Lanlogic.NET KB

Configure Mail on Google Android (Droid) phone using Microsoft Exchange ActiveSync

Kevin Clawson — Mon, 22 Feb 2010 05:03:45 GMT

Collecting Information (You must do this before you begin)

Go to https://cp.myhostedexchange.com
Log in with your email address and password
Click on the “View Configuration” icon. If you do not see this icon when you log in, your account is set up as an administrator. In this case, click on List Users, select your user account from the list, and click on autologin. Then you will see "View Configuration"
Find “Login information for Microsoft Outlook (use this if you do not have the latest service pack or hotfix installed)”. This is your user ID for ActiveSync. It will be in the format user#domainname.com (if this string is truncated, that is to be expected)
Find “mail server information for mapi”. The listing for "rpc server" is what you will put in as your server name in ActiveSync. It will be similar to 'EX14.myhostedexchange.com'.
NOTE: If you are using Exchange 2007, the fields in step 5 will be "mail server information for Outlook" and "outlook anywhere access server."

Set up Activesync on your Google Android (Droid) phone

From your Droid Home Screen, select the Mail icon

Select Microsoft Exchange ActiveSync
Click The button that says Manual Setup
Enter the requested information:

Email Address: Enter your email address
Server Address: Enter the server address you found above in step 5
Domain: HOSTEDEXCHANGE
Username: Enter the user ID you found in step 4 above
Password: Enter your e-mail password
Make sure the box marked This server requires an SSL connection is checked

Click the Next button
Select the data you want to sync (options are Mail, Contacts, and Calendar)
Click Finish Setup

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.

Shared Exchange 2007: How to resolve the Outlook or Entourage "Error 0X8004010F – Not downloading Offline address book files"

Kevin Clawson — Thu, 10 Sep 2009 01:17:43 GMT

*This article applies to customers on Shared Hosted Exchange 2007. It does not apply if you are an Exchange 2003 customer.

If you are experiencing this error message when using Outlook 2003/2007 or Entourage 2004/2008, please do the following to resolve it.

Create your autodiscover CNAME

Contact your current DNS host and create the following CNAME record for your domain. Name the CNAME record autodiscover.yourdomainname.com where “yourdomainname.com” should be your current domain name. For example if creating a CNAME record for the domain name tempdomain.com, the record would be named autodiscover.tempdomain.com. Point this CNAME record to autodiscoverredirect.myhostedexchange.com. ( Please allow up to 72 hours for DNS records to propagate)

Outlook Users

Once the CNAME record has propagated please do the following:

Close Outlook.
Go to Start>Run.
In the run box, type in “outlook.exe /resetfolders” – without quotations.

Outlook will then resync with the server and the error message will no longer generate

Entourage Users

Once the CNAME record has replicated please do the following:

Control+Click on the parent folder of your exchange mailbox.
Select Properties
The "Folder Properties" window will pop up
Under the General tab you will select "Empty Cache"
A window will popup saying “Emptying the cache will remove and re-download all items within this account. Unsynched changes, links, projects, categories, and action indicators for messages will be lost. Are you sure you want to do this?”. This means that anything on the machine that is not on the server will be lost. If you can back any of this up, now is the time to do that. Once you are sure you are safe, click "Empty Cache" and you should see items in your mailbox re-syncing with the server.

NOTE: If this does not resolve your issue, please contact us at support@lanlogic.com and let us know you are seeing this issue. We may need to make further adjustments on the server to help resolve this issue

Configure Outlook to open your Shared Exchange 2003 or 2007 mailbox

Kevin Clawson — Wed, 09 Sep 2009 04:32:42 GMT

How to configure Outlook using our Desktop Outlook Setup tool

Please note that Outlook should not be running on your computer while you go through these steps.

Open Internet Explorer
Go to https://cp.myhostedexchange.com
Logon with the email address and password for the account you are setting up.

If you are an organization administrator, you will have these additional steps (if you are not an administrator skip to step 4):

Click on List users
Check the box next to your account and then click on "auto login"

Click on "Desktop Outlook Setup"
Click the "Download Executable" link then choose to save the file to the desktop.
When the download is finished, go to the desktop and double click on ProfConf.exe
Click on Configure

This utility will also add an icon to your system tray that will automatically log you into Outlook so you do not need to type your username (your email address) and password in every time. If you wish to get rid of this automatic login tool, you can right-click on the program's icon in your taskbar and select "uninstall."

