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OutlookFolders for Microsoft Outlook Networks

1. Cancel rel Help After clicking on gt Add add a personal folder and name the data file and the name Public Folder 5 2 2 Configuring profiles and data files Outlook 2002 and 2003 From Outlook 2002 a new user interface has been incorporated for creating profiles IT automatically creates the data file Personal Folder within the default directory or if it already exists this data file will be opened When creating a new profile the default data file must be deleted after creating a new file Right clicking on gt Outlook or gt Control Panel Mail displays the following screen Mail Setup Outlook E mail Accounts Setup e mail accounts and directories Data Files FR Change settings For the files Outlook uses to store e mail messages and documents Data Files Profiles far Setup multiple profiles of e mail accounts and data files Typically you only need Show Profiles Close 20 User Manual Release 2 0 Quester Software Produkte Click on gt Show Profiles Add Remove Properties Copy When starting Microsoft Outlook use this profile C Prompt for a profile to be used Always use this profile Outlook Click on gt Add New Profile Enter a name and click on gt OK User Manual Release 2 0 Quester Software Produkte E mail Accounts E mail Accounts You can change the e mail accounts and directories tha
2. Only on client activity The mail is only retrieved from the Internet if at least one client retrieves the e mails If on a Sunday for instance all the computers except for the server are switched off this will not retrieve any mail since there is no client to request e mail from the e mail proxy As soon as the first client is switched on Monday and the mail retrieved a connection is set up to the Internet and all the e mails are regularly picked up by all the users This also applies for accounts that are accessed on the server For this reason Microsoft Outlook should not be started on the server as this may pick up mail every x number of minutes In this case you should instruct your employees to shut down their computers at the end of work as otherwise telephone charges will be incurred 43 Quester Software Produkte User Manual Release 2 0 9 2 1 SMTP security OutlookFolders does not allow every client to send e mails To send e mails the following requirements must be met e A client must be able to authenticate itself e Have a trustworthy IP address Since not all clients are capable of authenticating themselves the protocol required for this is relatively new it is possible to define IP areas in which it is permitted to send e mails without authentication To incorporate the same computer into the list it is necessary to enter 127 0 0 1 the address of the local host Mail Setup General Mail
3. Proxy SMTP SMTP security Intemet Accounts Hinweise Clients which are not trusted are allowed to send Caution IF you check this bos your mal server if an open rely Trust the following computers 192 169 0 Delete l Unknown trusted computers are allowd to send Please enter the ip address ranges for comptuers that are allowed to send Tou may enter ip ranges az following All Ps from a range 132 169 0 Some addresses 192 168 0 100 200 9 2 2 E mail accounts Mail Setup Ea General Mail Proxy SMTP SMTP security Internet Accounts POPS Accounts Hinweise asales notify notebook Postmaster Strato Sales Strato T quester Delete u Properties Cancel 44 User Manual Release 2 0 Quester Software Produkte POPS Incoming mail settings E M ail 4 ccount Hints Sales Serer address of your prowider E M ail Account at your provider POPS Server mail server con Login Mame sales company com Password Mame of the pops server at your email provider SS E Mail Adrese sales company com Port 110 fr Enable account Postmaster sales All incoming email accounts are administered centrally in the settings since multiple users can share an account The e mail delivery takes place with the e mail address of the incoming e mail If a user with a corresponding e mail address is found the e mail wil
4. a data file Available remote profiles The OK button will be disabled until a data file Outlook has been selected LF this field is empty The fields server login and password are not set ou did not click on connection The server is not running The server is running as a service but on a wrong user account such Outlook Folders W 1 9 4 2001 Thomas Quester az Clicking on gt Connect opens the following dialog box DutlookFolders 1 9 4 Remote profiles Computer earth 20002 Data files in Outlook are organized in profiles This User name Administrator Cancel dialog shows all profiles which are available for Pogan E Connect this user on the server Anzeige in OL Personal folders at earth 20002 License Pitiles can be opened by a click on the sign in amp order to select a data file Available remote profiles The OK button will be disabled until a data file E Outlook has been selected LF this field is empty The fields server login and password are not set og did not click on connection The server is not running The server i running as a service but on a Wrong user account such Outlook Folders W 1 9 4 2001 Thomas Quester az The Computer combo box finds all the servers available within the network when you click on gt E Depending on the network configuration this can take a few minutes Once you have selected a server you
5. can User Manual Release 2 0 Quester Software Produkte be freely defined here The name entered in the Display name field appears later in the server window of OutlookFolders This enables you to see which user is currently accessing Microsoft Outlook on the server Proceed by clicking on gt Profiles and Rights We recommend that you enable the gt Show All Profiles check box in order to display all profiles and to select those that are to be available for the particular user The other fields are for information and can be ignored at this stage Hiding complete Folder rights data files are an easy and effective way hiding Your private data aC Sales Profile selection Specity what profiles SE d data fil b L C MS Exchange Eintlunger ae El Bd Notify Cancel individual users af Sales Notify Specific folders carn be hidden in the folder rights dialog Show all profiles OutlookFolders 2 0 C 2001 2003 Thomas Quester wew outlookfolders corn 10 Quester Software Produkte User Manual Release 2 0 4 2 3 Installation of the clients Launch Microsoft Outlook on the client PC If OutlookFolders is already installed the Tools menu will contain menu option Install OutlookFolders This menu item may not be visible until the menus are completely opened Outlook Today Microsoft Outlook zu 0 fisearch I File Edit view Favorites Tools Actions Help T For help A New amp S
6. office assistant same at the client and server Changes will take effect after Outlook i restarted Cancel Even without changing over the default port it is possible to set up a connection to the server that uses a different port The port number is to be entered after the address separated by a colon separator see above You can hide the out of office assistent if you do not intend to use the OuthookFolders mail server 6 5 Installation of OutlookFolders as a service OutlookFolders operates both as a normal program and as an NT service Compared with normal programs services offer the following advantages e Services are started without requiring a user to be logged on to the computer e Services continue to run even if the user has logged out e The service can run under a different user account The disadvantage of a service is that it cannot make itself noticed 1 e a service cannot output either a user display or screen messages Under Windows Outlook provides each user with their own profiles 1 e different data files e mail accounts etc appear depending on which user is logged in For this reason it is important to define under which user OutlookFolders s going to run as a service The user requires the Start as a service right gt Service Install displays the following dialog box OutlookFolders Install as service Installation of QutlookFolders Service The service can be used instead o running Qut
7. Folders Mot available Open Folder Remove Click on gt Data Files and select gt Personal Folder pst Quester Software Produkte 23 Quester Software Produkte User Manual Release 2 0 Create or Open Outlook Data File Ee My Documents This dialog box allows you to select the path to the data file and the file name Create Microsoft Personal Folders x Eile C Documents and Settings Owner Local Setting Name gelte gell Encrypbion Sekting No Encryption Compressible Encryption Best Enoryption Password Password Very Password Save this password in your password list cme _ te It is possible to change the display name of the data file to Public Folders After clicking on gt OK the main menu reappears To remove the original data file you need to change over the mail transfer 24 User Manual Release 2 0 Mail Setup Outlook E mail Accounts a Setup e mail accounts and directories Data Files ea Change settings For the files Outlook uses ko store e mail messages and documents Data Files Profiles Setup multiple profiles of e mail accounts and data Files Typically vou only need one Show Profiles Close Click on gt E mail accounts E mail Accounts E mail Accounts You can change the e mail accounts and directories that Outlook uses E mail C Add a new e mail accou
8. Mail delivery Personal Folders Not available Open Folder Add Remove 5 3 Record locking OutlookFolders supports record locking As soon as an object contact or a calendar entry is opened by a user all the other users have read only access This prevents several persons making changes to the same object at the same time Read only objects can be recognized by the word read only appears in the title bar It is possible to enable disable record locking in gt Tools Options 26 Quester Software Produkte User Manual Release 2 0 5 4 Assigning rights Following an initial installation each user initially has rights to all folders If individual rights are to be assigned the assigned rights are highlighted with y or deselected QutlookFolders Folder rights p Hints Shows all profiles and all folders Folders containing E Outlook E f Personal Folders EREE Sb folders a rights configuration are marked with a red dot Rights E Default Configured EA Inherited OutlookFolders 2 0 3 C 2000 2003 Thomas Quester Clicking on gt Add opens a pull down menu All the configured users are displayed and available for configuring rights Choose a user by clicking on OK and assign your individual rights in the folder assignment window and confirm your selection with Apply Clicking on gt ALL will assign the same rights to all the other users listed in
9. NTTLEENTERLELZITRERELERETLLTRERTENTRLTLTRESTERENTLLTRERTRRELATLERETELTEELTATRENTLERENTLLRENELERSTILTEERTETTLLALRERTERSETILTRENTERERLTITRERTRLENTILTREFTLERELTITTETTLERENTLTEERETERELTELEERELELETLUTRERTENTRTLTRERT TEE Within a client server structure all the data s located centrally on the server with all are accessing it Since OutlookFolders does not use a domain controller or similar services any Quester Software Produkte User Manual Release 2 0 computer can be used as the server Within a peer to peer network everyone with everyone the data is not stored in a central location but distributed over workstations with user A accessing the data of user B and vice versa With OutlookFolders a peer to peer network is installed in exactly the same way as for a server client structure we shall not go into any further detail regarding the peer to peer variant in this section The Microsoft Outlook program installed centrally on the server permits all clients to access the data stored there contacts appointments e mails etc as a public folder Each client also possesses a local data file which is used to manage contacts and appointments This data file is used for sending and receiving e mails Concurrently this public folder allows each client to view centrally received e mails and if necessary to edit them It is possible to configure Outlook on the server to receive general e mails such as info webmaster suppor
