Lanlogic.NET KB » Knowledge Base » Microsoft Exchange 2003/2007 » Using Outlook

Create a public folder using Outlook for Shared Exchange Customers

Kevin Clawson — Thu, 17 Jun 2010 00:25:00 GMT

How to create a public folder using Outlook 2003 or Outlook 2007

Applies to: Outlook 2003, Outlook 2007

NOTE: You need to be an administrator in your organization in order to create public folders in Outlook.

Open Outlook and go to the Folder List view.
Expand Public Folders, Expand All Public Folders, right click your domain name and select "New Folder"
In the "Create New Folder" box, Type in a name for your folder.
In the "Folder Contains" area, select the type of data that will be stored in this folder. If you are making a Public Folder Contacts database, select Contact Items. If you are making a Public Folder Calendar, select Calendar Items. You cannot change this after the fact so you will want to choose correctly at this point.
Click OK.
Your folder will now show under Public Folders.
Please remember to assign the proper permissions to all your users so that they may access this folder as well. This can be done by right clicking the folder you just created and selecting Properties. Click on the Permissions tab and add users and assign the correct permissions.

Download Outlook or Entourage for Shared Exchange (Cortex)

Kevin Clawson — Tue, 04 May 2010 04:29:05 GMT

Lanlogic provides a free download of Outlook and Entourage to our Hosted Exchange customers.
Note: This is only available to our Hosted Exchange customers.

Log into http://admin.myhostedexchange.com with your username (generally your email address) and your password.
Click on the icon for the download you want
Once you have downloaded the file, run the setup and you will go through the installation process.

*For Outlook, the product key is in “license key.txt” in the zip file that you downloaded.

Export data in Microsoft Outlook

Ted Johnson — Thu, 10 Sep 2009 01:38:40 GMT

How to export data in Outlook

Exporting data in Outlook is a very useful tool for making partial or complete backups of your mailbox. Here are the steps on how to perform this function.

For Outlook 2003/2007

1. On the File menu, click Import and Export. If the menu item is not available, hover your pointer over the drop-down arrows at the bottom of the menu until the Import and Export option appears and then click Import and Export.

2. Click Export to a file, and then click Next.

3. Select Personal Folder File (.pst), and then click Next.

4. Select the folder you wish to export, making sure to select "Include Subfolders" if the folder has any, then click Next. If you wish to export your entire mailbox, click the top-most folder. It should say something like "Mailbox - Your Name" you will want to check the "Include Subfolders" box as well.

5. Choose the file name and location you wish the data to be exported to. Lanlogic recommends saving the file to your desktop for ease of finding it, but you can save it to whichever location you would like.

6. Click Finish.

NOTE: Outlook 2007 .pst files are not backwards compatible. You cannot import this file into any other version of Outlook.

Resource Scheduling in Outlook

Ted Johnson — Fri, 05 Jun 2009 04:50:45 GMT

To create a resource mailbox such as a conference room schedule, please do the following:

Create a new mailbox for the resource using the following directions. http://www.lanlogic.net/support/kb/Knowledgebase/How-to-create-a-new-user-mailbox-in-Hosted-Exchange

Configure a new Outlook profile for this resource mailbox. Use these directions to complete this step. http://www.lanlogic.net/support/kb/Knowledgebase/Configure-Outlook-to-open-your-Shared-Exchange-2003-or-2007-mailbox .

Once you are in the newly created Outlook profile for the resource mailbox, go to the Tools menu, then to Options. Click on Calendar Options, then on Resource Scheduling.

Click to select all three Meeting Request options, and then click Set Permissions.

Click Add to add the users who will be allowed to use the resource. Be sure to assign at least author permissions and make sure to add users, not groups of users.

OK out of all dialog boxes and quit Outlook.

NOTE: It is not necessary to keep the Outlook profile configured once you've set the appropriate permissions.

To direct-book an appointment to a resource schedule:

You can book the resource at the same time you create a meeting. The free/busy information of the resource account is viewable in the "Plan a Meeting" form. To invite attendees and resources to a meeting, follow these steps:

Click your Calendar.
On the Actions menu, click Plan A Meeting.
In the Plan A Meeting dialog box, click Invite Others.
In the "Type name or Select from List" box, type the name of the person or resource you want at the meeting.
For each name entered, click Required, Optional, or Resources. (The required and optional attendees appear in the To box on the Appointment tab, and resources appear in the Location box.)
Click OK, and then use the scroll bars to view the free/busy time for invitees.
Click a time when all invitees are available. You can use AutoPick to find the next available free time for all invitees.
Click Make Meeting.

Set Up Mailbox Archiving in Outlook

Administrator — Tue, 17 Mar 2009 01:56:39 GMT

Email archiving is a great way to reduce your monthly bill by taking older messages off of the server and importing them onto your local computer. You get the benefit of having your older messages available on your computer without having to pay for the storage of them.