Backing up a BlackBerry using the BlackBerry Desktop Manager Software

Ted Johnson — Tue, 08 Sep 2009 04:35:07 GMT

In the event that you need to perform a wipe of your BlackBerry wireless device, it is recommended that you perform a backup of the device and any applications or media that you currently have stored on the device as wiping your BlackBerry will cause the device to be taken back to a default "factory" setting.

While Lanlogic cannot offer support for the BlackBerry Desktop Manager software, here are some pointers for running a backup of your BlackBerry device. If you are having trouble backing up your device, please refer to Research In Motion's support website.

1. Make sure you are running the latest version of the BlackBerry Desktop Manager software. It can be downloaded from here.

2. Launch the Desktop Manager software then connect your device using the included USB cable.

3. Click on Backup and Restore, then click on Back Up.

4. Select a file name and a location to save your backup to, then click on Save.

5. The backup will start, and can take a few minutes.

6. Once complete, click OK.

Set up email forwarding for my Shared Exchange mailbox

Amy Thomatis — Wed, 02 Sep 2009 09:43:58 GMT

If you would like to set up your mailbox so that all emails are forwarded to another email address, please follow these steps.

Log into Ensim Control Panel (https://cp.myhostedexchange.com)with your account. Your username is your email address with the appropriate password.
Click on “Email Forwarding"
Select "Enable Forwarding"
Enter the email address to forward to
Select the option for whether you want to save a copy of the message on the server.

Note: If you are an organization administrator, first go to List users, select the button next to your name, and then click AutoLogin. This will get you to your user screen where you can follow steps 2-5 above.

Configure "Mail" on a Mac with Exchange 2007 and Snow Leopard OS

Kevin Clawson — Mon, 31 Aug 2009 00:46:00 GMT

Configure Mail on a Mac With Snow Leopard OS and Exchange 2007

Note: This service requires that you have the autodiscover CNAME created for your domain. If you are unsure what this is or how to set it up, please email use at support@lanlogic.com so that we can help you get this configured

Open Mail
You will be prompted for your Full Name, Email Address, and Password. Enter these and hit continue
You will be shown an Account Summary page that will verify all of your settings. Your Server address should be cas1.hostedexchange.local. Verfiy whether or not you want iCal and Address Book configured with Exchange as well.
Click Create and you are all set

How to Install Lanlogic Desktop Backup on a PC

Ted Johnson — Tue, 14 Jul 2009 06:38:53 GMT

How to install Lanlogic Desktop Backup on a PC

1. Download the installer software to the desktop of your machine.

If you are running a 32-bit Operating System, click here to download the file.

If you are running a 64-bit Operating System, click here to download the file.

2. Double click the file once it’s downloaded.

3. It will launch the installer.

4. Click Next to install.

5.    Accept the End User License Agreement, and click Next.
6.    Accept the default location for installation unless you need to install it on another volume, click Next.
7.    Click on Install.
8.    Click Finish once the installer is done.
9.    Lanlogic Desktop Backup will now start. It is required to fill all information out before the backup software will start working and actively backing up your data, Click Next.

10.    The Lanlogic Desktop Backup screen will appear for your to enter in your information.

NOTE: If installing this for the first time, select New Account. Fill out all fields above. You should have received your Registration key from your Organization Administrator or Lanlogic Support. If you have not received this, please contact us at the information below to get your key. In the PROServer Host field, please type in the following: "backup1.lanlogic.net"without quotes.

11. Click on Create Account.
12. Once this is successful, the Lanlogic Backup screen will launch, here is where you will select which data you’d like to backup. Click on “Change File Selection”.

The default location for most user data in including documents, favorites, and outlook data files on Window XP is c:\documents and settings\username , the default location in Window Vista is c:\users\username.

NOTE: If there are any other locations that you store data in that are NOT in the default location, please select it in this screen. Your data will not be backed up unless selected here.

14. Click Save once you’ve selected all your data.
15. Your backup is now ready to start. Click the button to begin your first online desktop backup!

If you have any questions, please do not hesitate to contact Lanlogic Support at support@lanlogic.com or 888-Lanlogic Option 4.

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.