10. User Manual Release 2 0 Quester Software Produkte OutlookFolders for Microsoft Outlook Networks Quester Software Produkte Thomas Quester Maybachstrasse 10b D 22177 Hamburg Germany Tel 49 0 40 987 668 56 Fax 49 0 40 987 668 58 e mail Info outlookfolders com Web www outloofolders com Web www outlookfolders de User Manual Release 2 0 Quester Software Produkte 1 Introduction Welcome to the OutlookFolders installation for Microsoft Outlook networks OutlookFolders is a flexible and cost efficient alternative to Microsoft Exchange or Lotus Domino server network solution and permits simultaneous access by all users to a central Microsoft Outlook structure The network solution with OutlookFolders is designed for small and medium sized Microsoft Outlook networks and is not geared to any specific industry Additionally it doesn t matter whether 2 to 75 Microsoft Outlook users employ a network centrally within companies in workgroups or locally This manual describes the individual steps required for swift and smooth installation of OutlookFolders Tip for initial installation Once you have checked the installation requirements indicated in chapter 2 0 follow the QuickStart method described in chapter 3 0 Then you can configure all the other functions as required OutlookFolders either incorporates a QMailserver and a Qsynchronisation system or these are included within the scope of delivery Neither o
11. a MS Exchange OutlookFolders can either be installed on the PC on which MS Exchange is running or on a different PC Each user requires a proxy account The Forwarding box is used for entering the address of the MS Exchange user in addition to the PC name for the MS Exchange for example user web de server Forwarding outgoing messages If OutlookFolders is to be used to send messages the MS Exchange System Manager 1s used to enter the name and the port of the OutlookFolders server as a Smart Host under Protocols SMTP Since OutlookFolders is required for sending an authentication a default authentication with an OutlookFolders server user is entered within MS Exchange under Outgoing Security 12 1 4 Proxy account If the e mail server is used it is possible to configure the e mail account here POP3 Incoming mail settings E h ail 4ccount Hints E ales Server address of your provider E Mal Account at your provider POPS Server post strato de Login Name sales outlookfolders de Password Name of the pops server at your email provider BETT rt E M ail 4drese sales outlookfolders de Fort 110 M Enable account Postmaster sales Abbruch E mails from the Internet and internal e mails are retrieved via the e mail proxy The e mail proxy stores the e mails in a directory until the client retrieves them Due to the e mail distribution multiple users can exist
12. a Provider OutlookFoldersClients 10 2 Download Qsynchronization A license for Qsynchronization is included in the delivery of OutlookFolders If you wish to use this additional function we suggest that you configure this option after successfully completing the installation of OutlookFolders although it is possible to do it later To allow other employees of your company to use Qsynchronization when en route to or from home Qsynchronization is also available as a stand alone product Clicking on gt Download will make Qsynchronisation including the user manual immediately available to you You can now communicate at any time and any place with your central Microsoft Outlook data 11 Help topics and tips This chapter deals with various topics in conjunction with and or as a supplement to the installation of OutlookFolders for Microsoft Outlook 11 1 OutlookFolders and other network structures The user manual describes the installation of a typical central server client network structure The following chapter contains a description of other network platforms If you have other network structures in your own company please let us know so that we can propose a solution 46 Quester Software Produkte User Manual Release 2 0 11 1 1 Peer to peer network topology client client structure Peer to Peer network a Y Internet Provider A OutlookFolders clients Since OutlookFolders peer to peer network o
13. all for this is uncritical 1 e even if Microsoft Outlook is not yet correctly configured on the server you will still see the user list DutlookFolders 1 9 4 Remote profiles Computer EARTH 20002 HE The user name can be entered directly into this User name Cancel held or selected by u PER opening the combo box Password Connect Opening the combo box connects to the server and retrives all avaiable Uzer names Anzeige in OL fo utlook Folders License Available remote profiles on Dropping down the logon combo bos can be used to test if the server is running and the IP address i correct IF there i no connection ou will receive can not connect ko server In this case check the server name orlP address and check if the server is running on the other machine OuthookFolders W 1 9 4 2001 Thomas Quester Another method involves setting up a Telnet connection to the server at port 2002 If you receive an error message a connection cannot be set up an empty screen means that a connection can be set up Under Windows NT please start gt Telnet Start Run then enter Telnet and enter the following text gt Open servername 2002 If you receive an error message it was not possible to set up a connection to the server gt User Manual Release 2 0 Quester Software Produkte The connection was set up but nothing can be displayed Although the connection setup works no data is dis
14. as mail accounts For this reason the e mail accounts are managed in the Mail Settings and only selected at this point Clicking on gt new allows you to create a new e mail account The Mail Settings can also be used to manage various e mail accounts 53 User Manual Release 2 0 Quester Software Produkte Explanation of the fields Account Name of the e mail account If available this account can be selected If not clicking on New can create it Primary e mail address This e mail address belongs to this account This address is used by the e mail proxy in order to collect internal e mails so that these are not sent via the Internet but delivered directly to the recipient s account Forwarding of incoming Allows all incoming e mails to be forwarded e mails Log in The user must log in order to use the other server 12 1 5 Internet e mail account and Personal Folder If e mail folders are to be managed on the server it is possible to configure an e mail account here for this these user s If the e mail account does not exist a Personal Folder is automatically created for this these user s 13 Questions and answers This chapter provides both tips on how to obtain answers to questions relating to Microsoft Outlook and answers on how to solve problems frequently encountered during the installation and operation of OutlookFolders 13 1 Questions about Microsoft Outlook We are pleased to
15. broaden the Microsoft Outlook knowledge you have in connection with the installation of OutlookFolders Quite frequently it is possible to answer general or specific questions you may have about Microsoft Outlook directly for you within the Microsoft environment and with proven expertise Tip If you have general or special questions concerning Microsoft Outlook we have a good tip for you simply ask an MVP Microsoft Most Valuable Professional recommended by Microsoft for providing special cost free assistance and represented in newsgroups and or with their own web sites Simply visit the newsgroup web sites of Microsoft and MVP assistance Clicking on gt http www microsoft com technet newsgroups default asp Clicking on gt http support microsoft com newsgroups default aspx Clicking on gt http msdn microsoft com newsgroups Clicking on gt http www microsoft com communities guide usergroups mspx And or Clicking on gt Microsoft MVP Program Clicking on gt Email mvpga microsoft com to request information on MVP s Where you will find expert help We believe this presents an excellent opportunity for conversing within the Microsoft Outlook environment besides being an enjoyable way of taking part in this community 54 Quester Software Produkte User Manual Release 2 0 13 2 Questions about OutlookFolders Once OutlookFolders has been installed and configured experience shows that questions actua
16. can be configured later QMailserver manages the transfer and distribution of e mails It either retrieves e mail via the POP3 protocol from one or a number of e mail accounts or receives it from the sender via SMTP The mail server is a product extension of OutlookFolders which organizes the distribution of e mails The advantages of a mail server include the following e E mails that are sent internally do not need to be sent via the Internet e E mails that are to be sent via the Internet can be collected in order to be sent at fixed times e E mail accounts are administered centrally on the mail server e An Absence Wizard answers your e mails automatically when you are out of the office 8 1 Setting up the mail proxy A mail proxy is a mail server that is connected between the mail client e g Microsoft and a provider Mails are sent from the client to the proxy the proxy forwards the emails to the provider where it retrieves them The mail proxy is not unlike the mail server of your Internet provider The mail proxy recognizes whether a particular e mail is an internal or external e mail Each user of the mail proxy is entered in the user management section with an e mail address If an email is processed the proxy first checks whether this e mail address is known If the address is known the 36 User Manual Release 2 0 Quester Software Produkte e mail is posted into the user s inbox otherwise it will be sent via the Inter
17. can select the user After entering the password clicking on gt Connect displays all the available profiles including the data files Once you have chosen a data file it is adopted by clicking on gt OK If your server works on a different port than the default port you can enter the port numbers separated by a colon It is also possible to enter the port in the Advanced field 12 User Manual Release 2 0 Quester Software Produkte Tip Enter the computer name or IP address manually depending on the network the search routine can take a very long time OutlookFolders uses the network environment for browsing the network Use the Login box to enter the name of a user of the OutlookFolders server If the server has been entered correctly it is possible to open the Login Name drop down list By opening Login Name you can easily tell whether or not a network connection to the server exists Clicking on gt Connect retrieves the data profiles of the server PC and displays these in the Microsoft Outlook tree structure Once you have selected a data file a Display name is automatically generated for Microsoft Outlook This consists of the name of the data file and the server name for instance Personal Folders at Assistant If you can only see the large icons in Microsoft Outlook you should select View Folder List A new folder with the name OutlookFolders will appear which is the folder structure of the server 5 Ins
18. ctly linked with Personal Folders 40 User Manual Release 2 0 Quester Software Produkte Explanation of the fields Start mail proxy This button must be enabled in order for the e mail proxy to be started Changed settings only come into effect after first restarting the server Port for SMTP The port number for the outgoing mail server is normally 25 This applies for all outgoing mail servers on each computer In special cases it is necessary to deviate from the default for example if a second outgoing mail server exists Changing the port number also enables you to conceal your outgoing mail server Port for POP3 The port number for the incoming mail server is normally 110 In special cases it 1s desirable to deviate from the default Forward outgoing Generally speaking for e mails you require an incoming mail server e mail to recipient POP3 and an outgoing mail server SMTP at the provider s OutlookFolders has its own outgoing mail server Domain name DNS server When logging on at the recipient mailbox for reasons of courtesy a name is required If you have a domain enter the name of your domain here Otherwise you can also enter the name of your company or any other text here If the server runs under Windows 2000 or Windows XP this field is not visible since NT 2000 has a DNS resolution within the operating system which however also runs on other operating systems if