How to set up archiving in Outlook

Open Outlook
Go to Tools | Options
Select the “Other” tab
Click on the “AutoArchive” button
Using the wizard, select the properties of your archiving setup. For example: you may want to have AutoArchive run every 1 day and have the archiving clean out items older than 6 months old. Once you’ve set up archiving to your liking, make sure you click on the “Apply these settings to all folders now” button.
Click on “OK.”
Click on “OK” again to get back into Outlook.

Archiving will run on the scheduled time that you programmed it to run and will move messages older that the time frame you set to Archive Folders on your PC. They will be accessible via Outlook only on the computer you set archiving up on. Emails that are archived no longer reside on the server.

Once you set up the autoarchive settings, you can click on File > Archive to force the archiving to run right away.

Open Shared Mailbox/Calendar/Contacts

Amy Thomatis — Mon, 23 Feb 2009 06:38:27 GMT

Before you can access another person's mailbox data, they will have to grant permissions to you.

1. On the File menu, point to Open, and then click Other User's Folder.
2. In the Name box, type the name of the person who owns the folder or select Name for a list of users.
3. Click the folder that you want to open, and then click OK.

Note: If you use the "Open Other User's Folder" method as outlined, only the primary Outlook folders (Contacts, Inbox, Journal, Notes, Tasks) may be accessed; subfolders are not available. In order to access other than Primary Outlook Folders, the sharer must share their entire mailbox.

Import data in Microsoft Outlook

Amy Thomatis — Mon, 23 Feb 2009 06:34:56 GMT

How to import data in Outlook

This is very useful when you are looking to import mail/contacts/calendars from another email service. You can import all Outlook data if required as well.

For Outlook 2000 and 2002(XP)

1. On the File menu, click Import and Export. If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu, and then click Import and Export.

2. Click Import from another program or file, and then click Next.

3. Select Personal Folder File (.pst) , and then click Next.

4. Specify file name you wish to import data from. If you are importing this data from another Outlook profile, the default location for Windows XP is c:\documents and settings\username\local settings\application data\microsoft\outlook. Click Next.

5. Select the folder you wish the data to be imported from.

6. Click Finish.

For Outlook 2003 and 2007

1. On the File menu, click Import and Export. If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu and then click Import and Export.

2. Click Import from another program or file, and click Next.

3. Select Personal Folder File (.pst) , and then click Next.

4. Specify file name you wish to import data from, and then click Next.

5. Select the folder you wish the data to be imported from. If you are importing this data from another Outlook profile, the default location for Windows XP is c:\documents and settings\username\local settings\application data\microsoft\outlook. Click Next.

6. Click Finish.

Deleting your Outlook Autocomplete Cache

Amy Thomatis — Mon, 23 Feb 2009 06:33:41 GMT

How to delete individual entries in nk2 file, or the whole file.

Microsoft Outlook has a feature called auto completion. It is a cache that stores names and email addresses so you don't have to type it each time you write an email to the same person. Sometimes, the auto completion cache may contain outdated information. If this is the case, you can easily remove individual addresses from the cache file.

This can be accomplished by highlighting the incorrect entry when it’s presented in the suggested names list (use the arrow keys to select an entry). Press the delete key on your keyboard and the entry will automatically be removed.

Sometimes this file can get corrupted and cause mail to sit in your outbox or you get bounce back messages from people that are in your auto completion file. In this case, it may be better to actually reset the whole cache file. Below are instructions on how to accomplish this.

1. Open Windows Explorer.

2. From the Tools menu, click Folder Options.

3. Click the View tab.

4. Select the Show hidden files and folders option if it is not already selected.

5. Click OK.

6. Click Start > Search.

7. Click All files and folders.

8. In the All or part of the file name field, type *.NK2.

9. Select All Hard Drives from the Look in field and click Search.

10. Right click the .NK2 file under the correct profile name and click Rename.

11. Rename the file to [profilename].bak and press Enter.

12. Close any open windows and restart Outlook.

Reset Cached Exchange Mode in Outlook

Amy Thomatis — Mon, 23 Feb 2009 06:23:57 GMT

You may need to turn off cached Exchange mode and turn it back on if your Outlook client is running slow, or if you are suddenly unable to send or receive emails. Going through the steps will essentially remove the Outlook cache from your computer, and then rebuild it. The cache is the local copies of your emails.

