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eHelp » Email » Exchange Server 2003

During August, 2005, I&IT switched to the 2003 Exchange Server. This program is a mail server; it resides on a cluster of computers and receives and transfers email through Microsoft Outlook, a web application called Outlook Web Access, or another email program such as Thunderbird or Entourage. Here is an overview of the new features Exchange 2003 offers to faculty and staff:

• Cached Exchange Mode makes the transition from online to offline seamless and efficient and allows more freedom when working offline [more info. . .]
• Outlook Web Access
  • New Appearance has a similar look to Outlook 2003 and provides many of the same functions when viewed in Internet Explorer 5.1 and above. [more info. . .]
  • Tasks allow you to create a list of things to be done and create reminders for those tasks. [more info. . .]
  • Rules give you the ability to automatically filter messages into designated folders. [more info. . .]
  • Spell Checking will make it easier to proofread your messages and send them out error free. [more info. . .]
  • Signature can be attached to the messages you send from Outlook Web Access. [more info. . .]
  • Inbox Navigation is easier and more compatible with Outlook 2003. [more info. . .]
  • Calendar Improvements make it easier to schedule meetings and appointments. [more info. . .]
  • Spam Protection keeps your inbox from getting clogged up with unwanted messages. [more info. . .]
• ActiveSync allows devices such as a browser-enabled cell phone or a Microsoft Windows Mobile-based device to access information on the server. [more info. . .]
• Migration Information and FAQ

Cached Exchange Mode

When an Outlook account is configured to use Cached Exchange Mode, Outlook works from a local copy of a user's Exchange mailbox stored in an Offline Folder file (OST file) on the user's computer, along with the Offline Address Book (OAB). The cached mailbox and OAB are updated periodically from the Exchange server. This means that Outlook no longer depends on a continuous network connection to access user information, and that mailboxes are kept up to date, so if a user is disconnected the information is available offline immediately. It also makes the switch from connection speeds more seamless. If a user is connected to a high speed network connection and then switches to dial-up, Outlook automatically reconfigures to make the transition work smoothly. Note that depending on the size of user’s mailbox Cached Exchange Mode may take a while to synch when first set.

Many current users of Outlook 2003 may already have Cached Exchange Mode set, since it is required for the Outlook spam filter. For best results, it should be turned off when the switch to the new server occurs, and turned back on later.

Outlook Web Access

Outlook Web Access (OWA) is the most improved feature of the new Exchange Server. When using Internet Explorer 5.01 and above, users will see that it has become nearly comparable to Microsoft Outlook 2003 (the email program that comes with Microsoft Office 2003), both in style and capability. The new features include:

New Appearance

• The icons and folders are in the same place, messages are shown in the two-line view, and you can even choose different skins to further improve the appearance.
• Desktop Alert and Notification Area icon for new mail: When you are signed in to Outlook Web Access and you receive a new message, an icon pops up on your desktop to inform you.
• On the main page you can see the folders and icons for Inbox, Calendar, etc., at the same time instead of having to switch back and forth between them. This makes it easier to see what you’re doing.

Tasks

• The task feature allows you to create a list of tasks to be done and create reminders for those tasks.
• To create a task:
• Click on the task icon to the left of the page, opening the task view.
• From the top of the page click “New.” This will open a new window.
• Enter the subject, or name of the task and all relevant information and then click “Save and Close” at the top of the page. This will add the task to your list.
• To modify a task, just click on it in the main task view. This will bring you back to the window you used to create it.
• You can also attach files to your task, which keeps all relevant information easily organized. Just attach the file when creating or modifying a task.

Rules

• Outlook Web Access gives you the ability to make rules. This function will automatically filter messages into designated folders.
• The rules feature is similar to Outlook 2003, but the setup is slightly different.
• To make a rule
• Click the “Rules” tab on the left side of the page.
• Select “New” form the top of the page. This will open a new window.
• Enter all relevant information. For example to send all messages from a specific person to a specific folder put in the sender’s address and the folder you would like it sent to. To organize rules for your rules page you can give them a name at the top, this will make it easier to edit the rules later.
• Click “Save and Close.” The rule will be added to your list and implemented.
• Outlook Web Access also acts on rules already created in Outlook, which makes it easy to stay organized.
  