19. data file has been selected LF this field is empty The fields server login and password are not set ou did not click on connection The server is not running The server is running as a service but on a Wrong User account such OuthookFolders W 1 9 4 2001 Thomas Quester at The Computer combo box finds all the servers available within the network when you click on gt Depending on the network configuration this can take a few minutes Once you have selected a server you can select the user After entering the password clicking on gt Connect displays all the available profiles including the data files Once you have chosen a data file t 1s adopted by clicking on gt OK If your server works on a different port than the default port you can enter the port numbers separated by a colon It is also possible to enter the port in the Advanced box Tip Enter the computer name or the IP address manually depending on the network the search routine can take a very long time OutlookFolders uses the network environment for browsing the network Use the Login box to enter the name of a user of the OutlookFolders server If the server has been entered correctly you can open the Login Name box By opening Login Name you can tell whether or not a network connection to the server exists Clicking on gt Connect retrieves the data profiles of the server PC and displays them in the Microsoft Outlook
20. e managed differently in each version of Microsoft Outlook Microsoft Outlook now features a new menu option Tools Install OutlookFolders If you use Microsoft Outlook 2000 in Internet mode this is the only way of installing OutlookFolders since this mode does not support any service management functions If OutlookFolders is already installed the Tools menu will contain menu option Install OutlookFolders This menu option may not be visible until the menus have been completely opened Outlook Today Microsoft Outlook File Edit view Favorites Tools Actions Help r A New g Send Receive Find Eh S en outlook today G Outlook Shortcut Folder List x uUIOOK Shortcuts sr Tuesday February 24 2004 Customize Outlook Today Calendar SY Contacts Calendar Tasks Messages Outlook Today 9 Deleted Items oe r F A eia Drafts 0 g3 Be Outbox 0 Calendar 23 Notes A Q Outbox a JA Sent Items ai eas Tasks QA Test N Personal Folders at OUTLOOKTEAM 20002 Deleted Items Personal Folders My Shortcuts Other Shortcuts Done Further options include e Outlook 97 98 or 2000 Click on gt Tools Services Add OutlookFolders e Outlook XP Click on gt Tools Data File Management Add Clicking on gt Tools Install OutlookFolders displays the following dialog box 28 User Manual Release 2 0 Quester Software Produkte OutlookFolders Available services Ok MSWEPF Qut
21. e studies are used when referring to other network variants that can be achieved with OutlookFolders The following contains a summary of the variants along with graphics topology in the following chapters Chapter 4 1 Server client network server client structure Chapter 11 1 1 Peer to peer network topology client client structure Chapter 11 1 2 Central local corporate network locations Chapter 10 1 Notebook home PC synchronization topology Chapter 8 2 QMailserver topology Quester Software Produkte User Manual Release 2 0 3 1 Network The OutlookFolders installation requires a configured and functioning TCP IP network in order to ensure the interference free exchange of data TCP IP is the protocol that is also used for the Internet If you use e mail on the workstations or can surf the web your network is already correctly configured It is irrelevant at this point whether or not a server exists and everyone is interconnected peer to peer network 3 2 TCP IP port and firewall TCP IP uses ports to control the communication within the network The web requires port 80 for e mail ports 25 send and 110 receive are used OutlookFolders requires port 2002 Since there is no global registration point for ports using port 2002 may cause conflicts f a different program also wants to use port 2002 If a firewall is configured in your network it s possible that port 2002 is released in the intranet Port 2002 s
22. eady exists the data files this contains can be used instantly from each chent e OutlookFolders itself does not have a Data File Management function Since it does not work directly with the data files it signs in at the same database interface that is also used by Microsoft Outlook Windows Messaging subsystem MAPI 16 User Manual Release 2 0 Quester Software Produkte 5 2 1 Configuring profiles and data files Outlook 97 98 2000 It is possible to create a new data file in Microsoft Outlook by selecting File New Personal Folders File You create a new profile in either of the following ways a In the Control Panel or b By right clicking on the Microsoft Outlook icon gt on your desktop Windows Messaging Settings Properties und Internet Mail Personal Address Book Personal Folders Bp Windows Messaging Settings ea ee ee Windows Messaging Setinss Click on gt Add 17 User Manual Release 2 0 Quester Software Produkte Windows Messaging Setup Wizard Select the information service s that you want to use with Windows Messaging Use the following information services T Microsoft Mail Internet Mail Back Cancel Generally speaking a Public Folder does not have an e mail transport service For this reason select the Manually configure information services option Windows Messaging Setup Wizard Type a name for this new profile The name will disting
23. ease 2 0 Quester Software Produkte Users Name Administrator Initial la Sumame Admin Email forwarding Alias Administrator Password 5 Profiles Display Administrator E mail Dut of office maltese Title T City Department PO o Region Office Help state Secretary Lancel Telephone IY Postmaster Administrator I Out of office Hilfe Optional feld OuthookFolders 2 0 It is important to configure the fields in the top section for the server function Explanation of the fields First Name Last Name First and last name of the user Display name Name that appears in the user list Login Login name of the user This can only be assigned once and no longer changed afterwards All further settings for instance the rights relate to the login name Password Your personal password E mail address If either the OutlookFolders Proxy or the Mail Services are used it is possible to enter an e mail address here If no proxy account has been set up yet you can leave this field blank E mail forwarding E mail for this user can be forwarded to a different address Postmaster This address is the global postmaster All e mails that cannot be assigned are stored in the postmaster s account Administrator Only administrators are allowed to administer OutlookFolders via the network All the other fields are information fields In future versions of OutlookFolders
24. ediately forwarded to the corresponding account on Server2 12 1 2 Configuration Server2 Since Server2 does not have an Internet connection no POP3 accounts are required and all incoming e mails are received via SMTP An e mail address must be specified for each user in the user manager window In the example above User2 receives the email address user2 web de In the mail settings Serverl is entered under SMTP as the smart server such that Server2 forwards all outgoing e mails that are not internal e mails to Serverl which in turn either distributes these internally or sends them to the Internet 12 1 3 OutlookFolders as a POP3 gateway for MS Exchange The MS Exchange server itself cannot provide POP3 collective accounts Forwarding incoming messages 32 User Manual Release 2 0 Quester Software Produkte It is not possible to retrieve POP3 e mail with an MS Exchange server Instead this server relies on e mail being delivered by a different mail server via SMTP Because of this a domain and a dedicated line are required The Exchange server doesn t set up a dial up connection prior to sending either OutlookFolders can take care of both of these tasks Since MS Exchange also has a POP3 and an SMTP server the first step involves changing the port addresses of both servers in OutlookFolders for example to 26 and 111 OutlookFolders is now used to configure all e mail accounts and users who are to receive their messages vi
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26. end Receive Find GA EL Outlook Shortcuts Folder List x lt 5 0 Personal Folders Tuesday February 24 2004 Calendar Contacts Deleted Items Inbox 0 E Drafts f a6 Drafts 0 Outbox 0 g3 Journal gt Notes Outbox Ne Sent Items Tasks DI Test Personal Folders at OUTLOOKTEAM 20002 Calendar Tasks Messages Deleted Items Personal Folders My Shortcuts Other Shortcuts Done Further options include e Outlook 97 98 or 2000 Click on gt Tools Services Add OutlookFolders e Outlook XP Click on gt Tools Data File Management Add e Clicking on gt Tools Install OutlookFolders displays the following dialog box OutlookFolders Available services MSWEF OutookFolders Mailbox Fibu at Cancel MSWEF OutlookFolders Mars at quester mars Delete Properties License N ae Sa OuthookFolders 2 0 3 C 2000 2003 Thomas Quester Clicking on gt New opens the following dialog box 11 Quester Software Produkte User Manual Release 2 0 OutlookFolders 1 9 4 Remote profiles Computer earth 20002 D ata files in Outlook are organized in profiles This User name Administrator Cancel dialog shows all profiles which are available for Slagecenang E Connect this user on the server Anzeige in OL Personal folders at earth 20002 License Priiles can be opened by a click on the sign in amp order to select
27. eo a ee res 38 User Manual Release 2 0 Quester Software Produkte 501 VN een ea era ne 38 802 PRON On nee 39 87 Incoming mail Server POPS sescsccsccacstsdiendascatasaidesteacousisanieaniamscescataneiieteescausseupaeuatamsdnecaiaaess 39 Sl SN ea a A TEE E T E 39 F Mal OXY ora E E E N EEN 40 91 1 Outgoing mailserver SMIP use naaua 42 92 MMU UAE CC E ae ee re re ren 43 721 SMIE WEIN esse beat see E R A E 44 922 Poma aico ersteinmal apie sede E seen 44 OSS CHTO ZA ON een er Teer nee 45 10 1 Notebook home PC synchronization topology uussssnnnnnnnnnnnnnnnnnnnnnneeneeeennnnnnn 46 10 2 Download Qsynchronization uusesssssssssnnnnnnnnnnnnnnnnnnnnennnennnnnnnnnnnnnnnnnnnnnnnnnnennenenennnnnn 46 HoD TOPICS an Denen een 46 11 1 OutlookFolders and other network structures 22222220ssseeeeeseeensnnnnnnnnnnnnnnnnnnnnen nennen 46 11 1 1 Peer to peer network topology client client structure eeeeennnn 47 11 1 2 Central local corporate network lOcations cccccceececeeeeeeeeeceaaaesessseseeeeeeeeees 48 11 2 Activating the test version by license code s 222000000ssnnnnnnnnnnnnnnnnnnnnnnnnneneeeeeennnnnn 48 112 1 License management steed si Peete A e E i 50 11 3 Updating OutlookFolders 2 0 cccccssssssssseseeececcececeeeeeeeaaaasessseeeeeeeseeeeeeeeeeseeaaaaaaesssses 51 11 4 Uninstalling OutlookFolders 000000222220000000020000000ennnnnannnnnnnnan
28. extremely easy to administer platform which is designed to permit efficient communication in enterprises with more than one location Central local corporate network 1 Ac o OutlookFolders ae x de OutlookFolders h Central se Clients Internet Network Local i zz gt Provider Er OutlookFolders x Clients OutlookFolders Clients Network Local Router Features The OutlookFolders network solution for corporate networks extends the functions of the central OutlookFolders server client and or peer to Peer network platforms and enables a high level of productivity in teamwork scenarios message transmission and communication with local OutlookFolders for Microsoft Outlook networks Shared Microsoft Outlook folders can either be stored on a central server PC or stored locally in the branch offices on workstations All users access a single PC acting as the server which provides Public Folders in the first example A user directly accesses the Microsoft Outlook of a different user in the second example By way of example a secretary has direct access to her manager s calendar so that she can enter and retrieve appointments Since it is only possible to access data of a different PC when the other PC is switched on it is more beneficial to administer Microsoft Outlook data centrally As the server PC either a dedicated server i e a PC on which nobody works or any other workstation can be selected Connection via t