Configure Entourage to open your Shared Exchange mailbox

Ted Johnson — Tue, 17 Mar 2009 03:05:02 GMT

Gather information

Open your web browser.
Go to https://cp.myhostedexchange.com
Log in with your email address and password
Select “View Configuration”. If you do not see this icon when you log in, your account is set up as an administrator. In this case, click on List Users, select your user account from the list, and click on autologin. Then select "View Configuration"
Find and make a note of “Login information for Microsoft Outlook (use this if you do not have the latest service pack or hotfix installed)” - This is your user ID for Entourage. It will be in the format user#domainname.com (and may be truncated).
Find and make a note of "outlook web access server". This is your server name.
If you are an Exchange 2007 user, your server name is "mail.myhostedexchange.com".

Configure Entourage (2004 or 2008)

Open Microsoft Entourage
Click on Entourage
Select Account Settings
Select “New” and then click on “Exchange.”
Click on Configure account manually button.
Fill out the fields as shown below using the information you collected in the Gathering Information section at the beggining of this article.

Your email address will be your email address of your mailbox
Your user ID will be the ID you collected in Step 5 of “collecting information”. This will be your email address with a # symbol instead of an @ symbol, and it will be truncated to 20 characters if it is longer than that.
Your domain name will be HOSTEDEXCHANGE (all caps, all one word)
Your password will be the password for your mailbox
Enter the correct server name, as noted in step 6 of "Gather information" at the beginning of this article. Exchange 2007 users: For the exchange server, you will enter https://mail.myhostedexchange.com/exchange/youremailaddress@yourdomain.com
Check the box that says "This DAV service requires a secure connection (SSL)"

Click on the Advanced tab at the top of the screen
Type in your server name for Public Folders Server. This will be the same server name you typed on the previous screen, but without the https:// in front of it. Check the box that says "This DAV service requires a secure connection (SSL)". Leave the LDAP server options blank. Exchange 2007 users: You will simply enter mail.myhostedexchange.com in this field.
Click on “OK”. Entourage will connect to the Exchange server and sync with your mailbox.
If, for some reason you aren't able to connect after using the above settings, try changing the exchange server name to something like: https://exX.myhostedexchange.com/exchange/user@domain.com substituting your server name and email address.

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.

Selecting files to back up using Lanlogic Desktop Backup

Amy Thomatis — Mon, 16 Mar 2009 08:04:49 GMT

After installing Lanlogic Desktop Backup, you will need to do the following to select files and folders to back up:

Launch Lanlogic Backup
On the main page click on the Change button in the Files to Back Up section
Click the plus-sign to the left of your computer's hard drive. You can also, optionally, click the checkbox for show hidden files as well.
Select the files/folders you want to back up. By default the system will select your User Profile folder, you have the option to select the specific folders you'd like backed up. You will probably want to select at least your My Documents folder as well as any others you'd like.
Once you've selected the files/folders you want to back up, click on the Save button on the lower-right corner of the page.
On the main page, you will now see the files/folders you've selected to back up.

Controlling Costs for Lanlogic Desktop Backup

Administrator — Mon, 16 Mar 2009 07:14:06 GMT

Lanlogic Desktop Backup is a great new backup feature from Lanlogic. As with any hosted service, the price can steadily climb if you don't moderate your use and keep it in check. Here are some great ways to keep disk space down and still get the most out of Lanlogic Desktop Backup

Exclude common types of "entertainment" files

Start by logging in to the Lanlogic Desktop Backup Site as an administrator user
Click on the "Organizations" tab at the top
Next, click on the name of your organization
From the menu on the left hand side, select "Default Client Settings"
Now you will see a box that says "Excluded Files". Here you will enter any type of file extension that you want to exclude. Make sure you only put one extension per line (hit enter after each entry).
Here are some of the most common "entertainment" file types (Please note that you know you organization better than we do. If you commonly use any of these file types, you may not want to exclude them!):

.jpg
.gif
.bmp
.png
.aac
.aiff
.mp3
.wav
.wmv
.mov
.mpeg

Setting Quotas

Log in the same as above
After on your organization name under the "Organizations" tab, you will see a list of users. This user list will show you how much space your users are using. This is an important tool for knowing who needs to be limited and who does not.
Click on the user who's quota you would like to set
You will see a field that says "Disk Quota - Archive Size" You can set this to whatever limit you choose for any given user, just keep in mind how billing works. If you have 4 users, you have 40 GB total. So you could limit 3 users to 5 GB and leave the 4th user with 25 GB, but as soon as the 4 users go over the 40 total GB, thats when you see extra billing.

