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Notice: This material is excerpted from Special Edition Using Microsoft Exchange Server, ISBN: 0-7897-0687-3. The electronic version of this material has not been through the final proof reading stage that the book goes through before being published in printed form. Some errors may exist here that are corrected before the book is published. This material is provided "as is" without any warranty of any kind.
This chapter will cover the many features of the Exchange Client. With all of the messaging systems and groupware services on the market today, the easier to use the interface, the less confusing the environment has to be. With the addition of task automation, this user interface is one of the most powerful and easiest to use.
In this chapter, you learn about the following:
Key Features of the Exchange Client
The Exchange Client has many easy-to-use features. This chapter discusses the features in detail, giving suggestions and instructions on their usage. The key features to be covered are:
With the Exchange Client’s flexibility in the ability to access a variety of information systems, the Client can be your one-stop shop for all of your information. You can receive not only e-mail but various forms of data, voice, pager, images, and workflow applications.
On the user’s desktop easier is better. When you start your Exchange Client (see fig. 28.1) you see icons and folders that seem familiar. That is because they are the same icons you see in your other Microsoft applications. This makes everyday tasks much less burdensome.
Fig. 28.1
The Exchange Client main view
This section will cover what you see in the default Client setup and what features are available. First look at the folder list located on the left:
If you do not see the folder list, choose the View menu, then select Folders.
If there is a number beside any of the sub-folders, this is an indication that there are objects stored inside.
When there is mail spooling or being stored in the Outbox, it will turn red.
The Folder Contents List may be set to full screen within the Exchange Client. This is done by choosing the View menu and clicking on Folders.
Now that you have seen how the Exchange Client looks with the default settings, you can start to customize the interface to meet your personal tastes.
If you do not see Personal Folders, follow the steps below. If Personal Folders is present, skip to Adding a Folder or Sub-Folder.
1. From the Tools menu in the Client, choose Services and then choose Add.
2. In the Available Information Services box, select Personal Folders, and then choose OK.
3. In the File Name box, type the name of a personal folder file with a .PST extension, select the location of the folder you would like to place the file in in the Look In box, then choose Open.
4. In the Create Microsoft Personal Folders dialog box, enter the name you want to appear as the title of the new folder, decide whether you want encryption, and set the password to this folder.
If you do not want a password, leave the boxes blank.
5. Choose OK until you are back to the Exchange Client.
You can add folders and sub-folders to help sort and store your messages. Use the following steps to add folders.
1. In the folder list, select the location (your mailbox or a folder) for the new folder, and then choose New Folder from the File menu.
2. Type the new folder name, and then choose OK.
To create a Public Folder, you must have Create Sub-Folder permissions for the folder one level up.
Select the folder you want to delete, and then choose Delete from the File menu, or click the Delete button. You can also drag the folder to the Deleted Items folder.
When you delete a folder, all sub-folders and items in the folder are moved to the Deleted Items folder, unless you are deleting a public folder.
You can also store files in your folders. All you have to do is drag a file from either File Manager or Explorer onto the folder where you want to place the object.
The folder will turn dark when you are directly over it with your cursor.
The Folder Contents List shows details about the object contained in the highlighted folder in the folders list. By default, this list shows the following columns:
To make the Folder Contents List more to your liking you can add, delete, or move columns (see fig. 28.2). You can also resize the column to make it fit your display.
Fig. 28.2
The Columns dialog box lets you add, remove, or resize the columns in the client view window
To Add a Column:
1. From the View menu, choose Columns and then select the column you want to add from the Available Columns box.
2. Choose Add and then OK.
To Remove a Column:
1. From the View menu, choose Columns and then select the column you want to remove from the Show The Following box.
2. Choose Remove and then OK.
To Resize a Column:
Place the cursor over the side of the column heading you want to change and drag the split bar by holding down your left mouse button. When the line is where you want it, let go of the button.
To Change the Order of the Columns:
1. From the View menu, choose Columns and then select the column you want to move from the Show The Following box.
2. To move the column to the left or right in the Folder Contents List, choose the Move Up or Move Down button and then choose OK.
The Move Up button moves columns to the left, the Move Down button moves them to the right.