29. f these is essential for using OutlookFolders If you wish to use these additional functions we suggest that you configure them after installing OutlookFolders Demo and test version of OutlookFolders There are two ways of testing OutlookFolders in practical application scenarios a The unlicensed full version available as a download of OutlookFolders displays max 25 entries in the public Microsoft Outlook folders and can be used for an unlimited period of time The license code sent to you is used to activate the demo or test version immediately after receiving your order including the activation of the hidden entries and can be instantly used in its full functionality without re installing b You can also order a cost free test license via the order page This enables you to test a full version for 30 days This version is activated immediately upon receipt of your order Once you receive your license code it can be used right way in its full functionality without re installing If you have already received your license code please proceed to gt chapter 11 2 Activating the test version by license code Updating OutlookFolders If you wish to perform an update to the latest OutlookFolders release please proceed to gt chapter 11 3 Updating OutlookFolders This user manual is designed to help both Microsoft Outlook users and professionals working in this area to get started quickly Our customers are small and mid sized enterprise
30. file DNSAPLDLL is available For license related legal reasons however this is not recommended The internal DNS resolution is used for all other operating systems You receive the name or the IP address of the DNS server Dial into the Internet start command exe or cmd exe and enter IPCONFIG all Towards the end the entry for DNS server will appear Copy the IP address into this field 41 Quester Software Produkte User Manual Release 2 0 9 1 1 Outgoing mail server SMTP Mail Setup General Mail Proxy SMTP SMTP security Internet Accounts Hinmeize M Use smart server Server name ar IF Fort smtr 1 undl com 25 Y Logon User name Password 7 Use the following email address as a recipient for log on only tquester outlookfolders biz Cancel Complete these fields if the e mails are to be sent to an additional e mail server The SMTP server sends the e mails directly to the Internet if a connection has been set up The e mails can also be sent with a different server for example another OutlookFolders server or an MS Exchange server This allows e mails to be sent via an external e mail server like GMX The e mails arrive with the correct sender identity even if the same provider sends the e mails of all users Explanation of the fields Use Smart Server If this check box 1s enabled all the e mails are sent via the intranet to an additional server Port Port number
31. ft Outlook and MS Exchange to get OutlookFolders up and running as quickly as possible Because different network variants are possible this manual describes the individual steps required for a typical server client installation with OutlookFolders Prior to installing OutlookFolders it is advisable to check the settings on the PCs that will be used within your network and adjust them if necessary 2 1 System requirements PC Workstation or equipment configuration of each workstation within your MS Outlook network e IBM PC or 100 compatible PC with a network card e Pentium processor min 133 MHz e 32 MB RAM system memory min 5 MB hard disk space for the configuration of OutlookFolders and e Sufficient hard disk space for the OutlookFoldersServer PC for storing Microsoft Outlook data e mail contacts etc MS Windows versions MS Windows 95 98 MS Windows NT 4 0 Workstation Server MS Windows 2000 Professional MS Windows 2000 Server MS Windows XP Microsoft Outlook Versions e Microsoft Outlook 97 e Microsoft Outlook 98 e Microsoft Outlook 2000 e Microsoft Outlook 2002 e Microsoft Outlook 2003 Note e Support as server MS Outlook with Unicode PST file 30 GB 3 Preparation for installation Since different network variants are possible this manual describes the individual steps required for a typical server client installation with OutlookFolders As you work your way through this manual and in the appendix cas
32. hat corresponds with the program 6 4 Changing the port OutlookFolders uses port 2002 by default for all communication tasks In some cases it is necessary to change this port to a different one because port 2002 is locked in a firewall or a different program is also using this port Note Changing over the port makes it difficult for your server to be found within the network which can be beneficial for security reasons If more than one server is working in the network each server can use a different port On the server selecting the Server Port menu option changes the port Server Port alas Lives Sen au 002 This dialog changes the port on which the local server operates In case you can not start the server because the port IF vou change the port for the server the port is already used must be changed on all clients also The chent port can be changed using the client setup The server operates normally at port dialog or by appending the port number to the 2002 In certain cases the port must be server name Example server 12345 changed to a different part Cancel On the client it is possible to change the default port using the Client Options menu option 2 User Manual Release 2 0 Quester Software Produkte OutlookFolders Client options E x Hints TCP IP Port 2002 IF you da not use the standard port 002 or 2U002 you may choose any other port The port must be the fr Show out of
33. he Internet If there is a permanent connection to the Internet it is also possible to operate the server at a different location In this case the connection to the server is set up via the Internet To set this up you will require either a fixed IP address or a dynamic DNS service which is responsible for name resolution The DNS provider implements the configuration of a dynamic DNS click on gt www selfhost de 11 2 Activating the test version by license code s The unlicensed full version available via download or the full version ordered under evaluation license via the order page can be activated here on procuring the product by entering the assigned license code enabling the product to be used in full immediately without having to re install it You will be sent the license code automatically by e mail within a few minutes after procuring OutlookFolders 48 Quester Software Produkte User Manual Release 2 0 You will find the box for entering the license code under gt Tools Install OutlookFolders or if you wish to enter this under gt Tools Services in workgroup mode under gt Tools Services OutlookFolders OutlookFolders Available services MSWEPF QuthookFolders Mailbox Fibu at Cancel MSWEF OutlhookFolders Mars at quester mars m Delete Properties License Ne SS Loa SS Outlook Folders 2 0 3 C 2000 2003 Thomas Quester and by clicking on gt License OutlookFolder
34. hookFolders Mailbox Fibu at Cancel MSWEF OutlhookFolders Mars at quester mars Ely Fe REY Delete License SS Outlook Folders 2 0 3 C 2000 2003 Thomas Quester Clicking on gt New opens the following dialog box OutlookFolders 1 9 4 Remote profiles Computer ou can not click the OF z button until all parameters for a connection are T Administrator b Cancel Fell specied You need the TE E Connect following parameters Anzeige in OL M ars at quester mars License Available remote profiles 1 Server name or IF 2 user name Passwort 3 Data file Use the server field to manually enter the server name or server IF address orto search your network for available servers Searching may take a few minutes depending on our network structure OutlookFolders W 1 9 4 2001 Thomas Quester Clicking on gt Connect opens the following dialog box 29 Quester Software Produkte User Manual Release 2 0 DutlookFolders 1 9 4 Remote profiles Computer quester mars Data files in Outlook are organized in profiles This User name Administrator Cancel dialog shows all profiles which are available for Slagecenang 5 Connect this user on the server Anzeige in OL Marsa at quester mars License Priiles can be opened by a click on the sign in amp order to select a data file Available remote profiles The OK button will be disabled until a
35. hould not be visible to the outside unless you wish to access your Outlook data via the Internet If you cannot release port 2002 it is also possible to change the port To change the port use the OutlookFolders Administrator program to set the port differently for the server and the client If the port is changed it also has to be changed on all the workstations since communication is only possible via the same port 4 Initial installation QuickStart of OutlookFolders The OutlookFolders QuickStart method permits reliable and swift installation and does not require a lot of experience with Microsoft Outlook and networks Decide yourself whether you prefer this method or the Installation detailed method described in detail in chapter 5 A QuickStart installation is performed in the following steps a Server e Installation of the server on the OutlookFolders server PC using the setup routine e Configuring Microsoft Outlook e Configuring a user client in OutlookFolders 1 Server client network server client structure a Server client network OutlookFoldersServer 4 7 Internet _ 77 Provider gt m m m Aw Son ABS Son Exo m OutlookFoldersClients UTPERERLTETLLTRERPERTELTITPERERLESTTLTLERTRLRELTITEETELTRESTLLTEN TER ELILTRETERELELITRERTERERTTLTRESTERENTLITRERTERERITLERESELTERTTLTTETTLERENTLLRERTEERELTLTEEREL EST LTATERTLELERTITTRERTERERTEITEETTELELITLTRENELLREITALTENTLERE
36. ified here this license number would be assigned to this client If the server knows the client s license number this number will be assigned for this client Entering the license numbers Clicking on gt Change displays the following dialog box Licenses Hints Please enter one license key per line Please enter your license codes in the following dialog Each number contains a separate license code IF you received an Invoice in POF format containing license codes click on T in acrobat reader so that You can select and copy the codes 50 Quester Software Produkte User Manual Release 2 0 The license numbers are entered in the form of free text in this dialog box each line containing a single license The simplest way of filling this field out is to copy the license number as a block from the e mail confirmation or from the PDF bill using gt Copy Paste Important The licenses are only distributed after first restarting the server Licensing Qsynchronization Qsynchronization checks whether a valid OutlookFolders license exists and if so it does not require a separate license If the licenses are managed on the server Qsynchronization cannot find the license on a client without a license number In this case it is necessary to install a license from OutlookFolders on the client on which CABUSSynchronization is running 11 3 Updating OutlookFolders If you wish to perform a product update to the late
37. l be placed into his or her mailbox otherwise the e mail will be routed to a postmaster Tip If you have created a separate account for each user at the provider s the owner of the account should be entered as the postmaster It is possible to define additional properties for each account E mail addresses for the particular account Delivery of the incoming e mails to multiple proxy accounts E mail forwarding Automatic sending of copies to a different SMTP server 10 Qsynchronization Qsynchronisation is the synchronization program for Microsoft Outlook This module can be used for synchronizing Microsoft Outlook laptops and or home PCs offline via the Internet Communicate at any time any place Qsynchronization enables you to synchronize freely definable folders the inbox of your laptop with that of a central desktop or even to publish your calendar in a Public Folder It extends the functionality of OutlookFolders a cost efficient synchronization solution from Microsoft Outlook for updating data when your on the move with your office 45 User Manual Release 2 0 Quester Software Produkte 10 1 Notebook home PC synchronization topology Qsynchronization using the example of Microsoft Outlook synchronization in a connection with a central server client network structure via the Internet Laptop Home PC synchronization il y gt aza Notebooks amp OutlookFoldersServer i S Internet 4 ON Home PCs amz