Close Outlook if it is open
Turn Off Cached Exchange Mode

Click Start Menu
Control Panel
Mail
Show Profiles
Highlight default profile
Click Properties
Select Email Accounts
Highlight Microsoft Exchange
Click Change
Uncheck the box that says “Use Cached Exchange Mode”
Next
Finish

Delete OST files from hard drive

Start
Search
For Files or folders
All files and Folders
Expand “More Advanced Options”
Check the box next to “Search hidden files and folders”
Leave the other options at default
In the top box for “All or part of the file name”, type in “*.ost”
Look in should be “Local Hard Drives”
Click Search
It’ll find files such as outlook.ost, outlook001.ost, etc. Select all the files it finds and select delete. This will delete all the offline emails from your computer, but they are still on the server so you won’t lose anything.

Turn On Cached Exchange Mode

Open Outlook
Tools
Email Accounts
Select View or change existing e-mail accounts
Next
With “Microsoft Exchange Server” selected, Click “Change”
Check the box for “Use Cached Exchange Mode”
Next
In the box that pops up, click on OK
Click Finish

Restart Outlook

Once Outlook is restarted, all of your emails will download to your computer again. It may take awhile, depending on the number of emails you have. You can watch the progress in the lower right corner of your Outlook screen… it will show the folders as they update.

Share Outlook Calendars and Folders

Amy Thomatis — Mon, 23 Feb 2009 06:06:37 GMT

You can share your e-mail, calendar, tasks, notes, and journal with other Outlook users as long as you both are using a Microsoft Exchange Server in the same organization.

To share any other folder other than the Inbox, Contacts, Calendar, Notes, or Journal, you must share permissions on the folder you want to share and each folder that is higher in the folder hierarchy. For example, to give another person access to a folder that is under Inbox in your mailbox, you must grant permissions to the Mailbox, Inbox, and the subfolder. Even though it might appear you're granting the other person access to more folders than you want, only the items in the Inbox subfolder will be available.

Share a folder in Outlook 2003

1. Right-click Mailbox - your name, and then click Sharing.

2. Click Add.

3. Select the other person that you want to give permissions to, and then click Add.

4. Select the person's name in the list, and then for Permission Level, select the permissions level you would like for this person.

5. Click OK.

6. Right-click the folder you want to give the other person permissions to view, and then click Sharing.

7. Click Add.

8. Select the other person you want to give permissions to, and then under Add Users, click Add.

9. Select the person's name in the list, and then for Permission Level, select the permissions level you would like for this person..

The top folder, Mailbox - Your Name, must be shared to share any folder beneath it.

the Inbox folder must be shared to share any of the folders beneath it, such as the Prospective clients folder. You can set the Inbox folder permissions to None to prevent others from viewing the contents.

The Prospective clients folder should have at least Reviewer permissions for other people to view the contents.

Open shared folders in Outlook 2003

1. On the Tools menu, click E-mail Accounts.

2. Click View or change existing e-mail accounts, and then click Next.

3. Click the Exchange Server account, and then click Change.

4. Click More Settings.

5. On the Advanced tab, under Mailboxes, click Add.

6. Type the other user's name, and then click OK twice.

7. Click Next, and then click Finish.

You might need to quit and restart Outlook for the other person's folders to appear in your Navigation Pane.

Note: Once permissions are given, in our Hosted Exchange environment, it can take 6-8 hours for the permissions to take effect.

Recover deleted items in Outlook

Amy Thomatis — Mon, 23 Feb 2009 03:11:05 GMT

How to recover deleted items in Outlook

When you delete items from your mailbox using Outlook, they are first transferred to your Deleted Items folder. Check there first for the items you are looking for.

If the item has already been removed from your deleted items folder, you can check the deleted items retention queue. After an item is removed from the Deleted Items folder, it is recoverable within 7 days of being deleted. This provides a measure of protection in case of accidental deletion.

Here’s how to check your retention queue

Select your Deleted Items folder

On the top menu bar, select Tools | Recover Deleted Items

Select the item(s) you want to recover and click on the restore icon

Please note: when you use Shift+Delete to delete items in Outlook ("hard delete"), they are not transferred to the Deleted Items folder, so they not recoverable via the deleted items retention queue.

Lanlogic does nightly backups of the Exchange Servers for disaster recovery purposes only. At this time, we are not able to recover emails from individual mailboxes.

Lanlogic.NET KB » Knowledge Base » Microsoft Exchange 2003/2007 » Using Outlook

Create a public folder using Outlook for Shared Exchange Customers

Download Outlook or Entourage for Shared Exchange (Cortex)

Export data in Microsoft Outlook

Resource Scheduling in Outlook

Set Up Mailbox Archiving in Outlook

Lanlogic Incorporated

Lanlogic KB RSS feed

How to set up archiving in Outlook

Open Shared Mailbox/Calendar/Contacts

Import data in Microsoft Outlook

Deleting your Outlook Autocomplete Cache

Reset Cached Exchange Mode in Outlook

Share Outlook Calendars and Folders

Recover deleted items in Outlook