Email Client Knowledge Base
What is Hosted Exchange 2007?
Q. What are the differences between MAPI, POP, and IMAP when connecting to Exchange Mailboxes?
A. MAPI connections to the Exchange server allow you full functionality to all of the services Exchange has to offer using Outlook:
• Direct live connection to the Mail Server
• Shared Inbox, Calendar, Contacts, Tasks, Notes and Free/Busy information for scheduling
• Public Folders
• Out Of Office Assistant
• Server Side Rules and Alerts
• Access to Outlook Web Access via any Web Browser
• Optional Server Side SPAM Management
IMAP4 Connections to the Exchange Server allow limited functionality:
• Direct Live Connection to the Mail Server
POP3 Connections offer the least functionality:
• Send and Receive Email only!
All connection types allow you to keep messages on the server and to view your mailbox using Outlook Web Access
Q. How to add other person's mailbox to your Exchange Outlook profile?
A. In Outlook 2002 or 2003:
1. On the Tools menu, click E-Mail Accounts.
2. In the E-Mail Accounts dialog box, click View or change existing e-mail accounts, and then click Next.
3. Click Microsoft Exchange Server in the service box, and then click Change.
4. For the Exchange Server Settings, click More Settings.
5. On the Advanced tab, click Add.
6. In the Add Mailbox box, type the name of the mailbox owner.
7. Click OK twice.
In Outlook 2007:
1. On the Tools menu, click Account Settings.
2. Select and double-click on the email account you would like to change.
3. Click on More Settings.
4. Select the Advanced tab.
5. Click Add to open another mailbox
6. In the Add Mailbox box, type the name of the mailbox owner.
7. Click OK twice.
Note: You need access permission assigned to the top folder (the mailbox itself), as well as each
individual folder of the mailbox you add.
Q. How do I open another person's Calendar or other folders?
A. Before you can access another person's mailbox data, they will have to grant permissions to you.
1. On the File menu, point to Open, and then click Other User's Folder.
2. In the Name box, type the name of the person who owns the folder or select Name for a list of users.
3. Click the folder that you want to open, and then click OK.
Note: If you use the "Open Other User's Folder" method as outlined, only the primary Outlook folders (Contacts,Inbox, Journal, Notes, Tasks) may be accessed; subfolders are not available. In order to access other than Primary Outlook Folders, you must share the entire mailbox.
Q. How do I share (let other see) my Outlook folders?
A. You may want to allow others on your Exchange hosting account to see things in your Outlook folders. You can control access to things like you Calendar, Contacts, Inbox, etc.
This article shows two types of access; Partial or Complete access. If you want someone to simply view, for example, your Calendar and then only to be able to View or Change appointment and meetings, use the first method;
"Grant partial/selected access". To allow another person, perhaps an executive assistant or partner more complete access, you can use the second method
"Grant Complete Access".
Grant partial/selected access.
This procedure allows other persons to have limited access to selected types of information in your Exchange Mailbox. If you want to grant more complete access, refer to the section below.
These steps are performed in Outlook.
1. Choose the folder you wish to share. For Calendar, Contacts and Task, the default Outlook 2003 Task Pane (the area on the left) shows "Share My <whatever>". This will take you directly to the Permission area as mentioned in step 3 below. For other versions, or if your view is no longer set according to the default, you can make your selections from the Folder List view. If you cannot see the Folder List, go to the Go menu and choose "Folder List". In the Folder List, click the icon for the folder you want to share.
2. On the File menu, click on Folder, and then click Properties for folder name.
3. Click the Permissions tab.
4. Click Add to add the name of the user that you want to grant access to, or select Default.
5. In Permissions, select the desired options, and then click OK.
Once you granted this access, the other party will need to open your shared resource in their instance of Outlook
Q. How to have Outlook prompt for profile to use
A. If you would like to use more than one outlook profile on your computer, you can have Outlook prompt you for the profile that you want to use when it starts.
For Outlook 2000:
1. Start Outlook.
2.On the Tools menu, click Options.
3.On the Mail Services tab, click Prompt for a profile to be used, and then click OK.
4.On the File menu, click Exit and Log Off.
5.You will be prompted for the profile that you want to use next time you start Outlook.
For Outlook 2002/XP/2003/2007:
2.Click Start, point to Settings, and then click Control Panel.
3.Double-click the Mail icon.
4.Click Show Profiles.
5.Select Prompt for a Profile to Be Used, click Apply, and then click OK.
Q. What is the Outlook 2003/2007 Junk Mail Filter?
A. Outlook 2003 includes new and improved functionality to help reduce the amount of junk e-mail messages, or spam, you receive in your Inbox. The most notable of the new anti-spam features is the Outlook 2003 Junk E-Mail Filter with Microsoft SmartScreen Technology. This new state-of-the-art technology helps prevent unwanted e-mail from reaching you and, along with other new anti-spam features in Outlook 2003, also provides enhanced flexibility and control.
