Copyright: Microsoft Exchange Server
Citation: Microsoft Exchange Server


Before You Begin
Before You Begin	 1 of 12

The Microsoft® Exchange Server Installation Guide gives an overview of the installation and setup process for a small Microsoft Exchange Server organization (for example, one Microsoft Exchange server computer with one or more clients), and installation instructions for Microsoft Exchange Server, the Microsoft Exchange Client, and the various connectors Microsoft provides.

If you are installing a more complex Microsoft Exchange Server organization (for example, multiple Microsoft Exchange Server computers with multiple clients at multiple sites with one or more connectors installed), you should use this guide in conjunction with the Microsoft Exchange Server Concepts and Planning Guide.

If you are installing the Microsoft Exchange Client only, refer to the requirements given in this chapter and to Chapter 4, “Setting Up Clients.”

For more information about other Microsoft Exchange Server documents you might want to check before proceeding with your installation, see “Where to Look for More Information,” later in this chapter.


What You Need to Know
Before You Begin	2 of 12

What You Need to Know

Before you begin your installation, you must have all the background information you need, such as familiarity with certain aspects of Windows® NT™ Server software, your current mail system (if any), and your planned Microsoft Exchange Server organization. You also need to ensure that you have all the hardware and software you need to install both Microsoft Exchange Server and the Microsoft Exchange Client. The following sections tell you what you need.


Background Knowledge
Before You Begin	3 of 12

What You Need to Know

Background Knowledge

To install Microsoft Exchange Server software, you should have a good understanding of:

Windows NT security, including domains and permissions.

Your current mail system.

The messaging requirements of your company.


Server Requirements
Before You Begin	4 of 12

What You Need to Know

Server Requirements

The following software must be installed and running on each computer that will run Microsoft Exchange Server software:

Windows NT Server, version 3.51 or later

Windows NT Services for Macintosh®, if you are installing the MS Mail Connector to exchange mail with MS Mail (AppleTalk®)

Microsoft TCP/IP for Windows NT, if you are installing the Internet Mail Connector

For improved performance, you should plan your server’s hardware to meet the expected load. The hardware requirements for each computer that will be running Microsoft Exchange Server software are described in the following table. Note that Microsoft Exchange Server can take advantage of advanced hardware, such as multiprocessor computers and caching disk array controllers.

Hardware
Processor	Disk space	RAM
Minimum:
Intel® 486 or faster, or supported RISC-based microprocessor such as the MIPS® R4000 and Digital Alpha AXP™, or PowerPC™	At least 250 MB of available disk space for Microsoft Exchange Server after Windows NT Server has been installed Adequate free disk space for the Windows NT Server pagefile (50 MB + the amount of physical RAM)	At least 24 MB (32 MB for RISC-based systems)
Recommended:
Intel Pentium® 90 MHz or faster	Sufficient disk space for your users’ e-mail and public folder information Multiple physical drives At least one striped drive set Adequate free disk space for the Windows NT Server pagefile (100 MB + the amount of physical RAM	At least 32 MB (48 MB for RISC-based systems)
Note

If you are adding a server to an existing site, verify that there is enough available disk space on the server’s hard disk to import the site’s directory. To do this, check the size of the file DIR.EDB in the EXCHSRVR\DSADATA directory on another server in the site.


Client Requirements
Before You Begin	5 of 12

What You Need to Know

Client Requirements

The hardware and software requirements for clients are as follows.

Operating system	Network protocols	Disk space	RAM
Windows 95:

	IPX/SPX, TCP/IP (built-in stack), or NetBEUI.	12 MB minimum for local installation; 22 MB recommended.	8 MB minimum, 12 MB recommended. For Forms Designer, an additional 4 MB of RAM is recommended.
Windows, version 3.1, and Windows for Workgroups, version 3.11:

	IPX/SPX, TCP/IP (compatible with Windows Sockets), NetBEUI, or VINES® IP. For Windows for Workgroups clients running IPX/SPX, check in exchange.ini that the [Exchange Provider] section contains DirectHost=OFF.	12 MB minimum for local installation; 22 MB recommended.	8 MB minimum, 12 MB recommended. For Forms Designer, an additional 4 MB of RAM is recommended.
Windows NT Server and Windows NT Workstation, version 3.51:

	IPX/SPX (NWLink), TCP/IP (built-in stack), NetBEUI, or VINES IP.	15 MB minimum for local installation; 22 MB recommended.	16 MB minimum, 20 MB recommended. For RISC-based systems, an additional 4 MB of RAM is recommended.
MS-DOS®, version 5.0 or later

	IPX/SPX, TCP/IP (Microsoft LAN Manager only), or NetBEUI.	2 MB minimum for local installation; 3 MB recommended.	1 MB, 460k free conventional memory.
You also must update any Windows 95 and Windows for Workgroups systems before you install the client.

The following sections tell you how to do these updates.


Updating Windows 95
Before You Begin	6 of 12

What You Need to Know

Client Requirements

Updating Windows 95

If you are using Windows 95, install the Microsoft Exchange Client for Windows 95 that is provided with Microsoft Exchange Server The Microsoft Exchange Inbox included with Windows 95 does not provide all the features that are included with the Microsoft Exchange Client.


Updating Windows for Workgroups
Before You Begin	7 of 12

What You Need to Know

Client Requirements

Updating Windows for Workgroups

To run the client, Windows for Workgroups must be running the latest version. An update is provided on your Windows NT CD-ROM.

To update Windows for Workgroups

1.	Copy the update files provided on the Windows NT 3.51 Server CD-ROM under \CLIENTS\WFW\UPDATE to your \WINDOWS\SYSTEM directory.

2.	Update TCP/IP to the new version, TCP/IP-32. For more information about the new TCP/IP, see the NETWORK.WRI file on the Windows NT 3.51 Server CD-ROM.

3.	If clients installed on Windows for Workgroups systems are running only the Microsoft IPX compatible transport and are not on the same LAN segment as the Microsoft Exchange Server computer, you must install the SAP agent on the Microsoft Exchange Server. For more information about installing the SAP agent, see Appendix A, “Installing Microsoft Exchange in a Novell® NetWare® Environment.”


Document Conventions
Before You Begin	8 of 12

Document Conventions

The following table summarizes the typographic conventions used in this book:

Convention	Description

ALL CAPITALS	Filenames and extensions, directory names, paths, and acronyms.

bold	Menus and menu commands, command buttons, property page and dialog box titles and options, command-line commands, options, and portions of syntax that must be typed exactly as shown.

Initial Capitals	Names of applications, programs, and named windows.

italic	Information you provide, terms that are being introduced, and book titles.

KEY+KEY	Key combinations in which you press and hold down one key and then press another.

monospace	Examples, sample command lines, program code, and program output

SMALL CAPITALS	Names of keys on the keyboard.

Cross-references.

Indicates a procedure with sequential steps.

Indicates a procedure with only one step.

Indicates a list of related information, not procedural steps.


What Are You Installing?
Before You Begin	9 of 12

What Are You Installing?

Microsoft Exchange components are available in a number of different packages so you can buy the software that best fits your organization. The available packages are shown in the following table.

Client Software:

Microsoft Exchange Client Pack

Use the Microsoft Exchange Client Pack to add clients to your Microsoft Exchange Server organization, or as clients on a Microsoft Mail Server or other MAPI-compliant server. The Microsoft Exchange Client Pack contains the Microsoft Exchange Client software for all supported operating systems.

Small Organization Software:

Microsoft Exchange Server

Use the Microsoft Exchange Server to set up a single Microsoft Exchange Server computer. This package includes a Client Access License pack and the Microsoft Exchange Server software.

Microsoft Exchange Connector Series

Use the Microsoft Exchange connectors to connect servers within a site, and to connect your Microsoft Exchange sites with other sites and with other mail systems. The Microsoft Exchange Connector package contains the Site and Dynamic RAS connectors. Also available are the Microsoft Exchange X.400 Connector and the Microsoft Exchange Internet Mail Connector.

Large Organization Software:

Microsoft Exchange Server, Enterprise Edition

Use the Microsoft Exchange Server, Enterprise Edition to set up a server in a large organization. The Enterprise Edition includes Microsoft Exchange Server software, software for all connectors, and a Client Access License pack.


Where to Look for More Information
Before You Begin	10 of 12

Where to Look for More Information

Microsoft Exchange Server provides comprehensive documentation in several formats — print, online, and video. The following reference materials may be included, depending on the package you purchased. The figure shows you which reference materials to use during different phases of your Microsoft Exchange Server installation or administration.


Microsoft Exchange Server Documentation
Before You Begin	11 of 12

Where to Look for More Information

Microsoft Exchange Server Documentation

The Microsoft Exchange Server manuals are provided online as a Windows Help file on the Microsoft Exchange Server CDROM. A printed documentation set is available separately.

Planning:

	If you are setting up a large organization, you should begin with planning.
	Concepts and Planning Video   Included with Microsoft Exchange Server, this video provides an overview of the product as well as planning tips for designing your Microsoft Exchange Server organization. It is in standard VHS format.
	Concepts and Planning Guide   Explains concepts and tells you what you need to know to prepare to implement a Microsoft Exchange Server organization. Administrators in large organizations should read this book before setting up Microsoft Exchange Server.
Migration:

	Migration Guide   Describes concepts for migrating from other mail systems to Microsoft Exchange Server. It also provides instructions for using migration tools to move users from foreign mail systems, Microsoft Mail for PC Networks, and Microsoft Mail for AppleTalk Networks to Microsoft Exchange Server.  This book is available on the Microsoft Exchange Server CD-ROM in the MIGRATE\DOCS directory.
Installation:

	If you are setting up a client or a small organization, you should begin with installation.
	Installation Guide   Presents the basic information needed to get a Microsoft Exchange Server system up and running in a typical small organization. It provides a brief overview of the product and its features, and instructions for installing both the client and server components of Microsoft Exchange Server. The book also includes basic instructions necessary to start using Microsoft Exchange Server, such as creating mailboxes and setting up public folders.  This book is provided with Microsoft Exchange Server as a printed document.
Administration and Troubleshooting:

	Administrator’s Guide   Provides information on administering Microsoft Exchange Server, including maintenance, upgrading, and troubleshooting.
	Help   Help can be accessed from the Help menu or by pressing F1 in the Administrator program.
Key:

	Video tape
	Print documentation
	Online documentation
	Public Folder


Microsoft Exchange Client Documentation
Before You Begin	12 of 12

Where to Look for More Information

Microsoft Exchange Client Documentation

The Microsoft Exchange Client documentation is provided online on the CDROM.

	Getting Started Guide Public Folder   Provides an overview and tutorial for new users of the Microsoft Exchange Client. The Getting Started Guide is included in the SAMPAPPS.PST.
	Help   Help can be accessed from the Help menu or by pressing F1 in Microsoft Exchange Client programs.
	Folder Design Cue Cards   Guides users through the process of creating or modifying a public folder. Folder Design Cue Cards are provided with the Microsoft Exchange Client. They can be accessed from the Help menu using the Folder Design Cue Cards command. Each cue card provides instructions or descriptive information for performing a specific task.
	Application Designer's Guide   Explains all aspects of using and designing custom Microsoft Exchange applications, forms, and folders. It describes sample applications that are available with Microsoft Exchange, and is the primary reference for the Microsoft Exchange Application Design Environment.
Key:

	Video tape
	Print documentation
	Online documentation
	Public Folder


Microsoft Support Network
Microsoft Support Network	 1 of 4

In the event you cannot install the Microsoft Exchange product you purchased, please refer to the telephone support offerings below. Microsoft’s support offerings range from no-cost and low-cost electronic information services (available 24 hours a day, 7 days a week) to annual support plans and CD-ROM subscription programs. Please check the Technical Support section in online Help for detailed information.

Microsoft support services are subject to Microsoft’s then-current prices, terms, and conditions, which are subject to change without notice.


Priority Support
Microsoft Support Network	2 of 4

Priority Support

The Microsoft Support Network offers priority telephone access to Microsoft support engineers 24 hours a day, 7 days a week, excluding holidays.

In the United States, call (900) 555-2100; $150 per incident. Charges appear on your telephone bill.

In the United States, call (800) 936-5900, at $150 (U.S.) per incident, billed to your VISA, MasterCard, or American Express card.

In Canada, call (800) 668-7975 for more information.

When you call, you should be at your computer and have the appropriate product documentation at hand. Be prepared to give the following information:

The version number of the Microsoft product that you are using

The type of hardware that you are using, including network hardware, if applicable

The exact wording of any messages that appeared on your screen

A description of what happened and what you were doing at the time

A description of how you tried to solve the problem


Text Telephone
Microsoft Support Network	3 of 4

Priority Support

Text Telephone

Microsoft text telephone (TT/TDD) services are available for the deaf or hard–of–hearing. In the United States, using a TT/TDD modem, dial (206) 635-4948. In Canada, using a TT/TDD modem, dial (905) 568-9641.


Product Support Worldwide
Microsoft Support Network	4 of 4

Product Support Worldwide

The following list contains Microsoft subsidiary offices and the countries they serve. If there is no Microsoft office in your country, please contact the establishment from which you purchased your Microsoft product. This list provides only basic technical support phone and fax numbers; other services such as BBS and sales numbers may be available. For additional subsidiary information, check the Product Support Services Worldwide section in online Help.

When you call, you should be at your computer and have the appropriate product documentation at hand. Please follow the guidelines listed above under “Priority Support”.

Area	Telephone Numbers	Fax Numbers
Argentina	(54) (1) 815-1521	(54) (1) 814-0372
Australia	(61) (02) 870-2131	(61) (02) 805-0519
Austria	0660-6593	0222-68 16 2710
Belgium	(Dutch speaking): 02-5133274 (English speaking): 02-5023432 (French speaking): 02-5132268
Bolivia	See Argentina
Brazil	(55) (11) 871-0090	(55) (11) 262-8638
Caribbean	(214) 714-9100	(809) 273-3636
Chile	56-2-330-6000	56-2-330-6190
Colombia	(571) 618 2255	(571) 618 2269
Czech Republic	(+42) (2) 2451 0554	(+42) (2) 2423 4343
Denmark	(45) (44) 89 01 11	(45) (44) 89 01 44
Dubai	(971) 4 513 888	(971) 4 527 444
Ecuador	(593) (2) 463-094
England	See United Kingdom
Finland	(0358) (90) 525 502 500	(46) (0)8 752 29 00
France	(33) (1) 69-86-10-20	(33) (1) 69-28-00-28
French Polynesia	See France
Germany	089/3176-1112	089-3176-1000
Greece	(30) (1) 6806-775 through (30) 1 6806-779	(30) (1) 6806 780
Hong Kong	(852) 804-4222	2535-9293
Hungary	(36) (1) 267-4636	(+36) (1) 268-1558
India	(01) (91) 646 0694	(01) (91) 646-0813
Ireland	See United Kingdom
Israel	972-3-613-0833	972-3-613-0834
Italy	(39) (2) 7039-8351	(39) (2) 7039-2020
Japan	(81) (424) 41-8700	(81) (3) 5454-8100 (1#-0# for guidance)
Korea	(822) 566-0027	(82) (2) 531-4600
Liechtenstein	See Switzerland  (German-speaking)
Luxembourg	(Dutch speaking): (32) 2-5133274 (English speaking): (32) 2-5023432 (French speaking): (32) 2-5132268
Mexico	(52) (5) 325-0912 -Client (52)(5) 237-4800 -Server
Netherlands	(Dutch speaking): 023-5677877 (English speaking): 023-5677853
New Zealand	64 (9) 357-5575	64 (9) 307-0516 and 64 (9) 357-5577
Northern Ireland	See United Kingdom
Norway	(47) (22) 02 25 50	(47) (22) 02 25 70
Papua New Guinea	See Australia
Paraguay	See Argentina
Poland	(+48) (2) 6216793 or (+48) (71) 441357	(+48) (2) 6615434
Portugal	351 1 4409280/1/2/3	(351) 1 4411655
Republic of China	(886) (2) 508-9501	(886) (2) 504-3121
Republic of Ireland	See United Kingdom
Russia	(+7) (502) 224 50 46	(+7) (502) 224 50 45
Scotland	See United Kingdom
Singapore	(65) 227-6833	(65) 227-6811
Slovenia	(+386) (61) 1232354
Slovak Republic	(+42) (7) 312083	(+42) (2) 2423 4343
South Africa	0 802 11 11 0 (2) 11 445 010	(27) 11 445 0045 or  (27) 11 445 0046
Spain	91 807 99 60	(34) (1) 803-8310
Sweden	(46) (8) 752 09 29	(46) (0)8 752 29 00
Switzerland	(German speaking): 01/831-1581 (French speaking): 022-738 96 88	01-831 08 69
Turkey	(90) 212 2585998	(90) 212 2585954
United Kingdom	(01734) 271007	(01734) 270080
Uruguay	See Argentina
Venezuela	(582)-9935249 (582)-9939256	(582)-923835
Wales	See United Kingdom
© 1995 Microsoft Corporation. All rights reserved.


Overview of the Installation and Setup Process
Chapter 1	 1 of 1

Overview of the Installation and Setup Process

Microsoft Exchange Server consists of services that provide your company with advanced messaging and information management tools. A Microsoft Exchange Server site consists of at least one Microsoft Exchange Server computer and one Microsoft Exchange Client. A Microsoft Exchange Server organization consists of one or more sites. As your organization grows, you can add servers and clients, and add advanced functionality, such as advanced security or connections to the Internet.

For more information about Microsoft Exchange services and how the components interrelate, see the Microsoft Exchange Server Concepts and Planning Guide.

This chapter provides a brief overview of the process you should follow to ensure a successful installation of Microsoft Exchange Server, the Microsoft Exchange Client, and any connectors you might want to install.

The following task map can help guide you through the installation and setup process for a small organization. For the more detailed tasks required for a large organization, see the Microsoft Exchange Server Concepts and Planning Guide.

1	Plan your organization

Assess your needs and resources

Prototype your organization

Plan and implement your rollout

See:

Chapter 2, “Planning Your Organization”

Microsoft Exchange Server Concepts and Planning Guide

2	Migrate from other mail systems

See:

Microsoft Exchange Server Migration Guide

3	Set up servers and sites

Create a service account

Install server software

Grant permissions

Add servers to a site

Add sites to your organization

See:

Chapter 3, “Setting Up Servers and Sites”

4	Set up clients

Create a client installation point

Create a mailbox

Configure the client setup program

Install the Microsoft Exchange Client software

Configure the client mailbox

See:

Chapter 4, “Setting Up Clients”

5	Connect sites and gateways

Install connector software

Configure connector

See:

Chapter 5, “Connecting Sites and Other Systems”

The rest of this guide gives more details, checklists, and procedures to help you through a successful installation, starting with Chapter 2, “Planning Your Organization.”

If the Microsoft Exchange Server organization you are about to install is more complex than a single-site installation, be sure to consult the Microsoft Exchange Server Concepts and Planning Guide before proceeding.


Planning Your Organization
Chapter 2	 1 of 9

Planning Your Organization

The first and most important step in the installation process is to plan your organization. The extent of planning you need to do before installing Microsoft Exchange Server depends on your requirements and resources. If you are planning a single-site installation, the task is less complex than if you are planning a multiple site installation. In both cases, thorough planning makes your rollout of Microsoft Exchange Server proceed more efficiently.

This chapter provides brief descriptions of the tasks you must do to be thoroughly prepared to install Microsoft Exchange Server. The chapter also includes planning worksheets for you to use to collect all the information, such as naming conventions, connectors, and site and server information, that you need to determine before you proceed with the installation.

For more information about tasks in the planning process, see the Microsoft Exchange Server Concepts and Planning Guide.


Planning Overview
2	Planning Your Organization	2 of 9

Planning Overview

There are three stages to successfully planning a Microsoft Exchange Server installation:

Assessing your needs and resources. This stage consists of collecting information about your current installation and determining what services your users require.

Prototyping your organization. During this stage, you decide how to lay out sites and servers, how to connect them, and what kind of services to provide to your users. You then design and test a prototype of your new Microsoft Exchange Server organization.

Planning and implementing your Microsoft Exchange Server rollout. At this stage, you adjust your plans based on results from your prototype, establish naming conventions and administrative policies, and schedule and complete the rollout.

The following sections tell more about the information you gather and the planning tasks you must complete.

For more information about the impact of each of these planning tasks and how or why you should do them, see the Microsoft Exchange Server Concepts and Planning Guide.


Assessing Your Needs and Resources
2	Planning Your Organization	3 of 9

Planning Overview

Assessing Your Needs and Resources

Before you install Microsoft Exchange Server, you must have a clear idea of your resources and how your company will use Microsoft Exchange Server so you can implement it as efficiently as possible in your environment. These are the planning tasks you need to consider:

Determine your network topology and geographic profile. Analyze how you will connect your network and how the geographic layout of your company will affect your organization.

Inventory your Windows NT Server domains. Check the number of sites, the site boundaries, and the connections between your Windows NT Server domains. Knowing how your Windows NT domains are arranged can help you when you are laying out your Microsoft Exchange Server sites.

Determine computer upgrades required. Check your current hardware to see that it matches the requirements for server and client computers. You can then plan hardware and software upgrades, if any, as part of your rollout.

Determine what services your users need. Find out how your users use your existing system, if any, and determine how that functionality will be migratedor replaced with Microsoft Exchange Server tools. Also ask your users what services they would like to have that weren't available in the old system but are provided in Microsoft Exchange.

Develop a migration strategy. If you have an existing e-mail system, develop a strategy for migrating to Microsoft Exchange Server from your existing system.

For more information about upgrading to Microsoft Exchange Server from another mail system, see the Microsoft Exchange Server Migration Guide.


Prototyping Your Organization
2	Planning Your Organization	4 of 9

Planning Overview

Prototyping Your Organization

You should plan how you want to implement Microsoft Exchange Server and prototype your planned implementation. Designing and testing a prototype installation can help you find potential problems and adjust your plan before rollout. These are the prototyping tasks you need to consider:

Lay out your sites and servers. Plan how many sites and servers you need in your organization.

Plan how to connect your sites. Decide how to connect your sites to each other and to other systems, and what types of connections you need for each site.

Design and test a prototype. Design a prototype installation that incorporates all of the functions and coexistence that you plan to have in your organization. Use the prototype to test implementation issues, such as server and client installation procedures, hardware and network compatibility, coexistence with other mail systems, scheduling, and electronic forms.


Planning and Implementing Your Microsoft Exchange Server Rollout
2	Planning Your Organization	5 of 9

Planning Overview

Planning and Implementing Your Microsoft Exchange Server Rollout

Once you have planned your company requirements, you need to decide how you want to roll out Microsoft Exchange Server in your company. These are the rollout tasks you need to consider:

Finalize your plan for sites and servers. Adjust your plans as needed to maximize efficiency and avoid problems found in your prototype organization.

Establish naming conventions and administrative policies. Decide on naming conventions for sites, servers, and mailboxes. Take into consideration how your naming conventions will translate when connecting to external systems (such as X.400 or the Internet). You might also want to set administrative policies on the use of public folders and digital encryption.

Note

You should plan the naming conventions for your organization before you install and configure the system. The directory names for the organization, sites, and servers cannot be changed without reinstalling the software. You can change the display names at any time.

Schedule the rollout. Schedule the phases of your rollout. Consider including the following items in your schedule:

Hardware and software upgrades

Microsoft Exchange Server computer setup

Server administrator training

Client training and support

Migration from other systems

Naming conventions and administrative policies in place

Begin implementation. Following your schedule, begin implementing Microsoft Exchange Server.


Planning Worksheets
2	Planning Your Organization	6 of 9

Planning Worksheets

Use the following planning worksheets to record your decisions as you plan your organization and install the software.

Enterprise Edition Users

You might need to develop more detailed planning worksheets.


Organization Planning Worksheet
2	Planning Your Organization	7 of 9

Planning Worksheets

Organization Planning Worksheet

Use this worksheet to record your organization setup.

Organization Name:  Site Names:  Windows NT Domain Names: Server Names:	______________________________________ ______________________________________ ______________________________________ ______________________________________

Naming Convention:

Display Name:  Alias:  Directory Name:	______________________________________ ______________________________________ ______________________________________
Connectors to Install:

• Site • X.400 • Other	• Dynamic RAS • MS Mail (PC)	• Internet Mail • MS Mail (AppleTalk)
Clients to Support

• Roving • Remote Connect via: • Shiva	• RAS	• Modem


Site Planning Worksheet
2	Planning Your Organization	8 of 9

Planning Worksheets

Site Planning Worksheet

Use this worksheet for each site in your organization.

Site Name:  Servers in the Site: Service Account Name: Site Addressing: MS Mail: X.400: SMTP:	_____________________________________________ _____________________________________________ _____________________________________________ _____________________________________________ _____________________________________________ _____________________________________________


Server Planning Worksheet
2	Planning Your Organization	9 of 9

Planning Worksheets

Server Planning Worksheet

Use this worksheet for each server you install.

Server Name:	_______________________________________________
Server use:

• Public Folders • Connector • Client installation point • Key Management • Administrator program	• Primary domain controller  • Backup domain controller  • Remote access server (RAS)  • File and print  • Schedule+ Free/Busy Connector

Client Installation Plan

• Client Installation Point Location: • Network Share Location:	________________________________ ________________________________


Setting Up Servers and Sites
Chapter 3	 1 of 8

Setting Up Servers and Sites

The second step in the installation process is to set up servers and sites. This chapter describes how to install Microsoft Exchange Server on your Windows NT Server computers, including how to:

Prepare for server setup.

Set up servers.

Add sites to your organization.

Verify server and site setup.


Preparing for Server Setup
3	Setting Up Servers and Sites	2 of 8

Preparing for Server Setup

Before you start setting up Microsoft Exchange servers and sites, you should:

Review the process described in Chapter 2,“Planning Your Organization.”

Gather the information you need during setup. You can use the planning worksheets in Chapter 2. During setup, you need the following information:

Your organization name and site name

The server’s name and use in the organization

The name and password to log on to the Windows NT Server computer as a local administrator (for more information, see your Windows NT Server documentation)

Service account password (and name if this is the first server in the site)


Setting Up Servers
3	Setting Up Servers and Sites	3 of 8

Setting Up Servers

This section describes how to set up your Microsoft Exchange Server computers.

To set up the first server in a site

1.	Create the service account.

2.	Install the Microsoft Exchange Server software.

3.	Grant permissions for the site and configuration.

To add servers to a site

Install the software as described in “Installing Server Software” later in this chapter.

Enterprise Edition Users

You can do unattended installation of Microsoft Exchange Server software using the batch setup program. For more information about batch setup, see the Microsoft Exchange Server Administrator’s Guide.


Creating the Service Account
3	Setting Up Servers and Sites	4 of 8

Setting Up Servers

Creating the Service Account

Microsoft Exchange Server uses the service account to run services, such as directory and information store.

To create a service account

1.	Log on as an administrator to a Windows NT Server computer in the same domain as the computer for which you are creating the service account.

2.	In the Administrative Tools group, choose User Manager For Domains.

3.	From the User menu, choose New User, and enter the information requested.

4.	Select User Cannot Change Password and Password Never Expires.

5.	Clear User Must Change Password at Next Logon and Account Disabled.

6.	Choose Add, and then Close.


Installing Server Software
3	Setting Up Servers and Sites	5 of 8

Setting Up Servers

Installing Server Software

Before installing the server software, do the following:

Verify that the primary domain controller (PDC) is running.

To ensure that all messaging-aware applications are not running, close all open applications and log off and back on to your Windows NT Server computer.

If you need additional information while using the Setup program, press F1 or choose the Help button.

To install Microsoft Exchange Server software

1.	Log on to the Windows NT Server computer as a local administrator.

2.	Put the Microsoft Exchange Server CD-ROM in the CD-ROM drive.

3.	Run SETUP.EXE from the directory on the CD-ROM for your computer type. In the Welcome dialog box, choose OK.

4.	In the Installation Options dialog box, select the type of installation (Typical, Complete/Custom, or Minimum) and the location of files that best fit your needs. Press F1 for help with these options. Choose Continue when you are finished making your selections.

Enterprise Edition Users

Additional options, such as connectors, are available with the Complete/Custom installation.

5.	In the Choose Licensing Mode dialog box, select the client licensing mode and choose Continue. In the Per Server box, enter the number of Client Access Licenses you have purchased.

Important

If you select Per Server license, enter a value greater than 0 for concurrent connections. Otherwise, Microsoft Exchange Client computers will be unable to connect to the Microsoft Exchange Server computer.

6.	Read the licensing information. If you agree, check I agree and then choose OK in the licensing information box.

7.	If this is the first server in a site, in the Microsoft Exchange Site dialog box, select Create A New Site, type the names of the organization and site, and choose OK. Choose OK in the verification dialog box.

If you are adding servers to a site, in the Microsoft Exchange Site dialog box, select Join An Existing Site. Type the name of an available Microsoft Exchange Server computer in the site and choose OK.

Note

If you have the Standard Edition of Microsoft Exchange Server, you must have the Microsoft Exchange connector installed both on the server you plan to connect with, and on the new server. You are prompted for your connector disk during installation.

8.	In the Site Service Account dialog box, enter the service account to use for Microsoft Exchange Server in the format domain\account. When you are adding a server to a site, the Setup program uses the existing service account.

9.	Enter the password for the service account, and choose OK.

10.	In the message box telling you the rights that have been granted, if it appears, choose OK.

11.	Choose OK to complete the installation. Setup copies all specified files and installs the services.

12.	At the end of installation, the Setup program asks if you want to run the Performance Optimizer. This step analyzes your hardware configuration and arranges files on the server for optimum performance. Choose Run Optimizer, or skip this step if you want to run the Performance Optimizer separately later.

Important

The Performance Optimizer performs optimization crucial to the efficient operation of Microsoft Exchange Server. If you skip this step during installation, make sure you complete it before putting the server in service.

Setup installs the following files that you may want to move to save spaceon computers from which this information does not need to be accessed:

Microsoft Exchange Server documentation in Help format in \EXCHSRVR\BIN\EXCHDOC.HLP (30 MB)

Sample Applications (includes the Getting Started Guide public folder and other sample applications for use with the Microsoft Exchange Forms Designer) in \EXCHSRVR\SAMPAPPS\CLIENT\SAMPAPPS.PST (16 MB)


Granting Permissions for the Site and Configuration
3	Setting Up Servers and Sites	6 of 8

Setting Up Servers

Granting Permissions for the Site and Configuration

You need to grant permissions to administer your Microsoft Exchange Server site. You can grant permissions to individual accounts or to global groups set up in the Windows NT Server User Manager for Domains program.

Accounts and groups with site permissions can access recipient administration tasks, such as adding recipients and new mailboxes.

Accounts and groups with configuration permissions can access configuration administration tasks, such as adding connectors and servers, and changing the site property pages.

Important

For an account or group to have full administrative permissions, you need to give them permissions to both the site and the configuration.

To grant permissions

1.	Start the Microsoft Exchange Server Administrator program and connect to the Microsoft Exchange Server computer you just set up.

2.	Select the site to grant site permissions, or select the configuration container under the site to grant configuration permissions.

3.	From the File menu, choose Properties, and then select the Permissions tab.

The Permissions property page shows the list of Windows NT accounts with permissions for this site.

4.	Choose Add. Fill out the Add Users And Groups dialog box as shown in the following table.

Option	Description

List Names From	Select the Windows NT domain you want.

Names	Select the accounts or group that you want to add and choose Add. The selected user and group names appear in the Add Names box.

5.	When you are finished adding all the Windows NT accounts, choose OK.

6.	Repeat the procedure if necessary to grant configuration permissions.


Adding Sites to Your Organization
3	Setting Up Servers and Sites	7 of 8

Adding Sites to Your Organization

Your organization can consist of multiple sites. Use the following procedure to add a site to your organization.

Note

You must install the Microsoft Exchange Connector for directory replication.

To add sites to your organization

1.	Set up at least one server at the new site, as described in “Setting Up Servers” earlier in this chapter.

2.	Make sure the existing site has a site connector installed.

3.	Install a site connector in the new site as described in Chapter 5, “Connecting Sites and Other Systems.”

4.	Create a Directory Replication Connector object.


Verifying Server and Site Setup
3	Setting Up Servers and Sites	8 of 8

Verifying Server and Site Setup

Use the following checks to make sure your servers and sites are working satisfactorily:

In Control Panel, choose Services and check that the Microsoft Exchange System Attendant, Directory, Information Store, and Message Transfer Agent (MTA) are started.

Check that the organization hierarchy shown in the Administrator program is as intended.

In the hierarchy, check for the site and server objects you have set up.

Check for site and server objects from other sites to check that directory replication has taken place successfully.

Send mail messages between mailboxes on different servers and sites.

For information about maintaining and administering your organization, see the Microsoft Exchange Server Administrator’s Guide.


Setting Up Clients
Chapter 4	 1 of 12

Setting Up Clients

This chapter describes the third step in the installation process, setting up the Microsoft Exchange Client. To set up Microsoft Exchange Client, you need to perform tasks on both the server and client computers. This chapter is divided into server and client installation tasks.

For information about

Setting up remote or roving users, or client options such as security, see the Microsoft Exchange Server Administrator’s Guide.

Migrating Novell NetWare accounts, see Appendix A, “Installing Microsoft Exchange in a Novell NetWare Environment.”

Customizing and using your Microsoft Exchange Client, see the Getting Started Guide public folder. This chapter contains instructions for installing this folder.


Server Installation Tasks
4	Setting Up Clients	2 of 12

Server Installation Tasks

The following tasks need to be done on the Microsoft Exchange Server computer by someone with administrator permissions:

Create a client installation point, network share, or client installation disks.

Create a mailbox on a Microsoft Exchange Server computer.

Configure the client Setup program.

Set up the Getting Started Guide public folder.


Creating a Client Installation Point or Network Share
4	Setting Up Clients	3 of 12

Server Installation Tasks

Creating a Client Installation Point or Network Share

Before installing the Microsoft Exchange Client, you need to decide how the client software will be distributed and used. You can install the client software using files on a network server, CD-ROM, or disks. Users can run Microsoft Exchange from a local hard disk or from a network. A client installation point for all operating systems requires about 80 MB. A disk installation requires eight high-density disks.

The following client configurations are discussed in this section:

Client installation point. Your users install Microsoft Exchange locally from an installation point.

Network shares for Windows or MS-DOS clients. Your users install the Microsoft Exchange Client to run from a shared location on the network. One network client share can be used for many users using the same network operating system.

Client installation disks. Your users install Microsoft Exchange from disks you create.

To set up a client installation point

1.	Run SETUP.EXE on the Microsoft Exchange Client CD-ROM in the \CLIENTS subdirectory.

2.	Choose Change Folder, and then select the location for the client installation point. Choose OK.

3.	Choose OK when installation is complete.

4.	Give access rights to the client installation point to all of your users.

To set up a network share for Windows users

1.	In Program Manager, choose Main, choose File Manager, and then connect to the client installation point that you created.

2.	Change to the client installation point directory for Windows, Windows 95, or Windows NT, and select SETUP.EXE. For Windows NT, you also have to specify the processor type (i386, ALPHA, MIPS, or PPC).

3.	From the File menu, choose Run.

4.	In the Run box, type setup /a.

5.	Repeat these steps for each operating system you want to support.

For Users with Shared Copies of Windows

If you have users who are currently running a shared copy of Windows, you may need to:

Create duplicate operating system network shares so that one copy of the share is available for existing system users and another copy is available to configure for users migrating to the Microsoft Exchange Client. If existing users are using MS Mail or Schedule+ 1.0, they will lose functionality if Microsoft Exchange is installed in the shared Windows directory.

Make sure the clients and the computer used to set up the Microsoft Exchange Client network share are running the same shared copy of Windows, and install Microsoft Exchange files in the Windows \SYSTEM directory on the network share server.

Note

Although Windows NT cannot be configured to run from a network share,the Microsoft Exchange Client for Windows NT can run from a network share.

To set up a network share for MS-DOS users

Administrators

1.	Run Setup with the Shared option selected to install client files for MS-DOS to a shared directory on a server.

2.	Set permissions on the directory to read-only.

3.	Verify that there is a shared directory on a server to use as the home directory for each user. The user must have read and write access to the contents in the directory.

4.	Modify the user’s logon script to automatically connect the client computer to the Microsoft Exchange network share and the user’s home directory when the user logs on to MS-DOS.

Users

Run Setup with the Workstation option selected at the client computer to install the Microsoft Exchange Client software from the network share. Users must specify the path of the home directory while running Setup.

To create client installation disks

1.	On the Client CD-ROM, change to the directory for the language and platform desired.

2.	Copy each file with a .CAB extension onto a separate floppy disk, numbering the disks with the same number as the .CAB file.

3.	Copy the remaining files, except TEMPLATE.PRF, onto Disk 1 (containing EXCHNG1.CAB).

4.	Be sure to copy DEFAULT.PRF to Disk 1 if it exists. See “Configuring Client Setup” later in this chapter for information on creating DEFAULT.PRF.


Creating Client Mailboxes on Microsoft Exchange Server
4	Setting Up Clients	4 of 12

Server Installation Tasks

Creating Client Mailboxes on Microsoft Exchange Server

You need to do the following before setting up the Microsoft Exchange Client:

Create a mailbox for each user on the Microsoft Exchange Server computer.

Grant the user accounts access to the client installation point or network share (unless the Microsoft Exchange Client will be installed from a CD-ROM).

There are several ways you can set up Windows NT user accounts and Microsoft Exchange Server mailboxes depending on the number of users you have and whether they are new or existing users. The following table gives information about transferring existing accounts or creating many accounts at once.

To create mailboxes for	See
A new Windows NT user account	The procedure following this table
An existing Windows NT user account	Microsoft Exchange Server Administrator’s Guide
Many existing Windows NT user accounts	Microsoft Exchange Server Migration Guide
Existing users on LAN Manager	Microsoft Exchange Server Migration Guide
Existing users on a Novell NetWare system	Appendix A, “Installing Microsoft Exchange in a Novell NetWare Environment”
Existing users on other existing e-mail systems	Microsoft Exchange Server Migration Guide
For more information about other client options, see the Microsoft Exchange Server Administrator’s Guide.

To create a new client mailbox and Windows NT account

1.	On a Windows NT Server computer with the Microsoft Exchange Administrator program installed, choose the Administrative Tools program group, and then choose the User Manager icon.

2.	From the Exchange menu, choose Options.

3.	Select the Always Create an Exchange Mailbox When CreatingWindows NT Accounts check box.

4.	Under Default Microsoft Exchange Server, select the server to connect to each time you create a Microsoft Exchange Server mailbox.

5.	From the User menu, choose New User.

6.	Enter the user information and choose Add.

7.	Record the following information to complete the installation of the Microsoft Exchange Client software on the user's computer:

The location of the client installation point, the location of the default logon script for network shares, or the location of the Microsoft Exchange Client CD-ROM

The Windows NT Server account name and initial password for the user's mailbox

The display or alias name of the user's mailbox account

The Windows NT Server computer name of the user’s home computer (or any Microsoft Exchange Server computer in the site)

The services to select when running the Microsoft Exchange Profile Wizard


Configuring Client Setup
4	Setting Up Clients	5 of 12

Server Installation Tasks

Creating Client Mailboxes on Microsoft Exchange Server

Configuring Client Setup

You can configure client setup and options for the client through the Setup Editor.

To set default options for client Setup:

1.	In the Microsoft Exchange program group, choose Setup Editor.

2.	To choose a client installation point, choose Select Client Install Point from the File menu.

3.	To modify setup options (such as which components to install or where to install), choose Modify Setup Program Options from the File menu.

4.	To modify client options, choose Modify User Options from the File menu.

5.	To specify the RPC binding order, specify the protocols being used on the Binding Order property page.

When you use the Setup Editor to change client options, these options are stored in the DEFAULT.PRF file in the client install point. If no DEFAULT.PRF file exists, one is created from the TEMPLATE.PRF file. During client Setup, the DEFAULT.PRF is copied to the user's home directory. At the end of setup, the automatic profile runs and creates a profile based on the options set in the DEFAULT.PRF.

You can set more advanced options by editing the DEFAULT.PRF file with a text editor. Directly editing the file allows you to modify services and options not available in the Setup Editor. The TEMPLATE.PRF file contains examples of how to set various options, and a list of the options available.

You can also use NEWPROF.EXE to create user profiles after setup is complete. NEWPROF.EXE looks for a file named DEFAULT.PRF in the user's home directory. To use a specific file, use the -s path\filename. For example, type newprof -s C:\USERS\USER1.PRF to create a profile based on the file C:\USERS\USER1.PRF.


Installing the Getting Started Guide Public Folder
4	Setting Up Clients	6 of 12

Server Installation Tasks

Installing the Getting Started Guide Public Folder

To help your users become familiar with Microsoft Exchange, the Getting Started Guide is available in two formats — a printable document and a public folder. You can install the Getting Started Guide public folder for easy online access, or you can print and distribute the Getting Started Guide. The Getting Started Guide is available in Microsoft Word format in DOCS\GETSTART.

The Getting Started Guide public folder uses a Microsoft Exchange Server public folder to provide introductory and procedural information, and guidelines for using the Microsoft Exchange Client.

For information about customizing the contents of the Getting Started Guide public folder for your organization, see the Microsoft Exchange Server Administrator’s Guide.

Note

The Getting Started Guide public folder contains information which applies to Windows clients; it is not intended to be used with MS-DOS clients.

To install the Getting Started Guide public folder

1.	Copy SAMPAPPS.PST to your network share or client installation point from the DOCS\GETSTART directory on the CD-ROM.

2.	Remove the Read Only attribute from the SAMPAPPS.PST file.

3.	Logon to the Microsoft Exchange Client as an administrator with permissionsto the public folders.

4.	From the Tools menu, choose Options.

5.	Select the Services tab, and then choose Add.

6.	From the list, select Personal Folders and choose OK.

7.	In the Create/Open Personal Information File box, change to the directory where the .PST is saved.

8.	Select the SAMPAPPS.PST file and then choose OK to close the open dialog boxes.

The Getting Started Guide folder should now be displayed in the Microsoft Exchange Client folder list under the Sample Applications folder.

9.	Drag the Getting Started Guide folder to public folders.

Your users can now access the Getting Started Guide public folder items to learn about Microsoft Exchange features.


Client Installation Tasks
4	Setting Up Clients	7 of 12

Client Installation Tasks

The following tasks can be done by the administrator or the user on the client computer.

Make sure the computer on which you are installing the Microsoft Exchange Client meets the requirements outlined in “Before You Begin.”

Install the Microsoft Exchange Client software.

Configure the client profile.


Installing the Microsoft Exchange Client Software
4	Setting Up Clients	8 of 12

Client Installation Tasks

Installing the Microsoft Exchange Client Software

You can install the Microsoft Exchange Client software from a network share, from a client installation point, or from the Microsoft Exchange Client CD-ROM.


Network Share Installation
4	Setting Up Clients	9 of 12

Client Installation Tasks

Installing the Microsoft Exchange Client Software

Network Share Installation

Use the following instructions to set up your computer to use a shared network version of the Microsoft Exchange Client.

To install a shared network version on Windows operating systems

1.	Connect to the network share directory.

2.	In the directory for your operating system (Windows 95, Windows for Workgroups 3.11, Windows NT, or Windows 3.1), run SETUP.EXE.

3.	Choose Workstation, and enter information as necessary.

To install a shared network version on MS-DOS

1.	At the MS-DOS prompt, change to the network share directory.

2.	Change to the MS-DOS subdirectory, and type setup.

3.	Choose Workstation Setup and enter information as necessary.


Local Installation from a File Server or CD-ROM
4	Setting Up Clients	10 of 12

Client Installation Tasks

Installing the Microsoft Exchange Client Software

Local Installation from a File Server or CD-ROM

Use the following instructions to install Microsoft Exchange Client from a network file server or from a CD-ROM to your local disk.

To install a local version on Windows

1.	Connect to the directory or drive that contains the client software.

2.	In the directory for your operating system (Windows 95, Windows for Workgroups 3.11, Windows NT, or Windows 3.1), run SETUP.EXE.

3.	Choose the desired setup option (Typical, Complete/Custom, or Workstation) and follow the instructions on the screen.

To install a local version on MS-DOS

1.	At the MS-DOS prompt, change to the client installation directory or to the drive containing the Microsoft Exchange Client CD-ROM or installation disks.

2.	Type setup, and press ENTER.

3.	In the Setup program, choose Local Setup and enter information as necessary.


Configuring the Client Profile
4	Setting Up Clients	11 of 12

Client Installation Tasks

Configuring the Client Profile

You can customize the Microsoft Exchange Client in several ways, most of which are not described in this guide. This section describes how to customize user profiles. The Profile Generator runs automatically after the Microsoft Exchange Client Setup program.

A profile is a group of settings and services that provide functionality and information for working with the Microsoft Exchange Client and Microsoft Schedule+. The Microsoft Exchange Client software uses profiles to save user settings.

If your users share a computer, provide a separate profile for each user. This keeps each user’s settings separate and their mailboxes private.

For information about other client customization options, see the Getting Started Guide public folder or the Microsoft Exchange Help topics.

To create a new profile for a Windows client

1.	In Control Panel, choose Mail And Fax.

2.	Choose Show Profiles, and then choose Add.

The Profile Wizard starts.

3.	In the first window, select the information services you want and choose Next. Enter the information required and choose Finish.

You return to the General tab in the Mail And Fax dialog box.

4.	In the General tab, select your new profile, and then choose Properties to add other information services, such as a set of personal folders.

5.	In the Services tab, choose Add.

6.	Select the service you want, and then choose OK.

You might be prompted for additional information to configure the service you have added.

7.	Choose OK until all open dialog boxes are closed.

When you start Microsoft Exchange Client or Microsoft Schedule+, select the profile you have created.

To create a new profile for an MS-DOS client

1.	At the MS-DOS prompt, start the Microsoft Exchange Client by typing the following:

exchange -p

2.	In the Choose Profile dialog box, type the file name of the new profile, and then choose OK.

3.	In the verification dialog box, choose OK.

4.	In the Profile Settings dialog box, type the following information:

In the User Name box, type the user name your administrator has assigned to you.

In the Mail Server box, type the name of your Microsoft Exchange Server home server.

In the Personal Address Book box, type the name of the PAB you want to use with this profile. This can be either a new or an existing PAB.

5.	Choose OK.

The Microsoft Exchange Client for MS-DOS starts using the profile you have created.


Verifying Client Setup
4	Setting Up Clients	12 of 12

Verifying Client Setup

Use the following checks to make sure your Microsoft Exchange Client is set up satisfactorily:

Send a message to yourself.

Send a form to yourself.

Open a public folder.

Open the Getting Started Guide public folder.


Connecting Sites and Other Systems
Chapter 5	 1 of 13

Connecting Sites and Other Systems

This chapter describes the fourth step in the installation process, connecting sites and other systems. This chapter provides:

An overview of the types of connectors you can use to connect Microsoft Exchange Server sites with each other and with other mail systems.

Installation instructions for the connector software.

A summary of the minimum configuration tasks for each connector.

For information about planning for, configuring, or removing connectors, see the Microsoft Exchange Server Administrator’s Guide.


Connector Summary
5	Connecting Sites and Other Systems	2 of 13

Connector Summary

The following sections summarize the capabilities of the available connectors.

Note

To connect a server to another site and replicate the directory, you need the Microsoft Exchange Connector installed on the server. The Connector provides the Site and Dynamic RAS Connectors.


Site Connector
5	Connecting Sites and Other Systems	3 of 13

Connector Summary

Site Connector

Use the Site Connector to connect two Microsoft Exchange Server sites. The Site Connector is the most efficient way to connect two sites.

The following table summarizes the protocol and topology requirements for this connector.

Type	Requirement

MTA transport protocol	RPC. Uses any protocol that will support named pipes, NetBios, or Windows Sockets.

Transport protocol	TCP/IP, NetBEUI, IPX, and others.

Topology	High to medium bandwidth networks (>56kb).


Dynamic RAS
5	Connecting Sites and Other Systems	4 of 13

Connector Summary

Dynamic RAS

Use the Dynamic Remote Access Service (RAS) Connector to connect two Microsoft Exchange Server sites when you do not have a permanent connection. The efficiency of the Dynamic RAS Connector depends on the speed of the link.

The following tables summarize the protocol and topology requirements and the administrative control supported for this connector.

Type	Requirement

MTA transport protocol	Native dial-up to connect to Microsoft Exchange Server

Transport protocol	Modem through NetBEUI, TCP/IP, IPX/SPX

Topology	Any RAS speed link

Administrative Control	Supported?

Schedule connection times	Yes

Limit message size	Yes

Access and load balance control	Yes


Microsoft Mail for PC Networks
5	Connecting Sites and Other Systems	5 of 13

Connector Summary

Microsoft Mail for PC Networks

Use the Microsoft Mail Connector to connect Microsoft Exchange Server to your MS Mail Server system.

The following tables summarize the protocol requirements and administrative control supported for this connector.

Protocol	Requirement

Transport protocol	TCP/IP, IPX/SPX, NetBEUI, Asynchronous, X.25

Administrative Control	Supported?

Schedule connection times	Yes

Limit message size	Yes

Access and load balance control	Yes


Microsoft Mail for Appletalk Networks
5	Connecting Sites and Other Systems	6 of 13

Connector Summary

Microsoft Mail for Appletalk Networks

Use the Microsoft Mail Connector to connect Microsoft Exchange Server to your MS Mail (AppleTalk) system.

The following table summarizes the protocol requirements and administrative control supported for this connector.

Protocol	Requirement

Transport protocol	LAN

Administrative Control	Supported?

Schedule connection times	Yes

Limit message size	Yes

Access and load balance control	Yes


X.400
5	Connecting Sites and Other Systems	7 of 13

Connector Summary

X.400

Use the X.400 Connector to connect two Microsoft Exchange Server sites or to connect a Microsoft Exchange Server site to an X.400 system. Connecting two sites with the X.400 Connector can be less efficient than using the Site Connector.

The following tables summarize the protocol and topology requirements, and administrative control supported for this connector.

Type	Requirement

MTA transport protocol	TCP/IP, TP4/CLNP, or TP0/X.25.

Transport protocol	Requires specific transport protocol to be available: TCP/IP, TP4/CLNP, or TP0/X25.

Topology	Any network with supported protocols.

Administrative Control	Supported?

Schedule connection times	Yes

Limit message size	Yes

Access and load balance control	Yes


Internet Mail
5	Connecting Sites and Other Systems	8 of 13

Connector Summary

Internet Mail

Use the Internet Mail Connector to connect two Microsoft Exchange Server sites or to connect a site to an Internet mail system. Connecting two sites with the Internet Mail Connector can be less efficient than using the Site Connector.

The following tables summarize the protocol and topology requirements and the administrative control supported for this connector.

Type	Requirement

MTA transport protocol	Requires specific transport to be available

Transport protocol	TCP/IP

Topology	Any network with supported protocols

Administrative Control	Supported?

Schedule connection times	No

Limit message size	Yes

Access and load balance control	Yes


Setting Up the Site Connector
5	Connecting Sites and Other Systems	9 of 13

Setting Up the Site Connector

The Site Connector is the most efficient way to connect two Microsoft Exchange sites because it sends mail messages using Remote Procedure Calls (RPC) for site-to-site communication.

To connect two sites with the Site Connector, you need:

Microsoft Exchange Server computers at both sites, and the name of a server in the remote site that will provide the site-to-site message transfer.

Any supported protocol capable of using RPC installed on both servers.

Microsoft Exchange Server administrator permissions on both the local and remote server.

Service account permissions on the configuration container for either the MTA service account or an account that you specify on the override property page.

Windows NT Server domain permissions on the remote server.

The Microsoft Exchange Connector installed.

To install the Site Connector software

Enterprise Edition Users

The Connector software is installed automatically during server setup, so skip to step 3.

1.	Put your Microsoft Exchange Connector disk or Enterprise Edition CD-ROM in a drive.

2.	Run SETUP.EXE on the drive.

3.	In the Administrator program, from the File menu, choose New Other and select Site Connector.

Once you’ve installed the Site Connector, you must specify the target servers and connection costs.

For configuration procedures, see the Microsoft Exchange Server Administrator’s Guide.


Setting Up the Dynamic RAS Connector
5	Connecting Sites and Other Systems	10 of 13

Setting Up the Dynamic RAS Connector

Use the Dynamic RAS Connector to connect Microsoft Exchange sites when you don’t have a permanent connection.

Before you install the Dynamic RAS Connector, you need to have RAS network software installed and configured on your Microsoft Exchange Server computer. For more information about installing the RAS network software, see your Windows NT Server documentation.

You also need the following information:

Name for the RAS MTA transport stack; the default is RAS on servername, where servername is the name of the server on which the RAS MTA transport stack is installed.

Name of the remote server and of the RAS connector.

Phone book entry for the remote server, including the name of the server and the phone number.

To install the Dynamic RAS Connector software

Enterprise Edition Users

The Connector software is installed automatically during server setup, so skip to step 3.

1.	Put your Microsoft Exchange Connector disk in a drive.

2.	Run SETUP.EXE on the drive.

3.	In the Administrator program, from the File menu, choose New Other and select MTA Transport Stack to create a RAS MTA Transport stack.

4.	In the Administrator program, from the File menu, choose New Other and select Dynamic RAS Connector.

The following are the minimum configuration tasks required to put a Dynamic RAS Connector in service:

In the Administrator program, specify the remote server name on the General tab.

In the Administrator program, specify an address on the Address Space tab, or specify a site using the Connected Sites tab.

For configuration procedures, see the Microsoft Exchange Server Administrator’s Guide.


Setting Up the Microsoft Mail Connector
5	Connecting Sites and Other Systems	11 of 13

Setting Up the Microsoft Mail Connector

Use the Microsoft Mail connector when you need to connect Microsoft Exchange Server to an existing Microsoft Mail system.

To install the Microsoft Mail Connector software

1.	Put your Microsoft Exchange Server CD-ROM in a drive.

2.	Run SETUP.EXE on the drive.

3.	Choose Add/Remove. With Microsoft Exchange Server selected, choose Change Option.

4.	Check the MS Mail Connector check box, and then choose OK.

5.	Enter information as required. Press F1 for Help on installation options.

The Microsoft Mail Connector does not have any required configurations.

For more information about optional configuration, see the Microsoft Exchange Server Administrator’s Guide.


Setting Up the X.400 Connector
5	Connecting Sites and Other Systems	12 of 13

Setting Up the X.400 Connector

Use the X.400 Connector when you want to take advantage of your existing X.400 backbone to connect two Microsoft Exchange Server sites, or to send messages to an X.400 system.

Note

If you are connecting two sites with the X.400 Connector, you also need to install the Microsoft Exchange Connector configured for directory replication.

You need to do the following before installing the X.400 Connector:

Install one of the following protocols:

Microsoft Windows NT TCP/IP

TP4/CLNP

Eicon X.25 software and possibly hardware

Identify the remote X.400 system MTA name, password, and transport stack (TSEL, SSEL, or PSEL, based on X.400 conformance).

Install the Microsoft Exchange Connector at each site if you are using the X.400 Connector to connect sites.

To install the X.400 Connector

1.	Put your Microsoft Exchange X.400 Connector disk or Enterprise Edition CD-ROM in a drive.

2.	Run SETUP.EXE on the drive.

3.	If you have the Enterprise Edition, choose Add/Remove. With Microsoft Exchange Server selected, choose Change Option.

4.	Select the X.400 Connector check box and then choose OK.

5.	In the Administrator program, choose New Other from the File menu, and then select X.400 Connector.

The following are the minimum configuration tasks required to put an X.400 Connector in service:

Install and configure an MTA transport stack on the messaging bridgehead servers in your sites, and the corresponding transport software on the server in the foreign system, if necessary.

Test the X.400 connection.

In the Administrator program, enter the following information on the property pages. Press F1 for Help on these options.

Property Page Tab	Minimum Required Information

General	Specify the Name, Remote MTA Name, and Remote MTA Password.

Stack	Specify the Address.

Address Space or Connected Sites	Set any of the options required to uniquely identify the route to the foreign system or Microsoft Exchange site.

Advanced (optional)	Ensure that the MTA conformance mode matches the remote MTA conformance mode.

For configuration procedures, see the Microsoft Exchange Server Administrator’s Guide.


Setting Up the Internet Mail Connector
5	Connecting Sites and Other Systems	13 of 13

Setting Up the Internet Mail Connector

Use the Internet Mail Connector when you want to connect to SMTP systems, including the Internet. The Internet Mail Connector can also be used to connect two Microsoft Exchange Server sites or other systems.

Note

If you are connecting two sites with the Internet Mail Connector and want them to replicate directories, you also need to install the Microsoft Exchange Connector.

Before you set up the Internet Mail Connector you should review the following list to ensure you have the proper environment configured, and that you have the details that you need for the Internet Mail Connector configuration procedures.

For improved security and performance, run the Internet Mail Connector on a system using the NTFS rather than FAT file system.

Know the Internet addressing scheme for your organization.

Determine the SMTP address for the site.

Determine the address space for the Internet Mail Connector. For more information about the address space, see the Microsoft Exchange Server Administrator’s Guide.

Identify a mailbox recipient who will receive delivery status notifications.

Obtain the host name and domain name of the computer on which Internet Mail Connector will be installed.

Determine whether Domain Name Services (DNS) will be used.

Obtain the IP address of DNS name server(s) or the SMTP hosts that will service the Internet Mail Connector.

Install the Microsoft Exchange Connector at each site if you are using the Internet Mail Connector to connect sites for directory replication.

To install the Internet Mail Connector software

1.	Put your Microsoft Exchange Internet Mail Connector disk or Enterprise Edition CD-ROM in a drive.

2.	Run SETUP.EXE on the drive.

3.	If you have the Enterprise Edition, choose Add/Remove. With Microsoft Exchange Server selected, choose Change Option.

4.	Select the Internet Mail Connector check box, and then choose OK.

The following are the minimum configuration tasks required to put an Internet Mail Connector in service:

Make sure TCP/IP is installed correctly.

In the Administrator program, create a postmaster account and enter it in Administrator’s Mailbox on the Internet Mail tab of the Internet Mail Connector property pages.

In the Administrator program, use the Address Space tab to specify the address for the Internet Mail Connector to service, or enter a site using the Connected Sites tab. Leave the address blank or use * to forward all SMTP addresses to the Internet Mail Connector.

In the Administrator program, verify the SMTP site address for your recipients by selecting Site Addressing in the Configuration container, and then selecting the Site Addressing tab. By default, the SMTP address is obtained from the user, organization and site names (user@organization.site.com), without checking for invalid characters or spaces.

Start the Internet Mail Connector service using the Windows NT Server Control Panel.

For configuration procedures, see the Microsoft Exchange Server Administrator's Guide.


Installing Microsoft Exchange in a Novell NetWare Environment
Appendix A	 1 of 14

Installing Microsoft Exchange in a Novell NetWare Environment

While the Microsoft Exchange Server software must run on a Windows NT Server computer, the network and clients can use a wide variety of network operating systems including Novell NetWare. Microsoft Exchange Server can coexist with your existing network and make use of some of your network’s features to make coexistence as seamless as possible.

This appendix describes how to install the Microsoft Exchange Server and Microsoft Exchange Client software in a Novell NetWare environment. The first section summarizes the additional system requirements for installing Microsoft Exchange with Novell NetWare. The following sections give information on integrating Novell NetWare clients with Microsoft Exchange and configuring coexistence with Novell NetWare.


System Requirements for Coexistence with Novell NetWare
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System Requirements for Coexistence with Novell NetWare

If you are installing Microsoft Exchange Server with Novell NetWare, you must consider the following system requirements, in addition to those given in “Before You Begin.”

Install the SAP agent on your Microsoft Exchange Server computer if you are integrating Novell NetWare clients with Microsoft Exchange Server, and your Microsoft Exchange Server computer is not on the same LAN segment as a NetWare server.

Install the Gateway Service for NetWare on your Microsoft Exchange Server computer if Microsoft Exchange clients are connecting to the server using IPX/SPX.

To connect clients using Novell NetWare to a Microsoft Exchange Server computer, verify that your Microsoft Exchange Server computer and clients are properly configured.


Integrating Novell NetWare Clients with Microsoft Exchange
A	Installing Microsoft Exchange in a Novell NetWare Environment	3 of 14

Integrating Novell NetWare Clients with Microsoft Exchange

To integrate NetWare clients with Microsoft Exchange Server, you must complete the following tasks:

Update NWIPXSPX.DLL and NWCALLS.DLL. For NetWare clients running on Windows version 3.1 with NetWare monolithic drivers, you need to update NWIPXSPX.DLL and NWCALLS.DLL.

Edit the NetWare client NET.CFG file. To run both the Microsoft Exchange Client and Schedule+ at the same time on NetWare ODI clients, edit the client’s NET.CFG file. This file is created during NetWare installation.

Map drives directly to a user’s home directory. For Microsoft Exchange Clients running a shared copy of Windows, Windows for Workgroups, or Windows 95, have a drive mapped to the user’s home directory to which users have read/write access (filescan, create and modify) rather than to a parent of that home directory.

The following sections give more information about completing these tasks.


Updating NWIPXSPX.DLL
A	Installing Microsoft Exchange in a Novell NetWare Environment	4 of 14

Integrating Novell NetWare Clients with Microsoft Exchange

Updating NWIPXSPX.DLL

NetWare clients running on Windows version 3.1 with NetWare monolithic drivers (IPX.COM) must apply the patches found in the WINUP9.EXE update that you can get from Novell. For more information on this update, contact your Novell supplier.


Editing the NetWare Client NET.CFG File
A	Installing Microsoft Exchange in a Novell NetWare Environment	5 of 14

Integrating Novell NetWare Clients with Microsoft Exchange

Editing the NetWare Client NET.CFG File

To run both the Microsoft Exchange Client and Microsoft Schedule+ at the same time, the following line must be added to the Protocol IPXODI section of the NET.CFG file on NetWare ODI clients:

ipx sockets = 50

In all monolithic IPX configurations where IPX.COM is being used, add the same line anywhere in the SHELL.CFG file.


Mapping Drives Directly to a User’s Home Directory
A	Installing Microsoft Exchange in a Novell NetWare Environment	6 of 14

Integrating Novell NetWare Clients with Microsoft Exchange

Mapping Drives Directly to a User’s Home Directory

Under Novell NetWare 3.x and 4.x, Microsoft Exchange attempts to create a backup copy of RPCREG.DAT in the root directory of the drive that contains the user’s home directory. If the user does not have read/write permission to the root directory, the attempt fails.

To ensure that the file can be created in the correct directory, Microsoft Exchange clients running a shared copy of Windows, Windows for Workgroups, or Windows 95 should have a drive mapped to the user’s home directory to which users have read/write access rather than to a parent of that home directory (called a “MAP ROOT”).


Configuring Coexistence with Novell NetWare
A	Installing Microsoft Exchange in a Novell NetWare Environment	7 of 14

Configuring Coexistence with Novell NetWare

To configure Microsoft Exchange Server and NetWare for coexistence, you must complete the following tasks:

Make sure NetBIOS is available. NetBIOS must be available on the Microsoft Exchange Server computer.

Configure Ethernet frame types. If you configured multiple frame typesfor the Windows NT NWLink protocol, or if more than one network card is installed in a Microsoft Exchange Server computer, set the Internal Network Number to a unique number other than 0.

Enable file scan on NetWare servers. Microsoft Schedule+ cannot support several file operations for Novell NetWare servers that have file scan disabled (scan off). If you want users to store schedule back ups, archives, or other data, enable file scan on the shares where the data is stored.

Install the Gateway Service for NetWare. To optimize mail delivery performance on servers using the IPX/SPX protocol, install the GatewayService for NetWare on the Windows NT Server computer.


Configuring Ethernet Frame Types for Windows NT Server Computers
A	Installing Microsoft Exchange in a Novell NetWare Environment	8 of 14

Configuring Coexistence with Novell NetWare

Configuring Ethernet Frame Types for Windows NT Server Computers

If multiple frame types are configured for the Windows NT NWLink protocol, orif more than one network card is installed in your server, set the internal network number for the Windows NT Server computer in the NWLink IPX/SPX Protocol Configuration dialog box. This number must be unique and have a value other than 0.

To configure the Ethernet frame type

1.	In the Control Panel, choose Network.

2.	Under Installed Network Software, select NWLink IPX/SPX Compatible Transport.

3.	Choose Configure.

4.	Select Manual Frame Type, and then select the frame type that is used on your LAN.

If multiple frame types are configured, set the Internal Network Number for the Windows NT Server computer to a unique number other than 0.

5.	Windows NT prompts you to restart the computer so that the changes take effect. Choose Yes to restart the computer.

Note

Make sure the frame type is the same on the client (in the NET.CFG file) and server (in Control Panel, open Network and check the NWLink IPX/SPX compatible transport).


Installing the SAP Agent
A	Installing Microsoft Exchange in a Novell NetWare Environment	9 of 14

Configuring Coexistence with Novell NetWare

Installing the SAP Agent

To ensure that Microsoft Exchange clients on NetWare networks can locate a Microsoft Exchange Server computer, you may need to install and configure the SAP agent on your Microsoft Exchange Server computer.

The SAP agent is required in the following cases:

If the Microsoft Exchange Server computer is not on the same LAN segment as a NetWare server.

If a Microsoft Exchange client on Windows for Workgroups is running only the Microsoft IPX compatible transport and is not on the same LAN segment as the Microsoft Exchange Server computer.

If your network is using a routed topology, and the Microsoft Exchange Server computer is not on the same LAN segement as a NetWare server, any routers must be configured to pass the SAP 0x640 through the router. The Microsoft Exchange Server computer uses SAP 0x640 to notify the NetWare servers of its presence. If a router does not pass the SAP agent, Microsoft Exchange clients will be unable to access the Microsoft Exchange Server computer.

Install the SAP agent to ensure that Microsoft Exchange Client computers on NetWare networks can locate a Microsoft Exchange Server computer.

To install the SAP agent

1.	In the Control Panel, choose Network.

2.	Choose Add Software.

3.	From the Network Software box, select SAP Agent and choose OK.

4.	Windows NT prompts you to restart the computer so that the changes take effect. Choose Yes to restart the computer.


Enabling File Scan on NetWare Servers
A	Installing Microsoft Exchange in a Novell NetWare Environment	10 of 14

Configuring Coexistence with Novell NetWare

Enabling File Scan on NetWare Servers

Microsoft Schedule+ does not support several file operations for Novell NetWare servers that have file scan disabled. You should enable file scan on shares where users are expected to store schedule backups, archives, and other data.

For a NetWare server with scan_off and Read, Create, Write, and Modification rights, the user can:

Create, back up, archive, or export a schedule file with a new file name.

Export a schedule file to text with a new file name.

Import text to a schedule file with a new file name.

For a NetWare server with scan_off and Read, Create, Write, and Modification rights, the user cannot:

Open, restore, or import an existing schedule file.

Create a new file using an existing schedule file name.

Back up an existing schedule file.

Archive an existing schedule file.

Export schedule data to an existing schedule export file.

Export text to an existing schedule file.

If the user attempts any of these operations on a NetWare server with scan_off, Schedule+ displays the following error message:

Can not access this file…


Installing the Gateway Service for NetWare Connections
A	Installing Microsoft Exchange in a Novell NetWare Environment	11 of 14

Configuring Coexistence with Novell NetWare

Installing the Gateway Service for NetWare Connections

If your Microsoft Exchange clients are communicating with the Microsoft Exchange Server computer using the IPX/SPX protocol, and for optimal mail delivery performance, you must install the Gateway Service for NetWare on the server.

To install the gateway service

1.	In the Control Panel, choose Network.

2.	Choose Add Software.

3.	From Network Software, select Gateway Service for NetWare and choose Continue.

4.	Type the path to your original Windows NT CD-ROM, and choose OK.

You might be prompted for information specific to your configuration.

5.	Choose Close and restart your computer.

The following sections describe gateway service support for the supported operating systems of the Microsoft Exchange Client.


Support for Windows, Windows for Workgroups, and MS-DOS Clients
A	Installing Microsoft Exchange in a Novell NetWare Environment	12 of 14

Configuring Coexistence with Novell NetWare

Installing the Gateway Service for NetWare Connections

Support for Windows, Windows for Workgroups, and MS-DOS Clients

To use the Microsoft Gateway Service for NetWare to indirectly connect Windows NT clients with NetWare, specify the NetWare server you want your Windows NT Server computer to connect to by default when you log on. You should specify this preferred NetWare server the first time you log on to Windows NT after the Gateway Service is installed. For more information, see your Windows NT documentation for the Gateway Service.

NetWare Clients Running Windows, Windows for Workgroups, and MS-DOS

Your NetWare clients running Windows version 3.x , Windows for Workgroups,or MS-DOS can connect directly to NetWare servers and to Windows NT Server computers running Microsoft Exchange Server. Or, you can use your Windows NT Server computer as a gateway to a NetWare server. The following table describes the software requirements for these configurations.

Microsoft Exchange Server computer	NetWare clients running Windows, Windows for Workgroups, and MS-DOS
Microsoft Gateway Service for NetWare  Built-in NWLink protocol	NetWare client software from Novell


Support for Windows 95 Clients
A	Installing Microsoft Exchange in a Novell NetWare Environment	13 of 14

Configuring Coexistence with Novell NetWare

Installing the Gateway Service for NetWare Connections

Support for Windows 95 Clients

Your NetWare clients running Windows 95 can connect directly to NetWare servers and Microsoft Exchange Server computers. The Client for NetWare Networks, the Client for Microsoft Networks, and the IPX/SPX Compatible Protocol are available with Windows 95 and can be installed when the Windows 95 software is installed. The following table describes the software requirements for this configuration.

Microsoft Exchange Server computer	NetWare clients running Windows 95

Built-in NWLink protocol	Client for NetWare Networks

Client for Microsoft Networks

IPX/SPX Compatible Protocol

(NetWare client software from Novell should not be installed)

Alternatively, NetWare clients running Windows 95 can access Microsoft Exchange Server with the following software configuration

Microsoft Exchange Server computer	NetWare clients running Windows 95

Built-in NWLink protocol	Client for Microsoft Networks

NetWare client software from Novell

Note that with this configuration, the Client for Microsoft Networks must be configured on a client running Windows 95 to allow the user to log on to the Windows NT Server domain as follows:

1.	On the Windows 95 computer, choose Start, select Settings, select Control Panel, and then choose Networks.

2.	In the Configuration property page, choose Client for Microsoft Networks.

3.	Check Logon To Windows NT Domain and, in the Windows NT Domain box, type the name of the Windows NT domain to which the Windows 95 computer belongs.

Errors Setting Up a Network Share for NetWare Clients

When setting up a network share using Setup with the /a option on NetWare clients running Windows, or Windows for Workgroups, Microsoft Exchange may display one of the following messages when upgrading Microsoft Exchange client installations:

Cannot change the properties of SETUP.INI

Cannot change the properties of the file named _MSSETUP.EXE

Cannot change attributes of SETUP.INI

If any of these messages is displayed, do the following:

Restart the computer and rerun the Setup program. If Setup continues to fail, delete the original SETUP.INI file from your hard disk.

Modify the NET.CFG or SHELL.CFG file as follows:

1.	Locate the SHELL.CFG or NET.CFG file on the computer from which you are creating the network share. If one of these files does not exist, create it using a text editor, and place it in the same directory as NETX.COM.

2.	Open the SHELL.CFG or NET.CFG file using a text editor. In the DOSREQUESTER section, change the line:

READ ONLY COMPATIBILITY=ON

to read

READ ONLY COMPATIBILITY=OFF

If this line does not exist, create it.

Important

The entry must be indented or it will not be recognized.


Support for Windows NT Clients
A	Installing Microsoft Exchange in a Novell NetWare Environment	14 of 14

Configuring Coexistence with Novell NetWare

Installing the Gateway Service for NetWare Connections

Support for Windows NT Clients

You can integrate Windows NT Workstation and Windows NT Server clients with an existing NetWare network with the following software configuration:

Microsoft Exchange Server computer	NetWare clients running Windows NT
Built-in NWLink protocol (The Gateway Service for NetWare is optional.)	Gateway Service for NetWare. Built-in NWLink protocol. (NetWare client software from Novell should not be installed.)


Accessibility for People with Disabilities
Appendix B	 1 of 8

Accessibility for People with Disabilities

Microsoft is committed to making its products and services easier for everyone to use. This appendix provides information about the following features, products and services, which make Microsoft Windows, Microsoft Windows NT, and Microsoft Exchange Server more accessible for people with disabilities:

Microsoft Exchange Server accessibility

Microsoft services for people who are deaf or hard-of-hearing

Access Packs for either Microsoft Windows or Microsoft Windows NT, a software utility that makes using Windows or Windows NT easier for people with motion or hearing disabilities

Keyboard layouts designed for people who type with one hand or a wand

Microsoft software documentation on audio cassette, floppy disk, or compact disc (CD)

Third-party utilities to enhance accessibility

Hints for customizing Microsoft Windows or Microsoft Windows NT

Other products and services for people with disabilities

Note

The information in this section applies only to users who purchased Microsoft products in the United States. If you purchased Windows or Windows NT outside the United States, your package contains a subsidiary information card listing Microsoft support services telephone numbers and addresses. You can contact your subsidiary to find out whether the type of products and services described in this appendix are available in your area.


Microsoft Services for People Who Are Deaf or Hard-of-Hearing
B	Accessibility for People with Disabilities	2 of 8

Microsoft Services for People Who Are Deaf or Hard-of-Hearing

Through a text telephone (TT/TDD) service, Microsoft provides people who are deaf or hard-of-hearing with complete access to Microsoft product and customer services.

You can contact Microsoft Sales Information Center on a text telephone by dialing (800) 892-5234 between 6:30 a.m. and 5:30 p.m. Pacific time. For technical assistance in the United States, you can contact Microsoft Support Network on a text telephone at (206) 635-4948 between 6:00 A.M. and 6:00 P.M. Pacific time, Monday through Friday, excluding holidays. In Canada, dial (905) 568-9641 between 8:00 A.M. and 8:00 P.M. Eastern time, Monday through Friday, excluding holidays. Microsoft support services are subject to Microsoft prices, terms, and conditions in place at the time the service is used.


Access Packs for Microsoft Windows and Microsoft Windows NT
B	Accessibility for People with Disabilities	3 of 8

Access Packs for Microsoft Windows and Microsoft Windows NT

Microsoft distributes Access Packs for Microsoft Windows and Microsoft Windows NT, which provide people with motion or hearing disabilities better access to computers running Windows or Windows NT. (If you are running Microsoft Windows 95, these same Access Pack features are already built in. See online Help for more information. Microsoft Windows and Microsoft Windows NT Access Packs contain several features that:

Allow single-finger typing of SHIFT, CTRL, and ALT key combinations.

Ignore accidental keystrokes.

Adjust the rate at which a character is repeated when you hold down a key, or turn off character repeating entirely.

Prevent extra characters if you unintentionally press a key more than once.

Enable you to control the mouse cursor by using the keyboard.

Enable you to control the computer keyboard and mouse by using an alternate input device.

Provide a visual cue when the computer beeps or makes other sounds.

Access Pack for Microsoft Windows is included on the Microsoft Windows Driver Library in the file ACCP.EXE. Access Pack for Microsoft Windows NT is included in the Microsoft Application Note WNO789. If you have a modem, you can download ACCP.EXE or WNO789.EXE, which are self-extracting archive files, from the following network services:

CompuServe®

GEnie™

Microsoft OnLine

Microsoft Download Service (MSDL), which you can reach by calling (206) 936-6735 any time except between 1:00 A.M. and 2:30 A.M. Pacific time. Use the following communications settings:

For this setting	Specify

Baud rate	1200, 2400, 9600, or 14400

Parity	None

Data bits	8

Stop bits	1

Various user-group bulletin boards (such as the bulletin-board services on the Association of PC User Groups network)

In /SOFTLIB/MSLFILES on the Internet servers FTP.MICROSOFT.COM and WWW.MICROSOFT.COM

People within the United States who do not have a modem can order the Access Packs on disks by calling Microsoft Sales Information Center at (800) 426-9400 (voice) or (800) 892-5234 (text telephone). In Canada, you can call (905) 568-3503 or (905) 568-9641 (text telephone).


Keyboard Layouts for Single-Handed Users
B	Accessibility for People with Disabilities	4 of 8

Keyboard Layouts for Single-Handed Users

Microsoft distributes Dvorak keyboard layouts that make the most frequently typed characters on a keyboard more accessible to people who have difficulty using the standard “QWERTY” layout. There are three Dvorak layouts: one for two-handed users, one for people who type with their left hand only, and one for people who type with their right hand only. The left-handed or right-handed keyboard layouts can also be used by people who type with a single finger or a wand. You do not need to purchase any special equipment to use these features.

Microsoft Windows and Microsoft Windows NT already support the two-handed Dvorak layout, which can be useful for coping with or avoiding types of repetitive-motion injuries associated with typing. To get this layout use the Windows Control Panel; consult your on-line documentation for detailed instructions. The two layouts for people who type with one hand are distributed as Microsoft Application Note GA0650. This application note is also contained in file GA0650.EXE on most network services and on the Microsoft Download Service. For instructions on obtaining this application note, see the preceding section, “Access Packs for Microsoft Windows and Microsoft Windows NT.”


Microsoft Documentation in Alternative Formats
B	Accessibility for People with Disabilities	5 of 8

Microsoft Documentation in Alternative Formats

People who have difficulty reading or handling printed documentation may obtain many Microsoft publications from Recording for the Blind, Inc. Recording for the Blind distributes these documents to registered, eligible members of their distribution service, either on audio cassettes or on floppy disks. The Recording for the Blind collection contains more than 80,000 titles, including Microsoft product documentation and books from Microsoft Press. You can contact Recording for the Blind at the following address or phone numbers for information on eligibility and availability of Microsoft product documentation and books from Microsoft Press:

Recording for the Blind, Inc. 20 Roszel Road Princeton, NJ 08540	Phone: Fax:	(609) 452-0606 (609) 987-8116
Many of the Microsoft Exchange Server documents are also available on a CD that comes with the package.


Third-Party Utilities to Enhance Accessibility
B	Accessibility for People with Disabilities	6 of 8

Third-Party Utilities to Enhance Accessibility

A wide variety of third-party hardware and software products are available to make personal computers easier to use for people with disabilities. Among the different types of products available for the MS-DOS, Microsoft Windows, and Microsoft Windows NT operating systems are:

Programs that enlarge or alter the color of information on the screen for people with visual impairments.

Programs that describe information on the screen in braille or synthesized speech for people who are blind or have difficulty reading.

Hardware and software utilities that modify the behavior of the mouse and keyboard.

Programs that enable users to “type” using a mouse or their voice.

Word or phrase prediction software that allows one to type more quickly and with fewer keystrokes.

Alternate input devices, such as single switch or puff-and-sip devices, for those who cannot use a mouse or a keyboard.

For more information on obtaining third-party utilities, see “Getting More Information for People with Disabilities,” later in this section.


Customizing Windows or Windows NT
B	Accessibility for People with Disabilities	7 of 8

Customizing Windows or Windows NT

There are many ways you can adjust the appearance and behavior of Windowsor Windows NT to suit varying vision and motor abilities without requiring any additional software or hardware. These include ways to adjust the appearance as well as the behavior of the mouse and keyboard. The specific methods available depend on which operating system you are using. Application notes are available describing the specific methods available for each operating system.

See the appropriate application note for information related to customizing your operating system for people with disabilities. For information on obtaining application notes, see “Access Packs for Microsoft Windows and Microsoft Windows NT,” earlier in this section.

Operating system	Application note
Microsoft Windows 3.0	WW0786.TXT
Microsoft Windows 3.1	WW0787.TXT
Microsoft Windows for Workgroups 3.1	WG0788.TXT
Microsoft Windows NT 3.1 and 3.5	WN0789.EXE
Microsoft Windows 95	WN1062


Getting More Information for People with Disabilities
B	Accessibility for People with Disabilities	8 of 8

Getting More Information for People with Disabilities

For more information on Microsoft products and services for people with disabilities, contact:

Microsoft Sales Information Center One Microsoft Way Redmond, WA 98052-6393	Voice telephone: Text telephone:  Fax:	(800) 426-9400 (800) 892-5234 (206) 635-6100
The Trace R&D Center at the University of Wisconsin–Madison produces abook and a compact disc that describe products that help people with disabilitiesuse computers. The book, titled Trace ResourceBook, provides descriptionsand photographs of about 2,000 products. The compact disc, titled CO-NET CD, provides a database of more than 18,000 products and other information for people with disabilities. It is issued twice a year. To obtain these directories, contact:

Trace R&D Center S-151 Waisman Center 1500 Highland Avenue Madison, WI 53705-2280	Voice telephone: Text telephone: Fax:	(608) 263-2309 (608) 263-5408 (608) 262-8848
For general information and recommendations on how computers can help specific people, you should consult a trained evaluator who can best match your needs with the available solutions. An assistive technology program in your area will provide referrals to programs and services that are available to you. To locate the assistive technology program nearest you, you can contact:

National Information System  Center for Developmental Disabilities Benson Building University of South Carolina Columbia, SC 29208	Voice/text telephone: Fax:	(803) 777-4435 (803) 777-6058


Before You Begin
Before You Begin	 1 of 5

Before you set up Microsoft® Exchange Server, it’s important to plan your system. Planning is essential for large organizations, but even small organizations should consider their system and user needs before installing Microsoft Exchange Server. System administrators are strongly encouraged to use this book to plan their Microsoft Exchange Server rollout.

This book discusses the concepts for planning a Microsoft Exchange Server system and includes an overview of the product features. It is available on the Microsoft Exchange Server CD-ROM in the DOCS\CONCEPTS directory. It is also available separately as a printed document from Microsoft.


Microsoft Exchange Server Documentation
Before You Begin	2 of 5

Microsoft Exchange Server Documentation

Microsoft Exchange Server provides comprehensive product documentation in several formats — printed, online, and video. The following reference materials are available for Microsoft Exchange Server.

Microsoft Exchange Server Installation Guide

Presents the basic information needed to get a Microsoft Exchange Server running in a typical small organization. It provides a brief overview of the product and its features, and instructions for installing both the client and server components of Microsoft Exchange Server. The guide also includes basic instructions necessary to start using Microsoft Exchange Server, such as creating mailboxes and using public folders, and product support information.

This book is provided with Microsoft Exchange Server as a printed document. It is also available on the Microsoft Exchange Server CD-ROM in the DOCS\INSTALL directory.

Microsoft Exchange Server Concepts and Planning Video

Included with Microsoft Exchange Server, this video provides an overview of the product as well as planning tips for designing your Microsoft Exchange Server organization. It is in standard VHS format.

Microsoft Exchange Server Administrator’s Guide

Provides step-by-step instructions for administering Microsoft Exchange Server, including how to set up and configure Microsoft Exchange Server sites, servers, clients, mailboxes, and connectors. It also provides comprehensive information about monitoring and troubleshooting Microsoft Exchange Server. This book does not cover in-depth conceptual or migration information.

This manual is available on the Microsoft Exchange Server CD-ROM in the DOCS\ADMIN directory. It is also available separately as a printed document from Microsoft.

Microsoft Exchange Server Migration Guide

Describes concepts for migrating from foreign systems to Microsoft Exchange Server. It also provides instructions for using migration tools to move users from systems such as Microsoft Mail for PC Networks and Microsoft Mail for AppleTalk Networks to Microsoft Exchange Server.

This book is available on the Microsoft Exchange Server CD-ROM in the MIGRATE\DOCS directory.

Microsoft Exchange Server Application Designer’s Guide

Explains all aspects of using and designing custom applications, forms, and folders. It describes sample applications that are available with Microsoft Exchange Server, and it is the primary reference for the Microsoft Exchange Server Application Design Environment.

This book is available on the Microsoft Exchange Server CD-ROM in the DOCS\APP_DSGN directory. It is also available separately as a printed document from Microsoft.

Getting Started Public Folder

This public folder provides an overview and tutorial for new users of Microsoft Exchange Client.

Online Help

Provides online information for the Microsoft Exchange Server Administrator program, the Microsoft Exchange Client, the Microsoft Exchange Forms Designer, and Microsoft Schedule+. You can access Help from the Help menu or by pressing F1.

Folder Design Cue Cards

Guides users through the process of creating or modifying a public folder. Folder Design Cue Cards are provided with the Microsoft Exchange Client. They can be accessed from the Help menu using the Folder Design Cue Cards command. Each cue card provides instructions or descriptive information for performing a specific task.

Online Documentation Set

Provides all the Microsoft Exchange Server manuals online as a Windows Help file. They are automatically set up by during the Microsoft Exchange Server Setup program and can be accessed from the Help menu in the Microsoft Exchange Server Administrator Program.

Product Support Information

PSS information can be found in the Microsoft Exchange Server Installation Guide.


About This Book
Before You Begin	3 of 5

Microsoft Exchange Server Documentation

About This Book

This book is organized into two parts: Concepts and Planning. The parts contain the following information.

Part 1: Concepts

Introduces the benefits, concepts, and components of Microsoft Exchange Server. Explains how Microsoft Exchange Server maintains and shares information. Includes an overview of the security features and describes how to connect Microsoft Exchange Server sites to other sites and to foreign systems.

Part 2: Planning

Explains the steps involved in planning your sites, servers, and connections.

Appendixes

Contain information about system performance and a glossary.


For More Information
Before You Begin	4 of 5

For More Information

See the following documentation for more information about Microsoft Exchange Server.

For information about MAPI programming:

MAPI Programmer’s Reference

For information about extending the features of Microsoft Exchange Server:

Microsoft Exchange Server Programmer’s Guide

Microsoft Exchange Server Gateway Programmer’s Guide

Microsoft® Windows NT™ Server Software Developer’s Kit

Microsoft® Windows NT™ Server Resource Kit


Document Conventions
Before You Begin	5 of 5

Document Conventions

To help you locate and interpret information easily, the Microsoft Exchange Server Concepts and Planning Guide uses the following conventions.

Convention	Description

ALL CAPITALS	Filenames and extensions, directory names, paths, and acronyms.

bold	Menus and menu commands, command buttons, property page and dialog box titles and options, command-line commands, options, and portions of syntax that must be typed exactly as shown.

Initial Capitals	Names of applications, programs, and named windows.

italic	Information you provide, terms that are being introduced, and book titles.

monospace	Examples, sample command lines, program code, and program output.

SMALL CAPITALS	Names of keys on the keyboard.

Cross-references.


Introduction to Microsoft Exchange Server
Chapter 1	 1 of 17

Introduction to Microsoft Exchange Server

Microsoft Exchange Server is a powerful corporate messaging system that you can use to support your organization with electronic mail. People in your organization will be able to exchange information with anyone, anywhere, anytime, even with people using different messaging systems.

Microsoft Exchange Server is a scalable architecture; it can grow as your organization grows. You can make connections to other systems such as the Internet. You can also customize electronic forms to fit your organization’s needs, by using the Microsoft Exchange Forms Designer included with the product. Most important, you can centrally manage your organization, including sites, servers, and mail recipients, with an easy-to-use graphical interface. Microsoft Exchange Server runs on Windows NT Server.

After you have planned and set up your system, the people in your organization will be able to do the following:

Send information to users in other sites, organizations, and systems, and receive information back from them.

Store and organize all types of information.

Share information by using public folders and forms to participate in discussions, post information in a bulletin board, track customer accounts from a shared database, or access product information from a reference library.

Schedule appointments and group meetings, as well as track tasks.

Protect your users’ privacy by using the advanced security features of Microsoft Exchange Server.


Benefits of Microsoft Exchange Server
1	Introduction to Microsoft Exchange Server	2 of 17

Benefits of Microsoft Exchange Server

Microsoft Exchange Server provides you, the administrator, with the following benefits:

Centralized administration

Connectivity

Adaptability

Security

Monitoring, troubleshooting, and optimizing


Centralized Administration
1	Introduction to Microsoft Exchange Server	3 of 17

Benefits of Microsoft Exchange Server

Centralized Administration

With Microsoft Exchange Server, you can administer all servers in your company from a central location, whether your company is small or spread out across a large region. The Administrator program can run on a Microsoft® Windows NT™ Server or a Microsoft Windows NT Workstation computer.


Organizations and Sites
1	Introduction to Microsoft Exchange Server	4 of 17

Benefits of Microsoft Exchange Server

Centralized Administration

Organizations and Sites

The largest administrative unit in Microsoft Exchange Server is the organization, which encompasses all servers that provide the messaging infrastructure for your company. Generally, a company has just one organization.

All servers in an organization are grouped together into sites. A site is a group of servers that share the same directory information and can communicate over high-bandwidth, permanent, and synchronous connections. All directory changes in a site are updated and replicated automatically. If you have the appropriate permissions, you can fully administer the site where you are logged on and view all other sites in the organization.


Administrator Program
1	Introduction to Microsoft Exchange Server	5 of 17

Benefits of Microsoft Exchange Server

Centralized Administration

Administrator Program

The Administrator program is a graphical interface that you use to configure and maintain your organization’s sites and servers from a single location.


Connectivity
1	Introduction to Microsoft Exchange Server	6 of 17

Benefits of Microsoft Exchange Server

Connectivity

Microsoft Exchange Server includes several options for connecting sites and connecting to foreign systems.

Connector	Description
Site Connector	Provides the simplest mechanism for connecting two Microsoft Exchange Server sites in an organization.
X.400	Can be configured to connect sites within an organization, or to route messages to foreign X.400 systems. The X.400 Connector conforms to the 1984 and 1988 CCITT X.400 standards.
Microsoft Mail	Provides connectivity to MS® Mail (PC) and MS® Mail (AppleTalk).  Provides connectivity to MS Mail (PC) gateways, including AT&T® Mail, Fax, IBM® PROFS® and OfficeVision®, MCI MAIL®, MHS, and SNADS. (Note: These components must be purchased separately.)
Microsoft Schedule+  Free/Busy	Exchanges Microsoft Schedule+ free and busy information with MS Mail (PC) so that users can view other people’s free and busy times.
Internet Mail	Connects to the Internet so that users can exchange messages with other people on the Internet. Can also be configured to connect sites within Microsoft Exchange Server.


Adaptability
1	Introduction to Microsoft Exchange Server	7 of 17

Benefits of Microsoft Exchange Server

Adaptability

Microsoft Exchange Server can be adapted to suit both large and small organizations, with or without existing messaging systems. It can be used in many countries and is available in many languages.

Microsoft Exchange Server provides tools for converting e-mail and user account information from other systems, including DEC™ All-in-1™, PROFS or OfficeVision, MS Mail (PC), MS Mail (AppleTalk), Lotus® cc:Mail™, and others, as follows:

Source extractors

Copy directory, message, and scheduling data from other systems. In addition, templates are provided for writing custom source extractors.

For more information, see the Microsoft Exchange Server Migration Guide.

Migration Wizard

Imports data created with source extractors.

Import and export commands (in Administrator program)

Used in place of or with source extractors and the Migration Wizard.


Security
1	Introduction to Microsoft Exchange Server	8 of 17

Benefits of Microsoft Exchange Server

Security

Microsoft Exchange Server uses the security features of Windows NT Server, including authentication, access control, and auditing, to prevent unauthorized use of the system. Microsoft Exchange Server also includes advanced security features, which protect information during transmission.


Monitoring, Troubleshooting, and Optimizing
1	Introduction to Microsoft Exchange Server	9 of 17

Benefits of Microsoft Exchange Server

Monitoring, Troubleshooting, and Optimizing

You can use tools included with Microsoft Exchange Server and Windows NT Server to check the state of servers, their connections, and their performance, including Server Monitor, Link Monitor, and Windows NT Performance Monitor.

You can use other tools included with Microsoft Exchange Server and Windows NT Server to troubleshoot and track problems with servers:

Windows NT Event Viewer

Windows NT Control Panel

Windows NT Server Manager

The Performance Optimizer included with Microsoft Exchange Server analyzes the server’s hard disk and memory configurations to determine the best location for components. You can use the Performance Optimizer:

After running Setup.

After changing the server’s hardware configuration.

After making changes to the server’s role in the site, such as adding or removing a connector.

To help move files to other disks for special configurations.

To experiment with parameter settings for a particular installation.


Server and Client Components
1	Introduction to Microsoft Exchange Server	10 of 17

Server and Client Components

Microsoft Exchange Server consists of both server and client components, which work together to accomplish tasks across networks.


Server Components
1	Introduction to Microsoft Exchange Server	11 of 17

Server and Client Components

Server Components

The server components perform the actions that the client components request, such as looking up names, sending messages, and storing information in private and public folders.

Each server has core and optional components. The core components are installed during Setup and must be running at all times. In addition, they must all reside on the same Windows NT Server computer. The core components provide the main messaging services: message transfer, delivery, and storage, as well as directory services. The optional components provide connectivity and directory exchange with other systems, as well as advanced security. All server components are implemented as Windows NT Server services.

Directory

Maintains information about an organization’s recipients, distribution lists, servers, and messaging infrastructure. Other components use the directory to map addresses and route messages. The directory is automatically replicated to all servers in the organization.

Information store

Provides server-based storage; holds users’ mailboxes and public folders; and enforces security. The information store also replicates public folders, enforces storage limits, and delivers messages to users on the same server. It maintains information in two databases: the public and private information stores. The public information store maintains information stored in public folders. The private information store maintains all messages in users’ mailboxes.

Message transfer agent (MTA)

Submits, routes, and delivers messages to other Microsoft Exchange Server MTAs, information stores, connectors, and third-party gateways.

System attendant

A maintenance service that must be running in order for other Microsoft Exchange Server services to run. It performs the following tasks:

Assists in running the monitoring tools by gathering information about the services running on each server in a site.

Checks messaging connections.

Checks directory-replication information and corrects inconsistencies.

Logs information about messages for message tracking.

Builds routing tables in a site.

Generates e-mail addresses for new recipients.

Helps enable and disable digital signatures and encryption for mailboxes.

Directory synchronization

Synchronizes recipient information between systems that use the Microsoft Mail 3.x directory synchronization protocol.

Key Management

Manages security information used for digitally signing and encrypting messages sent between users within a Microsoft Exchange Server organization.

Connector

Transfers messages between sites, organizations, and foreign systems. In addition to the Site Connector, Microsoft Exchange Server includes these connectors: Microsoft Mail, Schedule+ Free/Busy, Internet Mail, and X.400.


Client Components
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Server and Client Components

Client Components

The Microsoft Exchange Client software can run on any of the following operating systems:

Microsoft® Windows® 95

Microsoft Windows for Workgroups

Microsoft Windows NT Server

Microsoft Windows NT Workstation

Microsoft Windows, version 3.1

Microsoft® MS-DOS®

There are three client components of Microsoft Exchange Server, as displayed here. Components are selected during Setup. Components from other manufacturers can also be used with Microsoft Exchange Client.


Microsoft Exchange Client
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Server and Client Components

Microsoft Exchange Client

Microsoft Exchange Client has a universal interface called the Viewer, from which users can access, organize, and exchange information such as e-mail, documents, graphs, voice mail, faxes, spreadsheets, and meeting requests. The Viewer toolbar makes performing tasks, such as printing, creating a new message, deleting an item, or viewing the Address Book, only a point and click away.


Elements of Microsoft Exchange Client
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Server and Client Components

Microsoft Exchange Client

Elements of Microsoft Exchange Client

The Microsoft Exchange Client Viewer stores information hierarchically. At the top of the hierarchy are the mailbox, public folders, and personal folders; all can hold schedules, e-mail, documents, and other folders. Objects in folders, such as e-mail messages, can be copied to other folders.

Users can readily access information without knowing where it is stored. Microsoft Exchange Client makes the connections to information in mailboxes and folders so that the users themselves don’t need to connect to servers.

The Viewer can contain a mailbox, personal folders, and public folders:

Mailbox

All incoming mail messages for a designated user are delivered into the mailbox. Information in a user’s mailbox is stored on the user’s home server. A subset of this data can be synchronized with offline folders on the user’s computer.

Personal folder files

Information intended for private use is stored in personal folder files (.PST files), typically on the user’s computer. This information may be mail messages or other types of information, such as documents.

Public folders

Information that is shared by a group of users is found in public folders. Public folders are stored on servers, and users can connect to all public folders on servers in their site, not just those located on their home server. Access to folders is controlled by permissions. Users may designate individual public folders as favorites. Favorites can be synchronized to offline folders.

Microsoft Exchange Client includes an Address Book, which is available in the Tools menu and from the toolbar. The Address Book is a corporate directory that includes information about users, such as their phone numbers, office numbers, and departments. People can use it to select recipient names when composing a message or to view information about other Microsoft Exchange Client users.

People can also create a personal address book that contains frequently used addresses or addresses of recipients in foreign systems. The Address Book is stored on the server. The personal address book can be stored as a .PAB file on either a file server or client.


Managing Information
1	Introduction to Microsoft Exchange Server	15 of 17

Server and Client Components

Microsoft Exchange Client

Managing Information

With Microsoft Exchange Client, users can do the following:

Send messages with attached files, objects, or other messages.

Compose messages with rich text formatting, including customized type, colors, and bulleted lists.

Assign a priority (high or low) to a message and request delivery or read notification automatically.

Reply to the sender or to all recipients of a message.

View folders by date, sender, or recipient, or by a customized sorting order.

Give other users access to their mailboxes and personal folders.

Work online and offline.

Users share information through public folders. For example, a user can create a report and post it in a public folder so others can access it. In this way, users can retrieve information when they need it rather than waiting for someone to send it.


Microsoft Schedule+
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Server and Client Components

Microsoft Schedule+

Microsoft Schedule+ is tightly integrated with Microsoft Exchange Client. Schedule+ helps users manage their time, organize tasks, and communicate with others.

Manage personal time

Users can track their appointments and tasks, and view their schedules on a daily, weekly, monthly, or yearly basis. Schedule+ can also remind them of appointments.

Organize tasks

Tasks can be grouped by project and sorted by start date, end date, priority, billing code, and other factors.

Schedule group meetings

Users can request meetings, send meeting notifications, view other users’ schedules to see free and busy times, and book business resources, such as conference rooms and audiovisual equipment.


Microsoft Exchange Forms Designer
1	Introduction to Microsoft Exchange Server	17 of 17

Server and Client Components

Microsoft Exchange Forms Designer

Using the Forms Designer, you can design custom forms that make your workgroups more productive. These electronic forms, used in place of paper forms, automate and streamline processes. A form may be a Send form, such as a purchase requisition or expense report, or a Post form used for posting information in a folder.

Although you don’t need programming experience to design forms, familiarity with Microsoft Visual Basic 4.0 is helpful for extending forms.

For more information about using the Forms Designer, see the Microsoft Exchange Server Application Designer’s Guide. For more information about writing custom applications for extending the features of Microsoft Exchange Server, see the Microsoft Exchange Server Programmer’s Reference, which can be ordered separately from Microsoft.

Using the Forms Designer, you can create applications that:

Track information, such as customer service requests or meeting agendas and action items.

Store reference information, such as an employee handbook or a document library.

Facilitate discussions similar to those available on online bulletin boards. For example, a technical users group can discuss issues and resolutions, or a workgroup can brainstorm new product ideas.


Storing and Maintaining Information
Chapter 2	 1 of 24

Storing and Maintaining Information

Microsoft Exchange Server maintains information in a variety of ways, on both servers and clients. This chapter first discusses the server’s information store and the directory — key components used to share and manage information. You’ll also learn about replicating information, an important feature of Microsoft Exchange Server. This chapter also discusses how information for users is stored.


Information Store
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Information Store

The information store makes it possible for users to send e-mail and use public folders. The information store performs the following tasks:

Stores public folders in the public information store.

Stores users’ messages in the private information store.

Provides rules and views.

Maintains storage and age limits.

Delivers messages addressed to users on the same home server as the sender.

Forwards messages addressed to recipients on other servers and systems to the message transfer agent (MTA) to deliver.

Microsoft Exchange Server uses a fault-tolerant transaction-based architecture for its information store. The public and private information stores can each store 16 GB.

If a power outage or other abnormal system shutdown occurs, Microsoft Exchange Server uses transaction log files to reconstruct the data. Transaction log files minimize response times for user requests and provide fault tolerance in the event that data needs to be restored.

If a message is sent to multiple mailboxes located on the same server, each person’s mailbox contains a reference to a single shared copy of the message in the private information store, minimizing storage needs. This is called single-instance storage.


Public Folders
2	Storing and Maintaining Information	3 of 24

Information Store

Public Folders

A public folder holds information that can be shared by a group of users. Public folders can be configured for different types of applications, such as bulletin boards, discussion forums, and customer tracking systems. For example, a manager can create a public folder for holding background information about a project. A Help group can create a public folder to store commonly asked questions.

Information in a public folder is presented as follows:

Views

The presentation of information in a public folder is specified by defining which columns of data are displayed and how this data is grouped, sorted, and filtered. A view is a named combination of these settings. Public folders have predefined views, but users can create custom views.

Forms

Forms define the format by which individual items in a public folder are viewed. By default, most messages use standard note forms. Custom forms can also be associated with items in a public folder. In a custom form, the data can be displayed in any fashion. For more information about creating custom forms, see the Microsoft Exchange Server Application Designer’s Guide.

The list of public folders available to a user is displayed as a hierarchy, which can be viewed from the Microsoft Exchange Client or from the Administrator program. Although the hierarchy is available on all users’ public folder servers, the data contained in public folders is stored in a distributed fashion on various servers throughout the organization. Users are not required to know the name or location of the server where the data is stored.


Controlling Access to Public Folders
2	Storing and Maintaining Information	4 of 24

Information Store

Public Folders

Controlling Access to Public Folders

Depending on the permission they are granted, both administrators and users can control access to public folders. Each folder has an access control list, which is a list of mailboxes that can access the folder. Associated with each user on the access control list is a set of permissions, which define the type of access that a user has been given. Permissions include, for example, whether the user can read, write, or delete items in a folder.

You can control access to public folders at any branch within the hierarchy. Access permissions to public folders are inherited from the next higher-level folders at the time they are created. By setting permissions at the appropriate level in the hierarchy, you can control how public folders are used.

Sets of permissions are organized as roles. For example, roles defined for public folders include owners (who have complete access to the folder) and reviewers, who only have rights to read the items. Users can define a custom role by selecting a group of permissions that provide a certain level of access.


Maintaining Public Folders
2	Storing and Maintaining Information	5 of 24

Information Store

Public Folders

Maintaining Public Folders

You have a wide range of options for controlling how information in public folders is maintained. You can set age limits on public folders to specify how long the contents should be stored before they are deleted. You can also set size limits.

In addition, you can control which servers are configured to store public folder information. You can dedicate certain servers to holding just private folder information and dedicate other servers to holding just public folder data.


Public Folder Replication
2	Storing and Maintaining Information	6 of 24

Information Store

Public Folders

Public Folder Replication

When you create a public folder on a server, it is stored on that server’s public information store. A public folder may have replicas on multiple servers in your organization. A public folder replica includes the public folder’s contents, permissions, and design elements. Public folder replication is the process of updating public folder replicas.

Public folder replicas are not identical at all times. To maintain synchronization between public folder replicas, a server communicates with another server to update the replicas according to a schedule. As users add, edit, or delete items in a public folder, the replicas contain different information until the next time the servers replicate.

Changes are replicated through e-mail messages. When a change occurs to a public folder replica, the information store sends the changes to all the information stores that contain replicas of this data. You can schedule replication messages to be sent during off-hours to minimize message traffic, and you can limit the size of replication messages so that large messages don’t cause delays.


Viewing Public Folder Contents
2	Storing and Maintaining Information	7 of 24

Information Store

Public Folders

Viewing Public Folder Contents

Users can view the contents of all public folders that have replicas on servers in their site, provided they have permissions. They can view the contents of public folders in another site, provided that you have configured public folder affinity in that site. Public folder affinity allows users to access information in other sites without replicating the public folders to their own site. If a public folder replica is available in more than one site, the public folder affinity cost is used to determine the order for connecting to the other sites. The lowest cost connection is used first.

You can control two things when a user tries to view the contents of a public folder:

Access

You can control whether the user can view the contents of a public folder or a replica. For example, if you want users in site A to view a public folder in site B, add site B to the Public Folder Affinity list for site A.

Cost

If there are multiple sites with a replica of the same folder, you can consider cost and then order the connection attempts in the least expensive way.

When a user tries to open a public folder, the following happens:

1.	If a public folder replica is available on the user’s home server, the user is connected to that replica.

2.	If a replica exists in the user’s home site but not on the user’s home server, the user is connected to any server on the home site that has a replica. If there are multiple replicas of a public folder in a site, the connections are balanced among the different replicas.

3.	If a replica isn’t available on either the user’s home server or the home site, and public folder affinity is configured, the user is connected to a replica in another site. If there are several sites with replicas, the site chosen is based on the public folder affinity for that site and the cost associated with that site connection.


Directory
2	Storing and Maintaining Information	8 of 24

Directory

The directory describes your organization’s infrastructure and recipients. Each component in the system is represented as an object. For example, each user’se-mail account is represented as a mailbox object. Each object has a set of properties that specify information about it. When you configure components of your organization, you assign values to these properties by using the Administrator program.

Most objects in the directory represent individual items in the organization, such as a particular server or recipient. In addition, there are objects called containers that hold collections of individual objects or other containers. The collection of objects that make up an organization is presented as a hierarchy.


Directory Components
2	Storing and Maintaining Information	9 of 24

Directory

Directory Components

The directory has two main components — a database and a service:

Directory database

The directory database stores all the directory objects.

Directory service

The directory service is a Microsoft Windows NT Server process that manages information in the directory database and handles directory requests from users, services, and applications. The directory service does the following:

Provides the Microsoft Exchange Server Address Book.

Enforces the rules governing the structure and contents of the directory.

Sends directory replication notifications to directories on other servers and processes directory replication notifications from other servers.


Directory Usage
2	Storing and Maintaining Information	10 of 24

Directory

Directory Usage

Not only is the directory important to users and administrators, it is also crucial to Microsoft Exchange Server processes and third-party programs:

Users

Access directory information through the Address Book.

Administrators

Use the Administrator program to create, modify, or delete directory objects, and to import or export directory objects.

Microsoft Exchange Server processes

Access the directory to obtain information needed for certain tasks. For example, the system attendant process uses connector configuration information to build the routing table.

Third-party programs

Access the directory in a variety of ways, such as by manipulating the directory objects and by synchronizing the Microsoft Exchange Server directory with other directories.


Controlling Access to the Directory
2	Storing and Maintaining Information	11 of 24

Directory

Directory Usage

Controlling Access to the Directory

You can control access to directory objects. Each object has an access control list, a list of Windows NT user accounts associated with it. This list is used to determine whether a user or process has been granted access to an object.

Associated with each account on the access control list is a set of permissions. Permissions define the type of access that an account has been granted. These include, for example, whether or not the account has been given the right to modify the object.

These sets of permissions are presented in the Administrator program as roles. For example, typical e-mail users are granted the role of “User” on their mailboxes.

When you configure permissions on a directory object, you select a Windows NT user account and specify the type of access it has. For example, if you grant Maria Black’s user account “admin” privileges on the site object, Maria Black can administer all the recipients in the site.

If you find that none of the predefined roles are appropriate, you can set a custom set of permissions.


Permissions and Inheritance
2	Storing and Maintaining Information	12 of 24

Directory

Directory Usage

Permissions and Inheritance

It isn’t necessary to set permissions individually for every object in the directory. In general, objects inherit permissions from those defined for their containers. This means that permissions can be set once across different levels of the organization and can be inherited by many other objects. Permissions are inherited as follows:

The organization object

Windows NT user accounts with permissions on the organization object can change the display name of the organization. Permissions on this object are not inherited by any other object.

Site objects

Windows NT user accounts with permissions on the site object can modify the site object and all the recipients in a site. The Recipients container and all its objects inherit permissions from the site object. An administrator whose role it is to add users to the system could be granted “admin” permissions on the site.

Configuration objects

Windows NT user accounts with permissions on the configuration object can configure routing, replication connection, and other processes.


Directory Replication
2	Storing and Maintaining Information	13 of 24

Directory

Directory Replication

The process which ensures that directory information is current among servers is called directory replication. Directory information is automatically updated on all servers in the same site, and it can be configured to be updated automatically with servers in other sites.

Each Microsoft Exchange Server computer has a local directory. At any given time, the local directories on two servers might contain different information. For example, if you create a new mailbox on server A, the addition won’t show up on server B until the directory on server B gets updated through directory replication.

There are two directory replication processes: intrasite (within a site) and intersite (between sites). The main difference between the two processes is that within a site, directory replication does not need to be configured; it starts automatically. Between sites, directory replication must be configured.


Directory Replication Within a Site
2	Storing and Maintaining Information	14 of 24

Directory

Directory Replication

Directory Replication Within a Site

Intrasite replication is a way to distribute a directory among servers within a site. Each directory notifies the others of its changes. Directory replication within a site has the following characteristics:

Every server has a write-able copy of the directory, which allows directory changes to be made on any server.

Every server has a direct connection with every other server in the site. This means that directory replication can start from any server in the site.

Directory replication automatically starts within five minutes after a change to a directory object is made.

Directory change notifications and requests for updates are done through remote procedure calls (RPCs).

This is what happens during replication within a site:

When a directory change is made, other servers are notified of the change, one directory at a time.

Each directory requests an update and is then updated.


Directory Replication Between Sites
2	Storing and Maintaining Information	15 of 24

Directory

Directory Replication

Directory Replication Between Sites

To establish directory replication between sites, you configure a directory replication connector between them. You must establish mail connectivity between two sites before you can replicate their directories.

There needs to be one server at each end point. The servers at each end point of a directory replication connector are called directory replication bridgehead servers, which request directory updates from each other. You can only configure one directory replication connector between two sites.

Directory replication between sites has the following characteristics:

Point-to-point

The replication bridgehead servers are the only two points of contact for replicating directory information between two sites.

Scheduled

Intersite directory replication runs on a schedule that you set up. This schedule determines when a local site requests directory updates from the remote site.

Messaging-based

Communication between bridgehead servers is done through mail messages. Requests for updates, and the updates themselves, are sent as messages through MTAs and connectors.

This is what happens during directory replication between sites:

1.	An e-mail message is sent from the local site to request directory updates from the remote site.

2.	The requested updates are sent from the remote site, using e-mail messages.

3.	The directory at the local site is updated.

4.	All other directories at the local site are updated through intrasite replication.


Maintaining User Information
2	Storing and Maintaining Information	16 of 24

Maintaining User Information

Some user information, such as mail, is stored on servers. Other information, such as personal folder files, can be stored on either clients or servers. Microsoft Exchange Server maintains information for users in the following locations:

Mailbox

Profile

Offline folder file (.OST file)

Personal folder file (.PST file)

Address Book

Personal address book (.PAB file)

Schedule file (.SCD file)

Security file (.EPF file)

Forms libraries


Mailbox
2	Storing and Maintaining Information	17 of 24

Maintaining User Information

Mailbox

Before you install Microsoft Exchange Client for your users, you must create mailboxes that are associated with their Windows NT user accounts. A mailbox is a recipient object in the directory and is the delivery location for mail messages for a designated owner. A user mailbox contains information such as e-mail messages, documents, and spreadsheets and is located on the user’s home server. Although a mailbox typically is used by only one person, it can be used by several people. A user can be simultaneously logged on to the same mailbox from different computers.

Mail messages are delivered to the user’s Inbox. Users can create folders in their mailbox and then use the Inbox Assistant to automatically move mail and other information to these folders.


Profile
2	Storing and Maintaining Information	18 of 24

Maintaining User Information

Profile

To maintain configuration information for users, Microsoft Exchange Client uses a messaging profile. A profile is a group of settings that provide information about a user’s configuration. It contains the delivery location for incoming messages, the location of the user’s address book and personal folder files, and the set of associated information services. Profiles are useful when two or more people share a computer or when a Microsoft Exchange Client user is accessing different information services.

The following table lists the locations of profiles used by Microsoft Exchange Client:

Client operating system	Profile location
Microsoft Windows 95	User’s private branch of the registry.
Microsoft Windows,  Microsoft Windows for Workgroups	.INI file in the user’s WINDOWS\MAPI directory.
Microsoft Windows NT Server,  Microsoft Windows NT Workstation	User’s private branch of the registry.
Microsoft MS-DOS	.PRO file in the user’s EXCHANGE directory.


Offline Folder File
2	Storing and Maintaining Information	19 of 24

Maintaining User Information

Offline Folder File

Microsoft Exchange Server supports offline folders so that remote users can use mailbox folders and favorite public folders while working offline. For example, if a user adds a public folder to their Favorites folder and selects it to be available offline, the user can access the folder without connecting to the network. Mailbox folders, including Inbox, Outbox, Sent Items, and Deleted Items, are available if offline folder use has been configured in the user’s profile.

With offline folders, a copy of the public folder favorites or personal folder is stored in an .OST file on the local disk so that remote users can modify items and add items to the folder when they’re working offline. Remote users can use the .OST file instead of a .PST file for delivering and storing messages. When users log on to their home server and the network connection is reestablished, Microsoft Exchange Client uploads to the server any changes made in the offline copy of the folder.


Personal Folder File
2	Storing and Maintaining Information	20 of 24

Maintaining User Information

Personal Folder File

To store mail messages locally, a user can designate a personal folder file (.PST file) as the delivery location for mail. A personal folder file can contain information such as e-mail messages, documents, and spreadsheets. Mail delivered to a personal folder file is routed through the private information store on the server but stored on a file server or the user’s disk. Users can create folders in their personal folder file and then have mail and other information sent to these folders.

Note

Users can protect their .PST file with a password to prevent unauthorized access. This password is known only to the user and cannot be viewed by the administrator. You should caution your users that if they use a password and subsequently forget it, they must set up their profile and personal folder file again. Any information associated with the original .PST file will be permanently lost.

Because of the way messages are stored, a message in a user’s personal folder file is usually larger than the same message in the private information store on the server.


Address Book
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Maintaining User Information

Address Book

Using the Address Book, people can address messages and look up locations or phone numbers. It is organized into various lists, which contain mailboxes, custom recipients, distribution lists, and public folders. Users can access information just as they would use a telephone directory. The Address Book can contain one or more of the following address lists:

Global address list

Contains all recipient objects in the organization and is available to every user.

Custom address lists

Contains address lists that you, the administrator, define. For example, if you have a Recipients container (Public Folders), which contains all public folders in your organization, your users can send mail to those public folders by using either the public folder address list or the global address list.

User’s personal address book (.PAB file)

Can contain recipients from any address list as well as custom recipients and distribution lists that the user defines. Users can create a personal address book and store it on either a file server or their disk.

Offline address book

Contains the recipient objects found in any Recipients container in the directory. You configure this address book so that remote users can access addresses when they’re not connected to the network. By default, the offline address book uses the Recipients container for the local site.


Schedule File
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Maintaining User Information

Schedule File

With Microsoft Schedule+, users can access other users’ schedule information to set up meetings. They can also delegate access to other users to manage their schedules for them.

Schedule+ stores information in three places:

Schedule file (.SCD file)

Typically stored on the user’s hard disk and contains information about a user’s schedule as well as Schedule+ configuration details, and can be accessed by users working online or offline.

Hidden private folder

Located in the private information store on the user’s home server. It contains the same information as the user’s .SCD file and is synchronized with this file.

Hidden public folder

This folder contains the free and busy information for every Schedule+ user in the site and in others, and it’s available to everyone in the site. The first time a user logs on to Schedule+, an entry is added in the hidden public folder for the associated mailbox. Each time users change the information in their schedule file, their entry in the hidden public folder is updated. Users can prohibit the publication of their free and busy information. When a user tries to schedule a meeting, Schedule+ connects to the hidden public folder to access the free and busy information of the attendees. This folder publishes three months of free and busy information by default.

Note

Schedule+ converts time zones automatically, so it is important that the client is set to the time zone for its location.


Security File
2	Storing and Maintaining Information	23 of 24

Maintaining User Information

Security File

If advanced security is set up for users, an encrypted security file (.EPF file) is automatically created for each user to store advanced security information.

Every mailbox has one security file, which is used to encrypt and decrypt messages, and to sign and verify them. It can be stored on a file server or the user’s disk. For maximum security, roving and remote users should store their .EPF file locally so they can use advanced security features. If the security file is not available, users can’t send or read encrypted messages or send signed messages.


Forms Libraries
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Maintaining User Information

Forms Libraries

To automate office procedures, such as ordering supplies, you can create customized order forms by using Microsoft Exchange Forms Designer. Forms can be copied into one of three libraries:

Organization Forms library

Stores forms commonly used by all people in your organization. For example, a standard supply request form might be stored here. An Organization Forms library can be replicated between sites in your organization, making the forms they contain widely available. You can use the Administrator program to create, set permissions on, and replicate Organization Forms libraries. Organization Forms libraries are located on servers.

Folder Forms library

Stores forms used with a specific public or private folder. For example, a Classified Ads public folder might use a form to advertise apartment rentals. Forms in this type of library can be used by anyone who has access to the folder. Typically, forms in Folder Forms libraries are used with public folders. Folder Forms libraries can be located in the public or private information store.

Personal Forms library

Stores forms for personal use. Users can install or copy forms to this library. Personal Forms libraries are located either on the user’s disk or in the private information store, depending on where a user’s mail is delivered.

For users to create messages by using custom forms, one of these libraries must be available. For more information about forms and forms libraries, see the Microsoft Exchange Server Application Designer’s Guide.


Security Model
Chapter 3	 1 of 12

Security Model

Microsoft Exchange Server provides a variety of ways to keep your system secure. This chapter describes the different aspects of security and how they work. Microsoft Exchange Server uses the Windows NT Server security model, which has the following elements:

User account

Contains information about a user, such as name, password, the groups that the user belongs to, and the rights and permissions granted to that user.

Domain

A group of Windows NT Server computers that share user accounts and a security policy. A domain can contain one or more Windows NT Server computers and Microsoft Exchange Server computers, as well as other types of servers and clients. The domain is the basic unit of security.

Trust relationship

The connection between two domains that makes it possible for a user account in one domain to access resources in another domain.

There are four aspects of security within Microsoft Exchange Server, as follows:

User authentication — Identifies and validates users when they log on; part of Windows NT Server security.

Access control — Grants users the permission to access resources.

Auditing — Detects and logs security-related events.

Advanced security — Lets users encrypt messages and provides verification of the originator by associating a digital signature with the message.


User Authentication
3	Security Model	2 of 12

User Authentication

Before users or processes can access Microsoft Exchange Server, they must log on to Windows NT Server by supplying a unique user name and password. The system must validate or authenticate this logon information. When a user logs on, Windows NT Server identifies a security context. The security context determines the user’s access to system services.

A user needs to log on only once to gain access to Microsoft Exchange Server. This is in contrast to other security models that require separate passwords for different resources, such as printers, file servers, or e-mail.

Each Microsoft Exchange Server computer in a site is also a member of a Windows NT domain. In order for users to access the entire network, you can establish trust relationships between domains. Domains with trust relationships share account information and validate rights and permissions. In a trust relationship, one domain (the trusting domain) trusts the other (the trusted domain). Users from the trusted domain can be given rights and permissions to objects in the trusting domain as if they were members of the trusting domain.

When a user logs on to a domain where a trust relationship is set up, the account is verified by pass-through authentication. Pass-through authentication makes it possible for users to log on to domains in which they have no account. In other words, a user can have an account on only one domain and still access the entire network — including all its trusted domains.


User Accounts
3	Security Model	3 of 12

User Authentication

User Accounts

All Microsoft Exchange Server mailboxes are associated with one or more Windows NT user accounts. For a user to log on to a Microsoft Exchange Server computer, the domain where the server is located must have a trust relationship with the domain that has the user account. For example, a user can view the contents of a public folder on a Microsoft Exchange Server computer in another domain if that domain contains the user account or has a trust relationship with another domain that contains the account.

Windows NT user accounts are stored and maintained on the primary domain controller of a domain. You can create two types of user accounts: global and local. Most accounts are global user accounts.


Group Accounts
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User Authentication

Group Accounts

You can put user accounts into groups, which makes granting permissions easier. You only have to perform one action to give permissions to a whole group of users. For example, if a group of administrative assistants needs to access the same mailbox, you might define a group called Admin Assistants and create a mailbox called Assistants. You could give the Admin Assistants group permission to use the Assistants mailbox so that every time users in the group logged on to Windows NT Server, they could access their mailbox.

Windows NT provides built-in global and local groups, and the ability to customize these groups. Adding a user to a predefined group provides the user with all the access rights of that group. Changing the access rights of the group automatically changes the rights of all group members. You should use built-in groups whenever possible.

Global Group

A global group contains a set of user accounts that have been granted permissions for its own domain and for trusting domains. Members of global groups can also belong to local groups. However, a global group can only contain members from its own domain. Using global groups, you can create sets of users from inside the domain, available for use both inside and outside of the domain.

Local Group

A local group can be assigned permissions only in the domain it belongs to. Local groups can contain users and global groups from the local domain and from trusted domains, but not from other local groups.


Service Accounts
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User Authentication

Service Accounts

Microsoft Exchange Server has a variety of services, such as the information store and the message transfer agent (MTA). Before you install Microsoft Exchange Server on the first server in a site, you need to create a Windows NT user account that Microsoft Exchange Server will use to start and run these services. This is called a service account. Microsoft Exchange Server computers use the service account to validate other servers in the site and give them access to Microsoft Exchange Server services. For example, in order for an MTA on one Microsoft Exchange Server computer to interact with another MTA, Windows NT Server must verify the security context of the requesting MTA.

A Microsoft Exchange Server computer doesn’t need to be in the same domain as the service account, provided that the domain has a trust relationship with the domain containing the service account. However, all Microsoft Exchange Server computers in the same site must use the same service account to communicate with each other.


Permissions
3	Security Model	6 of 12

Permissions

You use permissions to control access to resources. A permission provides specific authorization to perform an action. There are different levels of permissions for different objects.

You can also use built-in groups of permissions called roles. For example, the Admin role gives a user a number of permissions, including Add child, Modify user attributes, and Delete.

Mailbox Permissions

You grant permission to log on to a mailbox by using the Administrator program. You can set one or more Windows NT user accounts to have user permission on a mailbox. When a user attempts to log on to a mailbox, Microsoft Exchange Server determines whether that user has permission to access the mailbox.

Public Folder Permissions

Permission to access a public folder can be granted by the owner of a public folder, using Microsoft Exchange Client. Permissions to use public folders can be given to mailboxes, distribution lists, and public folders. For example, you could create both an Employees distribution list and a Managers distribution list and, for each list, define different permissions on the Company Policies public folder. The Employees distribution list might have read-only permission, whereas the Managers list might have both reading and writing permissions.

Directory Permissions

Permissions to use the directory are granted to Windows NT user accounts. Users logged on to the Windows NT domain can view the directory in the Administrator program, but they need permission to modify it. An example of a directory permission is Add child, which allows users who have this permission on the Recipients container to create mailboxes.


Auditing
3	Security Model	7 of 12

Auditing

Auditing refers to the system’s ability to detect breaches in security. Since Microsoft Exchange Server is a Windows NT Server application, it leverages the auditing capabilities of the operating system. Windows NT Server can track significant events related to the operating system itself, such as logon activities and changes to system files. Administrators do not need to have permission to administer Windows NT Server.

In addition, you can configure Microsoft Exchange Server to audit changes to Microsoft Exchange Server services and directory objects. All events are recorded in the Windows NT Event Log, which identifies the action and the Windows NT user account that performed the action. For example, if a user tries to modify a mailbox, and auditing has been configured, Microsoft Exchange Server records the event in the Event Log, along with information about who performed the action.


Advanced Security
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Advanced Security

Advanced security has two features — digital signatures and data encryption. Using digital signatures, a person can “sign” a message so that the recipient can be sure that the message came from the indicated source and wasn’t changed during transit. There are two processes: signing and verifying. A message is signed when it is sent, and the signature is verified when the message is received.

Using data encryption, a user can scramble data to ensure that only the intended recipient of a message can read it. There are two processes: encryption and decryption. A message is encrypted when sent and decrypted when received.

Advanced security provides the following benefits:

End-to-end authentication

Ensures that a signer’s identity is authentic.

Confidentiality

Encrypts a message so that only intended recipients can read the message.

Data integrity

Ensures that the contents of a message haven’t changed since the message was signed.

Note

Microsoft Exchange Server supports both the Data Encryption Standard (DES) and the CAST encryption algorithm. DES encryption is available only with Microsoft Exchange Server software used in the United States and Canada.


Key Management Server
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Advanced Security

Key Management Server

To use the advanced security features of the Microsoft Exchange Server, you must configure one computer in your organization as the server that stores and manages the security database. This server is called the Key Management (KM) server.

The KM server provides the following services:

Certifies public signing and encryption keys.

Creates public and private encryption keys.

Maintains backups of private encryption keys and public signing keys.

Generates tokens.

Maintains the original copy of the revocation list.

Private encryption keys and public signing keys for security-enabled users, as well as the revocation list, are stored in the key management database. The KM server database itself is encrypted, so that the highest level of security is maintained.

After you have configured the KM server, you must enable advanced security for your users. You give users tokens so that they can complete the advanced security process. A token is used only once, and it secures the connection between the KM server and the client. You should distribute tokens to users in person for maximum security.


Advanced Security Keys
3	Security Model	10 of 12

Advanced Security

Advanced Security Keys

Microsoft Exchange Server uses public/private key technology to provide advanced security. Keys are used to digitally sign and encrypt data. Each mailbox is given two key pairs: one for encrypting and decrypting, and the other for signing and verifying. Each key pair consists of a public key (publicly known) and a private key (known only to the key’s user). The KM server generates encryption keys, and the Microsoft Exchange Client generates signing keys.

The public encryption key is used to encrypt a message; the public signing key is used to verify the source. When a user encrypts a message, each recipient’s public encryption key completes the process. When a user receives a signed message, the public signing key verifies the person who signed the message.

Private keys are stored in an encrypted security file (.EPF) on each user’s local disk. When a user receives an encrypted message, the private encryption key decrypts the message. When a user signs a message, the private signing key is used.

A bulk encryption key is also encrypted and sent with the message. The encrypted bulk encryption key is referred to as a lock box. The lock box ensures that the bulk encryption key is secure while the message is encrypted. If a message is sent to multiple recipients, the message contains a different lock box for each recipient. Once the message and lock box are received, the lock box is unencrypted and the contents of the lock box (the bulk encryption key) decrypts the message.


Certificates
3	Security Model	11 of 12

Advanced Security

Advanced Security Keys

Certificates

Public keys must be certified by a Certification Authority (CA). In Microsoft Exchange Server, the CA is the Key Management component. A certificate binds the user’s public key to the mailbox.

Each certificate contains:

A unique serial number.

The directory name (DN) of the CA.

The user’s DN.

The expiration date of the user’s public key.

Every user has two certificates:

An encryption certificate

Contains the user’s public encryption key and is an attribute of the user’s mailbox in the directory.

A signing certificate

Contains the user’s public signing key and is stored in the user’s security file.


Revocation
3	Security Model	12 of 12

Advanced Security

Advanced Security Keys

Revocation

Revocation warns users when they verify signed messages that contain a revoked certificate. Revoking a user’s advanced security is not the same as deleting a user and should only be used if the security of the user has been compromised. For example, you should consider revoking advanced security if it appears that someone is signing messages on behalf of a user or someone has gained access to the user’s security file and password. You can enable security again by assigning the user another token.

A revocation list contains the serial number and expiration date of each revoked user’s certificate. The KM server stores the revocation list in the key management database and then writes it to the directory. The revocation list in the directory is then cached on the client and updated daily.

You should limit the use of revocation. As the revocation list gets larger, the client's performance and advanced security operations degrade. This is because each time Microsoft Exchange Client verifies a message's signature, it must access it in the revocation list. If the list is long, this operation may take longer.


Connectors
Chapter 4	 1 of 41

Connectors

This chapter introduces you to connectors — what they are and how they work. Connectors connect Microsoft Exchange Server sites with each other or with foreign systems.

The following connectors can be used to connect Microsoft Exchange Server sites:

Site

Dynamic RAS

Internet Mail

X.400

The following connectors are used to connect Microsoft Exchange Server sites to foreign systems:

Internet Mail

Microsoft Mail (PC)

Microsoft Mail (Appletalk)

X.400


Site Connector
4	Connectors	2 of 41

Site Connector

Site Connectors are easy to configure and provide the most efficient way to connect two sites. A Site Connector is a direct connection of a server in a local site with a server in a remote site. Site Connectors are used when you have LAN or WAN connectivity between all the servers in the sites.

Site Connectors have a target servers list, which contains the names of the servers available in the remote site. When a server in the local site sends a message to a remote site, it establishes a connection to a server on the target servers list. If the first selected server isn’t available, the next server is tried, until a connection is made or the list is exhausted. This provides natural fault tolerance.

You can assign each server a cost to help determine load balancing. For example, suppose you have two servers in the target servers list, one with a cost of 10 and one with a cost of 20. Because the latter server costs twice as much as the other server, it will be used half as often.

A Site Connector can have a bridgehead server, a server in the local site chosen to establish the connection to the remote site. Using a bridgehead server helps you control which servers send and receive messages between sites.


Dynamic RAS Connector
4	Connectors	3 of 41

Dynamic RAS Connector

You can use the Dynamic RAS Connector between Microsoft Exchange Server sites that don’t have a permanent connection.

The Dynamic RAS Connector provides an inexpensive way to add satellite offices to your messaging system, especially if message traffic is low and the message exchange can be scheduled. This connector is also useful as a backup connection for sites with primary connectors that are unavailable.


Internet Mail Connector
4	Connectors	4 of 41

Internet Mail Connector

You can use the Internet Mail Connector to exchange information with other messaging systems that communicate by using the Simple Mail Transfer Protocol (SMTP), as defined in Requests for Comments (RFC) 821. The message format for Internet Mail is defined in RFC 822 and RFC 1521.

The Internet Mail Connector adheres to the following RFCs:

RFC	Description

821	Simple Mail Transfer Protocol, which is used to relay Internet mail.

822	Defines an Internet message format for carrying a single plain text body.

1521, 1522	Multi-Purpose Internet Mail Extensions (MIME). Extends RFC 822 to carry multiple bodypart, non-textual message bodies and textual information in multiple character sets in the same message.

1123	Internet Hosts Requirements.

The Internet Mail Connector is a Windows NT Server service. You can configure the Internet Mail Connector to send mail, receive mail, or do both.


How the Internet Mail Connector Works
4	Connectors	5 of 41

Internet Mail Connector

How the Internet Mail Connector Works

The following sections describe how the Internet Mail Connector works.


Inbound Mail
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Internet Mail Connector

How the Internet Mail Connector Works

Inbound Mail

An SMTP host makes a connection to port 25 on the Internet Mail Connector, and sends either one or many messages in the same connection. The same sending host and other hosts can create simultaneous connections and transfer many messages in parallel. Once the Internet Mail Connector has accepted a message, it places it in the \exchsrvr\imcadata\in subdirectory, and then attempts to deliver the message to the Microsoft Exchange Server for final delivery by the MTA or information store to the recipients.

The Internet Mail Connector verifies the recipients in the Microsoft Exchange Server directory. If recipients aren’t in the Microsoft Exchange Server directory, a non-delivery report (NDR) is returned to the sender. All valid recipients will get the message.

The Internet Mail Connector converts the message to Microsoft Exchange Server format, and the message is placed in the IN folder in the information store of the Internet Mail Connector’s server. The Information Store delivers the message to the recipient if the mailbox is on the same server as the Internet Mail Connector; the MTA delivers it if mailboxes are on a different server.

An incorrectly formatted Internet message is placed in raw form into an attachment called Message.txt and is sent to the recipient. The recipient can use a different viewer to look at the message, or save it to disk.

Note

The Accept & Reject Hosts settings on the Connections property page and the Message Size settings on the General property page can affect inbound mail transfer.


Outbound Mail
4	Connectors	7 of 41

Internet Mail Connector

How the Internet Mail Connector Works

Outbound Mail

Outbound messages are placed in the OUT folder in the information store of the Internet Mail Connector’s server. The Internet Mail Connector converts the messages into the appropriate Internet Mail format based on the e-mail addresses of the recipients. One or many messages can be created, depending on format choices.

For more information on possible combinations, see the Microsoft Exchange Server Administrator’s Guide.

The messages are created in the \exchsrvr\imcdata\out subdirectory. The Internet Mail Connector locates the possible destinations for the recipients, opens one or many connections to port 25 on other SMTP hosts, and delivers the message.

If the Internet Mail Connector can’t convert the message to Internet Mail format or can’t locate an SMTP host to deliver the message to, the sender recieves a non-delivery report (NDR).

Note

The following settings can affect outbound mail transfer: the Message Size setting on the General property page, the Message Content Information settings on the Internet Mail property page, and the Message Delivery, Transfer Mode, and Connector Message Queues settings on the Connections property page.

Message tracking provides a record of the inbound and outbound message handling. By default, message tracking is disabled.


Addressing and Routing
4	Connectors	8 of 41

Internet Mail Connector

How the Internet Mail Connector Works

Addressing and Routing

SMTP addresses have the following format:

recipient@domain

where recipient is the name of a person or other message recipient, and domain is the unique name of the system that hosts the recipient. This domain name is associated with an Internet protocol (IP) address and is used to route messages between systems.

Most domain names have a hierarchical structure and are divided into subdomains separated by periods, as in this sample address:

franwilson@sanfrancisco.fab.com

In this address, franwilson is a local recipient in the sanfrancisco.fab.com domain, and sanfrancisco.fab.com is a subdomain of fab.com, which is a subdomain of com, the top-level domain.

The domain name only indicates the administrative organization of the domain; it does not represent a physical connection and gives no indication of the topology of an organization. For example, the domains sanfrancisco.fab.com and newyork.fab.com are not necessarily connected through a network connection.

Note

After installation, always check your site addressing to make sure that the SMTP address is correct for your organization.

IP Addresses

Each domain is usually identified by a unique IP address that describes the host’s physical location. With Microsoft Exchange Server, the IP address used by the Internet Mail Connector identifies the server on which the connector is installed.

IP addresses are assigned by the network administrator, or by an Internet service provider who can ensure that each address is unique. For systems that are not connected to the Internet or other networks that use SMTP, IP addresses need only be unique within the local system.

Note

The use of Dynamic Host Configuration Protocol (DHCP) is not recommended with the Internet Mail Connector unless the lease is permanent.


Using the Internet Mail Connector With DNS
4	Connectors	9 of 41

Internet Mail Connector

Using the Internet Mail Connector With DNS

A domain name, such as fab.com, must have a corresponding IP address, such as 123.45.67.123. Domain Name Service (DNS) is commonly used to resolve domain names to the IP addresses that will be receiving mail. DNS is a hierarchical, distributed database that contains information about hosts, name tables, and Internet work addresses. It is found in any TCP/IP network.

The Internet Mail Connector determines where each message should be routed by querying the Domain Name Service name server or a local host table. If the sender and the recipient are associated with the same SMTP host (the Internet Mail Connector), the message is delivered to the recipient locally.

Note

Names in some DNS name servers, such as those inside a corporation, may not be visible outside the organization.

It is recommended that each domain receiving Internet mail have its own DNS name server. Usually primary and backup DNS name servers are used. Your organization may already have a DNS name server, or you may be using an Internet provider for this service.

If you plan to deliver mail by resolving Internet domain names, you must list in your TCP/IP configuration one or more DNS name servers that are members of the Internet hierarchy. The IP addresses of these servers must be specified in the DNS configuration of TCP/IP in Windows NT Server.

One of the most common implementations of DNS is Berkeley Internet Name Domain (BIND), which runs on UNIX®. The examples in this section use BIND.

If you want a domain name to be accessible from the Internet, an MX record must exist to specify how to route mail to that domain.

MX records

An MX, or mail exchanger, record is used to point to one or more computers that will process mail for an organization or site. Your domain name may be registered with an MX record. When using Microsoft Exchange Server, if the SMTP site address is different from the host and domain name configured in TCP/IP, you must create an MX record. MX records can help ensure fault tolerance because mail goes to the next MX candidate. They are also used when your mail host name is not the same as the top-level domain.

In the following example of an MX record, the domain name is fab.com and all messages addressed to user@fab.com are processed by a host server called Sales.

fab.com IN MX 10 sales.fab.com

Multiple hosts may be listed, which is helpful when using backup computers.

A records

An A, or address, record provides the actual IP address of the host computer. The host name and domain name are configured in the DNS configuration of TCP/IP in Windows NT Server. There is usually only one A record per host.

For example, if your domain name is fab.com, your mail host name is Sales, and the host IP address is 123.45.67.123, the A record in DNS would be:

sales.fab.com       IN A 123.45.67.123

123.45.67.IN_Addr   IN PTR sales.fab.com

Note

For faster name resolution, it is common to have an MX defined, even if the A record is the same.

CNAME records

A CNAME, or alias, record is optional and shows that one computer (IP address) has multiple names. (In this case, it’s usually more common to use MX records.) For example, if mail is addressed to business.fab.com, but is processed by sales.fab.com, business is an alias of sales and the CNAME record would be:

business.fab.com IN CNAME sales.fab.com

Note

In addition to the A record, when adding another Microsoft Exchange Server computer to the DNS, you must add an IN-ADDR (reverse lookup) record. Other host computers can locate the computer’s IP address to determine the name of the system.


Using the Internet Mail Connector Without DNS
4	Connectors	10 of 41

Internet Mail Connector

Using the Internet Mail Connector Without DNS

You can use the Internet Mail Connector without installing DNS. To do this, update the Windows NT Server hosts file with the IP address and domain name of all hosts to which the Internet Mail Connector should transfer messages.

Also, you need to add the domain name and IP address of the Internet Mail Connector server to the hosts file or DNS of all SMTP servers that forward mail to the Internet Mail Connector.

A sample hosts file can be found in the Windows NT Server system directory under drivers\etc. The following is an example of a hosts file:

123.45.67.123	sales.fab.com

11.22.33.44 	company.com	sales.company.com


Internet Mail Formats
4	Connectors	11 of 41

Internet Mail Connector

Internet Mail Formats

The Internet Mail Connector formats outbound messages according to RFC 822. This RFC assumes that the message body consists of 7-bit ASCII characters and that the lines in the message body do not exceed 1,000 characters.

However, today many people use e-mail to transport messages containing rich text, such as bold and italics formatting, documents, spreadsheets, images, audio, and even video. Most of these types of data are in binary format, and thus mechanisms for conveying this type of data in messages are required.

The Internet Mail Connector supports a number of mechanisms for supporting this type of data in Internet mail.


Multipurpose Internet Mail Extensions (MIME)
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Internet Mail Connector

Internet Mail Formats

Multipurpose Internet Mail Extensions (MIME)

Multipurpose Internet Mail Extensions (MIME) is the standard for exchanging multimedia messages on the Internet. MIME describes the contents of a particular type of data, so that the receiving system can display the data accordingly. For example, suppose a message includes an attachment created in Microsoft Word. When the message is sent, the Internet Mail Connector can tag the data as being of type application/msword so that the recipient can view the contents of the attachment by using Microsoft Word.

MIME specifies seven major content types. Each content type can have many subtypes to further specify the content of data.

Primary Type	Description

Text	Content that is primarily textual and probably can be read in raw form.

Application	Content that doesn’t fit into any of the other categories.

Multipart	Message made up of multiple parts such as both text and an application.

Image	Picture.

Audio	Sounds.

Video	Moving images.

Message	Common when dealing with embedded messages or delivery reports like NDRs or Read Receipts.


UUEncode and UUDecode
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Internet Mail Connector

Internet Mail Formats

UUEncode and UUDecode

UUEncode and UUDecode are tools that prepare binary files for transport between UNIX systems. UUEncode is used extensively to encode non-7-bit data in messages. When the message is received at the destination, the encoded data needs to be decoded by using UUDecode. The Internet Mail Connector can automatically encode data in outbound messages and automatically decodes parts in incoming messages.


Microsoft Exchange Server Rich Text Formatting
4	Connectors	14 of 41

Internet Mail Connector

Internet Mail Formats

Microsoft Exchange Server Rich Text Formatting

Although Internet mail has extremely rich formatting capabilities for communicating data, certain types of information are not communicated well, such as positional information for attachments, and OLE objects as attachments. These limitations can be overcome when communicating with other MAPI-based systems by sending Microsoft Exchange Server rich text formatting information in Internet mail. The receiving system, if MAPI-capable, can reconstruct the message as if it were sent between two Microsoft Exchange Server recipients on the same server, preserving all the positional information and data.

Either MIME or UUEncode can be used when sending Microsoft Exchange Server rich text formatting in Internet mail.


Choosing a Formatting Method
4	Connectors	15 of 41

Internet Mail Connector

Internet Mail Formats

Choosing a Formatting Method

When configuring the Internet Mail Connector, you can choose whether attachments should be encoded using MIME or UUEncode by default, and whether Microsoft Exchange Server rich text formatting should be used. These settings can also be specified on a per e-mail domain basis. Users can override the option on whether attachments will be encoded using MIME or UUEncode. This is done when composing messages by using the Send Options for Internet.

Note

Users can also indicate whether Microsoft Exchange Server rich text formatting should be sent on a per-recipient basis. The administrator can also indicate whether a custom recipient should be sent Microsoft Exchange Server rich text formatting. The default or per e-mail domain setting for rich text formatting should be set to User for this to work.


X.400 Connector
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X.400 Connector

You can use the X.400 Connector with your existing X.400 backbone to connect two sites or to provide a connection with another X.400 system. Microsoft Exchange Server can exchange information with messaging systems that comply with the International Telegraph and Telephone Consultative Committee (CCITT) X.400 Recommendations. These recommendations specify the basic structure of messages and the methods for transferring messages.

The CCITT, a division of the United Nations, is now called the International Telecommunication Union (ITU) and has published versions of the X.400 Recommendations in 1984, 1988, and 1992. Microsoft Exchange Server supports communications with systems that use the 1984 and 1988 recommendations.

The X.400 Recommendations specify standards for the structure of messaging systems and for the content and structure of messages.

The Microsoft Exchange Server MTA is a Windows NT Server service and can connect to other X.400 MTAs. The X.400 Connector can transmit messages by using the following network transport protocols:

TP0/X.25

TP4/CLNP

TCP/IP

Every recipient on an X.400 system has a unique name that combines personal information with system information. For example, Fran Wilson, a salesperson at the San Francisco location of Ferguson and Bardell, might have the X.400 address

g=fran;s=wilson;ou1=Sales;o=SanFrancisco;p=FAB;a=MCI;c=us

where

o=SanFrancisco;p=FAB;a=MCI;c=us;ou1=Sales

is determined by the address of the site on which the mailbox is located, and

g=fran;s=wilson

is determined by properties set on the mailbox.

For a mapping of X.400 address attributes and their meanings, see the Microsoft Exchange Server Administrator’s Guide.

Microsoft Exchange Server supports both the sending and receiving of messages from other X.400 systems acting as relay MTAs. They can act as PRMD (private management domain)-to-PRMD MTAs, providing backboning functionality. This removes the requirement to subscribe to a public X.400 service to transfer information between two different companies or two different geographic locations of the same company.

Microsoft Exchange Server uses the X.400 global domain identifier (GDI) of the local site to determine how to route messages to other Microsoft Exchange Server computers in the same site or to other connected sites in the same organization. The GDI is composed of the country (c), administrative management domain (admd), and private management domain (prmd) names.

X.400 messages consist of various text and data components called bodyparts. One or more message bodyparts, together with header information specifying the sender, recipient, and other information, make up the content of most X.400 messages.

X.400 messages are transmitted to other systems by the MTA, using an X.400 P1 envelope that contains message routing and trace information. The content is referred to as P2 content if it complies with the 1984 X.400 Recommendations, or P22 if it complies with the 1988 X.400 Recommendations.


TNEF and MDBEF
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X.400 Connector

TNEF and MDBEF

MAPI properties that cannot be converted or have no X.400 equivalent, such as rich text formatting, are encapsulated using the transport-neutral encapsulation format (TNEF) and sent as a standard X.400 file attachment. If the end system can process the TNEF attachment, the message is readable as it was sent. If the end system cannot understand TNEF, the message text and all other attachments (except OLE attachments and rich-text formatting) are readable as a standard X.400 message. The use of TNEF allows recipients to view all X.400-compliant content, plus as much extended message content, such as rich text formatting, as the recipient server and client are capable of displaying. You can configure this process at the server level according to the requirements of the connected system, rather than modifying the client to send the specific format and content types expected by the other system.

In addition to P2 and P22, Microsoft Exchange Server provides a third message content type called MDBEF, which is the format used by the Microsoft Exchange Server information store. MDBEF is not used when communicating with foreign X.400 systems, but can provide faster message throughput when connecting to another Microsoft Exchange Server computer over an X.400 connector. When backboning over some public X.400 systems, MDBEF may not be recognized as valid message content and should not be used.


Microsoft Mail Connector (PC)
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Microsoft Mail Connector (PC)

You can exchange messages between Microsoft Exchange Server and one or more MS Mail (PC) systems by using the Microsoft Mail Connector over LAN, asynchronous, or X.25 connections.

The Microsoft Mail Connector (PC) contains the following components that work together to transfer messages.

Microsoft Mail Connector interchange

A Windows NT Server service that routes and transfers messages between Microsoft Exchange Server and the Microsoft Mail Connector postoffice.

Microsoft Mail Connector postoffice

A temporary information store for messages in transit. This postoffice is sometimes referred to as a gateway postoffice or shadow postoffice because it is dedicated to message transfer and has no local mailboxes.

Microsoft Mail Connector (PC) MTA

A Windows NT Server service that connects to and transfers mail between the Microsoft Mail Connector postoffice and one or more MS Mail (PC) postoffices.

When a message is submitted to the Microsoft Exchange Server MTA for an MS Mail recipient, it is transferred to the connector interchange. The connector interchange converts it to MS Mail format, converts attachments as needed, and places the message in the connector postoffice.

Messages destined for an MS Mail postoffice available over a LAN connection are picked up and delivered to the destination postoffice by a Microsoft Mail Connector (PC) MTA, as shown in the following illustration.

For example, when connecting to an MS Mail postoffice on the same LAN, you can configure the Microsoft Mail Connector to receive messages from the Microsoft Exchange Server MTA, convert the message to MS Mail format, and deliver it to the destination postoffice by using the Microsoft Mail Connector MTA.

When connecting to an MS Mail postoffice over asynchronous or X.25 service, you must set up an instance of the MS Mail External (or Multitasking MTA) at the remote postoffice, because message delivery and distribution to an MS Mail postoffice can be performed only over a LAN connection.


The Microsoft Mail Connector and the MS Mail External Program
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Microsoft Mail Connector (PC)

The Microsoft Mail Connector and the MS Mail External Program

The Microsoft Mail Connector combines the functions of a gateway postoffice and External program. The Microsoft Mail Connector MTA component of the Microsoft Mail Connector can perform most functions of the MS Mail External and Multitasking MTA programs, including message delivery and distribution to recipients on MS Mail postoffices on the same LAN. In certain cases (when migrating from MS Mail (PC), for example), you might want an existing MS Mail External or Multitasking MTA to continue performing some of the functions provided by the Microsoft Mail Connector. Although the MS Mail External and Multitasking MTA programs do not provide the advanced features of the Microsoft Mail Connector, you can integrate the Microsoft Mail Connector into any MS Mail system by using existing External and Multitasking MTA programs. If you have remote clients within your MS Mail system, you will need to maintain an instance of the External program. All mail transmission between a remote client and an MS Mail postoffice is handled by the External MTA program and cannot be replaced by the Microsoft Mail Connector.


LAN Connection to Existing Postoffices
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Microsoft Mail Connector (PC)

LAN Connection to Existing Postoffices

The simplest type of connection between Microsoft Exchange Server and MS Mail (PC) can be set up when both systems reside on the same LAN. You can set up most of the message transfer and routing information from the Administrator program.

The following illustration shows how the Microsoft Mail Connector address space can be configured to include indirect postoffice routing to indirect MS Mail postoffices.

Creating this type of connection involves:

Configuring the Microsoft Mail Connector interchange.

Defining a connection to the directly connected MS Mail postoffice.

Setting up a single Connector (PC) MTA instance for LAN service.

Configuring message routing to Microsoft Exchange Server on each MS Mail postoffice.

Adding the network and postoffice names of each indirect MS Mail postoffice to the address space of the direct connection.

When you have configured this connection, messages for any postoffice listed in the address space are sent to the directly connected postoffice and then transmitted to the destination postoffice.

Each external MS Mail postoffice that you want to communicate with must be defined. For some messaging systems, you may have to do a lot of work to ensure correct network and postoffice routing information for each postoffice. The Microsoft Mail Connector, however, can automatically extract indirect routing information from an MS Mail postoffice. This means that you don’t have to manually configure routing information for an MS Mail postoffice connected indirectly (regardless of LAN, asynchronous, or X.25 connection) through a directly connected MS Mail postoffice.

Automatic uploading of routing information from an MS Mail postoffice requires a LAN connection. If you are connecting to an MS Mail postoffice through an asynchronous or X.25 connection, all indirect routing information must be entered manually through the Microsoft Mail Connector property pages.


Asynchronous and X.25 Connections for Remote Postoffices
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Microsoft Mail Connector (PC)

Asynchronous and X.25 Connections for Remote Postoffices

Messages destined for an MS Mail postoffice available over an asynchronous or X.25 connection are picked up by a Connector (PC) MTA and delivered to the External or Multitasking MTA program that services the destination postoffice.

If the message is not picked up by any instance of the Connector (PC) MTA, it remains in the connector postoffice until it is picked up by a LAN-connected instance of the MS Mail External or Multitasking MTA program or an MS Mail gateway installed on the connector postoffice. Otherwise, the message expires and returns to the sender.

The type of connection between indirect postoffices has no effect on message routing. However, if you want to set up a direct asynchronous or X.25 connection between the Microsoft Mail Connector and an MS Mail postoffice, you must set up an instance of the MS Mail External or Multitasking MTA program on the same LAN as the MS Mail postoffice. This program must be configured to connect over asynchronous or X.25 connections and typically requires a dedicated computer. The following illustration shows how the External program is used when connecting a remote MS Mail postoffice to a Microsoft Exchange Server computer across an asynchronous connection.

The External or Multitasking MTA program provides the message transfer and modem management functions necessary to communicate over a remote connection. Creating this type of connection involves:

Configuring the Microsoft Mail Connector interchange.

Defining a connection to the MS Mail postoffice.

Setting up a single Connector (PC) MTA instance for asynchronous service.

Setting up the External or Multitasking MTA program on MS Mail.

Configuring message routing to Microsoft Exchange Server from MS Mail.

In many cases, you can set up this type of connection to integrate Microsoft Exchange Server with an existing MS Mail system without making significant changes to the configuration.


Using Multiple Microsoft Mail Connector (PC) MTAs
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Microsoft Mail Connector (PC)

Using Multiple Microsoft Mail Connector (PC) MTAs

Microsoft Mail Connector (PC) MTA instances perform differently depending on the type of connection they service. For example, if you set up a Connector (PC) MTA instance to service only LAN-connected postoffices, you can select which MS Mail postoffices you want serviced and configure various message handling options for both the MTA and each postoffice. If you set up a Connector (PC) MTA instance to service asynchronously connected postoffices, it automatically services every asynchronous postoffice you connect to from that Microsoft Mail Connector.

Each instance of the Connector (PC) MTA services one primary type of connection, such as LAN, asynchronous, or X.25. You should set up as many Connector (PC) MTA instances as you need to provide connectivity to your MS Mail postoffices. Although every instance of the Connector (PC) MTAs can service LAN-connected postoffices if necessary, you should group postoffices by the type of connection and then create a separate instance of the Connector (PC) MTA to service each group. This optimizes performance when you have multiple LAN, asynchronous, and X.25 connections.

For example, if you have only a few MS Mail postoffices on the same LAN compared to the number of postoffices with asynchronous connections, you can set up a single Connector (PC) MTA for asynchronous and LAN connections and then add the LAN-connected postoffices to the list of postoffices serviced by that Connector (PC) MTA. However, if you have several LAN connections, it is more efficient to set up two instances of the Connector (PC) MTA: one to service LAN connections, and one to service asynchronous connections.


More about Microsoft Mail Connector (PC) MTAs
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Microsoft Mail Connector (PC)

More about Microsoft Mail Connector (PC) MTAs

As you configure the Microsoft Mail Connector, you create instances of the Connector (PC) MTA. Each instance is named and registered as a Windows NT Server service on the Microsoft Exchange Server computer on which it was created. Each instance can be started or stopped independently of any other service.


Using Multiple Microsoft Mail Connectors
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Microsoft Mail Connector (PC)

Using Multiple Microsoft Mail Connectors

If you have a lot of MS Mail postoffices within your organization, or multiple MS Mail postoffices spread over a large area, you can set up multiple Microsoft Mail Connectors to connect all the MS Mail and Microsoft Exchange Server users.

Note, however, that every server in a site uses the same MS Mail email address. From the MS Mail perspective, each Microsoft Exchange Server site appears to be one large MS Mail postoffice, regardless of the number of servers or recipients in that site. If multiple connections are required, you should set up a Microsoft Mail Connector in each site.

When considering multiple outgoing routes from one or more Microsoft Mail Connectors to MS Mail, use the following guidelines:

Install a Microsoft Mail Connector on any or all Microsoft Exchange Server computers in your site.

Use identical address information in the Address Space property pages of two or more Microsoft Mail Connectors to route messages.

Once a route through a Microsoft Mail Connector is selected, the message is transferred to the connector postoffice and placed in an outgoing Connector (PC) MTA queue. If the Connector (PC) MTA stops running or can’t deliver the message, the message remains in the queue until the connection is reestablished or until the message expires.


Using Microsoft Exchange Server as a Backbone to MS Mail (PC)
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Microsoft Mail Connector (PC)

Using Microsoft Exchange Server as a Backbone to MS Mail (PC)

You can connect two or more MS Mail postoffices by using Microsoft Exchange Server with the Microsoft Mail Connector, as shown in the following illustration.

This type of connection can be used to connect individual postoffices or to connect two or more MS Mail sites into one messaging system. Creating this type of connection involves:

Setting up message transfer from each site to an MS Mail postoffice, as shown earlier in this section.

Verifying that messages are correctly routed through the Microsoft Mail Connector between each Microsoft Exchange Server site and each local MS Mail postoffice.

Setting up directory replication between the connected Microsoft Exchange Server sites, to exchange information about the connected MS Mail postoffices.

If two MS Mail postoffices are connected with Microsoft Exchange Server, each postoffice views the other as being connected indirectly through one or more other postoffices (each site appears as a single MS Mail postoffice). If you add information about additional indirectly connected MS Mail postoffices, this information is shared among all sites to which directory information is replicated.

If you have set up directory synchronization between Microsoft Exchange Server and connected MS Mail postoffices, all information that you add to Microsoft Exchange Server is distributed to those postoffices. For more information on synchronizing directories between Microsoft Exchange Server and MS Mail systems, see the “Directory Synchronization” section later in this chapter.


Microsoft Mail Connectors and MS Mail (PC) Gateways
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Microsoft Mail Connector (PC)

Microsoft Mail Connectors and MS Mail (PC) Gateways

To provide messaging service between Microsoft Exchange Server and other systems, you can use the following gateways with Microsoft Exchange Server:

AT&T Easylink

Fax

IBM PROFS and OfficeVision

MHS

SNADS

MCI MAIL Gateway (M-Bridge for Microsoft Mail for PC Networks)

Typically, an MS Mail gateway configured to service MS Mail postoffices requires that the gateway program run on a dedicated computer. Also, gateway access software must be installed on all postoffices that send mail through the gateway. One postoffice, directly connected to the gateway, is selected as the gateway postoffice, as shown in the following illustration.

Microsoft Exchange Server clients and MS Mail (PC) clients can share gateway access in two ways:

Use existing MS Mail (PC) gateways between Microsoft Exchange clients and foreign systems.

Use the Internet Mail Connector or the X.400 Connector or both as gateways between MS Mail (PC) postoffices and foreign systems.


Using Existing MS Mail (PC) Gateways
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Microsoft Mail Connector (PC)

Using Existing MS Mail (PC) Gateways

For an existing MS Mail (PC) system using MS Mail (PC) Gateways, there are two ways for Microsoft Exchange clients to send mail to the foreign system:

Install the MS Mail v3.x Gateway Access Component on the Microsoft Exchange Connector postoffice.

Install the MS Mail v3.x Gateway on the Microsoft Exchange Connector postoffice.

In either case, the MS Mail v3.x gateway process moves mail between the gateway postoffice and the foreign system. The following illustration shows both configurations.


Using Microsoft Exchange Server Connectors as Gateways
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Microsoft Mail Connector (PC)

Using Microsoft Exchange Server Connectors as Gateways

Both the Internet Mail Connector and the X.400 Connector can be gateways between an MS Mail (PC) system and a foreign system. For example, you can install the Microsoft Exchange X.400 Connector or Internet Mail Connector or both on a Microsoft Exchange Server computer. For every MS Mail (PC) postoffice that you want to access the foreign system, you need to install a gateway access component. The MS Mail (PC) postoffices must be connected to the Microsoft Exchange Server computer by the Microsoft Mail Connector. Typically, a mail message is passed from the MS Mail (PC) postoffice to the MS Mail (PC) Connector, which is passed to either the X.400 or Internet Mail Connector. The message is then transferred from either the X.400 or Internet Mail Connector to the foreign system. A message from the foreign system to an MS Mail (PC) recipient takes the reverse route. The following diagram illustrates these routes.


Microsoft Mail Connector (AppleTalk)
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Microsoft Mail Connector (AppleTalk)

Microsoft Mail for AppleTalk Networks, referred to as MS Mail (AppleTalk), uses server-based gateway software to exchange messages with other systems. MS Mail (AppleTalk) uses a client/server system to store and transfer information. You can connect Microsoft Exchange Server and an MS Mail (AppleTalk) gateway server by using the following software.

Microsoft Mail Connector

Microsoft Exchange Server component used to convert messages to MS Mail format and connect to MS Mail servers and postoffices. The Microsoft Mail Connector uses postoffices similar to MS Mail (PC) postoffices (also called gateway postoffices or shadow postoffices). The connector is dedicated to message transfer and has no local mailboxes.

Microsoft Exchange Connection

A gateway program for MS Mail (AppleTalk). An MS Mail (AppleTalk) server running this gateway software acts as a hub for messages to and from Microsoft Exchange Server.

To set up communications between Microsoft Exchange Server and MS Mail (AppleTalk), you must install and configure the Microsoft Mail Connector on a Macintosh-accessible volume. Then start required services, including Services for Macintosh, and install and configure the Microsoft Exchange Connection on the MS Mail (AppleTalk) gateway server. The following diagram illustrates how the system looks after installation.

Messages from Microsoft Exchange Server are converted to MS Mail format by the Microsoft Mail Connector and are then transferred to and from the MS Mail (AppleTalk) gateway server by the Microsoft Exchange Connection program. Messages from MS Mail (AppleTalk) are handled in the opposite order.

When you install Microsoft Exchange Connection on the MS Mail (AppleTalk) gateway server, you connect to the Microsoft Mail Connector postoffice. The Connection Installer program (for the Macintosh computer) creates a directory structure in the connector postoffice to use as the transfer point between the two systems. This directory structure, referred to as the connection store, is where Microsoft Exchange Server and MS Mail (AppleTalk) messages and other information are exchanged.

A directory synchronization requestor program for MS Mail (AppleTalk) is installed with the Microsoft Exchange Connection. You can use the requestor to automatically exchange address directory updates between MS Mail (AppleTalk) and Microsoft Exchange Server. You assign the requestor the network manager’s account ID and password when you install and configure the Microsoft Exchange Connection. This allows the requestor to log on as network manager when necessary to perform directory synchronization tasks. Address lists are exchanged in the form of special system messages. The requestor sends MS Mail (AppleTalk) address list changes to the Microsoft Exchange Server directory synchronization server, retrieves server address list changes, and integrates them into the MS Mail (AppleTalk) address list.


Microsoft Mail Connector
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Microsoft Mail Connector (AppleTalk)

Microsoft Mail Connector

The Microsoft Mail Connector contains the following components that work together to transfer messages to and from MS Mail (AppleTalk).

Microsoft Mail Connector interchange

A Windows NT Server service that routes messages between Microsoft Exchange Server and the Microsoft Mail Connector postoffice.

Microsoft Mail Connector postoffice

A temporary information store for messages in transit.

Microsoft Mail Connector (AppleTalk) message transfer agent (MTA)

A Windows NT Server service that works with the Microsoft Exchange Connection gateway to transfer messages between the Microsoft Mail Connector postoffice and MS Mail (AppleTalk).

When a message is submitted to the Microsoft Exchange Server MTA for an MS Mail (AppleTalk) recipient, it is passed on by the connector interchange. The connector interchange converts messages and attachments to text and places the message in the connector postoffice. The Microsoft Mail Connector (AppleTalk) MTA converts messages to Macintosh-compatible file format and places each message in a folder for retrieval by the Microsoft Exchange Connection.


Microsoft Exchange Connection
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Microsoft Mail Connector (AppleTalk)

Microsoft Exchange Connection

You use the Microsoft Exchange Connection Setup program to install and configure the Microsoft Exchange Connection gateway. You can configure and modify the gateway configuration, connect times, accounts, and recipients by logging on as network manager and running MS Mail.

Messages from Microsoft Exchange Server to MS Mail (AppleTalk) are converted to text by the connector interchange and then placed in the Microsoft Mail Connector postoffice’s connection store PCTOMAC directory by the Connector (AppleTalk) MTA. They are retrieved from this directory by the Microsoft Exchange Connection and delivered to the correct recipient (or forwarded to the correct server) at the scheduled connection time. Messages from MS Mail (AppleTalk) to Microsoft Exchange Server recipients are placed in the connection store’s MACTOPC directory, where they are converted and transferred by the Microsoft Mail Connector.


Connecting to MS Mail (AppleTalk) and Microsoft Exchange Server
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Microsoft Mail Connector (AppleTalk)

Connecting to MS Mail (AppleTalk) and Microsoft Exchange Server

You can connect an MS Mail (AppleTalk) site and a Microsoft Exchange Server site by using the Microsoft Mail Connector and Microsoft Exchange Connection, as shown in the following illustration:

Creating this type of connection involves:

Setting up the Microsoft Mail Connector on an NTFS volume on the Microsoft Exchange Server and then making the connector postoffice Macintosh-accessible.

Setting up the Microsoft Exchange Connection on the MS Mail (AppleTalk) gateway server.

Configuring the Microsoft Mail Connector and Microsoft Exchange Connection to route messages between systems.

Setting up the gateway access component on each indirect MS Mail (AppleTalk) server that you want to communicate with Microsoft Exchange Server.

Adding the email address of each indirect MS Mail (AppleTalk) server to the Microsoft Mail Connector address space, allowing messages for indirect servers to be sent from the Microsoft Exchange Server site.

Once a connection is made between systems, you can use directory synchronization to ensure that new message routing information is shared between MS Mail (AppleTalk) servers and Microsoft Exchange Server computers.


Using Microsoft Exchange Server as a Backbone to MS Mail (AppleTalk)
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Microsoft Mail Connector (AppleTalk)

Using Microsoft Exchange Server as a Backbone to MS Mail (AppleTalk)

You can connect two or more existing MS Mail (AppleTalk) systems that use Microsoft Exchange Server with the Microsoft Mail Connector. Routing to individual MS Mail (AppleTalk) servers can be configured in the connector address space. The following illustration shows how wildcard characters are used in the address space to configure routing to multiple MS Mail (AppleTalk) systems.


Directory Synchronization
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Directory Synchronization

If you use other messaging systems in addition to Microsoft Exchange Server, you must maintain at least two sets of directories. Microsoft Exchange Server provides directory synchronization, which maintains address information between your organization and any system that uses the MS Mail directory synchronization protocol.


Directory Synchronization Protocol
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Directory Synchronization

Directory Synchronization Protocol

The MS Mail (PC) directory synchronization protocol automatically synchronizes directories on all postoffices in an MS Mail (PC) system. The postoffices can be on the same local area network (LAN), connected asynchronously, or connected by a gateway. The MS Mail (PC) directory synchronization protocol is fault tolerant, which ensures directory integrity even if the network fails. Any changes or updates to addresses on one postoffice are automatically sent to other postoffices in the organization, thus reducing address list maintenance and performing more efficient and frequent updates.

The MS Mail directory synchronization protocol uses two components:

Directory server postoffice

Acts as a central repository for directory changes.

Directory requestor postoffice

Submits directory changes to the directory server postoffice.

Each postoffice in the MS Mail (PC) system is either a directory server postoffice or a directory requestor postoffice. One postoffice in the organization needs to be designated as the directory server. The directory server collects the address updates for the group of requestor postoffices. These requestors can be on any network in the organization that can communicate with the directory server. The process that distributes all this information is called the directory synchronization agent, which can be hosted on computers running MS-DOS, OS/2®, or Windows NT Server.

You need to set up a schedule for directory updates. At the scheduled time, the directory synchronization agent sends these updates to the directory server postoffice, which then sends each requestor postoffice any new global address list updates in the form of a message file. The MS Mail Dispatch program processes the updates into their address lists.

Each requestor postoffice sends a message to the server postoffice on a regular basis (typically once a day) requesting updates. When the requestor postoffice updates its address list, it sends a verification message to the server postoffice, which ensures that the server does not send the same update to that requestor postoffice again.


The Microsoft Mail Connector and the MS Mail Dispatch Program
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Directory Synchronization

The Microsoft Mail Connector and the MS Mail Dispatch Program

An occurrence of the MS Mail Dispatch program must remain a LAN with MS Mail directory requestors. The Dispatch program launches programs necessary to carry out directory synchronization requests on the network.


Implementing Directory Synchronization
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Directory Synchronization

Implementing Directory Synchronization

Microsoft Exchange Server uses an enhanced implementation of the MS Mail directory synchronization protocol. It allows the same fault tolerance, but the following features make it easier to administer.

More scheduling options, which improves time zone management and scheduling of directory updates.

Better response times.

Better error reporting and logging.

Load balancing so that you can configure multiple Microsoft Exchange Server computers for directory synchronization and balance the directory synchronization load among them.

There is another important difference between the directory synchronization protocol implementation in MS Mail (PC) and Microsoft Exchange Server. With MS Mail (PC), changes are based on sequence numbers relative to each directory server/requestor relationship. While these numbers are still maintained by Microsoft Exchange Server, the directory synchronization component uses the Microsoft Exchange Server directory to track address list updates.


Requestors and Servers
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Directory Synchronization

Requestors and Servers

Directory synchronization involves sending notifications about address changes in the local system to the remote system, and vice versa.

To set up directory synchronization between Microsoft Exchange Server and an MS Mail (PC) system, MS Mail (AppleTalk) system, or a system that supports the MS Mail (PC) synchronization protocol, you need to configure a directory synchronization component on each side. Either component can be configured as a server or a requestor.

The directory synchronization agent can be configured for either of two roles:

Dirsync requestor

Periodically queries the Microsoft Exchange Server directory for changes to recipient information. When Microsoft Exchange Server recipients are added, deleted, or modified, the directory synchronization component sends (according to schedule) an update message to the MS Mail directory server postoffice. It also requests MS Mail address updates from the MS Mail directory server postoffice.

Dirsync server

Processes incoming update messages from one or more MS Mail directory requestors and incorporates the updates in the directory as custom recipient objects. It also sends updates on Microsoft Exchange Server recipients in response to update requests from an MS Mail directory requestor postoffice.

A Microsoft Exchange Server computer can be configured as either a directory synchronization server or requestor, but not both. Therefore it can’t participate in more than one directory synchronization process at the same time.

In the following figure, the illustration on the left shows a single Microsoft Exchange Server computer configured as a dirsync server to multiple MS Mail requestors. The illustration on the right shows the Microsoft Exchange Server computer as a dirsync requestor.

Multiple dirsync requestors in a Microsoft Exchange Server organization cannot use the same Microsoft Mail directory server postoffice. Conversely, a single Microsoft Exchange Server cannot act as requestor to multiple MS Mail directory servers. The following illustration demonstrates the relationship between multiple MS Mail directory servers and multiple Microsoft Exchange Server dirsync requestors. Notice there is only one directory synchronization server for this Microsoft Exchange Server site.


Remote Directory Synchronization Requestors
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Directory Synchronization

Remote Directory Synchronization Requestors

For a Microsoft Exchange Server to be a dirsync server for an existing MS Mail directory synchronization system, you must configure it to replace the existing MS Mail directory server. You must define a remote dirsync requestor instance for each Microsoft Mail directory requestor postoffice. This is similar to the process of creating and maintaining a list of requestors for an MS Mail server. These requestor postoffices can be MS Mail (PC), MS Mail (AppleTalk), or any foreign system that supports the MS Mail (PC) directory synchronization protocol.

The Microsoft Mail Connector should be installed and configured on a Microsoft Exchange Server prior to setting up directory synchronization between MS Mail (PC) and MS Mail (AppleTalk) systems.

The following illustration is an example of an existing MS Mail directory synchronization system that includes both MS Mail (PC) and MS Mail (AppleTalk) postoffices on two local area networks (LANs) connected asynchronously. On one LAN there is an instance of the MS Mail gateway to AppleTalk Networks. Both LANs have instances of the MS Mail External and Dispatch programs. If Microsoft Exchange Server is installed on each LAN, instances of the MS Mail External and MS Mail gateway to AppleTalk Networks can be replaced by Microsoft Mail Connector MTA services.

If both Microsoft Exchange Servers computers replace existing MS Mail postoffices, one can act as dirsync server for the remaining MS Mail postoffices. An occurrence of the MS Mail Dispatch program must remain on a LAN with MS Mail directory requestors. The following illustration is an example of such a configuration.


Import and Export Containers
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Directory Synchronization

Import and Export Containers

When you configure directory synchronization, you must identify import and export containers. Import containers are used to store the imported Microsoft Mail addresses. Export containers are the Microsoft Exchange Server recipients that you want to be exported to Microsoft Mail. You select the recipients for the export containers from the directory. By default, a dirsync requestor does not export any recipient objects from Microsoft Exchange Server to Microsoft Mail. However, you can configure a dirsync requestor to export recipient objects from Microsoft Exchange Server.

You can use containers to simplify dirsync management. For example, for each remote dirsync requestor, you can place recipient names imported to the dirsync server into separate import containers. These same containers may also act as directory synchronization export containers to other remote dirsync requestors. Having separate containers allows you to manage which recipient names are exported during the directory synchronization process to other remote dirsync requestors.


Trust Levels
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Directory Synchronization

Trust Levels

You can control which specific Microsoft Exchange Server objects are exported to MS Mail (PC) during directory synchronization by setting a trust level for each recipient object and export container. Only recipients with a trust level equal to or lower than the trust level specified for a connection are exported to MS Mail. Trust levels are set arbitrarily by the administrator to represent a threshold of acceptance or rejection for a recipient object being either imported or exported. The following illustration shows that only recipients with a trust of 50 or less are exported to the MS Mail directory requestor to be incorporated into its global address list.

Microsoft Mail doesn’t have trust levels, but you can set trust levels in import containers. If you modify trust levels for a recipient object once it has been imported, the modifications are overwritten during any subsequent directory synchronization import cycle that includes the recipient object.


Assessing Your Needs and Resources
Chapter 5	 1 of 33

Assessing Your Needs and Resources

The largest administrative unit is the organization. Careful planning of your corporate messaging needs is very important. If your organization is small or you have only a few servers, planning your Microsoft Exchange Server rollout is relatively simple.

The most effective way to plan your system is to use a “top down” approach, starting with the organization. To begin planning, you design a prototype topology. You then validate and optimize that design until it meets your requirements.

To validate your design, consider projected server load and client response times. To optimize the design, consider several topology options and identify their costs and benefits. Each option can include a brief overview of the topology plan, network maps showing the data path, and routing diagrams. Finally, you analyze, review, and test each option. Then you revise your plans as necessary to maximize performance, reliability, and service to users.

Once the design meets your organization’s requirements, you should determine how to set up Microsoft Exchange Server. Your plan should outline the procedures that you’ll follow to install the new system in your organization. You should roll out your plan in phases until all users are on the new system.


Planning Your Organization
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Planning Your Organization

1	User Needs

Assess what applications and services your users require.

2	Geographic Profile

Identify your company’s physical locations by city and country.

3	Network Topology

Assess the network: the network size, bandwidth, traffic patterns, and protocols.

4	Windows NT Server Domain Models

Choose the most appropriate Windows NT Server domain model for your organization.

5	Sites and Site Boundaries

Based on factors such as network bandwidth, network traffic, cost, performance, and the Windows NT Server domain model, determine the appropriate number of sites and how sites are mapped to domains.

6	Naming Conventions

Establish naming conventions for elements in your organization, such as sites, servers, and mailboxes.

7	Site Connections

Decide how you will connect your sites, and what types of site connections you will configure.

8	Connections to Other Systems

Identify the type of connectivity to other systems that users need.

9	Migration

Determine how you will migrate mailboxes and mail from your existing mail system to Microsoft Exchange Server.

10	Administrative Policy

Establish the administrative policies for your organization, such as permissions and administrative duties.


User Needs
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User Needs

To assess user needs, identify the types of applications and services your users require, such as e-mail, scheduling, folders, and connections to other systems. Use this data to group users according to the following: software, hardware, and training needs; server disk space needs; type of public folders necessary; predicted message volume; or other factors. You can then map user needs to the features available in Microsoft Exchange Server.

For example, a fictional company called Ferguson and Bardell grouped the company’s users by function, identified the most important needs for each group, and then mapped them to features available in Microsoft Exchange Server.

Function	Needs	Feature
Field personnel	Remote access to e-mail. Newswire application for news and weather forecasts.	Remote connectivity Public folders, Forms Designer, and sample applications
Research and development	E-mail connectivity to the Internet.	Internet Mail Connector
Sales	Connectivity to other locations through X.400.	X.400 Connector
Administrative and management support	Ability for others (such as assistants) to read personal e-mail and schedules and to send e-mail on behalf of others.	Delegate access
	Verification of information source.	Digital signatures
	Confidentiality of data.	Encryption
Manufacturing	At least two public folders, one for product specifications and one for safety information.	Public folders
All	Same tools and functionality on different operating systems.	Common interface across several platforms


Geographic Profile
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Geographic Profile

The geographic profile shows all the locations where your company has facilities. It may represent a small region or a large geographical area. Use a map or diagram to identify the number and types of users at each location. A visual representation helps you identify available network connections and network traffic.

For example, Ferguson and Bardell created the following map to identify its various facilities throughout the world: oil exploration rigs, finance centers, manufacturing facilities, sales subsidiaries, and administrative offices.


Network Topology
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Network Topology

Site boundaries, site connections, message routing, directory replication, and system administration depend on topology. You should assess the following network issues:

Size

Bandwidth

Type

Traffic patterns

Protocols

For example, Ferguson and Bardell created the following network diagram to determine the number of sites and their boundaries.


Network Size
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Network Topology

Network Size

In planning your organization, you need to determine the size of the network needed, because network size affects decisions you have to make. For example, if you have a small network with a few sites, you may not need to consider how to replicate data over a WAN connection. However, for a large network you may need to consider:

Setting up multiple sites.

How to move data (such as directories and public folders replicated between sites) over WAN connections.

How to configure Microsoft Exchange Server so that users can access information locally.


Network Bandwidth
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Network Topology

Network Bandwidth

For each type of network, performance is determined by many factors, including network bandwidth — how much data can be transmitted across the network. The amount of bandwidth available depends on the data transfer rate across the network and the physical characteristics of the communications line. When deciding on server locations, you need to consider bandwidth. For example, servers in the same site require faster and higher bandwidth connections than servers in different sites. You should consider both total available bandwidth (the bandwidth provided by a network connection) and net available bandwidth (the bandwidth available after consumption by other applications).

You should consider total available bandwidth so that you can:

Choose the best type of connection between sites.

Set directory and public folder replication schedules.

Set costs appropriately.

Configure public folder affinity values, which are used to determine which site the Microsoft Exchange Client uses to connect to remote public folder replicas.

Microsoft Exchange Server performance is greatly affected by net available bandwidth, because performance decreases as traffic increases and because applications compete for bandwidth. For example, if a database application is running with Microsoft Exchange Server, you should consider how much of the total available bandwidth the application consumes when it transfers data. You must also consider the bandwidth that the client consumes when sending messages and attachments.

The client/server architecture of Microsoft Exchange Server efficiently uses bandwidth by minimizing unnecessary overhead. Nevertheless, you should think about conservation measures for minimizing network traffic. For example, if you configure public folder replication to occur after business hours, bandwidth consumption will be lower during peak hours.

When designing your organization, you should consider the network bandwidth costs. The way that you transmit data also affects bandwidth costs. You should make sure that network connections between servers have enough bandwidth to handle bursts in traffic as well as typical traffic.

When choosing the appropriate bandwidth range, consider the number of servers, the message volume, and the traffic volume generated by public folder replication. The higher the traffic volume, the more bandwidth needed. Generally, you should design sites so that connections between servers are in the medium-to-high or very high bandwidth range. You may be able to use the low-to-medium bandwidth range if you have low message volume or little public folder use. For example, if two servers are connected by a 64 K connection and you expect a high volume of messages, you should consider placing the servers in different sites. On the other hand, if they are connected by a 512 K connection, you could place them in the same site.


Network Types
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Network Topology

Network Types

Depending on your company’s needs, your organization can span networks of different sizes and types. For example, a single local area network (LAN) that connects a few computers for sharing files and printers might use Ethernet, but a wide area network (WAN) that connects computers in a worldwide organization might use a backbone over T-1 lines.

You need to consider reliability when choosing which type of network you should use. For example, satellite connections have very high bandwidth but may not be reliable; an Ethernet network with a lower bandwidth may be more reliable.


Network Traffic Patterns
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Network Topology

Network Traffic Patterns

If you can predict network traffic patterns, you can determine whether the total available bandwidth can sustain bursts of traffic during heavy network use. If network traffic exceeds the available bandwidth, client/server response becomes unpredictable. To prevent this, measure bandwidth use to determine how close a network connection is to full capacity and measure total packets per second to determine how close bridges and routers are to full capacity. You can measure these parameters by using dedicated network-monitoring products.


Network Protocols
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Network Topology

Network Protocols

Protocols are sets of rules that enable computers to connect with each other and exchange information. For your topology design, you need to know what type of network protocols you have.

Microsoft Exchange Client can run on a variety of networks, including Novell® NetWare®, version 3.1x and 4.x, and Banyan® VINES®, version 5.54 or later. To integrate clients on other networks, you must choose one or more of the protocols supported by Windows NT Server.

Windows NT Server supports the following built-in protocols, which Microsoft Exchange Server can use:

TCP/IP

IPX/SPX (NWLink)

NetBEUI

For more information, see the Microsoft Windows NT Server documentation.


Windows NT Server Domain Models
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Windows NT Server Domain Models

A domain model is a group of one or more domains arranged for user and resource management.

There are three Windows NT Server domain models:

Single

Single master

Multiple master

It is important to carefully choose a domain model or to study the existing one. If one already exists, find out how it is structured, how trust relationships are set up, why that model was chosen, and where the domain controllers are located. You need to incorporate this information into your organization plan.

The model you choose depends on your administrative resources and the network size. A single domain can handle up to 40,000 user accounts, and multiple master domains can handle more than 100,000 users.


Trust Relationships
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Windows NT Server Domain Models

Trust Relationships

Combined with trust relationships, domain models are extensible and flexible. You can use one-way or two-way trust relationships to distribute, rather than centralize, the management of users and domains among departments. For example, you could design your domains so that every domain in the network trusts every other domain, as the following figure illustrates. This way, each department can manage its own domain and define its own users and global accounts, yet these users and global accounts can still be used on all domains.


Single Domain Model
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Windows NT Server Domain Models

Single Domain Model

The single domain model is the simplest. There is only one domain; therefore, no trust relationships are necessary. All Windows NT user accounts are created in this domain. The single domain model is a good choice if your organization requires centralized management that’s easy to administer.


Single Master Domain Model
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Windows NT Server Domain Models

Single Master Domain Model

Using the single master domain model, you get centralized administration and the benefits of multiple domains. Each organizational group can manage its own resources, but user accounts and global groups are defined in the master (or first-tier) domain.

All users log on to their accounts in the master domain, but resources, such as printers and file servers, are located in the other domains, which are called resource (or second-tier) domains. Each resource domain establishes a one-way trust with the master domain, and users with accounts in the master domain can use resources in all the other domains. You can manage the entire multi-domain network, as well as its users and resources, by managing only a single domain.

The advantage of the single master domain model is its flexibility. For example, if your network requires four domains, you can consolidate the administration of user accounts in one domain instead of creating a separate user account database for each domain.


Multiple Master Domain Model
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Windows NT Server Domain Models

Multiple Master Domain Model

The multiple master domain model provides centralized administration for large companies organized by groups, departments, or locations. Because this model can be expanded easily, it is useful for organizations that anticipate substantial growth.

With the multiple master domain model, there are two or more single master domains, which are connected by a two-way trust relationship. The master domains serve as account domains, with every user account created and maintained on one of these master domains. The resource domains don’t store or manage user accounts but do provide resources such as shared file servers and printers. Each resource domain trusts all master domains in a one-way trust relationship. A resource domain can trust other resource domains but is not required to do so.


Choosing a Domain Model
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Windows NT Server Domain Models

Choosing a Domain Model

Use the following table to determine which domain model best suits the needs of your organization.

Domain attribute	Single domain	Single master domain	Multiple master domain
Less than 40,000 users/domain	X	X	—
More than 40,000 users/domain	—	—	X
Centralized account management	X	X	X*
Centralized resource management	X	—	—
Decentralized account management	—	—	X*
Decentralized resource management	—	X	X
*  You can have either centralized or decentralized account management under the multiple master domain model.

For example, the hypothetical company Ferguson and Bardell implemented a multiple master domain model with the following characteristics:

Each main region is its own second-tier domain with its own administrator, who creates and manages local groups, files, and printers.

Each of the three master domains trust each other, and each second-tier domain trusts all the master domains. Second-tier domains do not trust each other.

Ferguson and Bardell decided to use this domain topology because:

It can expand as the company grows.

It allows centralized management of user accounts (through the master domains) and distributed management of network resources (through the second-tier domains).

Users can access resources in all trusted domains as a result of pass-through authentication.

It minimizes the number of authentication sessions per domain, which reduces network traffic and enables good performance in the master domains.

Departments can manage their own resources.


Sites and Site Boundaries
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Sites and Site Boundaries

There are several factors to consider when determining where to draw site boundaries. You should make sites as large as possible. The network connections between servers should have enough bandwidth to support the expected load.

All servers in a site must meet the following conditions:

Connectivity

A site can only span a network connection that supports synchronous RPCs, and this connection between servers must be permanent.

Adequate bandwidth

There must be enough bandwidth between servers to handle the volume of data transmitted within the site. You need to consider message volume, and directory and public folder replication. If you expect the message traffic between servers to be low and your public folder use to be light, you may not need much bandwidth.

Same security context for all servers

All servers in a site must be able to authenticate Microsoft Exchange Server users and services. Windows NT user accounts and service accounts must be in the same domains as the servers or in trusted domains. All Microsoft Exchange Server services within a site must use the same service account.

Note

You must carefully plan the number of sites and their boundaries. If you change site boundaries after sites have been set up, you may have to reinstall and reconfigure all affected servers.

You should also consider the following factors to determine the number of sites and site boundaries:

Administration

Keep the number of sites low and make the sites as large as possible. Ideally, sites should have no more than 50 servers. If you want to administer a group of servers collectively, place servers in the same site.

Cost

To control costs, place servers that have expensive connections in separate sites. Also consider the type and number of servers per site. In some cases, it might be more cost effective to have several inexpensive servers than a few, expensive servers. You should weigh performance versus cost.

Performance

To maximize performance, you should draw site boundaries so that servers connected through connections with similar bandwidth are placed in the same site. For example, if the connection between servers in San Francisco and New York is fast but the connection between San Francisco and Mexico City is slow, place the Mexico City server in a separate site. Other factors affect performance, including the number of servers per site.

Directory replication

Directory replication occurs more often within a site than between sites because the network bandwidth between sites is usually lower than it is within a site. If automatic, frequent replication between servers is needed, place the servers in the same site. On the other hand, if you want to control when replication occurs, place servers in different sites.

Organization issues

Grouping users that work together on the same servers and in the same site improves performance, reduces network traffic, and provides the most efficient use of resources.

In the preceding example, Ferguson and Bardell’s primary concern in determining site boundaries was available bandwidth. They set a threshold at 64 K or greater for placing servers in the same site. Based on this, they put San Francisco and Tucson in the same site because they are connected through a permanent, high bandwidth connection, they are geographically close, and they can be administered together.

San Francisco and New York also have a permanent, high-bandwidth connection between them. However, this connection is shared by a database application that tracks all domestic sales and requires a lot of bandwidth during peak business hours. The administrators calculated that the available bandwidth on this connection is less than 64 K; therefore, New York was placed in a separate site.

Ferguson and Bardell created the following sites.


Mapping Sites and Windows NT Domains
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Sites and Site Boundaries

Mapping Sites and Windows NT Domains

You can map sites to Windows NT domains in different ways. You can have every site map to a domain or to several domains. You don’t need to map all domains to your sites, provided that the Microsoft Exchange Server users and services can be authenticated by the domains containing the Microsoft Exchange Server computers. All Microsoft Exchange Server computers in a site must use the same service account.


Naming Conventions
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Naming Conventions

You must provide names for directory objects when you install and configure Microsoft Exchange Server. Carefully planned naming conventions make it easy for you to add sites, connectors, and other directory objects. You should choose names for your sites and servers that won’t be affected by organizational changes. The following table lists some naming conventions used by the hypothetical company Ferguson and Bardell:

Element name	Naming convention

Organization	Company name; for example, Ferguson & Bardell.

