu choices specially designed for remote mail use.

6. Click the Connect button on the remote mail toolbar, or choose Tools, Connect on the menu. A dialog box appears that you can use to specify the actions you want to take.

7. Select Update Headers. A progress indicator appears showing the progress of your connection (see fig. 14.29).

   Fig. 14.29 - A progress indicator shows the progress of message transfer over a remote connection.

8. When the headers have been updated, you can review the messages in your mailbox on the server and select only those you want to read. You may prefer, for example, to wait until a later time to read large messages of over 250K. Select the messages you want to read and click the Mark to Retrieve toolbar button.

9. Click the Connect button again and select the option to Retrieve Marked Items. If you have any outgoing mail in your Outbox, select the option to Upload Messages.

10. Click OK. Your messages will be transferred.

From Here...

• For information on setting up Exchange Server, see Chapter 13, "Implementing Exchange Server."

• For information on creating public folders, replicating public folders, and managing directory information, see Chapter 15, "Managing Information with Exchange Server."

• For information on setting up connectors to foreign message systems and procedures for using Exchange Server's advanced security options, see Chapter 16, "Exchange Server Advanced Topics."

Table of Contents

13 - Implementing Exchange Server

15 - Managing Information with Exchange Server