The tool bar allows access to commands without having to find them by selecting the pull-down menus. The menu bar in the Exchange Client by default has the following buttons on the tool bar:
You must have an active printer to use this option.
You can also delete an object by dragging it onto the Deleted Folder.
When you use Reply to Sender or Reply to All, any attachments are replaced by markers stating the name and type of attachment.
When you use Forward, all attachments are included in the message being sent.
You can forward multiple messages by selecting them in the Folder Contents List. Each message will be sent as an attachment in a new message.
The Help button remains selected and the Help pointer remains active until you click something, or press ESC.
Unlike a normal Public Folder, when a Favorites Folder contains information it will turn to bold text.
By adding or removing buttons on the toolbar you can tailor this feature to fit your work habits.
Adding a button:
1. Either double click on the desired toolbar background or select Customize Toolbar from the Tools menu (see fig. 28.3). The following dialog box appears.
Fig. 28.3
Customize the Toolbar to have your most frequently used options just one click away.
2. Select the button that you want to add from the Available Buttons box, then drag it to the Toolbar Buttons box, or choose Add.
Deleting a Button:
1. Either double click on the desired toolbar background or select Customize Toolbar from the Tools menu.
2. Select the button that you want to remove from the Toolbar Buttons box, then drag it to the Available Buttons box, or choose Remove.
Resetting Buttons to Default Settings:
1. Either double click on the desired toolbar background or select Customize Toolbar from the Tools menu.
2. Select the Reset button from the Customize Toolbar dialog box.
Integration with Your Desktop Applications
The Exchange Client is very much a part of your working environment. As such, it should blend in seamlessly with your other desktop applications. Microsoft has done an excellent job of integrating its products with Exchange Server. In this section we will cover some of the highlights of the Client’s integration.
To send a document as an attachment with your Exchange Client follow these steps:
1. Choose Send from the File menu.
2. The document is placed as an attachment in a new message dialog box.
3. You can now enter the recipients in the To box and add any comments to the message.
4. Click on the Flying Envelope and it will be placed in the Outbox for spooling to the network.
To route a document to any number of recipients, follow the instructions below:
1. Choose Edit Routing Slip from the File menu. The Routing Slip dialog box appears...
Fig. 28.4
The Routing Slip dialog box
2. Click on the Address button. This brings up the Address Book dialog box. Choose the people you want to send this document to or enter a new person by clicking the New button.
3. The Subject field is filled in from the property sheet of the document you are sending. This field is editable.
4. The Message Text field is what will appear in the body of the message that is routed.
5. Route to Recipients can be toggled to either One After Another or All at Once.
6. You can check either Return When Done or Track Status.
7. To protect the document for changes, select one of the options in the pull-down.
8. At this point you can do one of four actions:
Your document can be placed in a Public Folder on the Exchange Server for viewing. Here’s how:
1. Select Post to Exchange Folder from the File Menu.
2. This places the document in the Public Shortcuts Folder under Public Folders on your Exchange Server.
Special Features of the Exchange Client
The Exchange Client now includes some very powerful tools. The utilities that have been popular in the UNIX mail community for some time are now available in Exchange. The major advantage in the Exchange Client is that they are much easier to use. There is no script editing, just fill in the boxes. This section takes a look at the advanced features of the Exchange Client.
Utilizing Auto Assistants
Auto Assistants help you manage your incoming mail, handling messages as they arrive in your Inbox. These actions include responding to, filing, and routing items. The Auto Assistant checks to see if the message meets specific conditions. The two Auto Assistants are the following:
Both Assistants use the same basic principles. Both assistants are configured to accomplish tasks by using rules.
Each rule is applied to incoming mail and consists of two parts:
1. Conditions--The characteristics of the message or form
2. Actions--What happens when the rule’s conditions are met
All rules are processed on the Microsoft Exchange Server. This allows the Auto Assistant to continue running even if you have not started your Exchange Client. If the rule's actions can be performed without user intervention, it is completed entirely in the Microsoft Exchange mailbox. Examples of this are receiving alerts or moving a message into a set of personal folders. Remember, the personal folders reside on your client.
If you set up more than one rule, they are performed in the order listed.