Sites	Geographical location; for example, NAmerica-W.

Servers	Geographical location; for example, SanFrancisco01.

Mailboxes	First and last names; for example, Maria Black.

E-mail alias	Letters of the first and last name; for example, mariabl.

Every object in the organization has a display name and a directory name. You can change the display name of an object, but the organization, site, and server directory names can’t be changed.

By default, the directory name is used to generate e-mail addresses. Setup maps the directory name elements, such as organization and site name, to the e-mail addresses, according to the naming conventions for any given system. For example, the Internet address for a typical user called Maria Black is mariabl@NAmerica-W.FAB.com.


Directory Names
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Naming Conventions

Directory Names

All directory objects are uniquely identified by a distinguished name (DN) that identifies the full name, organization name, and site name. For example, the distinguished name for Maria Black’s mailbox (MariaBl) is:

o=FAB/ou=NAmerica-W/cn=recipients/cn=MariaBl

where: o (organization) indicates the organization name, ou (organizational unit) indicates the site name, cn (common name) indicates the Recipients container, and cn (common name) indicates the alias.


Organization Name
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Naming Conventions

Organization Name

Choose a unique organization name. The organization name will be part of the directory names of all directory objects, such as mailboxes, public folders, and distribution lists. You can’t change the directory name after creating it. The organization name is used to generate e-mail addresses. Organization names can contain up to 64 characters.


Site Names
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Naming Conventions

Site Names

Choose unique site names. Sites can be named by geographic or physical location, or by function. Site names are used to generate foreign e-mail addresses and directory names. Site names can contain up to 64 characters.


Server Names
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Naming Conventions

Server Names

By default, the Windows NT Server computer name is used for the Microsoft Exchange Server name. It is important to plan what names you want to use for your Microsoft Exchange Server computers before you install Microsoft Windows NT Server. Server names can contain up to 15 characters and must be unique.

Note

To change the server’s name after installation, you must remove the server from the site, rename the server, and then reinstall Microsoft Exchange Server.

The following characters can’t be used in server names.

Character	Symbol

 	Bullet

¤ 	Currency sign

¦ 	Broken vertical bar

§ 	Section sign

¶ 	Paragraph sign

#	Number sign

$	Dollar sign

;	Semicolon

^	Accent circumflex, carat

,	Comma

“	Curly quote mark

{ }	Brackets

~	Tilde


Mailbox Names
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Naming Conventions

Mailbox Names

Choose mailbox names that are easy to identify. You might also want to consider coordinating mailbox naming conventions with the naming scheme used for Windows NT user accounts or for previous e-mail systems. If you are concerned about the sort order of display names for mailboxes in the Address Book, choose naming conventions accordingly. If you have several users with the same name, establish naming conventions that distinguish the users. For example, if two users in your organization have the same name, specify the users’ department names in their display names to minimize confusion.

When you configure a mailbox, you must specify names for different fields.

Field	Guideline	Restrictions
First Name	User’s first name.	Up to 16 characters; can be changed.
Last Name	User’s last name.	Up to 40 characters; can be changed.
Alias Name	Because some foreign e-mail systems restrict their e-mail addresses to less than 64 characters use a short name to identify the user. The alias name should be easily recognizable and have some relationship to the user’s name. For example, Maria Black’s alias name might be mariabl. The Administrator program generates the directory name by using the first alias name specified for the mailbox.	Up to 64 characters; can be changed.
Display Name	Use the mailbox name as you want it displayed in the Administrator window and in the Address Book. For example, you can use First Name, Last Name (Elizabeth Brown), Last Name, First Name, Initial (Brown, Elizabeth A.), or First Initial, Last Name (EBrown). Be consistent so that all mailboxes are displayed in the same way.	Up to 256 characters; can be changed.
Directory Name	By default, this name is generated by using the first alias name specified, but you can determine your own scheme for directory names.	Up to 64 characters; must be unique; cannot be changed.
You can create mailboxes for company resources, such as conference rooms. If you do this, keep in mind that the naming scheme you use determines how these resources are displayed and sorted in the Address Book. For example, the naming scheme for conference room mailboxes might be: conference room, building, (size of room). This would be displayed in the Address Book as: Tahoe conference room, 2A, (20).


E-mail Addresses
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Naming Conventions

E-mail Addresses

To communicate with other mail systems, Microsoft Exchange Server users must have an address that other systems can understand. Similarly, users in other systems must be represented by e-mail addresses in Microsoft Exchange Server. A user whose address is on another mail system but exists in the Microsoft Exchange Server directory is called a custom recipient. An e-mail address is the address by which Microsoft Exchange Server recipients (mailboxes, distribution lists, public folders, and custom recipients) are known to other mail systems. E-mail addresses are used for routing messages.

Microsoft Exchange Server automatically generates X.400, MS Mail (PC), and Internet (SMTP) addresses for each recipient based on the directory name of the site and the organization. For example, the following are e-mail addresses for the user Maria Black, whose mailbox is in the NAmerica-W site in the FAB organization.

Address type	E-mail address
X.400 address	g=Maria; s=Black; o=NAmerica-W; p=FAB; a=mci; c=us
MS Mail (PC)	FAB/NAMERICA/MARIABL
Internet (SMTP)	mariabl@NAmerica-W.FAB.com
If third-party gateways are installed, other addresses may also be generated. Gateways typically use the Alias Name field and other fields such as the organization and site directory names to generate e-mail addresses. Different gateways have different limits and restrictions for the generated addresses.


X.400 Addresses
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Naming Conventions

E-mail Addresses

X.400 Addresses

Microsoft Exchange Server supports X.400 addressing to allow direct communication with other X.400 messaging systems. The X.400 address identifies a Microsoft Exchange Server recipient in the global X.400 address space.

The following are the hierarchically-ordered attributes of an X.400 address:

Attribute	Description

c	Country (required)

a	Administrative management domain or ADMD (required)

p	Private management domain or PRMD (required)

o	Organization

ou1, ou2, ou3, and ou4	Organizational units

cn	Common name

q	Generation qualifier

i	Initials

s	Surname (required)

g	Given Name

For example, a valid X.400 address for Maria Black is:

g=maria;s=black;o=NAmerica-W;p=FAB;a=mci;c=us

The following are the valid characters in an X.400 address.

Character	Designation

A, B, , Z	Uppercase letters

a, b, , z	Lowercase letters

0, 1, , 9	Digits

(space)	Space

’	Apostrophe

(	Left parenthesis

)	Right parenthesis

+	Plus sign

,	Comma

-	Hyphen

.	Full stop

/	Solidus

:	Colon

=	Equal sign

?	Question mark


Microsoft Mail
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Naming Conventions

E-mail Addresses

Microsoft Mail

If you connect to Microsoft Mail for PC Networks or Microsoft Mail for AppleTalk Networks systems, you can use a maximum of 10 characters for Microsoft Mail network name, postoffice name, and mailbox name.


SMTP
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Naming Conventions

E-mail Addresses

SMTP

If you connect to the Internet or other SMTP systems, consider any character restrictions that SMTP imposes on its addressing scheme. In general, you can use lowercase and uppercase letters (a-z and A-Z; no distinction is made between lowercase and uppercase), numbers (0-9), and the hyphen (-). Spaces are not allowed in SMTP addresses. Note that the default address is user@site.org.com.


Other E-mail Addresses
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Naming Conventions

E-mail Addresses

Other E-mail Addresses

If you connect to foreign systems using third-party gateways, such as PROFS and SNADS, consider the character restrictions. For example, PROFS and SNADS addresses usually contain only the uppercase letters (A-Z), numbers (0-9), and the following special characters: $, #, and @. When configuring recipients, restrict the characters that you use in the Alias Name field to the number allowed.


Site Connections
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Site Connections

Once you have chosen the sites and the site boundaries, you can connect them by using the Site Connector, a Dynamic RAS Connector, a X.400 Connector, or an Internet Mail Connector.

Site Connector

The simplest way to connect two sites is by using the Site Connector. The advantages and disadvantages of using the Site Connector follow.

Advantages	Disadvantages
Minimizes message routing steps. Provides automatic load balancing and fault tolerance. The connection in the local and remote site are configured at the same time.	Connections cannot be scheduled. Can saturate network connections when multiple servers attempt to connect at the same time.
X.400 Connector

Use the X.400 Connector if you want to take advantage of your existing X.400 backbone. To connect two sites by using an X.400 Connector, configure a Microsoft Exchange Server computer at each site to support the X.400 Connector. When the X.400 Connector is configured, you can decide whether to convert messages from their internal format to the X.400 P2 format.

The advantages and disadvantages of using the X.400 Connector follow.

Advantages	Disadvantages
You can schedule connections. You can control message size. Allows messages destined for Microsoft Exchange Server recipients to pass in a native (highly efficient) format. Supports TCP/IP, TP4, and X.25 protocols.	Bottlenecks may occur because all message traffic must go through one bridgehead server on each site unless you configure multiple bridgehead servers in the site. Because specific network protocols are used with the X.400 Connector, you must verify that existing bridges and routers can support these protocols.
Internet Mail Connector

You can use the Internet Mail Connector to connect sites by using an existing SMTP network as a backbone. The advantages and disadvantages of using the Internet Mail Connector as a site connector follow.

Advantages	Disadvantages
Message sizes can be set. Can be configured to receive messages, send messages, or both.	Connections cannot be scheduled. Message format conversion is required. Bottlenecks may occur because all message traffic must go through one bridgehead sever at each site unless you configure multiple bridgehead servers in the site.
Dynamic RAS Connector

You use the Dynamic RAS Connector when you don’t have a permanent connection and you can connect by using the Windows NT Remote Access Service (RAS). The advantages and disadvantages of using the Dynamic RAS Connector follow.

Advantages	Disadvantages
You can control when connections are made. It works over asynchronous, nonpermanent connections. It supports Async and ISDN.	Data transfer is dependent on the speed of the modem. Bottlenecks may occur because all message traffic must go through one bridgehead server on each site unless you configure multiple bridgehead servers in the site.
For example, Ferguson and Bardell used the following Site Connectors, X.400 Connectors, and Dynamic RAS Connectors to connect sites in the organization.


Connections to Other Systems
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Connections to Other Systems

To connect to other systems, you must choose the appropriate connectors and third-party gateways.

Microsoft Mail Connector

Use this connector to take advantage of existing Microsoft Mail 3.x gateways, such as PROFS, SNADS, NetWare MHS, and FAX.

Internet Mail Connector

Use this connector to connect to the Internet or to an SMTP backbone.

X.400 Connector

Use this connector to take advantage of your existing X.400 backbone. This connector supports the following protocols:

TP0/X.25

TP4

TCP/IP


Migration
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Migration

Migration is the process of moving mailboxes and mail from your existing electronic mail system to Microsoft Exchange Server. For a smooth migration process, do the following:

Decide migration methods.

Plan timing and organization issues.

Plan connections and maintenance.

Before you migrate to Microsoft Exchange Server, you need to make some strategic decisions. You should be able to answer the following questions:

Which users should migrate first?

Should migration be done in phases or all at once?

What coexistence issues need to be addressed while both systems are in operation?

What is the best way to maintain directories, foreign system addresses, mail, and messaging applications during and after migration?

How will you handle offsite users?

How will you connect to foreign systems?

Migration planning is critical to prevent downtime, data loss, and disruption of information flow. A proper strategy can reduce your administrative duties before, during, and after the migration.

For more information about migration, see the Microsoft Exchange Server Migration Guide.


Administrative Policy
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Administrative Policy

Your organization plan is a working document. How it is implemented and changed can be influenced by the policies that you establish. You need to do the following:

Establish permissions within the site

Delegate administrative duties

Document work

Prepare for disasters

Schedule regular backups

You should establish administrative policies for emergencies such as a server being corrupted, removed, or destroyed. With emergency plans, you can lessen the severity of disruptions.

You should define roles and tasks for the people administering Microsoft Exchange Server. You can give one administrator permissions for the entire organization, another administrator permission for individual sites, and another administrator permission for individual servers. You can also give an administrator permission to view, but not change, the hierarchy of the organization, its elements, and its configuration.

To make it easier for the group to administer Microsoft Exchange Server, you can consider creating an “Admin” public folder that keeps administrators informed about system issues.

To reduce administrative duties, you can also create a Windows NT Server global group that includes the Windows NT user accounts for all Microsoft Exchange Server administrators in a site. Membership in this group gives a user all the permissions granted to the group. You can add or remove members. You can also add or remove the permissions assigned to the entire group, rather than to each user account.

If you are using multiple domains within a site, create this group in the domain where you centralize your administrative functions for the other domains. In a single master or multiple master domain model, this group and all the user accounts for Microsoft Exchange Server administrators should be created in the master domain.


Planning Your Sites
Chapter 6	 1 of 13

Planning Your Sites

When you planned your organization, you defined the number and location of sites, and the connections between them. This chapter helps you plan your sites by determining the number and type of servers required for each site You should also consider what services your users need. Once you have gathered information about your sites, you can use it with performance data to match users, public folders and special services with the appropriate hardware.


Planning Your Sites
6	Planning Your Sites	2 of 13

Planning Your Sites

1	Network Layout Within a Site

To reduce traffic across bridges and routers, locate servers on the same LAN segments as the users.

2	Integrating Network Operating Systems

If users in your site use a network operating system other than Windows NT Server, you may need to install additional software to integrate the clients with Microsoft Exchange Server.

3	Defining the Users in Your Site

To optimize performance, group users and determine usage patterns.

4	Connecting to Other Sites

When planning connections to other sites, consider redundancy, bandwidth, and network traffic.

5	Message Routing Strategy

When planning connections to other sites and systems, consider your message routing strategy.

6	Client Software

Consider how users will use the Microsoft Exchange Client software.

7	Remote Access

Decide what type of remote services your site will support.

8	Directory Replication

Consider your strategy for directory replication if your organization spans multiple sites.

9	Public Folders

Determine your strategy for providing public folder access.


Network Layout Within a Site
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Network Layout Within a Site

Start your site layout with a drawing of your logical network. Each network segment corresponds to a physical location. For example, one segment can serve a building or a floor in a building. Once you have determined your network’s logical layout, draw diagrams that show the physical location of each network segment.

Within your site, there can be one or more protocols routed between every segment of your network. All servers must have at least one protocol in common. Servers can communicate with each other by using different protocols than those used for client communication, as shown in the following illustration.


Integrating Network Operating Systems
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Integrating Network Operating Systems

Both the existing messaging system and the network operating system in a site may impact your site planning. If your organization already has a messaging system, you need to plan how to move the users from that system to Microsoft Exchange Server.

For information about migration, see the Microsoft Exchange Server Migration Guide. If your site has a network other than Microsoft Windows NT Server, decide how to integrate clients from the other network into your site. You may need to install additional software on your servers to enable the clients to communicate with the servers.

If a client is running Novell NetWare software, it can connect to a Microsoft Windows NT Server computer running Microsoft Exchange Server. Since communication between servers and clients is protocol independent, clients can choose between a variety of configurations to integrate Microsoft Exchange Server with NetWare.

To log on to Microsoft Exchange Server computers, users on NetWare networks must have Windows NT user accounts so they can be authenticated in the Windows NT domain Microsoft Exchange Server provides source extractors that automate the process of moving user accounts from NetWare to Windows NT Server.

Note

If a Banyan VINES client is running the VINES IP protocol, it can connect to a Microsoft Windows NT Server computer running Microsoft Exchange Server. Microsoft Exchange Client supports Banyan VINES networking on clients running Microsoft Windows for Workgroups, Microsoft Windows NT Server, and Microsoft Windows NT Workstation.


Defining the Users in Your Site
6	Planning Your Sites	5 of 13

Defining the Users in Your Site

Step 3 in planning your site is to define the people who will be using Microsoft Exchange Client. You need to add the users to your layout by grouping them and then examining each group’s information needs.

Since people communicate primarily with others in their own workgroup, you can group users together on one server. Microsoft Exchange Server performance is optimized when e-mail is sent between users on the same server. Hard disk space is also conserved because a message sent to a group of people on the same server is stored as a single copy.

To set up the groups, look at your organization chart or survey each LAN segment. Add the groups to your layout with the name of the group and an estimate of group size. If a group is too large for one server, break it into smaller groups. Describe your groups in ways that help you design the site.

The amount of e-mail exchanged among users varies greatly. By predicting the volume of messages, you can better plan your hardware needs.


Connecting to Other Sites
6	Planning Your Sites	6 of 13

Connecting to Other Sites

You can configure sites to exchange directory information, public folders, and messages. This section explains how to locate the connections in your site and how this affects planning your servers.

When you plan your site, remember that you can limit the information exchanged between sites. Information flow can also be limited if the available connection speed between sites is too slow for the data volume.

If you have more than one site in your organization, you must configure at least one connector to connect with other sites. As part of site planning, you need to determine which servers should host those connections. You should consider the following factors:

Redundant connections

Redundant connections prevent a single failure from interfering with mail delivery. For example, if a site has more than one server, you may want to configure more than one connector from different servers in this site to another site. If a server is down, the backup connector on the other server can handle the traffic. You might also want to configure multiple routes for the message, in case the network is down.

Bandwidth between sites

You can configure one or more messaging bridgehead servers to connect to other sites. If the available bandwidth between sites is high, you should configure multiple servers in the site to connect with other sites. If bandwidth is low, you can configure a single messaging bridgehead server to control network traffic between the sites.

Message traffic

Traffic between sites can consist of directory and public folder replication messages, mail, and pass-through traffic. Pass-through traffic, which originates in another site and is destined for a third site, increases the load on the servers that it passes through.


Tailoring Traffic Between Sites
6	Planning Your Sites	7 of 13

Connecting to Other Sites

Tailoring Traffic Between Sites

To limit traffic between sites, you should consider the following options:

Limit the size of messages

The number and size of messages that users send between sites can vary greatly. You can’t limit the number of messages, but you can limit message size to prevent users from sending large messages.

Lessen pass-through traffic

There are several ways to lessen pass-through traffic: have traffic flow through a dedicated messaging bridgehead server with no users, have traffic flow into the site to one server and flow out of the site from another server, and neither server has any users; or have traffic flow into and out of the site on all servers, distributing the load on all servers.

Consider using public folder affinity

When servers in one site are accessible to clients in another site, you can specify public folder affinity between sites, instead of replicating public folders. Using public folder affinity reduces network traffic caused by replication, reduces or eliminates replication latency, and reduces required storage space. However, it can cause more network traffic than configuring a replica if users in a remote site frequently access the data.


Message Routing Strategy
6	Planning Your Sites	8 of 13

Message Routing Strategy

Routing between sites or to another e-mail system requires planning and configuration. Here are some strategies for routing messages to other sites:

To reduce the impact of pass-through mail on multiple servers or servers with mailboxes, concentrate all inbound and outbound mail on a few servers.

Configure one connector across one connection that has high available bandwidth and high reliability, and that can be carefully monitored.

Configure multiple connectors across different connections with the cost weighted to the cheapest, fastest, or most reliable connection.

When planning how to route messages to another system, you should consider such issues as the amount of traffic, the impact of pass-through traffic on servers, and routing costs. You also need to consider how to set up connectors to other systems. Will there be one connector for the entire organization or one or more per site? You need to evaluate the structure of your organization and the advantages and disadvantages of each configuration.

If there is only one connector to the other system, message traffic must pass through other sites to reach the site with the connector. This pass-through traffic may increase intersite traffic. It may be more cost-effective to route messages from one site. For example, if you use a fax gateway, long distance charges may be lower from one site than another.

You can also choose to route traffic through multiple connectors, which would minimize pass-through traffic. Gateways in multiple sites may also be more economical. In the case of the fax gateway, if you want the sites to pay their own long-distance fax charges, you should install a connector or gateway in every site.


Client Software
6	Planning Your Sites	9 of 13

Client Software

You can configure Microsoft Exchange Client to run from a local disk or from a network file server. If you want your users to run Microsoft Exchange Client from a server, you can set up a network share. A network share is a shared directory on a file server that users can connect to in order to install and run Microsoft Exchange Client. One network share can be used by numerous client computers if they are using the same network operating system.

The advantages and disadvantages of running Microsoft Exchange Client from a network share follow.

Advantages	Disadvantages
Provides a centralized location for managing users’ system configurations. Reduces the amount of disk space required on clients. Upgrading clients later with replacement files is easier. Backing up client files is easier. Client installation is faster. If other applications are run from the network, it maintains consistent policy within the organization.	Remote users cannot use the network share. The server that provides the network share is used more and therefore may require more capacity. Client performance is slower than running the application from the local disk. Network traffic is increased.
If you will be moving users from other systems, see the Microsoft Exchange Server Migration Guide.


Client Languages
6	Planning Your Sites	10 of 13

Client Software

Client Languages

Microsoft Exchange Client is available in many languages. Any Microsoft Exchange Server computer can be used with any localized client computers. When you survey your users, consider their language needs. Different languages require different code pages. The Microsoft Exchange Server Setup program automatically installs all code pages on your server.

Foreign language templates display fields, such as user properties in the Address Book, in the user’s language. For example, when a user selects the sender’s address on a message, the sender’s properties are displayed in a template.

You should install the appropriate language templates for your users. By default, Microsoft Exchange Server installs the display templates for your server’s language. Additional languages are included on your client CD-ROM. A template installed on only one server is available to all servers in the site and is automatically replicated to all other servers in the site.

Microsoft Exchange Server creates an Organization Forms library in the server’s language. You can add Organization Forms libraries for specialized languages, so that forms are displayed in your users’ languages.

For more information, see the Microsoft Exchange Server Application Designer’s Guide.


Remote Access
6	Planning Your Sites	11 of 13

Remote Access

Remote access refers to network access over telephone lines. Some messaging systems have separate client programs for remote computing, but Microsoft Exchange Server has remote networking built into all clients. Provided that users have the network support and remote communications software installed, they can make remote network connections to personal and public folders on Microsoft Exchange Server computers.

Remote users and mobile users with portable or laptop computers have two choices:

Work offline

They can use Microsoft Exchange Client offline and later connect to a Microsoft Exchange Server computer and send mail composed offline, download new mail, and download the offline address book.

Work online

They can use a modem to connect to a Microsoft Exchange Server computer.

To connect to a Microsoft Exchange Server computer, remote users must use a dedicated remote server or connect directly to a Microsoft Exchange Server computer that provides the remote access software.

Microsoft Exchange Server can run on Microsoft Windows NT Server computers using the following remote access options:

Remote access option	Description
Microsoft Windows NT RAS server	Supports connections from RAS and Shiva®Remote clients.
Shiva® LanRover	Supports connections from ShivaRemote and RAS clients.
Other	Any remote access server software that is compatible with RAS or the network software that is currently used by your mobile users.

Microsoft Exchange Client can run on computers supporting the following remote access products:

Client	Default communications
Microsoft Windows 95	Microsoft Dial-Up Networking — included with operating system
Microsoft Windows, and Microsoft Windows for Workgroups	ShivaRemote — included with Microsoft Exchange Client
Microsoft Windows NT Server and Microsoft Windows NT Workstation	Microsoft Remote Access Service (RAS) — included with operating system
Microsoft MS-DOS	ShivaRemote — included with Microsoft Exchange Client
Microsoft Exchange Client also supports dial-up networking communication using other remote access programs; however, Microsoft Exchange Client does not automatically connect to and disconnect from remote servers when other solutions are used.

Note

Microsoft Exchange Client for MS-DOS running on ShivaRemote does not automatically connect to and disconnect from remote servers. In order to use Microsoft Exchange Client for MS-DOS on ShivaRemote, users must first use ShivaRemote to make the network connection to the remote server and then run Microsoft Exchange Client.


Directory Replication
6	Planning Your Sites	12 of 13

Directory Replication

Within a site, you don’t need to plan directory replication because all directories are automatically synchronized. However, you do need to plan and configure directory replication between sites, beginning with these steps:

Determine your directory replication topology.

Identify the replication bridgehead servers.

Determine a schedule for directory replication.

The directory replication topology affects the time it takes to fully replicate directories. Because it’s difficult to change your directory replication topology after it’s in place, proper planning is important. Your topology must include all sites in your organization. It will grow with your organization as new sites are added. Your topology should minimize the number of sites through which messages are replicated.

In addition, your replication topology should map to your messaging topology so that directory replication messages travel on the least costly connections.

You should also decide how many bridgehead servers per site to configure. If you have many sites, consider balancing the load among servers by choosing a different bridgehead server for each remote site. You can add bridgehead servers as new sites are added. When you configure directory replication, remember that replicating generates message traffic.

You need to also determine when directory information should be exchanged with other sites. The directory replication schedule is based on how often your organization needs an updated directory. If replication occurs too frequently, bridgehead servers won’t be able to receive and process replication messages before they request new updates, thus creating redundant requests.

If two sites are connected through a slow connection, schedule directory replication between these two sites so that the slow connection is used only occasionally. This minimizes the use of that connection and helps to improve performance.

For more information about directory replication, see the Microsoft Exchange Server Administrator’s Guide.


Public Folders
6	Planning Your Sites	13 of 13

Public Folders

If users will access public folders, will they connect to public folder replicas in their site, or will they access public folders in remote sites by using public folder affinity?

Determine when public folder replications will occur between sites. When you configure the public folder replication schedule, remember that message traffic will also be generated.

If your users frequently access public folders in another site, you should replicate the public folders to the local site to minimize traffic across the site connection. If your users infrequently access public folders in another site, configure public folder affinity between the sites to minimize replication traffic across the connection. If there are multiple sites with a replica of the same folder, determine the order of connection attempts based on a public folder affinity cost parameter.

Also consider who has permission to create top-level public folders and how public folders should be organized. For example, you could organize public folders by topic, language, or department.


Planning Your Servers
Chapter 7	 1 of 21

Planning Your Servers

After you have planned your organization and sites, you can take the next step — planning the number and type of servers, and the number of users that each server will support. The number of servers in a site depends on the number of users, public folders, and connectors you need. However, for efficiency of administration, no site should have more than 50 servers. You can use the scaling information, your site layout, and the recommendations in this chapter to plan your hardware and software requirements.


Planning Your Servers
7	Planning Your Servers	2 of 21

Planning Your Servers

1	Server Roles

Consider special services, such as connectors and public folders that impact server loads and hardware. Also plan which servers will be Windows NT domain controllers.

2	Server Hardware

Consider performance when planning server hardware.

3	Designing Servers

Consider user needs and the load placed on servers when you start designing your server layout.


Server Roles
7	Planning Your Servers	3 of 21

Server Roles

All Microsoft Exchange Server computers in a site can perform the same functions, including directory services, mail transfer, and message storage. Some servers can contain additional software and can perform specialized services. Before planning server hardware, users, and network placement, assess which services you need in your site and how they impact your plans.

In addition to hosting mailboxes, servers can have the following roles:

Provide a client installation point.

Provide messaging connectivity to other sites, foreign systems, or the Internet.

Provide directory replication between sites.

Provide directory synchronization with foreign systems.

Act as a Key Management (KM) server for the organization.

Store public folders.

You might also plan these additional Windows NT Server services:

Domain controllers

Remote access servers (RAS)

If all your servers have a standardized configuration and an even user load, distribute these services evenly among all servers in the site.


Client Installation Server
7	Planning Your Servers	4 of 21

Server Roles

Client Installation Server

If you want users to run Microsoft Exchange Client from their local disk, set up a client installation point on a Microsoft Exchange Server computer or a file server. If you want users to run Microsoft Exchange Client from a network server, set up a network share on a Microsoft Exchange Server computer or a file server. Be sure to put the network share on a server with enough network, memory, processor, and disk I/O capacity to handle the increased load and network traffic.


Connectivity Server
7	Planning Your Servers	5 of 21

Server Roles

Connectivity Server

If you want to communicate with other sites or foreign systems, you must install and configure the appropriate connector. Any server can be the server that runs the connectors. A single server can run multiple connectors of different types. Connectors increase the load on a server. If necessary, you can put the connector on a server that has no mailboxes.


Key Management Server
7	Planning Your Servers	6 of 21

Server Roles

Key Management Server

If you plan to use the advanced security features of Microsoft Exchange Server, you configure only one server in your organization to store and manage the advanced security database. You can call this server the Key Management (KM) server.

When choosing the KM server, consider the following:

The KM server should be in the domain where you plan to centralize administration.

The KM server must be physically secure and backed up regularly.

The KM server must use the Windows NT Server NTFS file system.

For maximum security, make your KM server a dedicated server in a separate site. The load on the KM server is negligible because the server is primarily used for generating keys, which is done infrequently.


Public Folder Server
7	Planning Your Servers	7 of 21

Server Roles

Public Folder Server

By default, every server in your site can maintain public folders. You can, however, dedicate a server in the site to maintain all public folders. You can use the Administrator program to delete either the public or the private information store if you want to dedicate the server to a particular role. A site can have one or more public folder servers.

One or more servers can use the same public folder server. Dedicating a server to public folders provides the following advantages:

Reduction in memory, CPU, and disk requirements on the mailbox server.

Simpler planning and administration of servers.

Improved performance in mail delivery.

Backing up public folders can be easier.

When choosing a public folder server, consider disk type, disk space, and future expandability. The public information store should be on a fast, striped drive for best performance. Then consider increasing the RAM and CPU power of this server, especially if the public folders are large, searched and sorted, and replicated to other servers.


Domain Controllers
7	Planning Your Servers	8 of 21

Server Roles

Domain Controllers

Windows NT Servers have domain controllers that authenticate logon requests within each domain. There are two types of domain controllers:

Primary domain controller (PDC)

A domain has only one PDC, which maintains the security database of all user account information in the domain. All changes to the security database must be made on the copy stored on the PDC.

Backup domain controller (BDC)

A domain may have any number of BDCs. Although not required, one or more BDCs provide load balancing and fault tolerance. A BDC also stores copies of the domain’s security database and can be used to authenticate user names and passwords when the PDC is not available. Because the PDC automatically replicates all changes to a BDC, the BDC is always up-to-date, so that the domain continues to function if the PDC fails.

Although a Windows NT Server computer with Microsoft Exchange Server installed does not have to be a domain controller, you should decide if you plan to host Microsoft Exchange Server on domain controllers. Base your decision on the type and number of servers available in the site.

You can designate one Microsoft Exchange Server computer as a domain controller if it has enough capacity to perform Microsoft Exchange Server tasks and authenticate logon requests.

In large domains, the most significant issue for domain controllers is the amount of memory. Domain controllers supporting more than 15,000 users should have enough memory to perform administrative tasks. Estimate the necessary amount of memory according to the size of the Security Accounts Manager database (SAM database), which holds security information, including user account names and passwords. The domain controller needs approximately three times the system memory of the SAM database.

If the Microsoft Exchange Server computers are the only Windows NT Server computers in your network, designate one of them as the PDC. The others can be designated as BDCs or servers without domain control responsibilities. Alternatively, you can dedicate Windows NT Server computers as domain controllers.

Put your domain controllers in a domain with reliable network connectivity. If a domain has servers at different physical locations connected by a WAN connection, each location should have at least one BDC.

In a large domain, the domain controller can be very busy validating Windows NT user accounts as users log on. You can install a Windows NT Server computer to act as a domain controller to transfer this workload from the Microsoft Exchange Server computer.

You should configure at least one server as a BDC, but you should have several BDCs in a domain. In a site with slow or unreliable connections, have at least one BDC in every segment of the WAN. If the connection to the main part of the network is down, the BDC can continue to validate all the local users.


RAS Server
7	Planning Your Servers	9 of 21

Server Roles

RAS Server

If your users need remote access, they can connect to Microsoft Exchange Server by using a dedicated RAS server or they can connect directly to a Windows NT Server computer, which provides both Microsoft Exchange Server and RAS.

To provide Microsoft Exchange Server on a RAS server, you may need to add resources to compensate for the increased load. Generally, you should increase the processor speed and the amount of memory for every simultaneous connection you expect.


Server Hardware
7	Planning Your Servers	10 of 21

Server Hardware

Your hardware decisions will significantly impact the performance of your Microsoft Exchange Server system. Carefully consider the following hardware issues:

Disk quantity, capacity, and speed.

Memory.

Type and number of processors.

Type and number of network adapter cards.

Outside communications hardware, such as modems or X.25 adapters.

Number of users or services on the server.

Expandability.

With the user information gathered during site and organization planning, determine the maximum number of simultaneous users on your server. If the server provides other services, such as connections to MS Mail (PC) or the Internet, such services may require more server resources or may support fewer users per server.

For more information about performance, see Appendix A, “Optimizing Performance.”


Planning for Growth
7	Planning Your Servers	11 of 21

Server Hardware

Planning for Growth

When choosing hardware for servers, consider future needs and choose servers that can be easily expanded. As the number of users and connectors in a site grows, you can reconfigure the existing hardware rather than add more servers. There are several ways to make the most of existing server hardware for Microsoft Exchange Server:

Increase the amount of system memory for each server.

Upgrade the processors on existing servers or use multiprocessors in existing servers.

Increase the number, speed, and size of the disks or disk arrays.

Add more disk drives to the volume set.

Replace disk drives and volume sets with striped drive arrays.

Limit the number of non-Microsoft Exchange Server software processes on the server by moving them to other computers.

By planning ahead, you can choose hardware that is easily upgraded. If you identify a bottleneck after installation, you can upgrade rather than purchase a new server or change the site layout.


Distributing or Concentrating Servers
7	Planning Your Servers	12 of 21

Server Hardware

Distributing or Concentrating Servers

Hardware that can be used with Microsoft Exchange Server ranges from single processor 486 computers to the most powerful configuration that Windows NT Server supports. Therefore, you could have an organization of 10,000 users, with 100 users on 100 servers, or with 500 users on 20 servers. This decision depends on your organization’s needs and budget.

The following table lists the advantages and disadvantages of using more, less powerful computers.

Advantages	Disadvantages
Fewer users are affected when a server fails. Each server can be customized to meet user needs. It’s less expensive to increase capacity. There are more hardware choices available. Each server can be physically close to the users, reducing network traffic for client/server interactions.	There is more hardware to maintain. Customized hardware increases support costs. Minor increases in users or load require more hardware. Bottlenecks increase with fewer users per server.

The following table lists the advantages and disadvantages of using fewer, more powerful computers.

Advantages	Disadvantages
The system is designed for upgrades. There is less network traffic. With more users per server, there is more local delivery. There are less storage requirements. Fewer replication changes are required.	Network adapters must be able to handle more traffic to each server. Larger information stores take longer to back up and restore. More users are affected when a server fails.


Assessing Processor (CPU) Needs
7	Planning Your Servers	13 of 21

Server Hardware

Assessing Processor (CPU) Needs

Microsoft Exchange Server needs enough processing power to handle requests from clients and other servers in the site and to handle optional services such as third-party gateways, connections to other sites, RAS servers, and file servers for client installations. If your I/O subsystem is fast and is not a bottleneck, and if you have enough memory to handle Microsoft Exchange Server services and other services, a fast processor improves performance.

Multiple processors can significantly increase a server’s performance. However, some overhead is associated with using multiple processors. Although Microsoft Exchange Server is designed for maximum scalability across processors, performance will improve by adding a second or a third processor. The more processors added, the smaller the incremental performance increases. Not all servers need multiple processors and not all hardware can support multiple processors, so plan your choices accordingly.


Assessing Memory Needs
7	Planning Your Servers	14 of 21

Server Hardware

Assessing Memory Needs

Microsoft Exchange Server runs on a wide range of hardware configurations and makes the best use of physical memory. For optimal performance, your servers should have enough physical memory to avoid heavy use of the system pagefile. Because accessing the pagefile is much slower than accessing physical memory, increasing the amount of memory can greatly improve performance. However, other hardware resources, such as the CPU or I/O subsystem, may become bottlenecks as you increase physical memory.

The size of the Microsoft Exchange Server memory cache is adjusted automatically when you use the Performance Optimizer. By default, Microsoft Exchange Server will use all of the physical memory available. If you run other programs on your servers, you can restrict the amount of memory used by Microsoft Exchange Server.


Assessing I/O Subsystem Needs
7	Planning Your Servers	15 of 21

Server Hardware

Assessing I/O Subsystem Needs

When planning your server’s I/O subsystem, consider doing the following:

Partition your disks.

Allocate enough disk storage space for future growth of the information store and transaction log files.

Choose high-speed caching controllers, to increase the speed of disk-intensive processes.

Adding more disk drives will help increase performance, especially if disk I/O is random in nature, as with the public and private information stores. All drives have mechanical limitations on performance, so adding more drives distributes the workload more efficiently.

After deciding on a storage solution, use the Performance Optimizer to evaluate the I/O subsystem and to recommend locations for relevant Microsoft Exchange Server files. If new disks are being added to a server, use the Performance Optimizer to experiment with I/O setup.


Partitioning Disks
7	Planning Your Servers	16 of 21

Server Hardware

Assessing I/O Subsystem Needs

Partitioning Disks

To expand disk space, before installing Microsoft Exchange Server you can configure your disk for easy volume set expansion. You should configure multiple physical disks into one virtual disk or striped set to host your Microsoft Exchange Server databases. Disk striping creates a virtual disk over two or more disks, which provides high capacity and high performance.

Hosting the pagefile on the same striped set as the databases improves I/O performance and this is important for servers low in memory.

If your computer has multiple disk drives, you may also want to consider other disk administration options such as disk striping with parity and disk mirroring to increase fault tolerance.

For more information, see your Windows NT Server documentation.


Disk Usage for Transaction Log Files
7	Planning Your Servers	17 of 21

Server Hardware

Assessing I/O Subsystem Needs

Disk Usage for Transaction Log Files

One of the most important performance considerations is whether to put the information store transaction log file on its own physical disk. Using a dedicated physical disk for files increases fault tolerance and system performance. The Performance Optimizer can be used to configure the transaction log files so that they reside on their own disk drive. NTFS is recommended if the server will be backed up infrequently or if the size of the log files may grow to more than 2 GB.

Modifications to the directory database are usually infrequent, so putting the directory transaction logs on a separate drive isn’t necessary. However, you may put the logs on servers used for large directory imports (running the directory synchronization component), or servers used primarily for large directory modifications.

If the Microsoft Exchange Server computer has only a few drives, and a small amount of memory, and can’t support many users, you can put transaction log files and databases on the same striped set. However, the increased sensitivity to insufficient memory causes performance to decrease as the load on the server increases. When in doubt, dedicate a disk to the log files — disks are cheaper than memory.


Disk Usage for the Information Store
7	Planning Your Servers	18 of 21

Server Hardware

Assessing I/O Subsystem Needs

Disk Usage for the Information Store

In addition to planning disk space and usage for transaction logging files, you should consider disk capacity for the information store. A server can have only one private and one public information store. Each information store file is limited to 16 GB of data. The size of the information store grows as mailboxes, public folders, connectors, remote users, log files, and mail messages grow in numbers.

To improve performance, control the use of disk space by placing limits on each of the following:

Size of mailboxes.

Size of messages.

Age of information in public folders.

Size of public folders.

Later, you can adjust your available disk space by using the following strategies:

Add another server to the site and move a group of mailboxes to the new server.

Move public folders to other servers in the site and don’t replicate them within the site.

Increase the frequency of connections to other sites and systems, to keep outbound queues small.

Monitor the amount of disk space used by individual mailboxes and have users delete outdated mail messages or configure the information store to automatically delete old messages.

Replace the existing disk with a larger-capacity disk or add more disks.


Choosing Caching Disk Controllers
7	Planning Your Servers	19 of 21

Server Hardware

Assessing I/O Subsystem Needs

Choosing Caching Disk Controllers

It is recommended that you choose a server that has a caching disk controller with a high-speed bus interface such as PCI SCSI®. These controllers provide optimal performance for Microsoft Exchange Server. Most of these controllers support hardware disk striping, which offers greater performance and less CPU use than Windows NT Server software striping.


Assessing Network Adapters
7	Planning Your Servers	20 of 21

Server Hardware

Assessing Network Adapters

Microsoft Exchange Server makes the best use of network resources. High-speed network adapters and network drivers optimize Microsoft Exchange Server performance. High-speed network adapters can achieve high throughput rates with low CPU use.

Because many clients will be simultaneously using the server, you should install one or more high-performance network adapters, based on a high-speed bus such as PCI or EISA. Installing multiple adapters in a multiprocessor server means that a single server can handle more clients, with each adapter servicing a separate network segment or protocol.


Designing Servers
7	Planning Your Servers	21 of 21

Designing Servers

When designing your servers, consider load. Consider the number of users each server will host and the users’ e-mail usage patterns. Also consider the impact of additional loads on the server and whether you plan to use many low end servers or a few high end servers.

If you expect significant load, use more powerful servers. The following table shows possible configurations:

Server type	Processors	RAM	Disk configurations	Users
Low end	1 Intel® Pentium®	32 MB	2 – 2 GB	100 – 300+
Middle	1 Intel Pentium	64 MB	5 – 2 GB	250 – 600+
High end	3 Intel Pentiums	256 MB	8 – 2 GB	500 – 1,000+
Note

Systems with reduced instruction set computing (RISC) processors may require more memory than Intel systems.

The number of users per server type may vary, depending on your definition of acceptable performance. For example, a low end server might be able to support 320 users with average client response times of one second, as shown in the following graph:

The site layout provides many views of user groups and their needs. Consider the following suggestions for designing your servers so that you make the tradeoffs that suit the needs of your organization:

Put users and their home server on the same network segment. High network bandwidth between user and server is more important than high network bandwidth between servers.

Group mailboxes that send mail to each other on the same server to take advantage of local delivery and single-instance storage.

On a WAN, keep users on the same LAN segment as their server to reduce the network traffic across routers.

On a WAN, distribute client installation points, network shares, and the Administrator program.

Distribute mailboxes and important public folders — such as phone sales and service — so that failure doesn’t stop business.

Concentrate mission-critical mailboxes, public folders, and connectors on servers with fault tolerant or upgradable hardware.


Planning Your Connectors
Chapter 8	 1 of 33

Planning Your Connectors

Once you have planned your Microsoft Exchange Server organization, sites and servers, you can plan connections to other systems. This chapter provides an overview of the steps for setting up these connections. Consider the following:

Messaging processes

Microsoft Exchange Server routing and addressing processes will influence your connection plans, especially if you will be routing messages over multiple or restricted connections.

Types of connections

Local area network (LAN) or wide area network (WAN) connections typically provide the highest throughput, but other connection types may be used.

Network protocols and addressing

A common network protocol must be configured on each system that communicates over a LAN or WAN connection, and systems must be able to communicate with each other over the network.

Message transfer protocols

Message transfer protocols used between your sites or used by other messaging systems may determine your choice of connectors.

Message transfer options

Each message transfer protocol provides a variety of message transfer options for configuration on each connected system.

Using Microsoft Exchange Server, you can establish communications between sites and with numerous foreign systems. The following sections describe how to choose and configure various types of connectors, including the Site Connector, Microsoft Mail Connector (PC), Microsoft Mail Connector (AppleTalk), X.400 Connector, and the Internet Mail Connector. This chapter also discusses the various types of routing costs.


Planning Your Connectors
8	Planning Your Connectors	2 of 33

Planning Your Connectors

1	Routing Costs

Modify routing by assigning costs to each connection, or by setting a schedule for desired connection times.

2	Site Connector

Deliver a message to any server in a remote site using the Site Connector.

3	Microsoft Mail Connector (PC)

Connect Microsoft Exchange Server and one or more MS Mail (PC) systems by using the Microsoft Mail Connector

4	Microsoft Mail Connector (AppleTalk)

Connect Microsoft Exchange Server and one or more MS Mail (AppleTalk) systems by using the Microsoft Mail Connector.

5	X.400 Connector

Connect Microsoft Exchange Server sites across slower network connections and private or public packet networks. Also, connect to foreign systems through X.400 services.

6	Internet Mail Connector

Use the Internet Mail Connector to exchange information with foreign systems that use the Simple Mail Transfer Protocol (SMTP).


Routing Costs
8	Planning Your Connectors	3 of 33

Routing Costs

When a message is sent, the Microsoft Exchange Server message transfer agent (MTA) determines the number of available routes and compares the routing cost of each connection.

Although Microsoft Exchange Server is designed to make routing decisions automatically, you can influence this process by assigning costs to each connection, or by setting a schedule for desired connection times. A connection cost is not a dollar amount, but instead represents the desirability of one route compared to other routes.

Microsoft Exchange Server considers the total cost of a path from end to end. Microsoft Exchange Server always chooses the lowest cost route available at the time. Cost values can be assigned from 1 to 100, as described in the following table:

Value	Usage

1	Used 100% of the time.

100	Used only if all other paths are unavailable.

These special values allow the Administrator to identify primary and backup paths for message transfer. Often these values are assigned based on the dollar cost of a specific network connection.

There are two types of routing costs in Microsoft Exchange Server: address space costs, and connected site costs.


Address Space Costs
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Routing Costs

Address Space Costs

You use the Address Space property page to configure address space costs for connectors. These costs are used to optimize message routing between sites or with foreign systems. If more than one address space is available, the address space with the lowest cost will be used. For example, a leased line connection may be assigned a cost of 1, a frame-relay connection a cost of 5, and a satellite connection a cost of 50.


Connected Site Costs
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Routing Costs

Connected Site Costs

Connected site costs are only configured for connectors that connect Microsoft Exchange Server sites, by using the Routing Address property page, which is accessed by using the Connected Sites property page. The connected site costs may be based on the physical costs of sending messages between two sites. For example, a site connected by a Site Connector, on the same physical LAN and using RPC, may be assigned a lower connected site cost than a site connected by an X.400 Connector using X.25.


Site Connector
8	Planning Your Connectors	6 of 33

Site Connector

The easiest way to connect two Microsoft Exchange Server sites is to use the Site Connector. The Site Connector allows any server in a site to deliver a message to a server in another site.

A Site Connector maintains a list of target servers in the remote site. Any MTA in the local site can choose a target server from this list and send the message to that server. For the message to reach its final destination, the target server may then have to forward the message to another server in the site.

If desired, you can designate specific servers to manage communication between sites. You would configure the Site Connector to use messaging bridgehead servers. A messaging bridgehead server receives a message from other servers in its own site and then transfers that message to a messaging bridgehead server in a remote site.

To use a Site Connector you must have LAN connectivity with a protocol capable of using remote procedure calls (RPCs). To configure a Site Connector between two servers, you must have administrative permissions on both of the servers.


Microsoft Mail Connector (PC)
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Microsoft Mail Connector (PC)

You can connect Microsoft Exchange Server and one or more MS Mail (PC) systems by using the Microsoft Mail Connector over LAN, asynchronous, or X.25 connections. The Microsoft Mail Connector is a Windows NT Server component. Before using the Microsoft Mail Connector (PC), consider the following issues:

Types of configurations.

Directory synchronization.

Resource needs.

For information about configuring the Microsoft Mail Connector (PC), see the Microsoft Exchange Server Administrator’s Guide.


Types of Configurations
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Microsoft Mail Connector (PC)

Types of Configurations

You can install one, a few, or many Microsoft Mail Connectors in a site You may need only one to service an entire site, or you may want to install one on every server in your site. Your decision should be based upon your message volume. You may want to centralize traffic between a Microsoft Exchange Server site and an MS Mail (PC) system on the same LAN. This would require a Microsoft Mail Connector in every site. This configuration uses Microsoft Exchange Server as a backbone for MS Mail (PC) postoffices in your organization.

If you connect the Microsoft Mail Connector to an MS Mail postoffice set up as a hub for message transfer, you can route mail to every MS Mail postoffice directly connected to that hub. With a LAN connection, you can upload routing information for these postoffices from the hub to the connector. The hub allows an indirect connection between the connector and all these postoffices.

The Microsoft Mail Connector combines the functions of a gateway postoffice and an External MTA program. The Microsoft Mail Connector MTA component of the Microsoft Mail Connector can perform most functions of the MS Mail External MTA and Multitasking MTA programs, including message delivery and distribution to recipients on MS Mail postoffices on the same LAN. In certain cases, you might want an existing MS Mail External MTA or Multitasking MTA to continue performing some of the functions provided by the Microsoft Mail Connector.


Directory Synchronization
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Microsoft Mail Connector (PC)

Directory Synchronization

Microsoft Exchange Server uses directory synchronization to share address information with foreign systems. Directory synchronization is the process of exchanging address information between your organization and any system that uses the Microsoft Mail directory synchronization protocol. You can configure directory synchronization to do the following:

Synchronize Microsoft Exchange Server and MS Mail (PC) address information.

Replace directory server postoffices in an existing MS Mail (PC) system.

Exchange Microsoft Mail template information. The templates record information about recipients, such as user locations and phone numbers. You can map Microsoft Mail templates and Microsoft Exchange Server recipient attributes to each other.

When planning directory synchronization between Microsoft Exchange Server and a mail system that uses the MS Mail (PC) directory synchronization protocol, consider the following:

Because the directory synchronization process uses e-mail messages to update address information, Microsoft Exchange Server and MS Mail (PC) must be directly connected using the MS Mail Connector or a third-party gateway, or backboned through another connector. You must also make sure that routing is configured with redundant connections so that messages can still be routed even if one connection fails.

The Dispatch program transfers address list updates between Microsoft Mail (PC) postoffices. If Dispatch is not running, Microsoft Mail (PC) postoffices cannot compose update messages in the appropriate format.

You can configure only one dirsync server for each site. Only one dirsync server can be configured for each MS Mail directory requestor postoffice.

Schedule directory synchronization to minimize traffic on the network. Consider scheduling directory synchronization when traffic generated by users is at a minimum. You should also make sure that there is enough available bandwidth to support directory synchronization traffic.

When setting trust levels for directory synchronization, determine what directory information you want to exchange. You should also configure trust levels so that only this information is exchanged between the two systems.

Microsoft Exchange Server allows two users to have the same display name as long as their directory name is different. MS Mail does not support this for users that are on the same postoffice.

If you have multiple MS Mail directory server postoffices, you can replace them with a single Microsoft Exchange Server computer configured as the dirsync server for the MS Mail directory requestor postoffices that belonged to the MS Mail directory server postoffices. You can also replace existing MS Mail directory server postoffices with multiple Microsoft Exchange Server computers in different sites, if the sites are configured to replicate directory information.


Resource Needs
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Microsoft Mail Connector (PC)

Resource Needs

When thinking about using the Microsoft Mail Connector, consider the following:

Verify that an asynchronous or X.25 connection between Microsoft Exchange Server and the appropriate Microsoft Mail postoffice is properly configured.

Install and start all required Microsoft Exchange Server components. You can install the Microsoft Mail Connector by running Microsoft Exchange Server Setup and selecting the Microsoft Mail Connector option.


Microsoft Mail Connector (AppleTalk)
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Microsoft Mail Connector (AppleTalk)

The Microsoft Mail Connector is a component of Microsoft Exchange Server that runs as a Windows NT Server service. With the Microsoft Mail Connector, users can exchange messages over a local area network (LAN) from Microsoft Exchange Server to an MS Mail (AppleTalk) system. When you connect the MS Mail Connector (AppleTalk) with Microsoft Exchange Server, the connector recognizes the MS Mail (AppleTalk) address format (mailbox@server). For example, a Microsoft Exchange Client user can send a message to recipient John Chen on the San Francisco Marketing server by using this e-mail address: John Chen@San Francisco Marketing.

When thinking about using the Microsoft Mail Connector (AppleTalk), consider these issues:

Types of configurations.

Gateway limitations.

Resource needs.


Types of Configurations
8	Planning Your Connectors	12 of 33

Microsoft Mail Connector (AppleTalk)

Types of Configurations

Before you connect a Microsoft Exchange Server site to an MS Mail (AppleTalk) system, consider how many Microsoft Mail Connectors you need. In general, your decision should be determined by your network topology. For example, if you have multiple MS Mail (AppleTalk) servers geographically dispersed across multiple LANs, you may require one Microsoft Mail Connector on each LAN.

Also consider how many MS Mail (AppleTalk) servers will indirectly connect to a Microsoft Mail Connector using access components. The performance of the Microsoft Mail Connector and the Microsoft Exchange Connection depends on message traffic. For instance, multiple MS Mail (AppleTalk) servers on the same LAN, with a single instance of the Microsoft Mail Connector servicing one MS Mail (AppleTalk) server and remaining MS Mail (AppleTalk) servers using access components, may not be advisable. For higher message traffic, connecting a site to multiple MS Mail (AppleTalk) servers on the same LAN requires more than one Microsoft Mail Connector.


Gateway Limitations
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Microsoft Mail Connector (AppleTalk)

Gateway Limitations

In general, don’t put more than 27,000 recipients in a recipient export container for an MS Mail (AppleTalk) requestor. The actual limit is 32,000, but if there are more than 27,000, the gateway processes them at a slower rate. One method of circumventing this limitation is to extract the access component from an MS Mail (AppleTalk) server and install it on another MS Mail (AppleTalk) server.


Resource Needs
8	Planning Your Connectors	14 of 33

Microsoft Mail Connector (AppleTalk)

Resource Needs

When the Microsoft Exchange Connection is installed on an MS Mail (AppleTalk) server, it is designated as the gateway server. This gateway server acts as a messaging hub for other MS Mail (AppleTalk) servers, called gateway access servers. This process is similar to the way that Microsoft Mail Connection software is used to connect MS Mail (PC) and MS Mail (AppleTalk) systems.


Microsoft Mail Connector Requirements
8	Planning Your Connectors	15 of 33

Microsoft Mail Connector (AppleTalk)

Resource Needs

Microsoft Mail Connector Requirements

For each Microsoft Exchange Server computer, there can be only one instance of the Microsoft Mail Connector. To use the Microsoft Mail Connector with MS Mail (AppleTalk), your Windows NT Server configuration must include:

Windows NT Server Services for Macintosh, installed on your Microsoft Exchange Server computer.

A Windows NT Server file system (NTFS) partition, required to support Windows NT Server Services for Macintosh. The Microsoft Exchange Server must be installed on the NTFS partition.

Sufficient hard disk space to store incoming and outgoing messages, until they are transferred to the MS Mail (AppleTalk) server.

You can configure a Microsoft Mail Connector on any Microsoft Exchange Server computer. However, you cannot configure multiple connections from a single site to a single MS Mail (AppleTalk) server.


Microsoft Exchange Connection Requirements
8	Planning Your Connectors	16 of 33

Microsoft Mail Connector (AppleTalk)

Resource Needs

Microsoft Exchange Connection Requirements

The Microsoft Exchange Connection is a gateway for the MS Mail (AppleTalk) server. This gateway works with the Microsoft Mail Connector (AppleTalk) MTA to transfer messages between the Microsoft Mail Connector postoffice and MS Mail (AppleTalk). The MS Mail (AppleTalk) server requirements include the following:

A Macintosh® computer with an extra 2 MB of RAM, in addition to the basic RAM requirements for an MS Mail (AppleTalk) server.

Sufficient hard disk space to store incoming and outgoing messages, until they are transferred to the Microsoft Mail Connector postoffice.

MS Mail (AppleTalk), version 3.1c or later.

System 7.1 or later.


X.400 Connector
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X.400 Connector

The X.400 Connector connects Microsoft Exchange Server sites across slower network connections and private or public packet networks. It also connects to foreign systems through X.400 services. To install an X.400 Connector ,identify one Microsoft Exchange Server computer in each site to provide the connection. These servers are called messaging bridgeheads. A transport stack is configured on a specific server, and defines the local system. Then the X.400 Connector is added to the site, and it defines the remote system.

You need to set up only one X.400 Connector to another system to connect it with your entire organization. Or you can use multiple X.400 Connectors to connect your organization to other X.400 systems.

When thinking about using an X.400 Connector, consider the following issues:

Bandwidth requirements.

Network transport requirements.

Message transfer agent (MTA) options.

Message content options.

Connections to foreign X.400 systems.


Bandwidth Requirements
8	Planning Your Connectors	18 of 33

X.400 Connector

Bandwidth Requirements

Each X.400 Connector increases the number of tasks that the Microsoft MTA performs and increases the load on the server running the transport software and maintaining the connection. This load varies, depending on message traffic.


Network Transport Requirements
8	Planning Your Connectors	19 of 33

X.400 Connector

Network Transport Requirements

Once you select the type of transport, install and configure the network software and hardware required to support the connection. For example, to connect to another X.400 system over TCP/IP, install and configure TCP/IP network software for Windows NT Server before configuring an X.400 transport stack and an X.400 Connector.

To use an X.25 connection, at least one Microsoft Exchange Server computer in your site must have the following:

An Eicon X.25 port adapter and a direct or dial-up connection to the other system.

Eicon WAN services for Windows NT Server software (version 3/Release 3, or higher), installed and configured.

A Microsoft Exchange Server X.400 MTA transport stack for X.25 installed and configured. This includes TP0 software for use with X.25.

At least one X.400 Connector in the site defined to use the transport stack.

To use a TCP/IP connection, at least one Microsoft Exchange Server computer in your site must have the following:

A network adapter and connection that supports TCP/IP.

Windows NT Server TCP/IP network services.

A Microsoft Exchange Server X.400 MTA transport stack for TCP/IP. This includes RFC1006 software that supports X.400 connections over a TCP/IP network.

At least one X.400 Connector in the site defined to use the transport stack.

To use a TP4 connection, at least one Microsoft Exchange Server computer in your site must have the following:

A network adapter and connection that support TP4.

Windows NT Server TP4 network services.

A Microsoft Exchange Server X.400 transport stack for TP4. This includes connectionless network protocol (CLNP) software for use with TP4.

At least one X.400 Connector defined in the site to use the transport stack.

X.25 services are supplied with Eicon WAN Services for Windows NT Server. TCP/IP software is provided with Windows NT Server, and TP4 is shipped with the Microsoft Exchange Server. Microsoft Exchange Server X.400 transport stacks are provided with the connector software.


Message Transfer Agent (MTA) Options
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X.400 Connector

Message Transfer Agent (MTA) Options

You need to configure how the Microsoft Exchange Server MTA transfers information to and from the MTA in a foreign system with these options:

Route messages. Controls message transmission through the connected X.400 system, based on the recipient address.

Restrict user access to the connection. Prevents certain users from sending messages.

Control when the MTA connects and transfers messages. Choose between scheduled, continuous, remote initiated, and suspended connections.

Control how the MTA transfers messages to other MTAs after a connection is established. Choose between two-way or one-way transfer, and whether the sending or receiving MTA initiates connections.

Override MTA options, such as time limits for urgent message transmission.

In a typical setup, configure the two connected MTAs identically.


Message Content Options
8	Planning Your Connectors	21 of 33

X.400 Connector

Message Content Options

Message content options are determined by the type of system you’re connecting to. If you want to use an X.400 system as a backbone to communicate with another Microsoft Exchange Server site or organization, you may be able to use Microsoft MDBEF format. The MDBEF format is the internal message format used by the information store. With MDBEF, no conversion is required, and the message content can be transmitted in compressed form thus reducing the overall load.

Some systems may not recognize the MDBEF format. If this is the case, you need to choose a standard X.400 message format.


Connections to Foreign X.400 Systems
8	Planning Your Connectors	22 of 33

X.400 Connector

Connections to Foreign X.400 Systems

To connect to foreign systems compliant with the 1988 or 1984 X.400 Recommendations, use the X.400 Connector. The following illustration shows the routing system.

To create this type of connection, use the following steps:

1.	Install and configure the necessary Windows NT Server network software and hardware on a Microsoft Exchange Server in your site or organization

2.	Set up a Microsoft Exchange Server X.400 MTA Transport Stack that corresponds to the installed network software and hardware.

3.	Define a new X.400 Connector that specifies how to connect and communicate with the MTA of the other X.400 system.

4.	Configure the necessary network software and hardware on the other X.400 system.

5.	Configure the other X.400 system’s MTA to match configuration of the Microsoft Exchange Server MTA.

When this process is complete, Microsoft Exchange Server can connect and transfer messages to and from the other X.400 system. If additional routing information is configured, messages can also be sent and received from indirectly connected systems.

For more information about the X.400 Connector, see the Microsoft Exchange Server Administrator’s Guide.


Backboning over Public X.400
8	Planning Your Connectors	23 of 33

X.400 Connector

Connections to Foreign X.400 Systems

Backboning over Public X.400

You can connect to another Microsoft Exchange Server site or organization using a public X.400 carrier or another X.400 system using an X.400 Connector as shown in the following illustration:

To create this type of connection, use the following steps:

Set up message transfer from each Microsoft Exchange Server site to points of connection (MTAs) for the public X.400 carrier as shown in the previous example, and then verify that messages are correctly routed between each site and its point of connection.

The points of connection to the public X.400 carrier consist of MTAs and are directly or (more likely) indirectly connected to each other and to other MTAs.

Set up routing between the two public X.400 carrier points of connection so that messages from either point are routed to the correct Microsoft Exchange Server site.

Add the X.400 e-mail address of each Microsoft Exchange Server site to the other X.400 Connector address space so that messages for the other site are correctly routed to the public X.400 carrier.

When this process is complete, each Microsoft Exchange Server site can exchange information with the other site over the public X.400 carrier.

For more information about configuring an X.400 Connector, see the Microsoft Exchange Server Administrator’s Guide.


Internet Mail Connector
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Internet Mail Connector

You can use the Internet Mail Connector to exchange information with foreign systems that use the Simple Mail Transfer Protocol (SMTP)

The Internet Mail Connector is a component of Microsoft Exchange Server that runs as a Windows NT Server service. When connecting to the Internet, many organizations have security concerns. Consult with your network administrators about how to ensure the security of your systems.

SMTP hosts on the Internet will need access to Port 25 on the Internet Mail Connector server(s) in your organization Your organization’s Internet Mail Connector(s) will also require access to Port 25 on SMTP hosts on the Internet. Be sure to inform your network administrators about these requirements.

There are many Domain Name Service (DNS) setup issues that you may need to address before connecting to the Internet. Consult with your network administrators.

Before using the Internet Mail Connector, you should consider these issues, discussed in the sections that follow:

Types of configurations.

Resource needs.

Number of connectors.

Limitations on access given to certain SMTP systems.

Message content options.


Types of Configurations
8	Planning Your Connectors	25 of 33

Internet Mail Connector

Types of Configurations

This section discusses three types of configurations:

Connecting directly to the Internet.

Forwarding mail to a host for final delivery to the Internet.

Connecting Microsoft Exchange Server sites with the Internet Mail Connector.


Connecting Directly to the Internet
8	Planning Your Connectors	26 of 33

Internet Mail Connector

Types of Configurations

Connecting Directly to the Internet

With this configuration, you send and receive mail directly to and from other SMTP hosts on the Internet. The Internet Mail Connector has two network adapters: one adapter manages the internal network traffic, and the other adapter processes mail to and from the Internet. (When TCP/IP is bound to each adapter, the server is referred to as dual-homed.)

A server participating in the Internet Domain Name Service (DNS) is required to assist with host-name-to-IP-address resolution for destinations on the Internet. Other mechanisms can also be used for host-name-to-IP-address resolution, such as the Windows NT Server local HOSTS file or the Windows Internet Naming System (WINS).

To create this type of connection, use the following steps. The procedures are described in detail in the Microsoft Exchange Server Administrator’s Guide.

Step	Procedure in Administrator’s Guide
1. Install Windows NT TCP/IP, and configure the host and domain name. If DNS will be used, enter the IP address of the DNS server(s).	Installing and Configuring TCP/IP
2. If using DNS, add the host name, domain name and IP address to the DNS serving the Internet Mail Connector computer.	Adding the Internet Mail Connector Computer to DNS
3. If not using DNS, use the local hosts file to specify the host name and IP address of the hosts to which the Internet Mail Connector will forward mail. Add these hosts to the Connections property page of the Internet Mail Connector.	Updating the Hosts File When Not Using DNS
Add the host name and domain name of the Internet Mail Connector computer to DNS or to the hosts file of SMTP hosts that will forward mail to the Internet Mail Connector.
4. Verify the Site Address.	Site Addressing
5. Assign the Administrator’s Mailbox, and define the Address Space.	Configuring Internet Mail Connector property pages
6. Use Windows NT Control Panel Services to start the Internet Mail Connector.	Starting the Internet Mail Connector Service
7. Test the connection to ensure that the Internet Mail Connector is configured properly.	Testing the Connection
Before you start the Internet Mail Connector, install and configure Windows TCP/IP on the Windows NT Server computer where the Internet Mail Connector resides. Configure TCP/IP with a static IP address. DHCP may be used, but only when there is a permanent lease on the DHCP IP address. In the TCP/IP DNS configuration, enter the server name as the host name, specify a domain name, and provide the IP address of the DNS servers that will be used.

In DNS you must specify an Address Record (A record) for the Internet Mail Connector. If the name of the host for the Internet Mail Connector is the same as the e-mail domain, no MX record is needed. Otherwise, add an entry to map the e-mail domain to the Internet Mail Connector host name. If you are not using DNS, update the local hosts file to specify the host name and IP address of the hosts to which the Internet Mail Connector will forward mail. Then add the host name and domain name of the Internet Mail Connector computer to the DNS or to the hosts file of SMTP hosts that will forward mail to the Internet Mail Connector. The Microsoft Exchange Server site address must match the entry in the DNS.

Use the Internet Mail Connector Address Space property page to define the address spaces for which the Internet Mail Connector is responsible. If the Internet Mail Connector will handle all SMTP traffic, specify SMTP for the address space with no e-mail domain specified.

To complete the Internet Mail Connector setup, specify an Administrator’s Mailbox on the Internet Mail property page. The mailbox specified in the Administrator’s Mailbox will receive delivery status messages. Use other options for delivery, content, and security settings as needed.


Forwarding Mail to a Host
8	Planning Your Connectors	27 of 33

Internet Mail Connector

Types of Configurations

Forwarding Mail to a Host

You may decide to use the Internet Mail Connector with an existing Mail Hub connected directly to the Internet, for all Internet mail traffic. Microsoft Exchange Server will forward all Internet mail to this computer for final delivery to the Internet.

To configure this scenario, use the steps in “Types of Configurations” with one additional procedure. Use the Internet Mail Connector Connections property page to specify the name of the smart-host to which the Internet Mail Connector will forward messages.

For more information, see the Microsoft Exchange Server Administrator’s Guide.

Note

There may be other SMTP hosts within your organization, and you need to decide whether your existing Mail Hub transfers Internet mail to and from these hosts directly, or via the Internet Mail Connector.


Connecting Microsoft Exchange Server Sites over the Internet
8	Planning Your Connectors	28 of 33

Internet Mail Connector

Types of Configurations

Connecting Microsoft Exchange Server Sites over the Internet

The Internet Mail Connector can be used to connect Microsoft Exchange Server sites within the same organization, as shown in the following illustration. This illustration also shows how one site can service the external Internet mail traffic through a separate Internet Mail Connector.

Note

All Internet Mail Connectors between computers connect over the Internet.

To configure this scenario, the following procedures are recommended:

1.	One of the Microsoft Exchange Server sites will require two Internet Mail Connectors. One connector routes mail to the Internet and services the Address Space of SMTP, and the other connector routes mail to the other sites.

2.	Install Windows NT Server TCP/IP on each computer running the Internet Mail Connector. Configure the host and domain name in the TCP/IP configuration of each computer running the Internet Mail Connector. Enable DNS if DNS will be used.

3.	If using DNS, add an Address (A) record specifying the host name, domain name and IP address of IMC A1 to the DNS serving the Internet Mail Connector A1 computer.

4.	If not using DNS, use the local host file to specify the host name and IP address of the hosts to which the Internet Mail Connector A1 will forward mail.

5.	Add the host name and domain name of the Internet Mail Connector A1 computer to DNS or to the hosts file of SMTP hosts that will forward mail to the Internet Mail Connector.

6.	To route inbound mail to other sites when using DNS, add a Mail Exchanger (MX) record for each site to associate the A record with the host name of the other sites. For example, in this scenario, an MX record is required to associate site A with site B and site D. Because of the MX record, mail destined for sites B and D will be sent to the site using site A.

7.	If you are not using DNS, be sure the host and domain names of each computer running the Internet Mail Connector is listed in the hosts file, and that each site is entered in DNS or the hosts file of all hosts that will be forwarding mail to the sites.

8.	Typically, an address space for an Internet Mail Connector is defined. In some cases, a routing address must be specified in the Address Space configuration. The following address space types, addresses, and routing addresses are used to configure this scenario.

Note

The address space routing address is used to route messages of a certain address type between sites connected with an Internet Mail Connector.

Connector	Address Space Type	Address Space Address	Address Space Routing Address
IMC A1	SMTP	SMTP:*	N/A
IMC A2	Connector	N/A	N/A
IMC B1	Connector	SMTP:*	Computer FQDN IMC A2
IMC D1	Connector	SMTP:*	Computer FQDN IMC B1
For information about generating new primary e-mail addresses for recipients, see the Microsoft Exchange Server Administrator’s Guide.

9.	All sites that are directly or indirectly connected with an Internet Mail Connector must be listed in the Connected Sites property page. For example, in the previous illustration, the following is true:

Connector	Connected Sites Property Page	Connected Sites Properties
IMC A1	N/A	N/A
IMC A2	Site B	Computer FQDN - IMC B1
	Site C	Computer FQDN - IMC B1
	Site D	Computer FQDN - IMC B1
IMC B1	Site A	Computer FQDN - IMC A1
	Site D	Computer FQDN - IMC D1
IMC D1	Site A	Computer FQDN - IMC B1
	Site B	Computer FQDN - IMC B1
	Site C	Computer FQDN - IMC D1
Note

To construct the Fully Qualified Domain Name (FQDN) for a server that is directly connected, combine the host name and domain name listed in the Windows NT Server Network Setup for TCP/IP. The host name and the domain name can be found under DNS configuration. Use the host name followed by a period, followed by the domain name. For example, if the host name is IMC A2, and the domain name is company.com, the connected site routing address would be IMCA2.company.com.

10.	All SMTP custom recipients must be defined in the site where the Internet Mail Connector servicing the external Internet mail resides. In this scenario all custom recipients are defined in site A.

11.	Maximum message size should not be enabled when using the Internet Mail Connector as a site connector. This is to ensure that system messages used for directory replication and information store updates are not prevented from passing through the Internet Mail Connector.

12.	Verify the Site Address and assign the Administrator’s Mailbox for each Internet Mail Connector in the organization.

13.	Use Windows NT Server Control Panel Services to start the Internet Mail Connector.

14.	Test the connection to ensure that the Internet Mail Connector is configured properly.

For more information about these procedures, see the Microsoft Exchange Server Administrator’s Guide.


Resource Needs
8	Planning Your Connectors	29 of 33

Internet Mail Connector

Resource Needs

You must install TCP/IP network services on the Microsoft Exchange Server computer that will run the Internet Mail Connector If you expect a high level of message traffic, consider using a higher speed network connection.

For more information about setting up TCP/IP network software, see the Windows NT Server documentation.


Number of Connectors
8	Planning Your Connectors	30 of 33

Internet Mail Connector

Number of Connectors

Each Internet Mail Connector can accept multiple incoming connections and initiate multiple outbound connections. If you expect heavy message traffic, consider using multiple Internet Mail Connectors in your site and organization In addition, you can configure specific Internet Mail Connectors to:

Only accept messages.

Only send messages.

Receive and send messages.

Forward all mail to a relay host(s) for final delivery.

Send mail to final destinations, using the DNS.

If your site has a single Internet Mail Connector, you will most likely configure it as both a server and a client, so it can send messages to and receive messages from connected SMTP hosts. If your site has more than one Internet Mail Connector, you can configure one or more connectors to handle only incoming messages and other Internet Mail Connectors to handle only outgoing messages.


More About SMTP Addresses and Using Multiple Connectors
8	Planning Your Connectors	31 of 33

Internet Mail Connector

More About SMTP Addresses and Using Multiple Connectors

You should also consider SMTP addresses when planning how many Internet Mail Connectors to set up, and where they should be placed. The default SMTP domain name used for Microsoft Exchange Server is based on the organization and site name. For example, Ferguson and Bardell’s FAB organization name and NAmerica-W site name are used to generate the following default domain name:

namerica-w.fab.com

This domain name is appended to the user name to generate an SMTP email address for messages sent through the Internet Mail Connector in this site. For example, a user named Fran Wilson sending an SMTP message from this site has the following SMTP address:

franwilson@namerica-w.fab.com

You may want to install more than one Internet Mail Connector in your organization to reflect the correct site locations, or you may want to use the same SMTP email domain on all sites to avoid exposing your internal messaging topology.

For information about changing the site address, see the Microsoft Exchange Server Administrator’s Guide.


Controlling Access
8	Planning Your Connectors	32 of 33

Internet Mail Connector

Controlling Access

You can control which SMTP hosts can send mail to the Internet Mail Connector. This is a safeguard against unreasonable use of the Internet Mail Connector. For example, if message transfer is impaired by excessive mail from a particular host, you can configure the Internet Mail Connector to reject connection requests from that SMTP system.


Specifying Message Content Options
8	Planning Your Connectors	33 of 33

Internet Mail Connector

Specifying Message Content Options

For outbound messages, you can choose whether attachments will be encoded by using MIME or UUEncode. You can also choose a character set and specify numerous interoperability settings. All of these settings can be specified on a per e-mail domain basis.


Optimizing Performance
Appendix A	 1 of 16

Optimizing Performance

How many users can be supported on a Microsoft Exchange Server computer? This is the most frequently asked question about performance — and the most difficult one to answer.

The number of users that a server can support isn’t the same for every organization. Organizations use e-mail in different ways and have different hardware. The number of users per server also depends on what an organization considers to be acceptable response times and what kind of tradeoffs can be made between server load and client response times.

This chapter gives you background information about performance to help you implement Microsoft Exchange Server and describes the issues to consider when you’re deciding how many users your server can support. It also covers how server hardware affects performance. You’ll also learn how Microsoft Exchange Server optimizes performance. For more information about planning your servers, see Chapter 7, “Planning Your Servers.”


Different Needs for Different Organizations
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Different Needs for Different Organizations

How many users per server? That depends on what type of hardware you have and how the users in your company will use Microsoft Exchange Server.

Users vary widely in how they use their messaging, scheduling, and workgroup computing resources. The use of e-mail, scheduling, and public folder applications varies. An organization’s culture and location also affect how people use the messaging system. Users may send and receive hundreds of messages per week, or only one or two. Some users interact with the server 12 hours at a time; others connect only once a week for a few minutes. They may read hundreds of messages in dozens of public folders every day, or none at all. A small percentage of users in an organization may generate a high percentage of the total load on a server.

The server hardware may also vary widely. A company with large, centrally-located or well-connected sites may use a few expensive, high-end, multiprocessor servers with large amounts of RAM and dozens of disk drives, in order to set up as many users per server as possible. Another company may use hundreds of inexpensive, lower-end servers to connect their many small, geographically diverse locations.

Many organizations have different-sized sites with different kinds of connectivity and thus have different requirements for servers and the users they support. Most organizations want the most cost-effective hardware; but they need to consider other issues, such as maintenance and administration costs and floor space.


Finding the Limits
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Different Needs for Different Organizations

Finding the Limits

There isn’t an explicit limit to the number of users you can configure for a server. However, there may be practical limits. For example, the public and private information store databases are limited to 16 MB each. This could limit the number of users on large servers, depending on the following:

The amount of server storage that each user needs.

The values of user quota limitations, if used.

The degree to which single-instance storage of messages and attachments increases the logical storage capacity of the server.

The extent to which personal folder files (.PST files) are used.

The number of rules, views, and other customized configurations defined by users on the server.

There may also be practical limitations dictated by the time it takes to back up a large server.


How the Server Responds to Different Loads
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How the Server Responds to Different Loads

The main factor in determining the number of users that a server can support is the load each user places on the server. You can think of load in terms of user actions and background actions.


User Actions
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How the Server Responds to Different Loads

User Actions

When users interact with the server directly, their actions place an immediate incremental load on the server. A user action is an action, such as opening a mailbox, that the user performs on the client. The server performs actions in response to such a user action. From the user’s point of view, these actions are synchronous. For example, opening an unread message in a mailbox on the server entails processing time for the server to receive and interpret the request and to evaluate any access restrictions. This happens in the time it takes the Remote Procedure Call (RPC) issued by the client application to return control to the client. The actual time the user perceives the operation to take is this time plus any additional processing time needed by the client application to draw the message window and perform other tasks.

User actions are the most significant load factor on the servers that directly support users (as opposed to backbone or connector servers) and are proportional to the number of users actively interacting with the server and the actions they perform.


Background Actions
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How the Server Responds to Different Loads

Background Actions

In addition to performing synchronous user actions, a server performs asynchronous, background actions: accepting, transferring, and delivering messages, making routing decisions, expanding distribution lists, replicating changes to public folders and directory service information, executing rules, and monitoring storage quotas. A server may perform these tasks asynchronously on behalf of users, whether they are connected or not. This work is referred to as asynchronous because the time it takes for these actions to be completed doesn’t influence the users’ perception of the system’s speed, provided that the actions are completed within a reasonable amount of time.

In general, like user actions, the load caused by background actions is proportional to the number of users on the server. However, other factors, such as whether the server has connectors to other sites or systems, can have a significant impact. For dedicated connector or backbone servers, which don’t directly support users, user actions place almost no load on the server. The load on the server is almost entirely the result of background actions.


Evaluating Usage
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How the Server Responds to Different Loads

Evaluating Usage

You can predict how actions will impact server load by considering aggregates over time. For example, you can evaluate all the user’s actions (such as sending or reading messages and other activities) and all the background actions of the server on their behalf during a certain time period (such as an eight-hour workday), which can help you classify the user’s activity level in comparison to others. You can estimate how many actions a user performs over time, estimate the load those actions place on the server, and then make rough performance predictions based on an “average” user.

You need to determine the patterns of the users in your organization to answer the users-per-server question. For example, you could classify the users in your organization according to low, medium, and heavy usage, based on daily averages.

Type of usage	Patterns

Low 	Send 3 messages.
Read new mail 5 times and old mail 12 times.
Make 1 change to their schedule.

Medium	Send 6 messages.
Read new mail 15 times and old mail 12 times.
Make 5 changes to their schedule.

Heavy	Send 8 messages.
Read new mail 20 times and old mail 12 times.
Make 10 changes to their schedule.


How Load Affects Response Time
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How the Server Responds to Different Loads

How Load Affects Response Time

A server consists of hardware, including one or more CPUs with a particular architecture and processing speed, some amount of primary memory (RAM), one or more disk drives of certain speeds and sizes, and their controller(s). This hardware, in particular, the CPU(s), RAM, and I/O subsystem, are the critical server hardware resources.

When a server responds to a user action or performs background actions, it uses each of these three resources to some degree. For example, responding to an open message request from a client may require several milliseconds of CPU processing time, one or more disk accesses, and enough memory to perform the operation.

When actions don’t overlap in time, all the server hardware is dedicated to each action and the server is essentially idle between each action. Each action is completed as fast as possible and doesn’t need to wait for hardware resources to become available. In this case, the server is essentially unloaded.

As more users connect to the server or when many background actions are occurring, actions begin to overlap and there is competition for the server hardware resources. Bottlenecks occur because the server must wait for hardware to become available in order to complete its tasks. When this happens, a server is under load.

When a server is under load, actions may take longer to complete than if the server were unloaded. For user actions, this can result in increased response time for clients. If the server is under an excessive load, users may perceive the server as slow or unresponsive. Imagine a server with users who all perform the same actions, but their actions are evenly distributed over time. With only one user connected to the server, each user-initiated action is completed before the next one starts. The response times that a user experiences will be near the theoretical minimums possible with the client’s hardware, server, and network.

This relationship between server load and client response time defines the number of users that a server can support. At some point, as the average load on a server increases, the response times that a user experiences move from acceptable to unacceptable. This crossover point defines the number of these theoretical, average users that the server can support.


Uneven Loading
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How the Server Responds to Different Loads

Uneven Loading

Actions that cause load are not evenly distributed over time. For example, a burst of activity in the early morning, when users arrive at work and catch up on mail, may put the greatest load on a server. There may be lulls in activity during lunch hours, evenings, and weekends. Also, load varies over time because of individual differences in usage level and schedule.

You should consider uneven loading when you plan your organization. You can reserve some server capacity for bursts of activity by setting up fewer than the maximum number of average users on a server.

The following illustration gives an example of the e-mail usage patterns a typical organization might have.


Resources That Affect Performance
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Resources That Affect Performance

Performance is affected by the CPU, memory, the input/output (I/O) subsystem, and the network hardware. If a server is under load and has poor response times, you need to examine these resources in your organization.


CPU
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Resources That Affect Performance

CPU

The type and number of CPUs dictate the performance potential of Microsoft Exchange Server. For example, computers based on the Pentium processor offer better performance than computers based on the 486 chip. Also, a 133 MHz Pentium performs better than a 100 MHz Pentium with a similar configuration. Computers with multiple CPUs offer better performance potential than computers with just one CPU; however, more processor power does not always result in increased performance. Upgrading a CPU or adding additional CPUs provides few benefits when other hardware resources, such as I/O, are the sources of bottlenecks.


Memory
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Resources That Affect Performance

Memory

Windows NT Server uses virtual memory to swap data back and forth between physical and virtual memory as memory needs change. For example, if Microsoft Exchange Server needs more memory than is available, Window NT Server swaps data between the server’s physical memory (RAM) and a temporary paging file on the server’s disk. Typically, data that the server frequently accesses is stored in physical memory and is moved to the paging file when it’s no longer needed. When the data is needed again, the operating system pages it back into physical memory.

If the most commonly accessed pages can’t all fit into physical memory, excessive paging can occur. Paging can be considered as contention for memory. Some contention is tolerable, but as it increases, the system spends too much effort passing pages back and forth between physical memory and the paging file. Excessive paging is called thrashing, which is a common cause of unacceptable performance.

Typically, as memory contention increases past the point of thrashing, response times increase exponentially. One indication of thrashing is that the CPU is underutilized but the I/O subsystem is working excessively. You should try to prevent thrashing, especially during mission-critical activities. You can do so by adding more memory, not more disk space, to the server.

Data is moved between database caches in physical memory and databases stored on the server’s disk. Data that is currently needed for a process is stored in a database cache, and it is moved to the database on the server’s disk when the data is no longer needed. This process is similar to paging. For example, when a client requests that a mail message be opened, the information store moves the appropriate data from its database on disk to its database cache. As with thrashing, adding more RAM helps because more of the database can be cached in memory.

You can adjust the size of the database caches. If they are too large, even a server with a lot of physical memory may thrash severely. On the other hand, setting the cache sizes too small for the load on the server may cause excessive input/output (I/O) operations to the database, as not enough information is cached in physical memory for the amount of load on the server. You can use the Microsoft Exchange Server Performance Optimizer to adjust cache sizes if needed. See the “Optimizing Performance” section, later in this chapter.


I/O Subsystem
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Resources That Affect Performance

I/O Subsystem

The input/output (I/O) subsystem, including the type and number of disk controllers, the type of drives installed, and the choices required for disk fault tolerance and redundant array of inexpensive disks (RAID) configurations, affect overall system performance.

If a server has enough RAM to prevent thrashing, most I/O operations are used to provide server processes (such as the directory and the information store) with data they need to complete tasks. If a server is low on memory, most I/O operations will be used up by paging.

Microsoft Exchange Server issues I/Os to the disk subsystem on the server to read data from disk into memory or to write data to permanent storage. For example, when a user opens their Inbox, the set of properties in the default folder view must be accessed for each of the first 20 or so messages in the user’s inbox folder and returned to the user. If this information is not already cached in memory on the server from a recent, previous access, it must be read from the server’s information store database on disk before the action is completed.

Microsoft Exchange Server reads and writes to disk synchronously or asynchronously. Although all read I/Os and asynchronous write I/Os can be considered random, many synchronous writes to disk are sequential. For example, writing to the information store or directory databases is random, whereas writing changes to transaction log files on disk are sequential actions. Sequential disk access is significantly faster than random access because the I/O to the drive is completely sequential; the disk head typically does not need to physically move from one disk location to another in order to access logically contiguous pieces of data.

To take advantage of the sequential nature of transaction log files, you should put the database transaction log files on a dedicated physical disk drive. Hosting the transaction log files on their own disk with no other sources of disk I/O on the drive ensures good performance for writing to disk.


Network Hardware
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Resources That Affect Performance

Network Hardware

For optimal network performance, you should consider adapter types and the type of network medium, such as twisted pair cable, fiber optic cable, and coaxial cable. Some general guidelines for optimizing performance are to install one or more high-performance network adapters in the server, use a minimum of necessary protocols, and segment the local area network (LAN), if appropriate. The adapter characteristics that most affect performance are the bus type, bus width, and throughput rates.

An important performance issue is the quality of the network. For example, putting a server on an FDDI ring with capacities of 100 Mb/s provides better connectivity and performance than a server attached to a Token Ring network. An overloaded Ethernet segment where lots of collisions occur also reduces performance. You should also consider wide area network (WAN) connectivity and quality, especially when trying to determine site boundaries or whether clients should access their server across the WAN.


Related Factors
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Resources That Affect Performance

Related Factors

Performance may be affected by other applications running on the server. Typically, a dedicated server running Microsoft Exchange Server and no other applications, or a server with few other applications running, has greater performance potential than a server servicing additional applications. For example, simultaneously providing services that aren’t resource intensive because they don’t require the server to respond to client requests (such as the server acting as a domain controller, WINS server, or DHCP server) won’t have much of an impact on performance. However, simultaneously running applications such as Microsoft Systems Management Server, SQL Server, or SNA Server, which are more resource intensive, may have a large impact on performance.


Optimizing Performance
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Optimizing Performance

You can use the Performance Optimizer, a tool provided with Microsoft Exchange Server, to get the best performance from your system. Setup gives you the option to run Performance Optimizer following Setup. You should also use the Performance Optimizer:

After changing the server hardware configuration.

After changing the server’s role in the site, such as adding or removing a connector.

To help move files to other physical disks.

To experiment with different parameter settings.

The Performance Optimizer analyzes the server’s disk and memory configurations to determine the best location for the information store, directory, message transfer agent (MTA), and transaction log files. It also determines how much memory should be used for the information store and the directory based on the total memory on the server.

When you run the Performance Optimizer, it analyzes the server’s resources and configures the server as follows:

1.	The Performance Optimizer analyzes the hard disk configuration and determines which drives provide the fastest sequential access time and random access time. The Performance Optimizer reserves the drive with the fastest sequential access time for the transaction log file.

Note

The Performance Optimizer inspects logical drives, not physical disks. If a physical disk is divided into multiple partitions, it analyzes each partition and indicates that files should be moved to different partitions on the physical disk. Although there aren’t any performance gains in this configuration, the Performance Optimizer makes this recommendation because it can’t detect whether the drives are physical or logical.

2.	The Performance Optimizer chooses the fastest random access drive on which to place the files for the selected server type. For example, if the server is a public folder-only server, it places the public information store on the fastest random-access drive.

3.	The Performance Optimizer detects the amount of physical memory in the server and calculates the size of the caches for the directory and the information store, based on the information you provide about how the server will be used.

The default values for the directory and information store caches are appropriate for most installations. Although larger caches may provide better performance in some circumstances, performance depends on the amount of physical memory available.


Before You Begin
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Microsoft® Exchange Server consists of services that provide your company with advanced messaging and information management tools. While the Microsoft Exchange Server Concepts and Planning Guide helps administrators plan their Microsoft Exchange Server organization, this manual helps implement their plan. It provides step-by-step instructions for administering Microsoft Exchange Server, including how to set up and configure Microsoft Exchange Server sites, servers, clients, mailboxes, and connectors. It also provides comprehensive information about using the Microsoft Exchange Server Administrator program. This book does not cover in-depth conceptual or migration information.

This manual is accessible from the Help menu in the Administrator program. It is also available separately as a printed document from Microsoft.


Microsoft Exchange Server Documentation
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Microsoft Exchange Server Documentation

Microsoft Exchange Server provides comprehensive product documentation in several formats — print, online, and video. The following reference materials are available for Microsoft Exchange Server.

Microsoft Exchange Server Installation Guide

Presents the basic information needed to get a Microsoft Exchange Server running in a typical small organization. It provides a brief overview of the product and its features and instructions for installing both the client and server components of Microsoft Exchange Server. The guide also includes basic instructions necessary to start using Microsoft Exchange Server, such as creating mailboxes and using public folders.

This printed book is included in the Microsoft Exchange Server package.

Microsoft Exchange Server Concepts and Planning Guide

Presents an overview of the product features and concepts needed for planning a Microsoft Exchange Server organization. Administrators in large organizations should read this book before setting up Microsoft Exchange Server.

This book is accessible from the Help menu in the Administrator program. It is also available separately as a printed document from Microsoft.

Microsoft Exchange Server Concepts and Planning Video

Included with Microsoft Exchange Server, this video provides an overview of the product as well as planning tips for designing your Microsoft Exchange Server organization. It is in standard VHS format.

Microsoft Exchange Server Migration Guide

Describes concepts for migrating from foreign systems to Microsoft Exchange Server. It also provides instructions for using migration tools to move users from systems such as Microsoft Mail for PC Networks and Microsoft Mail for AppleTalk Networks to Microsoft Exchange Server.

This book is available on the Microsoft Exchange Server CD-ROM in the MIGRATE\DOCS directory.

Microsoft Exchange Server Application Designer’s Guide

Explains all aspects of using and designing custom applications, forms, and folders. It describes sample applications that are available with Microsoft Exchange Server and it is the primary reference for the Microsoft Exchange Server Application Design Environment.

This book is accessible from the Help menu in the Administrator program. It is also available separately as a printed document from Microsoft.

Online Help

Provides online information for the Microsoft Exchange Server Administrator program, the Microsoft Exchange Client, the Microsoft Exchange Forms Designer, and Microsoft Schedule+. You can access Help from the Help menu or by pressing F1.

Getting Started Public Folder

Provides an overview and tutorial for new users of Microsoft Exchange Client.

Folder Design Cue Cards

Guides users through the process of creating or modifying a public folder. Folder Design Cue Cards are provided with the Microsoft Exchange Client. They can be accessed from the Help menu using the Folder Design Cue Cards command. Each cue card provides information for performing a specific task.

Online Documentation Set

Provides all the Microsoft Exchange Server manuals online as a Windows Help file. They can be accessed from the Help menu in the Microsoft Exchange Server Administrator program.

Product Support Information

Can be found in the Microsoft Exchange Server Installation Guide and from the Help menu in the Administrator program.


About This Guide
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Microsoft Exchange Server Documentation

About This Guide

This manual is divided into four parts and two appendixes to provide you with complete, task-oriented information about administering, setting up, modifying, and maintaining your Microsoft Exchange Server organization.

Part 1 “Setting Up Your Organization”

Provides an overview of the Administrator program and the tasks used to set up a site, customize server core components, create and modify recipients, modify client features, and set up advanced security.

Part 2 “Setting Up Connectors”

Describes how to connect sites within your organization and how to connect to foreign systems.

Part 3 “Replicating and Synchronizing Your System”

Provides information on replicating public folders and directory information and how to synchronize directories with other systems.

Part 4 “Maintenance and Troubleshooting”

Describes the tasks involved in maintaining and monitoring your organization, troubleshooting tools and resources, and typical problems you might encounter.

Appendixes

Contain supplementary information on addressing and diagnostics logging.


Using This Guide
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Using This Guide

This book is task-oriented. The task introduction describes why you do the task and lists other tasks that must also be performed, if necessary, with that task. In addition, the task sometimes refers you to other documentation that may help you with conceptual information or that helps you complete the task.

Like tasks are grouped together into sections. The section introductions describe what the set of tasks have in common and why you would need to do the set of tasks. The sections usually provide navigational information for groups of tasks, where appropriate. For example, if the tasks all involve the General property page for the MTA, the section introduction explains how to reach that property page so each task does not repeat that information.

The sections are combined into like sections in the chapters, and the chapters are combined into like parts.


Document Conventions
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Document Conventions

To help you locate and interpret information easily, the Microsoft Exchange Server Administrator’s Guide uses the following conventions.

Convention	Description

ALL CAPITALS	Filenames and extensions, directory names, paths, and acronyms.

bold	Menus and menu commands, command buttons, property page and dialog box titles and options, command-line commands, options, and portions of syntax that must be typed exactly as shown.

Initial Capitals	Names of applications, programs, and named windows.

italic	Information you provide, terms that are being introduced, and book titles.

KEY+KEY	Key combinations in which you press and hold down one key and then press another.

monospace	Examples, sample command lines, program code, and program output

SMALL CAPITALS	Names of keys on the keyboard.

Cross-references.


Administering Microsoft Exchange Server
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Administering Microsoft Exchange Server

The Microsoft Exchange Server Administrator program provides a rich graphical environment for administering the services and components of your messaging topology. For Microsoft Exchange Server, the Services option in Microsoft Windows NT Control Panel lets you check the state of the Microsoft Exchange Server services.

Use this book to guide you through the tasks involved in setting up, modifying, maintaining, monitoring, and troubleshooting your organization.


Starting the Administrator Program
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Starting the Administrator Program

The Administrator program (ADMIN.EXE) is a Microsoft Windows NT application that lets you view and manipulate the structure of your organization and perform a variety of administrative tasks. To open the Administrator window, you need Logon rights for the site where the server is located.

Note

The only accounts with Administrator permissions for the Microsoft Exchange Server computer are those that were logged on to Microsoft Exchange Server during Setup and the Service account provided during Setup. You can add other users with Administrator permissions using the Administrator program. For more information, see Chapter 4, “Setting Up Recipients.”

The Microsoft Exchange Server Setup program installs ADMIN.EXE into the \EXCHSRVR\BIN directory of your server.

Tip

You can install the Administrator program on at least two Microsoft Exchange Server computers within a site. If one of the computers is not available, the other can be used to administer the site and perform troubleshooting.

Getting to the Administrator window

1.	Double-click the Microsoft Exchange Administrator icon.

2.	Type or select the name of the Microsoft Exchange Server to which you want to connect.

3.	The Administrator window opens.

If a remote site is connected over a network connection that supports remote procedure call (RPC) communication, the remote site can be administered from the local site if appropriate permissions have been granted in the remote site. If the site is not connected to a site that has the Administrator program installed, the Administrator program must be installed on the local area network (LAN).


Viewing the Administrator Window
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Viewing the Administrator Window

The Administrator window is a graphical view of all users and resources in the organization. You can move through the various branches of this structure to see the complete layout of your organization. It provides paths to the various tasks involved in setting up and maintaining an organization. The following figure shows a typical Administrator window.

The area on the left side of the window shows directory objects — a graphical representation of all of the components in your organization  and is called the container area. The display area on the right shows the contents of the currently selected object in the directory and is called the contents area.

When connected to a server in a site, you can modify information about any other server or object in that site. The site and the server names are displayed in the title bar of the Administrator window. All objects in other sites in the Administrator window are read-only, and properties for those objects are dimmed and, therefore, unavailable.


Connecting to Multiple Microsoft Exchange Servers
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Viewing the Administrator Window

Connecting to Multiple Microsoft Exchange Servers

You can connect and modify objects on multiple servers. Each server appears in its own window.

1.	From the File menu, choose Connect to Server.

2.	Type or select the name of the Microsoft Exchange Server to which you want to connect.

3.	The second window opens displaying the second server.


Directory Objects
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Viewing the Administrator Window

Directory Objects

Choosing the plus button (+) or the minus button (-) next to an object in the directory expands or collapses it to show additional objects. An object that contains other objects is called a container. For example, choosing Recipients expands that container and displays its contents.

Use the Administrator program to manage your organization or site by manipulating the structure of the directory or changing the properties of individual objects. Objects are the building blocks of your information system. How you link them together and define their properties determines the overall structure of your organization. The following table shows the objects you can use to build an organization with a brief description of each object. An organization may or may not have all of the objects, depending on the configuration.

Icon	Represents	Description
	Organization	The root or starting point of Microsoft Exchange Server directory objects. This is the name of your entire organization.
	Folders	Contains the public folder hierarchy.
	Global Address List	Contains all recipients in the organization.
	Site	A group of one or more Microsoft Exchange Server computers connected to the same local area network (LAN).
	Connections Container	Contains all connectivity for the system.
	Site Connector	Connects a Microsoft Exchange Server site to another site that has direct LAN connectivity.
	X.400 Connector	Connects a Microsoft Exchange Server site to another site or to other X.400 systems using TP4, TCP/IP, or X.25 transports.
	Other connectors	Provides connectivity to MS Mail for PC Networks, MS Mail for AppleTalk Networks, the Internet, and other messaging systems, depending on your configuration.
	Site Configuration Container	Contains configuration objects, such as the Directory Replication Connector.
	Directory Synchronization	Lets MS Mail (PC) exchange directory information with the Microsoft Exchange Server directory.
	Remote Dirsync Requestor	An internal representation of an MS Mail directory exchange requestor that uses a Microsoft Exchange Server as its directory synchronization server.
	Directory Replication Connector	Describes a directory replication relationship between two sites.
	Directory	Stores all the information available about an organization’s resources and users, such as servers, mailboxes, and public folders.
	Site Directory Configuration	Site-wide directory configuration properties.
	3rd Party Add-ins	Contains add-in products from other companies.
	Encryption	Represents advanced security for the site.
	Certification Authority	Represents the Microsoft Exchange Server Key Manager.
	Link Monitor	Monitors the status of connections between Microsoft Exchange Server computers and servers in other systems.
	Message Transfer Agent	Delivers messages to their destination by moving them from one server to another.
	MTA Site Configuration	Contains properties for site-wide MTA configuration.
	Server	A Windows NT Server computer running Microsoft Exchange Server.
	Server Container	Container for Microsoft Exchange Servers.
	Server Monitor	Monitors the status of Microsoft Exchange Server and/or other Windows NT services running on one or more servers.
	Private Information Store	Contains all mailboxes that have this Microsoft Exchange Server computer as their home server.
	System Attendant	A general maintenance service that must be running in order for Microsoft Exchange Server processes to run.
	Public Information Store	Contains all public folders and their contents that have this Microsoft Exchange Server computer as their home server or that have been replicated to this server.
	Information Store Site Configuration	Contains site-wide information store configuration properties.
	Addressing	Contains site-wide addressing information, such as details and one-off templates.
	E-mail Address Generators	Contains tools for installed connectors and gateways that automatically generate e-mail addresses (addresses by which Microsoft Exchange Server recipients are known to foreign systems).
	Details Templates	Contains localized templates that can be used to define how details of objects are displayed in the Address Book.
	One-off Address Template	Contains localized templates that can be used to determine what information users need to input when they create a new e-mail address in the Microsoft Exchange Client.
	Site Address Templates Container	Contains site-wide addressing tools.
	Recipients Container	Contains recipients (mailboxes, custom recipients, distribution lists, and public folders). A site can have multiple recipient containers.
	Mailbox Agent	An application written to operate from data sent to a specific mailbox. It is used to build a messaging-enabled server application.
	Custom Recipient	Recipients residing on a foreign messaging system.
	Distribution List	A group of recipients addressed as a single recipient.
	Public Folder	A receptacle for information that can be shared among many users. You can send messages to public folders.
	Mailbox	A private repository for e-mail and other information. You must have a mailbox to send and receive e-mail.


Using Property Pages
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Using Property Pages

An organization is made up of building blocks called objects. Each object is defined by a set of properties. For organizational purposes, properties are divided into logical groupings and presented in property pages for easy reference. The property pages give you a high degree of control over objects and let you manipulate their performance and characteristics.

The following figure shows the common elements of a property page.


Using Services for the Microsoft Exchange Server
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Using Services for the Microsoft Exchange Server

Use the Services option in Windows NT Control Panel to determine which services are configured to run on a Windows NT Server computer and their current state. Services can be started, stopped, paused, and continued. The Startup column indicates whether this service is specified in the Registry to start automatically when the Windows NT Server starts or whether the service must be started manually.

All Microsoft Exchange Server services are stored in HKEY_LOCAL_MACHINE_SYSTEM/currentcontrolset/services.

Service Name	Registry Name	Responsible for
Microsoft Exchange  Directory	MSExchangeDS	Maintaining directory and replicating directory information.
Microsoft Exchange Information Store	MSExchangeIS	Storing mailboxes and public folders; also delivers messages between users on the same server.
Microsoft Exchange  Internet Mail Connector	MSExchangeIMC	Routing Internet messages.
Microsoft Exchange  Message Transfer Agent	MSExchangeMTA	Routing messages between servers in a site and between sites.
Microsoft Exchange  System Attendant	MSExchangeSA	Handling general administrative tasks.
MS Mail Connector (PC) MTA	MSExchangePCMTA	Transferring messages between the Connector postoffice and external MS Mail (PC) postoffices.
MS Mail Connector Interchange	MSExchangeMSMI	Translating Microsoft Exchange Server information to MS Mail information and vice versa.
Microsoft Exchange  Directory Synchronization	MSExchangeDX	Exchanging addressing information between Microsoft Exchange Server and any system using the Microsoft Mail 3.x directory synchronization protocol.
MS Schedule+ Free/Busy Connector	MSExchangeFB	Distributing free/busy information to and from MS Mail and Schedule+ environments.
Microsoft Exchange Key Management Server	MSExchangeKMS	Public key management services for the signing and sealing of messages.


Viewing Microsoft Exchange Server Services
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Using Services for the Microsoft Exchange Server

Viewing Microsoft Exchange Server Services

You can view the status of any service using this procedure.

In the Control Panel, choose the Services icon, and look up the names of the Microsoft Exchange Server services you’re interested in.


Starting Microsoft Exchange Server Services
1	Administering Microsoft Exchange Server	9 of 12

Using Services for the Microsoft Exchange Server

Starting Microsoft Exchange Server Services

You can manually start any service using this procedure.

In the Control Panel, choose the service you want to start, and choose Start.

 – Or –

At the command prompt, type net start (registryname). For example:

net start MSExchangeIS


Stopping Microsoft Exchange Services
1	Administering Microsoft Exchange Server	10 of 12

Using Services for the Microsoft Exchange Server

Stopping Microsoft Exchange Services

You can stop any service using this procedure.

In the Control Panel, choose the service you want to stop, and choose Stop.

– Or –

Type net stop (registryname). For example:

net stop MSExchangeIS


Microsoft Exchange Server Administrative Tasks
1	Administering Microsoft Exchange Server	11 of 12

Microsoft Exchange Server Administrative Tasks

Microsoft Exchange Server and this Administrator’s Guide are designed so that administrative tasks and tools can be grouped into the following categories:

Setting up the site, server, client, security, and connectors

Replicating and synchronizing information

Maintaining your organization

Monitoring your organization

Troubleshooting

Different configurations require different divisions of tasks, and tasks performed by each type of administrator sometimes overlap as shown in the following figure.


Administrator Program Switches
1	Administering Microsoft Exchange Server	12 of 12

Administrator Program Switches

Use command-line switches to customize the Administrator program operation. Some of the switches that the Administrator program supports are in the following table. For more information about switches, see Microsoft Exchange Server Help.

Switch	Description
/h	Starts the Administrator program and displays help information for command-line switches.
/s <server name>	Starts the Administrator program and connects to the specified server.
/m <site\monitor name\server name>	Starts the Administrator program and starts the specified monitor connected to the specified server. The monitor and server names are required, and the site name is optional.
/i <filename>	Runs the command-line directory import utility.
/e <filename>	Runs the command-line directory export utility.


Setting Up Your Site
Chapter 2	 1 of 56

Setting Up Your Site

Setting up your site involves configuring several aspects of Microsoft Exchange Server. You must set defaults and values for the following areas before you can use Microsoft Exchange Server:

DS Site Configuration

Settings for deleting objects, creating and scheduling an offline Address Book, and specifying custom attributes.

Information Store Site Configuration

Settings for specifying a public folder container, enabling message tracking, allowing creation of top-level folders, establishing storage warnings, and connecting to public folders in other sites.

Public Folder Server Setup

Settings for the public folder server.

Public Folder Setup

Settings for creating and designing public folders, establishing the public folder hierarchy, and configuring the Address Book for public folders.

MTA Site Configuration

Settings for routing undeliverable messages, enabling message tracking, and defining messaging defaults.

Site Addressing

Settings for routing messages, establishing a schedule for routing table calculation, and defining site addresses.


DS Site Configuration
2	Setting Up Your Site	2 of 56

DS Site Configuration

DS Site Configuration allows you to set values for various items in the directory for your site. The directory contains information about your site, much like a phone book contains information about a community. It contains objects such as mailboxes, distribution lists, public folders, custom recipients, and mailbox agents. This information is used by other components in Microsoft Exchange Server such as server services and the Microsoft Exchange Client.

You use information in the directory to set up an offline Address Book and establish custom attributes. You can also determine how long you want to save a tombstone indicating that you have deleted an object from your system and how often you want to remove those tombstones.


General Properties
2	Setting Up Your Site	3 of 56

DS Site Configuration

General Properties

You use the DS Site Configuration General property page to define a display name, set the amount of time to save a tombstone, which indicates that an object was deleted, delete the tombstone, and set up an offline Address Book.

Getting to the DS Site Configuration General property page

1.	In the Administrator window, choose Configuration.

2.	Double-click DS Site Configuration.

3.	Select the General tab.


Defining the Display Name
2	Setting Up Your Site	4 of 56

DS Site Configuration

General Properties

Defining the Display Name

Use the General property page to define the display name for the DS Site Configuration object. The display name identifies the DS Site Configuration object in the Administrator window. The default display name is DS Site Configuration.

1.	Select the General tab.

2.	Type a display name.

Option	Description

Display name	Type a maximum of 256 alphanumeric characters, which can include spaces and special characters. If no name is provided, the system prompts for a value.

Directory name	The name is defined during installation. It cannot be changed.


Changing the Tombstone Lifetime
2	Setting Up Your Site	5 of 56

DS Site Configuration

General Properties

Changing the Tombstone Lifetime

The tombstone lifetime is the amount of time you want to save a marker, called a tombstone, indicating that an object has been deleted from a directory. For example, when you delete a name from an Address Book, the name is deleted from the server where you specified the action, but a tombstone remains. The tombstone is replicated to other servers and deletes the corresponding directory entry on the other servers.

Note

When you set the tombstone lifetime, be sure to consider how often you delete objects, how long replication takes, and how long between server backups. Set for a long enough interval so that all servers can be notified of the deleted object before the tombstone is removed.

1.	Select the General tab.

2.	Set the tombstone lifetime.

Option	Description
Tombstone lifetime (days)	The amount of time before a tombstone, indicating that an object was deleted, is removed.
For more information, see “Changing the Garbage Collection Interval” later in this chapter.


Changing the Garbage Collection Interval
2	Setting Up Your Site	6 of 56

DS Site Configuration

General Properties

Changing the Garbage Collection Interval

The garbage collection interval is the number of hours representing the interval at which expired tombstones are deleted. For example, once an object has been deleted and replication has taken place, then the tombstone can be removed. At each garbage collection interval, all of the expired tombstones are deleted.

Note

By removing expired tombstones, you free more disk space and increase the efficiency of your system.

1.	Select the General tab.

2.	Set the garbage collection interval.

Option	Description
Garbage collection interval (hours)	The amount of time between the removal of expired tombstones.
For more information, see “Changing the Tombstone Lifetime” earlier in this chapter.


Offline Address Book
2	Setting Up Your Site	7 of 56

DS Site Configuration

Offline Address Book

Administrators can configure an offline Address Book that remote users can use to get information about other users in the organization. Users can download the offline Address Book to their laptops or portable computers when they connect to the Microsoft Exchange Server. The offline Address Book can contain any list of recipients that you specify. This data is stored in the offline Address Book hidden public folder.

Note

You can create one offline Address Book per site. Do not replicate the offline Address Book hidden public folder to other sites in your organization.

Getting to the Offline Address Book property page

1.	In the Administrator window, choose Configuration.

2.	Double-click DS Site Configuration.

3.	Select the Offline Address Book tab.


Selecting or Changing the Offline Address Book Server
2	Setting Up Your Site	8 of 56

DS Site Configuration

Offline Address Book

Selecting or Changing the Offline Address Book Server

The offline Address Book server is the computer where the actual offline Address Book files are generated and stored. When users remotely download the offline Address Book to their local computers, a connection is made to a hidden offline Address Book public folder, and the files are read and copied from there.

You can change the offline address book server location so that the offline Address Book is generated and stored in a server other than the one you originally specified. Once you have changed the name of the server, you can generate the offline Address Book immediately rather than wait for the next scheduled generation.

Note

Generating the offline Address Book can take a significant amount of time if you have a large number of recipients. You can speed up the process if you select a server that is not busy doing other tasks.

1.	Select the Offline Address Book tab.

2.	In the Offline Address Book Server box, select one of the servers in your site.

3.	To generate the offline Address Book immediately, choose Generate Offline Address Book Now.

Option	Description
Offline address book server	The server where you want to generate the offline Address Book.
Generate Offline Address Book Now	Starts generating a new offline Address Book immediately.
For information about replicating public folders, see Chapter 12, “Replicating Public Folders.”


Selecting the Offline Address Book Container
2	Setting Up Your Site	9 of 56

DS Site Configuration

Offline Address Book

Selecting the Offline Address Book Container

The offline Address Book is generated based on the contents of any recipients container in your site. Typically, you should use the Global Address List container, which includes a consolidated set of all recipients from all recipients containers in replicated sites throughout your organization. Using the Global Address List container as a basis for the offline Address Book ensures that remote users can send mail to any recipient in your organization. The default is the Recipients container for your local site.

When you generate the offline Address Book, the contents of the container that you chose are converted to a data file and stored in a hidden public folder. When the client downloads the offline Address Book, the data file is used as the source of information.

1.	Select the Offline Address Book tab.

2.	Under Generate data files from the address book container, choose Modify.

3.	Select the recipients container you want to use for offline Address Book generation, and choose OK.


Manually Generating the Offline Address Book
2	Setting Up Your Site	10 of 56

DS Site Configuration

Offline Address Book

Manually Generating the Offline Address Book

You can quickly generate the offline Address Book at any time. For example, if you have just added a number of new recipients to your organization and the offline Address Book schedule is configured to automatically generate the offline Address Book once a week, you can manually generate the offline Address Book to account for the newly added recipients.

1.	Select the Offline Address Book tab.

2.	Choose Generate Offline Address Book Now.


Offline Address Book Schedule
2	Setting Up Your Site	11 of 56

DS Site Configuration

Offline Address Book Schedule

The offline Address Book must be generated before clients can download it to their local computers. There are two ways to generate the offline Address Book. You can:

Set up a schedule and indicate the times at which the system automatically generates the offline Address Book.

Manually force offline Address Book generation at any time.

Getting to the Offline Address Book Schedule property page

1.	In the Administrator window, choose Configuration.

2.	Double-click DS Site Configuration.

3.	Select the Offline Address Book Schedule tab.


Scheduling Offline Address Book Generation
2	Setting Up Your Site	12 of 56

DS Site Configuration

Offline Address Book Schedule

Scheduling Offline Address Book Generation

You can schedule the times at which the offline Address Book is generated. If recipients are added, removed, or updated frequently, you can schedule generation more frequently to ensure that the offline Address Book is always current.

Note

If you select Always to update the offline Address Book, the update begins at the beginning of the first grid block that you select. If you choose three two-hour intervals with only one hour in between, and it takes four hours to update your Address Book, then the next regeneration starts at the beginning of the third two-hour cycle.

1.	Select the Offline Address Book Schedule tab.

2.	Select Always or Selected Times.

Option	Description

Always	Continually updates the offline Address Book. Once the Address Book is finished updating, it starts over again immediately.

Selected times	Updates the offline Address Book at the times shown in the schedule grid.


Custom Attributes
2	Setting Up Your Site	13 of 56

DS Site Configuration

Custom Attributes

Attributes are particular characteristics associated with a recipient object. For example, property pages contain predefined attributes such as the mailbox name, address, city, state, and postal code. If you want to add more fields to a recipient, you can define up to 10 custom attributes. These attributes provide additional information about the recipient object that is specific to your organization, such as an employee identification number.

Getting to the DS Site Configuration Custom Attributes property page

1.	In the Administrator window, choose Configuration.

2.	Double-click DS Site Configuration.

3.	Select the Custom Attributes tab.


Changing the Custom Attributes Values
2	Setting Up Your Site	14 of 56

DS Site Configuration

Custom Attributes

Changing the Custom Attributes Values

If you want to add a new piece of detailed information about a recipient, such as an identification number, you define a new custom attribute using the Custom Attributes property page. Microsoft Exchange Server comes with 10 custom attributes that you can define. Once the custom attribute has been defined, you can change the value for a particular recipient by using the Custom Attributes tab on that recipient object.

1.	Select the Custom Attributes tab.

2.	Type a new value for the field in the corresponding Values box.

Option	Description

Custom Attribute 1 through 10	Displays the custom attribute you defined.

For more information, see Chapter 4, “Setting Up Recipients.”


Information Store Site Configuration
2	Setting Up Your Site	15 of 56

Information Store Site Configuration

The information store is the central repository of all folders on a server. You can configure all information stores in your site using the Information Store Site Configuration property pages. To set up the information store, you must specify the name of the container where the public folders are located and who can create top-level folders. You can also specify that messages are automatically sent to mailbox owners who have mailboxes over the maximum allotted size. If you want users in your site to be able to connect to public folders in other sites, you can specify the location and relative cost of connecting to that site.


General Properties
2	Setting Up Your Site	16 of 56

Information Store Site Configuration

General Properties

You use the Information Store Site Configuration General property page to define a display name for the information store, choose a public folder container, and enable message tracking.

Getting to the Information Store Site Configuration General property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Information Store Site Configuration.

3.	Select the General tab.


Defining the Display Name
2	Setting Up Your Site	17 of 56

Information Store Site Configuration

General Properties

Defining the Display Name

You use the General property page to define the display name for the Information Store Site Configuration object in this site. The display name identifies this object in the Administrator window. The default display name is Information Store Site Configuration.

Note

The directory name is displayed in this property page but cannot be changed.

1.	Select the General tab.

2.	Type a display name.

Option	Description

Display name	Type a maximum of 256 alphanumeric characters, which can include spaces and special characters. If no name is provided, the system prompts for a value.

Directory name	The name is defined during installation and cannot be changed.


Modifying the Public Folder Container
2	Setting Up Your Site	18 of 56

Information Store Site Configuration

General Properties

Modifying the Public Folder Container

A Public Folder container is the receptacle for all newly created public folders. You can change the public folder container to be any Recipients container in the site.

Note

Changing the Public Folder container changes the location where all new public folders are stored. This does not affect the public folders that have already been created. If no container is specified, the default is the Recipients container for the site.

1.	Select the General tab.

2.	Under Public Folder Container, choose Modify.

3.	Select the container you want to use as the Public Folder container.

Option	Description

Modify	Opens the Public Folder Container dialog box.


Message Tracking
2	Setting Up Your Site	19 of 56

Information Store Site Configuration

Message Tracking

Use message tracking to track the delivery path of messages processed within a site. You can track messages processed by the information store that are sent between users or services on the same home server.

For more information, see “Message Tracking” in Chapter 17, “Troubleshooting Tools and Resources.”


Top-Level Folder Creation
2	Setting Up Your Site	20 of 56

Information Store Site Configuration

Top-Level Folder Creation

Use the Top Level Folder Creation property page to specify which users have the right to create top-level public folders in the Microsoft Exchange Client. Top-level public folders are those at the highest tier of the public folder tree. Limiting the number of people who can create top-level public folders lets you control the public folder hierarchy. Once a top-level folder is created, the owner of that folder can set permissions that allow other users to create subordinate folders below the top-level folder.

Getting to the Information Store Site Configuration Top Level Folder Creation property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Information Store Site Configuration.

3.	Select the Top Level Folder Creation tab.


Allowing Creation of Top-Level Folders
2	Setting Up Your Site	21 of 56

Information Store Site Configuration

Top-Level Folder Creation

Allowing Creation of Top-Level Folders

You can specify that only certain people have the rights to create top-level folders. You can select all people on your system, a distribution list, or individuals. Enter either a name or a distribution list in the list. If you use a distribution list, you can specify that certain people in that list cannot create top-level folders by entering their names in the Not allowed to create top level folders box.

Once you have entered a name in the Allowed to create top level folders box, all other users are automatically prevented from creating top-level folders.

Note

When both the Allowed to create top level folders list and the Not allowed to create top level folders list are empty, everyone in the global address list can create top-level folders.

1.	Select the Top Level Folder Creation tab.

2.	Under Allowed to create top level folders, select Modify, or select All to allow all recipients to create top-level folders.

3.	Select the recipients you want to be able to create a top-level folders.

Option	Description

Adds a distribution list or mailbox to the Allowed to Create Top Level Folders box.

Displays the properties for the selected mailbox or distribution list.

Opens the Find dialog box, which allows you to search for a mailbox or distribution list based on properties you specify.


Preventing Creation of Top-Level Folders
2	Setting Up Your Site	22 of 56

Information Store Site Configuration

Top-Level Folder Creation

Preventing Creation of Top-Level Folders

You can prevent people from creating top-level folders in two ways. By default, if you have any name listed in the Allowed to create top level folders box, all other users are prevented from creating top-level folders. Likewise, if you have any name listed in the Not allowed to create top level folders box, all other users can create top-level folders.

The second way is that if you specify a distribution list in the Allowed to create top level folders, you can select individuals from the distribution list and prevent them from creating top level folders by entering their names in the Not allowed to create top level folders box.

Note

When both the Allowed to create top level folders list and the Not allowed to create top level folders list are empty, everyone in the global address list can create top-level folders.

1.	Select the Top Level Folder Creation tab.

2.	Under Not allowed to create top level folders, select Modify, or select All to prevent all recipients from creating top-level folders.

3.	Select the recipients you want to prevent from creating top-level folders.

Option	Description

Adds a distribution list or mailbox to the Not allowed to create top level folders box.

Displays the properties for the selected mailbox or distribution list.

Opens the Find dialog box, which allows you to search for a mailbox or distribution list.


Storage Warnings
2	Setting Up Your Site	23 of 56

Information Store Site Configuration

Top-Level Folder Creation

Storage Warnings

Use the Storage Warnings property page to set the times at which notification messages are sent to mailbox owners or public folder contacts who have exceeded the maximum amount of space allotted for their mailbox or public folder. Storage limits can be defined in the Advanced property page for mailboxes and public folders.

Getting to the Information Store Site Configuration Storage Warnings property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Information Store Site Configuration.

3.	Select the Storage Warnings tab.


Scheduling Storage Warnings
2	Setting Up Your Site	24 of 56

Information Store Site Configuration

Top-Level Folder Creation

Scheduling Storage Warnings

Use the Storage Warnings property page to set the times at which notification messages are sent to mailbox owners or public folder contacts who have exceeded the maximum amount of space allotted for their mailbox or public folder.

1.	Select the Storage Warnings tab.

2.	Select Never, Always, or Selected Times.

3.	Under Detail view, select a view for the schedule grid.

Option	Description

Never	Do not send notification messages.

Always	Send a notification every 15 minutes.

Selected Times	Send a notification according to the schedule in the grid.

1 Hour	Displays the schedule grid in 1-hour increments.

15 Minute	Displays the schedule grid in 15-minute increments.


Public Folder Server Setup
2	Setting Up Your Site	25 of 56

Public Folder Server Setup

The first step in administering public folders within a site is deciding which servers will be responsible for storing public folders. You can configure a Microsoft Exchange Server computer to have:

Both a private and public information store.

Only a public information store — a dedicated public folder server.

A server that is configured to have only a private information store is a dedicated mailbox server and cannot store public folders.

Note

In each site, there must be at least one Microsoft Exchange Server computer with a public information store. However, you can configure an entire site where none of the servers has a private information store. These are called dedicated public folder sites.


Servers With Both a Private and Public Information Store
2	Setting Up Your Site	26 of 56

Public Folder Server Setup

Servers With Both a Private and Public Information Store

You define a public folder server in the General property page of the private information store.

Getting to the Private Information Store General property page

1.	In the Administrator window, choose Servers, and select a server.

2.	Double-click Private Information Store.

3.	Select the General tab.


Selecting a Public Folder Server
2	Setting Up Your Site	27 of 56

Public Folder Server Setup

Servers With Both a Private and Public Information Store

Selecting a Public Folder Server

Use the Private Information Store General property page to specify the public folder server. This is the server where all top-level public folders created by users whose home mailbox is this server will be stored. The public folder server is also where the users on this private information store will view the public folder hierarchy.

Note

A user’s home server is the server where the user’s mailbox is stored.

1.	Select the Private Information Store General tab.

2.	In the Public folder server box, select a server.

To change the public folder server, select a server that will be the new location for public folders. The default location is the same server where this private information store is located.


Dedicated Public Folder Server
2	Setting Up Your Site	28 of 56

Public Folder Server Setup

Dedicated Public Folder Server

You can configure one or more servers to be dedicated public folder servers. If you change your mind, you can reconfigure a server to have both public and private information stores.


Configuring a Dedicated Public Folder Server
2	Setting Up Your Site	29 of 56

Public Folder Server Setup

Dedicated Public Folder Server

Configuring a Dedicated Public Folder Server

Dedicating a server as a public folder server assigns the responsibility for creating and managing public folders to that server. For example, you might set up a single server in your site with the storage capacity and processing power to handle all public folders.

Note

After you delete the private information store, run the Performance Optimizer to reoptimize performance for this server.

1.	In the Administrator window, choose Servers.

2.	Select the server you want to configure as a dedicated public folder server.

3.	Double-click the Private Information Store.

4.	From the Edit menu, choose Delete.


Changing a Dedicated Public Folder Server to a Server with Both Information Stores
2	Setting Up Your Site	30 of 56

Public Folder Server Setup

Dedicated Public Folder Server

Changing a Dedicated Public Folder Server to a Server with Both Information Stores

You can reconfigure a dedicated public folder server as a home server for both public folders and mailboxes. To do this, you need to re-create the private information store on the dedicated public folder server.

1.	From the File menu, choose New Other.

2.	Choose Information Store.

3.	Select Private.

4.	In the Server box, choose the server where you want to re-create the private information store.

Only servers within the site that do not have a private information store will appear in the list.


Public Folder Setup
2	Setting Up Your Site	31 of 56

Public Folder Setup

Once you have a public folder server available, you use both the Microsoft Exchange Client and the Administrator program to set up public folders.

Use the client to:

Create public folders.

Set public folder permissions.

Create rules and views.

Use the Administrator program to:

Set up the public folder hierarchy.

If necessary, set public folder size limits, storage warnings, and age limits.

Set up access to public folders.

For more information, see Chapter 12, “Replicating Public Folders.”


Public Folder Creation and Design
2	Setting Up Your Site	32 of 56

Public Folder Setup

Public Folder Creation and Design

You create and design public folders using the Microsoft Exchange Client. Once you have created a public folder, you can design its properties by setting permissions, rules, and views.

For more information, see “Creating and Designing a Public Folder” in Microsoft Exchange Client Help.


Granting Permissions
2	Setting Up Your Site	33 of 56

Public Folder Setup

Public Folder Creation and Design

Granting Permissions

Client permissions determine the type of access that specific recipients (mailboxes, distribution lists, public folders, or custom recipients) have on a public folder. These permissions can be set using either the Microsoft Exchange Client or the Administrator program. To make changes, you must be connected to the site where the public folder is located.

Client permissions are different from the permissions you assign from the Administrator program in the Public Folder Permissions property page.

Note

An owner automatically has all permissions turned on. The only Owner permissions you can turn off and still remain an owner is Folder Contact.

1.	Select the Public Folder General tab.

2.	Choose Client Permissions.

3.	Modify client permissions, and choose OK.

For more information, see “Permissions” in Chapter 4, “Setting Up Recipients.”


Creating Rules and Views
2	Setting Up Your Site	34 of 56

Public Folder Setup

Public Folder Creation and Design

Creating Rules and Views

When designing a public folder, you can set up rules and views that will apply to the folder. A rule is a set of conditions that will be applied to new items sent to or posted in the folder that meet the rule’s conditions. Views are different ways in which the information in the public folder is organized.

Note

You must have Owner permissions for a public folder to create and modify its rules and views.

For more information, see “Adding or Modifying a Public Folder View” and “Creating or Modifying a Rule for a Public Folder” in Microsoft Exchange Client Help.


MTA Site Configuration
2	Setting Up Your Site	35 of 56

MTA Site Configuration

The message transfer agent (MTA) provides the addressing and routing information for sending messages. You use the MTA Site Configuration property pages to set values for all MTAs in your site. This allows you to set the messaging defaults, enable message tracking, specify the recipient of undeliverable messages, and enter a display name for the site.


General Properties
2	Setting Up Your Site	36 of 56

MTA Site Configuration

General Properties

Use the MTA Site Configuration General property page to enter a display name, specify a dead letter recipient, and enable message tracking.

Getting to the MTA Site Configuration General property page

1.	In the Administrator window, choose Configuration.

2.	Double-click MTA Site Configuration.

3.	Select the General tab.


Defining the Display Name
2	Setting Up Your Site	37 of 56

MTA Site Configuration

General Properties

Defining the Display Name

You use the General property page to define the display name for the MTA Site Configuration object. The display name identifies the MTA in the Administrator window. The default display name is MTA Site Configuration.

Note

The directory name is displayed in this property page but cannot be changed.

1.	Select the General tab.

2.	Type a display name.

Option	Description

Display Name	Type a maximum of 256 alphanumeric characters, which can include spaces and special characters. If no name is provided, the system prompts for a value.

Directory Name	This name is defined at installation and cannot be changed.


Modifying the Dead Letter Recipient
2	Setting Up Your Site	38 of 56

MTA Site Configuration

General Properties

Modifying the Dead Letter Recipient

The dead letter recipient is the recipient in your organization that will receive all non-deliverable messages in this site. You can specify anyone in your site to be the dead letter recipient, but this is usually an administrator.

Note

If you do not specify a dead letter recipient, all non-deliverable messages are deleted.

1.	Select the General tab.

2.	Under Dead letter recipient, choose Modify.

3.	Select a recipient or choose Properties or Find.

Option	Description

Shows the properties for the recipients selected in the list.

Opens the Find dialog box, which allows you to search for a particular recipient.


Message Tracking for the MTA
2	Setting Up Your Site	39 of 56

MTA Site Configuration

General Properties

Message Tracking for the MTA

Use message tracking to track the delivery of messages processed within a site. You can track messages processed by the MTA and sent to remote servers, remote sites, and foreign messaging systems.

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Messaging Defaults
2	Setting Up Your Site	40 of 56

MTA Site Configuration

Messaging Defaults

Use the Messaging Defaults property page to set the criteria for sending messages. This includes setting values such as association parameters, time-outs for sending urgent messages, connection retry times, and checkpoint sizes. The values apply to all messages processed in your site.

Getting to the MTA Site Configuration Messaging Defaults property page

1.	In the Administrator window, choose Configuration.

2.	Double-click MTA Site Configuration.

3.	Select the Messaging Defaults tab.


Changing the RTS Values
2	Setting Up Your Site	41 of 56

MTA Site Configuration

Messaging Defaults

Changing the RTS Values

Reliable transfer service (RTS) values determine how often you want to verify information as it is being transferred, how long you want to wait after an error to restart the transfer, and how often you want a verification that another system has received your transfer.

1.	Select the Messaging Defaults tab.

2.	Under RTS values, type values for the fields.

Option	Description

Checkpoint size (K)	Sets amount of data to be transferred before a checkpoint is inserted. If an error occurs and the message must be retransferred, the process restarts from the most recent checkpoint.

If you specify zero, no checkpoint is set. The default is 30.

Checkpointing slightly reduces transmission speed. You should decrease the checkpoint size when the connection is less reliable.

Recovery timeout (sec)	The amount of time after an error occurs that the MTA waits for a reconnection before deleting checkpointed information and restarting the transfer from the beginning.

The default is 60.

Window size	The number of checkpoints that can go unacknowledged before data transfer is suspended. The greater the window size, the greater the transfer rate. The window size determines the amount of resources set aside for the receiving station.

Specify window size only if the checkpoint size is greater than zero. The default is 5.


Changing the Connection Retry Values
2	Setting Up Your Site	42 of 56

MTA Site Configuration

Messaging Defaults

Changing the Connection Retry Values

Connection retry values determine how many times you want to try to open a connection and send a message and how long you want to wait to reopen a connection or resend a message after an error.

1.	Select the Messaging Defaults tab.

2.	Under Connection retry values, type values for the fields.

Option	Description

Max open retries	The maximum number of times the system tries to open a connection before it sends a non-delivery report (NDR). The default is 144.

Max transfer retries	The maximum number of times the system tries to transfer a message across an open connection. The default is 2.

Open interval (sec)	The amount of time to wait before attempting to reopen a connection after an error. The default is 600.

Transfer interval (sec)	The amount of time to wait before resending a message across an open connection after a previous attempt failed. The default is 120.


Changing the Association Parameters
2	Setting Up Your Site	43 of 56

MTA Site Configuration

Messaging Defaults

Changing the Association Parameters

Associations are pathways that are opened to other systems. Each association is contained within a connection and is used to transfer messages to a system. You may have multiple associations in each connection. You can determine how long to keep an association, how long to wait for a response before disconnecting, and the number of messages you will let wait before you open another association.

1.	Select the Messaging Defaults tab.

2.	Under Association parameters, type values for the fields.

Option	Description

Lifetime (sec)	The amount of time to keep an association open to a remote system after a message is sent. The default is 300.

Disconnect (sec)	The amount of time to wait for a response to a disconnect request before terminating the connection. The default is 120.

Threshold (msgs)	The maximum number of queued messages to a remote system. When this is exceeded, the MTA opens another association. The default is 50.


Changing the Transfer Time-outs
2	Setting Up Your Site	44 of 56

MTA Site Configuration

Messaging Defaults

Changing the Transfer Time-outs

Messages of different priorities require different levels of attention. For example, an urgent message is processed more quickly than a non-urgent message. If a transfer fails, you must determine how long to wait before sending a non-delivery report (NDR). The transfer time-out is the amount of time to wait before sending that NDR. You can assign a different amount of time for each message priority. The higher the sec/K value, the longer the wait.

1.	Select the Messaging Defaults tab.

2.	Under Transfer timeouts (sec/K), type values in the fields.

Option	Description

Urgent	The amount of time (in sec/K) to wait before sending an NDR for an urgent message. The default is 1000.

Normal	The amount of time (in sec/K) to wait before sending an NDR for a normal message. The default is 2000.

Non-urgent	The amount of time (in sec/K) to wait before sending an NDR for a non-urgent message. The default is 3000.


Resetting Default Values
2	Setting Up Your Site	45 of 56

MTA Site Configuration

Messaging Defaults

Resetting Default Values

You can reset each of the values in the Messaging Default page to its default setting.

1.	Select the Messaging Defaults tab.

2.	Choose Reset Default Values.

Option	Description

Sets all of the values to their defaults.


Site Addressing
2	Setting Up Your Site	46 of 56

Site Addressing

Site addressing allows you to configure addressing and routing properties at the site level. You can specify default e-mail addresses for this site, set up a schedule for recalculating the routing table that controls how messages are sent to other sites, and view the routing information that has been calculated.


General Properties
2	Setting Up Your Site	47 of 56

Site Addressing

General Properties

You use the Site Addressing General property page to define a display name, determine which server should calculate routing, and decide whether to share address space with other X.400 systems.

Getting to the Site Addressing General property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Site Addressing.

3.	Select the General tab.


Defining the Display Name
2	Setting Up Your Site	48 of 56

Site Addressing

General Properties

Defining the Display Name

Use the General property page to define the display name for the Site Addressing object. The display name identifies site addressing in the Administrator window. The default name is Site Addressing.

Note

The directory name is displayed in this property page but cannot be changed.

1.	Select the General tab.

2.	Type a display name.

Option	Description

Display Name	Type a maximum of 256 alphanumeric characters, which can include spaces and special characters. If no name is provided, the system prompts for a value.

Directory Name	The name is defined at installation and cannot be changed.


Changing the Routing Calculation Server
2	Setting Up Your Site	49 of 56

Site Addressing

General Properties

Changing the Routing Calculation Server

The routing calculation server is responsible for recalculating the routing table. The routing table contains all information about the gateways and connectors that are used to route messages anywhere outside the site. Routing information changes any time you perform an action that affects routing, such as adding a new gateway or removing an existing gateway. The routing table calculation takes all these changes into consideration and produces an updated routing table that is then replicated to every other server in the site as soon as the change is detected. Routing table calculation occurs at the interval you specify in the Routing Calculation Schedule property page.

Note

The routing table is automatically rebuilt every time a change is made that affects routing within the site.

1.	Select the General tab.

2.	In the Routing calculation server box, select a server.

Option	Description
Routing calculation server	Specifies the name of the server that calculates the routing table.


Sharing Address Space With Other X.400 Systems
2	Setting Up Your Site	50 of 56

Site Addressing

General Properties

Sharing Address Space With Other X.400 Systems

You can have another non-Microsoft Exchange Server system sharing the same address space as the Microsoft Exchange Server site. This is particularly useful when you are transitioning from another system to Microsoft Exchange Server. For example, if Microsoft Exchange Server receives a message from an X.400 system and cannot find the recipient, the message can be routed to the system that is sharing the address space. This prevents the server from sending unnecessary NDRs.

1.	Select the General tab.

2.	Select Share address space with other X.400 systems.

Option	Description
Share address space with other X.400 systems	Determines whether the Microsoft Exchange Server address space can be shared with another non-Microsoft Exchange Server system.


Site Addressing
2	Setting Up Your Site	51 of 56

Site Addressing

Site Addressing

You can create or edit partial e-mail addresses for this site. Partial e-mail addresses contain information specific to a site. For example, you can define an X.400 address for a site that contains only X.400-specific information, so the next time you create a mailbox, this part of the address is used to generate a full X.400 e-mail address for the mailbox.

Note

You should always check these addresses after installation to be sure they are correct and consistent throughout your system.

Getting to the Site Addressing property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Site Addressing.

3.	Select the Site Addressing tab.


Setting Up Site Addresses
2	Setting Up Your Site	52 of 56

Site Addressing

Site Addressing

Setting Up Site Addresses

The Microsoft Exchange Server automatically generates site addresses for MS Mail, SMTP, and X.400 address types. These addresses are generated based on the organization and site name you specified during installation and are used to create recipient addresses. Sometimes organization names and site names contain characters that are not valid in certain address types. Therefore, you may need to modify the site addresses.

Note

The MS Mail site address cannot be changed using this procedure. You must use the Local Postoffice property page for the MS Mail Connector.

1.	Select the Site Addressing tab.

2.	Select the address to be modified, and choose Edit.

3.	Modify the site address and choose OK.

4.	Specify if you want to update all existing addresses in this site so that they match the new information you entered. If you choose to do this, a background process writes status messages to the Event Log.

For more information about valid addresses and characters, see Appendix A, “Addressing.”


Routing Calculation Schedule
2	Setting Up Your Site	53 of 56

Site Addressing

Routing Calculation Schedule

The routing table must be recalculated after any change is made to routing. For example, if you add or remove a gateway or connector, or change a Connected Sites or Address Space property page, you must recalculate for messages to be sent correctly. There are three ways to calculate the routing table. You can:

Use the automatic system update, which recalculates the table anytime a change is detected that affects routing.

Set up a schedule and indicate the times at which the system automatically calculates the routing table.

Manually force recalculation at any time.

The MTA automatically reads the routing table when it detects a change. There may be a delay between the time when the routing table is rebuilt and the time when the MTA starts using the new information to route messages.

Note

The routing table is automatically rebuilt every time a change is made that affects routing within the site. You can manually rebuild the routing table on any server at any time by choosing the Recalculate Routing button in the MTA General property page or the Recalculate Routing button in the Site Addressing Routing property page.

Getting to the Site Addressing Routing Calculation Schedule property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Site Addressing.

3.	Select the Routing Calculation Schedule tab.


Changing the Routing Calculation Schedule
2	Setting Up Your Site	54 of 56

Site Addressing

Routing Calculation Schedule

Changing the Routing Calculation Schedule

Use the Routing Calculation Schedule property page to determine when you want to recalculate the routing table.

1.	Select the Routing Calculation Schedule tab.

2.	Select Never, Always, or Selected Times.

3.	Under Detail View, select a view for the schedule grid.

Option	Description

Never	Recompute the routing manually from the Routing property page.

Always	Continually updates routing calculations

Selected times	Update routing calculations according to the schedule in the grid.

1 Hour	Shows the schedule grid in 1-hour increments.

15 Minutes	Shows the schedule grid in 15-minute increments.


Routing
2	Setting Up Your Site	55 of 56

Site Addressing

Routing

You can view the routing information that has been calculated for a site. This routing information contains data from the Address Space Property pages of connectors and gateways in this site and connected sites. You can see the possible routes that a message might take and use this to diagnose delivery problems.

Note

You can recalculate the routing table using the most recent information by choosing Recalculate Routing.

Getting to the Site Addressing Routing property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Site Addressing.

3.	Select the Routing tab.


Viewing Routing Details
2	Setting Up Your Site	56 of 56

Site Addressing

Routing

Viewing Routing Details

You can view site addresses and their corresponding connectors using the Routing Details dialog box. You can also see the address type and the cost of connecting to that address.

1.	Select the Routing tab.

2.	Choose an entry.

3.	Choose Details.

Option	Description
Type	Indicates the type of address space.
Cost	Shows the cost of sending a message to this site.
Address	Shows the address where the message will be sent.
Remote connectors (hops)	Shows the connectors used to route the message.


Setting Up Server Core Components
Chapter 3	 1 of 44

Setting Up Server Core Components

During installation, every server in your organization is provided with a set of core components. These components provide basic support for all functionality in Microsoft Exchange Server. Each component is installed with a default configuration which you can customize to suit your information sharing needs. The core components include:

Message transfer agent (MTA)

Information store (public and private)

Directory

System attendant


Message Transfer Agent
3	Setting Up Server Core Components	2 of 44

Message Transfer Agent

The message transfer agent (MTA) delivers messages to a destination by moving them from one server to another. You can transfer and deliver messages between:

Microsoft Exchange Servers within a site.

Servers in different sites.

One Microsoft Exchange Server within an organization to another mail system.


General Properties for the MTA
3	Setting Up Server Core Components	3 of 44

Message Transfer Agent

General Properties for the MTA

Use the General property page to:

Define a local name and password.

Set expansion capabilities for remote distribution lists.

Initiate a recalculation of the routing table.

Convert incoming messages to Microsoft Exchange contents.

Set message size limits.

Getting to the MTA General property page

1.	In the Administrator window, choose Configuration, choose Servers, and then select the server you want to configure.

2.	Double-click Message Transfer Agent.

3.	Select the General tab.


Changing the Local Name and Password for the MTA
3	Setting Up Server Core Components	4 of 44

Message Transfer Agent

General Properties for the MTA

Changing the Local Name and Password for the MTA

By default, the MTA local name is the same as the Microsoft Exchange Server name and is created during Setup. You can change the local name at any time and add an optional password to provide security for the MTA. This may be necessary to have the name of the MTA match what is configured at the remote location. Microsoft Exchange Servers in the same site do not require passwords because they use Windows NT security within the RPC environment. Passwords can be required when the foreign X.400 system is configured to use them.

Note

Changing an established MTA name or password could break connections to other sites or to foreign X.400 systems. If you change an MTA name or password, be sure to notify administrators of all connected sites and X.400 systems so they can update their connection information.

1.	Select the General tab.

2.	Type a name and type a password.

Option 	Description

Local MTA name 	The name is limited to 32 characters. By default, the name is set to the name of the server where the MTA is installed.

Local MTA password 	Optional password (64 characters maximum) used by foreign systems when connecting to the MTA. By default, no password is used.


Setting a Message Size for the MTA
3	Setting Up Server Core Components	5 of 44

Message Transfer Agent

General Properties for the MTA

Setting a Message Size for the MTA

There are two options available for setting message size for the MTA. For example, if messages larger than 1000K slow your network performance to an unacceptable level, you can set a maximum message size of 1000K. This setting stops the MTA from processing messages larger than 1000K, and any rejected messages are returned to the sender as non-deliverable. The message size limit you set applies to all messages processed by the MTA.

1.	Select the General tab.

2.	Under Message size, select an option.

Option 	Description

No limit 	The MTA has no maximum message size. This is the default.

Maximum (K)	Set the message size, in kilobytes, to a maximum of seven digits. The size cannot exceed 4,194,303K.


Expanding Remote Distribution Lists
3	Setting Up Server Core Components	6 of 44

Message Transfer Agent

General Properties for the MTA

Expanding Remote Distribution Lists

A distribution list is a grouping of recipients created to expedite the mass mailing of messages and attachments. A remote distribution list is created within another site. The distribution list may be available to local users through directory replication. When you address a message to a remote distribution list, Microsoft Exchange Server prepares and delivers the message by expanding the remote distribution list locally. When the distribution list is expanded in the local site, Microsoft Exchange Server determines the best routing for the message, based on the location of recipients in the list. This method guarantees the most efficient message handling.

1.	Select the General tab.

2.	Specify whether to expand remote distribution lists locally.

Option	Description
Expand remote distribution lists locally	Select to expand distribution lists from remote sites before messages are sent. This is the default.
For more information, see Chapter 4, “Setting Up Recipients,” and Chapter 17, “Troubleshooting Tools and Resources.”


Rebuilding the Routing Table
3	Setting Up Server Core Components	7 of 44

Message Transfer Agent

General Properties for the MTA

Rebuilding the Routing Table

When changes are made in the MTA that affect routing information, such as adding a new gateway or changing a connector’s configuration, the system will automatically detect the change and will rebuild the routing table. You can also force the routing table to be rebuilt. Rebuilding the routing table can take several minutes.

1.	Select the General tab.

2.	Choose Recalculate Routing to rebuild the routing table immediately.

Routing Table

The routing table is automatically rebuilt once a day. It contains all the information specified in the connectors and gateways for routing messages.


Converting Incoming Messages to MS Exchange Contents
3	Setting Up Server Core Components	8 of 44

Message Transfer Agent

General Properties for the MTA

Converting Incoming Messages to MS Exchange Contents

Use the Convert incoming messages to MS Exchange contents option to ensure that inbound messages using IA5 German, IA5 Norwegian, and IA5 Swedish are converted to the appropriate characters.

1.	Select the General tab.

2.	Select or clear the Convert incoming messages to MS Exchange contents.

Option	Description
Convert incoming messages to MS Exchange contents	Select to convert all inbound IA5 messages on the Microsoft Exchange Server computer where the X.400 Connector is located, rather than on the Microsoft Exchange Server computer where the recipient is located. The message is converted to the body part specified in the Advanced property page of the X.400 Connector. This option pertains only to inbound messages using IA5 German, IA5 Norwegian, and IA5 Swedish. Clear to convert inbound IA5 messages on the recipient’s Microsoft Exchange Server computer. If the inbound message uses IA5 German, IA5 Norwegian, and IA5 Swedish, and the recipient is not on the server where the X.400 Connector is located, the message is converted using generic IA5. This results in a loss of certain characters.


Queues for the MTA
3	Setting Up Server Core Components	9 of 44

Message Transfer Agent

Queues for the MTA

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Diagnostics Logging
3	Setting Up Server Core Components	10 of 44

Message Transfer Agent

Diagnostics Logging

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Permissions
3	Setting Up Server Core Components	11 of 44

Message Transfer Agent

Permissions

Permissions let you control the rights of administrators to modify attributes on the MTA, the directory, the information stores (private and public), and the system attendant. You can assign permissions to a Windows NT user or account group by assigning them a role, which defines how much and what type of access they have on a particular object. Microsoft Exchange Server provides a selection of predefined roles, but you can also create custom roles to suit your specific needs.

For more information, see Chapter 4, “Setting Up Recipients.”


Directory
3	Setting Up Server Core Components	12 of 44

Directory

The directory contains all the information for message recipients and other objects in a Microsoft Exchange Server organization. There is a directory entry for each Microsoft Exchange Server object that appears in the directory hierarchy in the Administrator window. An object’s directory entry stores all the information you set using the Administrator program.


General Properties for the Directory
3	Setting Up Server Core Components	13 of 44

Directory

General Properties for the Directory

Use the General property page to:

Synchronize information within the site.

Check knowledge consistency.

Synchronizing a directory within a site notifies this server that it should request directory updates from all other servers within the site.

Checking knowledge consistency looks for the existence of other connected servers within a site and for the existence of new sites within the organization. For example, if Server A is down while Server B is being added to the organization, Server A has no knowledge of Server B. Similarly, if Server A is down while a new site is added to the organization, Server A has no knowledge of the new site. To rectify both situations, choose the Check knowledge consistency button to set up the required replication connections with any new servers or sites.

Getting to the Directory General property page

1.	In the Administrator window, choose Servers, and then select the server you want to configure.

2.	Double-click Directory Service.

3.	Select the General tab.


Synchronizing Server Directories Within a Site
3	Setting Up Server Core Components	14 of 44

Directory

General Properties for the Directory

Synchronizing Server Directories Within a Site

Microsoft Exchange Server synchronizes directory information within a site every five minutes. You can synchronize directory information manually if you have made changes to directory information on this server and don’t want to wait for automatic synchronization.

1.	Select the General tab.

2.	Choose Update Now to update this directory from within this site.


Checking Directory Replication Knowledge Consistency
3	Setting Up Server Core Components	15 of 44

Directory

General Properties for the Directory

Checking Directory Replication Knowledge Consistency

Directory replication tables contain information that describes the replication connections between servers in a site. For example, if you add a new server to a site, the directory replication tables on all existing servers are updated to reflect the existence of the new server. The next time replication occurs, the new server is included in the process and can both send and receive directory updates to all other servers in the site.

Directory replication tables also describe the connections between servers in a site and the bridgehead server, which is the designated single server in a site that receives updated directory information from remote sites.

By default, directory replication tables are synchronized between sites once every three hours. You can manually synchronize directory replication tables after changes have been made that impact directory replication or when you believe directory replication has not received the updated information.

1.	Select the General tab.

2.	Choose Check Now to force manual synchronization to update all replication tables within the site.


Information Store
3	Setting Up Server Core Components	16 of 44

Information Store

The information store is the central repository for all messages on a Microsoft Exchange Server computer. Each server can have two information stores: the public information store, which holds all public folders and their information, such as custom forms; and the private information store, which holds all private folders and their information, such as messages belonging to individual mailboxes. In addition, the client can have a personal folder file which are folders stored on the client’s computer.


General Properties for the Information Stores
3	Setting Up Server Core Components	17 of 44

Information Store

General Properties for the Information Stores

The public information store holds all public folder hierarchy and public folder replicas that are configured for that store. The private information store (also found on a server) holds all mailboxes and the information that they contain, such as messages and attachments. You use the General property page to set the default storage limits for public folders and mailboxes. Storage limits are useful for keeping your public folders and mailboxes from getting too large or cluttered with outdated information.

Getting to the Information Store General property page

1.	In the Administrator window, choose Servers, and then select a server.

2.	Double-click the Public Information Store or the Private Information Store you want to configure.

3.	Select the General tab.


Setting the Storage Limit for Public Folders and Mailboxes
3	Setting Up Server Core Components	18 of 44

Information Store

General Properties for the Information Stores

Setting the Storage Limit for Public Folders and Mailboxes

The storage limit represents the amount of space (in kilobytes) that a public folder or mailbox can occupy in the information store. Once the storage limit is reached, a warning message is sent to the public folder contacts or mailbox owner. Space limitations are defined for all public folders and mailboxes by setting a storage limit in the Public or Private Information Store’s General property page.

To make the system evoke the limits that you define in the information store’s General property page, make sure the Use Information Store defaults check box in the Advanced property page of the mailbox or public folder is selected.

1.	Select the Public or Private Information Store General tab.

2.	Set the storage limit.

Option 	Description

Issue warning (K)	Select and type a value (in kilobytes) to represent the largest amount of space that public folders or mailboxes in this information store can occupy before a warning message is sent.

For more information, see Chapter 2, “Setting Up Your Site.”


Setting the Prohibit Send Limit for Mailboxes
3	Setting Up Server Core Components	19 of 44

Information Store

General Properties for the Information Stores

Setting the Prohibit Send Limit for Mailboxes

The prohibit send limit represents the amount of space that a mailbox can occupy in the private information store. Once this limit is reached, messages can no longer be sent from the mailbox. However, storage limits never stop a mailbox from receiving messages.

To make the system evoke the limits that you define in the information store’s General property page, make sure the Use Information Store defaults check box in the Advanced property page of the mailbox is selected.

Note

The prohibit send limit can be defined for mailboxes only.

1.	Select the Private Information Store General property page.

2.	Set the storage limit.

Option 	Description

Prohibit send (K)	Select and type a value (in kilobytes) to represent the largest amount of space that a mailbox can occupy before the system prevents the owner of that mailbox from sending any further messages.


Changing a Public Folder Server
3	Setting Up Server Core Components	20 of 44

Information Store

General Properties for the Information Stores

Changing a Public Folder Server

Use the Private Information Store General property page to change the public folder server. This server is the server that users connect to for viewing the public folder hierarchy, which is:

Where top-level folders are created.

The first place the server will attempt to locate the contents of a folder that a client is trying to view.

Setting a different public folder server effectively splits the private and public information stores and assigns the responsibility for creating and managing public folders to another server. For example, you can set up a single server in your site with the storage capacity and processing power to handle all public folders. You can then designate that server as the public folder server in the Private Information Store General property page for every other server in the site.

When setting up a configuration like this, you can also optimize performance by deleting the public information store from those servers that have only mailboxes. This is because the public information store incurs a certain amount of system overhead even if it is not being actively used.

Note

The default location is the server where this information store is located.

1.	Select the Private Information Store General tab.

2.	In the Public folder server box, select a server.

For more information, see Chapter 2, “Setting Up Your Site.”


Public Folder Replication
3	Setting Up Server Core Components	21 of 44

Information Store

Public Folder Replication

If you want to view and access public folders in other sites, you have two choices: either configure the Microsoft Exchange Server so clients can connect to the sites where the public folders reside or create replicas of public folders from other sites. To create replicas of public folders from other sites, use the Public Information Store Instances property page. To set the replication schedule for the public information store, use the Replication Schedule property page. You can also view the state of public folder replication within a site using the Folder Replication Status property page.

For more information, see Chapter 12, “Replicating Public Folders.”


Age Limits for Public Folders
3	Setting Up Server Core Components	22 of 44

Information Store

Age Limits for Public Folders

Age limits determine the amount of time messages can remain in a public folder before they expire and are removed. Age limits ensure that public folders don’t get cluttered with outdated information. For example, you might want to set a 30-day age limit on messages in a Classified Ads public folder.

You can set age limits for:

All public folders in a given information store

For example, you can set an age limit of 10 days for all replicas created on server A.

A replica of a public folder in the information store

For example, if you have two replicas of the Client Tracking public folder, one in server A and another one in server B, you can set an age limit of 5 days for the replica on server A and 15 days for the replica on server B.

All replicas of a public folder throughout the organization

For example, you can set an age limit of 30 days for the Jobs public folder and all its replicas. The contents of all the Jobs public folders in your organization will be deleted after 30 days.

If age limits at all three levels are configured, the limits set for a specific replica takes precedence. If this limit is not set, the age limit set for all public folders in a given information store takes precedence. If neither of these limits is set, the limit set for all replicas of a given public folder will be used.

Getting to the Age Limits property page

1.	In the Administrator window, choose Servers, and then select a server.

2.	Double-click the Public information store.

3.	Select the Age Limits tab.


Setting a Default Age Limit for New Public Folders
3	Setting Up Server Core Components	23 of 44

Information Store

Age Limits for Public Folders

Setting a Default Age Limit for New Public Folders

Default age limits determine the amount of time messages can remain in a public folder before they are deleted. Using the default age limit ensures that public folders don’t get cluttered with outdated information. You can set a default age limit for any new folder created in a public information store.

Note

Once a folder is created, you can change its age limit for a replica of a specific public folder in a public information store.

1.	Select the Age Limits tab.

2.	Select Age limit for all folders on this information store (days).

3.	In the Days box, type a value.

Option	Description
Age limit for all folders on this information store	Select to enable the Days box.
Days	Type the maximum number of days that messages can remain in all existing and new public folders on this server. Microsoft Exchange Server deletes messages from public folders once this time limit expires.


Setting an Age Limit for a Public Folder Replica in a Public Information Store
3	Setting Up Server Core Components	24 of 44

Information Store

Age Limits for Public Folders

Setting an Age Limit for a Public Folder Replica in a Public Information Store

You can set an age limit for a replica of a specific public folder in a public information store. The age limit applies to the replica of the folder in only the specific public information store. It does not affect other replicas of the folder on other servers in your organization.

Note

A public folder replica can be removed by choosing Remove in the Modify Age Limits dialog box.

1.	Select the Age Limits tab.

2.	Select the public folder you want to modify, and choose Modify.

The Modified Age Limits dialog box is displayed.

3.	Select This replica check box.

4.	In the Days box, type a value.

Option	Description

This replica 	Select to enable the Days box.

Days	Type the maximum number of days that messages can remain in the replica of the selected public folder on this public information store only. Microsoft Exchange Server deletes messages in this replica once the time limit expires.


Setting an Age Limit for all Replicas of a Public Folder
3	Setting Up Server Core Components	25 of 44

Information Store

Age Limits for Public Folders

Setting an Age Limit for all Replicas of a Public Folder

You can set an age limit for all replicas of a specific public folder. This age limit applies to all replicas of the selected folder that exist on other servers in your organization. Keep in mind that administrators in other sites can override this age limit by explicitly setting an age limit for the public folder replica in their site.

Perhaps a user or group needs the replica only for a short period of time and sets an age limit accordingly. However, if a remote site requires access to this same public folder for a longer period of time, the administrator can override the original age limit.

Note

If you set an age limit for all public folders in this public information store or for a specific replica, it overrides this age limit.

1.	Select the Age Limits tab.

2.	Select the public folder you want to modify, and choose Modify.

3.	Select All replicas.

4.	In the Days box, type a value.

Option	Description

All replicas	Select to enable the Days box.

Days	Type the maximum number of days that you want messages to remain in all replicas of the selected public folder on all servers in your organization. Microsoft Exchange Server deletes messages in all replicas of the public folder once this time limit expires.


Advanced Properties for the Public Information Store
3	Setting Up Server Core Components	26 of 44

Information Store

Advanced Properties for the Public Information Store

Use the Advanced property page to resolve inconsistencies between the public information store and the directory on this server. You can also set the replication interval and message size limit.

For more information, see Chapter 12, “Replicating Public Folders.”


Server Objects
3	Setting Up Server Core Components	27 of 44

Server Objects

A server is a Microsoft Windows NT server computer running the Microsoft Exchange Server software and services. In the directory hierarchy, the server object is the parent of the core server components, which include the directory service, directory synchronization, system attendant, the public information store, the private information store, and the message transfer agent (MTA). The Server object also contains any installed MTA transport stacks, and an object called the Server Recipients container, which contains all recipients that are physically located on this server.


Paths to the Exchange Databases
3	Setting Up Server Core Components	28 of 44

Server Objects

Paths to the Exchange Databases

Use the Database Paths property page to set paths to various Microsoft Exchange Server database files. If your server has multiple drives, you can distribute the data files across different drives to enhance performance by increasing parallelism.

Note

The Microsoft Exchange Server Performance Optimizer examines the disk drives on your system and recommends where each database should be placed.

The paths that you can modify in the Database Paths property page are:

Directory Database

Directory Transaction Logs

Directory Working Path

Private Information Store Database

Public Information Store Database

Information Store Transaction Logs

Information Store Working Path

The Directory Database path indicates where the database file for the directory is stored.

The Private or Public Information Store Database path directs the user to a database that is one of the two linked database elements that make up the information store.

The two transaction logs keep track of all information store or directory transactions. Transaction log files are used during incremental backups of the information store.

The two working paths point to the location where various temporary files are stored. These temporary files are created during normal operation of the information store or directory.

Note

To modify the database paths, you must be logged on to the server that contains the databases.

Getting to the Database Paths property page

1.	In the Administrator window, choose Servers, and then select a server.

2.	From the File menu, choose Properties.

3.	Select the Database Paths tab.


Setting Database Path Locations
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Server Objects

Paths to the Exchange Databases

Setting Database Path Locations

The location of a public, private, or directory database is set by specifying a path in the Database Paths property page.

Note

The information store’s transaction log path and working path are identical for the public information store and the private information store.

1.	Select the Database Paths tab.

2.	Select Private Information Store Database, Public Information Store Database, or Directory Database.

3.	Choose Modify, and then specify a path.


Setting the Location of the Directory or Information Store’s Transaction Log
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Server Objects

Paths to the Exchange Databases

Setting the Location of the Directory or Information Store’s Transaction Log

A transaction log is a log that lists all information store or directory events and transactions. Use transaction log files during incremental backups of the information store or directory.

1.	Select the Database Paths tab.

2.	Select Directory Transaction Logs or Information Store Transaction Logs.

3.	Choose Modify, and then specify a path.


Setting the Directory or Information Store’s Working Path
3	Setting Up Server Core Components	31 of 44

Server Objects

Paths to the Exchange Databases

Setting the Directory or Information Store’s Working Path

The working path points to the location of stored temporary files that are created during normal operation of the directory service or information store. Use the working path to identify where your stored temporary files are located.

1.	Select the Database Paths tab.

2.	Select Directory Working Path or Information Store Working Path.

3.	Choose Modify, and then specify a path.


Server Locales
3	Setting Up Server Core Components	32 of 44

Server Objects

Server Locales

Locales determine how date, currency, and time values are displayed and controls other international settings, such as sorting order. When a specific locale (such as French) is selected for a server, French language clients connecting to that server see information that is properly sorted and formatted for their language.


Installing a Locale
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Server Objects

Server Locales

Installing a Locale

You can select one or more locales to be used on this server.

1.	Select the Locales tab.

2.	In the Installed locales box, select a language, and choose Add.


Removing a Locale
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Server Objects

Server Locales

Removing a Locale

When you no longer need to view information for a specific locale, you can remove the local from a server.

1.	Select the Locales tab.

2.	In the Selected locales box, select a locale to remove, and choose Remove.


Server Services
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Server Objects

Server Services

You can specify the services on a server that will be checked by a server monitor. Then the server monitor can be configured to perform a variety of actions, such as attempting to restart the service. Only those services specified in the Services property page will be monitored.


Adding a Service to the Server Monitor
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Server Objects

Server Services

Adding a Service to the Server Monitor

To monitor a service, the server service must be added to the monitored services box.

1.	Select the Services tab.

2.	In the Installed Services box, select a service to monitor, and choose Add.

Option	Description

None	No services are to be monitored by other server monitors.

Default	Default services that are to be monitored by other server monitors. Default services include Microsoft Exchange Server directory, Microsoft Exchange Server information store, and Microsoft Exchange Server MTA.

All	All installed services are to be monitored by other server monitors.


Removing a Service
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Server Objects

Server Services

Removing a Service

When you no longer want to monitor a server service, you can remove it.

1.	Select the Services tab.

2.	In the Monitored services box, select a service, then choose Remove.

For more information on server monitors, see Chapter 16, “Monitoring Your Organization.”


DS/IS Consistency Adjustment
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Server Objects

DS/IS Consistency Adjustment

DS/IS consistency adjustment resolves inconsistencies between the directory and the information stores on a server The most common inconsistency occurs after restoring the directory or information store from a backup.

Every public folder and mailbox is represented in two places on your server: the directory database and the information store. The information store contains mailboxes, public folders, and their contents. The directory database contains the mailbox and public folder properties.

DS/IS consistency adjustment also removes users that are not valid from public folder permissions and reports on public folders with no owners.

Warning

The DS/IS consistency adjustment does not create custom containers. When you restore from a backup that includes custom containers, check the containers before running the adjustment and re-create them if necessary.

Getting to the Server Advanced property page

1.	In the Administrator window, choose Servers, and select a server.

2.	From the File menu, choose Properties.

3.	Select the Advanced tab.


Adjusting Inconsistencies Between the Directory and the Information Store
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Server Objects

DS/IS Consistency Adjustment

Adjusting Inconsistencies Between the Directory and the Information Store

Inconsistencies between the information store and directory occur when there is an entry for a public folder or mailbox in the information store without a corresponding entry in the directory database or vice versa. The DS/IS consistency adjuster creates an entry in the directory if a public folder or mailbox entry exists in the information store and deletes from the directory any public folder entries that don’t exist in the information store. It won’t delete any mailbox entries from the directory.

Note

You should run the DS/IS consistency adjuster after removing a directory replication connector. This will remove pointers to public folder replicas in the other site that can no longer be reached. You should always specify inconsistencies older than a particular limit when running the adjuster, unless you are restoring the information store to an alternate server.

1.	Select the Advanced tab.

2.	Under DS/IS consistency adjustment, select a method for adjusting inconsistencies.

3.	Choose Adjust.

Option	Description
All inconsistencies	Adjusts all inconsistencies.
Inconsistencies more than (days)	Adjusts only those inconsistencies that are older than the time you specify in the days box.


Specifying a Latency Period
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Server Objects

DS/IS Consistency Adjustment

Specifying a Latency Period

The consistency adjuster lets you specify a latency period so that only inconsistencies older than a given number of days are adjusted. This can be useful to preserve entries in the directory or the public information store and allow replication to resolve inconsistencies.

The consistency adjuster works from time stamps on the inconsistencies, and the time stamps are given by the consistency adjuster. This means that the first time you want to make adjustments, you must run the DS/IS consistency adjuster once to give a beginning time stamp. Then you must wait at least as many days as you want to specify in the Inconsistencies More Than (days) box, run the DS/IS consistency adjuster, and then adjustments are made. This gives the adjuster time stamps to make comparisons with.

For example, suppose a directory contains an entry for a public folder, created within the past two days, that is replicated to other servers in the site. If you need to restore the public information store from a previous backup that was made before the public folder was created that does not contain an entry for the public folder, there will be an entry in the directory with no corresponding entry in the public information store. If you run the consistency checker with no latency period, the directory entry will be deleted.

However, if you run the consistency adjuster and specify a two-day latency period, the public folder directory entry remains intact. The next time replication occurs, Microsoft Exchange Server updates the public information store with the appropriate public folder entry.

1.	Select the Advanced tab.

2.	Under DS/IS consistency adjustment, select Inconsistencies more than (days), and type the latency period.

3.	Choose Adjust.


Database Circular Logging
3	Setting Up Server Core Components	41 of 44

Server Objects

Database Circular Logging

Circular logging automatically writes over transaction log files after the data has been committed to the database. It reduces disk storage requirements; however, if circular logging is enabled, differential and incremental backups cannot be performed.

1.	Select the Advanced tab.

2.	Select an option.

Option	Description

Directory	Enables circular logging of directory files.

Information store	Enables circular logging of database files in the information store.


System Attendant
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System Attendant

The system attendant generates e-mail addresses for new recipients and maintains message tracking log information. In addition, the system attendant monitors the connection status among Microsoft Exchange Server computers.


General Properties for the System Attendant
3	Setting Up Server Core Components	43 of 44

System Attendant

General Properties for the System Attendant

You use the System Attendant General property page to view the display and alias names and to maintain the message tracking log files.

Getting to the System Attendant General property page

1.	In the Administrator window, choose Servers, and then select a server.

2.	Double-click System Attendant.

3.	Select the General tab.


Maintaining Message Tracking Log Files
3	Setting Up Server Core Components	44 of 44

System Attendant

General Properties for the System Attendant

Maintaining Message Tracking Log Files

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Setting Up Recipients
Chapter 4	 1 of 84

Setting Up Recipients

Microsoft Exchange Server receives messages and information through objects known as recipients. Recipients can be:

Mailboxes

Distribution lists

Custom recipients

Public folders

Mailbox agent

You can create new recipients and define or modify the properties for each type to ensure that your organization’s messages are received according to your requirements.


Mailboxes
4	Setting Up Recipients	2 of 84

Mailboxes

The mailbox is a receptacle for messages and attachments sent from other users, regardless if they are internal or external to your organization. A mailbox is the most common type of recipient and typically has only one user assigned to it. However, several users can share the same mailbox. You can also import mailboxes from other mail systems or networks.


Mailbox Creation
4	Setting Up Recipients	3 of 84

Mailboxes

Mailbox Creation

A new mailbox can be created in one of the following ways:

Using Microsoft Exchange Server Administrator program to create it.

Using Microsoft Exchange Server extraction and import tools to migrate existing users on NetWare, LAN Manager, and Windows NT networks.

Using the Windows NT User Manager for a new Windows NT user.

For information about creating mailboxes for users migrated from other systems, see Microsoft Exchange Server Migration Guide.

With the Windows NT User Manager, you can create a Microsoft Exchange Server mailbox at the same time a new Windows NT account is created. Whether you create a mailbox from the Administrator program or directly from Windows NT, the process is the same.

You can also use Microsoft Exchange Server extraction tools, including Extract and Import, to migrate existing users on NetWare, LAN Manager, and Windows NT networks. It’s a good idea to use the extraction tools if you’re creating mailboxes for large numbers of users who are not migrating from an existing mail system.

Configuring a mailbox requires customization in the following property pages: General, Organization, Permissions, Distribution Lists, E-mail Addresses, Delivery Restrictions, Delivery Options, Phone/Notes, Custom Attributes, and Advanced.

For more information on creating a mailbox agent, see the Microsoft Exchange Server Programmer’s Reference, available separately from Microsoft.


Creating a Mailbox Using the Administrator Program
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Mailboxes

Mailbox Creation

Creating a Mailbox Using the Administrator Program

You use the Administrator program to create a mailbox for one or more existing Windows NT user accounts, or you can use it to create a new Windows NT account as part of creating the mailbox. Whether you create a mailbox in the Administrator program or directly from Windows NT, the configuration process is the same.

1.	In the Administrator window, choose Recipients.

2.	From the File menu, choose New Mailbox.


Creating a Mailbox Using the Windows NT User Manager
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Mailboxes

Mailbox Creation

Creating a Mailbox Using the Windows NT User Manager

You can also use the Windows NT User Manager program to create a mailbox. When a new account is created, you can configure it for the user. The configuration specifies the user’s name, password, access to account groups, a user profile, time duration for accessibility, logon, and account information.

1.	From the User menu in the Windows NT User Manager, choose New User.

2.	Type the account information and then choose Add.

3.	In the Connect to server dialog box, type the name of Microsoft Exchange Server where you want to create the mailbox.

Option	Description
User name	A unique name of up to 20 characters to identify the user account.
Full Name	The user’s complete name.
Description	Any text describing the user account or the user.
Password	A unique password for this user account. A password can be up to 14 characters (and a minimum of 4 characters) and is case-sensitive.
Confirm Password	Type the password again to confirm that you have entered it correctly.
User Must Change Password at Next Logon	The user must create a new password at the next logon.
User Cannot Change Password	The user cannot change the assigned password.
Password Never Expires	Does not prompt the user to change the password because the password never expires.
Account Disabled	Stops access to the account.
For more information, see your Windows NT documentation.


Creating a Mailbox Using a New Windows NT User Account
4	Setting Up Recipients	6 of 84

Mailboxes

Mailbox Creation

Creating a Mailbox Using a New Windows NT User Account

Before setting up the mailbox, determine if more than one Windows NT user will access it. If you configure a mailbox for a single user, the mailbox is associated with the Windows NT user account. If you configure a mailbox for several users, the mailbox is associated with each member’s Windows NT user account.

1.	In the Windows NT Program Manager, open the Administrative Tools program group.

2.	Double-click User Manager for Domains.

3.	From the Exchange menu, choose Options.

4.	Select an option.

Option	Description
Always create an Exchange mailbox when creating Windows NT accounts	Sets up a new mailbox recipient at the same time a new Windows NT account is created.
Always delete the Exchange mailbox when deleting Windows NT accounts	Deletes the Microsoft Exchange Server mailbox when the associated Windows NT account is deleted.
Always prompt for Microsoft Exchange server	Prompts for a server name to connect to when the mailbox is created.
Default Microsoft Exchange server	Uses the server you designate as the default server for each new mailbox created.
Default Microsoft Exchange Recipients Container	If None is selected, no default recipients container is displayed. If None is cleared, the default Microsoft Exchange Server Recipients container is displayed.


Extracting LAN Manager and Windows NT User Account Information
4	Setting Up Recipients	7 of 84

Mailboxes

Mailbox Creation

Extracting LAN Manager and Windows NT User Account Information

You can create Windows NT user accounts and mailboxes for existing LAN Manager and Windows NT users by first extracting the account information using the Extract Windows NT Account List. Then, import the user accounts to Microsoft Exchange Server using the Directory Import command. User accounts are created automatically when the mailboxes are imported if you select Create Windows NT accounts.

To use the Extract Windows NT Account List command you must have LAN Manager 2.x or Windows NT Server. You need to log on as a user or administrator and know the name of the primary or backup domain controllers.

The import file created by the extraction tool fills the following categories with data from the account list:

Category	Account field

Obj-Class	Type of object

Common-Name	User name

Display-Name	Display name

Home-Server	Server

Comment	Description

Note

During directory import, the name of the currently logged on server replaces the ~Server in the Home-Server field. To use another server, use a text editor to replace ~Server in the Home-Server field with the appropriate server name.

1.	From the Tools menu in the Administrator window, choose Extract Windows NT Account List.

2.	In the Windows NT domain box, select the name of the domain that contains the user accounts.

3.	In the Windows NT Domain controller box, select the name of a primary or backup domain controller for this domain.

To find the name of a backup or primary domain controller, use Windows NT Server Manager.

4.	Choose Browse to specify a path where the extracted account information is written.

You will specify this file when you use the Directory Import command to import the extracted Windows NT user accounts.

The extracted file contains an entry for each user in the domain. Before importing the file into Microsoft Exchange Server, you can edit the file and delete network accounts that don’t need mailboxes. This includes guest and service accounts.

For more information, see Chapter 15, “Maintaining Your Organization.”


Extracting NetWare User Account Information
4	Setting Up Recipients	8 of 84

Mailboxes

Mailbox Creation

Extracting NetWare User Account Information

You can create Windows NT user accounts and mailboxes for existing NetWare users by first extracting the account information using the Extract NetWare Accounts List command. Then, import the user accounts to Microsoft Exchange Server using the Directory Import command. User accounts are created automatically when the mailboxes are imported if you select Create Windows NT accounts.

To use the Extract NetWare Accounts List command, you must have a Novell NetWare 2.x, 3.x or 4.x server running bindery emulation. You also need a NetWare account and password that has supervisor rights to the server for NetWare 2.15.

The following categories with data from the bindery appear in the import file:

Category	Account field

Obj-Class	Type of object

Common-Name	User name

Display-Name	Display name

Home-Server	Server

Comment	Description

Note

During directory import, the name of the currently logged on server replaces the ~Server in the Home-Server field. To use another server, use a text editor to replace ~Server in the Home-Server field with the appropriate server name.

1.	From the Tools menu in the Administrator window, choose Extract NetWare Account List.

2.	In the NetWare server name box, type the name of the NetWare server.

3.	In the NetWare user box, type the name of the user who has supervisor rights on this NetWare server.

4.	In the NetWare user password box, type the password that the NetWare supervisor uses when connecting to this NetWare server.

5.	Choose the Browse button to specify a path where the extracted account information is written.

You will specify this file when you use the Directory Import command to import the extracted Windows NT user accounts.

The extracted file contains an entry for each user in the bindery. Before importing the file into Microsoft Exchange Server, you can edit the file and delete network accounts that don’t need mailboxes. This includes guest and service accounts.

For more information, see Chapter 15, “Maintaining Your Organization.”


General Properties for a Mailbox
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Mailboxes

General Properties for a Mailbox

Use the General property page to select the primary Windows NT user account that will be associated with this mailbox and use it to record basic information, such as name and location.

Note

You can also view properties for a mailbox by selecting a mailbox, and then choosing Properties from the File menu.

Getting to the Mailbox General property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the mailbox you want to configure.

3.	Select the General tab.


Entering User Name Information
4	Setting Up Recipients	10 of 84

Mailboxes

General Properties for a Mailbox

Entering User Name Information

User name information identifies the user associated with this mailbox. If you are creating a shared mailbox, you can use a generic name like Reception Desk. Provide a first name, middle initial, and last name for the mailbox, as well as a display name and an alias name.

You can configure Microsoft Exchange Server to generate the display name and alias name automatically as you type the first name, middle initial, and last name for the mailbox.

1.	Select the General tab.

2.	In the appropriate boxes, type the user name information.

Option	Description

First 	The optional first name (up to 64 characters) for the mailbox user.

Initials	The optional middle initial (up to 6 characters) for the mailbox user.

Last 	The optional last name (up to 64 characters) for the mailbox user.

Display 	The name (up to 256 characters ) that appears in the Administrator window and in the Address Book.

Alias 	Generates other e-mail addresses for this mailbox. The limit is 64 characters.

For more information on naming, see “Using Auto Naming” later in this chapter.


Entering Address Information
4	Setting Up Recipients	11 of 84

Mailboxes

General Properties for a Mailbox

Entering Address Information

Address information identifies the user’s postal address.

1.	Select the General tab.

2.	In the appropriate boxes, specify the mailbox owner’s address information: Address, City, State, Postal, and Country.


Entering Company Information
4	Setting Up Recipients	12 of 84

Mailboxes

General Properties for a Mailbox

Entering Company Information

Company information specifies the mailbox owner’s contact details.

1.	Select the General tab.

2.	In the appropriate boxes, specify the mailbox owner’s company information: Title, Company, Department, Office, Assistant, and Phone.


Selecting the Primary Windows NT User Account for this Mailbox
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Mailboxes

General Properties for a Mailbox

Selecting the Primary Windows NT User Account for this Mailbox

Each mailbox must have at least one Windows NT user account, called the primary account, associated with it. By default, the primary account is given Owner permissions on the mailbox. This means that the user logged on to Windows NT with the primary account can log on to this mailbox with full permissions to send and receive mail. If you are creating this mailbox from the Windows NT User Manager, the primary Windows NT account defaults to the name of the user you created in User Manager. Once you choose a primary Windows NT user account for a mailbox, you can use the Permissions property page to give other Windows NT user accounts permissions to use this mailbox.

Note

The Permissions property page is not shown by default for mailboxes. If you want to configure a shared mailbox, you’ll need to enable the Permissions property page using the Options command on the Tools menu. Select the Permissions tab, and then select Show permissions page for all objects.

1.	Select the General tab.

2.	Choose Primary Windows NT Account.

3.	Select an option.

Option	Description
Select an existing Windows NT account	When selected, this option uses an existing Windows NT user account.
Create a new Windows NT account	When selected, this OPTION creates a new Windows NT user account to be the primary account for this mailbox.


Advanced Properties for a Mailbox
4	Setting Up Recipients	14 of 84

Mailboxes

Advanced Properties for a Mailbox

You can provide a simple display name, set mailbox storage and message size limits, set trust levels for directory synchronization, and determine whether the mailbox appears in the Address Book.

The trust level determines whether a recipient is sent during directory synchronization. If the trust level exceeds the trust level you specified for the directory synchronization requestor, the mailbox will not be sent during directory synchronization.

Getting to the Advanced property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the mailbox you want to configure.

3.	Select the Advanced tab.


Setting a Size for Incoming and Outgoing Messages
4	Setting Up Recipients	15 of 84

Mailboxes

Advanced Properties for a Mailbox

Setting a Size for Incoming and Outgoing Messages

You can set a size limit on a mailbox for incoming or outgoing messages (not available for a public folder). For example, if you know that messages and attachments totaling 1 MB or greater will slow your network performance to an unacceptable level, set an outgoing message transfer limit of 1 MB (1000K) on all mailboxes. The default is no limit for messages.

1.	Select the Advanced tab.

2.	Select an option and type a value.

Option 	Description

Max (K)	If selected, type a number representing the largest amount of space this mailbox can occupy.

No limit	Gives this mailbox unlimited storage space in the private information store.


Setting Storage Limits for a Mailbox
4	Setting Up Recipients	16 of 84

Mailboxes

Advanced Properties for a Mailbox

Setting Storage Limits for a Mailbox

You can set an optional storage limit on mailboxes to control how much space can be occupied in a server’s information store. For example, if you create 100 mailboxes on a server’s private information store and you know the size of the disk can accommodate a maximum of 1000K of data for each mailbox, you can set a storage limit of 1000K for each mailbox. When a mailbox exceeds the storage limit, a warning message is sent to the mailbox owner.

1.	Select the Advanced tab.

2.	Select Issue Warning and type a value.

3.	Select Prohibit Send and type a value.

Option 	Description

Use information store defaults	If selected, the default limit settings are used from the private or public information store General property page.

If cleared, the mailbox storage limit overrides the private information store storage limits.

Issue Warning (K)	If selected, type a number representing the largest amount of space this mailbox can occupy before a warning message is sent.

Prohibit Send (K)	If selected, type a number representing the largest amount of space this mailbox can occupy before the system prevents new messages from being sent.


Setting the Mailbox Home Server
4	Setting Up Recipients	17 of 84

Mailboxes

Advanced Properties for a Mailbox

Setting the Mailbox Home Server

When creating a new mailbox, you must specify a home server. The home server is where the mailbox is located. The user logs onto this mailbox to send and receive messages. Once the mailbox is created, you can move the mailbox to another server by changing the home server. Users can also be moved by using the Move Mailbox command on the Tools menu.

1.	Select the Advanced tab.

2.	In the Home server box, select the Microsoft Exchange Server where this mailbox will reside.


Hiding a Recipient from the Address Book
4	Setting Up Recipients	18 of 84

Mailboxes

Advanced Properties for a Mailbox

Hiding a Recipient from the Address Book

You can optionally hide a mailbox or public folder if you don’t want it to appear in the Address Book.

Note

Even if recipients are hidden from the Address Book, you can still send them e-mail if you know the e-mail address and enter it in the To box of a message.

1.	Select the Advanced tab.

2.	Select Hide from address book.


Setting a Trust Level for Directory Synchronization
4	Setting Up Recipients	19 of 84

Mailboxes

Advanced Properties for a Mailbox

Setting a Trust Level for Directory Synchronization

The trust level determines whether the recipient is sent during directory synchronization. If the trust level exceeds the trust level specified for the directory synchronization requestor, the recipient will not be sent.

1.	Select the Advanced tab.

2.	In the Trust level box, select a trust level.

Trust levels range from 0-100.


Organization Information for a Mailbox
4	Setting Up Recipients	20 of 84

Mailboxes

Organization Information for a Mailbox

Use the Organization property page to record information about mailbox owners, such as the name of the manager or any direct reports. The information in the Organization property page is optional.

Getting to the Mailbox Organization property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the mailbox you want to configure.

3.	Select the Organization tab.


Specifying the Manager of the Mailbox Owner
4	Setting Up Recipients	21 of 84

Mailboxes

Organization Information for a Mailbox

Specifying the Manager of the Mailbox Owner

If the user associated with a mailbox has a manager, you can record that information in the Organization property page. This information is optional.

1.	Select the Organization tab.

2.	Under Manager, choose Modify.

3.	In the Address Book, select a recipient.

4.	Choose OK.

Option	Description

Modify	The recipient you select appears in the Manager box in the Address Book.


Creating a List of People Who Report to this Mailbox Owner
4	Setting Up Recipients	22 of 84

Mailboxes

Organization Information for a Mailbox

Creating a List of People Who Report to this Mailbox Owner

If the user associated with a mailbox has one or more direct reports, you can record that information in the Organization property page. This information is optional.

Note

If a manager is specified by a specific user, the manager’s mailbox is automatically updated.

1.	Select the Organization tab.

2.	Under Direct Reports, choose Modify.

3.	In the Address Book, select one or more recipients.

4.	Choose OK.

Option 	Description

Modify	The recipients you select appear in the Direct reports box.


Phone Numbers for a Mailbox
4	Setting Up Recipients	23 of 84

Mailboxes

Phone Numbers for a Mailbox

Use the Phone/Notes property page to enter detailed telephone number information and optional notes for a mailbox. The information in the Phone/Notes property page is optional.

Getting to the Mailbox Phone/Notes property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the mailbox you want to configure.

3.	Select the Phone/Notes tab.


Adding Detailed Telephone Number Information
4	Setting Up Recipients	24 of 84

Mailboxes

Phone Numbers for a Mailbox

Adding Detailed Telephone Number Information

If the user associated with a mailbox has multiple phone numbers, you can record them in the Phone/Notes property page. Adding these additional phone numbers is optional.

Note

The primary office phone number (Business) is also displayed as “Phone” at the bottom right of the Mailbox General property page.

1.	Select the Phone/Notes tab.

2.	Specify the optional telephone numbers.

Option	Description

Business 	The user’s general and primary office phone number.

Business 2 	The user’s alternate office phone number.

Fax	The user’s fax number.

Assistant	The user’s assistant’s phone number

Home	The user’s primary home phone number.

Home 2	The user’s alternate home phone number

Mobile	The user’s mobile phone number.

Pager 	The user’s pager number.


Using Auto Naming for Display Name Generation
4	Setting Up Recipients	25 of 84

Mailboxes

Phone Numbers for a Mailbox

Using Auto Naming for Display Name Generation

Auto naming is an option that can be set to automatically create a recipient’s display name from information entered.

1.	From the Tools menu in the Administrator window, choose Options.

2.	Select the Auto Naming tab.

3.	Under Display name generation, select an option.

Option	Description	Example
None	Disables display name generation.	N/A
First last	Creates a display name based on the First Name and Last Name fields.	Ali Gobi
Last, first	Creates a display name based on the Last Name and First Name fields, and separates the names with a comma.	Gobi, Ali
First Initials last	Creates a display name based on the First Name, Initial, and Last Name fields.	Ali H. Gobi
Custom	Lets you enter any combination of the available variables and characters to create a custom display name.	N/A


Using Auto Naming for Alias Name Generation
4	Setting Up Recipients	26 of 84

Mailboxes

Phone Numbers for a Mailbox

Using Auto Naming for Alias Name Generation

Auto naming is an option that can be set to automatically create a recipient’s alias name from information entered.

1.	From the Tools menu in the Administrator window, choose Options.

2.	Select the Auto Naming tab.

3.	Under Alias name generation, select an option.

Option	Description	Example
None	Disables alias name generation.	N/A
First name and last initial	Creates an alias name based on the First Name and first character of the Last Name.	AliG
First initial and last name	Creates an alias name based on the first character of the First Name and the entire Last Name	AGobi
First initials last	Creates an alias name based on the first character of First Name, Initials, and Last Name.	AHG
Custom	Lets you enter any combination of the available variables and characters to create a custom alias name.	N/A


Distribution Lists
4	Setting Up Recipients	27 of 84

Distribution Lists

A distribution list is a group of recipients created to expedite mass mailing of messages and other information. When a message is sent to a distribution list, all members of the distribution list receive a copy.


Distribution List Creation
4	Setting Up Recipients	28 of 84

Distribution Lists

Distribution List Creation

You can create new distribution lists whenever you want to send the same information to a group of recipients rather than addressing each individual separately.

1.	In the Administrator window, choose Recipients.

2.	From the File menu, choose New Distribution List.


General Properties for a Distribution List
4	Setting Up Recipients	29 of 84

Distribution Lists

General Properties for a Distribution List

Use the Distribution List General property page to specify a new distribution list or modify the distribution list name, the distribution list owner, and to add and delete members.

Getting to the Distribution List General property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the distribution list you want to configure.

3.	Select the General tab.


Entering New Distribution List Name Information
4	Setting Up Recipients	30 of 84

Distribution Lists

General Properties for a Distribution List

Entering New Distribution List Name Information

After the distribution list is created, you can configure it for the recipients. The configuration specifies the display name, alias name, expansion server, and members.

1.	Select the General tab.

2.	Type the Display name and Alias name for the distribution list.


Specifying an Expansion Server
4	Setting Up Recipients	31 of 84

Distribution Lists

General Properties for a Distribution List

Specifying an Expansion Server

Choose the server in your site where this distribution list will always be expanded. When a user in your site sends a message to a distribution list, Microsoft Exchange Server must expand the list, resolve the names of all recipients in the list, and determine the most efficient routing for the message. For large distribution lists, expansion can be processor-intensive. You can force the distribution list to be expanded on a specific server.

1.	Select the General tab.

2.	Select an expansion server.

Option	Description

Any Server in Site	This is the default setting. Expands any server in your organization.


Adding Members to a Distribution List
4	Setting Up Recipients	32 of 84

Distribution Lists

General Properties for a Distribution List

Adding Members to a Distribution List

You can add a member to an existing distribution list. All distribution list members, which can include mailboxes, custom recipients and other distribution lists, receive messages sent to the distribution list.

1.	Select the General tab.

2.	In the Members box, choose Modify.

3.	Select a recipient, and then choose Add.


Adding an Owner to a Distribution List
4	Setting Up Recipients	33 of 84

Distribution Lists

General Properties for a Distribution List

Adding an Owner to a Distribution List

The owner of a distribution list is the primary contact person for that list. The owner can edit distribution lists in the Microsoft Exchange Client.

1.	Select the General tab.

2.	In the Owner box, choose Modify.

3.	Select a recipient, and then choose OK.


Removing Members from a Distribution List
4	Setting Up Recipients	34 of 84

Distribution Lists

General Properties for a Distribution List

Removing Members from a Distribution List

If you want to remove a member from a distribution list, notify the distribution list owner. This notification allows the owner to keep the distribution list current and free from any addressing problems.

Note

The Permissions property page is not shown by default for distribution lists. If you want to configure a shared distribution list, you’ll need to enable the Permissions property page using Options on the Tools menu. Select the Permissions tab, and then select Show permissions page for all objects.

1.	Select the General tab.

2.	In the Members box, choose Modify.

3.	Select a member to remove, and then press DELETE.


Deleting an Owner from a Distribution List
4	Setting Up Recipients	35 of 84

Distribution Lists

General Properties for a Distribution List

Deleting an Owner from a Distribution List

Note

The owner of a mailbox modifies the membership of a distribution list from the Microsoft Exchange Client.