Spell Checking

• Web Access now includes a spell-check function for outgoing mail.
• Use the following procedures to customize your spelling options. All of them will be located under options which can be accessed by clicking the “options” icon on the left hand side of the screen.
• To automatically check spelling before a message is sent go to “spelling options” and click “Always check spelling before sending.” When this is selected a window will pop up after you press “send” and check the spelling of your message.
• You might want the spell checker to ignore specific types of words in your message. To keep it from checking words in UPPERCASE letters simply check the appropriate box under “spelling options.” You can also have it ignore words that contain numbers by checking that box.
• 

Signature

• You can now have signatures attached to the messages you send from Outlook Web Access.
• To use a signature go to “Options” by clicking the icon on the left hand side of the screen. Under “Messaging Options” check “Automatically include my signature on outgoing messages.”
• To change your signatures click “Edit Signature. . .” under “Messaging Options.”
• This will open a window in which you can edit your signature. When you are done simply click “Save and Close” and your new signature will be used on all outgoing messages.

Inbox Navigation

• Reading Pane. This is similar to Outlook 2003. You can read your emails in a separate window from the messages in your inbox.
• Two-Line View, which gives the sender’s full name and subject line for each message. You can also arrange messages into other views by status, sender, date, or conversation topic.
• Email features
• You can access Global Address Lists from within an email message.
• Message signatures are available, both for new messages and replies, similar to Outlook 2003.
• You can quick-flag message to highlight specific messages than need action taken on them.
• 

Calendar Improvements

• The Calendar feature is very similar to the one on Exchange 2000, except for some changes in the meetings setup. You can now forward meeting requests. When a meeting request is open and you open Calendar it opens in a separate window, making it easier to organize your meetings.
• Meeting invitees can set their preferred reminder times for meetings.

Spam Protection

• OWA filters spam and sends it to the “junk” folder.
• To change your junk mail settings click on the “Options” tab on the left hand side.
• Make sure to check the junk mail folder periodically to make sure that non-junk emails did not get sent to it by accident.

ActiveSync

Exchange ActiveSync allows devices such as a browser-enabled cell phone or a Microsoft Windows Mobile–based device to access information on the server. It enables mobile users to gain access to their e-mail, calendar and contacts and retain access to this information while offline. Use of the different features depends on your mobile provider and phone capabilities.

Migration Information

Possible Migration Problems

Q: I cannot connect to a Public Folder

A: Restart Outlook. If that doesn’t work logoff and restart your computer, then open Outlook and try again.

Q: I cannot sign into Exchange via Outlook

A: You may get this error if you left your Outlook window open overnight and your mailbox was moved to the new server. Close and reopen Outlook.

Q: I cannot connect to another user’s calendar even though I have connected to it in the past

A: This may happen if your mailbox was moved and you haven’t restarted Outlook. Restart Outlook and try again. If you still can’t connect recreate the shortcut to the other calendar: File / Open / Other user's folder / Calendar.

Q: I cannot recover my deleted items

A: Once your mailbox has been moved it wipes the deleted files from your mailbox so you will no longer be able to access them. You will only be able to access files that were deleted after your mailbox was moved. Note: This does not affect items in the "Deleted Items" folder, only items that are actually deleted.

Q: I see all my old email in Outlook, but none of the email that has arrived since the server change.

A: If the new email shows up in Outlook Web Access (and you're seeing its new interface, indicating that you are on the new server), this is probably because you had Outlook 2003 set to Cached Exchange Mode – Outlook is confused by the cached files and is still looking on the old server. Here are the steps for fixing it:

1. In Outlook, select Tools / Email Accounts from the menu. Select "View or change existing email accounts" from the dialog and click Next.
   
2. Select the default server (you will likely only have one server) and click Change.
   
3. Uncheck "Use Cached Exchange Mode." Then click Next. (If it was not checked, this is not your problem, and you should click Cancel and contact the Help Desk.)
   
4. Click OK, then click Finish and close Outlook.
5. Restart Outlook and it should find your new mail.
6. Once you have been moved to the new server, you can recheck the box to use Cached Exchange Mode, but in two weeks the problem will occur again when the final move is made. So it is recommended that you leave the box unchecked and don’t use that feature until the transfer to the new server is complete. (You can set a reminder in your Outlook calendar for August 31 to restore Cached Exchange Mode.)