To show how easy it is to use the graphical interface of the Inbox Assistant, here is a step-by-step example.
You need to be connected to your Exchange Server before you can add or edit an Auto Assistant.
1. Start or open your Exchange Client.
2. Select the Inbox Assistant from the Tools menu (see fig. 28.5). The following dialog box appears...
Fig. 28.5
The Inbox Assistant dialog box showing currently defined rules (blank by default)
3. Click on the Add Rule button. The Edit Rule dialog box appears.
Fig. 28.6
Define rules to affect the messages in your Inbox
4. In the From box enter the name, or alias, of the person who will be sending the item.
5. In the Sent to box enter either your name or an account owned by you such as Sales, Tech.Support, or Admin.
6. If you would like to be notified if the message is either sent to you directly or copied (CC) to you, check the appropriate box.
You can check both boxes. The Assistant will also check for your name in distribution lists.
7. In the Subject box type a word or words, with multiple strings separated by a semicolon (;), that you wish to include as a condition.
8. In the Message body box type a word or words, again with multiple strings separated by a semicolon (;), that you wish to include as a condition.
9. If you have something specific in mind, you can select the Advanced button, where you can specify additional search conditions.
Example: You can locate messages that have attachments, that are a particular size, or that do not meet the conditions you specify.
10. At this point you can also Check Names, which verifies names in the From and Sent To boxes by checking them against the address lists in your Address Book.
If a matching name is not found, or if there are multiple matches for the same name, the Check Names dialog box is displayed, where you can select the correct name or create a new one.
11. You are now at the Perform these actions: box. Place a check in the Alert with box, which activates the Action button.
12. By clicking on the Action button you are sent to the Alert actions dialog box. In this box you can specify the text contained in the alert message and specify which sound will be played when the conditions are met.
13. Next on the list of actions is Delete.
This item is mutually exclusive. You cannot choose this item if you have chosen Alert, Copy, or Move.
14. If you have not chosen to delete the item, you can now Move the item to one of your Personal Folders or to a Public Folder for which you have permission.
15. You may now Copy the item(s) to a folder.
Example: You move the message to a Personal Folder and want to copy it to the bulletin board in a Public Folder.
16. Once you are done handling the item, you can choose to Forward it to one or many recipients.
17. If you are setting up an auto reply service, you can choose the Reply with button and specify a Template.
The Template can have additional recipients and attachments.
18. The final option in the Edit Rule dialog box is Custom.
Custom actions are add-ons that are not provided by the Microsoft Exchange Client.
19. Then select OK until you are back to the Exchange Client.
20. The Inbox Auto Assistant is now ready to handle any messages meeting the criteria you specified.
When the need arises, say a vacation or holiday, you can set up your Exchange Inbox to answer your mail with a friendly reminder you are out. The following example configures the Out of Office Assistant to answer any messages while you are away.
1. Start or open your Exchange Inbox.
2. Select the Out of Office Assistant from the Tools menu. The Out of Office Assistant dialog box appears.
Fig. 28.7
The out of office assistant minds your mailbox automatically while you are away, or do not want to be disturbed.
3. In the Out of Office Assistant dialog box click on the button that says you will be Out of the Office.
Clicking I am currently In the Office will disable the Auto Assistant from replying to your messages.
4. You may now type a message in the AutoReply box. This will send a reply only once to each sender.
This may be enough if you want a quick reminder. If you would like to handle the message in any other way, please continue.
5. When you select Add Rule, you are presented with the same options that you are given during the Inbox Assistant.
6. In this case, select any messages Sent directly to you, or copied to you.
7. You can now Move or Copy the message into a predefined folder or leave it in your Inbox.
8. You can also Forward the messages to someone reading your mail while you are out.
9. Another option is to Forward the message to an address you can read while you are away--unless you are on vacation and don’t want to think about work.
10. Probably the best feature for your needs, in this case, would be Reply with. You can send a message stating when you will be back and whether or not anyone will be replying to messages.
11. Click OK until you are back at the Exchange Client.
If there are any options that require more explanation, please refer to the steps in Adding a Rule to the Inbox Assistant.