1.	Select the General tab.

2.	In the Owner box, choose Clear.


Advanced Properties for a Distribution List
4	Setting Up Recipients	36 of 84

Distribution Lists

Advanced Properties for a Distribution List

You can provide a simple display name, set message transfer limits, set a trust level for directory synchronization and determine whether the recipient appears in the Address Book.

Getting to the Advanced property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the distribution list you want to configure.

3.	Select the Advanced tab.


Changing the Simple Display Name
4	Setting Up Recipients	37 of 84

Distribution Lists

Advanced Properties for a Distribution List

Changing the Simple Display Name

If the name of a distribution list contains non-ANSI characters, such as Kanji, you can specify a simple display name that will be used in the Address Book. The simple display name allows only those characters that can be read by any computer.

1.	Select the Advanced tab.

2.	In the Simple display name box, type a name that will be used by systems that cannot interpret all the characters in the normal display name.


Setting a Limit for Message Transfer
4	Setting Up Recipients	38 of 84

Distribution Lists

Advanced Properties for a Distribution List

Setting a Limit for Message Transfer

You can set a size limit for messages to and from this distribution list. The default is No limit.

1.	Select the Advanced tab.

2.	Under Message size, select an option.

Option 	Description

No limit	Messages of any size can be sent or received by this distribution list.

Max (K)	The largest message this distribution list can send or receive is specified when this option is enabled.


Setting the Distribution List Options
4	Setting Up Recipients	39 of 84

Distribution Lists

Advanced Properties for a Distribution List

Setting the Distribution List Options

For a distribution list you can specify how messages are sent, if you want to hide the list from the Address Book, and if an out-of-office message is allowed.

Note

Even if a distribution list is hidden from the Address Book, you can still send mail to the distribution list if you know its e-mail address and explicitly enter it in the To box of a message.

1.	Select the Advanced tab.

2.	Under Distribution list options, select an option.

Option	Description
Report to distribution list owner	Sends a message to the distribution list owner whenever there is a problem sending to the distribution list. For example, the owner would receive notification if a message was not delivered.
Report to message originator	Sends a message to the message originator when a message is sent to the distribution list.
Allow out of office messages to originator	Responds with an out-of-office message for any user who is a member of the distribution list. If this option is not selected, members of the distribution list will not receive an out-of-office reply from the mailboxes.
Hide from address book	Indicates that you do not want this distribution list to appear in the Address Book.
Hide membership from address book	Indicates that you do not want the list of recipients that are members of the distribution list to appear in the Address Book.


Setting a Trust Level for Directory Synchronization
4	Setting Up Recipients	40 of 84

Distribution Lists

Advanced Properties for a Distribution List

Setting a Trust Level for Directory Synchronization

The trust level determines whether the recipient is sent during directory synchronization. If the trust level exceeds the trust level specified for the directory synchronization requestor, the recipient will not be sent.

1.	Select the Advanced tab.

2.	In the Trust level box, select a trust level.

Trust levels range from 0-100.


Custom Recipients
4	Setting Up Recipients	41 of 84

Custom Recipients

A custom recipient is a recipient outside the messaging site, local postoffice, or organization with representation in the Microsoft Exchange Server Address Book. After you create a custom recipient, use the General, Organization, Phone/Notes, Permissions, Distribution Lists, E-mail Addresses, Delivery Restrictions, Delivery Options, Custom Attributes, and Advanced property pages to configure each custom recipient.


Custom Recipient Creation
4	Setting Up Recipients	42 of 84

Custom Recipients

Custom Recipient Creation

A custom recipient is a recipient outside the messaging site, local post office, or organization, such as an Internet recipient with an SMTP  address. When you create a custom recipient, it appears in the site Address Book and can recieve messages. You can use the Administrator program to create a custom recipient or you can use the directory import feature to import custom recipients from other messaging systems.

Note

You can create a mailbox agent outside of the Administrator program. The mailbox agent is a special purpose mailbox designed for writing messaging-enabled applications. The Schedule+ Free/Busy Connector is an example of a mailbox agent.

1.	From the File menu in the Administrator window, choose New Custom Recipient.

2.	In the Select an e-mail address type box, select the type of e-mail address you want to create.

3.	Choose OK.

4.	Type the user’s e-mail address.


General Properties for a Custom Recipient
4	Setting Up Recipients	43 of 84

Custom Recipients

General Properties for a Custom Recipient

You use the General property page to record basic information, such as name, location, and e-mail address.

Getting to the Custom Recipient General property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the custom recipient you want to configure.

3.	Select the General tab.


Entering User Name Information
4	Setting Up Recipients	44 of 84

Custom Recipients

General Properties for a Custom Recipient

Entering User Name Information

User name information identifies the user associated with this custom recipient. If you are creating a shared custom recipient, you can use a generic name like Supply Requests. Provide a first name, middle initial, and last name, as well as a display name and an alias name.

You can configure Microsoft Exchange Server to generate the display name and alias name automatically as you type the first name, middle initial, and last name for the mailbox. You access the Auto Naming property page using Options on the Tools menu.

1.	Select the General tab.

2.	In the appropriate boxes, type the user name information.

Option	Description

First 	The optional first name (up to 64 characters) for the mailbox user.

Initials	The optional middle initial (up to 6 characters) for the mailbox user.

Last 	The optional last name (up to 64 characters) for the mailbox user.

Display 	The name (up to 256 characters ) that appears in the Administrator window and in the Address Book.

Alias 	Generates other e-mail addresses for this mailbox. The limit is 64 characters.


Entering Address Information
4	Setting Up Recipients	45 of 84

Custom Recipients

General Properties for a Custom Recipient

Entering Address Information

Address information identifies the user’s postal address.

1.	Select the General tab.

2.	In the appropriate boxes, specify the mailbox owner’s address information: Address, City, State, Postal, and Country.


Entering Company Information
4	Setting Up Recipients	46 of 84

Custom Recipients

General Properties for a Custom Recipient

Entering Company Information

Company information specifies the mailbox owner’s contact details.

1.	Select the General tab.

2.	In the appropriate boxes, specify the mailbox owner’s company information: Title, Company, Department, Office, Assistant, and Phone.


Creating or Modifying a Custom Recipient’s E-mail Address
4	Setting Up Recipients	47 of 84

Custom Recipients

General Properties for a Custom Recipient

Creating or Modifying a Custom Recipient’s E-mail Address

When you create a new custom recipient, you specify the type of e-mail address the custom recipient has and provide detailed e-mail address information. You can modify this e-mail address information in the General property page. For example, if you created a custom recipient with an X.400 address and the PRMD information changes, you can update that information in the General property page.

1.	Select the General tab.

2.	Choose E-mail, and then select an option.

Option	Description
Modify existing e-mail address	Displays the e-mail address properties for the custom recipient. Make changes to the existing e-mail address, and then choose OK.
Create new e-mail address	Displays the e-mail address type dialog box. After selecting an e-mail address type, enter the new e-mail address for the custom recipient, and then choose OK.
For more information, see Chapter 15, “Maintaining Your Organization.”


Advanced Properties for a Custom Recipient
4	Setting Up Recipients	48 of 84

Custom Recipients

Advanced Properties for a Custom Recipient

You can provide a simple display name, set message limits, set a trust level for directory synchronization, and determine whether the recipient appears in the Address Book.

The trust level determines whether a distribution list or custom recipient is sent to other sites during directory synchronization. If the trust level exceeds the trust level you specified for the directory synchronization requestor, the recipient will not be sent during directory synchronization.

Getting to the Advanced property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the custom recipient you want to configure.

3.	Select the Advanced tab.


Setting a Message Size
4	Setting Up Recipients	49 of 84

Custom Recipients

Advanced Properties for a Custom Recipient

Setting a Message Size

You can set a message size limit that indicates the size of messages that can be sent to this custom recipient. The default is no limit for messages.

1.	Select the Advanced tab.

2.	Select an option and type a value.

Option 	Description

No limit	Gives this custom recipient unlimited storage space for messages.

Max (K)	If selected, type a number representing the largest amount of space this message can occupy.


Allowing Rich Text in Messages
4	Setting Up Recipients	50 of 84

Custom Recipients

Advanced Properties for a Custom Recipient

Allowing Rich Text in Messages

Rich text in messages allows the use of characters such as bold, color, and italic. Rich text also provides the ability to position attachments.

1.	Select the Advanced tab.

2.	Under Custom recipient options, select Allow rich text in messages.


Hiding a Recipient from the Address Book
4	Setting Up Recipients	51 of 84

Custom Recipients

Advanced Properties for a Custom Recipient

Hiding a Recipient from the Address Book

You can optionally hide a custom recipient if you don’t want it to appear in the Address Book.

Note

Even if custom recipients are hidden from the Address Book, you can still send them mail if you know the e-mail address and enter it in the To box of a message.

1.	Select the Advanced tab.

2.	Under Custom recipient options, select Hide from address book.


Organization Information for a Custom Recipient
4	Setting Up Recipients	52 of 84

Custom Recipients

Organization Information for a Custom Recipient

Use the Organization property page to record information about the custom recipient, such as the name of the manager as well as any direct reports. The information in the Organization property page is optional.

Getting to the Custom Recipient Organization property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the custom recipient you want to configure.

3.	Select the Organization tab.


Phone Numbers for a Custom Recipient
4	Setting Up Recipients	53 of 84

Custom Recipients

Phone Numbers for a Custom Recipient

Use the Phone/Notes property page to enter detailed telephone number information and optional notes for a custom recipient. All the information in the Phone/Notes property page is optional.

Getting to the Custom Recipient Phone/Notes property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the custom recipient you want to configure.

3.	Select the Phone/Notes tab.


Public Folders
4	Setting Up Recipients	54 of 84

Public Folders

A public folder stores messages or information that can be shared with all designated users in your organization. Public folders can contain different types of information, from simple messages to complex multimedia clips and custom forms for contributing and reviewing information.

Public folders reside in the public information store on a Microsoft Exchange Server computer and can be copied or replicated to one or more Microsoft Exchange Server computers. When you make a change in a public folder, the modification is copied to every replica of the folder throughout your organization.

For more information, see Microsoft Exchange Client Help.


General Properties for a Public Folder
4	Setting Up Recipients	55 of 84

Public Folders

General Properties for a Public Folder

Use the General property page to view and modify information for a public folder such as the folder’s name. Use it also to set the maximum age limit for messages in the public folder. An age limit determines how long a message can remain in a public folder before it is deleted. Age limits ensure that public folders don’t become cluttered with old information.

Note

Public folders are created in the Microsoft Exchange Client. The Administrator program allows you only to modify properties for existing folders.

Getting to the Public Folder General property page

1.	In the Administrator window, choose Public Folders.

2.	Double-click the public folder you want to configure.

3.	Select the General tab.


Setting the Address Book Display Name
4	Setting Up Recipients	56 of 84

Public Folders

General Properties for a Public Folder

Setting the Address Book Display Name

1.	Select the General tab.

2.	In the Address book display name box, select an option.

Option	Description

Same as folder name	When selected, the folder name in the Address Book will be the same as the actual folder name.

Use this name	When selected, you can type in a different name for the folder that will appear in the Address Book.


Setting the Client Permissions
4	Setting Up Recipients	57 of 84

Public Folders

General Properties for a Public Folder

Setting the Client Permissions

Client permissions define and modify the default permissions for all users of the selected folder including specific permissions for individuals. Permissions define how users can work with items in the folder. The folder may be a public folder or a mailbox folder.

1.	Select the General tab.

2.	Choose Client Permissions.

3.	Select an option.

Option	Description

Roles	Displays names of roles for respective permissions in the folder. The default permission is the permission granted to undefined users.

Create items	When enabled, the user has permission to create new items in the folder.

Read items	When enabled, the user has permission to read any items in the folder.

Create subfolders	When enabled, the user has permission to create subfolders within this public folder.

Folder owner	When enabled, the user has permission to be the owner of the folder.


Editing Client Permissions in a Public Folder
4	Setting Up Recipients	58 of 84

Public Folders

General Properties for a Public Folder

Editing Client Permissions in a Public Folder

Editing items in a public folder allows the user with permissions to cut, paste, delete, and undo items in a public folder.

1.	Select the General tab.

2.	Choose Client Permissions.

3.	In the Edit items box, select an option.

Option	Description

None	When enabled, the user does not have permission to edit the items in a public folder.

Own	When enabled, users have permission to edit items only in their own folder.

All	When enabled, the user has permission to edit all items in the public folder.


Deleting Items in a Public Folder
4	Setting Up Recipients	59 of 84

Public Folders

General Properties for a Public Folder

Deleting Items in a Public Folder

Deleting items in a public folder is limited to the user with permissions to do so. Also, the owner of the public folder has permissions to delete the entire folder.

1.	Select the General tab.

2.	Choose Client Permissions.

3.	In the Delete items box, select an option.

Option	Description

None	When enabled, the user does not have permission to delete items in a public folder.

Own	When enabled, users have permission to delete items only in their own folder.

All	When enabled, the user has permission to delete all items in the public folder.


Giving Client Permissions to a User
4	Setting Up Recipients	60 of 84

Public Folders

General Properties for a Public Folder

Giving Client Permissions to a User

Client permissions define the extent to which users can work with items in the folder. To edit or delete items in a public folder or to view the names of other folder users, you must have Owner permissions in that folder.

1.	Select the General tab.

2.	Choose Client Permissions.

3.	In the Name and Role box, choose Add to give permissions to a user.

4.	Select a user, and then choose Add.

Option	Description

Add	Opens the Add Users dialog box, where you can select user, distribution list, or public folder names to add to the Name/Role box.

Remove	Removes the selected name from the Name/Role box.

Properties	Displays details about the selected name.

Roles	Select a role or individual permissions for the selected name. When you select a role, the permissions associated with that role are selected. When you select individual permissions, the matching role name is displayed in the Roles box. If there is no matching role, Custom is displayed. You cannot select Custom; it is displayed automatically.

Owner	Grants all permissions in the folder.

Publishing Editor	Grants permission to create items, read items, edit and delete any item, and create subfolders.

Editor	Grants permission to create items, read items, and edit and delete any item.

Author	Grants permission to create items, read items, and edit and delete their own items.

Publishing Author	Grants permission to create items, read items, edit and delete their own items, and create subfolders.

Reviewer	Grants permission to read items.

Contributor	Grants permission to create items

None	Grants no permissions in the folder. Use this as the default permission when you want to limit the folder’s audience to the users you specifically add to the Name/Role box.

Apply	Applies the changes you’ve made without closing the dialog box.

Find	Searches the list of recipients.


Advanced Properties for a Public Folder
4	Setting Up Recipients	61 of 84

Public Folders

Advanced Properties for a Public Folder

You can provide a simple display name, set mailbox storage and message size limits, set a trust level for directory synchronization, and determine whether the mailbox or public folder appears in the Address Book.

Getting to the Advanced property page

1.	In the Administrator window, choose Public Folders.

2.	Double-click the public folder you want to configure.

3.	Select the Advanced tab.


Changing the Simple Display Name
4	Setting Up Recipients	62 of 84

Public Folders

Advanced Properties for a Public Folder

Changing the Simple Display Name

If the name of a public folder contains non-ANSI characters, such as Kanji, you can specify a simple display name that will be used in the Address Book. The simple display name allows only those characters that can be read by any computer.

1.	Select the Advanced tab.

2.	In the Simple display name box, type a name that will be used by systems that cannot interpret all the characters in the normal display name.


Setting Storage Limits for a Public Folder
4	Setting Up Recipients	63 of 84

Public Folders

Advanced Properties for a Public Folder

Setting Storage Limits for a Public Folder

You can set an optional storage limit on public folders to control how much space is occupied in a server’s information store. When a public folder exceeds the storage limit, a warning message is sent to the public folder contacts.

1.	Select the Advanced tab.

2.	Under Public folder store storage limits, select an option.

Option 	Description

Use information store defaults	If cleared, the public folder storage limit overrides the public information store storage limits.

If selected, the default limit settings are used from the public information store General property page.

Issue Warning (K)	If selected, type a number representing to the largest amount of space this public folder can occupy before a warning message is sent.


Setting a Trust Level
4	Setting Up Recipients	64 of 84

Public Folders

Advanced Properties for a Public Folder

Setting a Trust Level

The trust level determines whether a recipient is sent during directory synchronization. If the trust level exceeds the trust level you specified when you set up the directory synchronization requestor, the recipient will not be sent.

1.	Select the Advanced tab.

2.	In the Trust level box, select a trust level.


Setting Replication Message Priority
4	Setting Up Recipients	65 of 84

Public Folders

Advanced Properties for a Public Folder

Setting Replication Message Priority

You can set the priority for replication messages sent by this public folder. The priority determines the order in which messages are sent by Microsoft Exchange Server. Messages with an urgent priority are delivered first.

1.	Select the Advanced tab.

2.	In the Replication msg importance box, select a level of importance.

Option	Description

Normal	This is the default.

Urgent	Sets the message replication importance as urgent.

Not urgent	Sets a low importance level for message replication.


Common Recipient Properties
4	Setting Up Recipients	66 of 84

Common Recipient Properties

There are several properties common to all recipients, including:

E-mail addresses

Distribution list membership

Delivery restrictions

Delivery options

Custom attributes


E-mail Addresses for All Recipients
4	Setting Up Recipients	67 of 84

Common Recipient Properties

E-mail Addresses for All Recipients

E-mail addresses identify recipients to the gateways and connectors that connect Microsoft Exchange Server with other messaging systems. You use the E-mail Addresses property page to create, modify, or remove e-mail addresses.

For more information, see Chapter 15, “Maintaining Your Organization.”


Distribution List Membership for Recipients
4	Setting Up Recipients	68 of 84

Common Recipient Properties

Distribution List Membership for Recipients

Use the Distribution Lists property page to add or remove a  mailbox, custom recipient, or public folder from one or more distribution lists. When a recipient is a member of a distribution list, it receives all messages sent to that distribution list.

Note

To add this recipient to a distribution list, you must have Administrator permissions for the distribution list. If you don’t have these permissions, you will fail when you try to set the data, even if you have Administrator permissions for this recipient.

Getting to the Mailbox Distribution Lists property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the mailbox, custom recipient, or public folder you want to configure.

3.	Select the Distribution Lists tab.


Adding Members to a Distribution List
4	Setting Up Recipients	69 of 84

Common Recipient Properties

Distribution List Membership for Recipients

Adding Members to a Distribution List

You can add recipients to distribution list.

1.	Select the Distribution Lists tab.

2.	Choose Modify, and then select a distribution list where you want to add this recipient.

Option	Description

Modify	Displays a list of existing distribution lists. Select the distribution lists to which you want to add this recipient.


Removing Members from a Distribution List
4	Setting Up Recipients	70 of 84

Common Recipient Properties

Distribution List Membership for Recipients

Removing Members from a Distribution List

If you want to remove a recipient from a distribution list, notify the distribution list owner. This notification allows the owner to keep the distribution list current and free from any addressing problems.

1.	Select the General tab.

2.	In the Members box, choose Modify.

3.	Select a member to remove, and then press DELETE.


Delivery Restrictions for All Recipients
4	Setting Up Recipients	71 of 84

Common Recipient Properties

Delivery Restrictions for All Recipients

You can specify which recipients a mailbox, distribution list, custom recipient, or public folder will accept messages from. All rejected messages are returned to the originator.

Note

Reporting proceeds back up the distribution list to each nested list, and then finally cycles back to the originator. For a member to send mail without problems, the distribution lists need to be added to the list of allowed senders.

Getting to the recipient Delivery Restrictions property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the recipient you want to configure.

3.	Select the Delivery Restrictions tab.


Accepting or Rejecting Messages from Specific Senders
4	Setting Up Recipients	72 of 84

Common Recipient Properties

Delivery Restrictions for All Recipients

Accepting or Rejecting Messages from Specific Senders

You can accept or reject messages from any sender listed in the directory. Delivery restrictions are optional and do not affect incoming messages. The default is to accept messages from all senders and reject messages from none. If you specify even one name in the Accept messages from box, messages from all other senders who are not listed in the box are rejected.

Note

If a distribution list is specified, the members of the distribution list are used for the restriction, not the distribution list itself.

1.	Select the Delivery Restrictions tab.

2.	Under either Accept messages from or Reject messages from, select List.

3.	Choose Modify to open the Address Book so you can select from a list of recipients.


Delivery Options for All Recipients
4	Setting Up Recipients	73 of 84

Common Recipient Properties

Delivery Options for All Recipients

You can specify the following delivery options for a recipient who will receive all messages intended for the primary recipient or a recipient who has permissions to send messages on behalf of the primary recipient.

Getting to the recipient Delivery Options property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the recipient you want to configure.

3.	Select the Delivery Options tab.


Specifying an Alternate Recipient for Incoming Messages
4	Setting Up Recipients	74 of 84

Common Recipient Properties

Delivery Options for All Recipients

Specifying an Alternate Recipient for Incoming Messages

You can specify an alternate recipient when you want another recipient to receive incoming messages intended for a mailbox, distribution list, custom recipient, or public folder. For example, if you are going out of town on business, you can specify a team member to receive all your messages.

1.	Select the Delivery Options tab.

2.	Under Alternate recipient, choose Modify.

3.	Select a recipient, and choose OK to confirm your selection.

This returns you to the Delivery Options property page.

4.	Select or clear Deliver messages to both recipient and alternate recipient.

Option	Description
Alternate recipient	Specifies an alternate recipient to receive any incoming messages intended for this mailbox or distribution list.
None	Select to specify that you do not want an alternate recipient.
Deliver messages to both recipient and alternate recipient	When selected, messages will be delivered to both the recipient and alternate recipient. When cleared, messages will be delivered to the alternate recipient only.


Specifying Who Can Send Messages on Behalf of a Recipient
4	Setting Up Recipients	75 of 84

Common Recipient Properties

Delivery Options for All Recipients

Specifying Who Can Send Messages on Behalf of a Recipient

You can give another recipient the authority to send messages on behalf of a mailbox or custom recipient (not available for a distribution list or public folder). For example, if you give Adele Williams Send On Behalf Of permissions for Ali Gobi’s mailbox, she can compose a message and send it on behalf of Ali Gobi. When the recipient gets the message, the message heading indicates that the message was sent by Adele Williams on behalf of Ali Gobi. This is different from Send As permissions, which are assigned in the Mailbox Permissions property page.

1.	Select the Delivery Options tab.

2.	Under Give Send On Behalf Of permission to, choose Modify.

3.	In the Address Book, select a recipient, and choose Add.


Custom Attributes for All Recipients
4	Setting Up Recipients	76 of 84

Common Recipient Properties

Custom Attributes for All Recipients

The Custom Attributes property page contains 10 unique custom attribute fields that you customize to track information about the recipients in your site.

Getting to the Custom Attributes property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the mailbox, distribution list, custom recipient, or public folder you want to configure.

3.	Select the Custom Attributes tab.


Defining Custom Attributes
4	Setting Up Recipients	77 of 84

Common Recipient Properties

Custom Attributes for All Recipients

Defining Custom Attributes

You can set up to 10 custom attribute fields to track information about the recipients in your site. By default, the fields are called Custom Attributes 1 through 10. You can change the name of these in the Custom Attributes property page of the DS Site Configuration object. Any fields defined appear in the Custom Attributes property page for all recipients in your site. For example, suppose your company uses an employee ID numbering system. You could define an extension field called Employee ID# in the Custom Attributes property page of the DS site configuration object, and that field automatically appears in the Custom Attributes property page for every recipient.

1.	Select the Custom Attributes tab.

2.	Type the desired information in Custom Attribute boxes 1 through 10.


Permissions
4	Setting Up Recipients	78 of 84

Permissions

Permissions let you control the rights that different users have on a mailbox, a distribution list, a custom recipient, or a public folder. You delegate permissions to a user (or group) by assigning them a role, which defines how much and what type of access a user has on a particular object. Microsoft Exchange Server provides a number of predefined roles, but you can also create custom roles to suit your specific needs.


Permissions Property Page
4	Setting Up Recipients	79 of 84

Permissions

Permissions Property Page

Since permissions are inherited, you can set permissions for a group of objects by assigning a user permissions to an object that is higher up in the directory hierarchy. For example, you can give a user Administrator permissions for mailboxes, distribution lists, custom recipients, and public folders by assigning them Administrator permissions for the Recipients Container object.

Since this is the most likely way that Administrator permissions will be assigned, by default, the Administrator program shows the Permissions property page only for container objects. If you want to configure permissions on an object-by-object basis, you need to change an option so that the property page is shown for all objects.

1.	From the Tools menu, choose Options.

2.	Select the Permissions tab.

3.	Select Show Permissions page for all objects.


Setting the Permissions Options
4	Setting Up Recipients	80 of 84

Permissions

Permissions Property Page

Setting the Permissions Options

You can customize the way Permissions property pages are displayed throughout the Administrator program.

1.	Select the Permissions tab.

2.	Select an option.

Option	Description
Show Permissions page for all objects	By default, Permissions property pages are hidden. Select this option to display Permissions property pages for all objects.
Display rights for roles on Permissions page	When selected, displays the list of rights in the Permissions property page. Roles are sets of permissions that define how much and what type of access a user or group has.
Delete primary Windows NT account when deleting mailbox	Deletes the associated Windows NT account when a mailbox is deleted.
Try to find matching Windows NT account when creating mailbox	Matches the associated Windows NT account, if any, with a new mailbox.
Getting to the Permissions property page

1.	In the Administrator window, choose Recipients.

2.	Double-click the recipient you want to configure.

3.	Select the Permissions tab.


Adding a User to the List of Users with Permissions
4	Setting Up Recipients	81 of 84

Permissions

Permissions Property Page

Adding a User to the List of Users with Permissions

You can grant another person permissions for a mailbox, a distribution list, a custom recipient, or a folder. You can designate more than one person to have permissions on the recipients in case the primary administrator is out of the office. Assigning permissions at the site level is a more global way to assign permissions and is recommended. Permissions at the recipient level override site permissions. Permissions that are set at the site do not affect objects inside the Configuration container, because you set the permissions separately.

1.	Select the Permissions tab for the recipient you want to configure.

2.	Under the Windows NT accounts with permissions box, choose Add.

3.	In the List Names From box, select the Windows NT domain you want.

4.	In the Names box, select the user or group, and choose Add.

Option 	Description

List Names From	Displays the user and group names for the available Windows NT domains. Select the domain you want in the list.

Add Names	The names you select in the Names box appear here. You can also enter names in this box by typing the domain followed by a backslash and the account name.

Members	Displays the user or group who are members of that account.


Changing a User’s Role Level
4	Setting Up Recipients	82 of 84

Permissions

Permissions Property Page

Changing a User’s Role Level

You can modify a user’s role on a mailbox, a distribution list, a custom recipient, or a public folder. A name must be selected under Windows NT accounts with Permissions before the Role box is activated.

1.	Select the Permissions tab for the recipient you want to configure.

2.	Select the account you want to change.

3.	Under Roles, select a different role.

Role	Allows a user account to

Admin.	Can modify attributes on objects.

Permissions Admin.	Can modify attributes on objects, including permissions.

User	Can modify user attributes and Send As this object.

Custom	Permissions that you specify.

Option	Description

Add	Displays the Add Users and Groups dialog box.

Remove	Deletes selected objects.


Changing a User’s Permissions
4	Setting Up Recipients	83 of 84

Permissions

Permissions Property Page

Changing a User’s Permissions

You can modify a user’s permissions on a mailbox, a distribution list, a custom recipient, or a public folder. A name must be selected under Windows NT accounts with Permissions before the Role box is activated. Each role has a list of permissions.

1.	Select the Permissions tab for the recipient you want to configure.

2.	Select the account you want to change.

3.	Under Permissions, select an option.

Rights	Allows a user account to

Modify User Attributes	Modify user-level attributes associated with an object. For example, a user with this permission can modify the members of a distribution list.

Modify Admin Attributes	Modify administrator-level attributes associated with an object. For example, a user with this permission can modify the job title and display name fields in a mailbox.

Modify permissions	Modify permissions on existing objects. For example, without this permission, a user can grant permissions for new mailboxes but cannot modify permissions for existing ones.

Send As	Sends messages with the sender’s return address. For example, users have this permission for their mailboxes so they can send messages with that mailbox’s return address. This permission is also granted for server objects so directory service processes can send messages to each other.


Removing a User from the List of Users with Permissions
4	Setting Up Recipients	84 of 84

Permissions

Permissions Property Page

Removing a User from the List of Users with Permissions

You can cancel a user’s permissions for a mailbox, a distribution list, a custom recipient, or a public folder. If permissions are removed, the user or account can no longer administer the recipient.

1.	Select the Permissions tab for the recipient you want to configure.

2.	Select the account you want to delete, and choose Remove.


Setting Up Microsoft Exchange Client Software
Chapter 5	 1 of 26

Setting Up Microsoft Exchange Client Software

Several pieces of the Microsoft Exchange Client must be set up using the Microsoft Exchange Server. You can set up and define the following portions of the Microsoft Exchange Client using controls in the Microsoft Exchange Server:

Microsoft Schedule+ Free/Busy Information

Determine whether to replicate the public information folder within your site or to share free/busy information between sites.

Forms Library Administration

Create an organization forms library, set permissions, and replicate the organization forms library.

Details Templates

Determine whether to modify template displays by creating template controls, and select template Help files.

One-off Address Templates

View the one-off address template.


Microsoft Schedule+ Free/Busy Information
5	Setting Up Microsoft Exchange Client Software	2 of 26

Microsoft Schedule+ Free/Busy Information

Schedule+ free and busy times are stored in a hidden public folder on a Microsoft Exchange Server computer. The folder is called Schedule+ Free Busy Information and is located in the Recipients container in a site.


Schedule+ Free Busy Information Public Folder
5	Setting Up Microsoft Exchange Client Software	3 of 26

Microsoft Schedule+ Free/Busy Information

Schedule+ Free Busy Information Public Folder

The Schedule+ Free Busy Information public folder is created automatically when you install Microsoft Exchange Server and configure your first site and server. The first time a user logs on to Schedule+, an entry is created in the Schedule+ Free Busy Information public folder for the associated mailbox. By default, each time the user changes the information in the schedule file, the entry in the Schedule+ Free Busy Information public folder is updated accordingly. Individual users can prevent the publication of free/busy information using the Set Access Permissions dialog box in Schedule+.


Sharing Free/Busy Information Between Sites
5	Setting Up Microsoft Exchange Client Software	4 of 26

Microsoft Schedule+ Free/Busy Information

Schedule+ Free Busy Information Public Folder

Sharing Free/Busy Information Between Sites

Schedule+ free/busy information can be shared between sites, extending group scheduling functionality to your entire organization. Every public folder is represented by two entries: a directory entry, which records configuration information about the public folder; and an entry in the public information store, where the content of the public folder is stored.

Each time you create a new site and start site replication, the directory entry for the Schedule+ Free Busy Information public folder is automatically replicated to the new site. When users in the new site attempt to invite users from the original site to meetings, Schedule+ detects the directory entry and attempts to connect to the public information store on the server that contains the Schedule+ Free Busy Information public folder.

To make free/busy information available to all sites in your organization, you must replicate the directories between sites and replicate the Schedule+ Free Busy Information public folder on every server that has the Schedule+ Free/Busy Connector installed.

Note

Connecting to a public folder in another site works only if the underlying network supports remote procedure calls (RPCs) between the two sites. Also, if the sites are in two different Windows NT Server domains, a trust relationship must exist to establish a connection.

For more information on public folders and public folder replication, see Chapter 2, “Setting up Your Site” and Chapter 12, “Replicating Public Folders.”

Getting to the Schedule+ Free Busy Information public folder

1.	In the Administrator window, choose Recipients.

2.	From the View menu, choose Hidden Recipients.

All hidden recipients, including the Schedule+ Free Busy Information public folder, appear in the contents area.


Replicating the Schedule+ Free Busy Information Public Folder Within a Site
5	Setting Up Microsoft Exchange Client Software	5 of 26

Microsoft Schedule+ Free/Busy Information

Schedule+ Free Busy Information Public Folder

Replicating the Schedule+ Free Busy Information Public Folder Within a Site

Once there is a single instance of the Schedule+ Free Busy Information public folder in a site, its contents are available to all users within the site. When a user tries to schedule a meeting and invite attendees, Schedule+ connects to the public information store on the server that contains the Schedule+ Free Busy Information public folder, logs on to the public folder, and accesses all free/busy information for the attendees.

Although you are not required to replicate the Schedule+ Free Busy Information public folder within a site, you may want to consider doing so for the purpose of load balancing. For example, suppose a single replica of the Schedule+ Free Busy Information public folder exists on a server in a site that contains hundreds of users, all of whom use Schedule+ heavily. A great deal of traffic can be generated on that server because it handles all updates to and requests for free and busy information. If you notice a decrease in the performance of the server that stores the Schedule+ Free Busy Information public folder, you can create a replica on another server in the site. When there are two or more replicas of a single folder within a site, all requests and updates are randomly directed to different replicas, thus diffusing the effect on any single server.

Use the Schedule+ Free Busy Information public folder Replicas property page to replicate the folder to other servers within a site.

For more information about replicating public folders within a site, see Chapter 12, “Replicating Public Folders.”


Forms Library Administration
5	Setting Up Microsoft Exchange Client Software	6 of 26

Forms Library Administration

Forms serve as a means to enter and view information. They can be created and customized to meet specific needs and tailored to display specific kinds of information in a structured manner.

Once a form is created, it can be saved in one of three libraries:

Organization forms library

Public folder library

Personal forms library

Organization forms libraries are repositories for forms that are commonly accessed by all users in your company. For example, a standard supply request form might be stored in an organization forms library.

Public folder libraries are designed to store forms that are used with a specific public folder. For example, a Classified Ads public folder might use a special form designed to accommodate standard information about goods for sale. Forms saved to a public folder library are available to anyone logged on to the public folder.

A personal forms library exists on a specific user’s computer. Users can save forms to this library, but other users cannot view or modify them.

Use the Administrator program to create, set permissions on, and replicate organization forms libraries.

For information about creating forms, saving forms in public folder, or using personal forms libraries, see the Microsoft Exchange Server Application Designer’s Guide.


Organization Forms Library
5	Setting Up Microsoft Exchange Client Software	7 of 26

Forms Library Administration

Organization Forms Library

An organization forms library is a public folder that stores forms. By default, forms saved to an organization forms library are available to all users. In other words, users do not need special permissions to read messages composed with these forms, and they can use these forms to compose messages to other users. Organization forms libraries can be replicated between sites in your organization, making the forms they contain widely available.

You use the Forms Administrator command on the Administrator program Tools menu to access these forms.

Getting to the Organization Forms Library

From the Tools menu, choose Forms Administrator.


Creating an Organization Forms Library
5	Setting Up Microsoft Exchange Client Software	8 of 26

Forms Library Administration

Organization Forms Library

Creating an Organization Forms Library

When you create an organization forms library, you assign a language to it. By default, foreign language clients logged on to Microsoft Exchange Server will attempt to locate forms in the library that match their language. For that reason, forms that you want to be available to all foreign language clients should be individually localized and saved into all existing foreign language libraries. If there is no language-specific organization forms library, the user defaults to the organization forms library on the server.

1.	From the Tools menu, choose Forms Administrator.

2.	Choose New.

3.	In the Library folder name box, type the library name as you want it to appear in the Administrator window.

4.	In the Language box, select a language.

By default, foreign language clients will attempt to read forms from the organization forms library that matches their language.

Option	Description
Library folder name	The name of the organization forms library as it will appear when a user attempts to save a form in the library.
Language	The language used for the organization forms library.


Modifying an Organization Forms Library
5	Setting Up Microsoft Exchange Client Software	9 of 26

Forms Library Administration

Organization Forms Library

Modifying an Organization Forms Library

You can modify an organization forms library name, however, you cannot change the selected language.

1.	From the Tools menu, choose Forms Administrator.

2.	Select the forms library you want to change, and choose Modify.

3.	Change the Library folder name, and choose OK.


Setting Organization Forms Library Permissions
5	Setting Up Microsoft Exchange Client Software	10 of 26

Forms Library Administration

Organization Forms Library

Setting Organization Forms Library Permissions

Organization forms library permissions let you control which users can create items and subfolders in the organization forms library. For the organization forms library, you grant a permission level of Owner or None.

Note

Although other roles appear in the Permissions box, you can use only Owner and None.

Getting to the Organization Forms Library Permissions Dialog Box

1.	From the Tools menu, choose Forms Administrator.

2.	Select the library whose permissions you want to modify, and choose Permissions.

Option	Description

Name	Displays the user’s name.

Role	Displays the current forms library permission role.

Opens the Add User dialog box.

Removes the selected name.

Opens the selected user’s property page.

Roles	Determines whether a user has a permissions level of Owner or None.

For more information about granting users permissions for a public folder, see Microsoft Exchange Client Help.


Changing Organization Forms Library Permissions
5	Setting Up Microsoft Exchange Client Software	11 of 26

Forms Library Administration

Organization Forms Library

Changing Organization Forms Library Permissions

Once you have set permissions for forms libraries, you can change them at any time. For example, you can change the permissions of individuals or groups as a result of changes in their job titles or levels of involvement in a project.

1.	From the Tools menu, choose Forms Administrator.

2.	Select the library whose permissions you want to modify, and choose Permissions.

3.	 Select the name of the person you want to give a new permission level.

4.	 In the Roles box, select Owner or None.


Removing an Organization Forms Library
5	Setting Up Microsoft Exchange Client Software	12 of 26

Forms Library Administration

Organization Forms Library

Removing an Organization Forms Library

You can delete an organization forms library when it is no longer needed. For example, if you have been maintaining a French organization forms library, and you no longer need to support French clients within your site, you can delete that library. When you delete an organization forms library, you remove all forms that have been saved there.

1.	From the Tools menu, choose Forms Administrator.

2.	Select the library you want to delete, and choose Remove.


Replicating Organization Forms Libraries
5	Setting Up Microsoft Exchange Client Software	13 of 26

Forms Library Administration

Organization Forms Library

Replicating Organization Forms Libraries

In order for the forms contained in an organization forms library to be available to users in other sites, the library must be replicated to those sites. Once there is a replica of an organization forms library on a single server in a site, all users connected to all servers in that site can access and use the forms in that library.

Note

You can also use the Public Folder Affinity property page in the Information Store Site Configuration object to make an organization forms library available to users in another site. However, this method is recommended only if the two sites are connected by a reliable, high-speed, low-cost connection that supports RPC communication.

For more information about replicating public folders to other sites, see Chapter 12, “Replicating Public Folders.”


Details Templates
5	Setting Up Microsoft Exchange Client Software	14 of 26

Details Templates

You can use the Administrator program to modify details templates. Details templates control the way information about recipients appears when a user requests to see recipient properties in the Address Book. For example, if you open the Address Book in the Microsoft Exchange Client, you can select any entry in the list and press ENTER to see detailed information about that recipient.

You can access the Address Book from both the Microsoft Exchange Client and from the Administrator program in a variety of ways. For example, you can see the Address Book:

In the Administrator program by choosing Modify Members in a distribution list’s General property page.

In the Administrator program by choosing Modify in a mailbox’s Delivery Restrictions property page.

In the Microsoft Exchange Client by choosing Find from the Tools menu, and then choosing either the From or Sent To buttons in the Find dialog box.

In the Microsoft Exchange Client by choosing Address Book from the Tools menu.

In the Microsoft Exchange Client by clicking the Address Book button on the toolbar.

The following figure shows the Address Book.

If you select a mailbox and press ENTER, the following property page appears:

This information is displayed using a details template. You can customize details templates to suit your specific needs. For example, you can remove the Address box if you do not want to publicize information about recipients’ addresses.

Microsoft Exchange Server provides the following details templates, all of which can be modified in the Administrator program:

Custom Recipient

Distribution List

Exchange Send Options

Mailbox

Mailbox Agent

Public Folder

Search Dialog

Getting to Details Templates General property page

1.	In the Administrator window choose Details Templates, and then select one of the language containers.

2.	Double-click the specific template you want to modify.

3.	Select the General tab.


Modifying Template Display Names
5	Setting Up Microsoft Exchange Client Software	15 of 26

Details Templates

Modifying Template Display Names

A template’s display name is the name that appears in the Administrator window.

1.	Select the General tab.

2.	In the Display name box, type the name as you want it to appear in the Administrator window.


Selecting Template Help Files
5	Setting Up Microsoft Exchange Client Software	16 of 26

Details Templates

Selecting Template Help Files

For every details and addressing template in the Microsoft Exchange Server directory there is an associated online Help file. Information from these files appears when a user chooses the Help button or presses F1 while viewing information displayed using a details or addressing template. Template Help files are stored as attributes in the directory and are downloaded to a temporary directory on a client computer only when a user attempts to access online Help from a template.

Microsoft Exchange Server comes with a set of template Help files that document details and addressing templates as they are shipped with the product. Because templates are customizable, you have the option of creating and importing your own custom template Help files. Client Local Help File Name is the name of the template Help file that will be created on client computers, regardless of the name of the Help file you choose to import and associate with this template.

Note

Importing a new template Help file permanently overwrites the template Help file that was shipped with Microsoft Exchange Server. As a precaution, you should access all details and one-off address templates from a client computer, thereby creating copies of the associated Help files in the TEMP directory of that computer. You can then save the Help files and import them as needed.

1.	Select the General tab.

2.	Under Template help, choose an option.

Option	Description
Import 16 Bit Help File	Opens the Microsoft Exchange Administrator dialog box where you can select the Help file that will be displayed on computers using Windows 16-bit operating systems.
Import 32 Bit Help File	Opens the Microsoft Exchange Administrator dialog box where you can select the Help file that will be displayed on computers using Windows 32-bit operating systems.


Template Modification
5	Setting Up Microsoft Exchange Client Software	17 of 26

Details Templates

Template Modification

You can modify any template by changing one or more of the template’s controls. After modifying the template, the changes would appear any time that template is viewed.

Note

The MS-DOS Templates property page functions the same way as the Templates property page, except that the MS-DOS Templates property page applies to the MS-DOS Client.

Getting to the Details Templates Template property page

1.	In the Administrator window, choose Details Templates, and then select one of the language containers.

2.	Double-click the specific template you want to modify.

3.	Select the Template tab.


Creating a New Template Control
5	Setting Up Microsoft Exchange Client Software	18 of 26

Details Templates

Template Modification

Creating a New Template Control

You can create a new template control to add functionality to an existing details template. For example, you may decide to add a custom attribute called Employee ID to the mailbox details template. After adding the control, the employee ID number information would appear any time mailbox details are viewed.

When creating template controls, you are prompted to indicate the type of control you want to create. Different controls are designed to offer varying functionality. For example, the check box control is designed to accommodate attributes (such as Hide From Address Book) that are subject to a yes/no or on/off condition.

1.	Select the Templates tab.

2.	Choose New.

Option	Description

X	Displays the X coordinate (in dialog units) for the new control. This is the distance from the left side of the dialog box to the upper-left corner of the control.

Y	Displays the Y coordinate (in dialog units) for the new control. This is the distance from the top of the dialog box to the upper-left corner of the control.

Width	Displays the width (in dialog units) of the new control.

Height	Displays the height (in dialog units) of the new control.

Label

Creates a label in a template. Labels are text fields that typically identify another control or field.

Option	Description

Text 	Displays the text to appear in the label.

Edit

Creates an edit control in a template.

Option	Description

Field	Displays the value to be edited.

Length	Displays the maximum number of characters allowed.

Multiline	When selected, allows multiple lines in the given field.

Page Break

Creates a page break in a template. Use a page break if you want the resulting template to have multiple tabbed pages.

Option	Description

Text	Displays the text to appear at the top of the tabbed page.

Help context	Displays the context number for the control’s online Help topic.

Group Box

Creates a group box in a template. Use a group box to group related controls and fields in a template.

Option	Description

Text	Displays the name for the group box.

Check Box

Creates a check-box control in a template.

Option	Description

Field	Indicates which item should be displayed.

Text	Displays the text to appear next to the check box.

List Box

Creates a list box in a template.

Option	Description

Display horizontal scroll bar	When selected, displays a horizontal scroll bar in the list box.

Display vertical scroll bar	When selected, displays a vertical scroll bar in the list box.

Multi-Valued List Box

Creates a multivalued list box in a template.

Option	Description

Field	Indicates which item should be displayed.

Multi-Valued Drop Box

Creates a multivalued drop-down box in a template.

Option	Description

Field	Indicates which item should be displayed.


Editing a Template Control
5	Setting Up Microsoft Exchange Client Software	19 of 26

Details Templates

Template Modification

Editing a Template Control

You can edit any control in a template. For example, depending on the type of control you’ve selected, you can change its name, value, location, size, or function. You can also undo your edits and restore all original values to the control by choosing the Original button.

1.	Select the Templates tab.

2.	Select the control you want to change.

3.	Choose Edit.


Removing a Template Control
5	Setting Up Microsoft Exchange Client Software	20 of 26

Details Templates

Template Modification

Removing a Template Control

You can remove a control from any template. For example, you can remove all address information (such as Address, City, State, Zip Code, and Country) from the mailbox details template if you want to prevent users from seeing address information about other recipients.

1.	Select the Templates tab.

2.	Select the control you want to remove, and choose Remove.


Changing the Order of Template Controls
5	Setting Up Microsoft Exchange Client Software	21 of 26

Details Templates

Template Modification

Changing the Order of Template Controls

You can change the order in which the template controls are listed. This allows you to organize the controls in a logical way.

1.	Select the Templates tab.

2.	Select the control you want to move up or down in the list of controls, and choose Move Up or Move Down.


Testing the Appearance of a Template
5	Setting Up Microsoft Exchange Client Software	22 of 26

Details Templates

Template Modification

Testing the Appearance of a Template

After you have made modifications to a template, or while you are in the process of making changes, you can quickly see how the template will appear when it is actually used. Testing the appearance of a template can help you determine if the changes you have made appear as you intended.

1.	Select the Templates tab.

2.	Choose Test.


Reverting to Original Template Settings
5	Setting Up Microsoft Exchange Client Software	23 of 26

Details Templates

Template Modification

Reverting to Original Template Settings

Once you change the appearance of a template by either adding, removing, or modifying controls, you can revert back to the original template. Reverting to the original template permanently overwrites any changes you or another administrator made to this template at any time. After reverting, the template will appear as it did when you first installed the Microsoft Exchange Server software.

1.	Select the Templates tab.

2.	Choose Original.


One-off Address Templates
5	Setting Up Microsoft Exchange Client Software	24 of 26

One-off Address Templates

One-off address templates are templates that you use to address messages to mailboxes that are not in your global address list or in your personal address book. They are called one-off because they are often used to send one piece of mail off to an address and are not used again. (However, you can use this template to send mail and then add the addressee to your personal address book.)

The template appears in the Microsoft Exchange Client any time you are prompted to provide an e-mail address for a recipient. For example, you can access one-off address templates:

In the Microsoft Exchange Client by opening the Address Book, choosing New Entry from the File menu, selecting an address type, and choosing OK.

In the Microsoft Exchange Client by composing a new message, choosing the To button, choosing the New button in the Address Book, selecting an address type, and choosing OK.


Viewing One-Off Address Templates
5	Setting Up Microsoft Exchange Client Software	25 of 26

One-off Address Templates

Viewing One-Off Address Templates

You can view one-off address templates in the Administrator window, but you cannot modify them.

Getting to the One-Off Address Templates

1.	In the Administrator window, choose One-Off Address Templates, and select one of the language containers.

2.	Double-click the specific template you want to view.

3.	Select the Templates tab.

To add a Help file to one-off address templates, see “Selecting Template Help Files” earlier in this chapter.


Other Features for Client Software
5	Setting Up Microsoft Exchange Client Software	26 of 26

Other Features for Client Software

This table lists other features that you can use to configure client software.

Feature	Available for	For more information
Remote access	Microsoft Dial-up Networking for Microsoft Windows 95	Microsoft Windows 95 documentation.
	ShivaRemote for Microsoft Windows 3.1 or MS-DOS	CONFIG.HLP file in the \EXCHANGE\SHIVA directory.
	Microsoft RAS for Microsoft Windows NT	Microsoft Windows NT documentation.
Roving use of Microsoft Exchange Client	Microsoft Windows 3.1, Microsoft Windows 95, Microsoft Windows NT, and MS-DOS	Create a user profile using the Windows NT Administrative Tools group and specify the path to the profile using User Manager.
Installation of Microsoft Exchange Client from floppy disks	Microsoft Windows 3.1, Microsoft Windows 95, Microsoft Windows NT, and MS-DOS	From the client CD-ROM change to the directory for the language and platform desired on the Microsoft Exchange CD-ROM. Copy each file with a .CAB extension onto a separate floppy disk, numbering the disks with the same number as the .CAB file. Copy the remaining files, except TEMPLATE.PRF onto Disk 1 (containing EXCHNG1.CAB).


Setting Up Advanced Security
Chapter 6	 1 of 19

Setting Up Advanced Security

Advanced security provides data integrity, proof of origin, and confidentiality. To provide this functionality, you need to install the Key Management component on one server in your organization. Setting up and maintaining advanced security involves:

Selecting the server to manage the key management database.

Installing the Key Management component software and enabling individual users to take advantage of advanced security features.

Configuring remote sites to use advanced security.

Verifying that the Key Management component is functioning correctly.

Viewing security logs for errors or attempted breaches and periodically clearing the logs of unneeded information.

Backing up and maintaining the key management database.


Installation and Startup
6	Setting Up Advanced Security	2 of 19

Installation and Startup

You configure one server in your organization to create and keep track of all security keys. This server is called the Key Management server(KM server). Having multiple KM servers can cause authentication and encryption errors. Use the following guidelines when deciding which server to use as the KM server:

Advanced security administration can be done only from the Administrator program with RPC connectivity to the KM server.

The server should be physically secure.

The key management database should be backed up regularly.

The server must be using the NTFS file system for maximum security.


Installing the Software
6	Setting Up Advanced Security	3 of 19

Installation and Startup

Installing the Software

You need two different passwords for the KM Server. One is used by the Microsoft Exchange Key Manager service. The other is used by advanced security administrators to perform advanced security tasks.

The first password is copied to a floppy disk by default during Setup. If you choose not to copy the password to the floppy disk, Setup displays the password on the screen.

Important

Write the password down and keep it in a secure place.

It’s recommended that you let Setup copy the password to a disk. The Advanced Security Administrator password is set to password by default during Setup.

Use this task to install the software, and then go to “Starting the KM Server” and “Changing Your Advanced Security Administrative Password.”

1.	Run the KM server Setup program, which is on the Microsoft Exchange Server compact disc (CD) in the EXCHKM directory.

2.	Place a disk into the disk drive so that Setup can copy your password to a disk.

3.	Follow the instructions in Setup.


Starting the KM Server
6	Setting Up Advanced Security	4 of 19

Installation and Startup

Starting the KM Server

Once you have installed the Key Management component software, you must start the KM server to enable and configure security for individual users or to revoke a user’s security keys. The KM server must be running at all times.

Use this task to start the KM Server, and then go to “Changing Your Advanced Security Administrative Password.”

Note

If you chose not to create a Microsoft Exchange Key Management Server floppy disk during Setup, you will need to type the password that Setup provided into the Startup Parameters box. The password is case-sensitive.

1.	In Windows NT Control Panel, choose Services.

2.	Double-click the Microsoft Exchange Key Management Server.

3.	Under Log On As, select This Account.

Select the Microsoft Exchange Service account. See the service account under Microsoft Exchange Directory service if you’re not sure what it is.

4.	Choose OK.

5.	Place the disk with the password provided during Setup into the disk drive. If you chose not to copy the password to a disk during Setup, type the password Setup provided on the screen into the Startup Parameters box.

6.	Select Microsoft Exchange Key Management Server, and choose Start.


Changing Your Advanced Security Administrative Password
6	Setting Up Advanced Security	5 of 19

Installation and Startup

Changing Your Advanced Security Administrative Password

Each advanced security administrator has a password that must be provided before performing advanced security tasks. This password is used by the Microsoft Exchange Key Manager service to authenticate the administrator. Any time you attempt to access or modify security information, the Administrator program prompts you for this password.

Only you can change your security password. In general, it is a good idea for all security administrators to change their passwords from time to time as an additional security measure. For example, if you suspect that your security password has been compromised, you should change it.

Note

If you have never changed the password, the default password is password.

1.	Choose Configuration.

2.	Choose the Encryption object.

3.	Select the Security tab.

4.	Select Key Management Administrators.

5.	Type the password (password if this is the first time).

6.	Select Change Password.

7.	Type the current password and the new password, and then verify the new password.

Option	Description
Remember This Password For Up To 5 Minutes	Select this check box in the Password dialog box if you want to modify security for up to five minutes. Otherwise, you will be prompted for your password each time you try to open a user’s Security property page or change security attributes.
Old Password	This is your existing password.
New Password	This is your new password. administrative passwords are case-sensitive.
Verify Password	Retype the new password to confirm.


Advanced Security for Users
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Advanced Security for Users

Advanced security lets users in your organization digitally sign and encrypt messages. Once you install and start the KM server, you must individually configure each user that you want to be security enabled. When you start the process of enabling an individual user for advanced security, a remote procedure call (RPC) is made to the KM server. The KM server generates a one-time token and returns it to you. You must then transmit this temporary token to the user so that they can complete the advanced security process using the Microsoft Exchange Client by choosing Options on the Tools menu and selecting the Security tab.

The security token is used only once for a user to become security enabled. A file called <name>.EPF is created and can be copied to any personal computer that the user wants to use mail with advanced security.

Note

You must be running the Administrator program on a computer with RPC connectivity to the KM server to set up and modify security.

Getting to the Security property page

1.	In the Administrator window, choose Recipients.

2.	Double-click a mailbox, and then select the Security tab.

3.	In the Administrative Password box, type the password that you created in “Changing Your Advanced Security Administrative Password,” and choose OK (if prompted).

The Security property page appears after you enter the administrative password.


Enabling Advanced Security for a Mailbox
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Advanced Security for Users

Enabling Advanced Security for a Mailbox

Advanced security lets mailbox users in your organization digitally sign and encrypt messages. The KM server generates a one-time token and returns it to you. You must then transmit this temporary token to the user so that they can complete the advanced security process using the Microsoft Exchange Client by choosing Options on the Tools menu and selecting the Security tab.

For the most secure results and to make sure this token gets to the right person, authenticate the user with the KM server using private identification of some type. For example, ask the user for a driver’s license or social security number before giving out the token.

1.	Double-click a mailbox, and select the Security tab.

2.	Choose Enable Advanced Security.

3.	If prompted, type your administrative password.

4.	Choose OK.

5.	Transmit the security token to the user in a secure manner.

Option	Description
Enable Advanced Security	Creates a temporary security token for users. Use a secure method to transmit temporary tokens to users. Once users have this token, they must follow the instructions provided in the Microsoft Exchange Client Help to enable advanced security.
Security Certificate for this mailbox	Valid from is the date when the certification was created. Valid to is the date when the certificate expires. There are no tasks involved in extending certificates. After one year, certificates are automatically extended.


Enabling Advanced Security in Bulk
6	Setting Up Advanced Security	8 of 19

Advanced Security for Users

Enabling Advanced Security in Bulk

Temporary security tokens are required by users before they can enable advanced security in the Microsoft Exchange Client. You can generate temporary security tokens in bulk. This is the only part of the advanced security process that can be done in bulk. You must still transmit the temporary tokens to users individually, and they in turn must complete the process of becoming security enabled in the Microsoft Exchange Client.

Use SIMPORT.EXE to generate temporary security tokens in bulk. Run SIMPORT only once, and then pass the tokens to the user. Monitor the mailboxes regularly to see if the user has used the token.

Note

Only one instance of SIMPORT.EXE should be running at any one time.

1.	Change to the drive where you installed the Key Management component software.

2.	Change to the \BIN subdirectory of the directory where you installed the KM server.

3.	Run SIMPORT.EXE and view the output of the file, which is in this format:

/o=Ferguson & Bardell/ou=NAmerica-E/cn=recipients/cn=HugoZ,VGAJZDWR

/o=Ferguson & Bardell/ou=NAmerica-E/cn=recipients/cn=ElizaB,PUCFHUWV

/o=Ferguson & Bardell/ou=NAmerica-E/cn=recipients/cn=AliG,CUALNIRT

/o=Ferguson & Bardell/ou=NAmerica-E/cn=recipients/cn=AdeleW,DEDTUVTH

/o=Ferguson & Bardell/ou=NAmerica-E/cn=recipients/cn=JoeO,QDMKWGUA

/o=Ferguson & Bardell/ou=NAmerica-E/cn=recipients/cn=MaryP,UYDRDWKE

You may see a comment following a token describing the status of security for that user. For example, a status comment might be “recovery started.”

For more information, see “Viewing Mailbox Security Information” later in this chapter.


Site Security
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Site Security

You can enable advanced security features in any site in your organization. See “Enabling Additional Sites to use the KM Server” later in this chapter.

Getting to the Security property page

1.	In the Administrator window, choose Configuration in the site where the KM server is located.

2.	Choose Encryption.

3.	Select the Security tab.


Selecting an Encryption Algorithm
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Site Security

Selecting an Encryption Algorithm

Microsoft Exchange Server can use one of three encryption algorithms to encrypt the contents of a message: CAST-64, DES, and CAST-40. The North American version of the Microsoft Exchange Client supports all three algorithms. All other localized versions of the Microsoft Exchange Client support the CAST-40 algorithm. Note that the Microsoft Exchange Key Manager service is not involved in encryption. It is the client that performs encryption of messages.

Note

You can change the North American preferred encryption algorithm from CAST-64 to DES and vice versa. However, you must recover security keys for all security-enabled users in the site where the change was made for the change to take effect. After you change the encryption algorithm, users can still read messages that were encrypted using the previous algorithm.

1.	Select the Security tab.

2.	Under Preferred encryption algorithm, select an encryption method for the geographic location.

For more information, see “Recovering Advanced Security Keys” later in this chapter.


Adding and Removing Advanced Security Administrators
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Site Security

Adding and Removing Advanced Security Administrators

You can make other administrators within your site advanced security administrators if you want to delegate the responsibility of setting up and maintaining advanced security to more than one person.

1.	Select the Security tab.

2.	If prompted, type the password created in “Changing Your Advanced Security Administrator Password.”

3.	Choose Key Management Administrator.

4.	Add or remove administrators from the list of security administrators.

5.	Choose OK, and choose Done.

Option	Description

Add Administrator	Select the name of the person that you want to add to the list of advanced security administrators, and then choose this button.

Remove Administrator	Select the name of the person that you want to remove from the list of advanced security administrators, and then choose this button.

For information about the Change Password button, see “Changing Your Advanced Security Password” earlier in this chapter.


Enabling Additional Sites to Use the KM Server
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Site Security

Enabling Additional Sites to Use the KM Server

You can enable advanced security features in additional sites in your organization by running the KM server Setup program on any server in that site. The KM server Setup program detects whether a KM server has already been installed somewhere in your organization and will configure your site so that users in the site can become security enabled.

Note

The Setup program can detect whether a KM server has been installed in another site based on the existence of the CA object in the Configuration container for that site. When you initially install the KM server, the CA object is created. Before installing the KM server in a site, ensure that you can see the Configuration container for the other sites in your organization.

Run the Microsoft Exchange KM Server Setup program.

For more information, see “Installation and Startup” earlier in this chapter.


Enabling Security for Users in Remote Sites
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Site Security

Enabling Security for Users in Remote Sites

Because the Administrator program uses RPCs to communicate with the KM server to generate temporary security keys, you cannot directly enable users in remote sites to use advanced security. If you are in a site with no RPC connectivity to the KM server, you must contact an administrator in the site where the KM server is located and provide a list of names of the users you want to enable for advanced security. In turn, the administrator at the site where the KM server is located, enables each user to use advanced security (using the Administrator program). Once the temporary security tokens are generated, the administrator can either transmit them to you or directly to the individual users. The tokens should not be stored anywhere.

Note

Individual users do not have to be in the same site as the KM server to enable advanced security using the Microsoft Exchange Client. Because the client and the KM server communicate through e-mail messages, users in any site in your organization can complete the advanced security configuration process once they have their temporary token.

Enable advanced security using the procedure in “Enabling Advanced Security for a Mailbox” earlier in this chapter.


Recovering Advanced Security Keys
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Site Security

Recovering Advanced Security Keys

You can reissue the security key for a mailbox if someone loses the password or corrupts or removes the local security information for the mailbox. From the user’s perspective, this process is identical to the initial task of setting up advanced security.

1.	In the Administrator window, choose Recipients.

2.	Choose a mailbox, and then select the Security tab.

3.	If you are prompted for it, type the KM server administrative password.

4.	Choose Recover Security Key.

5.	Transmit it to the user through a secure method.

When users receive their tokens, they should enter them in the Microsoft Exchange Client Security tab.

For more information, see the Microsoft Exchange Client Help.


Backing Up and Restoring Advanced Security Data
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Site Security

Backing Up and Restoring Advanced Security Data

Advanced security data is stored in the \MGRENT subdirectory where you installed the KM server. You can back up the advanced security data using the Windows NT Backup utility to back up all files and subdirectories in this directory. Stop the Microsoft Key Management Server service before backing up.

Caution

You should periodically back up the advanced security data. If a user’s security file is corrupted, or a security logon password is forgotten, encrypted messages, including all previously encrypted messages, cannot be opened by the user. The key must be recovered using “Recovering Advanced Security Keys” earlier in this chapter, and the advanced security data must be current for this operation to succeed.

For more information, see your Windows NT documentation.


Viewing the Security Log
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Site Security

Viewing the Security Log

Events for the KM server component are logged in the Windows NT application event log and include information about KM server functions.

1.	In Windows NT Program Manager, open the Administrative Tools program group.

2.	Choose Event Viewer.

3.	From the Log menu, choose Application.

All events in the application event log are displayed. Security events are identified by the MSExchangeKMS entry in the Source column.


Viewing Mailbox Security Information
6	Setting Up Advanced Security	17 of 19

Site Security

Viewing Mailbox Security Information

You can view the current status of mailbox security in the Security property page. It displays the current status of security in the upper corner for any mailbox.

1.	In the Administrator window, choose Recipients

2.	Choose a mailbox, and then select the Security tab.

3.	If you are prompted for it, type the KM server administrative password.

The current status is displayed in the top part of the property page.

Current status	Description

Undefined	Security has not been set up for this mailbox.

New	Security has been enabled for the first time, but the one-time token has not been received from the client.

Active	Security has been enabled, and the one-time token has been received from the client.

Disabled	Security has been disabled for this mailbox.

Key recovery in progress	A one-time token has been reissued to this mailbox but not yet received, or a previously disabled mailbox is in the process of being reenabled.


Moving the KM Server to Another Server in the Same Site
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Site Security

Moving the KM Server to Another Server in the Same Site

It is recommended that you do not move the KM Server from one Microsoft Exchange Server computer to another because of the critical information kept in the Key Management database. There is, however, a mechanism for moving the KM server if the need arises.

1.	Back up the advanced security data on the Microsoft Exchange Server computer that hosts the KM server. See “Backing Up and Restoring Advanced Security Data.”

2.	Use the Services option in Control Panel to stop the Microsoft Key Management service.

3.	Run KMSERVER -U to remove the Microsoft Exchange Key Management service.

4.	Remove the directory where the Key Management server was installed.

5.	Go to the Microsoft Exchange Server computer that will host the KM server.

6.	Run the KM server Setup program, which is on the Microsoft Exchange Server CD in the EXCHKM directory.

7.	Restore the advanced security data on the server where you ran the KM server Setup program.

8.	After allowing for replication to occur within your organization (this could take several hours depending on your topology), run the KM server Setup program on a Microsoft Exchange Server computer in each of the other sites in your organization.


Revoking Advanced Security for a Mailbox
6	Setting Up Advanced Security	19 of 19

Site Security

Revoking Advanced Security for a Mailbox

Revoking advanced security permanently disables the security certificate for a mailbox. When security is revoked for a mailbox, anyone attempting to open an encrypted message previously sent from that mailbox will be prompted with a warning stating that the message was secured with a revoked security certificate. The same things happens with a digital signature.

You should consider revoking advanced security when users feel their security has been compromised because it appears someone is signing messages on their behalf or because someone has gained access to their security file and password. You can always re-enable security by assigning a user another token.

1.	In the Administrator window, choose Recipients

2.	Choose a mailbox, and then select the Security tab.

3.	If you are prompted for it, type the KM server administrative password.

4.	Choose Revoke Advanced Security.

Option	Description

Revoke Advanced Security	Revoking advanced security for a mailbox adds the serial number of the certificate to a revocation list, which is stored in the Microsoft Exchange Server directory and the Key Management database. This list is stored on the client computer and is accessed each time a user attempts to verify the signature of a message and for each user in the recipient list for an encrypted message. If the originator’s certificate is on the revocation list, the user is warned that the message is signed with a revoked certificate. Certificates remain on the revocation list until they expire, which is two years after security was first enabled for the user.

You should limit the use of revocation. As the size of the revocation list increases, performance of advanced security degrades.


Using a Site Connector or Dynamic RAS Connector to Connect Sites
Chapter 7	 1 of 47

Using a Site Connector or Dynamic RAS Connector to Connect Sites

Microsoft Exchange Server provides several connectors to link sites in your organization. Each connector uses different transport protocols for message exchange. You can use a combination of connectors or install multiple connectors of the same type.

You can use the following connectors to connect sites:

Site Connector

Connects two sites on the same physical local area network (LAN) using synchronous remote procedure calls (RPCs).

Dynamic RAS Connector

Connects two sites using the asynchronous Remote Access Service (RAS) function provided with Windows NT Server.

Internet Mail Connector

Connects two sites using the Internet Mail Connector.

X.400 Connector

Connects two sites using X.400 transport protocols. An X.400 Connector is also used to connect Microsoft Exchange Server sites to foreign systems.

For information about using the X.400 Connector to connect two or more sites or to foreign systems, see Chapter 8, “Using an X.400 Connector to Connect Sites or Foreign Systems.” For information about using the Internet Mail Connector to connect Microsoft Exchange Server sites, see Chapter 11, “Using the Internet Mail Connector.”


Site Connector
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Site Connector

When you set up a Site Connector, you specify a server in the remote, or target, site to provide site-to-site message transfer.

Before you begin you need the following:

A logical map of your network.

The name of at least one server in the target site.

A LAN protocol capable of using RPC.

Administrator permissions on both the local and target sites.

Decide which servers in the remote site will be used for message transfer. These will be the target servers displayed in the target server list.


Installing a Site Connector
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	3 of 47

Site Connector

Installing a Site Connector

These procedures enable message transfer from the local site to the remote site. When you finish configuring the Site Connector, you can choose to create a Site Connector in the remote site, provided you have the appropriate permissions. To install a new Site Connector, you need to specify a server in the remote site.

1.	In the Administrator window, choose Connections.

2.	From the File menu, choose New Other, and then choose Site Connector.

3.	Type the name of the server in the remote site, and choose OK.

Option	Description
Enter the name of a server in the target site	Type the name (up to 15 alphanumeric characters) of a server in the remote site.


General Properties for the Site Connector
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Site Connector

General Properties for the Site Connector

Use the General property page to provide a name for the connector, specify the cost of the connector, and specify the messaging bridgehead server in the local site.

Note

If you are installing a new Site Connector, the General property page appears automatically after you choose New Other from the File menu, and then choose Site Connector.

Getting to the General property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Site Connector to be modified.

3.	Select the General tab.


Specifying the Connector Name
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	5 of 47

Site Connector

General Properties for the Site Connector

Specifying the Connector Name

Use the General property page to define a name for the Site Connector. The directory name cannot be changed once it is entered.

1.	Select the General tab.

2.	Type the directory name and the display name.

Option	Description

Display name	Type the name (up to 256 alphanumeric characters) that will be displayed in the Administrator window. This name is not case-sensitive.

Directory name	Type an informative and descriptive name (up to 64 alphanumeric characters). This permanent name identifies the Site Connector in the directory and is used in event log messages. You can modify this name only when creating a Site Connector. This name is not case-sensitive.


Setting the Cost
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	6 of 47

Site Connector

General Properties for the Site Connector

Setting the Cost

You can set a routing cost of the message transfer from the local site to the remote site.

1.	Select the General tab.

2.	Specify the Cost.

Option	Description

Cost	Type a cost between 1 and 100. The lowest cost of all active connections is chosen. The default is 1.


Setting a Messaging Bridgehead in the Local Site
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Site Connector

General Properties for the Site Connector

Setting a Messaging Bridgehead in the Local Site

You can select one server to be dedicated to sending messages to remote sites.

1.	Select the General tab.

2.	Set the messaging bridgehead server to Any server or Specific server, and type the name of the server.

Option	Description

Any server	Any server in the local site can send messages to the remote site. This is the default setting.

Specific server	Select a specific server in the local site to send messages to the remote site.


Address Space Properties
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	8 of 47

Site Connector

Address Space Properties

The X.400 address of the remote site is automatically entered in the Address Space property page when the Site Connector is created. You can define the type and format of addresses used to identify messages to another site. Each entry is called an address space and contains only as much of the address as is necessary to distinguish messages that should be sent through this connector. You need to specify only the address space options that uniquely identify the route to the site.

Getting to the Address Space property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Site Connector to be modified.

3.	Select the Address Space tab.


Defining Address Spaces
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	9 of 47

Site Connector

Address Space Properties

Defining Address Spaces

Specify only as much of the address information as necessary to distinguish messages that should be routed to the connected site. For example, if you want to route every message with an SMTP address to the remote site, you should create a new Internet entry with an asterisk (*) in the address field. This matches all messages with a nonlocal SMTP address type and routes each to the remote site.

Note

An asterisk (*) can be used for a multicharacter wildcard in an address space. A question mark (?) can be used for a single character wildcard.

1.	Select the Address Space tab.

2.	Choose a button to create a new address space, or select an address from the list to modify an existing address space.

Option	Description

Add a new address using any format.

Add a new X.400 address.

Add a new MS Mail address.

Add a new SMTP address.

Modify an existing address.

Delete an existing address.

For more information, see “Assigning a Routing Cost” later in this chapter and Appendix A, “Addressing.”


Assigning a Routing Cost
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	10 of 47

Site Connector

Address Space Properties

Assigning a Routing Cost

Routing costs determine the preference between multiple routes to a remote site. The cost associated with each address space is used to optimize message routing to the foreign system but does not affect message reception. All mail is sent using the address with the lowest cost. If two or more routes are available with the same cost, the load placed on the routes is roughly equal. Address space costs range from 1 to 100.

1.	Select the Address Space tab.

2.	Select the address for which you want to assign a cost.

3.	In the Cost box, type a routing cost for messages transferred using this address.

Option	Description

Cost	Type a cost between 1 and 100. The lowest cost of the active connections is chosen. The default is 1.

For more information about routing costs, see the Microsoft Exchange Server Concepts and Planning Guide.


Target Servers Properties
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	11 of 47

Site Connector

Target Servers Properties

Use the Target Servers property page to add and remove target servers. Target servers are servers to which messages are sent directly.

Getting to the Target Servers property page

1.	In the Administrator window, choose Connections.

2.	Choose the Site Connector to be modified.

3.	Select the Target Servers tab.


Adding and Removing Target Servers
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	12 of 47

Site Connector

Target Servers Properties

Adding and Removing Target Servers

All servers in the remote site are placed in the target servers list by default. You can add servers to the list, or remove servers from the list.

1.	Select the Target Servers tab.

2.	To add a target server, select a server in the Site servers box, and choose Add.

3.	To remove a target server, select a server in the Target servers box, and choose Remove.


Assigning a Cost to Target Servers
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	13 of 47

Site Connector

Target Servers Properties

Assigning a Cost to Target Servers

Target server costs determine the preference between servers in a remote site. If two or more servers are available with the same cost, the load placed on these servers is roughly equal. The server you specified during configuration of the new Site Connector is automatically entered in the Target servers box with a routing cost of 1.

1.	Select the Target Servers tab.

2.	In the Target servers box, select the target server.

3.	In the Target servers cost box, type the cost for this server.

4.	Choose the Set Value button.

Option	Description

0	Use this target server before any other target server.

1-99	Cost will be weighted against other target server costs. The default is 1.

100	Use this target server only when all other target servers fail.

For more information about routing costs, see the Microsoft Exchange Server Concepts and Planning Guide.


Override Properties
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Site Connector

Override Properties

Use the Override property page when the service account of the local site lacks service account permissions for the remote site.

Getting to the Override property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Site Connector to be modified.

3.	Select the Override tab.


Specifying to Connect as Override
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	15 of 47

Site Connector

Override Properties

Specifying to Connect as Override

If a target server does not have a Windows NT Server trust relationship with the local site, it may be necessary to provide access permissions in order for the message transfer agents (MTAs) to send mail.

Note

To avoid any permissions-related problems, use the Microsoft Exchange Server service account for the remote site.

1.	Select the Override tab.

2.	Under Connect as, type the user information.

Option 	Description

Windows NT username	The name used to connect to the remote site.

Password	The user’s password.

Confirm password	Confirmation of the password.

Windows NT domain name	The name of the user’s Windows NT Server domain.


Dynamic RAS Connector
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Dynamic RAS Connector

The Dynamic Remote Access Service (RAS) Connector can be used to connect two sites. This asynchronous connection uses the RAS functionality provided with the Microsoft Windows NT Server.

Before you begin, you need the following:

RAS network software installed and configured on the Microsoft Exchange Server computer.

The name to use for the MTA transport stack.

The default is RAS on servername.

The name of the remote server.

The phone book entry for the remote server including the name of the server and the phone number.

The name you want to use for the Dynamic RAS Connector.

The following procedures are used to install and configure the Dynamic RAS Connector.

Install the RAS MTA transport stack.

Install and configure the Dynamic RAS Connector.

For information on installing and configuring the RAS software, see your Windows NT Server documentation.


MTA Transport Stack Installation
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Dynamic RAS Connector

MTA Transport Stack Installation

Before you install a RAS MTA transport stack, the network software, and possibly hardware, that the MTA transport stack will use must be installed on the server.

For communications over public telephone, X.25 packet assembly/disassembly (PAD), or Integrated Services Digital Network (ISDN) networks, you can install one RAS transport stack on a Microsoft Exchange Server. This transport stack works with the RAS network software running on a Windows NT Server computer.

1.	In the Administrator window, choose Servers, and then choose a server.

2.	From the File menu, choose New Other, and then choose MTA Transport Stack.

3.	In the Type box, select the RAS MTA Transport Stack.

4.	In the Server box, select the server on which to install the transport stack, and choose OK.


General Properties for the RAS MTA Transport Stack
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Dynamic RAS Connector

General Properties for the RAS MTA Transport Stack

Use the General property page to set the name of the RAS MTA transport stack, and the optional MTA callback number.

1.	In the Administrator window, choose the server where the RAS MTA transport stack is installed.

2.	Double-click the RAS MTA transport stack to be modified.

3.	Type the name of the RAS MTA transport stack and, optionally, the MTA callback number.

Option	Description

Name	The name for this transport stack. You can modify this name only when creating a new transport stack. The default is RAS (servername).

MTA callback number	The telephone number used to reach the local server over a dial-up connection when RAS callback security is enabled. Specifying this number is optional.


Defined RAS Connectors
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Dynamic RAS Connector

Defined RAS Connectors

Each Dynamic RAS Connector you have installed on this RAS MTA transport stack is displayed in the Connectors property page. You can view all the connectors using the MTA transport stack and make modifications if necessary.

1.	Select the Connectors tab.

2.	In the Connectors that use this stack box, select a connector.

3.	Choose Edit to display the Dynamic RAS Connector property pages.


Dynamic RAS Connector Installation
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Dynamic RAS Connector

Dynamic RAS Connector Installation

You install the Dynamic RAS Connector from the Connections container in the local site

For more information, see “Installing the RAS MTA Transport Stack” earlier in this chapter.

Note

Before you can install the Dynamic RAS Connector, you must have installed at least one RAS MTA transport stack.

1.	Select the Connections object for the local site.

2.	From the File menu, choose New Other, and then choose Dynamic RAS Connector.


General Properties for the Dynamic RAS Connector
7	Using a Site Connector or Dynamic RAS Connector to Connect Sites 	21 of 47

Dynamic RAS Connector

General Properties for the Dynamic RAS Connector

Use the General property page to specify the name for this connector, the name of the server to connect to, the transport stack for this connector, the RAS phone book entry, and a message size limit.

Getting to the General property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Dynamic RAS Connector to be modified.

3.	Select the General tab.


Specifying the Connector Name
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Dynamic RAS Connector

General Properties for the Dynamic RAS Connector

Specifying the Connector Name

Use the General property page to define a name for this Dynamic RAS Connector. The directory name cannot be changed once it is entered.

1.	Select the General tab.

2.	Type the directory name and the display name.

Option	Description

Display name	Type the name (up to 256 alphanumeric characters) that will be displayed in the Administrator window. This name is not case-sensitive.

Directory name	Type an informative and descriptive name (up to 64 alphanumeric characters). This permanent name identifies the Dynamic RAS Connector in the directory and is used in event log messages. You can modify this name only when creating a new transport stack. This name is not case-sensitive.


Specifying the Name of the Remote Server
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Dynamic RAS Connector

General Properties for the Dynamic RAS Connector

Specifying the Name of the Remote Server

Use the General property page to specify the name of the remote server.

1.	Select the General tab.

2.	Specify the remote server name.

Option	Description

Remote server name	The name of the server to connect to.


Specifying the MTA Transport Stack
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Dynamic RAS Connector

General Properties for the Dynamic RAS Connector

Specifying the MTA Transport Stack

Use the General property page to specify the MTA transport stack for the Dynamic RAS Connector.

1.	Select the General tab.

2.	Select a RAS MTA transport stack from the list.

Option	Description

MTA transport stack	The MTA transport stack that will be used for the Dynamic RAS Connector.


Specifying the Phone Book Entry
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Dynamic RAS Connector

General Properties for the Dynamic RAS Connector

Specifying the Phone Book Entry

Use the General property page to specify the phone book entry for the remote server. The phone book entry is part of the Windows NT Server RAS software.

1.	Select the General tab.

2.	Select the phone book entry or add a phone book entry for the remote server.

Option	Description

Phone book entry	The RAS phone book entry for the remote server.

Displays the RAS phone book.

Refreshes the list of available phone book entries.

For more information about using the phone book entry, see your Windows NT Server documentation.


Specifying the Message Size
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Dynamic RAS Connector

General Properties for the Dynamic RAS Connector

Specifying the Message Size

You can specify the size of messages transported through the Dynamic RAS Connector.

1.	Select the General tab.

2.	In the Message size box, select an option.

Option	Description

No limit	Transfers messages of any size.

Maximum (K)	Specify a number between 1 and 9,999,999 kilobytes.


Schedule
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Dynamic RAS Connector

Schedule

Use the Schedule property page to specify when to connect to the remote server.

Getting to the Dynamic RAS Connector Schedule property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Dynamic RAS Connector to be modified.

3.	Select the Schedule tab.


Setting a Schedule for the Dynamic RAS Connector
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Dynamic RAS Connector

Schedule

Setting a Schedule for the Dynamic RAS Connector

The Dynamic RAS Connector can be configured to establish a connection with the remote server at specified times. This is useful to reduce the costs for connections where telephone charges apply.

1.	Select the Schedule tab.

2.	Select Remote initiated, Never, Always, or Selected times.

Option 	Description

Remote initiated	Sends messages queued at this MTA only when the remote MTA connects to this MTA. Only one of the two MTAs can be configured for remote initiation; otherwise, messages won’t be delivered.

Never	Disables the connector.

Always	Sends requests to the target server for messages when there is a message in the outgoing queue.

Selected times	Select a time or block of time in the schedule grid to assign specific connection times.

1 Hour 	Displays the schedule grid in one-hour increments.

15 Minute	Displays the schedule grid in 15-minute increments.


RAS Override Properties
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Dynamic RAS Connector

RAS Override Properties

Use the RAS Override property page to change some of the default parameters or provide different security information to connect to the remote site. This may be necessary when the remote site is in a different Windows NT Server security domain. Values entered on the RAS Override property page affect the operation of this connector only.

Getting to the RAS Override property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Dynamic RAS Connector to be modified.

3.	Select the Override tab.


Setting RAS Override Properties
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Dynamic RAS Connector

RAS Override Properties

Setting RAS Override Properties

Use Override property page to provide authentication credentials to connect to the remote site.

1.	Select the RAS Override tab.

2.	Type the Windows NT username and Password for the service account in the remote site.

3.	Confirm your password and type the Windows NT domain name of the remote site.

Option	Description

Windows NT username	Type the Windows NT account name used as the service account in the remote site.

Password	Type the Windows NT password for the account specified.

Confirm password	Confirm the Windows NT password.

Windows NT domain name	Type the Windows NT domain name of the remote Microsoft Exchange Server.


Setting RAS Phone Numbers
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Dynamic RAS Connector

RAS Override Properties

Setting RAS Phone Numbers

Use Override property page to provide a callback phone number to override the number configured in the RAS MTA transport stack or to override the phone number in the selected RAS phone book.

1.	Select the RAS Override tab.

2.	Type the new MTA callback number or the Overriding phone number.

Option	Description

MTA callback number	Type the number for the remote MTA to use to callback into the local MTA.

Overriding phone number	The number to be used for connecting to the remote site instead of the phone number listed in the RAS phone book.


MTA Override Properties
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Dynamic RAS Connector

MTA Override Properties

Use Override property page to change the default Microsoft Exchange Server MTA attributes for the Dynamic RAS Connector. Override options should be used only when necessary to match the configuration of the remote Microsoft Exchange Server.

Getting to the MTA Override property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Dynamic RAS Connector to be modified.

3.	Select the MTA Override tab.


Setting Override RTS Values
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Dynamic RAS Connector

MTA Override Properties

Setting Override RTS Values

Use the MTA Override property page to match the configuration of the remote Microsoft Exchange Server. This does not affect message transfer over any other connector. If you do not specify an override value, the MTA uses the default values.

1.	Select the MTA Override tab.

2.	Modify the default RTS values as needed.

Option	Definition

Checkpoint size (K)	Sets the amount of data to be transferred before a checkpoint is inserted. If an error occurs and the message must be retransferred, the process restarts from the most recent checkpoint.

If you specify zero, no checkpoint is set. The default is 30.

Using a checkpoint slightly reduces transmission speed. You should decrease the checkpoint size when the connection is less reliable.

Recovery timeout (sec)	Determines the amount of time after an error occurs that the MTA waits for a reconnection before deleting checkpointed information and restarting the transfer from the beginning.

The default is 60.

Window size 	The number of checkpoints that can go unacknowledged before data transfer is suspended. The greater the window size, the greater the transfer rate. The window size determines the amount of resources set aside for the receiving station.

Specify window size only if the checkpoint size is greater than zero. The default is 5.


Setting Override Connection Retry Values
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Dynamic RAS Connector

MTA Override Properties

Setting Override Connection Retry Values

Use the MTA Override property page to specify how many times the MTA should try to establish a connection.

1.	Select the MTA Override tab.

2.	Modify the default Connection retry values as needed.

Option	Description

Max Open Retries	The maximum number of times the system tries to open a connection before it sends a non-delivery report (NDR). The default is 144.

Max Transfer Retries	The maximum number of times the system tries to transfer a message across an open connection. The default is 2.

Open Interval (sec)	The amount of time to wait before attempting to reopen a connection after an error. The default is 600.

Transfer Interval (sec)	The amount of time to wait before resending a message across an open connection after a previous attempt failed. The default is 120.


Setting Override Association Parameters
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Dynamic RAS Connector

MTA Override Properties

Setting Override Association Parameters

Use the MTA Override property page to set or modify the association parameters between MTAs.

1.	Select the MTA Override tab.

2.	Modify the default Association parameters as needed.

Option	Description

Lifetime (sec)	The amount of time to keep an association open to a remote system after a message is sent. The default is 300.

Disconnect (sec)	The amount of time to wait before terminating a connection due to a previously terminated association. The default is 120.

Threshold (msgs)	The maximum number of queued messages to a remote system. When this is exceeded, the MTA opens another association. The default is 50.


Setting Override Transfer Time-outs
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Dynamic RAS Connector

MTA Override Properties

Setting Override Transfer Time-outs

Use the MTA Override property page to set the number of times the MTA will try to transfer urgent, normal, or low priority messages.

1.	Select the MTA Override tab.

2.	Modify the default Transfer timeouts values as needed.

Option	Description

Urgent	The amount of time (in sec/K) to wait before sending an NDR for an urgent message. The default is 1000.

Normal	The amount of time (in sec/K) to wait before sending an NDR for a normal message. The default is 2000.

Non-urgent	The amount of time (in sec/K) to wait before sending an NDR for a non-urgent message. The default is 3000.


Resetting Override Default Values
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Dynamic RAS Connector

MTA Override Properties

Resetting Override Default Values

Use the MTA Override property page to reset the values you entered to the defaults.

1.	Select the MTA Override tab.

2.	Choose Reset Default Values.

Option	Description

Reset Default Values	Reset the current values back to the default values.


Delivery Restrictions
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Dynamic RAS Connector

Delivery Restrictions

Use the Delivery Restrictions property page to accept or reject messages from any sender listed in the directory. For example, if a message is addressed to a remote Microsoft Exchange Server site, it is returned to the sender if the sender’s address is in the Reject messages from box.

Getting to the Delivery Restrictions property page

1.	In the Administrator window, choose Connections.

2.	Choose the Dynamic RAS Connector to be modified.

3.	Select the Delivery Restrictions tab.


Accepting or Rejecting Messages from Specific Senders
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Dynamic RAS Connector

Delivery Restrictions

Accepting or Rejecting Messages from Specific Senders

You can accept or reject messages from any sender listed in the directory. Delivery restrictions are optional and do not affect incoming messages. The default is to accept messages from all senders and reject messages from none. If you specify even one name in the Accept messages from box, messages from all other senders who are not listed in the box are rejected.

Note

If a distribution list is specified, the members of the distribution list are used for the restriction, not the distribution list itself.

1.	Select the Delivery Restrictions tab.

2.	Under either Accept Messages from or Reject Messages from, select List.

3.	Choose Modify to open the Address Book so that you can select from a list of recipients.

Option	Description

Show Names from the	Select the organization, site, or container you want.

Type Name or Select from List	Type or select one or more names.

Adds the selected names to the box on the right.

Displays detailed information for the selected name.

Opens the Find dialog box where you can search for any name based on a variety of properties.


Address Spaces
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Dynamic RAS Connector

Address Spaces

The X.400 address of the remote site is automatically entered in the Address Space property page when the Dynamic RAS connector is created. You can define the type and format of addresses used to identify messages to another site. Each entry is called an address space and contains only as much of the address as is necessary to distinguish messages that should be sent through this connector. You need to specify only the necessary address space options that uniquely identifies the route to the site.

The cost associated with each address space is used to optimize message routing to the foreign system but does not affect message reception. All mail is sent using the address with the lowest cost. If two or more routes are available with the same cost, the load placed on the routes is roughly equal. Address space costs range from 1 to 100.

Note

An asterisk (*) can be used for a multicharacter wildcard in an address space. A question mark (?) can be used for a single character wildcard.

Getting to the RAS Address Space property page

1.	In the Administrator window, choose Connections.

2.	Choose the Dynamic RAS Connector to be modified.

3.	Select the Address Space tab.


Defining Address Spaces
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Dynamic RAS Connector

Address Spaces

Defining Address Spaces

Use the Address Space property page to create a new address or modify an existing address space.

1.	Select the Address Space tab.

2.	Choose a button to create a new address space, or select an address from the list to modify an existing address space.

Option	Description

Add a new address using any format.

Add a new X.400 address.

Add a new MS Mail address.

Add a new SMTP address.

Modify an existing address.

Delete an existing address.

For more information about address spaces, see Appendix A, “Addressing.”


Assigning a Routing Cost
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Dynamic RAS Connector

Address Spaces

Assigning a Routing Cost

Routing costs determine the preference between multiple routes to a remote site. The cost associated with each address space is used to optimize message routing to the foreign system but does not affect message reception. All mail is sent using the address with the lowest cost. If two or more routes are available with the same cost, the load placed on the routes is roughly equal. Address space costs range from 1 to 100.

All mail is sent through the route with the lower cost. If two or more routes are available with the same cost, the load placed on the routes is roughly equal.

1.	Select the Address Space tab.

2.	Select the address for which you want to assign a cost.

3.	In the Cost box, type a routing cost for messages transferred using this address.

Option	Description

Cost	Type a cost between 1 and 100. The lowest cost of the active connections is chosen. The default is 1.

For more information about routing costs, see the Microsoft Exchange Server Concepts and Planning Guide.


Connected Sites
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Dynamic RAS Connector

Connected Sites

When the Dynamic RAS Connector is used to connect to an existing Microsoft Exchange Server organization, use the Connected Sites property page to ensure directory replication can take place and that other connectors in the organization can be accessed.

Note

Connected sites should list only those sites that are directly adjacent to the connector. Knowledge of all other sites will be inherited automatically through directory replication.

Getting to the Dynamic RAS Connected Sites property page

1.	In the Administrator window, choose Connections.

2.	Choose the Dynamic RAS Connector to be modified.

3.	Select the Connected Sites tab.


Adding or Changing Connected Sites
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Dynamic RAS Connector

Connected Sites

Adding or Changing Connected Sites

Use the Connected Sites property page to set up or modify the connected site information to another site.

1.	Select the Connected Sites tab.

2.	Choose New or Edit.

3.	In the General property page, type the organization and site.

Option	Description

Organization	Type the organization name.

Site	Type the name of the site connected with the Dynamic RAS Connector.


Assigning the Routing Address and Cost for an Indirectly Connected Site
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Dynamic RAS Connector

Connected Sites

Assigning the Routing Address and Cost for an Indirectly Connected Site

Use the Routing Address property page to specify the address of the connected site and the connected site cost. Connected sites costs are used to determine the least cost route from the local site to the remote site. If two or more connectors have the same connected site cost, the load placed on the connectors is roughly equal.

1.	Select the Connected Sites tab.

2.	Choose New or Edit.

3.	In the General property page, type the appropriate information.

4.	In the Routing Address property page, type the appropriate information.

For more information, see Appendix A, “Addressing.”


Removing a Connected Site
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Dynamic RAS Connector

Connected Sites

Removing a Connected Site

If it is no longer necessary to connect to a specific site, you can remove it from the list.

1.	Select the Connected Sites tab.

2.	Select a site and choose Remove.


Permissions
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Dynamic RAS Connector

Permissions

You can assign specific permissions on the Dynamic RAS Connector for Microsoft Windows NT accounts.

Getting to the Permissions property page

1.	In the Administrator window, choose Connections.

2.	Choose the Dynamic RAS Connector to be modified.

3.	Select the Permissions tab.

For more information about using the Permissions property page, see Chapter 4, “Setting Up Recipients.”


Using an X.400 Connector to Connect Sites or Foreign Systems
Chapter 8	 1 of 50

Using an X.400 Connector to Connect Sites or Foreign Systems

You can use an X.400 Connector to establish an X.400 messaging route between two Microsoft Exchange Server sites or between a Microsoft Exchange Server site and a foreign X.400 system. An X.400 messaging route defines the path that an X.400 message follows to reach its final destination. It allows the message transfer agents (MTAs) in both sites or systems to communicate. A foreign X.400 system is a messaging system other than Microsoft Exchange Server that complies with the 1984 or 1988 X.400 standards.

You can configure multiple X.400 Connectors, each using different transport types. For example, one connector can use TP0/X.25 and operate only during the day, while another can use TCP/IP and operate all the time.

When an X.400 Connector is used to connect two sites, one server in each site is configured to provide the communication link. These servers are known as messaging bridgehead servers.

For more information about X.400 address types, see Appendix A, “Addressing.” For more information about planning connections, see the Microsoft Exchange Server Concepts and Planning Guide.

Before you install the X.400 connector you need to do the following:

Determine which type of MTA transport stack you will use to connect to the site or foreign system. The MTA transport stack can be X.25, TCP/IP, or TP4/CLNP. For more information about these transports, see “MTA Transport Stack” later in this chapter or the Microsoft Exchange Server Concepts and Planning Guide.

Install the network transport protocols that will be used by the MTA transport stack and test the connection. For example, if you use TCP/IP, you would install TCP/IP on each server and then use PING to test the connection.

Obtain the address of the site or foreign system.

To set up an X.400 connector you complete these tasks:

Install and configure an MTA transport stack on the messaging bridgehead servers in your site and the corresponding transport software on the server in the foreign system.

Configure the X.400 Connector to communicate with the other site or foreign system.

Configure the other site or foreign system to communicate with the local server.

Test the X.400 connection.

Note

Before you install an X.400 connector, verify that the servers in your sites and in the foreign system are installed and running properly and that all required Microsoft Exchange Server services have been started.


MTA Transport Stack
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MTA Transport Stack

An MTA transport stack contains configuration information about the network software and hardware on the local computer running the Microsoft Exchange Server. The network software and hardware are responsible for routing messages between two sites or from one site to a foreign X.400 system. Multiple transport stacks and X.400 connectors can be installed on other servers in the same site to provide load balancing and fault-tolerant connections for the remote Microsoft Exchange Server site.

The following MTA transport stacks can be used:

TP0/X.25 using an Eicon port adapter

Transport class 0 (TP0)/X.25 provides both dial-up and direct communication in compliance with the OSI X.25 Recommendation. Eicon X.25 network software (and possibly hardware) must be installed and running on the server before installing the MTA transport stack. You can install multiple X.25 transport stacks on a server, and you can install multiple Eicon X.25 port adapters on one server. A separate MTA transport stack is required for each X.25 port on an adapter.

TCP/IP

Transport Control Protocol/Internet Protocol (TCP/IP) using the RFC 1006 specification is a mechanism for running OSI software, such as X.400 messaging systems, on a TCP/IP network. Microsoft Exchange Server uses Windows NT TCP/IP services. The Microsoft Exchange Server MTA uses port 102 as specified by RFC1006. If the foreign MTA uses a different port, the MTAs cannot communicate using TCP/IP.

TP4/CLNP

OSI transport layer protocol Transport Class 4/Connectionless Network Protocol (TP4/CLNP) provides an OSI interface across a local area network (LAN). The Microsoft Exchange Server has an interface that allows it to work with the Windows NT TP4 driver. It uses this interface to communicate with other systems using TP4 during message transport. In CLNP, data is transferred without using a connection request. In Windows NT, TP4 is designed for use in a connectionless mode network. TP4 network address information is determined by the server running the transport stack. The network service access point (NSAP) address used by TP4 is configured in the Windows NT Control Panel on that server.


MTA Transport Stack Installation
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Mta Transport Stack

MTA Transport Stack Installation

Before you install an MTA transport stack, the network software, and possibly hardware, that the MTA transport stack will use must already be installed on the server.

1.	In the Administrator window, choose a server in your organization.

2.	From the File menu, choose New Other, and then choose MTA Transport Stack.

3.	In the Type box, select the stack to be used.

4.	In the Server box, select the server on which to install the transport stack, and choose OK.

The property pages that follow will differ depending on the transport stack type you select.


Installing a TCP/IP MTA Transport Stack
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MTA Transport Stack

MTA Transport Stack Installation

Installing a TCP/IP MTA Transport Stack

Use the General property page to configure the TCP/IP MTA transport stack.

Option	Description

Name	Type a new name or accept the default. You can modify this name only when creating a new transport stack.

Server name	The name of the server where the stack will be installed. If the server name is not correct, you must cancel the task and specify the correct target server.

OSI address information	This section is used to further define the address in cases where other applications or services are using the same transport stack.

T selector	The transport service access point (TSAP). Up to 64 hexadecimal characters (32 characters).

S selector	The session service access point (SSAP). Up to 32 hexadecimal characters (16 characters).

P selector	The presentation service access point (PSAP). Up to 8 hexadecimal characters (4 characters).

For information about configuring the Connectors property page, see “Using the MTA Transport Stack Connectors Property Page” later in chapter.


Installing an X.25 MTA Transport Stack
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MTA Transport Stack

MTA Transport Stack Installation

Installing an X.25 MTA Transport Stack

Use the General property page to configure the X.25 MTA transport stack.

Option	Description

Name	Type a new name or accept the default. You can modify this name only when creating a new transport stack.

OSI address information	This section is used to further define the address in cases where other applications or services are using the same transport stack.

T selector	The transport service access point (TSAP). Up to 64 hexadecimal characters (32 characters).

S selector	The session service access point (SSAP). Up to 32 hexadecimal characters (16 characters).

P selector	The presentation service access point (PSAP). Up to 8 hexadecimal characters (4 characters).

Call user data	Supplied by X.25 provider. Up to 256 hexadecimal characters.

Facilities data	Used for additional information related to connection initiation, such as a reversal of line charges. Up to 218 hexadecimal characters.

X.121 address	The local X.121 address, as specified in the X.25 network service setup.

I/O port	The I/O port where the Eicon adapter is installed.

Line type	Select whether the connection uses a phone line or a leased line.

For information about configuring the Connectors property page, see “Using the MTA Transport Stack Connectors Property Page” later in chapter.


Installing a TP4 MTA Transport Stack
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MTA Transport Stack

MTA Transport Stack Installation

Installing a TP4 MTA Transport Stack

Use the General property page to configure the TP4 MTA transport stack.

Option	Description

Name	Type a new name or accept the default. You can modify this name only when creating a new transport stack.

OSI address information	This section is used to further define the address in cases where other applications or services are using the same transport stack.

T selector	The transport service access point (TSAP). Up to 64 hexadecimal characters (32 characters).

S selector	The session service access point (SSAP). Up to 32 hexadecimal characters (16 characters).

P selector	The presentation service access point (PSAP). Up to 8 hexadecimal characters (4 characters).

For information about configuring the Connectors property page, see “Using the MTA Transport Stack Connectors Property Page” later in chapter.


Using the MTA Transport Stack Connectors Property Page
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MTA Transport Stack

MTA Transport Stack Installation

Using the MTA Transport Stack Connectors Property Page

Use the Connectors property page to display a list of connectors that use this MTA transport stack. You can select a connector and edit its property pages from this property page.

Option	Description

Connectors that use this stack	A list of all the connectors using this MTA transport stack.

Allows you to modify the property pages for the specified connector.


X.400 Connector
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X.400 Connector

After you have installed an MTA transport stack, you can configure an X.400 Connector to communicate with another site or a foreign system.

The minimum configuration requires that you provide the appropriate information in the following property pages:

Property page	Option

General	Name (up to 64 alphanumeric characters).

Remote MTA name.

Remote MTA password (if the remote MTA has a password).

Stack	Specify the interface parameters used to match the configuration of the remote system.

Connected Sites	List the directly adjacent connected sites, or provide an address on the Stack property page.

Address Space	Any of the options that are necessary to uniquely identify the route to the foreign system or Microsoft Exchange Server site.

Advanced	Ensure that the MTA conformance mode matches the remote MTA conformance mode.


Adding an X.400 Connector
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X.400 Connector

Adding an X.400 Connector

To add a new X.400 Connector to communicate with another site or a foreign system, use the procedures listed below.

Note

The Type box shows only MTA transport stack types that have been installed on servers in this site. To install a new type, see “Installing an MTA Transport Stack” earlier in this chapter.

1.	In the Administrator window, choose a site in your organization.

2.	Choose Connections.

3.	From the File menu, choose New Other, and then select X.400 Connector.

4.	In the Type box, select the type of MTA transport stack to use for the X.400 Connector.


General Properties
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X.400 Connector

General Properties

Use the General property page to add or modify the remote MTA name and password, define the Microsoft Exchange Server MTA transport stack, specify whether to use word wrap, and enable rich text in outgoing messages.

Getting to the X.400 Connector General property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified, or follow the procedures in this chapter to install a new connector.

3.	Select the General tab.


Specifying the Connector Name
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X.400 Connector

General Properties

Specifying the Connector Name

Use the General property page to define a name for this X.400 Connector. The directory name cannot be changed once it is entered.

1.	Select the General tab.

2.	Type the directory name and the display name.

Option	Description

Display Name	Type the name (up to 256 alphanumeric characters) that will be displayed for the connector in the Administrator window. This name is not case-sensitive.

Directory Name	Type an informative and descriptive name (up to 64 alphanumeric characters) for the connector. This permanent name identifies the connector in the directory and is used in event log messages. You can modify this name only when creating a new connector. This name is not case-sensitive.


Adding or Modifying the Remote MTA Name and Password
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X.400 Connector

General Properties

Adding or Modifying the Remote MTA Name and Password

Use the General property page to change the name and password for the remote MTA. The name of the remote MTA of another Microsoft Exchange Server computer is found in the General property page of message transfer agent for that server.

1.	Select the General tab.

2.	Type the name and password of the MTA.

Option	Description

Remote MTA Name	Type a name up to 32 characters. This name is not case-sensitive.

Remote MTA Password	Type a name up to 64 characters. This name is case-sensitive.


Specifying the Remote System MTA Transport Stack
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X.400 Connector

General Properties

Specifying the Remote System MTA Transport Stack

The MTA transport stack is used to provide a network connection between two sites or between a site and a foreign X.400 system. You can use an MTA transport stack installed on any computer in your site running the Microsoft Exchange Server. Messages are automatically routed through the server where the MTA transport stack is installed.

Note

If the MTA transport stack you want to use does not appear in this list, you must install it or verify that information about an installed stack has been replicated to this server before attempting this procedure.

1.	Select the General tab.

2.	In the MTA Transport Stack box, select the MTA transport stack you want to use with this connector. The default is an alphabetic listing of the available transport stacks for this connector type.


Configuring Message Text Word-Wrap
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X.400 Connector

General Properties

Configuring Message Text Word-Wrap

You can indicate whether to insert a carriage return at a specific column in outgoing message text.

1.	Select the General tab.

2.	Under Message Text Word-Wrap, select an option.

Option	Description

Never	Disables word wrapping.

At Column	Specifies the column where a carriage return will be inserted.


Enabling Rich Text for MAPI Client Recipients
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X.400 Connector

General Properties

Enabling Rich Text for MAPI Client Recipients

You can configure the X.400 Connector to send outbound messages with rich text characters such as bold, color, and italic. Rich text also provides the ability to position attachments. Rich text is a feature that should be used only when the recipient client software is MAPI compliant.

Note

If you do not select the Remote Clients Support MAPI check box, attachments will be sent to the foreign system with the message. Rich text, icons, and attachment location within the text are discarded before message transfer. If you select this option and the foreign system does not support MAPI, the foreign system displays an extra attachment called WINMAIL.DAT.

1.	Select the General tab.

2.	Select or clear the Remote Clients Support MAPI check box.

Option	Description

Remote Clients Support MAPI	Select to send rich text and other MAPI characteristics with messages. MAPI clients support the rich text features in the Microsoft Exchange Server. This is the default.

Clear when e-mail clients in the foreign system do not support rich text. Rich text and other MAPI characteristics are discarded before the message is sent.


Schedule Properties
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X.400 Connector

Schedule Properties

Use the Schedule property page to specify the time of day when the X.400 Connector will connect to another Microsoft Exchange site or foreign system.

Getting to the X.400 Connector Schedule property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Schedule tab.


Setting the Connection Schedule
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X.400 Connector

Schedule Properties

Setting the Connection Schedule

Use the Schedule property page to specify when and how often an X.400 connection is made. This schedule defines the frequency of connections initiated by Microsoft Exchange Server but does not affect the acceptance or frequency of connections originating from another site or foreign system.

1.	Select the Schedule tab.

2.	Select an option to specify when an X.400 connection is to be made.

3.	When you choose Selected times, you can select how the schedule grid will be displayed using the Detail view options.

Option	Description

Remote Initiated	Sends messages queued at this MTA only when the remote MTA connects to this MTA. Both MTAs must have the two-way alternate (TWA) option selected. Only one of the two MTAs can be configured for remote initiation; otherwise, messages won’t be delivered.

Never	Disables the X.400 Connector.

Always	Connects whenever messages need to be transferred. This is the default.

Selected times	Assigns specific times in the schedule grid when the X.400 Connector will initiate a connection. Select a time or block of time in the schedule grid.

Detail view	Used with the Selected times option. Select 1 Hour to display the schedule grid in one-hour increments. Select 15 Minute to display the schedule grid in 15-minute increments.


Stack Properties
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X.400 Connector

Stack Properties

Use the Stack property page to specify transport address information about the server or foreign system to which you want to connect. Information displayed in the Stack property page is based on the MTA transport stack type you selected for the X.400 Connector.

Note

Information in the X.400 Connector Stack property page must match the transport configuration on the server or foreign system for the connection to work.

Getting to the X.400 Connector Stack property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Stack tab.


Connecting to Another Site Using TCP/IP
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X.400 Connector

Stack Properties

Connecting to Another Site Using TCP/IP

Use the Stack property page to configure a server to connect to another site using TCP/IP.

1.	Select the Stack tab.

2.	Enter the appropriate information about the Microsoft Exchange Server site.

Note

You can obtain values for another site from the General property page of the server you plan to connect to.

Option	Description

Remote host name	Select to use the name of the Microsoft Exchange Server computer.

IP address	Select to use the Internet Protocol (IP) address for the remote site.

Address	Type the name or IP address of the remote site. The IP address is in the format XXX.XXX.XXX.XXX, where XXX is a decimal value from 0 to 255.

T selector (TSAP)	Up to 64 hexadecimal characters (32 characters).

S selector (SSAP)	Up to 32 hexadecimal characters (16 characters).

P selector (PSAP)	Up to 8 hexadecimal characters (4 characters).

Display fields as hex	Displays address information as hexadecimal values.

Display fields as text	Displays address information as text.

Use expedited data	Select to increase the speed of communications over networks that recognize data packets identified for accelerated transfer. Some networks require the use of expedited data. For more information, see the documentation for your X.25, TCP/IP, or TP4 transport stacks.


Connecting to a Foreign System Using TCP/IP
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X.400 Connector

Stack Properties

Connecting to a Foreign System Using TCP/IP

Use the Stack property page to configure a server to connect to a foreign system using TCP/IP.

1.	Select the Stack tab.

2.	Enter the appropriate information about the foreign system.

Note

You can obtain information for the selector options from the system’s transport configuration utility or the administrator.

Option	Description

Remote host name	Select to use the name of the foreign system’s Windows NT Server name if the foreign system is running Windows NT and uses Domain Name Service (DNS) or Windows Internet Naming Service (WINS).

IP address	Select to use the static Internet Protocol (IP) address of the remote server. Use the format XXX.XXX.XXX.XXX, where XXX is a decimal value from 0 to 255.

Address	The name or IP address of the foreign system.

T selector (TSAP)	Up to 64 hexadecimal characters (32 characters).

S selector (SSAP)	Up to 32 hexadecimal characters (16 characters).

P selector (PSAP)	Up to 8 hexadecimal characters (4 characters).

Display fields as hex	Displays address information as hexadecimal values.

Display fields as text	Displays address information as text.

Use expedited data	Select to increase the speed of communications over networks that recognize data packets identified for accelerated transfer. Some networks require the use of expedited data. For more information, see the documentation for your X.25, TCP/IP, or TP4 transport stacks.


Connecting to Another Site Using X.25
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X.400 Connector

Stack Properties

Connecting to Another Site Using X.25

Use the Stack property page to configure a server to connect to another site using X.25.

1.	Select the Stack tab.

2.	Enter the appropriate information about the site.

Note

You can obtain values for another site from the General property page for the server you plan to connect to.

Option	Description

Call user data	Up to 255 characters.

Facilities data	Up to 218 characters.

X.121 address	Up to 16 numeric characters.

T selector (TSAP)	Up to 64 hexadecimal characters.

S selector (SSAP)	Up to 32 hexadecimal characters.

P selector (PSAP)	Up to 8 hexadecimal characters.

Display fields as hex	Displays address information as hexadecimal values.

Display fields as text	Displays address information as text.

Use expedited data	Select to increase the speed of communications over networks that recognize data packets identified for accelerated transfer. Some networks require the use of expedited data. For more information, see the documentation for your X.25, TCP/IP, or TP4 transport stacks.


Connecting to a Foreign System Using X.25
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X.400 Connector

Stack Properties

Connecting to a Foreign System Using X.25

Use the Stack property page to configure a server to connect to a foreign system using X.25.

1.	Select the Stack tab.

2.	Enter the appropriate information about the foreign system.

Note

You can obtain information for the selector options from the system’s transport configuration utility or the X.25 service provider.

Option	Description

Call user data	Up to 255 characters.

Facilities data	Up to 218 characters.

X.121 address	Up to 16 numeric characters.

T selector (TSAP)	Up to 64 hexadecimal characters (32 characters).

S selector (SSAP)	Up to 32 hexadecimal characters (16 characters).

P selector (PSAP)	Up to 8 hexadecimal characters (4 characters).

Display fields as hex	Displays address information as hexadecimal values.

Display fields as text	Displays address information as text.

Use expedited data	Increases the speed of communications over networks that recognize data packets identified for accelerated transfer. Some networks require the use of expedited data. For more information, see the documentation for your X.25, TCP/IP, or TP4 transport stacks.


Connecting to Another Site Using TP4
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X.400 Connector

Stack Properties

Connecting to Another Site Using TP4

Use the Stack property page to configure a server to connect to another site using TP4.

1.	Select the Stack tab.

2.	Enter the appropriate information about the site.

Note

You can obtain values for another site from the General property page for the server you plan to connect to.

Option	Description

Address	The network service access point (NSAP) or the Windows NT Server name associated with the NSAP.

T selector (TSAP)	Up to 64 hexadecimal characters (32 characters).

S selector (SSAP)	Up to 32 hexadecimal characters (16 characters).

P selector (PSAP)	Up to 8 hexadecimal characters (4 characters).

Display fields as hex	Displays address information as hexadecimal values.

Display fields as text	Displays address information as text.

Use expedited data	Select to increase the speed of communications over networks that recognize data packets identified for accelerated transfer. Some networks require the use of expedited data. For more information, see the documentation for your X.25, TCP/IP, or TP4 transport stacks.


Connecting to a Foreign System Using TP4
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X.400 Connector

Stack Properties

Connecting to a Foreign System Using TP4

Use the Stack property page to configure a server to connect to a foreign system using TP4.

1.	Select the Stack tab.

2.	Enter the appropriate information about the foreign system.

Note

You can obtain address information from the TP4 transport configuration or the foreign system’s administrator. Obtain selector information from the system’s transport configuration utility or the TP4 provider.

Option	Description

Address	The network service access point (NSAP) or the address of the remote X.400 system.

T selector (TSAP)	Up to 64 hexadecimal characters (32 characters).

S selector (SSAP)	Up to 32 hexadecimal characters (16 characters).

P selector (PSAP)	Up to 8 hexadecimal characters (4 characters).

Display fields as hex	Displays address information as hexadecimal values.

Display fields as text	Displays address information as text.

Use expedited data	Select to increase the speed of communications over networks that recognize data packets identified for accelerated transfer. Some networks require the use of expedited data. For more information, see the documentation for your X.25, TCP/IP, or TP4 transport stacks.


Override Properties
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X.400 Connector

Override Properties

Use the Override property page to change the default Microsoft Exchange Server MTA attributes when using a specific X.400 Connector Override options should be used only when necessary to establish communication with a foreign system. For example, you can configure an override MTA name and/or password to be used when connecting to a foreign system if the local MTA name and/or password are longer than the foreign system can accept. This does not affect message transfer over any other connector.

You also use this property page to configure message transfer to a particular foreign system manually. This does not affect message transfer over any other connector. If you do not specify an override value, the MTA uses the default values when connecting to a foreign system.

For more information on X.400 MTAs and the message transfer process, see the Microsoft Exchange Server Concepts and Planning Guide.

Getting to the X.400 Connector Override property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Override tab.


Overriding the Local MTA Name and Password
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X.400 Connector

Override Properties

Overriding the Local MTA Name and Password

Use the Override property page to override the MTA name and password of the local server. This is helpful when the Microsoft Exchange Server name is longer than the foreign system can accept.

1.	Select the Override tab.

2.	Type the local MTA name and password.

Option	Definition

Local MTA name	The name to be used when the Microsoft Exchange Server name is too long or contains characters that the foreign system MTA cannot accept.

Local MTA password 	The local password that the foreign X.400 MTA uses to connect to the Microsoft Exchange Server.


Setting Override RTS Values
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X.400 Connector

Override Properties

Setting Override RTS Values

Use the RTS values to modify values for checkpoint size, recovery timeout, and window size. If you do not specify an override value, the MTA uses the default values or negotiates a configuration automatically when connecting to a foreign system.

1.	Select the Override tab.

2.	Modify the default RTS Values as needed.

Option	Definition

Checkpoint size (K)	Sets the amount of data to be transferred before a checkpoint is inserted. If an error occurs and the message must be retransferred, the process restarts from the most recent checkpoint.

If you specify zero, no checkpoint is set. The default is 30.

Using a checkpoint slightly reduces transmission speed. You should decrease the checkpoint size when the link is less reliable.

Recovery timeout (sec)	Determines the amount of time after an error occurs that the MTA waits for a reconnection before deleting checkpointed information and restarting the transfer from the beginning.

The default is 60.

Window size 	The number of checkpoints that can go unacknowledged before data transfer is suspended. The greater the window size, the greater the transfer rate. The window size determines the amount of resources set aside for the receiving station.

Specify window size only if the checkpoint size is greater than zero. The default is 5.


Setting Override Connection Retry Values
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X.400 Connector

Override Properties

Setting Override Connection Retry Values

Use the Override property page to specify how many times the MTA should try to establish a connection. If you do not specify an override value, the MTA uses the default values or negotiates a configuration automatically when connecting to a foreign system.

1.	Select the Override tab.

2.	Modify the default connection retry values as needed.

Option	Description

Max Open Retries	The maximum number of times the system tries to open a connection before it sends a non-delivery report (NDR). The default is 144.

Max Transfer Retries	The maximum number of times the system tries to transfer a message across an open connection. The default is 2.

Open Interval (sec)	The amount of time to wait before attempting to reopen a connection after an error. The default is 600.

Transfer Interval (sec)	The amount of time to wait before resending a message across an open connection after a previous attempt failed. The default is 120.


Setting Override Association Parameters
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X.400 Connector

Override Properties

Setting Override Association Parameters

Use the Override property page to set or modify the association parameters between MTAs. If you do not specify an override value, the MTA uses the default values or negotiates a configuration automatically when connecting to a foreign system.

1.	Select the Override tab.

2.	Modify the default association parameter values as needed.

Option	Description

Lifetime (sec)	The amount of time to keep an association open to a remote system after a message is sent. The default is 300.

Disconnect (sec)	The amount of time to wait before terminating a connection due to a previously terminated association. The default is 120.

Threshold (msgs)	The maximum number of queued messages to a remote system. When this is exceeded, the MTA opens another association. The default is 50.


Setting Override Transfer Timeouts
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X.400 Connector

Override Properties

Setting Override Transfer Timeouts

Use the Override property page to set the number of times the MTA will try to transfer urgent, normal, or non-urgent messages. If you do not specify an override value, the MTA uses the default values or negotiates a configuration automatically when connecting to a foreign system.

1.	Select the Override tab.

2.	Modify the default transfer timeout values as needed.

Option	Description

Urgent	The amount of time (in sec/K) to wait before sending an NDR for an urgent message. The default is 1000.

Normal	The amount of time (in sec/K) to wait before sending an NDR for a normal message. The default is 2000.

Non-urgent	The amount of time (in sec/K) to wait before sending an NDR for a non-urgent message. The default is 3000.


Resetting Override Default Values
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X.400 Connector

Override Properties

Resetting Override Default Values

Use the Override property page to reset the values you entered.

1.	Select the Override tab.

2.	Choose Reset Default Values to return the default values.


Address Spaces
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X.400 Connector

Address Spaces

Use the Address Space property page to define the type and format of addresses used to identify messages to another site or foreign system. Each entry is called an address space and contains only as much of the address as is necessary to distinguish messages that should be sent through this connector. You need to configure only the necessary X.400 address space options to uniquely identify the route to the site or foreign system.

For example, if you want to use this connector to route only X.400 messages to a foreign system called Ferguson and Bardell (FAB), you type the following in the Address Space property page:

Private Management Domain Name (p) = FAB

Administrative Management Domain Name (a) = mci

Country (c) = us

The cost associated with each address space is used to optimize message routing to the foreign system but does not affect message reception. All mail is sent using the address with the lowest cost. If two or more routes are available with the same cost, the load placed on the routes is roughly equal. Routing costs range from 1 to 100.

Note

The Connected Sites property page also contains address information but is used only when connecting to other Microsoft Exchange Server sites.

Getting to the X.400 Connector Address Space property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Address Space tab.


Specifying the X.400 Connector Address Space
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X.400 Connector

Address Spaces

Specifying the X.400 Connector Address Space

Use the Address Space property page to create a new address or modify an existing address space.

Note

An asterisk (*) can be used for a multicharacter wildcard in an address space. A question mark (?) can be used for a single character wildcard.

1.	Select the Address Space tab.

2.	Choose a button to create a new address space, or select an address from the list to modify or remove an existing address space.

Option	Description

Creates a new address using any format.

Creates a new X.400 address.

Creates a new MS Mail address.

Creates a new SMTP address.

Modifies an existing address.

Deletes an existing address.

For more information about addresses, see Appendix A, “Addressing,” or the Microsoft Exchange Server Concepts and Planning Guide.


Connected Sites
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X.400 Connector

Connected Sites

When the X.400 Connector is used to connect to an existing Microsoft Exchange Sever organization, use the Connected Sites property page to ensure directory replication can take place and that other connectors in the organization can be accessed.

Note

Connected sites should list only those sites that are directly adjacent to the connector. Knowledge of all other sites will be inherited automatically through directory replication.

Getting to the X.400 Connector Connected Sites property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Connected Sites tab.

Option	Description

New	Adds a new connected site.

Edit	Modifies an existing connected site.

Remove	Removes a connected site.


Adding or Changing a Connected Site
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X.400 Connector

Connected Sites

Adding or Changing a Connected Site

Use the Connected Sites property page to set up or modify an X.400 connection to another site.

1.	Select the Connected Sites tab.

2.	Choose New or Edit.

3.	In the General property page, enter the appropriate information.

Option	Description

Organization	The organization name of the Microsoft Exchange Server. This is the directory name of the organization container.

Site	The name of the site with which to connect.


Removing Connected Sites
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X.400 Connector

Connected Sites

Removing Connected Sites

If you no longer want to connect to a specific site, you can remove it from the list of indirectly connected sites.

1.	Select the Connected Sites tab.

2.	Select the site name and choose Remove.


Assigning the Routing Address and Cost for a Connected Site
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X.400 Connector

Connected Sites

Assigning the Routing Address and Cost for a Connected Site

Use the Routing Address property page to specify the address of the connected site and the connected site cost. Connected site costs determine the preference between bridgehead servers if more than one is available. If two or more servers are available with the same cost, the load placed on servers in the remote site is roughly equal.

1.	Select the Connected Sites tab.

2.	Choose New or Edit.

3.	In the General property page, enter the appropriate information.

4.	In the Routing Address property page, enter the appropriate information.

Option	Description
Organization	The organization name where the site is located.
Organizational units	The X.400 address that identifies the server.
Private management domain name	The X.400 address that identifies the PRMD of the server.
Administrative management domain name	The X.400 address that identifies the ADMD of the server.
Country	The X.400 address that identifies country of the server.
Cost	Type 1 through 100. The default is 1. This cost is compared with the cost of other bridgehead servers when more than one messaging bridgehead server is available.


Delivery Restrictions
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X.400 Connector

Delivery Restrictions

Use the Delivery Restrictions property page to accept or reject messages from any sender listed in the directory. For example, if a message is addressed to a foreign system, it is returned to the sender if the sender’s address is in the Reject messages from box or does not appear in the Accept messages from box.

Getting to the X.400 Connector Delivery Restrictions property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Delivery Restrictions tab.


Accepting or Rejecting Messages from Specific Senders
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X.400 Connector

Delivery Restrictions

Accepting or Rejecting Messages from Specific Senders

Delivery restrictions are optional and do not affect incoming messages. The default is to accept messages from all senders and reject messages from none. These are senders that are listed in the Microsoft Exchange Server directory.

Note

If a distribution list is specified, the members of the distribution list are used for the restriction, not the distribution list itself.

1.	Select the Delivery Restrictions tab.

2.	Under either Accept messages from or Reject messages from, select List.

3.	Choose Modify to open the Address Book so you can select from a list of recipients.

Option	Description

Show Names from the	Select the organization, site, or container from which to display a list of mailboxes.

Type Name or Select from List	Type or select one or more names from the list.

Adds the selected names to the box on the right.

Displays the properties of the mailbox.

Opens the Find dialog box where you can search for any name based on a variety of properties.


Advanced Properties
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X.400 Connector

Advanced Properties

Use the Advanced property page to specify an MTA conformance mode, X.400 connection options, message size limits, X.400 body parts, and the remote global domain identifier (GDI).

Getting to the X.400 Connector Advanced property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Advanced tab.


Configuring MTA Conformance
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X.400 Connector

Advanced Properties

Configuring MTA Conformance

It is important that the configuration of MTA conformance match the conformance of the foreign system. The MTA conformance configuration primarily affects outbound messages.

Note

Hewlett Packard® OpenMail currently requires the use of X.410 mode, not 1988 normal mode.

1.	Select the Advanced tab.

2.	Select a conformance mode.

Option	Description

1984	Conforms to 1984 Recommendations.

1988 X.410 mode	Conforms to 1988 X.410 Recommendations.

1988 normal mode	Conforms to 1988 Recommendations. This is the default.


Specifying X.400 Body Parts
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X.400 Connector

Advanced Properties

Specifying X.400 Body Parts

You can specify the body part type to be used for the content of an outbound message. This body part type must be supported by the foreign system and primarily affects outbound messages. This body part specification pertains to inbound IA5 messages if you select the Convert incoming messages to Microsoft Exchange Contents check box in the MTA General property page. This allows inbound conversion from IA5 Swedish, Norwegian, or German on inbound messages.

1.	Select the Advanced tab.

2.	Under X.400 bodypart used for message text, select a body part type.


Specifying X.400 Link Options
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X.400 Connector

Advanced Properties

Specifying X.400 Link Options

Additional parameters may be needed to interoperate with the other site or foreign system. They affect outbound messages only.

1.	Select the Advanced tab.

2.	Under X.400 link options, select or clear the options as required.

Option	Description

Allow BP-15 (in addition to BP-14)	Select to send BP-15 attachments formatted as file transfer body part (FTBP). Clear to send all attachments as BP-14 attachments.

Allow MS Exchange contents	Select to send message content formatted in the Microsoft Exchange Server internal format (MDBEF) when possible.
Clear to convert the message format to the standard P2/P22 X.400 format.

Two way alternate	Select to specify that the two communicating MTAs take turns sending and receiving messages.


Setting the Message Size
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X.400 Connector

Advanced Properties

Setting the Message Size

You can specify a maximum size for messages sent to another site or foreign system. This value should match the message size specified in the other site or foreign system. Verify the message size limit with the foreign system using the system’s documentation or by sending test messages after the X.400 Connector configuration is complete.

1.	Select the Advanced tab.

2.	Under Message size, select an option.

Option	Description

No limit	Send messages of any size. This is the default

Maximum (K)	Set a message size from 1 to 2,097,151 kilobytes.


Configuring the Remote Global Domain Identifier
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X.400 Connector

Advanced Properties

Configuring the Remote Global Domain Identifier

The remote global domain identifier (GDI) is used to prevent message transfer loops. The GDI is used in a relay scenario and affects outbound messages only.

1.	Select the Advanced tab.

2.	Select either Use the GDI from Site Addressing or Use the GDI specified below.

3.	Under Remote X.400 Global Domain Identifier, type or select the foreign system’s GDI. This option is available only when you have chosen Use the GDI specified below.

Option	Description

PRMD (p)	The private messaging domain (PRMD) name.

ADMD (a)	The administrative management domain (ADMD) name.

Any	Allow the local MTA to select any available ADMD.

Specific	Specify a particular ADMD to use.

Country (c)	Country name of the directly connected foreign X.400 system’s GDI.


Permissions
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X.400 Connector

Permissions

You can assign specific permissions on the X.400 Connector for Microsoft Windows NT accounts.

Getting to the Permissions property page

1.	In the Administrator window, choose Connections.

2.	Double-click the X.400 Connector to be modified.

3.	Select the Permissions tab.

For more information about permissions, see Chapter 4, “Setting Up Recipients.”


Foreign X.400 System Configuration
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Foreign X.400 System Configuration

The connection from the foreign X.400 system to the Microsoft Exchange Server must be established by configuring the foreign system with details about the X.400 Connector. It does not matter if the server or the foreign X.400 system is configured first.

To configure a foreign system, complete the following tasks:

Determine how the X.400 Connector is to be configured to send messages to the foreign system, including the options for X.400 conformance, stack, and address information.

Determine what information about the server you need to configure the foreign X.400 system MTA. If the Microsoft Exchange Server is configured before the foreign system, use the Administrator program to gather the information.

Configure the foreign MTA to receive messages from the Microsoft Exchange Server using the configuration procedure or utility for the foreign X.400 system.

The Microsoft Exchange Server accepts several content and body part types. For reliable message exchange, verify that the configuration of the server and the foreign X.400 system match.

Use the following table to determine the location of options in the Administrator program.

Option	Administrator Program
MTA name and password	X.400 Connector General property page
Message size limit	X.400 Connector Advanced property page
Local transport stack address	X.400 Connector Stack property page
Override MTA name and password	X.400 Connector Override property page
MTA conformance options	X.400 Connector Advanced property page
MTA parameters and retry intervals	X.400 Connector Override property page
MTA reliable transfer service settings	X.400 Connector Override property page
X.400 message content and body part	X.400 Connector Advanced property page
Connection schedule	X.400 Connector Schedule property page


Testing X.400 Connections to Foreign Sites
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Testing X.400 Connections to Foreign Sites

When you finish configuring a connection between Microsoft Exchange Server and a foreign system, you should test it before allowing general message transfer or starting any message-based services.

1.	Send a message from the local site to the foreign X.400 system using any Microsoft Exchange Server client.

2.	To test MAPI message encapsulation, include rich text formatting and an attachment such as a file or embedded OLE object to verify preservation of X.400 message contents and body parts.

3.	Verify that the message arrives at the foreign system recipient’s mailbox.

4.	Examine the message text, formatting, and attachments.

5.	Messages viewed with an X.400 client should contain plain text and file attachments, plus an attachment containing all the attributes the X.400 client cannot display. Messages viewed with a Microsoft Exchange Server client or another MAPI client should contain rich text and all attachments.

6.	Send a message from the foreign X.400 system to the local site using the appropriate X.400 user agent program (client).

7.	Verify that the message arrives at the local recipient’s mailbox.

8.	If the message is delayed or does not arrive, use the Windows NT Event Viewer to examine the Windows NT application event log for a cause. Microsoft Exchange Server MTA activity is logged as ExchangeMTA for all message transfer to and from foreign systems.

For more information on using the event logs and diagnostics logging to track messaging difficulties, see Chapter 17, “Troubleshooting Tools and Resources” and Chapter 18, “Troubleshooting Your System.”


Testing Connections to Another Site
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Testing Connections to Another Site

When you finish configuring an X.400 connection between two sites, you should test the connection before starting any message-based service such as directory or public folder replication.

1.	Send a message from one site to the other using the Microsoft Exchange Client.

2.	Include rich text formatting and an attachment such as a file or embedded OLE object to verify proper transmission of X.400 message contents and body parts.

3.	Verify that the message arrives at the recipient’s mailbox.

4.	Send a message or a reply from the remote site to the local site using the Microsoft Exchange Client.

5.	If either message arrives but is missing rich text formatting or any attachments, verify that the X.400 Connector in each site allows the transmission of either or both TNEF encapsulated attachments and Microsoft (MDBEF) message contents.

6.	If the message is delayed or does not arrive, use the Windows NT Event Viewer to examine the Windows NT application event log for a cause. The Microsoft Exchange Server MTA activity is logged as ExchangeMTA for all message transfer to and from remote sites.

For more information on using the event logs and diagnostics logging, see Chapter 17, “Troubleshooting Tools and Resources” and Chapter 18, “Troubleshooting Your System.”


Removing X.400 Connectors
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Removing X.400 Connectors

You can temporarily stop the flow of messages by reconfiguring the X.400 Connector, or you can stop message transfer permanently by deleting the X.400 Connector or transport stack.

Before removing a connection, you should:

Notify users on both systems that the connection is being removed.

Prevent new messages from being routed to the connector by selecting Never in the Schedule property page.

Allow sufficient time for queued messages to be transmitted.

You can initiate immediate transmission of queued messages by temporarily selecting Always in the Schedule property page.

1.	Stop the X.400 Connector using one of the following methods:

In the Schedule property page, select Never.

If messages are addressed to a foreign system serviced by a connector with a scheduled connection time set to Never, the message remains in the queue until it expires or the connection is restored.

In the Address Space property page, remove all entries.

Messages sent to a destination address that has been deleted are returned to the sender as non-deliverable.

2.	(Optional) Delete the X.400 Connector from the organization hierarchy in the Administrator window.

All settings for this X.400 Connector are discarded.

3.	Stop the Microsoft Exchange Server or foreign system MTA from connecting or transmitting messages to the local Microsoft Exchange Server using the configuration utility in the other site or foreign system.

4.	(Optional) Remove the MTA transport stack software and hardware from both the Microsoft Exchange Server and foreign X.400 system.

Caution

Removing a Microsoft Exchange Server MTA transport stack immediately deletes all X.400 Connectors using that stack and also deletes all messages in that X.400 Connector’s queue.


Connecting to Microsoft Mail for PC Networks
Chapter 9	 1 of 56

Connecting to Microsoft Mail for PC Networks

The Microsoft Mail Connector is used for information transfer between Microsoft Exchange Server sites and Microsoft Mail for PC Networks. Each server in your organization can run one instance of the Microsoft Mail Connector, servicing one or more connections to MS Mail postoffices and gateways across a local area network (LAN), X.25, and asynchronous communication types.

The Microsoft Mail Connector is configured using the Microsoft Exchange Server Administrator program. You can administer the Microsoft Mail Connector from any Windows NT Workstation or Windows NT Server that is part of your network.

Microsoft Exchange Server uses three components of the Microsoft Mail Connector to communicate with MS Mail (PC) systems.

Microsoft Mail Connector interchange

A Windows NT Server service that routes and transfers messages between Microsoft Exchange Server and the Microsoft Mail Connector postoffice.

Microsoft Mail Connector postoffice

A temporary information store for messages in transit.

Microsoft Mail Connector (PC) message transfer agent (MTA)

A Windows NT Server service that transfers messages between the Connector postoffice and the MS Mail postoffice.

A message from Microsoft Exchange to MS Mail is picked up by the Connector interchange, converted to MS Mail format, and placed in a temporary information store of the Microsoft Mail Connector. The Microsoft Mail Connector (PC) MTA then retrieves the message and delivers it to the MS Mail postoffice.

The Connector (PC) MTA can perform most functions of the MS Mail External (and Multitasking MTA) programs, including message delivery and distribution to recipients on MS Mail (PC) postoffices on the same LAN. Therefore, it isn’t necessary to set up the MS Mail External on LAN-based MS Mail postoffices.

When connecting to an MS Mail postoffice over asynchronous or X.25 you must set up an instance of the MS Mail External (or Multitasking MTA) at the remote postoffice. Message delivery and distribution to a MS Mail (PC) postoffice using a Microsoft Mail Connector (PC) MTA can only be performed over a LAN connection.

For more information about the MS Mail External and Multitasking MTA programs, see the Microsoft Mail for PC Networks Administrator’s Guide and the Microsoft Mail Multitasking MTA Administrator’s Guide.


Microsoft Mail Connector Setup
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Microsoft Mail Connector Setup

Setting up the Microsoft Mail Connector to communicate with MS Mail (PC) postoffices includes the following:

Configure the Microsoft Mail Connector interchange.

Configure the Microsoft Mail Connector general properties.

Set up an MS Mail postoffice connection.

Configure a message transfer agent (MTA).

Configure the Microsoft Mail Connector in the MS Mail Administrator program.

Start the Microsoft Mail Connector services.

Configuring the Microsoft Mail Connector interchange and the general connector properties is the same for LAN, asynchronous, and X.25 connections. However, setting up a connection and configuring an MTA instance is unique for each connection type.

You must have the Microsoft Mail Connector installed on your Microsoft Exchange Server before proceeding with the connector set up.

For Microsoft Mail Connector installation information, see the Microsoft Exchange Server Installation Guide.


Quick Start
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Microsoft Mail Connector Setup

Quick Start

To set up the minimum configuration requirements for a LAN-connected Microsoft Mail Connector (PC), use the following list of procedures in the order in which they appear:

Task	Description
Configure the Connector Interchange property page.	In the Connector Interchange property page, assign an administrator’s mailbox.
Configure the Connections property page.	In the Connections property page, create a LAN connection to the MS Mail (PC) postoffice.
Configure the Connector MTAs property page.	In the Connector MTAs property page, configure a Connector MTA for servicing LAN-connected MS Mail (PC) postoffices.
Define the MS Mail (PC) postoffices the Connector MTA will service.	In the Connector MTAs property page, specify the MS Mail (PC) postoffices the Connector MTA will service.
Start the MS Mail (PC) MTA service.	Start the MS Mail (PC) MTA service from Control Panel.
Test the connection.	Send a mail message from a Microsoft Exchange Client to an MS Mail (PC) recipient. Send a message from a MS Mail (PC) client to a Microsoft Exchange Server recipient.


Microsoft Mail Connector Interchange
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Use the Interchange property page to configure how the Connector interchange moves and translates information between Microsoft Exchange Server and the Microsoft Mail Connector. Configuring the Connector interchange must be done for LAN, asynchronous, and X.25 transport connections. To configure the Microsoft Mail Connector interchange you must do the following:

Assign an Administrator’s mailbox for receiving delivery status messages.

Establish a primary language used by the majority of postoffices using the connector.

Enable MS Mail clients to receive OLE 2.0 embedded objects from Microsoft Exchange clients.

Whether you are connecting to an MS Mail postoffice across a LAN, asynchronous, or X.25 connection, you must first configure the Interchange property page before setting up any other property pages.

Getting to the Interchange property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and then choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Interchange tab.


Assigning an Administrator’s Mailbox
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Assigning an Administrator’s Mailbox

Use the Interchange property page to assign an Administrator’s Mailbox to receive delivery status messages.

Tip

You can create a mailbox called postmaster to receive delivery messages.

1.	Select the Interchange tab.

2.	Choose Change.

3.	Select a recipient for the Administrator’s Mailbox.

Option	Description
Show Names from the	Select an organization, site, or container.
Type Name or Select from List	Type a name or select one from the list.
	Display the properties for the mailbox.
	Search for a name based in a specific set of criteria.


Specifying the Primary Language for Clients
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Specifying the Primary Language for Clients

Use the Interchange property page to specify the primary language for the Microsoft Mail Connector. This is necessary for interoperability with MS Mail 3.x clients that use a different language. Select the language that the majority of your clients use. The default is the language being used by Microsoft Exchange Server.

1.	Select the Interchange tab.

2.	Under Primary Language for Clients, select a language.


Configuring MS Mail 3.x Client Compatibility
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Configuring MS Mail 3.x Client Compatibility

MS Mail 3.x supports early versions of OLE only. To enable MS Mail 3.x users to view saved or embedded objects sent from Microsoft Exchange clients, the Microsoft Mail Connector can be configured to create two versions of each OLE object. This option will double the size of any OLE message. If this option is not selected, MS Mail 3.x clients cannot view or save embedded objects sent from Microsoft Exchange clients.

1.	Select the Interchange tab.

2.	Select Maximize MS Mail 3.x Compatibility.


Enabling Message Tracking
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Enabling Message Tracking

The Administrator program has a tool used for tracking message movement that can be applied when troubleshooting message flow through a connector. You can follow the progress of a message as it passes from the Microsoft Exchange Server information store to a directly connected MS Mail (PC) postoffice. To use this tool, you must first enable message tracking in the Interchange property page.

1.	Select the Interchange tab.

2.	Select Enable Message Tracking.


General Properties
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Microsoft Mail Connector Setup

General Properties

Use the General property page to set the basic properties for the Microsoft Mail Connector. You can set limits for message size transfer between Microsoft Exchange Server and MS Mail. You can also enter an administrative note as well as determine the installation and last modification date for the Microsoft Mail Connector.

Getting to the General property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the General tab.


Defining the Computer Name
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Microsoft Mail Connector Setup

General Properties

Defining the Computer Name

You can view the Microsoft Exchange Server computer name in the General property page. However, you cannot modify the computer name from this page. To change the computer name you must open the Control Panel and choose the Network option.

For information on changing your computer name, see your Windows NT Server documentation.


Specifying Message Size Limits
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Microsoft Mail Connector Setup

General Properties

Specifying Message Size Limits

You can specify a size limit for messages passed through the connector. When you define a message limit, it is applied to both MS Mail (PC) and MS Mail (AppleTalk) systems. Setting a maximum message size can sometimes reduce the amount of mail traffic across your network.

1.	Select the General tab.

2.	Under Message size, specify a limit.

Option	Description

No limit	Messages of all sizes transferred. This is the default.

Maximum (K)	Maximum message size (1 to 9999999 kilobytes) to be transferred


LAN Connection to MS Mail
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LAN Connection to MS Mail

You can connect a Microsoft Exchange Server computer to a MS Mail (PC) postoffice across a local area network. This section shows you how to configure the Microsoft Mail Connector for a LAN connection, and then test the connection. You should first complete the previous sections on configuring the Connector Interchange and General property pages before configuring a LAN connection to an MS Mail (PC) postoffice.


LAN Connection Setup
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LAN Connection to MS Mail

LAN Connection Setup

When you establish a LAN connection to an MS Mail postoffice, the Microsoft Mail Connector extracts the network and postoffice names from the external postoffice. No manual entry of external postoffice information is necessary. You need to know only the network path to the directory where the external postoffice is stored.

Getting to the Connections property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and then choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Connections tab.


Creating a LAN Connection
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LAN Connection to MS Mail

LAN Connection Setup

Creating a LAN Connection

You can create and view LAN connections to MS Mail (PC) postoffices in the Connections property page. You can also specify whether the Microsoft Mail Connector will indirectly access any postoffices that a LAN-connected postoffice exchanges mail with.

Note

Before attempting a connection to a NetWare server, your Windows NT Server must be running the Gateway Service for NetWare. When typing a network path to a NetWare server, use the uniform naming convention (UNC) format (\\servername\sharename\path for a Windows NT Server or \\servername\volumename\path for a NetWare server). For example, an MS Mail (PC) postoffice located on a NetWare server with server name SERVER1, volume name SYS, and directory name MAILDATA would require the network path \\SERVER1\SYS\MAILDATA.

1.	Select the Connections tab.

2.	Choose Create.

3.	Under Connection Parameters, select LAN.

4.	To enter the Postoffice Path, choose Change.

5.	In the Path box, type the full path to the server using the UNC format.

6.	In the Connect As box, type the logon identifier.

7.	In the Password box, type the account password if necessary, and choose OK.

8.	In the Connection Attempts box, type a value (1 to 99) to set the number of attempts to send mail before it is returned to the sender with a non-delivery report (NDR). The default is 3.

9.	Choose Upload Routing to display a list of any indirect postoffices connected to the MS Mail postoffice. You can include any of the postoffices on the routing list.

For more information on indirect routing, see “Indirect Connections to MS Mail Postoffices” later in this chapter.

Option	Description

Path	Type the network path to the MS Mail (PC) postoffice.

Connect As	Type a logon ID only if the MS Mail postoffice is in a non-trusted domain or the Windows NT service account is not a valid user on the server where the postoffice exists.

Password	Enter the account password if an account ID is required.


Confirming Connection Changes
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LAN Connection to MS Mail

LAN Connection Setup

Confirming Connection Changes

You have the option of viewing a confimation message when changes have been made to the Connections property page. This option is selected by default.

1.	Select the Connections tab.

2.	Select or clear the Confirm before Connection changes are applied checkbox.


Removing Connections
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LAN Connection to MS Mail

LAN Connection Setup

Removing Connections

If service to a specific MS Mail postoffice is no longer necessary, you can delete the connection to that postoffice without disturbing other message transfer processes.

Note

You must delete any indirect postoffice connections routed through a direct postoffice before deleting that direct postoffice.

1.	Select the Connections tab.

2.	In the Connections box, select a postoffice.

3.	Choose Delete.


MTA Configuration for a LAN-Connected Postoffice
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LAN Connection to MS Mail

MTA Configuration for a LAN-Connected Postoffice

You use the Connector MTAs property page to define and configure Microsoft Mail Connector (PC) MTAs for transferring messages between the connector and one or more MS Mail postoffices. Each Connector (PC) MTA you define in the Connector MTAs property page becomes a separate Windows NT service. The Connector MTA can be started or stopped using the Windows NT Server Manager or Control Panel. You can run as many instances of the Connector (PC) MTA as necessary on a single Microsoft Exchange Server computer.

Connector (PC) MTAs can service MS Mail postoffices for three connection configurations:

LAN-only connections

Asynchronous and LAN connection

X.25 and LAN connection

Each instance of the Connector (PC) MTA should generally service one primary type of connection, such as LAN, asynchronous, or X.25. To optimize performance, you should create a separate instance of the Connector (PC) MTA to service a group of postoffices based on the connection used.

Getting to the Connector MTAs property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and then choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Connector MTAs tab.


Setting Up an Microsoft Mail Connector (PC) MTA for LAN Connections
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LAN Connection to MS Mail

MTA Configuration for a LAN-Connected Postoffice

Setting Up an Microsoft Mail Connector (PC) MTA for LAN Connections

To transfer messages between the Microsoft Mail Connector and one or more MS Mail postoffices, you must configure an Microsoft Mail Connector (PC) MTA. When you create a Connector MTA service, you give it a name that can be viewed in the Services portion of the Control Panel. You also have the option of creating a log to record all messages sent to and received from an external postoffice.

Note

By default, the Microsoft Mail Connector (PC) MTA uses the Microsoft Exchange Server service account specified during installation.

1.	Select the Connector MTAs tab.

2.	Choose New to create a new Connector (PC) MTA.

3.	Type the service name.

4.	Specify logging options.

5.	Specify the polling frequency.

6.	Choose OK to return to the Connector MTAs property page.

Option	Description
Service Name	This name is used to register a new Connector (PC) MTA instance as a Windows NT service. You can use up to 30 characters, including a-z (lowercase), A-Z (uppercase), and the space. If you are editing an existing Connector (PC) MTA, you cannot modify the service name.
Sent at Serviced Postoffices	Logs messages delivered to MS Mail postoffices. The log is stored in the LOG directory of the Connector postoffice.
Received at Serviced Postoffices	Logs messages received from MS Mail postoffices. The log is stored in the LOG directory of the Connector postoffice
Update configuration every	Determines how often (0 to 999 minutes) the Connector MTA is to check both the Connector postoffice and the MS Mail postoffice for updated user and network information. The default is 60 minutes. Specifying 0 stops new configuration checking.
Check for mail every	Determines how often (0 to 999 minutes) the Connector MTA is to check both the Connector postoffice and the MS Mail postoffice for mail. The default is 5 minutes. Specifying 0 minutes causes continuous polling.


Configuring Connector (PC) MTA Options
9	Connecting to Microsoft Mail for PC Networks	19 of 56

LAN Connection to MS Mail

MTA Configuration for a LAN-Connected Postoffice

Configuring Connector (PC) MTA Options

After performing the previous task, “Setting Up a Microsoft Mail Connector (PC) MTA for LAN Connections,” you can then configure the Connector (PC) MTA options. You can enable options for controlling how the Connector MTA will handle special MS Mail (PC) postoffice features such as Mail Dispatch and NetBIOS notification. You can also determine whether you would like the Connector MTA service to start manually or with system startup.

1.	Select the Connector MTAs tab.

2.	Select an MTA service, and choose Configure.

3.	Choose Options.

4.	Type a LAN message size.

5.	Type free disk space information.

6.	Select an MTA startup method.

Option	Description
Maximum LAN Message Size	Choose the size limit (0 to 999999 kilobytes) for messages. The default is No Limit.
Close postoffice if	The minimum amount of disk space, (0 to 999999999 kilobytes) required on a destination postoffice for message transfer to be performed. If the available space is less than this amount, the Connector (PC) MTA marks the postoffice as unavailable and does not deliver messages until the open variable is reached.
Open postoffice if	The minimum amount of disk space (0 to 999999999 kilobytes) required to restore the destination postoffice to an available state after being marked unavailable. If the available space on an unavailable postoffice rises above this amount, the postoffice is marked available, and the Connector (PC) MTA resumes mail delivery.
NetBIOS notification	Select to notify MS Mail users about new mail immediately using NetBIOS. Both the client computer and the server running the Connector (PC) MTA must be running NetBIOS for notification to occur. If this option is selected, any message submitted with a high priority overrides the Connector (PC) MTA polling frequency setting and causes the message to be transmitted immediately.
Disable Mailer	Prevents this instance of the Connector (PC) MTA from distributing messages to users on LAN-connected MS Mail postoffices. For more information on the External program mailer function, see the MS Mail for PC Networks Administrator’s Guide.
Disable Mail Dispatch	Prevents this instance of the Connector (PC) MTA from delivering messages to LAN-connected postoffices.
Start Automatically at System Startup	This instance of the Connector MTA service starts with system services startup. This is the default.
Manual Start (from Control Panel)	This instance of the Connector MTA service must be started manually either from Control Panel or from Server Manager.


Removing a Connector MTA Service
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LAN Connection to MS Mail

MTA Configuration for a LAN-Connected Postoffice

Removing a Connector MTA Service

If connectivity provided by a Connector (PC) MTA is no longer necessary, you can delete that Connector (PC) MTA. This immediately stops all message transfer provided by that Connector (PC) MTA and removes it from the Windows NT services registry.

Note

Before removing a Connector MTA service, you must first stop the service from the Control Panel.

1.	Select the Connector MTAs tab.

2.	In the MS Mail Connector (PC) MTA Services box, select a service.

3.	Choose Delete.


Setting Up Service to LAN-Connected Postoffices
9	Connecting to Microsoft Mail for PC Networks	21 of 56

LAN Connection to MS Mail

MTA Configuration for a LAN-Connected Postoffice

Setting Up Service to LAN-Connected Postoffices

A single Connector MTA instance can service more than one LAN-connected MS Mail postoffice. You use the Connector MTAs property page to specify which MS Mail postoffices each Connector (PC) MTA services.

1.	Select the Connector MTAs tab.

2.	In the Microsoft Mail Connector MTA Services box, select a Connector (PC) MTA.

3.	Choose List.

4.	 Under Available LAN Postoffices, select a postoffice.

5.	Choose Add to add service to the postoffice.

6.	Choose OK to return to the Connector MTAs property page.


Setting LAN Postoffice MTA Options
9	Connecting to Microsoft Mail for PC Networks	22 of 56

LAN Connection to MS Mail

MTA Configuration for a LAN-Connected Postoffice

Setting LAN Postoffice MTA Options

Use the Connector MTAs property page to modify LAN parameters for a specific MS Mail postoffice on the same LAN. You may want to assign a specific network user account for each occurrence of an MTA service. For example, a Connector (PC) MTA service that logs on to a NetWare server can be assigned an account name, password, and user rights for the MS Mail postoffice MAILDATA directory. This is helpful for determining connection information from a NetWare server.

1.	Select the Connector MTAs tab.

2.	Select an MS Mail (PC) postoffice being serviced by a Connector (PC) MTA.

3.	Choose Edit.

4.	In the Account Name box, type the logon name.

5.	In the Password box, type the logon account password.

6.	Select Do not pick up mail at this postoffice to send but not receive messages from the MS Mail (PC) postoffice.

7.	Choose OK to return to the Connector MTAs property page.

Option	Description
Account Name	The network logon name required to logon to a LAN Manager or NetWare server accessing the MS Mail postoffice.
Do not pick up mail at this postoffice	Select to send but not receive messages from the MS Mail postoffice.


MS Mail (PC) Postoffice Configuration
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LAN Connection to MS Mail

MS Mail (PC) Postoffice Configuration

When you finish setting up the Microsoft Mail Connector, you must configure each MS Mail (PC) postoffice that you identified in the Microsoft Mail Connector. You can use the MS Mail 3.x Administrator program to create an external postoffice listing for the Microsoft Exchange Server you are communicating with.

Use the Local Postoffice property page in the Microsoft Mail Connector to obtain the postoffice and network name of the Microsoft Mail Connector. This information will be used in the MS Mail (PC) Administrator program to configure the Microsoft Mail Connector postoffice as an external postoffice. You must do this for every MS Mail (PC) postoffice that uses the Microsoft Mail Connector whether the connection is direct or indirect. The type of connection specified in the MS Mail (PC) Administrator program depends on how that postoffice is configured on the Microsoft Mail Connector.

Getting to the Local Postoffice property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and then choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Local Postoffice tab.

For more information about creating external postoffices, see the MS Mail for PC Networks Administrator’s Guide.


Modifying Local Postoffice properties
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LAN Connection to MS Mail

MS Mail (PC) Postoffice Configuration

Modifying Local Postoffice properties

Use the Local Postoffice property page to change the network name and postoffice name for the Connector postoffice. These names are used to identify the Microsoft Exchange Server externally for routing services between MS Mail postoffices and the Microsoft Exchange Server. The default names are determined during installation from the Microsoft Exchange Server organization and site names. In a typical configuration, you would not change these names. You can also assign or reassign an existing password for the Connector postoffice.

For example, you may want to group a set of postoffices by a single network name. You can change a Connector postoffice name in the Local Postoffice property page and then regenerate the change to represent the new MS Mail address for the postoffice.

The Connector interchange and all instances of the Connector (PC) MTA read the network and postoffice name at startup. If you want the changes you have made to take effect immediately, stop and then restart the Connector interchange and Connector (PC) MTAs using the procedures in “Using Services for the Microsoft Exchange Server” in Chapter 1, “Administering the Microsoft Exchange Server.”

Warning

Any change to network or postoffice names requires regeneration of the MS e-mail address for the Connector postoffice. Changing the network or postoffice name after message transfer has started causes messages that were in transit during the change to be returned. You must modify the external listing for the Connector postoffice for all MS Mail postoffices connected directly or indirectly to the connector. You must also stop, reconfigure, and restart all MS Mail gateways and occurrences of the External program.

1.	Select the Local Postoffice tab.

2.	In the Network box, type a network name.

3.	In the Postoffice box, type a postoffice name.

4.	In the Sign-on Password, box type a password.

5.	Choose Regenerate.

Option	Description

Network	The MS Mail network name (up to 10 characters) of the MS Mail Connector postoffice. The default name is based on the Microsoft Exchange Server organization name.

Postoffice	The MS Mail postoffice name (up to 8 characters) of the MS Mail Connector postoffice. The default name is based on the Microsoft Exchange Server site name.

Sign-on ID	The serial number identifier that is assigned during installation. This identifier cannot be changed. A sign-on ID is required for an external MS Mail postoffice that has been specified as direct route type and connected through an asynchronous or X.25 connection.

Sign-on Password	The password (up to 8 characters) required to connect to the MS Mail Connector postoffice. A sign-on password is required for an external MS Mail postoffice that has been specified as direct route type and connected through an asynchronous or X.25 connection. The default is PASSWORD.

Regenerate	Regenerates the Connector postoffice address.


Test the Connection
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LAN Connection to MS Mail

Test the Connection

After you configure the Microsoft Mail Connector you should test the connection before allowing general message transfer or starting any message-based services. To test the connection, you need to send a message from a Microsoft Exchange client to an MS Mail (PC) recipient. Furthermore, to ensure a complete connection from both sides of the connector, you can send a mail message from a MS Mail (PC) client to a Microsoft Exchange Server recipient.

Because address lists have not been exchanged between systems, you need to enter the network, postoffice, and mailbox names for recipients you wish to send a test message to.

For information on synchronizing directory information, see Chapter 14, “Synchronizing Directories with Other Systems.”


Using Microsoft Exchange Client
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LAN Connection to MS Mail

Test the Connection

Using Microsoft Exchange Client

You can test the Microsoft Mail Connector by sending test messages from a Microsoft Exchange client to an MS Mail (PC) recipient. This will help determine if the Microsoft Exchange Server side of the connector is functioning correctly. After you have tested the connector from a Microsoft Exchange client, you should also send a message from an MS Mail (PC) client to a Microsoft Exchange Server recipient.

For information on testing the connector from an MS Mail (PC) client, see “Using the MS Mail (PC) Client” later in this chapter.

Before you send a test message from a Microsoft Exchange client to an MS Mail (PC) recipient, you need to create a custom recipient address for the mailbox you are sending the test message to. Once the address is created, the recipient will appear in your personal address list. You must know the network name, postoffice name, and mailbox name for the recipient. This information can be found using the MS Mail (PC) Administrator program.

Note

Before testing the connection, check to see that the Connector MTA services configured earlier in this chapter have been started. You can start Connector MTA services from the Control Panel.

1.	In the Microsoft Exchange Client, compose a new message.

2.	Choose To.

3.	Choose New.

4.	Under Select the entry type, choose MS Mail Address.

5.	Type the display name, network name, postoffice name, and mailbox name.

6.	Send the test message.

Option	Characteristic

Display name	The name that appears in your personal address book.

Network name	The name of the network where the recipient’s postoffice and mailbox reside. Can be found using the Config Password command in the MS Mail (PC) Administrator program.

Postoffice name	The name of the postoffice where the recipient’s mailbox resides. Can be found using the Config Password command in the MS Mail (PC) Administrator program.

Mailbox name	The mailbox name of the recipient you are sending mail to. Can be found using the Local-Admin Modify command in the MS Mail (PC) Administrator program.


Using the MS Mail (PC) Client
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LAN Connection to MS Mail

Test the Connection

Using the MS Mail (PC) Client

You can test the Microsoft Mail Connector by sending test mail messages from a MS Mail (PC) client to a Microsoft Exchange Server recipient. This will help determine if the MS Mail (PC) side of the connection is functioning correctly. Once you have tested the connector from a MS Mail (PC) client, you should also send a test message from a Microsoft Exchange client to an MS Mail (PC) recipient.

For information on testing the connector from a Microsoft Exchange client, see “Using the Microsoft Exchange Client” earlier in this chapter.

Before you send a test message from an MS Mail (PC) client to a Microsoft Exchange Server recipient, you will need to create a recipient address for the mailbox you are sending the test message to. Once the address is created, the recipient will appear in your personal address list. You must know the network, postoffice, and mailbox names for the recipient. This information can be found in the Microsoft Exchange Server Administrator program.

Note

Before testing the connection, check to see that the Connector MTA services configured earlier in this chapter have been started. You can start Connector MTA services from the Control Panel.

1.	In the Microsoft Mail client, compose a new message.

2.	Choose Address.

3.	Choose the New Address icon.

4.	Select Custom Address.

5.	Type the e-mail name and address information.

6.	Send the test message.

Option	Description

Name	The name that will appear in your personal address book.

E-mail Address	The MS Mail (PC) style name for the recipient. This can be found by viewing the E-mail Addresses property page for the mailbox in the Microsoft Exchange Server Administrator program.

E-mail Type	The mail system type.

Comment	A comment that can be viewed from the Details dialog box in the personal address book.


Diagnostics Logging
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LAN Connection to MS Mail

Diagnostics Logging

You can control how logging information for the Microsoft Mail Connector is written to the Event Windows NT Log. You can specify the types of events that are logged for the Microsoft Mail Connector and the level of logging information for each event. Viewing the event log for connector service is useful when troubleshooting message transfer through the connector.

Getting to the Diagnostics Logging property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and then choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Diagnostics Logging tab.


Setting up Diagnostics Logging
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LAN Connection to MS Mail

Diagnostics Logging

Setting up Diagnostics Logging

You can enable logging for three connector services to be written to the application event log. For each category you can assign a level of logging. The level determines which events generated by that service are logged. Normally, you would want to log only critical events. However, when a problem occurs, detailed events may disclose a path to the source of the problem. The three service categories available for logging are:

MSExchangeMSMI

The Connector interchange activity for message transfer to and from Microsoft Exchange Sever and the Connector postoffice.

MSExchangePCMTA

The Connector (PC) MTA activity for MTA transport between the Connector postoffice and a directly connected MS Mail (PC) postoffice.

MSExchangeATMTA

The Connector (AppleTalk) MTA activity for MTA transport between the MS Mail (PC) and the MS Mail (AppleTalk) areas of the Connector postoffice. This is applicable when the Microsoft Mail Connector is configured for MS Mail (AppleTalk).

1.	Select the Diagnostics Logging tab.

2.	Under Category, select a service category.

3.	Under Logging Level, select a level.

Option	Description

None	Only critical events and error events are logged. This is the default.

Minimum	Very high-level events are logged. This setting is appropriate for the beginning of an investigation.

Medium	This setting is appropriate when the problem has been narrowed to a service or group of categories.

Maximum	A complete trail of the operation of the service. This level is appropriate when the problem has been traced to a particular category.

For more information on diagnostics logging, see Chapter 17, “Troubleshooting Tools and Resources.”


Asynchronous and X.25 MS Mail Postoffice Connections
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Asynchronous and X.25 MS Mail Postoffice Connections

You can connect a Microsoft Exchange Server computer to an MS Mail (PC) postoffice using either an asynchronous or X.25 connection. This section shows you how to configure the Microsoft Mail Connector when using either an asynchronous or X.25 connection to an MS Mail (PC) postoffice. You should first complete the earlier sections on configuring the Microsoft Mail Connector Interchange and Connector General property pages before proceeding with this section.


Asynchronous and X.25 Setup
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Asynchronous and X.25 MS Mail Postoffice Connections

Asynchronous and X.25 Setup

The procedures for setting up an asynchronous connection and setting up an X.25 connection are similar. For configuring either connection, you must manually enter the network name, postoffice name, sign-on ID number, and password if required. Differences between the two occur when configuring the communication settings. For an asynchronous connection, you must know the phone number to dial when connecting to the external postoffice. For an X.25 connection, you must know the X.121 address for the Microsoft Exchange Server computer and the X.121 address for the external postoffice. Otherwise, the configuration process is the same.


Setting Up an Asynchronous or X.25 Connection
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Asynchronous and X.25 MS Mail Postoffice Connections

Asynchronous and X.25 Setup

Setting Up an Asynchronous or X.25 Connection

You use the Connections property page to set up an asynchronous or X.25 connection to an MS Mail postoffice. Verify that you have an asynchronous communication device, such as a modem, or an X.25 device, such as an Eicon port adapter, correctly installed on the MS Mail postoffice and Microsoft Exchange Server computer before starting this procedure.

Note

Use the MS Mail (PC) Administrator program on each MS Mail postoffice to be connected asynchronously. Use the Config Password command to determine the network name, postoffice name, sign-on ID, and password of the postoffice. You must also verify that each MS Mail postoffice you want to connect to is not a workgroup postoffice. Workgroup postoffices can be identified by a sign-on ID (serial number) that begins with 799 and must be upgraded to the full version of MS Mail before proceeding.

For information on getting to the Connections property page, see “LAN Connection Setup” earlier in this chapter.

1.	Select the Connections tab.

2.	Choose Create.

3.	Under Connection Parameters, select Async or X.25.

4.	Type the Network, Postoffice, and Connection Parameters information.

Option	Description

Network	The network name (up to 10 characters) for the postoffice.

Postoffice	The postoffice name (up to 10 characters) for the postoffice.

Sign-on ID	The serial number identifier (must be XX-XXXX format) for the postoffice.

Password	The password (up to 8 characters) used to log on to the postoffice.

Connection Attempts	The number of times (1 to 99) to attempt to send mail before it is returned to the sender with a non-delivery report. The default is 3.

Phone Number	Appears only if you are configuring an asynchronous connection. Include the entire dialing sequence (up to 40 characters) that you use to reach the postoffice from your location. If you dial 9 to reach an outside line first, you must first include 9 followed by a comma and then the number.

X.121 Address	Appears only if you are configuring an X.25 connection. The X.121 address (up to 16 numeric characters) of the external postoffice. This is necessary only if you are configuring an X.25 connection. For X.121 format information, see Appendix A.


Setting Options for an Asynchronous or X.25 Connection
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Asynchronous and X.25 MS Mail Postoffice Connections

Asynchronous and X.25 Setup

Setting Options for an Asynchronous or X.25 Connection

After performing the previous task, “Setting Up an Asynchronous or X.25 Connection,” you can set connection options for individual MS Mail (PC) postoffices using the Connections property page. You can configure message limits, parameters for dialing, and registered mail configuration for the connection.

1.	Select the Connections tab.

2.	Select a connection, and choose Modify.

3.	Choose Options.

4.	Type the Maximum Message Size and Intervals values.

Option	Description
Maximum Message Size	Set maximum message size (0 to 9999 kilobytes) including attachments and excluding routing information to be transferred. The default is No Limit.
Failed connection retry for Urgent Mail	Set interval range (1 to 999 minutes) for urgent mail connection attempts. The default is 10 minutes.
Failed connection retry for Normal Mail	Set interval range (1 to 999 minutes) for normal mail connection attempts. The default is 10 minutes.
Dial Every	Set interval range (1 to 999 minutes) for modem to dial. The default is 30 minutes.
Allow mail reception after sending	Select to send and then receive messages from an MS Mail postoffice during the same connection session. If this option is not selected, the Microsoft Mail Connector receives mail only during connections initiated by the external postoffice.
Return registered mail confirmation	Select to issue a confirmation receipt automatically when users send registered mail to and from this MS Mail postoffice.
For information on getting to the Connections property page, see “LAN Connection Setup” earlier in this chapter.


Asynchronous and X.25 MTA Configuration
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Asynchronous and X.25 MTA Configuration

You use the Connector MTAs property page to define and configure MS Mail Connector (PC) MTAs for transferring messages between the Connector postoffice and one or more MS Mail postoffices. Each Connector (PC) MTA you define in the Connector MTAs property page becomes a separate Windows NT service that can be started or stopped using the Windows NT Server Manager or Control Panel. You can run as many instances of the Connector (PC) MTA as necessary on a single Microsoft Exchange Server computer.

Connector (PC) MTAs can service MS Mail postoffices over connections in three configurations:

LAN-only connections

Asynchronous and LAN connection

X.25 and LAN connection


Asynchronous and X.25 MTA Services
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Asynchronous and X.25 MTA Configuration

Asynchronous and X.25 MTA Services

You use the Connector MTAs property page to define and configure MS Mail Connector (PC) MTAs. The Connector MTA transfers messages between the Connector postoffice and one or more MS Mail postoffices over an asynchronous or X.25 connection.

Note

A Connector (PC) MTA set up to provide asynchronous or X.25 message transfer can also service MS Mail postoffices available over a LAN connection. However, each instance of the Connector (PC) MTA should generally service one primary type of connection, such as LAN, asynchronous, or X.25. To optimize performance, you should create a separate instance of the Connector (PC) MTA to service a group of postoffices based on the type of connection used.

Getting to the Connector MTAs property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and then choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Connector MTAs tab.


Setting up an MTA for an Asynchronous Connection
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Asynchronous and X.25 MTA Configuration

Asynchronous and X.25 MTA Services

Setting up an MTA for an Asynchronous Connection

Use the Connector MTAs property page to set up an MTA service for an asynchronous connection. Before configuring the MTA service, confirm that a modem is installed and functioning on the Microsoft Exchange Server computer and the external MS Mail postoffice.

1.	Select the Connector MTAs tab.

2.	Choose New to create a new Connector (PC) MTA.

3.	Under Connections Parameters, select Async and LAN.

Option	Description
Service Name	The name used to register a new Connector (PC) MTA instance as a Windows NT service. You can use up to 30 characters, including a-z (lowercase), A-Z (uppercase), and the space.
Sent at Serviced Postoffices	Logs messages delivered to MS Mail postoffices. The log is stored in the LOG directory of the Connector postoffice.
Received at Serviced Postoffices	Logs messages received from MS Mail postoffices. The log is stored in the LOG directory of the Connector postoffice
Polling Frequency	These options apply to the LAN component of an async and LAN connection only. If you are using this MTA service exclusively for asynchronous communication, you should accept the default settings. For information on LAN polling, see “Setting Up an Microsoft Mail Connector (PC) MTA for LAN Connections” earlier in this chapter.
Options	For information on configuring options, see “Configuring Connector (PC) MTA Options” earlier in this chapter.
Communication Port	The communication port (COM1 to COM256) configured for asynchronous communication. The default is COM1.
Modem Script	A list of modem scripts provided by the MS Mail Connector. Modem scripts are located in the GLB subdirectory of the Connector postoffice. The default is USGENERIC.SCR.
Modem Timeout	The amount of time (0-999 seconds) the modem will attempt to establish a connection. The default is 60 seconds.
Two-way mail transfer	Sets the MTA to transfer both incoming and outgoing mail. This option is selected by default.
Transfer incoming mail only	Sets the MTA to transfer incoming mail only.
Transfer out going mail only	Sets the MTA to transfer outgoing mail only.


Setting up an MTA for an X.25 Connection
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Asynchronous and X.25 MTA Configuration

Asynchronous and X.25 MTA Services

Setting up an MTA for an X.25 Connection

Use the Connector MTAs property page to set up an MTA service for an X.25 connection. The X.25 adapter must be installed and configured on the Microsoft Exchange Server computer prior to setting up an MTA instance.

1.	Select the Connector MTAs tab.

2.	Choose New to create a new Connector (PC) MTA.

3.	Under Connections Parameters, select X.25 and LAN.

Option	Description
Service Name	This name is used to register a new Connector (PC) MTA instance as a Windows NT service. You can use up to 30 characters, including a-z (lowercase), A-Z (uppercase), and the space.
Sent at Serviced Postoffices	Logs messages delivered to MS Mail postoffices. The log is stored in the LOG directory of the Connector postoffice.
Received at Serviced Postoffices	Logs messages received from MS Mail postoffices. The log is stored in the LOG directory of the Connector postoffice
Polling Frequency	These options apply to the LAN component of an async and LAN connection only. If you are using this MTA service exclusively for asynchronous communication, you should accept the default settings. For information on LAN polling, see “Setting Up an Microsoft Mail Connector (PC) MTA for LAN Connections” earlier in this chapter.
Options	For information on configuring options, see “Configuring Connector (PC) MTA Options”
X.121 Address	The X.121 address (up to 16 characters) for the location of this connector’s MTA instance.
Port Number	The X.25 adapter port number (0 to 255). The default is 255. For more information, see your X.25 adapter documentation.
X.25 Listen User Data	The listen user data information (up to 218 hexadecimal characters) as specified by your X.25 service provider.
X.25 Listen User Facilities	The listen user facilities information (up to 218 hexadecimal characters) as specified by your X.25 service provider.


Modifying an MTA for an X.25 Connection
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Asynchronous and X.25 MTA Configuration

Asynchronous and X.25 MTA Services

Modifying an MTA for an X.25 Connection

Use the Connector MTAs property page to modify connection and service options for an X.25-connected MS Mail (PC) postoffice.

1.	Select the Connector MTAs tab.

2.	Under MS Mail Connector (PC) MTA Services, select an X.25 MTA.

3.	Under Postoffices Serviced, select a postoffice.

4.	Choose Edit.

5.	Type Call User Data, and User Facilities information.

Note

To change the network or postoffice name or to change the X.121 address, use the Connections property page.

Option	Description

Call User Data	The call user data information as specified by your X.25 service provider.

User Facilities	The user facilities information as specified by your X.25 service provider.


MS Mail (PC) Postoffice Configuration
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Asynchronous and X.25 MTA Configuration

MS Mail (PC) Postoffice Configuration

When you finish setting up the Microsoft Mail Connector, you must configure each MS Mail (PC) postoffice that you identified in the Microsoft Mail Connector. You can use the MS Mail 3.x Administrator program to create an external postoffice listing for the Microsoft Exchange Server you are communicating with.

Use the Local Postoffice property page in the Microsoft Mail Connector to obtain the postoffice and network name of the Microsoft Mail Connector. This information will be used in the MS Mail (PC) Administrator program to configure the Microsoft Mail Connector postoffice as an external postoffice. You must do this for every MS Mail (PC) postoffice that uses the Microsoft Exchange Connector whether the connection is direct or indirect. The type of connection specified in the MS Mail (PC) Administrator program will depend on how that postoffice is configured on the Microsoft Mail Connector.

For more information about creating external postoffices, see the MS Mail for PC Networks Administrator’s Guide.


Testing an Asynchronous or X.25 Connection
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Asynchronous and X.25 MTA Configuration

MS Mail (PC) Postoffice Configuration

Testing an Asynchronous or X.25 Connection

After you have set up an asynchronous or X.25 connection to an MS Mail (PC) postoffice, you will need to test the connection between the two mail systems.

For information on sending test messages, see “Test the Connection” earlier in this chapter.


Indirect Connections to MS Mail Postoffices
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Indirect Connections to MS Mail Postoffices

The Microsoft Mail Connector allows Microsoft Exchange clients access to MS Mail (PC) postoffices not connected directly through the connector. You can use the Connections property page to configure routing information from an indirectly connected postoffice regardless of transport medium used. Establishing an indirect connection to an external postoffice can be useful when connecting Microsoft Exchange Server to an existing MS Mail (PC) system.

Very little set up is required for establishing an indirect connection. For example, you may have an existing MS Mail (PC) system of multiple mutually communicating postoffices. You can establish a connection through the Microsoft Mail Connector to any one of the MS Mail (PC) postoffices using either a LAN, asynchronous, or X.25 connection. Once the connection is established from the Microsoft Mail Connector, you can then configure an indirect connection to any of the remaining MS Mail postoffices through this MS Mail postoffice. You establish an indirect connection only. You do not have to create a Connector MTA instance for an indirect connection.


Indirect Connection Setup
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Indirect Connections to MS Mail Postoffices

Indirect Connection Setup

You set up an indirect connection to a MS Mail postoffice by specifying a directly connected MS Mail postoffice through which messages can be routed in one of two ways:

Upload routing information about indirectly connected postoffices from a MS Mail (PC) postoffice available on the same LAN to the Microsoft Mail Connector.

Specify routing information about postoffices connected indirectly through a MS Mail postoffice with an asynchronous or X.25 connection.


Uploading Indirect Routing Information
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Indirect Connections to MS Mail Postoffices

Indirect Connection Setup

Uploading Indirect Routing Information

Use the Connections property page to import routing information from any MS Mail postoffice available on the same LAN. This can be especially useful when configuring routing to a large number of postoffices. Instead of manually typing the network and postoffice information for each indirect postoffice, you can download the information to the connector.

1.	Select the Connections tab.

2.	Under Connections, select an existing LAN connection.

3.	Choose Modify.

4.	Choose Upload Routing or Update Routing.

This button name changes depending on whether there are existing indirect connections through this postoffice.

5.	Select any postoffice that you do not want to accept, and choose Delete.

Option	Characteristics
Upload Routing/Update Routing	Displays current routing information about other MS Mail postoffices (or gateways) reached indirectly through this LAN-connected postoffice. Each entry indicates a proposed change to the Microsoft Mail Connector routing information, such as adding or removing an indirect postoffice connection.
Delete	Removes the listing for a postoffice you do not want to connect to indirectly. Deleting postoffice information adjusts only routing information for the Microsoft Mail Connector. No changes are made to connected MS Mail postoffice routing information.
For information on getting to the Connections property page, see “LAN Connection Setup” earlier in this chapter.


Manually Creating Indirect Routing Information
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Indirect Connections to MS Mail Postoffices

Indirect Connection Setup

Manually Creating Indirect Routing Information

You can create indirect connections to postoffices through an asynchronous or X.25 connected postoffice. For example, you may have an instance of the Microsoft Mail Connector transferring mail with an MS Mail (PC) postoffice asynchronously by modem. You can manually configure an indirect connection to any postoffice connected to this remote postoffice. These indirect postoffices may be on the same LAN or connected by asynchronous or X.25 communication type.

1.	Select the Connections tab.

2.	Choose Create.

3.	Under Connection Parameters, select Indirect.

4.	Under Indirect via, select a directly connected postoffice.

5.	In the Network box, type the network name of the indirect postoffice.

6.	In the Postoffice box, type the postoffice name of the indirect postoffice.

Option	Description

Indirect via	Select an existing directly connected postoffice through which messages will be routed to the indirect postoffice.

Network	The network name for the indirect MS Mail (PC) postoffice. Can be found by the MS Mail 3.x Administrator program (Config Password).

Postoffice	The postoffice name for the indirect MS Mail (PC) postoffice. Can be found by the MS Mail 3.x Administrator program (Config Password).

For information on importing routing information from a LAN-connected postoffice, see the preceding section, “Uploading Indirect Routing Information.”


Testing an Indirect Connection
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Indirect Connections to MS Mail Postoffices

Indirect Connection Setup

Testing an Indirect Connection

After you have set up an indirect connection to an MS Mail (PC) postoffice, you will need to test the connection between the two systems.

For information on sending test messages, see “Test the Connection” earlier in this chapter.


MS Mail Gateway on Microsoft Exchange Server
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MS Mail Gateway on Microsoft Exchange Server

You can use several MS Mail (PC) gateways to provide service between Microsoft Exchange Server and other messaging systems. Within a mixed messaging environment, the Microsoft Mail Connector can act as a gateway postoffice to most MS Mail (PC) gateways and third-party gateways.

You can also install an MS Mail Gateway access component on a Connector postoffice. This allows Microsoft Exchange clients access to a foreign system using an existing MS Mail Gateway postoffice. For many mail systems, this is an alternative to installing a gateway postoffice on the Connector postoffice.

The following gateways can be used with Microsoft Exchange Server:

AT&T® Easylink®

Fax

IBM® PROFS® and OfficeVision®

MHS

SNADS

MCI Mail® Gateway

The Microsoft Exchange Server X.400 Connector and Internet Mail Connector provide functions that go beyond those of the MS Mail X.400 and SMTP gateways. Thus, the MS Mail X.400 and SMTP gateways cannot be installed on the Connector postoffice. Instead, both the Internet Mail Connector or X.400 Connector are used to access either foreign system.


MS Mail Gateway on the Connector Postoffice
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MS Mail Gateway on Microsoft Exchange Server

MS Mail Gateway on the Connector Postoffice

When installing a MS Mail gateway on the Microsoft Exchange Server computer, the Microsoft Mail Connector postoffice assumes the role of a gateway postoffice. The gateway access component installed on the Connector postoffice functions identically to an access component installed on an MS Mail postoffice. However, there are no recipient mailboxes on the Connector postoffice.

The gateway access component and the gateway pick up outgoing messages from and place incoming messages in the Connector postoffice. Instead of incoming messages being distributed on the Connector postoffice, they are retrieved by the Connector interchange for Microsoft Exchange Server recipients and recipients on other systems. The messages are then placed in an outbound queue for transfer to the destination mail system.

Each gateway requires:

A dedicated personal computer running MS-DOS

Network software and hardware required to connect to both Microsoft Exchange Server and the foreign system

Gateway access component installed on all postoffices using the gateway.

MS Mail 3.x Administrator program for some Setup and maintenance tasks

For more information on MS Mail (PC) gateways on a Microsoft Exchange Server, see the Microsoft Exchange Server Concepts and Planning Guide.


Installing an MS Mail (PC) Gateway
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MS Mail Gateway on Microsoft Exchange Server

MS Mail Gateway on the Connector Postoffice

Installing an MS Mail (PC) Gateway

You can install an MS Mail (PC) gateway on a Microsoft Exchange Server for access to a foreign mail system that is not currently supported by a Microsoft Exchange Server connector. Before installing a gateway on the Connector postoffice, you should verify that the Microsoft Mail Connector is set up correctly using the procedures earlier in this chapter. Moreover, confirm that message transfer is working correctly between Microsoft Exchange Server and all connected MS Mail postoffices.

Note

To use an MS Mail gateway, each indirect MS Mail postoffice must have a separate copy of the gateway access component installed and configured. For more information, see your gateway documentation and license agreement.

1.	Install the gateway component on the Microsoft Exchange Server computer.

When prompted to specify the gateway postoffice, use the Microsoft Mail Connector postoffice. The mail data files are located in the \EXCHSRVR\CONNECT\MSMCON\MAILDATA directory.

2.	Install the gateway access component on the Microsoft Exchange Server computer.

When prompted to specify the gateway postoffice, use the \EXCHSRVR\CONNECT\MSMCON\MAILDATA directory.

3.	Install and configure the gateway software on a dedicated gateway computer.

The configuration procedure varies depending on the type of gateway you are setting up. For more information, see your gateway documentation.

4.	Configure the gateway access component for MS Mail (PC) postoffices using the procedures in your gateway documentation. For SNADS and IBM PROFS gateway access components, you must type a gateway name during installation. This gateway name must be the same name that was used for the configuration of the dedicated gateway computer in the previous step.

5.	On the Microsoft Exchange Server computer, add entries in the Microsoft Mail Connector Address Space property page to direct the MTA to place messages for the gateway in the Connector postoffice.

6.	On the foreign system, configure routing.

7.	On the dedicated gateway computer, start the gateway program.

8.	Restart the Microsoft Mail Connector interchange service.

9.	Rebuild the routing table for the Microsoft Exchange Server MTA.

10.	Verify that messages can be exchanged between Microsoft Exchange Server and the foreign system.

For information on rebuilding the routing table for Microsoft Exchange Server MTA, see Chapter 3, “Setting Up Server Core Components.”


Viewing the Gateway Postoffice Queue
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MS Mail Gateway on Microsoft Exchange Server

MS Mail Gateway on the Connector Postoffice

Viewing the Gateway Postoffice Queue

After the gateway component and gateway access component have been installed on the Microsoft Mail Connector postoffice, a connections listing for the gateway is added to the Connections property page. You can then view the queue for all messages pending transfer. You can also return messages to the originator or delete messages from the queue.

1.	Select the Connections tab.

2.	Under Connections, select a gateway listing.

3.	Choose Queue.

4.	Select Refresh to update the queue status information.

Option	Description
Refresh	Updates the display to reflect the current queue status.
Delete	Deletes a message from the queue.
Return	Returns a message, and removes it from the queue.
Send Non-Delivery Reports when messages deleted	Sends a notice to the sender when message is deleted from the queue. This option is selected by default.


MS Mail (PC) Gateway Access Component
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MS Mail Gateway on Microsoft Exchange Server

MS Mail (PC) Gateway Access Component

When you install an MS Mail (PC) Gateway Access Component on the Connector postoffice, Microsoft Exchange Server clients can access a foreign system through an existing MS Mail (PC) gateway postoffice. If you have existing postoffices configured with gateway access components pointing to a gateway postoffice, this is an alternative to installing an MS Mail (PC) gateway on the Connector postoffice.

For more information on the MS Mail (PC) gateway access component on a Connector postoffice, see the Microsoft Exchange Server Concepts and Planning Guide.

Getting to the MS Mail (PC) Administrator program

When you install an MS Mail (PC) gateway access component on the Connector postoffice, you may need to use the MS Mail Administrator program to perform configuration tasks. A copy of the MS Mail Administrator program is installed along with the Microsoft Mail Connector. The administrator program functions the same way for the Connector postoffice as for an ordinary MS Mail (PC) postoffice. However, there are no mailboxes or mail groups on the Connector postoffice.

1.	At the command prompt, switch to the \EXCHSRVR\CONNECT\MSMCON\BIN directory.

2.	Type admin.exe.


Installing a Gateway Access Component
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MS Mail Gateway on Microsoft Exchange Server

MS Mail (PC) Gateway Access Component

Installing a Gateway Access Component

You install a MS Mail (PC) gateway access component on the Microsoft Exchange Connector postoffice the same as if you were installing it on an MS Mail (PC) postoffice. When the gateway access component is installed, a message from a Microsoft Exchange client intended for a foreign system is passed to the Connector postoffice. The Connector MTA moves the message from the Connector postoffice to the MS Mail (PC) gateway postoffice where it is queued for the foreign system. The MS Mail (PC) gateway process then moves the message to the foreign system.

1.	Install the gateway access component on the Microsoft Exchange Server computer.

When prompted to specify the gateway postoffice, use the \EXCHSRVR\CONNECT\MSMCON\MAILDATA directory.

2.	Install and configure the gateway software on a dedicated gateway computer.

The configuration procedure varies depending on the type of gateway you are setting up. For more information, see your gateway documentation.

3.	On the Microsoft Exchange Server computer, add entries in the Microsoft Mail Connector Address Space property page to direct the MTA to place messages for the gateway in the Connector postoffice.

4.	On the dedicated gateway computer, start the gateway program.

5.	Restart the Microsoft Mail Connector interchange service.

6.	Verify that messages can be exchanged between Microsoft Exchange Server and the foreign system.


Microsoft Mail Connector (PC) Address Space
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Microsoft Mail Connector (PC) Address Space

After the procedures for configuring a connection to an MS Mail (PC) postoffice are completed, an address listing for the external postoffice is automatically added to the Connector address space. This new address space listing is designated as type MS, for Microsoft Mail (PC) systems. The network and postoffice address information for the postoffice is also added automatically. Additional address types can be added to the address space for other mail systems serviced by the Microsoft Mail Connector.


Address Space Configuration
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Microsoft Mail Connector (PC) Address Space

Address Space Configuration

You can configure message routing for the Microsoft Mail Connector in the Address Space property page. The address space can be configured to route messages to specific MS Mail postoffices or to route messages intended for a foreign system.

For example, you may want Microsoft Exchange clients to access a PROFS system through an MS Mail PROFS gateway postoffice. You need to configure the Connector address space to accept PROFS message types through the connector. The connector can then route PROFS message types to the MS Mail (PC) gateway postoffice and eventually to the PROFS system.

Getting to the Address Space property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Address Space tab.

For more information on routing or for information on setting up address space types other than MS Mail, see Appendix A, “Routing and Addressing.”


Configuring Address Spaces for Foreign Systems
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Microsoft Mail Connector (PC) Address Space

Address Space Configuration

Configuring Address Spaces for Foreign Systems

You add address space information when the address type and routing cost is not automatically created. When you configure a connection to an MS Mail (PC) postoffice, the address type, MS address, and routing cost are automatically entered into the Connector address space. However, for a foreign mail system accessed through a gateway on an MS Mail system, you must configure the Connector address space.

Note

Wildcard characters are implicit in the address space. For example, if you enter the MS address space entry CORP/S, it matches the recipient address for both CORP/SALES/MARK and CORP/SHIPPING/MARIE. You can type a wildcard (* or ?) when necessary to specify a group of addresses. For example, entering SITE?? specifies all entries that contain SITE followed by two alphanumeric characters such as SITE01 and SITE11.

1.	Select the Address Space tab.

2.	Choose New General.

3.	In the Type box, type the address type.

4.	In the Address box, type the address.

Option	Description

Type	Address type used to identify the remote or foreign system, for example, PROFS.

Address	Type enough address information for routing. To route all traffic for a message type through the connector, leave the Address box blank. For example, all PROFS message types will be routed through the connector when address information is not entered.

Cost	The routing cost (0 to 100) for messages sent to a foreign system through this connector. The routing cost determines the preference between multiple routes. The default routing cost is 1.


Modifying the Address Space
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Microsoft Mail Connector (PC) Address Space

Address Space Configuration

Modifying the Address Space

Use the Address Space property page to edit existing address space information. The address type, address format, and routing cost can be modified for any address listing in the Connector address space.

1.	Select the Address Space tab.

2.	Select an entry.

3.	Choose Edit.

4.	Make the necessary changes.

For more information on routing, or for information on setting up address space types other than MS Mail, see Appendix A, “Routing and Addressing.”


Removing an Address Space Listing
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Microsoft Mail Connector (PC) Address Space

Address Space Configuration

Removing an Address Space Listing

You can remove an address listing that is no longer necessary.

1.	Select the Address Space tab.

2.	Select an entry.

3.	Select Remove.


Using the Microsoft Mail for AppleTalk Connector
Chapter 10	 1 of 39

Using the Microsoft Mail for AppleTalk Connector

You can use the Microsoft Mail Connector to connect an MS Mail (AppleTalk®) server to a Microsoft Exchange Server. Microsoft Exchange Server uses the Microsoft Mail Connector to replace the function of the former Mail Connection Gateway. You use the Administrator program to configure and administer the Microsoft Mail Connector.

Microsoft Exchange Server uses components of the Microsoft Mail Connector and a gateway component for the MS Mail (AppleTalk) server to communicate with MS Mail (AppleTalk).

Microsoft Mail Connector interchange

A Windows NT Server service that routes and transfers messages between Microsoft Exchange Server and the Microsoft Mail Connector postoffice.

Microsoft Mail Connector postoffice

A temporary information store for messages in transit and a connection point for the Microsoft Exchange Connection.

Microsoft Mail Connector (AppleTalk) message transfer agent (MTA)

A Windows NT Server service that works with the Microsoft Exchange Connection to transfer messages using the MS Mail (AppleTalk) server.

Microsoft Exchange Connection

A gateway for the MS Mail (AppleTalk) server provided with Microsoft Exchange Server. This gateway works with the Microsoft Mail Connector (AppleTalk) MTA to transfer messages between the Microsoft Mail Connector postoffice and MS Mail (AppleTalk).

For more information on the Microsoft Mail Connector and its components, see Chapter 9, “Connecting to Microsoft Mail for PC Networks.”


Microsoft Mail Connector Requirements
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Microsoft Mail Connector Requirements

For each Microsoft Exchange Server computer there can be only one instance of the Microsoft Mail Connector in operation. However, you can have every Microsoft Exchange Server computer in your site operating a connector instance if desired. To use the Microsoft Mail Connector with MS Mail (AppleTalk), your Windows NT Server configuration must include:

Windows NT Services for Macintosh® installed on your Microsoft Exchange Server computer.