38. llow on step Since Windows does not allow passwords to be exported all users are imported without their User Manual Release 2 0 Quester Software Produkte passwords OutlookFolders Import users Import fror It is possible to create new users manually using the following screen e Click on gt User e Click on gt New e Now enter the user data Name Administrator Initials la Surname Admin E mail forwarding lias Administrator Password fee Profiles Display Administrator Email Out of office Address Title ro City Department Po K Region Office Help state Secretary Cancel Telephone ss il i Postmaster V Administrator I Out of office Hilfe Optional feld EEE OutlookFolders 2 0 Important The First Name Last Name Login Password and Display name fields are mandatory fields If you fail to fill in one of these fields the new user will not be activated when you click on gt OK Tip Since you require specific user data later during the installation of clients and OutlookFolders servers please repeat the entries making notes according to the following scheme paying attention to uppercase and lowercase notation First Name Last Name Login Password Display E mail address Note The entries in these fields apply for the installation of OutlookFolders and for this reason need not match the user login entries in MS Windows This also applies for the password which
39. llowing files all of which are located in the Windows directory e Wkslib dll e Olwconfig dll e Mswkf32 dll To install the server manually all you have to do is copy the program directory onto a different computer The server files can be copied to any location within the system and started with all the required data files registry keys etc being created during the first start up The client must be registered To do this start REGS VR32 from the command line and start the program with wkslib dll followed by OLWConfig dll The easiest way is to open the DLL file by double clicking on it and specifying c windows sytstem32 REGS VR32 exe as the program for DLLs 5 1 3 User management In order to log into the server a username and password are required User details are also required in order to configure email accounts and to assign rights If no individual rights are to be assigned it is sufficient to create a single user DutlookFolders Server Users Name Account sales sales Postmaster postmaster outlook folders ratify notify Egbert Parthesius eparthesius Administrator Administrator Thomas Quester Thomas asales asales public public public vfs vfs Fax ser FaxUser Postmaster postmaster outlook folders fax Fax fax Delete Modify paleo wea Import gt Outlook Folders 2 0 3 C 2000 2003 Thomas Quester Clicking on gt OK opens the following dialog box 14 User Manual Rel
40. lly only arise whenever special network solutions or solutions that deviate from the standard usage are to be configured Consequently this chapter mainly deals with those questions that arise during the installation of OutlookFolders and provides the answers to these 13 2 1 Install OutlookFolders not in menu Microsoft Outlook buffers the registry entries for extensions in file gt EXTEND DAT Unfortunately it sometimes happens that this file is not created automatically In this case it is helpful to search for EXTEND DAT and then delete it EXTEND DAT is located within the user s directory tree 1 e under Documents and Settings in NT 2000 The best way of finding EXTEND DAT is to use gt File Find With Windows XP it is also necessary to enable the option for searching for hidden files As soon as EXTEND DAT has been deleted the registry is re read and the add in installed or an add in that is still loaded but no longer available removed from Microsoft Outlook 13 2 2 Server client unable to set up a connection Normally the connection to the server is set up via port 2002 A TCP connection to the server via this port must exist If no connection can be set up to port 2002 this may be due to a firewall which prevents communication to the server either on the server or client side To test whether a connection to server exists at port 2002 try to open the Login Name drop down list This list comes from the server The c
41. lookFolders as an application Services require Windows MT 2000 of SP under Windows 95 98 or ME services can not be installed Please enter the user name and password for the user account the service will run This must be a user account under which Outlook is configured User Name pe Password S Cancel The easiest way to add Start as service to the user account following the installation is to open the Control Panel using OutlookFolders Administrator and to reselect the user account 33 User Manual Release 2 0 a Services File Action View Help gt BEFREIT e n Services Local 4 Services Local OLW Service Name Sey IPSEC Services Ps Kerberos Key Distri Sa License Logging Sa Logical Disk Manager Sa Logical Disk Manage iy Messenger Sa Microsoft Software Sia Met Logon Sa NetMeeting Remote Quester Software Produkte Description Provides e On domain Monitors a Detects an Configures Transmits Manages 5 Maintains a Enables an Status Started Started Sa Network Connections Manages o Started Sa Network DDE Sa Network DDE DSDM Provides n Manages D Sa Network Location 4 Collects an Started Sea NT LM Security Sup RLW SEVICE a mor Provides 5 vice op OLW Service Properties Local Computer General Log Un Recovery Dependencies Log on as L
42. n De O Notity Lancel individual users H Wl EEE ag lek Fa DJ Sales Notify Hiding complete J Sales Folder rights data tiles are an easy and effective way hiding Your private data Specific folders carn be hidden in the folder rights dialog Show all profiles OutlookFolders 2 0 C 2001 2003 Thomas Quester www outlookfolders corn If profiles are selected only those profiles that are highlighted are authorized to login In the connection setup window only the selected profiles will be displayed It is possible to get around this by clicking the Show All Profiles check box which gives the user full access to all profiles In chapter 5 4 Assigning rights it is possible to assign additional rights for each PST file The Profile Manager allows you to administer data in multiple files It is possible to create a PST file with the name Public Folders on the server and make this accessible to other users Personal folders are not accessible for other users 5 2 Installation of Public Folders To optimally structure your server it is advisable to create a number of new data files for instance a data file with the name Public Folders which can be located in a profile of its own This offers the advantage that any profiles that exist can be concealed Please note e OutlookFolders automatically makes all the data files available in all profiles In other words f a version of Microsoft Outlook alr
43. n Internet mode entirely as the server for Outlook XP or Outlook 2000 in workgroup mode For this reason we recommend that you change over your server Outlook to workgroup mode 4 2 1 Installation The installation program permits the following types of installation e Full e Custom client e Custom server We recommend selecting the Full installation option the only difference is an additional 2 MB approx space on the hard drive is used up Installation For each PC simply keep clicking on gt next until the installation has finished 4 2 2 Configuring the server In the subsequent installation step clicking on gt Start OutlookFoldersServer starts the server You will find the icon 2 in the taskbar on your desktop bottom right DutlookFolders Server Users x en sales sales Postmaster postmaster amp outlookfolderz notify notify Egbert Parthesius eparthesi us Administrator Administrator Ne Thomas Quester Thomas asales asales Delete public public public wis whs Fax ser Fax ser Mad ty Postmaster postmaster amp outlockfolders fax fax fax Import Outlook Folders 2 0 3 C 2000 2003 Thomas Quester From Windows NT and higher it is possible to import Windows users into OutlookFolders e Click on gt Import e Select Windows NT and e Click on gt OK This will import all user accounts Some users may be imported who are not used for OutlookFolders These can be deleted in a fo
44. n dialog window Once the connection has been set up the open sessions are also displayed thus making it easy to tell how many people are logged onto the server OutlookFolders Administrator localhost Io File Server WT Service Hilfe Curent Server Quester localhost d OuthookF alders Objects Sessions Administrator QUESTER FIBU unregistered Outlook Folders Administrator 1 9 9 C 2000 2003 Thomas Quester 6 2 Connecting to a server within the network To connect to a different server within the network enter the IP address or the name of the computer if necessary followed by the port number in the Current Server field Clicking on the arrow in the Current Server field causes the Administrator to search for all the servers available within the network This process can take quite a while to run The following dialog box subsequently appears 31 User Manual Release 2 0 Quester Software Produkte DutlookFolders Searching the network E x G Host EARTH Note The Administrator will only find servers that work at the default port Examples EEE 192 168 0 1 Connection to server 192 168 0 1 at the default port Serverl Connection to Serverl at the default port 192 168 0 1 5000 Connection to server working at port 5000 Server 1 8000 Connection to server Server at port 8000 6 3 Changing the settings User accounts rights options etc are entered using the Administrator through a user interface t
45. n in the tray bottom right on your desktop to indicate that it is installed This is not the case however for the normal user display in Windows NT 3 5 1 since this does not feature a Start button or tray By installing Internet Explorer 4 or higher these functions will become available Installation under Windows 95 Under Windows 95 DCOM98 must be installed DCOM98 is automatically installed with Microsoft Office The minimum configuration makes it possible to use Windows Messaging The Exchange client can be used to read and receive messages via OutlookFolders By installing Windows Messaging Windows 95 can be used as the OutlookFolders server for all versions of Microsoft Office 5 1 2 Special precautions under terminal server WTS In terminal server mode each user terminal has the same IP address For this reason the server can only be started once Consequently all the data must be available at a central location and the peer to peer variant is not possible To install the program the terminal server must be in installation mode Call up the Control Panel select Add Remove Programs and install the program from there 13 User Manual Release 2 0 Quester Software Produkte If the terminal does not switch to installation mode it is also possible to install OutlookFolders manually Prior to doing this install OutlookFolders on any computer and copy the files to the target location OutlookFolders client consists of the fo
46. nal SMTP server in the intranet by appending the e mail address After this e mail address it is possible to specify the server and port separated by a colon Examples user gmx de server1 Sends the message to server Serverl namely to account user gmx de user gmx de server1 26 Sends the message to server Serverl namely to account user gmx de the SMTP server at Serverl works on port 26 51 User Manual Release 2 0 Quester Software Produkte 12 1 Typical configuration involving multiple mail servers Lets assume there are two computers n our intranet on which OutlookFolders has been installed namely Server and Server2 Server has Internet access Server2 sends all outgoing e mails to Serverl which in turn forwards these to the Internet if it is not dealing with a local address within our intranet 12 1 1 Configuration Servert Since only Server has Internet access it is necessary to configure all the users for the purpose of e mail distribution including the user PCs of Server2 The users of the Server2 computer do not have an e mail account on Serverl which is why all the e mails are forwarded to Server2 OutlookFolders Mail forwarding POP External address Forward message to the following recipient as a copy Sn Forwarding MW Forward incoming mails Send a copy of all incoming mails to this address ee Abbruch bernehmen All incoming messages for this user are imm