One more way to save space is to limit the number of versions of a file that can be saved. This is a very nice feature because it allows you to make a mistake and go back find the old file, but if you have dozens of copies of one file, it can start to take up alot of space. As with the file types, you will want to pay close attention to whether or not your employees constantly change files. It will only keep a new duplicate of a file if a change has been made to the file, so it will not make copies of files that have stayed unchanged.

Login in as above and navigate to the "Default Client Settings" page
Scroll down the list and find the section shown below
Keep unlimited is selected by default. If you uncheck this box, you can then choose how many versions to keep. You also have the option of keeping or deleting deleted files. Again, this should be judged on how your organization works, but if you are keeping your storage low, this is a great to protect yourself from accidentaly deleting files.

Download Outlook or Entourage for Shared Exchange customers

Amy Thomatis — Mon, 23 Feb 2009 13:02:40 GMT

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

Log into https://cp.myhostedexchange.com with your user name (usually your email address) and password.
Click on the "Download Outlook" or "Download Entourage" link at the bottom of the screen.
Once you've downloaded and extracted the file you'll want to go through the installation process. The Outlook folder will have a file called "license key.txt" with the key you will need to type in to activate Outlook.

Note: If you have admin privileges, you will not see the link on this screen. You'll need to click on "List Users", select your user account and click on autologin. Then you will be at the screen with the download link.

How To Archive Mailbox Items in Entourage

Amy Thomatis — Mon, 23 Feb 2009 13:01:10 GMT

While there is no built-in way to automatically archive messages in Entourage (like Outlook’s Auto-Archive functionality), it is possible to manually archive older messages in order to clear out space on your shared Exchange mailbox. Below are instructions on how to do so.

Locate messages you want to archive. These could be, for example, messages that are old enough that you no longer need them on the Exchange server but might need access to from your computer in the future.
Click on the top-most message you’d like to archive, press and hold the left Shift key on your keyboard, then click the bottom-most message you’d like to archive. You should now have a group of messages highlighted.

On the left-hand navigation pane, you’ll see a section called Folders on My Computer, click on the group of messages and move them to a folder in that area, the Inbox for example. If you want to have a folder structure similar to that on the server, you can create new folders in this section:

Once the messages have copied from the server to your local folder, you’ll want to go back to the messages on the server and delete them as only a copy of the messages is moved to the computer, not the messages themselves.
Once you’ve deleted the messages you’ll want to also delete them from the Deleted Items folder on the server or you’ll still have the data, and disk usage on the Exchange server.

Manually Configure Outlook 2007 to Access your Exchange 2007 Mailbox

Amy Thomatis — Mon, 23 Feb 2009 13:00:19 GMT

Configure Outlook 2007 to access your Shared Exchange 2007 mailbox

Gathering Information:

Go to https://cp.myhostedexchange.com
Log in with your email address and password
Click on the “View Configuration” icon. If you do not see this icon when you log in, your account is set up as an administrator. In this case, click on List Users, select your user account from the list, and click on autologin. Then select "View Configuration"
Locate the section titled "mail server information for Outlook"
Make a note of your "mailbox server" and your "outlook anywhere access server"

Please note that Outlook should not be running on your computer while you go through these steps.

Configure Outlook

1. Open Start > Control Panel

2. Select the Mail icon

3. Select Show Profiles

4. Click Add to add a new profile and give it whatever name you want. Click OK.

5. Check the box next to "Manually configure server settings". Click Next

6. Select Microsoft Exchange Server and click on Next

7. For "Microsoft Exchange server", enter your "mailbox server" from step 5 of gathering information at the beginning of this article.

8. For "User name", you'll type in your user name, which usually is your email address.

9. Click on the More Settings button

10. If you get the above message, just click OK.

11. If you get the window above, click on Cancel

12. In the More Settings Window, click on the Connection tab, as shown above.

13. Put a check mark in the box for “Connect to Microsoft Exchange using HTTP”

14. Click on Exchange Proxy settings

15. In the top field, enter your "outlook anywhere access server" from step 6 of gathering information at the beginning of this article.