A Windows NT file system (NTFS) partition, which is required to support Services for Macintosh. The Microsoft Exchange Server must be installed on the NTFS partition.

For information on NTFS, partitions, installing or converting file systems, and installing Services for Macintosh and related network software, see your Windows NT Server documentation.


Microsoft Exchange Connection Requirements
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Microsoft Exchange Connection Requirements

The Microsoft Exchange Connection software is installed on the MS Mail (AppleTalk) server. The MS Mail (AppleTalk) server requirements include the following:

A Macintosh computer with an extra 2 megabytes of RAM in addition to the basic RAM requirements for an MS Mail (AppleTalk) server.

Enough hard disk space available for storing incoming and outgoing messages until transfer is made to the Microsoft Mail Connector postoffice.

Microsoft Mail for AppleTalk Networks version 3.1c or later.

System 7.1 or later.

For more information on MS Mail (AppleTalk) requirements and setup, see your MS Mail for AppleTalk Networks documentation.


Microsoft Mail Connector Setup
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Microsoft Mail Connector Setup

Setting up the Microsoft Mail Connector to communicate with MS Mail (AppleTalk) includes the following:

Making the Microsoft Mail Connector postoffice Macintosh accessible.

Configuring the Microsoft Mail Connector components.

When this process is complete, you can install, configure, and start the Microsoft Exchange Connection gateway software on an MS Mail (AppleTalk) server.

For Microsoft Exchange Connector installation information, see the Microsoft Exchange Server Installation Guide.


Quick Start
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Microsoft Mail Connector Setup

Quick Start

To set up the minimum configuration requirements for a Microsoft Mail Connector (AppleTalk), use the following list of procedures in the order in which they appear.

Task	Description
Create a Macintosh-accessible volume.	A Macintosh-accessible volume must be created on the Microsoft Exchange Server computer for the MS Mail (AppleTalk) server to connect to the volume.
Configure the Connector Interchange property page.	From the Connector Interchange property page, you must assign an administrator’s mailbox and configure the MS Mail (AppleTalk) MTA.
Connect to the Microsoft Mail Connector postoffice.	You must connect to the Connector postoffice from the Macintosh server to configure the Microsoft Exchange Connection software. The MS Mail (AppleTalk) administrator should configure the Chooser to connect to the volume that contains the Connector postoffice at startup.
Install and configure the Microsoft Exchange Connection.	Specify the postoffice location.    Set the gateway options.    Set the gateway connection times.    Install access connection software on additional mail servers for indirect access.
Start the MS Mail (AppleTalk) MTA service.	Start the MS Mail (AppleTalk) MTA service from the Control Panel.
Test the Connection.	Send a mail message from a Microsoft Exchange Client to an MS Mail (AppleTalk) recipient. Send a message from a MS Mail (AppleTalk) client to a Microsoft Exchange recipient.


Macintosh-Accessible Volume
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Microsoft Mail Connector Setup

Macintosh-Accessible Volume

A Macintosh-accessible volume is a directory on the computer running Windows NT Server that is made available to Macintosh clients. The directory that contains the Microsoft Mail Connector postoffice must be created as a Macintosh-accessible volume. Once the volume has been created, MS Mail (AppleTalk) servers can view and exchange files with the connector. You can create a Macintosh-accessible volume from the MacFile menu in File Manager.


Creating a Macintosh-Accessible Volume
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Microsoft Mail Connector Setup

Macintosh-Accessible Volume

Creating a Macintosh-Accessible Volume

A Macintosh-accessible volume must be created on the Microsoft Exchange Server computer for the MS Mail (AppleTalk) server to connect to the volume. Before creating a Macintosh-accessible volume, check that Windows NT Services for Macintosh is installed on the Microsoft Exchange Server computer.

1.	From File Manager, select the \EXCHSRVR\CONNECT\MSMCON\MAILDATA directory.

2.	From the MacFile menu, choose Create Volume.

3.	Type a volume name.

4.	Type and confirm a password.

5.	Verify that the This volume is read only check box is cleared.

6.	Clear the Guests can use this volume check box.

7.	Select a user limit.

Option	Description
Volume Name	The name used when connecting to Microsoft Exchange Server from the MS Mail (AppleTalk) server. MAILDATA is the default.
Password	Use by the MS Mail (AppleTalk) server when connecting to this volume. If you want message transfer to start automatically when the Macintosh computer starts or restarts, do not enter a volume password.
Guests Can Use This Volume	Clear the guest access to the Connector postoffice volume to preserve message security. This option is selected by default.
User Limit	Select Allow, and type or select a number to limit simultaneous connections to this volume. The default is Unlimited.


Setting Permissions for a Volume
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Microsoft Mail Connector Setup

Macintosh-Accessible Volume

Setting Permissions for a Volume

Permissions for a volume are equivalent to Macintosh file sharing, which specifies which users can use a volume or folder. You can grant permissions for a Windows NT Server user account, group, or both to connect to the volume from the Chooser. Sufficient permissions must be set for the MS Mail (AppleTalk) administrator to access the Microsoft Mail Connector volume. Once the administrator has sufficient permissions, the volume can be viewed from the MS Mail (AppleTalk) server and configured for mail transfer.

1.	From File Manager, select the directory you’ve designated as a Macintosh-accessible volume.

2.	From the MacFile menu, choose Permissions.

3.	Select an owner and a primary group.

4.	Select all permissions for the owner and primary group.

5.	Clear all permissions for Everyone.

6.	Select the Replace permissions on subdirectories check box.

7.	Clear the Cannot move, rename, or delete check box.

Option	Description
See Files	Allows the owner, primary group, or all users to view and open files in this volume. This permission is selected by default.
See Folders	Allows the owner, primary group, or all users to view and open directories in this volume. This permission is selected by default.
Make Changes	Allows the owner, primary group, or all users to add or delete files and directories as well as save changes to files in this volume. This permission is selected by default.
Replace permissions on subdirectories	Select to copy the permissions you just set to all directories within this volume. This option is cleared by default.
Cannot move, rename, or delete	Select to prevent users from moving, renaming, or deleting the volume or subdirectories. This option is cleared by default.


Microsoft Mail Connector Interchange
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Use the Interchange property page to configure how the connector interchange translates information between Microsoft Exchange Server and the Connector postoffice. To configure the Microsoft Mail Connector interchange you must:

Assign an Administrator’s Mailbox for receiving delivery status messages.

Set up the Microsoft Mail Connector (AppleTalk) MTA.

Note

OLE compatibility settings in the Maximize MS Mail 3.x Compatibility check box affect only connections to MS Mail (PC).

Getting to the Interchange property page

1.	In the Administrator window, choose the site container where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click the Microsoft Mail Connector.

3.	Select the Interchange tab.


Assigning an Administrator’s Mailbox
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Assigning an Administrator’s Mailbox

Use the Interchange property page to assign an Administrator’s Mailbox to receive delivery status messages.

Tip

You can create a mailbox called Postmaster to receive delivery messages.

1.	Select the Interchange tab.

2.	Choose Change.

3.	Select a recipient for the Administrator’s Mailbox.

Option	Description
Show Names from the	Select an organization, site, or container.
Type Name Or Select from List	Type a name or select one from the list.
Properties	Display the properties for the mailbox.
Find	Search for a name based in a specific set of criteria.


Enabling Message Tracking
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Enabling Message Tracking

The Microsoft Exchange Administrator program has a tool used for tracking message movement that can be applied when troubleshooting message flow. You can follow the progress of a message as it passes from the Microsoft Exchange Server information store to the Connector postoffice. To use this tool, you must first enable message tracking in the Interchange property page.

1.	Select the Interchange tab.

2.	Select Enable message tracking.

For more information on message tracking, see Chapter 17, “Troubleshooting Tools and Resources.”


Setting up the Microsoft Mail Connector (AppleTalk) MTA
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Microsoft Mail Connector Setup

Microsoft Mail Connector Interchange

Setting up the Microsoft Mail Connector (AppleTalk) MTA

The Microsoft Mail Connector (AppleTalk) MTA is responsible for moving messages between the MS Mail (PC) and Macintosh areas of the Microsoft Mail Connector postoffice. When you enable the Microsoft Mail Connector (AppleTalk) MTA, it is added to the list of available Windows NT Server services. Once the Microsoft Mail Connector (AppleTalk) MTA has been configured, you can start the service from either the Control Panel or Server Manager.

Note

The Connector MTAs property page is used only when configuring MS Mail for PC Networks.

1.	Select the Interchange tab.

2.	In the Microsoft Mail Connector (AppleTalk) MTA Options box, choose Configure.

3.	Under Set Status, select Enable Microsoft Mail Connector (AppleTalk) MTA.

4.	Under Startup, select a method for starting the Microsoft Mail Connector (AppleTalk) MTA service.

Option	Description
Start Automatically at System Startup	Runs the Microsoft Mail Connector (AppleTalk) MTA with the Windows NT Server services at system startup. For message transfer, you need to restart the Microsoft Exchange Server computer.
Manual Start	Manually starts the Microsoft Mail Connector (AppleTalk) MTA from either the Windows NT Control Panel or Server Manager. For message transfer, you need to start the Microsoft Mail Connector (AppleTalk) MTA service.
For more information on starting or stopping Microsoft Exchange Server services, Chapter 1, “Administering Microsoft Exchange Server.”


Local Postoffice Properties
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Microsoft Mail Connector Setup

Local Postoffice Properties

Use the Local Postoffice property page to view or modify the network and postoffice name of the Microsoft Mail Connector. These names are used to identify the Microsoft Exchange Server externally for routing services between MS Mail postoffices and Microsoft Exchange Server. The default names are determined during installation from the Microsoft Exchange Server organization and site names. In a typical configuration, you would not change these names.

Getting to the Local Postoffice property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Local Postoffice tab.


Modifying Local Postoffice Name and Password
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Microsoft Mail Connector Setup

Local Postoffice Properties

Modifying Local Postoffice Name and Password

Use the Local Postoffice property page to change the network name and postoffice name for the Connector postoffice. You can also assign or reassign an existing password for the Connector postoffice. For example, you may want to group a set of postoffices by a single network name. You can change a Connector postoffice name in the Local Postoffice property page and then regenerate the change to represent the new MS address for the postoffice.

The Connector interchange and all instances of the Connector (PC) MTA read the network and postoffice name at startup. If you want the changes you have made to take effect immediately, stop and then restart the Connector interchange and Connector (PC) MTAs using the procedures in Chapter 1, “Administering Microsoft Exchange Server.”

Warning

Any change to network or postoffice names will cause regeneration of the MS e-mail address for the Connector postoffice. Changing the network or postoffice name after message transfer has started will cause messages that were in transit during the change to be returned. You must modify the external listing for the Connector postoffice for all MS Mail postoffices connected directly or indirectly to the connector. You must also stop, reconfigure, and restart all MS Mail gateways and occurrences of the External program.

1.	Select the Local Postoffice tab.

2.	In the Network box, type a network name.

3.	In the Postoffice box, type a postoffice name.

4.	In the Sign-on Password box, type a password.

5.	Choose Regenerate.

Option	Description

Network	The MS Mail network name (up to 10 characters) of the MS Mail Connector postoffice. The default name is based on the Microsoft Exchange Server organization name.

Postoffice	The MS Mail postoffice name (up to 8 characters) of the MS Mail Connector postoffice. The default name is based on the Microsoft Exchange Server site name.

Sign-on ID	The serial number identifier assigned during installation. It cannot be changed.

Sign-on Password	The password (up to 8 characters) required to connect to the MS Mail Connector postoffice. The default is PASSWORD.

Regenerate	Regenerates the Connector postoffice address.


Connections Properties
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Microsoft Mail Connector Setup

Connections Properties

Most of the options in the Connections property page are specific to MS Mail (PC). You can view the Connector MTA message queue for messages intended for an MS Mail (AppleTalk) recipient, but you cannot create, modify, or delete an MS Mail (AppleTalk) connection. A connection is configured when you enable the MS Mail (AppleTalk) Connector MTA in the Interchange property page.

Getting to the Connections property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Connections tab.

For information on configuring the Connector MTA, see “Setting up the Microsoft Mail Connector (AppleTalk) MTA” earlier in this chapter.


Viewing the MS Mail (AppleTalk) Message Queue
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Microsoft Mail Connector Setup

Connections Properties

Viewing the MS Mail (AppleTalk) Message Queue

Use the Connections property page to view the Connector MTA message queue for mail pending transfer from the Connector postoffice to the MS Mail (AppleTalk) system. When you view the message queue you see a snapshot of the queue status. The ability to view message queue activity is useful for troubleshooting message progress through the connector.

Note

View the Connector MTA message queue for messages pending transfer before stopping the MS Mail (AppleTalk) Connector MTA service.

1.	Select the Connections tab.

2.	In the Connections box, select the AppleTalk Mail listing.

3.	Choose Queue.

4.	Select Refresh to update queue status information.

Option	Description
Refresh	Updates the display to reflect the current queue status.
Delete	Deletes a message from the queue.
Return	Returns a message, and removes it from the queue.
Send Non-Delivery Reports when messages are deleted	Sends a notice to the sender when message is deleted from the queue. This option is selected by default.


Removing a Message From the MS Mail (AppleTalk) Message Queue
10	Using the Microsoft Mail for AppleTalk Connector	17 of 39

Microsoft Mail Connector Setup

Connections Properties

Removing a Message From the MS Mail (AppleTalk) Message Queue

Use the Connections property page to delete or return a message from the Connector MTA message queue. When a message is deleted from the MTA queue, you have the option of sending a non-delivery report to the sender.

1.	Select the Connections tab.

2.	In the Connections box, select the AppleTalk Mail listing.

3.	Choose Queue.

4.	Select a message.

5.	Select Delete or Return to remove the message from the queue.

Option	Description
Refresh	Updates the display to reflect the current queue status.
Delete	Deletes a message from the queue.
Return	Returns a message, and removes it from the queue.
Send Non-Delivery Reports when messages are deleted	Sends a notice to the sender when the message is deleted from the queue. This option is selected by default.


General Properties
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Microsoft Mail Connector Setup

General Properties

Use the General property page to set the basic properties for the Microsoft Mail Connector. You can establish the limits for message size transfer between MS Exchange Server and MS Mail. You can also determine installation and the date of last modification for the Microsoft Mail Connector.

Getting to the General property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the General tab.


Defining Message Size Limits
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Microsoft Mail Connector Setup

General Properties

Defining Message Size Limits

You can define a size limit for messages passed through the connector. When you define a size limit, it is applied to both MS Mail (PC) and MS Mail (AppleTalk) systems. Setting a maximum message size can reduce the amount of traffic across your network.

1.	Select the General tab.

2.	Under Message size, determine a limit value.

Option	Description

No limit	Messages of all sizes transferred. This is the default.

Maximum (K)	Maximum message size (1 to 9999999 kilobytes) to be transferred.


Microsoft Mail Connector Address Space
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Microsoft Mail Connector Setup

Microsoft Mail Connector Address Space

Once the procedures for configuring the Microsoft Mail Connector interchange are complete, a default address space for MS Mail (AppleTalk) is automatically created. This new address space listing is designated as type MSA, for Microsoft Mail (AppleTalk). No additional address information is specified. Messages destined for any Microsoft Mail (AppleTalk) mail server will be processed by the Microsoft Mail Connector.

Getting to the Address Space property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Address Space tab.

For more information on address space options and routing for MS Mail (AppleTalk) systems, see the Microsoft Exchange Server Concepts and Planning Guide.


Defining Additional Addressing and Routing Information
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Microsoft Mail Connector Setup

Microsoft Mail Connector Address Space

Defining Additional Addressing and Routing Information

Use the Address Space property page to define additional addressing and routing information for this Microsoft Mail Connector. You can then specify which MS Mail (AppleTalk) servers are to be serviced by the Microsoft Mail Connector. For example, your site may have more than one instance of the Microsoft Mail Connector servicing multiple MS Mail (AppleTalk) servers. For each Microsoft Mail Connector, you can specify the address information of individual MS Mail (AppleTalk) servers to which you would like to route messages.

Note

When configuring the interchange, the Microsoft Mail Connector address space routes messages to all MS Mail (AppleTalk) servers by default. When connecting a single MS Mail (AppleTalk) server, no additional address space configuration is necessary.

1.	Select the Address Space tab.

2.	Choose New General.

3.	In the Type box, type MSA for an MS Mail (AppleTalk) address space.

4.	In the Address box, type the address information.

5.	In the Cost box, type a routing cost.

6.	Choose OK to return to the Address Space property page.

Option	Description

Address	Enter address information using the MS Mail (AppleTalk) server addressing format (accountname@servername). Wildcard characters can be used within the address space. For example, typing *@SALES matches MARK@SALES and MARIE@SALES. If you want all messages of the type MSA to be sent through this connector, leave this box empty.

Cost	Enter routing cost for messages sent through the connector at this address space. The default is 1.


Editing an Address Space Entry
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Microsoft Mail Connector Setup

Microsoft Mail Connector Address Space

Editing an Address Space Entry

In some cases, an existing address space entry may require modification. You can edit the address space type, address format, and routing cost for the connector in the Address Space property page.

For example, you may want to restrict message delivery to group of MS Mail (AppleTalk) servers. By editing the address format for specific servers, you can list only the servers maintained by the connector.

1.	Select the Address Space tab.

2.	Select an entry.

3.	Choose Edit.

4.	Make the changes you want.

For information on the MSA Properties dialog box options, see “Defining Additional Addressing and Routing Information” earlier in this chapter.


Removing an Address Space Entry
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Microsoft Mail Connector Setup

Microsoft Mail Connector Address Space

Removing an Address Space Entry

You may need to remove an address space entry. For example, to modify routing of an MS Mail (AppleTalk) server through another instance of an MS Mail Connector, you can remove the server listing from one connector and add it to another.

1.	Select the Address Space tab.

2.	Select an entry.

3.	Choose Remove.


Diagnostics Logging
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Microsoft Mail Connector Setup

Diagnostics Logging

You can control how logging information for the Microsoft Mail Connector is written to the Windows NT Event Log. You can specify the types of events that are logged for the Microsoft Mail Connector and the level of logging information for each event. Viewing the event log for connector services is useful when troubleshooting message transfer through the connector.

Getting to the Diagnostics Logging property page

1.	In the Administrator window, choose the site where the Microsoft Mail Connector is installed, and choose Connections.

2.	Double-click MS Mail Connector.

3.	Select the Diagnostics Logging tab.


Setting up Connector Diagnostic Logging
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Microsoft Mail Connector Setup

Diagnostics Logging

Setting up Connector Diagnostic Logging

You can enable logging for three connector services to be written to the application event log. For each category you can assign a level of logging. The level determines which events generated by that service are logged. Normally, you would want to log only critical events. However, when a problem occurs, detailed events may disclose a path to the source of the problem. The three service categories available for logging are:

MSExchangeMSMI. Connector interchange activity for message transfer to and from Microsoft Exchange Sever and the Connector postoffice.

MSExchangePCMTA. Connector (PC) MTA activity for MTA transport between the Connector postoffice and a directly connected MS Mail (PC) postoffice.

MSExchangeATMTA. Connector (AppleTalk) MTA activity for MTA transport between the MS Mail (PC) and the MS Mail (AppleTalk) areas of the Connector postoffice.

1.	Select the Diagnostics Logging tab.

2.	In the Category box, select a service category.

3.	In the Logging Level box, select a level.

Option	Description

None	Only critical events and error events are logged. This is the default.

Minimum	Very high-level events are logged. This setting is appropriate for the beginning of an investigation when the location of the problem is in doubt.

Medium	This setting is appropriate when the problem has been narrowed to a service or group of categories.

Maximum	A complete trail of the operation of the service. This level is appropriate when the problem has been traced to a particular category.

For more information on diagnostics logging, see Chapter 17, “Troubleshooting Tools and Resources.”


Microsoft Exchange Connection Setup
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Microsoft Exchange Connection Setup

From a Macintosh computer on your LAN, you can connect to the Connector postoffice after you configure it as a Macintosh-accessible volume on the Windows NT Server computer. The MS Mail (AppleTalk) server computer uses AppleShare®, a Macintosh file sharing protocol, to connect to the Connector postoffice just as if it were an AppleShare server.

Setting up the Microsoft Exchange Connection includes the following tasks:

Connect to the Microsoft Mail Connector postoffice.

Install the Microsoft Exchange Connection software.

Configure the Microsoft Exchange Connection.

Set the connection times.


Connecting to the Microsoft Mail Connector Postoffice
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Microsoft Exchange Connection Setup

Connecting to the Microsoft Mail Connector Postoffice

You must connect to the Connector postoffice from the Macintosh server to install Microsoft Exchange Connection software. The MS Mail (AppleTalk) administrator should configure the Chooser to connect to the volume that contains the Connector postoffice at startup. If the volume is not available to the Macintosh server, mail will not be transferred.

1.	From the Apple menu, choose the Chooser.

2.	Choose the AppleShare icon.

3.	In the Select a file server box, select the name of the Microsoft Exchange Server computer and choose OK.

4.	Type the name and password for accessing the volume.

5.	Choose OK to display the available volumes.

6.	In the Select the items you want to use box, select the volume that contains the Microsoft Mail Connector postoffice and choose OK.

7.	Select the check box to the right of the volume to open the connection at startup.

8.	Choose OK, and quit the Chooser.

Option	Description

Name	The name you specified when creating the volume (typically the Microsoft Exchange Server service account).

Password	The password you specified when creating the volume (typically the Microsoft Exchange Server service account).

Guest	Select if you have chosen to allow guests to use this volume.

Registered User	Select if you have set permissions on this volume to exclude guest users and allow registered users.


Installing Microsoft Exchange Connection Files
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Microsoft Exchange Connection Setup

Installing Microsoft Exchange Connection Files

Microsoft Exchange Server provides a floppy disk of all the files required to install the Connection gateway. Before you install the Microsoft Exchange Connection, you must first install the necessary files on your mail server.

1.	Insert the Microsoft Exchange Connection floppy disk into a floppy drive on your MS Mail (AppleTalk) server.

2.	Double-click Installer.

3.	Choose Install.

4.	Choose Restart.


Installing the Microsoft Exchange Connection Gateway
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Microsoft Exchange Connection Setup

Installing the Microsoft Exchange Connection Gateway

You can install Microsoft Exchange Connection software on the MS Mail (AppleTalk) server you want to act as the gateway to Microsoft Exchange Server. The installation places a Macintosh Chooser extension, the MS Mail GW, into the Extensions folder of the server System folder. For more information, see your Microsoft Mail for AppleTalk Networks documentation.

1.	Log on to mail as network manager.

2.	Open the MS Exchange Connection folder.

3.	Open the Connection Installer folder.

4.	Choose Exchange Connection Installer.

5.	Select a gateway.

6.	From the Gateway menu, choose Install Gateway.

7.	Select GW and choose Install.

8.	In the Gateway ID box, type a gateway identifier.

9.	In the Gateway Name box, type a new name for this gateway.

10.	Choose OK.

11.	Select the templates you want to install.

12.	Choose OK to complete the Microsoft Exchange Connection installation.

13.	From the File menu, choose Quit.

Option	Description

Gateway ID	Enter a unique gateway identifier for each MS Mail (AppleTalk) site. The default is NC (2 characters).

Gateway name	The name for the gateway you are installing. The default is Exchange Connection.

Gateway templates	Install only the templates for gateways you will access.


Microsoft Exchange Connection Configuration
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Microsoft Exchange Connection Setup

Microsoft Exchange Connection Configuration

After the Microsoft Exchange Connection has been installed, you can configure the basic connection options. While configuring the gateway connection, the MS Mail (AppleTalk) administrator selects the Connector postoffice volume from which messages are to be exchanged and sets options for the amount, size, and age of messages handled by the gateway. In addition, the administrator specifies the logging level for gateway activity and the connection times.


Specifying the Postoffice Location
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Microsoft Exchange Connection Setup

Microsoft Exchange Connection Configuration

Specifying the Postoffice Location

If you are configuring the MS Mail Connection for the first time, you must specify the location of the Connector postoffice. To move messages, the MS Mail GW extension must know the location of the Connector postoffice. Once the location has been established, you can determine parameters for messages being passed through the gateway.

Note

The gateway configuration is stored in the MACGATE.INI file on the Microsoft Exchange Server computer.

1.	Log on to mail as network manager.

2.	From the Mail menu, choose Gateway, and then choose Configuration.

3.	Choose OK to locate the connection store directory.

4.	Select Desktop, and choose Open.

5.	Select MAILDATA and choose Open.

6.	Select MACGATE and choose Open.

7.	Type values for Blocking Factor, Aging Factor, and Max Size.

8.	Select a logging level.

9.	Specify whether you want code page translation and whether the gateway is to service only registered users.

10.	Choose Update.

Option	Description

Blocking Factor	The maximum number of messages that can be transferred per gateway cycle. The default is 10.

Aging Factor	The maximum amount of time a message can stay in the Connector postoffice before a message is sent to the network manager. A value of zero prevents warning messages from being sent. The default is 0.

Max Size	The maximum message size including attachments. The default is 100K.

Critical	Logs only major message transfer failures. This is the default.

Errors	Logs only message transfer failures.

Details	Logs all message transfer activity.

Code Page Translation	Clear to prevent mapping of characters from one code page to another. This option is selected by default.

Registered Users Only	Select to let only users with gateway accounts send messages through this gateway. This option is cleared by default.

If you have already specified the location of the Connector postoffice in a previous installation and would like to reconfigure an existing gateway configuration, see “Setting Gateway Options” later in this chapter.


Setting Gateway Options
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Microsoft Exchange Connection Setup

Microsoft Exchange Connection Configuration

Setting Gateway Options

Use the Gateway Configuration command set the basic gateway options. You can specify a new Connector postoffice, set gateway message parameters, and determine logging levels for the gateway connection.

Note

The Microsoft Mail Connector limits the length of an MS Mail (AppleTalk) user’s address to 252 characters. If a message is sent to the Microsoft Exchange Server from a user with a longer address, it is returned as non-deliverable.

1.	Log on to mail as network manager.

2.	From the Mail menu, choose Gateway Configuration.

3.	Choose Set to connect to a different Connector postoffice.

4.	Type values for Blocking Factor, Aging Factor, and Max Size.

5.	Under Logging, select a logging level.

6.	Specify whether you want code page translation and whether the gateway is to service only registered users.

7.	Choose Update, and restart the server.

Option	Description

Blocking Factor	The maximum number of messages that can be transferred per gateway cycle. The default is 10.

Aging Factor	The maximum amount of time a message can stay in the Connector postoffice before a message is sent to the network manager. A value of zero prevents warning messages from being sent. The default is 0.

Max Size	The maximum message size including attachments. The default is 100K.

Critical	Logs only major message transfer failures. This is the default.

Errors	Logs only message transfer failures.

Details	Logs all message transfer activity.

Code Page Translation	Clear to prevent mapping of characters from one code page to another. This option is selected by default.

Registered Users Only	Select to let only users with gateway accounts send messages through this gateway. This option is cleared by default.

If you are configuring the MS Mail Connection for the first time, see “Specifying the Postoffice Location” earlier in this chapter.


Setting the Gateway Connection Times
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Microsoft Exchange Connection Setup

Microsoft Exchange Connection Configuration

Setting the Gateway Connection Times

After you configure the basic Microsoft Exchange Connection gateway settings, you can configure the gateway connection times. You can limit the amount of time the gateway connection is in service. For example, you may want to restrict message exchange to a specific time of day due to network bandwidth or leased line cost considerations.

1.	From the Mail menu, choose Gateway Connect Times.

2.	Choose the Microsoft Exchange Connection icon.

3.	Under Connect to gateway service, select an option.

4.	If you chose At the times selected in the chart below, select times to connect and transfer messages in the schedule grid.

5.	Choose Update.

Option	Description
Never	Select to stop message transfer.
Always	Select to connect on a continuous basis. The default is 1 minute.
At the times selected in the chart below	Select to set up specific connection times in the schedule grid.
Connect immediately when there is outgoing mail	Overrides the specified schedule for outgoing messages only.


Access Connection Gateway Installation
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Microsoft Exchange Connection Setup

Access Connection Gateway Installation

After you install the Microsoft Exchange Connection on an MS Mail (AppleTalk) server, you can use an access connection gateway for additional servers you want to connect to Microsoft Exchange Server through the gateway. An access connection gateway allows mail servers not directly connected to the Microsoft Mail Connector to exchange messages with recipients on a Microsoft Exchange Server.

For example, you may have an MS Mail (AppleTalk) system with multiple servers. You can configure the Microsoft Exchange Connection on one server that will serve as a gateway postoffice. You can then install the access gateway connection on the remaining MS Mail (AppleTalk) servers. These servers will have an indirect connection through the Microsoft Exchange Connection for sending messages to Microsoft Exchange Server recipients. Setting up an access gateway is a two-part process that requires:

Extracting the access connection gateway from the server on which the Microsoft Exchange Connection gateway is installed.

Installing the access connection gateway on another MS Mail (AppleTalk) server.

For more information on how access connection gateways work, see your Microsoft Mail for AppleTalk Networks documentation.


Extracting the Access Connection Gateway
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Microsoft Exchange Connection Setup

Access Connection Gateway Installation

Extracting the Access Connection Gateway

You can extract the access connection gateway from the Microsoft Exchange Connection. Extracting the access connection gateway is done from the Microsoft Exchange Connection floppy disk. When the access connection gateway is extracted from the server on which the Microsoft Exchange Connection is installed, an icon is placed on the Microsoft Exchange Connection floppy disk. This is used for installing the access connection gateway on MS Mail (AppleTalk) servers.

1.	Log on to mail as network manager.

2.	Insert the Microsoft Exchange Connection gateway floppy disk.

3.	Choose Exchange Connection Installer.

4.	In the Gateways Installed On This Server box, select the Exchange Connection Gateway.

5.	From the Gateway menu, choose Extract Access Gateway.

6.	Type a name for the access gateway, and choose Save.


Installing the Access Connection Gateway
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Microsoft Exchange Connection Setup

Access Connection Gateway Installation

Installing the Access Connection Gateway

Before you install an access connection gateway on an MS Mail (AppleTalk) server, make sure you have completed the procedure for extracting the access connection gateway. You can use an access connection gateway component for mail servers you want to connect to Microsoft Exchange Server indirectly through the Microsoft Exchange Connection.

Note

Gateway addresses that are not supported by the Microsoft Exchange Connection are not available for installation.

1.	Log on to mail as network manager.

2.	Insert the Microsoft Exchange Connection gateway floppy disk.

3.	Choose Exchange Connection Installer.

4.	From the Access menu, choose Install Access Gateway.

5.	Select the access connection gateway file you extracted from the server with the Microsoft Exchange Connection gateway, and then choose Install.

6.	Select the templates you want to install.

7.	Choose OK.


Test the Connections
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Test the Connections

After you configure the Microsoft Mail Connector and the Microsoft Exchange Connection, you should test the connection before allowing general message transfer or starting any messaging-based services. To test the connection, send a message from a Microsoft Exchange Client to an MS Mail (AppleTalk) recipient. To ensure a complete connection from both sides of the connector, you can send a message from an MS Mail (AppleTalk) client to a Microsoft Exchange Server recipient. Because address lists have not been exchanged between systems, you must enter the network, postoffice, and mailbox names for any recipients you wish to send a test message to.

For information on synchronizing directory information, see Chapter 14, “Synchronizing Directories with Other Systems.”


Using the Microsoft Exchange Client
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Test the Connections

Using the Microsoft Exchange Client

You can test the Microsoft Mail Connector by sending test messages from a Microsoft Exchange Client to an MS Mail (AppleTalk) recipient. This will determine if the Microsoft Exchange Server side of the connector is functioning correctly.

Before you send a test message from a Microsoft Exchange Client to an MS Mail (AppleTalk) recipient, create a custom recipient address for the mailbox you are sending the test message to. Once the address is created, the recipient will appear in your personal address book. You must know the user name and server name for the recipient.

1.	In the Microsoft Exchange Client, compose a new message.

2.	Choose To.

3.	Choose New.

4.	Choose MacMail Address.

5.	Type the Display name, User name, and Server name.

6.	Send the test message.

Option	Description

Display name	The name that will appear in your personal address book.

User name	The mailbox name of the recipient you are sending mail to, for example, network administrator.

Server name	The name of the MS Mail (AppleTalk) server you are sending mail to.


Using the MS Mail (AppleTalk) Client
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Test the Connections

Using the MS Mail (AppleTalk) Client

You can test the Microsoft Mail Connector by sending test messages from an MS Mail (AppleTalk) client to a Microsoft Exchange Server recipient. This will determine if the MS Mail (AppleTalk) side of the connection is functioning correctly.

Before you send a test message from an MS Mail (AppleTalk) client to a Microsoft Exchange Server recipient, create an address for the mailbox you are sending the test message to. Once the address is created, the recipient will appear in your address list. You must know the network, postoffice, and mailbox names for the recipient. This information can be found in the Microsoft Exchange Server Administrator program.

Note

If you send messages using the Bcc feature in MS Mail (AppleTalk) to Microsoft Exchange or MS Mail (PC) users, the information in the Bcc line appears in the To box when the message is received.

1.	In the MS Mail (AppleTalk) client, choose the Note icon.

2.	Choose the PC Mail Gateway icon.

3.	Type the Friendly Name, Network, Post Office, and Mailbox information.

4.	Choose Add.

5.	Choose Close.

6.	Send the test message.

Option	Description

Friendly Name	The name that will appear in your personal address book.

Network	The Microsoft Mail Connector network name, which can be found in the Local Postoffice property page.

Post Office	The Microsoft Mail Connector postoffice name, which can be found in the Local Postoffice property page.

Mailbox	The MS Mail (PC) name for the recipient, which can be found in the recipient’s E-mail Addresses property page. For example, Jonathan Fredricks will have an MS listing of jonathanf.


Using the Internet Mail Connector
Chapter 11	 1 of 51

Using the Internet Mail Connector

Microsoft Exchange Sever provides connectivity to the Internet and other systems using Simple Mail Transfer Protocol (SMTP). The connector, called the Microsoft Exchange Internet Mail Connector, provides access and message exchange to and from any system that uses SMTP.

The Internet Mail Connector is fully integrated with Microsoft Exchange Server and the Microsoft Windows NT Server. It is configured using the Microsoft Exchange Server Administrator program. You can administer the Internet Mail Connector from any Windows NT Server that is part of your local area network (LAN).


Before You Begin
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Before You Begin

Before you set up the Internet Mail Connector you should review the following list to ensure you have the proper environment configured and that you have the details you will need for the Internet Mail Connector configuration procedures:

For improved security and performance, the Internet Mail Connector should be run on a Microsoft Windows NT Server using Windows NT file system (NTFS) rather than a file allocation table (FAT) file system.

Know the addressing scheme for your organization.

Determine the SMTP address for the site.

Determine the address space the Internet Mail Connector will service.

Identify a mailbox recipient who will receive non-delivery status notifications.

Obtain the host name and domain name of the computer on which the Internet Mail Connector will be installed.

Determine whether Domain Name Service (DNS) will be used to provide domain name-to-Internet Protocol (IP) address resolution.

Obtain the IP address of DNS servers or the SMTP hosts that will service the Internet Mail Connector.


Quick Start
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Quick Start

To set up the Internet Mail Connector for the minimum configuration requirements, use the following list of procedures in the order in which they appear.

Task	Description
Installing and configuring TCP/IP	Install Windows NT TCP/IP, and specify the host and domain name. If DNS will be used, enter the IP address of the DNS servers.
Adding the Internet Mail Connector computer to DNS	If using DNS, add the host name, domain name and IP address to the DNS serving the Internet Mail Connector computer.
Updating the hosts file when not using DNS	If not using DNS, use Hosts files to specify the host name and IP address of the hosts to which the Internet Mail Connector will forward mail. Add these hosts to the Connections property page of the Internet Mail Connector.
Configuring various property pages	Verify the site address, assign the administrator’s mailbox, and define the address space; specify whether to deliver all messages to a single host or whether to deliver messages using DNS.
Starting the Internet Mail Connector service	Use the Services option in Windows NT Control Panel to start the Internet Mail Connector.
Testing the connection	Test the connection to ensure that the Internet Mail Connector is configured properly.
Note

When changes are made to the Internet Mail Connector, you must stop the Microsoft Exchange Internet Mail Connector service and then restart it for the changes to take effect.


Installing and Configuring TCP/IP
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Quick Start

Installing and Configuring TCP/IP

The Internet Mail Connector uses Windows NT TCP/IP for its transport protocol. To use the Internet Mail Connector, you must install Windows NT TCP/IP and specify the host name and domain name.

1.	Start the Network option in Control Panel.

2.	In the Installed Network Software box, choose TCP/IP Protocol and choose Configure.

3.	In the TCP/IP Configuration dialog box, choose DNS.

4.	Type the host name of the computer and the domain name where it resides. These are the elements that create the fully qualified domain name (FQDN) that the Internet Mail Connector must be associated with in the A record of the DNS specified in the hosts file.

5.	If you are using DNS, type the IP address of one or more DNS name servers in the Domain Name Service (DNS) Search Order box. These are the DNS servers the Internet Mail Connector will query to resolve domain names for outbound mail. Register the Internet Mail Connector with a DNS or in the hosts file of an SMTP host.

If DNS is not used, see “Updating the Hosts File When Not Using DNS” later in this chapter.

For information about installing TCP/IP, see your Microsoft Windows NT documentation.


Adding the Internet Mail Connector Computer to DNS
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Quick Start

Adding the Internet Mail Connector Computer to DNS

You may have access to DNS through your Internet provider, or someone in your organization may be responsible for maintaining the DNS. This section will help you understand DNS terminology and how it is used with Microsoft Exchange Server.

You should be familiar with the following DNS terms:

A (address) records

Contains the IP address and the fully qualified domain name (FQDN) of a computer, so the address in a message can be resolved and the message sent to the proper host. For example, if the host name in the TCP/IP configuration is imchost, and the domain name in the TCP/IP configuration is company.com, and the IP address is 123.45.67.89, the A record in DNS would be:

imchost.company.com. IN A 123.45.67.89

MX (mail exchanger) records

Used to point to one or more computers that will process mail for an organization or site. If the Microsoft Exchange Server SMTP site address is different from the host and domain name configured in TCP/IP, an MX record should be used to associate the address with an A record. For example, if the Microsoft Exchange Server site address is exchange.company.com, and the TCP/IP configuration specifies a host name of imchost and a domain name of company.com, the MX record would be:

exchange.company.com. IN MX 10 imchost.company.com.

Note

Using both an A record and an MX record can result in faster name resolution.

Add the host and domain name, and the IP address of the computer running the Internet Mail Connector to DNS.

For more information, see Chapter 3 in the Microsoft Exchange Server Concepts and Planning Guide, your DNS administrator, Internet provider, or DNS documentation.


Updating the Hosts File When Not Using DNS
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Quick Start

Updating the Hosts File When Not Using DNS

If you are not using DNS, you must use the local Hosts file to specify the IP address and the domain name of all hosts to which the Internet Mail Connector will transfer messages. In addition, you must add the domain name and IP address of the Internet Mail Connector computer to the Hosts file of all SMTP servers that will deliver mail to the Internet Mail Connector. If the SMTP servers delivering mail to the Internet Mail Connector are using DNS and the Internet Mail Connector computer has entries in available DNS servers, the Hosts file does not need to be updated on those servers.

If you do not use DNS, use the Connections property page to list the hosts to which the Internet Mail Connector will forward mail. The host names listed in the Connections property page must be listed in the hosts file of the computer running the Internet Mail Connector, unless you have listed hosts by IP address.

The hosts file is located in the WINNT\SYSTEM32\DRIVERS\ETC directory. The following is a sample entry in a hosts file:

123.45.67.123	sales.fab.com

1.	Add the IP address and the host and domain names to the local hosts file.

2.	Notify any SMTP hosts that will be forwarding mail to the Internet Mail Connector so the Internet Mail Connector host name, domain name, and IP address can be added to the SMTP hosts file or to DNS.


Configuring Various Property Pages
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Quick Start

Configuring Various Property Pages

After you have installed and configured TCP/IP and have updated the DNS or hosts file, you must configure the Internet Mail Connector property pages and the Site Address property page. If you do not configure these property pages, the Internet Mail Connector service will not start, or the service may start, but the connector will not be functional. The following is a list of the minimum tasks that must be performed for the Internet Mail Connector to be properly configured.

Procedure	Chapter
Assigning an Administrator’s Mailbox	In this chapter and Chapter 4, “Setting Up Recipients.”
Creating an Address Space	In this chapter and Appendix A, “Addressing.” Also, see the Microsoft Exchange Server Concepts and Planning Guide.
Setting Up Site Addresses	Chapter 2, “Setting Up Your Site.”
Delivering All Messages to a Single Host or Delivering Messages Using DNS	In this chapter.


Starting the Internet Mail Connector Service
11	Using the Internet Mail Connector	8 of 51

Quick Start

Starting the Internet Mail Connector Service

The Microsoft Exchange Internet Mail Connector service will not start until the basic configuration is complete. The service is set to Manual by default, so you need to start the service using the Services option in Windows NT Control Panel. You can also configure the service to start automatically.

For more information about starting Windows NT services, see Chapter 1, “Administering Microsoft Exchange Server.”


Testing the Connection
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Quick Start

Testing the Connection

When you finish configuring the Internet Mail Connector and have started the service, you should test its operation before beginning general message transfer.

1.	Send a message from your site to an SMTP server using the Microsoft Exchange Client.

2.	Verify that the message arrives at the recipient’s mailbox on the SMTP server.

3.	Have someone send a message to your site from the SMTP server or reply to a message sent from you.

4.	Verify that the message arrives.

If the message is delayed or does not arrive, see Chapter 17, “Troubleshooting Tools and Resources” and Chapter 18, “Troubleshooting Your System.”


Internet Mail Properties
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Quick Start

Internet Mail Properties

Use the Internet Mail property page to configure the address type to be used for outbound messages, the administrator’s mailbox, message content, character sets, and message tracking.

Getting to the Internet Mail property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the Internet Mail tab.


Assigning an Administrator’s Mailbox
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Quick Start

Internet Mail Properties

Assigning an Administrator’s Mailbox

Use the Internet Mail property page to assign an Administrator’s Mailbox to receive non-delivery status notifications and all messages delivered to the postmaster of this Internet Mail Connector.

1.	Select the Internet Mail tab.

2.	Under Administrator’s Mailbox, choose Change.

3.	Select a recipient for the Administrator’s Mailbox.

Option	Description
Show Names from the	Select an organization, site, or container.
Type Name or Select from List	Type a name or select one from the list.
	Display the properties for the mailbox.
	Search for a name based on a specific set of criteria.
For more information about the delivery status messages sent to the Administrator’s Mailbox, see “Setting Up Non-Delivery Report (NDR) Notifications” later in this chapter.


Specifying an Address Type for Sender Addresses
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Quick Start

Internet Mail Properties

Specifying an Address Type for Sender Addresses

The address type is used by the Internet Mail Connector to define the e-mail address that will be used for the sender and recipient of an outbound message. This is useful when your organization is using multiple Internet Mail Connectors. One connector may service internal SMTP addresses, so the address type used by that connector may be different from the address type used to send mail outside the organization. The address type typically matches the address space of the connector.

For example, when Bill Lee sends a message within the Ferguson and Bardell organization, the message travels through Internet Mail Connector 1, which has an Address Type of IMC1. Bill’s proxy address for type IMC1 is bill@sales.com. When the recipient sends a reply to Bill, the message will be addressed to bill@sales.com.

When Bill Lee sends a message to his colleague on the Internet, the message travels through Internet Mail Connector 2, which has an address type of IMC2. Bill’s IMC2 proxy address is defined as BillL@FAB.com. When the recipient sends a reply to Bill, the reply address will be BillL@FAB.com.

The address type should correspond with an address type you have specified for recipient e-mail addresses. Custom recipients should have this address type specified as well. One-off addresses, those addresses outside the organization that are not defined as custom recipients, should be addressed using the appropriate address template.

You can use directory import to add another address of the same type or to create new address types. The following is an example of the headers that would be used with directory import to create a secondary proxy address. To create a new proxy address, replace secondary-proxy-addresses with proxy-addresses.

Obj-Class,mode,common-Name,secondary-proxy-addresses

Mailbox,modify,AlexEd,SMTP:AlexEd@ENA.FAB.com

Mailbox,modify,AmyAn,SMTP:AmyAn@ENA.FAB.com

Mailbox,modify,AaronCon,SMTP:AaronC@ENA.FAB.COM

1.	Select the Internet Mail tab.

2.	Under Address Type, type an address type of any length for which there is a proxy address defined. The default is SMTP.

For more information about using directory import and adding recipients, see Chapter 15, “Maintaining Your Organization.” For more information about site addressing, see Chapter 2 “Setting Up Your Site.” For more information about defining custom recipients and mailboxes, see Chapter 4, “Setting Up Recipients.”


Setting Up Non-Delivery Report (NDR) Notifications
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Quick Start

Internet Mail Properties

Setting Up Non-Delivery Report (NDR) Notifications

You can configure the Internet Mail Connector to notify the administrator when non-delivery reports (NDRs) are generated by the Internet Mail Connector. Use the Internet Mail property page to specify what types of NDRs will be reported to the administrator.

1.	Select the Internet Mail tab.

2.	Under the Administrator’s Mailbox, choose Notifications.

3.	Select an option.

Option	Description
Always send notifications when non-delivery reports are generated	Select to send notifications to the administrator for all NDRs. The box is cleared by default.
Send notifications for these non-delivery reports	Select to specify the types of NDRs the administrator will receive. By default, the Multiple matches for an E-Mail address occurred is the only option selected.


Specifying the Default Attachment Content Format
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Quick Start

Internet Mail Properties

Specifying the Default Attachment Content Format

Use the Internet Mail property page to specify whether outbound messages with attachments will be encoded using Multipurpose Internet Mail Extensions (MIME) or UNIX-to-UNIX Encode (uuencode). This option can be specified by e-mail domain. These settings override the default format.

Settings configured in the Microsoft Exchange Client will override the default setting and settings specified by e-mail domain. If the client specifies no content format option, and no match is found in the e-mail domain options, the default setting will be used.

Note

Message content should be set for UUENCODE when transferring messages to Microsoft Mail 3.x with Microsoft Mail Gateway to SMTP.

1.	Select the Internet Mail tab.

2.	Under Send Attachments Using, select MIME or UUENCODE.

Choosing MIME means that all attachments will be encoded using MIME, except the situations listed above. If a MIME message is delivered to a non-MIME-aware client, the attachment may not be usable.

For more information about MIME and uuencode, see the Microsoft Exchange Server Concepts and Planning Guide. For more information about e-mail domain options, see “Specifying Message Content by E-mail Domain” later in this chapter.


Specifying the Default Character Set
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Quick Start

Internet Mail Properties

Specifying the Default Character Set

Use the Internet Mail property page to specify the default uuencode character set to be used when sending outbound uuencode messages and receiving inbound non-MIME messages. You can also specify the default characters set for outbound MIME messages. The Internet Mail Connector should be configured to match remote SMTP hosts otherwise, the characters that the recipient sees in the message may be misrepresented.

1.	Select the Internet Mail tab.

2.	In the Character Set Translation box, select the character set to be used with MIME and non-MIME messages.


Enabling Rich Text for Outbound Messages
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Quick Start

Internet Mail Properties

Enabling Rich Text for Outbound Messages

Use the Internet Mail property page to configure the Internet Mail Connector to send outbound messages using Microsoft Exchange rich text character formatting such as bold, color, and italic. This option also allows preservation of attachment position and the ability to include OLE objects as message attachments.

The attachment information in uuencode mode is included in a file called WINMAIL.DAT. In MIME mode, this information is included in a body part tagged using the MIME content type of application/ms-tnef. If the recipient is not a MAPI client, and rich text is enabled, the recipient may complain about receiving these attachments. To avoid this situation, use one of the following methods:

Disable rich text for the domain of non-MAPI recipients.

Disable rich text for each custom recipient.

Disable rich text in the sender’s personal address book entry for the recipient.

Disable rich text for the Internet Mail Connector.

When the Internet Mail Connector is used as a site connector, this option should be set to Always or User. Rich text should always be enabled when transferring messages to the Microsoft Mail Gateway to SMTP.

Note

To set the Microsoft Exchange rich text for custom recipients, use the Advanced property page for custom recipients.

To set Microsoft Exchange rich text for a recipient in the personal address book of the Microsoft Exchange Client, select the Always send to this recipient in Microsoft Exchange rich-text format box in the SMTP - Address property page.

1.	Select the Internet Mail tab.

2.	Under Message Content Information, choose Interoperability.

3.	In the Send Microsoft Exchange rich text formatting box, select User, Always, or Never.

Option	Description

Always	Always send Microsoft Exchange rich text regardless of how the recipient is configured in the sender’s personal address book or how the recipient is defined as a custom recipient.

User	Send Microsoft Exchange rich text only when enabled for the recipient. This is the default.

Never	Never send Microsoft Exchange rich text regardless of how the recipient is configured in the sender’s personal address book or how the recipient is defined as a custom recipient.

For information about setting these options by e-mail domain, see “Specifying Message Content by E-mail Domain” later in this chapter.


Disabling Out-Of-Office Responses
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Quick Start

Internet Mail Properties

Disabling Out-Of-Office Responses

The Microsoft Exchange Client can be configured to automatically generate replies to messages received while out of the office. You can stop out-of-office replies from being sent to the Internet.

1.	Select the Internet Mail tab.

2.	Under Message Content Information, choose Interoperability.

3.	Select or clear Disable Out of Office responses to the Internet.

Option	Description
Disable Out of Office Responses To The Internet	Select to stop out-of-office responses to the Internet. This is the default. Clear to allow out-of-office responses to the Internet.
For information about setting these options by e-mail domain, see “Specifying Message Content by E-mail Domain” later in this chapter.


Disabling Automatic Replies to the Internet
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Quick Start

Internet Mail Properties

Disabling Automatic Replies to the Internet

The Microsoft Exchange Client can be configured to automatically generate replies to messages. You can stop these messages from going to the Internet using the option in the Internet Mail property page.

1.	Select the Internet Mail tab.

2.	Under Message Content Information, choose Interoperability.

3.	Select or clear Disable Automatic Replies to the Internet.

Option	Description
Disable Automatic Replies to the Internet	Select to suppress automatic replies to messages received by the Internet Mail Connector. This is the default.
	Clear to allow automatic replies returned to the Internet.
For information about setting these options by e-mail domain, see “Specifying Message Content by E-mail Domain” later in this chapter.


Disabling Display Names for Outbound Messages
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Quick Start

Internet Mail Properties

Disabling Display Names for Outbound Messages

The Internet Mail Connector can be configured to send outbound messages with the sender’s display name in addition to the sender’s e-mail address. The display name is usually the full name of the sender. For example, Bill Lee’s e-mail address might be billl@fab.com, and his display name Bill Lee.

Use the Internet Mail property page to enable or disable sending display names with outbound messages. To view the display name for a recipient, use the recipients container E-mail Addresses property page.

1.	Select the Internet Mail tab.

2.	Under Message Content Information, choose Interoperability.

3.	Select or clear Disable sending Display names to the Internet.

Option	Description
Disable sending Display names to the Internet	Clear to enable display names for messages sent through the Internet Mail Connector. This is the default. Select to disable display names for messages sent through the Internet Mail Connector.
For information about setting these options by e-mail domain, see “Specifying Message Content by E-mail Domain” later in this chapter.


Specifying the Maximum Number of Characters Per Line
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Quick Start

Internet Mail Properties

Specifying the Maximum Number of Characters Per Line

Use the Internet Mail property page to specify the number of characters to be displayed on each line of an outbound uuencode message. Message text word-wrap cannot be configured for MIME messages. The ability to display a specific number of characters per line depends on the receiving station’s capabilities.

Note

Microsoft Mail for PC Networks expects to receive a maximum of 76 characters per line.

1.	Select the Internet Mail tab.

2.	Under Message Content Information, choose Interoperability.

3.	Under Message text word wrap, select Never or At column.

Option	Description

Never	Do not wrap text on outbound messages.

At column	Wrap the lines at the specified column. The default is column 76.

For information about setting these options by e-mail domain, see “Specifying Message Content by E-mail Domain” later in this chapter.


Specifying Message Content by E-mail Domain
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Quick Start

Internet Mail Properties

Specifying Message Content by E-mail Domain

If you want to use different encoding methods and character sets for individual domains, use the E-Mail Domain option in the Internet Mail property page. These settings will override the default message content information and allow you to configure individual domains separately.

For example, you may want to use the MIME encoding method for the subdomain sales.fab.com and the uuencode encoding method for the domain fab.com. To do this, list the subdomain before the domain.

Note

UUENCODE and rich text should be specified when transferring messages to the Microsoft Mail Gateway to SMTP.

1.	Select the Internet Mail tab.

2.	Choose E-Mail Domain.

3.	In the E-Mail Domain dialog box, choose Add.

4.	Select the maximum message size, attachment encoding method, and character set translation options for this domain.

Option	Description
E-Mail Domain	Type the domain name. Subdomains and fully qualified domain names are allowed. IP addresses and wildcard characters are not allowed. The Internet Mail Connector will search the list starting at the top and will move down until a match is found. Therefore, subdomains should be listed before domains.
Maximum message size	Specify the maximum number of kilobytes for outbound messages, or select No limit.  The maximum message size specified in the General property page of the Internet Mail Connector will be applied first. Do not specify a maximum message size when using the Internet Mail Connector to connect Microsoft Exchange Server sites.
Send Attachments Using	Select an encoding method for message attachments. Settings chosen in the Microsoft Exchange Client will override this option. If the client specifies none, and a domain match is not found, the Internet Mail Connector default encoding method will be used.
Interoperability	Choose whether to specify interoperability options such as Microsoft Exchange rich text, word-wrap, and automatic replies.
Character Set Translation	Select the character sets that will be used for content conversion.
For more information about setting the maximum message size, see “Specifying the Maximum Message Size” later in this chapter. For more information about content format, see “Specifying the Default Attachment Content Format” earlier in this chapter. For more information about character sets, see “Specifying the Default Character Set” earlier in this chapter. For more information about rich text, see “Enabling Rich Text for Outbound Messages” earlier in this chapter. For more information about automatic replies, see “Disabling Out-of-Office Responses” and “Disabling Automatic Replies to the Internet” earlier in this chapter.


Connections Properties
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Quick Start

Connections Properties

Use the Connections property page to configure transfer mode, message delivery, security, retry interval, and message time-out options for the Internet Mail Connector.

Getting to the Connections property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the Connections tab.


Specifying Inbound and Outbound Transfer Modes
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Quick Start

Connections Properties

Specifying Inbound and Outbound Transfer Modes

Use the Connections property page to configure the Internet Mail Connector to accept inbound messages, send outbound messages, both, or none. In an organization using one Internet Mail Connector, you set the transfer mode to both send and receive messages. In an organization using multiple Internet Mail Connectors, you can balance responsibility for sending and receiving messages among the connectors. Use the None option when you want to suspend further message activity when preparing to remove or move the Internet Mail Connector.

1.	Select the Connections tab.

2.	Under Transfer Mode, select Inbound & Outbound, Inbound Only, Outbound Only, or None.

Option	Description

Inbound & Outbound	Accept inbound messages and send outbound messages.

Inbound Only	Accept only inbound messages.

Outbound Only	Send only outbound messages.

None (Flush Queues)	Do not accept inbound or outbound messages. This allows time for pending messages to be delivered.


Defining the Maximum Number of Connections and Messages Sent
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Quick Start

Connections Properties

Defining the Maximum Number of Connections and Messages Sent

You use the Connections property page to specify the maximum number of inbound and outbound connections the Internet Mail Connector will accept and initiate respectively at one time. You can also define the maximum number of messages sent during each connection and adjust the number of connections and messages based on resources available in your environment. Some mail systems only can accept one connection at a time.

The maximum number of combined inbound and outbound connections cannot exceed 255.

Tip

Use the Windows NT Performance Monitor to view current connections.

1.	Select the Connections tab.

2.	Under Transfer Mode, choose the Advanced button.

3.	Type a number in the appropriate box.

Option	Description
Max No. of Inbound Connections	The maximum number of inbound connections the Internet Mail Connector can accept at one time.
Max No. of Outbound Connections	The maximum number of outbound connections the Internet Mail Connector can make at one time.
Max No. of Connections to a single host	The maximum number of connections the Internet Mail Connector can make to a single host at one time.
Max No. of Messages sent in a connection	The maximum number of messages to be sent during each outbound connection.
Reset default values	Return all options to default settings.


Delivering Messages Using DNS
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Quick Start

Connections Properties

Delivering Messages Using DNS

Use the Connections property page to specify whether all outbound messages will be routed using the routing information in the DNS. This is the default. Domains specified in outbound messages will be looked up in DNS. If the domain is found in DNS, the message will be delivered to the corresponding IP address. If the domain is not found, the message will be returned to the sender with an NDR.

1.	Select the Connections tab.

2.	Under Message Delivery, select Use domain name service (DNS) to route all outbound messages using domain name service queries. This also includes using a hosts file or WINS.

For information about specifying message delivery by e-mail domain, see “Delivering Messages by E-mail Domain” later in this chapter. For more information about DNS, see the Microsoft Exchange Server Concepts and Planning Guide.


Delivering All Messages to a Single Host
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Quick Start

Connections Properties

Delivering All Messages to a Single Host

Use the Connections property page to specify that all outbound messages be sent to a single host. If message delivery by e-mail domain is not specified, the message is delivered using the option specified in the Message Delivery section of the Connections property page.

Note

If the domain name of a host is specified, the domain name must be defined in the local Windows NT Server Hosts file or in the DNS. Otherwise, the Internet Mail Connector will not start.

1.	Select the Connections tab.

2.	Select Forward all messages to host, and type the IP address or host and domain name of the SMTP host.

Use the IP address rather than the computer name for the best performance.

For information about specifying message delivery by e-mail domain, see “Delivering Messages by E-mail Domain” later in this chapter.


Delivering Messages by E-mail Domain
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Quick Start

Connections Properties

Delivering Messages by E-mail Domain

Use the Connections property page to define the way messages will be delivered to the destination.

Note

This setting overrides the option you specified under Message Delivery.

1.	Select the Connections tab.

2.	Under Message Delivery, choose E-Mail Domain.

3.	Choose Add.

4.	Type the e-mail domain name, and specify whether messages will be delivered using DNS or to a specific host.

Option	Description
E-Mail Domain	Type the domain name for which you will specify delivery options. Fully qualified domain names (FQDN) with an ending period can be used.
Use DNS	Select when messages to the specified domain should be delivered using DNS queries.
Forward all messages for this domain to host	Type the host name or IP address of the SMTP host that will process messages for the specified domain. If any host name cannot be resolved the Internet Mail Connector will not start, and a Windows NT application event log message will be generated. This option can be configured to process SMTP mail messages in a round-robin style. For example, you can type a comma-separated list of multiple hosts: host1,host2,host3. The first message will be sent to host1, the second message to host2, the third message to host3, the fourth message to host1, and so on.
For more information about message delivery, see “Delivering Messages Using DNS” and “Delivering All Messages to a Single Host” earlier in this chapter.


Accepting or Rejecting Host Connections
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Quick Start

Connections Properties

Accepting or Rejecting Host Connections

Use the Connections property page, to reject incoming SMTP connections from a single IP address or range of IP addresses. By default the Internet Mail Connector accepts incoming SMTP connections from all hosts.

It is possible to specify a range of addresses to reject and to have a list within that range that should be excluded from the restriction. To do this, specify the hosts from which you will accept mail higher in the list than the more general range of hosts from which connections will be rejected.

1.	Select the Connections tab.

2.	Under Accept or Reject by Host, select Accept messages from all hosts or Accept or reject by host to specify a list.

3.	To accept or reject messages based on SMTP hosts, choose Specify Hosts.

4.	Accept or reject a connection from the specific host and identify the host by entering the IP address and mask.

Option	Description
Accept connection from this host	Allow the specified host to connect to the Internet Mail Connector computer.
Reject connection from this host	Do not allow the specified host to connect to the Internet Mail Connector computer.
IP Address	The IP address of the SMTP hosts that will be accepted or rejected. Wildcarding is accomplished using the Mask field. If you are only specifying a single IP address to be rejected, you do not need to use the Mask field.
Mask	To control access, the IP address specified is matched against the IP address of the host that is connecting to the Internet Mail Connector. The mask specifies which bits are relevant in the match. In Boolean logic, this is equivalent to exclusive-oring the addresses and then anding the result with the mask. If the result is zero, it is a match. For example: IP 192.11.154.0 Mask: 255.255.255.0  Therefore, any IP address in 192.11.154.n would match, where n = 1-254.


Setting the Retry Interval
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Quick Start

Connections Properties

Setting the Retry Interval

The Internet Mail Connector can be set to wait a specified number of hours before retrying a host to which a previous connection attempt has failed. If the Internet Mail Connector attempts to deliver a message to an SMTP host for which it has obtained an IP address and does not receive a response from the host, the connector attempts to reconnect after the period of time specified in the Retry interval box.

The first number in the list determines the time the Internet Mail Connector will wait between the initial delivery attempt and the first retry. The second number is the amount of time the Internet Mail Connector will wait between the first retry and the second retry, and so on. The last specified time interval will be repeated until either the connection is made or the specified time-out value has been reached.

1.	Select the Connections tab.

2.	Under Connector Message Queues, type the number of hours the Internet Mail Connector will attempt subsequent connections.

Option	Description

Retry interval (hrs)	The number of hours to wait before retrying a connection to a host to which delivery has previously been attempted. Values are separated by commas. Periods may be used to indicate partial hours. No spaces are allowed. The default is .25, .5, 1, 4.

For more information about time-out values, see “Specifying Message Time-out Values” later in this chapter.


Specifying Message Time-out Values
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Quick Start

Connections Properties

Specifying Message Time-out Values

Message time-out values can be specified for urgent (high importance), normal, and non-urgent (low importance) messages. If the time-out is reached before the message can be sent, the sender is notified with an NDR and the message is not sent.

1.	Select the Connections tab.

2.	Under Connector Message Queues, choose Message Timeouts.

3.	Type message time-out values in the appropriate boxes.

Option	Description
Urgent message timeout (hrs)	The maximum amount of time the Internet Mail Connector will try to send a message of high importance. The default is 24 hours. The maximum value is 999.
Normal message timeout (hrs)	The maximum amount of time the Internet Mail Connector will try to send a message of normal importance. The default is 48 hours. The maximum value is 999.
Non-urgent message timeout (hrs)	The maximum amount of time the Internet Mail Connector will try to send a message of low importance. The default is 72 hours. The maximum value is 999.


Controlling Notifications for Queued Mail
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Quick Start

Connections Properties

Controlling Notifications for Queued Mail

The Internet Mail Connector notifies the sender when an outbound message has been queued beyond the time specified in the Connections property page. You can disable notification. The default is to notify the sender only for queued mail of high importance.

1.	Select the Connections tab.

2.	Under Connector Message Queues, choose Message Timeouts.

3.	Select Notify sender for queued mail, and then select the check box for the type of mail for which the sender will be notified.

4.	Type the number of hours that will elapse before notification.

Option	Description
Urgent mail every (hrs)	Select to enable notification for messages of high importance. This is the default. Type a value for the number of hours before notification. The default is 4 hours.
Normal mail every (hrs)	Select to enable notification for messages of normal importance. Type a value for the number of hours before notification. When selected, the default is 12 hours.
Non-urgent mail every (hrs)	Select to enable notification for messages of low importance. Type a value for the number of hours before notification. When selected, the default is 24 hours.


Advanced Properties
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Quick Start

Advanced Properties

Use the Advanced property page to specify values for message parameters, message transfer times, and message transfer quota.

Getting to the Advanced property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the Advanced tab.


Specifying Message Parameters
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Quick Start

Advanced Properties

Specifying Message Parameters

Use the Advanced property page to control messages in the Internet Mail Connector OUT FOLDER.

1.	Select the Advanced tab.

2.	Under Message parameters, type values for each option.

Option	Description
Unread limit (msgs)	Defines the maximum number of messages that can be queued in the Internet Mail Connector information store OUT folder. The MTA will not deliver any messages to the Internet Mail Connector when the number of messages in the Internet Mail Connector information store OUT folder exceeds this value.
Back-off interval (min)	The amount of time the MTA will wait before attempting to send more messages to the Internet Mail Connector information store OUT folder.
Max unread time (min)	The amount of time a message can be queued before it is returned to the sender as non-deliverable.


Specifying Maximum Transfer Times
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Quick Start

Advanced Properties

Specifying Maximum Transfer Times

Use the Advanced property page to control the length of time messages are queued before they are returned as non-deliverable.

1.	Select the Advanced tab.

2.	Under Maximum transfer times, type values for each option.

Option	Description

Urgent message	The maximum number of minutes a message of high importance can be queued in the Internet Mail Connector information store folder before it is returned to the sender as non-deliverable.

Normal message	The maximum number of minutes a message of normal importance can be queued in the Internet Mail Connector information store folder before it is returned to the sender as non-deliverable.

Non-urgent message	The maximum number of minutes a message of low importance can be queued in the Internet Mail Connector information store folder before it is returned to the sender as non-deliverable.


Specifying Message Transfer Quota
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Quick Start

Advanced Properties

Specifying Message Transfer Quota

Use the Advanced property page to specify the maximum amount of combined data that can be queued in the Internet Mail Connector OUT folder.

1.	Select the Advanced tab.

2.	Under Message transfer quota, type values for each option.

Option	Description

No limit	The amount of data in the Internet Mail Connector information store OUT folder has no limit.

Quota (K)	Specifies the largest amount of combined data queued in the Internet Mail Connector information store OUT folder. The MTA will not deliver messages when this value is exceeded.


Connected Sites Properties
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Quick Start

Connected Sites Properties

When the Internet Mail Connector is used to connect to an existing Microsoft Exchange Server site, use the Connected Sites property page to ensure directory replication can take place and that other connectors in the organization can be accessed.

Note

Connected sites should list all sites that will receive mail through this Internet Mail Connector, regardless of direct or indirect connection to the connector. Knowledge of all other sites are inherited automatically through directory replication.

Getting to the Connected Sites property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the Connected Sites tab.


Creating a New Connected Site
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Quick Start

Connected Sites Properties

Creating a New Connected Site

Use the Connected Sites property page to set up or modify an Internet Mail Connector connection to another site.

1.	Select the Connected Sites tab.

2.	Choose New.

3.	Type the organization name and site name.

Option	Description

Organization	The directory name of the organization.

Site	The name of the site that will be connected.


Specifying the Routing Address for Connected Sites
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Quick Start

Connected Sites Properties

Specifying the Routing Address for Connected Sites

Use the Routing Address property page to provide the fully qualified domain name (FQDN) of the Internet Mail Connector that will receive mail for the site you are currently configuring. The Internet Mail Connector encapsulates the Distinguished Name (DN) on the message, adds an @ sign, and then appends the routing address to create a fully qualified domain name for the SMTP address.

For example, the DN might be o=FAB ou=site cn=bill. Because this is not a valid SMTP address, the Internet Mail Connector encapsulates the address.

Note

When you add a site to the list of connected sites, messages are sent to the site that is directly connected by this Internet Mail Connector. The directly connected remote site then forwards messages to the final destination (which may be several hops away.)

1.	Select the Connected Sites tab.

2.	Choose New or the site to be modified.

3.	Select the Routing Address tab.

4.	Type the Type, Cost, and Address.

Option	Description

Type	The address type is SMTP.

Address	The details of the address that you want appended to the message. This is the domain name or fully qualified domain name of the SMTP host or Internet Mail Connector at another Microsoft Exchange Server site.

Cost	The value associated with sending to this address, connector, or SMTP host. It can be a number between 1 and 100. The default is 1.


Address Spaces
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Quick Start

Address Spaces

Connectors are used to create paths for messages to be sent outside a site. These paths are represented by address spaces. Address spaces can be used to balance the messaging load when you use multiple Internet Mail Connectors. For example, if you have two Internet Mail Connectors, you can designate one connector to process messages destined for domainA and domainB and the other to process messages destined for domainC. However, if you use two Internet Mail Connectors to handle a large throughput to a single domain, you can configure both connectors to process the same addresses for equal load balancing.

To route all SMTP messages through an Internet Mail Connector, choose the New Internet template and choose OK without typing an e-mail domain. To route all messages to company.com through an Internet Mail Connector, choose the New Internet template and type company.com under E-Mail Domain.

The cost associated with each address space is used to optimize outbound message routing but does not affect message reception. Routing costs range from 1 to 100. All mail is sent using the route with the lowest cost. If two or more routes are available with the same cost, the load placed on the routes is roughly equal.

Getting to the Address Space property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the Address Space tab.


Specifying the Address Space
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Quick Start

Address Spaces

Specifying the Address Space

You use the Address Space property page to enter information about the addresses you want the connector to process.

1.	Select the Address Space tab.

2.	Choose a button to create a new address space, or select an address from the list to modify an existing address space.

For more information about addresses, see Appendix A, “Addressing” or the Microsoft Exchange Server Concepts and Planning Guide.


Using Routing Addresses for Address Space Entries
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Quick Start

Address Spaces

Using Routing Addresses for Address Space Entries

To send mail to recipients using an address type other than the type specified in the Internet Mail property page, configure an address space for that address type, and use the Routing Address property page to specify the FQDN of the computer to which the Internet Mail Connector will forward messages.

This address is important when configuring an Internet Mail Connector to exchange messages between two Microsoft Exchange Server sites. Messages to recipients not listed in the Microsoft Exchange Server directory can be routed if they have different address types from the address type specified in the Internet Mail property page.

Note

Only the first entry of any one type of address space will be used.

1.	Select the Address Space tab.

2.	Choose New [address type].

3.	Specify an address space in the General property page, and then select the Routing Address tab.

4.	Type the address type and address.

Option	Description

Type	An address type associated with recipients, such as SMTP or X.400. This value is should match the Address Type in the Internet Mail property page.

Address	The FQDN of the computer to which the Internet Mail Connector will forward messages.

For more information about configuring address spaces and using the General property page, see Appendix A, “Addressing.”


Delivery Restrictions Properties
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Quick Start

Delivery Restrictions Properties

Use the Delivery Restrictions property page to accept or reject messages from any sender listed in the Microsoft Exchange Server directory. For example, if a message is addressed to a foreign system, it is returned to the sender if the sender’s address is in the Reject messages from box or does not appear in the Accept messages from box. Delivery restrictions are optional and do not affect incoming messages. The default is to accept messages from all senders and reject messages from none.

Getting to the Delivery Restrictions property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the Delivery Restrictions tab.

For more information about using delivery restrictions, see Chapter 4, “Setting Up Recipients.”


MIME Types Properties
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Quick Start

MIME Types Properties

The Internet Mail Connector can assign appropriate file extensions for inbound attachments provided the MIME content type and corresponding file extensions are defined in the MIME Types property page. For example, you can specify that all attachments with a content type of application/msword are automatically be given a .DOC extension. For outbound attachments, a MIME type is used for the file extensions listed in the MIME Types property page.

Note

Duplicate entries are allowed for both the content type and the file extension. The first occurrence found in the list is the mapping that will be used.

Getting to the MIME Types property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the MIME Types tab.


Creating a New MIME Type
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Quick Start

MIME Types Properties

Creating a New MIME Type

In MIME, there are primary types, which describe the general content of a message, and subtypes, which further describe the specific data. The two types are separated by a forward slash (/), such as text/plain.

1.	Select the MIME Types tab.

2.	Choose New.

3.	Type the MIME Content Type and Associated Extension.

Option	Description

MIME Content Type	Type the content for which you will associate an extension. Common types are text, application, multipart, image, audio, video, and message.

Associated Extension	Type the extension that will be associated with the content type. Do not use a period before the extension.


General Properties
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Quick Start

General Properties

Use the General property page to view the computer name, specify message size, and add an administrative note.

Getting to the General property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the General tab.


Specifying the Maximum Message Size
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Quick Start

General Properties

Specifying the Maximum Message Size

You can configure the maximum size of messages transported through the Internet Mail Connector using the General property page. This is useful when you do not want users sending messages with large attachments that might affect performance. This setting applies to both inbound and outbound messages. If the message size is exceeded, the message will be returned to the sender with an NDR.

You can restrict message size by e-mail domain. For outbound messages, the maximum message size in the General property page is applied before the maximum message size specified by the domain.

Note

Message size should not be restricted when using the Internet Mail Connector as a site connector. This is to ensure that system messages used for directory replication and information store updates are not prevented from passing through the Internet Mail Connector.

1.	Select the General tab.

2.	In the Message size box, select an option.

Option	Description

No limit	Send an inbound message of any size.

Maximum (K)	Specify a number between 1 and 9,999,999K

For more information about setting options by e-mail domain, see “Specifying Message Content by E-mail Domain” earlier in this chapter.


Permissions
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Quick Start

Permissions

You can assign specific permissions on the Internet Mail Connector for Windows NT accounts.

Getting to the Permissions property page

1.	In the Administrator window, choose Connections.

2.	Double-click the Internet Mail Connector to be modified.

3.	Select the Permissions tab.

For more information about using the Permissions property page, see Chapter 4, “Setting Up Recipients.”


Queues Properties
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Quick Start

Queues Properties

You can use the Internet Mail Connector Queues property page to view details about messages delivered to the Internet Mail Connector queues.

For more information about using the Queues property page, see Chapter 17, “Troubleshooting Tools and Resources.”


Diagnostics Logging Properties
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Quick Start

Diagnostics Logging Properties

Diagnostics logging levels determine which Internet Mail Connector events are written to the Windows NT Event Log and to the SMTP protocol log. They represent a progression of detail from recording only highly significant events, like an application failure, through moderately important events like receipt of messages across a gateway, to events relevant only to debugging. Typically, you want to log only critical events. However, when problems occur, diagnostics logging lets you change the logging levels to capture more detailed events.

For more information about using the diagnostics logging for the Internet Mail Connector, see Chapter 17, “Troubleshooting Tools and Resources.”


When to Add Additional Internet Mail Connectors
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When to Add Additional Internet Mail Connectors

You can add an Internet Mail Connector to a site that has an existing connector. Only one Internet Mail Connector can be installed on a single server.

You should consider adding another Internet Mail Connector when:

Backlogs regularly build up in one of the Internet Mail Connector queues.

A backup connector is required to eliminate any interruption of the mail transfer between the Microsoft Exchange Server site and the other SMTP hosts.

When your site has more than one Internet Mail Connector, you should consider the following:

If the amount of mail to specific domains on the SMTP messaging system can be divided, consider configuring each of the Internet Mail Connectors to process mail for specific domains only.

You can assign a cost to each Internet Mail Connector. This partially determines Internet Mail Connector throughput and can be used to optimize Internet Mail Connector performance.

If incoming and outgoing mail to the SMTP messaging system is balanced, consider configuring one Internet Mail Connector to process incoming messages and the other Internet Mail Connector to process outgoing messages.

When you add a new Internet Mail Connector, you may need to perform one or more of the following tasks:

Modify the address space of existing Internet Mail Connectors depending upon the address space you assign to the new Internet Mail Connector.

Change the maximum number of inbound and outbound connections of existing Internet Mail Connectors depending upon the number of inbound and outbound connections you want to assign to the new Internet Mail Connector.

Change the DNS or hosts file to reflect the existence of the new Internet Mail Connector host.

Change the mail exchanger (MX) records in DNS to forward mail to a new Internet Mail Connector host if the primary Internet Mail Connector is down or too busy.


Removing the Internet Mail Connector
11	Using the Internet Mail Connector	51 of 51

Removing the Internet Mail Connector

To remove an existing Internet Mail Connector stop new outbound messages arriving at the Internet Mail Connector, stop new inbound Internet messages from being accepted by the Internet Mail Connector, monitor queues until they are empty, and then remove the Internet Mail Connector.

1.	Remove all address space entries for the Internet Mail Connector. This allows MTAs to reroute messages to other Internet Mail Connectors servicing the same address spaces.

2.	If the Internet Mail Connector was used to connect Microsoft Exchange Server sites, remove all the entries in the Connected Sites property page. In addition, reconfigure all other Internet Mail Connectors that exchange messages directly with this Internet Mail Connector. If the Internet Mail Connector is the only one in the organization, all messages sent to the address spaces that were being serviced by the Internet Mail Connector will be returned to the senders as non-deliverable.

3.	Stop the Microsoft Exchange Internet Mail Connector.

4.	In the Administrator window, select the Internet Mail Connector, and the Connections tab.

5.	Under Transfer Mode, select None to flush the Internet Mail Connector queues.

6.	Start the Internet Mail Connector.

7.	Select the Queues property page to monitor all the queues.

8.	When the queues are empty, stop the Internet Mail Connector.

9.	Remove the Internet Mail Connector by running the Microsoft Exchange Setup program and clearing the check box for the Internet Mail Connector.

For more information about connected sites, see “Connected Sites Properties” earlier in this chapter. For more information about address spaces, see “Address Spaces” earlier in this chapter. For more information about using the Internet Mail property page, see “Internet Mail Properties” earlier in this chapter. For more information about using the Internet Mail Connector as a site connector, see the Microsoft Exchange Server Concepts and Planning Guide.


Replicating Public Folders
Chapter 12	 1 of 17

Replicating Public Folders

A public folder is a repository of information that a group of users can use to store, organize, retrieve, and distribute information. Public folders can be used in different ways. For example, a project manager can create a public folder for holding important background information about the project so that people joining the project can catch up on what is going on. A help desk group can create a public folder to store commonly asked questions and answers.

There are two parts to public folders:

Public folder hierarchy

The structure of the public folders as they are displayed in the Microsoft Exchange Client or the Administrator program.

Public folder content

The information that is contained in the public folder.

During public folder replication, the hierarchy is replicated to every public folder server, but the content is replicated only to where replicas have been set up by an administrator. When a user creates a public folder, its location in the hierarchy is replicated to every public folder server. If the new public folder is a top-level public folder, the contents of the new folder are on the user’s public folder server (as specified in the General property page of the user’s private information store). If the new public folder is not a top-level public folder, the contents are located on every public folder server that the parent’s contents are on.

Administering public folder replication involves:

Deciding which public folder replicas each public folder server will have.

Setting schedules for public folder replication (on a per-server or per-folder basis).

Setting up public folder affinities between sites.


Public Folder Replication
12	Replicating Public Folders	2 of 17

Public Folder Replication

A public folder can be configured to have replicas on multiple public folder servers. Each public folder server in the organization can have zero or one replica of each public folder. Each replica of a public folder is equivalent; that is, there is no master replica. The process of keeping these replicas up-to-date is called public folder replication. Replicas are useful for distributing user load on servers, distributing public folders geographically or across sites, and even as a means of backing up public folder data.


Public Folder Replicas
12	Replicating Public Folders	3 of 17

Public Folder Replication

Public Folder Replicas

You can create replicas of public folders from any site in your organization. During replication, changes made to items in the replica are sent out to all other replicas of the public folder throughout the organization. Changes made to the folder properties or the public folder hierarchy are replicated to all public folder servers (even ones without replicas of this folder). When you no longer want a specific replica, you can delete it from its information store.

When more than one replica of a public folder exists, connections users make are distributed automatically across all replicas that exist in a site. If a replica of the public folder exists on the user’s public folder server, the first attempted connection will be to that replica. If the replica cannot be connected to because a server is down or a network connection cannot be made, a connection to a different replica in that site will be attempted. Each replica in the site is attempted in turn. If none can be connected to in the site and public folder affinities are set up, replicas in different sites will be attempted.

Getting to the Public Information Store Instances property page

1.	In the Administrator window, choose Servers, and select a server.

2.	Double-click Public Information Store.

3.	Select the Instances tab.


Creating a Public Folder Replica
12	Replicating Public Folders	4 of 17

Public Folder Replication

Public Folder Replicas

Creating a Public Folder Replica

Use the Instances property page to create a replica of a public folder in a server’s public information store.

1.	Select the Instances tab.

2.	In the Site box, select one of the sites in your organization.

3.	In the Public folders box, select a public folder.

4.	Choose Add to create an instance of the public folder in this information store.

Option	Description
Public folders	Lists the public folders available within the selected site that are not replicated to this server.
Folders on this Information Store	Lists the public folders that are configured to replicate to this server.
Site	Lists the sites in the organization.
Add	Adds the selected public folder to the list displayed in the Folders on this Information Store box. All folders in this list will be replicated to your information store.
Remove	Removes the selected public folder from the list displayed in the Folders on this Information Store box.
Folder path	Displays the path of the public folder.
For information about creating a public folder replica on another server, see Chapter 4, “Setting Up Recipients.”


Removing a Public Folder Replica
12	Replicating Public Folders	5 of 17

Public Folder Replication

Public Folder Replicas

Removing a Public Folder Replica

You can remove a public folder replica from the information store for a variety of reasons. You may decide that you no longer want users in your site to have access to the information in a particular public folder or another replica of the public folder may be available on another server within the site.

1.	Select the Instances tab.

2.	In the Folders on this Information Store box, select a public folder, and choose Remove.

The name of the public folder is removed from the Folders on this Information Store box. The selected public folder replica is removed from this public information store.


Replication Status
12	Replicating Public Folders	6 of 17

Public Folder Replication

Replication Status

Use the Replication Status property pages for different views of replication status and to see if the replicas are up-to-date.


Viewing the Replication Status of all Servers Where a Specific Public Folder is Replicated
12	Replicating Public Folders	7 of 17

Public Folder Replication

Replication Status

Viewing the Replication Status of all Servers Where a Specific Public Folder is Replicated

You can view the replication status of all servers that a particular public folder is replicated on and see if the replicas are up-to-date.

1.	In the Administrator window, choose Public Folders.

2.	Select the public folder you want to configure, and choose Properties from the File menu.

3.	Select the Folder Replication Status tab.


Viewing the Replication Status of all Public Folders on a Specific Server
12	Replicating Public Folders	8 of 17

Public Folder Replication

Replication Status

Viewing the Replication Status of all Public Folders on a Specific Server

You can view the replication status of all public folders on a specific server and see if the replicas are up-to-date.

1.	In the Administrator window, choose Servers, and select a server.

2.	Double-click Public Information Store.

3.	Select the Folder Replication Status tab.


Viewing the Replication Status of all Servers That a Particular Server Replicates Public Folders With
12	Replicating Public Folders	9 of 17

Public Folder Replication

Replication Status

Viewing the Replication Status of all Servers That a Particular Server Replicates Public Folders With

You can view the replication status of all servers that a specific server replicates public folders with and see if the replicas are up-to-date.

1.	In the Administrator window, choose Servers, and select a server.

2.	Double-click Public Information Store.

3.	Select the Folder Replication Status tab.


Replication Schedules
12	Replicating Public Folders	10 of 17

Public Folder Replication

Replication Schedules

You can set up a replication schedule to determine how often changes to public folders are replicated to other servers and sites. You can set the schedule for all public folders on a server or for a specific public folder.

Getting to the Public Folder Replication Schedule property page

1.	In the Administrator window, choose Public Folders.

2.	Select the public folder you want to configure, and choose Properties from the File menu.

3.	Select the Replication Schedule tab.


Setting the Replication Schedule for a Specific Public Folder
12	Replicating Public Folders	11 of 17

Public Folder Replication

Replication Schedules

Setting the Replication Schedule for a Specific Public Folder

Use the Replication Schedule property page to determine when changes to this public folder are distributed to replicas of the public folder on other servers.

If the folder contains time-critical information that is updated regularly, such as information in a customer-tracking folder, you can set up more frequent replication to ensure that all replicas remain current. If the folder contains information that changes less often, such as company policy and procedures information, you can schedule less frequent replication.

Note

A schedule set for a specific public folder overrides the schedule set for a server.

1.	Select the Replication Schedule tab.

2.	Under Detail view, select a view of the schedule grid.

3.	Select Use Information Store Schedule, Never, Always, or Selected times to set the times for public folder replication.

Option	Description
Detail view	Select 1 Hour to view the schedule grid in one-hour increments. Select 15 Minute to view the schedule grid in 15-minute increments.
Use Information Store Schedule	Uses the schedule set in the Public Information Store Replication Schedule property page as the schedule for replicating this public folder.
Never	Disables public folder replication for this public folder.
Always	Runs replication every 15 minutes.
Selected times	Assigns specific replication times in the schedule grid.


Setting the Replication Schedule for all Public Folders on a Server
12	Replicating Public Folders	12 of 17

Public Folder Replication

Replication Schedules

Setting the Replication Schedule for all Public Folders on a Server

Use the Replication Schedule property page to determine when changes to all public folders on a server are distributed to replicas of the public folder on other servers.

Note

A schedule set for a specific public folder overrides the schedule set for a server.

1.	In the Administrator window, choose Servers, and select a server.

2.	Double-click Public Information Store.

3.	Select the Replication Schedule tab.

4.	Under Detail view, select a view of the schedule grid.

5.	Select Use Information Store Schedule, Never, Always, or Selected times to set the times for public folder replication.

Option	Description

Detail view 	Select 1 Hour to view the schedule grid in one-hour increments.

Select 15 Minute to view the schedule grid in 15-minute increments.

Never	Disables public folder replication for this server.

Always	Runs replication at the interval specified in the Replicate Always Interval box in the Public Information Store Advanced property page.

Selected times	Assigns specific replication times in the schedule grid.


Public Information Store Advanced Properties
12	Replicating Public Folders	13 of 17

Public Folder Replication

Public Information Store Advanced Properties

Use the Public Information Store Advanced property page to set replication message size and the frequency for public information store replication.

Getting to the Public Information Store Advanced property page

1.	In the Administrator window, choose Servers, and select a server.

2.	Double-click Public Information Store.

3.	Select the Advanced tab.


Setting Frequency and Message Size for Public Information Store Replication
12	Replicating Public Folders	14 of 17

Public Folder Replication

Public Information Store Advanced Properties

Setting Frequency and Message Size for Public Information Store Replication

During replication, public folders communicate changes between replicas by sending messages. You can limit the size of these messages by setting a replication message size limit. This limit is useful if you’re replicating across a connector or gateway that has a restriction on the size of messages that can flow through it. However, an item in a public folder cannot be broken up into multiple replication messages, so if there is a message in the public folder larger than the limit you set, the limit will be surpassed for that message. The replication interval is the frequency at which replication of the public information store occurs if you set the schedule to Always.

1.	Select the Public Information Store Advanced tab.

2.	In the Replicate always interval box, type a value.

3.	In the Replication message size limit box, type a value.

Option	Description
Replicate always interval (minutes)	Sets the frequency (in minutes) at which replication of the public information store occurs.
Replication message size limit (K)	Sets the maximum size of replication messages in kilobytes.


Public Folder Affinity
12	Replicating Public Folders	15 of 17

Public Folder Replication

Public Folder Affinity

Use the Public Folder Affinity property page to configure Microsoft Exchange Server so that clients in your site can connect to public folders in other sites. This allows them to access information in other sites without replicating the public folders to their current site.

By associating a cost with each site, you can determine the order in which the client will attempt to connect to other sites. For example, if a client attempts to connect to a public folder that has multiple replicas in other sites, a connection will be made to the site with the lowest cost first. Typically, sites with higher bandwidth connections should have lower costs.

Getting to the Information Store Site Configuration Public Folder Affinity property page

1.	In the Administrator window, choose Configuration.

2.	Double-click Information Store Site Configuration.

3.	Select the Public Folder Affinity tab.


Connecting to Public Folders in Other Sites
12	Replicating Public Folders	16 of 17

Public Folder Replication

Public Folder Affinity

Connecting to Public Folders in Other Sites

Users can connect to public folders in other sites within your organization. This allows them to access information in different sites without replicating the public folders to their current site.

Note

Users must have network connectivity to the other site before they can connect to a public folder on that site.

1.	Select the Public Folder Affinity tab.

2.	Select the site where you want to connect and choose Add.

Option	Description

Sites	A list of all sites in your organization.

Public folder affinity	A list of all sites to which connections can potentially be established when a client attempts to connect to a public folder outside the site.

Connected site cost	A number that determines the preference between sites if a public folder replica is available in more than one site. Set this value using the Set Value button.

Adds a site to the Public folder affinity box.

Removes a site from the Public folder affinity box.


Changing the Connected Site Cost
12	Replicating Public Folders	17 of 17

Public Folder Replication

Public Folder Affinity

Changing the Connected Site Cost

The connected site cost determines which public folder that your client tries to connect to if there are multiple copies of that public folder.

1.	Select the Public Folder Affinity tab.

2.	Select the site you want to set a site cost for.

3.	In the Connected site cost box, type the cost for the site and choose Set Value.

Option	Description

Connected site cost	Determines the preference between sites if a public folder replica is available in more than one site.

A number between 1 and 100 that determines the cost of each site. Sites with lower values are used first.


Replicating Directory Information
Chapter 13	 1 of 12

Replicating Directory Information

The Microsoft Exchange Server directory provides detailed information about an organization’s resources and recipients. The ability to share up-to-date directory information between Microsoft Exchange Server sites is a cornerstone of administering your organization. Replicating directory information from one server in a site to other servers through your organization guarantees every user that their data is current and accurate.

Duplicating information within directories through replication is the mechanism that updates the directories of all Microsoft Exchange Server computers within a site and between sites with the same information. Within a site, directory replication is automatic.

Before setting up directory replication, verify that the Microsoft Exchange Server computers in the local and remote sites are installed and running correctly. Also, make sure you can exchange messages between sites and that you have started all required services necessary to run the Administrator program.


Directory Replication Processes
13	Replicating Directory Information	2 of 12

Directory Replication Processes

There are two different processes that keep directory information current throughout the organization:

Directory replication within a site.

Directory replication between sites.

Within a site, directory replication is automatic and starts about five minutes after a change is made to a directory object. The directory where the change was made notifies all other directories, one directory at a time, through a remote procedure call (RPC). Each directory responds to the notification by sending a request for updates. After receiving the updates, all directories are current.

A directory replication connector connects directories at different sites together. To set up directory replication between sites, you must create and configure a directory replication connector. This connector describes a bidirectional replication link between the two sites. You must designate one server in each site that will be responsible for requesting updated directory information from the other site and schedule the specific times that directory replication will occur.

At the scheduled times, the directory in the local site sends a request for directory updates to the remote site. The directory in the remote site packages any directory updates in a message and sends them back to the requesting site. Upon receiving the updated messages, the directory at the local site is updated with current information, and replication automatically begins to update all other server directories within the site.

Note

You can view directory information that has been replicated from another site, but you cannot make changes to the other site unless you have the appropriate permissions and can establish an RPC connection to a server in that site.


Directory Replication Between Sites on the Same Network
13	Replicating Directory Information	3 of 12

Directory Replication Between Sites on the Same Network

You can share directory information between two Microsoft Exchange Server sites that are on the same local area network (LAN). Before starting this procedure, make sure that:

A messaging connection exists between the two sites so that replication messages can be exchanged. Generally, a Site Connector is used to connect two sites on the same LAN.

You know the name of the server in the remote site that will be in charge of processing and responding to requests for updated directory information (the bridgehead server).

You have Administrator permissions for the sites where you are establishing the directory replication relationship.


Setting up Directory Replication Between Sites on the Same LAN
13	Replicating Directory Information	4 of 12

Directory Replication Between Sites on the Same Network

Setting up Directory Replication Between Sites on the Same LAN

To set up directory replication between sites on the same LAN, you need to:

Create a directory replication connector in both sites. Because the sites are on the same LAN, you can create and configure both directory replication connectors at the same time.

Indicate the bridgehead server in each site that will be in charge of processing and responding to requests for updated directory information.

Establish a schedule to determine when requests for updated directory information are issued.

Specify the remote site where replication will take place.

Note

Configuring both sites concurrently saves time, reduces the chance of configuration errors and is recommended when both sites are located on the same LAN.

1.	In the Administrator window, choose Directory Replication.

2.	From the File menu, choose New Other, and then choose Directory Replication Connector.

3.	Select Yes, the remote site is available on this network.

4.	In the Server in remote site box, type the name of the server in the remote site.

5.	Select Configure both sites to create and configure a directory replication connector in the remote site automatically.

6.	Choose OK to display the Directory Replication Connector General property page.


Directory Replication Between Sites on Different Networks
13	Replicating Directory Information	5 of 12

Directory Replication Between Sites on Different Networks

You can share directory information between two sites that do not have LAN connectivity. Before starting this procedure, make sure that:

A messaging connection exists between the two sites so replication messages can be exchanged. This can be accomplished with a connector, such as an X.400 Connector or Internet Mail Connector that supports message transfer between remote sites. It is important to make sure an entry for the remote site has been added to the Connected Sites property page.

You know the name of the remote site server that will be in charge of processing and responding to requests for updated directory information (the bridgehead server).


Setting up Directory Replication Between Sites on Different Networks
13	Replicating Directory Information	6 of 12

Directory Replication Between Sites on Different Networks

Setting up Directory Replication Between Sites on Different Networks

To set up directory replication between sites that do not have LAN connectivity, you need to:

Create a directory replication connector in both sites. Because the sites do not have LAN connectivity, you must manually create and configure both directory replication connectors separately.

Indicate the server in both the local and remote sites that are in charge of processing and responding to requests for updated directory information (the bridgehead server).

Establish a schedule for updating directory information.

Note

After the directory replication connector is established in the first site, the administrator must manually create and configure a directory replication connector on the bridgehead server in the remote site.

1.	In the Administrator window, choose Directory Replication.

2.	From the File menu, choose New Other, and then choose Directory Replication Connector.

3.	Select No, the remote site is not available on this network.

4.	In the Remote site name box, select the name of the remote site.

5.	In the Server in remote site box, type the name of the server in the remote site that will process requests for updated directory information.

6.	Choose OK to display the Directory Replication Connector property pages where you will complete the configuration process and create the directory replication connector.


Directory Replication Bridgehead Servers
13	Replicating Directory Information	7 of 12

Directory Replication Bridgehead Servers

A replication bridgehead server processes requests from other bridgehead servers for updated directory information. It also sends requests for updated directory information to bridgehead servers in other sites. You must establish both a local bridgehead server and a remote bridgehead server when you create a directory replication connector. The local bridgehead server is the server in the local site that processes incoming and outgoing directory replication information. It has an explicitly defined relationship with a remote bridgehead server. The remote bridgehead server communicates and maintains directory consistency with the local bridgehead server.

There must be a one-to-one relationship between bridgehead servers in two sites that exchange directory information. To accomplish this, the server you designate as the local bridgehead server for the directory replication connector in the local site must match the server you designate as the remote bridgehead server for the directory replication connector in the remote site.

When configuring directory replication connectors for two sites on the same LAN, Microsoft Exchange Server gives you the option of creating and configuring both connectors at the same time, and the local-to-remote bridgehead server relationship is set up automatically. When setting up directory replication between two sites that are not on the same LAN, you must manually create both directory replication connectors separately.

If you establish replication connections to multiple remote sites from one local site, you can designate a different local bridgehead server in the local site for each directory replication connector. This balances the load created by the processing, generation, and delivery of directory replication messages on a bridgehead server.

Getting to the Directory Replication Connector General property page

1.	In the Administrator window, choose Directory Replication.

2.	Double-click Directory Replication Connector.

3.	Select the General tab.


Setting up the Bridgehead Servers
13	Replicating Directory Information	8 of 12

Directory Replication Bridgehead Servers

Setting up the Bridgehead Servers

A bridgehead server is a Microsoft Exchange Server computer which acts as the end-point of a messaging connection between two sites configured as an X.400 connector. This server is responsible for routing messages through that connection.

Note

You can change the local bridgehead server for a directory replication connector. However, to reflect this change in the remote server, be sure to update the remote bridgehead server in the General property page of the corresponding directory replication connector. Changing the bridgehead server causes all replication information to be rewritten and rereplicated.

1.	Select the General tab.

2.	In the Local bridgehead server box, choose the local server that will process incoming and outgoing requests for updated directory information. The default server is the one you are currently logged on to.

3.	In the Remote bridgehead server box, choose a server in the remote site where the local bridgehead server will request and receive updated directory information.

Option	Description
Display name	The name that will appear in the Administrator window and is limited to 256 characters.
Directory name	The internal directory name that uniquely identifies this directory replication connector. The name is limited to 64 characters.
Site name	Displays the target site name. This name cannot be changed.
Local bridgehead server	Name of the server that will process incoming and outgoing directory replication information.
Remote bridgehead server	The name of the server that will communicate with the local bridgehead server to maintain directory consistency.


Directory Replication Schedule
13	Replicating Directory Information	9 of 12

Directory Replication Schedule

The directory replication schedule determines when requests are sent from a local bridgehead server to a remote bridgehead server for updated directory information. In a situation where directory information in the remote site is updated often, you should schedule more frequent requests to ensure that the most current information is replicated and available. Keep in mind that more frequent replication increases message traffic and can affect network performance.

Note

When setting the directory replication schedule, be sure to consider scheduling constraints created by the connection between the two sites. For example, if messages are exchanged between the two sites using a Dynamic RAS Connector that is active for only 30 minutes twice a day, make sure to set the directory replication connector schedule accordingly. If the schedule doesn’t match, messages will queue up and wait to be sent at the next scheduled time.

Getting to the Directory Replication Connector Schedule property page

1.	In the Administrator window, choose Directory Replication.

2.	Double-click the Directory Replication Connector.

3.	Select the Schedule tab.


Setting the Directory Replication Schedule
13	Replicating Directory Information	10 of 12

Directory Replication Schedule

Setting the Directory Replication Schedule

Depending on your organization’s requirements, select time periods that will best fit your users’ needs to view current information.

1.	Select the Replication Schedule tab.

2.	Select Never, Always, or Selected times to set times for directory replication.

3.	Under Detail view, select a view for the schedule grid.

Option 	Description

1 Hour 	Displays the schedule grid in 1-hour increments.

15 Minute	Displays the schedule grid in 15-minute increments.

Never	Disables replication.

Always	Runs replication every 15 minutes.

Selected times	Assigns specific replication times in the schedule grid. Select a time or block of time when replication should occur.


Inbound and Outbound Sites
13	Replicating Directory Information	11 of 12

Inbound and Outbound Sites

Inbound sites are all sites from which the local site receives directory information through the directory replication connector. Outbound sites are sites which the local bridgehead server sends information to, as specified in the site’s General property page. The site in the General property page is also known as the directly connected site.

Once a directory replication relationship between two sites is configured (the directory replication connectors are properly set up in both local and remote sites), and directory replication successfully completes for the first time, the lists of inbound sites and outbound sites in the directory replication connector Sites property page are populated. The two boxes actually contain the remote and local sites respectively after the Knowledge Consistency Checker runs and creates another site in the directory.

The inbound sites list includes the remote site that is directly connected through the directory replication connector and any other sites that share directory information with the remote site.

A request for updated directory information is sent to the remote site at the times indicated in the Schedule property page. At the specified times, a request is sent to the remote site for all updated directory information from the remote site as well as any sites that exchange directory information with the remote site (all sites that appear in the Inbound Sites box in the Sites property page).

Getting to the Directory Replication Sites property page

1.	In the Administrator window, choose Directory Replication.

2.	Choose the Directory Replication Connector you want to use.

3.	Select the Sites tab.

The Sites property page for the directory replication connector shows the list of inbound and outbound sites.


Selecting Sites for Updates
13	Replicating Directory Information	12 of 12

Inbound and Outbound Sites

Selecting Sites for Updates

You can selectively request updated directory information from a specific inbound site at any time. For example, if directory replication is normally scheduled to occur once every night, but an administrator in a remote site informs you that numerous changes were made to directory information in that site, you can bypass the schedule and request an update from that site immediately. Or, if you know that a server in a remote site was down and the updates you received during the last round of directory replication were incomplete, you can force replication from that site.

Note

When Refresh all items in the directory is selected, the process slows down network traffic and directory service CPU activity.

1.	Select the Sites tab.

2.	In the Inbound Sites box, select the site where you want to request updated directory information.

3.	Choose Request Now.

Option 	Description

Inbound sites	Specifies the individual sites from which you want to request updated directory information.

Outbound Sites	Specifies the individual sites where you want to send updated directory information.

Sends a request for updated directory information to the selected inbound sites.

4.	In the Directory Update Type dialog box, select an option.

Option	Description
Update only new and modified items	Performs a directory replication update for only those items changed or modified since the last request was made.
Refresh all items in the directory	Causes a new copy of every item for all selected inbound sites to be replicated to the local bridgehead server. This operation can take several hours to complete.


Synchronizing Directories with Other Systems
Chapter 14	 1 of 66

Synchronizing Directories with Other Systems

Microsoft Exchange Server uses directory synchronization to share address information with other messaging systems. Directory synchronization is the process of exchanging address information between your organization and any system that uses the MS Mail directory synchronization protocol.

Microsoft Exchange Server uses a component called the directory synchronization agent that can be configured to function in two roles:

Dirsync requestor

Periodically queries the Microsoft Exchange Server directory for changes to recipient information. When Microsoft Exchange Server recipients are added, deleted, or modified, the directory synchronization component sends, according to schedule, an update message to the MS Mail directory server postoffice. It also requests MS Mail address updates from the MS Mail directory server postoffice.

Dirsync server

Processes incoming update messages from one or more MS Mail directory requestors and incorporates the updates in the directory as custom recipient objects. It also sends updates on Microsoft Exchange Server recipients in response to an update request from an MS Mail directory requestor postoffice. You can configure only one directory synchronization server to service all requestors on a site.

The directory synchronization component on a single Microsoft Exchange Server computer can be configured as either a directory synchronization server or requestor. It cannot be configured to function in both roles. Thus, a single Microsoft Exchange Server computer cannot participate in more than one directory synchronization process at the same time. It can be either a requestor to an MS Mail directory server postoffice or a directory synchronization server for other MS Mail requestor postoffices.

For example, the first illustration shows a single Microsoft Exchange Server computer configured to act as a dirsync server to multiple MS Mail remote directory requestors. The second illustration shows the Microsoft Exchange Server computer acting as a directory synchronization requestor.

You must have the MS Mail Dispatch program on a local area network (LAN) to service MS Mail directory requestors. The Dispatch program launches programs necessary to carry out directory synchronization requests on the network.

Before setting up directory synchronization, verify that the Microsoft Exchange Server computer in your site and other systems you want to include are installed and running correctly. Also make sure you can exchange messages between systems. The Microsoft Mail Connector must be installed on the Microsoft Exchange Server you plan to use as either a dirsync requestor or dirsync server.

If you want to include a messaging system other than Microsoft Mail and Microsoft Exchange Server in the directory synchronization process, see the Microsoft Mail for PC Networks Administrator’s Guide. For information on planning your organization and directory synchronization, see the Microsoft Exchange Server Concepts and Planning Guide.


Dirsync Requestor Installation
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Dirsync Requestor Installation

You can set up Microsoft Exchange Server as a dirsync requestor to one MS Mail (PC) directory synchronization server. The dirsync requestor functions similarly to an MS Mail directory requestor. Address list updates are sent from the dirsync requestor to the MS Mail (PC) directory server. The MS Mail (PC) directory server compiles a master list of all recent changes to the global address list and sends it to the Microsoft Exchange Server dirsync requestor. The new entries are added to the Microsoft Exchange Server global address list.

Caution

You should not configure more than one requestor in the same organization to use a single directory synchronization server. Doing so can result in duplicate or corrupt directory information between sites that use directory replication.

Setting up a Microsoft Exchange Server dirsync requestor to an MS Mail (PC) directory server includes the following:

Define and configure a dirsync requestor.

Configure the MS Mail (PC) directory synchronization server to recognize the new requestor.

When you have completed the procedures in this section, you should start the directory synchronization process using the procedures in “Starting and Stopping Directory Synchronization” later in this chapter.

Creating the dirsync requestor

The minimum requirements for creating a dirsync requestor object include specifying a display name for the dirsync requestor object in the General property page and choosing a recipient import container in the Import Container property page.

1.	In the Administrator window, choose Connections.

2.	From the File menu, choose New Other, and then choose Dirsync Requestor.

3.	Select the directory synchronization server from the list of MS Mail postoffices.


General Dirsync Requestor Properties
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Dirsync Requestor Installation

General Dirsync Requestor Properties

Use the General property page to set the basic properties for a Microsoft Exchange Server dirsync requestor. When you configure a dirsync requestor for the first time, you must specify a display name to be viewed in the Microsoft Exchange Server Administrator program. You can also select the address types that you want to exchange during the directory synchronization process.

Note

When a dirsync requestor object is being configured, it is given a unique display name (up to 64 characters). This name appears in the Connections container. For the remainder of this chapter, the dirsync requestor object will be referred to as dirsync requestor.

Getting to the General property page

1.	In the Administrator window, choose Connections.

2.	Double-click the dirsync requestor.

3.	Select the General tab.


Setting General Requestor Properties
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Dirsync Requestor Installation

General Dirsync Requestor Properties

Setting General Requestor Properties

You can choose foreign address types that the dirsync requestor will request from the dirsync server. If you select a foreign address type, for example PROFS, you will receive all PROFS addresses that the dirsync server has processed in its master list. You should not select a foreign address type unless you have the access component for the foreign mail gateway installed on the Connector postoffice.

Note

When you configure the General property page for a dirsync requestor you must specify a dirsync server mailbox for sending and receiving system messages. By default, a hidden mailbox on the dirsync server is chosen. Generally, you should not specify a different mailbox for handling dirsync messages.

1.	Select the General tab.

2.	In the Name box, type a name for this requestor.

3.	Select Append to imported users’ display name.

4.	Under Mail addresses, accept the default dirsync address.

5.	Specify any foreign address types required and a requestor language.

Option	Description
Name	Create a unique name (up to 64 characters) for this requestor instance. This name appears in the Connections container.
Append to imported users’ display name	An optional setting. If selected, puts the requestor name after each custom recipient that is created by the dirsync process.
Dirsync address	The hidden recipient mailbox ($SYSTEM) on the MS Mail (PC) directory server is selected by default. Directory synchronization messages are sent to this mailbox. You should not change this address when setting up a Microsoft Exchange Server dirsync requestor.
Address types	MS Mail (PC) addresses are sent and received by default. Select other address types that this requestor will receive and request.
Requestor language	The primary language used in your MS Mail (PC) system. The default is English.
Server	The Microsoft Exchange Server in your site that will act as the dirsync requestor. The default is the server you are currently connected to in the Administrator program.
For information on installing gateway access components on the Connector postoffice, see Chapter 9, “Connecting to Microsoft Mail for PC Networks.”


Import Containers
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Dirsync Requestor Installation

Import Containers

You use import containers to store imported addresses sent from the MS Mail directory server to the Microsoft Exchange Server dirsync requestor.

Getting to the Import Container property page

1.	In the Administrator window, choose Connections.

2.	Double-click the dirsync requestor.

3.	Select the Import Container tab.

For information on directory synchronization import containers, see the Microsoft Exchange Server Concepts and Planning Guide.


Selecting a Requestor Import Container
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Dirsync Requestor Installation

Import Containers

Selecting a Requestor Import Container

Use the Import Container property page to specify which recipient container receives imported address information. You can also assign a trust level to objects being imported.

You cannot select another directory import container once one has been specified. If you want to modify where imported directory information is placed, you must delete the existing requestor and configure a new one.

If you want to make address information from more than one directory synchronization server available to Microsoft Exchange Server recipients, but you do not want to combine information between the directory synchronization servers, create a separate container for each group of imported recipients.

Note

MS Mail and other messaging systems do not have directory objects or trust levels. When a recipient address is imported from a directory synchronization server, a recipient object is created in the container with the trust level you specify in the Import Container property page. If you modify trust levels associated with a recipient object after it is added to the Microsoft Exchange Server directory, those modifications are overwritten during any subsequent directory synchronization import cycle that includes this recipient.

1.	Select the Import Container tab.

2.	Choose Container.

3.	Select the container to place imported recipients.

4.	In the Trust level box, type a trust level.

Option	Description

Import container	The container on the Microsoft Exchange Server dirsync requestor where recipient listings are placed during dirsync.

Trust level	The trust level set for the import container. When recipient addresses are imported, a recipient object is created in the container with the trust level specified by the this setting. The default is 20.


Export Containers
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Dirsync Requestor Installation

Export Containers

You use export containers to specify the Microsoft Exchange Server recipients that you want exported to the MS Mail directory server.

Getting to the Export Containers property page

1.	In the Administrator window, choose Connections.

2.	Double-click the dirsync requestor.

3.	Select the Export Containers tab.

For information on directory synchronization export containers, see the Microsoft Exchange Server Concepts and Planning Guide.


Selecting Requestor Export Containers
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Dirsync Requestor Installation

Export Containers

Selecting Requestor Export Containers

Use the Export Containers property page to specify containers to use when exporting directory information. You can also assign a trust level for the connection so that only recipients with a trust level equal to the connection or less will be exported. By default, a Microsoft Exchange Server directory exchange requestor does not export any recipient containers.

1.	Select the Export Containers tab.

2.	Under Site, select a site to view available containers in that site.

3.	Under Recipient Containers, select a recipient container, and choose Add.

4.	In the Trust level box, type a trust level.

5.	Clear the Export custom recipients check box if you do not want to send information about Microsoft Exchange Server custom recipients.

Option	Description

Trust	The trust level set for the connection. Only recipients with a trust level equal to or lower than the trust level specified for the export container are exported during directory synchronization. The default is 100.

Export custom recipients	When selected, the custom recipients in the export container will be exported to the directory server. This option is selected by default.


Removing Export Containers
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Dirsync Requestor Installation

Export Containers

Removing Export Containers

You can remove an export container used by the Microsoft Exchange Server dirsync requestor to stop the export of recipients in that container. When an export container is removed, directory information in transit is delivered. However, new update messages contain no information from the removed container. This will cause the remaining export containers to do a full export of recipient entries during the next directory synchronization cycle.

1.	Select the Export Containers tab.

2.	From Export these recipients, select the container you want to remove.

3.	Choose Remove.


Settings Properties
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Dirsync Requestor Installation

Settings Properties

Use the Settings property page to specify whether the Microsoft Exchange Server dirsync requestor will send address updates, receive address updates, or both from the MS Mail directory server. You can also specify whether to send and receive address template information during directory synchronization.

Getting to the Settings property page

1.	In the Administrator window, choose Connections.

2.	Double-click the dirsync requestor.

3.	Select the Settings tab.


Configuring Dirsync Requestor Settings
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Dirsync Requestor Installation

Settings Properties

Configuring Dirsync Requestor Settings

Use the Settings property page to configure advanced directory synchronization functions.

Note

If you are starting synchronization for the first time, all local directory information is automatically exported, and all available information from the directory synchronization server is automatically imported.

1.	Select the Settings tab.

2.	In the Dirsync password box, type a password for this directory requestor if required.

3.	Under Participation, select or clear options.

4.	Under Template information, select or clear options.

5.	Under Dirsync information, select or clear options.

Option	Description
Dirsync password	A password for this directory requestor. Using a password for a dirsync requestor is optional. If used, you must also set the password on the dirsync server.
Send updates	If selected, allows this dirsync requestor to send address updates to the dirsync server.
Receive updates	If selected, allows this dirsync requestor to request address updates from the dirsync server.
Send local template information	If selected, you must configure template mappings in the Directory Synchronization object. For more information, see “Directory Synchronization Configuration” later in this chapter.
Receive template information	If selected, you must configure template mappings in the Directory Synchronization object. For more information, see “Directory Synchronization Configuration” later in this chapter.
Import on next cycle	Requests every entry available on the directory synchronization server to be imported during the next directory synchronization cycle.
Export on next cycle	Every entry available on the dirsync requestor is exported during the next directory synchronization cycle.


Schedule Properties
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Dirsync Requestor Installation

Schedule Properties

You can configure the Microsoft Exchange Server dirsync requestor to send address updates to the MS Mail directory synchronization server. An MS Mail directory server processes directory updates a maximum of once a day. You should set the dirsync requestor schedule to coincide with your MS Mail directory server schedule. Updates should be received by the dirsync server prior to scheduled process time for the server.

Getting to the Schedule property page

1.	In the Administrator window, choose Connections.

2.	Double-click the dirsync requestor.

3.	Select the Schedule tab.


Setting the Requestor Schedule
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Dirsync Requestor Installation

Schedule Properties

Setting the Requestor Schedule

Use the Schedule property page to set the time when update messages are sent to the MS Mail directory synchronization server. The default is to send an update message at midnight. Directory synchronization messages are sent at the beginning of the selected time.

Note

Directory synchronization server updates are handled automatically as they are received by the dirsync requestor.

1.	Select the Schedule tab.

2.	In the schedule grid, select a time to send a directory update messages to the directory synchronization server.


Configuring an MS Mail Directory Server
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Dirsync Requestor Installation

Schedule Properties

Configuring an MS Mail Directory Server

When you have finished configuring the Microsoft Exchange Server dirsync requestor, you must configure the MS Mail (PC) directory synchronization server to recognize the Microsoft Exchange Server as a requestor. You use the MS Mail (PC) Administrator program to register the Microsoft Exchange Server dirsync requestor with the MS Mail directory server.

For more information on configuring an MS Mail directory synchronization server, see your Microsoft Mail for PC Networks documentation.

When configuring an MS Mail (PC) directory synchronization server to recognize this Microsoft Exchange Server dirsync requestor, you must specify the MS Mail (PC) network name and postoffice name for the Microsoft Mail Connector postoffice. These names can be viewed in the Microsoft Mail Connector Local Postoffice property page.

For information on getting to the Local Postoffice property page, see Chapter 9 “Connecting to Microsoft Mail for PC Networks.”

After the Microsoft Exchange Server dirsync requestor has been registered with the MS Mail directory server, you must start the directory synchronization services on the Microsoft Exchange dirsync requestor computer.

For more information on starting directory synchronization services, see “Starting and Stopping Directory Synchronization” later in this chapter.


Dirsync Server Installation
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Dirsync Server Installation

You use a Microsoft Exchange Server dirsync server to update and distribute address information to remote dirsync requestors. Setting up a dirsync server includes the following:

Create and configure a dirsync server for the local Microsoft Exchange Server site.

Define remote directory exchange requestor objects in the Microsoft Exchange Server directory that correspond to each requestor that will use this server.

Configure a requestor on each system that will use this server.

When you have completed the tasks in this section, you should start the directory synchronization process using the procedures in “Starting and Stopping Directory Synchronization” later in this chapter.

Creating a dirsync server

The minimum requirement for creating a dirsync server object is specifying a display name in the General property page for the dirsync server object.

1.	In the Administrator window, choose Connections.

2.	From the File menu, choose New Other, then choose Dirsync Server.


General Dirsync Server Properties
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Dirsync Server Installation

General Dirsync Server Properties

Use the General property page to set the basic properties for a Microsoft Exchange Server dirsync server. When you configure a dirsync server for the first time, you must specify a display name to be viewed in the Microsoft Exchange Server Administrator program. You can also specify a dirsync administrator mailbox to receive copies of incoming and outgoing dirsync system messages. These messages can be useful for troubleshooting directory synchronization processes.

Getting to the General property page

1.	In the Administrator window, choose Connections.

2.	Double-click the dirsync server.

3.	Select the General tab.


Setting General Dirsync Server Properties
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Dirsync Server Installation

General Dirsync Server Properties

Setting General Dirsync Server Properties

You use the General property page to configure fundamental parameters for the Microsoft Exchange Server dirsync server.

Note

When a dirsync server object is being configured, it is given a unique display name (up to 64 characters). This name appears in the Connections container. For the remainder of this chapter, the dirsync server object will be referred to as dirsync server.

1.	Select the General tab.

2.	In the Name box, type a name for this directory synchronization server.

3.	Choose Dirsync Administrator.

4.	Select a mailbox, public folder, or distribution list for receiving directory synchronization messages.

5.	Select Copy administrator on outgoing messages to receive each update message to each requestor.

6.	Select Forward Incoming Dirsync Messages to administrator to view each update message from each requestor.

7.	Under Server, select a Microsoft Exchange Server.

Option	Description
Name	The name (up to 64 characters) of the dirsync server.
Copy administrator on outgoing messages	This option is cleared by default and is typically used for troubleshooting.
Forward incoming dirsync  messages to administrator	This option is cleared by default and is typically used for troubleshooting.
Server	The Microsoft Exchange Server in your site that will act as the dirsync server.


Schedule Properties
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Dirsync Server Installation

Schedule Properties

You can schedule the time when a Microsoft Exchange Server dirsync server sends master address list updates to remote dirsync requestors. You should schedule your remote dirsync requestors to send local address list updates prior to your dirsync server’s scheduled process time.

Getting to the Schedule property page

1.	In the Administrator window, choose Connections.

2.	Double-click the dirsync server.

3.	Select the Schedule tab.


Setting the Directory Exchange Server Schedule
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Dirsync Server Installation

Schedule Properties

Setting the Directory Exchange Server Schedule

Use the Schedule property page to specify when directory synchronization messages are sent from the server to each requestor. The default is to send one update message each day at midnight. Directory synchronization messages are sent at the beginning of each hour selected in the schedule grid. Requestor messages to the server are processed at the time received.

1.	Select the Schedule tab.

2.	In the schedule grid, select a time to send directory update messages to the directory requestors.


Remote Dirsync Requestor Installation
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Remote Dirsync Requestor Installation

Each requestor to a Microsoft Exchange Server dirsync server must be defined in the Microsoft Exchange Server directory as a remote dirsync requestor. You must complete the following tasks to set up a remote dirsync requestor:

Define a remote directory exchange requestor object in the Microsoft Exchange Server directory.

Specify which directory containers to use when importing and exporting address information from the remote dirsync requestor.

When you have completed the procedures in this section, you should verify that each remote MS Mail directory requestor is set up as a requestor to the dirsync server configured earlier in the chapter.

For more information on setting up MS Mail directory requestors, see your Microsoft Mail for PC Networks documentation.

Creating a remote dirsync requestor

The minimum requirements for creating a remote dirsync requestor object include specifying a display name for the remote dirsync requestor object in the General property page and choosing a recipient import container in the Import Container property page.

Note

The Remote Dirsync Requestor command is unavailable until you set up a Microsoft Exchange Server dirsync server as described in “Dirsync Server Installation” earlier in this chapter.

1.	In the Administrator window, choose Connections.

2.	Select the dirsync server.

3.	From the File menu, choose New Other, and then choose Remote Dirsync Requestor.

4.	Select a requestor from the list of MS Mail postoffices.


General Remote Dirsync Requestor Properties
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Remote Dirsync Requestor Installation

General Remote Dirsync Requestor Properties

Use the General property page to set the primary properties for a Microsoft Exchange Server remote dirsync requestor. When you configure a remote dirsync requestor for the first time, you must specify a display name to be viewed from the Microsoft Exchange Server Administrator program. You can also specify the requestor password if required.

Getting to the General property page

1.	In the Administrator window, choose Connections.

2.	Double-click the remote dirsync requestor.

3.	Select the General tab.


Setting General Remote Dirsync Requestor Properties
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Remote Dirsync Requestor Installation

General Remote Dirsync Requestor Properties

Setting General Remote Dirsync Requestor Properties

You can specify the address type for a remote dirsync requestor in the General property page. If the remote dirsync requestor is an MS Mail (PC) postoffice the address type is MS. If the remote dirsync requestor is an MS Mail (AppleTalk) server, the address type is MSA. When you configure the General property page for a remote dirsync requestor, you must specify a mailbox for sending and receiving system messages. By default, a hidden mailbox is chosen. Generally, you should not specify a different mailbox for handling dirsync messages.

Note

When a remote dirsync requestor object is being configured, it is given a unique display name (up to 64 characters). This name appears in the dirsync server container. For the remainder of this chapter, the remote dirsync requestor object will be referred to as remote dirsync requestor.

1.	Select the General tab.

2.	In the Name box, type a display name for the remote requestor postoffice.

3.	Select Append to imported users’ display name.

4.	Under Dirsync Address, accept the default dirsync address.

5.	In the Password box, type the password used by the remote requestor if required.

6.	In the Requestor address type box, select MS.

7.	In the Requestor language box, select the language used by the remote dirsync requestor.

8.	Select Export on next cycle.

Option	Description
Name	The display name (up to 64 characters) for this remote dirsync requestor. A requestor name is specified when creating the remote requestor. You cannot rename an existing remote dirsync requestor. You must delete the object and recreate a new object.
Append to imported users’ display name	An optional setting. If selected, puts the requestor name after each custom recipient that is created by the directory synchronization process for this remote dirsync requestor.
Dirsync address	The hidden recipient mailbox ($SYSTEM) on the MS Mail (PC) directory requestor is selected by default. Directory synchronization messages are sent to this mailbox. Do not change this address when setting up a remote dirsync requestor.
Password	A password for this remote directory requestor. If used, it must match the password set for the MS Mail requestor. By default, no password is used.
Requestor address type	MS is used by MS Mail (PC) and all foreign directory exchange requestors. Select MSA to send directory synchronization messages in MS Mail (AppleTalk) format. The default address type is MS.
Export on next cycle	Select to send all address information to the remote requestor during the next directory synchronization cycle.


Import Containers
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Remote Dirsync Requestor Installation

Import Containers

You use import containers to store imported addresses sent from the MS Mail remote directory requestor to the Microsoft Exchange Server dirsync server.

Getting to the Import Container property page

1.	In the Administrator window, choose Connections.

2.	Double-click the remote dirsync requestor.

3.	Select the Import Container tab.

For information on directory synchronization import containers, see the Microsoft Exchange Server Concepts and Planning Guide.


Selecting a Remote Dirsync Requestor Import Container
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Remote Dirsync Requestor Installation

Import Containers

Selecting a Remote Dirsync Requestor Import Container

You use the Import Container property page to specify which recipient container receives imported address information. You can also assign trust levels to objects being imported.

You cannot choose another directory import container once a directory import container has been specified. If you want to modify where imported directory information is placed, you must delete the existing requestor and configure a new one.

If you want to make address information from more than one directory synchronization server available to Microsoft Exchange Server recipients, but you do not want to combine information between the directory synchronization servers, create a separate container for each group of imported recipients.

Note

MS Mail and other messaging systems do not have directory objects or trust levels. When a recipient address is imported from a directory synchronization server, a recipient object is created in the container with the trust level you specify in the Import Container property page. If you modify trust levels associated with a recipient object after it is added to the Microsoft Exchange Server directory, those modifications are overwritten during any subsequent directory synchronization import cycle that includes this recipient.

1.	Select the Import Container tab.

2.	Choose Container.

3.	Select a container for placing imported address listings.

4.	In the Trust level box, type a trust level.

Option	Description

Container	The container where recipient listings are placed during directory synchronization. You specify an import container the first time the remote dirsync requestor is created. Once chosen, you cannot select another container for import. To choose another container for import, you must delete the remote dirsync object and re-create it.

Trust level	The trust level set for the import container. When recipient addresses are imported, a recipient object is created in the container with the trust level specified by the import container. The default is 20.


Export Containers
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Remote Dirsync Requestor Installation

Export Containers

You use export containers to specify the Microsoft Exchange Server recipients that you want exported to the MS Mail remote directory requestor.

Getting to the Export Containers property page

1.	In the Administrator window, choose Connections.

2.	Double-click the remote dirsync requestor.

3.	Select the Export Containers tab.

For information on directory synchronization export containers, see the Microsoft Exchange Server Concepts and Planning Guide.


Selecting Remote Dirsync Requestor Export Containers
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Remote Dirsync Requestor Installation

Export Containers

Selecting Remote Dirsync Requestor Export Containers

Use the Export Containers property page to specify containers to use when exporting directory information. You can also assign a single trust level for the connection so that only recipients with a trust level less than or equal to the specified trust level will be exported. By default, a Microsoft Exchange Server directory exchange requestor does not export any recipient containers.

1.	Select the Export Containers tab.

2.	Under Site, select a site to view available containers in that site.

3.	Under Recipient containers, select a recipient container, and choose Add.

4.	Under Trust level, type a trust level.

5.	Clear Export custom recipients if you do not want to send information about Microsoft Exchange Server custom recipients.

Option	Description
Trust	The trust level set for the connection. Only recipients with a trust level equal to or lower than the trust level specified for the connection are exported during directory synchronization. The default is 100.
Export custom recipients	When selected, the custom recipients in the export container will be exported to the directory server. This option is selected by default.


Removing Export Containers
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Remote Dirsync Requestor Installation

Export Containers

Removing Export Containers

You can remove an export container used by the remote dirsync requestor to stop the export of recipients in that container. When an export container is removed, directory information in transit is delivered. However, new update messages contain no information from the removed container. This will cause the remaining export containers to do a full export of recipient entries during the next directory synchronization cycle.

1.	Select the Export Containers tab.

2.	Under Export these recipients, select the container you want to remove.

3.	Choose Remove.


Permissions Properties
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Remote Dirsync Requestor Installation

Permissions Properties

You can assign permissions for the remote dirsync requestor object. Any user that has permissions assigned for the configuration container will inherit those permissions for the remote dirsync requestor object. You may want to assign explicit permissions to a user, such as a directory synchronization administrator, for the dirsync requestor object.

For example, you could assign Administrator permissions for a remote dirsync requestor object to a user but not assign User permissions for the configuration container. The user will have permissions to the remote dirsync requestor only.

Getting to the Permissions property page

1.	In the Administrator window, choose Connections.

2.	Double-click the remote dirsync requestor.

3.	Select the Permissions tab.

For more information about the Permissions property page, see Chapter 4, “Setting Up Recipients.”


Remote Directory Requestor Configuration
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Remote Directory Requestor Configuration

After you have defined Microsoft Exchange Server remote dirsync requestor objects on the dirsync server, you must then configure the respective MS Mail directory synchronization requestor computers. These requestor computers can be MS Mail (PC), MS Mail (AppleTalk), or any foreign system that supports the MS Mail (PC) 3.x directory synchronization protocol.


MS Mail 3.x Directory Synchronization Requestor Setup
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Remote Directory Requestor Configuration

MS Mail 3.x Directory Synchronization Requestor Setup

You can configure an MS Mail (PC) postoffice to be a directory synchronization requestor to a Microsoft Exchange Server dirsync server. You follow the same process for setting up a directory synchronization requestor to a Microsoft Exchange Server dirsync server as you would to an MS Mail directory synchronization server. The directory synchronization requestor is an integral part of MS Mail 3.x and can be configured using the MS Mail Administrator program.

For information on how to configure and start an MS Mail directory exchange requestor, see your Microsoft Mail for PC Networks documentation.

Before configuring the directory exchange requestor, you should verify the following:

Microsoft Exchange Server processes are started and working correctly.

Both the Microsoft Mail Connector and the dirsync server are correctly installed on the Microsoft Exchange Server computer.

Messages can be exchanged between the two systems.

The MS Mail External or Multitasking MTA program is correctly installed and running if the MS Mail (PC) postoffice and Microsoft Exchange Server are not on the same LAN.

The Dispatch program is installed and running on every LAN that has an MS Mail directory requestor postoffice.

For information on configuring the Microsoft Mail (PC) Connector, see Chapter 9, “Connecting to Microsoft Mail for PC Networks.”


MS Mail (AppleTalk) Directory Exchange Requestor Setup
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Remote Directory Requestor Configuration

MS Mail (AppleTalk) Directory Exchange Requestor Setup

The directory exchange requestor program for MS Mail (AppleTalk) is installed with the Microsoft Exchange Connection. The requestor sends and receives address updates to and from the Microsoft Exchange Server using system messages delivered through the Microsoft Mail Connector.

You configure the following settings on the directory exchange requestor:

Directory exchange requestor scheduling for sending and receiving address updates.

Network name, postoffice name, and password for the Microsoft Exchange Server dirsync server.

The MS Mail (AppleTalk) network manager name and password.

Before configuring the directory exchange requestor, you should verify the following:

The Microsoft Mail Connector is correctly installed on the Microsoft Exchange dirsync server computer.

The Microsoft Exchange Connection gateway software is installed on the MS Mail (AppleTalk) server.

A remote dirsync requestor object has been defined in the Microsoft Exchange Server directory, and it is configured to send messages in MSA (MS Mail for AppleTalk Networks) format.


Directory Exchange Requestor
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Remote Directory Requestor Configuration

Directory Exchange Requestor

The Directory Exchange Requestor program included on the Microsoft Exchange Connection floppy disk provides address information transfer between MS Mail (AppleTalk) and Microsoft Exchange Server. To transmit address information, the directory exchange requestor must:

Be configured on the MS Mail (AppleTalk) server that has the Microsoft Exchange Connection installed,

Receive update messages from Microsoft Exchange Server dirsync server in MSA format.

Note

If this requestor does not receive update messages in MSA format, duplicate entries are created in the MS Mail (AppleTalk) address list. You set the message type on Microsoft Exchange Server in the remote directory exchange requestor object that corresponds to this requestor.

When you first configure and start the directory exchange requestor, it exports a complete list of local addresses to the Microsoft Exchange Server dirsync server and issues a request for all entries in the dirsync server address list. The server returns a confirmation that the local addresses were incorporated and a list of all recipients in the export containers for the requestor.

After the first time the requestor is started, the requestor sends and receives only updates to the local and global address lists. If an error should occur, you can correct this by manually importing or exporting the required information as described in “Importing Address Changes Manually” and “Exporting Address Changes Manually” later in this chapter.

Caution

Directory update messages are sent from Microsoft Exchange Server to the MS Mail (AppleTalk) network manager. These messages are picked up by the Microsoft Exchange Connection Directory Exchange Requestor program and should not be deleted, moved, or modified. Doing so will interrupt the directory synchronization process and may cause loss of data. Large imports from the directory exchange server will take a number of hours to complete. During this time, messages will not be transferred through the gateway.

You can establish the following requestor parameters for the Microsoft Exchange Connection Directory Exchange Requestor program on the MS Mail (AppleTalk) server:

General application settings

Which gateway to use

Which address types to request

If you start the Microsoft Exchange Connection Directory Exchange Requestor program without logging on as network manager, all configuration and administrative functions are unavailable. However, the program will process directory synchronization messages.


Configuring Requestor Settings
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Configuring Requestor Settings

Use the Microsoft Exchange Connection Directory Exchange Requestor program to specify which Microsoft Exchange Server will receive the dirsync messages. You can also specify when to send address updates to the dirsync server and when to process global updates received from the dirsync server.

1.	Open the MS Exchange Connection folder.

2.	Open the DER folder.

3.	Double-click Exchange Connection DER.

4.	If this is the first time the requestor has been started, type the password for network manager.

5.	From the Configure menu, choose Application.

6.	Type the values for sending and receiving updates.

7.	Type the network name, postoffice name and password, if required, for the Microsoft Exchange Server dirsync server.

8.	In the DXA Mailbox box, type a mailbox name.

In a typical configuration, this setting should not be changed.

9.	Specify the network manager mailbox, password, and the remote requestor name.

10.	Specify options for fault tolerance, exporting the world list, and server name inclusion with the friendly name.

Option	Description

Send directory at	The time in 24-hour format (hh:mm) to send directory updates to the Microsoft Exchange Server dirsync server. The default is 04:00 (4:00 A.M.).

Receive updates at	The time in (24-hour format (hh:mm) the DER will scan the Network Manager inbox for directory updates from the Microsoft Exchange Server dirsync server. The default is 05:00 (5:00 A.M.).

Exchange network	The network name of the Microsoft Mail Connector. Found in the Connector Local Postoffice property page.

Exchange PO	The postoffice name of the Microsoft Mail Connector. Found in the Connector Local Postoffice property page.

Exchange password	This setting is optional and blank by default. If used, it must match the password set in the General property page of the Microsoft Exchange Server remote directory exchange requestor object that corresponds with this requestor.

DXA Mailbox	The Microsoft Exchange Server mailbox to which the requestor sends update messages. The default is $SYSTEM.

Network Manager	The mailbox name for the network manager’s account. The default account is Network Manager.

Requestor Name	The name of the remote directory exchange requestor object in the Microsoft Exchange Server directory that corresponds with this requestor.

Fault tolerant	Tracks which address updates have been processed using synchronization numbers. These numbers are used to recover a failed synchronization without manual directory import and export. This option is selected by default.

Include server in friendly name	Send all MS Mail (AppleTalk) user addresses in friendlyname@servername format. This option is selected by default.

Export World List	If selected, addresses and updates will be sent to the dirsync server. This option is cleared by default.


Selecting a Gateway
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Selecting a Gateway

You can select which installed gateway you want to use to communicate with Microsoft Exchange Server. If you are configuring this requestor for the first time, the Current Mail Server dialog box will appear after completing the tasks in the previous section. Otherwise, start the Microsoft Exchange Connection DER. Use the procedure in the following section to configure gateway and server settings.

1.	From the Configure menu, choose Select Gateway.

2.	In the Select an installed gateway box, select the gateway to use when communicating with the Microsoft Exchange Server dirsync server.

3.	Choose Select.

If you are configuring this requestor for the first time, the Address Filter dialog box appears, and you can specify filter settings.


Setting Address Filters
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Setting Address Filters

You can choose the address types you want to receive from Microsoft Exchange Server. These address types correspond to foreign mail systems accessed either by an X.400 Connector, an Internet Mail Connector, or an MS Mail gateway.

Note

Foreign mail addresses are processed in MS Mail (PC) proxy format (NETWORK/POSTOFFICE/USERID) when an address type is not requested for the foreign mail type. For example, not selecting a PROFS address type will convert a PROFS address to MS Mail (PC) proxy format.

1.	From the Configure menu, choose Address Filtering.

2.	Select each address type you want to request from the directory synchronization server.

3.	Under Select addresses to import, select an option.

Option	Description
Select addresses to request	The format for addresses you would like to request from the dirsync server.
Select addresses to import	Import parameters for remote postoffices.
Only these postoffices	Imports addresses from the postoffices you specify.
Omit these postoffices	Does not request addresses from the postoffices you specify.
Revert	Rolls back all address filter changes to the recently saved configuration.


Starting the Directory Exchange Requestor
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Starting the Directory Exchange Requestor

The Microsoft Exchange Connection must be installed and the directory exchange requestor must be started for address information to be transferred between an MS Mail (AppleTalk) requestor and a Microsoft Exchange Server dirsync server. The requestor is updated periodically as address information is processed. After each directory synchronization cycle completes, a confirmation or error message is sent to the network manager. If you want to stop the requestor, you should verify that there are no updates currently being processed.

Note

If the requestor is supplied with the network manager name and password, or if you are currently logged in as network manager, it automatically logs on and runs in the background without locking the desktop. If you start the requestor without providing the network manager name and password and are not currently logged on as network manager, the desktop is locked while the requestor runs as a foreground application.

1.	Open the folder that contains the Microsoft Exchange Connection files.

2.	Double-click Exchange Connection DER.


Making the Directory Exchange Requestor a Startup Item
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Making the Directory Exchange Requestor a Startup Item

You can add an alias for the requestor to your Startup Items folder on the MS Mail (AppleTalk) requestor to ensure that the requestor starts when the server is started.

1.	Select the Microsoft Exchange DER.

2.	From the File menu, choose Make Alias.

3.	Move the alias to the Startup Items folder in the System folder.


Viewing Directory Synchronization Updates
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Viewing Directory Synchronization Updates

You can view gateway recipient information to verify that address updates are being correctly imported. You must be logged on as network manager to view gateway recipient information.

1.	Start MS Mail (AppleTalk).

2.	From the Mail menu, choose Gateway Recipients.


Importing Address Changes Manually
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Importing Address Changes Manually

Address information updates are automatically exchanged according to the schedule you specify for the directory exchange requestor. In addition, you can manually request all address changes since the last time the directory was updated, or the complete list of known addresses. When the import reply is received and processed, a confirmation message is sent to the network manager with the status of the import request.

1.	Open the folder that contains the Microsoft Exchange Connection files.

2.	Double-click Exchange Connection DER.

3.	From the File menu, choose Import Directory.

Option	Description
Changes since last update only	Request only addresses which have changed since the last exchange of address updates.
Complete directory	Request all available address information from Microsoft Exchange Server dirsync server.


Exporting Addresses Manually
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Exporting Addresses Manually

Address information updates are automatically sent according to the schedule you specify in the requestor. In addition, you can manually export all address changes since the last time the directory was updated or the complete list of known addresses. When the export is received and processed by Microsoft Exchange Server dirsync server, a confirmation message is sent to the network manager with export status information.

Note

Directory export is unavailable if the Export World List check box is not selected in the Gateway Configuration dialog box.

1.	Open the folder that contains the Microsoft Exchange Connection files.

2.	Double-click Exchange Connection DER.

3.	From the File menu, choose Export Directory.

Option	Description
Changes since last update only	Export only addresses which have changed since the last exchange of address updates.
Complete directory	Export all available address information from the remote dirsync requestor.


Exporting a World List to a Text File Manually
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Exporting a World List to a Text File Manually

You can also export the MS Mail (AppleTalk) world list to a text file in the format required by the MS Mail (PC) import utility. This file can then be used to manually import addresses into a MS Mail (PC) postoffice.

When the file is saved, you can view it using Microsoft Word or another word processor to verify that the addresses were saved correctly. The file consists of a replace transaction followed by an add transaction for each address. The format of each add transaction is:

A 30_character_alias MSMAIL:address

Note

MSMAIL indicates the address type. To import this list to an MS Mail (PC) postoffice, it must have the Microsoft Mail Connection gateway access component installed.

1.	Open the folder that contains the Microsoft Exchange Connection files.

2.	Double-click Exchange Connection DER.

3.	From the File menu, choose Save To File.

4.	Select a folder to place the world list.

5.	Under Dump World List into, type a name for the address file.

For more information about the format of address transaction files and the Import utility, see your Microsoft Mail documentation.


Removing MS Mail (AppleTalk) Addresses
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Removing MS Mail (AppleTalk) Addresses

You can remove all MS Mail (AppleTalk) recipients from the Microsoft Exchange Server global address list. This is useful for when you no longer want to exchange mail with an MS Mail (AppleTalk) server. When you remove MS Mail (AppleTalk) recipients from your global address list, the change reflects in your messaging topology.

Important

This removes addresses from all address lists, aliases, and personal address books. Once addresses have been removed, you must import them to restore entries to the directory. The next directory synchronization cycle will replace only address information about recipients that has been changed in the global address list.

1.	Open the folder that contains the Microsoft Exchange Connection files.

2.	Double-click Exchange Connection DER.

3.	From the File menu, choose Remove Mac Names From Exchange.

4.	When you receive a confirmation message, choose OK.


Removing Microsoft Exchange Server Addresses
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Removing Microsoft Exchange Server Addresses

You can remove all Microsoft Exchange Server recipients and gateway recipients from the MS Mail (AppleTalk) world list. This is useful when you no longer want to exchange mail with a Microsoft Exchange Server.

Important

This removes addresses from all address lists, aliases, and personal address books. Once addresses have been removed, you must import them to restore entries to the directory. The next directory synchronization cycle will replace only address information about recipients that has been changed in the exported containers.

1.	Open the folder that contains the Microsoft Exchange Connection files.

2.	Double-click Exchange Connection DER.

3.	From the File menu, choose Remove Exchange Names From Mac.

4.	When you receive a confirmation message, choose OK.


Resynchronizing Address Information
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Remote Directory Requestor Configuration

Directory Exchange Requestor

Resynchronizing Address Information

In a successful directory synchronization cycle, confirmation messages are sent to the network manager indicating that the directory synchronization server has accepted and incorporated the changes. If you believe directory synchronization has not completed correctly or is out of synchronization, you can attempt to resynchronize the cycle. This process includes an import of the current global address list.

The global address list is requested, and the send-receive cycle is reset. If you receive a message stating that the directory synchronization cycle is out of phase, you should import the global address list from Microsoft Exchange Server and export the MS Mail (AppleTalk) world list to Microsoft Exchange Server.

Note

All requestor activities are recorded in the Directory Exchange Requestor Log, located in the Preferences folder in the System folder. You can use TeachText or another text editor to view the file.

The Directory Exchange Requestor (DER) Log is continually updated and should be cleared periodically. You should verify that the directory synchronization process is functioning correctly before deleting this log file.

1.	Open the folder that contains the Microsoft Exchange Connection files.

2.	Double-click Exchange Connection DER.

3.	From the File menu, choose Resync Cycle.


Foreign Directory Exchange Requestors
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Remote Directory Requestor Configuration

Foreign Directory Exchange Requestors

You can set up directory synchronization with any messaging system that can export and import address information using the MS Mail 3.x directory synchronization protocol.

For information on this protocol and developing a requestor for a foreign system, see the Directory Synchronization with Foreign Mail Systems Guide.

Before configuring a directory exchange requestor on a foreign system, you should verify the following:

Microsoft Exchange Server processes are started and working correctly.

Both the gateway to the foreign system and the directory synchronization server are correctly installed and running on the Microsoft Exchange Server.

The gateway to the Microsoft Exchange Server (if required) is correctly installed and running on the foreign system.

Messages can be sent between recipients on the two systems by manually entering the recipient’s address.


Directory Synchronization Configuration
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Directory Synchronization Configuration

When you configure a directory synchronization server or requestor in a Microsoft Exchange Server site, a separate server is selected to run each synchronization process. By default, the server selected is the one you are currently connected to in the Administrator window. The Directory Synchronization object on that server does the actual work of importing and exporting information during directory synchronization. The default settings for the Directory Synchronization object are designed to allow both server and requestor functions to be performed without making any changes. However, you can modify the Directory Synchronization object configuration.

MS Mail uses templates to record extended information about recipients. If you want to exchange MS Mail template information along with other recipient information during directory synchronization, you can map this information to recipient attributes in the Microsoft Exchange Server directory.


General Properties
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Directory Synchronization Configuration

General Properties

You use the General property page to view basic properties for the selected Directory Synchronization object.

Getting to General property page

1.	In the Administrator window, choose Servers, and select a server.

2.	Double-click Directory Synchronization.

3.	Select the General tab.


E-mail Addresses for Directory Synchronization
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Directory Synchronization Configuration

E-mail Addresses for Directory Synchronization

Use the E-mail Addresses property page to create, modify, or remove e-mail addresses. Microsoft Exchange Server automatically generates the following e-mail address types for the directory synchronization object:

MS Mail (PC) addresses

X.400 addresses

Internet addresses

You can modify these addresses, create new addresses, or create custom addresses.

Caution

Many other Microsoft Exchange Server services use these default addresses. Changing or removing the default addresses can cause directory synchronization to fail.

Getting to the E-mail Addresses property page

1.	In the Administrator window, choose Servers, and the server you want to configure.

2.	Double-click Directory Synchronization.

3.	Select the E-mail Addresses tab.


Creating Directory Synchronization E-mail Addresses
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Directory Synchronization Configuration

E-mail Addresses for Directory Synchronization

Creating Directory Synchronization E-mail Addresses

Use the E-mail Addresses property page to create new e-mail addresses for the directory synchronization object to send and receive directory synchronization system messages.

1.	Select the E-mail Addresses tab.

2.	Choose New.

3.	Select an e-mail address type.

Microsoft Mail Address

For information on configuring MS Mail (PC) address information, see Chapter 9, “Connecting to Microsoft Mail for PC Networks.”

MacMail Address

For information on configuring MS Mail (AppleTalk) address information, see Chapter 10, “Connecting to Microsoft Mail for AppleTalk Networks.”

Internet Address

For information on configuring Internet address information, see Chapter 11, “Connecting to SMTP Systems.”

X.400 Address

For information on configuring X.400 address information, see Chapter 8, “Connecting Exchange Sites or to Foreign X.400 Systems Using the X.400 Connector.”

Other Address

For information on configuring other address types, see Appendix A “Addressing.”


Modifying Directory Synchronization E-Mail Addresses
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Directory Synchronization Configuration

E-mail Addresses for Directory Synchronization

Modifying Directory Synchronization E-Mail Addresses

Use the E-mail Addresses property page to modify e-mail addresses that the directory synchronization object uses to send and receive directory synchronization system messages.

Caution

Changing default addresses can cause directory synchronization to fail.

1.	Select the E-mail Addresses tab.

2.	Choose Edit.


Removing Directory Synchronization E-mail Addresses
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Directory Synchronization Configuration

E-mail Addresses for Directory Synchronization

Removing Directory Synchronization E-mail Addresses

You can use the E-mail Addresses property page to remove e-mail addresses that the directory synchronization object uses to send and receive directory synchronization system messages.

Caution

Changing default addresses can cause directory synchronization to fail.

1.	Select the E-mail Addresses tab.

2.	Choose Remove.


Delivery Restrictions
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Directory Synchronization Configuration

Delivery Restrictions

Use the Delivery Restrictions property page to specify addresses from which the Microsoft Exchange Server dirsync server will or will not accept messages. All rejected messages are returned to the original sender.

Use the dirsync administrator’s mailbox to view the system messages delivered to the dirsync server. From the dirsync administrator’s mailbox, you can determine if unwanted messages are being sent to the dirsync server. Typically, you do not need to specify individual recipients for message reception or rejection.

For information on specifying the dirsync administrator’s mailbox, see “Setting General Dirsync Server Properties” earlier in this chapter.

Getting to the Delivery Restrictions property page

1.	In the Administrator window, choose Servers, and choose the server you want to configure.

2.	Double-click Directory Synchronization.

3.	Select the Delivery Restrictions tab.


Setting Restrictions for Message Reception
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Directory Synchronization Configuration

Delivery Restrictions

Setting Restrictions for Message Reception

You can specify whether the dirsync server will accept messages from every recipient in the Address Book or only the recipients you have selected. You can prevent messages unrelated to directory synchronization from being delivered to the dirsync server by selecting recipient names from the Address Book.

1.	Select the Delivery Restrictions tab.

2.	Under Accept messages from, select List.

3.	Choose Modify.

Option	Description
Show Names from the	Select the organization, site, or container you want.
Type Name or Select from List	Type or select one or more names.


Setting Restrictions for Message Rejection
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Directory Synchronization Configuration

Delivery Restrictions

Setting Restrictions for Message Rejection

You can specify whether the dirsync server will reject messages from all recipients in the Address Book or reject messages from recipients you have selected. You can prevent messages unrelated to directory synchronization from being delivered to the dirsync server by selecting recipient names from the Address Book.

1.	Select the Delivery Restrictions tab.

2.	Under Reject messages from, select List.

3.	Choose Modify.


Incoming Templates
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Directory Synchronization Configuration

Incoming Templates

You can map incoming template information to Microsoft Exchange Server directory recipient attributes. For example, you can map MS Mail phone, telephone, and extension templates to the recipient office phone attribute so that information stored differently on other systems is displayed consistently in the Microsoft Exchange Server directory.

Note

When typing incoming string information, all template strings must match the template information specified in the MS Mail Administrator program. For example, if the Template information is Employee Number:, the exact string must be entered.

Getting to the Incoming Templates property page

1.	In the Administrator window, choose Servers, and choose the server you want to configure.

2.	Double-click Directory Synchronization.

3.	Select the Incoming Templates tab.


Configuring Incoming Template Mappings
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Directory Synchronization Configuration

Incoming Templates

Configuring Incoming Template Mappings

Use the Incoming Template property page to map MS Mail user information strings to the Microsoft Exchange Server attributes during directory synchronization.

1.	Select the Incoming Templates tab.

2.	To specify a new MS Mail template to Microsoft Exchange Server attribute mapping, choose New.

Option	Description
Map the string	The template identifier string used by MS Mail.
To the attribute	The recipient attribute in which you want to store the incoming information.


Modifying Incoming Template Mappings
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Directory Synchronization Configuration

Incoming Templates

Modifying Incoming Template Mappings

Use the Incoming Template property page to modify incoming MS Mail template information mapped to a Microsoft Exchange Server attribute.

1.	Select the Incoming Templates tab.

2.	Select a template, and choose Edit.

3.	Modify the attribute mapping.


Removing Incoming Template Mappings
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Directory Synchronization Configuration

Incoming Templates

Removing Incoming Template Mappings

Use the Incoming Template property page to remove incoming MS Mail template information mapped to a Microsoft Exchange Server attribute.

1.	Select the Incoming Templates tab.

2.	Select a template, and choose Remove.


Outgoing Templates
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Directory Synchronization Configuration

Outgoing Templates

You can map Microsoft Exchange Server directory recipient attributes to outgoing MS Mail-compatible template information. For example, you can map Microsoft Exchange Server recipient location attributes to an MS Mail room template.

Getting to the Outgoing Templates property page

1.	In the Administrator window, choose Servers, and choose the server you want to configure.

2.	Double-click Directory Synchronization.

3.	Select the Outgoing Templates tab.


Configuring Outgoing Template Mappings
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Directory Synchronization Configuration

Outgoing Templates

Configuring Outgoing Template Mappings

Use the Outgoing Template property page to map Microsoft Exchange Server attributes to MS Mail user information strings during directory synchronization.

Note

Adding, modifying, or removing template mappings will result in a full export of directory information during the next directory synchronization cycle.

1.	Select the Outgoing Templates tab.

2.	To specify a new MS Mail template to Microsoft Exchange Server attribute mapping, choose New.

Option	Description

Map the attribute	The recipient attribute to map to an MS Mail template.

To the string	The MS Mail template identifier string in which you want to place outgoing attribute information.


Modifying Outgoing Template Mappings
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Directory Synchronization Configuration

Outgoing Templates

Modifying Outgoing Template Mappings

Use the Outgoing Template property page to modify outgoing Microsoft Exchange Server attributes mapped to MS Mail template information.

1.	Select the Outgoing Templates tab.

2.	Select a template, and choose Edit.

3.	Modify the attribute mapping.


Removing Outgoing Template Mappings
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Directory Synchronization Configuration

Outgoing Templates

Removing Outgoing Template Mappings

Use the Outgoing Template property page to remove a Microsoft Exchange Server attribute mapped to MS Mail template information.

1.	Select the Outgoing Templates tab.

2.	Select a template, and choose Remove.


Diagnostics Logging
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Directory Synchronization Configuration

Diagnostics Logging

You can control how logging information for the directory synchronization server is written to the Windows NT Event Log. You can also specify a logging level for the directory synchronization service. Viewing the event log for a dirsync server is helpful when troubleshooting the directory synchronization process.

Getting to the Diagnostics Logging property page

1.	In the Administrator window, choose Servers, and choose the server you want to configure.

2.	Double-click Directory Synchronization.

3.	Select the Diagnostics Logging tab.

For more information on diagnostics logging, see Chapter 17, “Troubleshooting Tools and Resources.”


Starting and Stopping Directory Synchronization
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Starting and Stopping Directory Synchronization

When configuration of a dirsync server or dirsync requestor is complete, you can start the directory synchronization service using the Control Panel.


Starting Directory Synchronization
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Starting and Stopping Directory Synchronization

Starting Directory Synchronization

You will need to start the Microsoft Exchange Directory Synchronization service for the directory synchronization process to begin. You can set the directory synchronization service to start when the Windows NT Server starts, or you can start it manually from the Control Panel.

1.	In Windows NT Control Panel, choose Services.

2.	Select Microsoft Exchange Directory Synchronization.

3.	Choose Start to start the exchange of address information.


Stopping Directory Synchronization
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Starting and Stopping Directory Synchronization

Stopping Directory Synchronization

Before stopping directory synchronization, you should notify users and the administrator of the other system that directory synchronization will be stopped.

1.	In Windows NT Control Panel, choose Services.

2.	Select Microsoft Exchange Directory Synchronization.

3.	Choose Stop to stop the exchange of address information.

For more information on starting and stopping services, see Chapter 1, “Administering Microsoft Exchange Server.”


Maintaining Your Organization
Chapter 15	 1 of 82

Maintaining Your Organization

Maintaining Microsoft Exchange Server consists of periodically verifying that:

Messages are being transferred correctly and in a reasonable amount of time by the message transfer agent (MTA), connectors, and gateways.

The information store is working properly and providing adequate resources and performance to users.

The directory is working correctly, and directory replication and synchronization are sharing the correct information.

You have a recent backup for each server’s directory and information store.

You may need to perform additional tasks to maintain your Microsoft Exchange Server computer depending on the design and setup of your organization. However, the maintenance tasks outlined in this chapter provide basic procedures for keeping message and information transfer running smoothly.

Connector and gateway messages, except the Microsoft Mail Connector, are processed by the MTA for security, routing, and other purposes. Queues for each connector and gateway are displayed along with other MTA queues.


Message Transfer Agent (MTA)
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Message Transfer Agent (MTA)

The message transfer agent (MTA) delivers messages to their destination by moving them from one server to another.


Routing Table for the MTA
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Message Transfer Agent (MTA)

Routing Table for the MTA

The routing table is rebuilt automatically once a day or after a change has been detected. You would manually rebuild the routing table only if the current routing information does not reflect recent changes to the routing information used by the MTA. Use the option on the MTA General property page to manually rebuild the routing table.

Getting to the MTA General property page

1.	In the Administrator window, choose Servers, and then choose a server.

2.	Double-click Message Transfer Agent.

3.	Select the General tab.


Rebuilding the Routing Table
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Message Transfer Agent (MTA)

Routing Table for the MTA

Rebuilding the Routing Table

When you make changes to message routing, the changes are incorporated into the routing table used by the MTA. This table is automatically rebuilt once a day and after each change is made.

For example, if you change the address space information on a connector, the routing table is rebuilt automatically within a few minutes after you save your changes. If you want the changes to take effect sooner, you can rebuild the table immediately.

1.	Select the General tab.

2.	Choose Recalculate Routing.

The routing table is rebuilt on the selected server and replicated to other servers in the site. It can take several minutes for the new information to reach all servers in the site.


Queues and Message Information for an MTA
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Message Transfer Agent (MTA)

Queues and Message Information for an MTA

Microsoft Exchange Server creates different queues for all messages waiting to be delivered by the MTA. This applies to each server in a site, as well as any installed connectors and gateways. Use the MTA Queues property page to select the queue you want, to view or change the priority of individual messages, or to view detailed information about a message.

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Diagnostics Logging for the MTA
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Message Transfer Agent (MTA)

Diagnostics Logging for the MTA

The logs provided in the MTA are useful for troubleshooting. Microsoft Exchange Server provides MTA information in the following categories: X.400 Service, Resource, Security, Interface, Field Engineering, MTA Administration, Operator Event, Configuration, Directory Access, Operating System, Internal Processing, Interoperability, and APDU.

You can view the Event Log to see the status of the MTA and message transfers. You can clear the event log if it becomes too large or out-of-date. Using the MTA Diagnostics Logging property page, you can change logging levels or disable them entirely.

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Microsoft Mail Connector
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Microsoft Mail Connector

The MS Mail (PC) Connector is used for information transfer between Microsoft Exchange Server sites and Microsoft Mail for PC Networks.

A message from Microsoft Exchange Server to MS Mail is picked up by the Connector interchange, converted to MS Mail format, and placed in a temporary information store on the Microsoft Mail Connector. The Microsoft Mail Connector (PC) MTA then retrieves the message and delivers it to the MS Mail postoffice.


Queues for the Microsoft Mail Connector
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Microsoft Mail Connector

Queues for the Microsoft Mail Connector

You can view, return, or delete outbound messages pending transfer, and you can view and clear event logs that contain information about Microsoft Mail Connector components using the Connections property page.


Information Store
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Information Store

The private information store contains all mailboxes for users that have the Microsoft Exchange Server computer as their home server. The public information store is the central repository of all public folders on a server. Folders in the public information store can be replicated to servers in the local site and to servers in other Microsoft Exchange Server sites. This replication enables users in those sites to access information stored in public folders.


Statistics for the Private Information Store
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Information Store

Statistics for the Private Information Store

Use the Mailbox Resources property page for periodic viewing of statistics for a private information store. You can determine how mailboxes are being used and whether the present resources are sufficient. The columns in the Mailbox Resources property page are selectable and can be rearranged to suit your viewing needs.

Tip

Clicking a column button sorts by that item.

Getting to the Private Information Store Mailbox Resources property page

1.	In the Administrator window, choose Servers, and then choose a server.

2.	Double-click Private Information Store.

3.	Select the Mailbox Resources tab.


Viewing Mailbox Resources
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Information Store

Statistics for the Private Information Store

Viewing Mailbox Resources

To see who is using mailbox resources, use the Mailbox Resources property page to monitor activity.

Select the Mailbox Resources tab.

Option	Description

Full Mailbox Directory Name	Displays the full e-mail address of this mailbox.

Total no. Associated Messages	Stores hidden system information such as forms, views, reply templates, and deferred action messages in the mailbox.

Windows NT Account	Displays the Windows NT account name of the user who last logged onto this mailbox.

Total K	The total amount of disk space in kilobytes that this mailbox currently occupies on the private information store.

Storage Limits	The capacity limit assigned to this mailbox.

Total no. Items	Total number of items stored in the mailbox.

Last Logon Time	Time that a user last logged on to this mailbox.

Last Logoff Time	Time that a user last logged off this mailbox.


Modifying Columns
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Information Store

Statistics for the Private Information Store

Modifying Columns

Columns list the category name for information displayed in the mailbox resources property page. You can modify how the information is displayed by adding, removing, or moving a column.

1.	Select the Mailbox Resources tab.

2.	Choose Columns to view the available column titles.

Option	Description

Available columns	Lists the column names for displaying in the Mailbox Resources property page.

Add	Adds a column to the Show the following columns box.

Remove	Removes a column from the Show the following columns box.

Move Up	Moves a column name in the Show the following columns box up one position.

Move Down	Moves a column name in the Show the following columns box down one position.

Reset	Moves default column names into the Show the following columns box.

Width	The width of the column.


Statistics for the Public Information Store
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Information Store

Statistics for the Public Information Store

Use the Public Information Store Public Folder Resources property page to view information about resource usage.

Note

Choosing Refresh displays the most current information about public folders.

Getting to the Public Information Store Public Folder Resources property page

1.	In the Administrator window, choose Servers, and then choose a server.

2.	Double-click Public Information Store.

3.	Select the Public Folder Resources tab.


Viewing Public Folder Resources
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Information Store

Statistics for the Public Information Store

Viewing Public Folder Resources

You can view the resource information of a public folder by selecting the Public Folder Resources property page in the Public Information Store. You would use this information to monitor and view the names of folders in the store, along with various other details.

Select the Public Folder Resources tab.

Option	Description

Display Name	Displays the name of the public folder.

Total K	The total amount of disk space occupied by the public folder.

Total no. Items	The number of items contained in the folder.

Created	Displays the date when the folder was created.

Last Access Time	Displays the date when the folder was last accessed.

No. of Owners	Displays the number of users who have folder owner permission.

No. of Contacts	Displays the number of times the folder has been used.

Folder	Name of the folder where messages are stored.

Folder Path	Name of the path where the folder is located.

Total no. Associated Messages	The total number of views and deferred action messages in the folder.


Modifying Columns
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Information Store

Statistics for the Public Information Store

Modifying Columns

You can modify column positions to view information about the public folders.

1.	Select the Public Folder Resources tab.

2.	Choose Columns to select resource information to view.

For information on how to use the Columns property page, see “Modifying Columns” earlier in this chapter.


Maintenance Schedule for the Information Store
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Information Store

Maintenance Schedule for the Information Store

Microsoft Exchange Server performs online maintenance on a scheduled basis. You use the IS Maintenance property page to schedule this maintenance for each server. Information store response times are slower while maintenance tasks are being performed. Set the information store maintenance schedule to the least busy time of day, but make sure it runs at least once each day.

Important

If you do not schedule maintenance or schedule infrequent maintenance for a large or heavily used information store, store performance can deteriorate.

Getting to the Server IS Maintenance property page

1.	In the Administrator window, choose Servers, and then choose the server you want to configure.

2.	From the File menu, choose Properties.

3.	Select the IS Maintenance tab.

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Setting the Maintenance Schedule
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Information Store

Maintenance Schedule for the Information Store

Setting the Maintenance Schedule

You create a maintenance schedule to prevent performance deterioration on the Microsoft Exchange Server. Knowing the server’s least busy time will help you set time increments for scheduling the maintenance.

1.	Select the IS Maintenance tab.

2.	Under Detail view, select a view for the schedule grid.

3.	Select one of the maintenance options.

4.	Assign specific times in the schedule grid.

Option 	Description

1 Hour 	Displays the schedule grid in one-hour increments.

15 Minute	Displays the schedule grid in 15-minute increments.

Always	Performs maintenance tasks all the time.

Selected times	Select a time or block of time in the schedule grid to assign specific maintenance times. Maintenance will occur at the selected times. The default is 1:00 A.M. to 6:00 A.M. daily.


Recipient Management Within a Site
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Recipient Management Within a Site

You can move mailboxes from one server to another to accommodate load balancing between servers, the physical location of users, or when a server must be taken offline. You can move a public folder to optimize performance based on the location and number of connected users. Custom recipients and distribution lists are site-based recipients and are not linked to a specific server in the site.


Mailboxes
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Recipient Management Within a Site

Mailboxes

Mailboxes are the containers for receiving and sending mail to a recipient group. A recipient is a person or group identified by the Microsoft Exchange Server to receive and send mail.


Moving Mailboxes Using the Tools Menu
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Recipient Management Within a Site

Mailboxes

Moving Mailboxes Using the Tools Menu

You can move mailboxes using the Tools menu in the Administrator program.

Caution

The Move Mailbox command moves mailboxes only between servers in the same site. It does not move users between sites or between recipient containers.

1.	In the Administrator window, choose Recipients.

2.	Select a mailbox or group of mailboxes you want to move.

3.	From the Tools menu, choose Move Mailbox.

4.	In the Move mailbox to box, select a server.

Note

When the user’s mail delivery is .PST based, and the mailbox is moved, all previously configured folder and message views are lost.


Manually Moving Mailboxes Between Sites or Between Recipient Containers
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Recipient Management Within a Site

Mailboxes

Manually Moving Mailboxes Between Sites or Between Recipient Containers

Since the Move Mailbox command moves mailboxes only between servers in the same site, there are times when you will want to move users’ mailboxes between sites.

1.	In the Microsoft Exchange Client, choose the Inbox Assistant to set up an AutoForward rule that forwards all mail to the new mailbox.

2.	Set up an AutoReply message stating that the mailbox has moved.

3.	In the Administrator window, choose a recipient, select the Advanced tab, and then select Hide from address book.

4.	If the user has server-based messages, the administrator needs to notify the user to move all mail messages to a .PST file.

Or the Administrator can logon as the user and move all messages to a temporary .PST file.

5.	Use the Directory Export command to export all the user’s directory information, such as phone number, title, or distribution list membership.

6.	If the mailbox will be moved to a different recipient container, modify the export file to indicate the new recipient container, and use Directory Import to create the user. If moving to a new site, use Directory Import on the new site.

You might want to wait several weeks before deleting the old mailbox if the user will be accessing the old mailbox for a short period of time. Also, once the old mailbox has been deleted, the AutoForward and AutoReply rules will no longer take effect.

For more information, see The Microsoft Exchange Server Migration Guide.


Public Folders
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Recipient Management Within a Site

Public Folders

A public folder is a container or holding location for information that is stored on the Microsoft Exchange Server. The information contained in a public folder is available to everyone with the appropriate permissions in the site.


Moving a Public Folder Using the Replicas Tab
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Recipient Management Within a Site

Public Folders

Moving a Public Folder Using the Replicas Tab

You can move a public folder to optimize performance based on the location and number of connected users. For example, if a group of people use a specific public folder on a regular basis, you can configure folder replicas or relocate the folder to optimize access to it. If the user’s public folder is located on another server, you should move the public folder to that server to minimize network traffic.

If a folder is accessed by many users on several servers, you should replicate the folder to one or more home servers for those with the highest concentration of users. However, if you have a folder which is used infrequently, you should not set up multiple replicas. The network traffic caused by the replication process may exceed that of infrequent connections to a single server. You can speed the replication process by selecting Always in the Replication Schedule property page.

Use replication to move a public folder to another server in the same site when you want to continue uninterrupted access to the folder. Multiple replicas are also good for redundancy. If one server fails, the other is still available to service requests. If the public folder is hidden from the Address Book, choose Hidden Recipients from the View menu to display it.

Note

You cannot remove the last replica of a public folder in its home site. To delete a folder completely, you must use the Microsoft Exchange Client.

1.	In the Administrator window, choose Public Folders.

2.	Double-click the public folder you want to move.

3.	Select the Replicas tab.

4.	In the Servers box, select the server you want to host the public folder, and choose Add.

5.	In the Replicate folders to box, select the server or servers you want to remove, and then choose Remove.

Option	Description

Add	The public folder is replicated to the new server according to the schedule set in the Replication Schedule property page.

Remove	The folder continues to be available on the original server until the replication process is complete. It then becomes unavailable and is removed. Change tracking and conflict resolution processes are not affected.

For more information, see Chapter 4, “Setting Up Recipients.”


Moving a Public Folder Using a Personal Folder
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Recipient Management Within a Site

Public Folders

Moving a Public Folder Using a Personal Folder

When you want to move a folder from one site to another, use the Microsoft Exchange Client to move the folder to a personal folder file and then move the folder to the destination server. This process may not preserve all ownership information when the folder is moved to a server in the destination site.

Note

You must use a client program that provides personal folder services, such as a client running Windows or Windows NT.

For more information, see Microsoft Exchange Client Help.


Directory
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Directory

A directory stores all information available about an organization’s resources and users, such as mailboxes, servers, and public folders.


Event Logs for the Directory
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Directory

Event Logs for the Directory

Maintaining the directory on each Microsoft Exchange Server includes periodically viewing and clearing the event logs to verify that the directory, directory replication, and directory synchronization processes are working correctly.


Viewing and Clearing the Directory Event Log in the Windows NT Application Event Log
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Directory

Event Logs for the Directory

Viewing and Clearing the Directory Event Log in the Windows NT Application Event Log

Information about the Microsoft Exchange Server directory and the directory replication process are stored in the Windows NT application event log using the source label MSExchangeDS. Information about directory synchronization is logged using the source label MSExchangeDX. You can view these events using the Windows NT Event Viewer. You can view the application event log to determine directory activity at the level set in the Directory Diagnostics Logging property page.

If the Windows NT application event log becomes too large or contains information that is out-of-date or is not needed, you can clear all entries in the log.

Caution

Clearing the Windows NT application event log permanently erases all application event log entries, including information about other applications. You should not clear the log if you are troubleshooting the system, or if you are likely to need it later. If you must clear the log, you can save it for later reference by choosing Save As from the Log menu. For information on limiting the level of logging by log size or event date, see your Windows NT Server documentation.

For more information, see Chapter 17, “Troubleshooting Tools and Resources.”


Directory Consistency and Synchronization
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Directory

Directory Consistency and Synchronization

Maintaining a directory on each Microsoft Exchange Server includes periodically verifying that the replicated directory information is correct. Use the Directory Service General property page to update the directory from within the site or to check knowledge consistency.

Getting to the Directory Service General property page

1.	In the Administrator window, choose Servers, and choose a server.

2.	Double-click Directory Service.

3.	Select the General tab.


Verifying Directory Consistency
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Directory

Directory Consistency and Synchronization

Verifying Directory Consistency

Replication of directory information between servers in the same site is an automatic process that occurs in the background. Replication between sites is a scheduled process you set up using the Directory Replication Connector. You can initiate a consistency check of all directories in your organization if servers or sites have been added while a server was not operating or if you suspect an error may have occurred during the directory replication process.

1.	Select the General tab.

2.	Choose Check Now to check the consistency of all directories in your organization.


Resynchronizing Replicated Directory Information
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Directory

Directory Consistency and Synchronization

Resynchronizing Replicated Directory Information

You can resynchronize the directory replication process with other servers in the same site if a server has been added to your site or was temporarily offline, or you suspect an error may have occurred. You can also initiate an immediate directory replication request to other sites in your organization if a site has recently been added, the connection between sites was temporarily offline, or you suspect a replication error may have occurred.

To resynchronize information from other sites, select the appropriate Directory Replication Connector object, and choose Request Now in the Sites property page.

Note

Knowledge consistency is checked automatically once a day. If you manually check knowledge consistency and discover the existence of a new server or site, choose the Update Now button to update your local directory.

1.	Select the General tab.

2.	Choose Update Now.

Option	Description

Update Now	Requests updates from other servers within this site.

Check Now 	Checks for the existence of other connected servers within a site and new sites within the organization.


Setting Import and Export Requests
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Directory

Directory Consistency and Synchronization

Setting Import and Export Requests

The selected import and export requests are processed during the next scheduled directory synchronization cycle.

1.	In the Administrator window, choose Connections.

2.	Double-click DirSync Requestor.

3.	Select the Settings tab.

4.	Under Dirsync Information, specify whether to import or export directory entries.

Option	Description

Import on next cycle	Requests available directory entries in the directory synchronization server.

Export on next cycle	Sends all local directory entries to the directory synchronization server.


Directory Synchronization Requestor Deletion
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Directory

Directory Synchronization Requestor Deletion

A dirsync requestor configures directory synchronization to request global address updates from (and send local address updates to) an MS Mail 3.x dirsync server. You delete a dirsync requestor when you don’t want to exchange directory information with MS Mail 3.x systems. Once deleted it will not request directory information from an MS Mail 3.x dirsync server. Also, if your Microsoft Exchange Server is a dirsync requestor and you have changed the trust level and still see recipients in the global address list, your choices are to re-create the user or do a full flush.


Deleting a Directory Synchronization Server
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Directory

Directory Synchronization Requestor Deletion

Deleting a Directory Synchronization Server

You must remove all remote directory synchronization requestor objects from the organization hierarchy before you can remove a directory synchronization server.

When you have removed the items you want, delete the custom recipient objects for each directory synchronization requestor and remote directory synchronization requestor that was removed.

Caution

You should not delete a directory synchronization server object from the Microsoft Exchange Server organization hierarchy until all active requestors have been configured to use another server or have been stopped. Deleting a directory synchronization server with active requestors can result in messaging and directory failures and possible data loss.

1.	In the Administrator window, choose Connections.

2.	Choose the directory synchronization server you want to remove.

3.	From the Edit menu, choose Delete.


Back Up and Restore
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Back Up and Restore

A new version of Windows NT Backup is automatically installed when Microsoft Exchange Server is installed. This new version of Backup is aware of the Microsoft Exchange Server organization and can display the sites and servers of one or more Microsoft Exchange Server organizations.

Note

This section’s references to Windows NT Backup show only those elements pertinent to Microsoft Exchange Server. For more information on Windows NT Backup, see your Windows NT Server documentation.

You don’t have to stop the directory or the information store service to do a backup. Also, you can back up and restore servers remotely.

Getting to the Backup utility and starting a backup

1.	In the Windows NT Program Manager, open the Administrative Tools program group.

2.	Choose Backup.

3.	If your Microsoft Exchange Server organization and server are not displayed, from the Operations menu, choose Microsoft Exchange, type the name of any Microsoft Exchange Server in the organization, and then choose OK.

4.	Select the sites you want to back up.

If the site or server is not visible in the Backup window, double-click the organization and site containers to display the contents.

5.	In each site container, select the servers you want to back up.

6.	In each server container, select the directory or information store to back up.

7.	Choose Backup to start backing up.

For more information, see your Windows NT Server documentation.

By using the Microsoft Exchange organization window, you can select the organization, site, or one or more Microsoft Exchange Servers to back up. You can select the directory and information store individually for each server. The files used by the directory and information store are automatically backed up. You do not have to manually select the appropriate files and directories on each server.


Backup Types
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Back Up and Restore

Backup Types

When backing up the directory or information store on a Microsoft Exchange Server, there are four backup types available:

Normal (or Full)

The normal backup process backs up the directory or information store in its entirety, as well as the .LOG files. To restore from a normal backup, only one normal backup is needed. A normal backup marks the objects it has backed up so that incremental and differential backups have context. This is accomplished by backing up the entire database and all the log files and purging the log files.

Copy

The copy backup is the same as normal except no marking takes place to give incremental and differential context. This means that performing an incremental after a copy is equivalent to performing it before a copy. Use a copy backup to get a full backup of the directory or information store without disturbing the state of ongoing incremental or differential backups.

Incremental

An incremental backup backs up the subset of the component that has changed since the last normal or incremental backup. Then it marks these objects as backed up. To restore from incremental backups, each incremental backup since the last normal backup and the normal backup are needed. An incremental backup backs up only the .LOG files and then purges them.

Differential

A differential backup backs up changes in the directory or information store that have occurred since the last normal backup. To restore from differential backups, one differential backup and one normal backup is required. A differential backup backs up only the .LOG files but does not purge them.

Note

In a few cases, performing a differential or incremental backup is disabled, for example, immediately after a defragmentation, after a migration, or while circular logging is enabled.


Backup Process
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Back Up and Restore

Backup Process

When backing up a Microsoft Exchange Server, the options available in the Backup Information dialog box are the same as those used to back up files and directories.

For each Microsoft Exchange Server being backed up, there will be two backup sets, one for the information store and one for the directory.


Backup Status
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Back Up and Restore

Backup Status

When the normal Backup Status dialog box is displayed during the backup of a Microsoft Exchange Server component set, some of the attributes differ from when a drive is backed up. Instead of indicating directories, files, and bytes in the upper left, it indicates only bytes for the directory and information store components. Elapsed time is indicated, but corrupt files and skipped files are dimmed. The component symbol is shown with its name to the right.

The Backup Status dialog box contains an active status area; the names of the drive, directory, and files that are being backed up, or the names of the Microsoft Exchange Server components being backed up; and a Summary section showing a log of major operations, including whether the operation completed successfully. You can also choose to stop the backup operation. If a large backup operation reaches the end of a tape before finishing, the Insert New Tape dialog box appears and prompts you to insert a new tape. A collection of related tapes containing several backup sets is called a family set.

Getting to the Backup Status dialog box

1.	In the Backup Information dialog box, choose OK.

The Backup Status dialog box appears, and the backup operation begins.

2.	Choose Abort button you need to stop the backup process before it completes.

When the Backup Abort message appears, choose Yes.

A message asks whether to continue or stop now and whether to show it as a corrupted file.


Backup Terminology
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Back Up and Restore

Backup Terminology

To understand the aspects of backing up files, it’s important you’re familiar with the terms used in backup procedures.

Transaction Log Files

These are a set of files named EDB.LOG, EDBXXXXX.LOG (where X is a hexadecimal number from 0 to f), RES1.LOG and RES2.LOG that are located in the MDBDATA and DSADATA subdirectories. Each of the files is 5 MB in size, with a new file created when the previous one is filled with transactions. All write transactions that are performed to the Microsoft Exchange Server database are stored in these files, which are used for backup and recovery.

The EDB.LOG file is the current log file. The RES1.LOG and RES2.LOG files are used to reserve disk space so if the database or log file hard drive is full, the Microsoft Exchange Server can still be cleanly stopped.

Transactions are written to the database continuously. This is especially helpful when a power loss occurs or when there is a hardware failure. However, once the data has been written from the cache to the database, the corresponding data in the logs is largely superfluous. New data may have been added to the database but never written to the main database file. However, the data is always immediately written to the log files.

The transaction logs should be stored on a different drive or server from the database. The logs are written sequentially to keep disk I/O from becoming a bottleneck, while access to the database is much more sporadic and random. The data in the logs is processed only when the system has not been shut down cleanly. It is also used during restoration of online backups. Backing up the system may purge the logs, depending on the type performed (see backup types).


Files Backed Up
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Back Up and Restore

Files Backed Up

When the information store and directory of a Microsoft Exchange Server are backed up, files in the \EXCHSRVR\MDBDATA and EXCHSRVR\DSADATA directories are backed up. These are the default directories configured by Microsoft Exchange Server Setup. They may be different in your configuration if changed by Performance Optimizer or if an administrator manually modified them in the Database Paths property page on the server object. The files to back up for directory synchronization are found in the \EXCHSVR\DXADATA directory. They are *.LOG, *.EDB, *.CHK and *.DCN.

The actual files backed up depend on the type of backup you perform. When a normal or copy backup is performed on the information store or the directory, the *.EDB files in the directories listed above are backed up. When an incremental or differential backup is performed, only the *.LOG files are backed up. When restored, transactions in the .LOG files are performed to recreate the image of the database at the time of the backup.

Backup Files for the Information Store

For the information store, there are two database files associated with each Microsoft Exchange Server. They are PRIV.EDB and PUB.EDB. When the database is running and the database is live, it consists of these two files, an area cached in memory, and one or more EDB*.LOG files on disk. When a transaction is sent to the database, rather than being committed in one lump and having it perform numerous disk seeks for various pages in the database, it writes out the transaction to a EDB.LOG file and to memory. Later, when the thread has time to commit the transaction to the database, it reads it out of memory and into the database file itself. The LOG files are preserved, however, and remain as a record of all the transactions that were committed to the database.

There is an option to run the directory or information store with the circular logging feature. (For more information on how to use circular logging, see “Backup Time Requirements and Strategies” later in this chapter.) When this is in use, differential and incremental backup types are disallowed.

Backup Files for the Directory

For the directory, there is one database file associated with each Microsoft Exchange Server, the DIR.EDB file. The same methodology for .LOG files exists as described for the information store.


Backup Tape Options
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Back Up and Restore

Backup Tape Options

After selecting one or more disk drives, files, or Microsoft Exchange Server components to back up, you can use the Backup command on the Operations menu to open the Backup Information dialog box. The upper section provides information on the tape that you loaded.


Setting the Tape Options
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Back Up and Restore

Backup Tape Options

Setting the Tape Options

For backup and restore, you set the tape options to begin the process.

1.	In the Operation box, select Append to place the new backup set after the last backup set, or select Replace to overwrite all the information on the tape.

2.	In the Tape Name box, type a name (up to 50 characters) for the new tape.

3.	Select Verify After Backup if you want to confirm that the tape was backed up accurately.

4.	Select Backup Local Registry if you want to add a copy of your Windows NT Registry files to the backup set.

This option is available only if the drive containing the Registry is selected.

5.	Select Restrict Access To Owner Or Administrator to secure the tape by limiting access to it.

6.	Select Hardware Compression if you want to have the tape drive compress the data onto the tape media.

Keep in mind, however, that moving tapes between different brands of tape drives can cause problems if one brand supports compression and the other does not. Depending on the tape drive, the program can display messages such as Tape Drive Error Detected, Tape Drive Not Responding, or Bad Tape. To erase a tape that is causing one of the problems, start Windows NT Backup from the command prompt with the /nopoll switch.


Backup Time Requirements and Strategies
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Back Up and Restore

Backup Time Requirements and Strategies

The time necessary for backup and restore operations varies depending on the backup strategy used. Each backup strategy has advantages and disadvantages.

Despite Microsoft Exchange Server’s multimaster directory replication structure, each server will need its directory backed up separately. If the site is very dynamic and constantly being changed (new servers, new users, new distribution lists), a backup should be performed on the directory quite regularly (weekly, for example). If the directory is less dynamic, the directory can be backed up less frequently (monthly, for example).

It is essential to have a backup of the directory on each server because there is server-specific information in each directory. If a server has a media failure, the backed up directory for that server will need to be restored. Changes that occur since the directory was backed up will be replicated from the other servers online (unless the organization has only one server, in which case the only changes that can be restored are what the restore provided). The up-to-date backup is kept current in case all servers fail.

Normal Daily Backup

When this strategy is used, a full backup is performed every day. The advantage of a full daily backup is that if there is a catastrophic system failure, only one tape is required to perform a full restore of the system. The disadvantage of this strategy is that backup will take the longest amount of time each day.

Full with Incremental

In this strategy, a full backup is performed on Day 1. On Day 2, everything that has changed since Day 1 is backed up. On Day 3, everything that has changed since Day 2 is backed up and so on. The advantage with this method is that the amount of time to back up daily is on the average, the least amount of time required for any of the strategies. The disadvantage is that if there is a catastrophic system failure on Day 5, it is possible that five tapes will be required to perform a full restore of the system.

Full with Differential

When using this strategy, a full backup is performed on Day 1. On Day 2, everything that has changed since Day 1 is backed up. On Day 3, everything that has changed since Day 1 is backed up, and so on. The advantage to this strategy is that if there is a catastrophic system failure on Day 4, only two tapes are required to perform a full restore of the system. The disadvantage with this method is that each day, backing up the system takes progressively longer. The time required for backup will be shorter than using the full daily backup method and longer than using the full incremental method.


Backup Strategies
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Back Up and Restore

Backup Time Requirements and Strategies

Backup Strategies

When you plan your backup strategy for Microsoft Exchange Server files, you should consider the following:

Locating the tape drives to back up

If the tape drive is on a server, consider the effect the additional load will have on the other services the server provides. Depending on how many tape drives you have, you may decide to provide tape backup on most servers to avoid backing up data across the network.

Working with the capacity and speed of your hardware

This will determine how quickly you will be able to do backups or a complete restore in case of disaster recovery.

Using circular logging

Circular logging automatically writes over transaction log files after the data they contain has been committed to the database. It reduces disk storage space requirements; however, if circular logging is enabled, differential and incremental backups cannot be performed.

Selecting full, incremental, copy, or differential backups

The type of backup you choose depends on how quickly you want to perform backup and restore and how much tape space you have available. Differential and incremental backups are faster than full backups and require less tape space. If you plan to use circular logging, you cannot do differential or incremental backups.

Setting a backup schedule

You should back up the information store as often as possible, depending on server load. In addition, you should back up the directory of each server at least once. With a backup of each server, you can restore the directory on the server, and you can rely on directory replication to bring the server up-to-date after you have restored it. You should back up the directory for at least one server daily but rotate which server you are backing up. The advantage to having a more current directory backup is that fewer changes will need to be replicated when restore is complete.

Storing backup tapes at another location

In case of disaster, such as a fire which destroys your servers and backup tapes, you should plan on storing tape backups of the most important data in your organization at another location.


Start Microsoft Exchange Services Using Backup
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Back Up and Restore

Start Microsoft Exchange Services Using Backup

To back up a Microsoft Exchange Server, the directory and information store services must both be running on the server.

Getting to the Start Service option

1.	In the Backup Window, choose Operations, and then choose Microsoft Exchange.

2.	In the Server box, type the server name.

3.	Select Start Service.

4.	Select Directory or Information Store.

Option	Description
	Displays the available servers. When you choose OK, Backup verifies if the server specified is a Microsoft Exchange Server by attempting to connect to the system attendant on that server.
Connect to Organization	Opens an Organization window on the Backup desktop by reading information from the specified Microsoft Exchange Server.
Start Service	Starts the specified service on the specified server.


Online Versus Offline Backup
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Back Up and Restore

Online Versus Offline Backup

Online means the directory or information service remains started and users can continue to access the server. Windows NT Backup takes advantage of the transaction-based functionality to perform an online backup of a Microsoft Exchange Server.


Performing an Offline Backup
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Back Up and Restore

Online Versus Offline Backup

Performing an Offline Backup

If you want to perform a file-level backup of a Microsoft Exchange Server, the administrator must stop all Microsoft Exchange Server services on the server and then manually select the directory where the directory database or information store database is located. In addition, the administrator should also select the Backup Registry check box in the Backup dialog box so that a full backup of the Microsoft Exchange Server installation is created.


Backup Schedules
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Back Up and Restore

Backup Schedules

To automate your backup procedures, you can use the AT.EXE utility that ships with Windows NT. After the schedule service is started, use AT.EXE to schedule the backup. Then run Windows NT Backup using AT.EXE.


Using the AT Utility
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Back Up and Restore

Backup Schedules

Using the AT Utility

By adding backup parameters to the executable file, you can automate and control how your backup performs. You can use backup parameters to start, delete, or cancel a scheduled backup automatically.

1.	Locate the directory with the AT.EXE command.

2.	Type at, and then add the required syntax, choosing switch options.

Before running the command, you will need to specify the computer name, identification number, switches to use, and the time to run the backup. The syntax is: at [\\computername] [ [id] [/delete] | /delete [/yes]]

Option	Description

\\computername	Specifies a remote computer. Commands are scheduled on the local computer if this parameter is omitted.

id	An identification number assigned to a scheduled command.

/delete	Cancels a scheduled command. If id is omitted, all the scheduled commands on the computer are canceled.

/yes	Used with the cancel all jobs command when no further confirmation is desired.

time	Specifies the time when command is to run.

/interactive	Allows the job to interact with the user that is logged on at the time the job runs.

/every:date[,...]	Runs the command on specified days of the week or month. If the date is omitted, the current day is assumed.

/next:date[,...]	Runs the specified command on the next occurrence of the day, for example, next Thursday. If the date is omitted, the current day of the month is assumed.

“command”	Specifies the Windows NT command or batch program to be run.


Command-line Batch Files
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Back Up and Restore

Command-line Batch Files

You can create a command-line batch file to back up one or more drives or Microsoft Exchange Server components on a regular basis. The parameters included in this batch command give you most of the same functionality that is provided in the user interface.

Note

In a batch file, limit the command line to 256 characters. Exceeding this limit could result in files not being backed up and could stop the process without any warning.

The syntax for this command is as follows:

ntbackup operation path [/a][/v][/r][/d "text"][/b][/hc:{on | off}] [/t {option}][/l "filename"][/e][/tape:{n}]

Parameters:

operation

Specifies the operation, backup.

path

If you are backing up a drive, specifies one or more paths of the directories to be backed up.

If you are backing up Microsoft Exchange Server components, specifies the 	component and the server using the following format:

{DS server /IS server}

Server is the name of the server you are backing up preceded by two backslashes (for example, \\berkeley). DS indicates that you are backing up the directory, and IS indicates that you are backing up the information store.

/a

Causes backup sets to be added after the last backup set on the tape. When /a is not specified, the program reuses the tape and replaces previous data. When more than one drive is specified but /a is not, the program overwrites the contents of the tape with the information from the first drive selected and then appends the backup sets for the remaining drives.

/v

Verifies the operation.

/r

Restricts access.

/d "text"

Specifies a description of the backup contents.

/b

Specifies that the local registry be backed up.