47. net Internal e mails can be sent and received without a connection being set up to the Internet 8 2 QMailserver topology QMailserver Topologie OutlookFoldersServer a M EN ey QMailserver e Internet Provider gt ne m E en OutlookFoldersClients Yu EN ee ro I i i ci D gt om 8 3 Preparation for commissioning the mail server To configure the mail server please collate the following data which are required for entries during the commissioning procedure Access data from your Internet Service Provider e Name of the incoming mail server POP3 e Account name with the Internet Service Provider for each e mail account e Password with the Internet Service Provider for each e mail account e You receive these details from your Internet Service Provider Additionally e The IP address or the name of the PC on which the OutlookFolders mail server is installed e The names and passwords of the users of OutlookFolders 37 Quester Software Produkte User Manual Release 2 0 8 4 Configuring the client Normally Outlook sends e mails to and receives them from the mail proxy Outlook is configured so that the e mails are transported to from the mail proxy i e to the computer on which OutlookFolders is installed and run In this case the username password correspond to a configured CABS Folders user E mail Accounts E e _ x Internet E mail Settings POPS Each of the
48. nnnnnenneneennennnnnnneen 51 Using multiple mail servers with OutloOkFolders cccccccssssssssssssssscsccccccccccccscsssscsssssees 51 12 1 Typical configuration involving multiple mail servers cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 52 12 1 1 COI CUT ATOM Server ee ee er 52 12 3 2 CORE UT AUTOM SCE Ci ee nen lesen 52 12 1 3 OutlookFolders as a POP3 gateway for MS Exchange nn 32 EA OR ACC Oi 53 12 1 5 Internet e mail account and Personal Folder ccc cccccccceceseessssseseeseeeeeeeeees 54 Questions and ANSWERS ers reset 54 13 1 Questions about Microsoft Outlook 2200022200nneeennenennnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnenn 54 13 2 Questions about QullockPolder3 ae ee 55 13 2 1 Install OutlookFolders not in menu usssssssssnnnnnsnnssssseeeeeeeeneennnnnnnnnnnnnnnnn 55 13 2 2 Server client unable to set up a CONNECTION cccceccccccceeeceeeeeeeaeeeeesseseeeeeeeeess 55 13 3 Support and customer service hotline ccccccccccccccecceeceeeeeesessseseeeeceeeeeeeeeeeeeaaaeeeeessees 56 User Manual Release 2 0 Quester Software Produkte 2 Installation of OutlookFolders A well prepared installation simplifies the process of getting OutlookFolders up and running quickly and to optimum effect The user guidance provided in this manual is designed to help both users with normal Microsoft Outlook and users with in depth knowledge of Microso
49. nt View or change existing e mail accounts po Rp a Ed E AEAEE Directory Add a new directory or address book View or change existing directories or address books Click on gt Next Quester Software Produkte 25 User Manual Release 2 0 Quester Software Produkte E mail Accounts E mail Accounts You can select an account and change its settings or remove it Outlook processes e mail For these accounts in the Following order change mail outlookbeam com POPISMTP Default mail outlooktearn com 1 POP SMTP Add mail outlooktearn com 24 PORISPTP mail outlookteam com 3 POPR SPITR Remove ro 3 ten ry eee nie gt Move Down Deliver new e mail to the Following location Personal Folders Hew Outlook Data File Personal Folders at QUTLOOKTE SM 20002 Back Cancel Personal Folders Select Personal Folder and click on gt Finish Select the data files again in the main menu You can now delete the Personal Folder Outlook Data Files Data Files Outlook stores your information on servers and in files on your computer The list below shows the locations of your Outlook data Click settings to see more information about a data store Click Open Folder to display the File Folder For your Outlook data You must shutdown Outlook to mowe or copy these Files Mame Filename Comment Settings Personal Folders Documents and Settin
50. ocal System account P Allow serice to interact with desktop i This account Administrator Browse Password PELE E Confirm password SSCS CCE ERESES You can enable or disable this service for the hardware profiles listed below Hardware Profile Frofile 1 Enabled Enable Disable 34 User Manual Release 2 0 Quester Software Produkte 7 OutlookFolders Watchdog It is not possible to perform a data backup of the server data file while it is being accessed To bypass this problem the Watchdog has been developed Watchdog is capable of shutting down and backing up the server at a specific time or on command and restarting the server After starting the Watchdog the icon appears in the tray bar next to the time and can be displayed by clicking on it with the mouse The following dialog box appears 6 OutlookFolders Watch dog Mej Tum off Outlook Folders at IE 00 00 S Turm on QuthookFolders at 16 00 00 Set OL watchdog Semer mns as Service On shutdown Restart computer Stop Server Start Server Setup script Time 20 29 52 Shutdown 16 00 On If the server is running as a service click on gt Server runs as Service because a service has to be started differently than a program The fields at the top are used for entering a time e g 1 00 a m The server is shut down at this time a script s executed and the server restarted Clicking on gt Setup Script
51. of the other SMTP server normally 25 Server name or IP Name of the server Log on The other server requires the user to log on Username Username for logging on at the other server This sender name is not visible for the recipient of the e mail it is only used for logging on at the e mail server Password Password for logging on at the other server 42 Quester Software Produkte User Manual Release 2 0 9 2 Internet settings General Mail Proxy SMTP SMTP security Internet Accounts Connection to the internet Hinweise f Permanent LAN DSL Coapa Dial if important messages are to be sent Dial if messages are to be sent Only on client activity I Disconnect Check POPS server W Every Minutes Cancel The proxy server sets up a connection to the Internet at regular intervals if a dial up connection is available It is also possible to set up the connection if a message is to be sent If the connection is no longer required by OutlookFolders it will be shut down Explanation of the fields Permanent connection Does not set up a dial up connection LAN Configuration DSL The connection is set up via DSL This option corresponds to the LAN option with the difference that the server can check whether the connection has been set up Dial in Set up of a connection with the specified Internet provider Every X minutes Sets up a connection every X minutes
52. opens the following dialog box Dialog Ea Script copy c dataoutlook pst c dataoutlook pst bak Insert Command Hesult Run Cancel Clicking on Insert Command allows you to enter acommand Copy or Execute It is possible to 35 User Manual Release 2 0 Quester Software Produkte test this by clicking on Run Both commands of the script each have an entry screen Insert copy command Source file name Po Target file name ee ae TE 71 Start from the command line or Task Scheduler Since Watchdog only runs as a program we recommend you use the Windows Task Scheduler to start the Watchdog If Watchdog is started with the Stop parameter the server is shut down To start it use the Start command from the command line Example Start and shut down the program plus data backup Cd c programs Quester OutlookFolders C OLWWatchdog Stop Copy t deta outlook pst G data outlooksic pst Ntbackup c data c data bkf Start OLWServer exe Example Start and shut down the service plus data backup Cd c programs Quester OutlookFolders C OLWWatchdog Stop Copy Cf derta Outlook Bst idara CuLlooksic pst Ntbackup c data c data bkf Net start OLWService 8 QMailserver OutlookFolders incorporates a POP3 and SMTP server QMailserver is not required in order to use OutlookFolders If you wish to use this additional function we suggest that you install it after installing OutlookFolders so that t
53. or instance to a different server at a different provider s from where the recipient later retrieves the e mail In some cases the e mail is sent directly to a recipient s computer 8 6 2 Receive POP3 The mail server retrieves the e mails at the Internet Service Provider and delivers them to the mailboxes Outlook retrieves the e mails from these mailboxes via POP3 e mail transport The Microsoft Outlook clients retrieve the e mails from these mailboxes Microsoft Outlook does not have a connection to the Internet Service Provider it queries QMailserver directly If a PC is used that is online 24 hours a day with the same IP address it is possible to configure an SMTP server as an incoming mail server The following is required for this A dedicated Internet line with a fixed IP address A server that is constantly connected to the Internet An SMTP server for example OutlookFolders MS Exchange Lotus Domino e A domain Configuration involves entering the IP address in the MX record of the DNS server and after around 72 hours this modification should have replicated itself on all DNS servers after which the e mail address can be resolved for all e mail servers with the given IP address the e mail is sent to the specified server which subsequently delivers it to the mailboxes 8 7 Incoming mail server POP3 Since most users have neither a domain nor a dedicated line with the server to go with it often the POP3 protocol is used for
54. perates exactly the same way as a server client structure nothing more will be said about the installation of a peer to peer variant OutlookFolders does not require a domain controller like NT or W2k server For this reason a secretary s PC can be the server just like an old Windows 98 system is typically used as a print server A further variant within a small network involves each user receiving his own local profile while also being able to see the profile of his employees and or colleagues in order to coordinate his contacts and appointments with them With this option a client and a server must be installed on each network PC concurrently since this is the only way the server is able to access the clients profile The drawback of this option is that each PC must be online within the network For this reason we recommend that one random PC should act as the server on which an additional Microsoft Outlook data file pst is installed which all users can access via the network The PC remains ON all the time and is accessible to all other users within the network 47 User Manual Release 2 0 Quester Software Produkte 11 1 2 Central local corporate network locations The OutlookFolders solutions for central local deployment is designed to cater to the needs of enterprises of all kinds and sizes which wish to connect to their satellite offices from their main office In conjunction with Microsoft Outlook OutlookFolders provides an