16. Put checkmarks in the 3 left-most boxes, as shown in the above screen shot.

17. Select "Basic Authentication” from the bottom drop-down menu

18. Click OK until you get back to the screen below

19. Click on Check Name.

20. You will be prompted for your user name and password. Enter your user name, which is usually your email address.

21. When your account is located on the server, the “User Name” field will change to show your display name, with it underlined.

22. Click on Next and Finish to complete the setup.

23. Open Outlook

The first time you open Outlook, it will start creating your local cache (.ost) file, which contains copies of the emails on the server. This functionality reduces the amount of data that will needed to be synced each time you open Outlook.

Setting up the iPhone version 2.1 or later to Sync with Exchange via ActiveSync

Amy Thomatis — Mon, 23 Feb 2009 12:58:46 GMT

It is assumed that your iPhone is running software version 2.1 or later prior to your going forward with these steps. If your iPhone is not running version 2.1 or later of the software, you will need to update the device via iTunes prior to proceeding.

Gathering Information:

Go to https://cp.myhostedexchange.com
Log in with your email address and password
Click on the “View Configuration” icon. If you do not see this icon when you log in, your account is set up as an administrator. In this case, click on List Users, select your user account from the list, and click on autologin. Then select "View Configuration"
Locate and make a note of:
"outlook web access server" - this is your server name for ActiveSync. If you are an Exchange 2007 customer, your server name will always be "mail.myhostedexchange.com" without quotes.
“Login information for Microsoft Outlook (use this if you do not have the latest service pack or hotfix installed)” - This is your user ID for ActiveSync. It will be in the format user#domainname.com (and may be truncated)

From the device's main screen, go to:

Settings> Mail, Contacts, Calendar> Add Account> Microsoft Exchange>

1.   Email address: Enter your Hosted Exchange email address, for example: lanlogictest@testorg.com
2.   Username: the username you found during "gathering information" at the beginning of this article
3.   Domain: type in HOSTEDEXCHANGE
4.   Password: Type in your password

5.   Tap next
6.   The device will fail stating that your mail server certificate is incorrect, tap Accept
7.   Enter your server name (found during "gathering information at the beginning of this article)

8.   Tap next
9.   The device will verify the server
10.  Enable contacts and calendar (off by default, activate as you wish)
11. Save the settings
12. The device will say that existing contacts will be removed from your iPhone and you will have the option to Sync or Cancel.  Tap Sync. If you cancel it will not sync at all.

By default the iPhone will only sync the last 3 days' worth of mail. To sync older messages do the following:

Settings> Mail, Contacts, Calendar
Tap on the Exchange account
Tap on "Mail days to sync" and select from "No Limit" to "1 Month." "No Limit" will sync all messages in your mailbox.

How to back up a sharepoint site using Office Sharepoint Designer 2007

Amy Thomatis — Mon, 23 Feb 2009 06:49:26 GMT

Backing up a Web site creates a content migration package, or .cmp file. When you back up a Web site, you can choose to back up either the top-level Web site or the top-level Web site and any subsites. The backup file that you create includes list or library content, security settings, user information, navigation, customizations, and personalizations (such as views, site templates, and content types). The backup file does not include workflows, alerts, and properties stored at the site collection level.

To back up a site, you must have administrator permissions for that site, but you do not require administrative access to the server that is running Windows SharePoint Services 3.0.

On the File menu, click Open Site.
In the Open Site dialog box, type in the name of your sharepoint site, and then click Open. For example this might be http://sharepoint.domainname.com or http://portal.domainname.com.
When prompted for your username and password, fill that information in. This is the same email address and password used when accessing Outlook Web Access. Click OK.
Once the the site is loaded, click on the Site menu, point to Administration, and then click Backup Web Site.
In the Backup Web Site dialog box, to include all subsites of the current Web site in the backup, select the Include subsites in archive check box.
If the current Web site is low on available storage space, click Advanced, enter a new location, and then click OK.
In the Backup Web Site dialog box, click OK.
In the File Save dialog box, select the location where you want to store the .cmp file.
In the File name box, type the name for the file, and then click Save.
If the site that you are backing up or restoring is large, the process can take quite a while. For other useful tools and instructions on using Office Sharepoint Designer 2007, please see this link from Microsoft's website.http://office.microsoft.com/en-us/sharepointdesigner/HA100699391033.aspx

Create a public folder using Outlook for Shared Exchange Customers

Amy Thomatis — Mon, 23 Feb 2009 06:48:55 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.