/hc:on or /hc:off

Specifies that hardware compression is on or off.

Warning

When using the /t parameter, the command-line options must be typed as shown here: /t<space>nr, /t<space>n, /t<space>r, or /t, but not in any other combination. Failing to add these required spaces produces incorrect results.

/t {option}

Specifies the backup type. Option can be one of the following:

Normal

All selected files or Microsoft Exchange Server components are backed up and marked as such on the disk.

Copy

All selected files or Microsoft Exchange Server components are backed up, but they are not marked as such on the disk.

Incremental

Among the selected files or Microsoft Exchange Server components, only those that have been modified are backed up and marked as such on the disk.

Differential

The selected files or Microsoft Exchange Server components that have been modified are backed up, but they are not marked as such on the disk.

Daily

Among the selected files, only those that have been modified that same day are backed up, but they are not marked as such on the disk. This can be useful if you want to take work home and need a quick way to select the files that you worked on that day. This option is not available when backing up Microsoft Exchange Server components.

/l "filename"

Specifies the filename for the backup log.

/e

Specifies that the backup log include exceptions only.

/tape:{n}

Specifies the tape drive to which the files should be backed up. N is a number from 0 to 9 that corresponds to the tape drive number listed in the registry.


Backup Validation
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Back Up and Restore

Backup Validation

Validating your backup tapes and backup procedures is an integral part of system recovery. Initially this validation procedure should be performed daily for every backup of each production server. After one week of successful alternate restores of each server, you may want to reduce the frequency to once a week for all production servers in your site.

Warning

If you type your production server name as the alternate server name, you will restore over your production server.


Validating the Online Backups of Your Information Store
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Back Up and Restore

Backup Validation

Validating the Online Backups of Your Information Store

Validating an online backup of your information store confirms that the tape was backed up accurately and that no information was lost in the process. This process is different from selecting the Verify option when you begin a backup operation because these steps validate that everything was backed up before a crisis situation existed.

1.	Set up the Microsoft Exchange Server on the alternate server with the same organization and site name as the tape being restored, but do not replicate this server to the site.

2.	Using Windows NT Backup, restore the information store and type the alternate server name for the destination server in the Restore Information dialog box.

3.	Start the services on the alternate server. This can be done automatically by selecting Start Service after Restore in step 2.

4.	Select the Application Event Log and note any events that occurred during the recovery.

5.	In the Administrator window, locate the DS/IS consistency adjustment in the Advanced property page of the Server object. Choose All Inconsistencies, and choose Adjust.

6.	Select the application event log to verify what the DS/IS consistency adjustment did.

7.	Select a mailbox account to view mail, and give yourself permission for that account.

8.	Create a client profile, and log on to the mailbox selected in step 7.

Check to see that mail is there, and send a message to yourself to verify delivery.

9.	In the Administrator window, view the Mailbox Resources property page in the private information store to verify the total kilobytes restored per user.


Restore Process
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Back Up and Restore

Restore Process

Information can be restored after it has been backed up.

Note

To avoid invalid users being displayed in user lists on other servers in the organization when reinstalling a server, run Setup, choose Remove All, and then start the Administrator program on one other server in the site and delete the server. The Administrator program will not allow you to delete Microsoft Exchange Server while it’s available on the network.

Getting to the Restore Information dialog box

1.	In the Windows NT Program Manager, open the Administrative Tools program group.

2.	Double-click the Backup icon.

3.	Select the sets in the tapes window that you want to restore.

4.	Choose Restore.

Option	Description
Erase all existing data	Erases all existing data pertaining to the set being restored on the server. Use when the data is being restored to a different server or when you want to delete database information currently on the hard disk.
Private and Public	Available only when restoring the information store and allows you to restore both the private and public information store or either independently.
Start Service After Restore	Starts the information store or directory after the restore.
Verify After Restore	Verifies the contents of the files restored to disk from the files on tape, and log any exceptions.
Destination Server	This is available only when restoring the information store. It is the server that the backup will be restored to.


Viewing Restore Status
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Back Up and Restore

Restore Process

Viewing Restore Status

The restore status screen gives you a summary of what occurred during the restore process and the amount of time it took to restore the information. When you have completed the restore process, look in the event log and the BACKUP.LOG file for information on what took place.

In the Restore Information dialog box, select Summary Only or Full Detail, and then view the results of the restore process.

Option	Description

Full Detail	Logs all operation information, including the names of all files and directories that are restored.

Summary Only	Logs only the major operations, such as loading a tape, starting the restore process, and failing to create a file.

Don’t Log	No information is logged.


Restoring an Information Store to a Different Server
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Back Up and Restore

Restore Process

Restoring an Information Store to a Different Server

An information store can be restored to a Microsoft Exchange Server other than the one it was backed up from. This provides a mechanism for recovering individual items (messages or folders) from a backup without restoring over a server that is in use. This is a last-resort method for retrieving items. It requires an additional computer with enough hard drive disk space to restore the entire backup as well as the other hardware requirements to run a Microsoft Exchange Server.

1.	Install Microsoft Exchange Server on a separate computer, and give it the same organization and site names as the server whose backup is to be restored.

The computer name can be different.

2.	Restore an information store to the new server.

3.	Give yourself permission for the mailbox you want to restore from or for any mailbox if you are restoring a public folder.

4.	Log on to the server with a Microsoft Exchange Client, and move the items to be restored into a .PST file.

5.	Log on to an online server with a profile that also points to the .PST file used in the previous step.

6.	Move the messages from the .PST file onto the online server.


Restoring Information After a Catastrophe
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Back Up and Restore

Restore Process

Restoring Information After a Catastrophe

If a server is catastrophically destroyed, the information will need to be restored from a backup set.

1.	Install Windows NT on the new or repaired server. You may have to delete the Windows NT account and re-create it.

2.	Install Microsoft Exchange Server on the new or repaired server, but do not replicate it with the existing organization. Give the server its original organization and site name. Run Setup\R.

3.	Restore the directory from the last backup for that server.

4.	Restore the private/public information store from the last backups for that server.

5.	Run the DS/IS consistency adjustment tool.

For more information, see Chapter 2, “Setting Up Your Site.”


Restoring from an Offline Backup
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Back Up and Restore

Restore Process

Restoring from an Offline Backup

To restore a directory or information store, each service must be stopped on the server being restored. Once the services are stopped, restore the database files.

Note

After you restore an information store from an offline backup, run ISINTEG using the -patch switch, restart the services, and then run the DS/IS consistency adjustment tool to guarantee a successful restore.


Key Management Security Data
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Back Up and Restore

Key Management Security Data

Key Management security data is stored in the \MGRENT directory where you installed the Key Management server. You can back up the Key Management security data using the Windows NT Backup utility to back up all files and subdirectories in the MGRENT directory

For more information, see Chapter 6, “Setting Up Advanced Security.”


Mailbox Maintenance
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Mailbox Maintenance

After a mailbox is created, you can choose to delete messages from the selected mailbox based on a variety of criteria that you can set.


Mailbox Cleaning
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Mailbox Maintenance

Mailbox Cleaning

Cleaning a mailbox is a task done by a Microsoft Exchange Server administrator to delete messages from a user’s mailbox stored on a server. Cleaning the mailbox recovers space contained in the private information store on the server.

Note

Cleaning a mailbox works only on single or multiple mailboxes but does not work for distribution lists, custom recipients, or public folders. Cleaning a user’s mailbox can be done while the mailbox is open.

Getting to the Clean Mailbox dialog box

1.	In the Administrator window, choose Recipients, and select a mailbox.

2.	From the Tools menu, choose Clean Mailbox.


Setting the Age Limits
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Mailbox Maintenance

Mailbox Cleaning

Setting the Age Limits

You can specify which messages should be deleted from the selected mailbox.

1.	From the Tools menu, choose Clean Mailbox.

2.	In the Age box, select an option.

Option	Description
All messages older than (days)	Type a value representing days. All messages older than the specified number of days will be deleted.
All messages greater than (K)	Type a value representing kilobytes. All messages larger than the specified number of kilobytes will be deleted.


Setting the Sensitivity Level
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Mailbox Maintenance

Mailbox Cleaning

Setting the Sensitivity Level

Messages are marked with one of four sensitivity levels. Select one or more of the Sensitivity check boxes. All messages marked with the selected sensitivity levels will be deleted. Select the default sensitivity that you want to assign to all of your outgoing mail.

1.	From the Tools menu, choose Clean Mailbox.

2.	In the Sensitivity box, select an option.

Option	Description

Normal	Leaves the item header blank and sends messages with no sensitivity.

Personal	Typically, a personal message contains non-business related information.

Private	A private message prohibits any recipient from modifying your original message when it is replied to or forwarded.

Confidential	A confidential message should be treated according to policies on confidentiality of your organization

For more information about setting message sensitivity levels, see “Sending Private, Personal, or Confidential Messages” in the Microsoft Exchange Client Help.


Specifying the Read Items
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Mailbox Maintenance

Mailbox Cleaning

Specifying the Read Items

Deletes messages based on whether or not they have been read.

1.	From the Tools menu, choose Clean Mailbox.

2.	In the Read Items box, select an option.

Option	Description
Read items	Deletes all messages that have been read.
Unread items	Deletes all messages that have not been read.
Read and unread items	Deletes messages that have been read and messages that have not been read.


Deleting Folder Associated Information
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Mailbox Maintenance

Mailbox Cleaning

Deleting Folder Associated Information

Deletes all information (messages) associated with the selected folder.

1.	From the Tools menu, choose Clean Mailbox.

2.	Select or clear Delete Folder Associated Information.

Option	Description
Delete folder associated information	If cleared, no folder associated information will be deleted. If enabled, all information and messages associated with the selected folder will be deleted.


Setting the Action Level
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Mailbox Maintenance

Mailbox Cleaning

Setting the Action Level

Indicates what action should be taken on deleted messages.

1.	From the Tools menu, choose Clean Mailbox.

2.	In the Action box, select an option.

Option	Description
Delete items immediately	Immediately deletes all messages that meet the specified criteria. Once messages are deleted, they cannot be retrieved.
Move items to Deleted Items Folder	Deleted messages are moved into the selected user’s Deleted Items folder. Messages in the Deleted Items folder can be retrieved, viewed, and moved to other folders.


Mailbox Templates
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Mailbox Templates

When you create a mailbox, the Mailbox dialog box defines the properties. However, you can create mailbox templates to set default values for many of the new mailbox properties. A mailbox template is a mailbox whose configuration is copied to new mailboxes as they are created with the Migration Wizard, the Directory Import command, and the Duplicate File menu command.

Use templates to do the following:

Preconfigure properties that a large number of mailboxes share, such as trust level, delivery restrictions, company name, and postal address.

Create a single mailbox with preconfigured properties by duplicating a template mailbox.

If properties, such as telephone number, location, pager, and display name, are different for each user, use the Directory Import command after migration to fill in this data.

Note

Mailboxes are not linked to templates. Once a mailbox is created, it is not changed if the template is modified. To change default properties on multiple mailboxes after they have been created, use the Directory Import command.

You can configure a template mailbox to be hidden from the Address Book so that it does not receive mail. Hidden mailboxes are also useful if you plan to create mailboxes, test them, and then make them visible, either one at a time or in a batch created by the Directory Import command.


New Mailboxes
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Mailbox Templates

New Mailboxes

You can create a new mailbox when you want to add someone to your organization or when you want to set up another mailbox for a group.


Creating a Template for New Mailboxes
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Mailbox Templates

New Mailboxes

Creating a Template for New Mailboxes

Mailbox templates can automatically set default values for mailbox properties. The mailbox configuration is copied to new mailboxes as they are created with the Migration Wizard, the Directory Import command and the Duplicate command. All template mailbox properties except first name, last name, alias name, permissions, and e-mail addresses are copied when you create a new mailbox. This keeps you from entering the same information several times. You can then complete the configuration process after the mailboxes are created.

1.	In the Administrator window, choose a site in your organization.

2.	Choose the Recipient container where the new mailbox is to be created.

3.	From the File menu, choose New Mailbox.

4.	In the Display box, type a name for the new template.


Hiding the Mailbox Template in the Address Book
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Mailbox Templates

New Mailboxes

Hiding the Mailbox Template in the Address Book

You can hide the template mailbox in the Address Book so it does not receive mail. Hidden mailboxes are also useful if you plan to create mailboxes, test them, and then make them visible, either one at a time or in a batch created by the Directory Import command.

An alternative to hiding the template mailboxes is to prefix their display names so they sort to the end of the directory. For example, you can use “zzzz Standard Template” for an American English locale. If the mailbox is hidden when you create new mailboxes, all the mailboxes you create will be hidden. If you don’t want the new mailboxes hidden, make the template visible in the Address Book before duplicating, and then hide the template after you finish using the Migration Wizard.

1.	Select the template mailbox.

2.	Select the Advanced tab.

3.	Select Hide from address book.

Option	Description

Hide from address book	Sets the template mailbox as hidden from the Address Book. It does not receive mail.


Using the Template to Create New Mailboxes
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Mailbox Templates

New Mailboxes

Using the Template to Create New Mailboxes

A mailbox template can save you from typing the same information repeatedly. The template lets you preconfigure properties for a single mailbox or a large number of mailboxes. It also lets you use the Migration Wizard or the Directory Import command for bulk creation of mailboxes or the Duplicate command.

1.	In the Administrator window, choose a site in your organization.

2.	Choose the Recipient container where the new mailbox is to be created.

3.	If the template is hidden from the Address Book, choose Hidden Recipients from the View menu.

4.	Select the mailbox template.

5.	From the File menu, choose Duplicate.

6.	Provide additional information for the new mailbox.

Option	Description

Duplicate 	Creates a new mailbox with the properties copied from the template mailbox.


E-mail Addresses
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E-mail Addresses

E-mail addresses identify recipients to the connectors and gateways that connect Microsoft Exchange Server to other messaging systems. You can use the E-mail Addresses property page to create, modify, or remove e-mail addresses. Microsoft Exchange Server automatically generates these e-mail addresses for the server core components and recipients:

MS Mail (PC) address

X.400 address

Internet address

Caution

Many other Microsoft Exchange Server services use these default addresses. Changing or removing the default addresses can cause messaging and messaging-based services, such as directory replication, to fail.

Getting to the E-mail Addresses property page

1.	In the Administrator window, choose Servers or Recipients.

2.	Double-click server core component or recipient you want to create an address for.

3.	Select the E-mail Addresses tab.


Creating an E-mail Address
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E-mail Addresses

Creating an E-mail Address

You can create an e-mail address for the server core components and recipients.

1.	Select the E-mail Addresses tab.

2.	Choose New.

3.	Select the server core component or Other Address, and then choose OK.

4.	Type the e-mail address information.


Modifying an E-mail Address
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E-mail Addresses

Modifying an E-mail Address

You can modify an e-mail address by editing the address information that identifies the recipient to the server core component.

1.	Select the E-mail Addresses tab.

2.	Select the server core component, and then choose Edit.

3.	Modify the e-mail address information.


Removing an E-mail Address
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E-mail Addresses

Removing an E-mail Address

Remove an e-mail address when you no longer need to exchange information between this recipient and the external messaging system that the address represents. For example, if you want to disable information exchange over the Internet, you can remove the Internet address.

1.	Select the E-mail Addresses tab.

2.	Select the e-mail address you want to remove, and then choose Remove.

For more information, see Appendix A, “Addressing.”


Directory Import and Export
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Directory Import and Export

The Microsoft Exchange Server directory contains information about mailboxes, custom recipients, connectors, monitors, and other objects. Most changes to the directory are done using the Administrator program. There are two commands on the Tools menu that you can use to read or change the directory. With the Directory Export command, you can write information about mailboxes, custom recipients, and distribution lists to a text file. With the Directory Import command, you can create or modify most objects in the directory based on the contents of a text file.

These commands are valuable when doing the following:

Making modifications to multiple objects of the same type.

Creating multiple objects in a batch fashion.

Deleting multiple custom recipients before migrating their mailboxes.

Exporting configuration or template information.

Directory Import requires an import file with modifications for the directory. Directory Export doesn’t require an export file. However, it will export only some basic properties if there is no export file that specifies which properties are to be exported. The format of information in import and export files is the same.

For more information, see The Microsoft Exchange Server Migration Guide.


Directory Import and Export Commands
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Directory Import and Export

Directory Import and Export Commands

The Directory Export and Directory Import commands can be used in the following ways:

Use the Directory Import command in place of the Migration Wizard if an extractor is not available for the current directory or e-mail system.

Use the Directory Import and Export commands to make modifications to existing mailboxes and custom recipients including telephone number and office changes, organization name changes, new template information, and mailbox space quotas.

Use the Directory Import command to migrate organization chart data into distribution lists.

Use the Directory Import command to make the same changes to MTA, directory, or information store properties on all servers in a site. For example, you can use Directory Import to change the way the MTA on every server handles distribution list expansion. You can also change the list of recipients who receive notifications from link and server monitors.

When you create a file with the Directory Export command, you can modify it with any text editor, word processor, or spreadsheet program that supports comma-separated value (.CSV) text files. You can use the Directory Import command to import the modifications.


Using Directory Export
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Directory Import and Export

Directory Import and Export Commands

Using Directory Export

You can use the Directory Export command to:

Export directory information to another e-mail system.

Create a text file of all properties for mailboxes, custom recipients, or distribution lists.

Create a text file that can be used by Directory Import to import directory information.

Note

Directory Export does not require an existing export file. Without such a file to specify which properties are to be exported, Directory Export will export a default set of properties.

1.	From the Tools menu in the Administrator window, choose Directory Export.

2.	Select a directory server and a home server.

3.	Select an export file.

4.	Select a directory export container.

5.	Select export object type.

6.	Select a logging level.

7.	Select a separator.

8.	Choose Export to start the export process.

Option	Description
Microsoft Exchange server	This is the server that export reads the information from.
Home server	The home server of the mailboxes to export.
Export File	The file name to store the exported directory information.
Container	The recipients container that contains the recipient objects to be exported.
Include subcontainers	Includes the recipient objects in the subcontainers of the specified recipient container.
Export objects	Recipient objects to be exported (mailbox, custom recipient, or distribution list).
Logging level	Specifies the event logging level (none, low, or high) when performing the export.
Separators	Specifies the separators used in the exported file. Separators distinguish column, quote, and property types of information in the file.
Character set	Specifies which character set to use (ANSI or Unicode) when creating the export file. ANSI means that the export file uses the active ANSI code page.
Include hidden objects	Includes hidden recipient objects.


Selecting a Separator
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Directory Import and Export

Directory Import and Export Commands

Selecting a Separator

There are three types of separators you can use with Directory Import and Directory Export:

Column

The first line of every import or export file contains column headings describing the columns of information contained in the file. These headings are separated by the column separator. All subsequent lines of the file use the column separator to separate the supplied data fields. A comma, tab, or space can be chosen.

Quote

Use the quote separator for fields that contain the column separator character. For example, if a recipient’s display name is Williams, Adele, the field must be enclosed in quotes to indicate that the comma is not intended to be treated as a column separator. For example, "Williams, Adele". A single quote (') or a double quote(") can be chosen.

Property

Use the property separator for fields with multivalued properties. For example, the Members field of a distribution list might contain the names of multiple recipients. In an import file, the Members field might appear as follows: adelew%alig%annd%aprilc%billl%chiaras. Any of the following characters for the property separator can be chosen: !, #, $, %, &, *, @, ^.


Using Command-line Directory Export Options
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Directory Import and Export

Directory Import and Export Commands

Using Command-line Directory Export Options

Directory exports can also be done from the command line. Use the following syntax in the ADMIN.EXE program:

admin /e <export file> /d <directory server name> /n /o <options file>

The /e switch is required. All other switches are optional.

Option	Description

<export file>	The name of the file where the exported directory information is to be written.

<directory server name>	The name of the server from which the directory will be exported.

/n	Specifies that the progress bar is not displayed during directory export.

/o	Specifies the name of an import options file.

<options file>	The name of a file containing options that control how directory information is exported.

The export options file is used to specify the same types of options as the Administrator program’s Directory Export dialog box. The export options file is a text file and must be in the following format.

[Export]

DirectoryService=<DS server name>

;(default=NULL)

HomeServer=<server name>

;(default=NULL)

Basepoint=<DN of basepoint object>

;(default=NULL, which indicates the local site)

Container=<RDN of container object>

;(default=Recipients)

ExportObject=[Mailbox, Remote (custom recipients), DL, 	Recipients (all recipients), All (all object types)]     ;(default=Mailbox)

InformationLevel=[None, Minimal, Full]

;(default=Minimal)

BasepointOnly=[Yes, No]

;(default=No)

RawMode=[Yes, No]

;(default=No)

Hidden=[Yes, No]

;(default=No)

Subcontainers=[Yes, No]

;(default=No)

CodePage=[-1,0,code-page-ID]

;(default = 0)

Option	Description

Basepoint=	The basepoint is the starting point of the object that you want to export and normally points to the site. It allows you to get objects from anywhere in the directory. The DN is the full directory name of the object.

Container=	The RDN is the container for recipients.

ExportObject=	The export object is a mailbox, distribution list, remote address (RC), or an inherited mailbox.

InformationLevel=	None=Reports only the starting and stopping point of messages.

Minimal=Reports no warnings, and gets only errors and information.

Full=Reports all information.

Subcontainers=	Exports all subcontainers of the RDN.

CodePage=	-1 =Unicode and 0=active ANSI, or any other value of the page code.

If both the Basepoint and Container entries are excluded, the global address list is exported.

There are three new options that apply to both import and export:

Column Separator=<ASCII value of column separator Character>Default=44(“,”)

MVSeparator=<ASCII value of multivalue separator character>Default=37(“%”)

Quote Character=<ASCII value of quoted value delimiter>Default=34(“"”)

Following is a code sample of an actual command-line export file using six options.

[Export]

DirectoryService=Elizab

Container=NewContainer

ExportObject=Recipients

InformationLevel=Full

Subcontainers=Yes

CodePage=-1

This is the actual .CSV file generated for the export:

Note

The .CSV file contains no spaces or line feeds.

Obj-Class,First Name,Last name,Display Name,Alias Name,Directory Name,Primary Windows NT Account,Home-Server,E-mail address,E-mail Addresses,Members,Obj-Container,Hide from AB

dl,,,distlist 1,distlist 1,distlist 1,,,,MS:MYCOMPANY/IMPORT1995/DISTLIST1%SMTP:distlist1@IMPORT1995.MYCOMPANY.com%X400:c=US;a= ;p=MYCOMPANY;o=IMPORT1995;s=distlist 1;,,NewContainer,

dl,,,distlist subcontainer,distlist subcontainer,distlist subcontainer,,,,MS:MYCOMPANY/IMPORT1995/DISTLISTSU%SMTP:distlistsubcontainer@IMPORT1995.MYCOMPANY.com%X400:c=US;a= ;p=MYCOMPANY;o=IMPORT1995;s=distlist subcontainer;,,NewContainer/cn=Subcontainer,

Mailbox,mailbox,one,mailbox one,mailboxo,mailboxo,,ELIZAB,,MS:MYCOMPANY/IMPORT1995/MAILBOXO%SMTP:mailboxo@IMPORT1995.MYCOMPANY.com%X400:c=US;a=;p=MYCOMPANY;o=IMPORT1995;s=one;g=mailbox;,,NewContainer,

Mailbox,mailbox,subcontainer,mailbox subcontainer,mailboxs,mailboxs,,ELIZAB,,MS:MYCOMPANY/IMPORT1995/MAILBOXS%SMTP:mailboxs@IMPORT1995.MYCOMPANY.com%X400:c=US;a= ;p=MYCOMPANY;o=IMPORT1995;s=subcontainer;g=mailbox;,,NewContainer/cn=Subcontainer,

Remote,remote,one,remote one,remoteo,remoteo,,,MS:MYCOMPANY/po1/custom,SMTP:remoteo@IMPORT1995.MYCOMPANY.com%X400:c=US;a=;p=MYCOMPANY;o=IMPORT1995;s=one;g=remote;%MS:MYCOMPANY/po1/custom,,NewContainer,

Remote,remote,subcontainer,remote subcontainer,remotes,remotes,,,RS:remotesubcontainer,MS:MYCOMPANY/IMPORT1995/REMOTES%SMTP:remotes@IMPORT1995.MYCOMPANY.com%X400:c=US;a=;p=MYCOMPANY;o=IMPORT1995;s=subcontainer;g=remote;%RS:remotesubcontainer,,NewContainer/cn=Subcontainer,


Using Directory Import
15	Maintaining Your Organization	79 of 82

Directory Import and Export

Directory Import and Export Commands

Using Directory Import

Directory import requires an import file with the modifications for the directory. The format of the information in import and export text files is the same.

1.	In the Administrator window, choose Directory Import from the Tools menu.

2.	Select a Windows NT domain and a server.

3.	Select a container.

4.	Choose an optional recipient template.

5.	Choose an import file.

6.	Select a logging level.

7.	Select a separator.

Option	Description

Windows NT domain	Location where the user accounts mailboxes will be created.

Microsoft Exchange server	The server where you want to import directory information.

Container	Container where recipient objects will be created or modified. The two options specify whether a container object specified in the import file will override the recipient container specified here.

Recipient Template	The recipient object (mailbox, distribution list, custom recipient) is the template object for all imported objects of the same type. It is chosen from the Address Book.

Import File	Shows the path and filename of the import file that contains the information you are importing.

Account creation	Specify how Windows NT accounts are handled. Create and Delete options are for Windows NT accounts for mailboxes being added to or deleted from the domain. It generates a random password that is updated through Import for each new Windows NT account and writes it to a *.PSW file in the Administrator program’s working directory. (The name is based on the actual file name.) These passwords must be distributed to users before they can log on and be validated by the Windows NT domain.

Logging level	Specifies the level of logging when performing the export.

Separators	Specifies the separators used in the imported file. Separators distinguish column, quote, and property types of information in the file.

Multivalued Properties	Select Append if imported data in a multivalued property should be added to existing data. Select Overwrite if imported data in a multivalued property should replicate any existing data.


Using Command-line Directory Import Options
15	Maintaining Your Organization	80 of 82

Directory Import and Export

Directory Import and Export Commands

Using Command-line Directory Import Options

Directory imports can also be done from the command line. Use the following syntax on the ADMIN.EXE program:

admin /i <import file> /d <directory server name> /n /o <options file>

The /i switch is required. All other switches are optional.

Option	Description

<import file>	The name of the file that contains directory information to be imported.

<directory server name>	The name of the server whose directory is to be updated.

/n	Specifies that the progress bar is not displayed during directory import.

<options file>	The name of a file containing options that control how directory information is imported.

When running the directory import utility from the command line, the /o option is use to specify the name of an import options file. The import options file specifies the same types of options as the Administrator program’s Directory Import dialog box. The import options file is a text file and must be in the following format.

[Import]

DirectoryService=<DS server name>

;(default=NULL)

Basepoint=<DN of basepoint object>

;(default=NULL, which indicates the local site)

Container=<RDN of container object>

;(default=Recipients)

InformationLevel=[None, Minimal, Full]

;(default=Minimal)

RecipientTemplate=<DN of default mailbox>

;(default=none)

NTDomain=<NT domain where accounts will be created>     ;(default=none)

OverwriteProperties=[Yes, No]

;(default=No)

CreateNTAccounts=[Yes, No]     (default=No)

DeleteNTAccounts=[Yes, No]     (default=No)

ApplyNTSecurity=[Yes, No]      (default=Yes)

GeneratePassword=[Yes, No]     (default=No)

RawMode=[Yes, No]              (default=No)

CodePage=[-1,0,code-page-ID]   (default=0)

If Raw Mode is set to Yes, the directory import process interprets attribute values literally, without constructing attributes from other attributes. For example, if Raw Mode is set to No, the Home-Server pseudo-attribute creates the Home-MTA and Home-MDB recipient attributes. If Raw Mode is set to Yes, explicit values for Home-MTA and Home-MDB can be provided and will be imported as specified, even if the specified attributes are erroneous or damaging.

The following is an example of an actual command-line import file:

Note

The .CSV file contains no spaces or line feeds.

[Import]

InformationLevel=high

DirectoryService=elizab

NTDomain=MY-DOMAIN

CreateNTAccounts=Yes

GeneratePassword=Yes

RecipientTemplate=/o=MYCOMPANY/ou=IMPORT1995/cn=Recipients/cn=TemplateU

The following is the actual .CSV file generated for the import.

Note

The .CSV file contains no spaces or line feeds.

Obj-Class,Mode,First Name,Last Name,Display Name,Alias Name,Directory
Name,Primary Windows NT Account,Home-Server,E-mail address,E-mail
Addresses,Members,Obj-Container,Hide from AB

Remote,create, remote,one,remote
one,remoteo,RemoteTwo,,,MyCompany/po1/custom,SMTP:remoteo@IMPORT1995.MyComp
any.com%X400:c=US;a= ;p=MyCompany;o=IMPORT1995;s=one;g=remote;%MyCompany/po1/custom,,NewContaine
r,

dl,delete,,distlist 1,distlist 1,distlist
1,,,,MYCOMPANY/IMPORT1995/DISTLIST1%SMTP:distlist1@IMPORT1995.MyCompany.com
%X400:c=US;a= ;p=MyCompany;o=IMPORT1995;s=distlist 1;,,NewContainer,

Mailbox,modify, mailbox,one,mailbox
one,mailboxchange,mailboxo,,ELIZAB,,MYCOMPANY/IMPORT1995/MAILBOXO%SMTP:mail
boxo@IMPORT1995.MyCompany.com%X400:c=US;a=
;p=MyCompany;o=IMPORT1995;s=one;g=mailbox;,,NewContainer,


Import File Format
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Directory Import and Export

Import File Format

Import text files must be in a certain format. The first line must be a header followed by lines of data to be imported. The header line specifies what each field in the data lines contains. There is no limit to the number of data lines in an import file. The first field in the header line is special because it is composed of properties from the schema. The schema is a collection of properties for objects in the directory. When creating a recipient with directory import, the following fields are required.

Column Heading	Description	Valid Values
Obj-Class	The type or class of object that is being created, deleted, or modified. This must be the first field.	Mailbox = mailbox Distribution List = dl Custom Recipient = remote
Mode	An optional field for specifying if the object is to be created, deleted or modified. If this field is used, it must be the second field. If this field is not used, the default is update. This means that the object will be created if it does not exist and modified if it does exist.	Create Delete Modify Update
Common-Name	The unique directory name of the object to be created, deleted, or modified.
Note

The Home-Server attribute is required for mailbox objects and the target-address attribute is required for remote objects.

All additional fields in the header are properties of the modified object. By default all fields are separated by commas, and each line ends with a carriage return and line feed. If a field contains a comma, the data must be inside quotes.

Note

Use straight quotes () rather than smart quotes (“).

Some fields are multivalued. For example, the distribution list object has a member property which can have multiple members. In an import file these multiple members are included in the same field separated with percent (%) signs.

The first data line shows a distribution list being created with distribution lists as members. It also illustrates that you can populate a distribution list with members that haven’t been created in the directory. As those members are created later, they are automatically added to the distribution lists they have been made members of.

For ease of use, import files are in a .CSV or comma-separated format. This format can be read by database programs such as Microsoft Access or spreadsheet programs such as Microsoft Excel. You can use sorting features to minimize the effort of creating and editing import files.

For more information, see Microsoft Exchange Server Programmer’s Guide.


Properties and Attributes
15	Maintaining Your Organization	82 of 82

Directory Import and Export

Properties and Attributes

Properties and attributes are used for display names when importing and exporting directory information for mailboxes, custom recipients, and distribution lists.

For more information, see Microsoft Exchange Client Help.


Monitoring Your Organization
Chapter 16	 1 of 67

Monitoring Your Organization

Microsoft Exchange Server has several available options for monitoring the condition of your organization. Monitoring is a proactive process of checking for problems with services, servers, network connections, mail connections, and gateways then notifying the right people to fix them. When monitoring is properly planned and used, you can find and fix problems before they are noticed by users.

The tools used for monitoring are:

Link monitor

Server monitor

Windows NT Performance Monitor

Note

You cannot use monitoring to check all features in Microsoft Exchange Server. For example, directory and public folder replication events are logged, but you receive no alerts.


Link Monitor
16	Monitoring Your Organization	2 of 67

Link Monitor

Link monitors are used to check that test messages sent to other servers in the same or different site or to foreign systems are making the round-trip within a specified length of time. These messages are called ping messages. At every polling interval, a ping message is sent to every server and system configured in the monitor.


General Properties
16	Monitoring Your Organization	3 of 67

Link Monitor

General Properties

You use the General property page to define a directory name and a display name, create log files, and set polling intervals.

Getting to the General property page

1.	In the Administrator window, choose Monitors.

2.	From the File menu, choose New Other, and then choose Link Monitor.

3.	Select the General tab.


Defining the Directory Name and Display Name
16	Monitoring Your Organization	4 of 67

Link Monitor

General Properties

Defining the Directory Name and Display Name

Use the General property page to define names for a new link monitor. You provide a directory name used for identification by the system and a display name that appears in the Administrator window. The directory name is used for starting monitors automatically. However, you can start monitors manually.

1.	Select the General tab.

2.	In the Directory name box, type a name.

3.	In the Display name box, type a name.

Option	Description

Directory name	A maximum of 64 alphanumeric characters, which can include spaces and special characters. If no name is provided, the system prompts for a value. The name cannot be changed.

Display name	A maximum of 256 alphanumeric characters. The syntax of this field is Unicode, which understands all languages and their special characters. If no name is provided, the system prompts for a value. The name can be modified at any time.

For more information on starting monitors, see “Starting Monitors Manually” and “Starting Link and Server Monitors Automatically” later in this chapter.


Creating Log Files
16	Monitoring Your Organization	5 of 67

Link Monitor

General Properties

Creating Log Files

The log file stores information about changes in the status of your connections and the resulting notifications. Creating log files is optional. However, it is very helpful for troubleshooting problems with connections within your organization. If no directory and filename are specified, a log file is not created.

Tip

The log file will be easy to find from anywhere on the network if you specify the path using the Universal Naming Convention, such as:

\\SERVERNAME\C$\SLM1HOUR.LOG

1.	Select the General tab.

2.	Choose Browse.

3.	Type or select the directory and filename for the log file, and choose OK.


Setting Polling Intervals
16	Monitoring Your Organization	6 of 67

Link Monitor

General Properties

Setting Polling Intervals

Use polling intervals to indicate how often the link monitor sends ping messages to check connections. Normal sites contain links that have ping messages that have been returning within the specified bounce time. A critical link does not meet the criteria as defined for a normal link. Because of this, the default polling interval for normal sites is of longer duration than that of a critical site. Polling intervals for both normal and critical sites can be set to any duration.

1.	Select the General tab.

2.	In the Normal box, type a number, and select either Seconds, Minutes, or Hours.

3.	In the Critical sites box, type a number, and select either Seconds, Minutes, or Hours.

Option	Description

Normal	Indicate how often to send a ping message. The default is 15 minutes.

Critical sites	Indicate how often to send a ping message to servers or systems that are in a warning or alert state. The default is 5 minutes.


Permissions
16	Monitoring Your Organization	7 of 67

Link Monitor

Permissions

You can use the Permissions property page to indicate the Windows NT accounts that can modify the specified monitor. Permissions are necessary where a connection is being modified but are not necessary to start a link monitor.

Note

By default, the Permissions property page is hidden. To view the Permissions properties page, choose Options from the Tools menu.

For information on setting permissions, see Chapter 4, “Setting Up Recipients.”


Warning and Alert Durations
16	Monitoring Your Organization	8 of 67

Link Monitor

Warning and Alert Durations

Use the Bounce property page to set the warning and alert durations for each link monitor. One set of durations is used for all recipients and servers. You can create multiple link monitors if the monitored servers and foreign systems have different bounce durations. A bounce duration is the longest acceptable round-trip time for a message to travel between the monitor’s home server and another server or foreign system. You determine the value based on tests you have performed previously.

Getting to the Bounce property page

1.	In the Administrator window, choose Monitors.

2.	Choose the link monitor you want to update.

3.	Select the Bounce tab.


Specifying a Warning State Duration
16	Monitoring Your Organization	9 of 67

Link Monitor

Warning and Alert Durations

Specifying a Warning State Duration

A warning state is the time after which the returned ping message should be considered late.

1.	Select the Bounce tab.

2.	In the Enter warning state after box, type a number, and select Seconds, Minutes, or Hours. The default is 30 minutes.


Specifying an Alert State Duration
16	Monitoring Your Organization	10 of 67

Link Monitor

Warning and Alert Durations

Specifying an Alert State Duration

An alert state duration is the length of time after which the returned ping message should be considered very late.

1.	Select the Bounce tab.

2.	In the Enter alert state after box, type a number, and select Seconds, Minutes, or Hours. The default is 60 minutes.

To start the link monitor, see “Starting Link and Server Monitors Automatically” later in this chapter.


Notification Process
16	Monitoring Your Organization	11 of 67

Link Monitor

Notification Process

Use the Notification property page to specify how to advise administrators when a connection is in a warning or alert state. A warning state, indicating a possible problem, occurs when a ping message fails to return within the bounce duration you set for warning status. An alert state, indicating a serious problem, occurs when a ping message fails to return within the bounce duration you set for an alert status. These statuses are indicated as symbols in the left column of the Notification property page and indicate if the notification is for an alert state (red down arrow) or a warning state (red exclamation point).

Notifications can be delivered as:

Notification applications, such as pager programs

Mail messages

Network alerts

Once you have determined the type of notification, you can specify how administrators should be notified by setting the escalation path.

An escalation path is a prioritized list of people to notify if a monitor enters an alert state. It is useful for notifying primary and secondary support personnel. For example, the primary support person can be notified immediately when the monitor enters a warning state. The secondary people that need to be notified can have a longer time delay or not be notified until the monitor enters an alert state.

For example, you could set a staggered time for three support people; a primary support person and two secondary support people. These three notifications could be staggered from immediate notification to one hour. You must complete the notification setup process three times, once for each person.

Getting to the Notification property page

1.	In the Administrator window, choose Monitors.

2.	Choose the link monitor you want to update.

3.	Select the Notification tab.


Using Notification Applications
16	Monitoring Your Organization	12 of 67

Link Monitor

Notification Process

Using Notification Applications

You use this type of notification primarily to alert people who are not logged on to the network. This is appropriate for an administrator who monitors the network remotely using a pager program.

1.	Select the Notification tab.

2.	Choose New.

3.	Select Launch a Process, and choose OK.

4.	Set the Time delay when notification should occur, and the appropriate notification parameters.

Option	Description
Time delay	The amount of time after which the link enters a warning or alert state and the notification process starts. The default is 15 minutes.
Alert only	Select to send notification only if the monitor is in an alert state.
	Clear to send notification in both the warning and alert states.
	Select a file name. This is the name that appears in the Launch process box.
Command line parameters	Enter parameters if the program needs special command-line parameters.
Append notification text to parameter list	Select to attach the standard notification text to the parameters list specified in the Command line parameters box.
	Clear to avoid attaching any text to the parameter list.
	Verify that the process works as expected.


Using Mail Messages
16	Monitoring Your Organization	13 of 67

Link Monitor

Notification Process

Using Mail Messages

You use mail messages to send an alert to a specified recipient at the time the problem occurs. This type of notification is useful for historical tracking and roving users. This is not effective for notifying users who are on the other side of a down connection.

1.	Select the Notification tab.

2.	Choose New.

3.	Select Mail Message, and choose OK.

4.	Set the time delay, when notification should occur, and whom to notify.

Option	Description

Time delay	The amount of time after the monitor enters alert or warning state that the notification process starts. The delay is equal to the greater of the time delay or polling interval. The default is 15 minutes.

Alert only	Select to send notification only if the monitor is in an alert state.

Clear to send notification in both the warning and alert states.

Select a name from a list of recipients. This name appears in the Mailbox to notify box.

Verify that the mail is sent correctly.


Using Network Alerts
16	Monitoring Your Organization	14 of 67

Link Monitor

Notification Process

Using Network Alerts

You use this type of notification to send an alert message to a computer. However, an alert cannot be delivered if the computer is not turned on or no one is currently logged on to the computer or the messaging service is not running. This type of notification is best for monitoring people on the same LAN as the monitor.

1.	Select the Notification tab.

2.	Choose New.

3.	In the New Notification dialog box, select Windows NT Alert, and choose OK.

4.	In the Escalation Editor dialog box, set the time delay, when notification should occur, and the computer to notify.

Option	Description

Time delay	The amount of time after the monitor enters alert or warning state that the notification process starts. The default is 15 minutes.

Alert only	Select to send notification only if the monitor is in an alert state.

Clear to send notification in both the warning and alert state.

Computer to alert	Type the name of the computer that will receive the alert message.

Verify that the message is sent correctly.


Modifying a Notification
16	Monitoring Your Organization	15 of 67

Link Monitor

Notification Process

Modifying a Notification

You can make changes to existing notifications. For example, you can change the time delay or the recipient of a mail message alert.

1.	Select the Notification tab.

2.	Select a notification, and choose Edit.

3.	In the Escalation Editor dialog box, make the changes you want, and choose OK.


Removing a Notification
16	Monitoring Your Organization	16 of 67

Link Monitor

Notification Process

Removing a Notification

When you no longer want to use a particular notification, you can remove it from the list.

1.	Select the Notification tab.

2.	Select the notification you want to remove, and choose Remove.


Link Monitoring Within an Organization
16	Monitoring Your Organization	17 of 67

Link Monitor

Link Monitoring Within an Organization

Use the Servers property page to specify the servers that are to receive ping messages from your Microsoft Exchange Server computer. These servers must be in your organization, but they can be in the same or different sites.

The following are suggestions for setting up link monitors within your organization.

When setting up link monitors, pay particular attention to routing costs and scheduling.

When setting warning and alert durations, keep in mind what the expected durations are for each connection. This allows you to determine if they are working as expected.

Getting to the Servers property page

1.	In the Administrator window, choose Monitors.

2.	Double-click the link monitor you want to update.

3.	Select the Servers tab.


Specifying Servers for Link Monitoring
16	Monitoring Your Organization	18 of 67

Link Monitor

Link Monitoring Within an Organization

Specifying Servers for Link Monitoring

You use the Servers property page to specify which servers in your organization are to be monitored by this link monitor.

1.	Select the Servers tab.

2.	In the Servers box, select a server you want to monitor.

3.	Choose Add to add the selected server to the list of monitored servers.


Removing Servers from Link Monitoring
16	Monitoring Your Organization	19 of 67

Link Monitor

Link Monitoring Within an Organization

Removing Servers from Link Monitoring

If you no longer need to monitor a specific server, you can remove it from the list of monitored servers.

1.	Select the Servers tab.

2.	In the Monitored servers box, select a server, and choose Remove.


Link Monitoring Outside an Organization
16	Monitoring Your Organization	20 of 67

Link Monitor

Link Monitoring Outside an Organization

Use the Recipients property page to configure a link monitor to check connections to other organizations or foreign systems. The link monitor watches for replies to ping messages sent to recipients. Based on whether or not a reply is returned, you can determine whether the link is working correctly.

When you test a connection using link monitor, you should specify a recipient that does not exist, so that you will get a non-delivery report (NDR) as a response. If you specify a valid destination, you will not receive a reply and will not know if the ping message reached the recipient.

When the link monitor receives a reply, it does not read the contents of the message, but instead, looks for the subject of the original message. You must specify how you expect the subject of the original message to be returned. If you know that the recipient’s system has an automatic reply program (and that the program puts the original subject text in the reply subject field), then you can specify the Message subject returned from box. If you do not know how the recipient will return the subject, you specify the Message subject or body returned from box.

Note

The NDR does not contain the name of the recipient that sent it, so the NDR could have been sent from a system anywhere along the connection path.

Getting to the Recipients property page

1.	In the Administrator window, choose Monitors.

2.	Double-click the link monitor you want to update.

3.	Select the Recipients tab.


Tips for Monitoring Links to Foreign Systems
16	Monitoring Your Organization	21 of 67

Link Monitor

Link Monitoring Outside an Organization

Tips for Monitoring Links to Foreign Systems

If you control or have access to the foreign system:

Write a utility that recognizes Microsoft Exchange Server ping messages.

If you can ensure that the subject of the original ping message will be included in the subject of the returned ping message, add the recipient to the Message subject returned from box list.

If you do not control or have access to the foreign system:

Try sending a ping message to a mailbox that doesn’t exist. A mail message with an invalid address would make it across the gateway and into the system but would be rejected as invalid by the foreign system and returned to Microsoft Exchange Server addressed to the sender. On return, examine the subject and body of the ping message to see if the subject or body is preserved. If the subject is preserved, add the recipient to the Message subject returned from box list. If only the body is preserved, add the recipient to the Message subject or body returned from box list.

Create a custom recipients container specifically for this link monitor for these invalid recipients. When creating a custom recipients container, it is recommended that once custom recipients have been set up in the monitor, you use the Custom Recipients Advanced property page and select the Hide from Address Book option. This prevents anyone from accidentally sending messages to custom addresses.

Clear the MAPI Recipients option if you are not sure that the foreign system can interpret MAPI properties.


Specifying Recipients That Return Subjects
16	Monitoring Your Organization	22 of 67

Link Monitor

Link Monitoring Outside an Organization

Specifying Recipients That Return Subjects

For this type of recipient, you expect to receive a response that includes the original subject in the subject line. Using this option saves time because the body of the message does not need to be opened.

1.	Select the Recipients tab.

2.	Under the Message subject returned from box, choose Modify.

3.	Select the names of the recipients, and choose Add.


Specifying Recipients That Return Subjects or Bodies
16	Monitoring Your Organization	23 of 67

Link Monitor

Link Monitoring Outside an Organization

Specifying Recipients That Return Subjects or Bodies

For this type of recipient, you expect to receive a response that includes the original subject in either the subject line or the message body. Use this option if you don’t know if the recipient returns the subject in the subject line or in the message body.

1.	Select the Recipients tab.

2.	Under the Message subject returned or body from box, choose Modify.

3.	Select the names of the recipients, and choose Add.


Link Status
16	Monitoring Your Organization	24 of 67

Link Monitor

Link Status

Link status show the last bounce message sent to each server. The data shown tracks the bounce message along its path to its destination and back again and provides details on the amount of time the message spent between key points in the path. This information can be used to determine why a message has exceeded its maximum acceptable threshold. Also, link properties show the current status of notifications sent in response to alerts on this link. You can see whether notifications and repairs have been suspended.

Note

Link status information is for viewing only. Setting up a link monitor is a different procedure.

Getting to the General property page

1.	In the Administrator window, choose Monitors.

2.	Choose a link monitor.

3.	From the Tools menu, choose Start Monitor.

4.	Type the name of the server you want to connect to, and choose OK.

5.	Double-click the link that you want, and select the General tab.


Viewing the Last Received Bounce Mail Details
16	Monitoring Your Organization	25 of 67

Link Monitor

Link Status

Viewing the Last Received Bounce Mail Details

Use the General property page to view the results of the last successful bounce message for the connection. These values are informational only and cannot changed.

Option	Detail
Request sent	Time the ping message was submitted by the system attendant on the sending server.
Request received	Time the ping message was received by the information store on the destination server.
Request time	The elapsed time between request sent and request received.
Reply sent	The time the system attendant on the destination server sent the ping message back.
Turnaround time	The elapsed time between request received and reply sent. This includes processing time of the system attendant on the destination server.
Reply received	The time the link monitor received a reply to the ping message.
Reply time	The elapsed time between reply sent and reply received. This includes MTA transport time on both servers.
Total time	The elapsed time between request sent and reply received.
Pending request	The date and time of all ping messages sent but not yet returned.
For more information on setting up link monitoring, see “Link Monitor” earlier in this chapter.


Link Notification
16	Monitoring Your Organization	26 of 67

Link Monitor

Link Notification

Use the Link Notification property page to view the current outstanding notification for this link. These values are informational only and cannot be changed.

Getting to the Link Notification property page

1.	In the Administrator window, choose Monitors, and choose a link monitor.

2.	From the Tools menu, choose Start Monitor.

3.	Type the name of the server you want to connect to, and choose OK.

4.	Double-click the connection that you want, and select the Notification tab.

For more information on the setting notifications, see “Notification Process” earlier in this chapter.


Maintenance Status
16	Monitoring Your Organization	27 of 67

Link Monitor

Maintenance Status

Use the Maintenance Status property page to view the maintenance status and see who made the last modification and when.

Getting to the Maintenance Status property page

1.	In the Administrator window, choose Monitors, and choose a link monitor.

2.	From the Tools menu, choose Start Monitor.

3.	Enter the name of the server you want to connect to, and choose OK.

4.	Double-click the link that you want, and select the Maintenance status tab.

Option	Detail
Notification suspended	Indicates whether or not notifications are stopped during maintenance mode.
Repairs suspended	Indicates whether or not repairs are stopped during maintenance mode.
Time	Shows the time of the last modification.
Modified by	Shows the name of the last person to make a modification.
For more information on setting maintenance mode, see “Stopping Monitors for Maintenance” later in this chapter.


Server Monitor
16	Monitoring Your Organization	28 of 67

Server Monitor

Server monitors check services running on servers in the site by using remote procedure calls (RPCs). They also check servers in other sites if they are connected with RPCs. No special permissions are required to check the state of the services on servers in a remote site. However, without the correct permissions on those servers, it will not be possible for a monitor to synchronize the clocks or restart services.

You can use server monitors to check the condition of all servers, including services and clocks, running at a site. You can also specify the notification actions when a service or computer has stopped, including restarting servers and services, and resetting clocks.

One server monitor can monitor multiple servers, and each Administrator program can have multiple server monitors running. If you have different people to notify for different groups of servers, you can create multiple server monitors.


General Properties
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Server Monitor

General Properties

You use the General property page to define the directory and display names, create a log file, and set polling intervals.

Getting to the General property page

1.	In the Administrator window, choose Monitors.

2.	From the File menu, choose New Other, and then choose Server Monitor.

3.	Select the General tab.


Defining the Directory and Display Names
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Server Monitor

General Properties

Defining the Directory and Display Names

Use the General property page the define a directory name and a display name for this server monitor. You provide a directory name used for identification by the system and a display name that appears in the Administrator window.

1.	Select the General tab.

2.	In the Directory name box, type a name.

3.	In the Display name box, type a name.

Option	Description

Directory name	A maximum of 64 alphanumeric characters, which can include spaces and special characters. If no name is provided, the system prompts for a value.

Display name	A maximum of 256 alphanumeric characters. This is the name that is displayed in the Administrator window. The syntax of this field is Unicode, which understands all languages and their special characters. If no name is provided, the system prompts for a value.


Creating Log Files
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Server Monitor

General Properties

Creating Log Files

The log file stores information about servers and systems configured for that server monitor. The log contains the results of RPC requests for information. Creating log files is optional. However, log files are very helpful for troubleshooting problems with services within your organization. If no path and filename are specified, a log file is not created.

Tip

The log file will be easy to find from anywhere on the network if you specify the path using the Universal Naming Convention, such as: \\SERVERNAME\C$\SLM1HOUR.LOG

1.	Select the General tab.

2.	Choose Browse.

3.	Type or select the path and filename for the log file, and choose OK.


Setting Polling Intervals
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Server Monitor

General Properties

Setting Polling Intervals

Use polling intervals to indicate how often the server monitor checks services. In a normal site, services are up and running, and the clock is not off by more than a specified interval. A critical site does not meet the criteria as defined for a normal site. Because of this, the default polling interval for normal sites is of longer duration than that of a critical site. Polling intervals for both normal and critical sites can be set to any duration.

1.	Select the General tab.

2.	In the Normal box, type a number, and select either Seconds, Minutes, or Hours.

3.	In the Critical sites box, type a number, and select either Seconds, Minutes, or Hours.

Option	Description

Normal	Indicate how often the monitor is to check the services. The default is 15 minutes.

Critical sites	Indicate how often the monitor is to check services on servers that are in a warning or alert state. The default is 5 minutes.


Permissions
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Server Monitor

Permissions

You can use the Permissions property page to indicate the Windows NT accounts that can modify the specified monitor. Permissions are necessary where a server monitor is being modified but are not necessary to start a server monitor.

Note

By default, the Permissions property page is hidden. To view the Permissions property page, choose Options from the Tools menu.

For information on setting permissions, see Chapter 4, “Setting Up Recipients.”


Notification Process
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Server Monitor

Notification Process

Use the Notification property page to specify how to advise administrators when a service is in a warning or alert state. A warning state, indicating a possible problem, occurs when the clock is off by a minor amount. An alert state, indicating a serious problem, occurs when a service is not working, a server does not respond, or the clock is off by a major amount. These alerts are indicated as symbols in the left column of the Notification property page and indicate if the notification is for an alert (red down arrow) or a warning (red exclamation point).

Notifications can be delivered as:

Notification applications, such as pager programs

Mail messages

Network alerts

Once you have determined the type of notification, you can specify how administrators should be notified by setting the escalation path.

An escalation path is a prioritized list of people to notify if a monitor enters an alert state. It is useful for notifying primary and secondary support personnel. For example, the primary support person can be notified immediately when the monitor enters a warning state. The secondary people that need to be notified can have a longer time delay or not be notified until the monitor enters an alert state.

For example, you could set a staggered time for three support people; a primary support person and two secondary support people. These three notifications could be staggered from immediate notification to one hour. You must complete the notification setup process three times, once for each person.

Getting to the Notification property page

1.	In the Administrator window, choose Monitors.

2.	Double-click the server monitor you want to update.

3.	Select the Notification tab.


Using Notification Applications
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Server Monitor

Notification Process

Using Notification Applications

You use this type of notification primarily to alert people who are not logged on to the network. This is appropriate for an administrator who monitors the network remotely using a pager program.

1.	Select the Notification tab.

2.	Choose New.

3.	Select Launch a Process, and choose OK.

4.	Set the time delay, when notification should occur, and the appropriate notification parameters.

Option	Description
Time delay	The amount of time after which the notification process starts. The default is 15 minutes.
Alert only	Select to send notification only if the monitor is in an alert state.
	Clear to send notification in both the warning and alert states.
	Select a file name. This is the file that appears in the Launch process box.
Command line parameters	Enter parameters if the program needs special command-line parameters.
Append notification text to parameter list	Select to attach the standard notification text to the parameters list specified in the Command line parameters box.
	Clear to avoid attaching any text to the parameter list.
	Verify that the process works as expected.


Using Mail Messages
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Server Monitor

Notification Process

Using Mail Messages

You use mail messages to send an alert to a specified recipient at the time the problem occurs. This type of notification is also useful for historical tracking.

1.	Select the Notification tab.

2.	Choose New.

3.	Select Mail Message, and choose OK.

4.	Set the time delay, when notification should occur, and the name of the recipient.

Option	Description

Time delay	The amount of time after which the notification process starts. The delay is equal to the greater of the time delay or polling interval. The default is 15 minutes.

Alert only	Select to send notification only if the monitor is in an alert state.

Clear to send notification in both the warning and alert states.

Select a name from a list of recipients. This name appears in the Mailbox to notify box.

Verify that the mail is sent correctly.


Using Network Alerts
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Server Monitor

Notification Process

Using Network Alerts

You use this type of notification to send an alert message to a computer. However, an alert cannot be delivered if the computer is not turned on or no one is currently logged on to the computer.

1.	Select the Notification tab.

2.	Choose New.

3.	Select Windows NT Alert, and choose OK.

4.	Set the time delay, when notification should occur, and the computer to notify.

Option	Description

Time delay	The amount of time after the monitor enters alert or warning state that the notification process starts. The default is 15 minutes.

Alert only	Select to send notification only if the monitor is in an alert state.

Clear to send notification in both the warning and alert states.

Computer to alert	Type the name of the computer that will receive the alert message.

Verify that the message is sent correctly.


Modifying a Notification
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Server Monitor

Notification Process

Modifying a Notification

You can make changes to existing notifications. For example, you can change the time delay or the recipient of a mail message alert.

1.	Select the Notification tab.

2.	Select a notification, and choose Edit.

3.	In the Escalation Editor dialog box, make the changes you want, and choose OK.


Removing a Notification
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Server Monitor

Notification Process

Removing a Notification

When you no longer want to use a particular notification, you can remove it from the list.

1.	Select the Notification tab.

2.	Select the notification you want to remove, and choose Remove.


Server Monitoring Within an Organization
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Server Monitor

Server Monitoring Within an Organization

Use the Servers property page to specify the servers you want to monitor. Servers that are to be monitored using a server monitor must have LAN connectivity.

Getting to the Servers property page

1.	In the Administrator window, choose Monitors.

2.	Double-click the server monitor you want to update.

3.	Select the Servers tab.


Specifying Servers for Monitoring
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Server Monitor

Server Monitoring Within an Organization

Specifying Servers for Monitoring

You use the Servers property page to specify which servers in your organization are to be monitored.

1.	Select the Servers tab.

2.	In the Servers box, select a server you want to monitor.

3.	Choose Add to add the selected server to the list of monitored servers.


Removing Servers from Monitoring
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Server Monitor

Server Monitoring Within an Organization

Removing Servers from Monitoring

If you no longer need to monitor a specific server, you can remove it from the list of monitored servers.

1.	Select the Servers tab.

2.	In the Monitored servers box, select a server, and choose Remove.

For information on selecting services within a server, see “Services to Monitor” later in this chapter.


Escalation Actions
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Server Monitor

Escalation Actions

Use the Actions property page to specify the escalation actions this server monitor takes when a service is not running. Actions and notification are independent of each other. You can specify notification to occur before, during, or after actions.

Getting to the Actions property page

1.	In the Administrator window, choose Monitors.

2.	Double-click the server monitor you want to update.

3.	Select the Actions tab.


Specifying Escalation Actions
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Server Monitor

Escalation Actions

Specifying Escalation Actions

You can specify what action should be taken when services are not working. One set of actions is used for all servers being monitored. You can create multiple server monitors if the monitored servers have different escalation actions.

Each option in the escalation list occurs after the option before it has failed. This escalation occurs until the action is complete. When specifying options, be sure to consider how long it takes to restart your computer. For example, if the restart time is greater than the polling time and you choose to restart the computer, the action will fail repeatedly.

Caution

Restarting the computer can interfere with other non-Microsoft Exchange Server services. If any of the monitored servers should not be restarted, do not select the Restart the computer option.

1.	Select the Actions tab.

2.	Under Action when a service is stopped, select an option in each of the attempt boxes.

Option	Description
Take no action	The server monitor should notify you only of a failed service.
Restart the service	The server monitor should attempt to restart the missing service.
Restart the computer	The server monitor should attempt to restart the computer with the missing service.


Specifying the Restart Delay
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Server Monitor

Escalation Actions

Specifying the Restart Delay

If you selected Restart the computer as one of the escalation actions, you can specify an interval before the computer is shut down. This delay is to give those using the server as a workstation time to save their work.

1.	Select the Actions tab.

2.	In any of the attempt boxes, select Restart the computer.

3.	In the Restart message box, type a message that is to appear in the Restart warning box on the server to be restarted.


Clock Synchronization
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Server Monitor

Clock Synchronization

Use the Clock property page to cause an alert if a monitored server’s internal clock is off by more than a specified number of seconds. You can also specify that the clocks of the monitored servers are synchronized with the monitoring computer’s clock.

Getting to the Clock property page

1.	In the Administrator window, choose Monitors.

2.	Double-click the server monitor you want to update.

3.	Select the Clock tab.


Setting up Alerts
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Server Monitor

Clock Synchronization

Setting up Alerts

Use the Clock property page to specify the amount of time the clocks of the monitored servers and the server monitor can differ before notification occurs.

1.	Select the Clock tab.

2.	In the Warning if off by more than box, type the minimum number of seconds the two clocks can differ before a warning notification occurs.

3.	In the Alert if off by more than box, type the minimum number of seconds the two clocks can differ before an alert notification occurs.


Setting up Clock Synchronization
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Server Monitor

Clock Synchronization

Setting up Clock Synchronization

If you are monitoring services on servers in other time zones, you can specify that the clocks of the monitored servers are synchronized with the monitoring computer’s clock. Synchronization uses the time zone information in Windows NT Server so that monitors can function correctly with servers in other time zones. Clock synchronization ensures that time-based events such as message tracking and event logs are recorded accurately.

1.	Select the Clock tab.

2.	Select the Synchronize check boxes if you want the clocks of monitored servers to be synchronized with the server monitor’s clock.

For more information on synchronization, see Chapter 17, “Troubleshooting Tools and Resources.”


Services to Monitor
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Server Monitor

Services to Monitor

By default, the only Microsoft Exchange Server services to be monitored are the directory information store, and MTA. Use the Services property page to specify which additional services you want or do not want to monitor.

You can also monitor any Windows NT Server service running on a Microsoft Exchange Server computer.

When services are configured to be monitored, that information is stored in the directory. This information is replicated to all servers in the organization, where all monitors can find it.

Note

Since directory replication to other servers in the same and other sites is not instantaneous, additional services to be monitored may not be immediately monitored.

Running monitors do not pick up changes. You must restart the monitor after the data is replicated into the local directory, of the monitoring server.

Getting to the Services property page

1.	In the Administrator window, choose Servers, and select a server.

2.	From the File menu, choose Properties.

3.	Select the Services tab.

All services installed on this server appear in the Installed Services box. All services currently being monitored appear in the Monitored Services box.

Note

You can also choose Services from the Servers property page of a monitor to get to the Services property page.


Adding a Service
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Server Monitor

Services to Monitor

Adding a Service

You can add selected services or all services to those being checked by this server monitor.

1.	Select the Services tab.

2.	Add the services you want to monitor.

Option	Description

Add	Adds the service selected in the Installed Services box to the list of monitored services.

Default	Adds only installed Microsoft Exchange Server services to the list of monitored services.

All	Adds all services to the list of monitored services.


Removing a Monitored Service
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Server Monitor

Services to Monitor

Removing a Monitored Service

If you no longer feel it is necessary to monitor particular services, you can remove them from the list of monitored services.

Note

You must restart the monitor after services are added or removed.

1.	Select the Services tab.

2.	Remove the services you no longer want to monitor.

Option	Description

Remove	Removes a selected service from the Monitored Services box.

None	Removes all services from the Monitored Services box.


Manual Startup and Shutdown for Monitors
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Manual Startup and Shutdown for Monitors

Manually starting and stopping server and link monitors allows you to control monitoring for specific computers. You can selectively start and stop computers, depending on whether they need to restarted after a power outage or whether they are down for maintenance.


Starting Monitors Manually
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Manual Startup and Shutdown for Monitors

Starting Monitors Manually

In certain situations, it may be necessary to start a monitor manually. For example, if you have a power outage, your monitor goes down, and it is not set to restart automatically. Monitors can be started manually in the Administrator program or automatically from the command line. Monitors must be started before monitoring will function properly.

1.	In the Administrator window, choose Monitors.

2.	Select a monitor.

3.	From the Tools menu, choose Start Monitor.

The symbols in the state column indicate the condition of the link as shown in the following table.

Symbol	Meaning

State is unknown.

Messages returning in normal time.

Link is in a warning state.

Link is in an alert state.

For information on starting monitors automatically, see “Starting Link and Server Monitors Automatically” later in this chapter.


Stopping Monitors for Maintenance
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Manual Startup and Shutdown for Monitors

Stopping Monitors for Maintenance

When you take a computer down for maintenance or you perform a backup, you can stop the monitoring actions that are scheduled for that particular computer or server. For example, any repairs or notifications initiated by a link or server monitor can be ignored while the computer is down for scheduled maintenance. This avoids unnecessary alerts, notifications, and system repairs from being sent. You can use this command in an automated process for scheduled maintenance or from the command line.

Use the admin /t command to temporarily suspend repairs and notifications initiated by link or server monitoring.

Note

When performing maintenance on a server, you must set the admin /t command to start before the server goes offline. Consider the polling intervals of the monitors and be sure that each monitor receives a maintenance mode notification before the server goes down.

Option	Description

- r	Suspends repairs during the maintenance mode, but sends a notification if a problem is found.

- n	Suspends notification during the maintenance mode, but initiates any repairs specified by the monitor.

- nr	Suspends both notification and repairs during the maintenance mode.

-t	Resets the monitor to normal mode.


Windows NT Performance Monitor
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Windows NT Performance Monitor

Performance Monitor is a Windows NT tool that can be used with Microsoft Exchange Server. It provides a graphical user interface for measuring the performance of your own computer and other computers on your network. Performance Monitor is very flexible, allowing you to perform a variety of monitoring tasks, including:

Monitoring hardware

Comparing hardware before installation

Monitoring workload queues

Monitoring routing

Detecting bottlenecks

Tuning performance

Performance Monitor provides charting, alerting, and reporting capabilities that reflect current activity along with ongoing logging. You can also open log files at a later time for browsing and charting as if they were reflecting current activity. Performance Monitor is located in the Administrative Tools group in Program Manager.

Monitoring involves looking at discrete components of a system. In Windows NT, an object represents an individual process, a section of shared memory, or a physical device. An object can have several “counters” associated with it. For example, the Memory object has many counters, including Available Bytes, Pages/Sec, and Page Faults/Sec. You can monitor any one of these memory counters.

For a list of counters relevant to Microsoft Exchange Server, see Chapter 17, “Troubleshooting Tools and Resources.” For more information about the Performance Monitor, see your Windows NT Server documentation.


Alerts
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Windows NT Performance Monitor

Alerts

Alerts enable you to continue working while Performance Monitor tracks events and notifies you in the way you specify. In Alert view, you can create an alert log that enables you to monitor the current performance of selected counters and instances for objects on Windows NT and Microsoft Exchange Server.

The Alert window has an Alert Log box reflecting current activity, an Alert Legend box showing the information that you selected for logging, and an Alert Interval box showing, in seconds, how often you want the system to be monitored.

Note

If you are switching from another view, the Alert Log box is blank unless you have already created or opened an alert log file either during that session or from the command prompt.

Getting to the Alert window

In the Windows NT Performance Monitor, choose Alert from the View menu.


Setting up an Alert Log
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Windows NT Performance Monitor

Alerts

Setting up an Alert Log

In Alert view, you can create an alert log that enables you to monitor the current performance of selected counters and instances for objects in Windows NT. With the alert log, you can monitor several counters at the same time. When a counter exceeds or falls below a given value, the date and time of the event are recorded in the Alert window. A total of one thousand events are recorded, after which the oldest event is discarded when the next new one is added. An event can also generate a network alert. When an event occurs, you can have a specified program run every time or just the first time that it occurs.

From the File menu, choose New Alert Settings.


Adding Selections to an Alert Log
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Windows NT Performance Monitor

Alerts

Adding Selections to an Alert Log

You can add selections to an alert log to warn yourself about problems in different situations.

1.	From the Edit menu, choose Add To Alert.

The Add To Alert dialog box appears with the default settings and your workstation or server listed in the Computer box.

2.	Set the options you want.

Repeat the process for any additional objects or computers that you want to monitor.

3.	When you finish adding selections, choose Done to return to Performance Monitor.

Option	Description

Object	Select an object to monitor from the list of those that are available on the chosen computer. The Counter and Instance boxes change to display the items that are available for that object on the chosen computer.

Counter	Select one or more counters.

Explain	Defines the selected counter. The description appears in the Counter definition box.

Instance	Select one or more instances if appropriate.

Color	Select a color to be assigned to a counter.

Alert If	Select either Over or Under, and add a value that is appropriate for that counter. In the preceding figure, the Alert If box is set to send an alert if the percentage of processor time is over four.

Run Program On Alert	Select either First Time or Every Time, and type the complete path for the program or macro that you want to run whenever the specified alert occurs. The Alert Log entry is passed to the program on the command line.

Add	Adds your selections to the alert log.


Saving Alert Log Selections in a Settings File
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Windows NT Performance Monitor

Alerts

Saving Alert Log Selections in a Settings File

You can save alert log selections under a file name and view them when you want to see if the problems have been fixed.

1.	From the File menu, choose Save Alert Settings As.

2.	In the Performance Monitor - Save As dialog box, type or select a path for the file that will contain the selections that you want to reuse.

3.	Choose OK.


Opening an Existing Alert Log Settings file
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Windows NT Performance Monitor

Alerts

Opening an Existing Alert Log Settings file

Once you have created an alert log, you can open it at any time.

1.	From the File menu, choose Open.

2.	In the Performance Monitor - File Open dialog box, type or select the path for the .PMA file containing the selections that you want to reuse.

3.	To select a file on another computer, choose Network to display the Network Connections dialog box.

4.	Choose OK.


Viewing the Alert Log
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Windows NT Performance Monitor

Alerts

Viewing the Alert Log

After you have set up and saved your alert log selections, you can view them in the Alert Legend box at the bottom of the Alert window. The Performance Monitor displays the resulting alerts in the Alert Log box. Notice that each alert value is usually an average over the last two data reads, which are separated by the length of the time interval.

When an alert occurs while you are not in the Alert view, an alert symbol appears in the status bar showing the number of alerts that have occurred since you were last in the Alert view.

When a remote computer that is being monitored shuts down, an alert occurs and creates a comment in the alert log. Another alert occurs (with another corresponding comment) when that computer later reconnects.


Changing Alert Selections
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Windows NT Performance Monitor

Alerts

Changing Alert Selections

After monitoring the alert log for a time, you may decide to change the Alert If criteria, what program to run and how often to run it, or the color used to display certain alerts.

Note

To update the alert log selections that have been saved in a settings file, choose Save Alert Settings from the File menu. The Alert Legend box displays the revised selections.

1.	Double-click the selected counter in the Alert Legend box.

The Add To Alert dialog box shows the information for the counter that you selected in the Alert Legend box.

2.	Change any of the following options.

Option	Description

Color 	Use colors to reflect your personal preferences.

Alert If	Change the alert warning criteria.

Run Program on Alert	Change how often the program is run or change to a different program.


Changing Alert Options
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Windows NT Performance Monitor

Alerts

Changing Alert Options

The Options menu enables you to update the information on the screen manually. You can use the Update Now command between automatic data updates to get a current snapshot of the situation. In the Alert Options dialog box, you can select either an automatic updating frequency or only manual updates.

Choosing the Alert command enables you to specify not only the alert interval but also how you want to be notified when an alert occurs using any or all of the following methods:

Switching to the Alert view

Logging the event in the Event Viewer’s application event log

Sending a network alert message to yourself or someone else

Note

To view Help about starting the messenger service or net name at the command prompt, type:

net start messenger /?

net name /?

From the Options menu, choose Alert.

Option	Description
Switch to Alert View	Changes to the alert view with an alert occurs.
Log Event in Application Log	Records events in the application event log when an alert occurs.
Send network message	Sends out a network message when an alert occurs.
Net Name	Specifies the recipient, a predefined name on the recipient’s computer, of the network message. Type the name without backslashes (\\).
	The Messenger service must already be started and the network name already be defined on the recipient’s computer.
Manual Update	Specifies the time, in seconds, between alert log updates.
Periodic Update	Specifies the time, in seconds, between alert log updates.
Interval (seconds)	Specifies the time, in seconds, between alert log updates.


Automatic Logon and Startup
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Automatic Logon and Startup

If you need your messaging system to run 24 hours a day, monitors should run 24 hours a day. Power surges or outages can restart computers. When this happens, the computer must log on and start the monitor without assistance.


Logging On To Windows NT Server Automatically
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Automatic Logon and Startup

Logging On To Windows NT Server Automatically

If there is a power failure, no one may be available to log on to Windows NT Server when the power is restored. In this case, you can configure Windows NT to log on automatically at startup.

Important

The Windows NT Server account configured to automatically log on at startup should be an account which has at least user-level permissions on the monitors. It must also have enough permissions for notification alerts and programs and for any escalation or clock synchronization actions to be taken.

1.	In Program Manager, choose Run from the File menu.

2.	In the Command Line box, type REGEDT32.EXE, and choose OK to start the Registry Editor.

3.	From the Window menu, choose HKEY_LOCAL_MACHINE, and open the subkey:

SOFTWARE\Microsoft\Windows NT\CurrentVersion\Winlogon

4.	If the AutoAdminLogon entry appears in the subkey, double-click the entry and skip to step 7. If it does not appear, choose Add Value from the Edit menu.

5.	In the Value Name box, type AutoAdminLogon.

6.	In the Data Type box, select REG_SZ, and choose OK.

7.	In the String box, type 1, and choose OK.

8.	From the Edit menu, choose Add Value.

9.	In the Value Name box, type DefaultPassword.

10.	In the String box, type the password for the default user, and choose OK.

11.	Check the string values of the entries LegalNoticeCaption and LegalNoticeText. If there is any text in either of these entries, you must remove it for automatic logon to occur.

12.	From the Registry menu, choose Exit to save the changes and close Registry Editor.


Starting Link and Server Monitors Automatically
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Automatic Logon and Startup

Starting Link and Server Monitors Automatically

Items in the Startup program group are started automatically after logon. Link and server monitors can be set to restart automatically when the Administrator program is started. This makes administration easier by not requiring you to manually start each monitor at startup.

1.	In Program Manager, choose the common Startup program group.

2.	From the File menu, choose New.

3.	In the New Program Object dialog box, select Program Item, and choose OK.

Option	Description

Description 	Type Exchange Administrator with Monitors.

Command Line	Type the path\admin.exe /m[site name]\monitor name\server name

For example, the command line could read:

c:\exchange\bin\admin.exe /mNAmerica-W\Head Office Servers\Alpha103

The meaning of each of these elements is as follows:

Option	Description

Path	Full path to the bin directory where the Administrator program is installed.

Site name	The name of the site where the monitor is defined, not where it runs. This parameter is optional.

Monitor name	Directory name of the monitor to be started

Server name	The name of the server to connect to read the monitor and for all other operations requiring a homer server, for example, sending mail.

Multiple monitors can be started on the same command line by adding additional \monitor name\server name entries. For example:

c:\exchange\bin\admin.exe /mBerlin\server1 /mBerlinLink1\server1 /mParisLink2\server1 /mBerlinLink3\server1

When anyone logs on to Windows NT Server on this computer, the Administrator program and the monitors specified on the command line are started.


Starting Performance Monitor Automatically
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Automatic Logon and Startup

Starting Performance Monitor Automatically

Performance Monitor can also be added to the Startup program group, but the command-line argument is limited to one file. This is an alert file (.PMA) that has been created, configured, and saved earlier.

1.	In Program Manager, choose the common Startup program group.

2.	Add a new Performance Monitor icon.

Option	Description

Description 	Type PerfMon for Microsoft Exchange.

Command Line	Type perfmon.exe path\filename

where

path\filename is the path and file name of a Performance Monitor alert file.

For more information on creating and configuring alert files, see “Adding Selections to an Alert Log” earlier in this chapter.


Troubleshooting Tools and Resources
Chapter 17	 1 of 109

Troubleshooting Tools and Resources

Built-in tools and resources make troubleshooting Microsoft Exchange Server problems easier. Many of the tools can be used remotely to diagnose and fix problems throughout your organization. When systems are down, there are manual methods for retrieving information, usually delivered online.

This chapter describes the tools available for resolving problems once they have occurred. It includes Microsoft Exchange Server tools and Windows NT tools as well as those from other sources that are readily applicable to Microsoft Exchange Server. It is highly recommended that you read this chapter and familiarize yourself with the tools before a problem occurs. Then, when the rush to solve a problem is underway, you will be prepared.

The best way to handle problems is to prevent them. Reading the Microsoft Exchange Server Concepts and Planning Guide should be your first step. The network topology maps discussed there provide graphic references for the textual information from Microsoft Exchange Server tools.

Tools and procedures for preventive maintenance appear in Chapter 15, “Maintaining your Organization,” and Chapter 16, “Monitoring your Organization,” in this manual. Many of the troubleshooting tools must be configured in advance to be most useful when problems arise.

Chapter 18, “Troubleshooting Your System,” is a quick reference guide with specific instructions for correcting common problems.

It is important to become familiar with these tools before a problem occurs. Learning to use them in advance will cut your failure intervals drastically. It is also important to learn when not to use them. Many debugging and logging tools consume substantial system resources and can affect the performance of your system. When used inappropriately, they can become the problem rather than the solution.

These tools are especially helpful when used in combination. Each collects data from a different perspective and within a different range. Where one tool leaves off, another one often picks up. For example, when a message doesn’t arrive, you can consult the message queues, narrow the problem to a component, check the server monitor data, follow the message in the tracking log, determine the scope and onset in the event log, and use a utility to clean it up.


Link Monitor
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Link Monitor

Link monitors send test messages, called ping messages, between Microsoft Exchange Servers and respond if the messages take longer than expected to complete a round-trip. They can also measure the round-trip time of mail messages to foreign systems. Link monitoring should be a part of routine preventive maintenance for your network. Then, when a problem occurs, the information from the link monitor can help you locate the source of the problem.

Link monitors should be configured and started soon after installing Microsoft Exchange Server. If your link monitors are included in a batch file or Startup group, they start automatically and remain in operation as long as the workstation is running and they are not manually stopped.

For more information about configuring link monitors, see Chapter 16, “Monitoring Your Organization.”

Solving connection problems involves more than one source. Typically, you will consult:

Link monitor display

Link monitor log

Message tracking log

Your network topology or routing map

Message queues

Windows NT application event log

Troubleshooting a connection is often a process of elimination, looking for patterns and common features in connections that are running and those that are not.

Ping messages travel the same route as other messages, except that the system attendants in each server are the recipients. An application in the system attendant recognizes the ping message and replies to it. Ping messages sent to foreign servers should be received by an application that replies to them or be expected to return as non-deliverable when the connection is operational. Ping messages will always return eventually unless they are deleted along the route.


Link Monitor Configuration
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Link Monitor

Link Monitor Configuration

Use the property pages for the link monitor to learn about its configuration before attempting to interpret the display. Remember that the configuration includes only the servers that receive the ping message; the originating server is the one you specify when you start the link monitor.

The configuration also includes bounce thresholds for warning and alert status. This status applies to all monitored connections. If the thresholds are inappropriate for any connection, the reported status may be inaccurate.

Getting to the Link Monitor property pages

The link monitor’s property pages include the link monitor log file name, the servers to which ping messages are sent, the polling intervals, bounce tolerances, and notifications. This information is essential to interpreting link monitor data.

1.	In the Administrator window, choose Monitors.

2.	Double-click a link monitor.

3.	Select a tab.

For instructions on configuring a link monitor, see Chapter 16, “Monitoring Your Organization.”


Connection Status
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Link Monitor

Connection Status

When you are alerted to a connection problem, check the link monitor display. The red and green arrows give you an immediate view of the scope of the problem and the components affected.

If your link monitor is not started, it is not too late to gather useful information by starting it now. Also, if you are not on site, you can get a similar view by starting a second instance of a link monitor. Just choose an existing configuration and start the monitor. Link monitor configurations are stored in the directory and available to servers throughout the site.

For information on starting link monitors, see Chapter 16, “Monitoring Your Organization.”

Remember that the configuration does not include the server that originates the ping message; it specifies only the destination servers. You determine the source server when you start the monitor.


Interpreting a Link Monitor Display
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Link Monitor

Connection Status

Interpreting a Link Monitor Display

The link monitor displays the condition of monitored connections. Each line in the display represents one connection. You can sort the entries using the column heading buttons. You can also change the width of the columns to make the display easier to read.

Associate the condition of the connections to your network map. This can reveal the scope of the problem and point to the source. Remember that the comments and severity symbols depend on the thresholds set in the Link Monitor Bounce property page. If the alert tolerance is set too low, ping messages on fully operational connections will go into warning or alert states.

Tip

To make viewing easier, click the column heading button over the symbols. This sorts the display by status and groups problem connections together.

Option	Description

Symbol	Represents the status of the connection. The status can be up, down, in a warning state, and not yet monitored.

Server	The server to which the ping message was sent and from which it is expected to be returned.

Last measurement	The time the last ping message was sent from the sending server. It is displayed in local time.

Last change	The time that the status of the connection changed. It is displayed in local time.

Last time	The round-trip time of the last returned ping message on the connection.

Comment	Represents the condition of the connection between the sending and destination server as measured by the round-trip time of a ping message sent between them.

Text in the Comment column describes the status of the connection based on the thresholds set in the Bounce property page. You may receive the following comments:

The link is operational.

The ping message was returned in less than or equal to the time specified in the bounce threshold.

Bounced mail took (time).

The last ping message was returned, but the bounce time exceeded the warning threshold in the link monitor Bounce property page. The value shows the actual elapsed time.

A message was due on (time).

The last ping message sent has not yet returned, and the elapsed time has already exceeded the warning threshold.

Not monitored yet.

No ping messages have been returned, and those that were sent are not yet late


Displaying Time Detail
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Link Monitor

Connection Status

Displaying Time Detail

Each connection has its own property pages which display real-time information about the condition of the connection. Use the General property page for the link to examine the delay at each step in the connection. Once a ping message has returned to the sending server, the link monitor reads the time stamps from its stops along the route and calculates the delay at each hop.

The data displayed relates to the last ping message that completed a round-trip. If ping messages have been sent but have not been returned, they will appear in the Pending request box.

Tip

If a connection is in warning or alert state, examine the MTA and information store message queues of each server on the route. If message tracking is enabled, track the ping message to the MTAs and information stores along the route.

1.	Start a link monitor.

2.	Double-click a connection.

3.	Select the General tab.

Option	Description

Request sent	The time the link monitor submitted the ping message to the information store on the originating server.

Request received	The time the information store on the destination server received the ping message.

Request time	The elapsed time between Request sent and Request received.

Reply sent	The time the system attendant on the destination server submitted the ping message to the information store on that server.

Turnaround time	The elapsed time between Request received and Reply sent. This includes processing time of the system attendant on the destination server.

Reply received	The time the link monitor received a reply to the ping message.

Reply time	The elapsed time between Reply sent and Reply received. This includes MTA transport time on both servers.

Total time	The elapsed time between Request sent and Reply received.

Pending request	The date and time of all ping messages sent but not yet returned.


Viewing Real-time Notifications
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Link Monitor

Connection Status

Viewing Real-time Notifications

When the delayed return of a ping message exceeds the bounce threshold, the link.monitor begins notifying people in the organization. Use the connection’s Notification property page to see who has actually been notified and how. This page is read-only; it cannot be edited. Once the Notification property page is displayed, it is not updated. To see current notifications, close and reopen the property pages.

Note

Do not confuse the Notification property page of a link monitor with the Notification property page of a connection. The link monitor property pages are used to establish the attributes of a link monitor. The connection property pages show real-time information as the attributes are being applied.

1.	Start a link monitor.

2.	Double-click a connection.

3.	Select the Notification tab.

Option	Description

When	The time the notice was sent.

How	The method used for notification. The options are launch a process, send a message, or display a Windows NT alert.

Who	The person, mailbox, or computer notified.


Checking Maintenance Status
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Link Monitor

Connection Status

Checking Maintenance Status

Use the Maintenance Status property page to determine if the ping message is late because its destination server is down for scheduled maintenance. The link monitor may have missed the maintenance status message. This happens when the link monitor does not send a ping message while the server is still able to indicate that maintenance mode has been selected.

1.	Start a link monitor.

2.	Double-click a connection.

3.	Select the Maintenance status tab.

For more information on maintenance status, see Chapter 16, “Monitoring your Organization.”


Viewing a Link Monitor Log
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Link Monitor

Viewing a Link Monitor Log

A link monitor log is a written record of recent connection problems, including dates and times when connections started, slowed, or stopped. The log can be opened and read by any text editor or word processing application. It is available even if the link monitor is not operating. The short history available in the log can be a useful addition to the data you are gathering.

To locate the log, check the Link Monitor General property page for the file’s name and location. Times and dates are local for the monitoring computer and displayed in the format set by the International option in the Windows NT Control Panel. The log file name and path are entered in the General property page for the link monitor when it is established. This property page is stored in the directory and replicated to all servers in the site. The log file name can be read from any computer running the Administrator program that is logged on to a server in the site, even remotely.

There is one log for each link monitor, even if the link monitor sends ping messages to more than one server.

1.	Start a text editor, such as Notepad.

2.	From the File menu, choose Open.

3.	In the File Name box, type the full path and filename for the log file.

4.	Scroll to the bottom of the log file to see the most recent events.

This is an example of a section from a link monitor log file:

11/8/94 6:47 PM SIDNEY Running The link is operational

11/8/94 6:57 PM MELBOURNE Warning A message was due on 11/8/94 6:56 PM.

11/8/94 6:57 PM Mail Message to /o=Ferguson/ou=Australia/cn=Recipients/cn=*AUOT01: 'MELBOURNE Warning since 11/8/94 6:57 PM A message was due on 11/8/94 6:56 PM.' -> Send status: No error.

11/8/94 7:01 PM MELBOURNE Alert A message was due on 11/8/94 7:01 PM.

11/8/94 7:01 PM Launch a Process to C:\\PAGER.EXE SHORT.TXT:MELBOURNE Alert since 11/8/94 7:01 PM A message was due on 11/8/94 7:01 PM.' -> Send status: No error.

The link monitor log includes all information that the link monitor displays. It includes time stamps, alerts, warnings, and notifications.


Connection Problems
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Link Monitor

Connection Problems

Troubleshooting connection problems involves multiple tools and resources. Each tool contributes a piece to the puzzle, which involves finding patterns and eliminating alternatives.

First, it is important to determine the number of connections that are in error.

If multiple connections are down, check your network topology map for common features of the problem connections, such as a certain server, router, bridge, gateway, or leased line.

If just one connection is down, concentrate on why the ping message failed to complete the round-trip in time.

Examine the bounce detail of the ping message in the connection’s General property page. A long delay between one hop and the next or a long delay at the last hop indicates a bottleneck or failing connection. Refer to your message routing map for components in the path that could be down.

Use other troubleshooting tools to augment the data from the link monitor. This is essential until at least one ping message on a connection is returned.

All ping messages should return eventually, unless they are deleted along the route. If a ping message does not return, check the queues in the MTA and information stores of the sending and receiving servers. If message tracking is enabled, the message tracking log also provides a trace of the ping message.

Send a test message and search for it in the queues of servers and gateways along its route. Most problems that cause an alert in link monitor also generate a large backlog of messages. This task can be made more difficult if there are multiple routes the message could follow. Refer to your message routing map to narrow the scope of your search.

Check the queue size on servers in your site. Create a Performance Monitor chart file that tracks the queue size on each server and look for one or more servers with large queues.

Use the Windows NT Event Log Viewer to search application event logs on the link monitor’s home server and destination server. To make the search more efficient, filter the display to show only those events between the last successful message and the first link monitor warning. Look for warnings and alerts from the MTA, information store, and directory.

Start or check a server monitor that is running to see if any servers in the route of the ping message are down, or use Windows NT Server Manager to see if the services are running.

Use the Performance Monitor to check connectors and gateways to see that they are processing mail. Check the messages/sec or messages/hour counters.


Troubleshooting Your Link Monitor
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Link Monitor

Troubleshooting Your Link Monitor

Your link monitor will not be a useful source of information about network connectivity unless it is correctly configured and its feedback is correctly interpreted.

Configuring and starting a link monitor are separate processes. When you create a link monitor, you specify the characteristics and properties of the link monitor. The configuration is saved on the directory and replicated throughout the site.

However, the monitor is not operational until it is started. Monitors can be started manually from the Tools menu in the Administrator window. Most often, they are started from the command line, from a batch file, or a program item in the Startup group on a dedicated server.

Link monitors function only when they are started and open. If you close the link monitor window, you stop the monitor. It no longer sends or times ping messages or writes to the log.

The configuration specifies the destination servers to which ping messages are sent; it does not specify which server is the source of the ping message. The source is determined by your entry in the Connect to Server box when you start the link monitor. The same link monitor configuration will be monitoring different connections if started with different source servers.

Use your network topology map to guide you in configuring link monitors. Link monitors verify that there is at least one functioning path from the source server to the destination server. They do not test all possible routes. If there are multiple paths between servers, you need to monitor each independently, or use information from other sources, like queues and server monitors to augment your search.

Link monitors assign a status of warning and alerts based solely on the thresholds you establish on the link monitor’s Bounce property page. If the threshold is not appropriate for every link monitored, the status will not be accurate. If one of the routes requires a longer or shorter threshold, create a separate link monitor.

Ping messages sent to foreign servers should be received by an application that replies to it. If the ping message is sent to a non-existent address, a non-delivery report (NDR) is interpreted as a sign that the link is operational. However, when NDRs are returned from foreign systems, it is not clear which host actually generated the NDR and which connection has been tested. Send a message along the route of the ping message and examine the NDR to determine the replying host.

If the system clock is changed by more than a few minutes, restart the monitors. Otherwise, pending messages will appear to be late, or connections will appear to be down until the previous time is reached.


Server Monitor
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Server Monitor

Server monitors determine whether Microsoft Exchange Server components are running. They test all core and optional server components, including installed connectors.Once a server monitor alerts you to a problem, you can then use information from the monitor to research the cause and restart the service.

Server monitors should be configured and started soon after installing Microsoft Exchange Server. If your server monitors are included in a batch file or the Startup group for the server, they start automatically and remain in operation as long as the server is running and they are not manually stopped.

For more information about server monitors, see Chapter 16, “Monitoring Your Organization.”


Server Monitor Configuration
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Server Monitor

Server Monitor Configuration

Use the property pages for the server monitor to learn about its configuration before attempting to interpret the display. Remember that the configuration includes only the monitored servers. The originating server is the one you specify when you start the server monitor.

The configuration also includes the server log file name, notifications and actions to be taken if a service does not respond.

Getting to the Server Monitor property pages

The property pages includes the server monitor log file name, the servers monitored, actions, and notifications.

1.	In the Administrator window, select Monitors.

2.	Double-click a server monitor.

3.	Select a tab.


Finding Failing Services
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Server Monitor

Server Monitor Configuration

Finding Failing Services

When you are alerted to a component failure, check the server monitor display. The red and green arrows give you an immediate view of the scope of the problem and the components affected.

If your server monitor is not started, it is not too late to gather useful information by starting it now. Also, if you are not on site, you can get a similar view by starting a second instance of the server monitor from an existing configuration.

The server monitor displays one line for each server being monitored. The status of the server, as represented by the symbol, reflects the status of all server components. If any component is down, the server is considered to be down.

Option	Description

Symbol	Represents the condition of all components of the server. If any component is down, the server is considered to be down.

Server	The server being monitored.

Last measure	The last time the server was polled. It is displayed in local time.

Last change	The time the condition of any component of the server changed. It is displayed in local time.

For information on starting server monitors, see Chapter 16, “Monitoring Your Organization.”


Displaying and Changing Component Status
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Server Monitor

Server Monitor Configuration

Displaying and Changing Component Status

Use the property pages of the server being monitored to view the current status of each component. You can also stop, start, pause, and continue service on any component or connector. The status is shown in real time, and the display is updated for each polling interval.

Note

Do not confuse the property pages of a server monitor with the property pages of a server being monitored. The server monitor property pages are used to establish the attributes of a monitor. The server property pages show real-time information as the attributes are being applied.

1.	In the server monitor display, double-click the entry for a server.

2.	Select the Actions tab.

3.	To start, stop, pause, or continue a service, select the service, and choose the appropriate button.

Option	Description

Services	Lists the components and connectors monitored.

Version	Lists the version of the service, if known.

Status	Lists the current status as determined by its response to the poll sent by the monitor.

Start	Starts a stopped service.

Stop	Stops a running service.

Pause	Temporarily stops a running service.

Continue	Restarts a paused service.


Checking Clock Synchronization
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Server Monitor

Server Monitor Configuration

Checking Clock Synchronization

Use the Clock property page for the server to see measurement results and time zone information. This property page is read-only; it cannot be edited.

1.	In the server monitor display, double-click the entry for a server.

2.	Select the Clock tab.

Option	Description

Last reported time	The time on the server’s clock when the last monitored check occurred.

Clock offset	The difference between the clock on the server being monitored and the clock on the server running the server monitor.

Bias	The difference between the server clock time and Greenwich Mean Time (GMT).

Daylight savings time	The box selected when an adjustment is made for daylight savings time.

Standard name	Name of the standard local time for the server being monitored.

Change on	Day when the standard local time changes to daylight savings time.

Daylight name	Name of the alternate local time for daylight savings.

Change on	Day when daylight savings time changes to standard local time.


Viewing Real-time Notifications
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Server Monitor

Server Monitor Configuration

Viewing Real-time Notifications

When a monitored server component does not respond to the RPC, the server monitor starts processing the instructions for notifying people in the organization. These instructions are set in the Notification property page for the server monitor.

Use the monitored server’s Notification property page to see who has actually been notified and how. You can consult the server monitor’s Notification property page to see if the instructions are being processed correctly and to anticipate notifications if the problem continues. This page is read-only; it cannot be edited.

1.	In the server monitor display, double-click the entry for a server.

2.	Select the Notification tab.

Option	Description

When	The time the notice was sent.

How	The method used for notification. The options are launch a process, send a message, or display a Windows NT alert.

Who	The person, mailbox, or computer notified.


Checking the Maintenance Status
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Server Monitor

Server Monitor Configuration

Checking the Maintenance Status

Use the monitored server’s Maintenance Status property page to determine if the server is down for scheduled maintenance. The server monitor may have missed the server going into maintenance status. This happens when the server monitor does not poll the server while the server is still able to indicate that maintenance mode has been selected.

1.	In the server monitor display, double-click the entry for a server.

2.	Select the Maintenance Status tab.

For more information about maintenance status, see Chapter 16, “Monitoring Your Organization.”


Using Server Monitor Log Files
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Server Monitor

Server Monitor Configuration

Using Server Monitor Log Files

The server monitor log file is a record of recent server monitoring events. The log file name is in the server monitor’s General property page. The log is stored in text format and can be opened by any word processor, spreadsheet, or database.

1.	Start a text editor, such as Notepad.

2.	From the File menu, choose Open.

3.	In the File Name box, type the full path and filename for the log file.

4.	Scroll to the bottom of the log file to see the most recent events.

This is an example of a section of a server monitor log file.

11/8/94 5:49 PM SIDNEY Alert The service MSExchangeMSMI is unavailable, it's status is Stopped.

11/8/94 5:49 PM Mail Message to /o=Ferguson/ou=Australia/cn=Recipients/cn=Alig: 'SIDNEY Alert since 11/8/94 5:49 PM The service MSExchangeMSMI is unavailable, it's status is Stopped.' -> Send status: No error.

11/8/94 5:49 PM Launch a Process to c:\pager\page.exe server.txt: 'SIDNEY Alert since 11/8/94 5:49 PM The service MSExchangeMSMI is unavailable, it's status is Stopped.' -> Send status: No error.

11/8/94 5:49 PM MELBOURNE Repair Set the clock of the remote computer: No error.

11/8/94 5:49 PM MELBOURNE Alert Many services (2) are unavailable.

11/8/94 5:49 PM Mail Message to /o=Ferguson/ou=Australia/cn=Recipients/cn=Alig: 'MELBOURNE Alert since 11/8/94 5:49 PM Many services (2) are unavailable.' -> Send status: No error.

11/8/94 5:54 PM SIDNEY Running The server is running.

11/8/94 6:00 PM MELBOURNE Running The server is running.

11/8/94 6:00 PM Mail Message to /o=Ferguson/ou=Australia/cn=Recipients/cn=Alig: 'MELBOURNE Running since 11/8/94 6:00 PM The server is running.' -> Send status: No error.


Windows NT Performance Monitor
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Windows NT Performance Monitor

Performance Monitor is a graphic and textual tool that collects and analyzes data from discrete components of your system. It alerts you to discrepancies in system performance and displays data in charts and reports that combine current activity with log history. When a problem arises, you can use the data to determine the scope and onset of the problem, find patterns of errant activity, and locate failing objects in large networks. Performance Monitor is in the Administrative Tools group of Windows NT Program Manager.

Performance Monitor consists of a series of counters that collect data on discrete entities known as objects. In Windows NT, an object represents an individual process, a section of shared memory, or a physical device. Each object can have several associated counters measuring different aspects of its operation. For example, the Memory object has many counters, including Available Bytes, Pages/Sec, and Page Faults/Sec. You can monitor any one of these memory counters.

For more information on Performance Monitor, see your Windows NT Server documentation. For information on using Performance Monitor with Microsoft Exchange Server, see Chapter 16, “Monitoring Your Organization.”


Windows NT General Performance Monitor Counters
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Windows NT Performance Monitor

Windows NT General Performance Monitor Counters

The complete list of Performance Monitor counters is extensive. The following table contains only those counters relevant to Microsoft Exchange Server.

Object	Counter	Uses
LogicalDisk	% Disk Time	The percentage of time a hard drive is either reading or writing. A sustained value over 90 percent indicates that the hard drive is a performance bottleneck. Use the diskperf command at the Windows NT command prompt to activate disk monitoring.
Memory	Pages/sec	Measures paging of memory from or to the virtual memory paging file. A high average value indicates the computer is short on memory. Sudden spikes in use should be ignored.
Processor	% Processor Time	The percentage of time the processor is running non-idle threads. If your server has multiple processors, you can watch each instance. Microsoft Exchange Server services can use multiple processors. An average value that is below 20 percent indicates the server is unused or services are down. An average value that is consistently above 90 percent indicates that the server is overburdened.
Process	Elapsed Time	This counter records the number of seconds a process has been running. This gives you a quick way to see if a server or service has recently been restarted without looking through the Event Log.
Redirector	Bytes Total/sec	The number of bytes per second sent and received by the network redirector. Compare the maximum throughput of your network card with the maximum value of this counter to see if network traffic is a bottleneck in your system.
Redirector	Network Errors/sec	Measures the number of unexpected errors the redirector receives. If you suspect network problems, check to see if this counter is above zero. If it is above zero, check the system Event Log for details on the network error.


Microsoft Exchange Server Performance Monitor Counters
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Windows NT Performance Monitor

Microsoft Exchange Server Performance Monitor Counters

The following Windows NT Performance Monitor counters are designed specifically for Microsoft Exchange Server. This is a small sample of the most commonly used counters.


Monitoring the Message Transfer Agent
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Windows NT Performance Monitor

Microsoft Exchange Server Performance Monitor Counters

Monitoring the Message Transfer Agent

Use these counters to monitor the activity of the MTA.

Object	Counter	Description
MSExchangeMTA	Messages/Sec	A continuous average of the number of messages the MTA sends and receives each second. This is a good way to measure traffic sent to other servers. However, since this is a sampling, you should also use a tool that reads the message tracking logs for exact traffic measurement.
MSExchangeMTA	Work Queue Length	A current count of messages in MTA queues awaiting delivery to other servers or processing by the MTA. Divide this value by Messages/Sec for a rough estimate of message delay in this queue before they are delivered or sent. A high number indicates a problem, either in performance or in transmitting to other servers.
MSExchangeMTA Connections	Queue Size	MTA Connections object counters display information for each connection established by the MTA. The Queue Size counter shows the number of objects in MTA queues to and from each connection.


Monitoring the Directory
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Windows NT Performance Monitor

Microsoft Exchange Server Performance Monitor Counters

Monitoring the Directory

Use these counters to monitor directory replication.

Object	Counter	Description
MSExchangeDS	Pending Replication Synchronization	A current count of synchronization requests sent by this directory that are still unanswered. Check this counter after choosing the Update Now button in the Directory General property page. This value should start high and decrease slowly as synchronization messages arrive.
MSExchangeDS	Remaining Replication Updates	A current count of synchronization updates waiting to be applied to the directory. When this and the previous counter reach zero, directory synchronization is complete.


Monitoring the Information Store
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Windows NT Performance Monitor

Microsoft Exchange Server Performance Monitor Counters

Monitoring the Information Store

Use these counters to monitor the activity of the information store. Each counter is available for both public and private information store objects.

Object	Counter	Description
MSExchangeISPriv MSExchangeISPub	Average Time for Delivery	The average length of time the last 10 messages waited in the information store queue to the MTA. Make note of this delay time when the load is low. A high value could indicate a performance problem with the MTA.
MSExchangeISPriv MSExchangeISPub	Average Time for Local Delivery	The average length of time the last 10 local delivery messages waited for transport to a mailbox in the same information store. Make note of this delay time when the load is low. A high value could indicate a performance problem with the private information store.
MSExchangeISPriv MSExchangeISPub	Logon Count	A current count of clients logged on to the information store.
MSExchangeISPriv MSExchangeISPub	Logon Active Count	A current count of clients logged on to the information store who have initiated some server activity within the last 10 minutes.
MSExchangeISPriv MSExchangeISPub	Messages Delivered/Min	A continuous average of the number of messages are delivered to the information store per minute. This includes messages submitted directly to the information store from clients on this server and messages delivered to the information store by the MTA.
MSExchangeISPriv MSExchangeISPub	Message Recipients Delivered/Min	A continuous average of the number of messages sent per minute divided by the number of recipients to which they were sent. This gives you a clearer picture of the actual number of deliveries.
MSExchangeISPriv MSExchangeISPub	Messages Sent/Min	A continuous average of the number of messages sent per minute from the information store to the MTA to be transported to other servers or gateways.


Monitoring the MS Mail Connector
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Windows NT Performance Monitor

Microsoft Exchange Server Performance Monitor Counters

Monitoring the MS Mail Connector

Use these counters to monitor the activity of the MS Mail Connector.

Object	Counter	Description
MSExchange MSMI	Messages Received	This counter measures how many messages have been received by Microsoft Exchange Server from the MS Mail Connector. If this number is increasing, the connector is receiving mail. If this number is not changing, there could be either no mail to transfer or a problem.
MSExchange PCMTA	File contentions/ hour	The MS Mail Connector (PC) MTA, any other MS Mail (PC) MTA, and MS Mail clients try to read and write exclusively to key files in MS Mail and MS Mail Connector postoffices. It is normal for a few file contentions to occur. If too many occur, it could indicate a file is locked open or too much traffic is going through a particular postoffice.
MSExchange PCMTA	LAN/WAN Messages Moved/hour	Use to check MS Mail Connector (PC) MTA performance. This counter should show similar numbers day to day for any given hour as long as there have been no configuration changes in it or other MS Mail (PC) MTAs. Any strong deviance from the normal value should be investigated.


Monitoring the Internet Mail Connector
17	Troubleshooting Tools and Resources	27 of 109

Windows NT Performance Monitor

Microsoft Exchange Server Performance Monitor Counters

Monitoring the Internet Mail Connector

Use these counters to monitor the activity of the Internet Mail Connector.

Object	Counter	Description
MSExchangeIMC	Inbound messages awaiting conversion	A current count of Internet messages waiting to be converted to Microsoft Exchange Server format by the Internet Mail Connector.
MSExchangeIMC	Inbound messages awaiting delivery	A current count of Internet messages received, and converted, and placed in the MTS-In queue in the information store to await processing by the MTA.
MSExchangeIMC	Total messages transferred to Exchange	A running count of inbound Internet messages received and converted by and placed in the MTS-In queue in the information store to await processing by the MTA. This count begins when the connector is started and increases continuously until the connector is stopped.
MSExchangeIMC	Outbound messages awaiting conversion	A current count of Microsoft Exchange Server messages waiting to be converted to Internet format by the Internet Mail Connector.
MSExchangeIMC	Outbound messages awaiting delivery	A current count of Microsoft Exchange Server messages received and converted, by the Internet Mail Connector, and then placed in its Out queue awaiting delivery to the Internet.
MSExchangeIMC	Total Internet messages delivered	A running count of outbound messages converted and delivered to the Internet by the Internet Mail Connector. The count begins when the connector is started and increases continuously until the connector is stopped.


Windows NT Event Viewer
17	Troubleshooting Tools and Resources	28 of 109

Windows NT Event Viewer

In Windows NT, an event is any significant occurrence requiring the administrator to be notified. For critical events such as a server with a full disk or an interrupted power supply, an alert appears. Events that do not require immediate attention are written to a log file to capture the information without disturbing your work. This event logging service starts automatically each time you start Windows NT.

You can display the event log in the Windows NT Event Viewer, an administrative tool of Windows NT. The Event Viewer displays the event logs in a consistent, comprehensible format. Each line of the event log represents one event which can be displayed in detail.

Microsoft Exchange Server events are written to the Windows NT application event log and can be seen and manipulated with the Event Viewer. Microsoft Exchange Server also logs messages that are too long to display on the screen. An alert may direct you to the event log for more details.

Windows NT has three logs in which events are recorded: system, security (audit), and application. Microsoft Exchange Server components and connectors log events to the Windows NT application event log. It is the first place to look for evidence of problems on a server.

Since events differ considerably in their significance, Microsoft Exchange Server allows you to determine the level of detail of events logged.

For more information, see “Diagnostics Logging” later in this chapter.

Each Microsoft Exchange Server component generates different kinds of events from the different functions it performs. The following table shows a few examples of Microsoft Exchange Server events.

Component	Events

All components	Start, failure to start, stop.

System attendant	Problems in routing table calculation, generating e-mail addresses, errors writing to the tracking log.

MTA	Opening and closing connections to other servers, transport problems, failed connections, connection errors.

Directory	Replication request, success and failure messages, garbage collection, changes in the security attributes.

Public information store	User logon, replication.

Private information store	User logon, sending, receiving.

Administrator program	Replication configuration.

Directory import	Import start and finish, errors in importing, warnings on possible problems.

Directory synchronization	Synchronization errors.

Security events	Logon, logoff, privileged use.

Internet Mail Connector	Mail connectivity, Internet services, and scheduled connection times.

Getting to the Event Viewer

Use Windows NT Event Viewer to display, search, and maintain the application event logs for Microsoft Exchange Servers. You can also save event logs to view later or to generate reports about your system. When you change the detail of events logged using diagnostics logging, you can see the results in the event log.

1.	In the Windows NT Administrative Tools group, select Event Viewer.

2.	From the Log menu, choose Application.

Option	Description

Symbol	Represents the severity of the event, such as information, warning, or error. The severity is not related to the diagnostics logging level.

Date/Time	The time the event occurred. Event times are written to the event log in Greenwich Mean Time (GMT) and translated to local time by Windows NT.

Source 	The name of the component or service that generated the event. Usually matches the name in the Services column in the Diagnostics Logging property page for each component.

Category	The part of the service that generated the event. Usually corresponds to the Category column of the Diagnostics Logging property page for each component.

Event ID	A unique number associated with each event. The Event ID can be used for tracking.

User	The name of the user who was logged on when the event occurred. N/A indicates that the entry did not specify a user.

Computer	The name of the computer that generated the event.


Searching Event Logs
17	Troubleshooting Tools and Resources	29 of 109

Windows NT Event Viewer

Searching Event Logs

Search the application event log to find specific events by event ID, or those generated by a server component, service, or connector. You can also find events generated when a specific user was logged on or events generated by a certain computer.

The Microsoft Exchange Server components are listed in the Source column by their application name. This name also appears in the Service column in the Diagnostics Logging property page for each component.

Component	Source Name

Administrator program	MSExchangeAdmin

Directory export	MSExchangeDSExp

Directory import	MSExchangeDSImp

Directory service	MSExchangeDS

Directory synchronization	MSExchangeDX

Information store	MSExchangeIS

Internet Mail Connector	MSExchangeIMC

Key Management server	MSExchangeKM

Message transfer agent	MSExchangeMTA

Migration Wizard	MSExchangeMig

Migration Wizard on directory import	MSExchangeMigDS

MS Mail (AppleTalk) Connector MTA	MSExchangeATMTA

MS Mail Connector interchange	MSExchangeMSMI

MS Mail (PC) Connector MTA	User-defined name of the PCMTA

Private information store	MSExchangeISPriv

Public information store	MSExchangeISPub

Schedule+ Free/Busy Connector	MSExchangeFB

Setup program	MSExchangeSetup

System attendant	MSExchangeSA

The categories of events generated by the component are in the Category column.

For a list of the components and associated categories, see Appendix B “Diagnostics Logging.”


Specifying the Search Criteria
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Windows NT Event Viewer

Searching Event Logs

Specifying the Search Criteria

You can set multiple criteria for a search. The Event Viewer selects the first event in the event log that meets all of the criteria of the search, and then closes the Find box. You can repeat the search by pressing F3.

1.	From the View menu, choose Find.

2.	Select one or more Types.

3.	Type or select a Source, Category, Event ID, Computer, User, and Description, if desired.

4.	Select a direction.

Option	Description

Types	Limits the search to the severity types listed. All types are selected by default.

Source 	The name of the component or service that generated the event. Usually matches the name in the Services column in the Diagnostics Logging property page for each component. All is the default.

Category	The part of the service that generated the event. Usually corresponds to the Category column in the Diagnostics Logging property page for each component. All is the default.

Event ID	A unique number associated with each event. The Event ID can be used for tracking.

User	The name of the user who was logged on when the event occurred. N/A indicates that the entry did not specify a user.

Computer	The name of the computer that generated the event.

Description	A word or phrase from the event text.


Filtering Event Logs
17	Troubleshooting Tools and Resources	31 of 109

Windows NT Event Viewer

Searching Event Logs

Filtering Event Logs

You can filter the event log to limit the events displayed to those that meet your criteria. Unlike Find, which selects items in the log that meet the search criteria, filtering displays only those events which meet all of the search criteria.

1.	From the View menu, choose Filter Events.

2.	Type or select a Type, Source, Category, User, Computer, and Event ID, if desired.

3.	Type View From and View Through times in local time.


Viewing the Logs of a Different Computer
17	Troubleshooting Tools and Resources	32 of 109

Windows NT Event Viewer

Searching Event Logs

Viewing the Logs of a Different Computer

With appropriate administrative permissions, you can also view the logs of other computers. However, to see the full text of the message, the service that generated the message must be installed on your computer.

1.	From the Log menu, choose Select Computer.

2.	In the Computer box, type or select a name.


Displaying Event Detail
17	Troubleshooting Tools and Resources	33 of 109

Windows NT Event Viewer

Searching Event Logs

Displaying Event Detail

Each line in the event log represents one event.

Double-click an event to display explanatory text.


Diagnostics Logging
17	Troubleshooting Tools and Resources	34 of 109

Diagnostics Logging

Diagnostics logging levels determine which Microsoft Exchange Server events are written to the Windows NT Event Log. They represent a progression of detail from recording only highly significant events, like an application failure, through moderately important events, like receipt of messages across a gateway, to events relevant only to debugging. Normally, you want to log only critical events. However, when problems occur, diagnostics logging lets you change the logging levels to capture more detailed events.

Note

Diagnostics logging affects events only. It does not affect error messages, error alerts, message tracking, or utility logs.

An event is any significant occurrence in a system or application. Each event generated by Microsoft Exchange Server is assigned a number from 0 to 5 to describe its significance, with 0 being the most significant and 5 being the least significant.


Diagnostics Logging Categories
17	Troubleshooting Tools and Resources	35 of 109

Diagnostics Logging

Diagnostics Logging Categories

Diagnostics logging levels are set by category. A category is a group of related functions. The categories of Microsoft Exchange Server services were established for their utility in troubleshooting.

Each category of Microsoft Exchange Server service has a diagnostics logging level. When a service generates an event with a significance number less than or equal to the logging level, the event is recorded in the Windows NT Event Log. If the significance number of the event is greater than the logging level, it is ignored.

For a complete list of diagnostics logging categories and their definitions, see Appendix B “Diagnostics Logging.”

Potentially, events can be logged from every category of every service on every server. However, the sheer volume of this information would be overwhelming, and its accumulation is likely to degrade the performance of the server. Thus, under normal circumstances, diagnostics logging should be set to None for every category of every service on every server. It can be initiated selectively if there is a malfunction. Level 0 is reserved for error events and other critical application events, so those will still be recorded even when the logging level is set to None (0).

Diagnostics logging is available on the following Microsoft Exchange Server components:

Directory

MTA

Information store

Directory synchronization

Internet Mail Connector

Microsoft Mail Connector

Microsoft Schedule+ Free/Busy Connector

Key Management server

The features of diagnostics logging are very similar on most components. However, there are a few exceptions. The next section describes procedures common to most components. The sections that follow describe the exceptions.

Getting to the Diagnostics Logging property pages of Microsoft Exchange Server components

The logging levels of components of a Microsoft Exchange Server are set in the Diagnostics Logging property page each component. The logging level set for a component of a server applies only to that component. They do not affect levels set for other components of the same server or like components on other servers.

You can control logging levels on the Microsoft Exchange Server core components:

Directory

Information store

Message transfer agent

Note

You can also browse or change the diagnostics logging levels of all components on a server in the server’s Diagnostic Logging property page. For more information, see “Diagnostics Logging of a Microsoft Exchange Server” later in this chapter.

Logging levels are a property of a component, so they are saved in the directory and replicated to other servers. Thus, you can change the logging levels of server components from any computer running the Administrator program that can log on to a server in the target site.

During routine operation, all categories of a component application should have a logging level of None. At this level, error events and critical error messages are written to the log. When you increase a logging level, be selective. Increase levels on only those aspects of the service which might be implicated in your problem. Setting a level too high can produce a log filled with events irrelevant to your investigation.

For example, the categories of internal configuration, internal processing, and field engineering are highly technical, producing an internal code trace, and are intended to be used only in consultation with a Microsoft Product Support Specialist.

1.	In the Administrator window, select a server.

2.	Double-click a component.

3.	Select the Diagnostics Logging tab.

Getting to the Diagnostics Logging property pages of Microsoft Exchange Server connectors

Each Microsoft Exchange Server connector is installed on a single server but can service a large site. A site with multiple servers may include more than one Internet Mail Connector or MS Mail Connector. Diagnostics logging is set independently on each connector. When tracking a connector problem in your site, you may need to increase the logging level on more than one connector to get a complete picture.

Note

Site connectors and RAS connectors also generate events which are written to the Windows NT application event log. However, since their logging levels cannot be changed, they are not discussed here.

1.	In the Administrator window, choose Connections.

2.	Double-click a connector.

3.	Select the Diagnostics Logging tab.


Understanding the Diagnostics Logging Property Page
17	Troubleshooting Tools and Resources	36 of 109

Diagnostics Logging

Diagnostics Logging Categories

Understanding the Diagnostics Logging Property Page

The Diagnostics Logging property pages are similar for all components and connectors, except for the Microsoft Schedule+ Free/Busy Connector, which is described separately.

The page shows the application name of the service, a list of diagnostic categories, and the current logging level for each category.

The columns correspond roughly to the structure of the Windows NT Event Viewer. The application name in the Service column in the Diagnostics Logging property page appears in the Source field of the application event log. Also, the categories appear in the category field of the application event log.

Option	Description

Services	The name of the service.

Category	A group of related application functions. Logging levels are set by category.

Logging level	The current logging level for the category.


Changing the Diagnostics Logging Level
17	Troubleshooting Tools and Resources	37 of 109

Diagnostics Logging

Diagnostics Logging Categories

Changing the Diagnostics Logging Level

The logging level determines which events are written to the Windows NT application event log. When Microsoft Exchange Server generates an event less than or equal to the logging level, the event is logged.

Note

Logging levels should be set to None (0) unless a problem is being investigated. The application event log fills up quickly when the logging level is increased.

1.	Select the Diagnostics Logging tab.

2.	Select a category.

3.	Choose a logging level.

Option	Description

None (0)	Only critical events and error events are logged. This is the default and should be changed only if a problem occurs.

Only events with a logging level of 0 are logged.

Minimum (1)	Very high-level events are recorded in the event log. These might include one message for each major task performed by the service. Use this setting to begin an investigation when the location of the problem is in doubt.

Events with a logging level of 0 or 1 are logged.

Medium (3)	Messages are sent to the event log to record steps taken to run a task. This provides more information than the minimum level but not the detail of the maximum level. Use this when the problem has been narrowed to a service or group of categories.

Events with a logging level of 3 or lower are logged.

Maximum (5)	Provides a complete trail of the operation of the service; messages can be sent for each line of code in the service. Use this level when the problem has been traced to a particular category or a small set of categories.

All events are logged.

For a complete list of the components which have diagnostics logging, their names, and a description of the associated categories, see Appendix B “Diagnostics Logging.”


Reviewing the Logs
17	Troubleshooting Tools and Resources	38 of 109

Diagnostics Logging

Diagnostics Logging Categories

Reviewing the Logs

Microsoft Exchange Server events are recorded in the Windows NT application event log of the server. Use the Windows NT Event Viewer to see the events logged according to the levels you set in the Diagnostics Logging property page. The logs can be viewed locally or remotely.

For more information on the Event Viewer, see “Windows NT Event Viewer” earlier in this chapter or your Windows NT documentation.


Diagnostics Logging of the MTA
17	Troubleshooting Tools and Resources	39 of 109

Diagnostics Logging

Diagnostics Logging of the MTA

You can increase the level of detail of events written to the application event log by the MTA. In addition, Interoperability and Application Protocol Data Unit (APDU) text logs are triggered by the levels set with diagnostics logging. You can generate these text logs by increasing the logging levels.

The complicated dynamics of the MTA are reflected in its diagnostics logging categories. While experienced X.400 practitioners will find the event information to be very valuable, it is highly technical and may become quite voluminous.

Getting to the Diagnostics Logging property page

Use the MTA Diagnostics Logging property page to set or change logging levels and create Interoperability and APDU logs. The MTA on each server has its own Diagnostics Logging property page, so make sure you select the right one.

1.	In the Administrator window, select a server.

2.	Double-click Message Transfer Agent.

3.	Select the Diagnostics Logging tab.

For a description of diagnostic logging categories for the MTA, see Appendix B.


Changing Logging Levels
17	Troubleshooting Tools and Resources	40 of 109

Diagnostics Logging

Diagnostics Logging of the MTA

Changing Logging Levels

Use the Diagnostics Logging property page to change the logging levels of MTA categories. The application name for the MTA, MSExchangeMTA, is listed in the Services column. All events are logged under this name in the Windows NT application event log. The categories listed in the MTA Diagnostics Logging property page match the categories of events shown in the application event log.

1.	Select the Diagnostics Logging tab.

2.	Select one or more categories.

3.	Select a logging level.

For more information on logging levels, see “Changing the Diagnostics Logging Level” earlier in this chapter.


Creating Interoperability Logs
17	Troubleshooting Tools and Resources	41 of 109

Diagnostics Logging

Diagnostics Logging of the MTA

Creating Interoperability Logs

Use the diagnostics logging levels of the Interface and Interoperability categories to create Interoperability logs. These text logs consist of the binary contents of X.400 protocol messages transported by the MTA.

The Interoperability logs are text files stored in the MTADATA directory. The current log is always named AP0.LOG. Prior logs are named APx.LOG with the x increasing with the age of the log.

Interoperability logs are created when the logging levels of both the Interface and Interoperability categories are set to Medium or greater.

When both Interface and Interoperability are set to Medium, the binary content of X.400 protocol messages passed between MTAs on different servers and between MTAs and client applications are written to the Interoperability log. This is also the result if one category is set to Medium and the other is set to Maximum.

When both the Interface and Interoperability categories are set to Maximum, the binary content of X.400 protocol events between MTAs and gateways are logged in addition to the communication among MTAs and between MTAs and their clients.

Diagnostic logging levels for the Interface category also determine the detail of Interface events sent to the Windows NT Event Log. Event logging is not affected by the logging level of the Interoperability category. It determines only whether the Interoperability text logs are created.

Interoperability logs can be instrumental in tracking down configuration problems on MTAs. However, they are valuable only to those familiar with ASCII translations of X.400 protocol. These logs can grow quite large very quickly and cause performance on the server to suffer.

1.	Select the Diagnostics Logging tab.

2.	Select the Interoperability category.

3.	Select Medium or Maximum.

4.	Select the Interface category.

5.	Select Medium or Maximum.


Creating APDU Logs
17	Troubleshooting Tools and Resources	42 of 109

Diagnostics Logging

Diagnostics Logging of the MTA

Creating APDU Logs

Use the diagnostics logging levels of the X.400 Service and APDU categories to trigger the creation of APDU logs. APDU logs are binary representations of communication among MTAs in different sites and between MTA and client applications within a site. It includes the fully-encoded ASN.1 envelope.

These text logs are stored in the MTADATA directory. The current log is always named BF0.LOG. Prior logs are named BFx.LOG with the x increasing with the age of the log.

APDU logs are enabled when the logging levels of the X.400 Service and APDU categories are both set to Medium or greater. There is no difference between Medium and Maximum for the APDU category. However, in addition to its influence on APDU logs, the diagnostics logging level of the X.400 Service category determines which X.400 events are written to the Windows NT application event log.

Once enabled, APDU logs are written when any of the following events occurs.

Event #	Description	Logging Level

200	Bad APDU transferred in from another MTA	Minimum

220	Bad APDU submitted to this MTA	Minimum

269	APDU delivery failed temporarily	Minimum

270	APDU delivery failed permanently	Minimum

271	APDU sent	Medium

271	APDU received	Medium

If the logging levels of both X.400 Service and APDU are set to Minimum or greater, the first four events will be written to the Windows NT Event Log. If the logging levels of both categories are set to Medium or greater, all six events will be logged and the APDU text logs will be written.

APDU logs can be instrumental in diagnosing problems with the MTA. However, they are valuable only to those familiar with ASCII translations of X.400 protocol. These logs can grow quite large very quickly and cause performance on the server to suffer.

1.	Select the Diagnostics Logging tab.

2.	Select APDU.

3.	Select Medium or Maximum.

4.	Select X.400 Service.

5.	Select Medium or Maximum.


Diagnostics Logging of the Information Store
17	Troubleshooting Tools and Resources	43 of 109

Diagnostics Logging

Diagnostics Logging of the Information Store

The information store on each Microsoft Exchange Server is a repository for the contents of all public folders and private mailboxes of all Microsoft Exchange Client users.

Events generated by the information store concern the operation of the public and private information store databases and the system functions common to them. These include establishing and maintaining connections, sending and receiving messages, applying rules set by users, and replicating public folders.

Information store events are categorized first by the subcomponent that generated the event.

Subcomponent	Description

System	Functions common to both databases

Public	Public information store

Private	Private information store

The subcomponents are divided into category groups.

Subcomponent	Category group

System	General

Public	Replication

Transport

General

Private	Transport

General

The category groups are then divided into categories of events.

Diagnostics logging levels for the information store are set by category, just like other services, but the categories are not written to the event log. They are established only to group events when setting logging levels. Instead, event log entries include the subcomponents and category groups.

In the Windows NT Event Viewer application event log, the application name of the subcomponent is listed as the source of the event.

Subcomponent	Application name

System	MSExchangeIS

Public	MSExchangeISPub

Private	MSExchangeISPriv

The diagnostics logging category group appears in the Event Viewer as the category of the event. For example, when you increase the logging level for these components, you may see this event in the application event log, along with others relating to outbound gateway transfers.

Subcomponent	Public

Category group	Transport

Category	Transfer out of gateway

For a description of the diagnostics logging categories for the information store, see Appendix B “Diagnostics Logging.”

Critical events generated by the information store are written to the event log regardless of the logging level set for any category. These events fall into categories that do not appear in the Diagnostics Logging property page. However, they do appear as categories in the Event Viewer.

The critical events categories are:

Performance

Recovery

DS/IS Consistency

None

Getting to the Information Store Diagnostics Logging property page

You can set diagnostics logging levels for any subcomponent of the information store in either the Public Information Store or Private Information Store Diagnostics Logging property pages. The logging level applies only to the information store on that server. Effective troubleshooting can involve increasing the logging level on more than one server and on the MTA of the servers.

1.	In the Administrator window, select a server.

2.	Double-click Private Information Store or Public Information Store.

3.	Select the Diagnostics Logging tab.


Changing Logging Levels
17	Troubleshooting Tools and Resources	44 of 109

Diagnostics Logging

Diagnostics Logging of the Information Store

Changing Logging Levels

The Diagnostics Logging property page for the public and private information store components are identical. They display the subcomponents of the information store as a hierarchy. The hierarchy expands to show the category groups for each subcomponent. When you select a category group, the categories for that group are displayed. Logging levels are set by category, but the category group, not the category, is logged with the event.

1.	Select the Diagnostics Logging tab.

2.	Double-click a subcomponent.

3.	Select a category group.

4.	Select a category.

5.	Select a logging level.


Using Diagnostics Logging of the Information Store
17	Troubleshooting Tools and Resources	45 of 109

Diagnostics Logging

Diagnostics Logging of the Information Store

Using Diagnostics Logging of the Information Store

Diagnostics logging categories for the information store are very specific. It may be sufficient to increase the level on just one category to find the information you seek.

The events written to the application event log increase in detail at each level. For example, if you increase the logging level of the MTA connection category of the Transport category group to Medium, it logs both successful and unsuccessful attempts to establish connections to the MTA. At Maximum, it also reports when it is preparing to establish a connection, so you can see that step as well.

Replication of public folders is a vital function of Microsoft Exchange Server. If a problem arises, use diagnostics logging to track it down.

First increase the logging level of the Replication State Update category to Minimum. Events are logged whenever replication configurations are added or deleted.

If that doesn’t do it, increase the logging level of Incoming Messages and Outgoing Messages to Maximum. This logs all replication messages sent to or received by public folders.

Combine the information from the application event log with a search of the message tracking log and the logs from link monitors and the MTA. These tools help you narrow your search and diagnose information store problems.


Diagnostics Logging of an Internet Mail Connector
17	Troubleshooting Tools and Resources	46 of 109

Diagnostics Logging

Diagnostics Logging of an Internet Mail Connector

The Internet Mail Connector on each Microsoft Exchange Server computer establishes multiple connections, each of which can generate events. When a problem arises, a trace of those events becomes a useful diagnostic tool.

Tip

Type netstat at the command prompt to determine how many connections are running on an active Internet Mail Connector. This command shows protocol statistics and current TCP/IP network connections. Once the connector is stopped, the protocol log shows the number of connections established over time.

Events generated by the Internet Mail Connector are logged in the Windows NT application event log. You determine how detailed you want the logs to be by setting logging levels for the categories of Internet Mail Connector service.

In addition, SMTP protocol logs and message archives are triggered by the levels set in diagnostics logging. You generate these text logs by increasing the logging levels of the SMTP Protocol Log and Message Archival categories.

Important

When you change a logging level, the Logging Level box displays the new level. However, events are logged at the previous level until the connector is restarted. Once you restart the connector, the change is effective immediately.

Getting to the Internet Mail Connector Diagnostics Logging property page

Use the Diagnostics Logging property page for the Internet Mail Connector to set or change logging levels, log SMTP information, and create message archives. The Internet Mail Connector on each server has its own Diagnostics Logging property page, so make sure you select the right one.

1.	In the Administrator window, select Connections.

2.	Double-click an Internet Mail Connector.

3.	Select the Diagnostics Logging tab.


Changing Logging Levels
17	Troubleshooting Tools and Resources	47 of 109

Diagnostics Logging

Diagnostics Logging of an Internet Mail Connector

Changing Logging Levels

The application name for the Internet Mail Connector, MSExchangeIMC, is listed in the Services column. All events are logged under this name in the Windows NT application event log. The categories listed on the Internet Mail Connector property page match the categories of events shown in the application event log.

Important

You must restart the Internet Mail Connector after changing logging levels. New logging levels do not take effect until the connector is restarted.

1.	Select the Diagnostics Logging tab.

2.	Select one or more categories.

3.	Select a logging level.

4.	Restart the Internet Mail Connector.

For more information, see “Changing the Diagnostics Logging Levels” earlier in this chapter.


Logging SMTP Information
17	Troubleshooting Tools and Resources	48 of 109

Diagnostics Logging

Diagnostics Logging of an Internet Mail Connector

Logging SMTP Information

SMTP events are generated by the connections of an Internet Mail Connector. When you increase the diagnostics logging level for the SMTP Protocol Log category, Microsoft Exchange Server writes these events to text files. Each concurrent connection logs its events to a separate file. You can find these files in \EXCHSRVR\IMCDATA\LOG.

Tip

A quick way to tell if SMTP logging is enabled is to check the Windows NT application event log when the Internet Mail Connector is started. If enabled, event 2004 is written to the event log. To locate this event in the Event Viewer, search the application event log for ID, or the source, MSExchangeIMC, and the category, SMTP Protocol Log, of the event.

The headers and body of outgoing messages cannot be logged. However, the entire text of incoming messages is included.

1.	Select the Diagnostics Logging tab.

2.	Select SMTP Protocol Log.

3.	Select a logging level.

4.	Restart the Internet Mail Connector.

Option	Description

None (0)	No text logs are created. This is the default.

Minimum (1)	Connection information is written to the SMTP log.

Medium (3)	SMTP commands and headers are written to the SMTP log.

Maximum (5)	Complete, unformatted protocol packets are written to the SMTP log.


Interpreting an SMTP Protocol Log
17	Troubleshooting Tools and Resources	49 of 109

Diagnostics Logging

Diagnostics Logging of an Internet Mail Connector

Interpreting an SMTP Protocol Log

When the diagnostics logging level of the SMTP protocol log category is Maximum, the complete message transfer is written to the log. This may include several I/O lines per command, each representing one packet. Normal transmission messages are preceded by a 2xx or 3xx message code. Level 4xx codes are temporary problems that can be resolved by resending the message. Level 5xx codes are permanent negative responses requiring some repair before another attempt to send. Level 4xx and 5xx codes are accompanied by text describing the problem.


Creating a Message Archive
17	Troubleshooting Tools and Resources	50 of 109

Diagnostics Logging

Diagnostics Logging of an Internet Mail Connector

Creating a Message Archive

To solve some Internet mail problems, you may need to examine the entire text of an SMTP message. When you set the diagnostics logging level of the Message Archival category to Medium or Maximum, each message sent or received by the Internet Mail Connector is copied to a separate text file. Inbound messages are in \IMCDATA\IN\ARCHIVE; outbound messages in \IMCDATA\OUT\ARCHIVE.

Tip

A quick way to tell if message archiving is enabled is to check the Windows NT application event log when the Internet mail connector is started. If enabled, event 2005 is written to the event log. To locate this event in the Event Viewer, search the application event log for the event ID, or the source, MSExchangeIMC, and the category, Message Archival, of the event.

1.	Select the Diagnostics Logging tab.

2.	Select the Message Archival category.

3.	Select a logging level.

4.	Restart the Internet Mail Connector.

Option	Description

None (0)	No messages are archived. This is the default.

Minimum (1)	No messages are archived. (Same as None)

Medium (3)	A copy of each message processed by the Internet Mail Connector is written to a text file. (Same as Maximum)

Maximum (5)	A copy of each message processed by the Internet Mail Connector is written to a text file. (Same as Medium)


Diagnostics Logging of a Microsoft Mail Connector
17	Troubleshooting Tools and Resources	51 of 109

Diagnostics Logging

Diagnostics Logging of a Microsoft Mail Connector

The MS Mail Connector formats and transports messages from Microsoft Exchange Server to MS Mail. Each Microsoft Exchange Server can have one MS Mail Connector. Several MS Mail Connectors can be installed in a site.

Events are generated by three separate subcomponents of each MS Mail Connector:

Microsoft Mail interchange (MSMI).

Microsoft Mail (PC) message transfer agent (PCMTA).

Microsoft Mail (AppleTalk) message transfer agent (ATMTA).

Diagnostics logging levels for the MS Mail Connector are set by subcomponent, not by category. When events generated by a subcomponent are logged, the application name of the subcomponent appears as the source of the event. The event also includes the category of the subcomponent that generated the event, but these categories do not appear in the Diagnostics Logging property page for the MS Mail Connector.

For a description diagnostic logging categories for the MS Mail Connector, see Appendix B.

On some servers, multiple PCMTAs are created to improve performance. The logging level set for PCMTA applies to all PCMTAs on the server. When events are generated by one of the PCMTAs, the user-defined name of the PCMTA appears as the source of the event.

Diagnostics logging levels for each subcomponent are set independently. A complete investigation of an MS Mail problem would include increasing the logging levels of more than one subcomponent and of the Microsoft Exchange Server MTA.

Getting to the MS Mail Connector Diagnostics Logging property page

Use the Diagnostics Logging property page to set logging levels for all subcomponents of an MS Mail Connector. There may be multiple MS Mail Connectors in a site, so be sure to select the right one.

1.	In the Administrator window, select Connections.

2.	Double-click an MS Mail Connector.

3.	Select the Diagnostics Logging tab.


Changing Logging Levels
17	Troubleshooting Tools and Resources	52 of 109

Diagnostics Logging

Diagnostics Logging of a Microsoft Mail Connector

Changing Logging Levels

Increase the logging levels of MS Mail categories to see more detailed events tracing mail through the gateway.

In the Diagnostics Logging property page for the MS Mail Connector, the application name of the interchange, MSExchangeMSMI, appears in the Service column. However, in the event log, the application name of the subcomponent appears in the Source column. The logging level set here for MSExchangePCMTA applies to all PCMTAs on the server. MSExchangeATMTA represents the MS Mail Connector AppleTalk MTA.

1.	Select the Diagnostics Logging tab.

2.	Select one or more subcomponents.

3.	Select a logging level.

Option	Description

None (0)	Only critical events and error events are logged. This is the default.

Minimum (1)	Very high-level events, including all MS Mail warnings are recorded in the event log.

Warnings notify you of discrepancies, such as non-delivery reports. Depending on the context, these may be the expected result or may indicate a problem.

Medium (3)	One event is generated by each MS Mail subcomponent for each message carried across the network.

Includes events generated when the connector cannot find an address.

Maximum (5)	All events are logged. Message text is not included in the log.


Interpreting the Event Log
17	Troubleshooting Tools and Resources	53 of 109

Diagnostics Logging

Diagnostics Logging of a Microsoft Mail Connector

Interpreting the Event Log

Events generated by the MS Mail Connector are written to the Windows NT application event log.

Use the following table to associate logging levels set for MS Mail Connector subcomponents to events in the Windows NT application event log. Remember, when filtering the event log, that the application name of the subcomponent, or the user-defined name of the PCMTA, appears in the Source column, not in the Category column.

Component	Property Page Service	Property Page Category	Event Viewer Source
Interchange	MSExchangeMSMI	MSExchangeMSMI	MSExchangeMSMI
PCMTA	MSExchangeMSMI	MSExchangePCMTA	Name of PCMTA
ATMTA	MSExchangeMSMI	MSExchangeATMTA	MSExchangeATMTA


Diagnostics Logging of a Microsoft Schedule+ Free/Busy Connector
17	Troubleshooting Tools and Resources	54 of 109

Diagnostics Logging

Diagnostics Logging of a Microsoft Schedule+ Free/Busy Connector

The Schedule+ Free/Busy Connector is an extension of the Microsoft Mail Connector and is represented as a recipient mailbox agent. Unlike other connectors, there is usually just one Schedule+ Free/Busy Connector per site, rather than one per server.

Getting to the Schedule+ Free/Busy Connector Property Page

1.	In the Administrator window, choose Recipients.

2.	Double-click Microsoft Schedule+ Free/Busy Connector.

3.	Select the Schedule+ Free/Busy Connector Options tab.


Changing Logging Levels for a Schedule+ Free/Busy Connector
17	Troubleshooting Tools and Resources	55 of 109

Diagnostics Logging

Diagnostics Logging of a Microsoft Schedule+ Free/Busy Connector

Changing Logging Levels for a Schedule+ Free/Busy Connector

The Microsoft Schedule+ Free/Busy Connector has six logging levels. When you select a level, events at that level and all higher levels are written to the Windows NT Event Log. There are no categories associated with this component.

Logging level changes take effect at the next update. The update frequency is shown in the Schedule+ Free/Busy Connector Options property page.

Note

Changes to the update frequency take effect at the next update as it is set before you change it. Thus, changing the update frequency will not make the logging level changes effective any sooner than with the current frequency.

1.	Select the Schedule+ Free/Busy Connector Options tab.

2.	In the Logging Level box, select a level.

Option	Description

None (0)	Only critical events and error events are logged, including initiations and terminations, NDRs, and shutdowns. Only events with a logging level of 0 are logged.

This is the default, to be changed only if a problem occurs.

Minimal (1)	For the Free/Busy Connector, this level is equivalent to None.

Basic (2)	Events with a logging level of 2 or lower are logged.

This level adds to the log the numbers of messages received and number of information messages created.

Extensive (3)	Events with a logging level of 3 or lower are logged.

This level adds to the log the number of changes made and the names of users receiving messages from the Free/Busy Connector.

Verbose (4)	For the Free/Busy Connector, this level is equivalent to Extensive.

Internal (5)	All events are logged, including debug strings, configuration changes received, unknown address notifications, and validations of accounts.


Diagnostics Logging of a Microsoft Exchange Server
17	Troubleshooting Tools and Resources	56 of 109

Diagnostics Logging

Diagnostics Logging of a Microsoft Exchange Server

You can change the logging levels of several components of a server from a single property page. The effect is the same as if you opened the Diagnostics Logging property page of each component and changed the levels.

Getting to the Diagnostics Logging property page

The logging levels of server components are displayed in a hierarchy in the Diagnostics Logging property page of the server. Use this property page to browse or edit logging levels on all server components.

1.	In the Administrator window, select a server.

2.	From the File menu, choose Properties.

3.	Select the Diagnostics Logging tab.


Viewing or Changing Logging Levels
17	Troubleshooting Tools and Resources	57 of 109

Diagnostics Logging

Diagnostics Logging of a Microsoft Exchange Server

Viewing or Changing Logging Levels

The Diagnostics Logging property page includes a hierarchy of server components. When you select a component, its categories and current logging levels are displayed.

The information store is displayed as a hierarchy of its three subcomponents, just as it is in the Public and Private Information Store Diagnostics Logging property pages. To display the categories and logging levels, expand the hierarchy and select a category group.

1.	Select the Diagnostics Logging tab.

2.	Select a component.

3.	Select a category.

4.	Select a logging level.

For a description of the diagnostic logging categories for Microsoft Exchange Server components, see Appendix B “Diagnostics Logging.”


Message Tracking
17	Troubleshooting Tools and Resources	58 of 109

Message Tracking

Messages sent to and from Microsoft Exchange Server can be tracked to determine the cause of mail-related problems. You can:

Track messages to locate slow or stopped connections.

Find “lost” mail.

Determine the delay on each segment of a route for link monitoring and performance tuning.

Track an unauthorized message and remove it from the system.

When message tracking is enabled, each component handling mail records its activities in a log maintained by the system attendant on each server. The log becomes a trace of the processing of each message as each component receives, processes, and delivers it to the next component.

The tracking logs are stored in \EXCHSRVR\TRACKING.LOG. Each log records one day’s activities on the server. A new log is created on each day in GMT. The log can be displayed in any text editor, imported into spreadsheets such as Microsoft Excel, and used as input data to custom applications.

The tracking log is created when message tracking is enabled on one or more of the mail handling components of Microsoft Exchange Server. Message tracking can be enabled on the MTA, information store, and MS Mail Connector.

Activities recorded in the tracking log often include a message ID, a unique message identifier. A message ID also appears in some Microsoft Exchange Server events in the Windows NT application event log, in the lists of queues of the MTA and gateways, and in other logs. By searching the tracking log for the message ID, you can follow the message as it is handled and transported within the site.


Enabling Message Tracking
17	Troubleshooting Tools and Resources	59 of 109

Message Tracking

Enabling Message Tracking

Message tracking must be enabled for a component to begin recording its activities in the tracking log. Message tracking for Microsoft Exchange Server components is enabled for a site. When you enable message tracking for any component, all like components on servers in that site write to the tracking log. Message tracking is enabled separately for each connector in a site.

The default for message tracking is off (not enabled). Excessive logging can degrade the performance of the server.

After you enable message tracking, you must restart all components writing to the tracking log for message tracking to take effect. For example, if you enable message tracking on MTAs, you must restart all MTAs in the site.


Enabling Message Tracking on MTAs
17	Troubleshooting Tools and Resources	60 of 109

Message Tracking

Enabling Message Tracking

Enabling Message Tracking on MTAs

Use the MTA Site Configuration General property page to enable message tracking on all MTAs in the site.

1.	In the Administrator window, choose Configuration.

2.	Double-click MTA Site Configuration.

3.	Select the General tab.

4.	Select Enable Message Tracking.

5.	Restart the MTAs on all servers in the site.


Enabling Message Tracking on the Information Store
17	Troubleshooting Tools and Resources	61 of 109

Message Tracking

Enabling Message Tracking

Enabling Message Tracking on the Information Store

Use the Information Store Site Configuration General property page to enable message tracking on all information stores in the site.

1.	In the Administrator window, choose Configuration.

2.	Double-click Information Store Site Configuration.

3.	Select the General tab.

4.	Select Enable Message Tracking.

5.	Restart the information store on all servers in the site.


Enabling Message Tracking on an MS Mail Connector
17	Troubleshooting Tools and Resources	62 of 109

Message Tracking

Enabling Message Tracking

Enabling Message Tracking on an MS Mail Connector

Use the MS Mail Connector Interchange property page to enable message tracking on the connector. You must enable message tracking on each MS Mail Connector in the site separately.

1.	In the Administrator window, choose Connections.

2.	Double-click an MS Mail Connector.

3.	Select the Interchange tab.

4.	Select Enable Message Tracking.

5.	Restart the MS Mail Connector.


Enabling Message Tracking on an Internet Mail Connector
17	Troubleshooting Tools and Resources	63 of 109

Message Tracking

Enabling Message Tracking

Enabling Message Tracking on an Internet Mail Connector

Use the Internet Mail Connector Internet Mail property page to enable message tracking on the connector. Message tracking is enabled separately for each Internet Mail Connector in a site. To get a complete picture of mail handling in a site with more than one Internet Mail Connector, enable message tracking on each connector.

1.	In the Administrator window, choose Connections.

2.	Double-click an Internet Mail Connector.

3.	Select the Internet Mail tab.

4.	Select Enable Message Tracking.

5.	Restart the Internet Mail Connector.


Tracking Log
17	Troubleshooting Tools and Resources	64 of 109

Message Tracking

Tracking Log

The tracking log is in \EXCHSRVR\TRACKING.LOG. Each daily log is named by the date on which it was created, in yyyymmdd.log format. The filename date, like all time in the tracking log, is in GMT.

The tracking log can be read and edited by any text editor, such as Notepad. It is tab delimited, so it can be loaded into a spreadsheet, like Microsoft Excel. You can also write an application to interpret the log.

The Microsoft Exchange Server Administrator program includes an automated message tracking process. The Track Message command traces messages through all existing logs in the network. You may want to use this process instead of attempting a manual search of the logs.

The following table defines the fields in the tracking logs. The fields are separated by tabs.

Field #	Field Name	Description
1	Message ID or MTS-ID	Message ID is a unique identifier assigned to the message by Microsoft Exchange Server. It stays with the message from its origination to delivery or transfer from the network. Messages from foreign systems include a message transfer system-ID (MTS-ID) that uniquely identifies the message transfer component that transported the message.
2	Event#	Represents the event type.
3	Date/Time	Date and time of the event in GMT.
4	Gateway name	Name of the gateway or connector that generated the event. If no gateway was involved, the field is blank.
5	Partner name	Name of the messaging service associated with the event. In Microsoft Exchange Server, the partner is the MTA or the information store.
6	Remote ID	The message ID used by the gateway.
7	Originator	Distinguished name of the originating mailbox, if known.
8	Priority	Priority set by the sender. 0 = Normal 1= High -1 = Low
9	Length	Message length in bytes.
10	Seconds	Transport time in seconds. Not used by Microsoft Exchange Server. The value in this field is 0 or blank.
11	Cost	Cost per second for message transfer. Not used by Microsoft Exchange Server. The value in this field is always 1.
12	Recipients	Number of recipients.
13	Recipient name	Distinguished name of the recipient of the message or a proxy address. This field is separated from the previous field by a linefeed. This field is repeated for each recipient.
14	Recipient report status	A number representing the result of an attempt to deliver a report to the recipient. Delivered = 0 Not delivered = 1 This is used only for reports. On other events, it will be blank. This field is repeated for each recipient.
The following table defines the event numbers in the tracking logs.

Event #	Event Type	Description
0	Message transfer in	The message was received from a server, connector, or gateway.
2	Report transfer in	A delivery receipt or NDR was received from a server, connector, or gateway.
4	Message submission	The message was sent by the client.
7	Message transfer out	The message was sent to a server, connector, or gateway.
8	Report transfer out	A delivery receipt or NDR was sent to a server, connector, or gateway.
9	Message delivered	The message was delivered to a mailbox or public folder.
10	Report delivered	A delivery receipt or NDR was delivered to a mailbox.
26	Distribution list expansion	A recipient distribution list was expanded so the message could be sent to different addresses.
28	Message redirected	The message was sent to a mailbox other than those of the recipients.
29	Message rerouted	The message was routed to an alternate path.
33	Report absorption	The number of delivery receipts or NDRs exceeded a threshold, and the reports were deleted.
34	Report generation	A delivery receipt or NDR was created.
43	Unroutable report discarded	A delivery receipt or NDR could not be routed and was deleted from the queue.
1000	Local Delivery	The sender and recipient are on the same server.
1001	Backbone transfer in	Mail was received from another MAPI system across a connector or gateway.
1002	Backbone transfer out	Mail was sent to another MAPI system across a connector or gateway.
1003	Gateway transfer out	The message was sent through a gateway.
1004	Gateway transfer in	The message was received from a gateway.
1005	Gateway report transfer in	A delivery receipt or NDR was received from a gateway.
1006	Gateway report transfer out	A delivery receipt or NDR was sent through a gateway.
1007	Gateway report generation	A gateway generated an NDR for a message.


Tracking Messages
17	Troubleshooting Tools and Resources	65 of 109

Message Tracking

Tracking Messages

The Track Message command automates the process of tracing a message through the network. Multiple daily tracking logs for are searched for events generated when the components of each server handled the message. The message is followed through the logs of all Microsoft Exchange Server computers on the same physical network.

Tracking is a two-step process:

Finding and selecting the message you want to track in a Select Message to Track dialog box.

Tracking it in the Message Tracking Center.

You can repeatedly select and track messages until you have determined the source of your problem.

The Message Tracking Center includes an Advanced Search button that lets you search for a message by its message ID, for messages from or to gateways, or messages involving a sender or recipient that does not appear in the global address list, including Microsoft Exchange Server services.


Starting Message Tracking
17	Troubleshooting Tools and Resources	66 of 109

Message Tracking

Tracking Messages

Starting Message Tracking

The first step is to connect to a server to locate the message to be tracked. Select a server that has the sender or recipient of the message in its global address list. If the sender and recipient are only in your personal address book or are Microsoft Exchange Server components, connect to any server in the site.

1.	From the Tools menu in the Administrator window, choose Track Message.

2.	In the Connect to Server dialog box, type or select a server.


Finding a Message to Track
17	Troubleshooting Tools and Resources	67 of 109

Message Tracking

Tracking Messages

Finding a Message to Track

A message must be found before it can be tracked. Messages are found by searching the logs on one server for messages by the sender and/or recipient. It is best to locate the message in the log of the sending server, but it is not necessary. The default is the log of the sender’s home server, but you can change it. Once a message is found, the logs of all servers in the site are searched to follow the path of the message through the network.

Note

If you know the message ID of the message you want to track or if the sender is not in a global address list, choose Cancel and go to “Performing an Advanced Search” later in this chapter. This includes tracking messages sent by Microsoft Exchange Server components.

1.	In the Select Messages to Track dialog box, choose From.

2.	In the global address list, select the name of the sender.

If you are unsure about an address, choose Properties to see mailbox detail.

3.	Choose Sent To.

4.	Type or select the name of a recipient in the global address list, and then choose Add. Repeat for all recipients.

If you are unsure about an address, choose Properties to see mailbox detail.

5.	In the Look back box, type a number or leave it as 0.

All daily logs begin and end at midnight GMT.

6.	To search the log on a different server, choose Browse and select a server.

7.	Choose Find Now.

Option	Description

From	Searches for messages sent from this mailbox. Only one mailbox can appear in this box. If the field is blank, it searches for all messages to the recipients.

Sent To	Searches for messages sent to one or more mailboxes. More than one mailbox can be selected. Distribution lists can be recipients. If the box is blank, it searches for all messages from the sender.

Look back	Determines how many prior daily logs are searched. If 0, it searches today’s log only. Daily logs begin and end at midnight GMT, so you may have to look back one log to get today’s log in local time.

Start date	The date of the first log to be searched. This is determined by the entry in the Look back box and cannot be edited.

Search on server	Searches the log of the server selected for the message to be tracked. The sender’s home server is the default.


Selecting a Message
17	Troubleshooting Tools and Resources	68 of 109

Message Tracking

Tracking Messages

Selecting a Message

The Select Messages to Track dialog box lists messages that meet the criteria you established. If you did not find the message you were looking for, you can change the criteria and repeat the search. When you select a message, the Message Tracking Center appears.

Note

Each line represents a startup event for a message. Some messages may appear in more than one event. It does not matter which you choose because the message is tracked, not the event.

1.	Select a message.

2.	Double-click the message to see event detail.

3.	Choose OK.

Option	Description

Time	The symbol represents the event type. Event types are defined in “Tracking Log” earlier in this chapter. The time and date the message was sent as recorded by the information store on the sending server. It is displayed in local time.

Size	Message size in bytes.

No. recp.	The number of mailboxes to which the message was sent. A distribution list counts as one recipient.

Recipients	The first mailbox in the recipients list. An ellipsis follows the names in messages that have more than one recipient. Choose Properties to see the entire recipients list.


Displaying Message Detail
17	Troubleshooting Tools and Resources	69 of 109

Message Tracking

Tracking Messages

Displaying Message Detail

The Message Properties dialog box for each event shows detailed information about the message at the time the event was generated. Use this information to select a message to track or to refine the search criteria. The Message Properties dialog box is different for each type of mail handling event.

In the Select Message to Track dialog box, double-click an event.

For an explanation of the Message Properties dialog boxes, press F1.


Using the Message Tracking Center
17	Troubleshooting Tools and Resources	70 of 109

Message Tracking

Tracking Messages

Using the Message Tracking Center

Once a message is found in a tracking log, its path through the network is traced through the logs of all servers that handled it. At each step, the process determines which service is expected to receive the message next and searches the logs on that server to find further events. The trace is complete when the message leaves the network or is delivered.

When you select a message, its message ID, originator, the server tracking log in which it was found, and its start date are carried over to the Message Tracking Center. You cannot edit these fields, but you can use the Advanced Search button to change them.

You can now proceed in three different ways:

Choose Track to trace the selected message through the network.

Choose Search to return to the Select Message to Track dialog box. You can search again and select a different message to track.

Choose Advanced Search to search for a message by its message ID, to search for messages from senders or recipients outside the network, or to search for messages sent by components of Microsoft Exchange Server.


Performing an Advanced Search
17	Troubleshooting Tools and Resources	71 of 109

Message Tracking

Tracking Messages

Performing an Advanced Search

Use the Advanced Search button to track messages when:

You know its message ID.

The message ID is available from the application event log, utility logs, Microsoft Exchange Client, message queues, and other sources.

The sender or recipients are not in the global address list.

This includes messages sent between components of the Microsoft Exchange Server, as well as messages to and from other networks and gateways.

You want to edit message tracking search parameters in the Message Tracking Center.

The message ID of a message sent with Microsoft Exchange Client is available to the sender and recipients of messages.

1.	In a client folder, select a message.

2.	From the File menu, choose Properties.

3.	Select the Message ID tab.


Searching for Microsoft Exchange Server Messages
17	Troubleshooting Tools and Resources	72 of 109

Message Tracking

Tracking Messages

Searching for Microsoft Exchange Server Messages

Use message tracking to search for messages sent from components of Microsoft Exchange Server. It can be used for any function that involves sending messages, such as following a link monitor ping message from the system attendant or tracing directory replication message beyond the site.

When the search is complete, select a message and return to the Message Tracking Center. You can also display detail about the messages.

Each line in the display represents a submission event. Some messages appear in more than one event. It does not matter which you choose because the message is tracked, not the event.

1.	In the Message Tracking Center, choose Advanced Search.

2.	Select Sent by Microsoft Exchange Server.

3.	Choose Browse to select a server.

4.	In the From box, select a Microsoft Exchange Server component.

5.	Change the Look back date, if desired.

6.	Choose Find Now to begin the search.

Option	Description

Search on server	Searches the log of the server selected for the message to be tracked. The server you are connected to is the default.

From	Searches for messages sent from this Microsoft Exchange Server core component. This field is required.

Look back	Determines how many prior daily logs are searched. If 0, it searches today’s log only. Daily logs begin and end at midnight GMT, so you may have to look back one log to get today’s log in local time.

Start date	The date of the first log to be searched. This is determined by the entry in the Look Back box and cannot be edited.

For more information, see “Displaying Message Detail” and “Selecting a Message” earlier in this chapter.


Searching Outside of the Organization
17	Troubleshooting Tools and Resources	73 of 109

Message Tracking

Tracking Messages

Searching Outside of the Organization

You can search for a message when either the sender or recipients of the message are not in a global address list. You can type the names of recipients and search for messages originating at gateways.

When the search is complete, select a message, and return to the Message Tracking Center. You can also display detail about the messages.

Note

Each line represents an entry event for a message. Some messages may appear in more than one event. It does not matter which you select because the message is tracked, not the event.

1.	In the Message Tracking Center, choose Advanced Search.

2.	Select Transferred into this site.

3.	In the Select Inbound Message to Track dialog box, type the e-mail address of the sender, or choose From to select one in the global address list.

4.	Type the e-mail address of one or more recipients, or choose Sent To to select in the global address list. Use a semicolon to separate e-mail addresses.

5.	In the Transferred from box, select the connector used to transport the message.

6.	Change the Look back date and server, if desired.

7.	Choose Find Now.

Option	Description

From	Searches for messages sent from this e-mail address. Only one address can appear in this box.

Type the address in the format for that gateway, for example,

SMTP:johnd@ferguson.com

You can also select from the global address list if the sender is in it, but the recipient is not.

If the field is blank, it searches for all messages to the recipients.

Sent To	Searches for messages sent to one or more e-mail addresses, including distribution lists.

Type the address in the format for that gateway. You can also select from the global address list if the recipient is in it, but the sender is not.

If the field is blank, it searches for all messages from the sender.

Transferred from	Lists all connectors in the site. Select from the list to search the log of the server where the connector is installed.

Look back	Determines how many prior daily logs are searched. If 0, it searches today’s log only. Daily logs begin and end at midnight GMT, so you may have to look back one log to get today’s log in local time.

Start date	The date of the first log to be searched. This is determined by the entry in the Look back box and cannot be edited.

Search on server	Searches the log of the server selected for the message to be tracked. The home server of the connector is the default.

For more information, see “Displaying Message Detail” and “Selecting a Message” earlier in this chapter.


Searching by Message ID
17	Troubleshooting Tools and Resources	74 of 109

Message Tracking

Tracking Messages

Searching by Message ID

Use the Advanced Search button in the Message Tracking Center to find a message by its message ID. Since the message ID is unique, it simplifies the search.

Each message handled by Microsoft Exchange Server is assigned a message ID when it is created or enters the system from a gateway. Microsoft Exchange Sever message IDs have a standard format, which includes the name of the originating server and the date and time the message was sent.

For example,

c=US;a=;p=Ferguson;l=NEWYORK0196012020010800000CDE

When you have entered the search criteria and returned to the Message Tracking Center, the message ID, server, and start date you chose are displayed. The advanced search is complete, and you are ready to track the message.

1.	In the Message Tracking Center, choose Advanced Search.

2.	Select By Message ID.

3.	Type the message ID.

4.	Choose Browse to select a server whose tracking log will be searched.

5.	Change the Look back information, if desired.

Option	Description

Message ID	Type the message ID of target message. You can also paste a message ID by pressing CTRL+V.

Look back	Determines how many prior daily logs are searched. If 0, it searches today’s log only. Daily logs begin and end at midnight GMT, so you may have to look back one log to get today’s log in local time.

Start date	Displays the date of the first log to be searched. This is determined by the entry in the Look back box and cannot be edited.

Search on server	Searches the log of the server selected for the message to be tracked. The server you are connected to is the default.


Interpreting a Message Track
17	Troubleshooting Tools and Resources	75 of 109

Message Tracking

Tracking Messages

Interpreting a Message Track

Message tracking results are displayed as a hierarchy of the mail handling events found in the tracking logs. Each line represents one event. Each level in the hierarchy represents a branch in the path of a message, some of which are concurrent.

To get more information, you can:

Double-click a plus (+) or minus (-) button to expand or collapse the hierarchy.

Select an event and choose Properties to see event detail.

Choose Find Recipient in Tracking History to search for recipients specified in the message search. Events involving those recipients appear in bold.

Choose Search to return to the Select Message to Track dialog box to select another message to track.

Choose Advanced Search to return to the Advanced Search dialog box.

To follow up on a problematic message, you can consult the message queues of affected components, raise the diagnostics logging level of a component or service, consult the Windows NT application event log, or change the configuration of a component.

For more information on event types, see “Tracking Log” earlier in this chapter.


Message Queues
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Message Queues

Message queues of the MTA, the Internet Mail Connector, and the MS Mail Connector can be viewed and modified. The queues are accessed in the Queues property page for each component. You can display the queues and the messages within, delete messages and, in some MTA queues, change the order of the message in the queue.

When there is a mail delivery problem, an examination of the queues is an important step. If mail is not getting to its destination, check the queues on the server. A long queue can indicate a problem with the physical connection between servers, a server or MTA configuration error, or an improperly configured connector. Normally, mail should not be retained in the queues for long. Use the Queues property page to delete any corrupted messages that are blocking the queues.


MTA Queues
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Message Queues

MTA Queues

The MTA maintains queues for each message destination. This includes the MTAs of other servers in its site, the information store on its server, and any installed connectors, including RAS Connectors, Site Connectors, X.400 Connectors, Internet Mail Connectors, and MS Mail Connectors. If the server is a replication bridgehead, the MTA will also have a queue to the directory on its server.

There are two types of queues. The type determines when you see the queue in the queue list in the MTA Queues property page and whether you can change the order of messages in the queue.

Secured queues

Part of the application interface to the MTA. The MTA queues to the Internet Mail Connector and MS Mail Connector are secured. They do not appear in the queue list until the connector sends messages to or retrieves messages from the MTA. You cannot change the priority of messages in these queues.

Unsecured queues

Part of the MTA and appear in the queue list whenever the receiving service is running. You can change the priority of message in the queue. MTA queues to components on its server and to Site Connectors, RAS Connectors, X.400 Connectors, and the MTAs of other servers in its site are unsecured.

Getting to the MTA Queues property page

Use the MTA Queues property page to determine the number of messages in each queue, to view a message in the queue in detail, to delete a pending message and, for unsecured queues, to change the order of messages in a queue.

1.	In the Administrator window, select a server.

2.	Double-click Message Transfer Agent.

3.	Select the Queues tab.


Viewing Message Detail
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Message Queues

MTA Queues

Viewing Message Detail

The message detail available from the queues is also useful for troubleshooting:

The originator information, taken from the message heading, shows the sending or receiving server. If the same server is involved in several suspect messages, the server configuration may be in error.

Use the MTS-ID or message ID to trace the message through the tracking log, event log or other queues.

1.	Select the Queues tab.

2.	Under Queue Name, select a queue.

3.	Double-click a message.

Option	Description

Originator	The location of the sender, including the host address and sender name.

MTSID	The MTS-ID or message ID.

Submit time	The time the message was submitted in local time.

Priority	The importance assigned to the message by the sender.

Size	Size of the message in bytes.


Refreshing the Queue Property Page
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Message Queues

MTA Queues

Refreshing the Queue Property Page

The MTA Queues property page is a snapshot of the queues taken when you select it. It is not updated automatically. Use the Refresh button to update your view of the queues. Secured queues appear only when there is mail to be sent to or received from them, so they may appear or disappear from the list when it is refreshed.

1.	Select the Queues tab.

2.	Choose Refresh.


Changing Message Order
17	Troubleshooting Tools and Resources	80 of 109

Message Queues

MTA Queues

Changing Message Order

You can change the order of pending messages in unsecured queues. Messages in MTA queues to components on its server and to site connectors, RAS Connectors, X.400 Connectors, and the MTAs of other servers in its site can be reordered. This is very useful if an urgent message needs to be delivered immediately, or you suspect that a message is defective.

Use the Priority button to increase the priority of urgent messages and lower the priority of messages that might block the queue. Priority is a sort parameter. Messages with the same priority appear in the queue in the order in which they were received.

Note

You cannot change the priority of messages in MTA queues to the MS Mail Connector or to the Internet Mail Connector. These are secured queues. Also, you cannot change the priority of the first message in an MTA queue if it is already being transported.

1.	Select the Queues tab.

2.	Under Queue Name, select a queue.

3.	Select a message in the queue.

4.	Choose Priority.

5.	Select a priority.

Option	Description

High	Highest priority level. If the priority of other messages in the queue is Normal or Low, setting the priority of a message to high moves it to the top of the queue.

Normal	Medium priority level. This is the default.

Low	Lowest priority level. If the priority of other messages in the queue is High or Normal, setting the priority of a message to Low moves it to the end of the queue.


Deleting Messages
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Message Queues

MTA Queues

Deleting Messages

Messages can be deleted from unsecured queues. Deleted messages are returned to the originator as non-deliverable.

Note

You cannot delete the first message in an MTA queue once it is picked up by the MTA or the receiving service for transport. If the message is blocking the queue and must be deleted, stop the receiving service. The message transport is halted and you can delete the message.

1.	Select the Queues tab.

2.	Under Queue Name, select a queue.

3.	Select a message in the queue.

4.	Choose Delete.


Using MTA Message Queues for Troubleshooting
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Message Queues

MTA Queues

Using MTA Message Queues for Troubleshooting

You can use the information in MTA queues to resolve message delays and find missing messages.

Tip

Use the MTA Connections Queue Size counter in Windows NT Performance Monitor to alert you when messages accumulate in MTA queues. For more information, see “Monitoring the Message Transfer Agent” earlier in this chapter.

If a queue is has more messages than expected, check the configuration of the destination server of the first messages in the queue, and search the application event log for problems with the connection.

The Submit Time displayed is when the item arrived in the MTA. Compare this to the time the message was sent to determine where delays are occurring.

If you suspect that a message will block the queue, delete the message or, if the queue is unsecured, lower its priority to allow other messages to pass it.

If the message being transported is blocking the queue, use your link and server monitors to make sure the receiving service is operating and that all connections are operating. Check the application event log for errors generated by the receiving service or the MTA. If you must delete the message, stop the receiving service. This releases the message so you can delete it.

If messages are accumulating in the MTA queue to the Internet Mail Connector, check the Internet Mail Connector MTA Out queue. This is the destination for messages in the MTA queue to the IMC.

If an MTA queue to the information store, directory, or a gateway is blocked, it is probably due to a problem with a message or with the receiving service which is not retrieving its messages from the queue. In the unlikely case that an MTA queue to an X.400 Connector, RAS Connector, Site Connector, or another MTA is blocked, the problem is likely to be the message or the MTA.


Internet Mail Connector Queues
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Message Queues

Internet Mail Connector Queues

The Internet Mail Connector queues on each server should be examined whenever you suspect problems with Internet mail. Use the Internet Mail Connector Queues property page, the MTA queue to the Internet Mail Connector, and message tracking to trace a message within Microsoft Exchange Server.

You can view important information about messages in the queues and delete problem messages. However, you cannot reorder messages in the queue.

Getting to the Internet Mail Connector Queues property page

Use the Internet Mail Connector Queues property page to determine the number of messages in each queue, to view message detail, and to delete messages.

1.	In the Administrator window, choose Connections.

2.	Double-click an Internet Mail Connector.

3.	Select the Queues tab.


Selecting a Queue
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Message Queues

Internet Mail Connector Queues

Selecting a Queue

There are three queues for the Internet Mail Connector. Outbound messages travel from the MTA’s Internet Mail Connector queue to the Internet Mail Connector’s MTS Out queue in the information store. The Internet Mail Connector converts the message and places it in its Out queue until it is sent. Messages in the In and Out queues are in \EXCHSRVR\IMCDATA\IN and \EXCHSRVR\IMCDATA\OUT, respectively.

1.	Select the Queues tab.

2.	Under Queue Name, select a queue.

Option	Description

In	Incoming messages waiting to be converted by the connector and then delivered to the information store.

MTS Out	Outgoing messages received from the MTA and waiting to be converted by the Internet Mail Connector. The next destination is the Out queue.

Out	Outgoing messages waiting to be sent by the connector.


Viewing Message Detail
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Message Queues

Internet Mail Connector Queues

Viewing Message Detail

Use the Details dialog box to view additional information about a message. The details can help you isolate the cause of a problem.

Look for common characteristics among messages with failed delivery attempts, such as a common server or recipient.

Delivery status and information about failed attempts help to detect corrupt messages.

Use the MTS-ID and message ID to search for the message in the tracking log and application event log.

1.	Select the Queues tab.

2.	Under Queue Name, select a queue.

3.	Double-click a message.

Option	Description

Originator	The address from which the message was sent.

MTS-ID	The message transfer system ID (MTS-ID) that uniquely identifies the component that transported the message. This is blank in messages in the In and Out queues.

Message ID	A unique identifier assigned to the message by Microsoft Exchange Server. It stays with the message from its origination to delivery or transfer from the network. This is blank in messages in the MTS Out queue.

Destination Host	The server computer to which message is being delivered.

Submit Time	Time the message arrived in the queue in GMT.

Size	Size of the message in kilobytes.

Next Retry Time	The time scheduled for resending the message if previous attempts were unsuccessful.

Retries	Number of times the connector attempted to deliver the message.

Expiration	The time when all retries will be exhausted.

Recipients	The addresses of intended recipients of the message and the status of attempts to deliver the message to that address.


Refreshing the Queues Property Page
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Message Queues

Internet Mail Connector Queues

Refreshing the Queues Property Page

The Internet Mail Connector Queues property page is a snapshot of the queues taken when you select it. It is not updated automatically. Use the Refresh button to update your view of the queues.

Note

Repeated refreshing can degrade server performance.

1.	Select the Queues tab.

2.	Choose Refresh.


Deleting Messages
17	Troubleshooting Tools and Resources	87 of 109

Message Queues

Internet Mail Connector Queues

Deleting Messages

You can delete messages that are interfering with the processing of a queue. Deleted messages are permanently erased from the disk and a non-delivery report is sent to the originator.

Undeliverable messages should not block an Internet Mail Connector queue. If the connector is unable to transport the message, it will schedule another transport attempt and go to the next message. These messages should be deleted.

1.	Select the Queues tab.

2.	Under Queue Name, select a queue.

3.	Select a message.

4.	Choose Delete.


Forcing a Retry
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Message Queues

Internet Mail Connector Queues

Forcing a Retry

Use the Retry Now button to force the Internet Mail Connector to attempt to transport the message.

1.	Select the Queues tab.

2.	Under Queue Name, select a queue.

3.	Select a message.

4.	Choose Retry Now.


Using Internet Mail Connector Queues for Troubleshooting
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Message Queues

Internet Mail Connector Queues

Using Internet Mail Connector Queues for Troubleshooting

Use the Internet Mail Connector Queues property page to diagnose and resolve Internet mail problems.

If messages are accumulating in the queue, check the configuration of the destination server of the first messages in the queue.

Create an SMTP protocol log for the server. This log is created by increasing the diagnostics logging level for the SMTP Protocol Log category to Medium. For instructions, see “Diagnostics Logging of an Internet Mail Connector” earlier in this chapter.

The Submit Time box displays the time the item arrived in the queue. Compare this time to the time the message was sent from the user to determine at which point delays may be occurring.

The Delivery column displays “pending” for messages it has not attempted to deliver. If a Submit time is displayed, at least one attempt to deliver the message has failed. The time shown is the scheduled time for the next attempt. Focus on messages that have failed at least one delivery and find common characteristics, like a destination server.


MS Mail Connector Queues
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Message Queues

MS Mail Connector Queues

Each MS Mail Connector maintains a queue of pending outbound messages from each of its connections. You can display the queue for each connection, return messages to the sender and delete problematic messages from the queue. Each message in a queue has an ID so you can follow the message in the tracking log and application event log.

Normally, messages appear in the queue for only a brief interval. Any lingering messages should be investigated.

Getting to the MS Mail Connector Connections property page

Use the MS Mail Connector Connections property page to examine the queue of outbound messages for each MS Mail connection. Each MS Mail Connector in the site has its own queues, so make sure to choose the right one.

1.	In the Administrator window, choose Connections.

2.	Double-click an MS Mail Connector.

3.	Select the Connections tab.


Selecting a Queue
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Message Queues

MS Mail Connector Queues

Selecting a Queue

The Connections property page shows the hierarchy of connections for an MS Mail Connector. You can select a connection and display its queue of outbound messages.

Each line under Queued Messages represents one outbound message pending delivery. The information comes from the message envelope. You can sort the queued messages by clicking the column heading buttons.

1.	Select the Connections tab.

2.	Select a connection.

3.	Choose Queue.

Option	Description
From	The e-mail address of the sender.
Subject	Subject of the message as taken from the subject line.
Message ID	The unique identifier assigned to the message. This can be used to trace the message in the event log, tracking log, and MTA queues.
Date/Time	The date and time the message was submitted in local time.
Send Non-Delivery Reports when messages deleted	If selected, a non-delivery report is sent to the originator when a message is deleted from the queue. Otherwise, there is no notification.


Refreshing the Queue
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Message Queues

MS Mail Connector Queues

Refreshing the Queue

The information under Queued Messages is a snapshot of the queues taken when you open it. It is not updated automatically. Use the Refresh button to update your view of the queues.

1.	In the Connections property page, choose Queue.

2.	Choose Refresh to update your view of the queue.


Returning Messages
17	Troubleshooting Tools and Resources	93 of 109

Message Queues

MS Mail Connector Queues

Returning Messages

You can return messages from the outbound queue of any connector to its originator. In addition to responding to user requests, this is useful if a message appears to be blocking the queue. To test the path of a message, return the message and follow it in the tracking log.

1.	Select the Connections tab.

2.	Select a connection.

3.	Choose Queue.

4.	Select a message.

5.	Choose Return.


Deleting Messages
17	Troubleshooting Tools and Resources	94 of 109

Message Queues

MS Mail Connector Queues

Deleting Messages

Messages that delay the processing of a queue can be deleted from the queue. Deleted messages are erased from the disk. If Send Non-Delivery Reports when messages deleted is selected, an NDR is sent to the originator.

1.	Select the Connections tab.

2.	Select a connection.

3.	Choose Queue.

4.	Select a message.

5.	Choose Delete.


Using MS Mail Queues for Troubleshooting
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Message Queues

MS Mail Connector Queues

Using MS Mail Queues for Troubleshooting

Use the information on the Queues property page to diagnose and resolve MS Mail problems.

The Submit Time box displays the time the item arrived in the queue. Compare this time to the time the message was sent to determine where delays are occurring.

If expected messages do not appear in this queue, check the MTA queue to the MS Mail Connector.


Troubleshooting Utilities
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Troubleshooting Utilities

Troubleshooting the components of Microsoft Exchange Server is made easier by the following utilities:

MTACHECK

ISINTEG

EDBUTIL

These utilities repair common problems and restore service on core components quickly.


MTACHECK
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Troubleshooting Utilities

MTACHECK

MTACHECK scans the internal database of the MTA looking for objects that are damaged and may be interfering with the queue processing. It places defective objects from the queues in files for you to examine later. In addition, MTACHECK rebuilds the queues so the MTA can be restarted and return to processing.

Caution

MTACHECK can delete or remove data from the database that cannot be recovered.

If your MTA stops and cannot be restarted, MTACHECK can get it running again. It can also be used for routine checks of the integrity of MTA database queues.

If MTACHECK removes objects from a database queue, you can recover them. MTACHECK places each object it considers to be damaged in a DB*.DAT file in \EXCHSRVR\MTADATA\MTACHECK.OUT. You can examine the objects and repair or delete them.


Running MTACHECK
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Troubleshooting Utilities

MTACHECK

Running MTACHECK

MTACHECK.EXE is in the \EXCHSRVR\BIN directory. It must be run from the command line of the server with the MTA problem. The MTA must be stopped, and the MTACHECK.OUT subdirectory, where MTACHECK places defective objects, must be empty or deleted. MTACHECK displays progress messages. Use the optional switches to regulate the detail of the messages or to copy them to a log file.

1.	Stop the MTA.

2.	Delete or empty \EXCHSRVR\MTADATA\MTACHECK.OUT\*.*

3.	At the command prompt, type mtacheck, followed by one or both of the optional switches.

For example,

C:\EXCHSRVR\BIN> mtacheck /f mtacheck.log

runs MTACHECK with standard logging detail copied to MTACHECK.LOG.

Option	Description

/v	Increases the frequency and detail of progress messages.

/f filename	Displays progress messages and also sends them to the specified file.


Interpreting MTACHECK Output
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Troubleshooting Utilities

MTACHECK

Interpreting MTACHECK Output

MTACHECK examines each queue in the database. If it finds an error, it reports the name of the queue, the type of error, and the number of messages returned to the rebuilt queue.

For example:

Queue ‘xxxxxxx’ required reconstruction

 – corrupted queue file

23 messages recovered to the queue

It then examines objects in the queues. If an object is in error, it removes the it from the queue and places it in a file in \EXCHSRVR\MTADATA\MTACHECK.OUT. It reports the object ID, error type, queue name, and the MTS-ID of the corrupted message, if known.

An MTS-ID is assigned to each message by its transport service and remains with the message to its destination, although gateways may assign additional identifiers. It consists of the originating server, the date and time the message was sent, and a unique hexadecimal identifier for the message.

A sample MTACHECK log can include:

Object 300596 invalid

 – missing object file

Object removed from queue ‘xxxxxxx’

MTS-ID: c=US;a=;p=Ferguson;l=NEWYORK0196012020010800000CDE

When MTA finishes processing, it displays one of following messages to describe the results:

Database clean, no errors detected

Database repaired, some data may have been lost

 – (number) queues required repair out of x% detected

 – (number) objects damaged out of y% detected

Database has serious errors and cannot be reconstructed

Some objects missing from the Boot Environment. Please reload the files from the BOOTENV directory on the install CD.

The boot environment message indicates that report templates and other objects the MTA needs are missing and the MTA cannot generate them. These objects are included in the files in the \BOOTENV directory. Once you have installed them, rerun MTACHECK. When the process is complete, restart the MTA.

Warning

Copy only objects that are missing to the boot environment. If you replace existing objects, all messages in MTA queues will be deleted.


Searching Message Logs by Message ID
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Troubleshooting Utilities

MTACHECK

Searching Message Logs by Message ID

MTACHECK also reports the message ID of removed objects in its log if they can be determined. If message tracking is enabled, you can search the tracking log for the object by its message ID. Determining the path of the bad message can lead you to the cause of the problem. You may need to search the logs of more than one site to find the complete path of the message.

For more information about message IDs and tracking messages, see “Message Tracking” earlier in this chapter.

1.	Copy the message ID from the MTACHECK log.

2.	From the Tools menu in the Administrator window, choose Track Message.

3.	In the Connect to Server dialog box, type the name of a server.

4.	In the Select Message to Track dialog box, choose Cancel.

5.	In the Message Tracking Center, choose Advanced Search.

6.	Choose By Message ID.

7.	Press CTRL+V to paste the MTS-ID into the Message ID field of the Select Messages to Track dialog box.

8.	In the Message Tracking Center, choose Track.


ISINTEG
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Troubleshooting Utilities

ISINTEG

ISINTEG finds and eliminates common errors from the Microsoft Exchange Server public and private information store databases. These errors can prevent the information store from starting or prevent users from logging on and receiving, opening, or deleting mail.

ISINTEG has two modes which are run independently:

Test mode

Patch mode

In test mode, ISINTEG searches the information store databases for table errors, incorrect reference counts, and unreferenced objects. You can direct ISINTEG to correct the errors it finds. Otherwise, it browses the database, displays the results and writes them to a log file.

Patch mode is run to repair information stores that will not start after being restored from an offline backup. This is used when the backup and restoration were not done with Windows NT Backup.


Testing the Tables
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Troubleshooting Utilities

ISINTEG

Testing the Tables

ISINTEG works on either the public or private information stores. However, it must be run separately on each. It is run from the Windows NT Server command line. The information store must be stopped when the you run the utility.

Normally, ISINTEG just browses the information store database tables for errors, displays the results, and reports them to a log file. The -fix option directs it to repair the errors it finds. Details of all repairs are recorded in its log.

1.	Stop the information store.

2.	At the command prompt, type isinteg followed by one or more of the optional switches. The switches can be listed in any order.

C:\EXCHSRVR\BIN> isinteg -l c:\systest\private.log

In this example, ISINTEG tests the private information store database and writes the results to the specified log.

C:\EXCHSRVR\BIN> isinteg -pub -fix

In this example, ISINTEG tests the public information store, fixes errors, and writes the results to ISINTEG.PUB.

Option	Description

-?	Displays the option list. Does not run the utility.

-pri	Tests the private information store. This is the default.

-pub	Tests the public information store.

-fix	Corrects table errors and inaccurate cross-reference counts, and deletes unreferenced names.

-l (filename)	Changes the name of the log file. The default is ISINTEG.PRI or ISINTEG.PUB.


Patching the Information Store
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Troubleshooting Utilities

ISINTEG

Patching the Information Store

Microsoft Exchange Server information store will not start if it has been restored from an offline backup without a patch. In patch mode, ISINTEG replaces globally unique identifiers (GUIDs) so identical entries are not created by the restore. It also patches information used in replication to prevent incorrect backfilling.

ISINTEG patch runs on the entire information store. It cannot be run on just the public or private information store database.

Windows NT Backup, an administrative tool in Windows NT, should be used for backing up and restoring the information store. The restore procedure in Backup includes this patch. If you restored the information store with Windows NT Backup, it is not necessary to patch it again.

However, if you did not use Windows NT Backup to restore the information store, the information store recognizes the GUIDs and will not start. In patch mode, ISINTEG runs the Windows NT Backup patch. This completes the restore and allows the information store to start again.

Tip

If the information store on your server won’t start, search for Event ID 2084 in the Windows NT application event log:

The information store was restored from an offline backup. Run ISINTEG -patch before starting the information store.

This indicates that a restore patch is missing and that running the ISINTEG patch will fix the problem.

In patch mode, ISINTEG does not perform database integrity tests. Patch mode and test mode must be run separately. It is advisable to run ISINTEG in test mode after running it in patch mode.

Note

It is not necessary to run ISINTEG in patch mode if the information store has been restored from an online Windows NT Backup. The Backup utility already includes this patch process.

1.	Stop the information store.

2.	At the command prompt, type isinteg -patch followed by one or more of the optional switches.

C:\EXCHSRVR\BIN> isinteg -patch

In this example, ISINTEG replaces GUIDs. The log uses the default filename.

Option	Description

-?	Displays the option list. Does not run the utility.

-l (filename)	Changes the name of the log file. The default is ISINTEG.PRI or ISINTEG.PUB.


EDBUTIL
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Troubleshooting Utilities

EDBUTIL

EDBUTIL is a multifunctional database utility for the Microsoft Exchange Server information store and directory. Unlike ISINTEG, which is sensitive to the use and content of data in the information store, EDBUTIL operates at the level of the architecture, scanning for unreadable records in messaging databases with no knowledge of their application. It can be used on Microsoft Exchange Server directory service and information store.

EDBUTIL is in \EXCHSRVR\BIN. It is run from the Windows NT Server command line. The database service must be stopped for the utility to run. It runs on one database at a time.

Most often, you will use EDBUTIL in consultation with Microsoft Product Support, but you can use several of its functions.

Option	Description

Defragmentation	Compacts, defragments, and reduces the size of the database.

Upgrade 	Upgrades the database architecture if it is incompatible with the current version of Microsoft Exchange Server. This is intended for future use and is to be used only at the advice of a Microsoft Product Support Specialist.

Consistency	Scans the database for unreadable records and eliminates them, restoring database functions.

Recovery 	Commits entries in the transaction log files to an offline database. It is to be used only at the advice of a Microsoft Product Support Specialist.

File Dump	Writes the database header record or checkpoint file to a file. This is to be used only at the advice of a Microsoft Product Support Specialist.


Defragmenting a Database
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Troubleshooting Utilities

EDBUTIL

Defragmenting a Database

The EDBUTIL defragmentation utility makes used storage contiguous, eliminates unused storage, compacts the database, and reduces its size. It can be run on the directory or information store.

EDBUTIL copies database records to a new database. When the defragmention is complete, the original database is deleted or saved elsewhere and the new version renamed as the original. In normal mode, if it encounters a bad record, the utility stops and displays an error. However, in repair mode, bad records are not copied to the new version of the database and the utility is not interrupted.

Warning

EDBUTIL defragmentation with repair eliminates unreadable data from the database. Some of this data may be required for the operation of the service and may not be recoverable.

The defragmentation utility runs very quickly. If it concludes with an error message, consult Microsoft Product Support for assistance.

Note

EDBUTIL requires disk space equal to twice the size of the database being processed.

1.	Stop the information store or directory.

2.	At the command prompt, type edbutil /d, a database switch, and any desired options.

For example:

C:\EXCHSRVR\BIN> edbutil /d /ds /t c:\dbback

runs the standard defragmentation utility on the directory service and saves the copy in the user-defined file.

C:\EXCHSRVR\BIN> edbutil /d /ispriv /r

runs the defragmentation utility with repair on the private information store and discards the original.

Select a database switch to run EDBUTIL on that database. EDBUTIL runs on one database at a time.

Option	Description

/ds	Directory

/ispriv	Private information store

/ispub	Public information store

Select one or more options to determine the disposition of the old and new copies of the database.

Option	Description

/b pathname	Makes a backup copy of the original uncompacted database at the specified location.

/r	Defragment and repair. Defragments the database. If it finds errors, it does not copy them, and continues operating. The new version is free of errors but may be missing essential records.

/p	Retains the old uncompacted database in its original location and stores the new compacted database in the default file, \EXCHSRVR\BIN\TEMPDFRG.EDB.

/t filename	Renames the new compacted database as specified in filename.


Checking Database Consistency
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Troubleshooting Utilities

EDBUTIL

Checking Database Consistency

The EDBUTIL consistency checker is a read-only utility that searches the database for damaged or unreadable records and reports its results to the console. It verifies the integrity of the database but does not repair any errors it finds.

To save the displayed messages to a file, use the standard MS-DOS redirection convention, > filename.

1.	Stop the information store or directory.

2.	At the command prompt, type edbutil /c followed by a database switch and any desired options.

For example:

C:\EXCHSRVR\BIN> edbutil /c /ispub

runs the consistency check on the public information store of the server.

Option	Description

/ds	Directory

/ispriv	Private information store

/ispub	Public information store


Other Tools and Resources
17	Troubleshooting Tools and Resources	107 of 109

Other Tools and Resources

Additional tools and resources are available for troubleshooting Microsoft Exchange Server.


Other Tools
17	Troubleshooting Tools and Resources	108 of 109

Other Tools and Resources

Other Tools

These tools are available to assist in troubleshooting Microsoft Exchange Server.

Windows NT Control Panel

Controls the operation of Windows NT services and the Microsoft Exchange Server services built upon them.

Windows NT Server Manager

Used to configure services and server shares remotely on Windows NT Server computers.

Windows NT Diagnostics

Displays detailed system information on the local computer including memory, drivers, services, network and environment configuration.

Dr. Watson

A Windows NT utility that automatically creates reports on application errors. It appears only when an application error occurs.

PView

Displays the memory and resources in use by each process on a Windows NT Server computer. This tool is part of the Windows NT Resource Kit.

RPC Ping

Checks remote procedure call (RPC) connectivity between clients and servers.

Ping

Tests the connectivity between SMTP servers by sending ping messages. If you add the command-line switch, -1, it displays the time it take for a 1K message to complete the route.

Ping-1

Measures the travel time of an ping message from one IP address to another.

Netstat

Shows protocol statistics and current TCP/IP network connections. Type netstat at the command prompt to determine how many connections are running on an Internet Mail Connector.

Network Analyzer

Watches network traffic on a LAN or WAN, including available bandwidth and collision errors. It is recommended that you have access to one of the many network analyzers available on the market.

Network Topology Maps and Message Routing Maps

Topology and routing maps, usually prepared when planning your network, should include Microsoft Exchange Server computers, gateways to other systems, site boundaries, client installation points, computers running monitors, and user connections to the network. It should have keys describing bandwidth, supported protocols, file servers, routers, and bridges. The maps help you interpret the data you collect from link and server monitors to find patterns of outages.

Telnet to Port 25

Tests communication connections to SMTP networks. At the command line, type telnet hostname 25. When you are finished, type quit.

Documentation

The following additional documentation that can help troubleshoot Microsoft Exchange Server:

Windows NT Server documentation

Windows NT Resource Kit

Microsoft System Management Server documentation

Microsoft Mail for PC Networks Administrator Guide’s (gateway, directory synchronization, modem script files)


Other Resources
17	Troubleshooting Tools and Resources	109 of 109

Other Tools and Resources

Other Resources

You have other sources of troubleshooting help available to you. The following is a list of organizations and places to turn to for training, product updates and information, and professional help:

Microsoft Product Support Services (PSS)

Microsoft Consulting Service (MCS)

Microsoft Support Partners

Microsoft Certified Professionals

Microsoft’s Internet File Transfer Protocol (FTP) site

Microsoft Knowledge Base

Microsoft TechNet subscription service


Troubleshooting Your System
Chapter 18	 1 of 16

Troubleshooting Your System

Troubleshooting Microsoft Exchange Server requires using the available tools and resources to narrow down a problem to a specific component, finding the cause, and then solving the problem.

This chapter covers some typical problems you may encounter while using Microsoft Exchange Server. It is organized alphabetically by problem type. For example, addressing problems are listed first; problems with X.400 connections are listed last.


Addressing
18	Troubleshooting Your System	2 of 16

Addressing

Typical problems with addressing are caused by incorrect addresses or inadequate address space. Address space problems will result if you remove routes before adding new ones. Recipient problems occur when recipients are removed from a site before the directories are replicated.

You can’t find a recipient in the global address list.