Microsoft SmartScreen Technology is based on the content of the message in general and uses advanced analysis of the message structure, message receiving day, the hour of the day when the message was received, and the time elapsed between the moments when the message was sent and when it was received to determine the probability that it is a junk e-mail message. Messages caught by the filter are moved to a special Junk E-mail folder, where you can access them later.
Please note, that Outlook 2003 Junk E-mail Filter state-of-the-art technology can be used only with the following types of e-mail accounts:
• A Microsoft Exchange Server e-mail account in Cached Exchange Mode
• An Exchange Server account that delivers to a Personal Folders File (.pst)
Please note, that Outlook Profile Helper doesn’t configure Outlook to work in the Cached Exchange Mode by default. You need to enable Cached Exchange Mode by checking ‘Use Cached Exchange Mode’ selection on the ‘Outlook > Tools > E-mal Accounts > View or change existing e-mail accounts > Change’ page.
In addition to the Microsoft SmartScreen Technology Microsoft Office Outlook® also offers Junk E-mail Lists.
There are three Junk E-mail Filter Lists: Safe Senders List, Safe Recipients List, and Blocked Senders List. Messages received from e-mail addresses published in the Safe Senders List are not scanned. Adding sender’s email address to your Blocked Senders List will block messages sent from this email address. A mailing list or group can be added to your Safe Recipients List so any messages sent to the email addresses or domain names in this list Junk E-mail Filter won’t scan.
Q. How do I recover deleted items in Outlook?
A. When you delete items (e-mail messages, contacts, calendar, tasks, etc.) from your mailbox using Outlook, they are first transferred to the Deleted Items folder of that mailbox.
You can also delete items from the Deleted Items folder either manually or by selecting "Empty the Deleted Items folder upon exiting" option in Outlook in Tools > Options > Other > General.
After item is deleted from the Deleted Items folder it still can be recovered if the Exchange Server has been configured to retain deleted items. This provides a measure of protection in case of accidental deletion. By default, permanently deleted items will be held on the server for
14 days on the Exchange 2007 accounts
During this retention period you can either restore or purge deleted items in Outlook. Select the Deleted Items folder, then go to Tools > Recover Deleted Items and choose appropriate action – "Purge" or "Recover".
Please note: When you use Shift+Delete keys to delete items in Outlook ("hard delete"), they are not transferred to the Deleted Items folder. However you may also be able to recover items that were hard deleted from other folders, such as Inbox. Depending on the mail client version
being used you have the following options:
• If you are using Microsoft Outlook 2007, this feature should already be enabled, please see http://office.microsoft.com/en-us/outlook/HA101835681033.aspx?pid=CH100777001033 for more information.
• If you are using Microsoft Outlook 2003 client, this feature is not enabled by default and requires a modification to your system Registry. For exact instructions please consult the Microsoft Support article at http://support.microsoft.com/?kbid=246153.
Q. What are Offline Folders?
A. When you use Outlook in Offline mode, you can work in Outlook as if you were connected to server when you are not. Offline Folders allow you to compose emails, make updates to items such as Contacts and Calendar, etc., when you are unable to have a network or internet
connection, such as on an airplane. Once you are connected to a network again, Outlook will synchronize these changes with your mailbox on the Exchange Server, including sending messages that are waiting in the Outbox.
In order for Offline mode to work, Outlook creates an Offline Storage file (OST) on your computer. When you first enable Offline Folders, all the information in your Exchange Server mailbox is copied to this file. The size of the OST file is proportional to the amount of data in your Exchange mailbox. This initial one-time process can take a long while for larger mailboxes.
• Like Personal Folder files (.pst files), the .ost file can be become corrupted and can be compacted to save space on your computer.
• Large mailboxes (hundreds of megabytes or gigabytes) with thousands of messages or other items are more likely to experience poor performance or corruption problems.
• You cannot use an .ost file that has previously been used with a different mailbox.
• Extensive use of Offline Folders and offline synchronization may cause performance issues using an Outlook client to connect to the Exchange server.
• If you have Terminal Services installed on Windows 2000 Server computer you will not be able to install and use Offline folders and Offline address book.
Q. How do I synchronize Offline Folders?
A. When you synchronize, a log file appears as a message in your Deleted Items folder. This log file contains information such as the time that you synchronized, the names of the folders that were synchronized, and the number of items that were added.
To synchronize offline folders in Outlook 2002/2003/2007, use one of the following methods:
• Scheduled Synchronization:
• On the Tools menu, click Define Send/Receive Groups.
• Click All Accounts.
• Under When Outlook is Offline, click to select Schedule and automatic send/receive every X minutes. Select whatever time that you want.
• Click Close.
Synchronizing a Specific Folder:
To synchronize a specific folder, click to select the folder that you want to synchronize, point to Send/Receive on the Tools menu, and then click This Folder. You can also use Shift+F9.
Synchronizing All Folders:
To synchronize all your offline folders, you can either click the Send/Receive button on the Standard toolbar, and then press the F9 key, or on the Tools Menu, point to Send/Receive, and then click Send and Receive All.