NOTE: If you create public folders through outlook, you cannot modify permissions for it through the control panel. All permissions will need to be set in Outlook.

Open Another Person's Mailbox in Outlook

Amy Thomatis — Mon, 23 Feb 2009 06:48:27 GMT

Before you can access another person's mailbox data, they will have to grant permissions to you. Please refer to the article: HOWTO: Granting Send-As or Send-On-Behalf Permissions . You will need to grant Full Mailbox Access in order to open the users mailbox in Outlook.

For Outlook 2007

1. On the Tools menu, point to Account Settings.
2. In Account Settings, double click on the account that says (Exchange (send fro this account by default) under Type.
3. Click on More Settings..
4. Click on the Advanced Tab.
5. In the "Open these additional mailboxes:" area, select Add..
6. Type in the user's First and Last name and click OK.
7. Click OK again.
8. Click Next and Finish.

You should now see the mailbox listed in your Folder List.

For Outlook 2003

1. On the Tools menu, point to Email Settings.
2. Select View or Change Existing Email Accounts, click Next.
3. Highlight your Microsoft Exchange Server and select Change.
4. Click on More Settings..
5. Click on the Advanced Tab.
6. In the "Open these additional mailboxes:" area, select Add..
7. Type in the users' First and Last name and click OK.
8. click OK again.
9. Click Next and Finish.

You should now see the mailbox listed in your Folder List.

Set up Windows Mail to access your Shared Exchange mailbox via POP3

Amy Thomatis — Mon, 23 Feb 2009 06:46:33 GMT

Windows Vista comes with an updated version of Outlook Express called Windows Mail. You can use it to access your Shared Exchange mailbox as a POP3 client.

1. Launch Windows Mail and go to Tools> Accounts

2. Click on the Add button and select E-mail Account then click next

3. Type in your name as you’d like it displayed in the Display name field then click next

4. Type in your email address in the appropriate field then click next

5. Select POP3 from the drop down for Incoming e-mail server type and then type in the name of your Exchange server. The Exchange server naming convention is “exX.myhostedexchange.com” where the “X” is the server number you’re hosted on. The server name should be typed into the Incoming mail and Outgoing e-mail server fields. Check the box for Outgoing server requires authentication then click next.

6. In the E-mail username field, type in your full email address then type in your email password and click next.

7. Once finished entering the information click the box next to Do not download my e-mail at this time then click Finish. This is very important because if you do not click this box all of your email from your Inbox will be downloaded to your local machine and will no longer be available to you from any other computer.

8. Once you’ve clicked Finish, highlight the newly-created account and click the Properties button.

9. Click on the Advanced tab on the Properties window and check the box for Leave a copy of messages on server then click the OK button.

10. Once you’ve clicked OK and have exited the Properties screen, click on the Send/Receive button to download your messages.

11. If you are an Exchange 2007 customer, you will need to edit your SMTP/Outgoing server name to "ht1.myhostedexchange.com" without quotes. You will also need to select "This server requires a secure connection (SSL)"

Please keep in mind that if you decide to file your messages they will no longer reside on the Exchange server and can only be accessed via Windows Mail.

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.

Granting Send-As or Send-On-Behalf Permissions

Amy Thomatis — Mon, 23 Feb 2009 06:35:57 GMT

Enabling Send-as or Send-on-Behalf Permissions

1. Log into the web-based user Control Panel at http://cp.myhostedexchange.com with your email address and password.

2. Click on the “mailbox rights delegation” icon in the second row.

3. Click on “add” on the toolbar.

4. On the next screen click on the “find…” button to select the person you’d like to grant permissions to.

5. Highlight and copy the “sam account name” of the person you’d like to grant permissions to and then click on the “cancel” button.

6. Paste the copied information into the text box to the right of “delegate mailbox rights to” and then give the appropriate permissions. Your options are “Send As” and “Send On Behalf.” You also have the opportunity to grant the person full mailbox access by click on the appropriate checkbox. Do so will give the user full access to your mailbox and all of your mailbox data.

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.

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