Reasons	Actions
The recipient is in a different site in your organization or in a foreign system and the directory has not been replicated.	Use the Administrator program to see the directory replication schedule. Replication messages can be traced in the message tracking log. Use the Windows NT application event log to determine if there are errors in directory replication.
The recipient has been removed from this site or another site in the network.	Use the Administrator program to confirm that the recipient was removed.
The recipient is hidden from the Address Book.	From the View menu in the Administrator window, choose Hidden Recipients. The recipient should appear. All public folders are hidden recipients.
You receive a non-delivery report indicating an invalid address.

Reasons	Actions
The recipient’s address is incorrect.	Confirm the recipient’s address and update the user’s personal address book (PAB) and the global address list.
The recipient was removed from another site or foreign system and the directory has not been replicated or synchronized.	Confirm that the recipient was removed. Make sure the update is included in the next directory replication.
There is a routing problem.	Trace the message in the message tracking log. Confirm that the address space is configured correctly.
The personal address book (PAB) entry is invalid for a recipient in a different site.

Reasons	Actions
The address entry is incorrect.	Verify the recipient’s address in the global address list. Copy from the global address list to the personal address book. Use the Administrator program to check the address space.
The recipient has been removed.	Verify the entry in the global address list. If it is there, wait for the next directory replication and check again.
The address space for entries is not mapped to a gateway or connector.	Update the Address Space property page for the connector or gateway.
The personal address book (PAB) entry is invalid for a recipient in same site.

Reasons	Actions
The recipient has been removed.	Verify the entry in the global address list.
The recipient was moved to a different recipient container.	Check the global address list to see if recipient has been moved.


Administrator Program
18	Troubleshooting Your System	3 of 16

Administrator Program

Administering Microsoft Exchange Server is designed to be easy and provide you with all the information you need. When an error does occur, there are many resources available to fix the problem.

You can’t connect to a server using the Administrator program.

Reasons	Actions
You do not have Administrator permissions for this site.	Have someone with the appropriate permissions use the Administrator program to grant you permission for this site.
You do not have Administrator permissions for this site; the only person who does is unavailable.	Log on to Windows NT as the service account and start the Administrator program.
You can’t open a server.

Reasons	Actions
There are no network connections to the server.	At the Windows NT command prompt, use the Net View \\servername command to check the network connections.
The server computer is not running.	At the Windows NT command prompt, use the Net View\\servername command to check the net connections.
The directory service is not running.	Establish a server monitor from server in the site to determine the status of the directory.
You do not have Administrator permissions for this server or site.	Have someone with the appropriate permissions use the Administrator program to grant you permissions.
You can’t modify an object.

Reasons	Actions
The object is in a different site in the same physical network.	Connect to a server in the site where the object is located, and modify it there.
You don’t have permissions for the object.	Have someone with the appropriate permissions use the Administrator program to grant you permissions.
You don’t have the correct permissions. You need specific Add or Delete permissions.	Use the Administrator program to modify the appropriate Permissions property page.
You can’t view servers in another site.

Reason	Actions
If the servers have never been visible, either directory replication was not configured or it was unsuccessful.	Use a link monitor to test connections. If they are operating, configure directory replication from the other site to this one. Trace the path of the replication message in the message tracking log. Increase the diagnostics logging level for the Directory Replication Events category, and then check the Windows NT application event log for directory replication errors.  Run EDBUTIL consistency check on the directory database. For more information, see Chapter 17.
Another site isn’t visible.

Reasons	Actions
Replication between sites was never configured, so the site has never been visible.	For information on connecting to other sites, see Chapter 7.
The directory is damaged.	Run EDBUTIL on the directory database. For more information, see Chapter 17.
You can’t remove a recipient from a distribution list.

Reasons	Actions
The distribution list is in another site.	Connect to the server in the site where the distribution list is located, and modify it.
You do not have permissions to modify a distribution list.	Ask someone with appropriate permissions to make the changes or grant you permissions to modify it.
When you use the Browse button, you can’t view a server.

Reasons	Actions
The server is not on this LAN segment.	Type the name of the server in the Connect to Server box instead of using the Browse button.
The server is on this LAN segment, but it is not running.	Restart the server.
The server is on this LAN segment, but it is in a different site.	Browse from a server in the same site, or type the name of the server in the Connect to Server box instead of using the Browse button.
There are problems sending and receiving mail.

Reasons	Actions
The address is not properly defined.	Fix the entries in the Address Space property page for the connector.
An MTA is down.	Use server monitors to locate the troubled MTA. Message queues might also be helpful.
The schedule is not set to transfer mail at this time.	Check the X.400 Connector or RAS Connector Schedule property page.


Clients
18	Troubleshooting Your System	4 of 16

Clients

Microsoft Exchange Client problems are usually related to the network, Windows NT permissions, or configuration problems.

Mail doesn’t arrive in the recipient’s Inbox folder.

Reasons	Actions
The profile is configured to deliver to a server mailbox.	In the Control Panel, use the Mail and Fax icon. Choose Show Profiles. Select a profile and choose Properties. Select the Delivery tab. Also, modify the server’s access to deliver messages to the default information store.
A client rule is moving all new mail to another folder.	From the Microsoft Exchange Client Tools menu, choose Inbox Assistant, and delete the rule.
Mail sent to a user never arrives.

Reasons	Actions
There is a problem on a foreign system.	Use the message tracking log to trace the path of the message to the gateway. Look for the message in the message queues of the connector. Check the Windows NT application event log for errors. If it is an Internet message, use diagnostics logging to create an SMTP protocol log, and resend the message.
The message is still in the Outbox because the information store or MTA is not running.	Make sure that the originator can send to other Microsoft Exchange Server mailboxes or check the service with Performance Monitor or a server monitor.
The message stopped at an intermediate server or system.	Use message tracking to find the problem server. For more information, see Chapter 17.
There is no personal folder file.

Reasons	Actions
The file was moved to a different location or is on an unavailable network share.	Relocate the personal folder file (.PST), or reconfigure the personal folder file information service. An interim solution is to create a new personal folder file.
The personal folder file information service was not added to the profile.	From the Microsoft Exchange Client Tools menu, choose Services, and add Microsoft Exchange Server.
A client can’t connect to a server.

Reasons	Actions
The versions of Microsoft Exchange Client and Microsoft Exchange Server are not compatible.	Upgrade, if necessary, so you are running the same versions of the client and server software.
The profile is not correctly configured.	From Microsoft Exchange Client Tools menu, choose Services, and check the server and mailbox name.
The server is unavailable.	If it is a Microsoft Exchange Server, use a link monitor or server monitor to check the service. If not, at the Windows NT command prompt, use the Net View \\servername command to determine if the server is running. If you are running a NetWare client, use RPC Ping to test the connection.
The server is using a different network protocol.	At the Windows NT command prompt, use RPING to determine RPC connectivity. If necessary, update the server or all affected clients with matching network protocols.
The common network protocol being used is not routed between LAN segments.	Move the client or server computers to the same LAN segment; modify the router or bridge to route the network protocol; update the client and server to use a commonly routed network protocol.
You do not have User permissions for the mailbox.	Check the Mailbox Permissions property page, and modify if necessary.
The bind parameter is missing or incorrect. (Windows 3.x and Windows for Workgroups only)	Add the missing protocol sequence. In the Exchange Provider section of EXCHNG.INI, the RPC_Binding_Order must include an entry for the protocol you use. Add ncacn_np for named pipes, ncacn_spx for SPX, or ncacn_ip_tcp for TCP/IP.
An IPX/SPX parameter is missing from a Windows for Workgroups initialization file. (This applies only to Windows for Workgroups using IPX/SPX Transport.)	Add DirectHost=OFF to the Network section of SYSTEM.INI.
You’re running out of memory.	Try increasing conventional memory by removing unnecessary drivers or loading drivers high. Novell NetWare users can reduce the IPX packet size. In the Protocol IPX section of NET.CFG, add IPX PACKET SIZE LIMIT 1496.
The Windows NT Server running Microsoft Exchange Server is not configured to support Novell NetWare clients.	Make sure the server is running the Gateway Services for NetWare and that the NWLink IPX/SPX transport is configured correctly using the Network option in Control Panel.
Novell NetWare client and server computers have different frame type versions.	On the client computer, the frame type is in the Link Driver section of the NET.CFG file. On the server, the frame type is in the configuration of the NWLink IPX/SPX compatible transport object in the Network option of Control Panel. If the server computer supports more than one frame type, make sure that the internal network number is unique and that Auto Frame type detection is not selected.
A Novell NetWare client computer is missing required libraries.	Verify that NWIPXSPX.DLL and NWCALLS.DLL are in the system directory. If not, contact Novell for a WINUP9 upgrade.
There is no SAP agent computer accessible to both of the computers running Microsoft Exchange Client and Microsoft Exchange Server.	Make sure that both the client and server computers can log on to a SAP agent computer. The SAP agent can run on a Microsoft Exchange Server computer or on a NetWare server. Verify that the client and server are on the same network segment and that the router between the segments is configured to transport SAP type 0x640 messages.
An RPC runtime parameter is invalid. Novell NetWare networks in which both Windows NT and Microsoft Exchange Server are shared require this parameter.	In the RPC runtime preferences section of WIN.INI, point the RPC_REG_DATA_FILE parameter to the full path of a valid RPCREG.DAT file. You must be able to write to that directory.
Can’t use Schedule+ or can’t open public folders.

Reason	Action
The Novell NetWare client computer configuration does include enough IPX sockets or SPX connections to run Schedule+.	In the Protocol IPXODI section of NET.CFG, set the values for IPX Sockets and SPX Connections to at least 50. Increase if necessary.
You can’t create, modify, or delete a profile.

Reason	Action
The profile is stored on the network in a directory where the user has Read-only permissions.	Change the permissions for the directory.
The Microsoft Exchange Server information service isn’t listed in profiles.

Reasons	Actions
The Windows 95 client doesn’t come with Microsoft Exchange Server as an available information service.	Install the Microsoft Exchange component from the Windows 95 client directory.
An error was made on the Setup location with the Setup Editor.	Use the Setup Editor to add the Microsoft Exchange service to the default list of services.
The Windows 95 client was installed from a non-Microsoft Exchange Setup directory.	Install a new Microsoft Exchange Client share from the Microsoft Exchange CD-ROM.
The user created a new profile and didn’t add the correct information services.	From Microsoft Exchange Client Tools menu, choose Services, and add the correct information service.
The personal address book (PAB) isn’t accessible.

Reasons	Actions
The password for the PAB was lost.	Create a new PAB.
The PAB is not available on the network or on a local drive on this computer.	Create a new PAB, or reconfigure the PAB service to point to an existing PAB.
The profile is gone after updating the operating system.

Reason	Action
You upgraded MS-DOS to Windows, or Windows 3.x to Windows 95 or Windows NT.	Create a new profile.


Connections Between Microsoft Exchange Servers
18	Troubleshooting Your System	5 of 16

Connections Between Microsoft Exchange Servers

Microsoft Exchange Server computers within a site communicate with each other automatically using remote procedure calls (RPCs) and named pipes. Because there are many options for connecting servers, configuration and network problems can prevent communication.

The message transfer agent (MTA) queue is growing.

Reasons	Actions
There is not enough bandwidth to support the traffic.	Use a network analyzer to check network usage.
The destination MTA is down.	Use server monitor and Performance Monitor to determine if the services are running and if mail is being processed.
The network is down between MTAs.	Use RPC Ping or the Net Use command from one server to the other to determine if they can communicate with each other on the network.
There are problems with mail between sites.

Reasons	Actions
The address space was defined incorrectly.	Use the Administrator program to change the address space for the connection.
One of the MTAs is down.	Use a server monitor or Performance Monitor to determine the status of the MTA. Message queues might be helpful, too.
Mail is not scheduled to be transferred between sites at this time.	Check the Schedule property page for the connector.
Site-to-site communication is configured correctly, but the transport is not routed between sites on the WAN.	Use network tools to test connectivity and to test the transport network protocol between bridgehead servers in the sites. Change the supported network protocol or reconfigure the network. An SMTP protocol log is available for Internet mail. For more information, see Chapter 17.
Mail is returned to sender because of size.	Check the non-delivery report for details. If the recipient is a Microsoft Exchange mailbox, check the recipient’s Inbox Assistant for advanced rules limiting the size of mail sent.
Message transfer was working, but it stops after a change in network.	Use network tools to test for network connectivity using the transport network protocol between the bridgehead servers in the sites. Change to supported network protocol or reconfigure the network.
There are problems with mail delivery within a site.

Reasons	Actions
The MTA or information store is down.	Use server monitor or Performance Monitor to determine if there is a problem. Check the Windows NT application event log on that server for the cause of the problem before trying to start the service.
A transport is not routed between servers on the LAN.	Install a network protocol that is routed within the LAN, change the network to route the common network protocol, or move all servers to the same LAN segment. The latter can reduce performance by driving up network traffic on that LAN segment.
The network is down between MTAs.	Start a link monitor to determine if the MTAs can communicate with each other on the network.


Directory
18	Troubleshooting Your System	6 of 16

Directory

Changes to the directory are automatically replicated to all other servers in the site and may be replicated to all servers on the same physical network. This keeps directory information current. Often, directory problems are related to the network or to servers that are not functioning properly. Directory replication problems between sites are usually caused by connection or configuration errors.

Directory information isn’t the same between servers in different sites.

Reasons	Actions
The directory has not yet been replicated.	Check the directory replication schedule. To force an update, use the Update Now button in the Directory General property page. If the problem persists, increase diagnostics logging on the Replication Updates category of the directory, and then check the Windows NT application event log for errors.
Replication between sites has failed.	Check the Windows NT application event log for replication failure messages. Check for directory consistency within the site. Use server monitor and Performance Monitor to make sure servers in both sites are running normally. Track the intersite replication messages.
Directory information isn’t the same between servers within a site.

Reasons	Actions
Directory replication within a site has failed or is delayed.	Check the Windows NT application event log for replication failure messages. Use server monitor and Performance Monitor to make sure servers in both sites are running normally.
The network is down between the servers.	Use RPC Ping or the Net Use command from one server to the other to see if they can communicate with each other on the network.


Directory Synchronization
18	Troubleshooting Your System	7 of 16

Directory Synchronization

Directory synchronization allows Microsoft Exchange Server to exchange directories with Microsoft Mail for PC and AppleTalk networks and other systems that support the Microsoft Mail Directory Synchronization protocol. The process relies on the MS Mail Connector interchange, MS Mail (PC) MTA, and MS Mail (AppleTalk) MTA, if used, to be functioning. Problems with directory synchronization can be in planning, messaging between the systems, or configuration problems in Microsoft Exchange Server, MS Mail (PC), or MS Mail (AppleTalk).

Duplicate display names appear for custom recipients and new Microsoft Exchange mailboxes.

Reasons	Actions
Migration of new accounts has created duplicate names. Both addresses are valid.	Either hide the Microsoft Exchange mailboxes from the address list or do not include Microsoft Mail addresses in directory synchronization.
Migration of new accounts has created duplicate names. Only Microsoft Exchange addresses are valid.	If migration is successful and all postoffice users were moved, use the MS Mail (PC) Administrator program to remove the postoffice from directory synchronization. If not all the mailboxes were moved, remove the mailboxes that did move from directory synchronization or the postoffice.
You haven’t received updates from MS Mail (PC).

Reasons	Actions
There is no message connectivity to the directory synchronization server.	Send a message to the directory synchronization postoffice from a user on Microsoft Exchange and reply when it is delivered. If delivery fails, treat this as a routing or connection problem.
Dispatch is not running on the postoffices.	Check the dispatch logs on the postoffices for reported successes and failures.
The configuration is incorrect.	Check if the MS Mail (PC) directory synchronization server and requestor information is correct, including postoffice names, passwords, and types of addresses. Microsoft Exchange Server should show up as the MS Mail Connector postoffice.
Updates for MS Mail (PC) are no longer being received.

Reasons	Actions
Mail is not getting through.	Check the queues on the connection and on the postoffices between the directory synchronization server and the requestors.
Dispatch is not running on the postoffices.	Look at the dispatch logs on the postoffices for reported success and failures.
Configuration has been changed.	Check configuration with both Administrator programs for changes. Verify that network and postoffice names are accurate and that the requestor password is correct. Verify that mail and replies to mail arrive as expected between Microsoft Exchange Server and the postoffice.


Internet Mail Connector
18	Troubleshooting Your System	8 of 16

Internet Mail Connector

The Internet Mail Connector is fully integrated with Microsoft Exchange Server and Windows NT. You can troubleshoot problems with the tools used for other components. In addition, the Internet Mail Connector can generate SMTP logs. For more information, see Chapter 17.

If you are investigating an NDR, see “Non-Delivery Reports” later in this chapter.

If your problem is not solved by the actions suggested in this section, increase the diagnostics logging level to Maximum on all categories of the Internet Mail Connector except Message Archival. Restart the Internet Mail Connector, re-create the error, and then check the application event log and SMTP protocol logs.

The Internet Mail Connector will not start.

Reason	Action
The Internet Mail Connector was not configured.	Complete the configuration of the Internet Mail Connector. For more information, see Chapter 11.
TCP/IP is not installed.	Install TCP/IP from the Windows NT CD.
The delivery route of an e-mail domain cannot be resolved. At least one name in the E-Mail Domain box is incorrect.	Review the list in the E-Mail Domain box in the Internet Mail Connector Connections property page. Correct misspelled domain names. If all domain names are correct, verify that they appear in the Domain Name Service (DNS) or local hosts file.
The domain name of the Internet Mail Connector host is missing.	Add the host domain name to the DNS Configuration dialog box using the Network option in Windows NT Control Panel.
A MAPI initialization error occurred.	Stop and restart all Microsoft Exchange Server services. Use the Services option in Windows NT Control Panel. Select MSExchangeIMC and choose Startup. Verify that the entry in the Log on as box is the same as for other services. If the error is not resolved, remove and reinstall the Internet Mail Connector.
A dependent service is down.	Use a server monitor or Performance Monitor to confirm that the information store, MTA, and directory are operational.
No mail messages are being sent or received.

Reasons	Actions
An Internet Mail Connector or the MTA on an Internet Mail Connector’s server is not running.	Use a server monitor or Performance Monitor to confirm that the services are operating. Restart if necessary.
The Internet Mail Connector is configured for Flush Queue mode.	Change the Transfer Mode setting in the Internet Mail Connector Connections property page.
The Internet Mail Connector is not on the network.	Send a ping message to the Internet Mail Connector host or perform a Telnet to Port 25 to determine whether the connections are operational. If not, restore the network connection.
The Internet Mail Connector is not started.	Start the Internet Mail Connector from the command line or use the Services option in Windows NT Control Panel.
Can’t send any outbound mail messages through the Internet Mail Connector.

Reasons	Actions
The MTA is down.	Restart the MTA.
The address space  is not configured.	Use the Internet Mail Connector Address Space property page to complete the configuration of the Internet Mail Connector.
The address space configuration is too limited.	Review the entry in the Internet Mail Connector Address Space property page. Type an asterisk (*) in the Address column to have the MTA send all SMTP mail to the Internet Mail Connector.
The MTA is returning the message.	Verify that the Internet Mail Connector is configured to support the SMTP address space. In the Internet Mail Connector Connections property page, choose the E-Mail Domain button. Type an asterisk (*) in the E-Mail Domain box so all SMTP traffic is routed through the Internet Mail Connector.
The Internet Mail Connector is configured for inbound traffic only.	Change the Transfer Mode setting in the Internet Mail Connector Connections property page.
The address for the DNS server is incorrect.	Fix the DNS server address using the Network option in the Windows NT Control Panel (DNS Configuration dialog box).
The domain address for Microsoft Exchange users is invalid.	Verify the SMTP site address in the Site Addressing property page.
Cannot receive any inbound mail messages through the Internet Mail Connector.

Reasons	Actions
The recipient’s address is incorrect.	In the E-mail Addresses property page for the recipient, verify the address.
The TCP/IP address on the Internet Mail Connector does not match the values in the DNS, Host file or Windows Internet Name Server (WINS) list.	Verify that the IP address and domain names match. If not, change either the DNS or the TCP/IP configuration.  To check the IP address, use the Network option in Windows NT Control Panel. Select TCP/IP Protocol in the Installed Network Software box, and choose Configure. Check the entry in the IP Address box. To check the domain name, use the Network option in Windows NT Control Panel. Select TCP/IP Protocol in the Installed Network Software box, choose Configure, and then choose DNS. Check the entry in the Domain Name box. If using DNS, check for an MX record for the Microsoft Exchange Server site SMTP address.
The transfer mode on the Internet Mail Connector does not allow inbound connections.	Change the Transfer Mode in the Internet Mail Connector Connections property page.
The Internet Mail Connector is configured to reject connections from this host or all hosts.	Change the settings in the Accept or Reject by Host box of the Internet Mail Connector Connections property page.
Outside SMTP hosts have an incorrect IP address for the Internet Mail Connector server.	Verify the address using the Network option in Windows NT Control Panel TCP/IP Configuration dialog box. Verify the IP address published in DNS for the Internet Mail Connector host.
Can’t send to a user on the Internet.

Reasons	Actions
Mail does not arrive because either a server or the Internet Mail Connector is down.	Use message tracking to locate the problem. For more information, see Chapter 17.
Mail is returned because the sender’s address contains delivery restrictions which exclude the sender from using Internet.	Change the delivery restrictions in the Internet Mail Connector.
An address in the personal address book is incorrect.	Use the client global address list to address mail.
Mail is returned as undeliverable.	For more information, see “Undeliverable Mail” later in this chapter.
Administrator program changes aren’t taking effect.

Reason	Action
All changes for the Internet Mail Connector take effect only when the connector is restarted.	Restart the Internet Mail Connector.  If the system is slow, the directory may not have updated the changes before the restart. Wait a minute and restart again.
Mail sent from Microsoft Exchange is received with garbled text or extra attachments.

Reason	Actions
The message was formatted with rich text and could not be resolved by the receiving system.	Remove the instruction to send the message in rich-text format. The rich-text format option is found in three places: In the Internet Mail Connector Internet Mail property page, choose the Interoperability button. Make sure Send Microsoft Exchange rich text formatting is not selected. In the custom recipient’s Advanced property page, make sure Allow rich text in messages is not selected. In the sender’s personal address book, double-click the recipient’s name, and then select the Address tab. Make sure Always send to this recipient in Microsoft Exchange rich-text format is not selected.


Microsoft Exchange Server Performance
18	Troubleshooting Your System	9 of 16

Microsoft Exchange Server Performance

Performance problems can result from overall system performance or too much load being applied to the server.

The hard disk is busy more than 90 percent of the time.

Reasons	Actions
There is not enough RAM; Windows NT is using virtual memory.	Use Performance Monitor to check pages/sec in the memory section. Increase RAM or decrease load if necessary.
Public folders are busy.	Use Performance Monitor to determine the rate of open message and open folder operations. If necessary, move the public information store to another hard drive, increase the speed of the drive, or move key public folders to an underutilized server.
Private folders are busy.	Check the rate of message submission and delivery. If necessary, move private folders to another hard drive, increase the speed of the drive, or move key users to other servers where recipients to whom they send or receive most of their mail reside.
The gateway or connector is constantly busy.	Use Performance Monitor to determine the rate of inbound and outbound messages and their size. If necessary, increase the speed of the hard drive, create a a second gateway or connector on a second server to balance the load, or increase scheduled connection times to spread the load more evenly.
There is a slow response to client and Administrator program actions.

Reasons	Actions
There is not enough CPU power.	Use Performance Monitor to check CPU usage.
The network card is overloaded.	Use Performance Monitor to check the network interface for total bytes per second sent and received. Compare this with maximum tested throughput for the card.
The network is slow.	Use a network analyzer to check for network collisions and utilization. Compare the current trace with the trace measured prior to installation of Microsoft Exchange Server.
The hard drive is too busy.	Add more hard drives to the RAID set, or add another drive and off-load some disk intensive processes to it.
The Windows NT event log is large, adding time to every action that needs to be logged.	Set the event log to no larger than 5 MB, and configure it to overwrite as needed.
The workstation is too slow.

Reasons	Actions
The Turbo button was accidentally switched off.	Turn the Turbo button on.
There are too many open applications.	Close applications that are not being used.
There is not enough RAM.	Add more memory.


Microsoft Exchange Server Setup
18	Troubleshooting Your System	10 of 16

Microsoft Exchange Server Setup

Setup copies files from the installation CD-ROM, configures services, creates registry entries, and starts the server’s core services. Common problems are related to not properly preparing the server or service account before running Setup.

There is an error copying files.

Reason	Action
Other applications are using the files.	Close all other applications and run Setup again. If that fails, remove all programs from your Startup group, and restart the computer.
You can’t connect to an existing server in the site.

Reasons	Actions
The account running Setup does not have permissions for the other server.	Grant Administrator permissions for the other server to the person running Setup at the site and for configuration objects.
The two servers do not have RPC network connectivity.	Check for network problems. Install a common network protocol on both servers.
Services don’t start at end of Setup.

Reasons	Actions
There is not enough memory.	Use the System option in Windows NT Control Panel to increase the virtual memory.
There is not enough hard drive space.	Check the hard drive for available space. You need a minimum of 20 MB after Setup completes to initialize the directory and information store.


MS Mail Connector
18	Troubleshooting Your System	11 of 16

MS Mail Connector

When a message is sent from a Microsoft Exchange client, the route through which the message is transferred is selected by comparing the recipient address of the message with entries in the MS Mail Connector Address Space property page.

Most problems in the MS Mail (PC) connector can be quickly traced using the Windows NT Control Panel or the Microsoft Exchange Server Administrator program.

Mail isn’t moving.

Reason	Action
The dummy PCMTA in the Services option of Windows NT Control Panel has been started.  A dummy PCMTA called PCMTA perfmon is created at installation for performance monitoring. All functional PCMTAs are configured dynamically and assigned a user-defined name.	Disable PCMTA perfmon in Windows NT Control Panel. Configure a named instance of the PCMTA in the MS Mail Connector Connector MTAs property page and start it.
The MTA instance service is not started.	Start the named instance of the MTA service in the Windows NT Control Panel.
The MS Mail interchange service is not running	Check the Windows NT event log for reported problems. Start the interchange service in the Windows NT Control Panel.
There is no network access to postoffices.	Install the proper network protocol on the Microsoft Exchange Server, and check for connectivity.
You do not have permissions for the postoffice shares or volumes.	Have the network administrator for those file servers grant Read, Write, and Delete permissions.
All licenses for the NetWare server are in use. No additional connections to the file server are permitted.	Try connecting to the file server with File Manager. If the server is overused, see your NetWare documentation for a solution.
The ATMTA is spawning a 16-bit application. The NetWare redirector establishes unnecessary connections which use up NetWare postoffices.	Comment out the nw16 line in AUTOEXEC.NT to disable the 16-bit NetWare redirector.
Some or all mail from MS Mail (PC) to Microsoft Exchange Server recipients is returned as non-deliverable.

Reasons	Actions
The MS Mail External program is connecting to the connector postoffice without a WAN drive option.	Make one of the following changes: configure the External program to treat the connector postoffice as a WAN drive; disable the mailer in the External program; change the External program’s configuration so it does not connect to the connector postoffice drive; stop the External program.  The last two options require that you configure the MS Mail Connector (PC) MTA to replace the External program’s functionality.
The address space incorrect.	Check the addresses of the intended recipients against the address space for the connector.
The routing table was not rebuilt after the last changes.	In the MTA General property page, choose Recalculate Routing.
Mail arrives on MS Mail (PC) without OLE attachments.

Reasons	Actions
The interchange was not correctly configured.	Select the Maximize MS Mail (PC) Compatibility option in the MS Mail Connector Interchange property page.
Instances of the MS Mail (PC) MTA are trying to use the same modem.

Reasons	Actions
Both instances are using a modem script that specifies use of the same communications port.	Edit the MDM version of the script to change or remove the communication port setting. Recompile the MDM file into a new script file, and replace the old one with the new one.
Instances of the MS Mail (PC) MTA are configured to use the same communications port.	Combine instances or configure them to use different communications ports.
You can’t install Macintosh Services for Windows NT.

Reason	Action
The hard drive where the connector postoffice is located is not formatted as an NTFS volume.	Back up the drive; use the Windows NT CONVERT.EXE program from the command prompt to update the drive format to NTFS.
You can’t create an instance.

Reasons	Actions
An instance with same name previously existed and was improperly removed.	If this occurs when you try to add the instance again, either use a different instance name or choose Apply three times and ignore the error messages.
You don’t have permissions to create instances.	Check with the site administrator.
You are having trouble initializing a modem in the MS Mail (PC) MTA.

Reasons	Actions
There is a script problem.	For more information on script file modification and troubleshooting, see the MS Mail for PC Networks Administrator’s Guide.
The modem cable doesn’t support request to send (RTS) or clear to send (CTS) flow control.	Replace the modem cable with one that supports these pinouts.
Some files sent from the Macintosh don’t arrive with an extension.

Reason	Action
The MAPPINGS.TXT file needs a new entry for this file type.	Use a Macintosh utility to find the file’s creator and type. Edit the MAPPINGS.TXT file to map the creator and type to an extension.


Non-Delivery Reports
18	Troubleshooting Your System	12 of 16

Non-Delivery Reports

When Microsoft Exchange Server or a gateway is unable to deliver a mail message, it sends a non-delivery report (NDR) to the originator. The reason for the return is written below the recipients list in the report.

If the problem is not resolved, consult the Windows NT application event log, or create an SMTP protocol log. For more information, see Chapter 17 “Troubleshooting Tools and Resources.”

The recipient was not found.

Reasons	Actions
There is no such address in the network or in the domain of the gateway host.	Verify the address and the mapping of the address to a host.
The address was not unique.	Verify the address. Make sure that all addresses in your network are unique.
The address was a phrase in several addresses but not an entire address of any mailbox.	Have users press CTRL+K to verify the address before sending.
There is a syntax error.

Reason	Action
An SMTP message is missing its character conversion file.	Verify the condition of the .TRN file. Verify that the .TRN file is in \EXCHSRVR\CONNECT\TRN.
The host is unreachable.

Reasons	Actions
The receiving host is not operating.	Set up or consult a link monitor to verify that the receiving host is operational, and then retry.
There is no such host in the domain or the domain does not exist.	Check the IP address in the Domain Name Service (DNS) table. Verify that all e-mail domain address names are spelled correctly in the DNS.
Arguments are missing.

Reason	Actions
The Internet Mail Connector generated a protocol error.	Check the Windows NT application event log for errors from MSExchangeIMC. Create an SMTP protocol log and look for error. Error codes are explained in the RFCs. For more information see Chapter 17. Track the message in the message tracking log.
The time has expired.

Reason	Action
The Internet Mail Connector established a connection to an SMTP host, but the host did not respond to any communication. The time delay for retries exceeded the threshold set for the Internet Mail Connector.	Verify that the host is operational. If necessary, increase the message time-out threshold in the Internet Mail Connector Connections property page. Run a telnet to port 25. At the command prompt, type telnet hostname 25, and then type quit.


Public Folders
18	Troubleshooting Your System	13 of 16

Public Folders

Public folders are repositories of information that can be shared among users. These folders reside in the public information store on a Microsoft Exchange Server computer and can be replicated. When you make a change in a public folder, that change is copied to every replica of the folder that exists throughout the Microsoft Exchange Server organization.

Public folder problems are usually related to network connectivity, replication, or permissions.

You can’t access a public folder.

Reasons	Actions
The server with the replica of the public folder is not running.	Determine the home server for the public folder, and verify that the server is running.
A replica of the public folder is on a server in a site that can’t be reached by the client network protocol.	Determine what router, bridge, or gateway prevents the passage of the user’s network protocol. Add the missing network protocol to the router, or add an acceptable network protocol to the user’s computer.
A replica of the public folder is on a server in a site where affinities have not been established.	Use the Information Store Site Configuration Public Folder Affinity property page to establish affinities.
You do not have permissions to access the folder.	Use the Microsoft Exchange Client to grant permissions to access the public folder.
You lost the connection to the server.	Restart the client.
You can’t view a public folder in the hierarchy.

Reasons	Actions
The public folder does not exist in your site or has not been replicated to your site.	Use the Public Information Store Instances property page to add the public folder to the list to be replicated to this server.
No affinities were assigned to the public folder.	Use the Information Store Site Configuration Public Folder Affinity property page to establish affinities.
The public folder is replicated in the site, but directory replication has not occurred.	If the folder was just added to the site, check the Public Information Store Replication Schedule property page for the next scheduled replication. If the folder is still not visible after replication, increase the diagnostics logging level of the Replication category group, and then check the Windows NT application event log for public folder replication errors.
You can’t send mail to a public folder.

Reasons	Actions
The public folder is hidden from the Address Book.	Use the Administrator program to check the Hide From Address Book attribute in the public folder’s Advanced property page.
The public folder does not have permission to create mail messages.	In the General property page of the public folder, choose the Client Permissions button, and then select Create Items.
Mail is returned because this user is excluded from sending to public folders.	Use the Administrator program to check the Reject Messages From attribute in the Delivery Restrictions property page.
Public folder replication isn’t working.

Reasons	Actions
Mail between sites is not scheduled for this time.	Check the connection schedule. Send a test message to a mailbox, or configure a link monitor.
Mail is not flowing between sites.	Treat this as a mail problem between sites. Check link monitors and queues. If necessary, track public folder replication messages.
Public folder replication is not scheduled for this time.	Check the public folder replication schedule.
The public information store or MTA on the source or destination server is not working.	Use link monitor to check the MTA and the server; use Performance Monitor to check the public information store.


Remote Clients
18	Troubleshooting Your System	14 of 16

Remote Clients

All Microsoft Exchange clients can be used to connect to a server remotely over a slow network connection. Most problems using the remote client are related to remote network connectivity or configuration.

A modem isn’t working.

Reasons	Actions
The modem or modem cable is defective.	Test with any other communications software.
The remote network software is configured incorrectly.	Use the appropriate software to check the phone number, baud rate, communications ports, and settings.
You connected a PCMCIA modem to digital phone line and destroyed the modem.	Contact the modem manufacturer for information.
A modem doesn’t connect at the highest possible speed.

Reasons	Actions
The modem at other end is not as fast or uses different compression protocols.	Upgrade the other modem.
The phone line cannot handle a high-speed connection.	Try connecting from a different phone line.
There are no options for remote use with a Windows client.

Reason	Action
You are using the wrong profile or information service.	Add the Microsoft Exchange Remote information service to a new profile.
An upgrade of a Microsoft mail message (.MMF) file to a personal folder (.PST) file fails.

Reasons	Actions
There is not enough space on the hard drive of a dockable workstation.	Move the .MMF to a file server and upgrade the .MMF file.
There is not enough space on the hard drive of a portable workstation.	Back up other data from the hard drive; then remove data from hard drive to free space. If the upgrade is successful, remove the .MMF file and restore the data.


Sending Mail
18	Troubleshooting Your System	15 of 16

Sending Mail

Problems sending mail can usually be traced to a client, computer, server, or recipient. For example, if many users on different computers have the same problem, it is likely to be a server or recipient problem.

You can’t connect to a server.

Reasons	Actions
The network connection to the server is down.	Use the Net View \\servername command from the command prompt, or use the RPC ping utility to test for network connectivity to the server. If server is running but this test fails, there is a network problem.
You did not log on to a Windows NT security account that has Send Mail permissions for this mailbox.	Use the Administrator program to determine which account has permissions for this mailbox. Log on again.
The profile is not configured correctly.	In Control Panel, use the Mail and Fax icon to check the profile’s server name and mailbox name for the Microsoft Exchange Server information service.
You can’t send to recipient in a different site.

Reasons	Actions
The connection between sites is down.	Use link monitor logs to determine when the connection was last working. Use server monitor to determine if all the services at both computers are working. Use the Administrator program or Performance Monitor to check the message queue lengths. For more information, see “Connections Between Microsoft Exchange Servers” earlier in this chapter.
There is an error in the personal address book.	Use your client global address list to address mail. Remove or modify the personal address book entries as necessary.
The message tracking log on one of the servers has run out of disk space.	Use Performance Monitor to determine if the MTA is running. If not, check the available space on disk where the tracking log is stored.
The private information store on one of the servers is not working.	Use Performance Monitor or server monitor to determine if the service is running.
The recipient address is no longer valid because the recipient has moved to another recipient container or site.	Connect to a server in the other site and verify that the recipient still exists. Check for directory replication problems if this recipient modification is not a recent change.
You can’t send to a user in the same site.

Reasons	Actions
There is an error in the personal address book.	Use your client global address list to address mail.
The message tracking log on one of the servers has run out of disk space.	Check to see if MTA is running on both servers. If not, check available disk space where the tracking log is stored.
The network connection between servers is down.	Use link monitor to determine when the connection was last working. Use server monitor to determine if all the services at both computers are working. Use the Administrator program or Performance Monitor to check queue lengths.
The private information store, MTA, or directory on one of the servers is not working.	Use Performance Monitor or server monitor to determine if the services are running.
You can’t send to a user on the Internet.

Reasons	Actions
Mail does not arrive because either a server or the Internet Mail Connector is down.	Use the Administrator program message tracking facility to locate the problem.
Mail is returned because the sender’s address contains delivery restrictions which exclude the sender from using Internet.	Change the delivery restrictions in the Internet Mail Connector.
There is an error in the personal address book.	Use the client global address list to address mail.
You can’t send to a user on Microsoft Mail for AppleTalk Networks.

Reasons	Actions
The address space is defined incorrectly.	Follow the path (global routing report), and look for a circular route back to Microsoft Exchange Server.
The connector is down.	Use server monitor or Performance Monitor to determine the status. On an MS Mail (AppleTalk) system, use the Mail Network Administrator program to check that all servers respond to a global response report, and check queues on all servers using the Server Report command on the Global menu.  Use the Windows NT Event Viewer to look for recent problems.  Use message tracking to confirm that the message was delivered to the connector.
There is an error in the personal address book.	Use the client global address list to address mail.
You can’t send to a user on Microsoft Mail for PC Networks.

Reasons	Actions
User has migrated to Microsoft Exchange Server, but the postoffice still exists.	Use the MS Mail (PC) Administrator program to see if mailbox still exists.
There is an error in the personal address book.	Use the client global address list to address mail.
Mail is returned as non-deliverable because of circular routing.	Use message tracking to follow the path of the message. Check the address space and routing definitions in each site and postoffice.
Mail is not moving in MS Mail (PC).	If link monitor sends to the destination postoffice, check the current status. Check queues in MS Mail (PC); determine if the External program or the MS Mail (PC) MTA are running normally.
The MS Mail Connector is not working.	Use server monitor or Performance Monitor to determine if the connector is running. Check the Windows NT application event log for errors. Use message tracking to trace the message to the connector.
You can’t send to a user on the same server.

Reasons	Actions
There is an error in the personal address book.	Use the client global address list to address mail.
The message tracking log has run out of disk space.	Determine if the MTA is running. If not, check the available space on the disk where the tracking log is stored.  Note: The MTA is not needed for local delivery, but the message tracking log is.
The private information store or directory is not running.	Use server monitor or Performance Monitor to determine if the services are running.
Mail is late or is lost.

Reasons	Actions
The intermediate server or a component is down.	Track the message to its current location, and troubleshoot from there. If the route taken seems unusual, there may be a problem along the usual route.
The connection between sites is too slow for traffic.	Use the Administrator program to check the queue size. Use Performance Monitor to compare that with the messages per second processed for that MTA.


X.400 Connections
18	Troubleshooting Your System	16 of 16

X.400 Connections

Connecting to other X.400 systems must be done carefully. Configuration varies depending on which type of X.400 system you are connecting to and the method you use. Common problems are related to incorrect configuration.

An address is missing or incorrect.

Reasons	Actions
The address space is defined incorrectly.	Use the Administrator program to check address space definitions.
Custom recipients have incorrect e-mail names in Microsoft Exchange Server.	Create custom recipients with valid e-mail names, or update the names of existing custom recipients
Messages across an X.400 backbone lose rich text format.

Reason	Action
The Microsoft Exchange Server MTA is not configured to pass TNEF information.	Use the Administrator program to change the MTA configuration.
The Microsoft Exchange Server MTA can’t connect to an X.400 MTA.

Reasons	Actions
You are using different network stacks.	Use a common stack.
The MTA name or password does not match the password used in the configuration.	Verify the MTA passwords and configuration. Passwords are usually case-sensitive.
The network connection is down.	Check the network connection. Find the network problem and fix it.
Unwanted binary attachments are being sent to an X.400 MTA.

Reason	Action
The Microsoft Exchange Server MTA is configured to pass TNEF information.	Disable TNEF in the X.400 Connector General property page.
Messaging fails when changing MTA conformance on X.400 Connectors.

Reason	Action
Messages are either returned as NDRs or are lost.	Verify that the MTA conformance option found in the X.400 Connector’s Advanced property page matches what is used by the Microsoft Exchange Server or X.400 system at the other end of the connection. If a change is made, restart all the services on both servers. This will re-encode any messages in the queue waiting to be transmitted.


Addressing
Appendix A	 1 of 10

Addressing

Microsoft Exchange Server uses e-mail address information as the basis for message transfer. Various address types are created using address templates. Address templates are visual guides for e-mail address types associated with a connector. The following address templates are provided with Microsoft Exchange Server:

MS Mail

Internet

X.400

General

Recipient addresses

A recipient address is a collection of information that identifies a specific message recipient. It must be unique and complete to properly identify an e-mail recipient.

Address spaces

Connectors are used to create paths for messages to be sent outside a site. These paths are represented by address spaces. An address space is a set of address components used by a connector to identify messages that it is responsible for processing. The address space contains only as much address information as necessary to distinguish messages for routing purposes.

Connectors are used to create routes for messages sent outside a site. These routes are represented by address spaces. The message transfer agent (MTA) uses the recipient address, the address space of the connector or gateway, and a routing cost to determine how to deliver the message. The address space and routing cost information are maintained in a routing table in each site. Each server has a copy of the routing table.

Each connector on a Microsoft Exchange Server has at least one address space. The address space identifies the types and addresses of the recipients. For example, a hypothetical company called Ferguson and Bardell has an Internet Mail Connector that provides a link to their West Coast Internet provider. The address space is type SMTP, and the address is *.com. The connector processes any messages that are of type SMTP and have the .com identifier.

Together, recipient addresses and address spaces are used to determine how a message should be routed to its final destination.


X.400 Recipient Addresses
A	Addressing	2 of 10

X.400 Recipient Addresses

A Microsoft Exchange Server X.400 address consists of a display name (up to 55 alphanumeric characters) and address attributes shown in the table below.

Note

You must provide the country name, administrative domain name, and at least one of the following: private domain name, personal name, organization name, or organizational unit names.

If you use personal name you must specify a surname. You can also use given name, initials and/or generation qualifier.

The following is an example of an X.400 address:

g=Bill;s=Lee;cn=Bill Lee;o=NAmericaW;p=fab;a= ;c=US;

Address attribute	Contents	Code
Given Name	0 through 16 characters	g
Surname	0 through 40 characters	s
Initials	0 through 5 characters	i
Generation Qualifier	0 through 3 characters	q
Common Name	1 through 64 characters	cn
Organization	0 through 64 characters	o
Organizational Unit (1-4)	0 through 32 characters	ou1-ou4
Private Management Domain (PRMD)	1 through 16 characters	p
Administrative Management Domain (ADMD)	1 through 16 characters	a
Country	2 characters or 3 digits	c
Additional optional X.400 address components are available in the Advanced property page for recipient objects.

Advanced attribute	Contents	Code
Domain-Defined Attributes	Custom recipient attributes identified with a type and value.	dda1-4
DDA Type	The custom attribute name, 0 through 8 characters.
DDA Value	The custom attribute value, 0 through 128 characters.
User agent numeric ID	A recipient ID from 0 through 32 digits.	n-id
X.121 address	The recipient’s X.121 address, up to 15 digits.	x.121
Terminal type	The terminal type used to receive messages.	t-ty
Terminal identifier	The terminal ID used to receive messages. 0 through 24 characters.	t-id
Note

For current X.400 addressing information, see the CCITT X.121 Recommendation.


Internet (SMTP) Recipient Addresses
A	Addressing	3 of 10

Internet (SMTP) Recipient Addresses

An SMTP recipient address consists of a display name (up to 55 alphanumeric characters) and the following information:

Address attribute	Contents	Required
Recipient/mailbox name	1 through 63 alphanumeric characters.	X
Domain name	1 through 255 alphanumeric characters, composing the host name and domain name. The domain name is always associated with an IP address.	X
The recipient and domain name are separated by an @ symbol. The address type SMTP is entered automatically when you use the Internet template. Valid characters are letters (a-z), digits (0-9), and the hyphen (-). No distinction is made between lowercase and uppercase characters. Spaces are not allowed.

Default SMTP addresses for Microsoft Exchange Server mailboxes are created in the format recipient@sitename.organization.com.

The default address can be changed by modifying the site address. For more information about modifying the site address, see Chapter 2, “Setting Up Your Site.”

The following is an example of an Internet (SMTP) address:

BillL@NAmericaW.fab.com

For more information about SMTP and IP addresses, see the Microsoft Exchange Server Concepts and Planning Guide.


MS Mail Recipient Addresses
A	Addressing	4 of 10

MS Mail Recipient Addresses

An MS Mail address consists of a display name (up to 55 alphanumeric characters) and the following information:

Address attribute	Contents	Required
Network name	1 through 10 alphanumeric characters.	X
Postoffice name	1 through 10 alphanumeric characters.	X
Mailbox name	1 through 10 alphanumeric characters.	X
The address type MS and the forward slash (/) delimiter between each address attribute are entered automatically when you use the MS Mail template. No distinction is made between lowercase and uppercase characters. If you want to define an address for a Microsoft Mail for AppleTalk Networks recipient, edit the address after it has been saved, and change the address type to MSA.

Note

Some messaging systems connected to MS Mail postoffices or servers may not correctly handle network, postoffice, or mailbox names longer than eight characters. When connecting to such systems, continue to use the naming convention compatible with message transfer to these systems.

The following is an example of an MS Mail address:

NORTHAM/FAB/BILLLEE


General Recipient Addresses
A	Addressing	5 of 10

General Recipient Addresses

Use the General template to create recipient addresses when a suitable template is not available.

A general address consists of a display name (up to 55 alphanumeric characters) and the following information:

Address attribute	Contents	Required
E-mail name	1 through 255 alphanumeric characters.	X
Address type	1 through 8 alphanumeric characters.	X


Setting Up Address Spaces
A	Addressing	6 of 10

Setting Up Address Spaces

Address space entries are configured in the Address Space property page of Microsoft Exchange Server connectors.

Note

To set up routing to a gateway in another system, such as a MS Mail gateway installed on a indirect postoffice or the connector postoffice, configure the address space for the connector set up to service the other system.

For example, you can route MS Mail messages to another Microsoft Exchange Server site that has the MS Mail Connector installed by setting up an MS Mail address space on the site connector to the other site.


X.400 Address Spaces
A	Addressing	7 of 10

Setting Up Address Spaces

X.400 Address Spaces

An X.400 template is provided to configure X.400 address spaces. Access the template by using the New X.400 button in the Address Space property page.

Note

An asterisk (*) can be used for a multicharacter wildcard in an address space. A question mark (?) can be used for a single character wildcard.

An X.400 address space contains the following information:

Address attribute	Contents	Code
Organization	0 through 64 characters.	o
Organizational Unit (1-4)	0 through 32 characters.	ou1-ou4
Private Management Domain (PRMD)	1 through 16 characters.	p
Administrative Management Domain (ADMD)	1 through 16 characters.	a
Country Code	2 characters or 3 digits.	c
The characters you use can vary according to the character set used by the connected system. However, characters must be printable strings. Address components are not case-sensitive, but case is preserved.


Internet (SMTP) Address Spaces
A	Addressing	8 of 10

Setting Up Address Spaces

Internet (SMTP) Address Spaces

An Internet template is provided to configure SMTP address spaces. Access the template by using the New Internet button in the Address Space property page.

Note

An asterisk (*) can be used for a multicharacter wildcard in an address space. A question mark (?) can be used for a single character wildcard.

An Internet address space can contain the following information:

Address attribute	Contents

Recipient/mailbox name	1 through 63 alphanumeric characters.

Domain name	1 through 255 alphanumeric characters, composed of one or more domain labels (up to 63 characters each), typically in the format sitename.enterprisename.domain_suffix.

For more information about SMTP address spaces, see Chapter 11, “Using the Internet Mail Connector,” and the Microsoft Exchange Server Concepts and Planning Guide.


MS Mail Address Spaces
A	Addressing	9 of 10

Setting Up Address Spaces

MS Mail Address Spaces

An MS Mail template is provided to configure MS Mail address spaces. Access the template by using the New MS Mail button in the Address Space property page.

Note

An asterisk (*) can be used for a multicharacter wildcard in an address space. A question mark (?) can be used for a single character wildcard.

An MS Mail address space may contain the following information:

Address attribute	Contents

Network name	1 through 10 capital alphanumeric characters.

Postoffice name	1 through 10 capital alphanumeric characters.


General Address Spaces
A	Addressing	10 of 10

Setting Up Address Spaces

General Address Spaces

You can configure an address type for which there is not a provided template, by choosing the New General button in the Address Space property page. Enter as much information as necessary to distinguish messages that should be sent through the connector.

Note

An asterisk (*) can be used for a multicharacter wildcard in an address space. A question mark (?) can be used for a single character wildcard.

When creating a general address space entry, you should consider the following guidelines:

A recipient address type and address space type must be identical before the address information is examined.

For example, an email address must be an SMTP type address before it is compared to an SMTP address space. If a message is sent with an MCIMail general address intended to match an MCI general address space entry, the recipient address is determined not to match based on the address type. The recipient address is not examined. An email type is required.

Address information is examined from left to right and can include wildcard characters (* and ?). For example, if the address space type is fax! and an asterisk (*) is used for the address, the following address will be matched:

fax!+19085551234 (/James Braun) /delivery

as will any other entry that begins with fax!. The ? wildcard character specifies any single character, while the * wildcard specifies any number of characters that occur before a period (.), slash (/), colon (:), or at (@) character.

Tip

Using a standard prefix (such as mcitelex: or 3com:) for the e-mail type of general recipient addresses and address spaces can simplify entry of address information and message routing.

For more information about routing costs, see the Microsoft Exchange Server Concepts and Planning Guide.


Diagnostics Logging
Appendix B	 1 of 10

Diagnostics Logging

Diagnostics logging regulates the level of detail of events written to the Windows NT application event log by Microsoft Exchange Server services and components. The logging levels are set by category for each service on a server.

Usually, the service name in the Diagnostics Logging property page corresponds to the source name in the event log as displayed by the Event Viewer. Similarly, the categories in the Diagnostics Logging property page for each component match the categories of events as displayed in the Event Viewer.

As you adjust the logging levels for categories of a service, you can see the results in the application event log.


Directory
B	Diagnostics Logging 	2 of 10

Directory

	Diagnostics Logging service	Diagnostics Logging category
Component	Event Viewer source	Event Viewer category	Description
Directory	MSExchangeDS	Knowledge Consistency Checker	Ensures that replication links between servers and sites are configured correctly.
	MSExchangeDS	Security Events	Events related to Windows NT Security, such as logon attempts and changing permissions on directory objects.
	MSExchangeDS	EXDS Interface Events	Communication between the directory and the information store, MTA,and Administrator program.
	MSExchangeDS	MAPI Interface Events	Communication between MAPI clients and the directory.
	MSExchangeDS	Replication Events	Events related to replication of the directory to and from other servers.
	MSExchangeDS	Garbage Collection	Events generated when objects marked for deletion are actually deleted.
	MSExchangeDS	Internal Configuration	Interpretation and display of the registry and configuration variables.
	MSExchangeDS	Directory Access	Reads and writes directory objects from all sources.
	MSExchangeDS	Internal Processing	Events related to the internal operation of directory service application code. Error events in this category indicate bugs in the directory.
	MSExchangeDS	Initialization/ Termination	Events related to starting and stopping the directory service.
	MSExchangeDS	Service Control	Processes Windows NT service events.
	MSExchangeDS	Name Resolution	Resolution of addresses and directory names.
	MSExchangeDS	Backup	Events related to the backup and restoration of the directory database.
	MSExchangeDS	Field Engineering	Internal debugging trace.


Directory Synchronization
B	Diagnostics Logging 	3 of 10

Directory Synchronization

	Diagnostics Logging service	Diagnostics Logging category
Component	Event Viewer source	Event Viewer category	Description
Directory synchronization	MSExchangeDX	MSExchangeDX	Events generated by directory synchronization.


Information Store
B	Diagnostics Logging 	4 of 10

Information Store

The information store categories appear in diagnostics logging but not in the Windows NT Event Viewer. The application names of information store subcomponents appear as the source of the service in the Event Viewer. The diagnostics logging category groups appear as categories in the Event Viewer.

In addition, critical events are grouped into separate categories that are not affected by diagnostics logging. They appear at the end of this list.

	Diagnostics Logging category groups
Diagnostics Logging service	Event Viewer categories	Diagnostics Logging categories	Description
System	General	Connection	Attempts to establish connections, both successful and unsuccessful.
Public	Replication	Replication State Updates	Changes in replication configurations, including adding, deleting, and editing.
Public	Replication	Incoming Messages	Receipt of replication messages, including the numbers of updates.
Public	Replication	Outgoing Messages	Replication messages sent, including the number of updates.
Public	Replication	NDRs	Replication messages that could not be delivered.
Public	Replication	Site Folders	Events related to the replication of site folders, including the offline Address Book and Microsoft Schedule+ Free/Busy times.
Public	Replication	Expiry	Events related to applying age limits.
Public	Replication	Conflicts	Events reported when two public folders attempt to update the same items simultaneously.
Public	Replication	Backfill	Events related to an information store requesting and receiving missed replication updates.
Public	Replication	Errors	Unexpected replication errors.
Public	Transport	Sending	Sending mail messages according to public folder rules.
Public	Transport	Delivering	Delivery of messages to a public folder. The origin of the message may be a different information store.
Public	Transport	Transfer Into Gateway	Receipt and delivery of mail to public folders from a gateway.
Public	Transport	Transfer Out of Gateway	Sending mail from public folders to a gateway.
Public	Transport	MTA Connections	Events related to establishing connections between the public information store and the MTA.
Public	General	Access Control	Events related to applying permissions.
Public	General	Logon	User attempts to log on, both successful and unsuccessful.
Public	General	Rule	Application of rules, including recognizing the situations where rules apply, applying them, and the results.
Public	General	Send As	Establishes rules directing public folders to send messages with a different sender name. These events can be used to trace security violations.
Public	General	Send On Behalf Of	Establishes rules directing public folders to send messages on behalf of a sender. These events can be used to trace security violations.
Public	General	Storage Limits	Reports when one or more public folders have exceeded their size limits. The schedule for reporting this event is set in the IS Maintenance property page for the server.
Private	Transport	Sending	Events related to sending messages.
Private	Transport	Delivering	Delivery of messages to a mailbox. The origin of the message may be a different information store.
Private	Transport	Transfer Into Gateway	Receipt and delivery of mail to mailboxes from a gateway.
Private	Transport	Transfer Out of Gateway	Sending mail from mailboxes to a gateway.
Private	Transport	MTA Connections	Events related to establishing connections between the private information store and the MTA.
Private	General	Access Control	Events related to applying permissions.
Private	General	Logon	User attempts to log on, both successful and unsuccessful.
Private	General	Rule	Application of rules, including recognizing the situations where rules apply, applying them, and the results.
Private	General	Send As	Events generated when users send messages with a different sender name. These events can be used to trace security violations.
Private	General	Send On Behalf Of	Events generated when users send messages on behalf of another user. These events can be used to trace security violations.
Private	General	Storage Limits	Reports when mailboxes have exceeded their size limits. The schedule for reporting this event is set in the IS Maintenance property page for the server.


Critical Event Categories
B	Diagnostics Logging 	5 of 10

Information Store

Critical Event Categories

Critical events generated by the information store are written to the Windows NT application event log regardless of the logging levels set for any category. These categories do not appear in the Diagnostics Logging property page, but they do appear in the event log.

Event Viewer source	Event Viewer category	Description
MSExchangeIS	Performance	Events related to performance monitor counters.
MSExchangeIS	Recovery	Events generated when the information store replays transaction log files.
MSExchangeIS	None	Error events.
MSExchangeISPriv	DS/IS Consistency	Logs events generated when the DS/IS consistency adjustment utility runs on the private information store.
MSExchangeISPub	DS/IS Consistency	Logs events generated when the DS/IS consistency adjustment utility runs on the private information store.


Message Transfer Agent
B	Diagnostics Logging 	6 of 10

Message Transfer Agent

	Diagnostics Logging service	Diagnostics Logging category
Component	Event Viewer source	Event Viewer category	Description
Message transfer agent	MSExchangeMTA	X.400 Service	X.400 protocol events, such as submission and delivery reports.
	MSExchangeMTA	Resource	Events related to the use of MTA resources.
	MSExchangeMTA	Security	Events related to attempted security violations.
	MSExchangeMTA	Interface	Communication among MTA components and between MTAs. Includes RPC use.
	MSExchangeMTA	Field Engineering	Internal debugging trace.
	MSExchangeMTA	MTA Administration	Administration program access to MTA queues and routing information.
	MSExchangeMTA	Configuration	The configuration of internal parameters and/or problems in one or more MTA configuration files.
	MSExchangeMTA	Directory Access	Events related to the MTA’s use of the directory.
	MSExchangeMTA	Operating System	Events related to the MTA’s use of Windows NT functions, such as thread creation and file operations.
	MSExchangeMTA	Internal Processing	Events related to the internal operation of MTA application code. Error events in this category indicate serious problems in the MTA.
	MSExchangeMTA	Interoperability	Tracks the binary content of protocol messages. Use this category and Interface to log stack traces and XAPI traces to MTADATA\AP*.LOG.
	MSExchangeMTA	APDU (Application Protocol Data Unit)	Tracks full P1 content (MTA send/receive) and fully-encoded P1 APDU (communication between remote MTAs) to diagnose interoperability or conformance problems. Use this category and X.400 Service to log binary data to MTADATA\BF*.LOG.


Internet Mail Connector
B	Diagnostics Logging 	7 of 10

Internet Mail Connector

	Diagnostics Logging service	Diagnostics Logging category
Component	Event Viewer source	Event Viewer category	Description
Internet Mail Connector	MSExchangeIMC	Initialization/ Termination	Events related to starting and stopping the Internet Mail Connector.
	MSExchangeIMC	Content Conversion	Conversions of messages between MAPI and MIME, uuencode, and TNEF formats.
	MSExchangeIMC	Addressing	Address resolution, including directory searches and proxy generation.
	MSExchangeIMC	Message Transfer	The movement of messages and message queue operation.
	MSExchangeIMC	SMTP Interface Events	Interactions between SMTP hosts.
	MSExchangeIMC	Internal Processing	Operation of the Internet Mail Connector.
	MSExchangeIMC	SMTP Protocol Log	Monitors SMTP connections. Setting the diagnostics logging level to Medium sends basic protocol information to text logs in \IMCDATA\LOG. Setting it to Maximum sends entire unformatted packets to the same text logs.
	MSExchangeIMC	Message Archival	Saves the text of messages. If you set the diagnostics logging level to Medium or Maximum, each message will be written to a file in IMCDATA\IN\ARCHIVE or IMCDATA\OUT\ARCHIVE.


MS Mail Connector
B	Diagnostics Logging 	8 of 10

MS Mail Connector

The MS Mail connector uses the application name of the interchange, MSExchangeMSMI, to represent the subcomponents of the service, including the interchange, the ATMTA, and all PCMTAs on a connector.

Diagnostics logging for the MS Mail Connector is set by subcomponent, not by category. In the Event Viewer, the subcomponent name is the source of the service. Categories appear only in the Event Viewer.

Diagnostics Logging service	Diagnostics Logging categories	Event Viewer source	Event Viewer categories
MSExchangeMSMI	MSExchangeMSMI (Interchange)	MSExchangeMSMI	Basic Session Debug Data Memory management Received NDR Routing Sent Session Data Session Error Session Warning
MSExchangeMSMI	MSExchangePCMTA	User name for PCMTA	Call in  Call out  Verbose Moved In  Moved Out  NDR Received Routing  Sent  Session  Status
MSExchangeMSMI	MSExchangeATMTA	MSExchangeATMTA	Debug NDR Message Received Message Sent  Session Data  Session Error  Verbose Data


Microsoft Schedule+ Free/Busy Connector
B	Diagnostics Logging 	9 of 10

Microsoft Schedule+ Free/Busy Connector

	Diagnostics Logging service	Diagnostics Logging category
Component	Event Viewer source	Event Viewer category	Description
Free/Busy Connector	MSExchangeFB	None	Events generated by the Schedule+ Free/Busy Connector, including internal operations, messaging, and addressing.


Key Management Server
B	Diagnostics Logging 	10 of 10

Key Management Server

	Diagnostics Logging service	Diagnostics Logging category
Component	Event Viewer source	Event Viewer category	Description
Key Management server	MSExchangeKM	None	Events generated by the Key Management server related to security, granting and revoking permissions, violations, and the internal operation of the KM server.


Before You Begin
Before You Begin	1 of 15

The Microsoft® Exchange Server Application Designer’s Guide is intended for anyone who wants to use the Microsoft Exchange Application Design Environment to create a form or folder application. With the design environment, which includes the Microsoft Exchange Forms Designer and the Microsoft Exchange Client, you can create:

Intelligent electronic forms that replace paper forms and automate traditional business processes. With electronic forms, the user can easily enter and route information, as well as post information in a public folder. You can create a variety of forms, such as a Travel Request form, a Purchase Order form, or a Charity Donation form.

Public folders that enable the user to post, organize, store, and share information across the organization. You can create discussion folders for public forums; reference folders for storing and sharing documents, news articles, and product documentation; and tracking folders for posting and reviewing interactions with customers.

In this chapter, you’ll find:

System requirements

Essential concepts and skills for building applications

Basic installation information

A guide to the documentation for the design environment


System Requirements
Before You Begin	2 of 15

System Requirements

This section describes the hardware and software required to design forms and folders. It also describes the hardware and software required to use forms and folders on the workstation at run time.


Hardware
Before You Begin	3 of 15

System Requirements

Hardware

To design forms and folders, you need the following hardware.

486 computer or higher.

Windows-compatible mouse.

VGA 16-color display. Super VGA (800 x 600) 256-color display is recommended.

The minimum memory required, as described in the following table.

Operating system	Minimum RAM required
Windows, version 3.1, Windows for Workgroups, version 3.1, and Windows 95	12 MB; 16 MB recommended
Windows NT™, version 3.51	20 MB; 24 recommended
To use forms and folders at run time, the user needs the following hardware.

386 computer or higher. 486 computer is recommended.

Windows-compatible mouse.

VGA or compatible display.

The minimum memory required, as described in the following table.

Operating system	Minimum RAM required
Windows, version 3.1, Windows for Workgroups, version 3.1, and Windows 95	8 MB; 12 MB recommended
Windows NT, version 3.51	16 MB; 20 recommended


Software
Before You Begin	4 of 15

System Requirements

Software

To design forms and folders, you need the following software.

Microsoft Windows version 3.1 or later

Microsoft Exchange Client version 4.0

Microsoft Exchange Forms Designer version 4.0

To use forms and folders at run time, the user needs the following software.

Microsoft Windows version 3.1 or later

Microsoft Exchange Client version 4.0


Essential Concepts and Skills
Before You Begin	5 of 15

Essential Concepts and Skills

The following table lists the concepts and skills that you need to become proficient in building applications.

Essential concept or skill	See
How forms work	Chapter 3, “Designing Forms.”
How to create a Post form	Chapter 3, “Designing Forms.”
How to create a Send form	Chapter 3, “Designing Forms.”
How to create a Response form	Chapter 3, “Designing Forms,” and Chapter 5, “Putting It All Together.”
How to create a shared field	Chapter 3, “Designing Forms,” and Chapter 5, “Putting It All Together.”
How to specify that a menu is added to the Microsoft Exchange Client Compose menu to launch a form	Chapter 8, “Setting Form Properties,” and Chapter 5, “Putting It All Together.”
How to specify the window to display for a view	Chapter 8, “Setting Form Properties,” and Chapter 5, “Putting It All Together.”
How to create a folder	Chapter 4, “Designing Microsoft Exchange Public Folders.”
How to install a form in a folder	Chapter 3, “Designing Forms,” and Chapter 10, “Managing Applications.”
How to create a view	Chapter 4, “Designing Microsoft Exchange Public Folders,” and Chapter 3, “Designing Forms.”


Setting Up the Design Environment
Before You Begin	6 of 15

Setting Up the Design Environment

Before you install the Forms Designer, you must have the Microsoft Exchange Client installed. Contact your system administrator for details.

To install the Forms Designer

1.	Connect to the share point on the network where the Forms Designer Setup program is located.

2.	Double-click the Setup program.


Upgrading from a Previous Version of the Forms Designer
Before You Begin	7 of 15

Upgrading from a Previous Version of the Forms Designer

If you have a previous version of the Forms Designer installed on your computer, the Setup program detects and overwrites it with a new version. When the Setup program replaces a previous version of the Forms Designer, it replaces the program files, not your form files.


Using Forms Designer Version 1.0 Forms
Before You Begin	8 of 15

Using Forms Designer Version 1.0 Forms

Forms created with the Forms Designer version 1.0 will run in the Microsoft Exchange Client. Version 1.0 forms, however, cannot be opened and modified using the Forms Designer 4.0. To upgrade version 1.0 forms, you must recreate the forms using Forms Designer Version 4.0.

For more information about migrating version 1.0 forms to the Microsoft Exchange Client, see the Microsoft Exchange Server Migration Guide.


Starting the Design Environment
Before You Begin	9 of 15

Starting the Design Environment

After running the Setup program, you’re ready to start designing forms and folders. Use the Forms Designer to create forms and use the Microsoft Exchange Client to create folders.

To start the Forms Designer from the Microsoft Exchange Client

From the Microsoft Exchange Client Tools menu, choose Application Design, and then Forms Designer.

For help on getting started creating forms and folders, see Chapter 2, “Quick Guide to Building Applications.”


Getting Information While You Work
Before You Begin	10 of 15

Getting Information While You Work

You can learn about using the design environment to create forms and folders from the following sources.


Application Designer’s Guide
Before You Begin	11 of 15

Getting Information While You Work

Application Designer’s Guide

The Application Designer’s Guide includes the following information:

Getting Started

This is a quick and easy introduction to designing forms and folders. Chapter 1 uses sample applications to explain how forms and folders work. Chapter 2 provides a step-by-step tutorial that explains how to create forms and folders.

The Design Process

Chapter 3, “Designing Forms” and Chapter 4, “Designing Microsoft Exchange Public Folders,” describe the process and procedures for designing form and folder applications.

Putting It All Together

Chapter 5 explains how to build sample applications and then provides a series of “How To” topics that explain how to accomplish the most essentials tasks when designing applications.

Reference

Chapters 6 through 8 explain how to set properties that determine the behavior and appearance of forms.

Advanced Concepts

Chapter 9 describes how to extend forms with Visual Basic®. Chapter 10 explains how to distribute and enhance forms and folders. Chapter 11 offers troubleshooting tips for forms. Chapter 12 explains advanced concepts.

Appendixes

The appendixes contain supplemental information about the form Configuration file, and the MAPIForm.VBX and RichEdit.VBX custom controls.

Glossary

The Glossary provides definitions of terms used throughout the Application Designer’s Guide.

Index

You can use the index to quickly locate information.


Online Documentation
Before You Begin	12 of 15

Getting Information While You Work

Online Documentation

The online documentation consists of Folder Design Cue Cards, online Help, and Books Online.

Folder Design Cue Cards

Cue Cards guide you step by step through the process of creating a public folder. When you choose Application Design and then select Folder Design Cue Cards on the Microsoft Exchange Client Tools menu, the Folder Design Cue Cards are displayed. Each Cue Card provides instructions or descriptive information to perform a specific task.

Online Help

This is a comprehensive online reference for concepts, procedures, dialog boxes, and messages. Both the Microsoft Exchange Client and the Forms Designer provide extensive online Help.

Books Online

The Application Designer’s Guide is presented in a Help format that includes indexing and searches.


Sample Applications
Before You Begin	13 of 15

Getting Information While You Work

Sample Applications

Microsoft Exchange and the Forms Designer ship with sample applications that are compiled and ready to run. You can run each of the Microsoft Exchange sample applications to understand how they work and to get ideas about the kinds of applications you can create. If you don’t know the location of the sample applications, contact your system administrator.

The Forms Designer also provides a directory of sample forms that you can use as a starting point for building your own custom forms and applications. These contain the source code and the form project (.EFP) files that you can modify and then compile. By default, these forms are located in C:\EXCHANGE\EFDFORMS\SAMPLES.

For more information about running sample applications, see Chapter 1, “The Microsoft Exchange Application Design Environment.”


Using Visual Basic for the Microsoft Exchange Server
Before You Begin	14 of 15

Getting Information While You Work

Using Visual Basic for the Microsoft Exchange Server

The Forms Designer ships with a copy of Visual Basic for Microsoft Exchange Server Version 4.0. The Forms Designer uses Visual Basic for Microsoft Exchange Server to compile forms and to generate Visual Basic source code for a form. By default, the executable program to start Visual Basic for Microsoft Exchange Server, VB.EXE, is located in the C:\EXCHANGE\EFDFORMS\VB directory.

You can use this version of Visual Basic to extend forms or you can use a separately purchased copy of Visual Basic 16-bit Version 4.0 to extend forms.


Microsoft Product Support Services
Before You Begin	15 of 15

Microsoft Product Support Services

If you have a question about Microsoft Exchange, first look in the product’s printed documentation or online Help. You can also find late-breaking updates and technical information in the README.DOC file that came with your Microsoft Exchange disks. If you cannot find the answer, contact the Microsoft Product Support Services.


The Microsoft Exchange Application Design Environment
Chapter 1	 1 of 33

The Microsoft Exchange Application Design Environment

The Microsoft Exchange Application Design Environment offers a complete set of tools, templates, and sample applications that make it easy for people, with or without programming experience, to create workgroup applications. With the design environment, you and others in your organization can easily create:

Electronic forms that replace traditional paper forms.

Public folders that improve the flow of communication in your company by offering the user a simple way to organize, store, and exchange information from a shared central location.

The Microsoft Exchange Application Design Environment consists of the following components:

This chapter describes:

Possibilities you have to create Microsoft Exchange applications.

Sample applications that ship with Microsoft Exchange.

Tools you use to create Microsoft Exchange applications.

Forms and how they fit into the Microsoft Exchange Application Design Environment.

Folders and how they fit into the Microsoft Exchange Application Design Environment.

The Microsoft Exchange Application Design Environment is integrated with Visual Basic. Using the Forms Designer, you can generate a complete Visual Basic project for a form. You can then use the Visual Basic Programming System to extend the functionality of the form.

To quickly get started working with applications, you can use one of the Microsoft Exchange sample applications as a starting point.

To	See
Jump to a tutorial that shows you how to modify sample applications	Chapter 2, “Quick Guide to Building Applications.”
Get more information about extending forms using Visual Basic	Chapter 9, “Extending Forms.”


Types of Applications You Can Create
1	The Microsoft Exchange Application Design Environment	2 of 33

Types of Applications You Can Create

Using the Microsoft Exchange Application Design Environment, you can create two general types of applications: form applications and folder applications. While you can use the design environment to create a wide variety of these types of applications, there are some processes and problems that are best suited for Microsoft Exchange applications.

Form Applications

A form application is a form that is used to send information from one user to another user, a group of users, or a folder. Form applications, also known as Send forms, are self-contained forms. An example of a Send form is a Telephone Note form or a Charity Donation form.

Folder Applications

A folder application is a folder that lets the user store, manage, and exchange information in your organization. Folder applications are usually public folders that can be accessed by a large number of users. Although folder applications may or may not contain forms, they usually contain custom forms. These forms are used to structure the information that is submitted to the folder. Folder applications also contain views that are used to organize the information in the folder. Examples of folder applications are Discussion & Response, Classified Ads, HelpDesk, and Client Tracking.


Form Application Possibilities
1	The Microsoft Exchange Application Design Environment	3 of 33

Types of Applications You Can Create

Form Application Possibilities

Any type of request or reporting process in your organization is a good candidate for electronic forms. Here are just a few ideas of form applications you can create.


Request Forms
1	The Microsoft Exchange Application Design Environment	4 of 33

Types of Applications You Can Create

Form Application Possibilities

Request Forms

Electronic forms provide a great way to automate request processes in an organization.

Purchase Order Request

This form lets the user send an equipment request toa particular individual for approval. Once approved, the purchase request can be processed and the user can be notified that the request has been approved.

Travel Request

This form lets the user send travel request information toa supervisor for approval.

Vacation Request/Sick Day

This form lets the user send a vacation request to a supervisor for approval, report sick days, or schedule time away.


Survey Forms
1	The Microsoft Exchange Application Design Environment	5 of 33

Types of Applications You Can Create

Form Application Possibilities

Survey Forms

Survey forms can be used to collect opinions and user feedback.

Product Feedback

This survey form can be sent to the user to collect customer perceptions and suggestions about a particular product or service.

Opinion Polls

This type of survey form can be sent to the user to gauge public opinion about a particular issue or topic.


Report Forms
1	The Microsoft Exchange Application Design Environment	6 of 33

Types of Applications You Can Create

Form Application Possibilities

Report Forms

Electronic forms can also be used for creating and submitting structured report information.

Status Reports

This form lets the user submit a weekly and monthly status report to a supervisor. The supervisor can then create a rule to forward the report to a Status folder where it can be stored and later referred to for performance reviews.

Mileage Reports

This form lets the user submit mileage reports to the person in the organization who is responsible for mileage reimbursement.


Miscellaneous Activity Forms
1	The Microsoft Exchange Application Design Environment	7 of 33

Types of Applications You Can Create

Form Application Possibilities

Miscellaneous Activity Forms

You can create a variety of electronic forms to automate and structure miscellaneous activities in your organization.

Telephone Note

Provides an easy and standardized way for the user to create and send a telephone message to others.

Charity Donation

Lets the user make charitable donations online.

Both the Charity Donation form and the Vacation Request/Sick Day form (called “Schedule Time Away” when used as a run-time from) are included in the sample applications that ship with Microsoft Exchange. These applications are described in more detail later in the chapter.


Folder Application Possibilities
1	The Microsoft Exchange Application Design Environment	8 of 33

Types of Applications You Can Create

Folder Application Possibilities

Folder applications are generally used for one of the following purposes:

To facilitate and enhance online discussion about a particular issue or topic.

To store, organize, and share reference information, such as documents or graphic images.

To record and track information that is constantly updated, such as customer service requests.

The following sections offer ideas about the types of applications you can create for each of these purposes.


Discussion Folders
1	The Microsoft Exchange Application Design Environment	9 of 33

Types of Applications You Can Create

Folder Application Possibilities

Discussion Folders

Discussion folders are often referred to as “online bulletin boards.” These folders serve as a central location for users to submit, share, and respond to ideas and information. Here are a few examples of the Discussion folders you can create.

Technical Users Group

Users can submit problems, and solutions to problems, as well as review and respond to submitted items.

Customer Support Bulletin Board

This application records customer questions, the preferred responses, and how the call was resolved. The information can be organized in a number of ways, such as by product or by customer.

Classified Ads

The user can compose and submit Ads to the Classified Ads folder. Other users can then browse the folder and make purchase offers on advertised items.

Brainstorming

Users can submit new product ideas, respond to and expand upon submitted ideas, and review the progression of conversation relating to a particular idea, as shown in the following illustration.


Reference Folders
1	The Microsoft Exchange Application Design Environment	10 of 33

Types of Applications You Can Create

Folder Application Possibilities

Reference Folders

Rather than distribute reference material such as employee handbooks, product specifications, or project schedules, you can create a reference folder where the user can store, manage, and review the information. A Microsoft Exchange folder is not limited to messages and can be used to store graphic images, OLE objects, voice mail, and documents. The following are examples of the kinds of reference applications you can create.

Employee Handbook

Users can use the Employee Handbook folder to read company policies and guidelines on sick leave, vacation time, and retirement plan information. The Employee Handbook folder can also serve as a central location for human resource forms such as Sick Leave forms, Performance Review forms, and Retirement Plan forms.

Document Library

The user can use this folder as a central repository to store, review, and update various documents such as marketing requirements, product specifications, prototypes, testing plans, and project schedules.

News Folder

With this folder, the user can access the weekly company newsletter, the monthly sales report, or a collection of news articles that are collected from a news service, as shown in the following illustration.


Tracking Folders
1	The Microsoft Exchange Application Design Environment	11 of 33

Types of Applications You Can Create

Folder Application Possibilities

Tracking Folders

Tracking applications lets the user record and review information that is constantly updated, such as project status reports. The following are examplesof the types of tracking applications you can create.

Customer Service Request Tracking

The user can use this application to record and manage workload for service and support departments. It calculates the length of time that each request is open. It also provides a history of requests to enable managers to spot trends, such as seasonal variations, or to recognize departments that require the most service. This application also stores historic information to save time when responding to recurring requests.

Meeting Tracking

The user can use this application to propose and send meeting agendas, track discussions leading up to the meeting, record meeting minutes,and track the status of action items resulting from the meeting.

Client Tracking

The user can use this application to submit and store company and contact profiles, and to record and view the history of your organization’s interactions with a particular client, as shown in the following illustration.


Microsoft Exchange Sample Applications
1	The Microsoft Exchange Application Design Environment	12 of 33

Microsoft Exchange Sample Applications

The sample applications that ship with Microsoft Exchange provide real-world solutions to common customer problems and serve as examples of the applications you can create. You can implement and use these applications, which include both form and folder applications, or you can modify them to suit the needs of your workgroup or organization.

All of these applications have been created using the Microsoft Exchange Application Design Environment. Some of the applications have had features added to them using Visual Basic for Microsoft Exchange Server version 4.0. The following table lists the sample applications and indicates which have been extended with Visual Basic.


Folder Applications
1	The Microsoft Exchange Application Design Environment	13 of 33

Microsoft Exchange Sample Applications

Folder Applications

The following tables list the compiled and ready-to-use folder and form sample applications that ship with Microsoft Exchange.

Folder Applications

Application		VB-extended
Anonymous Submissions Lets the user post anonymous items to a public folder by replacing the sender’s name in the From field with “Anonymous.” This application is designed to support forums where people may otherwise be unwilling to post messages.		Yes
Classified Ads Provides a form for submitting ads, a folder for organizing and reading ads, and a purchase offer form for buying advertised items. Consists of the Classified Ads folder and two forms: Classified Ad and Purchase Offer.		Yes
Contact Tracking Provides forms for creating and viewing company and customer contact profiles. Also provides forms for creating action items, correspondence reports, and miscellaneous activity reports. All items created with the Contact Tracking forms are stored in the folder where they can be grouped by Company Name or Contact Name for easy access. Consists of the Contact Tracking folder and five forms: Company Profile, Contact Profile, Action Item, Correspondence Report, and Miscellaneous Activity.		No
Discussion & Response Provides a form to submit discussion topics, and a response form to respond to a discussion in progress. Items can be grouped by discussion topic or by author. Items are grouped by conversation threads. Consists of the Discussion & Response folder and two forms: Lead Thought and Response.		No
Document Filer Lets the user conveniently file Microsoft Word, Excel, or PowerPoint® documents by dragging the document from the file manager to the Document Filer folder. Items can be grouped by author, keyword, or document type. Consists of the Document Filer folder and the Standard document form.		No
Getting Started Guide Provides a guide to getting started with Microsoft Exchange. Items in this folder are tutorial in nature with step-by-step instructions for the client user. Displays how folders can serve as a place to store and access tutorial information. Consists of the Getting Started Guide folder. Uses the Microsoft Exchange standard form.		No
HelpDesk Provides a form for submitting, reading, and updating HelpDesk Request items. Once submitted to the HelpDesk folder, items can be grouped by the HelpDesk technician to which they are assigned, or by their status. Items in the folder can be updated to show the progress on a request or the resolution of a request. Consists of the HelpDesk folder and the HelpDesk Request form.		No
HotTopics (Moderated News) Provides a form for submitting News items or reports to a News Moderator. Also provides a form for the News Moderator to approve or reject the submitted item. Approved items are posted to the HotTopics folder where they can be read by all users who have access to the HotTopics folder. Consists of two folders: HotTopics and HotTopics Moderator. Both folders contain two forms: News Moderator and News Topic.		No
Interpersonal Forms Provides a convenient place to store Send forms in a central location. Consist of the Interpersonal Forms folder and five forms: Answer, Bug Report, Charity Donation, Purchase Offer, and Vacation/Sick Day form.		No
Survey Use the Survey and Answer forms to design a survey. It contains all types of questions, including multiple choice, true or false, essay, gradient or scale, and ranking. You can also analyze survey results by generating a report in Microsoft Word, using OLE automation. Consists of the Survey folder and the Answer and Survey form.		Yes
Form Applications

Application		VB-extended
Charity Donation Lets the user automatically submit a contribution to a favorite charity.		No
Chess The Microsoft Exchange forms-based version of the traditional chess game. This application shows how Microsoft Visual Basic, OLE Messaging, and Microsoft Exchange can be combined to create virtually any workgroup or interpersonal application.		Yes
Schedule Time Away Lets the user submit a vacation request or sick day notice, or schedule time away. The form is also integrated with Schedule+ and lets the user schedule vacations online.		Yes


Microsoft Exchange Design Tools
1	The Microsoft Exchange Application Design Environment	14 of 33

Microsoft Exchange Design Tools

The Microsoft Exchange Application Design Environment tools have been built to enable programmers and nonprogrammers to create high-quality form and folder solutions quickly and easily. This section describes the purpose of each of these tools and explains how they are integrated into the design environment.`


Form Design Tools
1	The Microsoft Exchange Application Design Environment	15 of 33

Microsoft Exchange Design Tools

Form Design Tools

The Microsoft Exchange form design tools consist of the Forms Designer, the Form Template Wizard, and Form Templates.


Forms Designer
1	The Microsoft Exchange Application Design Environment	16 of 33

Microsoft Exchange Design Tools

Form Design Tools

Forms Designer

You can use the Forms Designer to quickly define the form layout and function, to create custom Help for a form, and to generate Visual Basic code for a form.


Form Template Wizard
1	The Microsoft Exchange Application Design Environment	17 of 33

Microsoft Exchange Design Tools

Form Design Tools

Form Template Wizard

The Form Template Wizard guides you through the process of selecting a form. The Wizard asks you a series of questions about how your form will be used. Based on your answers, it selects a form that best suits your needs. The form selected by the Form Template Wizard comes with the essential properties pre-set. You can then modify the form by adding fields and changing form, window, and field properties.


Form Templates
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Microsoft Exchange Design Tools

Form Design Tools

Form Templates

The Forms Designer includes a set of templates for the most common form scenarios. For example, some templates can be used to create forms that will be integrated into folder applications. Other templates can be used to create forms that will be used to send information from one user to another.

For more information about form design tools and designing forms, see Chapter 3, “Designing Forms.”


Folder Design Tools
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Microsoft Exchange Design Tools

Folder Design Tools

The Microsoft Exchange folder design tools consist of the Microsoft Exchange Client and the Folder Design Cue Cards.


Microsoft Exchange Client
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Microsoft Exchange Design Tools

Folder Design Tools

Microsoft Exchange Client

To create a folder application, you use the Microsoft Exchange Client. Using the client, you can create a folder, and then set its properties using the Properties dialog box.

You can use the Properties dialog box to define the users that have access to the folder, and to define how information is displayed and managed in the Microsoft Exchange Viewer when the folder is open.


Folder Design Cue Cards
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Microsoft Exchange Design Tools

Folder Design Tools

Folder Design Cue Cards

Folder Design Cue Cards guide you through the process of creating a public folder. You can launch the Cue Cards by choosing Application Design and then Folder Design Cue Cards from the Microsoft Exchange Client Tools menu. If you have questions about any step in the process, click the Info button on the toolbar for overviews or additional procedures.

For more information about folder design tools and designing folders, see Chapter 4, “Designing Microsoft Exchange Public Folders.”


Overview of Microsoft Exchange Forms
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Overview of Microsoft Exchange Forms

The Microsoft Exchange Client ships with standard forms and custom forms. Standard forms are built into the product. These forms, such as the New Message and the New Post forms, are used for day-to-day correspondence. Another set of forms are special purpose forms called “custom forms.” These include most of the sample application forms and the forms that you create using the Forms Designer.


Types of Custom Forms
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Overview of Microsoft Exchange Forms

Types of Custom Forms

Using the Forms Designer, you can create the following two types of custom forms.

Send Forms

Send forms are used to send information from one user to another user, to a group of users, or to a folder. Send forms are generally not located ina folder. Instead, they are stored in a forms library where they can be accessed independent of a folder.

Post Forms

Post forms are used to post information directly into the folder in which they are installed. Post forms are stored in a folder forms library and are part of a folder application.


Parts of a Form
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Overview of Microsoft Exchange Forms

Parts of a Form

The following illustration shows the basic components of a form. Forms can consist of one or two windows that are used to create new items and to read existing items. The term “item,” previously referred to as “message,” describes the collection of information created and displayed in a form. An item can contain a message, a spreadsheet, an OLE object, or a document. This information is collected and displayed within fields on the form.

The form in this illustration, the Contact Profile form, is part of the Contact Tracking folder sample application. The Contact Profile form has two windows. The Compose window is used to create and submit new items. The Read window is used to open and display existing items. The user enters information in the fields in the Compose window. This information is stored in the item and displayed in the fields in the Read window.

In addition to windows and fields, a form consists of field, window, and form properties that define the appearance and behavior of forms.

Field Properties

Attributes you set that define how the field stores and displays information.

Window Properties

Attributes you set that define the window caption, custom menu commands, background color, and window icons.

Form Properties

Attributes you set that define the form’s name, version information, and how the form responds to events initiated by the user.

For more information about designing forms, see Chapter 3, “Designing Forms” and Chapter 5, “Putting It All Together.”


Where Are Forms Stored and Why?
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Overview of Microsoft Exchange Forms

Where Are Forms Stored and Why?

Forms are copied or installed in store areas within Microsoft Exchange called form libraries. There are four types of libraries in Microsoft Exchange. Each library serves a specific purpose, as shown in the following table.

Library	Location
Organization Forms Contains Send forms that are used throughout the organization	Microsoft Exchange Server computer
Personal Forms Contains Post forms that are used often or offline	Mailbox or folder file
Folder Forms Contains Post forms for use within a specific folder	Within a folder
Local Forms Contains Hidden forms associated with a local application (such as Schedule+ forms)	Local file system
For more information about storing forms, see Chapter 10, “Managing Applications.”


Overview of Microsoft Exchange Folders
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<<Overview of Microsoft Exchange Folders

Folders in Microsoft Exchange can be located in a set of personal folders, in a mailbox, or in the set of public folders. The location determines whether the folder is private or public and it determines the design properties that you can set for the folder.

The following sections describe the types of folders you can create, the design properties you can set for folders, and the locations in Microsoft Exchange where folders can be stored.


Types of Folders
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Overview of Microsoft Exchange Folders

Types of Folders

Using the Microsoft Exchange Client, you can create the following types of folders.

Personal Folders

Located in the set of personal folders, a personal folder can be used to store, back up, and archive folders and items. A set of personal folders is displayed in the folder list with the default name “Personal Folders.” When designing a folder application, you can create the folder in a set of personal folders, add forms and design views, and then verify that they work correctly. You can then move the folder to a set of public folders where you set permissions for the folder to control how other users can access it.

Public Folders

Located in the set of public folders, a public folder is used to store, manage, and organize items that are intended to be shared. Public folders may have custom forms for posting information, views for finding and organizing information, rules for routing information, and permissions for determining who can view and use the folder.

Mailbox Folders

Located in the Mailbox, mailbox folders are personal folders that are password-protected. Mailbox folders exist on the Microsoft Exchange Server. A user can choose to keep some Send forms, such as a Telephone Note or a Status Report form, in their Inbox in the set of Mailbox folders to ensure that they are readily available.


Parts of a Folder
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Overview of Microsoft Exchange Folders

Parts of a Folder

Folder properties define the behavior and appearance of folders and determine the folder’s characteristics, as shown in the following illustration.


Forms
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Overview of Microsoft Exchange Folders

Parts of a Folder

Forms

In folders, forms provide a way of creating, viewing, and responding to items in the folder. Using custom forms in a folder ensures that the information is structured, consistent, organized, and easy to find. Each folder has a form library into which forms can be installed or copied. Installing or copying a form to a folder forms library has the following effect on the folder.

The column names associated with fields in a custom form are published in various Microsoft Exchange views dialog boxes, such as the Columns, Group By, Filter, and Sort dialog boxes. The names in these dialog boxes can then be used to specify the columns that are displayed, as well as the criteria of filters, searches, and rules. The following illustration shows the column names that are published in the Columns dialog box for the New Contact form.

Commands to create items using the form are added to the Compose menu of the Microsoft Exchange Client Viewer and appear on the Compose menu when the folder is open.


Views
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Overview of Microsoft Exchange Folders

Parts of a Folder

Views

With Views, you can organize the way items are displayed in a folder, making information easy to find. You can define multiple views for each folder. For each view, you can select which columns are displayed, group items based on a field column name, sort items, and define a filter to display only those items that match specific conditions.

When you copy or install a form to a folder forms library, its field column names are published in the views dialog boxes, such as the Columns dialog box. After adding the columns you want displayed, you can then group and sort items based on form fields.

The view in the preceding illustration is named Company by Account Manager. In each Account Manager group, the items are sorted by the Account Status, with High Priority accounts at the top of the group. In addition, a filter is defined for the view that specifies that items with an Account Status field value of Lead Unqualified are not displayed in the view. When you create or modify a view, you can specify a descriptive name for the view. This name is added to the Folder Views submenu available on the View menu when the folder is open.


Permissions
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Overview of Microsoft Exchange Folders

Parts of a Folder

Permissions

Permissions determine who can use a folder and the type of actions they can perform. For some folders, you may want to limit access to a few users. For others, you may want to grant access to all users and limit the users who can change items in the folder to only a few people.

You can determine who can access a public folder by adding the user, distribution list, and public folder names to an access list. You can then define the actions a particular user can perform by assigning permissions.

The following illustration shows defined permissions for the Contact Tracking folder. The Name default gives all users access to the Contact Tracking folder with Author permissions. Ann Devon and John Steel are folder owners and can perform all actions in the folder.


Rules
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Overview of Microsoft Exchange Folders

Parts of a Folder

Rules

Incoming items in a public folder can be automatically processed by rules. You can create rules to reply to, forward, delete, and return specific items. A rule is a set of conditions that is compared against items that arrive in a public folder, as well as the actions that occur if the conditions are met.

The rule in the preceding illustration is used in the Contact Tracking folder to automatically forward Action Items for which the organization is responsible to Peter Fraser.


Where Are Folders Stored and Why?
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Overview of Microsoft Exchange Folders

Where Are Folders Stored and Why?

Folders are stored in folder sets. A folder set is a container used to organize and manage folders in Microsoft Exchange. There are three types of folder sets, and each serves a unique purpose within Microsoft Exchange. These folder sets are contained within the personal forms and folder forms libraries discussed in the “Where Are Forms Stored and Why?” section earlier in this chapter.

Set of folders	Location
Mailbox	Microsoft Exchange Server computer
A good place to store Microsoft Exchange applications while you create or modify them. Once developed on your workstation, copy or move a Microsoft Exchange application to a public folder.
Personal	Mailbox or folder file
A good place to work on and save applications. A connection to the Microsoft Exchange Server is not required for access. Because it is stored as a file, it is a convenient container for distributing an application.
Public	Microsoft Exchange Server computer
Can be shared among all the users in a Microsoft Exchange organization. Most Microsoft Exchange applications are located here.


Quick Guide to Building Applications
Chapter 2	 1 of 25

Quick Guide to Building Applications

This chapter guides you step by step through the processes of creating form and folder applications. It offers two tutorials:

Creating a Send Form

In this tutorial, you get first-hand experience in the forms design process as you create a Telephone Note form. The Telephone Note form provides a fast, easy, and consistent way for a user in your organization to take a phone message for a person who is out of the office or unable to answer their phone. The user can then send the message to the absent person’s Inbox.

Modifying a Sample Application Folder

In this tutorial, you create a new folder application, the Discussion & Response folder, by modifying a sample application. You’ll take a generic “sports-oriented” discussion folder and change it into a product feedback folder. You’ll see how you can quickly tailor an application to meet the needs of your organization.


Creating a Send Form  a Tutorial
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Creating a Send Form — a Tutorial

In this tutorial, you:

Start the Forms Designer and use the Form Template Wizard to choose a template that serves as a basis for the form you want to create.

Add fields to the form and set field, window, and form properties.

Install the form in an organization forms library

As you go through the tutorial, don’t hesitate to explore the features of the Forms Designer. If you need more information about a particular feature or componentof the Forms Designer, use the Forms Designer online Help.

The Telephone Note form you create in this tutorial is shown in the following illustration.


Start the Forms Designer
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Creating a Send Form — a Tutorial

Start the Forms Designer

From the Microsoft Exchange Client Tools menu, choose Application Design, and then choose Forms Designer.

When you start the Forms Designer, a dialog box appears that offers three options for creating a form. In this tutorial, you’ll use the Form Template Wizard option. The Form Template Wizard guides you through the process of selecting a form template that is best suited for the form you want to create. The Wizard presentsa series of questions, and, based on your answers, selects a template for you.

1.	Choose Form Template Wizard, and then choose Next.

The first panel of the Form Template Wizard appears, as shown in the following illustration.

2.	Choose To another user [Send], and then choose Next.

The next panel asks how your form will be used. The Telephone Note form will be used to create and send a new message, rather than to reply to an existing message.

3.	Choose To Send information, and then choose Next.

You can create forms that consist of one or two windows. In this tutorial, you create a one-window form.

4.	Choose One window, and then choose Next.

The next panel lets you name the form and provide a description of its use. At run time, the form name and description appear in the New Form dialog box in the Microsoft Exchange Client. This dialog box is used to open the form to compose a Telephone Note item.

5.	Type the form name Telephone Note. Now type a brief description of the form: Use this form to send a telephone message to another user. Choose Next.

The following panel appears.

6.	Choose Finish.

The Form Template Wizard opens the following one-window Send form template that you can use as a starting point for the Telephone Note form.


Add Fields to the Form
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Creating a Send Form — a Tutorial

Add Fields to the Form

In this step, you customize the form template by adding fields to the form window. Before adding fields, choose Show Scroll Bars from the Forms Designer View menu.


Adding Entry Fields
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Creating a Send Form — a Tutorial

Add Fields to the Form

Adding Entry Fields

First, add Entry fields to the Form window. At run time, the user types the text in the Entry fields when composing a Telephone Note form. When you read the sent item, the text is displayed in these fields.

Use the following illustration as a guide for the placement of the Entry fields that you add.

To add an Entry field to the form

1.	Click the Entry field button in the Toolbox.

2.	Click the location on the form where you want to add an Entry field.

When you add an Entry field, the caption area for the field is highlighted.

3.	Change the caption for the field by typing the text you want for the caption. For this field, type Caller: and then press ENTER.

Tip

You can change the caption for a field at any time. For example, if the caption area is not highlighted, click the caption area. An insertion point appears and the area is highlighted. Type the text you want for the caption, and then press ENTER.

4.	To reposition the field area, click the field and position the pointer on the upper-left corner so that a hand appears. Drag the field to the desired location in the window.

5.	To resize the field area, position the pointer over one of the resizing handles in the field and drag the field outline to the desired size.

Repeat Steps 1-5 to add the Company, Time Called, Phone Number, Alt. Phone Number, and Comments fields to the window. Make sure to align the Entry fields along the right margin. This way you’ll be able to add frames and option buttons later.


Adding OptionButton Fields
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Creating a Send Form — a Tutorial

Add Fields to the Form

Adding OptionButton Fields

Next, you add a frame and two option buttons to the form window. Use OptionButton fields on a form to present the user with a set of choices from which to choose only one.

To add a Frame field and OptionButton fields

1.	Click the OptionButton Field button in the Toolbox.

2.	Click the location on the window where you want to add the Option Button field.

When you add an Option Button field, the frame is automatically added.

3.	You can now assign a new value to the field. Type Will Call Back and press ENTER.

If you want to change the caption area for the field at a later time, click it. An insertion point appears and the area is highlighted. Type the text you want for the caption, and then press ENTER.

4.	Now resize the frame by clicking inside the frame area. Sizing handles appear on the perimeter of the frame. Move the pointer over a sizing handle and stretch the frame to the desired size.

5.	To reposition the Will Call Back field, click the field and position the pointer on the upper-left corner so that a hand appears. Drag the field to the desired location in the frame.

6.	To resize the Will Call Back field, position the pointer over one of the resizing handles, and drag the field outline to the desired size.

7.	Add the Please Call option button by clicking the OptionButton Field button in the Toolbox, and then clicking the location in the frame where you want to put the button. Follow Steps 3, 4, and 5 to type a value, resize the frame, and reposition the field.

8.	Remove the frame caption by clicking it twice to highlight it, pressing DEL, and then pressing ENTER.

The frame should now look like the following illustration.


Adding a ComboBox Field
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Creating a Send Form — a Tutorial

Add Fields to the Form

Adding a ComboBox Field

Now, you add a ComboBox field to the window and change its caption. A ComboBox field is a combination of a text box, in which the user can type a value, and a list box that displays only one value at a time.

1.	Click the ComboBox Field button in the Toolbox.

2.	Click the location on the form where you want to add a ComboBox field.

When you add a ComboBox field, the caption area for the field is highlighted.

3.	You can change the caption for the field at this time by typing the text you want for the caption. For this field, type Reason for Call: and then press ENTER.

4.	To reposition the field area, click the field and position the pointer on the upper-left corner so that a hand appears. Drag the field to the desired location on the window.

5.	To resize the field, click the field and position the pointer over one of the resizing handles and drag the field outline to the desired size.


Set Field Properties
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Creating a Send Form — a Tutorial

Set Field Properties

In this step, you use the Field Properties dialog box to set the initial values for the Subject, Reason for Call, and Please Call fields. You can also set the Format properties for the time field so that it converts text entered in this field into a consistent time format.


Setting Initial Values for the Reason for Call Field
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Creating a Send Form — a Tutorial

Set Field Properties

Setting Initial Values for the Reason for Call Field

When you set initial values for a ComboBox or a ListBox field, you define the values that appear in the field, and the value that is selected in the field when the form is first activated at run time. In this part of the tutorial, you specify that the Reason for Call field has the initial values of Business and Personal and that when the form is activated, Business is the selected value.

To set the Initial Values for the Reason for Call field

1.	Double-click the Reason for Call field in the window.

2.	In the Field Properties dialog box, select the Initial Value tab.

3.	Click the first List Values cell, and type Business. Choose Set selection to initial value to specify that Business is the selected value in the ComboBox field when the form is first displayed.

4.	Click the second List Values cell, and type Personal.

The Initial Value dialog box should look like the following illustration.

5.	Choose Close.

The Initial Value properties are applied to the ComboBox field at run time and don’t appear in this field at design time.


Setting the Initial Value for the Subject Field
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Creating a Send Form — a Tutorial

Set Field Properties

Setting the Initial Value for the Subject Field

You set the initial value for the Subject field to Telephone Note to accomplish two things: to automatically fill in the Subject field for the user at run time, and to ensure that when a Telephone Note form arrives in the user’s Inbox, the words “Telephone Note” appear in the Subject column in the Microsoft Exchange Viewer.

To set the Initial Value for the Subject field

1.	Double-click the Subject field in the window.

2.	In the Subject box in the Initial Value tab, type Telephone Note, and then choose Close.

The Initial Value property is applied to the Subject field at run time and does not appear in this field at design time.


Setting the Initial Value for the Please Call Option Button
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Creating a Send Form — a Tutorial

Set Field Properties

Setting the Initial Value for the Please Call Option Button

When you add option buttons to a frame, it’s good design practice to set one of the button values to Selected. In this part of the tutorial, you set the Initial Value of the Please Call option button to Selected.

To set the Initial Value for the Please Call option button

1.	Double-click the Please Call option button, and then select the Initial Value tab.

2.	Choose Selected, and then choose Close.


Setting the Type Properties for the Time Called Field
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Creating a Send Form — a Tutorial

Set Field Properties

Setting the Type Properties for the Time Called Field

Users can enter time information into a field in many different and often confusing ways. However, you can ensure that the time is displayed in a consistent format by setting the Type and Format properties. In this part of the tutorial, you set the Type property for this field to Time. When you do this, the Format property is automatically set to default. This specifies that the time format in the field matches the time format specified in the Windows Control Panel.

To set the Type and Format properties for the Time Called field

1.	Double-click the Time Called field, and then select the Format tab.

2.	In the Type box, select Time. The Format box is automatically set toSystem Default.

3.	Choose Close.

Type and Format properties are applied to the Time Called field at run time and don’t appear in this field at design time.


Set Window Properties
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Creating a Send Form — a Tutorial

Set Window Properties

In this step, you set the window caption to Telephone Note. The window captionis the text that appears in the title bar of the window.

To set the window caption

1.	Click the Window Properties button on the Main window toolbar.

2.	In the Window Caption box, type Telephone Note, and then choose Close.


Set Form Properties
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Creating a Send Form — a Tutorial

Set Form Properties

In this step, you specify a version number for the form. This helps to identify the form when you’re making revisions to it. Also in this step, you change the default Item Type to a value that best describes the form. The Item Type is a code name for the form. It does not appear to the user. Rather, it is used internally to identify, locate, and activate the form.

To set the Version Number of the form

1.	On the Main window toolbar, click the Form Properties button, and then select the General tab.

2.	In the Version and Number boxes, type 1.

3.	In the Item Type box, type IPM.Microsoft.TelephoneNote.

The Item Type must begin with IPM, which represents Interpersonal Message. Microsoft is the vendor of the form, and Telephone Note is the name of the form.

4.	Choose Close.


Save and Install the Form
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Creating a Send Form — a Tutorial

Save and Install the Form

In this step of the tutorial, you use the Install feature of the Forms Designer to save the form in a form project (.EFP) file and to install the form in the organization forms library, a public storage area from which you and other users can test the form.

To install the form

1.	From the Forms Designer File menu, choose Install and then choose OK.

2.	In the Save As dialog box under File Name, type the name Phone.efp and then choose OK.

3.	The Forms Designer saves your form project file and creates a VB directory where the Visual Basic project files are saved.

Depending upon the speed and configuration of your computer, the installation process can take from less than one minute to over five minutes. There are several processes that occur during form installation. First, your form project is saved. Next, the Forms Designer generates the Microsoft Visual Basic code necessary to build your form. Last, the Forms Designer launches Microsoft Visual Basic and compiles the form.

Note

If you are not running the Microsoft Exchange Client, you are prompted to log on. This enables the Forms Designer to access the organization forms library.

4.	In the Set Library To dialog box, choose the Forms Library option. In the Forms Library box, choose organization forms library.

If you don’t have permissions for the organization forms library, contact your system administrator.

5.	Choose OK, and then choose OK again.


Test the Form
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Creating a Send Form — a Tutorial

Test the Form

Your form is now installed in the organization forms library.

To test the Telephone Note form

1.	Open the Microsoft Exchange Client and choose New Form on the Compose menu.

2.	In the New Form dialog box, select Telephone Note and choose OK.

3.	The Telephone Note form is displayed.

4.	Fill out the form and then send it to yourself or to another user.


Modifying a Sample Application Folder:  a Tutorial
2	Quick Guide to Building Applications	17 of 25

Modifying a Sample Application Folder: a Tutorial

Sample applications provide a great starting point for building new applications. For example, the Discussion and Response application can be easily customized to suit a wide range of discussion topics. In this tutorial, use the Discussion & Response application as a starting point from which to build a public folder where the user can submit, read, and respond to ideas about how to improve your company’s products.

The Discussion & Response application consists of the following components.

In this tutorial, you:

Create a new folder for the application.

Set form properties.

Open and modify the form project files.

Install the modified forms in the folder.

Test the forms, folder, and views.


Create a Folder
2	Quick Guide to Building Applications	18 of 25

Modifying a Sample Application Folder: a Tutorial

Create a Folder

In this step, you create a folder in your Microsoft Exchange Inbox. The Inbox is chosen as the location for this because the Inbox is a private location where youcan work on the folder and test it on your computer before making it available for public use, and also because you are not required to have permissions to create a folder in your Inbox.

To create a new folder in your Inbox

1.	In the Microsoft Exchange Client, select your Inbox from the folder list.

2.	From the File menu, choose New Folder.

3.	For the new folder name, type Product Feedback, and then choose OK.

You should now see a new subfolder in your Inbox labeled Product Feedback.


Modify the Form Project Files
2	Quick Guide to Building Applications	19 of 25

Modifying a Sample Application Folder: a Tutorial

Modify the Form Project Files

In this step of the tutorial, you use the Forms Designer to modify the Lead Thought form, and then the Response form.


Modifying the Lead Thought Form
2	Quick Guide to Building Applications	20 of 25

Modifying a Sample Application Folder: a Tutorial

Modify the Form Project Files

Modifying the Lead Thought Form

In this part of the tutorial, you open the Lead Thought form and then change the captions and the initial values of the Topic and Subtopic fields from sports-related values to initial values that refer to products and types of product comments. You’ll modify both the New: Lead Thought window and the Lead Thought window. You’ll also change the Item Type property of the form so that it has a unique identifier within Microsoft Exchange. You’ll then change the custom response event that activates the Response form so that it has the item type of the new Response form you’ll create later in this chapter.

To open the Lead Thought form project file

1.	From the Microsoft Exchange Client Tools menu, choose Application Design, and then choose Forms Designer.

2.	Choose Open an Existing Form Project, and then choose Next.

3.	In the Open dialog box, select LEADTHT.EFP. By default, this file is in C:\EXCHANGE\EFDFORMS\SAMPLES\DISCUSN.

4.	Choose OK.

Modifying the New: Lead Thought Window

First, you change the Topic and Subtopic fields in the New: Lead Thought window, as shown in the following illustration. The New: Lead Thought window is the Compose window of the form. It’s used to create and submit new items to the Product Feedback folder.

In this part of the tutorial, you’ll change the captions of the fields, move and size the fields, set their initial values, and change their field Help.

To change the caption in the Topic and Subtopic fields

1.	In the New: Lead Thought window, click Topic. An insertion point appears. Click it again, and then type the topic Product: in the caption area.

2.	Click Subtopic, and then click it again. Type the subtopic Type of Comment: in the caption area.

To change the size and position of the Product and Type of Comment fields

1.	In the New Lead Thought window, click the Type of Comment field.

A sizing handle appears on the right side of the field, as shown in the following illustration.

2.	Position the pointer over the sizing handle.

The pointer changes to a double arrow.

3.	Drag the handle to the left until the field is the size of the field in the following illustration.

4.	Position the pointer over the move handle as shown in the following illustration.

5.	Drag the move handle to the right until the Type of Comment caption is visible. Leave some space between the caption and the field.

6.	Click the Product field. Use Steps 2-5 to resize and move the Product field until both fields look like those in the following illustration.

To change the Initial Values for the Product field

1.	Double-click the Product field in the New: Lead Thought window.

2.	Select the Initial Value tab, and with the Delete button, delete the values in the List Values cells.

3.	Click the first cell, type Widgets, and then choose Set selection to initial value.

4.	Click the next cell, type Widgets-Professional Edition, and then choose Close.

To change the Initial Values for the Type of Comment field

1.	Double-click the Type of Comment field in the New: Lead Thought window.

2.	Select the Initial Value tab, and with the Delete button, delete the values in the List Values cells.

3.	Click the first cell, type General Comments, and then choose Set selection to initial value.

4.	Click the next cell, and type Positive Feedback.

5.	Click the next cell, and type Problems or Complaints.

6.	Click the next cell, type Suggestions for Improvements, and then choose Close.

To change Field Help for the Product and Type of Comment field

1.	Double-click the Product field in the New: Lead Thought window.

2.	In the General tab, choose Field Help.

3.	In the Status Bar box, delete topic and type product.

4.	Click OK.

5.	Click Close.

6.	In the New: Lead Thought window, double-click the Type of Comment field.

7.	In the Reference Name box, delete Subtopic, type Product, and then choose Close.

You can also specify Command, Window, and Form Help for the form.

For more information about creating Help for a form, see Chapter 3, “Designing Forms.”

Modifying the Lead Thought Window

In this part of the tutorial, you switch to the Lead Thought window, and then follow the same steps to modify the Lead Thought window as you followed to modify the New Lead Thought window. The Lead Thought window is the Read window of the form. This window is used to open and display items in the Product Feedback folder.

To view and modify the Lead Thought Window

1.	In the Window menu of the Forms Designer, choose ReadLeadThought.

The Lead Thought window appears.

2.	Use the instructions in the “Modifying the New: Lead Thought Window” section to modify the Lead Thought Window.

Setting Form Properties

Now you change the item type of the Lead Thought form to a value that best describes the new form you’ve created.

To change the Item Type and Version Number in the Lead Thought form

1.	On the View menu of the Forms Designer, choose Form Properties, and then select the General tab.

2.	In the Version box, type 1.00.

3.	In the Item Type box, type IPM.Microsoft.PRFB_LeadTht, and then choose Close.

You also change the item type that is specified for the Custom Response 1 event of the form. This item type determines the form that is activated when the user chooses Response from the Compose menu of the Microsoft Exchange Viewer.

To change the Item Type in the Custom Response 1 event in the Lead Thought form

1.	From the View menu, choose Form Properties, and then select the Events tab.

2.	In the For This Event box, select Custom Response 1 event.

3.	In the Item Type box, type IPM.Microsoft.PRFB_Response, as shown in the following illustration.

4.	Choose Close.

Setting Window Properties

In this part of the tutorial, you change the item type for the New Lead Thought command in both the New: Lead Thought and Lead Thought window. When the user chooses the New Lead Thought command on the Compose menu of the form, the specified item type is used to locate and activate another instance of the Lead Thought form.

1.	With the New: Lead Thought window open, click Window Properties on the View menu.

2.	In the Window Properties dialog box, select the Menus tab.

3.	In the menu choose Compose, and then choose Compose Options.

4.	In the Item Type box, type IPM.Microsoft.PRFB_LeadTht, and then choose OK.

5.	Choose Close.

6.	On the Window menu of the Main window, choose ReadLeadThought, and then repeat Steps 2 through 5.

Saving the Form Project

In this part of the tutorial, you save the form project.

To save the form file

1.	In the Main window File menu, choose Save As.

At this point you can select a different directory than the LEADTHT directory in which to save the file. However, it is not necessary.

2.	In the File Name box, type PRFBLEAD, and then choose OK.


Modifying the Response Form
2	Quick Guide to Building Applications	21 of 25

Modifying a Sample Application Folder: a Tutorial

Modify the Form Project Files

Modifying the Response Form

In this part of the tutorial, you open the Response form and modify it as you modified the Lead Thought form. You modify both the New: Response window and the Response window.

To open the Response form project file

1.	In the File menu of the Main window, choose Open.

2.	In the Open dialog box, select the copy of the file RESPONSE.EFP. This file should be in the following location:

3.	C:\EXCHANGE\EFDFORMS\SAMPLES\DISCUSN

4.	Choose OK.

Modifying the New: Response Window

Now you modify the Topic and Subtopic fields in the New: Response window. The New: Response window is the Compose window of the form that is used to create and submit responses to existing items to the Product Feedback folder.

To change the captions of the Topic and Subtopic fields

1.	In the New: Response window, click Topic. An insertion point appears. Click it again, and then type the topic Product: in the caption area.

2.	Click Subtopic, and then click it again. Type the subtopic Type of Comment: in the caption area.

Modifying the Response Window

In this part of the tutorial, you modify the Topic and Subtopic fields in the Response window. The Response window is the Read window of the form that is used to open and view the response item.

To view and modify the Response window

1.	In the Window menu of the Forms Designer, choose ReadResponse.

The Response window appears.

2.	Follow the instructions in the “Modifying the New: Response Window” section to modify the Response window.

Setting Form Properties

Now you change the item type for the Response form to match the item type you specified for the Custom Response 1 event in the Lead Thought form. You also change the item type that is used for the Custom Response 1 event in the Response form.

To change the Item Type and Version Number of the Response form

1.	From the View menu, choose Form Properties, and then select the General tab.

2.	In the Version box, type 1.00.

3.	In the Item Type box, type IPM.Microsoft.PRFB_Response, and then choose Close.

To change the Item Type in the Custom Response 1 event of the Response form

1.	From the View menu, choose Form Properties, and then select the Events tab.

2.	In the Event box, select the Custom Response 1 event.

3.	In the Response Form’s Item Type box, type IPM.Microsoft.PRFB_Response, and then choose Close.

Setting Window Properties

In this part of the tutorial, you change the item type for the Response to Current Item command in the Response window. When the user chooses this command in the Compose menu of the form, the item type is used to locate and activate the Response form.

1.	From the View menu, choose Window Properties, and then select the Menus tab.

2.	In the menu, choose Compose.

3.	Choose Compose Options.

4.	In the Item Type box, type IPM.Microsoft.PRFB_Response, then choose OK.

5.	Choose Close.

Saving the Response Form

In this part of the tutorial, you save the form project.

To save the Response form

1.	In the Main window File menu, choose Save As.

At this point you can select a different directory other than the RESPONSE directory in which to save the file. However, it is not necessary.

2.	In the File box in the Save As dialog box, type PRFDRESP, and thenchoose OK.


Install the Forms
2	Quick Guide to Building Applications	22 of 25

Modifying a Sample Application Folder: a Tutorial

Install the Forms

Now that you have modified and saved the forms, install them in the Product Feedback folder. This step assumes you have the Response form open in the Forms Designer.

To install the Response form

1.	From the Forms Designer File menu, choose Install.

Depending upon the speed and configuration of your computer, the installation process can take from less than one minute to over five minutes.

If you are not running the Microsoft Exchange Client, you are prompted to sign in. This enables the Forms Designer to install the form into the Discussion & Response folder forms library.

2.	In the Set Library To dialog box, choose the Folder Forms Library option, select the Product Feedback folder you created in your Inbox, and then choose OK.

3.	The Form Properties dialog box appears. Choose OK.

4.	Now open the modified Lead Thought form (PRFBLEAD.EFP) in the directory where you saved it and install it by following Steps 1-3 in this instruction set.


Design a View
2	Quick Guide to Building Applications	23 of 25

Modifying a Sample Application Folder: a Tutorial

Design a View

In this step, you use the column names from the Lead Thought and Response forms to design a view that groups item by product, and then by type of comment in the Product Feedback folder. When a form is installed in a folder forms library, its field column names are published in the Columns, Group By, Sort, and Filter dialog boxes. Use these column names to create columns in the Microsoft Exchange Viewer, and to group and sort items.

To define columns for the view

1.	In the View menu of the Microsoft Exchange Client, choose Define Views.

2.	Choose New, and in the New View dialog box, choose Columns.

3.	In the Show the following box, remove all names excepts From and Received. To remove a name, select it in the Show the following box, and then choose Remove.

4.	Add the Item Type, Comments, and Subject names from the Available columns box. To do this, select the name, and then choose Add.

5.	Use the Move Up and Move Down buttons to arrange the order of the columns in the Show the following box, so that the order matches the following illustration.

6.	Select Product in the Show the following box, and then type 20 in the Column Width box. Set all columns, except the Issue column, to 20 pixels. Set the Issue column to 40 pixels.

7.	Choose OK.

To group items in a view

1.	In the New View dialog box, choose Group By.

2.	Select Products in the Group items by box, and Type of Comments in the Then by box, as shown in the following illustration.

3.	Choose OK.

To name the view

1.	In the View name box in the New View dialog box, type By Product, then choose OK.

2.	Choose Apply, and then Close.

You can now test the forms, the folder, and views.


Test the Forms and Folder
2	Quick Guide to Building Applications	24 of 25

Modifying a Sample Application Folder: a Tutorial

Test the Forms and Folder

In this step of the tutorial, you test the forms, the folder, and its By Product view. You also compose and post Lead Thought and Response forms and then open and read these items in the folder.

Important

To test the installed forms, select the Product Feedback folder.

To test the Lead Thought form

1.	In the Compose menu of the Microsoft Exchange Viewer, choose New Lead Thought.

2.	In the New Lead Thought form, type text in the Lead Issue field, and in the message body below it.

3.	Click the Post button in the New Lead Thought window.

4.	Repeat Steps 1-3 and post three items about Widgets with the following values selected in the Type of Comment field: Problems or Complaints, Suggestions for Improvements, and Positive Feedback.

To test the Response form

1.	In the item list of the Microsoft Exchange Viewer, choose a Lead Thought item, and then choose Response from the Compose menu.

2.	In the New Response window, type text in the Response box and in the message body.

3.	Click Post in the New Response window.

4.	In the Viewer, select the Response item you just posted, and then choose Response to Current Item from the Compose menu.

5.	In the New Response window, type text in the Response box and in the message body, and then click the Post button.

The Viewer should now look something like the Viewer in the following illustration.


What’s Next
2	Quick Guide to Building Applications	25 of 25

What’s Next

The tutorials in this chapter were designed to show the basic tasks you perform to create a Send form and to modify a folder application. The following chapters, "Designing Forms" and "Designing Microsoft Exchange Public Folders," provide more in-depth information. Before designing and making an application available for public use, it is recommended that you read these chapters.


Designing Forms
Chapter 3	 1 of 73

Designing Forms

With custom-designed forms, you can make workgroups more productive. In fact, almost any paper process in place in your organization can be automated and streamlined with electronic forms. The Microsoft Exchange Forms Designer is a visual non-programming design tool that lets you define the layout and operationof the form. With the Forms Designer, you can create two types of forms.

Send forms	Post forms
Used to send information from one user to another or to a distribution list or folder. For example, you can design a Telephone Note form used to send “while you were out” information. Send forms can be stored in an organization or folder forms library.	Used to create, post, and display information in a public folder. For example, you can design a HelpDesk form used to post and display HelpDesk Request information in the HelpDesk folder. Post forms are associated with a particular folder and are stored in that folder’s library.


Form Design Tasks
3	Designing Forms	2 of 73

Form Design Tasks

The Design Task list provides a guideline for creating a form using the Forms Designer. Each of these design tasks is detailed in later sections of this chapter.

Step	Design task	Do this
1	Open or create a form	Create a new form or open an existing form.  See the “Getting Started” section.
2	Add or adjust fields	Select the window with which you want to work, and then add or adjust fields.  See the “Adding or Adjusting Fields” section.
3	Set field properties	On the Forms Designer Main window toolbar, click the Field Properties button. See the “Setting Field Properties” section.
4	Set window properties	On the Forms Designer Main window toolbar, click the Window Properties button. See the “Setting Window Properties” section.
5	Set form properties	On the Forms Designer Main window toolbar, click the Form Properties button. See the “Setting Window Properties” section.
6	Create Help for the form	In the properties dialog boxes, choose Form, Window, Field, or Command Help. From the Help menu, choose Designer Notes. See the “Creating Help for a Form” section.
7	Install the form in a forms or folder forms library	On the Forms Designer Main window, choose Install from the File menu.  See the “Saving and Installing a Form” section.


Form Design Environment
3	Designing Forms	3 of 73

Form Design Environment

The form design environment consists of the following elements:

Element		Description
A	Forms Designer Main Window	Contains the menu commands, toolbar buttons, and format bar that you use to design forms.
B	Forms Designer Toolbox	Provides a set of tools that you use to add fields to a Form window.
C	Form Window	The window that you customize as part of your form. A form can consist of one or two windows. You add fields or modify fields in the Form window to create the layout that you want.
D	Main Window Title Bar	Displays the name of the form project being designed (.EFP).
E	Form Window Menu Bar	Contains the menu names and commands that you use to design forms.
F	Main Window Toolbar	Contains the toolbar buttons that you use to design forms, and to open, save, and install forms.
G	Form Window Title Bar	Displays the Form window’s caption as named by the designer. By default, the caption is “Window” plus an integer.
H	Form Window Menu Bar	Contains the standard Microsoft Exchange menus. The commands, are not visible on the form at design time. Modify the command captions that will appear on the Form window menu bar at run time.
I	Form Window Toolbar	Contains the standard Microsoft Exchange command buttons that are functional only at run time. These command buttons cannot be changed at design time.
J	Form Window Formatting Toolbar	Displays available fonts and sizes, and command buttons that let the user format text in a form at run time. These command buttons cannot be changed at design time.
K	Form Window Canvas	The area of the Form window to which you add fields.


Form Design Concepts
3	Designing Forms	4 of 73

Form Design Concepts

Before you get started designing forms, it helps to know a few basic concepts about how forms and form templates work, and how different fields in the forms store and load information.


How Forms Work
3	Designing Forms	5 of 73

Form Design Concepts

How Forms Work

One important concept to understand about forms is that the form is separate from the item (“previously called the message”) and does not travel with the item from the sender to the recipient or folder. Rather, each item has a reference called an item type that identifies the form with which it should be displayed.

Forms are stored in a forms library A specific form is activated in the forms library when its item type is passed to the Microsoft Exchange Forms Manager. The form is then loaded and the information in the item is displayed in its fields. For example:

1.	Simon chooses New Form from the Microsoft Exchange Compose menu. He then selects the Telephone Note form in the New Form dialog box. The Telephone Note form is loaded from the organization forms library and is displayed. Simon fills in the information and clicks the Send button to send the item to Ann Devon.

2.	Ann Devon receives the item from Simon in her Inbox. She double-clicks it to open it. The Telephone Note form is loaded from the organization forms library. The information is loaded into the fields in the Telephone Note form, and the form is displayed.

For more information about how a form is activated, and the events to which it responds, see Chapter 5, “Putting It All Together.”


How Shared Fields Work
3	Designing Forms	6 of 73

Form Design Concepts

How Shared Fields Work

If you’re new to designing forms, it helps to understand how information in fieldsis stored in the Microsoft Exchange database and how it gets loaded from the database to the fields. One of the central concepts behind the storing and loading of information is shared fields. A shared field is a field with the same reference name that is located in more than one Form window.

1.	The Name field in the Compose window has the reference name ENT1_NAME. This is the name that is used to store the information in the item in the Microsoft Exchange database when the user sends or posts an item.

2.	In the Read window, the Name field also has the reference name ENT1_NAME. In the Read window, the ENT1_NAME references the field in the database from which the information should be loaded into the field.

For more information about how to create a shared field, see Chapter 5, “Putting It All Together.”


About Form Templates
3	Designing Forms	7 of 73

Form Design Concepts

About Form Templates

To make designing forms easier, the Forms Designer comes with a series of pre-designed form templates. Templates are blank-window forms that have their fundamental properties pre-set to define how the form works. Each of the available templates serves a specific purpose. To decide which template best suits your needs, you need to answer three basic questions about the use of your form.

Will the form be used to send or to post an item?

Will the form be used to create a new item or to respond to an existing item?

Will the form require one window or two?

The following sections will help you to answer these questions and to select the form template that best suits your needs.


Will the Form be Used to Send or to Post an Item?
3	Designing Forms	8 of 73

Form Design Concepts

Will the Form be Used to Send or to Post an Item?

A form can be used to send information to another user or it can be used to post information in a public folder. The following two illustrations show the differences between how these two types of forms work at run time.


Using a Form to Send an Item
3	Designing Forms	9 of 73

Form Design Concepts

Will the Form be Used to Send or to Post an Item?

Using a Form to Send an Item

A Send form is used when the user wants to communicate with a specific individual or group. For example: an employee uses the Vacation Request form to send a vacation request item to the supervisor for approval; the receptionist in an organization uses the Telephone Note form to send a “while you were out” message to another person in the company.

1.	To open a form to send an item, the user chooses the New Form command from the Compose menu of the Microsoft Exchange Viewer.

2.	In the New Form dialog box, the user chooses the form.

3.	The Telephone Note form appears. The user enters the information in the form, and then chooses the Send button.

4.	The information is routed through the Microsoft Exchange mail system and delivered to the designated recipient.

Forms templates that send information to another user begin with the letters snd. For example, SNDN1.EFP.


Using a Form to Post an Item
3	Designing Forms	10 of 73

Form Design Concepts

Will the Form be Used to Send or to Post an Item?

Using a Form to Post an Item

The Post form is used to place information in a public folder. This information is intended to be shared by all users who have access to the folder. For example, a person can use a Post form to create and post a New Lead Thought item in a Discussion folder. Because the information is posted in a public folder, it can be read, and responded to, by a wide variety of users.

The user opens the public folder-in this example, the Discussion folder in the Microsoft Exchange Viewer.

1.	From the Compose menu, the user chooses New Lead Thought.

2.	The New Lead Thought form is displayed. The user types the information, and then clicks the Post button.

3.	The item is posted in the Discussion folder.

Forms templates used for posting information in a folder begin with the letters PST. For example, PSTN1N1.EFP.


Will the Form Be Used to Create or Respond to an Item?
3	Designing Forms	11 of 73

Form Design Concepts

Will the Form Be Used to Create or Respond to an Item?

Within Microsoft Exchange, different types of forms are used for the “Compose New” process and the “Response” process. The following sections describe the differences between these two types of forms. These sections also discuss when to use a Compose form and when to use a Response form.


Using a Form to Compose a New Item
3	Designing Forms	12 of 73

Form Design Concepts

Will the Form Be Used to Create or Respond to an Item?

Using a Form to Compose a New Item

Templates with Compose characteristics are used to create and then send or post an item. The sent or posted items may or may not require a response. For example, the Telephone Note form is a Send form that is used to create a new item. However, the sent item does not require a response.

The Lead Thought form in the Discussion application, as shown in the preceding illustration, is also an example of a Post form that has Compose characteristics. This form is used to compose a new item that is posted in a folder and can be responded to by other users.

Forms templates that are used to compose a new item have the letter “n” following the letters “pst” or “snd.” For example, the form template sndn1.efd indicates the form is used to compose and send a new item to another user; the form template pstn1.efd indicates the form is used to compose and post a new item in a folder.


Using a Form to Respond to an Item
3	Designing Forms	13 of 73

Form Design Concepts

Will the Form Be Used to Create or Respond to an Item?

Using a Form to Respond to an Item

Forms with Response characteristics are forms that are used to respond to or reply to existing items in a folder or Inbox. The Response form in the Discussion application is an example of a Post form with Response characteristics. It is used to respond to existing items in the Discussion folder.

1.	From the Compose menu, the user double-clicks a Lead Thought item. The user opens the public folder-in this example, the Discussion folder in the Microsoft Exchange Viewer.

2.	The item appears in the Lead Thought form.

3.	The user selects Response from the Compose menu of the Lead Thought form. (Response is a custom command that is added to the Lead Thought form to activate the Response form.)

4.	The Response form appears. The user types the information, and then clicks the Post button.

5.	The item is posted in the Discussion folder.

Forms templates that are used to respond to or reply to an existing item have the letter “r” following the letters “pst” or “snd.” For example, the form template sndr1.efd indicates the form is used to send a response to an existing item; the form template pstr1.efd indicates the form is used to post a response to an existing item.


Will the Form Require One Window or Two?
3	Designing Forms	14 of 73

Form Design Concepts

Will the Form Require One Window or Two?

Forms can consists of one or two windows. With a one-window form, the same window is used to compose and send or post an item, and to open and read it. With a two-window form, one window is used to compose and send or post an item and the other window is used to open and read it.


Using a One-Window Form
3	Designing Forms	15 of 73

Form Design Concepts

Will the Form Require One Window or Two?

Using a One-Window Form

A one-window form is useful when you want the same window to be used to create and send, and to open and display information in the form. For example, the Telephone Note is a one-window form.

One window form templates contain the number “1” in their file name. For example, sndn1.efp is a one-window Send template with Compose characteristics, and pstr1.efp is a one-window Post template with Response characteristics.


Using a Two-Window Form
3	Designing Forms	16 of 73

Form Design Concepts

Will the Form Require One Window or Two?

Using a Two-Window Form

A two-window form is useful when you want the window that creates an item to have different characteristics than the window that sends or posts an item. For example, in the Charity Donation form, the fields in the Compose window let the user enter information, while the fields in the Read window are locked and cannot be changed.

Two window form templates contain the number “2” in their file name. For example, sndn2.efp is a two-window Send template with Compose characteristics, and pstr2.efp is a two-window Post template with Response characteristics.


Getting Started
3	Designing Forms	17 of 73

Getting Started

You can use one of the following methods to start the Forms Designer:

To start the Forms Designer from within the client

From the Tools menu of the Microsoft Exchange Client, choose Application Design, and then Forms Designer.

To start the Forms Designer from the program group

From the Microsoft Exchange program group, double-click the Forms Designer icon, or in Windows 95, point to Programs and then Microsoft Exchange, and then click Microsoft Exchange Forms Designer.


Creating a New Form
3	Designing Forms	18 of 73

Getting Started

Creating a New Form

When you first start the Forms Designer or when you choose New from the File menu of the Forms Designer Main window, a dialog box appears that offers two choices for creating a new form You can create a new form using the Form Template Wizard, or you can create a new form based on a form template.


Using the Form Template Wizard
3	Designing Forms	19 of 73

Getting Started

Creating a New Form

Using the Form Template Wizard

The Form Template Wizard prompts you by asking questions about the kind of form you want (the same questions addressed in the previous section, “Form Design Concepts”), and then selects a pre-designed form template for you based on your answers. The properties of the form template are pre-set to define its fundamental operation and characteristics. Each window in the form contains a blank canvas to which you add fields to define the layout of the form.

To create a new form using the Form Template Wizard

From the File menu in the Forms Designer Main window, choose New, and then select Form Template Wizard. Choose Next.

The Wizard prompts by asking questions to guide you through the process of selecting a template to use as a starting point to design your form. For additional information, choose Help.


Designing a New Form Using a Form Template
3	Designing Forms	20 of 73

Getting Started

Creating a New Form

Designing a New Form Using a Form Template

A form template saves you time because it provides a predesigned foundation that you can easily build upon to create the form you want. The Forms Designer comes with a variety of form templates and each of these templates has a unique set of properties that defines the form. For example, the template’s properties determineif the form is used to send information from one person to another, or if it is used to post information in a public folder. In addition, the template’s properties determine the commands that appear in the menus, as well as the number of windows in the form.

Template name	Description

pstn1wnd.efp	Post form. Used to create a new item. Consists of one window used to compose and read items.

pstn2wnd.efp	Post form. Used to create a new item. Consists of two windows: a Compose window and a Read window.

pstr1wnd.efp	Post form. Used to reply to an existing item. Consists of one window used to compose and read items.

pstr2wnd.efp	Post form. Used to reply to an existing item. Consists of two windows: a Compose window and a Read window.

sndn1wnd.efp	Send form. Used to create a new item. Consists of one window used to compose and read items.

sndn2wnd.efp	Send form. Used to create a new item. Consists of two windows: a Compose window and a Read window.

sndr1wnd.efp	Send form. Used to reply to an existing item. Consists of one window used to compose and read items.

sndr2wnd.efp	Send form. Used to reply to an existing item. Consists of two windows: a Compose window and a Read window.

To create a new form using a template

1.	Do one of the following:

From the Microsoft Exchange program group, double-click the Forms Designer icon, select A Form Template, and then choose Next.

If the Forms Designer is already open, from the File menu in the Forms Designer Main window, choose New, select A Form Template, and then choose Next.

2.	From the Select Form Template dialog box, select a template, and then choose OK.


Opening an Existing Form
3	Designing Forms	21 of 73

Getting Started

Opening an Existing Form

Rather than starting from scratch or using a template, you might want to use an existing form as a base for creating a new application. The Forms Designer comes with a series of sample applications that can serve as a starting point for creating forms that meet your needs.

To open an existing form

1.	From the File menu in the Forms Designer Main window, choose Open.

2.	From the Open dialog box, select a form project (.EFP) file, and then choose OK.

The Forms Designer opens an uncompiled project file.

Note

By default, sample applications are installed in the EXCHANGE\EFDFORMS\SAMPLES directory.


Creating a New Window
3	Designing Forms	22 of 73

Getting Started

Creating a New Window

Form templates usually supply the windows that you need for your form. However, there may be times when you want to create a new window.

Tip

It’s sometimes easier to design a two-window form by first adding fields to the Compose window and setting the field and window properties. and then copying the fields from the Compose to the Read window. You can then make the necessary modifications to the new Read window, such as changing its window caption.

To create a new window

1.	On the Forms Designer Main window toolbar, click the New Window button.

2.	Do one of the following:

To	Do this
Create a blank window	Select Blank Window. In the Window Name box, type the name of the window. The name can be up to 26 characters and can contain spaces.
Create a copy of a window	Select Copy Of, and then select the window from the Copy Of list box.
For more information about creating a Read Window based on a Compose window, see Chapter 5, “Putting It All Together.”


Selecting a Window to View or Modify
3	Designing Forms	23 of 73

Getting Started

Selecting a Window to View or Modify

Although a form can consist of more than one window,only one window can be open at a time.

To select another window

From the Window menu in the Main window, choose the window you want to view or modify.


Using Design Time Options
3	Designing Forms	24 of 73

Using Design Time Options

The Forms Designer provides several design time options that let you control how the forms design environment looks and operates.

To		Do this		Comments
Create a scrollable window canvas		Choose Show Scroll Bars from the View menu of the Main window.		When checked, vertical and horizontal scroll bars appear on the window canvas at design time.
Hide or show the window header		Choose Show Window Header from the View menu of the Main window.		Hides or shows the menu bar, toolbar, formatting toolbar, and header fields of the Form windows. Design time feature only.
Hide or show ToolTips		Choose ToolTips from the View menu of the Main window.		Enables or disables toolbar button ToolTips in the Forms Designer Main window and Toolbox. Design time feature only.
Automatically arrange and display the Forms Designer Main window, the Toolbox, and the Form window on the screen		Choose Arrange All from the Window menu of the Main window.		Arranges and displays (on Top) the Forms Designer Main window, Toolbox, and Form window on the screen. Design time feature only.
Specify that the Main window always remains on top of the Form window		Choose Stay on Top from the System menu of the Forms Designer Main window.
Specify that the Toolbox always remains on top of the Form window		Choose Stay on Top from the System menu of the Toolbox window.
Specify that the properties (Field, Window, and Form) dialog boxes always remain on top of the Form window		Choose Stay on Top from the System menu of the Properties dialog boxes.
For more information about hiding the form window header at run time, see Chapter 6, “Setting Field Properties.”


Adding and Adjusting Fields
3	Designing Forms	25 of 73

Adding and Adjusting Fields

When creating forms, you add or customize a field in a Form window and then set the field properties: field reference name, column name, type and format, and initial values. There are several types of fields that you can add to a Form window, and each field type has a unique set of properties that determines characteristics such as appearance and behavior.


The Toolbox, Header Fields, and Body Fields
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Adding and Adjusting Fields

The Toolbox, Header Fields, and Body Fields

The Forms Designer Toolbox contains tools for adding two types of fields to the Form window: header fields and body fields.

Header area

The header area is the upper part of the Form window to which you add header fields. Header fields are used for typing and displaying address and subject information. Each header field can appear only once in a window, and only in the order that they are listed in the toolbox. Header fields can only be added to the header area of the Form window.

Body area

The body area is the lower portion of the Form window to which you add body fields. Body fields, such as Entry and Label fields, are used to enter and display information, while CheckBox, OptionButton, and ListBox fields are used to present choices to the user. Body fields are added to the body area of the Form window.

Forms Designer Toolbox Fields

Icon	Field	Description
	From field	Used to display the name of the sender of the item.
	Date field	Used to display the date that the item was sent.
	To field	Used to type or select recipient names for the item.
	Cc field	Used to type or select names for people who receive a copy of the item but are not direct recipients. The Cc field is also visible to the person who receives the item.
	Bcc field	Used to type or select names for people who will receive a copy of the item but are not direct recipients. Names in the Bcc field are not visible to the person who receives the item.
	Subject field	Used to type and display a subject for an item.
	Pointer	Provides a way to move and resize fields. This is not a field.
	Label field	Displays text a user cannot interact with or modify.
	Entry field	Provides an area to type or display text.
	CheckBox field	Displays an On/Off or Yes/No option. Any number of check boxes in a window can be checked at one time.
	RichEntry field	Provides an area to type or display text. It also provides advanced formatting features such as point sizes, fonts and font styles, and colors.
	OptionButton field	As part of an option group with other option buttons, displays multiple choices, from which a user can select only one.
	ComboBox field	Combines the features of an Entry field and a ListBox field. Text can be entered in the Entry field portion or the item can be selected from the list box portion of the field.
	ListBox field	Displays a list of items from which the user can choose.
	Frame field	Provides a visual and functional container for grouping fields.
	Tab field	Provides a visual and functional container for grouping fields in a single panel, or in frame fields.
	PictureBox field	Displays bitmaps, icons, or Windows metafiles. Can be used as a container for other fields.
To add a header field

In the Toolbox, click the field that you want to add to the Form window.

The header field is added to the header area. The order and location of the fields are set by Microsoft Exchange and cannot be changed.

To remove a header field

In the Toolbox, click the field that you want to remove.

To add a body field

1.	In the Toolbox, select the field that you want to add to the Form window.

2.	When the pointer changes to an icon, click the location in the Form window where you want to position the field.

To add multiple body fields of the same type

1.	In the Toolbox, hold down the CTRL key and select the field.

2.	Click the location in the Form window where you want to position the field. Repeat this step to add multiple fields of the same type.

To exit the multiple-field mode, select the pointer or another type of field in the Toolbox.


Inserting Existing Fields
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Adding and Adjusting Fields

Inserting Existing Fields

For efficiency and accuracy when designing a Form window, you can copy existing fields from another Form window and from other form projects. For example, for a two-window form with a Compose and a Read window, you can add a field to the Compose window, and then insert a copy of that field in the Read window.

To insert a field from the current project

1.	In the window where you want to insert fields, click the Insert Field button on the Main window toolbar.

2.	In the Fields box, select the field, and then choose Insert.

3.	When you finish inserting fields, choose Close.

To insert a field from another project

1.	Click the Insert Field button on the Main window toolbar.

2.	Choose Browse.

3.	In the Select Project dialog box, select the form project (.EFP) file, and then choose OK.

4.	In the Fields box, select the field, and then choose Insert.

5.	When you finish inserting fields, choose Close.

For more information about using the same field in multiple windows and forms, see Chapter 5, “Putting It All Together.”


Selecting and Altering Fields
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Adding and Adjusting Fields

Selecting and Altering Fields

After you’ve added a field to the Form window, you can select it. You can also select multiple fields. When a field is selected, you can move or resize it.

To select a field

With the pointer, click anywhere in the field.

To select multiple fields

Hold down SHIFTor CTRL and click the pointer in the fields you want to select.

To move a field

Position the pointer in the field and drag the field to its new location.

To move a field separately from its attached caption

Position the pointer on the move handle in the upper left corner of the field or caption you want to move, and drag it to a new location.

You can also position a caption separately from its field by using the Position box in the General tab of the Field Properties dialog box.

To resize a field

1.	With the pointer, select the field to display its sizing handles.

2.	Position the pointer on a sizing handle and drag it until the field is the size you want.

The corner handles resize fields horizontally and vertically, while the side handles resize in only one direction.


Aligning Fields
3	Designing Forms	29 of 73

Adding and Adjusting Fields

Aligning Fields

You can use the Left Align button on the Main window toolbar to align the left edge of the selected fields in the Form window. When aligning fields, the Forms Designer aligns fields with the left edge of the left-most field in the Form window.

To left align fields

1.	With the pointer, select the fields on the Form window that you want to align.

2.	On the Main window toolbar, click the Align Left button to align the left edge of each of the selected fields.

Caution

If you have two or more columns of fields in a Form window, make sure you left-align fields only one column at a time. If you select fields in two or more columns and then click the Left Align button, the right-most columns will be moved to be left-aligned with the left-most column.


Spacing Fields
3	Designing Forms	30 of 73

Adding and Adjusting Fields

Spacing Fields

You can use the Vertical Spacing button on the Main window toolbar to provide an equal amount of spacing between selected fields in a Form window. When spacing these fields, the Forms Designer provides an equal amount of space between the selected fields of the top-most selected field and the bottom-most selected field. You must select at least three fields to enable the Vertical Spacing button.

To vertically space fields

1.	With the pointer, select the fields that you want to align.

2.	On the Main window toolbar, click the Vertical Spacing button.

Caution

If you have two or more columns of fields in a window, make sure that you vertically space fields one column at a time. If you select fields in two or more columns and then click the Vertical Spacing button, the Forms Designer will vertically space the fields in all columns based on the top-most field and the bottom-most field in the window.


Editing Fields
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Adding and Adjusting Fields

Editing Fields

This section describes how to copy, cut, paste, and delete fields.

To change a field caption directly

1.	In the Form window, click the field caption, and then click it again to highlight the caption text.

2.	Type the new caption text in the caption box, and then press ENTER, or click outside the box.

To cut or copy and paste a field

1.	With the pointer, select a field.

For a field such as an Entry field with an attached caption, click the field rather than its caption.

2.	From the Edit menu, choose Cut or Copy.

The Forms Designer cuts or copies the field to the Clipboard.

3.	From the Edit menu, do one of the following:

Choose Paste to paste the field on the current Form window. You can now move the field to a new location.

Display the Form window on which you want to paste the field, and then choose Paste.

To delete a field

1.	With the pointer, select one or more fields. If the field has a caption, select the field rather than its caption.

2.	Press DELETE.

Note

To remove a header field, click the header field in the Toolbox.


Setting Field Properties
3	Designing Forms	32 of 73

Setting Field Properties

Fields are the objects that you use in forms to let the user enter and view information. A field’s characteristics, such as how it looks and works, are determined by its properties.

To modify field properties, use the Field Properties dialog box. This dialog box lets you set a variety of properties.


Naming the Field
3	Designing Forms	33 of 73

Setting Field Properties

Naming the Field

Use the General tab in the Field Properties dialog box to give the field a reference name and to designate that the field can be used as criteria for creating views and searches in the Microsoft Exchange Viewer.


Specifying a Field Reference Name
3	Designing Forms	34 of 73

Setting Field Properties

Naming the Field

Specifying a Field Reference Name

You can think of the field Reference Name property as the code name of the field because it identifies the MAPI property used for storage of the field’s information. The Reference Name property is important when you share a field between windows or among forms because the Name of each instance of the field must be identical for field sharing to work properly.

To specify a reference name for a field

1.	In the Form window, double-click the field for which you want to set the Reference Name property.

2.	In the Field Properties dialog box, select the General tab.

3.	In the Reference Name box, type a name for the field.

The Reference Name can consist of up to 28 characters. It cannot contain spaces and cannot begin with a number.

For more information about	See
Setting the Reference Name property	Chapter 6, “Setting Field Properties.”
Sharing fields between windows and forms	Chapter 5, “Putting It All Together.”


Designating the Field as Criteria for Views and Searches
3	Designing Forms	35 of 73

Setting Field Properties

Naming the Field

Designating the Field as Criteria for Views and Searches

Specify a Microsoft Exchange Column Name for the field if you want to use the field as criteria for creating views in the Microsoft Exchange Viewer. For example, if you have a Phone field in a Company Profile form and you want to let users create a view in the Microsoft Exchange Viewer that shows the phone numbers for the Company Profiles that were created using the form, you would specify a Microsoft Exchange Column Name for the Phone field. The Microsoft Exchange Column Name appears in the dialog boxes that are used to create views, such as the Columns, Group By, Sort, and Filter dialog boxes.

To designate the field as criteria for views and searches

1.	In the Form window, double-click the field for which you want to set the Microsoft Exchange Column Name property.

2.	In the Field Properties dialog box, select the General tab.

3.	In the Microsoft Exchange Column Name box, type a name.

The Column Name can consist of up to 64 characters, in any combination of characters and spaces.

If you do not want to use the field as criteria for creating views and searches, delete the text in the Microsoft Exchange Column Name box.

For more information about	See
Setting the Microsoft Exchange Column Name property	Chapter 6, “Setting Field Properties” and Chapter 5, “Putting It All Together.”
Creating views	Chapter 4, “Designing Microsoft Exchange Public Folders.”


Formatting a Field
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Setting Field Properties

Formatting a Field

You use the Format tab in the Field Properties dialog box to set properties that define a field’s appearance and behavior.

For example, suppose you have an Entry field in a Form window that is used to create and display the user comments. You can set the field’s properties to define the font and alignment of the text, and to allow for multiple lines and vertical scroll bars.

To set the format properties of a field

1.	In the Form window, double-click the field for which you want to set properties.

2.	From the Form Properties dialog box, select the Format tab, and then set the properties you want for the field.

For more information about setting the Format properties for a field, see Chapter 6, “Setting Field Properties.”


Setting the Initial Value of a Field
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Setting Field Properties

Setting the Initial Value of a Field

Use the Initial Value tab in the Field Properties dialog box to set properties to define the value that appears in a field when a form is first activated at run time.

For example, for a To field you can specify an address, and then specify that the To field is hidden at run time. When the user opens the form at run time, they can send the item to its predefined address without ever seeing or specifying a destination for the item.

Use the Initial Value tab in the Field Properties dialog box to set header field addresses, to set check box and list box values, to add items to a list box, and to specify the picture that is displayed in the PictureBox field at run time.

To specify the initial value of a field at run time

1.	In the Form window, double-click the field for which you want to set the initial values.

2.	From the Form Properties dialog box, select the Initial Value tab, and then set the properties you want for the field.

For more information about setting the Initial Value properties for a field, see Chapter 6, “Setting Field Properties.”


Setting Field-Specific Properties
3	Designing Forms	38 of 73

Setting Field Properties

Setting Field-Specific Properties

Each field serves a distinct purpose on a form. For example, header fields are used to enter and display addressing and subject information. Entry fields are used to display text and get user input, while ListBox fields present a scrollable list of choices from which the user can choose an entry. This section describes the purpose of each of the fields, and then describes how to set their field-specific properties.


Displaying and Entering Header Information
3	Designing Forms	39 of 73

Setting Field Properties

Setting Field-Specific Properties

Displaying and Entering Header Information

Header fields let the user enter and view address and subject information. Because header fields are already defined for the form template that you select, you usually won’t have to add them. If you open and examine the form templates, you will notice that the header fields vary depending on the purpose of the form. For example, Window1 in a one-window Send form has the From, Date, To, Cc, and Subject header fields. As a general rule, Send forms have To fields because they are used to send information to other users. Post forms, however, do not have a To field because the Post form is used to submit items to a folder and not to a particular person. The Create window of a two-window Post form, for example, has only a Subject field.

One of the most common tasks you will perform when working with header fields is to preaddress a Send form by setting the Initial values of the To and Cc fields.

Preaddressing a Send Form

In some cases, you might want to preaddress a Send form and hide the header field from the user. When the user opens the form at run time, they can send the item to its specified address without ever seeing or specifying a destination for the item. For example, at design time, you can specify an address for the To field of a Send form, and then select the Hidden property for the field. At run time, the To field is preaddressed to its recipient, but the field is hidden from the user.

To pre-address a form, set the Field Properties initial values of the Compose window’s To and Cc field. In addition, you can set the Initial values of the Subject field.

To initialize the To and Cc fields

1.	In the Form window, double-click the header field for which you want to set initial values.

2.	In the Field Properties dialog box, select the Initial Value tab, and then do one of the following:

Type the recipient or distribution list names in the box.

Choose To or Cc in the Form window, select the recipient or distribution list names from the Address Book dialog box, and then choose OK.

3.	Choose Close.

Hiding and Locking Header Fields

If you want to preaddress a Send form and you don’t want the user to see the To and Cc header fields, you can specify that these fields are hidden at design time. If you want the user to see the To and Cc header fields but you do want them to change the contents of these fields, you can specify that they are locked.

To specify that a field is hidden or locked

1.	In the Form window, double-click the field for which you want to set the Hidden or Locked property.

2.	In the Field Properties dialog box, select the General tab and under Field Is, check Locked, Hidden, or Required.

3.	Choose Close.

Note

At design time, you can use the Show Window Header command in the View menu to hide or show the header. At run time, use the General tab of the Field Properties dialog box to specify the Hidden property for the individual fields.

For more information about setting header field properties, see Chapter 6, “Setting Field Properties.”


Displaying and Entering Text
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Setting Field Properties

Setting Field-Specific Properties

Displaying and Entering Text

When designing forms, you can:

Use Label fields to display information that the user cannot change.

Use Entry fields to let the user enter, edit, and view information.

Use RichEntry fields to let the user enter, edit, format, and view information.

Label Fields

You can use label fields to display information that does not require user interaction. For example, you might want to use labels in a Form window to display the name and address of a company.

To specify the text that appears in a Label field at design time and run time, you set the Initial Value property of the label.

To specify the initial value for a Label field

1.	In the Form window, double-click the field.

2.	From the Field Properties dialog box, select the Initial Value tab.

3.	In the Initial Text box, type the text that you want to appear in the field when the form is first activated at run time.

4.	Choose Close.

Use the Format tab in the Field Properties dialog box to specify the type and format for the field. For example, you can specify that the label Type property is Text, Integer, Time, or Date. In addition, for types such as Time and Date, you can specify the Format for the field.

For more information about	See
Copying field values from one form to another	Chapter 5, “Putting It All Together”
Setting label Type and Format properties	Chapter 6, “Setting Field Properties”
To specify a type and format for a Label field

1.	In the Form window, double-click the label.

2.	From the Field Properties dialog box, select the Format tab.

3.	In the Type box, select a type for the label, and in the Format box, select a format for the label.

4.	Choose Close.

Entry Fields

You can use Entry fields in Form windows to let the user enter, edit, and view information. For example, you can place an Entry field in a Compose window to let the user enter the name of an organization, its address and phone number.

The Entry field has a number of format properties that give you great flexibility in determining how the Entry field looks and behaves. In addition to Type and Format properties for an Entry field, you can specify such properties as Allow Multiple Lines and Vertical Scroll Bars. You can use the Entry field Initial Value properties to define the text that appears in the field when the form window is first opened. For example, if you know that the Subject field of your form will always be the same, you can set the initial value of the Subject field so its value is automatically filled in for the user.

To specify Format properties for an Entry field

1.	In the Form window, double-click the field.

2.	From the Field Properties dialog box, select the Format tab, and then set the properties you want for the field.

3.	Choose Close.

If you want to specify the value that appears in the Entry field at run time when the form is first activated, you can set the Initial Value property for the field.

To specify the initial value for an Entry field

1.	In the Form window, double-click the field.

2.	From the Field Properties dialog box, select the Initial Value tab.

3.	In the Initial Text box, type the text that you want to appear in the field when the form is first activated at run time.

4.	Choose Close.

For more information about Format and Initial Value properties for an Entry field, see Chapter 6, “Setting Field Properties.”

RichEntry Fields

RichEntry fields let the user format the text they enter in a field. Using the Format bar in the Form window at run time, users can add bullets and different fonts, and add bold, underline, italics, and color to text. In addition, they can right align, left align, or center paragraphs. Perhaps most important, the user can include graphics and file attachments in the RichEntry field.

To set Format and Initial Value properties for a RichEntry field, follow the instructions in the preceding section, “Displaying and Entering Text.”

Allowing File Attachments

To allow file attachments in a RichEntry field, you must give the field the Reference Name of MAPI_Body_Custom. You can only have one MAPI_BODY_Custom field per window. The following instructions explain how to name the field MAPI_Body_Custom, and then how to enable file attachments in the field.

Creating a RichEntry field that allows file attachments

1.	Click the RichEntry field in the Toolbox, and then click the location on the Form window where you want to place the field.

2.	Double-click the RichEntry field.

3.	In the Reference Name list box in the General tab, select MAPI_Body_Custom.

If the name is already taken by another field, you can rename one of the fields. However, only a RichEntry field named MAPI_Body_Custom will allow file attachments.

When you give the MAPI_Body_Custom name to a RichEntry field, the Allow Multiple Lines and Allow File Attachments properties are automatically checked in the Format tab.

If you want to specify the value that appears in the RichEntry field at run time when the form is first activated, you can set the Initial Value property for the field.

For more information about Format and Initial Value properties for a RichEntry field, see Chapter 6, “Setting Field Properties.”


Presenting Choices to the User
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Setting Field Properties

Presenting Choices to the User

In most forms, you’ll want to present choices to the user. The following table summarizes the ways to do this.

Use this field	Description	To provide this feature
	OptionButton	A set of choices from which the user can choose only one.
	CheckBox	An ON/OFF or YES/NO choice.
	ComboBox	Combines the features of an Entry field and a ListBox field. Text can be entered in the Entry field portion or a value can be selected from the list box portion of the field.
	ListBox	A scrollable list of choices from which the user can choose.


CheckBox Fields
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Setting Field Properties

Presenting Choices to the User

CheckBox Fields

You use a CheckBox field in a form to give the user an On/Off or Yes/No choice. Because check boxes work independently from each other, the user can select any number of check boxes at a time.

When working with CheckBox fields, you generally specify a Reference Name and Caption for the field and set its Initial Value property. The Reference Name does not appear on the window canvas at run time or design time. The Caption, however, appears at both design time and run time, as does the Initial Value property.

If you plan to use a check box as criteria for views, you should specify a Microsoft Exchange Column Name for the field. If you do so, the check box value will appear as a Yes or No value in the view.

To set the initial value of a CheckBox field

1.	In the Form window, double-click the CheckBox field.

2.	In the Field Properties dialog box, select the Initial Value tab.

3.	Select Checked or Unchecked.

If you select Checked, the check box is selected at design time and at run time when the form is first activated. If you select Unchecked, the check box is cleared when the form is first activated at run time.

4.	Choose Close.


OptionButton Fields
3	Designing Forms	43 of 73

Setting Field Properties

Presenting Choices to the User

OptionButton Fields

OptionButton fields present a set of mutually exclusive choices to the user. Unlike check boxes, options buttons always work as a part of a group and are contained in a frame. At run time, selecting one option button automatically clears all other option buttons in the group.

When you add an OptionButton field, if the button is not added to an existing Frame field, a frame is created and the option button is placed inside it.

After you add an option button to a Form window, you will want to change its caption. The caption is the name that appears in the Form window at both run time and design time to identify the option button.

To change the caption of an OptionButton field

1.	In the Form window, click the OptionButton field, and then click it again.

2.	Type the new caption in the field, and then press ENTER, or click outside the edit box.

When you change the caption of an option button, you also change its Value property. The Value property is the name that is saved in the Microsoft Exchange database when an item is created and sent or posted. If a Microsoft Exchange Column Name is specified for a frame that contains an OptionButton field and that Column Name is used to create a column in a view, then the selected OptionButton value is the text that will appear in the column.

If you want an option button value to appear in a view in the Microsoft Exchange Viewer, you must specify the Column Name of the frame in which the option button is contained.

For more information about	See
Displaying option button values in views	Chapter 4, “Designing Microsoft Exchange Public Folders.”
The Frame field	“Frame Field” section later in this chapter, and Chapter 6, “Setting Field Properties.”


ComboBox Field
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Setting Field Properties

Presenting Choices to the User

ComboBox Field

You use a ComboBox field to enable a user to choose an item from the list portion of the field or to let the user enter text in the entry portion of the field. When working with a ComboBox field, you generally change the Reference Name and the Caption. When you change the caption, the Microsoft Exchange Column Name also changes automatically.

For more information about	See
The ComboBox field	Chapter 6, “Setting Field Properties.”
Adding entries to the list portion of the ComboBox field	“To add entries to a ListBox field” in the following section, “ListBox Field.”


ListBox Field
3	Designing Forms	45 of 73

Setting Field Properties

Presenting Choices to the User

ListBox Field

You use a ListBox field to display a list of values from which the user can choose. When working with ListBox fields, you generally change the Reference Name and the Caption. When you change the Caption, the Microsoft Exchange Column Name also changes automatically.

There are two styles of list boxes.

Style	Description
Dropdown List	When the dropdown button is selected, the dropdown list is displayed. The user can select only one entry to display in the list box.
Standard	Displays multiple entries from which the user can choose one or more.
To add entries to a ListBox field

1.	In the Form window, double-click the ListBox field.

2.	In the Field Properties dialog box, select the Initial Value tab.

3.	In the List Values box, click a cell, and then type the value you want to add to the ListBox field.

4.	To specify the entry that is selected in the list box by default, select the entry, and then choose Set selection to initial value.

5.	Choose Close.

Important

The values that you add to the List Values box display in the list box at run time only; they do not display at design time.

For more information about ListBox fields, see Chapter 6, “Setting Field Properties.”


Working with Container Fields
3	Designing Forms	46 of 73

Setting Field Properties

Working with Container Fields

The Frame field, the Tab field, and the PictureBox field are container fields. They are used to logically group fields so they can be collectively displayed, moved, or hidden. A container serves as parent to the child field or fields that are contained within it. When a field is placed within a container field, the Left and Top position properties of the field are measured relative to the container. When you move a container field, the fields in the container move with it.

Tip

You can add other body fields to container fields by selecting the field in the Toolbox and then clicking in the container field, or by dragging an existing field on the Form window to the container field. To remove a field from a container field, you can drag the field out of the container, or press DELETE.


Frame Field
3	Designing Forms	47 of 73

Setting Field Properties

Working with Container Fields

Frame Field

Frames are used to contain fields that are logically related. Frames are most often used to contain OptionButton fields, but they can also contain other fields such as CheckBox, ListBox, and PictureBox fields. Generally, when creating a frame, you use the Field Properties dialog box to set the frame Reference Name, Column Name, and Caption.

To place fields in a Frame field

1.	Select the Frame field in the Toolbox, and then click the location in the Form window where you want to place the frame.

2.	Do one or more of the following:

Select the field in the Toolbox that you want to place in the frame, and then click the location in the Frame field where you want to place the field.

Drag an existing field in the Form window to the frame.

Placing the field in the Frame automatically makes the field a child of the parent frame.

To specify a column name for a Frame field

1.	In the Form window, double-click the Frame field.

2.	In the Field Properties dialog box, select the General tab.

3.	In the Microsoft Exchange Column Name box, type a new name.

4.	Choose Close.

For more information about Frame fields, see Chapter 6, “Setting Field Properties.”


Tab Field
3	Designing Forms	48 of 73

Setting Field Properties

Working with Container Fields

Tab Field

The Tab field lets you create separate pages to which you can add fields. At run time, the user can view a page by selecting the page’s tab.

To add or remove a page from the Tab field

1.	In the Form window, double-click the Tab field that you want to modify.

2.	In the Field Properties dialog box, select the Format tab.

3.	Do one of the following:

To add a page, choose Add. In the Page Caption box, type a caption for the page, and then choose OK.

To remove a page, select the page in the Pages box, and then choose Remove.

4.	Choose OK.

To change the page order

1.	In the Form window, double-click the Tab field that you want to modify.

2.	In the Field Properties dialog box, select the Format tab.

3.	Do one of the following:

To move a page up in order, select the page name from the Pages box, and then choose the Up arrow.

To move a page down in order, select the page name from the Pages box, and then choose the Down arrow.

4.	Choose OK.


PictureBox Field
3	Designing Forms	49 of 73

Setting Field Properties

Working with Container Fields

PictureBox Field

The PictureBox field is generally used as a container for bitmaps, icons, and metafiles. It can, also, contain other fields, such as list boxes, check boxes, or frames. PictureBox fields can be placed in another PictureBox field, a Tab field,a Frame field, or in the Form window body area.

To add a picture to a PictureBox field

1.	In the Form window, double-click an existing PictureBox field, select the Initial Value tab, and then choose Picture.

2.	In the File Name box, type the picture name or select it from the list.

3.	Choose OK.

To size a picture in the PictureBox field

1.	In the Form window, double-click the picture field that you want to modify.

2.	In the Field Properties dialog box, select the Format tab.

3.	Under Picture Sizing, do one of the following:

To	Select
Automatically scale the picture to the size of the field	Stretch Picture
Automatically resize the field to the size of the picture	Auto-size Field
Enable the picture field to be sized. (The picture remains anchored to the upper left corner of the field.)	None
4.	Choose Close.

Important

The picture in the PictureBox field is not written to the item when the user saves or submits an item. If you want a picture to appear in a window, you must add the picture in the PictureBox field at design time.


Setting Field Appearance Properties
3	Designing Forms	50 of 73

Setting Field Properties

Setting Field Appearance Properties

You can use the Field Appearance dialog box to define whether a field has a normal, inset, or raised appearance. You can also define the foreground and background colors for fields, and specify the border width of fields.

To open the Field Appearance dialog box

1.	In the Form window, select the field.

2.	On the Main window toolbar, click the Field Appearance button.

To specify the appearance of a field

From the Field Appearance dialog box, select Normal, Inset, or Raised.

To specify the color of text in a field

To the right of Fore Color or Back Color, select the color box of the coloryou want to assign to the text of the field.

To specify a custom color of a field

1.	Select the Custom check box that corresponds to the Fore Color or Back Color, and then choose the corresponding (ellipses) button.

2.	In the Color dialog box, click the color you want, and then choose OK.

To create a custom color from the Color dialog box

1.	In the Color dialog box, under Custom Colors, click a box, and then choose Define Custom Colors.

Microsoft Exchange displays the selected color in the Color display box.

2.	Click anywhere in the large box to select a color.

3.	For finer definition, click the bar at the right of the box to select the color you want, or click and drag the arrow displayed at the right of the bar to vary the shade and brightness of the color.

4.	(Optional) To fine-tune the color, adjust the numbers for the red, green, and blue color elements and the numbers for hue, saturation, and luminance.

5.	Choose Add to Custom Colors, and then choose OK.

6.	Choose Close from the System menu of the Color dialog box.

Note

To display text for a field, both the text and background color must be solid. If the text or background colors you’ve selected are not displayed, one of the selected colors may be dithered. If you choose a dithered color for either the text or background, the nearest solid color is substituted.


Setting Window Properties
3	Designing Forms	51 of 73

Setting Window Properties

Each Microsoft Exchange form consists of one or more windows. At run time, form windows let the user enter, edit, or view information. For one-window forms, the same window is used to compose and submit an item, and to open and read an item. For two-window forms, the Compose window lets the user compose and submit an item, and the Read window lets the user open and read the item.

A window’s characteristics, such as its name, caption, and menus, are determined by its properties. To modify Window properties, use the Window Properties dialog box. You can set a variety of properties in this dialog box. Usually, you will only need to set a few essential ones, as discussed in the following sections.


Specifying a Window Name and Caption
3	Designing Forms	52 of 73

Setting Window Properties

Specifying a Window Name and Caption

Use the General tab of the Window Properties dialog box to name the window and to give the window a caption. Think of the window name as the code name of the window because it identifies the window internally from within the form itself and within Microsoft Exchange. The window caption is the name that is visible to the user and appears in the title bar  of the window.


Naming the Window
3	Designing Forms	53 of 73

Setting Window Properties

Specifying a Window Name and Caption

Naming the Window

By default, the window in a one-window form has the name Window1 and the windows of a two-window form are named Compose and Read. Because the Window Name property is used internally and is not visible to the user, there is usually no need to change the default names that are given to windows in form templates.

However, if you create a new window for a two-window form, you should modify the Window Name property to reflect the process it performs in the form. For example, if the window is used to compose and submit an item, you name the window Compose. If the window is used to open and read an item, you name the window Read.

To set the Window Name property

1.	Select the Form window for which you want to set the Window Name property.

2.	On the Main window toolbar, click the Window Properties button, and then select the General tab.

3.	In the Window Name box, type a new name for the window.

4.	Choose Close.


Specifying a Window Caption
3	Designing Forms	54 of 73

Setting Window Properties

Specifying a Window Name and Caption

Specifying a Window Caption

Because the window caption is the text that appears in the title bar of the window, it should describe the purpose of the window.

Caption for a one-window form

In a one-window form, the same window is used when a user composes and submits an item and when a user opens and reads an item. Therefore, the window caption should be generic enough to cover both processes. For example, the Telephone Note window caption is simply “Telephone Note.” This caption covers both the Compose and Read process for the window.

Captions for a two-window form

In a two-window form, you should consider the process that the window performs. If the window is used to compose and submit an item, the window should have a caption that reflects this process. For example, the Compose window in the HelpDesk form has the caption New HelpDesk Request. If the window is used to open and read the item, then the window should have a caption appropriate for the Read process. For example, the Read window in the HelpDesk application has the caption HelpDesk Request.

To set the Window Caption property

1.	Select the Form window for which you want to set the Window Caption property.

2.	On the Main window toolbar, click the Window Properties button, and then select the General tab.

3.	In the Window Caption box, type a new caption for the window.

4.	Choose Close.

For more information about setting the Window Name and Caption properties, see Chapter 7, “Setting Window Properties.”


Formatting the Window
3	Designing Forms	55 of 73

Setting Window Properties

Formatting the Window

Window Format properties let you define the look of the window. For example, you can specify if the window has Minimize and Maximize buttons and if its toolbars are initially displayed at run time. You can also select a new icon for the window and change the background color of the window.

To format a window

1.	Select the window for which you want to set window properties, and then click the Window Properties button on the Main window toolbar.

2.	Select the Format tab, and then set the properties you want for the window.

For more information about setting Window Format Properties, see Chapter 7, “Setting Window Properties.”


Modifying the Form Window Menu Bar
3	Designing Forms	56 of 73

Setting Window Properties

Modifying the Form Window Menu Bar

Each Form window has a menu bar that provides users access to menu commands. At design time, you can customize the menu bar and menu commands. The changes you make are only visible on the Form window menu bar at run time.

There are several reasons to customize a window menu.

To change the Custom Response menu commands in the Form window to match the Custom Response commands that appear in the Microsoft Exchange Viewer Compose window.

To add a command to the Compose menu of the window that enables the user to create a new items.

To translate the form into a different language.

To more thoroughly describe the actions performed by a command. For example, for a Post form in a HelpDesk folder, you can change the Post command to “Post to HelpDesk Folder.”

To modify menus, use the Menus tab in the Window Properties dialog box.

To display the Menus tab

1.	Select the window for which you want to set menus properties, and then click the Window Properties button on the Main window toolbar.

2.	In the Window Properties dialog box, select the Menus tab.


Changing Menu and Command Captions
3	Designing Forms	57 of 73

Setting Window Properties

Modifying the Form Window Menu Bar

Changing Menu and Command Captions

You can either change the Form window’s menu and command captions into another language or customize the terminology. For example, if the menu and commands are in English, you can use the Menu Options dialog box to change them into French.

To change a menu caption

1.	In the Menu box on the Menus tab, select the menu you want to change.

2.	In the Menu Caption box, type the new caption for the menu.

To change a command caption

1.	In the Menu box on the Menus tab, select the menu which contains the command to change the caption.

2.	In the Commands box, select the command you want to change.

3.	In the Command Caption box, type the new caption.

When you type a new caption, you can assign an access key.

Access keys enable the user to open a menu by pressing the ALT key and typing a designated letter. Once the menu is open, the user can choose a command by pressing the letter (the access key) assigned to it. For example, ALT+E then P selects Paste from the Edit menu. Access key assignments appear as an underlined letter in the menu command caption.

To assign an access key for a menu or command

1.	In the Menus tab, select a menu from the Menu box or a command from the Commands box.

2.	Do one of the following:

To add an access key to a menu caption, in the Menu Caption box, type an ampersand (&) in front of the letter you want to be the access key.

To add an access key to a command, in the Command Caption box, type an ampersand (&) in front of the letter you want to be the access key.

For more information about changing menu captions and setting Menus Properties for a window, see Chapter 7, “Setting Window Properties.”


Setting Form Properties
3	Designing Forms	58 of 73

Setting Form Properties

Form properties are characteristics that you set for a form that define how the form is identified within Microsoft Exchange and how the form handles events. These properties include:

Form Display Name

The name users see in the Microsoft Exchange user interface. The Form Display Name can also be used as criteria in views and searches.

Item Type

The internal identification or code name of the form. The item type is used at run time to locate and activate the form.

Event

An event is an action that is recognized by both Microsoft Exchange and the form. Events occur as the result of a user action. When you set a form’s Event properties, you specify that a window is activated in response to an event. At run time when the event occurs, the specified window is activated. For example, when a you double-click an item in a folder, an Open Submitted event is triggered and the form’s Read window is activated and displayed.

To set form properties, use the Form Properties dialog box.


Identifying the Form to the Microsoft Exchange Environment
3	Designing Forms	59 of 73

Setting Form Properties

Identifying the Form to the Microsoft Exchange Environment

You can use the General tab in the Form Properties dialog box to give the form a name (Form Display Name) and a code name (Item Type).


Specifying a Form Display Name
3	Designing Forms	60 of 73

Setting Form Properties

Identifying the Form to the Microsoft Exchange Environment

Specifying a Form Display Name

The Form Display Name appears to the user in the Forms Manager dialog box and in dialog boxes that are used for creating views, such as Columns, Group By, Sort, and Filter dialog boxes.

To set the Form Display Name

1.	In the Main window, click the Form Properties button on the toolbar, and then select the General tab.

2.	In the Form Display Name box, type a new name.

3.	Choose Close.


Specifying an Item Type
3	Designing Forms	61 of 73

Setting Form Properties

Identifying the Form to the Microsoft Exchange Environment

Specifying an Item Type

The item type is the name that is used by Microsoft Exchange to locate and activate a form. At run time, when an item is created using a form, that item is given the form’s item type. When a user double-clicks a submitted item in a folder to open it, the item type associated with the item is passed to a Lookup table in Microsoft Exchange and its associated form is activated.

Tip

It’s preferable to follow a naming convention when specifying an item type. For example, IPM.VendorName.FormName, where IPM is Interpersonal Mail, VendorName is the name of the form vendor, and FormName is the name of the form.

To specify an Item Type

1.	On the Main window toolbar, click the Form Properties button, and then select the General tab.

2.	In the Item Type box, type a new item type.

3.	Choose Close.

Important

The item type must begin with IPM. For example, IPM.Microsoft.StatusReport.

For more information about	See
Setting the Form Display Name and the Item Type properties	Chapter 6, “Setting Field Properties.”
Effective design techniques that use the Form Display Name and the Item Type properties	Chapter 5, “Putting It All Together.”


Event Handling Properties
3	Designing Forms	62 of 73

Setting Form Properties

Event Handling Properties

Each Microsoft Exchange form has a distinct set of events that it recognizes. These events are triggered by the user as the user performs an action when using a form or Microsoft Exchange. These events are then passed to the form. The form’s event handling properties determine the action that the form takes.

Because each form template has its Event properties predefined, you do not need to change a form template’s Event properties. However, it is useful to know how event properties affect a form.

To set event properties, use the Events tab in the Form Properties dialog box.

There are two events that are most often triggered by user actions: the Create New Item event and the Open Submitted Item event.

Create New Item

This event can be triggered in several ways. For Send forms, the user can choose the New Form command from the Compose menu of Microsoft Exchange, and then select the form from the New Form dialog box. For Post forms, the user can choose a custom command from the Compose menu in the Microsoft Exchange Viewer. This command is added to the Compose menu in the Microsoft Exchange Viewer when the form is installed in a folder library.

Open Submitted Item

This event is triggered when the user double-clicks a Sent item in the Inbox or a posted item in a folder. When this happens, the Open Submitted Item event is passed to a window that serves as the Read window of the form.


Actions You Can Specify for an Event
3	Designing Forms	63 of 73

Setting Form Properties

Event Handling Properties

Actions You Can Specify for an Event

For each event, you can specify one of the following actions:

Event Not Supported

This option means the form does not recognize the event triggered by the user action. For example, for some forms you might not want to enable users to print the item. In this case, you can select Not Supported for the Print event. At run time, the Print command will not be supported.

Pass to Window

This event refers to the Form window that is activated in response to an event triggered by the user action. For example, in a two-window form the Create New Item event is passed to the Create window and the Open Submitted Item event is passed to the Read window.

Create Response

This property is used when you are designing a form that is used to create an item that requires a response or reply. You select the Create Response Item property when you want to specify the form that is used as the Reply or Response form for the current form. For example, an Invitation form is the Compose form that is used to create and send an invitation item. The Reply form is the form that is used to reply to the Invitation item.

Note

By default, all events are supported in form templates.

To define the action for an event

1.	On the Main window toolbar, click the Form Properties button, and then select the Events tab.

2.	Under For This Event, select the event for which you want to define an action.

3.	Under Take This Action, select Pass to Window, and then select the window in the list box.

4.	Choose Close.

For more information about setting event handling properties, see Chapter 5, “Putting It All Together,” and Chapter 8, “Setting Form Properties.”


Creating Help for a Form
3	Designing Forms	64 of 73

Creating Help for a Form

To make the forms you design easier to use, you can create custom Help that provides user instructions for a form, its windows, its fields, and its menu commands. You can also create Designer Notes Help, a special Help window available only at design time that is used to create instructions for people who will customize the form.

There are two approaches to creating custom Help for a form:

You can create a custom Help window using the Form Help For Users dialog box.

You can create a separate custom Windows Help (.HLP) file for the form and then use the Form Help For Users dialog box to specify context IDs for calling the Help topics.


Creating Form, Window, Field, and Command Help
3	Designing Forms	65 of 73

Creating Help for a Form

Creating Form, Window, Field, and Command Help

The Forms Designer lets you create form Help, window Help, field Help, and command Help. At run time, the different kinds of Help can be viewed by choosing Help from the Form window Help menu, and then choosing one of the following Help commands.

Current Field

Provides Help for the field that currently has the focus. You can also press F1 to display Current Field Help.

Current Form Window

Provides Help for the current form window.

Current Form

Provides general Help for the form.

When the user chooses the Help command at run time, Microsoft Exchange first looks to invoke a custom Windows Help (.HLP) file if a context ID is specified. If no context ID is specified, the associated custom Help window is displayed.


Disk Space and Performance Considerations for Help
3	Designing Forms	66 of 73

Creating Help for a Form

Disk Space and Performance Considerations for Help

At run time, when a form is first activated, it is installed in the user’s WINDOWS\FORMS directory. The number of forms that can be installed in this directory at any one time is determined by the Temporary Storage for Forms option in the Microsoft Exchange Options dialog box. The default size for the Temporary Storage for Forms option is 1024 kilobytes. Because the form and its associated Help take up disk space on the drive where the WINDOWS\FORMS directory is located, you should be careful to limit the size of the Help that you create for a form.

When a form is activated, if it is not already stored in the user’s WINDOWS\FORMS directory, it is loaded from its associated library to the user’s WINDOWS\FORMS directory. Obviously, if a form file is large because it contains extensive Help, then the time to load the form is increased. To keep this form load-time to a minimum, be careful to limit the size of the Help that you create for a form.

To create form, window, field, or command Help

1.	Do one of the following:

To create form Help, click the Form Properties button on the Main window toolbar.

To create window Help, click the Window Properties button on the Main window toolbar.

To create field Help, double-click the field.

To create menu command Help, click the Windows Properties button on the Form window menu bar.

2.	Do one of the following:

For form, window, or field Help, select the General tab in the properties dialog box, and then choose Form Help, Window Help, or Field Help.

For command Help, select the Menus tab in the Window Properties dialog box, and then choose Command Help.

The <Variable> Help for Users dialog box appears, as shown in the following illustration. The options available in this dialog box will vary depending upon the kind of help that you are creating-Form Help, Window Help, Field Help, or Command Help.

Option	Description
Field (Field Help)	Select a field for which you can define Help.
Menu (Menu Help)	Select a menu for which you can define Help.
Window (Window Help)	Select a window for which you can define Help.
Status Bar (Field and Command Help)	Type text for a field or a command. At run time, the text appears in the window status bar when the object for which you are defining help is selected.
ToolTip (Command Help)	Type text for the selected command. At run time, the text appears in the ToolTip when the pointer is positioned over the button.
No Help	Specify that no Help is available for the selected object at run time.
QuickHelp	Enable the QuickHelp window in which you can type text for the selected object.
Windows Help Context ID	Type a topic ID that is used to call a Help topic for the object at run time.
Standard Form Help (Command Help)	Connects users to the standard form Command Help for the selected command.
To specify a window caption for the QuickHelp window

1.	Under Help, select QuickHelp.

2.	Click the title bar of the QuickHelp window and an insertion point appears.

3.	Type the window caption and then click outside the title bar area when you are done.

To add text to the QuickHelp window

Click in the body area of the window and then type the text you want or paste the text from a word processing program using the keyboard shortcut CTRL + V.

Tip

Because the QuickHelp window does not provide a full-featured text editor, you might want to create the Help information using a word-processing program such as Microsoft Word. Once you have created the Help information you want and then formatted and spell-checked it, you can copy it from the word-processing file and paste it in the QuickHelp window using the Windows standard keyboard shortcut CTRL+V.

To format the text in the QuickHelp window

1.	Select the text in the body area of the window.

2.	Use the Formatting toolbar at the top of the <Variable> Help for Users dialog box to format the text.


Creating Windows Help (.HLP) for a Form
3	Designing Forms	67 of 73

Creating Help for a Form

Creating Windows Help (.HLP) for a Form

For some forms, you might want to create a Windows Help file or link  an existing Windows Help file rather than using the QuickHelp capabilities of the Forms Designer.

Step 1 — Create the Help File

To create the Help file, you use a word processor such as Microsoft Word to create the rich text format (.RTF) files used by the Help compiler.

Step 2 — Assign Context IDs in the Help File

Once you have written your topic files, you assign a context ID to a specific Help topic in the Windows (.HPJ) project file. Each context-sensitive topic is assigned its own context ID a unique integer in the [MAP] section of the .HPJ file. The [MAP] section defines a unique context ID for each context-sensitive topic and lists its corresponding context string.

Step 3 — Name the Help File FORMHELP.HLP

To link the Help file with the form, it must be named FORMHELP.HLP when you compile the Help file.

Step 4 — Assign Context IDs in the Forms Designer

Use the Help dialog box in the Forms Designer to assign Context IDs for the Help topics. Once you have assigned Context IDs, save the form, and then install it using the Install command in the File menu of the Main window. The Install command creates a unique directory for the form (if one does not already exist) and compiles and installs Visual Basic files in the directory.

Step 5 — Copy the Help File to the Visual Basic Directory

Copy the FORMHELP.HLP file to the Visual Basic directory that is created for the form. After the FORMHELP.HLP file is copied to the directory, you can use the Install command in the Main window of the Forms Designer to install the form and its Help file to a forms or folder forms library.


Creating Designer Notes
3	Designing Forms	68 of 73

Creating Help for a Form

Creating Designer Notes

Use Designer Notes to create notes for yourself or for other designers about your form. You can include customization options, installation tips, or administrative suggestions for your form. During design, you can access Designer Notes by choosing Designer Notes from the Help menu.

You can place up to 32K of information in the text box. Use the toolbar at the top of the window to format your text. You can also paste text from the Clipboard into Designer Notes Help.

To create Designer Notes

1.	From the Main window Help menu, choose Designer Notes.

2.	Type the Designer Notes text in the window or paste the information from another source using CTRL+V, and then choose Close.

Tip

You can create Designer Notes using a word-processing program such as Microsoft Word. You can format and spell-check the text, and then copy and paste it to the Designer Notes window.


Saving and Installing a Form
3	Designing Forms	69 of 73

Saving and Installing a Form

This section describes how to save a form and how to install it in a forms or folder forms library.


Saving a Form
3	Designing Forms	70 of 73

Saving and Installing a Form

Saving a Form

By default, the Forms Designer saves a form in an .EFP project file in the default Forms Designer directory C:\EXCHANGE\EFDFORMS.

Note

The Visual Basic SafeSource add-in should not be used with the Forms Designer.

To save a form

1.	Click the Save button on the toolbar of the Forms Designer Main window.

2.	Name the file with an .EFP extension, and click OK.


Installing a Form
3	Designing Forms	71 of 73

Saving and Installing a Form

Installing a Form

The Forms Designer installation process performs two important functions.

1.	It creates a unique directory for the form and compiles the form into modifiable Visual Basic source files in that directory. When the Forms Designer compiles an .EFP file, it generates the following files:

Run time executable .EXE file-The Visual Basic executable file that the Forms Designer installs in the organization forms library, personal folder, or the folder library.

Configuration .CFG file-The .CFG file that is recognized by the forms library and that registers the form properties with the folder.

Form source files-The Visual Basic version 4 files (.FRM and .BAS) that the Forms Designer generates for a project. For more information about extending forms using Visual Basic, see Chapter 9, “Extending Forms.”

2.	It lets you install the form to a forms or folder forms library.


Deciding Where to Install a Form
3	Designing Forms	72 of 73

Saving and Installing a Form

Deciding Where to Install a Form

When you install a form, you can choose from among several locations.

Location	Description	Advantage
Organization forms library	A public repository of forms (usually Send forms) that is located on a Microsoft Exchange Server.	Allows forms to be used by anyone who has access to the server.
Personal forms library	A private repository for a designated user of forms (usually Send forms). Located on the server or the user’s hard drive.	Allows use of forms when the user is offline. Can provide control by restricting the use of a particular form to a limited number of users.
Public folders library	A public repository of Post forms (forms associated with a folder). Located on the Server.	Allows forms to be used by anyone who has access to the server and has permissions for the folder.
Personal Folders Library in a Set of Personal Folders	A private repository for Post forms. Located on the server or the user’s hard drive.	Allows forms to be distributed using a set of personal folders. You can save the set of personal folders as a .PST file and distribute it using a compact disc, floppy disk, or a network drive.
To install a form to a library

1.	From the Main window, do one of the following.

From the File menu, choose Install.

Click the Install button.

The Install command creates a unique directory for the form (if one does not already exist) and then compiles the form .EFP file into Visual Basic files in that directory. This may take a few minutes depending upon the complexity of your form. When compilation is complete, the Set Library To dialog box appears.

2.	From the Set Library To dialog box, do one of the following:

To install a form to	Select
The organization forms library	The Forms Library option button, and then select Organization Forms in the Forms Library box.
The personal forms library	The Forms Library option button, and then select Personal Forms in the Forms Library box.
A folder library	The Folder Forms Library option button, and then select the folder into which you want to install the form .EXE file.
3.	Choose OK.

4.	In the Form Properties dialog box, click OK.

Important

When you reinstall a form that you have modified, close the old running version of the form before you reinstall the new version.


Extending Forms Using Visual Basic
3	Designing Forms	73 of 73

Saving and Installing a Form

Deciding Where to Install a Form

Extending Forms Using Visual Basic

When you install a form, the Forms Designer compiles the form .EFP file into an executable file and generates the standard Visual Basic project files, such as the .VBP file, .BAS files, and the .FRM files. The Forms Designer automatically creates a .VB subdirectory for the Visual Basic files in a .VB subdirectory where the .EFP file is stored. This subdirectory has the same name as the form .EFP file and has an extension of .VB. For example, for a Status.EFP file, a Status.VB directory is created for the form when the form is compiled.

After a form has been compiled using the Forms Designer, you can use the Visual Basic for Microsoft Exchange Version 4 program that ships with the Forms Designer or you can use your own copy of Visual Basic version 4.0.

For more information about modifying Visual Basic source code and installing Visual Basic forms, see Chapter 9, “Extending Forms.”


Designing Microsoft Exchange Public Folders
Chapter 4	 1 of 64

Designing Microsoft Exchange Public Folders

With the Microsoft Exchange Client, you can create public folders that serve as a central location for submitting, viewing, and sharing information among individuals, workgroups, and organizations. With public folders, the user can store and organize many different types of information, including messages, documents, spreadsheets, and graphic images.

As shown in the following illustration, the user views the contents of a public folder in the Microsoft Exchange Viewer. They use the forms associated with the folder to submit new structured information to the folder and to read existing information in the folder.

Using the Microsoft Exchange Client, you can create a wide variety of folders to help the user share information in your organization. Here are just a few examples:

Discussion folders that create a public forum for the user to submit and respond to new ideas.

Tracking folders for recording and reviewing interactions between an organization and its clients.

Reference folders for storing and organizing information, such as product specifications, company policies, or product documentation.


Folder Design Tasks
4	Designing Microsoft Exchange Public Folders	2 of 64

Folder Design Tasks

The Design Task list illustrates the recommended design process for creating a Microsoft Exchange folder. As you become more familiar with the folder design process, you might want to skip some of these steps or perform them in a sequence that is best suited to your task.

Step	Design task	Do this
1	Create or select a folder	Create a new folder, copy the design of an existing folder, or modify an existing folder. See the “Creating or Selecting a Folder”section.
2	Copy or install forms	Copy or install forms to a folder forms library. See the “Copying or Installing Forms in a Folder” section.
3	Create folder views	Define views in the Microsoft Exchange Client Views dialog boxes. See the “Designing Folder Views” section.
4	Test the form and views	Select the form from the Compose menu, enter information in the form, post the item to the folder and then check the folder views. See the “Testing the Forms and Views” section.
5	Copy the folder to the set of public folders	In the folder list, copy the folder to the set of public folders.  See the “Copying the Folder to the Set of Public Folders” section.
6	Designate the types of items allowable in the folder	Use the Forms tab to control what types of items can be posted, sent, or dropped in the folder. See the “Designating the Types of Items Allowable in the Folder” section.
7	Grant permissions	Use the Permissions tab to Control access to the folder. See the “Granting Permissions” section.
8	Set Administration properties	Use the Administration tab to set the initial view for the folder.  See the “Setting Administration Properties” section.
9	Create rules for the folder	Use the Folder Assistant button in the Administration tab to create rules to process incoming items to the folder.  See the “Designing Rules” section.
10	Test and release the folder	Compose, submit, and open items in the folder. Check its views, permissions, and rules. See the “Testing and Releasing the Folder” section.