55. played just a gray window containing the error message Unable to display folder This error can have different causes e The server is not available e g not started e The two Outlook installations are not compatible This sometimes occurs if the server Outlook 2000 is in Internet mode and an attempt is made to access it with Outlook XP Outlook XP uses Unicode Outlook 2000 does not understand Unicode in Internet mode The solution here is to switch Outlook 2000 to workgroup mode e The file on the server contains errors These can be eliminated with gt SCANPST SCANPST is installed with Outlook and s already located on your hard disk drive where it can be easily found using the Start Find function e The PST file has either been renamed or deleted on the server e The user account has either been changed or deleted on the server 13 3 Support and customer service hotline We are available to help you with advice and support via our customer service hotline This service provides tips on general questions relating to OutlookFolders in addition to supplying answers on how to solve any problems you encounter either during installation or when working with OutlookFolders At this point we would like to request that you use our e mail support address whenever you require support and only contact us by phone in case of real emergencies Our support is available via a free customer service hotline We can only provide this service ho
56. r router for example through the Internet connection release from Windows 8 6 External mail For the transfer of e mail in the Internet SMTP and POP3 have become the two standard protocols More recent e mail clients also support the IMAP protocol which enables e mail to be retrieved in multiple folders without a download 8 6 1 Send SMTP The Microsoft Outlook clients send their e mails to QMailserver This mail server checks whether it has a mailbox for the recipient If a mailbox exists it will deliver the e mail to this mailbox If not it will send the e mail into the Internet In doing so the e mail is sent to the mail server in the Internet which is responsible for the recipient s address This protocol is used in order to send e mail to a different server An SMTP server is always required in order to receive e mail either directly in the recipient s home or through an Internet provider The sender via SMTP protocol sends e mails to an SMTP server which receives and stores forwards or rejects them Most e mail accounts with Internet providers have an outgoing mail server SMTP server Microsoft Outlook sends outgoing e mails from this account to the SMTP server If the recipient has an account 38 User Manual Release 2 0 Quester Software Produkte with the same provider this e mail will be placed in the recipients mailbox and can be retrieved via POP3 otherwise the e mail is forwarded to a different SMTP server f
57. rcase L I e Number 1 e Uppercase I I 49 User Manual Release 2 0 Quester Software Produkte An error message will be generated if you enter an incorrect license code However you will receive no additional messages if the license code you entered is correct Confirm your entry by clicking on gt OK or gt close for MS XP Now close Microsoft Outlook and re open it and you will see all the entries in the Public Folders 11 2 1 License management Each client receives a separate license number The license number is transferred to the server where it is checked If the license is correct full access will be granted From Version 2 0 as an option it is also possible to manage licenses on the server by way of an alternative Licenses You have installed the following license codes Hints License keps can be CIE Computer stored on the server or at each client Storing license keys at the server has the advantage of easier deployment but additional software such as WSyne are unable to read the license keys Storage at client and server can be used at the same time Eval licenses test licenses must be entered at the client The server assigns each Microsoft Outlook client signing in without a license number a free number When the client signs out again the license number is released again allowing it to be used by a different client If the client has one of the license numbers spec
58. retrieving e mails The SMTP server which has originally received the e mails is located in this case at an Internet provider s who collects the incoming e mails until they are retrieved via POP3 and deleted 8 7 1 Sending e mail General Mail Prony SMTP SMTP security Internet Accounts Hinweise Outlook Folders W Enable Recordlocking TCPVIF Port 2002 Mail Server W Enable mail server Enable server support for PST files Cancel This dialog box is used to determine whether the mailboxes are to be administered on the server or whether it 1s to be possible to create Personal Folders on the server which can be used by the client Under Microsoft Outlook XP internal e mail transport must be enabled since MAPI mail transport no longer works here this option is currently not available 39 Quester Software Produkte User Manual Release 2 0 9 E mail proxy General Mail Proxy SMTP SMTP security Internet Accounts Hinweise M Start mail proxy Port for SMTP server 50 Port for POPS server 110 Domain name Joutlookfalders de DNS server leave empty on NT 2000 DAS Server The mail proxy is a server that is connected between the external e mail accounts and Microsoft Outlook The proxy retrieves the e mails from the Internet provider and delivers them to the proxy e mail accounts From here it is possible to retrieve the e mails with Microsoft Outlook The mail proxy deli
59. s License User name informational Hirit Fou renved your license code in digital License number hnn AMEE MMMH form you may use cop bhhh and paste Ctrl C and ome cced Ctrl to copy the license code into this esr 03 01 2004 feld This avoids miztyping any a characters Use the box to enter a username and to enter the license code in the three input fields The username is for information only and can be left blank To avoid errors when making your entry we recommend using the Copy Paste method Copy the entire number with the key combination Ctrl C and paste it into the User field with Ctrl V Highlight the first block by double clicking on it and proceed to cut it out with Ctrl X and paste it into the first field Repeat this procedure for all three fields Once you have successfully entered the code the dialog box will be closed If you have keyed in an incorrect code an error message will appear If you wish to send an error report to the support team please enclose the exact text of the error message preferably with the aid of a screenshot of the message generated when entering your license This will ensure that our support team has all the important data Some characters look very similar For this reason when printing out your license numbers please use the Courier New character set Only by using this character set it is possible to clearly distinguish between the following characters e Lowe
60. s SMEs as well as large corporations that rely on cost efficient fast and easy to maintain IT solutions OutlookFolders is a simple to administer Microsoft Outlook communications solution which gives your employees Microsoft Outlook network capability without requiring an MS Exchange server OutlookFolders for Microsoft Outlook networks at a price you can afford Your QUESTER team User Manual Release 2 0 Quester Software Produkte Table of contents INT 0GB Oera E E 2 Installation OF OutlookRolders asus aan 5 21 oystemreguite ments PO hessas een rennen 5 Preparation for Installat on 5 ANN O E see ae T 6 32 TOPP porna 110 Wall 15 ee E are 6 Initial installation QuickStart of OutlookFolders sseooosseosossoossseossssocssseossseocssseossseosssseoo 6 4 1 Server client network server client structure uu 220usssseennssennnssennnnnennnenennnennnnnnennnnnennnn 6 AD Installat on preparation sseni E EEEa 7 4 71 e A ee ee EE ee 8 4 2 2 Conngurnng iHe Serye tesa sense ee 8 4 2 3 Installation of the CHES unse ea aa 11 Installation defalled 2 22 5u 2er lee SEEE ai 13 31 el Ilse Bin Le ofthe SEI gt oenen E eA EOR REN 13 5 1 1 Special precautions for Windows 95 NT 3 51 and NT 4 0 13 5 1 2 Special precautions under terminal server WTS ccccccccccccceeesssessseseeseeeeeeeees 13 Seles Torma emen eier e E E E ER 14 5 1 4 Configuring an administrator 2 0 0 cccccccccsssssssssessee
61. se settings are required to get your e mail account working ey User Information Server Information Your Mame Incoming mail server POPS E mail Address Outgoing mail server SMTP Logon Information Test Settings Beeren After Filling out the information on this screen we Zu recommend you test your account by clicking the button Password below Requires network connection I Remember password Test Account Settings Log on using Secure Password Authentication SPA More Sebhings Cancel The mail proxy forwards the e mails either to an internal user or via the Internet to an external user 8 5 Configuring external e mail Without requiring further configuration the mail proxy is capable of forwarding internal emails It must however be configured in order to send and receive external mails Tip If you only wish to use internal e mails think up your own e mail addresses e g m mustermann muster local and enter these both in the OutlookFolders user manager and in Outlook s e mail accounts In every case a connection to the Internet must first be set up which can operate either using a router via Windows or via QMailserver It is only advisable to manage the connection with QMailserver 1f the Internet is used exclusively for e mail since QMailserver can only monitor this type of Internet connection The best way to set up a joint Internet connection for all the services is via a proxy server o
62. st OutlookFolders release please follow exactly the same procedure as for a new installation and simply install the new version without any differences on each server and client PC within your network This update installation procedure has no effect whatsoever on your Microsoft Outlook data which are retained without any changes 11 4 Uninstalling OutlookFolders To uninstall OutlookFolders please proceed as follows a Uninstalling the client All the user data and connections are retained 1f OutlookFolders is uninstalled As a rule uninstall programs do not delete data created by the user If you no longer wish to use OutlookFolders prior to uninstalling the program please remove all connections in Outlook via gt Tools Install OutlookFolders On the client now select gt START FIND Files or Folders to search for and delete the file gt extend dat If Outlook was started it will not have been possible to remove the DLLs The following DLLs will still be located in your Windows directory and in this case have to be deleted manually e OLWConfig dll e wkslib dll e mswkf32 dll As a rule these entries will be located in directory gt c winnt or c windows b Uninstalling the server Delete the OutlookFolder under gt C Programs to uninstall the OutlookFolders server complete delete 1 Quester 2 OutlookFolders 12 Using multiple mail servers with OutlookFolders OutlookFolders allows you to send e mail to an additio
63. t which cannot be assigned to one client These are available to each client within the public folder Additional servers can be installed on the workstations in order to allow a manager s appointments to be processed by the secretary Note The term server does not imply a domain controller such as an NT or Windows 2000 server but the OutlookFolders server exe program The OutlookFolders server is installed on the computer that is to be accessed which is centrally available as a server In this case the local pst file becomes the Public Folder The client no longer has to be installed since the central Microsoft Outlook program can access its own PST file and is already connected via the personal folder Tip Install the server not the client on the PC that you wish to access Install the client not the server on those PCs that will access a central Microsoft Outlook program b Client e Installation of the clients using setup e Configure a connection in Microsoft Outlook e Asan option we advise configuring the following functions as described starting in chapter 4 0 after first completing a QuickStart installation Assignment of rights for Microsoft Outlook folder Configuration of a number of profiles within the server Outlook Start the server as a service under Windows NT E mail server E mail forwarding 4 2 Installation preparation Regardless of whether you are using a peer to peer or a server client network struct