Filters can be very useful if you have many items in your Exchange Client. If you are looking for items sent by a certain individual, on a certain subject or date, you can use a filter.
To filter messages, forms, and files in a folder:
1. Choose Filter from the View menu.
2. Fill in and check all that apply to your search.
If you enter more than one condition, the filter shows only the items that meet all conditions.
Example: Typing John Smith in the From box and Sales Report in the Subject box will filter all items except those that are from John Smith and have Sales Report as part of the subject.
3. Choose Advanced to set a filter for items based on other conditions, such as size or date. You may also set a filter for items that do not meet specific filter conditions.
4. Choose OK.
To remove a filter:
1. Choose Filter from the View menu.
2. In the Filter dialog box Choose the Clear All button.
3. Then press OK.
Remote Functionality
The most efficient way to work when you are not connected to a local area network is to dial in. When you work away from the office, at home or on the road, you can do most of your work offline. When you need to send and receive mail, or to update information in your offline folders, you can use a single command to connect to your server and perform the actions you want. You then disconnect and continue working offline.
Working with Offline Folders
The recommended way to work offline is to use offline folders. An offline folder is a snapshot of a server folder that you work with offline. You add, delete, and modify the contents of an offline folder exactly as you do with the server folder.
To Make a Folder Available Offline, take the following steps:
1. In the folder list, select the mailbox folder or Favorites Folder for which you want to create an offline folder.
2. From the File menu, choose Properties, and then select the Synchronization tab (see fig. 28.8).
Fig. 28.8
Choosing the Synchronize menu option
3. Under This Folder Is Available, select When Offline Or Online.
If you do not have an offline folder file, you are prompted to create one. Choose Yes and follow the instructions on your screen. For additional information, click the Help button.
4. Choose OK.
To Update Offline Folders:
1. Select Synchronize from the Tools menu.
2. Choose either All Folders or This Folder.
3. Exchange will synchronize the folder you chose or all offline folders.
Offline folders are available only if you use Microsoft Exchange Server. If you do not use Microsoft Exchange Server, you can work offline using Remote Mail.
You can use Remote Mail to view the headers of new items in your server Inbox. You then select specific items to transfer to your offline Inbox. Because you download only the items you specify, this method can be faster than synchronizing your offline Inbox, which downloads all new items. You can also use Remote Mail to send mail you compose while offline.
When you start your computer offline, you must attempt to log on to Microsoft Windows or Windows NT (the connection will time out). If you don’t do this, you will not be authenticated by your domain controller, and you won’t be able to connect to your mail server.
Using offline folders or Remote Mail is the most efficient way to work with Microsoft Exchange away from the office. Because you work offline and connect to your server only as needed, long-distance telephone charges are minimized and demands on your server are reduced. However, to work with Public Folders for which you do not have offline folders or to use Schedule+, you must use a continuous dial-up connection. For information, see the topic Working with a Continuous Dial-Up Connection.
Profiles and Information Services
The Exchange Client is very flexible. It can be used by more than one person or possess multiple configurations per user. This is accomplished with Profiles. The Client can also be used to access multiple sources of information. This option is configured through a feature called Information Services.
A Profile contains information services that control the way the Client works. When you install the Microsoft Exchange Client, you are prompted to create a messaging Profile. A Profile Wizard helps you set up your Profile. This is covered in Chapter 27, “Installing and Configuring Exchange Clients.”
Generally, the Profile that you create during installation is the only Profile you will need, unless:
You can start the Client with the default Profile you have specified. You can also be prompted to select a Profile each time you start the client.
Being prompted to select a Profile is a good idea when you use multiple Profiles, or when there are multiple users per computer.
Information services provide great flexibility in the Exchange Client; they:
Before you can use an information service, you must add it to your active Profile.
From Here...
The Exchange Client has many valuable features. With the few items covered in this chapter, it is already apparent how powerful a tool it can be. There are many other ways the User Interface can be used to enhance your working environment. By following the online help and the Microsoft documentation, you can do virtually any form of information sharing.
These features reveal how the Exchange Client integrates tightly into your information-sharing environment. Try some of the sample applications that come with the Exchange Server to see the true Client/Server integration of this application.
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Copyright ©1996, Que Corporation