Planning a Folder
4	Designing Microsoft Exchange Public Folders	3 of 64

Planning a Folder

To create folders that meet the needs of your users, it helps to first plan them. While planning processes might differ with each organization and application, there are general steps you can follow when planning a public folder.

Determine who will plan, design, and implement the folder.

Identify the folder’s users and their needs.

Create a design plan that includes the problem to be solved and how the folder will solve the problem. The design plan should include preliminary drawings of Form windows or views to be created.


Creating or Selecting a Folder
4	Designing Microsoft Exchange Public Folders	4 of 64

Creating or Selecting a Folder

With Microsoft Exchange, you can design a folder using one of three methods.

Method	Use when
Create a new folder from scratch	You cannot find an existing folder in your organization that closely matches the folder you want to create. In this case, it’s quicker to start from scratch.
Directly modify an existing folder that is in public use	You want to make minor changes to user permissions for a folder.
Copy the design of an existing folder to a new folder, and then modify the new folder	You want to create a new folder that is based on the design of an existing folder. You want to make changes to an existing folder and those changes are significant enough that they will disrupt users’ work.


Choosing Where to Design a New Folder
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Creating or Selecting a Folder

Choosing Where to Design a New Folder

If the method of folder design you choose requires that you create a new folder, you can create the folder in the set of public folders, your Microsoft Exchange mailbox, or the set a personal folders. The location determines whether the folder is public or private and determines the design properties that you can set for the folder. If you do not have permissions to create a folder in the set of public folders, you can start with a personal folder or a mailbox folder.

In all folders, you can add forms, design views, and test their functionality. After completing these steps, you or the administrator can then move the folder to the set of public folders and complete the design of the folder. For more information about the policy for creating a public folder in your organization, contact your system administrator.

If you design a folder directly in the set of public folders, it’s a good idea to restrict access to the folder while you are designing it. You can restrict access to a folder using the Permissions tab or the Administration tab in the Microsoft Exchange Client Properties dialog box.

The following table shows the attributes that you can set in each location.

	Type of Folder:
Attribute	Personal	Mailbox	Public
Copy or install forms	X	X	X
Design views	X	X	X
Designate allowable forms	–	–	X
Grant permissions	–	–	X
Set administration properties	some	some	all
Define rules	–	–	X
For more information about restricting access to a folder, see the “Granting Permissions” section and the “Setting Administration Properties” section.


Creating a Folder from Scratch
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Creating or Selecting a Folder

Creating a Folder from Scratch

One way to design a folder is to create a new folder. Once you have created the folder, you can follow the design process outlined in this chapter, beginning with the “Copying or Installing Forms in a Folder” section.

To create a new folder

1.	From the Microsoft Exchange Viewer, select the set of personal folders or another folder where you want to create the new folder.

The new folder will be created as a subfolder of the currently selected folder.

2.	From the File menu, choose New Folder.

3.	In the Folder Name box, type the folder name, and then choose OK.


Directly Modifying the Folder
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Creating or Selecting a Folder

Directly Modifying the Folder

If a folder is currently in public use, it’s best to directly modify that folder only if the changes are minor and will not disrupt the user’s work. Minor changes include adding permissions, adding a view, or changing a folder contact.

To make more significant changes such as modifying forms or rules, copy the design of the folder to another folder, modify the design, (as described in the next section, “Copying a Folder Design”) and then copy the modified design back to the original folder.

Note

To modify a folder, you must have owner permissions for the folder. To check your permission for a folder, select the folder, choose Application Design, and then Folder Designer from the Tools menu. You can view your Permissions in the Permissions tab in the Properties dialog box. To have your permissions changed, talk with the folder contact. For a list of folder contacts, see the Folder Contacts box in the Administration tab.

To directly modify a folder

1.	In the Microsoft Exchange Viewer, select the folder.

2.	From the Tools menu, choose Application Design, and then Folder Designer.

3.	From the Properties dialog box, make the changes you want to the folder.


Copying a Folder Design
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Creating or Selecting a Folder

Copying a Folder Design

To create or modify a folder, copy the design of an existing folder to a new folder. You can then customize the design in the new folder.

Copying a folder design entails copying design components from one folder to another. You can copy folder designs in any direction between personal and public folders. When a folder design is copied, the folder’s permissions and rules are always maintained, regardless of whether the folder design is copied to or from a folder in a personal or public folder. However, rules and permissions cannot be modified while the folder is in a set of personal folders.

When Microsoft Exchange copies the design to a folder, it merges the design components of the source folder with any design components of the destination folder. If two design properties conflict — for example, the permissions for a user|in the source are different from permissions in the destination folder — the properties in the source folder take precedence. This ensures that none of the design components in the destination folder are overwritten.

If you prefer not to merge folder designs and want only the design components of the source folder, create a new folder and copy the design to that folder.

Note

To copy permissions, rules, descriptions, forms and views, you must have owner permissions in the source folder. To check your permissions on the source folder, first select the folder, choose Application Design, and then Folder Designer. You can then select the Permissions tab to view your permissions in the folder. To have your permissions changed, talk to a folder contact (whose name is located in the Administration tab).

To copy a folder design

1.	In the Microsoft Exchange Viewer, select the folder into which you want to copy the design.

2.	From the Tools menu, choose Application Design, and then Copy Folder Design.

3.	In the Copy Design From This Folder box, select the folder from which you want to copy the design.

4.	Under Copy Design Of, check one or more of the following:

To	Check
Copy permissions from the source folder	Permissions
Copy the rules associated with the source folder	Rules
Copy the description for the source folder. Administration properties of the source folder.	Description
Copy the forms and views that are stored in the source folder	Forms & Views
5.	Choose OK.


Copying or Installing Forms in a Folder
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Copying or Installing Forms in a Folder

To make a form available for use in a folder, copy it to or install it in a folder forms library. You copy a form if it has already been compiled, installed, and set up for use in another folder or form library in Microsoft Exchange. You can install a form if it is not yet available in another library.

When a form is copied or installed in a folder library, it has the following effect on the folder.

The form’s Microsoft Exchange Column Names are published in the folder library and can be used as criteria for creating views and performing searches.

Custom menu commands that are specified for the form in the Form Properties dialog box are added to the Compose menu of the Microsoft Exchange Viewer and appear in the Compose menu when the folder is open.

Certain menu commands that trigger form events such as Print, Save, or Reply can be disabled based on the Form Events properties set for the form.

For more information about	See
Forms that you intend to use for a folder application that have not yet been designed	Chapter 3, “Designing Forms”
Form properties and supported form events	Chapter 8, “Setting Form Properties”
To copy or install forms, use the Forms Manager dialog box.

To open the Forms Manager dialog box

1.	In the Microsoft Exchange folder list, select the folder into which you want to copy or install forms.

2.	From the Tools menu, choose Application Design, and then Folder Designer.

3.	Select the Forms tab, and then choose Manage.


Copying Forms to a Folder
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Copying or Installing Forms in a Folder

Copying Forms to a Folder

If the form that you want to use already exists in your organization and is installed in a folder or forms library, you can copy it from its current location to a folder library. If the form does not exist or is not available in a library, skip to the next section, “Installing Forms in a Folder.”

The Forms Manager dialog box lets you copy forms to the folder library from three different sources:

Organization forms library

A global library residing on the Microsoft Exchange Server computer that can be made available to all users.

Personal forms library

A private forms library that resides on the user’s hard drive or on the Microsoft Exchange Server computer.

Folder forms library

A library that is unique to each folder and resides within the folder. The location of the library is dependent upon the location of the folder.

By default, the left box in the Forms Manager dialog box displays the contents of the organization forms library and the right box displays the contents of the current folder library. The left box is the source from which you copy forms and the right box is their target location. You can easily change the libraries for each of these boxes.

To change the library in the left or right box of the Forms Manager

1.	From the Forms Manager dialog box, choose Set in the box that contains the library you want to change.

2.	From the Set Library To dialog box, do one of the following:

Select Forms Library, and then select the library in the Forms Library box.

Select Folder Forms Library, and then select a folder in the Folder Library box.

3.	Choose OK.

To copy a form to a folder

In the left box of the Forms Manager dialog box, select the forms that you want to copy, and then choose Copy.


Installing Forms in a Folder
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Copying or Installing Forms in a Folder

Installing Forms in a Folder

There are two ways to install a form. You can use the Forms Designer or you can use the Forms Manager dialog box.


Using the Forms Designer
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Copying or Installing Forms in a Folder

Installing Forms in a Folder

Using the Forms Designer

If a form has not been compiled, then you should use the Forms Designer to first compile and then install the form. You can tell if a form has not been compiled because a .CFG file will not exist for the form. The .CFG file is located in a .VB directory at the same level as the form’s .EFP file. This directory’s name is the name of the .EFP file, followed by a .VB extension.

When you install a form using the Forms Designer, several operations occur: Visual Basic for Microsoft Exchange Server 4.0 is launched, Visual Basic code is generated for the form, the Visual Basic code is compiled, a .CFG file is created for the form, and the form is installed in the folder forms library.

To install a form in a folder forms library

1.	In the Forms Designer environment, open the form that you want to install.

2.	Choose the Install button on the Forms Designer Main window  toolbar.

It may take a few minutes for the Forms Designer to generate the Visual Basic files and compile the form.

3.	In the Set Library To box, select the Folder Forms Library option, and then choose the folder into which you want to install the form.

4.	Optionally, specify the properties you want for the form, and then choose OK.


Using the Forms Manager
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Copying or Installing Forms in a Folder

Installing Forms in a Folder

Using the Forms Manager

If the form has been compiled, use the Forms Manager to install or copy a form to a folder forms library. You can tell if a form has been compiled with the Forms Designer because compiled files have an associated .CFG or .FDM file.

A directory with the same name as the form .EFP file and a .VB extension is created for the form. This directory is a subdirectory of the directory in which the form’s .EFP file is stored. For example, if a form named Status.EFP is compiled in the EFDFORMS directory, a Status.VB directory is created for the form and the .CFG file is located in this directory.

To install a form to a folder forms library

1.	In the folder list in the Microsoft Exchange Viewer, select the folder into which you want to install the form.

2.	From the Tools menu, choose Application Design, and then Folder Designer.

3.	In the Properties dialog box, select the Forms tab, and then choose Manage.

4.	In the Forms Manager dialog box, choose Install.

5.	In the File Name box of the Open dialog box, select the directory where the form’s .CFG or .FDM file is stored, select the file for the form, and then choose OK.

6.	Optionally, specify the properties you want for the form, and then choose OK.

For more information about	See
Designing forms	Chapter 3, “Designing Forms”
Setting Properties for forms	Chapter 8, “Setting Form Properties”


Designing Folder Views
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Designing Folder Views

To help the user organize and manage the information stored in a folder, you create folder views. These views let the user organize and view the same information in different ways within a folder. For example, in a Contact Tracking folder, the user can view items by Company Name in one view and by Contact Name in another.


The Form Fields, Field Properties, and Folder Views Relationship
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Designing Folder Views

The Form Fields, Field Properties, and Folder Views Relationship

Form fields have a Microsoft Exchange Column Name property that you can specify for a field at form design time. When a form is copied or installed in a folder forms library, the name specified for this property becomes available as criteria for building columns, and grouping, sorting, and filtering items in a folder. Before you create folder views, make sure the forms that you plan to use in the folder are located in the folder library so that their Microsoft Exchange Column Name properties are available for views. If the forms are not in the folder’s library, you can copy or install them as described in the “Copying or Installing Forms in a Folder” section earlier in this chapter.

The following illustrations show the relationship between forms, fields, and views.

1.	At design time, the Organization field in the Company Profile form is given a column name called Corporate Name.

The form is installed in or copied to the folder library.

2.	The Microsoft Exchange Column Name properties appear in the Columns, Group By, Sort, and Filter dialog boxes.

3.	As you create a view, the settings you choose in each of the dialog boxes make up a folder view.

4.	The folder view chosen by the folder’s user determines how the Viewer displays the data.


Creating Views
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Designing Folder Views

Creating Views

You can create any number of views based on different combinations of settingsin the Columns, Group By, Sort, and Filter dialog boxes. Each view is given a name that the folder’s user can then choose from the Views menu in the Viewer.

To create or modify a view

1.	In the Microsoft Exchange Viewer folder list, select the folder for which you want to define a view.

2.	From the Tools menu, choose Application Design, and then Folder Designer.

3.	From the Properties dialog box, select the Views tab, and then choose New or Modify.

Now you can access the Columns, Group By, Sort, and Filter dialog boxes, each of which is covered in detail in the following sections.


Creating Columns
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Designing Folder Views

Creating Columns

You use the Columns dialog box to define the columns of information that you want to display for a view. You can add or delete columns, rearrange their order, and change their width. You must add columns before specifying groups or a sort order in a view. To create columns, use the properties provided in the Columns dialog box. These properties are a combination of default properties provided by Microsoft Exchange and properties based on the forms located in the folder forms library.

The following illustration shows the columns that appear in the Contacts Only view in the Contact Tracking folder.

To add or remove columns

1.	From the Views tab, choose New or Modify.

2.	From the New View or Modify View dialog box, choose Columns.

3.	From the Columns dialog box, do one of the following:

To add a column, under Available Columns, select the column, and then choose Add.

To remove a column, under Show the Following, select the column, and then choose Remove.

To change the order of the columns displayed in the list

1.	From the Columns dialog box, under Show the Following, select the column you want to move.

2.	Choose Move Up to move the column in the Viewer to the left or Move Down to move the column in the Viewer to the right.

To change the width of a column

1.	From the Views tab, choose New or Modify.

2.	From the New View or Modify View dialog box, choose Columns.

3.	From the Columns dialog box, do one of the following:

Under Show the Following, select the column you want to change.

In the Column Width box, type the number of pixels you want to display in the column.

4.	Choose OK.

You can choose the width of a column in the Viewer by moving the cursor to the side of the column header you want to change and then dragging the column header to the position you want.

Tip

Use a consistent naming convention for views, such as “column name by sort order.” For example, if you create a view that categorizes items by Company Name and then sorts by Contact Date, name the view “Company Name by Contact Date.”


Creating Groups
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Designing Folder Views

Creating Groups

Grouping items in the Viewer is like creating an outline. Each group in a view has a label under which items that belong to that group are listed. Groups are sorted in ascending order by default.

You can group items by Microsoft Exchange standard form field properties such as From, Sent To, and Attachment, and by fields. The fields available in the Group By dialog box are determined by the columns you have selected to be displayed. You can group up to four fields and you can sort the items in the last group.

The following illustration shows items in the Contact Tracking folder grouped by Corporate Name.

Important

You must add the columns that you want displayed before grouping items. To add Columns, use the Columns dialog box, as described in the previous section.

To group items

1.	From the New View or Modify View dialog box, choose Group By.

2.	Under Group Items By, type the property or select a property from the list.

3.	Select Ascending or Descending order for the property.

Ascending order displays items in alphabetic order, with the oldest date or lowest value at the top of the list. Descending order displays items in reverse alphabetic order, with the most recent date or highest value at the top of the list.

4.	To continue grouping items, type or select the property from the next available Then By box.

5.	To choose the sort order of the items in the final group, select the property from the Then Sort Items By box, and then select Ascending or Descending.

Tip

To create a column without a Column Name appearing in the Viewer for the group, specify a column width of zero for the column.


Sorting Items
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Designing Folder Views

Sorting Items

Sorting provides a convenient way to organize information within a folder. You can sort by Microsoft Exchange standard form fields, such as From, Sent To, and Attachment, and by the fields in the custom forms that are copied to or installed in the folder forms library. You can also sort by conversation thread. This enables the user to track an item and the history of responses to that item.

When you specify a field to sort by, you can also specify ascending or descending order. Ascending displays items in alphabetic order, with the oldest date or lowest value at the top of the list. Descending displays items in reverse alphabetic order, with the most recent date or highest value at the top of the list.

The following illustration shows Contact names sorted in the folder by Last Names in ascending order.

Note

If the items in the view are grouped, the sort applies to the last group in the hierarchy. If you select a new field in the Sort dialog box, you also change the selection in the Group By dialog box.

To sort items

1.	From the Views tab, choose New or Modify.

2.	From the New View or Modify View dialog box, choose Sort.

3.	Under Sort Items By, select Ascending or Descending.

4.	Choose OK, and then choose OK again.

Note

The Sort box is directly related to the Sort box in the Group By dialog box. If you change one box, it changes the other.


Sorting on Conversation Thread
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Designing Folder Views

Sorting Items

Sorting on Conversation Thread

Conversation is a unique property in the Sort dialog box that enables the user to track responses to an item. The following illustration shows a view in the Discussion and Response folder that uses Conversation Thread sorting to display Lead Thought items, responses to Lead Thought items, and responses to Responses.

For more information about the Conversation Thread property, see Chapter 5, “Putting It All Together.”


Filtering Items
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Designing Folder Views

Filtering Items

You can create filters that let the user quickly find information. When a filter is applied in a view, only the items that meet the filter’s conditions are displayed in the Viewer.

Here are some guidelines to follow when filtering items in views:

Multiple conditions are ANDed. For example, the conditions From: John Steel; Subject: Nobell Chem are true if the From field of the incoming item contains John Steel and the Subject field contains Nobell Chem.

Multiple arguments within a condition are OR’d. For example, the condition From: John Steel; Grover Smith; Ann Devon is true if the From field of the incoming item contains any one of the names included in the expression.

To open the filter dialog box

1.	From the Views tab, choose New or Modify.

2.	In the New View or Modify View dialog box, choose Filter.

To specify filter conditions

From the Filter dialog box, do one or more of the following:

To	Do this
Identify items that have the specified user names in the From box	Choose From, or type the name in the From box. Valid Expressions: Semicolon delimited names. For example: Rob Petri; Fran Wilson; John Steel. Names can be either resolved or unresolved (they either do or do not exist in the address book)
Identify items that have the specified user names, distribution lists, or folder names	Choose Sent To, or type the name in the Sent To box. Valid Expressions: Semicolon delimited names. For example: Joe Smith; Sales and Marketing.
Identify items that have been sent directly to the recipients specified in the Sent To box	Select Sent Directly To Me.
Identify items that have been Cc’d to the recipients specified in the Sent To box	Select Copied (Cc) To Me.
Identify items that have the specified text in the Subject box	Type the text in the Subject box. Valid Expressions: Semicolon delimited text: For example: Apples and oranges; grapes; bananas.
Identify items that have the specified text in the Message Body box	Type the text in the Message Body box. Valid Expressions: Semicolon delimited text. For example: Bayshore Travel; Just Togs; shipping and receiving problems.
To specify advanced filter conditions

1.	In the Filter dialog box, choose Advanced.

2.	In the Advanced dialog box, specify the conditions for the filter.


Size (Kilobytes)
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Designing Folder Views

Filtering Items

Size (Kilobytes)

Use the Size property to identify items based on their size. For example, you might want to filter in only items that are less than 10 MB. To specify a range — for example, all items submitted between 50K and 100K — specify values for both the At Least and At Most properties.


Received
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Designing Folder Views

Filtering Items

Received

Use this property to filter items based on the date of their submission. For example, for an Account Status view, you might want to view only items that have been submitted for an account within the last six months. To specify a range — for example, all items submitted between 1/15/85 and 3/15/95 — specify values for both the From and To properties.


Only Unread Items
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Designing Folder Views

Filtering Items

Only Unread Items

Select this property to filter items in the folder that have not been opened.


Only Items with Attachments
4	Designing Microsoft Exchange Public Folders	25 of 64

Designing Folder Views

Filtering Items

Only Items with Attachments

Select this property to filter items that have file attachments.


Only Items That Do Not Match These Conditions
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Designing Folder Views

Filtering Items

Only Items That Do Not Match These Conditions

Select this property to filter and display, in the Viewer, only items that do not match the specified conditions.


Importance
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Designing Folder Views

Filtering Items

Importance

Use this property to filter items based on their level of importance: High, Medium, or Low.


Sensitivity
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Designing Folder Views

Filtering Items

Sensitivity

Use this property to filter items based on their level of sensitivity: Normal, Personal, Private, or Confidential.


Show Properties Of
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Designing Folder Views

Filtering Items

Show Properties Of

These are properties that are associated with the Microsoft Exchange Column Names field of custom forms and built-in properties for Microsoft Word, Excelor PowerPoint documents. You can use these properties to specify highly detailed conditions for a filter. For example, you can create conditions for a filter that specify that only Contact Profile items for the Account Rep. Thomas Hardy are displayed in the Microsoft Exhange Viewer.

To specify a form or forms as filter criteria

1.	Under Show Custom Properties Of, select Selected Forms.

2.	Choose Forms.

3.	From the Select Forms dialog box, select the forms you want to add in the left box, and then choose Add.

4.	Choose Close.

To specify custom properties as filter conditions

1.	Under Show Custom Properties Of, select one of the following option buttons.

To	Select
Show custom properties of the currently selected forms. These properties are based on the Microsoft Exchange Column Name property of the fields of the selected forms.	Selected Forms, choose Forms, and select the forms from the Select Forms dialog box.
Show the custom properties of Microsoft Word, Excel, or PowerPoint documents.	Document
Show the custom properties of the current folder. These properties are based on the Microsoft Exchange Column Name of the fields in the forms that are located in the folder forms library.	Folder
2.	Under Properties, select the check box of the property that you want to use as criteria for a filter.

3.	In the list or text boxes to the right of the check boxes, do one or more of the following:

If the field to the right of the selected check box is a text box, you can type one or more values in the text box. For example, if you want to create a view that displays only Contact Profile items that have a value of Bob in their First Name field, you select the First Name check box, and then type Bob in the text box to its right. For a filter that displays Contact Profile items that have a value of either Bob or Jane in the First Name field, you type Bob; Jane in the text box to the right of the First Name field.

If you type more than one value in the text box, be sure to separate the values with semicolons.

If a drop-down listbox and a textbox are to the right of the checkbox, select the value in the drop-down listbox first. Then select the criteria in the box to its right. Form fields that contain numbers and currency will show Greater Than, Less Than, or Equal To in the box. For example, to display only items created after January 5, 1996, select the Created check box, select After in the list box to its right, and then select Fri 1/5/96.

4.	Choose OK.


Testing Forms and Views
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Testing Forms and Views

After you have copied or installed forms and defined views, you should test both components to make sure they work as desired.

To test your forms, open the folder in which the forms are installed, and then select the form’s associated menu commands in the Compose menu of the Microsoft Exchange Viewer. In the form, enter the information you want, and then click the Post button on the Form window toolbar. After posting an itemin the folder, double-click it in the folder to open it and make sure it displays information correctly in the Form window. You should test each of the forms that you copied or installed in the folder.

To test your views, first open the folder you want to test. In the View menu, choose Folder Views, and then select the view you want from the submenu. Make sure you test all the folder views that you created.

When you have finished with these tests, you can delete the test items that you posted in the folder.

For information about	See

Troubleshooting a form or folder	Chapter 11, “Troubleshooting”

Debugging a form	Chapter 9, “Extending Forms”


Copying the Folder to the Set of Public Folders
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Copying the Folder to the Set of Public Folders

After adding forms, defining views, and testing their functionality, you are ready to copy your folder to the set of public folders. Complete the folder design process by designating the allowable item types in the folder, granting permissions, setting administration properties, and specifying rules. This step is only necessary if you started the folder design process with a personal folder or a mailbox folder.

Depending upon the policies of your organization, you may not have permission to add a folder to a set of public folders. You may be required to hand off the folder to the administrator to copy the folder and complete the design tasks according to your specifications. Or, you may be given permission to copy your folder to a specific set of public folders and then complete the task yourself. Contact your administrator for specific instructions.

To copy the folder to a new location

1.	From the folder list in the Viewer, select the folder you want to copy.

2.	From the File menu, choose Copy.

3.	In the Copy This Item To The Selected Folder box, select a new set of public folders for the folder.

4.	Choose OK.


Designating the Types of Items Allowable in the Folder
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Designating the Types of Items Allowable in the Folder

To ensure consistency in the type of information in a public folder, it’s a good idea to designate the types of items that the user can post in the folder. In many cases, it makes sense to allow the user to post only those items that are created with forms located in the folder’s library. For example, in the Contact Tracking folder, users can only post items that are created using the forms installed in the Contact Tracking folder forms library.

To designate the types of items allowable in a folder

1.	In the Properties dialog box, select the Forms tab.

2.	Under Allow These Forms In This Folder, select one of the following categories of forms to designate the types of items that can be posted in the folder.

Choose	Allows only these types of items to be moved, copied, sent, or posted in the folder
Only Forms Listed Above	Only items created with (or with the same item type as) the forms in the Forms Associated With This Folder list.
Forms Listed Above and the Standard Forms	Only items created with (or with the same item type as) the Forms Associated With This Folder list and items created with the Standard Forms.
Any Form	Any item.
3.	Choose OK.


Granting Permissions
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Granting Permissions

Permissions are rights that you assign to the user to control access to a public folder. You determine who can view and use the folder by adding the user, distribution list, and public folder names to the folder access list, and then specifying permissions for the names. These permissions define the functions that the user can perform within the folder.

This section takes you through the process of adding a user to an access list and then assigning permissions.

To display the Permissions tab

1.	From the Microsoft Exchange folder list, select the folder, choose Application Design, and then Folder Designer.

2.	In the Properties dialog box, select the Permissions tab.

From the Permissions tab, you can add the user to the folder access list and assign roles to the user.


Modifying the Folder Access List
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Granting Permissions

Modifying the Folder Access List

Each public folder contains an access list that determines who can view and use the folder. If you created the folder, you are automatically granted owner permissions for the folder. With owner permissions, you can add users to, and remove users from, the access list. You can also change permissions for selected users.

One item in the access list is Default. The permissions defined for Default are granted to all users who have access to the folders. If you want to grant the user permissions other than Default, add the user name or the distribution list name to the list, and then set the permissions for the user name or the distribution list name.

When you are testing the folder, it’s a good idea to set the default permissions to None and grant access to a limited number of users. When you are sure that everything is working correctly in the folder, you can change the default permissions and/or add names to the access list.

You can remove any name from the access list except Default, and if you are sole owner of the folder, your name. If you remove Default or your name, they will reappear the next time you view the Permissions tab.


Using a Distribution List
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Granting Permissions

Modifying the Folder Access List

Using a Distribution List

Distribution lists provide a convenient way to assign a role to a group of users. For example, if you want to assign a custom role to a group, you can create a distribution list that contains the names of the users. You can then add the distribution list name to the access list, and then assign the custom role to the distribution list.

To create a distribution list for a public folder, you must get permissions from your system administrator. After you get these permissions, see the Microsoft Exchange Client online documentation for instructions about creating a distribution list for a public folder.

To add a user, distribution list, or folder name to the access list

1.	In the Permissions tab, choose Add.

2.	In the Add Users list box, select the user, distribution list, or folder you wantto add, and then choose Add.

3.	Choose OK.

To remove a user from the access list

From the Add Users box on the Permissions tab , select the name you wantto remove, and then choose Remove.

Note

If the Default permissions for the folder are Read Only or None and items will be forwarded from another folder, you must add the name of the folder that forwards the item to your access list. Then grant Create Items permission for the folder. The folder name that you add must be in the Address Book.

Permissions can also be set for a folder in your mailbox. Permissions cannot be set in personal folders.


Setting Permissions
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Granting Permissions

Setting Permissions

When you set permissions for the user, you define the functions to perform within the folder. You can set permissions by using roles that contain predefined sets of permissions or by customizing roles to contain your selection of permissions. Roles can be one of the following:

Predefined Roles — Predefined grouping of permissions that are available from the Roles box.

Custom Roles — Permissions you set for the user that do not match any of the predefined roles.

To assign roles to users

1.	Select the users or the distribution list of the users whose permissions you want to change.

2.	In the Roles box, select the name of the role.

The following table lists the roles and the predefined permissions that are assigned to each role.

Role	Permission

Owner	All

Editor	Create Items

Read Items

Edit All Items

Delete All Items

Author	Create Items

Read Items

Edit Own Items

Delete Own Items

Publishing Editor	Create Items

Read Items

Edit All Items

Delete All Items

Create Subfolders

Publishing Author	Create Items

Read Items

Edit Own Items

Delete Own Items

Create Subfolders

Reviewer	Create Items

Read Items

Contributor	Create Items

None	No permissions granted

Custom	Enables you to set permissions that do not match a predefined role

To assign a custom role to users

1.	Select the users or the distribution list of the users whose permissions you want to change.

2.	Under Permissions, set the Permissions properties so they do not match a predefined role. The role is then defined as Custom.

Important

You cannot select a Custom Role from the Roles list. You must define custom permissions for each distribution list or user individually.

The following table describes the individual permissions available.

Permissions	Description

Create Items	The user can create items and submit them to the folder.

Read Items	The user can open and read any item in the folder, including items in the subfolder.

Create Subfolders	The user can create subfolders within the folder. The person who creates the subfolder is granted owner permissions for the subfolder and can deny permissions to the parent folder owners.

Folder Owner	Owner permissions are required for setting and viewing access permissions and for deleting the folder. More than one person may be granted owner permissions. The folder owner is granted all permissions.

Folder Contact	If the user is a folder contact, the name appears in the Properties dialog box in the Administration tab. Folder contacts are the people whom users call to report problems about, or request changes to, a folder. Folder contacts also receive automatic conflict notifications for the folder.

Edit Items	If None is selected, the user cannot edit any items in the folder. If Own is selected, the user can edit items that they have created. If All is selected, the user can edit all items in the folder.

Delete Items	If None is selected, the user cannot delete any items in the folder. If Own is selected, the user can delete the items that they have created. If All is selected, the user can edit all items in the folder.


Setting Administration Properties
4	Designing Microsoft Exchange Public Folders	37 of 64

Setting Administration Properties

The Administration tab contains miscellaneous options that affect the general functionality of your folder.

To display the Administration tab

1.	From the Microsoft Exchange Viewer, select the folder for which you want to set Administration properties, and then choose the Properties command from the File menu.

2.	From the Properties dialog box, select the Administration tab.


Initial View On Folder
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Setting Administration Properties

Initial View On Folder

Select the folder view that you want to display when the user opens the folder. By default, the selected view is the Normal view and is the same view that appears in your Inbox folder by default.


Drag/Drop Posting Is A
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Setting Administration Properties

Drag/Drop Posting Is A

Users can post items in a folder by dragging them from the File Manager or the Viewer item list and dropping them in the folder. You can specify that the drag/drop operation formats the posted item in one of the following ways:

Forward specifies that when an item is dragged to a folder, Microsoft Exchange formats the item to show that it has been forwarded by the user who dragged it. For example, if Bill Lee drags an item from Tammy Wong from his Inbox to the Document Filer folder, the item appears in the Document Filer as though it is forwarded by Bill Lee.

Moved/Copied specifies that when an item is dragged to a folder, Microsoft Exchange does not reformat the item. For example, if Bill Lee drags an item from Tammy Wong from his Inbox to the Document Filer folder, the item that appears in the Document Filer folder is displayed as sent by Tammy Wong. Moved/Copied is the default value.


Add Folder Address to Personal Address Book
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Setting Administration Properties

Add Folder Address to Personal Address Book

When you click the Personal Address Book button, the folder address is automatically added to your Personal Address Book. You can then use the entry in your Personal Address Book to preaddress a Send form to send items to the folder or to create a rule that forwards a message to another user.

For more information about preaddressing a Send form to a folder address, see Chapter 12, “Advanced Design Concepts.”


This Folder is Available To
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Setting Administration Properties

This Folder is Available To

Select Owners Only if you are modifying or creating a folder design. This gives only those people with the Owner role the right to access the folder.

After the folder is tested and is ready for general use, you can select All Users With Access Permissions and make the folder available for public use.

The This Folder is Available To property prevents access to the specified folder, but does not prevent access to subfolders. This way, the user can post items in a subfolder while the parent folder is disabled.


Folder Assistant
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Setting Administration Properties

Folder Assistant

Choose Folder Assistant to create rules that automatically process incoming folder items. Rules consist of conditions and actions that you can apply to incoming folder items. For example, for a HelpDesk folder, you can create a rule that forwards high priority items to the Inbox of a lead HelpDesk technician.

For more information about rules, see the next section, “Designing Rules.”


Folder Path
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Setting Administration Properties

Folder Path

The Folder Path box shows the path of the folder is in the folder list tree.


Properties
4	Designing Microsoft Exchange Public Folders	44 of 64

Setting Administration Properties

Properties

The user can choose Properties to get additional information about a folder contact such as alias, e-mail address, or phone number.


Designing Rules
4	Designing Microsoft Exchange Public Folders	45 of 64

Designing Rules

Rules automatically process items as they arrive in a folder. To create rules, choose Folder Assistant in the Administration tab in the Folder Properties dialog box. You can then add, edit, or delete a rule using the Folder Assistant dialog box. A rule consists of two parts. The first part is a set of conditions that are applied to an incoming item. The second part specifies the action that is taken if the conditions are met.

You can use rules to:

Automatically forward specific types of items to another folder.

Automatically delete items based on the specified criteria.

Automatically reply to specific kinds of items with a reply template.

Specify that particular kinds of items are automatically returned to the sender.

This section takes you through the process of using the Folder Assistant to create rules for a folder. Specify the conditions for the rule, then specify the actions to occur if the conditions of the rule are met.

For more information about designing rules for a personal folder, see the Microsoft Exchange Client online Help.

To open the Folder Assistant dialog box

1.	In the folder list in the Microsoft Exchange Viewer, select the folder for which you want to create rules.

2.	From the File menu, choose Properties, and then select the Administration tab.

3.	Choose Folder Assistant.


Specifying Conditions of a Rule
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Designing Rules

Specifying Conditions of a Rule

The conditions of a rule identify the items that are to be processed by the rule. These conditions can range from very simple to relatively advanced. An exampleof a simple condition is From:Thomas Hardy. This condition states that if an item is submitted to the folder from Thomas Hardy, then a specific action is taken. A more advanced set of conditions is Only Messages That Do Not Match This Criteria; From:Thomas Hardy; Norman Jones; Ali Gobi. These conditions state that if the items submitted to the folder are not from Thomas Hardy, Norman Jones, or Ali Gobi, to take a specific action, such as to forward the items to another folder.


Rules Syntax
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Designing Rules

Specifying Conditions of a Rule

Rules Syntax

Before you create rules, it’s important to understand a few fundamental concepts.

A rule consists of conditions and a corresponding action. A rule can have one condition or multiple conditions. For example, From:John Steel is a single condition and From:John Steel; Subject:Nobell Chem are two conditions. Each condition is delimited by a semicolon. A condition can consist of an argument or multiple arguments. For example, From:John Steel is an condition with a single argument and From:John Steel; Grover Smith is a condition with multiple arguments.

Multiple conditions within a rule are ANDed. For example, the condition From:John Steel; Subject:Nobell Chem is true if the From field of the incoming item contains John Steel and the Subject field contains Nobell Chem.

Multiple arguments within a condition are OR’d. For example, the condition From:John Steel; Grover Smith; Ann Devon is true if the From field of the item contains any one of the names included in the expression.


Performing Actions if Conditions are Met or Not Met
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Designing Rules

Specifying Conditions of a Rule

Performing Actions if Conditions are Met or Not Met

You can create rules that take actions if conditions are met and rules that take actions if the conditions are not met. To specify if they apply to items that match the conditions or to items that do not match the conditions, use the Advanced Rules dialog box and select the Only Items That Do Not Match These Conditions check box.

For more information about the Advanced dialog box, see “Specifying Advanced Conditions” later in this chapter.


Specifying Simple Conditions
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Designing Rules

Specifying Conditions of a Rule

Specifying Simple Conditions

Simple conditions let you specify criteria based on the contents of the From, Sent To, Subject, and Message Area fields of the incoming item. To set simple conditions, use the Edit Rule dialog box that is accessed from the Folder Assistant dialog box. As shown in the following illustration, the conditions of the rule state that if an item is submitted to the folder from Fran Wilson, and contains Nobell Chem in its Subject field, then the item is forwarded to Bill Lee.

To specify simple conditions

1.	From the Folder Assistant dialog box, do one of the following:

Choose Add Rule.

Select the rule that you want to edit, and then choose Edit Rule.

2.	Under When A Message Arrives That Meets The Following Conditions, do one or more of the following:

To	Do this
Identify items that have the specified user names in the From box	Choose From, or type the name in the From box. Valid Expressions: Semicolon delimited names. For example: Rob Petri; Fran Wilson; John Steel. Names can be either resolved or unresolved (they either do or do not exist in the address book).
Identify items that have the specified user names, distribution lists, or folder names	Choose To, or type the name in the To box. Valid Expressions: Semicolon delimited names. For example: Joe Smith; Sales and Marketing.
Identify items that have been sent directly to the recipients specified in the Sent To box	Select Sent Directly To.
Identify items that have been Cc’d to the recipients specified in the Sent To box	Select Copied (Cc) To.
Identify items that have the specified text in the Subject box	Type the text in Subject box. Valid Expressions: Semicolon delimited text. For example: Apples and oranges; grapes; bananas.
Identify items that have the specified text in the Message Body box	Type the text in the Message Body box. Valid Expressions: Semicolon delimited text. For example: Bayshore Travel; Just Togs; shipping and receiving problems.


Specifying Advanced Conditions
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Designing Rules

Specifying Conditions of a Rule

Specifying Advanced Conditions

Using the Advanced dialog box, you can specify a wide range of conditions, including custom properties that are based on fields belonging to forms that are installed in the folder forms library. You can also specify such properties as Only Items That Do Not Match These Conditions. This property reverses the logic of the rule and takes action on items that do not match the specified conditions.

To specify advanced conditions

1.	In the Folder Assistant dialog box, do one of the following:

Choose Add Rule.

Select the rule that you want to edit, and then choose Edit Rule.

2.	From the Edit Rule dialog box, choose Advanced.


Size (Kilobytes)
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Designing Rules

Specifying Conditions of a Rule

Size (Kilobytes)

Use the Size property to identify items based on their size. For example, for items that are over 10 MB, you can specify that the item is returned to sender and that a reply is sent explaining that the item is too large for the folder. To specify a range — for example, all items submitted between 50K and 100K — specify values for both the At Least and At Most properties.


Received
4	Designing Microsoft Exchange Public Folders	52 of 64

Designing Rules

Specifying Conditions of a Rule

Received

Use this property to identify items based on the date of their submission. For example, to name a new product for a Suggestion Center folder, you may want to have a month-long contest. At the end of the contest, you might want to stop taking suggestions. To do this, you can set the To property to specify that any suggestions arriving after the date are returned to sender with a message explaining that the contest is over. To specify a range — for example, all items submitted between 1/15/85 and 3/15/95 — specify values for both the From and To properties.


Only Unread Items
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Designing Rules

Specifying Conditions of a Rule

Only Unread Items

This property is disabled for rules.


Only Items With Attachments
4	Designing Microsoft Exchange Public Folders	54 of 64

Designing Rules

Specifying Conditions of a Rule

Only Items With Attachments

This property enables you to identify items that have file attachments.


Only Items That Do Not Match These Conditions
4	Designing Microsoft Exchange Public Folders	55 of 64

Designing Rules

Specifying Conditions of a Rule

Only Items That Do Not Match These Conditions

Use this property to specify that an action is taken only if the specified conditions are not met.


Importance
4	Designing Microsoft Exchange Public Folders	56 of 64

Designing Rules

Specifying Conditions of a Rule

Importance

Use this property to identify items based on their level of importance: High, Medium, or Low.


Sensitivity
4	Designing Microsoft Exchange Public Folders	57 of 64

Designing Rules

Specifying Conditions of a Rule

Sensitivity

Use this property to identify items based on their level of sensitivity: Normal, Personal, Private, or Confidential.


Show Properties Of
4	Designing Microsoft Exchange Public Folders	58 of 64

Designing Rules

Specifying Conditions of a Rule

Show Properties Of

These are properties that are associated with the Microsoft Exchange Column Names and the Form Display Name of custom forms. You can use these properties as conditions for rules. For example, the condition in the following illustration states that if an Action Item arrives in the folder and the Last Name field has a value of Moore, to take the designated action.

To specify a form or forms as a condition

1.	Select Selected Forms.

2.	Choose Forms.

3.	From the Select Forms dialog box, select the forms you want to add in the left box, and then choose Add.

4.	Choose Close.

To specify custom properties as conditions

1.	Under Show Properties Of, select one of the following option buttons.

To	Select
Show custom properties of the currently selected forms. These properties are based on the Microsoft Exchange Column Names for the fields in the selected forms.	Selected Forms, choose Forms, and select the forms from the Select Forms dialog box.
Show the custom properties of Microsoft Word, Excel, or PowerPoint documents	Document
Show the custom properties of the current folder. These properties are based on the published Microsoft Exchange Column Names for the fields in the forms that are located in the folder forms library.	Folder
2.	Under Properties, select the check box of the property that you want to use as conditions for a filter.

3.	In the list or text boxes to the right of the checkboxes, do one or more of the following:

If the field to the right of the selected check box is a text box, you can type one or more values in the text box. For example, if you want to create a rule that forwards HelpDesk items that have a value of Peter Fraser in their UserName field, select the UserName check box, and then type Peter Fraser in the text box to its right. For a rule that forwards HelpDesk items that have a value of either Peter Fraser or Bill Lee in the UserName field, type Peter Fraser; Bill Lee in the text box to the right of the First Name field.

If you type more than one value in the text box, be sure to separate the values with semicolons.

If a drop-down listbox and a textbox are to the right of the check box, select the value in the drop-down listbox first. Then type or select the criteria in the box to its right. Form fields that contain numbers and currency will show Greater Than, Less Than, or Equal To in the box. For example, to display only items created after January 5, 1996, select the Item Composed check box, select After in the list box to its right, and then select Fri 1/5/96.

4.	Choose OK.


Specifying Actions for a Rule
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Designing Rules

Specifying Actions for a Rule

Actions occur when the conditions of a rule are met. For example, the actions in the following illustration state that if the conditions are met, the item is forwarded to Peter Fraser.


Return to Sender
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Designing Rules

Specifying Actions for a Rule

Return to Sender

If you do not want to accept certain kinds of items in a folder, perhaps because the date for valid submissions is past or because you do not want to accept items about a particular subject, you can select the Return to Sender property. By doing so, the Delete property is unavailable.


Delete
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Designing Rules

Specifying Actions for a Rule

Delete

For public folders, the Delete action deletes the item upon receiving it. The Delete property can be used in conjunction with the Forward action to move items from one folder to another. For example, in the sample application News folder, one rule forwards items to the Moderator subfolder, and another rule deletes the items from the News folder. When the Delete property is selected, the Return to Sender property is unavailable.


Reply with Template
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Designing Rules

Specifying Actions for a Rule

Reply with Template

You can use the Reply With Template property to automatically send a message to the user if the conditions of a rule are met. When you select the Reply With property and then choose the Template button, Microsoft Exchange displays the a standard send form that you can use to specify the text of the Reply Template. You can also add attachments and specify additional recipients.

Important

Microsoft Exchange does not pass a reply event to the form when a Reply action is performed by a rule.

To specify Reply With Template properties

1.	In the Folder Rules Assistant dialog box, do one of the following:

Choose Add Rule.

Select the rule that you want to edit, and then choose Edit Rule.

2.	From the Edit Rule dialog box, select Reply With, and then choose Template.

3.	From the Reply Template, you can do one or more of the following:

To	Do this
Specify recipients in addition to the sender for the Reply With Template of the item	In the To, Cc, or Bcc box, type the names of the recipients, or choose To, and then select the names from the Select Names dialog box.
Specify the Subject text for the reply message	In the Subject box, type the text.
Specify the message body text for the reply message	In the message body area, type the message. You can also insert an attachment or an OLE object.


Forward
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Designing Rules

Specifying Actions for a Rule

Forward

You can use the Forward action to automatically send an item to a user, a folder, or a distribution list.

To specify properties for the Forward action

1.	In the Folder Assistant dialog box, do one of the following:

Choose Add Rule.

Select the rule you want to edit, and then choose Edit Rule.

2.	From the Edit Rule dialog box, select Forward, and then type the recipient names, or choose To.

If you choose To, the Choose Recipient dialog box appears.

3.	In the Show Names From The box, select the address list from which you want to select names.

4.	Scroll through the names in the Type Name Or Select From List box, or type the name or part of the name you are looking for.

The list automatically scrolls to the entry as you type.

5.	To add a name, distribution list, or folder to the message recipient’s box, do one of the following:

Select the name in the address list, and then choose the To box.

Drag the name from the address list to the To box.

Double-click a name to add it to a box.

To remove a recipients name from an address box, select the name, and then press BACKSPACE or DELETE.

6.	Choose OK.


Testing and Releasing the Folder
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Testing and Releasing the Folder

Once you have created or modified a folder application, test and debug it yourself and then pilot test it with users. When testing the folder, you and the users involved in the pilot test should compose, submit, and open items in the folder and check views, permissions, and rules to make sure they are working as planned.

If you plan to replicate the folder application between servers, define replication settings and test the folder on a small scale before replicating it between a large number of servers.

For more information about replicating folder applications, see the Microsoft Exchange Server Concepts and Planning Guide.

There are several ways to make a folder available for use in your organization. This section describes the methods that you can use, and explains when it is appropriate to use a particular method.

Copying a New Folder

If you have created a new folder, you can make the folder available for general use on your Microsoft Exchange Server by copying the folder to a set of public folders. After you have copied the folder, notify users that the folder is available.

For more information about copying a folder to a new location, see Chapter 10, “Managing Applications.”

Copying the Design

If you modified the design of an existing folder, choose Application Design, and then Copy Folder Design from the Tools menu of the Microsoft Exchange Client. This will copy the new design to the original folder and leave the items of the folder intact.

For more information about copying the design of a folder, see the “Copying a Folder Design” section earlier in this chapter.

Distributing a Folder in a .PST

You can use a .PST file to distribute a public folder using a floppy disk, compact disk, or network drive. To create a .PST file, you create a set of personal folders and the Microsoft Exchange Client automatically creates a .PST file on your hard drive or network for storing the contents of the personal folder set. You can then copy the .PST file to a network, floppy disk, or compact disc for distribution.

For more information about copying a folder to a new location, see Chapter 10, “Managing Applications.”


Putting It All Together
Chapter 5	 1 of 47

Putting It All Together

One of the best ways to learn how to design the Microsoft Exchange Client applications is to look at the design techniques implemented in the sample applications. This chapter takes a look at several sample applications and then shows you an assortment of useful design techniques for building applications.

As you go through this chapter, it’s best to open the form project (.EPF) files that are covered in each of the sections and examine how the properties are set. By default, the form project files are located in subdirectories in C:\EXCHANGE\EFDFORMS\SAMPLES. It also helps to run the applications in the Microsoft Exchange Client to get a feel for how the properties affect the application at run time. If you are not sure where the client sample applications are located in your organization, contact your system administrator.

The following design techniques are covered in this chapter. How to:

Create a Read window based on a Compose window

Create a shared field

Designate a field as criteria for views

Make a field required in the Compose window and locked in the Read window

Pass the Create New Item event to the Compose window

Specify that a menu command is added to the Compose menu of the Microsoft Exchange Client Viewer

Make a Create New Item command appear in a Form window Compose menu

Pass the Open Submitted Item event to the Read window

Design a Post form for creating new items

Design a form to respond to existing items

Design a custom response

Copy field values from a selected item to a response item

Use a shared field among different forms

Specify that a response item is added to the conversation thread

Convert an item when sending or posting

Use rules to process items submitted in a folder


Examining the HelpDesk Application
5	Putting It All Together	2 of 47

Examining the HelpDesk Application

The HelpDesk application lets HelpDesk workers enter, read, and track user requests for assistance. For example, when a user in the organization phones the HelpDesk and requests the installation of a larger hard disk, the HelpDesk person can open the HelpDesk Request form and enter the information in the form. They can then post the request item in the HelpDesk folder. HelpDesk workers can then open the item in the folder to view the request, to add resolution information, or to check its status.


Overview of the HelpDesk Application
5	Putting It All Together	3 of 47

Examining the HelpDesk Application

Overview of the HelpDesk Application

The HelpDesk application consists of a two-window form and the HelpDesk folder.

Compose window

enables the HelpDesk worker to create and post HelpDesk requests.

Read window

enables the HelpDesk worker to view and update HelpDesk request items that are posted in the HelpDesk folder.

HelpDesk folder

contains the HelpDesk form and displays posted HelpDesk request items.


How the HelpDesk Form is Used at Run Time
5	Putting It All Together	4 of 47

Examining the HelpDesk Application

How the HelpDesk Form is Used at Run Time

In this section, you see how the properties set in the HelpDesk form affect the way the form works at run time.


Composing a HelpDesk Request
5	Putting It All Together	5 of 47

Examining the HelpDesk Application

How the HelpDesk Form is Used at Run Time

Composing a HelpDesk Request

This section focuses on the Compose process and looks at what happens when a HelpDesk worker creates and then posts a HelpDesk Request item.

1.	With the HelpDesk folder open in the Microsoft Exchange Viewer, the user chooses the New HelpDesk Request command from the Compose menu.

2.	The menu command generates an event and an item type. The event is the Create New Item event and the Item Type is IPM.MS.HELPDESK.

3.	The item type is passed to a Lookup Table that specifies that the HelpDesk form .EXE is activated for items with the IPM.MS.HELPDESK item type.

4.	The HelpDesk form .EXE file is activated, and the Create New Item event is passed to the form. The form properties for the HelpDesk form specify the Create New Item event is passed to the Compose window called New HelpDesk Request, so the New HelpDesk Request window is displayed.

5.	The HelpDesk worker enters into the fields in the New Help Desk Request window the user’s request for assistance.

6.	The HelpDesk worker chooses Submit HelpDesk Request from the File menu of the NewHelpDesk Request window.

7.	The HelpDesk Request item is posted in the HelpDesk folder and appears in the Microsoft Exchange Viewer.


Reading a HelpDesk Request
5	Putting It All Together	6 of 47

Examining the HelpDesk Application

How the HelpDesk Form is Used at Run Time

Reading a HelpDesk Request

This section focuses on the Read process and shows what happens when a HelpDesk worker opens an existing item in the HelpDesk folder.

1.	The HelpDesk worker double-clicks an item in the HelpDesk folder.

2.	This generates an IPM.MS.HELPDESK item type and an Open Submitted Item event.

3.	The IPM.MS.HELPDESK item type is passed to the Lookup Table that specifies that the HelpDesk form .EXE is activated for items with the IPM.MS.HELPDESK item type.

4.	The HelpDesk form .EXE file is activated, and the Open Submitted Item event is passed to it. The form properties for the HelpDesk form specify that the Open Submitted Item event is passed to the Read window called HelpDeskRequest, so that the HelpDesk Request window is displayed.

5.	The information in the submitted HelpDesk Request item appears in the fields of the HelpDesk Request Read window.


HelpDesk Design Techniques
5	Putting It All Together	7 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

This section focuses on fundamental design techniques that are used in the HelpDesk form. You can apply these techniques to almost any form that you build.


Create a Read Window Based on a Compose Window
5	Putting It All Together	8 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Create a Read Window Based on a Compose Window

In many forms including the HelpDesk form, the Compose window and the Read window are nearly identical. Often the fastest and easiest way to design a form is to add fields to the Compose window first, set the field properties, and then copy the fields from the Compose window to the Read window.

To copy fields from the Compose window to the Read window

1.	In the Compose window, select the fields that you want to copy.

2.	You can select multiple fields by holding down SHIFT and clicking the fields.

3.	On the Forms Designer Main window toolbar, click the Copy button.

4.	In the Window menu of the Main window, choose the Read window.

5.	On the Main window toolbar, click the Paste button.

To position the fields in the exact locations of both the Compose and Read windows, you can use the Location property in the General tab of the Field Properties dialog box. The location property specifies the Top and Left position of the field in the window.

For more information about	See

Adding and modifying fields	Chapter 3, “Designing Forms,” and Chapter 6, “Setting Field Properties”

Setting window properties	Chapter 7, “Setting Window Properties”

Passing events to windows	Chapter 8, “Setting Form Properties”


Create a Shared Field
5	Putting It All Together	9 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Create a Shared Field

In many cases, you will want to use the same field in both the Compose and Read windows. To do this, give the field the same Reference Name, Microsoft Exchange Column Name, and Field Caption in both windows. The Reference Name is the MAPI property name that is used to reference the field. It saves field values from the form and reads field values into the form. The Column Name is the name that is published in the Microsoft Exchange Client user interface and appears in views dialog boxes.

For example, in the HelpDesk form, both the Compose and Read window have a User field with a Reference Name of UserName. The information from the UserName field in the Compose window is written to the Microsoft Exchange database when the user posts an item in the folder. In the Read window, the data is written from the Microsoft Exchange database to the UserName field when the user opens a posted item in the folder.

To create a shared field

1.	Do one of the following:

Give the field the same Reference Name, Column Name, and Field Caption in both the Compose and Read windows. To set these general field properties, double-click the field and then select the General tab.

Add a field to the Compose window, and then set its Reference Name, Column Name and Caption in the General tab of the Field Properties dialog box.

Switch to the Read window and click the Insert Field button on the Forms Designer Main window toolbar. You can only insert a field in a window that does not have a field of the same name. When you insert the field in the window, the inserted field has the same field properties as the field upon which it is based.


Designate a Field as Criteria for Views
5	Putting It All Together	10 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Designate a Field as Criteria for Views

The Microsoft Exchange Column Name is the name that is used at run time as criteria for creating views. The Column Name appears in the Columns, Group By, Sort, Filter, and Search dialog boxes.

If you don’t want a Column Name to appear for the field in these dialog boxes, you can leave the Microsoft Exchange Column Name field blank.

If you are using the same field for the Read and Compose windows, the Column Names for the fields must match. The easiest way to ensure that they match between windows is to use the Insert Field procedure, as described in the preceding procedure.

To set the Microsoft Exchange Column Name property

1.	In the Form window, double-click the field for which you want to set the Microsoft Exchange Column Name property.

2.	In the General tab of the Field Properties dialog box, type a new name in the Microsoft Exchange Column Name box.

When you specify a caption for a field (either in the Form window or in the Field Properties dialog box), the Column Name automatically changes to match the caption. If you want the Column Name to be different than the Caption, specify the Column Name after you specify the Caption.


Make a Field Required in the Compose Window and Locked in the Read Window
5	Putting It All Together	11 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Make a Field Required in the Compose Window and Locked in the Read Window

The Field Is properties you set for a field often depend upon the window in which the field is located. For example, in the HelpDesk form, the Required property for the UserName is checked in the Compose window. This means the user must enter text in this field before sending the item.

However, in the Read window the UserName field is Locked. This means the user cannot change the contents of the field. In addition, the background color of UserName field is set to gray to indicate that text cannot be entered in this field by the user.

To make a field Required in the Compose window

1.	In the Compose window, double-click the field for which you want to set Locked, Required, or Hidden properties.

2.	In the General tab in the Field Properties dialog box under Field Is, select Locked, Required, or Hidden.

To make a field Locked in the Read window

1.	In the Read window, double-click the field for which you want to set Locked, Required, or Hidden properties.

2.	In the General tab in the Field Properties dialog box under Field Is, select Locked, Required, or Hidden.

To set the background color of a field to gray

1.	In the Read window, select the field and then choose the Field Appearance button on the Main window toolbar.

2.	In the Field Appearance dialog box, to the right of Back Color, choose the light gray color box.

3.	Choose Close in the System menu of the dialog box.


Pass the Create New Item Event to the Compose Window
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Examining the HelpDesk Application

HelpDesk Design Techniques

Pass the Create New Item Event to the Compose Window

The Create New Item event is initiated when the HelpDesk worker chooses New HelpDesk from the Compose menu of the Microsoft Exchange Viewer. As shown in the following illustration, when the Create New Item event is generated for the HelpDesk form, the Events properties specify that the event is passed to the HelpDesk Compose window, and its Compose window appears on the user’s screen.

To pass the Create New Item event to the Compose window

1.	On the Main window toolbar, click the Form Properties button, and then select the Events tab.

2.	Under For This Event, select Create New Item.

3.	Under Take This Action, select Pass to Window, and then select Compose.

4.	Choose Close.


Specify That a Menu Command is Added to the Compose Menu of the Microsoft Exchange Client Viewer
5	Putting It All Together	13 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Specify That a Menu Command is Added to the Compose Menu of the Microsoft Exchange Client Viewer

For the Create New and Custom Response events, you can specify a Viewer Menu Command. The Viewer Menu Command appears in the Microsoft Exchange Client Compose menu, but does so only when the folder in which the form is installed is open.

As shown in the following illustration, when the New HelpDesk Request command is added to the Compose menu. When selected, the Create New Item event is passed by the Microsoft Exchange Client to the form.

To specify a Viewer menu command

1.	On the Main window toolbar, click the Form Properties button, and then select the Events tab.

2.	Under For This Event, select the event for which you want to specify a command.

3.	In the Viewer Menu Command box, type the name of the command.

4.	Choose Close.

Note

For the Viewer Menu Command property to appear in the Microsoft Exchange Viewer, the form must be installed in a folder forms library. The HelpDesk form, for example, is installed in the HelpDesk folder forms library.


Make a Create New Item Command Appear in a Form Window Compose Menu
5	Putting It All Together	14 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Make a Create New Item Command Appear in a Form Window Compose Menu

If you want a custom menu command to appear in the Compose menu of a Form window, you must use the Window Properties dialog box in the Forms Designer. This lets you add menu commands for the Create New Item event to the form windows Compose menu to match the command that appears in the Microsoft Exchange Client.

To make a custom menu command appear in the Compose menu of the form for the Create New Item event

1.	In the Forms Designer, choose the Window Properties button, and then select the Menus tab.

2.	In the Menu box, select Compose, and then choose Compose Options.

3.	In the Create Item dialog box, choose Add.

4.	In the New Command dialog box, type the menu command, and then choose OK.

For example, to add the New HelpDesk Request command to the Compose menu of the window, you type New HelpDesk Request.

5.	In the Item Type box, choose Browse, select the form you want to activate for the Create New Item event, and then choose OK.

6.	Repeat steps 1 through 5 for a two-window form to add the command to other window in the form.


Pass the Open Submitted Item Event to the Read Window
5	Putting It All Together	15 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Pass the Open Submitted Item Event to the Read Window

The Open Submitted Item event is initiated when the user double-clicks a submitted item in a folder or when the user selects the item and then chooses the Open command from the File menu in the Viewer. As shown in the following illustration, when the Open Submitted Item event is generated for the HelpDesk form, the HelpDesk form properties specify that event is passed to the Read window, so the HelpDesk Read window appears on the screen.

To pass the Open Submitted Item event to the Read window

1.	On the Main window toolbar, click the Form Properties button.

2.	In the Events tab in the Form Properties dialog box, select Open Submitted Item event in the Event box.

3.	Under Take This Action, select Pass to Window, and then select Read.

4.	Choose Close.


Let Users Send Items to a Folder
5	Putting It All Together	16 of 47

Examining the HelpDesk Application

HelpDesk Design Techniques

Let Users Send Items to a Folder

For the HelpDesk application, you might want to install a HelpDesk Send form in the organization forms library so the user can submit HelpDesk Request without opening the HelpDesk folder.

To do this, you can convert the existing HelpDesk Post form into a Send form and then install the HelpDesk Send form in the organization forms library.

For more information about converting a Post form to a Send form, see Chapter 12, “Advanced Design Concepts.”


Examining the Discussion Application
5	Putting It All Together	17 of 47

Examining the Discussion Application

The Discussion application lets the user post new thoughts and ideas to a folder. Other users can then read the posted item, and then post their responses to it.


Overview of the Discussion and Response Application
5	Putting It All Together	18 of 47

Examining the Discussion Application

Overview of the Discussion and Response Application

The Discussion and Response application consists of the following parts.

New Lead Thought form

Lets the user create and post new thoughts or ideas to the folder.

Response form

Lets the user respond to the lead thought and to post responses to the folder. In addition, the Response form also lets the user respond to a response item.

Discussion & Response folder

Contains the New Lead Thought and Response forms and also displays the New Lead Thought and Response items that are posted to the folder.


How the Discussion Application Is Used at Run Time
5	Putting It All Together	19 of 47

Examining the Discussion Application

How the Discussion Application Is Used at Run Time

This section shows what happens when the user composes a New Lead Thought in the Discussion and Response application.


Composing a Lead Thought
5	Putting It All Together	20 of 47

Examining the Discussion Application

How the Discussion Application Is Used at Run Time

Composing a Lead Thought

1.	To start a discussion about sailing, a user named Bill Lee opens the Discussion and Response folder, and then selects New Lead Thought in the Compose menu of the Microsoft Exchange Viewer.

2.	A Lead Thought item type (IPM.Microsoft.Leadtht) and a Create New Item event are generated.

3.	The Lead Thought item type is passed to the Lookup Table which locates and activates the Lead Thought form.

4.	The form properties of the Lead Thought form specify that the Create New Item event is passed to the Compose window, so the New Lead Thought Compose window appears. Bill Lee enters information in the Lead Thought window.

5.	He then chooses Post from the File menu.

6.	The item is posted in the Discussion folder.


Composing a Response to a Lead Thought
5	Putting It All Together	21 of 47

Examining the Discussion Application

How the Discussion Application Is Used at Run Time

Composing a Response to a Lead Thought

Composing a response to a lead thought is a two-step process. In Step 1, the user, Ann Devon, double-clicks the item in the folder to open and read it. In Step 2, Ann Devon chooses from the Compose menu the New Response command to compose her response to the item submitted by Bill Lee.

Step 1 — Reading the Lead Thought

1.	Ann Devon double-clicks the item submitted by Bill Lee in the Discussion folder to open and read it.

2.	A Lead Thought item type (IPM.Microsoft.Leadtht) and Open Submitted Item event are generated.

3.	The Lead Thought item type is passed to the Lookup Table which locates and activates the Lead Thought form.

4.	The form properties of the Lead Thought form specify that the Open Submitted Item event is passed to the Read window, so that the Lead Thought Read window appears.

Step 2 — Composing a Response

1.	In the Lead Thought Read window, Ann Devon chooses the Response command from the Compose menu.

2.	The IPM.Microsoft.Leadtht item type and Custom Response1 event are generated.

3.	The Lookup Table locates and activates the Lead Thought form.

4.	The Events Properties for the Lead Thought form specify that for the Custom Response1 event, the form takes the following action: Create Response: Item Type IPM.Microsoft.Response.

5.	The Response form is activated. In the Forms Designer, when a form is passeda response event from another form, the response event is converted to a Create New Item event. For the Create New Item event, the Response form passes the event to the Compose window, so that the New Response window appears.

6.	Ann Devon enters her response in the New Response window.

7.	She then posts the response in the folder.

8.	The response appears in the Discussion folder.


Composing a Response to a Response Item
5	Putting It All Together	22 of 47

Examining the Discussion Application

How the Discussion Application Is Used at Run Time

Composing a Response to a Response Item

Composing a response to a response item is also a two-step process. In Step 1, the user, Simon Crowther, double-clicks the item in the folder to open and read it. In Step 2, Simon Crowther chooses the Response to Current Item command from the Compose menu to compose his response to the item submitted by Ann Devon.

Step 1 — Reading the Response

1.	Simon Crowther double-clicks the item submitted by Ann Devon in the Discussion folder to open and read it.

2.	A Response item type (IPM.Microsoft.Response) and Open Submitted Item event are generated.

3.	The Response item type is passed to the Lookup Table which locates and activates the Response form.

4.	The form properties of the Response form specify that the Open Submitted Item event is passed to the Read window, so that the Response Read window appears.

Step 2 — Composing a Response to Current Item

1.	In the Lead Thought Read window, Simon Crowther chooses the Response command from the Compose menu.

2.	The IPM.Microsoft.Response item type and Custom Response1 event are generated.

3.	The Lookup Table locates and activates the Response form.

4.	The Events Properties for the Response form specify that for the Custom Response1 event, the form takes the following action: Create Response: Item Type IPM.Microsoft.Response.

5.	A new instance of the Response form is activated. In the Forms Designer, when a form is passed a response event from another form, the response event is converted to a Create New Item event. For the Create New Item event, the new instance of the Response form passes the event to the Compose window, so the Response form New Response window appears.

6.	Simon Crowther enters his response in the New Response window.

7.	He then posts the response in the folder.

8.	The response appears in the Discussion folder.


Discussion and Response Design Techniques
5	Putting It All Together	23 of 47

Examining the Discussion Application

Discussion and Response Design Techniques

This section focuses on several specific design techniques that are implemented in the Discussion application.


Design a Post Form for Creating New Items
5	Putting It All Together	24 of 47

Examining the Discussion Application

Discussion and Response Design Techniques

Design a Post Form for Creating New Items

In the Discussion application, the Lead Thought form is used for creating a new item. One distinguishing characteristic of this form is that it has Default specified in the Viewer Menu Command box for the Create New Item event.

The Default value in the Viewer Menu Command box specifies that the Display Name of the form is automatically appended to the word “New” to construct the command name that appears in the Compose menu of the Micrsoft Exchange Viewer. In this example, the form Display Name is “Lead Thought” so the command that appears in the Compose menu of the Microsoft Exchange Vieweris New Lead Thought.

To design a Post form for creating new items

1.	Use the Forms Designer Form Template Wizard to choose a Post form template for posting new information.

2.	After the template has been loaded, click the Form Properties button on the Main Window toolbar and then select the General tab.

3.	In the General tab, do the following:

In the Events box, select the Create New Item event.

In the Viewer Menu Command box, type a command or leave it Default if you want the Display Name of the form appended to the word New to construct the command.

In the Pass to Window box, select Compose.


Design a Form to Respond to Existing Items
5	Putting It All Together	25 of 47

Examining the Discussion Application

Discussion and Response Design Techniques

Design a Form to Respond to Existing Items

The distinguishing characteristic of a form that is used to respond to existing items is that the form does not have a Viewer Menu Command specified for the Create New Item event. Notice, in the Response form Event properties shown in the following example, that the Viewer Menu Command is blank. Therefore, to compose a response item the Response form must be called by a Custom Response command, as described in the following section.

To design a Post form respond to existing items

1.	Use the Forms Designer Form Template Wizard to choose a Post form template to respond to existing items

2.	After the template is loaded, click the Form Properties button, and then select the General tab.

3.	In the General tab, do the following:

In the Event box, select the Create New Item event.

In the Viewer Menu Command box, select Hidden.

In the Pass to Window box, select the Compose window (in the previous example called ComposeResponse).


Design a Custom Response
5	Putting It All Together	26 of 47

Examining the Discussion Application

Discussion and Response Design Techniques

Design a Custom Response

In the Events tab of the Form Properties dialog box, you can specify Viewer Menu Commands for up to five custom responses. In the case of the Discussion and Response folder, the response menu commands appear in the Compose menu of the Viewer when a Lead Thought or Response item is selected.

When the Custom Response menu command is selected, the response event activates another, different form. In the following example, the Lead Thought form properties are set so that when the user chooses the Response command, the Response form is activated.

To design a custom response event

1.	Open the Create New (Lead Thought) form, and then on the Forms Designer Main window toolbar, click the Form Properties button, and then select the Events tab.

2.	In the For This Event box, select a Custom Response event. You can select one of five custom response events.

3.	In the Viewer Menu Command box, type a menu command for the custom response event.

4.	This menu command will appear in the Compose menu of the Microsoft Exchange Viewer when an item type of the form you are designing is selected. For example, for the Discussion and Response application, when the user selects a Lead Thought item, the Response command is dynamically added to the Compose menu of the Microsoft Exchange Viewer.

5.	Under Take This Action, select Create Response.

6.	Do one of the following:

In the Response Form’s Item Type box, type the item type of the form you want to activate for the event.

Choose Browse and select the form’s associated .EFP file from the Forms Designer Select Form’s Item Type dialog box. When you select the .EFP file and then choose OK, the form’s item type is automatically added to the Response Form’s Item Type box.

7.	Choose Close.

When you specify a Viewer Menu Command for a Custom Response event, you must update the custom commands of the Read window to match the commands that will appear in the Compose menu of the Microsoft Exchange Client Viewer.

To specify the custom response commands that appear in the Read window of the form

1.	With the Create New form open (Lead Thought, in this example), choose the Read window (ReadThought Read) in the Window menu.

2.	Click the Window Properties button on the Main window toolbar, and then select the Menus tab.

3.	In the Menu box, select Compose.

4.	In the Commands box, select Custom Response 1, and in the Command Caption box, type the custom response command to correspond to the custom response command you entered in the Events tab in the Form Properties dialog box.

5.	Repeat steps 3 and 4 for each custom command defined in the Events tab in the Form Properties dialog box.

6.	Click the Save button on the Main window toolbar to save the form.

At this point, you have specified that the custom response event activates another form. If you have not done so, you must specify how the form that is being activated handles the event. It is important to remember that when a Custom Response event calls another form, it passes it a Create New Item. Therefore, you must set the Events properties in the Response form for the Create New Item event.

To handle a custom response in the Response form

1.	Open the response form that will be activated by the custom response event.

2.	On the Main window toolbar, click the Form Properties button.

3.	In the Events tab, select the Create New Item event in the For This Event box.

4.	In the Viewer Menu Command box, choose Hidden.

5.	Under Take This Action, select Pass to Window, and then select the window that serves as the Compose window in your form.

6.	Choose Close.


Copy Field Values from Selected Item to the Response Item
5	Putting It All Together	27 of 47

Examining the Discussion Application

Discussion and Response Design Techniques

Copy Field Values from Selected Item to the Response Item

When the user responds to an item in a folder, you can specify that the contents of the selected item are copied to the fields of the response item. In the Discussion and Response application, for example, when the user selects a Lead Thought item, and then chooses the Response command from the Compose menu, the values in the Topic and Subtopic fields of the selected item are copied to the Topic and Subtopic fields in the Response item.

To specify the field values that are copied from the open or selected item to the response item

1.	With the Create New form (Lead Thought in this example) open, click the Form Properties button on the Main window toolbar.

2.	In the Events tab, choose the Custom Response for which you want to copy items, select Initialize New Items When Created, and then choose Options.

3.	Under Add Field Values to Response Item, select the field in the Available Fields list, and then choose Add.

4.	Choose OK.

Important

For a field value to be copied, the Reference Name of the field in the selected item and the Response item must match.


Use a Shared Field Among Different Forms
5	Putting It All Together	28 of 47

Examining the Discussion Application

Discussion and Response Design Techniques

Use a Shared Field Among Different Forms

If you plan to create a parent form and a response form and you want to copy field values from the parent form to the response form, you should use the same field Reference Name and Column Name for the field in both forms. For example, in the Discussion and Response application, the Topic field has the same Reference Name and Column Name in the Read and Compose windows of the Lead Thought form and the Response form.

To insert a field from another form

1.	Choose Field from the Forms Designer Insert menu, and then choose Browse.

2.	Select the form project (.EFP) File, and then choose OK.

3.	In the Fields box, select the field you want to insert, and then choose Insert.

4.	Choose Close when you have inserted all the fields that you want in the form window.


Specify That a Response Item Is Added to a Conversation Thread
5	Putting It All Together	29 of 47

Examining the Discussion Application

Discussion and Response Design Techniques

Specify That a Response Item Is Added to a Conversation Thread

A conversation thread is a way of organizing and viewing the history of responses to an item in a folder. For example, assume a Lead Thought item about sudden squalls is posted in the Discussion & Response folder by Bill Lee. Ann Devon opens Bill Lee’s submitted item and responds to it by posting an item about broken masts. Simon Crowther opens Ann Devon’s submitted item and responds to it by posting an item about safety concerns. The result of this online discussion is a conversation thread. When viewed by Conversation Thread in the Microsoft Exchange Client Viewer, each response to an item is indented.

To specify that a response item is added to a conversation thread

1.	On the Forms Designer Main window toolbar, click the Form Properties button, and then select the Events tab.

2.	Under For This Event, choose a Reply event (Reply, Reply to All, Reply to Folder, Forward) or a custom response event.

3.	Under Take This Action, select Create Response, and then in the Response Form’s Item Type box, select the item type of a form that you want to use as your response form.

4.	Select Initialize New Items When Created, and then choose Options.

5.	Select Add Response Item to Conversation Thread, and then choose OK.

For more information about creating views that are sorted by Conversation Thread, see Chapter 4, “Designing Microsoft Exchange Public Folders.”


Examining the Contact Tracking Application
5	Putting It All Together	30 of 47

Examining the Contact Tracking Application

The Contact Tracking application lets the user post and view items pertaining to correspondence with a particular customer in the Contact Tracking folder. These items can be company profiles, contact profiles, and correspondence reports, action items or miscellaneous activity items.


Overview of the Contact Tracking Application
5	Putting It All Together	31 of 47

Examining the Contact Tracking Application

Overview of the Contact Tracking Application

The Contact Tracking application consists of the Contact Tracking folder and five forms.

Company Profile form

Lets the user post and view an item that contains the company’s name, address, phone number, and a description of the company.

Contact Profile form

Lets the user post and view an item that contains a customers name, company, phone number, and title.

Action Item form

Lets the user post and view an action item.

Correspondence Report form

Lets the user post and view the type of correspondence, the date, and a description of the correspondence.

Miscellaneous Activity form

Lets the user post and view any miscellaneous activity that occurs for a particular company or a form.

Contact Tracking folder

Lets the user post and view company profile, contact profile, action items, and correspondence report items.


How the Contact Tracking Application is Used at Run Time
5	Putting It All Together	32 of 47

Examining the Contact Tracking Application

How the Contact Tracking Application is Used at Run Time

The following scenarios show what happens when the user composes a Company Profile item, then a Contact Profile item, and then a Correspondence Report item.


Composing a Company Profile Item
5	Putting It All Together	33 of 47

Examining the Contact Tracking Application

How the Contact Tracking Application is Used at Run Time

Composing a Company Profile Item

The following scenario describes how the user creates and posts a Company Profile item in the Contact Tracking folder.

1.	The user opens the Contact Tracking folder in the Microsoft Exchange Viewer and chooses the New Company Profile command from the Compose menu.

2.	An IPM.Microsoft.Company item type and Create New Item event are generated.

3.	The IPM.Microsoft.Company item type is passed to a Lookup Table that locates and activates the Company Profile form.

4.	The Company Profile form properties specify that the Create New Item event is passed to the NewCompanyProfile window so the New Company Profile (Compose) window appears.

5.	The user enters the information in the New Company Profile Compose window.

6.	The user chooses the Post command to post the item in a folder.

7.	The item is posted in the Contact Tracking folder.


Composing a Contact Profile Item
5	Putting It All Together	34 of 47

Examining the Contact Tracking Application

How the Contact Tracking Application is Used at Run Time

Composing a Contact Profile Item

Once a Company Profile item has been created, the user can then create a Contact Profile item. When a Company Profile item is selected in the Contact Tracking folder, the New Contact Profile command is dynamically added to the Compose menu of the Microsoft Exchange Viewer.

1.	To create and post a Contact Profile item, the user selects a Company Profile item in the Contact Tracking folder. They then select the New Contact Profile command from the Compose menu of the Microsoft Exchange Viewer.

2.	An IPM.Microsoft.Company item type and Custom Response1 event are generated.

3.	The Lookup Table locates and activates the Company Profile form.

4.	The Events properties for the Company Profile form specify that the form launches the Contact Profile form.

5.	The Contact Profile form is activated. When a response event is passed to another form, it is converted to a Create New Item event. For the Create New Item event, the Contact Profile form passes the event to the New Contact Profile window, so the New Contact Profile window appears.

6.	The user enters the information in the New Contact Profile Compose window.

7.	The user chooses the Post command from the File menu to post the item in the folder.

8.	The item is posted in the Contact Tracking folder.


Composing an Action Item
5	Putting It All Together	35 of 47

Examining the Contact Tracking Application

How the Contact Tracking Application is Used at Run Time

Composing an Action Item

The Action Item form, Correspondence Report form, and the Miscellaneous Activity form are all response forms for the Contact Profile form. In this example, however, only the Action Item scenario is covered.

1.	To create an Action Item, first select a Contact Profile item in the Contact Tracking folder. Then select New Action Item from the Compose menu of the Microsoft Exchange Viewer.

2.	An IPM.Microsoft.Contact item type and a Create Response1 event are generated.

3.	The IPM.Microsoft.Contact item type is passed to a Lookup Table that locates and activates the Contact Profile form .EXE.

4.	The form properties for the Contact Profile form specify that for the Custom Response1 event, the Action Item form is called.

5.	The Action Item form .EXE is activated. Its form properties specify that the Create New Item event is passed to the NewActionItem window,

6.	The New Action Item window appears. The user enters the information in the window.

7.	The user chooses Post from the File menu of the Form window to post the item.

8.	The item is posted in the folder.


Contact Tracking Design Techniques
5	Putting It All Together	36 of 47

Examining the Contact Tracking Application

Contact Tracking Design Techniques

This section focuses on how to design an application that has multiple forms.


Design a Form with Multiple Custom Responses
5	Putting It All Together	37 of 47

Examining the Contact Tracking Application

Contact Tracking Design Techniques

Design a Form with Multiple Custom Responses

This section focuses on how to design an application that has multiple forms. In the Contact Tracking application, the Company Profile form is used to create the lead item. After the Company Profile item is created, a Contact Profile item can be created as a response item to the Company Profile item. After the Contact Profile item is created, an Action Item, Correspodence Report item, or Miscellaneous Activity item can be created as a response to the Contact Profile item.

The following illustration shows the Events settings for the custom response event defined for the Company Profile form.

For the New Contact Profile menu to appear in the Compose menu of the Viewer, a Company Profile item must be selected or open.

For each form, you can create up to five custom response events. The following dialog box shows how just one of the three custom events for the Contact Profile form is defined in the Events tab in the Form Properties dialog box.

In the Contact Profile form, there are three custom response events specified. When the user selects a Contact Profile item in the Contact Tracking folder, the Viewer Menu Command associated with the custom response events are added to the Viewer Compose menu. When the user selects the command, the Contact Profile form is activated, and then the form associated with the specific command is activated and its Compose window is displayed.

Event	Viewer Menu Command	Take this Action
Custom Response 1	New Action Item	Create Response: Item Type IPM.Microsoft.Actnitem
Custom Response 2	New Correspondence Report	Create Response: Item Type IPM.Microsoft.Crespnd
Custom Response 3	New Miscellaneous Activity	Create Response: Item Type IPM.Microsoft.Miscactv
Note

For the New Action Item, New Miscellaneous Activity, or New Correspondence Report menus to appear in the Compose menu of the Viewer, a Contact Profile item must be selected.

For instructions about how to create a custom response for a form, see “Design a Custom Response” in the “Examining the Discussion Application” section earlier in this chapter.


Examining the Hot Topics Application
5	Putting It All Together	38 of 47

Examining the Hot Topics Application

The Hot Topics application lets the user submit news items to a news moderator for approval. Once approved, the item is posted by the moderator in the Hot Topics folder.


Overview of the Hot Topics Application
5	Putting It All Together	39 of 47

Examining the Hot Topics Application

Overview of the Hot Topics Application

The Hot Topics application consists of two folders: a Hot Topics folder that contains approved new items, and a Moderator folder that contains items awaiting approval from a news moderator.

News form

Lets the user create and send news items to the news moderator folder and post new thoughts or ideas to the folder.

News Moderator form

Lets the user respond to the lead thought and post responses to the folder. The Response form also lets the user respond to a response item.

Hot Topics folder

Contains the News form and lets the user compose, submit, and read news items.

Hot Topics Moderator folder

Contains the News Moderator form. This form lets the moderator approve news items and submit them to the Hot Topics folder.


How the Hot Topics Application is Used at Run Time
5	Putting It All Together	40 of 47

Examining the Hot Topics Application

How the Hot Topics Application is Used at Run Time

This section shows how the properties set in the Hot Topics application affect the application at run time.


Composing a News Item
5	Putting It All Together	41 of 47

Examining the Hot Topics Application

How the Hot Topics Application is Used at Run Time

Composing a News Item

The following scenario describes the way the user, the form, and the folder interact when the user opens the Hot Topics folder and chooses the New News Topic command from the Compose menu.

1.	To create and submit a news item to a news moderator, the user chooses New News Topic from the Compose menu of the Microsoft Exchange Viewer.

2.	An IPM.Microsoft.News item type and a Create New Item event are generated.

3.	The item type is passed to a Lookup Table that locates the News form .EXE and activates it.

4.	The form properties of the News form specify that the Create New Item event is passed to the NewsCompose window so that the Compose window appears.

5.	The user enters the information in the Compose window.

6.	The user then chooses Post from the File menu of the News Topic window.


Posting an Item for Review
5	Putting It All Together	42 of 47

Examining the Hot Topics Application

How the Hot Topics Application is Used at Run Time

Posting an Item for Review

1.	When the New News Item is created, it has a IPM.Microsoft.News item type.

2.	The user chooses Post in the News Topic form window.

3.	The item is posted as an IPM.Microsoft.NewsMod item.

The item type is changed to enable the News Moderator to review the information submitted by the user in the News Moderator form instead of the News form. The difference between the News form and the Moderator form is that the Moderator form contains a custom response that lets the moderator approve News Items.


How Rules Process an Item Posted for Review
5	Putting It All Together	43 of 47

Examining the Hot Topics Application

How the Hot Topics Application is Used at Run Time

How Rules Process an Item Posted for Review

When the user posts an item for review, it is immediately processed by three rules in the Hot Topics folder, as described in the following scenario.

1.	The user posts a News Topic item.

2.	The item is posted in the Hot Topics folder.

3.	The first rule forwards the item to the Moderator folder.

4.	The second rule deletes the item from the Hot Topics folder.

5.	The third rule sends a reply to the user notifying them that their item has been submitted to a news moderator who must review the item before it can be posted to the folder.

6.	The item arrives in the Hot Topics Moderator folder.


Approving a News Item
5	Putting It All Together	44 of 47

Examining the Hot Topics Application

How the Hot Topics Application is Used at Run Time

Approving a News Item

After the item has been forwarded to the Moderator folder, it can be opened and reviewed by the News Moderator.

1.	The moderator selects the item in the Hot Topic Moderator folder, and then chooses Approve from the Compose menu of the Microsoft Exchange Viewer.

2.	An IPM.News.Moderator item type and a Custom Response1 event are generated.

3.	The IPM.News.Moderator item type is passed to a Lookup Table that locates and activates the News Moderator form .EXE.

4.	The form properties for the News Moderator form specify that for the Custom Response1 event, the News Moderator form is called.

5.	The new instance of the News Moderator form .EXE is activated. Its form properties specify that the Create New Item event is passed to the CmpNewsMod window.

6.	The New Approved News Item window appears.

7.	The moderator posts the approved item.


Posting an Approved Item
5	Putting It All Together	45 of 47

Examining the Hot Topics Application

How the Hot Topics Application is Used at Run Time

Posting an Approved Item

1.	An approved item with an IPM.Microsoft.NewMod item type is displayed in the New Approved News Item window.

2.	The moderator posts the item.

3.	The item is posted to the Hot Topics folder as an IPM.Microsoft.News item type.


How Rules Process an Approved Item
5	Putting It All Together	46 of 47

Examining the Hot Topics Application

How the Hot Topics Application is Used at Run Time

How Rules Process an Approved Item

1.	The moderator posts the approved item to the Moderator folder.

2.	The item arrives in the Moderator folder.

3.	A rule forwards the item to the Hot Topics folder. Because the item is forwarded when submitted for review and when submitted upon approval, the original author, rather than the news moderator, appears in the folder as the sender.

4.	The item arrives in the Hot Topics folder.


Hot Topics Design Techniques
5	Putting It All Together	47 of 47

Examining the Hot Topics Application

Hot Topics Design Techniques

This section focuses on several specific design techniques that are implemented in the Hot Topics application.

Convert an Item Type When Sending or Posting

In some cases, you will want an item to be created with one type of form, and read with another type of form. The Hot Topics application provides a fine example of this technique. In the Hot Topics application, the Submit Options for the Compose window of the News form specifies that when the news item is submitted for review, the item type is converted from IPM.Microsoft.News to IPM.Microsoft.NewMod. This enables the news moderator, when they double-click a forwarded item in the News Moderator folder, to view the item in the Read window of the News Moderator form.

When the news moderator chooses the Post to Folder command from the News Moderator form, the submitted item is converted from a IPM.Microsoft.NewsMod item type to a IPM.Microsoft.News item type. This enables the user to view the forwarded item from the News folder in the News form Read window.

To convert an item type when sending or posting

1.	Click the Window Properties button on the Main window toolbar, then choose the Menus tab.

2.	In the Menus box, select Send, and then choose Submit Options.

3.	In the Submit Options dialog box, select Other, then choose Browse.

4.	In the Select Form’s Item Type dialog box, select the .EFP file for form, and then choose OK.

When you select the .EFP file, the item type for the form will be entered in the Item Type box in the Submit Options dialog box.

Use Rules to Process Items Submitted in a Folder

The Hot Topics application uses rules to process items that are submitted by the user in the Hot Topics folder, and processes items that are submitted by news moderators in the Moderator folder.

For example, in the Hot Topics folder, the rules specify that any items not submitted by the designated moderators are forwarded, and then deleted from the Hot Topics folder.

In the Moderator folder, the rules specify that any items submitted by the designated moderators are forwarded to the Hot Topics folder, as shown in the following illustration:

For more information about designing rules, see Chapter 3, “Designing Forms.”


Setting Field Properties
Chapter 6	 1 of 62

Setting Field Properties

Field properties are attributes you can set that determine the field’s appearance and behavior, how it’s referenced internally within Microsoft Exchange and in the user interface, and the initial value that appears in the field when the form is first displayed at run time.

To set field properties, you use the General, Format, and Initial Value tabs in the Field Properties dialog box.

This chapter contains two main sections.

Setting General Properties

Describes the general attributes that you can set for all fields in the Forms Designer toolbox.

Setting Field Format and Initial Value Properties

Describes the format and initial value attributes that you can set for each field. The fields in this section are listed in alphabetic order.


Setting General Field Properties
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Setting General Field Properties

In the General tab, there are three important attributes that you can set that are used to reference a field.

Reference Name

You can think of the Reference Name as the code name of the field. It is not visible to the user but it is important because it’s used to identify the field in the Application Design environment.

Microsoft Exchange Column Name

This property is a crucial part of building views. When a form is installed or copied to a folder forms library, the Microsoft Exchange Column Name is published in the library and appears in dialog boxes that are used for creating views.

Caption

The caption is the descriptive label for the field and appears at both design time and run time.

To display the General tab in the Field Properties dialog box

1.	In the Form window, double-click the field for which you want to set properties.

2.	In the Field Properties dialog box, select the General tab.

Note

The Reference Name, Position, and Size properties are disabled for header fields (To, Cc, Bcc, Subject, Sent Date, and From). These fields have the names MAPI_To, MAPI_Cc, MAPI_Bcc, MAPI_Subject, MAPI_SentDate, and MAPI_From.


Reference Name
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Setting General Field Properties

Reference Name

The Reference Name property identifies the field in the Application Design Environment and identifies the MAPI property used for storage of the field’s data at run time.

The Reference Name for a field must be unique among the fields in a form window. However, you can use the same Reference Names for fields on different windows and in different forms.

The Reference Name can consist of up to 28 characters. It cannot contain spaces and cannot begin with a number.

By default, the Reference Name box for Entry fields consists of several reserved names that you can select. These names affect how the field is bound to a MAPI item.

Field Name	Effect
MAPI_Body_Custom. This name can be used only for a RichEntry field	Its contents are written to and read from the MAPI_Body_Custom field in the item.
MAPI_Subject_Custom	Its contents are written to and read from the Subject field in the MAPI item.
MAPI_SentDate_Custom	Its contents are written to and read from the SentDate field in the MAPI item.
MAPI_From_Custom	Its contents are written to and read from the From field in the MAPI item.
MAPI_Topic_Custom	Its contents are written to and read from the Topic field in the MAPI item.
These reserved names are useful when:

You want to create a custom header field outside the header area that has a different appearance or location than the standard header fields. In this case, you can create the field, then assign it one of the reserved names in the Reference Name dropdown box.

The user doesn’t have access to the form that was used to create an item. In this case, the Standard Note is used in place of the custom form. To ensure that the proper information is available in the Standard Note form, you can use the field Reference Name for fields so that they match the Standard Note form.

Important

If you place a custom MAPI_Subject_Custom, MAPI_ SentDate_Custom or MAPI_Sender_Custom field in the body area of the form window, you must remove the corresponding MAPI_Subject, MAPI_SentDate, or MAPI_Sender field from the header area of the form window.

Note

The OptionButton field does not have a Reference Name. Instead it has a Value property. This property is the data that gets stored in the MAPI frame field in the item for the selected OptionButton in the frame.


Browse
6	Setting Field Properties	4 of 62

Setting General Field Properties

Browse

To set the Reference Name to the same name as a field from another window or form you can use the Browse button.

To add a field from another window or form

1.	In the General tab in the Field Properties dialog box, choose Browse.

2.	From the Fields From <Variable> dialog box, do one of the following:

To	Do this
Select a field from the current window	In the Fields box, select the field, and then choose Insert.
Select a field from another window	In the Window box, select the window that contains the field you want to insert. In the Fields box, select the field, and then choose Insert.
Select a field from a window in another form	In the Source box, select Another Project, and then choose Browse. In the Select Project dialog box File Name box, select the project file that contains the field you want to insert.


Omit This Field’s Value When Creating an Item
6	Setting Field Properties	5 of 62

Setting General Field Properties

Omit This Field’s Value When Creating an Item

Check this option to specify that the value of a field is not written to the item when the item is stored in the Microsoft Exchange database when the user sends, saves, or posts an item. This option can be useful for label fields that display corporate logos that add visual appeal, but take up unnecessary space in the Microsoft Exchange database. It is automatically checked for PictureBox fields.

This option is enabled for Label, ListBox, and Entry fields. For PictureBox fields, this option is automatically checked.


Microsoft Exchange Column Name
6	Setting Field Properties	6 of 62

Setting General Field Properties

Microsoft Exchange Column Name

The Microsoft Exchange Column Name is the property that you use to create views and searches. When you copy or install a form in an folder organization or personal forms library Microsoft Exchange publishes the field’s Column Name in the library and the name will then appear in the Columns, Group By, Sort, Filter, and Search dialog boxes.

By default, the Microsoft Exchange Column Name automatically changes to match the Field Caption property when the caption property is changed in the form window. You can use the Field Properties dialog box to change the Column Name in the Field Properties dialog box to be different from the Field Caption. However, once the Column Name is changed to be different from the Field Caption, the Column Name no longer automatically changes when the Field Caption is changed in the Form window.

If you do not want to publish a Microsoft Exchange Column Name for the field, leave the box blank.

This property is enabled for Header, Label, Entry, CheckBox, Frame, and ListBox fields. It is automatically assigned for header fields.

The Microsoft Exchange Column Name can consist of up to 64 characters, in any combination of characters and spaces.


Location
6	Setting Field Properties	7 of 62

Setting General Field Properties

Location

You can use the Top and Left properties to precisely position a field within its container on the form. The container can be the Form window canvas or it can be a container field in the Form window.

Left determines the distance between the internal left edge of an object and the left edge of its container.

Top determines the distance between the internal top edge of an object and the top edge of its container.

Top and Left properties are expressed in twips.

Note

A twip is a screen-independent unit used to ensure that placement and proportion of screen elements in your screen application are the same on all display systems. There are approximately 1440 twips to a logical inch or 567 twips to a logical centimeter.


Size
6	Setting Field Properties	8 of 62

Setting General Field Properties

Size

You can use the Height and Width properties to precisely define the dimensions of the field. The Height and Width properties are expressed in twips.

You cannot change the Height and Width properties of From, Date, To, Cc, Bcc, and Subject fields.


Field Caption
6	Setting Field Properties	9 of 62

Setting General Field Properties

Field Caption

The Field Caption property lets you enter the text that appears next to or above a field. When a field is created, its caption is set to the name “Caption.”

You can use the Field Caption property to assign an access key to a field. In the caption, include an ampersand (&) immediately preceding the character that you want for an access key. The character is then underlined in the caption. At run time, the user can press ALT plus the underlined character to move the focus to that field.

Also at run time, the From, Date, To, Cc, Bcc, and Subject fields appear as a button next to the field if the field is editable. If the field is read-only, the Field Caption appears as a label next to the field.

Important

For the field’s access key to work correctly in the form at run time, the field must be included in the Form window’s tab order.

To include an ampersand in a caption that is meant to be part of the text and not an access key, type a double ampersand (&&). A single ampersand appears in the field and no characters are underlined.

When assigning an access key to a field, make sure you don’t duplicate an access key that exists in the form window.

The Field Caption property is disabled for Label fields.

The caption can consist of up to 128 characters in any combination of characters and spaces.

The caption appears at both design time and run time.

For more information about setting the tab order for fields in a window, see Chapter 7, “Setting Window Properties.”


Position
6	Setting Field Properties	10 of 62

Setting General Field Properties

Field Caption

Position

For fields that have captions, you can use the Position property to set the position of the caption relative to the field. In the Position box, you can select one of the following:

Location	Description

Left	Places the caption at the default location to the left of the field.

Custom	The caption has been dragged from the default location. If Custom is selected, the position of the caption does not change.

Top	Places the caption at the default location above the field.

None	Hides the caption.


Field Is
6	Setting Field Properties	11 of 62

Setting General Field Properties

Field Is

With Field Is properties, you can define a field as read-only, hidden, or required. These properties apply only at run time.


Locked
6	Setting Field Properties	12 of 62

Setting General Field Properties

Field Is

Locked

Select the Locked property to prevent the user from changing the field’s contents at run time. This property is often used for fields in the Read window of a form. If a header field, such as To, Cc, or Bcc, is locked, its caption appears at run time as a label.

Although the user cannot change the contents of a locked field, they can copy data can be copied from it.

The Locked property is disabled for From, Date, Label, FrameBox, PictureBox, and Tab fields.


Hidden
6	Setting Field Properties	13 of 62

Setting General Field Properties

Field Is

Hidden

Select the Hidden property if you want the field to be invisible at run time. For example, you might want to preaddress a form by setting the initial value of the To field to a recipient. You can then hide the header field in the Compose window so the user cannot see or change the To field.

Although the field is invisible, it is initialized at run time, and if the user submits or saves an item, Microsoft Exchange writes the contents of the hidden field to the item.


Required
6	Setting Field Properties	14 of 62

Setting General Field Properties

Field Is

Required

Select the Required property to specify that, at run time, the field must have data in it when the user submits an item, or when the user changes a submitted item and saves the changes. If the required field is empty, Microsoft Exchange displays a message explaining that a field which requires data is currently empty.

The Required property is disabled for Label, CheckBox, OptionButton, Picture, Tab, From, and Date fields.


Field Help
6	Setting Field Properties	15 of 62

Setting General Field Properties

Field Help

Using the Field Help property, you can create Help for individual fields. At run time, the user can view Help for a particular field by clicking the field and then choosing Help for Current Field from the Help menu or by pressing F1.

To create Help for a field, choose Field Help.

For more information about creating field Help, see Chapter 3, “Designing Forms.”


Setting Field Format and Initial Value Properties
6	Setting Field Properties	16 of 62

Setting Field Format and Initial Value Properties

Each field in the forms designer environment has a unique set of Format and Initial Value properties that you can set. Use the Format tab in the Field Properties dialog box to determine how a field looks and behaves. Use the Initial Value tab to set the value that first appears in the field when the form is activated at run time.

To display the Format or Initial Value tab in the Field Properties dialog box

In the Field Properties dialog box, select either the Format or the Initial Value tab.

This section describes Format and Initial Value properties for each field and lists the fields in alphabetic order.

Important

If you are designing a Response form into which values from another form will be copied, the values copied from the originating form will appear in the field rather than the initial value, unless the field is a header field. For header fields, initial values are merged with copied values. When designing a field into which values will be copied from another body field, it’s best not to specify an initial value for the field.


Bcc Field
6	Setting Field Properties	17 of 62

Setting Field Format and Initial Value Properties

Bcc Field

The Bcc (Blind Carbon Copy) field is a header field that lets the user type or select a recipient name. The Bcc recipient gets a copy of the sent item but their name does not appear in the recipient list of the sent item.


Bcc Format Properties
6	Setting Field Properties	18 of 62

Setting Field Format and Initial Value Properties

Bcc Field

Bcc Format Properties

Format properties are unavailable for this field.


Bcc Initial Value Properties
6	Setting Field Properties	19 of 62

Setting Field Format and Initial Value Properties

Bcc Field

Bcc Initial Value Properties

You can preaddress a form by setting the Initial Value properties that appear in the Bcc field when the form is first activated at run time. To preaddress the Bcc field, choose the Bcc button in the Initial Value tab and then select recipient names in the Address Book.

Tip

You can also specify recipients for the field by typing the names of the recipients directly into the Bcc box. Separate multiple names with a semicolon (;).

Include the Current User of the Form

Select this property if you want the name of the current user of the form to be added to the contents of the Bcc field at run time.


Cc Field
6	Setting Field Properties	20 of 62

Setting Field Format and Initial Value Properties

Cc Field

The Cc (Carbon Copy) field is a header field that lets the user type or select a recipient name for users who will receive a courtesy copy of the sent item The Cc recipient names appear in the Cc field of the sent item.


Cc Field Format Properties
6	Setting Field Properties	21 of 62

Setting Field Format and Initial Value Properties

Cc Field

Cc Field Format Properties

Format properties are unavailable for this field.


Cc Field Initial Value Properties
6	Setting Field Properties	22 of 62

Setting Field Format and Initial Value Properties

Cc Field

Cc Field Initial Value Properties

You can set the Initial Value property of the Cc field so that recipient names appear in the field when the form is activated at run time. To specify recipient names for the Cc field, choose the Cc button, and then select recipient names.

Tip

You can also specify recipients for the field by typing the names of the recipients directly into the Cc box. Separate multiple names with a semicolon (;).

Include the Current User of the Form

Select this property if you want the name of the current user of the form to be added to the contents of the Cc field at run time.


CheckBox Field
6	Setting Field Properties	23 of 62

Setting Field Format and Initial Value Properties

CheckBox Field

You use the CheckBox field to present an On/Off or Yes/No choice for the user.


CheckBox Format Properties
6	Setting Field Properties	24 of 62

Setting Field Format and Initial Value Properties

CheckBox Field

CheckBox Format Properties

You can use the Format tab to set the Font and Appearance of a CheckBox field. The Alignment properties and the Field Caption property for a CheckBox field are unavailable.

Font

For any CheckBox caption, you can change the font, font style, and font size. You can also specify strikethrough and underline for the text, and you can change its color. To change a field or caption font, choose Font, and then specify the font in the Font dialog box.

Appearance

With appearance properties for a field, you can determine whether the field has a normal or inset appearance. You can also set the foreground and background colors for a field, as well as the border width.

For more information about using the Appearance dialog box, see Chapter 3, “Designing Forms.”


CheckBox Initial Value Properties
6	Setting Field Properties	25 of 62

Setting Field Format and Initial Value Properties

CheckBox Field

CheckBox Initial Value Properties

Select Checked or Unchecked to specify that the CheckBox is either checked or unchecked when the form is first activated at run time.

Initial values that you set for a CheckBox are visible at design time and run time.


ComboBox Field
6	Setting Field Properties	26 of 62

Setting Field Format and Initial Value Properties

ComboBox Field

You can use the ComboBox field to let the user enter a value in the TextBox portion of the field or to choose an entry from the ListBox portion of the field.


ComboBox Field Format Properties
6	Setting Field Properties	27 of 62

Setting Field Format and Initial Value Properties

ComboBox Field

ComboBox Field Format Properties

You can use the Format properties of the ComboBox field to change the Style.

Setting Properties Separately for the Field or Caption

You set Format properties separately for the field and the caption by selecting either option in the Set Format Properties For The box. For caption, you can set Font, Appearance, and Alignment. For Field, you can set all options listed in the Format tab.

Style

The ComboBox Style property specifies the type and behavior of the ComboBox and applies both at run time and design time.

Style	Description

Standard List	All items in the list are visible at run time. The user can select an item or items from the list.

Drop-Down List	Only the selected item or default item is visible at run time. The user can select from the drop-down list.

Drop-Down Combo	Includes a drop-down list and an edit area. The user can select from the list or type in the edit area.

Allow the User to Select Multiple Values

This property is enabled only for the Standard List Style. When selected, the user can make multiple selections in a list box. At run time, the selections are written to the item as a multi-valued MAPI property.


ComboBox Initial Value Properties
6	Setting Field Properties	28 of 62

Setting Field Format and Initial Value Properties

ComboBox Field

ComboBox Initial Value Properties

Using list box Initial Value properties, you define the values that appear in the list box at run time.

List Value

The items in the List Values cells are the items that are added to the list box at run time. You can change names in the list, add and remove items in the list, and change the order in which the items appear in the list.

To add values

1.	In the List Values box, type a value in a cell.

2.	To add another value, press TAB or click the next available cell and type the value.

To insert a value between existing values

1.	Click the cell where you want to add the new value.

2.	Choose Insert New, and then type the value in the new cell.

To delete a value

Select the cell that contains the value that you want to delete, and choose Delete.

To sort items alphabetically in a list box

Choose Sort.

The items in the list are sorted alphabetically and empty rows are removed from the list.

To move an item up or down in the list order

Select the item that you want to move, and then do one of the following:

To move the item up the list, use the Up arrow.

To move the item down the list, use the Down arrow.

Set Selection to Initial Value

With a list value selected, choose Set Selection to Initial Value to specify the list box value that is selected when the form is first displayed at run time. The text of the initially selected item in the list is set to bold.


Date Field
6	Setting Field Properties	29 of 62

Setting Field Format and Initial Value Properties

Date Field

Format and Initial Value properties are unavailable for the Date field.


Entry Field
6	Setting Field Properties	30 of 62

Setting Field Format and Initial Value Properties

Entry Field

The Entry field lets the user enter and view text. You can format the text at design time. However, the user cannot format the text in the field at run time. For Entry fields that might contains large amounts of information, you can specify vertical scroll bars.

Entry field vs. RichEntry field

If possible, use an Entry field on a form instead ofa RichEntry field. The text in the Entry field cannot be formatted and you cannot insert a file attachment. However, the Entry field offers faster performance in a form and enables you to specify a Microsoft Exchange Column Name so the field can be used for constructing views and searches in the Microsoft Exchange Client. In addition, you can assign a reserved Reference Name such as MAPI_Subject_Custom to an Entry field to position a header field outside the envelope area. Also, you can assign type and formats for a Entry field to automatically format date, time, and currency information in the field.


Entry Field Format Properties
6	Setting Field Properties	31 of 62

Setting Field Format and Initial Value Properties

Entry Field

Entry Field Format Properties

You can use the Format tab to modify Format properties for the Entry field.

Setting Properties Separately for the Field or Caption

You can set Format properties separately for the field and the caption by selecting either option in the Set Format Properties For The box. For Caption, you can set Font, Appearance, and Alignment. For Field, you can set all options listed in the Format tab.

Font

With the Font properties, you can change the font, font style, and font size. You can also specify strikethrough and underline and you can set the color for the text in the field at run time. To change a field or caption font, choose Font, and then specify the font in the Font dialog box.

Appearance

With appearance properties for an Entry field, you can determine whether the field has a normal or inset appearance. You can also set the foreground and background colors for a field.

For more information about using the Appearance dialog box, see Chapter 3, “Designing Forms.”

Alignment

The Alignment property applies only to Entry fields that allow multiple lines and lets you specify that the text the user types in the field at run time is aligned to the left, right, or center of a field.

Type

Every Entry field has a Type and Format. The Type property determines the kind and range of values that can be entered in a field and the amount of storage space available for the field. For example, fields that contain names and addresses should be defined as text fields, and fields that contain dates should be defined as date fields. The Type property applies at design time and run time.

The following table lists the available field types and their uses.

Field type	Use

Text	Text and numbers, such as names and addresses, phone numbers and postal codes.

Integer	Numeric data on which you intend to perform mathematic calculations, except calculations involving money.

Date	Dates.

Time	Time.

Currency	Currency values.

Floating Point	Numeric data for which you want the decimal point to float.

Note

Body fields with a Date or Time Type save their values as strings. At run time, when the user sorts values from these fields in the Viewer, these fields sort alphabetically rather than by date or time.

Important

For some forms, you may want to display more than one kind of currency. For example, a form used in the United States may have a field that enables the user to enter and display German currency. To display a foriegn currency in a field (one that is different than the currency settings that are defined in the International applet in the user’s Windows Control Panel), the field type must be defined as Text.

Format

The field Format property ensures that field data is stored and displayed consistently, regardless of the way the user types the data. With the Format property, you can specify a predefined pattern for the data that the user types inan Entry field at run time. Microsoft Exchange converts this data to the specified pattern when the entry field loses focus. The Format property ensures that field data is stored and displayed consistently, regardless of the way the user types the data.

For example, suppose you specify the Date as the Type and m/d/yy as the Format for a field. At run time, one user types 10-10-94 in the date field, while another user types October 10, 1994. When the field loses focus, the data in the field is converted to 10/10/94 in both cases.

The Format property applies at design time and run time.

The Forms Designer uses the following symbols in its built-in formats for its Integer, Currency, and Floating Point formats.

Format symbol	Meaning

#	Digit placeholder. If the number has more digits to the right of the decimal point than there are #’s to the right in the format, Microsoft Exchange rounds the number to as many decimal places as there are #’s to the right. If the number has more digits to the left of the decimal point than there are #’s to the left in the format, Microsoft Exchange displays the extra digits.

0	Digit placeholder. Follows the same rules as the # placeholder, except that if the number has fewer digits than there are zeros in the format, Microsoft Exchange displays the extra zeros. For example, the #.00 format makes the number 8.9 as 8.90.

Comma	Thousands separator. Microsoft Exchange separates thousands by commas if the format contains a comma surrounded by #’s or 0’s.

Parentheses	Indicates the number is a negative number.

In the Format box, you can select a predefined format for a field type, or you can type a custom string. For the Text type, the string must follow the format used by the Visual Basic Like function. For Integer, Date, Time, Currency, and Floating Point types, the string must follow the format used by the Visual Basic Format function.

For more information about the Like and Format functions, see the Microsoft Visual Basic Language Reference Guide.

Text Formats

For the Text type, the default General selection specifies that the field accepts all characters or you can type a string into the Format box to verify that the contents of the field match a specified pattern.

Integer Formats

The following table provides examples of the built-in Integer formats.

Format	8454.75	-8454.75
0	8455	-8455
Default	Specifies that the field use the Number format defined in the user’s Windows Control Panel.
Date Formats

The following table provides examples of the built-in Date formats.

Format	Example

Default (Short)	Specifies that the field displays the date using the Short Date format.

Default (Long)	Specifies that the field displays the date according to Long Date format.

mm/dd/yy	12/7/58

dd-mmm-yy	7-Dec-58

mmm d	Dec 7

mmm-yy	Dec 58

mmmm d	December 7

m/d	12/7

You can also specify a custom date format by typing the format in the Format box.

For more information about creating custom date formats, see the Visual Basic Version 4.0 documentation.

Time Formats

The following table provides examples of the built-in Time formats. The time 8:50 PM is used for each example in the table.

Format	Example

System Default	Specifies that the field use the Time format defined in the system settings.

h:mm	8:50

h:mm AM/PM	8:50 PM

h:mm:ss AM/PM	8:50:35 PM

hh:mm	08:50

hh:mm:ss	08:50:35

You can also specify a custom time format by typing the format in the Format box.

For more information about creating a custom time format, see the Visual Basic Version 4.0 documentation.

Currency Formats

The following table provides examples of the built-in Currency formats.

Format	8454.75	-8454.75
General	Specifies the field use the Currency format defined in the Windows Control Panel.
$,#,##0; ($#,##0)	$8,455	($8,455)
$#,##0.00; ($#,##0.00)	$8,454.75	($8,454.75)
For more information about creating a custom currency format, see the Visual Basic Version 4.0 documentation.

Floating Point Formats

The following table provides examples of the built-in Floating Point formats.

Format	8454.75	-8454.75
General	Specifies that the field use the Visual Basic General Number format.
0	8455	-8455
#,##0	8,455	-8,455
0.00	8454.75	-8454.75
#,##0.00	8,454.75	-8,454.75
Allow the User to Enter Multiple Values

Select this option so the user can type multiple values in a field. At run time, the user must separate multiple values with a semicolon. This option is available only when the field Type value is Text.

Miscellaneous Entry Field Properties

The Entry field has a variety of properties that you can set to add flexibility to the field. This option is available only when the Type value selected is Text.

To	Select
Specify that the field accepts and displays multiple lines of text	Allow Multiple Lines A multiline Entry field wraps text as the user types text extending beyond the display area. The user can also press ENTER to start a new line of text.
Add a vertical scroll bar to the field at run time	Vertical Scroll Bar
Add a horizontal scroll bar to the field at run time	Horizontal Scroll Bar
Specify that the bottom of the field stretches to the bottom of the window when the window is resized	Auto-size to Window Bottom
Limit the number of characters that the user can enter into the field	Maximum Characters Allowed


Entry Field Initial Value Properties
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Setting Field Format and Initial Value Properties

Entry Field

Entry Field Initial Value Properties

You can often set the initial text value of an Entry field when that field consistently has the same value in a form. For example, for a Weekly Status report form you might want to set the initial value of the Subject field to Weekly Status. If a form is used almost exclusively by a Sales department, the department field in the form might have the initial value of Sales.

Note

Values that are copied to a field in a response item take precedence over initial values for an Entry field. For example, suppose you specify an initial value for a field in the Field Properties dialog box, and then specify in the Form Properties dialog box Events tab that a value is copied to that field as part of a custom response process. At run time, the Initial Value for the field appears in the Entry field, rather than the copied custom response value. If you plan to copy field values into a Response form as part of a custom response, you should not specify initial values for the field.


Frame Field
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Setting Field Format and Initial Value Properties

Frame Field

The Frame field is a container field you can use to group or contain OptionButton, CheckBox, Entry, Label, PictureBox, and ListBox fields.


Frame Format Properties
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Setting Field Format and Initial Value Properties

Frame Field

Frame Format Properties

You can use the Format tab to set the Font, Appearance, and Style properties for the Frame field. Format properties for the Frame caption are unavailable.

Font

For any Frame field, you can change the font and the color of the field text. To change a field or caption font, choose Font, and then specify the font in the Font dialog box.

Appearance

With appearance properties for a Frame field, you can determine whether the field has a normal or inset appearance and set the foreground colors for the frame border.

Frame Style

You can use the Frame Style box to specify if the frame is a standard frame or a panel frame. The standard frame has a chiseled border. The panel frame has an inset box.


Frame Field Initial Value Properties
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Setting Field Format and Initial Value Properties

Frame Field

Frame Field Initial Value Properties

Initial Value properties are unavailable for this field.


From Field
6	Setting Field Properties	36 of 62

Setting Field Format and Initial Value Properties

From Field

The From field is a header field that, at run time, displays the name of the sender of the item.


From Field Format Properties
6	Setting Field Properties	37 of 62

Setting Field Format and Initial Value Properties

From Field

From Field Format Properties

Format properties are unavailable for this field.


From Field Initial Value Properties
6	Setting Field Properties	38 of 62

Setting Field Format and Initial Value Properties

From Field

From Field Initial Value Properties

Initial Value properties are unavailable for this field.


Label Field
6	Setting Field Properties	39 of 62

Setting Field Format and Initial Value Properties

Label Field

You can use the Label field to display text the user cannot interact with or modify.


Label Field Format Properties
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Setting Field Format and Initial Value Properties

Label Field

Label Field Format Properties

You can use the Format tab to modify properties for the Label field.

Font

For any Label field, you can change the font, font style, and font size, and you can change the color of the label text. To change a field or caption font, choose Font, and then specify the font in the Font dialog box.

With appearance properties for a field, you can set the foreground color of the text.

For more information about using the Appearance dialog box, see “Setting Field Properties” in Chapter 3, “Designing Forms.”

With the Appearance properties, you can change the foreground color of the label text. To display the Appearance dialog box, choose the Appearance button from the Format tab.

Alignment

You can use the Alignment property to align label text to the right or left margin, or to center the text in the label.

Type

The Type properties available for a label are identical to those for an Entry field and are detailed in the “Type” subsection in the “Entry Field Format Properties” section earlier in this chapter.

Format

The Format properties available for a Label field are identical to those for an Entry field and are detailed in the “Format” subsection in the “Entry Field Format Properties” section earlier in this chapter.


Label Field Initial Value Properties
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Setting Field Format and Initial Value Properties

Label Field

Label Field Initial Value Properties

You can set the initial value for a label field by selecting the field in the Form window, clicking it again, and then typing the text. You can also use the Field Properties Initial Value tab and type text in the Initial Text box. When data is typed in the field at design time, the Forms Designer attempts to convert the contents of the box to the type and format that are specified in the Field Properties dialog box. If the Forms Designer can’t successfully convert the data, it displays a message explaining the initial value is invalid and that you must enter a valid value for the type.


ListBox Field
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Setting Field Format and Initial Value Properties

ListBox Field

Use the ListBox field to display a list of multiple items from which a user can choose one.


ListBox Field Format Properties
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Setting Field Format and Initial Value Properties

ListBox Field

ListBox Field Format Properties

For a ListBox field you can set properties that define the style of the ListBox that enables the user to make multiple selections in the ListBox. You can also specify properties that determine how the list appears when an item in which it exists is printed or rendered at text in an item.

Setting Properties Separately for the Field or Caption

You set Format properties separately for the field and the caption by selecting either option in the Set Format Properties For The box. For caption, you can set Font, Appearance, and Alignment. For Field, you can set all options listed in the Format tab.

Style

The ListBox Style property specifies the type and behavior of the ListBox and applies both at run time and design time.

Style	Description

Standard List	All items in the list are visible at run time. The user can select an item or items from the list.

Drop-Down List	Only the selected item or default item is visible at run time. The user can select from the drop-down list.

Drop-Down Combo	Includes a drop-down list and an edit area. The user can select from the list or type in the edit area.

Allow the User to Select Multiple Values

This property is enabled only for the Standard style. When selected, the user can make multiple selections in a list box. At run time, the selections are written to the item as a multi-valued MAPI property.


ListBox Initial Value Properties
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Setting Field Format and Initial Value Properties

ListBox Field

ListBox Initial Value Properties

Using list box Initial Value properties you define the values that appear in the list box at run time.

List Value

The items in the List Values cells are the items that are added to the list box at run time. You can change names in the list, add and remove items in the list, and change the order in which the items appear in the list.

To add values

1.	In the List Values box, type a value in a cell.

2.	To add another value, press TAB or click the next available cell and type the value.

To insert a value between existing values

1.	Click the cell where you want to add the new value.

2.	Choose Insert New, and then type the value in the new cell.

To delete a value

Select the cell that contains the value you want to delete, and choose Delete.

To sort items alphabetically in a list box

Choose Sort.

The items in the list are sorted alphabetically and empty rows are removed from the list.

To move an item up or down in the list order

Select the item that you want to move, and then do one of the following:

To move the item up the list, use the Up arrow.

To move the item down the list, use the Down arrow.

Set Selection to Initial Value

Choose Set Selection to Initial Value to specify the list box value that is selected when the form is first displayed at run time. To set the Set Selection to Initial Value property, first select the item in the list, and then choose Set Selection to Initial Value. The text of the initially selected item in the list is set to bold.


OptionButton Field
6	Setting Field Properties	45 of 62

Setting Field Format and Initial Value Properties

OptionButton Field

With the OptionButton field, you can present a set of choices for the user from which they can select only one.


OptionButton Format Properties
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Setting Field Format and Initial Value Properties

OptionButton Field

OptionButton Format Properties

You can use the Format tab to specify the Font and Appearance properties for the OptionButton field.

Font

For any OptionButton field, you can change the font style and size. To change the font for an OptionButton, choose Font, and then specify the font in the Font dialog box.

Appearance

With appearance properties for an OptionButton field, you can determine whether the field has a normal or inset appearance. You can also set the foreground and background colors for a field, and the border width.


OptionButton Initial Value Properties
6	Setting Field Properties	47 of 62

Setting Field Format and Initial Value Properties

OptionButton Field

OptionButton Initial Value Properties

The Selected property specifies that the OptionButton value is set to True at run time. When selected for an OptionButton, all other OptionButtons in the frame are set to Unselected. The Unselected property specifies that the option button value is set to False.

Initial Value properties for OptionButton fields apply at design time and run time.


PictureBox Field
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Setting Field Format and Initial Value Properties

PictureBox Field

You can use the PictureBox field to display bitmaps, icons, or Windows metafiles. You can also use it as a container for other fields.


PictureBox Field Format Properties
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Setting Field Format and Initial Value Properties

PictureBox Field

PictureBox Field Format Properties

You can use the Format tab to modify the Appearance and Picture Sizing properties of the PictureBox field. You can also modify the Font and Appearance properties of the PictureBox caption. By default the PictureBox field caption is hidden. To make it appear on the form, you must set the caption Position property in the General tab to Top, Custom, or Left.

Setting Properties Separately for the Field or Caption

You set Format properties separately for the field and the caption by selecting either option in the Set Format Properties For The box.

Appearance

With appearance properties for a PictureBox field, you can determine whether the field has a normal or inset appearance. You can also set the foreground and background colors and the border width.

Picture Sizing

The following table describes the Picture Sizing properties

Property	Description

Stretch Picture	Automatically stretches the picture to fill the field.

Auto-size Field	Automatically sizes the field to the size of the picture.

None	Lets you to make the field larger or smaller without affecting the size of the picture inside the field.


PictureBox Field Initial Value Properties
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Setting Field Format and Initial Value Properties

PictureBox Field

PictureBox Field Initial Value Properties

Use the PictureBox field Initial Value property to specify the picture that is displayed in the PictureBox field when the form is first displayed. The Forms Designer recognizes bitmap (.BMP), icon (.ICO), run-length encoded (.RLE), and metafile (.WMF) files. The selected picture is displayed at design time and run time.

To specify a picture file for initialization

1.	In the Form window, double-click the PictureBox field for which you want to specify a picture file.

2.	In the Field Properties dialog box, select the Initial Value tab.

3.	Choose Picture, and in the File Name box, select a file.

To see picture files in other directories, select a directory in the Directories box.

4.	Choose OK.


RichEntry Field
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Setting Field Format and Initial Value Properties

RichEntry Field

The RichEntry field lets the user enter and format text, and insert file attachments. At design time you can set the default format properties for the information the user enters in the RichEntry field. At run time, however, the user can use the Format Bar in the Form window to change the format of the text in the RichEntry field.

Important:

For a RichEntry field to allow file attachments, it must have a Reference Name of MAPI_BODY_CUSTOM. Only one field per window can have this name, so only one RichEntry field per window can allow file attachments. However, you can have multiple RichEntry fields on a Form window.

To name a RichEntry field MAPI_BODY_Custom

1.	In the Form window, double-click the RichEntry field.

2.	In the Reference Name box in the General tab, select MAPI_Body_Custom from the list box.

If the name is already taken by a field on the Form window, you will need to change one of the field Reference Names. Only one field per window can have the name MAPI_Body_Custom.

When you select the name MAPI_Body_Custom for the field, the Allow Multiple Lines and Allow File Attachments properties are automatically checked for the field.

Tip

Use a RichEntry field in a form only when file attachment and user formatting capabilities are required for the field. Otherwise, use an Entry field.

For more information about when to use an Entry field and when to use a RichEntry field, see the “Entry field vs. RichEntry field” subsection earlier in this chapter.


RichEntry Field Format Properties
6	Setting Field Properties	52 of 62

Setting Field Format and Initial Value Properties

RichEntry Field

RichEntry Field Format Properties

You can use the Format tab to modify Format properties for the RichEntry field.

Setting Properties Separately for the Field or Caption

You can set Format properties separately for the field and the caption by selecting either option in the Set Format Properties For The box. For Caption, you can set Font, Appearance, and Alignment. For Field, you can set all options listed in the Format tab.

Font

With the Font properties, you can change the default font, font style, and font size for an RichEntry field or its caption. You can also specify strikethrough and underline and you can set the color for the text in the field at run time. To change a field or caption font, choose Font, and then specify the font in the Font dialog box. At run time, the user can use the Formatting toolbar to change the font, color, or style of the text in the RichEntry field.

Appearance

With Appearance properties for a RichEntry field, you can determine whether the field has a normal or inset appearance. You can also set the foreground and background colors and the border width.

Alignment

The Alignment property applies only to Entry fields that allow multiple lines and lets you specify that the text the user types in the field at run time is aligned to the left, right, or center of a field. At run time, the user can use the Formatting toolbar to change the alignment of the text in the Rich Entry field.

RichEntry Field Properties

The RichEntry field has a variety of properties that you can set to add flexibility to the field. This option is available only when the Type value selected is Text.

To	Select
Specify that the field accepts and displays multiple lines of text	Allow Multiple Lines
	A multiline Entry field wraps text as the user types text extending beyond the display area. The user can also press ENTER to start a new line of text.
Add a vertical scroll bar to the field at run time	Vertical Scroll Bar
	If the text does not exceed the boundary of the field, the scroll bar does not appear.
Add a horizontal scroll bar to the field at run time	If the text does not exceed the boundary of the field, the scroll bar does not appear.
Specify that the bottom of the field aligns with the bottom of the window and automatically resizes when the window is resized	Auto-size to Window Bottom.
Limit the number of characters that can be entered into the field	Maximum Characters Allowed
Enable the user to insert file attachments into the field at run time	Allow File Attachments
	The field must be named MAPI_Body_Custom. Only one field per window can be named MAPI_Body_Custom.


RichEntry Field Initial Value Properties
6	Setting Field Properties	53 of 62

Setting Field Format and Initial Value Properties

RichEntry Field

RichEntry Field Initial Value Properties

You can set the initial value of a RichEntry field when that field consistently has the same value in a form.

Note

Values that are copied to a field in a response item take precedence over initial values for an entry field For example, suppose you specify an initial value for a field in the Field Properties dialog box, and then specify in the Form Properties dialog box Events tab that a value is copied to that field as part of a custom response process. At run time, the initial value for the field appears in the Entry field, rather than the copied custom response value. If you plan to copy field values into a Response form as part of a custom response, you should not specify initial values for the field.


Subject Field
6	Setting Field Properties	54 of 62

Setting Field Format and Initial Value Properties

Subject Field

The Subject field is a header field that lets the user type a subject for an item that is then displayed in the sent item.


Subject Field Format Properties
6	Setting Field Properties	55 of 62

Setting Field Format and Initial Value Properties

Subject Field

Subject Field Format Properties

Format properties are unavailable for this field.


Subject Field Initial Properties
6	Setting Field Properties	56 of 62

Setting Field Format and Initial Value Properties

Subject Field

Subject Field Initial Properties

In the Initial Value tab for the Subject field, use the Subject box to specify the text that appears in the Subject field of a form at run time.


Tab Field
6	Setting Field Properties	57 of 62

Setting Field Format and Initial Value Properties

Tab Field

Use the Tab field as a visual and functional container for grouping fields in a single panel or in Tab fields. You can only add one Tab field per Form window.

Setting Properties Separately for the Field or Caption

Set Format properties separately for the field and the caption by selecting either option in the Set Format Properties For The box. For caption, you can set Font, Appearance, and Alignment. By default, the caption for a Tab field is hidden. You can make the caption visible by setting the Position.

Appearance

You can set the foreground and background colors for a Tab field and the border width.


Panel Field Format Properties
6	Setting Field Properties	58 of 62

Setting Field Format and Initial Value Properties

Tab Field

Panel Field Format Properties

With the Format tab, you can add pages, remove pages, and change the page caption for the field.

Tabs Per Row

Use the Tabs Per Row property to specify the number of tabs contained in a row. For example, if you have 4 tabs and you specify two tabs per row, two tabs appear on the first row, and two tabs appear on the second row. Valid values for the Tabs Per Row property are 1 through 18. A value of 1 creates wide tabs and 18 creates narrow tabs.

Important

At run time, the last row of tabs will always contain the same number as the first row of tabs. Therefore, if at design time you specify three tab pages and two tabs per row, four tabs pages will appear in the Tab field at run time.

Pages

You can add and remove pages from a Tab field.

To add a page to a panel

1.	In the Form window double-click the Tab field to which you want to add a page.

2.	In the Format tab of the Field Properties dialog box, choose Add.

3.	In the Page Caption box, type a name for the page, and then choose OK.

To remove a page from a panel

1.	In the Form window, double-click the Tab field from which you want to remove a page.

2.	In the Field Properties dialog box, select the Format tab.

3.	In the Pages box, select the field that you want to remove, and then choose Remove.


Tab Field Initial Value Properties
6	Setting Field Properties	59 of 62

Setting Field Format and Initial Value Properties

Tab Field

Tab Field Initial Value Properties

Initial Values properties are unavailable for this field.


To Field
6	Setting Field Properties	60 of 62

Setting Field Format and Initial Value Properties

To Field

The To field is a header field that lets the user type or select recipient names for users who are to be the primary recipients of a sent item. The names of the recipients appear in the To field of the sent item.


To Field Format Properties
6	Setting Field Properties	61 of 62

Setting Field Format and Initial Value Properties

To Field

To Field Format Properties

Format properties are unavailable for this field.


To Field Initial Value Properties
6	Setting Field Properties	62 of 62

Setting Field Format and Initial Value Properties

To Field

To Field Initial Value Properties

Preaddress a form by setting the Initial Value properties that appear in the To field when the form is first activated at run time.

To specify recipient names for the To field

1.	In the Form window, double-click the To field for which you want to specify recipients.

2.	Select the Initial Value tab, and then choose To.

3.	In the Show Names From The box, select the Address List from which you want to select names.

4.	Scroll through the names in the Type Name or Select From List box, or type the name or part of the name that you are looking for.

The list automatically scrolls to the entry as you type.

5.	Double-click the name to add it to the box.

To remove a recipient’s name from an address box, select the name, and then press BACKSPACE or DELETE.

Tip

You can also specify recipients for the field by typing the names directly into the To box. Separate multiple names with a semicolon (;).

Include the Current User of the Form

Select this property if you want the name of the current user of the form added to the contents of the To field.


Setting Window Properties
Chapter 7	 1 of 32

Setting Window Properties

Window properties are attributes that you can set for the window such as the text that appears in the title bar of the window, the icon for the window, and the tab order of the fields in the window.

To set Window Properties, you use the General, Format, and Menus tabs in the Window Properties dialog box.

This chapter contains three main sections.

Setting General Properties

Describes the general attributes you can set for a window such as the Window Name and Window Caption.

Setting Format Properties

Describes the format attributes that you can set for a window such as the Window Icon and the Window Background Color.

Setting Menus Properties

Describes how you can change the menu and command captions of a window.


Setting Window General Properties
7	Setting Window Properties	2 of 32

Setting Window General Properties

Using the General tab, you can define a window name and caption, the field tab order, and if fields in the window are read-only. You can also create Help that is specific to the window.

To display the General tab in the Window Properties dialog box

1.	From the Forms Designer Main window, do one of the following:

On the toolbar, click the Window Properties button.

From the View menu, choose Window Properties.

2.	In the Window Properties dialog box, select the General tab.


Window Name
7	Setting Window Properties	3 of 32

Setting Window General Properties

Window Name

The Window Name property identifies the window in the Application Design Environment and is used internally by Microsoft Exchange to reference the window. The window name does not appear to the user at run time.

By default, the window in a one-window form template is called “Window1”. In a two-window form template, one window is named “Compose” and the other is named “Read”.

The window name must start with a letter and can consists of up to 28 characters. It can include numbers and underscore characters, but cannot include punctuation, extended characters, or spaces. When a window name is changed, Microsoft Exchange automatically updates all references to the window name throughout the Application Design Environment.


Window Caption
7	Setting Window Properties	4 of 32

Setting Window General Properties

Window Caption

The Window Caption property defines the text that appears in the window title bar at design time and run time.

The window caption should describe the purpose of the window. For a one-window form, the window caption should be generic enough to cover both the Compose and Read process. For example, if a Widget Purchase Order form is a one-window form, the window caption may be Widget Purchase Order. For a two-window form, the window caption of the Compose window may be New Widget Purchase Order and the Read window caption may be Widget Purchase Order.

The window caption can consist of up to 128 characters, in any combination of characters and spaces.


Field Tab Order
7	Setting Window Properties	5 of 32

Setting Window General Properties

Field Tab Order

With the Field Tab Order property, you control the order in which a window’s fields gain focus at run time as the user presses TAB. The Available Fields box contains a list of fields that can be included in the tab order. In the Fields In Tab Order box, you specify the tab order. The first item in the list is the field that first has the focus at run time.


Lock Window
7	Setting Window Properties	6 of 32

Setting Window General Properties

Lock Window

For some forms, you may want to lock all the fields in the Read window so that the user cannot change any of the information. For example, in the Lead Thought form in the Discussion & Response folder, the Compose window is not locked so the user can enter information in the fields in the window. However, the Read window is locked so the reader cannot change the information entered by the author of the Lead Thought item. The Lock Window property takes precedence over individual field Locked properties that are set using the Field Properties dialog box.


Window Help
7	Setting Window Properties	7 of 32

Setting Window General Properties

Window Help

With the Window Help property, you can create general instructions for the user about the overall purpose of the window. For example, for a Compose window, you can create Window Help that explains how to compose and post an item.

At run time, the user can view Window Help by choosing Current Form Window from the Help menu.

To create help for a window, choose Window Help.

For more information about creating window help, see Chapter 3, “Designing Forms.”


Setting Window Format Properties
7	Setting Window Properties	8 of 32

Setting Window Format Properties

With Window Format properties, you specify if a window has a Maximize Button and Minimize Button. You also specify the toolbars that are initially displayed, the icon for a window, the background for a window, and the border for a window.

To display the Format tab

In the Window Properties dialog box, select the Format tab.


Title Bar Features
7	Setting Window Properties	9 of 32

Setting Window Format Properties

Title Bar Features

Select the Maximize Button or Minimize Button boxes to display these buttons in the window title bar at run time. These buttons are always shown at design time.


Initial View Options
7	Setting Window Properties	10 of 32

Setting Window Format Properties

Initial View Options

You can specify the toolbars that are visible at run time. The user can display the hidden toolbars by selecting them from the Form View menu.


Window Icon
7	Setting Window Properties	11 of 32

Setting Window Format Properties

Window Icon

The Window Icon property determines the icon that appears on the Windows desktop when the window is minimized at run time. Each window in a form can have a unique icon.

To change an icon

1.	In the Format tab, choose Change for the Window Icon Property.

2.	In the Select Icon box, click the icon you want.

If you want to see other icons, select a directory in the Directories box that contains the icons you want.

3.	Choose OK.

Note

To reliably connect to a network server, choose the Network button in the Select Icon dialog box rather than typing the path in the File Name box.


Background
7	Setting Window Properties	12 of 32

Setting Window Format Properties

Background

The Background property determines the color of a window background at design time and run time. The default color for the background is the color defined in the Windows Control Panel for Button Face.

To change the background color

1.	In the Format tab, choose Change for the Background property.

2.	From the Color dialog box, click the color you want under Basic Colors, and then choose OK.

To define custom colors

1.	In the Format tab, choose Change for the Background property.

2.	From the Color dialog box, click a pattern box under Custom Colors, and then choose Define Custom Colors.

3.	Click anywhere in the large color box to select a color, and then drag the arrow displayed at the right of the bar to vary the shade and brightness.

The selected color is displayed in the Color|Solid display box.

4.	Optionally, you can fine-tune the color by adjusting the numbers for the red, green, and blue color elements and the numbers for hue, saturation, and luminance.

5.	Choose Add to Custom Colors, and then choose OK.


Window Sizing Options Property
7	Setting Window Properties	13 of 32

Setting Window Format Properties

Window Sizing Options Property

You can use these options to determine if the user can resize the window or if the window size is fixed.


Setting Window Menus Properties
7	Setting Window Properties	14 of 32

Setting Window Menus Properties

There are several reasons for modifying a window’s Menus properties:

To translate the form into a different language.

To customize a menu caption or command caption.

You have defined custom responses for the form and you want to change the custom response Command Caption in the Read window to match the Viewer menu commands specified in the Events tab in the Form Properties dialog box.

To display the Menus tab

From the Window Properties dialog box, select the Menus tab.


Menu
7	Setting Window Properties	15 of 32

Setting Window Menus Properties

Menu

Select a menu in the Menu box to display the Menu Caption and to display the list of commands in that menu.


Commands
7	Setting Window Properties	16 of 32

Setting Window Menus Properties

Commands

Select a command in the Commands box if you want to change the Command Caption, define Command Help for the command, or set options for the command.


Menu Caption
7	Setting Window Properties	17 of 32

Setting Window Menus Properties

Menu Caption

The menu caption is the name that appears in the menu bar in the form window. To change the menu caption, type a new name in the Menu Caption box.


Command Help
7	Setting Window Properties	18 of 32

Setting Window Menus Properties

Command Help

Choose Command Help to define instructions and information about a menuor command.

For more information about creating Help for a menu command, see Chapter 3, “Designing Forms.”


Submit Options
7	Setting Window Properties	19 of 32

Setting Window Menus Properties

Submit Options

You can use Submit Options to change a Send form to a Post form or a Post form to a Send form. You can also set the Submit Options properties to specify that the form sends or post an item type that is different from the item type of the form that is used to Compose the item.


Submit By
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Setting Window Menus Properties

Submit Options

Submit By

You can use this option to change a Post form to a Send Form or a Send form to a Post form. Select Posting if you want a form that lets the user Post an item to a current folder. Select Sending if you want a form that lets the user Send an item to a recipient, distribution list, or folder.

Important

If you change the Submit By property for the form, you must also change the File menu caption of the command to either Send or Post. You must also change the Menu Help options in both the Compose and Read windows. To do this, choose Menu Help in the Submit Options dialog box and update the Status Bar Text and ToolTip Text.

If you change a Send form to a Post form, you must also remove the To, Cc, and header fields in the form. If you change a Post form to a Send form, you must add the To and optionally the Cc field to let the user address the form before sending.


Default
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Setting Window Menus Properties

Submit Options

Default

Shows the Item Type of the form. Use the Default property to send or post a form as the same item type that is used to compose the form.


Other
7	Setting Window Properties	22 of 32

Setting Window Menus Properties

Submit Options

Other

Choose Other if you want the item to be created and sent with one type of form, and read with another type of form. For example, in the Hot Topics sample application, the item is created by the user with the News form than has an item type IPM.Microsoft.News. However, when it is submitted the item type is switched to the item type for the Moderator form (IPM.Microsoft.NewsMod). When the moderator opens the item, the information is displayed in the Moderator form instead of the News form. The Moderator form has special properties defined for it that lets the Moderator approve and post the News item to the Hot Topics folder.


Browse
7	Setting Window Properties	23 of 32

Setting Window Menus Properties

Submit Options

Browse

Choose the Browse button to select a form’s item type. In the Select Form’s Item Type dialog box, select the form that you want, and then choose OK. The item type is added to the Other box.

Note

To reliably connect to a network server, choose the Network button in the Select Form’s Item Type dialog box rather than typing the path in the File Name box.


Show Fields as Text in the Message Body
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Setting Window Menus Properties

Submit Options

Show Fields as Text in the Message Body

In some cases, an item might get sent to the user who does not have access to the form with which the item is created. In this case, the Microsoft Exchange Standard Send form is used to display the item. If you know that the user will not have access to the form, because it is not installed in the organization or personal forms libraries, then you can check the Show Fields as Text in the Message Body to enable users to see a text rendering of the form in the Standard Send form.


Save Options (Enable for Submitted Item Only)
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Setting Window Menus Properties

Submit Options

Save Options (Enable for Submitted Item Only)

You can view Save Options by selecting File in the Menu box, and then selecting Save in the Commands box.

Because saved items in a Post form are saved to the current folder, you will want to prevent the user from saving unfinished items to the current folder since they will probably not have the rights to delete the item once it is saved. By default, this option is checked for Post forms.

Because saved items in a Send form are saved to the user Inbox for Send forms, this option is unchecked.


Changing Custom Response Command Captions for the Read Window
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Setting Window Menus Properties

Changing Custom Response Command Captions for the Read Window

If your form has custom response events defined for the form in the Events tab in the Form Properties dialog box, it is recommended that you change the custom response commands in the Read window so they match the response commands defined in the Viewer.

To change a custom response command caption

1.	In the Menu box, select Compose.

2.	In the Commands box, select Custom Response.

3.	In the Command Captions box, type the new name for the command captions.

For each Custom Response event defined in the Events tab in the Form Properties dialog box, you need to change the caption for the corresponding command in the Menus tab in Window Properties dialog box.


Compose Options
7	Setting Window Properties	27 of 32

Setting Window Menus Properties

Changing Custom Response Command Captions for the Read Window

Compose Options

Compose Options lets you add a command to the Compose menu of the form that lets the user launch a new form to create a new item. Compose Options is often used to add a Compose menu command for the Create New Item event so the form Compose menu matches the menu of the Microsoft Exchange Viewer.

For example, in the HelpDesk application, the New HelpDesk Request command is specified for the Create New Item event in the Events tab of the Form Properties dialog box. To add the same command to the form, you must use Compose Options.

To specify Compose Options

In the Menus tab in the Window Properties dialog box, choose Compose in the Menu box, and then choose Compose Options.


Add
7	Setting Window Properties	28 of 32

Setting Window Menus Properties

Changing Custom Response Command Captions for the Read Window

Add

Use the Add button to specify a new command for the Create New Item event. Choose Add, and then type a Caption for the Add command. The command is then added to the Compose menu of the Form window.


Remove
7	Setting Window Properties	29 of 32

Setting Window Menus Properties

Changing Custom Response Command Captions for the Read Window

Remove

Use the Remove button to remove a menu caption from the Compose menu of the form window.


Command Caption
7	Setting Window Properties	30 of 32

Setting Window Menus Properties

Changing Custom Response Command Captions for the Read Window

Command Caption

The Command Caption is the text that appears in the Compose menu of the form window. You can use the Command Caption box to change the caption for a selected command in the Command Caption box.


Item Type
7	Setting Window Properties	31 of 32

Setting Window Menus Properties

Changing Custom Response Command Captions for the Read Window

Item Type

The Item Type is the internal reference for the form that is used to locate and activate the form. You can type in the Item Type of the form to open for the Create New Item event or you can use the Browse button to select the form.

Note

To reliably connect to a network server, choose the Network button in the Select Form’s Item Type dialog box rather than typing the path in the File Name box.


Browse
7	Setting Window Properties	32 of 32

Setting Window Menus Properties

Changing Custom Response Command Captions for the Read Window

Browse

Use the Browse button to open the Select Form’s Item Type dialog box and select the form to open for the Create New item event.


Setting Form Properties
Chapter 8	1 of 26

Setting Form Properties

Form properties are attributes that you can set for a form. Using the Form Properties dialog box, you can set Form General properties such as the Item Type that is used to locate and activate the form. You can also set Event properties for the form that define how it responds at run time to events that are initiated by the user.

To set Form properties, use the General and Events tabs in the Form Properties dialog box.

This chapter contains two main sections:

Setting General Properties

Describes the general attributes you set for the form, including the form display name, form description, and the icon that represents items created using the form in the Microsoft Exchange Viewer.

Settings Events Properties

Describes how you can determine that the form responds to events that are initiated by the user at run time.


Setting General Form Properties
8	Setting Form Properties	2 of 26

Setting General Form Properties

In the General tab in the Form Properties dialog box, there are two important attributes that you can set that are used to identify the form.

Form Display Name

Appears in the Microsoft Exchange Client user interface and identifies the form in the Forms Manager dialog box and in Views dialog boxes such as Columns, Group By, Sort, and Filter.

Item Type

Is not visible to the user. It identifies the form internally within the Microsoft Exchange Client and is used when designing custom response events that reference the custom response form to be activated.

Both of these properties are described in greater detail later in this section.

To display the General tab

1.	On the Forms Designer Main window toolbar, click the Form Properties button.

2.	In the Form Properties dialog box, select the General tab.


Form Display Name
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Setting General Form Properties

Form Display Name

The Form Display Name property is the name of the form the user sees in the Microsoft Exchange Client user interface. Once the form is installed in a forms or folder forms library, the Form Display Name appears in the Forms Manager dialog box form list and the New Form dialog box form list. The Form Display Name property can also be used as criteria for searches and for views in the Columns, Group By, Sort, and Filter dialog boxes.

The Form Display Name can consist of up to 64 characters, in any combination of characters and spaces.


Version
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Setting General Form Properties

Version

The Version property helps track revisions to the form and is displayed when a form is installed to a forms or folder forms library. The Version property can consist of up to 64 characters, in any combination of characters and spaces.


Number
8	Setting Form Properties	5 of 26

Setting General Form Properties

Number

The Number property provides a convenient way to catalog the form for inventory purposes. Like Version, the Number property is displayed when a form is installed to a forms or folder forms library. The Number property can consist of up to 64 characters, in any combination of characters and spaces.


Item Type
8	Setting Form Properties	6 of 26

Setting General Form Properties

Item Type

Each form is associated with a unique item type that registers the form in the Microsoft Exchange Client. The item type is the value that Microsoft Exchange uses to internally reference, locate, and activate the form. When a user double-clicks an item in the Microsoft Exchange Viewer, the Item Type property is passed to the appropriate library and the correct form is activated.

Important

The item type must begin with the capitalized letters “IPM.”

The item type can consist of up to 128 characters, in any combination of characters and spaces after the IPM prefix. The following convention is recommended:

IPM.VendorName.FormName

In this example, IPM represents Interpersonal Mail, VendorName is the name of the form’s vendor, and FormName is the name of the form. Each name segment is separated by a period.


Description
8	Setting Form Properties	7 of 26

Setting General Form Properties

Description

The Description property appears in the Microsoft Exchange user interface in the Forms Manager and New Forms dialog box when the form is installed in a form or folder forms library.


Icons
8	Setting Form Properties	8 of 26

Setting General Form Properties

Icons

At run time, the large icon appears in the description section of the Microsoft Exchange Forms Manager dialog box and the New Forms dialog box. It also appears in the Task List when a form is active when you use the ALT/TAB sequence to switch between applications.

The small icon represents each unique item type and appears to the left of the item in views in the Microsoft Exchange item list in the Viewer. By default, the large and small icons are open envelopes. It’s helpful, especially with Post forms, to change these icons from the default icons and use icons that are visually descriptive of the items that are created with the form. For example, for the HelpDesk form, a toolbox icon is used to represent HelpDesk Request items in the HelpDesk folder.

To change an icon

1.	In the General tab, choose Change for the large or small icon.

2.	In the Select Icons dialog box, select the icon you want.

If you want to view other icons, in the Directories box, select a directory that contains the icons you want to view, and then select an icon.

To reliably connect to a network server, choose the Network button in the Select Icon dialog box rather than typing the path in the File Name box.

3.	Choose OK.

Note

If you want to create your own custom icons, the large icon is 32 x 32 pixels and the small icon is 16 x16 pixels.


Form Help
8	Setting Form Properties	9 of 26

Setting General Form Properties

Form Help

With the Form Help property, you can create general instructions for the user about the use of the form. At run time, the user can view Form Help by selecting About Form from the Help menu, where Form is the name of the current form.

To create form Help

In the General tab, choose Form Help.

For more information about creating Form Help, see Chapter 3, “Designing Forms.”


Setting Event Properties
8	Setting Form Properties	10 of 26

Setting Event Properties

Form events occur as the result of user actions within Microsoft Exchange. For example, when the user double-clicks an item in a folder in the Microsoft Exchange Viewer, an Open Submitted Item event occurs. As shown in the following illustration, you can use the Events tab to set up a form to respond to a particular event.

1.	The user chooses New Lead Thought from the Microsoft Exchange Viewer. An item type and a Create New Item event are generated. The item type is passed to a Lookup table that locates the Lead Thought form and activates it.

2.	For the New Lead Thought form, the Events properties are set so the ComposeLeadThought window is activated and displayed when the Create New Item event is passed to the form.

3.	The Compose LeadThought window with the caption “New Lead Thought” is displayed.

To display the Events tab

In the Form Properties dialog box, select the Events tab.

For more conceptual information about setting actions for events and practical design techniques, see Chapter 5, “Putting It All Together.”


Event
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Setting Event Properties

Event

In the Events tab, the For This Event box contains a list of events that, when initiated by a user, can activate forms within the Microsoft Exchange Client.

The following table lists the events for which you can set properties and provides a description of the user actions that can initiate the events.

Event	Initiated when the user

Create New Item	Chooses New Form from the Compose menu in the Microsoft Exchange Client, and then selects a form from the New Form dialog box.

Chooses a custom command in the Compose menu in the Microsoft Exchange Client.

Selects a response command in the form Compose menu — such as Reply or Custom Response — and the event is passed to another form.

Open Unsubmitted Item	Selects a saved but unsubmitted item, and then chooses Open from the File menu or double-clicks an item in the Microsoft Exchange Viewer to open it.

Open Submitted Item	Selects a submitted item, and then chooses Open from the File menu or double-clicks an item in the Microsoft Exchange Viewer to open it.

Print Unsubmitted Item	Selects an unsubmitted item, and then chooses Print from the File menu or the Print button on the Form window toolbar.

Print Submitted Item	Selects a submitted item, and then chooses Print from the File menu or the Print button on the Form window toolbar.

Save Unsubmitted Item as Text	Selects an unsubmitted item, and then chooses Save from the File menu.

Save Submitted Item as Text	Selects a submitted item, and then chooses Save from the File menu.

Reply	Selects an item, and then chooses Reply from the Compose menu or the Reply button on the form window toolbar.

Reply to All	Selects an item, and then chooses Reply to All from the Compose menu or the Reply to All button on the form window toolbar.

Reply to Folder	Selects an item, and then chooses Reply To Folder in the form window Compose menu.

Forward	Selects an item, and then chooses Forward in the Compose menu.

Custom Response 	Selects an item, and then chooses Custom Response in the Compose menu of the form window or the Microsoft Exchange Client.

Notice in the For This Event box that many events make a distinction between submitted and unsubmitted items. The following scenario illustrates the importance of this subtle distinction.

Suppose the user opens a form to compose an item but they get interrupted and can’t finish it; instead of sending it, they save it in their Inbox folder. Later, when they double-click the item to open it so they can finish composing the item, an Open Unsubmitted Item is passed to the form and the form loads the Compose window so the user can finish composing the item and then send it.


Viewer Menu Command
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Setting Event Properties

Viewer Menu Command

You use the Viewer Menu Command box to specify the menu caption that appears in the Compose menu of the Microsoft Exchange Client when the folder in which the form is installed is open.

You can specify a Viewer menu command for the following events:

Create New Item event

Custom Response events


Viewer Menu Commands for the Create New Item Event
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Setting Event Properties

Viewer Menu Command

Viewer Menu Commands for the Create New Item Event

The Viewer Menu Command that you specify for a Create New Item event is published to the folder forms library when you install or copy the form to this library. When the user opens the folder at run time, the command appears in the Compose menu of the Microsoft Exchange Client, as shown in the following illustration.

When the user chooses the command, it triggers the Create New Item event. The form then takes the action defined for the Create New Item event.

There are three ways to specify the Create New Item command:

Default

You can select the Default property to automatically add a command to the Compose menu of the Microsoft Exchange Client. The command appears only when the folder in which the form is located is open. The Forms Designer constructs the command by appending the Form Display Name to the word “New.” For example, in the Contact Tracking folder, the Form Display Name of the form is Company Profile, and Default is selected as the Viewer Menu Command for the Create New Item event. Therefore, New Company Profile appears on the Compose menu of the Microsoft Exchange Client when the Contact Tracking folder is open.

Hidden

Hidden specifies that no command is added to the Compose menu of the Microsoft Exchange Client for the Create New Item event. The Hidden property is specified in Response forms in which you do not want a Create New Item Viewer menu command to appear.

For an example of the use of the Hidden property, see Chapter 5, “Putting It All Together.”

Type a Custom Command

You can type a custom command in the Viewer Menu Command box. The command appears in the Compose menu of the Microsoft Exchange Client when the folder in which the form is installed is open.

When and Where the Viewer Menu Command Appears for the Create New Item Event

For the Create New Item event, the Viewer Menu Command appears in the Compose menu of the Microsoft Exchange Client when:

Default or a custom command is specified in the Viewer Menu Command box; the form is located in a folder forms library; the folder in which the form is located is open.

For the Create New Item event, the Viewer Menu Command does not appear:

In the Compose menu of the form unless explicitly defined in the Compose Options button in the Menus tab in the Window Properties dialog box.

In the Microsoft Exchange Client Compose menu if the form is installed in the organization forms or personal forms library.

Important

To add a Create New Item command to the form, you must use Compose Options in the Menus tab in the Windows Properties dialog box.

For more information about the Compose Option in the Window Properties dialog box, see Chapter 7, “Setting Window Properties”


Viewer Menu Commands for Custom Response Events
8	Setting Form Properties	14 of 26

Setting Event Properties

Viewer Menu Command

Viewer Menu Commands for Custom Response Events

Response commands appear in the Compose menu of the Microsoft Exchange Client only when an item associated with the form’s item type is selected in the Viewer. For example, for the Discussion & Response form, Response is defined as a Viewer Menu Command for the Custom Response 1 event in the Lead Thought form. Therefore, this command appears only when the user selects a Lead Thought item in the Viewer.

When and Where the Viewer Menu Command Appears for Custom Response Events

For Custom Response events, the Viewer Menu Command appears in the Compose menu of the Microsoft Exchange Client when:

A custom command is specified in the Viewer Menu Command box; the form is located in a folder forms library; the folder in which the form is located is open; an item associated with the form’s item type is selected in the Microsoft Exchange Viewer.

For Custom Response events, the Viewer Menu Command does not appear:

In the Compose menu of the Form window unless explicitly defined in the Menus tab in the Window Properties dialog box.

In the Microsoft Exchange Client Compose menu if the form is installed in the personal forms or organization forms registry.

If an item associated with the form’s item type is not selected in the Microsoft Exchange Viewer.

Important

If you want Response commands to appear in the Compose menu of the form’s Read and Compose windows, you must explicitly add them in the Menus tab in the Window Properties dialog box. If you don’t change them in the Menus tab, they will display in the Compose menu of the form as Custom Response 1, Custom Response 2, and so on.

For more information about changing custom response menu commands in the Form window, see Chapter 7, “Setting Window Properties.”

To specify a Viewer Menu Command for an event

1.	Select the event in the For this Event box.

2.	In the Viewer Menu Command box, type a name for the command.


Event Not Supported
8	Setting Form Properties	15 of 26

Setting Event Properties

Event Not Supported

For some forms and applications, you might want to disable certain events and their corresponding menu commands from both the Microsoft Exchange Client and the form at run time.

For example, suppose you create a read-only folder application that lists and categorizes high-technology companies. Because you don’t want the user to reply to items or to create new items for the list, you can select Event Not Supported for Create New Item, Reply, Reply to All, Reply to Folder, Forward, and Custom Response events.

To specify Event Not Supported for an event

In the Events box, select the event, and then choose Event Not Supported.


Pass to Window
8	Setting Form Properties	16 of 26

Setting Event Properties

Pass to Window

With the Pass to Window property, you can designate a Form window to handle the selected event. For example, you pass a Create New Item event to a Compose window and an Open Submitted Item event to a Read window.

For Create New Item, Open Submitted Item, and Open Unsubmitted Item, the window you designate is displayed when the event is passed to the form. For Print Submitted Item, Print Unsubmitted Item, Save Submitted Item, and Save Unsubmitted Item, the event is passed to the selected window to determine the window to use when saving or printing.

You can specify the Pass to Window option for the following events:

Create New Item

Open Submitted Item and Open Unsubmitted Item

Print Submitted Item and Print Unsubmitted Item

Save Submitted Item and Save Unsubmitted Item

To specify a window for an event

1.	In the For this Event box, select the event.

2.	Select Pass To Window.

3.	In the Pass To Window box, select the window to which you want to pass the event.


Creating a New Window
8	Setting Form Properties	17 of 26

Setting Event Properties

Pass to Window

Creating a New Window

You can create a new window by choosing New from the Events tab. The window you create with the Create New Window dialog box is added to the Pass To Window box.

To	Do this

Specify a window name	In the Window Name box, type the name of the window. The name can consist of up to 28 characters and can contain spaces.

Create a blank window	Select Blank Window.

Create a copy of a window	Select Copy Of, and then select the window from the Copy Of box.


Create Response
8	Setting Form Properties	18 of 26

Setting Event Properties

Create Response

With the Create Response property, you can determine how the form responds when the user selects a response command at run time. You can use this property for the following response events:

Reply

Reply to All

Reply to Folder

Forward

Custom Response

For example, if the user selects an item in a folder and then chooses Reply in the Compose menu, you can set the Create Response property to load either the Microsoft Exchange standard send form or a custom form.

For more information about creating responses for forms, see Chapter 5, “Putting It All Together.”


Creating a Microsoft Exchange Standard Form Response
8	Setting Form Properties	19 of 26

Setting Event Properties

Create Response

Creating a Microsoft Exchange Standard Form Response

Using the Microsoft Exchange standard forms is the fastest and easiest way to design a response for an item. There are two kinds of Microsoft Exchange standard forms that you can use for a response:

IPM.Note

Use the standard send form to enable the user to send a response to a person, distribution list, or folder.

IPM.Post

Use the standard post form to enable the user to post a response to an item in a folder.

To create a standard form response

1.	In the For This Event box, select the response event.

2.	Choose Create Response.

3.	In the Response Form’s Item Type box, select IPM.Note or IPM.Post.


Creating a Custom Form Response
8	Setting Form Properties	20 of 26

Setting Event Properties

Create Response

Creating a Custom Form Response

You can use a custom form so that the user can respond to items selected or opened in a folder. For example, in the Discussion & Response application, a Response form is used to respond to Lead Thought items that are selected in the Discussion & Response folder. The properties for this process are shown in the following illustration.

To specify a custom form for Create Response

1.	In the For This Event box, select a response event.

2.	Choose Create Response.

3.	Do one of the following:

In the Response Form’s Item Type box, type the item type of the form you want to activate for the event. If you type an item type, the item type name must appear exactly as it appears in the Item Type box in the General tab of its associated form.

Choose Browse and select the form’s associated .EFP file from the Select Form’s Item Type dialog box. When you select the .EFP file, and then choose OK, the form’s item type is automatically added to the Response Form’s Item Type box.

Important

At this point, you have specified that the event is passed to another form. Now, if you haven’t already, you must specify how the form that is receiving the event will handle the event. It is important to remember that when a form passes a response event, it converts it to a Create New Item event.

To specify the event for the form to which the event is passed

1.	From the File menu in the Main window, choose Save.

2.	From the File menu in the Main window, choose Open.

3.	In the File Name box, select the form, and then choose OK.

4.	On the Forms Designer Main window toolbar, click the Form Properties button, and then select the Events tab.

5.	In the For This Event box, select Create New Item, and then under Take This Action, select Pass to Window and then if not already selected, select the Compose window for the Response form. For a one-window form, this is Window1 by default. For a two-window form, this is Compose by default.


Response Style
8	Setting Form Properties	21 of 26

Setting Event Properties

Create Response

Response Style

With the Response Style property, you can specify how the Form window’s envelope area is set up for response events. For example, if the user selects an item, and then selects a Custom Response command in the Microsoft Exchange Client, you can designate the Reply response style to specify that the Response window’s To, Cc, and Subject fields contain the corresponding values from the originating item when the Response form is displayed.

The following table provides descriptions of response styles.

Response style	Description

None	The To, Cc, and Subject fields are empty.

Reply	Sets up the Response form for a Reply. The To field contains the contents of the From field of the selected item. The Cc field is empty. The Subject field contains RE:, followed by the contents of the subject field of the selected item.

Reply to All	Sets up the Response form for a Reply to All. The To field contains the combined contents of the To and From fields of the selected item. Cc contains the contents of the Cc field of the selected item. The Subject field contains RE:, followed by the contents of the subject field of the selected item.

Reply to Folder	Sets up the Response form for a Reply to Folder. The To field contains the address of the folder containing the selected item. The Cc field is empty. The Subject field contains RE:, followed by the contents of the subject field of the selected item.

Forward	The To and Cc fields are empty. The Subject field contains FW:, followed by the contents of the subject field of the selected item.


Initialize New Items When Created
8	Setting Form Properties	22 of 26

Setting Event Properties

Initialize New Items When Created

Select Initialize New Items When Created if you want to specify that, at run time, the contents of the fields of the selected item are copied to the fields of the form that contains the response item.

For example, in the Discussion & Response application, when the user selects a Lead Thought item in the Discussion & Response folder, and then chooses New Response from the Compose menu of the Microsoft Exchange Client, the contents in the Topic and Subtopic fields in the Lead Thought item are copied into the Topic and Subtopic fields in the Response Compose window.

To specify Response Form Initial Values properties

1.	In the For This Event box, select an event.

2.	Select Initialize New Items When Created, and then choose Options.


Add Response Item to Conversation Thread
8	Setting Form Properties	23 of 26

Setting Event Properties

Initialize New Items When Created

Add Response Item to Conversation Thread

Select this property to specify that the newly created item inherits the conversation thread properties, parent ID, and thread ID from the selected item.

For more information about threaded conversational views, see Chapter 4, “Designing Microsoft Exchange Public Folders.”


Initialize To, Cc, and Subject Values in Response Item
8	Setting Form Properties	24 of 26

Setting Event Properties

Initialize New Items When Created

Initialize To, Cc, and Subject Values in Response Item

When this property is selected, the contents of the To, Cc, and Subject fields for the selected item are automatically copied to the To, Cc, and Subject fields in the Response form.

The Initialize To, Cc, and Subject Values in Response Item property is automatically selected when a Reply, Reply to All, Reply to Folder, or Forward Response Style is selected. It is recommended that you leave this property checked for all response styles except None.


Message Body Field Options
8	Setting Form Properties	25 of 26

Setting Event Properties

Initialize New Items When Created

Message Body Field Options

If you have a RichEntry field with the name MAPI_Body_Custom in your response item, you can use the Message Body Field Options to define how the copied contents of the selected item appear in the MAPI_Body_Custom field of the Response item.

Select this property	To
Indent the Contents	Indent the text when the contents of the selected item are coped to the response item’s MAPI_Body_Custom field as shown in the following illustration.
Include Fields as Text	Include a text representation of the all the form’s fields in the MAPI_Body_Custom field in the Response item as shown in the following illustration.
Include a link to the selected item	Place a linked attachment to the selected item in the MAPI_Body_Custom field of the Response item. The user can then double-click the linked attachment to display the original item.
Attach a copy of the selected item	Place an attachment, also called an embedded copy, of the selected item in the MAPI_Body_Text field of the selected item. This option is useful if the user does not have access to the originating item. They can then double-click the attachment to see a copy of the originating item in the Microsoft Exchange standard send or post form.


Add Field Values to Response Item
8	Setting Form Properties	26 of 26

Setting Event Properties

Initialize New Items When Created

Add Field Values to Response Item

In some cases, you will want the contents of the fields in the originating item to be copied to the corresponding fields in the Response item. For example, in the sample Discussion & Response application, the contents of the Topic, Subtopic and Lead Issue fields of the New Lead Thought form are copied to the corresponding fields in the Response form.

Field

The Field box contains the Reference Names of all the fields of the current form.

Fields Copied

This box contains the Reference Names of those fields whose contents you want copied to the Response form at run time.

Important

For the field to copy, the field in the originating form and the field in the Response form must have the same Reference Name.

To add a Field to the Fields Copied box

1.	In the Field box, select the field or fields you want to add to the Fields Copied box.

2.	Choose Add.

To remove a field, choose the field in the Fields Copied box, and then choose Remove.

Important

If you are designing a response form into which values from another form will be copied, the values copied from the originating form will appear in the field rather than the initial value, unless the field is a header field. For header fields, initial values are merged with copied values. When designing a field into which values will be copied from another body-area field, it’s best not to specify an initial value for the field.


Extending Forms
Chapter 9	 1 of 61

Extending Forms

The Microsoft Exchange Forms Design environment and Visual Basic work together to enable you to quickly create powerful forms. You can use the Forms Designer to build the general framework of the form and to generate Visual Basic code for the form. You can then use Visual Basic to add extra functionality and polish to the form.

This chapter provides a general overview of how a form works and then covers the typical Visual Basic programming scenarios, including:

Adding a control

Accessing external databases

Creating interdependent controls

Validating user input

Performing calculations

Adding custom controls

Customizing the toolbar

Customizing the menu

Adding a dialog box

Adding an OLE Container control

Updating the Configuration file

Debugging forms


Requirements for Extending Forms
9	Extending Forms	2 of 61

Requirements for Extending Forms

The following are the recommended requirements for extending forms using Visual Basic:

That you are an experienced Visual Basic programmer.

That you have knowledge of MAPI and OLE Messaging.


About Visual Basic
9	Extending Forms	3 of 61

About Visual Basic

The Forms Designer includes Visual Basic for Microsoft Exchange Server 4.0 that you can use for extending forms. You can also use Visual Basic 4.0 or later for extending forms. In this chapter, Visual Basic is used to refer to either 16-bit Visual Basic or Visual Basic for Exchange Server 4.0.

To get telephone support for Visual Basic programming, you must purchase Visual Basic version 4.0 or later. To purchase Visual Basic, contact your local reseller.

Important

To modify forms generated with the Forms Designer, you must use the 16-bit Version of Visual Basic, Version 4.0 or later. You cannot extend forms using Visual Basic Version 3.0 or the 32-bit version of Visual Basic.


Process for Creating VISUAL BASIC-Extended Forms
9	Extending Forms	4 of 61

Process for Creating VB-Extended Forms

The following table provides a guideline and a reference source for the tasks you perform when extending a form using Visual Basic.

Design Task	See
Design the form in the Forms Designer	Chapter 3, “Designing Forms”
Choose Install from the File menu of the Forms Designer.	Chapter 3, “Designing Forms”
Open the .VBP file in Visual Basic and make modifications to it	“Modifying a Visual Basic Project” later in this chapter Also see “Typical Visual Basic Programming Scenarios” later in this chapter
Update the form .CFG file	“Updating the Configuration File” later in this chapter
Debug the form	“Debugging a Form” later in this chapter
Save the form, then compile and install it into a Microsoft Exchange forms library	“Compile and Install the Form” later in this chapter
Important

Changes you make using Visual Basic to a project generated by Forms Designer are not recognized by the Forms Designer. Also, if you use the Forms Designer to regenerate over previously modified Visual Basic code, you will loose the Visual Basic modifications.


Additional Resources for Extending Forms
9	Extending Forms	5 of 61

Additional Resources for Extending Forms

In addition to this chapter, the following resource is available to help you extenda form using Visual Basic.

Forms Designer Sample Applications

By default, sample forms are located in the EXCHANGE\EFDFORMS\SAMPLES directory.

For more information about sample application forms that have been extended using the Visual Basic programming system, see Chapter 1, “The Microsoft Exchange Application Design Environment.”

Sample Applications on CompuServe® and MSN™

Some of the best ideas for extending forms come from other designers. For a listing of public forums on forms, see the Help facilities for each online service.

Visual Basic Version 4.0 Documentation

Because the Forms Designer generated code is Visual Basic code, the Visual Basic documentation will come in handy any time you extend a form.

Note

Visual Basic for Exchange Server 4.0 does not include documentation.

OLE Messaging Help

installed with the Forms Designer provides:

Documentation on the objects, properties, events, and methods of OLE Messaging.

Sample Visual Basic code for common programming tasks such as creating and sending a message or posting a message in a folder.

Background information about OLE Automation, the technology used by the OLE Messaging Library.


Why Use the Forms Designer?
9	Extending Forms	6 of 61

Why Use the Forms Designer?

If forms can be developed using Visual Basic, then the question arises: Why use the Forms Designer? Here are a few good reasons.

No programming is required

the Forms Designer provides an easy-to-use environment that lets you create forms without programming.

Form templates, Form Template Wizard, Sample forms

The Forms Designer does a lot of the work for you by providing templates and sample forms that can be customized to build the forms you want.

Consistent User Interface with Microsoft Exchange

By using the Forms Designer tools to build a form you are ensured that user interface will be consistent with Microsoft Exchange.

Forms Designer provides a rapid development environment

You can use the Forms Designer to quickly and easily build the framework of a form. You can then add Visual Basic code to the form to extend its functionality.

Forms Designer generates code for

Compose and Read windows, verb handling, reading and writing MAPI properties, and the form registration file.


Form Components
9	Extending Forms	7 of 61

Form Components

A form consists of the following components:

Form .EXE

Is the Visual Basic form executable file.

RichEdit.VBX

Provides rich text editing such as bolding, underline, and colors for RichEntry form controls. It also allows attachments to be added to the control. In addition, it also provides name resolution for addressing controls such as To and Cc.

MAPIForm.VBX

Is the OLE automation interface used to communicate between the Microsoft Exchange Client and a form.

OLE Messaging

Is the collection of objects and their properties that are used to create, send, read, and respond to messages.

VB4 Run Times

Includes the Visual Basic Version 4.0 run time DLLs and built-in controls.

VB Source Code

The files contained in the .VBP file that is used to compile the form’s .EXE file.

For more information about	See

MSRICHED.VBX	Appendix A, “MSRICHED.VBX Reference”

MAPIForm.VBX	Appendix C, “MAPIFormVBX Reference”


How a Form Works at Run Time
9	Extending Forms	8 of 61

How a Form Works at Run Time

This section provides a brief overview of how a form works at run time.

To see how other processes such as Read and Reply work, use the debugging features in Visual Basic to step through the code.

For more information about how you can step through the form project code, see the “Debugging a Form” section later in this chapter.


Activating a Form to Compose a New Item
9	Extending Forms	9 of 61

How a Form Works at Run Time

Activating a Form to Compose a New Item

1.	In the Microsoft Exchange Client, the user chooses New Form from the Compose menu.

2.	From the New Form dialog box, the user chooses the Weekly Schedule form.

3.	A message object is created and the item type of the Weekly Schedule form is passed to a lookup table in Microsoft Exchange. Microsoft Exchange looks fora local instance of the .EXE on the user’s machine. If it cannot find it, it gets the .EXE from the Microsoft Exchange Server

4.	The form .EXE is activated. Sub Main in Global.BAS loads the FRMADMIN form.

5.	FRMADMIN.FRM contains a MAPIFormVBX control that handles communication between the Microsoft Exchange Client and the form. The Microsoft Exchange Client passes the message object and requested verb to the form by firing the MAPIfVbx1_DoVerb event.

6.	Do_Verb in VAR.BAS checks the verb and the state of the message (submitted or unsubmitted), and then sets the name of the window to display. It then calls the procedures to prepare, initialize, and load the window.

7.	Window1.FRM is loaded.

8.	The Weekly Schedule form is displayed.

Note

Each form .EXE is a multi-use OLE server that can display multiple windows concurrently. For example, if the user double-clicks a submitted item in the HelpDesk folder, the Read window of the HelpDesk form is displayed. From the Read window, the user can then choose New HelpDesk Request from the Read window of the Compose menu. The HelpDesk Compose window is then displayed. The same .EXE is used to create both windows.


Visual Basic Project Files
9	Extending Forms	10 of 61

Visual Basic Project Files

The Visual Basic Project files can be divided into variant (code that changes based on properties set in the Forms Designer) and invariant code (code that does not change).


Variant Project Files
9	Extending Forms	11 of 61

Visual Basic Project Files

Variant Project Files

When the Forms Designer generates code, it generates only a few variant files. If you have a one-window form project, your project contains WINDOW1.FRM. This window is used in both the Compose and Read process. If you have a two-window form, your project contains COMPOSE.FRM and READ.FRM.

Variant project files are the files that you modify when adding hand code to a form.

Module	Description

WINDOW1.FRM	The Form window file used in a one-window form. This module contains the Window_Prep, Window_Init, Window_Store, and Window_Load functions that read and write MAPI properties to and from the window. WINDOW1.FRM is used in both the Compose and Read process.

COMPOSE.FRM	The Compose window file used in a two-window form. This window is displayed when the user creates a new item or responds to an existing item. This module contains the Window_Prep, Window_Init, Window_Store, and Window_Load functions that read and write MAPI properties to and from the window.

READ.FRM	The Read window file used in a two-window form. This window is displayed when the user opens an existing item. This module contains the Window_Prep, Window_Init, Window_Store, and Window_Load functions that read and write MAPI properties to and from the window.

VAR.BAS	Evaluates the verb and the state of the message (submitted or unsubmitted) and sets the name of the window to load. Calls Window_Prep, Window_Init, and Window_Load to load the window. On Reply events, it links the current item to the respone item, and then calls the LaunchFrm procedure in Command.BAS to launch the form that will create the response.

INVAR.RES	Contains resources defined by the Forms Designer, such as status messages, Quickhelp captions, initial value strings for entry controls, and the recipient list for envelope controls.

<FORM NAME>.CFG	Contains the specification for the form and is used by Microsoft Exchange when a form is installed in a forms library.


Invariant Project Files
9	Extending Forms	12 of 61

Visual Basic Project Files

Invariant Project Files

Invariant project files and the code contained within them are unaffected by the properties set in the Forms Designer. The following invariant project files are generated for each form project.

Module	Description

GLOBAL.BAS	Contains global constants and procedures for the form, including Sub-Main.

FRMADMIN.FRM	Contains the MAPIFORMVBX control that provides communication between the Microsoft Exchange Client and a Form window MAPIfvbx1_DoVerb sets the verb and message object and calls Do_Verb in VAR.BAS. This is a hidden window.

ABORT.FRM	Print status window that displays when a print job is initiated.

FRMPAGES.FRM	Standard Page Setup dialog box.

FRMQHELP.FRM	Form QuickHelp window.

TOOLTIP.FRM	ToolTip window that appears when the pointer is moved over a toolbar button.

CHILDWIN.CLS	Sets each of the form windows as a child window of FRMADMIN.FRM.

COMMANDS.BAS	Contains the procedures that handle form menu commands.

CONSTANT.BAS	Global Constant file.

CONSTINV.BAS	Contains constant declarations for resource types and priority.

LANG.BAS	Contains text strings for error messages, message boxes, and .INI files.

RE_CONST.BAS	Contains global constants for item and session registration and global declarations for the richedit.vbx.

RENDER.BAS	Contains declaration and procedures used for rendering form controls.

TOOLBAR.BAS	Determines the ToolTip to display, and then calls a subroutine to display it.

TYPES.BAS	Contains all declared types.

WINAPIS.BAS	Contains Windows API declarations.


What Files Do You Modify?
9	Extending Forms	13 of 61

Visual Basic Project Files

What Files Do You Modify?

When modifying a form that has been generated using the Forms Designer, you generally only need to make changes to its <Window>.FRM files. For a one-window form, make changes to the <Window>.FRM where window is the name of the Window Name property defined in the Forms Designer. For a two window form, make changes to the following files:

<Compose Window Name>.FRM

The form Compose window. This window is displayed at run time when the user initiates an action in Microsoft Exchange or in a form that triggers a Create New event. For example, a Create window is displayed when the user chooses New HelpDesk Request in the Compose menu in Microsoft Exchange Client when the HelpDesk folder is open.

<Read Window Name>.FRM

The form Read window. The <Read Window Name>.FRM is based on the Window Name property defined in the Forms Designer. This window is displayed at run time when the user double-clicks a submitted item in a folder, or when the user selects the item and chooses the Open command from the File menu.

<Form File Name>.CFG

Describes the form to the Microsoft Exchange system. If you want a control to be displayed in the Columns, Group By, Filter, Sort, or Search dialog boxes, you must register the control in the .CFG.

For more information about registering a control in the .CFG file, see the “Registering a Control in the .CFG File” section later in this chapter.


Form Window Procedures to Modify
9	Extending Forms	14 of 61

Visual Basic Project Files

Form Window Procedures to Modify

Within the <Window>.FRM files, there are several procedures that are commonly modified when you use Visual Basic to program a form project.

Window_Prep

Sets up the user interface components for the Form window. For example, it determines if the toolbar, formatting bar, and status bar are visible when the Form window loads.

Window_Init

Sets the initial values (if specified) for controls in the Form window.

Window_Load

Gets the MAPI properties for a control and sets the control’s values. Any time you add a control to a form using Visual Basic and you want to load values from the item to the control in the form, you need to add hand code to the Window_Load procedure.

Window_Store

Saves the control’s MAPI properties. Any time you add a control to a form using Visual Basic and you want to save the control’s values, you need to code to the Window_Store procedure.

To display the Window_Init, Window_Prep, Window_Load, or Window_Store Procedure

1.	In the Visual Basic Project window, select CREATE.FRM or READ.FRM, and then choose the View Code button.

2.	In the Code Window, select General in the object box, and then select Window_Init, Window_Prep, Window_Load or Window_Store.

For more information about adding hand code to Window_Init, Window_Load, or Window_Store, see the “Setting the Initial Value of the Part Control,” “Loading the Control Values,” or “Adding Code to Event Procedures” sections later in this chapter.


Event Procedures to Modify
9	Extending Forms	15 of 61

Visual Basic Project Files

Event Procedures to Modify

If you add a control to a form using Visual Basic, there are three event procedures to which you add code.

Change

Called when the control’s data is changed.

Click

Called when a control is clicked.

GotFocus

Called when the control gets the focus.

LostFocus

Called when the control loses the focus.

For more information about adding code to the procedures for a control, see the “Adding Code to Event Procedures” section later in this chapter.


Adjusting the Form Window Canvas
9	Extending Forms	16 of 61

Visual Basic Project Files

Adjusting the Form Window Canvas

Before you begin to add controls to a form window, it’s helpful to understand a few key concepts about the window canvas. The window canvas consists of two controls: a Picture control and a Panel control.

The Picture control is a large Picture control that is viewed through a much smaller Panel control. This technique enables the form to have a scrollable canvas area. The concept is much like a word processor because you can have a large amount of scrollable text within a word processing window, and only a small portion is visible.

When working with a form in Visual Basic, you may want to resize the window canvas to increase the size of its viewing area. You may also want to move the Picture control within the canvas so you can view controls or add additional controls to the form.

To resize the CanvasParent control

1.	Select the Picture control within the CanvasParent control and drag it down and to the right until the top and left borders of CanvasParent are visible.

2.	Select the CanvasParent control. Sizing handles appear on the control.

3.	Position the pointer on a sizing handle and drag it until the control is the size you want.

To move the picture box within the CanvasParent control

Select the Picture control within the CanvasParent control, and then do one of the following.

Drag the Picture control up within the CanvasParent control if you want to add controls to the lower area of the picture box.

Drag the picture control down within the CanvasParent control if you want to add controls to the upper area of the picture box.


Typical Visual Basic Programming Scenarios
9	Extending Forms	17 of 61

Typical Visual Basic Programming Scenarios

This section demonstrates how you can use Visual Basic to extend the functionality of a form. For most of the examples in this section, a Purchase Order form is used. For the location of this form, see the Forms Designer “ReadMe” file.


Overview of Adding Controls
9	Extending Forms	18 of 61

Typical Visual Basic Programming Scenarios

Overview of Adding Controls

There are several good reasons to add controls to a form using Visual Basic.

You want to add control types to a form that are not offered by the Forms Designer. For example, you may want to add custom controls such as the data-bound list box, the data-bound combo box, and the data-bound grid control to display, edit, and update records in an external database.

You have spent a significant amount of time programming a project and now you want to add several controls to the form. If this is the case, it’s generally easier to add controls using Visual Basic, rather than using the Forms Designer to make changes, generate new Visual Basic code, and then merge your modifications with the new Visual Basic code generated by the Forms Designer.

After you have added a control to a form using Visual Basic, you can use the following process as a guideline for adding code to the control.

Set initial control values in Window_Init

Set initial values for the control in the Properties dialog box or in the Window_Init procedure of Compose.FRM and Read.FRM.

Save control values in Window_Store

Add OLE Messaging calls to save control values in the Window_Store procedure in the Compose.FRM and Read.FRM.

Load control values in Window_Load

Add OLE Messaging calls to load control values to the Window_Load procedure in the Read.FRM window. You also add code to the Window_Load procedure in the Compose.FRM if the form is a response form.

Copy code to Change(), Click(), GotFocus` and LostFocus event procedures

Copy event procedure code from an existing control generated by Forms Designerfor each of these events, and then modify it for the newly added control.

Update the CFG file to register the Control

If you want the control to appear in the Columns, Group By, Filter, Sort, and Search dialog boxes, you must register the control in the .CFG file.

For more information about registering a control in the .CFG file, see the the “Updating the Configuration File” section later in this chapter and Appendix B, “Form Configuration File Reference.”


Adding a Text Box Control
9	Extending Forms	19 of 61

Typical Visual Basic Programming Scenarios

Adding a Text Box Control

This section explains how to add a text box control to a form. The Text box control in Visual Basic correlates to the EntryBox field in the Forms Designer. In this example, the Additional Comments control is added to both Compose.FRM and Read.FRM. The control is given the name TXT_Comments.


Setting the Initial Value
9	Extending Forms	20 of 61

Typical Visual Basic Programming Scenarios

Adding a Text Box Control

Setting the Initial Value

To set the initial value of a control, you can add code to the Window_Init procedure in the Compose.FRM and Read.FRM modules. In this example, there is no reason to set the initial value of the Additional Comments text box. However, if you wanted to set the initial value, set the Text property in the Properties dialog box or add code to the Window_Init procedure.

Important

The initial value text of RichEdit and Label controls generated by the Forms Designer are stored in the project’s INVAR.RES file. To edit or add data to the .RES file, you need to use the Microsoft Windows SDK.

If you create a form that copies values to a Reply or Custom Response form, the copied values will take precedence over the Initial Values in the form.


Saving the Control’s Value
9	Extending Forms	21 of 61

Typical Visual Basic Programming Scenarios

Adding a Text Box Control

Saving the Control’s Value

If you want the value of a control to be written to the item when the user sends, posts, or saves an item or chooses a custom response command, you need to add code to the Window_Store procedure of both the Compose window and the Read window.

Call SetMapiProp(ENT_Comments_Ctrl.Text, "TXT_Comments", vbString, Msg)


Loading the Control Values
9	Extending Forms	22 of 61

Typical Visual Basic Programming Scenarios

Adding a Text Box Control

Loading the Control Values

To load the value of a field from an item to a control on the form window, add code to the Window_Load procedure of <Read>.FRM and <Compose>.FRM.

If fReadProps Then ' Reading properties

varTemp = GetMapiProp("ENT_Comments", mfobj.message, False)

If Not IsNull(varTemp) Then ' if we have valid data

If (VarType(varTemp) And vbArray) = vbArray Then varTemp =	varTemp(0) ' convert if array

ENT_Comments_Ctrl_Val = varTemp

ENT_Comments_Ctrl.Text = ENT_Comments_Ctrl_Val 	'set the Entry text

ElseIf Not fComposingNew Then

ENT_Comments_Ctrl.Text = "" 'clear the Entry text

ENT_Comments_Ctrl_Val = Null 'clear the Entry val

End If

End If 'fReadProps

If FormLocked Then

ENT_Comments_Ctrl.Locked = True ' 	make it read only (this must be done before load)

End If ' if formlocked

Declaring the <Control>_Val Variable

If you copy the code generated by Forms Designer for the newly created control, you must declare a variable in the General Declarations of the Form Window. For example, for the TXT_Comments_Ctrl control, the following variable is defined in the General Declarations procedure in the Read window.

Dim TXT_Comments_Ctrl_Val As Variant

The <Control>_Val variable is used to temporarily store the value of the control and is used to speed response time when writing values from an existing item to a response item.

Adding Code to Window_Load in Compose.FRM

When the Read window is activated at run time (for example, the user double-clicks a submitted item in a folder), the Window_Load procedure checks the fields in the item in the Microsoft Exchange database for valid data. If data exists in the control in the item, the data is loaded and displayed in the control in the Read window.

The Compose window operates differently. At first glance, it may not seem necessary to add code to the Window_Load procedure of the Compose window, because the controls of the Compose window are generally blank or display initial values when the form is first loaded.

However, the Compose window can be activated when a custom response command is initiated by the user or when a saved unsubmitted item is opened by the user. When a custom response form is activated, a new item is created and any data specified to be copied from the original Read Form window is pushed into the controls of the new item. This “pushed” data is then loaded using the Window_Load procedure into the specified controls. For a saved unsubmitted item, the data in the item is written to the Compose window by the Window_Load procedure.


Adding Code to Event Procedures
9	Extending Forms	23 of 61

Typical Visual Basic Programming Scenarios

Adding a Text Box Control

Adding Code to Event Procedures

When you use Visual Basic to add a control to a form, there are four events that generally require code to be added. These events are:

Change

Click

GotFocus

LostFocus

When adding code for a control, it’s often easiest to copy the code generated by Forms Designer from a control of the same type. For example, to add hand-code for a RichText control that you add using Visual Basic, you can copy the code for the Change, Click, and GotFocus events from a Forms Designer-generated RichEdit field.

Adding Code to the Change Event

Add code to a Change event to determine if the contents of the control have changed. For the Additional Comments control, the following code is inserted for the Change event.

'<Code Insert>'

fDirty = True

If Me.Visible Then Call UpdateMenus(Me)

'<Code Insert End>'

The fDirty variable is set to True to designate that a change has been made to the item. At run time, when the user initiates a post, a custom response, a reply, a forward, or closes a window without explicitly saving changes made to an item, this fDirty variable is tested. If True, then the changes are saved or the user is prompted to save the changes. Procedures which test the fDirty variable, such as FILE_POST and COMPOSE_CUSTOM_RESPONSE are located in the COMMANDS.BAS file in the project.

The UpdateMenus procedure handles enabling and disabling the View menu commands such as Cut, Copy, and Paste and enabling and disabling toolbar buttons based on the control that is currently selected. The UpdateMenus procedure is located in COMMAND.BAS.

Adding Code to the Click Event

You can add code to the Click event of a control that calls the UpdateMenus procedure in COMMAND.BAS. The UpdateMenus procedure handles enabling and disabling the Cut, Copy, and Paste commands in the View menu and the Toolbar based on the current selection.

'<Insert Code>'

If Me.Visible Then Call UpdateMenus(Me)

'<Insert Code End>'

Adding Code to the GotFocus Event

The GotFocus event occurs when an object receives the focus by a user action such as tabbing or clicking the object. When you add a control to a form using Visual Basic, you should add hand code to the GotFocus event.

'<Insert Code>'

If Me.Visible Then Call UpdateMenus(Me)

pnlStatusbar.Text = "Type additional information in this field."

"<Insert Code>'

For controls generated by Forms Designer, the status bar text is set by the SetStatusMessage function located in STATUS.BAS. sets the status bar string and stores the ResID in a window-level variable so that it can be used for QuickHelp. You can add the string in the Got_Focus event as shown in the preceding example.

Adding Code to the LostFocus Event

The LostFocus event occurs when an object loses the focus. Add the following code for the LostFocus event.

'<Insert Code>'

Dim strTemp As String

If FormLocked Then

Exit Sub

End If

'<Insert Code End>'

Adding Code to the KeyDown Event

The KeyDown event occurs when the user presses a key when an object has the focus. Add the following code to the KeyDown event.

'<Insert Code>'

Call Form_KeyDown(KeyCode, Shift) ' pass the key on to the form

'<Insert Code End>'


Accessing External Databases
9	Extending Forms	24 of 61

Accessing External Databases

Visual Basic provides a number of ways to access data from external databases which can include other Microsoft Access databases (.MDB), ODBC-based databases, or installable ISAM databases. In some of the forms that you create, you might want to read from or write to an external database.

This example shows you:

How to display information from a database in a form. In the example, data is read from the PARTS database into the Parts list boxes in the Purchase Order form.

How to write information from a form to a database. In this example, data is written from the Read.FRM window to the ORDERS database.


Displaying Information from an External Database
9	Extending Forms	25 of 61

Accessing External Databases

Displaying Information from an External Database

This sections shows how to open a Microsoft Access database (PARTS.MDB) and fill the Part list box in the Purchase Order form with values from the Part database.


Declaring Database Variables
9	Extending Forms	26 of 61

Accessing External Databases

Displaying Information from an External Database

Declaring Database Variables

Database variables are declared in the General Procedure in a Purchase.BAS module. In this example, Purchase.BAS has been added to the Visual Basic project and contains procedures that read and write to the Part and Orders database.

Option Explicit

'<Code Insert>'

Public Const PARTSDATABASEFILE = "g:\purchase\dblook\parts.mdb"

Public Const ORDERSDATABASEFILE = "g:\purchase\dblook\orders.mdb"

'<Code Insert End>'


Setting the Initial Value of the Part Control
9	Extending Forms	27 of 61

Accessing External Databases

Displaying Information from an External Database

Setting the Initial Value of the Part Control

In this part of the example, code is added to the Window_Init procedure of Compose.FRM and Read.FRM. The AddPartsItems procedure is called and is passed the name of the Part control and the text value of the Category control.

 '<code insert start>, linking Category lists to Parts lists

LoadPartsList DDL_Part1_Ctrl, DDL_Category1_Ctrl.Text

LoadPartsList DDL_Part2_Ctrl, DDL_Category2_Ctrl.Text

LoadPartsList DDL_Part3_Ctrl, DDL_Category3_Ctrl.Text

DDL_Part1_Ctrl.ListIndex = 0

DDL_Part2_Ctrl.ListIndex = 0

DDL_Part3_Ctrl.ListIndex = 0

gCurrentPart = 1

'<code insert end>

The LoadPartsList procedure is contained in PURCHASE.BAS. When passed the value of the Category list box (Office Supplies, Books, Software, Hardware), it opens the corresponding table in the Parts database and adds the items to the list box.

Public Sub LoadPartsList(lstParts As Control, Category As String)

'LoadPartsList opens up the table with the name specified by

'Category from the Part database. The listbox, lstParts,

is cleared. A blank item is added. The names of each entry

'in the database table are then added to the listbox.