64. t Outlook uses E mail Add a new e mail account Directory Add a new directory or address book C View or change existing directories or address books Microsoft Outlook IF you want to create a profile with no e mail accounts click OK IF you do not want to create a profile at all click Cancel General cL The following profiles are set up on this computer Outlook 5 Add Remove Properties Copy when starting Microsoft Outlook use this profile t Prompt for a profile to be used Always use this profile Outlook 22 User Manual Release 2 0 Click on Properties or double click on gt Test Mail Setup Outlook E mail Accounts Setup e mail accounts and directories Data Files es Change settings For the files Outlook uses to store e mail messages and documents Data Files Profiles Setup multiple profiles of e mail accounts and data files Typically you only need One Show Profiles Outlook Data Files Data Files Outlook stores your information on servers and in Files on your computer The list below shows the locations of your Outlook data Click settings to see more information about a data store Click Open Folder to display the File Folder For your Outlook data You must shutdown Outlook to mowe or copy these Files Mame Filename Comment Settings Personal Folders Documents and Settin Mail delivery Personal
65. tallation detailed Initial installation details of OutlookFolders This chapter describes the installation of OutlookFolders in details that were not addressed in the QuickStart section in chapter 3 5 1 Installation of the server Following the installation with setup you will be able to start the server To use it it is necessary to consider a few things and to make some settings First you should consider whether the server is to be installed centrally on a server computer on one or a number of workstations In the first case you should make one folder accessible to all users in the form of a Public Folder In the second case each user can release data for other users and a Public Folder can be installed on a server For each server the following installation steps are necessary Installation with setup Configuration of a Public Folder if required Configuration of at least one user Option Assigning of user rights and profiles Option Setting up of a mail account 5 1 1 Special precautions for Windows 95 NT 3 51 and NT 4 0 Installation under NT 4 0 Under Windows NT 4 0 it is possible to use Windows Messaging as an alternative way of releasing profiles In this case no additional Microsoft Outlook license is required If the Dial Up Networking function is not installed it 1s not possible to dial in and the corresponding fields in the configuration are not active Installation under NT 3 51 OutlookFolders displays an ico
66. the pull down menu who you configure after clicking on gt OK in the folder assignment window and confirm with Apply The folder assignment window allows you to assign the following rights for each folder R Change or create For the selected folders the user has the right to create or modify elements elements L Delete or move For the selected folders the user has the right to delete or move elements elements N Read elements For the selected folders the user has the right to read the entries The user has read only access to folders Objects may not be modified renamed or created U Open subfolder For the selected folders the user has the right to open subfolders If this right is not assigned it will not be possible for the user to open subfolders O Create folder For the selected folders the user has the right to create folders S Include subfolders For the selected folders the selected rights also automatically apply for all subfolders 21 User Manual Release 2 0 Quester Software Produkte 5 5 Installation of the clients Note If you are updating from OutlookFolders Release 2 0 to a higher software release both the client and server should be re installed For example updating from Version 2 0 to a higher version you should do this for the server and the clients since compatibility cannot always be garenteed Launch Microsoft Outlook on the client PC Since the services ar
67. these information fields will be directly accessible via the Microsoft Outlook Address Book 5 1 4 Configuring an administrator OutlookFolders initially allows the server to be administered by each user who has access to the server or who has the Remote Administration Program To protect the server from being accessed by third parties it is advisable to identify at least one user as the Administrator That way OutlookFolders can only be configured and administered by the particular user s who is are identified as Administrator 15 User Manual Release 2 0 Quester Software Produkte 5 1 5 Releasing profiles Microsoft Outlook uses profiles to organize data files and e mail accounts This makes it possible for several users to work with the same Outlook program As soon as one person has signed out another person can sign in with a different profile Each user only sees his own data and only has access to his own e mails OutlookFolders establishes a connection to all the profiles and all the data files To prevent this the Profile Manager allows you to define for each user which profiles and data files the particular user is allowed to access Single clicking on Profiles opens another window which is used for administering the profiles and data files released for the particular user Profile selection SU CCCC PPO ee eee Specity what profiles FO MS Ex d data fil b H E MS Exchange Einstellungen ee Ee ca
68. tree structure Once you have selected a data file a display name 1s automatically generated for Microsoft Outlook This consists of the name of the data file and the server name for instance Personal Folders at Assistant 5 6 Further options OutlookFolders is a store provider for Outlook in other words a new type of data file This can be added in Outlook via Tools Services Outlook 97 98 2000 or via File New Data File Outlook XP It allows OutlookFolders to be configured directly from the Control Panel Mail 6 OutlookFolders Administrator OutlookFolders Administrator allows you to perform the following tasks e Administer OutlookFolders via the network e Administer the service currently running e Modify the ports on the server and client sides e Activate menu option Absence Wizard in Outlook 30 User Manual Release 2 0 Quester Software Produkte 6 1 Connecting to a server To connect to the server on the same system click on the Connect button The Server field will automatically display local host and be connected to the local server If an administrator exists access is only possible by entering a username password otherwise the connection will start without requesting these details Logon THis computer requires you to log on Username x Password Fa SEE Lancel Logging into OutlookFolders Administrator The status of the connection is displayed in the Administrator s mai
69. uish this profile from other profiles that you create Profile Name Public Folders lt Back Cancel The profile receives the name Public Folders or a different meaningful name The name of this profile appears later when setting up the connection on the client In the next dialog box to appear click on gt Add to configure a new service 18 Quester Software Produkte User Manual Release 2 0 Add Serrice to Profile Internet Mail PT Microsoft Mail Personal Address Book Personal Folders It is a good idea to store the data file in a folder that is also included in your data backup schedule To avoid any confusion the data file should be called Public Folder although any other name will work just as well It will make finding the file later easier Create Open Personal Folders File J public data kd public folders pst Dan PST Files pst F Cancel Click on gt Public Folder pst Create Microsoft Personal Folders x public folders 19 User Manual Release 2 0 Quester Software Produkte The default is Personal Folder which should also be changed into Public Folder in order to facilitate finding it later The name of this folder appears later when setting up the connection on the client Public Folders Properties E4 SEICE Delivery Addressing The following information services are set up in this profile Add Remove Properties Copy About
70. ure it is possible to install OutlookFolders on any Windows computer We assume that your PC network is configured as follows e Server client or e Peer to peer everyone with everyone network structure Microsoft Outlook should be installed and configured on each PC Important Please install OutlookFolders after first having installed and configured Microsoft Outlook on your network PCs or the server program will not start If you receive a message telling you that Outlook is not the standard e mail client when starting the server for the first time please check the Tools Internet Options menu in Internet Explorer You can do this by selecting the Programs tab view to see whether Microsoft Outlook is entered as the program to be used for e mail Quester Software Produkte User Manual Release 2 0 In detail The following requirements must be met before OutlookFolders can be properly installed e Microsoft Outlook must work on each workstation within the network It is not sufficient to perform a simple setup of Microsoft Office Outlook since Microsoft Outlook configures itself when started for the first time e A TCP IP network connection must be installed e RPC or DCOM must be installed this is ensured by the installation of Microsoft Office If you are using Microsoft Outlook 2000 we recommend you select the workgroup mode although OutlookFolders can also be operated in Internet mode Important It is not possible to use Outlook i
71. vers internal e mails directly to the corresponding mailboxes The most important tasks of the mail proxy are If a dial up connection exists costs are incurred each time it s used to dial into the Internet The e mail proxy dials into the Internet at intervals and retrieves and or sends e mails In doing this the e mails are sent and received for all users Sending and receiving takes place simultaneously meaning that the modem is placed under a load in both directions during the short duration of the online connection Internal e mails are not sent via the Internet but instead are placed directly into the recipient s inbox thus incurring no telephone charges The e mail clients e g Microsoft Outlook can retrieve e mails at short intervals e g every minute However the proxy ensures that the e mails are transported into the Internet e g only every 15 minutes or if an important e mail is to be sent If e mails arrive collectively via a single account the mail proxy delivers the e mails to the corresponding recipients on the basis of the recipient address E mails can be forwarded For example it is possible to configure an account which forwards incoming e mails directly to an MS Exchange server Equally all internal or external e mails can be forwarded as a copy to a web mailer from where an employee can retrieve them when he is away from the office The e mail proxy works independently of OutlookFolders and as such is not dire
72. wever if the level of input on our part remains within reasonable limits We appreciate your understanding Support und customer service hotline Phone 49 0 40 987 668 56 Support customer service support outlookfolders com Forum http www outlookfolders de Lang English phorum index php FAQ http www outlookfolders de Lang English Artikel htm MS Article http www outlookfolders de Lang English links htm Do you have anything positive or negative you would like to tell us about this User Manual Please send us your comments to the above e mail address Many thanks for your interest in our products We are certain that you will achieve the desired success with OutlookFolders for Microsoft Outlook Your QUESTER team COPYRIGHT and TRADEMARKS notice Copyright 2001 2004 Thomas Quester Maybachstrasse 10b D 22177 Hamburg Germany All rights reserved Copyright 2004 Microsoft Corporation All rights reserved Microsoft and Outlook and or other Microsoft products referenced herein are either registered trademarks or trademarks of Microsoft Corporation in the U S and or other countries Trademarks QuesterTM and other names logos and icons identifying Quester products and services referenced herein are trademarks or registered trademarks of Quester All other product and or brand or company names mentioned herein may be are the trademarks of their respective owners 56

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