Dim PartsDatabase As Database

Dim PartsTable As Recordset

Dim ErrorCondition As Integer

lstParts.Clear     ' clear listbox

lstParts.AddItem ""   ' add blank item, (for when no parts selected)

On Error GoTo errAddPartsItemsDB   ' Enable error trapping.

Set PartsDatabase = OpenDatabase(PARTSDATABASEFILE) ' Open database.

If Not ErrorCondition Then

On Error GoTo errAddPartsItemsTable ' Enable error trapping.

Set PartsTable = PartsDatabase.OpenRecordset(Category) ' Open
 table.

If Not ErrorCondition Then

On Error GoTo errAddPartsItemsRecord ' Enable error
 trapping.

PartsTable.MoveFirst

Do Until PartsTable.EOF

lstParts.AddItem PartsTable![Name]

PartsTable.MoveNext   ' Move to next record.

Loop

PartsTable.Close   ' Close table.

End If

PartsDatabase.Close   ' Close database.

End If

On Error GoTo 0 ' Disable error trapping.

Exit Sub

How Window_Load and Window_Store Work with Database Access

After the database values are added to the list box control in the form, they can be selected by the user. When the user sends or saves the item, the selected value is saved to the item by the Window_Store procedure. When the recipient of the item opens the item, Window_Load loads the saved value from the item into the ListBox control.


Writing to an External Database
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Writing to an External Database

In many cases, you will want to add code to write information to an external database. In this example, the user who receives a purchase order item in the mail can review the purchase order, and if they approve it, click the Process Order button to write the Purchase Order information to the Orders database.

The code is added to the Click event of the Process Order button. To add the Process Order button, see the “Creating a Custom Toolbar” section later in this chapter.

Private Sub cmdProcessOrder_Click()

Dim PartsDatabase As Database

Dim OrderTable As Recordset

Dim ErrorCondition As Integer

Dim Quantity

Dim Part As String

Dim DateNeeded As String

Dim OrderedBy As String

'On Error GoTo errProcessOrderDB   ' Enable error trapping.

Set PartsDatabase = OpenDatabase(ORDERSDATABASEFILE) ' Open
 database.

If Not ErrorCondition Then

On Error GoTo errProcessOrderTable ' Enable error trapping.

Set OrderTable = PartsDatabase.OpenRecordset("Orders") ' Open table.

If Not ErrorCondition Then

On Error GoTo errProcessOrderRecord ' Enable error trapping.

DateNeeded = TXT_DateNeeded_Ctrl_3.Text

OrderedBy = mfobj.message.sender.Name 'whoever sent the message
 is placing the order

' create an order for each categorized part

Part = DDL_Part1_Ctrl.Text

If Part <> "" Then

OrderTable.AddNew ' Create new record.

OrderTable("Part") = Part

OrderTable("Number") = ENT_PartNumber1_Ctrl.Text

Quantity = TXT_Quantity1_Ctrl.Text

OrderTable("Quantity") = Quantity

OrderTable("Total Price") = Quantity *
 TXT_CostPerUnit1_Ctrl.Text

OrderTable("Date Needed") = DateNeeded

OrderTable("Ordered By") = OrderedBy

OrderTable.Update

End If

You can then use the code underneath the text, “create an order for each categorized part,” to repeat the process for each part control in the Form window. At the end of the procedure, add the following code.

OrderTable.Close

End If

PartsDatabase.Close   ' Close database.

End If

MsgBox "Order successfully processed!", vbInformation

On Error GoTo 0 ' Disable error trapping.

Exit Sub

For more information about accessing external databases using Visual Basic, see the Visual Basic Version 4.0 documentation.


Creating Interdependent Controls
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Creating Interdependent Controls

In the Purchase Order form, the values in the Parts list box are determined by the selection made in the associated Category list box. This relationship is known as “interdependent controls.” This example shows how you can create interdependent controls.

In the example, the following code is inserted into the Click event of each Category control.

'<code insert start> category changes, fills out part list

LoadPartsList DDL_Part1_Ctrl, DDL_Category1_Ctrl.Text

DDL_Part1_Ctrl.ListIndex = 1

'<code insert end>

Public Sub LoadPartsList(lstParts As Control, Category As String)

The code in the example calls the LoadPartsList procedure shown in the preceding “Accessing External Databases” section. This procedure clears the contents of the Part list box and based on the value of the Category list box, opens the associated table and adds the items from the table to the Part list box.


Validating User Input in a Control
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Validating User Input in a Control

You can use Visual Basic to validate user input in a form control in several ways. You can:

Use masked edit controls to restrict input.

Check the contents of the control when the user chooses a command such as Send, Post, Save, or Reply.

Check the contents of the control when it loses focus.

The following example checks the contents of the Total Cost control in the Purchase Order form when the user chooses Send from the File menu or the Send button from the toolbar.

The code is added to the beginning of the menFileSend_Click procedure of the Compose window Because the click procedure for the Send button calls the menFileSend click procedure, you need only enter the code in one place.

When the user clicks the Send button or chooses Send from the File menu at run time, the user sees an Message Box if the total cost of the purchase order exceeds $2,000.

'<Code Insert>'

Checks the total in the Total Cost box.'

 Dim x, response

If TXT_TotalCost_Ctrl.Text > 2000 Then

response = MsgBox("For purchases above $2,000 dollars, contact
 your manager.", 16, "Contact Your Manager")

Exit sub ' Aborts sending of the message

End If

'<End Code Insert>'

To validate user input in a control, add validation code to the Click procedure for the corresponding menu command.


Performing Calculations
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Performing Calculations

For some forms, you may want the value of the control to be based on a calculation involving the value of other controls on the form.

In this example, code is added to the Change event for each of the Quantity and Cost Per Unit controls in the form. Whenever a Quantity or Cost Per Unit control changes on the form, the CalcTotalPrice procedure is called and the Total Price of the order is recalculated.

Following is an example of the code that is added to the Change event for a Quantity control.

Sub ENT_Quantity1_Ctrl_Change()

'<code insert start>

CalcTotalPrice Me

'<code insert end>

fDirty = True

If Me.Visible Then Call UpdateMenus(Me)

End Sub

The CalTotalPrice procedure is added to the Purchase.BAS module and is shown in the following example.

Public Sub CalcTotalPrice(frmCurrent As Form)

'adds all the prices of all parts (PricePerUnit*Quantity)

'for a grand total, puts grand total in Total Price control

Dim TotalPrice

TotalPrice = Val(frmCurrent!ENT_CostPerUnit1_Ctrl.Text) *
 Val(frmCurrent!ENT_Quantity1_Ctrl.Text)

TotalPrice = TotalPrice +
 Val(frmCurrent!ENT_CostPerUnit2_Ctrl.Text) *
 Val(frmCurrent!ENT_Quantity2_Ctrl.Text)

TotalPrice = TotalPrice +
 Val(frmCurrent!ENT_CostPerUnit3_Ctrl.Text) *
 Val(frmCurrent!ENT_Quantity3_Ctrl.Text)

TotalPrice = TotalPrice +
 Val(frmCurrent!ENT_CostPerUnit4_Ctrl.Text) *
 Val(frmCurrent!ENT_Quantity2_Ctrl.Text)

TotalPrice = TotalPrice +
 Val(frmCurrent!ENT_CostPerUnit5_Ctrl.Text) *
 Val(frmCurrent!ENT_Quantity3_Ctrl.Text)

TotalPrice = Format(TotalPrice, "Currency")

frmCurrent!ENT_TotalCost_Ctrl.Text = TotalPrice

End Sub


Adding Custom Controls
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Adding Custom Controls

Using the full Visual Basic programming environment, you can add a variety of custom controls to a form, including Grid controls, OLE Container controls, and Masked Edit controls.

In the Purchase Order form example, a Masked Edit control is added to the Date Needed Frame in the Read and Compose windows. The Mask property for the control is set to:

9#/9#/##

9 represents an optional digit place holder, # represents a digit place holder, and / represents a date separator. At run time, the user can only enter the data in the specified format in the control.

After the Custom Control control is added, make the necessary changes to the form project procedures as described in the “Overview of Adding Controls” section earlier in this chapter.

The Custom Control must be resident on the user’s computer for the form to run correctly. You can use Microsoft SMS or other network management tools to distribute the Custom Control.


Creating a Custom Toolbar
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Creating a Custom Toolbar

You can replace the Default toolbar that is generated by the Forms Designer with a simplified toolbar that displays only one or a few buttons, such as Send and Product Details.


Step 1  Hide and Rename the Default Toolbar
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Creating a Custom Toolbar

Step 1 — Hide and Rename the Default Toolbar

First select the toolbar in the Form window, and then press F4 to display the Properties dialog box.

1.	Set the Align property to None.

2.	Set the Name property to pnlToolbar2.

3.	Set the Visible property to False.

4.	Move the toolbar somewhere in the window so it will not get in the way.


Step 2  Create a New Toolbar
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Creating a Custom Toolbar

Step 2 — Create a New Toolbar

1.	Add a Panel control to the form.

2.	In the Properties dialog box, set the Name property to pnlToolbar.

3.	Set the Align property to Top.

4.	Set the Name property to pnlToolbar.

5.	Add command buttons to the panel.


Step 3  Add Code to the Button Click Event
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Creating a Custom Toolbar

Step 3 — Add Code to the Button Click Event

An easy way to create a custom Send or Post button for a form is to call the menu command from the Click event of the button. In the Purchase Order form, the Click event for the Cmd_Send button calls the Click procedure for the Send command in the File menu.

Private Sub cmdSend_Click()

menFileSend_Click

End Sub


Step 4  Set pnlToolbar.Visible to True in Window_Prep
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Creating a Custom Toolbar

Step 4 — Set pnlToolbar.Visible to True in Window_Prep

In the Window_Prep procedure for both Compose.FRM and Read.FRM, make sure the View menu Toolbar command is checked and the Toolbar. Visible property is set to True as shown in the example.

menViewToolbar.CHECKED = True ' init toolbar menu state

pnlToolbar.Visible = True ' init toolbar state


Hiding the Format Bar
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Hiding the Format Bar

Some of the forms that you create will not require a Formatting toolbar. If you want to hide the Formatting toolbar, and you have not already specified it as hidden in the Forms Designer, you can easily hide it using Visual Basic by setting the code in Window_Prep in Compose.FRM and Read.FRM as follows:.

ViewFormatBar.CHECKED = False ' init toolbar menu state

FormatBar.Visible = False ' init toolbar state


Modifying the Form Menu Bar
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Modifying the Form Menu Bar

Although it’s possible to remove menus and items from a Form window, its usually easier to hide them. If you remove items, you can have problems when the application loads and tries to reference menu items and commands that no longer exist. However, if you hide the commands, they are not visible to the user and you do not need to remove references to the menu item in code.

To hide menus and commands in the Form windows

1.	Open the Compose window.

2.	From the Visual Basic Tools menu, choose Menu Editor.

3.	In the Menu Editor Main dialog box, select the menu item or items that you want to hide, and then clear the Visible check box.

4.	Choose OK when you have set the check boxes to clear for all the menu items that you want to hide.

5.	Open the Read window and repeat Steps 2 through 4 to hide menus and commands in the Read window.


Adding a Dialog Box to a Form Project
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Adding a Dialog Box to a Form Project

Dialog boxes can be an integral part of any form. In the Purchase Order form, the user can get details about a currently selected product at any time by choosing the Product Details button on the toolbar.


Step 1  Add a .FRM file to the Project
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Adding a Dialog Box to a Form Project

Step 1 — Add a .FRM file to the Project

To add a dialog box to a form, you insert a new .FRM module into the project. You can then modify it to suit the needs of your application.


Step 2  Add Code to Open the Dialog box
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Adding a Dialog Box to a Form Project

Step 2 — Add Code to Open the Dialog box

You can add a menu command or a command button to the toolbar to open the dialog box from the form. In this example, a Product Details button is added to the toolbar of Compose.FRM and Read.FRM.

Then a public variable is declared in PURCHASE.BAS to keep track of the part that is currently selected.

Public gCurrentPart As Integer

'holds 1,2, or 3 depending on which Category/Part frame

'last had focus; stored for Product Details.

In COMPOSE.FRM and READ.FRM each of the Category and Part list boxes has code added to the GotFocus event that sets the value of the gCurrentPart variable.

Sub DDL_Category1_EFD15_3_GotFocus()

'<code insert> setting gCurrentPart to current category/part

gCurrentPart = 1

'<code insert end>

If Me.Visible Then Call UpdateMenus(Me)

End Sub

Code is then added to the Product Details button Click event that sets the Category and Part variables based on the value of gCurrentPart. The code in the cmdDetails_Click procedure then calls the GetPartInfo procedure in PURCHASE.BAS. The GetPartInfo procedure opens the Parts database, finds the record for the current part, and then writes the text to the Description control in DETAILS.FRM.

Private Sub cmdDetails_Click()

Dim Category As String

Dim Part As String

Select Case gCurrentPart

Case 1:

Category = DDL_Category1_Ctrl.Text

Part = DDL_Part1_Ctrl.Text

Case 2:

Category = DDL_Category2_Ctrl.Text

Part = DDL_Part2_Ctrl.Text

Case 3:

Category = DDL_Category3_Ctrl.Text

Part = DDL_Part3_Ctrl.Text

End Select

frmDetails!ENT_Description = GetPartInfo(Category, Part,
 "Description")

frmDetails!Text1 = GetPartInfo(Category, Part, "Price")

frmDetails.Show 1 '0 = modeless, 1 = modal

End Sub


Adding an OLE Control in a Form
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Adding a Dialog Box to a Form Project

Adding an OLE Control in a Form

You can add to the flexibility of forms by adding an OLE control and some associated code to the Visual Basic project. Because forms do not fully support OLE, however, you need to add some custom code to the form. The code that you insert reads and writes the contents of the OLE control to and from the item.

There is no direct interface that allows streaming the contents of an OLE control directly into a message. Use standard Visual Basic file functions to write the contents of an OLE control to a file, and then use the OLE Messaging functions to stream the binary data from the file to the appropriate control property in the message, as shown in the following illustration.

This example, a Weekly Scheduling form, shows just one of many ways you can use the OLE Container control in a form. It is a one-window form with an OLE Container control that contains an embedded Excel worksheet. At runtime, a supervisor can open the form, fill out the blank schedule each week, and then click the Send button to send the schedule to the members of the TempStaff distribution list.


Adding the OLE Container and Setting its Properties
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Adding a Dialog Box to a Form Project

Adding the OLE Container and Setting its Properties

You can set the OLE Container Control in a variety of ways. However, in this example, the following key properties are set:

Property	Value

DisplayType	Content

OleTypeAllowed	1-Embedded

SourceDoc	C:\EXCEL\WKSCTS.XLS


Add Code to the Window_Store Procedure
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Adding a Dialog Box to a Form Project

Add Code to the Window_Store Procedure

Following is the code you add to the Window_Store procedure in both the Read and Compose windows.

'<Code Insert>'

'Writes the contents of the OLE control to a file and then

'reads the file into the message field. The file is deleted.

'FileNum as Integer and mField as Object are declared as Variables

'at the beginnning of this procedure

FileNum = FreeFile

Open "Test1.OLE" For Binary As #FileNum

OLE1.SaveToFile FileNum

Close #FileNum

Set mField = mfobj.message.Fields.Add("OLEField", vbBlob)

mField.ReadFromFile "Test1.OLE"

mfobj.message.Update

Kill "Test1.OLE"

Set mField = Nothing

'<Code Insert End>'


Add Code to the Window_Load Procedure
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Adding a Dialog Box to a Form Project

Add Code to the Window_Load Procedure

Following is the code you add to the Window_Load procedure in both the Compose and Read windows.

'<Code Insert>

If opening a submitted message, write the contents of the field

'out to a file and then into the OLE control in the form. The file
 is then deleted.

'Variables declared at the beginning of procedure: FileNum, mField

If fSubmitted Then

Set mField = mfobj.message.Fields.Item("OLEField")

mField.WriteToFile "WRITE.OLE"

FileNum = FreeFile

Kill "WRITE.OLE"

Set mField = Nothing

End If

'<Code Insert End>


Update the OLE Control’s Event Procedures
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Adding a Dialog Box to a Form Project

Update the OLE Control’s Event Procedures

After you add the OLE control, add code to its event procedures.

For more information about modifying event procedures, see the “Event Procedures to Modify” section earlier in this chapter.


Updating the Configuration File
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Updating the Configuration File

When you create Visual Basic files using the Forms Designer, a configuration (CFG.) file is created for the form. The configuration file contains a complete specification of the form, including:

Form properties such as the Message Class, ClassID.

The form .EXE name and other form-specific files, such as .ICO files.

MAPI properties for controls that you want to use as criteria for views and searches in the Microsoft Exchange Viewer.

Supported Verbs.

Supported Platforms.

The configuration file follows the general syntax of a Windows (.INI) file. It is divided into named sections:

The [Description] section lists all the attributes of the form visible in the user interface of the client application as well as attributes that are used to locate the form, such as the ClassID and the Message Class.

The [Extensions] section lists the extended attributes of the form, typically a named property set, which are attributes beyond those listed in the [Description] set of the configuration file.

The [Platforms] section lists the complete set of platforms supported by this form.

The [Files] section lists the complete set of files that is published in the forms library or folder forms library.

The [Properties] section lists the properties that the form publishes to the Microsoft Exchange Client. For example, the [Properties] section contains the form control Display Names. These names are visible in the Microsoft Exchange Client user interface and can be used as criteria for creating Views, Filters, and Rules.

The [Verbs] section lists the complete set of standard and custom verbs supported by the form.

When you add a control to a form using Visual Basic, and you want that control to have a Microsoft Exchange Column Name that appears in the Microsoft Exchange Client user interface so the control can be used as criteria for creating views, filters, rules, and searches, then you must make an entry in the configuration file for the form. This example describes how to make an entry in the [Properties] section of the configuration file to register the Display Name of the Date Needed control in the Purchase Order form.

For more details about the configuration file, see Appendix B, “Form Configuration File Reference.”

To open the Configuration file

Using Notepad, open the .CFG file for the form.

The .CFG file is located in the same directory as the Visual Basic form project (.EFP) files.


Registering a Control in the .CFG File
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Updating the Configuration File

Registering a Control in the .CFG File

When the Forms Designer generates Visual Basic code, it creates an entry in the [Properties] section of the .CFG file for each control that has a display name. When a control is given a display name and the form is installed in a registry, the Display Name property is published in Microsoft Exchange and can be used as criteria for creating views, rules, filters, and searches.

If you add a control to a form using Visual Basic and you want a display name for the control to be published in Microsoft Exchange, you must create an entry for the control in the .CFG file.

To create an entry in the [Properties] section

1.	Locate the [Properties] section of the .CFG file, as shown below.

[Properties]

Property1=Property1

Property2=Property2

Property3=Property3

Property4=Property4

Property5=Property5

2.	For each control that you have added using Visual Basic and for which you want to publish a display name, create a unique entry for the control. For example, to create an entry for the Date Needed control, add an entry such as the one shown in the example.

Property6 = Property6

The value on the left side of “=” creates an entry to register the control property in Microsoft Exchange. The value on the right side of “=” supplies the pointer to the properties section within the configuration file. By default, the Forms Designer generates an identical name for the property name and the value of the property. You can follow the same convention, although it is not required.

Creating a section for each property

1.	Create a section for the control in the .CFG file as shown in the following example:

[Property.Property6]

2.	For each entry, enter the necessary information as described in the following table.

Control Type	Example	Description
Label	[Property.Propertyx] Type=30 NmidString=Label1 DisplayName=Address	Type represents the control type (described in the following table). NmidString is the control name. DisplayName is the name that is published in the Microsoft Exchange Client.
Entry	[Property.Propertyx] Type=30 NmidString=Entry1 DisplayName=Address	Type represents the control type (described in the following table). NmidString is the control name. DisplayName is the name that is published in the Microsoft Exchange Client.
CheckBox	[Property.Propertyx] Type=11 NmidString=CheckBox2 DisplayName=yes	Type represents the control type (described in the following table). NmidString is the control name. DisplayName is the name that is published in the Microsoft Exchange Client.
GroupBox and Option buttons	[Property.Propertyx] SpecialType=1 Enum1=GroupBox1 Type=30 NmidString=GroupBox1 DisplayName=Size [Enum1.GroupBox1] NmidString=GroupBox1 Val.1.Display=GroupBox1_1 Val.1.Index=1 Val.2.Display=GroupBox1_2 Val.2.Index=2 EnumCount=2	SpecialType is used for enumerated controls. Enum1 is the Name used in the following section of the .CFG file for the enumerated option button properties. The group box Type represents the control type (described in the following table). NmidString is the control name. Display Name is the name that is published in the Microsoft Exchange Client. The [Enum1.GroupBox1] entry handles the option button values for the group box. NmidString is the name of the group box. Val.x.Display is the Display name of the option buttons in the Group box. Val.x.Index is the index value of the option button in the group box. EnumCount is the number of option buttons in the group box.
ListBoxes	[Property.Propertyx] SpecialType=1 Enum1=List1 Type=30 NmidString=List1 DisplayName=Type [Enum1.List1] NmidString=List1_key Val.1.Display=Small Val.1.Index=10 Val.2.Display=Medium Val.2.Index=20 Val.3.Display=Large Val.3.Index=30 EnumCount=3	SpecialType is used for enumerated controls. Enum1 is the name used in the following section of the .CFG file for the list box values. NmidString is the Listbox display name. Display Name is the name that is published in the Microsoft Exchange Client. The [Enum1.List1] entry handles the values for the list box. NmidString is the name of the group box. Val.x.Display is the Display name of the list box entries. Val.x.Index is the index value of the entries in the list box. EnumCount is the number of entries in the list box.
PictureBox		Display Name property is disabled for PictureBox controls.
Tab Control		Display Name property is disabled for Tab controls.
The following table lists the values that define the control type in Microsoft Exchange. For each control entry, you must identify the control type. For example, for the Date Needed control in the Purchase Order form, you type an entry:

[Property.Property6]

Type=30

NmidString=ENT_DateNeeded

DisplayName=DateNeeded

The following table shows the Control Type values for each control.

Control Type	Value
Text	30
Integer	3
Date	30
Time	30
Currency	6
Floating Point	5
Boolean (option button and check box)	11


Adding File References to the .CFG
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Updating the Configuration File

Adding File References to the .CFG

You can add run time file references for WinHelp files and .INI files to the .CFG file to specify that these files are copied to the form library with the form .EXE file when the form is installed. In the example below, a file reference is added to the .CFG to specify that an .EXE file, VENDORS.EXE, will be copied to the form library.

[Platforms]

Platform1=Platform1

Platform2=Platform2

Platform3=Platform3

Platform4=Platform4

Platform5=Platform5

[Platform.Platform1]

CPU=ix86

OSVersion=Win3.1

Registry1=LocalServer=%d\!4!J8N&-.EXE

File1=!4!J8N&-.EXE

File2=VENDORS.EXE

[Platform.Platform2]

CPU=ix86

OSVersion=WinNT3.5

Registry1=LocalServer=%d\!4!J8N&-.EXE

LinkTo=Platform1


Adding Code to the Form to Locate and Launch an .EXE
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Updating the Configuration File

Adding Code to the Form to Locate and Launch an .EXE

Adding a file reference to the .CFG file ensures that the file is copied upon installation to the appropriate forms or folder library. However, you must also update the code in the form to set the full path of the user’s form cache (wherethe form is stored on their hard drive) before you can launch it, as shown in the following example.

Sub SetFilePath()

' Find where the exe lives and launch it

VendorFile = App.Path & IIf(right$(App.Path, 1) = "\", "", "\") & 	"VENDORS.EXE"

RetVal = Shell(VendorFile)

End Sub


Adding Code to the Form to Locate and Launch a WinHelp File
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Updating the Configuration File

Adding Code to the Form to Locate and Launch a WinHelp File

The SetUserHelpFile procedure in the COMMANDS.BAS module of a project generated by Forms Designer finds the HelpFile on the user’s form cache. However, the procedure assumes that the HelpFile is named FormHelp.HLP. If you create a HelpFile for your form and name the HelpFile something other than FormHelp.HLP, you must change the name in the SetUserHelpFile procedure in COMMANDS.BAS. In the following example, the “FormHelp.HLP” file name is replaced with “DBHelp.HLP.”

Sub SetUserHelpFile()

' Find where the exe lives and set UserHelpFile to

' point to formhelp.hlp in the same directory

   UserHelpFile = App.Path & IIf(right$(App.Path, 1) = "\", "", "\") & "DBHelp.hlp"

End Sub

For more information about	See
Creating a Windows Help file for a form	Chapter 3, “Designing Forms”
How the forms cache works	Chapter 12, “Advanced Design Concepts”


Distributing .OCX and .VBX files with a Form
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Updating the Configuration File

Distributing .OCX and .VBX files with a Form

If you add a custom control to a form, that .OCX must be resident on the user’s machine for the form to operate properly. You can use Microsoft SMS or other network management tools to copy the necessary files to the user’s machine.


Debugging a Form
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Debugging a Form

This section describes how to use Visual Basic to debug a form.


Step 1  Compile and Install the Form
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Debugging a Form

Step 1 — Compile and Install the Form

If you have not already compiled and installed the form into a Microsoft Exchange form library, follow these instructions. If the form is already installed, skip to the next section.

To compile the form

1.	Open the form project in Visual Basic.

2.	If the form is not already compiled, compile it by selecting Make .EXE File from the Visual Basic Main window File menu.

To install the form

1.	After the .EXE file is created, switch to or open the Microsoft Exchange Client.

2.	In the Microsoft Exchange Client Tools menu, select Options.

3.	In the Exchange Server tab, select Manage Forms.

4.	In the Forms Manager dialog box, do one of the following:

For a Post form, set the library to the Folder Forms library.

For a Send form, set the library to the Personal Forms Library.

5.	Choose Install.

6.	In the Open dialog box, choose the .CFG file for the form, and then choose OK.

7.	The .CFG file is located in the same directory as the .VBP file.

8.	In the Properties dialog box, choose OK.

9.	You might see a dialog box asking if you want to update or replace the file. Choose Replace.

10.	Select Close, and then OK.


Step 2  Set Form BreakPoints in Visual Basic
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Debugging a Form

Step 2 — Set Form BreakPoints in Visual Basic

To get started debugging a form in Visual Basic, first open the form, and then set the breakpoint at the Do_VERB function in the VAR.BAS module. Set the breakpoint on the first line of code as shown in the following example.

Function DoVerb(mf As Object, Verb As Integer) As Boolean

After you’ve run through this debug process a few times, you can set the breakpoints in different places. For example, another good place to put a breakpoint is in the WINDOW_INIT function in the Compose window (WINDOW1.FRM for one-window forms and COMPOSE.FRM for two-window forms).

Function Window_Init() As Boolean


Step 3  Run the Form in Visual Basic
9	Extending Forms	57 of 61

Debugging a Form

Step 3 — Run the Form in Visual Basic

When you run the form in Visual Basic, the form’s .EXE is loaded into memory. FRMADMIN.FRM, if not already active, is activated but remains hidden and waits for a verb and object to be passed to it. Based on the properties, the form will determine the window to display. In Step 4 you will perform the actions that pass the verb and item to FRMADMIN.FRM.

Important

Before you run the form, make sure that no forms are active of the same type as you’re debugging. If they are active, close them.

To run the form in Visual Basic

Press the Start button on the Main window toolbar.


Step 4  Open the Form in Microsoft Exchange
9	Extending Forms	58 of 61

Debugging a Form

Step 4 — Open the Form in Microsoft Exchange

While the form is running in Visual Basic (FRMADMIN.FRM is loaded and at a breakpoint waiting for an object and verb), switch to Microsoft Exchange and open the form. Microsoft Exchange passes the form message and the verb to the MAPIfVBX1 control’s MapifVbx1_DoVerb procedure. This procedure calls Do_Verb in VAR.BAS. Do_Verb to evaluate the state of the message, the item type, and the verb, and then sets the name of the window (.FRM) to load. It then calls WINDOW_Prep to prepare the window, WINDOW_Init to set its initial values, and Window_Load to load the window.

To open the form in Microsoft Exchange

From Microsoft Exchange Client, do one of the following:

If you are opening the form in a folder, choose the folder, and then choose Menu in the Compose menu to open the form.

If you are opening the form in a form library, choose New form on the Compose menu, and then choose the form in the New Form dialog box.

Visual Basic is activated in Debug mode and its code is halted at the breakpoint that you set in Do_Verb. You can then use the Visual Basic Step Over button on the Main window toolbar to step through the code and display the window.


Compiling and Installing the Finished Form
9	Extending Forms	59 of 61

Compiling and Installing the Finished Form

After you have debugged a form and are confident that it works as designed, you save it, compile it, and then install it.

For instructions on compiling and installing a form, see “Step 1 — Compile and Install the Form” in the previous section, “Debugging a Form.””


Managing Visual Basic Source Code
9	Extending Forms	60 of 61

Managing Visual Basic Source Code

Changes that you make to a form generated by Forms Designer using Visual Basic are not recognized by the Forms Designer. The consequence of this is that you can open a form in the Forms Designer that you have modified using Visual Basic and you will not see any of the changes made to the form. In addition, if you regenerate Forms Designer code over the code that you previous modified using Visual Basic, you will lose your Visual Basic modifications. Therefore, it’s a good idea to havea strategy for modifying and maintaining your Visual Basic modifications.

Here are some guidelines to follow when modifying code generated by Forms Designer using Visual Basic.

If you are making significant changes to a .FRM file (such as a Compose or Read window), use the Visual Basic Save As command and give the .FRM file a new name. This is your backup copy. If you regenerate the form code using the Forms Designer, you can copy the changes from the backup .FRM to the new .FRM.

If possible, put any procedures that you add in a separate .BAS file. For example, rather than adding a procedure to the Create window’s Post event, insert a new .BAS module, put the procedure in that module, and then make a call to the procedure. Using this method, you won’t lose the procedure if code is regenerated because the code is located in a module that is not generated by the Forms Designer.

Tag hand code and document it in Visual Basic source files. For example, use:

'<Code insert> setting gCurrentPart to current category/part

gCurrentPart = 1

'<Code insert end>


Design Tips
9	Extending Forms	61 of 61

Design Tips

Here are a few design tips for building forms.

Be careful when modifying .EFP files for hand coded forms so that you don’t overwrite any hand code additions.

Be careful when using file server paths. They may not always be accessible.

Hide menus and toolbar buttons rather than deleting them.


Managing Applications
Chapter 10	 1 of 34

Managing Applications

The process used to distribute and maintain applications can vary with each organization. In some organizations, the application designer develops the application and then submits it to an administrator who is responsible for its distribution, maintenance, and security. In others, the application designer both develops the application and serves as its administrator.

This chapter covers the basic concepts and procedures for distributing and maintaining form and folder applications for the administrator.


Managing Forms
10	Managing Applications	2 of 34

Managing Forms

The Microsoft Exchange Application Design Environment provides two tools for form management.

The Forms Designer

The Microsoft Exchange Client Forms Manager dialog box


Managing Changes to Forms
10	Managing Applications	3 of 34

Managing Forms

Managing Changes to Forms

Before changing an existing form, there are several things the designer should take into consideration.

If a view or rule in a folder is based on a particular field and the designer removes or modifies its column name, the field, the corresponding view or rule must also be updated to reflect the change.

If fields are removed or renamed in an existing form, their associated field values in items created using the previous version of the form will not be displayed in the modified form. For example, suppose the previous version of the form contains an entry field with the column name Company and the same field on the modified form has the column name of Organization. If the user attempts to read items created with the previous version of the form using the modified form, the Organization field will not display the Company field value for the item created using the previous version of the form.

If a new field is added to an existing form, its associated field values will be displayed only in items created using the modified form. For existing items created using a previous version of the form, the field will be blank or will display the initial value for the field if one has been defined.

If major changes are required for a form, its often best to create a new form with a different item type. You can then leave the old form in the forms library or folder forms library for the purpose of reading items created using the old form. To create new items, the user must use the new form.

To prevent users from creating new items using an old form, you can do one of the following:

If the form is in the Organization Forms Library, you can select the form’s Hidden property. If the form is in the Personal Forms Library, you can instruct the user to select the form’s Hidden property. To select a form’s Hidden property, choose Options from the Tools menu in the Microsoft Exchange Client. In the Options dialog box, select the Exchange Server tab, and then choose Manage Forms. In the Forms Manager dialog box, choose Properties. In the Form Properties dialog box, select the Hidden check box.

If the form is in a Folder Forms Library, you can hide the form’s Viewer Menu Command for the Create New Item event.

For more information about hiding the Viewer Menu Command for the Create New Item event, see Chapter 8, “Setting Form Properties.”


Managing Forms Using the Forms Designer
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Managing Forms

Managing Forms Using the Forms Designer

With the Install button on the Forms Designer toolbar, you install a form in an forms or folder forms library if the form has not yet been compiled or if the form has been modified and must be recompiled. When you first install a form using the Forms Designer, several things occur: a VB directory is created for the form; a Visual Basic project is created for the form and saved in the newly created VB directory, the Visual Basic files are compiled; a .CFG file that contains the form definition is created; and the form .EXE is installed in the designated library.

For more information about installing a form using the Forms Designer, see Chapter 3, “Designing Forms.”


Managing Forms Using the Forms Manager Dialog Box
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Managing Forms

Managing Forms Using the Forms Manager Dialog Box

With the Forms Manager dialog box in the Microsoft Exchange Client, you install already compiled forms in a forms or folder forms library, copy existing forms from one location to another, and update or remove forms in a library.

To open the Forms Manager dialog box

1.	From the Tools menu in the Microsoft Exchange Client, choose Options.

2.	Select the Exchange Server tab, and then choose Manage Forms.

To select the library in which you want to install forms, choose the right Set button. You can then use the Set Library To dialog box to select the personal forms, the organization forms, or a folder forms library, as shown in the following illustration.


Making Forms Available in the Organization Forms Library
10	Managing Applications	6 of 34

Managing Forms

Making Forms Available in the Organization Forms Library

You can make Send forms available to all users in the organization by installingor copying them to the organization forms library. This library is located on the Microsoft Exchange Server, so user access is determined by the structure and configuration of your Microsoft Exchange organization.

This library’s name is “Organization” by default, but can be changed by the Microsoft Exchange Administrator.

There are two types of Send forms that you might want to install in the organization forms library:

General Purpose Send forms such as the Telephone Note, Chess Form, or Vacation/Sick Day that are used to send information from one user to another.

Send Forms that are used to Send information to a particular folder. For example, you might want to install a News form in the organization forms library to let the user send news items to the HotTopics folder.


Using the Forms Designer
10	Managing Applications	7 of 34

Managing Forms

Making Forms Available in the Organization Forms Library

Using the Forms Designer

If the form has not yet been compiled or changes have been made to a form and it has not been recompiled, use the Forms Designer to install the form.

To install a form in the organization forms library

1.	In the Forms Designer, open the form that you want to install.

2.	Choose the Install button on the Forms Designer Main window toolbar.

It may take a few minutes for the Forms Designer to generate the Visual Basic files and compile the form.

3.	In the Set Library To box, select the Forms Library option, and then choose Organization Forms Library.

4.	Optionally, you can specify the properties you want for the form, and then choose OK.


Using the Forms Manager
10	Managing Applications	8 of 34

Managing Forms

Making Forms Available in the Organization Forms Library

Using the Forms Manager

Use the Forms Manager to install or copy a form to the organization forms library if the form has been compiled.

To install a form to the organization forms library

1.	In the Forms Manager dialog box, set the right forms box to organization forms library.

2.	Choose Install.

3.	In the File Name box in the Open dialog box, select the directory where the form’s .CFG file is stored, select the .CFG file for the form, and then choose OK.

When a form is compiled using the Forms Designer, a directory with the same name as the form .EFP file is created. This directory, which has a .VB extension, is a subdirectory of the directory in which the form’s .EFP file is stored. For example, if a form named Telephone.EFP is compiled in the EFDFORMS directory, a Telephone.VB directory is created for the form and the form’s .CFG file is located in this directory.

4.	Optionally specify the properties you want for the form, and then choose OK.

Note

If you are reinstalling the form, a dialog appears that presents two choices. Choosing Replace deletes all versions of the form for different platforms, and then installs the form. Choosing update merges the form with existing versions of the form for different platforms.

To copy a form to the organization forms library

1.	In the left forms box of the Forms Manager dialog box, select the forms that you want to copy.

Make sure the right forms box is set to Organization Forms.

2.	Choose Copy.


Making Forms Available in the Personal Forms Library
10	Managing Applications	9 of 34

Managing Forms

Making Forms Available in the Personal Forms Library

Sometimes the user might want to install forms in the personal forms library for testing or for individual use. This section describes two methods for making forms available for individual users in their personal forms library.

Installing the form in an organization forms library, and then copying it to a personal forms library.

Saving, sending, and installing a form .FDM file.


Copying from the Organization Forms Library to the Personal Forms Library
10	Managing Applications	10 of 34

Managing Forms

Making Forms Available in the Personal Forms Library

Copying from the Organization Forms Library to the Personal Forms Library

One method for making a form available for individual use is to install it in the organization forms library. It can then be copied by users to their personal forms library for individual use.

To copy a form from the organization forms library to the personal forms library

1.	From the Forms Manager, select the forms that you want to copy in the left forms box.

If it is not set already, set right forms box to the organization forms library.

2.	Choose Copy.


Saving, Sending and Installing an .FDM File
10	Managing Applications	11 of 34

Managing Forms

Making Forms Available in the Personal Forms Library

Saving, Sending and Installing an .FDM File

If you don’t want to make a form available for all users to copy, you can distribute the form by saving it as an .FDM file, inserting the form as an attachment in a standard note message, and then sending the message to the designated recipients. The recipient can save the .FDM attachment as a file to their hard drive, and then use the Forms Manager to install the form to their personal forms library. You can also distribute an .FDM file by saving it to a floppy disk, compact disc, or network drive.

Before a form can be saved as an .FDM file, it must be installed in a forms or folder forms library.

To save a form as an .FDM file

1.	In the right box of the Forms Manager dialog box, select the form that you want to save as an .FDM file.

2.	Choose Save As.

3.	In the File Name box, type or select a file name.

4.	In the Directories box, select the directory where you want to save the file.

5.	Choose OK.

To insert the file in a message and send the message

1.	From the Compose menu of the Microsoft Exchange Viewer, choose New Message.

2.	From the Insert menu of the message window, choose File.

3.	In the File Name box, type or select the name of the .FDM file, and then choose OK.

4.	In the Message form, specify the recipients for the message, and then click Send.

When the user receives the message with the attached .FDM file, they can save the attachment to a directory, and then use the Forms Manager dialog box to install the .FDM file in their personal forms library. The following instructions are intended for the recipient of a message with an attached form and describe how to save the attached form and then install it in the personal forms library.

To save the attached .FDM file

1.	In the message area of the message that contains the .FDM file, select the .FDM file attachment.

2.	From the File menu, select Save As.

3.	Select a directory for the file, choose OK, and then close the message.

To install the form in the personal forms library

1.	In the Forms Manager dialog box, set the right forms box to Personal Forms.

2.	Choose Install.

3.	In the File Name box, select the .FDM file that corresponds to the form that you want to install in the library, and then choose OK.

To help you find the file, you can select .FDM under List Files of Type.


Making Forms Available in a Folder Forms Library
10	Managing Applications	12 of 34

Managing Forms

Making Forms Available in a Folder Forms Library

There are two types of forms that you install in a folder forms library.

Post Forms that are used as part of the folder application to submit items to the folder and to view items in the folder.

Send forms that you want to bundle in a folder forms library to make moving or transporting them easier. For example, you can install or copy forms to a folder forms Library in a folder in the set of personal folders. You can then save the set of personal folders as a .PST file for ease of distribution, as described in the “Distributing Forms in a .PST File” section later in this chapter.


Using the Forms Designer
10	Managing Applications	13 of 34

Managing Forms

Making Forms Available in a Folder Forms Library

Using the Forms Designer

If the form has not yet been compiled or if changes have been made to the form and it has not yet been recompiled, use the Forms Designer to install the form.

To install a form in a Folder Library

1.	In the Forms Designer, open the form that you want to install.

2.	Choose the Install button on the Forms Designer Main window toolbar.

It may take a few minutes for the Forms Designer to generate the Visual Basic files and compile the form.

3.	In the Set Library To box, select Folder Forms Library, and then choose the folder into which you want to install the form.

4.	Optionally, specify the properties you want for the form, and then choose OK.


Using the Forms Manager
10	Managing Applications	14 of 34

Managing Forms

Making Forms Available in a Folder Forms Library

Using the Forms Manager

Use the Forms Manager to install or copy a form to afolder forms library if the form has been compiled.

To install a form to a folder forms library

1.	In the folder list in the Microsoft Exchange Viewer, select the folder into which you want to install the form.

2.	From the File menu, choose Properties.

3.	In the Properties dialog box, select the Forms tab, and then choose Manage.

4.	In the Forms Manager dialog box, choose Install.

5.	In the Open dialog box File Name box, select the directory where the form’s .CFG file is stored, select the .CFG file for the form, and then choose OK.

When a form is compiled using the Forms Designer, a directory with the same name as the form .EFP file is created for the form. This directory, which has a .VB extension, is a subdirectory of the directory in which the form’s .EFP file is stored. For example, if a form named Telephone.EFP is compiled in the EFDFORMS directory, a Telephone.VB directory is created for the form and the form’s .CFG file is located in this directory.

6.	Optionally, specify the properties you want for the form, and then choose OK.

Note

If you are reinstalling the form, a dialog appears that presents two choices. Choosing Replace deletes all versions of the form for different platforms, and then installs the form. Choosing update merges the form with existing versions of the form for different platforms.

To copy a form to a folder forms library

1.	In the folder list in the Microsoft Exchange Viewer, select the folder into which you want to copy a form.

2.	From the File menu, choose Properties, select the Forms tab, and then choose Manage.

3.	In the Forms Manager dialog box, select the library from which you want to copy a form or forms in the left box, and then choose Copy.

4.	Choose Close.


Distributing Forms in a .PST File
10	Managing Applications	15 of 34

Managing Forms

Distributing Forms in a .PST File

If you want to distribute one or more forms using a floppy disk, compact disc, or network drive, copy the form to a folder forms library that is associated with a folder in a set of personal folders and then save the set of personal folders as a .PST file. For more information about distributing a .PST file, see “Distributing a Folder in a .PST File” later in this chapter.


Updating Forms in the Personal Forms Library
10	Managing Applications	16 of 34

Managing Forms

Updating Forms in the Personal Forms Library

Updating a form is the process of synchronizing a form in the user’s personal forms library with a master copy in the organization forms library. For example, if a designer makes changes to the master copy of the form, and then the designer or administrator reinstalls the form in the organization forms library, the user must then update their copy of the form in the personal forms library.

To make changes to and reinstall a master form

1.	Open the form using the Forms Designer, and then make the necessary changes.

2.	From the Forms Designer, choose Install from the File menu and install the updated form to the organization forms library.

3.	Notify users to update the form.

To update a form

1.	In the Forms Manager dialog box, use the Set button to set the right box to the personal forms library.

2.	In the right box, select the form that you want to update, and then choose Update.


Reinstalling Forms in Folders
10	Managing Applications	17 of 34

Managing Forms

Reinstalling Forms in Folders

When a designer changes a form, they must use the Forms Designer Install button or Install command to recompile the form. Before reinstalling a form, however, the designer should consider the impact the new form will have on a folder or on existing items.

For more information about things to consider when making changes to forms, see the “Managing Changes to Forms” section earlier in the chapter.


Removing Forms
10	Managing Applications	18 of 34

Managing Forms

Removing Forms

You can use the Forms Manager dialog box to remove forms that are outdated or no longer in use within the organization.

Important

Don’t remove a form if items still exist in user’s folders that have been created with the form because users will need the form to read these items. Generally, the best solution in this case is to hide the old form so it can only be used to read item.

For more information about how to hide a form, see the “Managing Changes to Forms” section earlier in this chapter.

To remove a form

From the Forms Manager dialog box, select the form you want to remove, and then choose Remove.


Managing Form Source Files
10	Managing Applications	19 of 34

Managing Forms

Managing Form Source Files

Each form can have two sets of source files.

Standard Source Files

Consist of the .EFP file (the Forms Designer form project file) that is created in the Forms Designer when the form is saved. This file is saved to the current directory.

Generated Source Files

Consist of Visual Basic files that are generated for the form, including the Visual Basic .VBP project file, .BAS files, and .FRM files. They also include the compiled .EXE file for the form and the .CFG file that provides the form specification. These files are generated when a form is installed using the Forms Designer and are stored in a specially created directory with a .VB extension that is located at the same level as the directory where the form’s .EFP file is stored.

When a form is installed in a form or folder library, the run time executable .EXE file, but not the source code, is installed in the library.

This source code should be treated in the same way as any other source code for software application in your organization.


Replicating Forms to Other Sites
10	Managing Applications	20 of 34

Managing Forms

Replicating Forms to Other Sites

Replication is the process of distributing a replica of a folder to other sites. Within the Microsoft Exchange, forms are stored in libraries. These libraries are really hidden folders. If a form is stored in the organization forms library, or in a folder that resides in a set of public folders, the form is automatically replicated to all servers within the site.

Forms and folders can also be replicated between sites, but it requires careful planning and close coordination between site administrators.

For a more detailed discussion about these issues, see the Microsoft Exchange Server Administrator’s Guide and the Microsoft Exchange Server Concepts and Planning Guide.


Making Forms Available for Offline Use
10	Managing Applications	21 of 34

Managing Forms

Making Forms Available for Offline Use

Users can easily set up their computer so they can work offline with forms and folders. When the user sets up their computer for offline use, Microsoft Exchange creates an exchange.ost file on their hard drive. The exchange.ost file contains the following items:

The Inbox, Outbox, Sent Items, and Deleted Items folders in the user’s Mailbox.

Any other folders in the user’s Mailbox that are designated as offline folders

Folders in the user’s Favorites folder that are designated as offline folders.

Forms that are used to compose or read items in the offline folders.

For more information about setting up a computer and Microsoft Exchange for remote or offline use, see the Microsoft Exchange online Help.

How Forms Are Made Available for Offline Use

Any form associated with an item in the user’s offline folders is automatically made available for offline use when the user chooses the Synchronize command from the Tools menu of the Microsoft Exchange Client. When the user chooses the Synchronize command, Microsoft Exchange searches the items in each offline folder and copies any forms associated with those items, if they have not already been copied, to the exchange.ost file.

For example, suppose a Weekly Schedule item is sent to a user’s Inbox and the user has set up their computer for offline use. When the user synchronizes their offline folders, the Weekly Schedule form, which is the form associated with the Weekly Schedule item, is copied to the exchange.ost file.

Only one form per item type is copied to the exchange.ost file. For example, suppose several Weekly Schedule items exist in the user’s offline folders. When the user chooses the Synchronize command, only one Weekly Schedule form, if it has not already been copied, is copied to the exchange.ost file.

Forms in Folder Forms Libraries can also be made available for offline use by designating the folder in which the form is stored as an offline folder. When the user synchronizes folders, the folder contents, including forms, are copied to the exchange.ost file if they are not already available in that file.

How Form Conflicts Are Resolved

Changes made to forms while the user is working offline are not transferred back to the Microsoft Exchange Server. Any changes made to forms on the Microsoft Exchange Server, however, are automatically reflected in the user’s exchange.ost file when the user synchronizes folders.

For more information about	See the
Working remotely with the Microsoft Exchange Client	Microsoft Exchange Client online Help.
Creating and Synchronizing offline folders	Microsoft Exchange Client online Help.


Making Forms Available for Remote Use
10	Managing Applications	22 of 34

Making Forms Available for Remote Use

Users in remote locations with dial-up connections to the Microsoft Exchange Server can use forms just as if they were directly connected to the server. Before users can work with a dial-up connection, however, they must prepare their computer for dial-up work. The recommended way to work with a dial-up connection is to use offline folders. Users can then work with items in offline folders exactly as they do with items in server folders.


Managing Folders
10	Managing Applications	23 of 34

Managing Folders

After a folder is designed, you can copy it to a mailbox folder, a personal folder, or a set of public folders. Each location has its particular advantages, as described in Chapter 1, “The Microsoft Exchange Application Design Environment.”

This section describes the different methods for making a folder available for use. It also discusses folder maintenance issues, such as enhancing a folder, archiving a folder, and aging a folder.

For more details about planning and managing folders in a Microsoft Exchange organization, see the Microsoft Exchange Server Administrator’s Guide and the Microsoft Exchange Server Concepts and Planning Guide.


Making a Folder Available to Users in the Organization
10	Managing Applications	24 of 34

Managing Folders

Making a Folder Available to Users in the Organization

You can make a folder available to users in the Microsoft Exchange organization by copying the folder to a set of public folders. You can then set permissions on the folder to grant users access to the folder and to define the functions that they can perform in the folder. User access to the set of public folders is determined by the structure and configuration of your Microsoft Exchange organization.

Note

To copy a folder to the set of public folders, you are required to have Create Subfolder permissions for that part of the Microsoft Exchange folder hierarchy.

To copy a folder to the set of public folders information store

1.	In the folder list in the Microsoft Exchange Client, select the folder you want to copy.

2.	From the File menu, choose Copy.

3.	In the Copy box, select a location in the set of public folders for the folder.

If you select the public folders as the location to copy the folder, the folder is copied as a folder in the set of public folders. If you select a folder in the set of public folders, the folder is copied as a subfolder of the selected folder.

4.	Choose OK.

To set Permissions

1.	In the folder list in the Microsoft Exchange Viewer, select the folder, and then choose Properties from the File menu.

2.	Select the Permissions tab to add users to the folder access list and assign roles to users.

Note

The Permissions tab is only available when the folder owner selects the folder.

For more information about setting permissions, see Chapter 4, “Designing Microsoft Exchange Public Folders.”


Making a Folder Available for Personal Use
10	Managing Applications	25 of 34

Managing Folders

Making a Folder Available for Personal Use

There are good reasons to store a folder in a set of personal folders:

It gives the user exclusive rights to the folder to use in private. For example, the user might want a folder in the set of personal folders that contains a list of their personal contacts.

It lets the user access information in the folder even when they are not logged on to the Microsoft Exchange Server. This can be especially useful for people who travel because they can access information in a personal folder on their laptop without a live connection to the Microsoft Exchange Server.

To make a folder available for personal use, copy the folder to a public folder, and then instruct the user to copy the folder from the public folder to their personal folder. If you want to control access to the folder, you can set permissions on the folder so that only designated users can copy it.

For more information about setting permissions for folders, see Chapter 4, “Designing Microsoft Exchange Public Folders.”


Distributing a Folder in a .PST File
10	Managing Applications	26 of 34

Managing Folders

Distributing a Folder in a .PST File

A .PST file provides a convenient way to distribute applications using a floppy disk, compact disc, or network drive. This is especially useful for commercial applications that will be shrink-wrapped and shipped to customers. For example, if a designer creates a reference folder providing information about high technology companies in the US, that folder can be copied to a set of personal folders. The set of folders can then be saved to a floppy disc or compact disc as a .PST file, and then shipped to customers. The customer can then install the set of personal folders on the server.

To create a set of personal folders for distribution

1.	From the Microsoft Exchange Viewer, choose Options from the Tools menu, and then select the Services tab.

2.	In The Following Information Services Are Set Up In This Profile box, select Personal Folders, and then choose Add.

3.	In the Available Information Services box, select Personal Folders, and then choose OK.

4.	In the File Name box, select or type a name, and then choose OK.

5.	In the list box in the General tab, type a new name for the personal folder. For example, type Personal Distribution Store. Choose OK, and then choose OK again.

To install a .PST file and its applications on a Microsoft Exchange server

1.	From the Microsoft Exchange Viewer, choose Options in the Tools menu, and then select the Services tab.

2.	In The Following Information Services Are Set Up In This Profile box, select Personal Folders, and then choose Add.

3.	In the Available Information Services box, select Personal Folders, and then choose OK.

4.	In the Directories box, select the directory where the .PST file is located, and then select the .PST file from the File Name box. Choose OK.

5.	In the Name box, type a new name for the set of personal folders. For example, Application Distribution Store. Choose OK, and then choose OK again.


Making Changes to a Folder
10	Managing Applications	27 of 34

Managing Folders

Making Changes to a Folder

If you are responsible for maintaining applications, you will need to make changes to forms and folders after they have been created. For example, the user might request enhancements to a form or might ask for additional folder views or permissions.

If the changes to the application are substantial, you should copy the design of the folder to another folder, disable and modify the folder, and then copy the design back to the original folder. If the changes are minor, such as adding permissions or adding a view, you can directly modify the folder. To make changes to the folder, you must be an owner of the folder.

For more information about how to modify a folder, see Chapter 4, “Designing Microsoft Exchange Public Folders.”


Folder Replication Issues
10	Managing Applications	28 of 34

Managing Folders

Folder Replication Issues

Replication is the process by which Microsoft Exchange keeps folders from different locations in synch. Generally, folder replication is handled by Microsoft Exchange administrators and involves careful planning and coordination between site administrators. If you plan to replicate the folder application between servers, you should define replication settings and test the folder on a small scale before replicating it between a large number of servers.

If you are an application designer, you should be aware of some issues involved in folder replication.

If a folder contains critical data that needs to be refreshed immediately in all locations when new data is received, the folder should not be replicated.

Replicate applications from a central location. It often makes sense to store all applications on one server, and perform all replication and updates to the application from this central location.

Make sure each site that needs to replicate the application has the appropriate permissions to support replication.

For more information about replicating folders, see the Microsoft Exchange Server Administrator’s Guide and the Microsoft Exchange Server Concepts and Planning Guide.


Making Folders Available For Offline Use
10	Managing Applications	29 of 34

Managing Folders

Making Folders Available For Offline Use

To work offline or with a dial-up connection, the user should prepare their computer for offline and dial-up work. However, once they are set up, the task of setting up folders for offline use is relatively simple.

To make a folder available for offline use, the user designates the folder as an offline folder. The following folders can be designated as offline folders.

The Inbox, Outbox, Sent Items, and Deleted Items folders in the user’s Mailbox.

Any other folders in the user’s Mailbox that are designated as offline folders.

Folders in the user’s Favorites folder that are designated as offline folders.

For more information about setting up a computer and the Microsoft Exchange Client for dial-up or offline use and for setting up offline folders, see the Microsoft Exchange Client online Help.


How Folders Are Made Available for Offline Use
10	Managing Applications	30 of 34

Managing Folders

Making Folders Available For Offline Use

How Folders Are Made Available for Offline Use

When the user sets up their computer for offline use, an exchange.ost file is created on their hard drive. The exchange.ost file contains a “replica” of the folders the user works with when offline.

Once the folders are set up for offline use, they must be synchronized by the user so that the offline folders will contain the same information as the folders on the Microsoft Exchange Server. To synchronize folders, the user chooses the Synchronize command from the Tools menu of the Microsoft Exchange Client.


How Folders are Synchronized
10	Managing Applications	31 of 34

Managing Folders

Making Folders Available For Offline Use

How Folders are Synchronized

While working offline, the contents of both the offline folder and the folder on the Microsoft Exchange Server can change. For example, the user might post items in a Contact Tracking folder while offline. At the same time, users connected to the Microsoft Exchange Server might also post items to the Contact Tracking Folder.

To make sure that the offline folders are identical to the folders on the Microsoft Exchange Server, the user can use the Synchronize command on the Tools menu in the Microsoft Exchange Client. Offline Folders can be synchronized individually or all at once. When the user synchronizes folders, the changes to the offline folder are reflected in the folder on the server and the changes in the server folder are reflected in the offline folder.

For modifications to the folder such as changing rules or views, the user must have the appropriate permissions.

Important

When a user with offline folders reconnects to the Microsoft Exchange Server, changes made in the offline folders are reflected in the folders on the Microsoft Exchange Server. However, changes made in the folders on the Microsoft Exchange Server while the user was offline are not reflected in the offline folders unless the user synchronizes the folders.

For more information about synchronizing folders and using the Synchronize command, see the Microsoft Exchange online Help.


Conflict Resolution
10	Managing Applications	32 of 34

Managing Folders

Making Folders Available For Offline Use

Conflict Resolution

Item conflicts can occur when more than one offline user changes the same item in their offline folder, and then synchronizes their offline folders with the Microsoft Exchange Server folders.

Conflicts can also occur when more than one offline user makes changes to a folder view. In this case, the last change always wins, assuming the user has Owner permissions for the folder. If the user does not have Owner permissions for the folder, changes made offline are not applied to the folder. In this case, if the user changed an existing view, their changes will be lost since the server’s views take precedence. However, if the user created a new view, that view will be maintained in their offline replica.

For more information about synchronizing offline folders and conflict resolution, see the Microsoft Exchange Client online Help.


Aging a Folder and Setting Maximum Folder Size
10	Managing Applications	33 of 34

Managing Folders

Aging a Folder and Setting Maximum Folder Size

Because disk space is precious on any server, you will want to keep folder size to a minimum. One way to do this is to age the data in the folder. Aging is the process of deleting any items in a folder that were created or modified before a particular date. This process stores the most recent items in the folder and purges the old items. To set age limits for items in a public folder, use the General tab from the Microsoft Exchange Administrator program.

Another way to limit public folder size is to a set the limit on the folder size.

For more information, see the Microsoft Exchange Server Administrator’s Guide.


Archiving a Folder
10	Managing Applications	34 of 34

Managing Folders

Archiving a Folder

Another way to save disk space is to archive the folder. Archiving a folder is the process of making a backup copy of the database. Once you’ve made a backup copy, you can delete old or unwanted items from the folder.

For more information about archiving a folder, see the Microsoft Exchange Server Administrator’s Guide.


Troubleshooting
Chapter 11	1 of 9

Troubleshooting

This chapter provides solutions for some of the common problems that may occur when designing form and folder applications.


Testing the Form at Design Time
11	Troubleshooting	2 of 9

Testing the Form at Design Time

Problem: The Forms Designer does not allow you to run the form at design time.

Solution: You can use the Forms Designer’s Install command to compile the form, generate a Visual Basic project for the form, and install the form in a form or folder library. You can then use Visual Basic to run the form at design time for debugging purposes.

For more information about running a form at design time using Visual Basic, see Chapter 9, “Extending Forms.”


Duplicate Column Names
11	Troubleshooting	3 of 9

Duplicate Column Names

Problem: Duplicate Microsoft Exchange Column Names appear in the Available Columns box in the Columns dialog box in the Microsoft Exchange Viewer.

The Available Columns box displays the Column Names published by the formsin the organization forms library and the current folder’s library. Among the fields shown in the Available Columns box, no two fields can have the same Reference Name.

However, two fields with different Reference Names can have the same Column Name, resulting in the same Column Name appearing twice in the Available Columns box.

Solution: To prevent duplicate Column Names, specify a name for the field in the Field Properties dialog box that is different than the duplicate Column Name. If you are changing the Microsoft Exchange Column Name for a shared field in an application, be sure to change the name for all instances of the field (such as in the Compose and Read window and in other forms).

For more information about	See
Setting the Microsoft Exchange Column Name property	Chapter 3, “Designing Forms”
Shared Fields	Chapter 5, “Putting It All Together”


Column Names Show Up Unexpectedly in the Column Box
11	Troubleshooting	4 of 9

Column Names Show Up Unexpectedly in the Column Box

Problem: There is a large volume of names in the Available Columns box in the Columns dialog box in the Microsoft Exchange Client.

The Forms Designer automatically assigns a Microsoft Exchange Column Name to each field that you create in a form. By default, the Caption name and Microsoft Exchange Column Name for Entry, RichEntry, Label, ListBox and ComboBox fields are set to Caption. When you change the Caption name on the form, the Forms Designer automatically sets the Column Name property to match the caption.

Solution: If you do not want a name to appear for a field in the Available Columns box in the Columns dialog box in the Microsoft Exchange Client, you can specify in the Forms Designer that the Microsoft Exchange Column Name property for a field is empty.

For more information about setting the Microsoft Exchange Column Name property, see Chapter 3, “Designing Forms.”


Column Name Does Not Change with the Caption
11	Troubleshooting	5 of 9

Column Name Does Not Change with the Caption

Problem: The Microsoft Exchange Column Name does not get updated with the Caption.

By default, the Column Name automatically changes when you change the nameof the Caption. However, if you explicitly change the name of the Microsoft Exchange Column Name property to be different than the Caption property, the Forms Designer no longer automatically changes the Microsoft Exchange Column Name property to match changes made to the Caption property.

Solution: Open the Field Property dialog box and change the Column Name to match the Caption.

If you want the Column Name to automatically update with the Caption when you change it, you must recreate the field.


Custom Response Menu Names Do Not Appear in the Form
11	Troubleshooting	6 of 9

Custom Response Menu Names Do Not Appear in the Form

Problem: When creating forms that have custom response events defined, you may find that the Custom Response menu commands defined in the Events tab in the Form Properties dialog box appear in the Microsoft Exchange Viewer when an item is selected but do not appear in the Read window of the form when an item is opened.

The problem is that the Custom Response commands must also be defined in the Menus tab in the Windows Properties dialog box.

Solution: Specify custom response commands in the Read window of the form.

To define custom response menu commands in the Read window

1.	In the Forms Designer, switch to the form Read window (by default, this is “Window1” for a one-window form and “Read” for a two-window form).

2.	On the Forms Designer Main window toolbar, click the Window Properties button.

3.	In the Menus tab, select Compose in the Menu box.

4.	In the Commands box, select a Custom Response command.

5.	In the Command Caption box, type the command for the Custom Response event.

6.	Repeat Steps 4 and 5 until you have defined menu commands to match each of the Custom Response events that you have defined in the Events tab of the Form Properties dialog box.

7.	Choose Close.

8.	Save the form and reinstall it.


Fields Do Not Copy Properly to a Response Form
11	Troubleshooting	7 of 9

Fields Do Not Copy Properly to a Response Form

Problem: Only the contents of the MAPI_Body_Custom field appear in the body area of the Response form. Other fields, including header and body fields, are not copied.

Solution: In the Events tab in the Form Properties dialog box, choose Options. In the Response Form Initial Values dialog box, make sure the MAPI_Body_Custom field is not included in the Fields Copied list under Add Field Values to the Response Item. If it is, remove it. Then check the Include Fields as Text checkBox and choose OK.


Copying Field Values to a Response Item
11	Troubleshooting	8 of 9

Copying Field Values to a Response Item

When copying field values from an item to a response item, there are a few general guidelines to follow.

For fields to copy correctly, the Reference Name of the field in the Create New form must match exactly the Reference Name of the field into which its values are copied.

The Omit this Field’s Value When Creating an Item property must be unchecked for the field to copy. By default, this value is checked for Label fields.

The following table provides a list of valid fields to which you can copy for each particular field.

Field 	Valid fields to copy to

Label	Label, Entry, RichEntry, ComboBox, ListBox.

For ComboBox and ListBox, the copied value must be included in the list.

The Omit this Field’s Value When Creating an Item property in the General tab of the Field Properties dialog box must be unchecked.

Entry	Label, Entry, RichEntry, ComboBox

For ComboBox and ListBox, the copied value must be included in the list.

RichEntry	Label, Entry, RichEntry, ComboBox, ListBox

For ComboBox and ListBox, the copied value must be included in the list.

CheckBox	Label, Entry, RichEntry, CheckBox

OptionButton	See Frame

ComboBox	Label, Entry, RichEntry, ComboBox

ListBox	ListBox, ComboBox

The list must have the copied value included in the list.

Frame	Label, Entry, RichEntry, Frame

Tab	Does not apply

PictureBox	PictureBox.

The Omit this Field’s Value When Creating an Item property in the General tab of the Field Properties dialog box.


Forms Extended with 32-bit Visual Basic Do Not Work
11	Troubleshooting	9 of 9

Forms Extended with 32-bit Visual Basic Do Not Work

The Forms Designer generates and compiles Visual Basic 16-bit Version 4.0 forms. To extend forms using Visual Basic, you must use the 16-bit version of Visual Basic Version 4.0 or later.


Advanced Design Concepts
Chapter 12	1 of 12

Advanced Design Concepts

This chapter covers some of the more advanced concepts involved in designing forms and folder applications.


Using a Send Form with a Public Folder
12	Advanced Design Concepts	2 of 12

Using a Send Form with a Public Folder

For many applications, it makes sense to have both Send and Post forms as a wayof submitting items to a folder.

For example, with the sample HelpDesk application you can create a Send form that is preaddressed to the HelpDesk folder. You can then install the form in the organization forms library. It can then be used by all users to submit HelpDesk Request items to the HelpDesk folder.

There are a couple obvious advantages to providing the user with Send forms for submitting items to a folder. First, they do not have to know the location of the folder. Second, they do not need to open the folder to submit items to it.

This section uses the HelpDesk application as an example of how both Send and Post forms can be used to submit items to a folder. As part of the example, it shows how you can turn a Post form into a Send form. It then describes how to make the Send form available for general use.


Adding a Folder Address to Your Personal Address Book
12	Advanced Design Concepts	3 of 12

Using a Send Form with a Public Folder

Adding a Folder Address to Your Personal Address Book

To preaddress a form to a folder, the folder must be available in your Personal Address Book.

To add a folder address to your Personal Address Book

1.	In the Microsoft Exchange Client, select the folder in the folder list

2.	From the Tools menu choose Application Design, and then Folder Designer.

3.	In the Administration tab, choose Add Folder to Personal Address Book, then choose OK.

4.	The folder address is added to your Personal Address Book.


Creating a Send Form based on a Post Form
12	Advanced Design Concepts	4 of 12

Using a Send Form with a Public Folder

Creating a Send Form based on a Post Form

You can create a Send form based on a Post form by copying the fields from the Post form to a Send form template. You can then change the Template window captions and its item type to match the window captions and item type in the Post form. This example assumes that you are working with a two-window post form such as the HelpDesk.EFP form.

To copy fields from the Post form Compose window to the Send form Compose window

1.	In the Forms Designer, open the Post form that you want to convert to a Send form.

2.	Select all the fields in the Compose window of the form.

If the form has a tab field that contains other fields, you can select the Tab field and all its fields will be copied.

3.	Click the Copy button on the Forms Designer toolbar.

4.	In the File menu, choose New, then choose A Form Template, then choose Next.

5.	Select the SNDN2WND.EFP template file, and then choose OK.

6.	After the template is loaded, click the Paste button on the Forms Designer toolbar.

7.	Click the Save button.

8.	In the Save As dialog box, save the new form in the directory where the Post form is stored. Be sure to give the new Send form a unique, but similar name. For example, you might name the HelpDesk Send form HelpDskS.

To copy fields from the Post form Read window to the Send form Read window

1.	In the Forms Designer, open the Post form.

2.	Select all the fields in the Compose window of the form.

3.	Click the Copy button on the Forms Designer toolbar.

4.	In the File menu, choose Open, then select the form you previously saved in Step 8 of the previous instructions, and then choose OK.

5.	After the form is loaded, click the Paste button on the Forms Designer toolbar.

6.	Click the Save button.


Changing Window Captions and Item Type
12	Advanced Design Concepts	5 of 12

Using a Send Form with a Public Folder

Changing Window Captions and Item Type

To make the Send form as identical as possible to the Post form, you change the window captions in the newly created Send form to match the window captions in the Post form. Before you open the Send form to change its captions and item type, you can open the Post form and write down it’s window captions and item type. If the item type is a long series of characters, it’s sometimes easier to copy it to the Clipboard or to save it to disk temporarily.

To get the Post form Window captions

1.	Open the Post form.

2.	Write down the text in the title bar of the window.

This is the Compose window caption.

3.	In the Window menu, choose the Read window, and then write down the text in the title bar of the window.

To get the Post form Item Type

1.	Click the Form Properties button on the Main window toolbar.

2.	Write down the text that appears in the Item Type box in the General tab, and then choose Close.

To change the Item Type for the Send form

1.	Open the Send form.

2.	Click the Form Properties button on the Main window toolbar.

3.	In the Item Type box in the General tab, type the same item type as the Post form’s Item Type, and then choose Close.

To change the Window Captions for the Send form

1.	In the Main window, choose the Compose window from the Window menu.

2.	Click the Window Properties button on the Main window toolbar.

3.	In the Window Caption box in the General tab, type the caption for the Compose window so it’s the same as the caption for the Compose window in the Post form.

4.	In the Main window, choose the Read window from the Window menu.

5.	In the Window Caption box in the General tab, type the caption for the Read window so it’s the same as the Caption for the Read window in the Post form.


Updating Help
12	Advanced Design Concepts	6 of 12

Using a Send Form with a Public Folder

Updating Help

You can create Help for the Send form if it exists, by copying it from the Post form to the Send form. If the Help exists in a word processing document, you can easily copy it from the document to the Send form. If the Help exists only in the QuickHelp windows, it’s easiest to copy the Help from the Post form to a word processing document, and then copy it from the document to the Send form.

To copy Field, Window, Command, and Form Help from the Post form.

1.	In the Forms Designer, open the Post form that has the Help you want to copy.

2.	Do one of the following:

To access Field Help, click the Field Properties button on the Main window toolbar, and then in the General tab, choose Field Help.

To access Window Help, click the Window Properties button on the Main window toolbar, and then in the General tab, choose Window Help.

To access Command Help, click the Window Properties button on the Main window toolbar, and then in the Menus tab, choose Command Help.

To access Form Help, click the Form Properties button on the Main window toolbar, and then in the General tab, choose Form Help.

3.	In the <Variable> Help for Users Window, select the text inside the Quickhelp window, and then press CTRL + C.

4.	Switch to the work processing program and press CTRL + V to paste the text.

5.	Repeat steps 1-3 until you have copied Help for all the components (Field, Window, Command, and Form) for which Help is defined.

To copy Field, Window, Command, and Form Help to the Send Form.

1.	In the Forms Designer, open the Send form into which you want to copy Help.

2.	Switch to the word processing program, select the text you want to copy, and then press CTRL + C.

3.	Switch to the Send form, and then do one of the following:

To access Field Help, click the Field Properties button on the Main window toolbar, and then in the General tab, choose Field Help.

To access Window Help, click the Window Properties button on the Main window toolbar, and then in the General tab, choose Window Help.

To access Command Help, click the Window Properties button on the Main window toolbar, and then in the Menus tab, choose Command Help.

To access Form Help, click the Form Properties button on the Main window toolbar, and then in the General tab, choose Form Help.

4.	In the <Variable> Help for Users Window, click the area where you want to paste text, and then press CTRL + V.

5.	Repeat steps 1-4 until you have copied Help for all the components (Field, Window, Command, and Form) for which Help is defined.


Using Hidden Forms
12	Advanced Design Concepts	7 of 12

Using Hidden Forms

The Hidden Property for forms is useful for several scenarios:


Responding to Sent Items
12	Advanced Design Concepts	8 of 12

Using Hidden Forms

Responding to Sent Items

In some cases, you will want to create form applications that consist of two forms. The first form is used to send information to a group of users. The second form is used to respond to the sent information. The first form is visible and can be opened by the user in the organization forms library. The second form, the Response form, is hidden and is only activated as a response to an existing item.

For example, consider a contest form application used for naming a product. The application consists of two forms. One form is used by the originator of the contest to compose and send the contest announcement and information to users. The second form is used by the readers of the contest announcement to respond to it.

The first form, used for creating and sending the announcement, is installed in the organization forms library and is visible to users. The second form, the Response form, is also stored in the organization forms library but is not visible to users. It can be activated only as a response to an Contest Announcement item.

Tip

In the Forms Designer, the Response form templates have the Hidden property set to True by default. To select a Response form template, use the Form Template Wizard.


Reading Inbox Items that were Created and Sent From a Folder
12	Advanced Design Concepts	9 of 12

Using Hidden Forms

Reading Inbox Items that were Created and Sent From a Folder

In some cases, you will want to create applications that have forms stored in both a folder forms library and in the organization forms library and you will want to hide the form in the organization forms library. This allows items to be composed in a folder and then sent to the user’s Inbox. The user can then open the item in the Inbox to read it.

For example, consider the sample Classified Ads application. To submit a Classified Ad item, the user opens the Classified Ads folder, chooses New Classified Ad from the Compose menu, and then composes and posts the ad to the folder. To respond to the ad, the user double-clicks the item to open and read it. If it looks appealing, they can select Make Purchase Offer from the Compose menu of the form. A Send form addressed to the originator of the ad appears. The user can then compose the purchase offer and send it to the originator of the ad.

The originator of the ad receives the Purchase Offer in their Inbox. They then double-click the item to open it. At this point, the hidden Purchase Offer form in the organization forms library is activated and displays the information in the item.

If the form used to compose and send the item in the Classified Ads folder is not installed in memory, the user’s form cache, the personal forms library, or the organization forms library, the item will display in the Standard Note because the Microsoft Exchange has no way to find the originating form in the folder.

To hide a form in the organization forms library

1.	In the Microsoft Exchange Client, choose Options from the Tools menu.

2.	Select the Exchange Server tab, and then choose Manage Forms.

3.	In the Forms Manager dialog box, select the form that you want to hide, and then choose Properties.

4.	In the Properties dialog box, choose Hidden, choose OK, and then choose OK again.

To hide a form in the organization forms library when installing

1.	Do one of the following:

In the Forms Designer, click the Install button on the Main window toolbar.

In the Forms Manager dialog box, choose Install, select the .CFG file for the form, and then choose OK.

2.	When the Properties dialog box appears, select Hidden, and then choose OK.


Form Caching and Activation
12	Advanced Design Concepts	10 of 12

Form Caching and Activation

Whether you are responsible for distributing forms, troubleshooting forms, or helping users set up forms for remote use, it helps to understand how forms are cached and activated at run time.


Forms Cache
12	Advanced Design Concepts	11 of 12

Form Caching and Activation

Forms Cache

The Form Cache improves the load time of a form because commonly used forms are loaded from the hard drive rather than being downloaded from the server.

Before a form is activated for the first time, its executable files are copied from its forms or folder forms library to the user’s hard drive. To store the copied files, Microsoft Exchange creates a Forms subdirectory in the user’s Windows directory. This subdirectory is called the “forms cache” and it contains the form executable files — .EXEs, and if they exist, .DLLs, and .HLPs. The cache maintains a “disk instance” of the most recently used forms and a table of disk instances that is used to used to reference and activate them.

The form table prevents multiple instances of the same form from being loaded in the cache. When a form is activated, Microsoft Exchange checks to see if a form with the same item type is already in the cache. If not, it copies an instance of the form to the cache.

The size of the forms cache can be determined by the user. To specify the amount of disk space allocated for forms, the user can choose Options from the Tools menu of the Microsoft Exchange Client. They can then select the Exchange Server tab, and then under Temporary Storage of Forms, specify the size of the cache. By default, the Maximum Space on the Hard Disk is 2048 kilobytes. On average, this allows approximately four or five forms to be stored at one time in the Forms Cache.

Once the maximum disk space for form is filled, unused forms are purged from the cache on a least recently used basis.


Form Activation
12	Advanced Design Concepts	12 of 12

Form Caching and Activation

Form Activation

A form is activated when the user selects a form to compose an item, or when the user performs an operation on an existing item. For example, the user double-clicks an item to open it.

In each case, an instance of the form corresponding to its item type must be created and activated to display the item. Microsoft Exchange uses the following form caching scheme to activate forms:

In memory

If the form is currently active and is registered with OLE as being multi-session, then the active form handler will create an instance of the form.

MSMAIL.INI

Checks for Version 1.0 forms that are stored in the MSMAIL.INI. If found, Microsoft Exchange launches an instance of the form.

Local Forms Library

Checks for forms associated with local applications such as Schedule+ forms. If found, Microsoft Exchange launches an instance of the form.

Cached disk instance

Checks for an instance of the form in the forms cache. If found, Microsoft Exchange launches and instance of the form.

Current Folder Library

Checks for the form executable in the folder forms library of the current folder. If found, Microsoft Exchange launches an instance of the form.

Personal Forms Library

Checks for the form executable in the personal forms library. If found, Microsoft Exchange launches an instance of the form.

Organization Forms

Checks the form executable in the organization forms library. If found, Microsoft Exchange launches an instance of the form.

If a form corresponding to the item type of the current message cannot be found, then the message is displayed in a standard note or post form.


About this Appendix
A	MSRICHED.VBX Reference	1 of 71

About this Appendix

This appendix contains Visual Basic reference material for the MSRICHED.VBX. The MSRICHED.VBX includes the following custom controls.

RichText

FormatBar

MenuSelect

MSTabCtl

This documentation assumes the designer is familiar with both Visual Basic programming principals and the Microsoft Exchange Forms Designer application. For information on the use of custom controls in Visual Basic, see the Visual Basic documentation.

For working examples of the custom controls described in this chapter, look at the source code in a Visual Basic project generated by the Forms Designer.


RichText Control
A	MSRICHED.VBX Reference	2 of 71

RichText Control

The RichText Control is a unique custom control supplied by the Forms Designer that provides rich text editing control for fields. It also provides name resolution functionality for header fields.

Note

The properties, events, and methods for the Forms Designer 16-bit RichText control are different than those for the Visual Basic 32-bit RichText control.

File Name

MSRICHED.VBX

Object Type

RichText

Remarks

The RichText control is tightly integrated with the Microsoft Exchange Client. For the RichText control to operate properly, certain Microsoft Exchange files must be installed on the computer’s system directory. These files, WMSUI.DLL, MLCTRL.DLL, RICHEDIT.DLL and MAPI, are installed on the computer when the client is installed by the Microsoft Exchange Setup Program.

Important

For each form window, you can have only one RichText control in which the user can insert OLE Objects. This control must be defined as a CtrlType Body.

Also, the RichText control has a built-in container. You must get the child Hwnd to perform most operations. This includes loading data into and storing data from the RichText control using SendMessage.


RichText Control Properties
A	MSRICHED.VBX Reference	3 of 71

RichText Control

RichText Control Properties

All of the properties for this control are listed in the following table. Properties that apply only to this control, or require special consideration when used with it, are in bold text and they are documented in the following sections.

For more information about the remaining properties, see the Visual Basic documentation.

Properties
Action	Alignment	BackColor	BlockOffset
BlockSize	BorderStyles	CanPaste	CanUndo
CompressData	CtrlType	DataCurrent	DragIcon
DragMode	Enabled	FontBold	FontItalic
FontName	FontSize	FontSize	FontStrike
FontUnder	ForeColor	FormatBar	Height
HideSelection	Hwnd	Index	LastError
Left	LineCount	MAPIAddrBkID	MAPIMsgID
MAPISessID	MAPIStoreID	MessageClass	Modified
MultiLine	Parent	PrintDocName	PrintHDC
PrintHDevNames	PrintHDevMode	PrintMarginBottom	PrintMarginLeft
PrintMarginRight	PrintMarginTop	PropertyName	ReadOnly
Recipients	RTF(index)	RTFBlocks	ScrollBars
SelLength	SelStart	SelText	TabIndex
TabStop	Tag	TextBlocks	Text(index)
Top	Visible	Width


Action Property
A	MSRICHED.VBX Reference	4 of 71

RichText Control

Action Property

Use this property to perform one of the listed actions:

Actions
actionCheckDirtyFiles	actionCheckNames	actionCopy
actionCreateTempMsg	actionCut	actionDeleteTempMsg
actionFontDialog	actionInsertFile	actionLoadDataFromMsg
actionLogoff	actionLogon	actionMakeAttachMarkers
actionOpenAddressBook	actionParaDialog	actionPaste
actionPrint	actionSaveToMsg	actionSelectAll
actionSelectNames	actionSaveCompletedAttachments	actionUndo
Syntax

object.Action=value

Data Type

Long (Write Only)

Remarks

Global Constants for the RichText control are located in RE_CONST.BAS in a Visual Basic project generated by the Forms Designer.

Example

The following example is taken from the Window_Load procedure of a form window and shows how actionLoadDataFromMessage is used to load information into the RichText control.

RichEntry4_Ctrl.Action = RE_ACTION_LOADDATAFROMMSG 'GET THE DATA


Alignment Property
A	MSRICHED.VBX Reference	5 of 71

RichText Control

Alignment Property

Returns the initial text alignment in a multiline RichText control.

Syntax

object.Alignment

Data Type

Integer

Remarks

The Alignment property returns an integer specifying the type of alignment. The return values are:

Value	Description

0	(Default) Text is left-aligned.

1	Text is centered.

2	Text is right-aligned.


BlockOffset Property
A	MSRICHED.VBX Reference	6 of 71

RichText Control

BlockOffset Property

Sets or returns the offset of where data is written to, or read from, in a Text or RTF block.

Syntax

object.BlockOffset [=integer]

Data Type

Long

See Also

BlockSize, RTF, RTFBlocks, Text, TextBlocks


BlockSize Property
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RichText Control

BlockSize Property

Returns the size of Text or RTF blocks in bytes.

Syntax

object.BlockSize

Data Type

Long

See Also

BlockOffset, RTF, RTFBlocks, Text, TextBlocks.


BorderStyles Property
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RichText Control

BorderStyles Property

Returns the border style for the RichText control.

Syntax

object.BorderStyles

Data Type

Integer

Remarks

A value of 0 indicates the RichText control has no border. A value of 1 indicates the RichText control border is sunken.


CanPaste Property
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RichText Control

CanPaste Property

Returns a Boolean value that determines whether the contents of the Clipboard can be pasted into the RichText control.

Syntax

object.CanPaste

Data Type

Boolean

Remarks

If True, the Clipboard contents can be pasted into the RichText control. If False, the Clipboard contents cannot be pasted into the RichText control.

See Also

CanUndo, actionPaste, OLEObjects


CanUndo Property
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RichText Control

CanUndo Property

Returns a Boolean value that indicates whether the last RichText operation can be undone.

Syntax

object.CanUndo

Data Type

Boolean

Remarks

If True, the operation can be undone. If False, it cannot.


CompressData Property
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RichText Control

CompressData Property

Returns or sets a value that indicates whether data compression is to be done on RTF data contained in the RichText control.

Syntax

object.CompressData [=boolean]

Data Type

Boolean

Remarks

If True, the RTF data is compressed. If False, it is not.


CtrlType Property
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RichText Control

CtrlType Property

Returns a value that equates to a RichText control type. Each of these control types have individual behaviors for loading and saving values.

Syntax

object.CtrlType

Data Type

Integer

Remarks

The possible return values are:

Value	Description	MAPI Property Typically Bound to
0 (Default)	Originator	Recipients: MAPI_ORIG
1	To	Recipients: MAPI_TO
2	Cc	Recipients: MAPI_CC
3	Bcc	Recipients: MAPI_BCC
4	Subject	PR_SUBJECT
5	Body	PR_BODY/PR_COMPRESSED_RTF
6	Time	PR_CLIENT_SUBMIT_TIME
7	Plain Text	named property
8	Rich Text	named property


DataCurrent Property
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RichText Control

DataCurrent Property

Sets or returns a value indicating whether the data in the addressing fields are resolved as of the last actionLoadFromMessage. This property is used to support first-time resolution of names in the Address Book.

Syntax

object.DataCurrent[=boolean]

Data Type

Boolean

Remarks

If True, names are resolved as of the last actionLoadFromMessage. If False, names are not resolved as of the last actionLoadFromMessage.


FormatBar Property
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RichText Control

FormatBar Property

Returns the name of the FormatBar control used to format the text in the RichText control at run time.

Syntax

object.FormatBar

Remarks

Generally, only one format bar is used per window and the FormatBar property for each RichText control is set to this format bar.


HideSelection Property
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RichText Control

HideSelection Property

Returns or sets a value that determines whether or not the selected region in the RichText control is shown as selected when the RichText control loses focus.

Syntax

object.HideSelection [=boolean]

Data Type

Boolean

Remarks

If True the selected text in the control does not appear selected when the control looses focus. If False, the selected text in the control continues to be shown as selected when the control looses focus.


LastError Property
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RichText Control

LastError Property

Returns the last known error.

Syntax

object.LastError

Data Type

Long


LineCount Property
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RichText Control

LineCount Property

Returns the number of lines of text in the RichText control.

Syntax

object.LineCount

Data Type

Long


LongTermEid Property
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RichText Control

LongTermEid Property

Sets or returns data format for retrieval of the Recipients property.

Syntax

object.LongTermEid[=boolean]

Data Type

Boolean

Remarks

If True, the control to generates long-term entry IDs to be stored in the Recipients property. If False, the control does not generate long term entry IDs to be stored in the Recipients property. The default value is False.

See Also

Recipients


MAPIAddrBkID Property
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RichText Control

MAPIAddrBkID Property

Returns or sets the ID of the address book to be used with the RichText control. Setting MAPIAddrBkID to a non-zero value makes the control release the current address book and pick up a new one.

Syntax

object.MAPIAddrBkID[=ID]

Data Type

Long

Remarks

Setting MAPIAddrBkID to a non-zero value makes the control let go of the current address book and pick up a new one.

See Also

MAPISessID, MAPIStoreID


MAPIMsgID Property
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RichText Control

MAPIMsgID Property

Returns or sets the message ID of the item containing the RichText control.

Syntax

object.MAPIMsgID[=ID]

Data Type

Long

Remarks

Setting MAPIMsgID to a non-zero value makes the control release the Message and pick up a new one.

See Also

MAPISessID, MAPIStoreID, MAPIAddrBKID


MapiSessID Property
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RichText Control

MapiSessID Property

Returns or sets the session ID used by the RichText control. Setting MAPISessID to a non-zero value makes the control release the current session and pick up a new one.

Syntax

object.MAPISessID[=ID]

Data Type

Long

See Also

MapiStoreID, MapiMessID, MapiAddrBkID


MAPIStoreID Property
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RichText Control

MAPIStoreID Property

Returns or sets the store ID of the item contained in the RichText control.

Syntax

object.MapiStoreID[=ID]

Data Type

Long

See Also

MAPISessID, MAPIMessID, MAPIAddrBkID


MessageClass Property
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RichText Control

MessageClass Property

Returns or sets the message class of the item contained in the RichText control.

Syntax

object.MessageClass[=string]

Data Type

String


Modified Property
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RichText Control

Modified Property

Returns or sets a value indicating whether the data in the RichText control has been changed.

Syntax

object.Modified[=boolean]

Data Type

Boolean

Remarks

If True, the contents of the control have been modified. If False, they have not been modified.

See Also

CanUndo


MultiLine Property
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RichText Control

MultiLine Property

Returns a Boolean value indicating whether the RichText control can contain more than one line of text.

Syntax

object.MultiLine

Data Type

Boolean

Remarks

If True, the RichText control can contain multiple lines of text. If False, the RichText control is limited to one line of text.

See Also

Scrollbars


OLEObjects Property
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RichText Control

OLEObjects Property

Returns or sets a value that indicates whether the RichText control can contain OLE Objects.

Important

The RichText control supports only file attachments and pictures. Only a RichText control with CtrlType Body property can contain an OLE attachment.

Syntax

object.OLEObjects [= boolean]

Data Type

Boolean

Remarks

If True, the RichText control can contain OLE objects. If False, no OLE objects can be contained by the control.


PropertyName Property
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RichText Control

PropertyName Property

Sets or returns a string for the CtrlType Originator, To, Cc, and Bcc controls. The value of this string can be used to fill in the button captions of envelope fields when actionSelectNames is triggered.

Syntax

object.PropertyName[=string]

Data Type

String

Remarks

For CtrlType PlainText and CtrlType RichText, the value of this string is used to build the string for the MAPI named property associated with this control. This string should only be set once. The value of this string is the actual MAPI named property name.


PrintDocName Property
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RichText Control

PrintDocName Property

Sets or returns the name assigned to the document in the Print Manager.

Syntax

object.PrintDocName[=string]

Data Type

Integer


PrintHDC Property
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RichText Control

PrintHDC Property

Returns or sets a number value that specifies the device context of the print job.

Syntax

object.PrintHDC[=integer]

Data Type

Integer

Remarks

If set to a non-zero value before printing a RichText control, that value is used rather than creating a new device context based on PrintHDevMode and PrintDevNames (even if they also contain legal values). For a Print verb that is passed to the form from the Microsoft Exchange Client, the PrintHDevMode and the PrintDevNames are supplied. When the Print Verb is passed from the form, however, the printer object’s hDC is used. PrintHDC is always valid during the PrintExtra event, regardless of whether it was set prior to starting the printing. It is important to use this value and not Printer.hDC in PrintExtra events because when the printing was initiated from the Microsoft Exchange Client, these values are different. Unlike PrintHDevMode and PrintHDevNames, it is automatically reset to zero after printing is complete, since the hDC is automatically deleted and no longer valid after the print job has completed.

Example

rtf.PrintHDC = Printer.HDC

rtf.Action = RE_ACTION_PRINT

Printer.EndDoc	The print job is already done, but we need to let the

'Printer object know so it doesn’t try to use the same

hDC.

See Also

PrintHDevMode, PrintHDevNames


PrintHDevNames Property
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RichText Control

PrintHDevNames Property

Sets or returns a handle to a DEVNAMES structure.

Syntax

object.PrintHDevNames[=integer]

Data Type

Integer

Remarks

On a Response or Print verb, text in the controls in the form window is written to a single RichText control, rtfScratch, in FRMADMIN. The text is then printed from rtfScratch or copied to the Repy window.

See Also

DevNames in the Windows 32 Software Development Kit


PrintHDevMode Property
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RichText Control

PrintHDevMode Property

Sets or returns a handle to a DEVNAMES structure.

Syntax

object.PrintHDevMode[=integer]

Data Type

Integer

Remarks

This property is useful when you want to perform API level printing. For the Print verb, the HPrintDevMode property, which contains print setup options, is passed from the Microsoft Exchange Client to the form. On a Response or Print verb, text in the controls in the form window is written to a single RichText control, rtfScratch, in FRMADMIN. The text is then printed from rtfScratch or copied to the Response window.

See Also

DevNames in the Windows 32 Software Development Kit


PrintMarginBottom Property
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RichText Control

PrintMarginBottom Property

Sets or returns the bottom margin for the printed output of the form window.

Syntax

object.PrintMarginBottom[=integer]

Data Type

Integer


PrintMarginLeft Property
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RichText Control

PrintMarginLeft Property

Sets or returns the left margin in twips for the printed output of the form window.

Syntax

object.PrintMarginLeft[=integer]

Data Type

Integer


PrintMarginRight Property
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RichText Control

PrintMarginRight Property

Sets or returns the right margin in twips for the printed output of the form window.

Syntax

object.PrintMarginRight[=integer]

Data Type

Integer


PrintMarginTop Property
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RichText Control

PrintMarginTop Property

Sets or returns the top margin in twips for the printed output of the form window.

Syntax

object.PrintMarginTop[=integer]

Data Type

Integer


ReadOnly Property
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RichText Control

ReadOnly Property

Returns or sets a value indicating whether a RichText control is read-only.

Syntax

object.ReadOnly [= boolean]

Data Type

Boolean

Remarks

If True, the RichText control will not accepts new data entered by the user. If False, the RichText control will accept new data entered by the user. This property should be set prior to the creation of the instance of the form window at run time.


Recipients Property
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RichText Control

Recipients Property

Sets or returns a string that contains all the recipients in that particular RichText control. This property is only valid for the To, Cc, and Bcc Ctrl Types.

Syntax

object.Recipients[=string]

Data Type

String

Remarks

When reading this value, if the string of recipients is bigger than 64K, then a run time error 14 (out of string space) will be triggered. Visual Basic programmers should trap for this error.


Resolved Property
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RichText Control

Resolved Property

Returns a value indicating the results of a call to actionCheckNames.

Syntax

object.Resolved

Data Type

Integer

Remarks

The possible return values for Resolved are:

Values	Description

-1	All recipients could not be resolved successfully.

0	No recipients have been entered in the control.

1	There is at least one recipient and all recipients' names have been successfully resolved.

A call to this property is valid only after a call to actionCheckNames.


RTF(index) Property
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RichText Control

RTF(index) Property

Sets or returns the BlockSize bytes of RTF data starting at index * BlockSize + BlockOffset.

Syntax

object.RTF(index)[=string]

Data Type

Array of String.

Remarks

When written to, this property sets the RTF data starting at index * BlockSize + BlockOffset. Data isn’t read into the RichEdit control until RTFBlocks is written to indicating how many RTF bytes are across all the blocks.

See Also

BlockOffset, BlockSize, RTFBlocks, TextBlocks


RTFBlocks Property
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RichText Control

RTFBlocks Property

Sets or returns the number of RTF blocks.

Syntax

object.RTFBlocks[=integer]

Data Type

Long

Remarks

When written to, this property is a signal to the RichText control that it should take the data in the RTF array and put it into the RichText control. The value that this property is set to indicates how many total characters there are in the blocks.

See Also

BlockOffset, BlockSize, RTF, Text.


Text(index) Property
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RichText Control

Text(index) Property

Sets or returns the BlockSize characters starting at index * BlockSize + BlockOffset.

Syntax

object.Text(index)[=string]

Data Type

Array of String

Remarks

When written to, this property sets the characters starting at index * BlockSize + BlockOffset. Data isn’t read into the RichText control until TextBlocks is written to indicating how many characters there are across all the blocks.

See Also

BlockOffset, BlockSize, RTFBlocks, TextBlocks.


TextBlocks Property
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RichText Control

TextBlocks Property

Sets or returns the number of Text blocks.

Syntax

object.TextBlocks[=integer]

Data Type

Long

Remarks

When written to, this property is a signal to the RichText custom control that it should take the data in Text array and put it into the RichText control. The value that this property is set to indicates how many total characters there are in the blocks.

See Also

BlockOffset, BlockSize, RTF, Text.


ScrollBars Property
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RichText Control

ScrollBars Property

Returns a value indicating which scroll bars should be visible in the RichText control.

Syntax

object.ScrollBars

Data Type

Integer

Remarks

The possible return values for Scrollbars are:

Setting	Description

0	None

1	Vertical

2	Horizontal

3	Both

This property must be set prior to design time.

For a RichText control with setting 1(Vertical), 2 (Horizontal), or 3 (Both), you must set the MultiLine property to True. Scrollbars are displayed only if the contents of the RichText control extend beyond the field’s borders. If ScrollBars is set to 0 (None), the control won’t have scrollbars, regardless of its contents.


TextLimit Property
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RichText Control

TextLimit Property

Returns or sets the maximum number of characters the user can type into the RichText control.

Syntax

object.TextLimit[=number]

Data Type

Long


RichText Control Events
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RichText Control

RichText Control Events

All of the events for the RichText control are listed in the following table. Properties that apply only to this control, or require special consideration when used with it, are in bold text. They are documented in the following sections. All of the properties for this control are listed in the following table. See the Visual Basic documentation for the remaining events.

Events
Change	Click	DblClick
ErrSpace	GotFocus	HScroll
KeyDown	KeyPress	KeyUp
LostFocus	MaxText	MouseDown
MouseMove	PrintExtra	SelectionChanged
VScroll


ErrSpace Event
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RichText Control

ErrSpace Event

Provides notification that the RichText control can't get enough memory to perform a certain operation. Ideally, the event handler should pop up an error message explaining the system is low.

Syntax

Private Sub object_ErrSpace([index As Integer])

Parameters

object

Required. A RichText control.

index

Optional. An integer that uniquely identifies the control if it is in a control array.


HScroll Event
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RichText Control

HScroll Event

Triggered when the control’s horizontal scroll bar is moved.

Syntax

Private Sub object_HScroll([index As Integer])

Parameters

object

Required. A RichText control.

index

Optional. An integer that uniquely identifies the control if iti s in a control array.


MaxText Event
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RichText Control

MaxText Event

Triggered when the user tries to enter more text than specified in the TextLimit property. You can use this event to show a Message Box explaining that the Text Limit of the control has been reached.

Syntax

Private Sub object_MaxText([index As Integer])

Parameters

object

Required. A RichText control.

index

Optional. An integer that uniquely identifies the control if it is in a control array.

See Also

TextLimit


PrintExtra Event
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RichText Control

PrintExtra Event

Triggered when the PrintMarginBottom is reached in a RichText Control. This event lets you do additional printing on the page. For example, after a page from the RichText control is printed, you may want to add a page number of a footer to the page.

Syntax

Private Sub object_PrintExtra([index As Integer], CurrentPageNum As Integer, TotalPages As Integer, PageHeight As Integer, PageWidth As Integer, PixelsPerInch As Integer)

Syntax

Private Sub object_MaxText([index As Integer])

Parameters

object

Required. A RichText control.

index

Optional. An integer that uniquely identifies the control if it is in a control array.

CurrentPageNum

Required. An integer that identifies the current page number for the printed output.

TotalPages

Required. An integer that identifies the total number of pages for the printed output

PageHeight

Required. An integer that identifies the page height of the printed output in device units.

PageWidth

Required. An integer that identifies the page width of the printed output in device units.

PixelsPerInch

Required. An integer that identifies the pixels per inch of the printed output.


SelectionChanged Event
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RichText Control

SelectionChanged Event

Triggered when text is selected or unselected in the control.

Syntax

Private Sub object_SelectionChanged([index as Integer])

Parameters

object

Required. A RichText control.

index

Optional. An integer that uniquely identifies the control if it is in a control array.


Format Bar Control
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Format Bar Control

The FormatBar control lets the user format text in a RichText field.

Object Type

FormatBar

Remarks

A format bar can be associated with one or more rich text controls. RichText controls can be bound to a format bar by setting the FormatBar property in a RichText control to the format bar name. The format bar will set formatting properties on the selected text in the last RichText control that had the focus.


Properties and Events
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Format Bar Control

Properties and Events

All of the properties, events, and methods for this control are listed in the following table. Properties that apply only to this control, or require special consideration when used with it, have bold text. They are documented in the following section. See the Visual Basic Language Reference for documentation of the remaining properties, event, and methods.

Properties
Name	Index	ToolTips
hWnd	Enabled	TabIndex
TabStop	Tag	Visible
Top	Left	Width
HelpContextID
Events
Click


ToolTips Property
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Format Bar Control

ToolTips Property

Returns or sets a value that indicates whether tool tips are enabled on the Format bar buttons.

Syntax

object.ToolTips [= boolean]

Data Type

Boolean

Remarks

If True, tooltips are enabled. The Tooltips value is true by default.


MenuSelect Control
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MenuSelect Control

The MenuSelect control is used to report when the selected menu item changes. It is also used to report that keys are pressed when the menu has the focus.

The MenuSelect control does not support control arrays so there is no benefit in having more than one on a form.

Object Type

MenuSelect


Properties and Events
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MenuSelect Control

Properties and Events

All of the properties and events for this control are listed in the following tables. Properties that apply only to this control, or require special consideration when used with it, have bold text. They are documented in the following section.

Properties
Height	Left	Name
Tag	Top	Visible
Width
Events
MenuKeyDown	MenuKeyUp	MenuSelect


MenuKeyDown, MenuKeyUp Events
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MenuSelect Control

MenuKeyDown, MenuKeyUp Events

Occurs when the user presses (KeyDown) or releases (KeyUp) a menu key sequence (such as ALT + F).

Syntax

Private Sub object_MenuKeyDown(ictlMenu As Integer, MenuId As Integer, KeyCode As Integer, Shift As Integer)

Private Sub object_MenuKeyDown(ictlMenu As Integer, MenuId As Integer, KeyCode As Integer, Shift As Integer)

Parameters

Object

Required. A MenuSelect control.

ictlMenu

Required. An integer that indexes into the built-in controls collection to allow you to reference the active menu item.

MenuId

Required. A Windows-level menu ID.

KeyCode

Required. A keycode such as KEY_F1. The keycode constants are located in GLOBAL.BAS.

Shift

Required. An integer mask that indicates the state of the SHIFT, CTRL and ALT keys at the time of the event.

See Also

KeyDown/KeyUp event for built-in controls.


MenuSelect Event
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MenuSelect Control

MenuSelect Event

Occurs when the currently selected menu item changes.

Syntax

Private Sub object_MenuSelect(ictlMenu As Integer, MenuId As Integer, MenuHandle As Integer, MenuFlags As Integer)

Parameters

object

Required. A MenuSelect control.

ictlMenu

Required. An integer that indexes into the built-in controls collection to allow you to reference the active menu item.

MenuId

Required. A Windows-level menu ID.

MenuHandle

Required. A Windows handle to the item.

MenuFlags

Required. Define attributes of the menu item.

See Also

WM_SELECT in the Microsoft Window 32 Software Development Kit.


MSTabCtl
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MSTabCtl

The MSTabCtl Control lets designers created tabbed panels in their applications.

To move from one tab to another at design time

Right-click the tab.

Object Type

MSTabCtl


Properties and Events
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MSTabCtl

Properties and Events

All of the properties and events for this control are listed in the following tables. Properties that apply only to this control, or require special consideration when used with it, have bold text. They are documented in the following section.

Properties
ActiveCaption	ActiveCaptionBold	ActiveCaptionColor
ActveCaptionItalic	ActiveCaptionStrikeThru	ActiveTab
BackColor	BorderStyle	ClipControls
Enabled	Font	ForeColor
Height	HelpContextID	Index
Left	MousePointer	Name
TabCount	TabDrawWidth	TabHeight
TabIndex	TabsPerRow	TabStop
Tag	TextAlignment	Top
Visible	Width
Events
ClientClick	DblClick	DragDrop
DragOver	GotFocus	KeyDown
KeyPress	KeyUp	LostFocus
MouseDown	MouseMove	MouseUp
TabActivate


ActiveCaption Property
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MSTabCtl

ActiveCaption Property

Returns or sets the string value of the caption in the current Tab control.

Syntax

object.ActiveCaption [=string]

Data Type

String


ActiveCaptionBold Property
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MSTabCtl

ActiveCaptionBold Property

Returns or sets a value that indicates whether the active tab caption is bold. If set to True, the active caption text is bold.

Syntax

object.ActiveCaptionBold [=boolean]

Data Type

Boolean

Remarks

If True, the active caption text is bold.


ActiveCaptionColor Property
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MSTabCtl

ActiveCaptionColor Property

Returns or sets a value that indicates the color of the tab’s active caption.

Syntax

object.ActiveCaptionColor[=color]

Data Type

An RGB value


ActiveCaptionItalic Property
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MSTabCtl

ActiveCaptionItalic Property

Returns or sets a value that indicates if the active tab caption is italic.

Syntax

object.ActiveCaptionItalic [= boolean]

Data Type

Boolean

Remarks

If True, the active caption text is italic.


ActiveCaptionStrikeThrough Property
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MSTabCtl

ActiveCaptionStrikeThrough Property

Returns or sets a value that indicates whether StrikeThrough is on or off in the active tab caption.

Syntax

object.ActiveCaptionStrikeThrough[=boolean]

Data Type

Boolean

Remarks

If True, the StrikeThrough is on for the active caption text.


ActiveTab Property
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MSTabCtl

ActiveTab Property

Returns or sets a value that indicates whether the integer value of the active tab.

Syntax

object.ActiveTab[=integer]

Data Type

Integer


TabCount Property
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MSTabCtl

TabCount Property

Returns or sets a value that indicates the number of tab pages in the Tab control.

Syntax

object.TabCount [=integer]

Data Type

Integer

Remarks

The minimum value for TabCount is 2. Additional, tabs are added to the control to fill out a row of tabs. For example, if you specify a TabCount of 3 and a TabsPerRow of 2, the second row of the Tab control will contain a tab without a caption.


TabDrawWidth Property
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MSTabCtl

TabDrawWidth Property

Returns or sets a value that indicates the combined width of the tabs (the area that contains the captions) within a row.

Syntax

object.TabDrawWidth[=integer]

Data Type

Integer.

Remarks

Expresses the width of a row of tab captions as measured in twips.


TabHeight Property
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MSTabCtl

TabHeight Property

Returns or sets a value that indicates the height of the tabs (the area that contains the caption) in the Tab control.

Syntax

object.TabHeight[=integer]

Data Type

Integer

Remarks

Expresses the width of a row of tab captions as measured in twips. The default TabHeight is 360.


TabsPerRow Property
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MSTabCtl

TabsPerRow Property

Returns or sets the number of tabs in a row. For example, if the TabCount is 5, and you specify 6 TabsPerRow, a additional tab is added to the row. If the TabCount is 4, and you specify 2 TabsPerRow, 2 rows of are tabs are created, each with 2 rows.

Syntax

object.TabsPerRow[=integer]

Data Type

Integer

Remarks

If the TabCount is greater than the TabsPerRow, additional rows are created to accommodate the tabs.


TextAlignment Property
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MSTabCtl

TextAlignment Property

Returns or sets a number that indicates the alignment of the caption text in the tab.

Syntax

object.TextAlignment[=integer]

Data Type

Integer

Remarks

The possible settings for integer are:

Setting	Description

0	Left Top

1	Left Middle

2	Left Bottom

3	Center Top

4	Center Middle

5	Center Bottom

6	Right Top

7	Right Middle

8	Right Bottom

9	Left Top Word Wrap

If you specify 9, Left Top Word Wrap, you might want to change the TabHeight property to a value greater than the default value of 360.


TabActivate Event
A	MSRICHED.VBX Reference	71 of 71

MSTabCtl

TabActivate Event

Occurs when the active tab changes.

Syntax

Private Sub object_TabActivate(TabToActivate As Integer)

Parameters

object

Required. An MSTabCtl

TabToActivate

Required. An integer that uniquely identifies the active tab in the MSTabCtl.


Form Configuration File Reference
Appendix B	1 of 8

Form Configuration File Reference

This appendix covers the format of the form configuration (.CFG) file for people using Visual Basic to create or modify forms, and for those who are migrating forms from Microsoft Mail to Microsoft Exchange 4.0. The information in this appendix assumes you are familiar with creating forms using Visual Basic and that you have some basic knowledge of MAPI.


When You Need to Modify the .CFG File
B	Form Configuration File Reference  	2 of 8

When You Need to Modify the .CFG File

If you modify a project generated by Forms Designer using Visual Basic, it is not always necessary to modify the project’s .CFG file. Usually, the only time you need to modify the .CFG file is when you add a field to the form using Visual Basic and you want the field to have a Microsoft Exchange Column Name so it can be used as criterion for creating views and searches in the Microsoft Exchange Client.


The .CFG File
B	Form Configuration File Reference  	3 of 8

The .CFG File

The .CFG file is automatically generated when you create and install a form using the Microsoft Exchange Forms Designer. It contains an extensive specification for the form, including its published properties and its implementation. When you install a form in a forms or folder forms library, Microsoft Exchange reads the .CFG to determine the files to install, such as the .EXE and .ICO files, and the properties to publish, such as custom menu commands and Microsoft Exchange Column Names for the form. .

The .CFG file follows the general syntax of a Windows .INI file. It is divided into named sections, and each section contains a series of labels and values. Values have one of the following types: string, platform string, pathname, integer, or guid.

The following table describes the sections of the .CFG file.

Section	Purpose

[Description]	Specifies the form’s general attributes.

[Extensions]	Lists MAPI verbs supported by the form and any extended attributes of the form.

[Platforms]	Lists the complete set of platforms supported by the form.

[Properties]	Lists the set of properties that the form publishes to the client.

[Verbs]	Lists the custom response MAPI verbs offered by the form.


Description
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The .CFG File

Description

The format of the Description section is shown below: An asterisk (*) indicates the value is optional.

Value	Definition
*Compose Command	A string that appears on the Microsoft Exchange Client Compose menu. Compose commands are sorted by Display Name.
Message Class	A string uniquely identifying the type of message that calls the form. Message Class is the same as the Item Type property in the Forms Designer.
Clsid	A GUID (generated unique ID) that links an item to a particular OLE server.
Display Name	The string name of the form that appears to the user in the Microsoft Exchange Client user interface. It is known as the Form Display Name in the Forms Designer.
*Comment	A string that appears in the Microsoft Exchange Client user interface. Comment is the same as the Form Description property in Forms Designer.
*Small Icon	The pathname of the small icon (16x16) used to represent the form in the viewer.
*Large Icon	The pathname of the large icon (32x32) used to represent the form when minimized.
*Locale	Three letter language string of the destination directory.
*Designer Tool	A string that is displayed in the client UI; the form design tool, Forms Designer, Visual Basic, etc.
*ComposeInFolder	Boolean integer value; if ComposeInFolder is TRUE, items are created in the current folder; if FALSE, items are created in the Inbox.
The following section is a sample [Description] section:

[Description]

ComposeCommand=New Feature Proposal

MessageClass=IPM.Microsoft.FeatureProposal

Clsid={3ADE889D-0490-11CF-8A81-00AA00338F6D}

DisplayName=Feature Proposal

Comment=Use this form to submit a feature proposal for approval.

Version=0.00

Locale=enu

DesignerTool=Microsoft Exchange Forms Designer 4.0

SmallIcon=dws24.ico

LargeIcon=dws26.ico

ComposeInFolder=1


Verbs
B	Form Configuration File Reference  	5 of 8

The .CFG File

Verbs

The Verbs section lists the custom response verbs supported by the form. The following table describes the pertinent values in the Verbs section.

Value	Definition

*Display Name	A menu item command name that appears on the Microsoft Exchange Client Compose menu. In the Forms Designer, it’s the same as the Viewer Menu Command property for the Create New Item and the Custom Response events.

Code	The Verb number. See the MAPI documentation for more information.

Flags	Unused.

Attribute	Specifies that the Verb DisplayName is visible on the menu.

The following is a sample [Verbs] section.

[Verbs]

Verb9=Verb9

Verb10=Verb10

[Verb.Verb9]

DisplayName=Accept Proposal

Code=9

Flags=0

Attribs=2

[Verb.Verb10]

DisplayName=Reject Proposal

Code=10

Flags=0

Attribs=2


Extensions
B	Form Configuration File Reference  	6 of 8

The .CFG File

Extensions

The Extensions section is used to indicate that the form supports the standard Microsoft Exchange verbs. Generally, you don’t need to make changes to it.

Value	Definition

Type	Refers to the data type of the object.

NmidPropSet	A unique ID that identifies the extension as the Microsoft WMS Client Extension.

NmidInteger	Used in conjunction with the NmidPropSet to identify the extension.

Value	1 indicates the verb is supported, 2 indicates the verb is not supported.The following table lists the position held by each verb.

The Value variable shows the verbs that are supported for the form. Each position in the value stands for a verb. A value of 1 in the position indicates the verb is supported. A value of 2 indicates the verb is unsupported. The following table shows the verb for each position.

Position	Verb

0	Reserved

1	Open (submitted and unsubmitted)

2	Reply

3	Reply All

4	Forward

5	Print (submitted and unsubmitted)

6	Save (submitted and unsubmitted)

7	On Delivery

8	Reply to Folder

The following is a sample [Extensions] section.

[Extensions]

Extension1=Extension1

[Extension.Extension1]

Type=30

NmidPropset={00020D0C-0000-0000-C000-000000000046}

NmidInteger=1

Value=111211111


Platforms
B	Form Configuration File Reference  	7 of 8

The .CFG File

Platforms

The Platforms section lists the complete set of platforms supported by this form. Each Platform appears in a separate, indexed section.

[Platforms]

Platform.1 = <platform string>

*Platform.2 = ...

Each platform string has a platform definition section with the following values.

Value	Definition
CPU	Indicates the type of computer on which the form will be run. Valid entries are ix86, MIPS, PPC, and AXP.
OSVersion	Indicates the Operating System on which the form will be run. Valid entries are Win3.1, WinNT3.5, Win95, WinNT4.0.
Registry1	Indicates the location into which forms will be cached when downloaded to the user computer. A %d imbedded within a string expands to the local form cache directory. By default, forms are cached in the user’s WINDOWS\FORMS directory.
Link To	Points to another Platforms section, usually Platform 1, for File Values.
File	Indicates files to install to the forms or folder forms library. File values may be either absolute pathnames or pathnames relative to the .CFG file. If you specify an additional file to install, you must add code to the form project to set the pathname of the file.
	For more information, see Chapter 9, “Extending Forms.”
The following is a sample of [Platform] section. Only two of the ten sections are shown in the example.

[Platforms]

Platform1=Platform1

Platform2=Platform2

Platform3=Platform3

Platform4=Platform4

Platform5=Platform5

Platform6=Platform6

Platform7=Platform7

Platform8=Platform8

Platform9=Platform9

Platform10=Platform10

[Platform.Platform1]

CPU=ix86

OSVersion=Win3.1

Registry1=LocalServer=%d\X4!NBKXD.EXE

File1=X4!NBKXD.EXE

File2=PRQUOTES.EXE

[Platform.Platform2]

CPU=ix86

OSVersion=WinNT3.5

Registry1=LocalServer=%d\X4!NBKXD.EXE

LinkTo=Platform1

In the preceding example, in the Platform 1 section, the File2=PRQUOTES.EXE is added to the section. This specifies that PRQUOTES.EXE is installed in the specified form library along with the form .EXE. However, you must also explicitly set the path name for the file in the form project.

For more information about calling an additional file from a form, see Chapter 9, “Extending Forms.”


Properties
B	Form Configuration File Reference  	8 of 8

The .CFG File

Properties

The Properties section lists the complete set of form field properties that are published in the Microsoft Exchange Client. These properties are used as criteria for creating views and searches in the client.

Each Properties section appears in a separate, indexed section.

[Properties]

Property1 = <string>

Property2 =<string>

The values in each property section are described in the following table.

Value	Definition

Special Type	When set to 1, indicates the field has enumerated values. Listboxes, Comboboxes, and Frame fields have enumerated values.

Enum1	Points to the section where the enumerated values are listed.

Type	Indicates the type of the property.

For a list of field types, see Chapter 9, “Extending Forms.”

NmidString	Identifies the Reference Name of the field.

Display Name	Identifies the Microsoft Exchange Column Name of the field. This name is published in the Microsoft Exchange Client and appears in the Columns, Group By, Sort, Filter, and Search dialog boxes.

[Enum1.<FieldName>_Enum]	This section contains the enumerated values in the ListBox, ComboBox, or Frame fields.

Val.<number>.Display	Identifies the enumerated values in a ListBox, ComboBox, or Frame field. Indicates files to install to the forms or folder forms library. File values may be either absolute pathnames or pathnames relative to the .CFG file. If you specify an additional file to install, you must add code to the form project to set the pathname of the file.

For more information, see Chapter 9, “Extending Forms.”

The following is an example of the [Properties] section.

[Properties]

Property1=Property1

Property2=Property2

Property3=Property3

Property4=Property4

Property5=Property5

[Property.Property1]

SpecialType=1

Enum1=ListBox2_Enum

Type=30

NmidString=ListBox2

DisplayName=Department

[Enum1.ListBox2_Enum]

NmidString=ListBox2

Val.1.Display=Sales

Val.1.Index=1

Val.2.Display=Marketing

Val.2.Index=2

Val.3.Display=Development

Val.3.Index=3

EnumCount=3

[Property.Property2]

Type=30

NmidString=Entry2

DisplayName=Proposal Brief

[Property.Property3]

Type=4126

NmidString=Entry3

DisplayName=Contributors

In the preceding example, you will notice the Type in the [Property.Property 3] section is 4126. This value is specified for a multi-valued property.

For more information about	See
Modifying the .CFG file for additions made to a form project using Visual Basic	Chapter 9, “Extending Forms”
Technical details concerning the .CFG file	MAPI documentation


MAPIForm VBX Reference
Appendix C	 1 of 79

MAPIForm VBX Reference

This appendix is a programmer's reference for the MAPIForm.VBX. The MAPIForm.VBX is the OLE automation (or IDispatch interface) that provides communication between the Microsoft Exchange Client and forms built by the Forms Designer.

It is expected that readers of this material are familiar with objects as used in Visual Basic programming, and are familiar with VBXs and MAPI.

For more information about MAPI and the IMAPIFORM interface, see the MAPI documentation included with the Microsoft Windows 32 Software Development Kit.


Overview
C	MAPIForm VBX Reference	2 of 79

Overview

The MAPIFormVBX control is an OLE programming interface that provides a subset of the IMAPIForm.API that is designed to implement forms generatedusing Microsoft Visual Basic.

The following diagram shows the relationship between the Microsoft Exchange Client, The MAPIFormVBX control and a Visual Basic form. The Microsoft Exchange Client can pass MAPI calls to a Visual Basic form using either IMAPIForm or IPersistMessage.

For more information about	See
OLE interfaces and OLE Automation	The documentation for Visual Basic Version 4.0
For a complete example of usage of the MAPIForm object interfaces	The source code for a Visual Basic project generated by the Forms Designer


MAPIFormVBX Control Properties
C	MAPIForm VBX Reference	3 of 79

MAPIFormVBX Control Properties

The following are the properties for the MAPIFormVBX control.

Properties

ClassID	NoEvents

MapifObj	NoEventsMsg

Version


ClassID Property
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MAPIFormVBX Control Properties

ClassID Property

Sets or returns the ClassID property as a guide in string form.

Syntax

MAPIFormVBX.ClassID=[string]

Data Type

String

Remarks

When set, the MAPIFormVBX control creates a MAPIForm class factory and registers it under the given class ID. Each MAPIFormVBX control can have only one class ID. Applications that respond to multiple class IDs must own multiple MAPIFormVBX controls.

Example

In a project generated by the Forms Designer, the CLSID variable is declared in the General Declarations in VAR.BAS.

Global Const CLSID = "{532BC40B-0264-11CF-8A7D-00AA00338F6D}"

In frmAdmin.FRM Form_Load procedure, the Class ID property is set to the value of the CLSID variable.

Private Sub Form_Load()

Call Get_SysVer

MapifVbx1.ClassID = CLSID

Set MasterFrm = Me

End Sub


MapifObj Property
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MAPIFormVBX Control Properties

MapifObj Property

Returns the current MAPIForm object.

Syntax

MAPIFormVBX.MapifObj

DataType

Object

Remarks

The MAPIFormVBX control creates a new MAPIform object each time the form is launched. The MAPIFormVBX control in FRMADMIN.FRM in a project generated by the Forms Designer, in conjunction with the Do_Verb event handlers in VAR.BAS, are responsible for creating a new child window for each MAPIFORM object. All access to data and methods provided by IMAPIForm and related interfaces is done thru this object. The object and window can be reused.

Example

In this example, the MAPIForm object is set to the current object that has been passed to it by the Microsoft Exchange Client.

dim mfobj as object

set mfobj = MAPIfVBX1.MapifObj

See Also

ActivateNext method


NoEvents Property
C	MAPIForm VBX Reference	6 of 79

MAPIFormVBX Control Properties

NoEvents Property

Sets or returns a Boolean value indicating if the MAPIFormVBX can fire events.

Syntax

MAPIFormVBX.NoEvents[=boolean]

Data Type

Boolean

Remarks

The NoEvents Property prevents the MAPIFormVBX control from firing events if the owning application (a form window) has opened a modal window. Before opening a modal window from a form window, the NoEvents property must be set to TRUE to prevent the MAPIForm.VBX control from firing events. It should be set to FALSE when the modal window is unloaded.

Example

frmAdmin.MapifVbx1.NoEvents = True

MsgBox (VERBERROR1 & strAction & VERBERROR2 & strErr) ' error message

frmAdmin.MapifVbx1.NoEvents = False

See Also

IPersistMessage, IMAPIForm, IMAPIFormAdviseSink in the Microsoft Windows 32 Software Development Kit.


NoEventsMsg Property
C	MAPIForm VBX Reference	7 of 79

MAPIFormVBX Control Properties

NoEventsMsg Property

Sets or returns an error string.

Syntax

MAPIFormVBX.NoEventsMsg[=string]

Data Type

String

Remarks

This is the error string all MAPIform objects return if they can’t open a new window because a modal window is open and NoEvents is set to True. The NoEventsMsg property should be set by the window containing the MAPIFormVBX control immediately after it sets the Class ID.

Example

In the following example, the NoEventsMsg property is set to a Global Constantin FRMADMIN.FRM.

Private Sub Form_Load()

Call Get_SysVer

MapifVbx1.ClassID = CLSID

Set MasterFrm = Me

MapifVbx1.NoEventsMsg = OPENFRMERR ' busy message

End Sub

See Also

Form_Load in FRMADMIN.FRM. Also IMAPIFORM::GetLastError in the Microsoft Windows 32 Software Development Kit.


Version Property
C	MAPIForm VBX Reference	8 of 79

MAPIFormVBX Control Properties

Version Property

Returns the release number of the MAPIFormVBX control as a string.

Syntax

MAPIFormVBX.Version

Data Type

String

Example

MSGBox "MapiForm.VBX is version" & MAPIfvbx1.Version


MAPIFormVBX Control Events
C	MAPIForm VBX Reference	9 of 79

MAPIFormVBX Control Events

The MAPIFORM.VBX has the following events. The events used in a Visual Basic project generated by the Forms Designer are bold and are described in this section.

Events

ClassFactoryFailure	HandsOff

Close	OnActivateNext

ContextStatusChange	Unload

DoVerb	SaveChanges

InitNew	SaveCompleted

InitResponse	SetIsDirty


ClassFactoryFailure Event
C	MAPIForm VBX Reference	10 of 79

MAPIFormVBX Control Events

ClassFactoryFailure Event

Occurs when the MAPIFormVBX control was not able to create or register the CLSID of the form with the OLE Messaging System. This event will be followed by an Unload event.

Syntax

Private Sub MAPIFormVBX_ClassFactoryFailure()

Example

Private Sub MapifVbx1_ClassFactoryFailure()

' viewer will retry and put up error if all retries fail.

MsgBox "Failed creating factory", MB_ICONSTOP

End Sub


Close Event
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MAPIFormVBX Control Events

Close Event

Closes the child form window. Occurs in response to the following user actions:

User explicitly closes a form window.

User sends or posts an item.

User chooses Next, Previous, or DeleteMessage and the next or previous item does not have the same item type.

Syntax

Private Sub MAPIFormVBX_Close()

Remarks

The MAPIFormVBX control directs the child window which owns the called MAPIForm object to unload. That window will first read the SaveOptions property of the object and call the SaveMessage method if appropriate. Before exiting from its Unload function, the child window must call the OnClose method on its MAPIForm object.

The child window must release its owned MAPIForm object when it closes. If the child window cannot close, it must cancel the Unload, not call the OnClose method, and not release the object.

Example

Private Sub MapifVbx1_Close()

Dim cw As ChildWindow

'

' unload the appropriate child form

'

On Error Resume Next

Set cw = Children.Item(str$(MapifVbx1.MapifObj.OwnerChildWindow))

Unload cw.frm

'

' now unload the childwindow object

'

End Sub


DoVerb Event
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MAPIFormVBX Control Events

DoVerb Event

Sets the MAPIForm object and verb and calls the Do_Verb event handling procedure in VAR.BAS to load the appropriate child window.

Syntax

Private Sub MAPIFormVBX_DoVerb ()

Remarks

This event occurs in response to an action by the user that initiates a VERB_OPEN, VERB_PRINT, VERB_REPLY, VERB_REPLYALL, VERB_FORWARD, VERB_SAVEAS, or VERB_CUSTOM. If the OwnerChildWindow property is equal to zero, the owning application evaluates the verb and the state of the object and then loads the appropriate child window. This child window keeps a local copy of the MAPIForm object when it is loaded and sets the OwnerChildWindow property to a value other than zero. It may then initialize its user interface from the properties on the Message object owned by the MAPIForm object.

The child window must count a reference on its copy of the MAPIForm object; this is done automatically by VB.

If the OwnerChildWindow property is not equal to zero, the owning applicaton directs that window to read the new value of the Verb property from its owned MAPIForm object. The child window must refresh its user interface by reading the properties of the Message object, because the message may have been changed since the previous verb (for example, by a call to ActivateNext). The child is expected to come to the front, if it is visible.

If the owning application determines that it cannot support the given verb, it must set the ErrorCode property before exiting from the DoVerb event handler, so that the MAPIForm object can return an error from its DoVerb method.

Example

The following example shows the procedure for the Mapiform.VBX’s Do_Verb event. The procedure is located in FRMADMIN.FRM.

Private Sub MapifVbx1_DoVerb()

'

' set the mapiform object

'

With MapifVbx1

Call DoVerb(.MapifObj, .MapifObj.Verb)

End With

See Also

HandsOff event; IMAPIForm::DoVerb in the Microsoft Windows 32 Software Development Kit.


HandsOff Event
C	MAPIForm VBX Reference	13 of 79

MAPIFormVBX Control Events

HandsOff Event

Occurs when a user closes a form or a user opens a saved unsubmitted item in their Inbox, and then sends or posts the item.

Syntax

Private Sub MAPIFormVBX_HandsOff()

Remarks

The owning child window must release and destroy all copies it has of the Session, Message, MAPI Session, and MAPI Message properties. After this event, those properties will change, invalidating all copies. Attempts to access those copies after this event may cause a General Protection Fault.

Example

Private Sub MapifVbx1_HandsOff()

Dim frm As Form

Dim mf As Object

Set mf = MapifVbx1.MapifObj

'

 release our current copies of the message & session

'

If mf.OwnerChildWindow <> 0 Then

'

' get the form associated with this instance

'

Set frm = Children.Item(str$(mf.OwnerChildWindow)).frm

"

' clear it's copies of the message & session

Call frm.SetMessage(0, 0)

End If


InitResponse Event
C	MAPIForm VBX Reference	14 of 79

MAPIFormVBX Control Events

InitResponse Event

Occurs when the user chooses Reply, Reply All, Forward or a Custom Response in a form window or the Microsoft Exchange Client.

Syntax

Private Sub MAPIFormVBX_InitResponse()

Remarks

It also occurs any time the user opens a form that has a different item type than the currrent form. The InitResponse event sets up the response item, sets the message class on the response item, gets pointers to the MAPI objects, and then pushes the appropriate data to the response item. If an error occurs, the session, message, and response objects should be set to zero.

Example

See FRMADMIN.MAPIFormVBX1 in a project generated by the Forms Designer for an example.


OnActivateNext Event
C	MAPIForm VBX Reference	15 of 79

MAPIFormVBX Control Events

OnActivateNext Event

Occurs when the user chooses Next in a form window of the Microsoft Exchange Client. An OnActivateNext event can also occurs when the user deletes an item or moves an item.

Syntax

Private Sub MAPIFormVBX_OnActivateNext()

Remarks

This event checks if the form can handle the mext message. If it can, it saves the current message and brings up the new message. If it can’t, it lets the Form Manager launch the message. The form handler accepts both its own message class and the message class of the last item it loaded. This allows for subclassing of message classes. The handler is expected to know its own message class. To determine the message class of the last loaded message, the event handler for this event must read the MessageClass property of the MAPIForm object, because it is legal for the last loaded message to have been unloaded before this event is fired. The form handler may also accept other message classes.

Example

Private Sub MapifVbx1_OnActivateNext()

If MapifVbx1.MapifObj.NextMessageClass = FormMsgClass Then

MapifVbx1.MapifObj.AcceptNext = True

Else

MapifVbx1.MapifObj.AcceptNext = False

End If

'

End Sub


SaveCompleted Event
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MAPIFormVBX Control Events

SaveCompleted Event

Occurs when the user sends, posts, or saves an item.

Syntax

Private Sub MAPIFormVBX_SaveCompleted()

Remarks

The SaveCompleted event sets up current copies of the message and session, gets the form associated with this instance, and updates attachments in the RichText control. The SetMessage function is used to update controls.

See Also

HandsOff


Unload Event
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MAPIFormVBX Control Events

Unload Event

Occurs when the user closes a form window and the form handler’s child window count is zero.

Syntax

MAPIFormVBX_Unload()

Remarks

Upon receiving the Unload event, the application should exit, closing all child windows.

Example

Private Sub MapifVbx1_Unload()

If 0 = WindowCnt Then

Unload Me

End If

End Sub


MAPIForm Object Properties
C	MAPIForm VBX Reference	18 of 79

MAPIForm Object Properties

The MAPIForm object is an OLE object that is created by the form handler each time the user initiates an action that calls for a new instance of a form to be opened.

The object contains a copy of the current message, its associated verb, and properties of the message such as its state (submitted or unsubmitted) and the message class associated with the message.

The following table summarizes the MAPIForm object’s properties.

Properties
AcceptNext	MAPISession	OwnerChildWindow
DeleteIsMove	MayCopy	PreviousExists
DeviceMode	MayCreate	PrintAttachments
DeviceName	MayDelete	PrintFlags
ErrorCode	MayMove	SaveFlags
ErrorComponent	MaySave	SaveFormat
ErrorContext	MaySubmit	SaveOptions
ErrorString	Message	Session
FirstPage	MessageClass	SiteStatus
Height	MessageFlags	Top
Interactive	ModalHwnd	Verb
IsDirty	ModalHwnd	ViewStatus
IsModal	NextExists	Width
Left	NextMessageClass
MAPIMessage	NextMessageFlags
MAPIResponse	NextMessageStatus
Methods
ActivateNext	PrintNextPage	GetSaveSetup
CopyMessage	SaveMessage	LaunchForm
DeleteMessage	SubmitMessage	SaveAsComplete
MoveMessage	OnClose	LaunchFormUI
PrintComplete	GetPrintSetup


AcceptNext Property
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MAPIForm Object Properties

AcceptNext Property

Returns or sets a Boolean value indicating if the current form child window the next item in the folder.

Syntax

object.AcceptNext[=boolean]

Data Type

Boolean

Remarks

The AcceptNext property is set when an OnActivateNext event occurs. The form handler reads the NextMessageClass property of the current MAPIForm object, determines if it’s the same message class and if so, sets the MAPIForm object AcceptNext property to True.

Example

If MapifVbx1.MapifObj.NextMessageClass = FormMsgClass Then

MapifVbx1.MapifObj.AcceptNext = True

Else

MapifVbx1.MapifObj.AcceptNext = False

End If

See Also

OnActivateNext event


DeleteIsMove Property
C	MAPIForm VBX Reference	20 of 79

MAPIForm Object Properties

DeleteIsMove Property

Returns a Boolean value indicating if a message should be permanently deleted when DeleteMessage is called.

Syntax

object.DeleteIsMove

Data Type

Boolean

Remarks

If DeleteIsMove is True, calling DeleteMessage moves the message to a deleted-items folder. If if it is False, DeleteMessage permanently removes the message from the store.Generally, an item in the Inbox will return True because the item is moved to the Deleted Items folder. It will return False if the item is already in the Deleted Items folder because deleting an item from this folder will permanently remove the item.

Example

The following code shows an example of the DeleteIsMove property used in the FileDelete.

If frm.fDirty Then

answer = MsgBox(CHANGED & CONFIRMDELETE, vbYesNo, MSGBOXTITLE)

ElseIf Not newMessage Then

If Not frm.mfobj.DeleteIsMove Then answer =
MsgBox(CONFIRMDELETE, vbYesNo, MSGBOXTITLE)

End If


DeviceMode Property
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MAPIForm Object Properties

DeviceMode Property

Returns a 16-bit handle that is treated as an integer and is valid after GetPrintSetup.

Syntax

object.DeviceMode

Data Type

Integer

See Also

GetPrintSetup


DeviceNames Property
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MAPIForm Object Properties

DeviceNames Property

Returns a 16-bit handle and is treated as an integer. It is valid only after a call to GetPrintSetup.

Syntax

object.DeviceNames

DataType

Integer

See Also

GetPrintSetup


ErrorCode Property
C	MAPIForm VBX Reference	23 of 79

MAPIForm Object Properties

ErrorCode Property

Sets or returns a long value error number.

Syntax

object.ErrorCode[=Long]

Data Type

Long

Remarks

The ErrorCode property may be set by the MAPIFormVBX control during method calls to return error details to the calling window. They may also be set by the application during events to return error details to the viewer that caused the event. The values used for ErrorCode are defined in the OLE and MAPI documentation. This ErrorCode property may be set by the form handler to return an error from an event handler. Setting the ErrorCode property automatically clears ErrorString, ErrorComponent, and ErrorContext.

Example

The following example sets the object’s ErrorCode property.

On Error GoTo VerbError

If fInDialog Then ' can't open a new form while we have an open
dialog box

mf.ErrorCode = &H80000003 ' this causes the form to exit with an
error

mf.ErrorString = OPENFRMERR 'return "in dialog" error string

Exit Function

End If

See Also

DoVerb


ErrorComponent Property
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MAPIForm Object Properties

ErrorComponent Property

Sets or returns a displayable string identifying the software component reporting the error. It may also be used to locate a Help file which contains additional information.

Syntax

object.ErrorComponent[=string]

Data Type

String


ErrorContext Property
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MAPIForm Object Properties

ErrorContext Property

Returns or sets an error code that can be used for an Error Code Help file.

Syntax

object.ErrorContext[=Long]

Data Type

Long


ErrorString Property
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MAPIForm Object Properties

ErrorString Property

Sets or returns a string that describes the nature of the error.

Syntax

object.ErrorString[=string]

Data Type

String

Example

The following shows an example of the ErrorString property set to the Global Constant OPENFRMERR.

mf.ErrorString = OPENFRMERR 'return "in dialog" error string


FirstPage Property
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MAPIForm Object Properties

FirstPage Property

Returns a Long integer value.

Syntax

object.FirstPage

Data Type

Long

Remarks

This is the ulFirstPageNumber retrieved by a call to IMAPIViewContext::GetPrintSetup. It is only valid after GetPrintSetup.


Height Property
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MAPIForm Object Properties

Height Property

Returns an integer value that specifies the height of the child window associated with the MAPIForm object.

Syntax

object.Height

Data Type

Integer


Interactive Property
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MAPIForm Object Properties

Interactive Property

Indicates if the form handler should show a form window.

Syntax

object.Interactive

Data Type

Boolean

Remarks

If True, the form handler should show a form window. If False, the form handler should not show the form window.


IsDirty Property
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MAPIForm Object Properties

IsDirty Property

Sets or returns a Boolean value indicating if the user has made changes to the Message object

Syntax

object.IsDirty[=boolean]

Data Type

Boolean

Remarks

Set to True when the user makes changes to the Message object. Ideally, the owning child window will not write these changes, by setting properties on the message, until the SaveChanges event occurs. This property must be updated by the SetIsDirty event handler. It should be set to False by the SaveCompleted event handler.


IsModal Property
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MAPIForm Object Properties

IsModal Property

Returns a Boolean value indicating if the child form window is modal.

Syntax

object.IsModal

Data Type

Boolean

Remarks

If the Boolean value is True, the child form window is modal. If False, it is not modal.

See Also

ModalHwnd


Left Property
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MAPIForm Object Properties

Left Property

Returns an integer that specifies the left position of the child window associated with the object.

Syntax

object.Left

Data Type

Integer


MAPIMessage Property
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MAPIForm Object Properties

MAPIMessage Property

Sets or returns a long pointer to the MAPI object underlying the Message Dispatch object value pointing to a copy of the current message.

Syntax

object.MAPIMessage[=long]

Data Type

Long

Remarks

It is exposed a long to allow it to be moved around using VB code, which does not directly support MAPI object pointers. The MAPIForm object will add a reference on the pointer when the property is read. To release the reference, assign zero to this property. This may invalidate any copies of the value previously read, if this reduces the count to zero. This property is a pointer to the actual MAPI message used by the RichText control so it can directly access MAPI properties from the message without relying on Visual Basic.


MAPIResponse Property
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MAPIForm Object Properties

MAPIResponse Property

Sets or returns a long pointer to the MAPI object underlying the Message dispatch object.

Syntax

object.MAPIResponse[=long]

Data Type

Long

Remarks

It is exposed as a long to allow it to be moved around using VB code, which does not directly support MAPI object pointers. The MAPIForm object will add a reference on the pointer when the property is read. To release the reference, assign zero to this property. This may invalidate any copies of the previously read value if this reduces the count to zero. This value is retrieved from the MAPIFormVBX control, assigned a long, and then passed to MAPIMsgID. This property is used only during the InitReply event.

Example

The following example is taken from the Init_Response event procedure in FRMADMIN.FRM of a project generated by the Forms Designer.

' Get pointers to mapi objects

'

pSess = MapifVbx1.MapifObj.MAPISession ' addrefs

pMessIn = MapifVbx1.MapifObj.MAPIMessage

pMessOut = MapifVbx1.MapifObj.MAPIResponse

'push the appropriate initial data into the destination message

Select Case gCurrentVerb

Case VERB_REPLY

DoReply msgSource, msgDest, pSess, pMessIn, pMessOut

See Also

InitResponse event


MAPISession Property
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MAPIForm Object Properties

MAPISession Property

Sets or returns a long pointer to the MAPI object underlying the Session dispatch object.

Syntax

object.MAPISession[=long]

Data Type

Long

Remarks

This property is a pointer to the MAPI session used by the RichText control so it can directly access MAPI properties from the message without relying on Visual Basic. It is exposed as a long to allow it to be moved around using VB code, which does not directly support MAPI object pointers. The MAPIForm object will add a reference on the pointer when the property is read. To release the reference, assign zero to this property. Note that this will invalidate any copies of the value previously read if this reduces the reference count to zero.


MayCopy Property
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MAPIForm Object Properties

MayCopy Property

Returns a Boolean value specifying if the form handler has permission to copy the loaded message.

Syntax

object.MayCopy

Data Type

Boolean

Remarks

If True, the form handler has permission to copy the loaded message.


MayCreate Property
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MAPIForm Object Properties

MayCreate Property

Returns a Boolean value specifying if the form handler has permission to create a new message using the LaunchForm method.

Syntax

object.MayCreate

Data Type

Boolean

Remarks

If True, the form handler has permission to create a new message using the LaunchForm method.


MayDelete Property
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MAPIForm Object Properties

MayDelete Property

Returns a Boolean value specifying if the form handler has permission to delete the form message.

Syntax

object.MayDelete

Data Type

Boolean

Remarks

If True, the form handler has permission to delete the form message.


MayMove Property
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MAPIForm Object Properties

MayMove Property

Returns a Boolean value indicating if the form handler has permission to move the loaded message.

Syntax

object.MayMove

Data Type

Boolean

Remarks

If True, the form handler has permission to move the form message.


MaySave Property
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MAPIForm Object Properties

MaySave Property

Returns a Boolean value indicating if the form handler has permission to save the loaded message.

Syntax

object.MaySave

Data Type

Boolean

Remarks

If True, the form handler has permission to save the form message.


MaySubmit Property
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MAPIForm Object Properties

MaySubmit Property

Returns a Boolean value indicating if the form handler has permission to send or post the message.

Syntax

object.MaySubmit

Data Type

Boolean

Remarks

If True, the form handler has permission to submit the form message.


Message Property
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MAPIForm Object Properties

Message Property

Returns a long pointer to the MAPIForm message object.

Syntax

object.Message

Data Type

Long

Example

varTemp = GetMapiProp("Entry2", mfobj.message)


MessageClass Property
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MAPIForm Object Properties

MessageClass Property

Returns the string value specifying the message class of the last message loaded into the MAPIForm object.

Syntax

object.MessageClass

Data Type

String

Remarks

It is used by the event handler for the OnActivateNext event. It is legal for the message to have been unloaded before this event occurs. In this case, the Message object property of the MAPIForm object will not be valid. Therefore, if the OnActivateNext event occurs, the event handler needs to know the message class of the last loaded message. It can determine this by reading the MessageClass property.

Example

The following example is taken from the SetMessage procedure in COMPOSE.FRM of a project generated by the Forms Designer.


MessageFlags Property
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MAPIForm Object Properties

MessageFlags Property

Returns a long value that provides information about the message.

Syntax

object.MessageFlags

Data Type

Long

See Also

The Microsoft Windows 32 Software Development Kit.


MessageStatus Property
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MAPIForm Object Properties

MessageStatus Property

Returns a long value that provides information about the status of the current message. The bits defined in this value are exposed as flags.

Syntax

object.MessageStatus

Data Type

Long

See Also

The Microsoft Windows 32 Software Development Kit.


ModalHwnd Property
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MAPIForm Object Properties

ModalHwnd Property

Returns the window handle passed in to the MAPIFormVBX Control’s DoVerb event. If the flag property ViewIsModal is TRUE, then the child window opened to handle the verb is required to be modal to this window.

Syntax

object.ModalHwnd

Data Type

Integer

Remarks

If the flag property ViewIsModal is True, then the child window opened to handle the verb is required to be modal to this window.


NextExists Property
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MAPIForm Object Properties

NextExists Property

Returns a Boolean value Indicating if a next message exists.

Syntax

object.NextExists

Data Type

Boolean

Remarks

If True, then a next message exists. If the flag property ViewIsModal is True, then the child window opened to handle the verb is required to be modal.


NextMessageClass Property
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MAPIForm Object Properties

NextMessageClass Property

Returns the Message Class string of the next message to be loaded into the object as a result of the OnActivateNext event.

Syntax

object.NextMessageClass

Data Type

String

See Also

OnActivateNext event


NextMessageFlags Property
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MAPIForm Object Properties

NextMessageFlags Property

Returns a long value and applies to the next message being activated as a result ofa call to ActivateNext, DeleteMessage, or MoveMessage.

Syntax

object.NextMessageFlags

Remarks

It is set by the value passed in to IMAPIFormAdviseSink::OnActivateNext, along with the message class, NextMessageClass. It contains the raw value and is valid only during the OnActivateNext event.

See Also

The Microsoft Windows 32 Software Development Kit.


NextMessageStatus Property
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MAPIForm Object Properties

NextMessageStatus Property

This property applies to the next message being activated as a result of a call to ActivateNext, DeleteMessage, or MoveMessage.

Syntax

object.NextMessageStatus

Data Type

Long

Remarks

It is set by the value passed in to IMAPIFormAdviseSink::OnActivateNext, along with the message class, NextMessageClass. NextMessageStatus contains the raw value and it is valid only during the OnActivateNext event.

See Also

The Microsoft Windows 32 Software Development Kit.


OwnerChildWindow Property
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MAPIForm Object Properties

OwnerChildWindow Property

Returns or sets the index value of a child window.

Syntax

object.OwnerChildWindow[=long]

Data Type

Long

Remarks

This property must be set to a non-zero value by the child window which holds a copy of the MAPIForm object so that event handlers can identify the child window when an event fires. Ownership of the object may be transferred by assigning this property a new non-zero value.

Example

The following example sets the index value on a child window.

Set cw = Children.Item(str$(MapifVbx1.MapifObj.OwnerChildWindow))


PreviousExists Property
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MAPIForm Object Properties

PreviousExists Property

Returns a Boolean value indicating if a previous message exists.

Syntax

object.PreviousExists

DataType

Boolean

Remarks

If the returned value is True, a previous message exists.


PrintAttachments Property
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MAPIForm Object Properties

PrintAttachments Property

Returns a long value specifying if the object’s attachments should be printed.

Syntax

object.PrintAttachments

Data Type

Long

Remarks

PrintAttachments is valid only after calling GetPrintSetup.

See Also

The Microsoft Windows 32 Software Development Kit.


PrintFlags Property
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MAPIForm Object Properties

PrintFlags Property

Returns a long value providing printer information.

Syntax

object.PrintFlags

Data Type

Long

Remarks

PrintFlags is valid only after calling GetPrintSetup.

See Also

The Microsoft Windows 32 Software Development Kit.


Response Property
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MAPIForm Object Properties

Response Property

Returns a long pointer to the Response object created by a call to the FormLaunch or FormLaunchUI method.

Syntax

object.Response

Data Type

Object

Remarks

The Response property is only valid during the InitResponse event.

See Also

FormLaunch, FormLaunchUI methods; the InitResponse event; the Microsoft Windows 32 Software Development Kit.


SaveFormat Property
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MAPIForm Object Properties

SaveFormat Property

Returns a long value specifying format options that are used when the object is saved.

Syntax

object.SaveFormat

Data Type

Long

See Also

The Microsoft Windows 32 Software Development Kit.


SaveFlags Property
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MAPIForm Object Properties

SaveFlags Property

Returns a long value specifying how the object is saved.

Syntax

object.SaveFlags

Data Type

Long

Remarks

The SaveFlags property is only valid after GetSaveSetup.

See Also

The Microsoft Windows 32 Software Development Kit.


SaveOptions Property
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MAPIForm Object Properties

SaveOptions Property

Returns a long value specifying if the user should be prompted to save changes to the message upon closing it.

Syntax

object.SaveOptions

Data Type

Long

Remarks

SaveOptions is only valid only during the Close event.

See Also

The Microsoft Windows 32 Software Development Kit.


Session Property
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MAPIForm Object Properties

Session Property

Returns a long pointer to the session object.

Syntax

object.Session

Data Type

Long

See Also

The Microsoft Windows 32 Software Development Kit.


SiteStatus Property
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MAPIForm Object Properties

SiteStatus Property

Returns a long value that provides information about the site. The bits defined in this value are also exposed as flags.

Syntax

object.SiteStatus

Data Type

Long

See Also

The Microsoft Windows 32 Software Development Kit.


Top Property
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MAPIForm Object Properties

Top Property

Returns an integer value specifying the top position for the owning child window.

Syntax

object.Top

Data Type

Integer


ViewStatus Property
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MAPIForm Object Properties

ViewStatus Property

Returns a long value from IMAPIViewContext::GetViewStatus.

Syntax

object.ViewStatus

Data Type

Long

Remarks

The bits defined in this value are also exposed as flags. It is provided in raw form to facilitate access to additional bits that may be defined later.

See Also

The Microsoft Windows 32 Software Development Kit.


Verb Property
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MAPIForm Object Properties

Verb Property

Returns a long value specifying the current verb.

Syntax

object.Verb

Data Type

Long

See Also

The Microsoft Windows 32 Software Development Kit.


Width property
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MAPIForm Object Properties

Width property

Returns an integer value that specifies the width of the owning child window.

Syntax

object.Width

Data Type

Integer


MAPIForm Object Methods
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MAPIForm Object Methods

Each heading lists the method name and required arguments, followed by a description.


ActivateNext Method
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MAPIForm Object Methods

ActivateNext Method

This method is used to view the next or previous item in the Microsoft Exchange Client Viewer. PrevNext is a Boolean value. If set to True, the next item in the Microsoft Exchange Client Viewer is activated. If set to False, the previous item is activated.

Syntax

object.ActivateNext PrevNext, frm.hWnd

Parameters

object

Required. The MAPIForm object.

PrevNext

Required. A Boolean value that specifies if the next or previous message should be displayed. If True, the next message is displayed. If False, the previous message is displayed.

frm.hwnd

Required. Indentifies the handle of the child window.

Remarks

Before calling this method, the owning child window should allow the user to save or cancel pending changes to the open message. Upon return from this method, the calling child window should exit from the calling function. There will be a deferred event fired, either DoVerb or Close.

The Hwnd argument is normally the window handle of the owning child window. It is provided so the method can interrogate the window for its position and pass that information to the form handler that receives the next message. The form handler then uses this information to open a window at the same position. If the Hwnd is zero or the window is invisible, the last position passed to DoVerb will be used.

Example

frm.mfobj.ActivateNext PrevNext, frm.hWnd

See Also

IMAPIViewContext::ActivateNext in the Microsoft Windows 32 Software Development Kit.


CopyMessage Method
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MAPIForm Object Methods

CopyMessage Method

The owning child window must first obtain a Folder MAPI OLE Automation object with the desired focus. It can then pass that object to this method, which directs the MAPIForm object to query the MAPI OLE Automation server for the underlying pFolderFocus, which it will pass in a call to IMAPIMessageSite::CopyMessage.

Before calling this method, the owning child window should allow the user to save or cancel pending changes to the open message.

Syntax

object.CopyMessage Folderobject

Parameters

object

Required. The MAPIForm object.

Folderobject

Required. A MAPI OLE Automation folder object with the current focus.

Remarks

This method should not be called if the MayCopy property is False.

See Also

IMessageSite::CopyMessage in the Microsoft Windows 32 Software Development Kit.


DeleteMessage Method
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MAPIForm Object Methods

DeleteMessage Method

Deletes the currrent item. Depending on user preferences set in the viewer, calling DeleteMessage may also implicitly invoke ActivateNext. Upon return from the DeleteMessage method, the calling child window should exit from the calling function. The DoVerb or Close event will then be triggered.

Syntax

object.DeleteMessage frm.Hwnd

Parameters

object

Required. The MAPIForm object.

frm.hwnd

Required. Identifies the handle of the child window.

Remarks

Before calling this method, the owning child window allows the user to save or cancel pending changes to the open message. It also checks the DeleteIsMove property to determine if the delete will be permanent. If so, it prompts the user for confirmation.

The Hwnd argument is normally the window handle of the owning child window. It is provided so that the method can interrogate the window for its position and pass that information to the form handler. When the form handler receives the next item, it can open a window at the same position.

The DeleteMessage method should not be called if MayDelete is false. Also, if Hwnd is zero or the window is invisible, the position passed to the last call to DoVerb will be used.

Example

The following example deletes the message that is associated with the owning child window.

frm.mfobj.DeleteMessage (frm.hWnd)

See Also

IMessageSite::DeleteMessage in the Microsoft Windows 32 Software Development Kit.


GetPrintSetup Method
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MAPIForm Object Methods

GetPrintSetup Method

Directs the MAPIFormVBX control to get the DeviceNames, DeviceMode, FirstPage, and PrintAttachments properties.

object.GetPrintSetup

Remarks

GetPrintSetup must be called from the DoVerb event handler before processing of the Print verb. It may be called at other times to obtain a print setup for form-initiated printing.

See Also

IMessageSite::GetPrintSetup in the Microsoft Windows 32 Software Development Kit.


GetSaveSetup Method
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MAPIForm Object Methods

GetSaveSetup Method

Directs the MAPIFormVBX control to set the SaveFlags and SaveFormat properties to zero specifying that no special formatting is to be done.

Syntax

object.GetSaveSetup

Remarks

GetSaveSetup must be called before the SaveMessage method. Also, it must be called from the DoVerb event handler during processing of the SaveAs verb. At other times the values may not be valid.

See Also

The SaveMessage method; IMAPIViewContext::GetSaveStream in the Microsoft Windows 32 Software Development Kit.


LaunchForm Method
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MAPIForm Object Methods

LaunchForm Method

Launches a form from a form.

Syntax

object.LaunchForm Class, pVerb, hWnd

Parameters

object

Required. The MAPIForm object.

Class

Required. The message class of the object.

pVerb

Required. The current verb associated with the object.

hWnd

Required. The handle of the owning child window.

Remarks

The LaunchForm method directs the MAPIForm object to access the Forms Manager, by way of the message site, and requests it to launch the form handler for the given message class. The given message class is resolved in the context of the current folder. The MAPIForm object asks the message site for a new message, associated message site, and view context. If the form being launched is configured as ComposeInFolder, the new message will be created in the current folder. Otherwise, it will be created in the Outbox. If saved, it will be moved to the Inbox The MAPIForm object fires the InitReply event so the Microsoft Exchange Client may set properties on the new message as appropriate. Then it will pass the new message, message site, and view context to the newly launched form handler thru its IPersistMessage::Load and IMAPIForm::SetViewContext methods. Last it will pass the given verb and window handle to the new handler’s IMAPIForm::DoVerb method.

This method should not be called if MayCreate is False.

See Also

IMAPIMessageSite and IMAPIFormMgr in the Microsoft Windows 32 Software Development Kit.


LaunchFormUI Method
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MAPIForm Object Methods

LaunchFormUI Method

Works like LaunchForm except that it opens the New Form dialog box that lets the user choose a form to open.

Syntax

object.LaunchFormUI pVerb, frm.hWnd

Parameters

object

Required. The MAPIForm object.

pVerb

Required. The current verb associated with the object.

hWnd

Required. The handle of the owning child window

See Also

LaunchForm


MoveMessage Method
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MAPIForm Object Methods

MoveMessage Method

Moves the current message object to a new folder.

Syntax

object.MoveMessage NewFolder, Hwnd

Parameters

object

Required. The MAPIForm object.

NewFolder

Required. The folder object into which the message is moved.

hWnd

Required. The handle of the owning child window

Remarks

The owning child window must first obtain a Folder MAPI OLE Automation object with the desired focus. It can then pass that object to this method, which directs the MAPIForm object to query the MAPI OLE Automation server for the underlying pFolderFocus, which it will pass in a call to IMAPIMessageSite::MoveMessage.

Depending on user preferences set in the viewer calling MoveMessage may also implicitly invoke ActivateNext.

Before calling this method, the owning child window should allow the user to save or cancel pending changes to the open message. Upon return from this method the calling child window should exit from the calling function. There will be a deferred event fired, either DoVerb or Close.

The Hwnd argument is provided so that the method can interrogate the window for its position and pass that information to the view context, which will pass it to the form handler which receives the next message, so that it can open a window at the same position.

The MoveMessage method should not be called if the MayMove property is set to False. Also, if Hwnd is zero or the window is invisible, the position passed to the last call to DoVerb will be used.

See Also

IMAPIMessageSite::MoveMessage in the Microsoft Windows 32 Software Development Kit.


OnClose Method
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MAPIForm Object Methods

OnClose Method

Unloads the MAPIForm object.

Syntax

object.OnClose UnloadMode

Parameters

object

Required. The MAPIForm object.

UnloadMode

Required. UnloadMode returns one of the following values.

Constant	Value	Description
vbFormControlMenu	0	The user chooses Close from the Control menu of the form.
vbFormCode	1	The Unload statement is invoked from code.
vbAppWindows	2	The current Microsoft Windows operating enviroment session is ending.
vbAppTaskManager	3	The Microsoft Windows Task Manager is closing the application.
vbFormMDIFormt	4	The MAPIForm object.
Remarks

The owner child window calls the OnClose method before it unloads. OnClose passes the MAPIForm object the integer UnloadMode integer value that was passed to its QueryUnload method. After this returns, the MAPIFORM object may be invalid. Attempts to access properties and methods may fault. The owning child window should immediately destroy its copy of the object and itself.

The owner child window must call this method before it unloads, no matter why it is closing.


PrintComplete Method
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MAPIForm Object Methods

PrintComplete Method

This method is called at the end of a user-initiated print job to inform the user that the print job is complete.

Syntax

object.PrintComplete

Remarks

If the print job is being aborted due to some error, the error properties (ErrorCode, ErrorString, ErrorComponent, ErrorContext) must be set before calling this method. The error code will then be passed as the hResult argument to OnPrint.

See Also

GetPrintSetup, DoVerb, OnPrint; IMAPIViewAdviseSink::OnPrint in the Microsoft Windows 32 Software Development Kit.


PrintNextPage Method
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MAPIForm Object Methods

PrintNextPage Method

This method is used to print one page at a time. It auto-increments the MAPIForm object’s private page variable and calls OnPrint.

object.PrintNextPage

See Also

GetPrintSetup, DoVerb, OnPrint; In the MAPI documentation, see IMAPIViewAdviseSink::OnPrint.


SaveMessage Method
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MAPIForm Object Methods

SaveMessage Method

Saves the message data when the user initiates a Save or Post command.

Syntax

object.SaveMessage

Remarks

The child window should put itself into the NoScribble state before calling this method. It will stay in that state until SaveCompleted. While in that state it must reject further user input. The SaveMessage method should not be called if the MaySave propery is false.

See Also

IMAPIViewAdviseSink::OnSave in the MAPI documentation.


SubmitMessage Method
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MAPIForm Object Methods

SubmitMessage Method

Forces a message to be sumbitted despite a previous failure.

Syntax

object.SubmitMessage ForceSubmit

Parameters

object

Required. The MAPIForm object.

ForceSubmit

Required. A Boolean value. If True, SubmitMessage submits a message despite a previous failure.

Remarks

Before calling this method, the owning child window should allow the user to save or cancel pending changes to the open message. Upon return from this method the calling child window should exit from the calling function. There will be a deferred event fired, either DoVerb or Close.

The ForceSubmit argument may be used by the form handler to force submission of the message despite a previous failure of this method.

This method should not be called if MaySubmit is false.

Example

The following example is taken from the Do_Verb Procedure in VAR.BAS in a project generated by the Forms Designer.

mf.SubmitMessage True ' send message data, true = force send

See Also

IMAPIViewAdviseSink::OnSubmitted in the Microsoft Windows 32 Software Development Kit.


SaveAsComplete Method
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MAPIForm Object Methods

SaveAsComplete Method

Directs the MAPIForm object to write the given text rendering of the form to the stream obtained from IMAPIViewContext::GetSaveStream. It must only be called during the processing of the SaveAs verb after the call to GetSaveSetup.

Syntax

object.SaveAsComplete TextRendering

Parameters

object

Required. The MAPIForm object.

TextRendering

Required. The text string to be printed. A Boolean value. If True, SubmitMessage submits a message despite a previous failure.

See Also

GetSaveSetup method.


Microsoft Exchange Server Administrator's Guide

Before You Begin

Chapter 1 Administering Microsoft Exchange Server

Chapter 2 Setting Up Your Site

Chapter 3 Setting Up Server Core Components

Chapter 4 Setting Up Recipients

Chapter 5 Setting Up Microsoft Exchange Client Software

Chapter 6 Setting Up Advanced Security

Chapter 7 Using a Site Connector or Dynamic RAS Connector to Connect Sites

Chapter 8 Using an X.400 Connector to Connect Sites or Foreign Systems

Chapter 9 Connecting to Microsoft Mail for PC Networks

Chapter 10 Using the Microsoft Mail for AppleTalk Connector

Chapter 11 Using the Internet Mail Connector

Chapter 12 Replicating Public Folders

Chapter 13 Replicating Directory Information

Chapter 14 Synchronizing Directories with Other Systems

Chapter 15 Maintaining Your Organization

Chapter 16 Monitoring Your Organization

Chapter 17 Troubleshooting Tools and Resources

Chapter 18 Troubleshooting Your System

Appendix A Addressing

Appendix B Diagnostics Logging


Microsoft Exchange Server Application Designer's Guide

Before You Begin

Chapter 1 The Microsoft Exchange Application Design Environment

Chapter 2 Quick Guide to Building Applications

Chapter 3 Designing Forms

Chapter 4 Designing Microsoft Exchange Public Folders

Chapter 5 Putting It All Together

Chapter 6 Setting Field Properties

Chapter 7 Setting Window Properties

Chapter 8 Setting Form Properties

Chapter 9 Extending Forms

Chapter 10 Managing Applications

Chapter 11 Troubleshooting

Chapter 12 Advanced Design Concepts

Appendix A MSRICHED.VBX Reference

Appendix B Form Configuration File Reference

Appendix C MAPIForm VBX Reference


Microsoft Exchange Server Installation Guide

Before You Begin

Chapter 1 Overview of the Installation and Setup Process

Chapter 2 Planning Your Organization

Chapter 3 Setting Up Servers and Sites

Chapter 4 Setting Up Clients

Chapter 5 Connecting Sites and Other Systems

Appendix A Installing Microsoft Exchange in a Novell NetWare Environment

Appendix B Accessibility for People with Disabilities


Microsoft Exchange Server Concepts and Planning Guide

Before You Begin

Chapter 1 Introduction to Microsoft Exchange Server

Chapter 2 Storing and Maintaining Information

Chapter 3 Security Model

Chapter 4 Connectors

Chapter 5 Assessing Your Needs and Resources

Chapter 6 Planning Your Sites

Chapter 7 Planning Your Servers

Chapter 8 Planning Your Connectors

Appendix A Optimizing Performance


Application Designer's Guide Glossary A
Application Designer's Guide Glossary - A

access key

A key that enables the user to open a menu, or select a control by typing a designated character while holding down the ALT key. A shortcut key enables the user to execute a menu command by pressing a function key or key combination (such as F5 or CTRL+A).

active folder

The folder in which you are currently working. The contents of the active folder are displayed in the folder contents list.

active form

The form in which you are working.

active profile

The profile that defines your current messaging session. When you log on to Microsoft Exchange, you select this profile, or it is selected automatically. A profile contains essential information used by Microsoft Exchange. This information includes the location of your Inbox, Outbox, address lists, information stores, andother information services that you use.

active toolbar

The toolbar displayed in the window where you are working. There are nine built-in toolbars in Microsoft Exchange, one for each type of window plus a Formatting toolbar. You can use the buttons on the active toolbar to quickly perform commands in the active window.

active window

The window in which you are working. Most commands you choose affect only the active window. For example, when you choose the Print command, you will print what is displayed in the active window. The title bar in the active window is highlighted.

address book

The address book displays information about possible mail recipients. You have access to at least two address lists: the Global Address List and your Personal Address Book. The Global Address List is maintained by the administrator and contains an entry for every user and distribution list in your organization. It may also contain some public folder names. The Personal Address Book is a list that you create and maintain.

addressing forms

The process of specifying a destination for an item in a form. The destination can be a recipient, a distribution list, or a folder. The address for a form is specified in the To field.

administrator

The person who maintains your network operating system and its components, such as Microsoft Exchange. The administrator installs and configures new Microsoft Exchange servers, adds new users to the system, creates and installs new forms, and resolves problems when they arise. If you have questions about using Microsoft Exchange, you may want to use online Help before contacting your administrator.

application

A form or folder used in Microsoft Exchange.

attachment

A file, message, form, or object that is included in a message and represented by an icon. When you receive a message that contains an attachment, a paper clip appears in the attachment column in the folder contents list. If you have the corresponding application on your computer, you can open the attachment from the message to view, edit, or print it.


Application Designer's Guide Glossary B
Application Designer's Guide Glossary - B

back color

Along with fore color, term used in the Appearance dialog box. Back Color applies to the color of the field background or to the background of the selected object

Bcc (Blind Carbon Copy) box

An envelope field in which you enter names of recipients who will receive a copy of a message but who will not appear in the list of message recipients. For each person listed in the Bcc box, only that person and the sender of the message know to whom the message was sent.

body field

Occupies the lower portion (body) of a Form window below the header fields. When you add fields to the Form window, body fields move down to accommodate header fields. Body fields include CheckBox, ComboBox, Entry, Frame, Label, ListBox, OptionButton, Picture Box, RichEntry, and Tab fields. You add all body fields using the lower portion of the Forms Designer Toolbox.


Application Designer's Guide Glossary C
Application Designer's Guide Glossary - C

Cc (Carbon Copy ) field

An envelope field where you enter names of recipients who will receive a copy of a message but who are not the primary recipients of the message.

CheckBox field

A field that presents a Yes/No or On/Off choice to the user. When checked, an “X” appears in the box.

ComboBox field

A field that consists of an edit box in which the user can type text, and a dropdown list box from which the user can selecta value.

compose window

The window in a form used to compose and submit items.

configuration (CFG.) file

The file that contains the complete specification for the form. The .CFG file is used at install time to determine the properties and files to install in the form or folder form library.

container field

Serves as a holder for other fields. For example, a Frame field can contain OptionButton fields. In the Forms Designer, Frame, PictureBox, and Tab fields are container fields. Container fields have blank Initial Value tabs in the Field Properties dialog box so you can initialize fields within container fields with their own unique properties.

context-sensitive IDs

A unique string of characters attached to a Help topic. The string is referenced by a software program when the user requests Help for a current command, field, Form window, form, or operation. When a topic is connected to context-sensitive IDs, the user can request context-sensitive Help instead of finding a Help topic manually.

copied fields

Fields that are copied from the currently selected item to a Response item.

Create New Item event

An event recognized bya form that occurs when the user selects a menu command in the Compose menu which opens a form that can be used for composing and submitting a new item.

custom form

A specially designed form that you access and use in Microsoft Exchange. Custom forms are created for a particular use and may have a customized layout, custom fields for entering information, and other functionality. For example, your administrator could create a custom form for a timecard that you turn in to your company's payroll department, or there may be a classified ad form that you must use to post advertisements in the Classified Ads public folder.

Custom Response event

An event recognized bya form that occurs when the user selects an item, then selects a custom menu command in the Compose menu to open a form that is used to compose a response to the selected item.


Application Designer's Guide Glossary D
Application Designer's Guide Glossary - D

default

A predefined setting. You can use the default settings that come with Microsoft Exchange, or you can change them to suit your own preferences.

Deleted Items folder

A built-in folder that stores the messages, forms, and files you delete in the current session of Microsoft Exchange. You can retrieve an item from the Deleted Items folder until you quit Microsoft Exchange; the contents of the folder are permanently deleted upon quitting unless you have changed this option.

distribution list

A name assigned to a group of recipients. When you address a message or form to a distribution list, each recipient in the list receives the message. Your administrator can create distribution lists and add them to an address list such as the enterprise address list. You can create personal distribution lists and add them to your personal address book.


Application Designer's Guide Glossary E
Application Designer's Guide Glossary - E

embedded object

Information, such as a chart, spreadsheet, document, or graphic, created in one application and inserted into another application. Both applications must support Windows and object embedding. An embedded object can be displayed in full or represented by an icon. When you receive a message that contains an embedded object, a paper clip appears in the attachment column in the folder contents list. If you have the corresponding application on your computer, you can open the object from the message to view, edit, or print it. Any changes you make to the object are reflected in the message.

Entry field

A field in which information can be entered or displayed.

event

The verb that is generated and passed to the form as a result of a user action initiated in the Microsoft Exchange Client or in a form. For example, double-clicking an item causes an Open event to occur.


Application Designer's Guide Glossary F
Application Designer's Guide Glossary - F

filter

A set of conditions for to display specified items in a folder. A filter displays only those items that match the conditions, while hiding other items. Some of the conditions you can specify are the sender of a message or form, the recipient, the subject line, or message text. When a filter is applied to a folder, a filter icon appears in the status bar when that folder is opened.

Find window

The window where you define search conditions to locate particular items. Items that match the conditions are displayed in the lower portion of this window.

folder

A Microsoft Exchange container for messages, forms, files, and other folders.

folder application

Folder applications are made up of a folder, or a form and a folder. Folders can be public or private. Public folders allow the user to share information across the organization.

folder contact

A person who serves as a contact for Microsoft Exchange user who wants to request additional permissions or other changes for a public folder. “Folder Contact” is a specific permission granted by a folder owner. Folder contacts usually have owner permissions, which enable contacts to change access permissions, modify forms and views, and resolve public folder errors such as replication conflicts. There may be one or more contacts for a folder.

folder contents list

The portion of the Viewer that displays the items in the open folder. If the folder list is displayed, the folder contents list is displayed on the right side of the Viewer; if the folder list is hidden, the folder contents list fills the Viewer.

folder list

The area on the left side of the Viewer that displays your information stores and folders. To display and hide the folder list, drag the bar separating the folder list and the folder contents list to the left or right. Use the plus (+) and minus (-) buttons to expand and collapse your information stores and folders.

folder owner

A person with owner permissions in a public folder. Initially, the user who creates a public folder is the folder owner. That user can then grant additional users owner permissions in the folder. With these permissions, a user can modify any part of the folder design (rules, forms, views, and permissions) and read, create, edit, and delete items. An owner can also delete the public folder and create subfolders.

fore color

Along with back color, term used in the Field Appearance dialog box. Fore color applies to the color of the field text or to the foreground of the selected object.

form

One or several windows that are used in Microsoft Exchange that are used to enter, structure, and display items. A form can be a custom form that is designed for a special purpose or a standard form that is built into Microsoft Exchange.

form application

Any form used to send, post, or display information in Microsoft Exchange.

form properties

Properties of a form that define how it appears to the user and how it responds to user-initiated events.

form window

A window in a form that serves a specific purpose. For example, a Compose window for creating items or a Read window for displaying items.

Formatting toolbar

The toolbar that is available when you compos or read a message. You can use the buttons on the toolbar to change the format of selected text.

forms library

The forms library is a container for storing forms. Microsoft Exchange has an organization forms library, a personal forms library, and folder forms libraries for each folder.

Forward event

An event recognized by a form that occurs when the user selects an item, then clicks the Forward button to forward the item to another recipient.

Frame field

A body field that generally is used as a container field for other fields, such as OptionButton fields.


Application Designer's Guide Glossary G
Application Designer's Guide Glossary - G

grouping items

The process of creating collapsible categories of items in the Microsoft Exchange Viewer.


Application Designer's Guide Glossary H
Application Designer's Guide Glossary - H

Header field

Automatically occupies the upper portion (header area) of a Form window above the body fields. Header fields include the Sent and Subject field, and include the envelope fields, To, From, Cc, and Bcc. Header fields interact directly with the Messaging Application Programming Interface (MAPI) of Microsoft Exchange. Some of their properties are pre-defined.


Application Designer's Guide Glossary I
Application Designer's Guide Glossary - I

Inbox

A built-in folder that receives your new mail. The Inbox is located in your default information store.

initial value

The value that appears in a field in a form when the form first appears to the user at run time.

item

The message container. The item also contains the properties of the message. In MS Mail, an item was called a message.

item type

A unique identifier for a particular class of form. Also called a message class in MAPI. In Microsoft Exchange, the item type is used to identify, locate, and activate a form.


Application Designer's Guide Glossary L
Application Designer's Guide Glossary - L

Label field

A field used in a form to display information.

link

A connection from one file to another that enables the two files to share information. For each link, there is a source file that contains the original information and a destination file that contains a linked copy of the information. For example, you can link a sales report created in Microsoft Excel to a message in Microsoft Exchange. Linking ensures that data in your message remains current.

ListBox field

A field used in a form to present the user with a list of values from which the user can select.

locked fields

Fields in a form that are Read Only and cannot be changed by the user.


Application Designer's Guide Glossary M
Application Designer's Guide Glossary - M

MAPI

Messaging Application Programming Interface. MAPI essentially functions as the messaging infrastructure for Microsoft Exchange. MAPI provides an asynchronous store-and-forward messaging environment that can support a range of applications, including group scheduling, electronic mail (e-mail), work flow automation, process-to-process communication, distributed order entry, and other functions.

Microsoft Exchange Mailbox

A set of folders that is usually the delivery location for your incoming mail. Typically, each user in the Microsoft Exchange enterprise has his or her own Microsoft Exchange mailbox. This mailbox is displayed in the folder list as “Mailbox — Your Name.”

Microsoft Exchange Server

A computer on your network where Microsoft Exchange Server software is installed. Each Microsoft Exchange Server provides workgroup services to one or more users. These services include messaging services, such as storing, routing, and delivering mail, and information sharing and retrieval services, such as public folders and connecting to the Internet.


Application Designer's Guide Glossary O
Application Designer's Guide Glossary - O

offline folder

A folder in the Mailbox hierarchy or in the Favorites folder that has been designated for offline use and for which a replica folder exists.

OLE

Object Linking and Embedding. OLE describes the Microsoft technology that supports inclusion of material in a file that has been created by another application. An object can be a block of text, a range of rows and columns in a spreadsheet, a chart, picture, or drawing, animation, video or sound file, and other objects created using applications that support OLE technology.

Open Submitted Item event

An event recognized by a form that occurs when a user double-clicks an existing item that has been submitted to a folder in the Microsoft Exchange Client.

Open Unsubmitted Item event

An event recognized by a form that occurs when the user double-clicks an existing item in a folder that has been saved by the user, but not submitted.

OptionButton field

A type of body field, usually employed in multiples, that populate a Frame field on a Form window and offer the user a series of choices. An OptionButton field always possessesa Value to differentiate option buttons within the same Frame from each other.

organization forms library

The Microsoft Exchange Server – based container for Send forms that can be accessed by all users in the organization.

Outbox

A built-in folder that holds mail you send until Microsoft Exchange sends it. Microsoft Exchange frequently checks the Outbox for outgoing mail. The active Outbox is located in the folder hierarchy where you receive your mail.


Application Designer's Guide Glossary P
Application Designer's Guide Glossary - P

personal forms library

The Microsoft Exchange container that can be either server-based or on the user’s hard drive that contains forms for personal use.

Personal folder

A folder created within a set of Personal Folders that is typically located on the user’s hard drive.

Personal folder file

A file on the hard drive that contains the set of personal folders. Personal folder files have a .PST extension.

permissions

Specific authorization to perform an action, such as sending mail for another user, or to use an object, such as a public folder. This authorization includes the users with access and the type of access they have. For example, you may be able to read items in a public folder but unable to post items in that folder.

post

The process of submitting an item directly to a folder.

Post form

A form used to submit items directly to a folder.

Print Submitted Item event

An event recognized by a form that occurs when the user selects or opens a submitted item, then chooses the Print command in the Microsoft Exchange Client or in a form.

Print Unsubmitted Item event

An event recognized by a form that occurs when the user selects or opens an unsubmitted item, then chooses the Print command in the Microsoft Exchange Client or in a form.

Public Folder Shortcuts

Your personal view of the public folder list. You can add public folders that you often check to your public folder shortcuts list. You can then access and view folder from the shortcuts list instead of searching through the public folder list.

profile

A file containing essential information used by Microsoft Exchange. This information includes the location of your Inbox, Outbox, address lists, information stores, and other information services you use.

properties

Characteristics that can be set to define the appearance and behavior of a Microsoft Exchange object, such as a folder, a form, or a window.

Public folders

Folders that reside on the Microsoft Exchange Server that can be used to submit, view, and share information across the organization.


Application Designer's Guide Glossary R
Application Designer's Guide Glossary - R

read window

The window in a form used to display an item.

recipient

The receiver of a message or form. A recipient can be the user, a distribution list, or a public folder.

remote connection

A modem connection between your organization's network and your computer. You must have a modem to establish a remote connection with the network. Typically, use a remote connection while traveling, working at home, or in any other situation when you cannot connect directly to the network.

remote information service

A software program used with a messaging application, such as Microsoft Exchange, to transport information over a remote connection.

Reply All event

An event recognized by a form that occurs when the user selects or opens submitted item, then chooses Reply All in the Microsoft Exchange Client or in a form.

Reply event

An event recognized by a form that occurs when the user selects or opens an submitted item, then chooses Reply in the Microsoft Exchange Client or in a form.

Reply to Folder event

An event recognized by a form that occurs when the user selects or opens submitted item, then chooses Reply to Folderin the Microsoft Exchange Client or in a form.

Response form

A form used to respond to a selected item.

RichEntry field

A field that enables the user to enter and display formatted text. The user can also insert attachments in a RichEntry field.

rule

A set of conditions and actions that help you process and organize incoming mail. You can also define rules to process information posted in a public folder that you own.


Application Designer's Guide Glossary S
Application Designer's Guide Glossary - S

Sent Mail folder

A built-in folder that stores copies of all messages and forms that you send. By default, copies of all items that you send are saved in the Sent Mail folder, but you can change this option.

Standard Note form

The built-in Microsoft Exchange default form for composing and sending an item.

Standard Post form

The built-in Microsoft Exchange default form to compose and submitting an item to a folder.

status bar

A bar at the bottom of the Viewer, Standard Send form, and Standard Read form that displays information about the current status of the window. The information includes descriptions of selected menu commands and buttons, folder contents statistics, progress indicators for activities such as printing and searching, a filter indicator, the mail state, and the current date and time.

subfolder

A folder within a folder.


Application Designer's Guide Glossary T
Application Designer's Guide Glossary - T

title bar

A horizontal bar at the top of a window or dialog box that shows the name of the application, the message or form, or the dialog box.

To field

An address box where you enter namesof recipients of a message.

toolbar

A bar with buttons that perform some of the most common tasks in Microsoft Exchange, such as replying to or sending a message or form, or copying and pasting text. Microsoft Exchange has nine built-in toolbars, one for each type of window, plus a Formatting toolbar. On most toolbars, you can rearrange, remove, and add buttons.

ToolTip

The description of a toolbar button that appears when you place your mouse pointer over the button.


Application Designer's Guide Glossary V
Application Designer's Guide Glossary - V

verb

A property that is passed to the form as a result of the user action that occurs. The form handles the event and determines the appropriate form window to open for the event.

view

A combination of settings that display and organize the contents of a folder. In each view, you can group items by a particular category, specify a sort order, select the columns you want to display, and apply a filter. By default, folder contents are displayed in the Normal view. You can change the definition for the Normal view.

Viewer

The main window in Microsoft Exchange. The left side of the Viewer contains the folder list, which displays your information stores and folders. The right side of the Viewer contains the folder contents list, which displays the messages, forms, and files in the open folder.


Application Designer's Guide Glossary W
Application Designer's Guide Glossary - W

window

A component of a form that is used to display or create an item. Forms usually have one or two windows. Two-window forms have a Compose window and a Read window.


Concepts and Planning Guide Glossary A
Concepts and Planning Guide Glossary - A

Address Book

Displays recipient names (mailboxes, distribution lists, custom recipients, and public folders) in the directory. The Address Book can contain one or more address lists. See also global address list, personal address book.

address list

A collection of recipients (mailboxes, distribution lists, custom recipients, and public folders) in the Address Book, organized by their Recipients container. See also global address list, personal address book.

address space

Address information that identifies a message and its route.

Administrator program

A graphical user interface that administrators use to manage and configure Microsoft Exchange Server objects, such as organizations, sites, and servers.

advanced security

Provides administrators and users with the ability to protect and verify messages.

alias

Typically a shortened version of the mailbox owner’s name, used to address messages.

authentication

Validation of a user’s Windows NT Server logon information. See also trust relationship.


Concepts and Planning Guide Glossary B
Concepts and Planning Guide Glossary - B

backbone

The network connection between local area network (LAN) segments.

bridgehead server

A Microsoft Exchange Server computer that acts as the endpoint of a connection between two sites and is responsible for routing messages through that connection.


Concepts and Planning Guide Glossary C
Concepts and Planning Guide Glossary - C

certificate

Information used for digital signatures and encryption that binds the user’s public key to the mailbox.

client installation point

A shared directory on a file server that users can connect to in order to install Microsoft Exchange Client.

client/server architecture

The structural basis of Microsoft Exchange Server. The client sends requests to a server, and the server carries out the instructions.

connector

A component that routes messages between Microsoft Exchange Server sites and other messaging systems. For example, the Internet Mail Connector enables Microsoft Exchange Client users to exchange messages with other users on the Internet.

container

In the Administrator program, an object that contains other objects. For example, the Recipients container is composed of recipient objects.

custom recipient

A recipient in a foreign system whose address is in the Address Book.


Concepts and Planning Guide Glossary D
Concepts and Planning Guide Glossary - D

delegate

A person with permission to manage mail for another user, send mail for another user, or do both.

delivery receipt (DR)

A notice confirming that a message was delivered to its intended recipient.

digital signature

An advanced security feature that allows users to verify the source of messages and to verify that the contents have not been modified during transit.

directory

Stores all the information about an organization’s resources and users, such as sites, recipients, and servers. Other components use the directory to address and route messages.

directory hierarchy

In the Administrator program, the hierarchical structure of objects in the directory.

directory object

A record such as a server, mailbox, or distribution list in the directory. Every object has properties that can be defined.

directory replication

The process of updating the directories of all servers within and between sites.

directory replication bridgehead server

A Microsoft Exchange Server computer that acts as the endpoint of a directory replication connection between its site and a remote site and requests directory updates from the remote site.

directory synchronization

The process of synchronizing a Microsoft Exchange Server directory with directories from MS Mail (PC) and MS Mail (AppleTalk) systems.

distribution list

A group of recipients addressed as a single recipient. Administrators can create distribution lists that are available in the Address Book; users can create distribution lists and add them to their personal address book.

domain

A group of servers running Windows NT Server. A domain can also include other types of servers and clients.

domain controller

Refers to the Windows NT Server computer that maintains the security database for a domain and authenticates domain logons. Windows NT domains can have one primary domain controller (PDC) and one or more backup domain controllers (BDCs).

Dynamic RAS Connector

A Microsoft Exchange Server component that routes messages between sites on the same local area network (LAN) using Windows NT Remote Access Server (RAS).


Concepts and Planning Guide Glossary E
Concepts and Planning Guide Glossary - E

e-mail addresses

The addresses by which recipients (mailboxes, distribution lists, custom recipients, and public folders) are known to foreign systems.

encryption

An advanced security feature that provides confidentiality by allowing users to conceal data. Data is encrypted as it resides on disk and travels over a network.


Concepts and Planning Guide Glossary F
Concepts and Planning Guide Glossary - F

fault tolerance

The ability of a system to respond to an event such as a power failure so that information is not lost and operations continue without interruption.

foreign system

A messaging system other than Microsoft Exchange Server.

form

A structure for posting and viewing information. An example is a Send form, such as a purchase requisition.

Forms Designer

The Microsoft Exchange Client component that enables you to create custom forms and applications.


Concepts and Planning Guide Glossary G
Concepts and Planning Guide Glossary - G

gateway

Delivers messages from Microsoft Exchange Server to foreign systems.

global address list

Contains the names of all mailboxes, custom recipients, distribution lists, and public folders in an organization.


Concepts and Planning Guide Glossary H
Concepts and Planning Guide Glossary - H

home server

The Microsoft Exchange Server computer that contains a user’s mailbox.


Concepts and Planning Guide Glossary I
Concepts and Planning Guide Glossary - I

information service

A tool that enables Microsoft Exchange Server and foreign systems to exchange mail.

information store

A Microsoft Exchange Server core component that stores users’ mailboxes and folders. See also public information store, private information store.

Internet Mail Connector

A Microsoft Exchange Server component that enables users to exchange messages with Internet users. It can also be used to connect sites over any SMTP backbone.


Concepts and Planning Guide Glossary K
Concepts and Planning Guide Glossary - K

key

Used to digitally sign and encrypt data for security-enabled users.

Key Management server (KM server)

The Microsoft Exchange Server computer installed with advanced security information.


Concepts and Planning Guide Glossary L
Concepts and Planning Guide Glossary - L

local delivery message

A message sent between recipients that share the same home server.


Concepts and Planning Guide Glossary M
Concepts and Planning Guide Glossary - M

mailbox

The delivery location for incoming mail messages.

message transfer agent (MTA)

A Microsoft Exchange Server core component that routes messages to other Microsoft Exchange Server MTAs, information stores, connectors, and third-party gateways.

Messaging Application Programming Interface (MAPI)

A standard interface that Microsoft Exchange Server and Client components use to communicate with one another.

messaging profile

A group of settings that provides Microsoft Exchange Server with information about a client’s configuration.

Microsoft Mail Connector

A Microsoft Exchange Server component that provides connectivity to MS Mail (PC), MS Mail (AppleTalk), and MS Mail (PC) gateways.

Microsoft Schedule+ Free/Busy Connector

Enables users to share their schedules information with one another.


Concepts and Planning Guide Glossary N
Concepts and Planning Guide Glossary - N

network share

A shared directory on a file server that users can connect to in order to run Microsoft Exchange Client.

non-delivery report (NDR)

A notice that a message was not delivered to the recipient.

non-read notification (NRN)

A notice showing that a message was deleted before it was read.


Concepts and Planning Guide Glossary O
Concepts and Planning Guide Glossary - O

object

A record, such as a site, server, connector, mailbox, or distribution list in the Microsoft Exchange Server directory.

offline folders

Mailbox folders and favorite public folders that a user can select and use offline.

organization

A collection of Microsoft Exchange Server computers, grouped into sites.


Concepts and Planning Guide Glossary P
Concepts and Planning Guide Glossary - P

permission

Authorization to access an object or perform an action.

personal address book (.PAB file)

A user-created address book.

personal folder file (.PST file)

Contains personal information and is stored on a user’s disk or a file server.

private information store

The part of the information store that maintains information in users’ mailboxes.

profile

See messaging profile, user profile.

public folder

A folder stored in the public information store; includes information such as messages, spreadsheets, graphics, and voice mail.

public folder affinity

Enables users in one site to open public folders on servers in other sites.

public folder replication

The process of updating identical copies of a public folder on multiple Microsoft Exchange Server computers.

public information store

The part of the information store that maintains information in public folders.


Concepts and Planning Guide Glossary R
Concepts and Planning Guide Glossary - R

read-receipt (RR)

A notice that a message was read by its intended recipient.

recipient

In the directory, an object that can receive messages and information. Recipients are mailboxes, distribution lists, custom recipients, and public folders.

remote procedure call (RPC)

Standard protocol for client-server communication.

replication

See directory replication, public folder replication.

revocation

Warns users when they receive signed messages from users whose advanced security has been revoked.

role

A group of permissions.

routing

The process of transferring and delivering messages.

routing table

Contains information that the MTA needs to route messages.

roving user

A user who logs on to Microsoft Exchange Client from various computers in an organization.


Concepts and Planning Guide Glossary S
Concepts and Planning Guide Glossary - S

schedule file (.SCD file)

Stores scheduling information for users.

security context

An aspect of Windows NT Server that controls the kind of access a user, process, or service has to system services.

security file (.EPF file)

An encrypted file that stores advanced security information.

service account

A Windows NT user account that is used to run Microsoft Exchange Server services.

signing

An advanced security feature that verifies the sender's identity and verifies that the message hasn't been modified during transit.

Simple Mail Transfer Protocol (SMTP)

A protocol used by the Internet Mail Connector to transfer messages between a Microsoft Exchange Server site and an SMTP messaging system, such as the Internet.

site

One or more Microsoft Exchange Server computers (usually in the same geographical location) that share the same directory information.

Site Connector

A tool provided with Microsoft Exchange Server that enables users in sites on the same local area network (LAN) to exchange messages.

system attendant

A core maintenance service included with Microsoft Exchange Server.


Concepts and Planning Guide Glossary T
Concepts and Planning Guide Glossary - T

target server

A Microsoft Exchange Server computer that acts as the end point of a connection between two sites.

token

A random character string given to users to enable advanced security for them.

transaction log file

A file used to provide fault tolerance in the event that data needs to be restored to the information store or directory databases.

trust relationship

The relationship between two domains that makes it possible for a user in one domain to access resources in another domain.


Concepts and Planning Guide Glossary U
Concepts and Planning Guide Glossary - U

user account

Contains information such as the user name, password, group membership, and permissions.

user profile

A group of settings that provides the operating system with information about a client’s configuration.


Concepts and Planning Guide Glossary X
Concepts and Planning Guide Glossary - X

X.400 Connector

A Microsoft Exchange Server component integrated with the MTA that can be configured to connect sites within Microsoft Exchange Server, or to route messages to foreign X.400 systems.

X.400 Recommendations

Define the standard interfaces of an electronic messaging system.

X.400 transport stack

Networking software required to support X.400 server-to-server message transport.


Microsoft Exchange Server Copyrights
Microsoft® Exchange Server

E-mail Server with Integrated Groupware Version 4.0

Microsoft Corporation

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