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OLfolders Manual

1. Type a question for help Folder List Automatischer Yerkauf at quester f Friday April 01 2005 Customize Outlook Today Eai Outlook Today Personal Folders Calendar Calendar 3 Calendar 2 B Contacts Today Tasks Messages Inbox 0 Drafts 0 Deleted Items b 830 AM 11 00 AM a E Drafts 12 00 PM 2 00 PM b Ba Inbox 2 30 PM 4 30PM C re Journal E Notes Outbox JA QNewsletter QA Sent Items BS Tasks Outbox a Further options include e Outlook 97 98 or 2000 Click on gt Tools Services Add OLfolders e Outlook XP Click on gt Tools Data File Management Add e Clicking on gt Tools Install OLfolders displays the following dialog box 12 User Manual OLFolders xi Available services MS WEKF OLFolders Automatischer Verkauf at quester fibur Cancel ew Delete Properties License N e pras pe OLFolders 2 2 1 C 2000 2003 Thomas Quester Clicking on gt New opens the following dialog box OLfolders 2 2 1 Remote profiles xi omputer Lo Please enter the servername eventually Comp x followed by the port Examples User name Jasales bs Cancel servername poe Connect servename 20002 Password Emea 192 168 0 1 Display name in Automatischer Verkauf at quester fibu 2 License 192 168 0 1 20002 Puron connection without APC can be established D by specifiying the NPC protocol Example
2. RPC Port NPC Port J Interaktive fi 234 221 77 Standard EET m Mail Server Program start iv enable mail server IV Enable server support for PST files J Start program with Windows I Old connection not compatible with XPSP2 J The easiest way to add Start as service to the user account following the installation is to open the Control Panel using OLfolders Administrator and to reselect the user account 28 User Manual h Services iof x File Action View Help 5 mie eB e gt su Services Local Services Local OLFolders Server Name Description Status Startup Type Log On As Microsoft Software Manages s Manual Local System Start the service Bs Net Logon Maintains a Manual Local System Sy NetMeeting Remot Enables an Disabled Local System Network Connections Manages o Started Manual Local System Sy Network DDE Provides n Disabled Local System Sy Network DDE DSDM Manages D Disabled Local System Sa Network Location 4 Collects an Started Manual Local System Sa Network Provisionin Manages X Manual Local System SANT LM Security Sup Provides s Manual Local System SOLFol Automatic Loc em y Performance Logs Collects pe Manual Network 5 Bs Plug and Play Enables a c Started Automatic Local System Bs Portable Media Seri Retrieves t Manual Local System Sy Print Spooler Manages al Started Automatic Local System Sy
3. Today Inbox 0 Drafts 0 Outbox a Further options include e Outlook 97 98 or 2000 Click on gt Tools Services Add OLfolders e Outlook XP Click on gt Tools Data File Management Add Clicking on gt Tools Install OLfolders displays the following dialog box 22 User Manual OLFolders xi Available services MS WEKF OLFolders Automatischer Verkauf at quester fibur Cancel ew Delete Properties License N e pras pe OLFolders 2 2 1 C 2000 2003 Thomas Quester Clicking on gt New opens the following dialog box OLfolders 2 2 1 Remote profiles xi omputer ox Please enter the servername eventually Comp followed by the port Examples User name Jasales ti Cancel servername pre Connect servename 20002 Password Emea 192 168 0 1 Display name in Automatischer Verkauf at quester fibu 2 License 192 168 0 1 20002 i Puron connection without RPC can be established D by specifiying the NPC protocol Example IV Convert notes field from Outlook 97 98 2000 to Outlook 2003 npe servername Available remote profiles npe servername 221 77 npe 192 168 0 1 npe 192 168 0 1 22177 Next drop down the users field to check if the connection to the server exists dropping down the user name field will create a connection to the server if you get can not connect to the server please check the following Ensure the server runs Ensure the server uses the same port
4. gmx de server1 26 Sends the message to server Serverl namely to account user de the SMTP server at Serverl works on port 26 12 1 Typical configuration involving multiple mail servers Let s assume there are two computers in our intranet on which OLfolders has been installed namely Server1 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 45 User Manual 12 1 1 Configuration Server1 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 E Mail Forwarding From Fonwardto as Dia Properties Delete All incoming messages for this user are immediately 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 Server is entered under SMTP as the smart server such that Server2 forwards all outgoing e mails that are not
5. This consists of the name of the data file and the server name for instance Personal Folders at Assistant 5 6 Further options OLfolders 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 OLfolders to be configured directly from the Control Panel Mail 6 OLfolders Administrator OLfolders Administrator allows you to perform the following tasks e Administer OLfolders 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 24 User Manual 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 This computer requires you to log on Username z Password oo Cancel Logging into OLfolders Administrator The status of the connection is displayed in the Administrator s main 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 OLfolders Administrator lo
6. 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 PDF format containing license codes click on T in acrobat reader so that you can select and copy the codes 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 OLfolders 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 44 User Manual without a license number In this case it is necessary to install a license from OLfolders on the client on which QSynchronization is running 11 3 Updating OLfolders If you wish to perform a product update to the latest OLfolders 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
7. Protected Storage Protects st Started Automatic Local System 84 Remote Access Aut Detects un Local System Tere Paar We a Han v Extended K Standard OLFolders Server Properties Local Compute 24x General Log On Recovery Dependencies Log on as C Local System account M Allow service to interact with desktop This account Administrator Browse Password eeeeeseseeeeeese Confirm password seecceceosoeees fou can enable or disable this service for the hardware profiles listed below Hardware Profile Profile 1 Enabled Enable Disable Cancel Apply 29 User Manual 7 OLfolders 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 OLfolder Watch dog lel Es Turn off OLFolders at kooo Fd Tum on OLFolders at 4 00 00 i Set OLW Watchdog Serverruns as Service On shutdown J Restart computer Stop Server Start Server Setup script Time 08 03 03 Shutdown 00 1311C On If the server is running as a service click on gt Server runs as Service b
8. 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 9 2 1 SMTP security OLfolders 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 38 User Manual 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 xi General Mail Proxy SMTP SMTP security Intemet Accounts Trust the following computers Hinweise Clients which are not trusted are E allowed to send e Delete
9. anne Automatischer Verkauf Restore a ie Vorgaben kann jederzeit ge ndert werden Hint The unregistered version will display only 25 entries per folder OLfolders 2 2 1 2001 Thomas Quester The Computer combo box finds all the servers available within the network when you click on gt I 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 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 box Tip Enter the computer name or the IP address manually depending on the network the search routine can take a very long time OLfolders uses the network environment for browsing the network Use the Login box to enter the name of a user of the OLfolders 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 tree structure Once you have selected a data file a display name is automatically generated for Microsoft Outlook
10. be used to test if the server is running and the IP D address is corect IV Convert notes field from Outlook 97 98 2000 to Outlook 2003 If there is no connection you will receive can Available remote profiles not connect to server In this case check the server name or IP address and check if the server is running on the other machine ou may also try to telnet to the server at port 2002 or whatever port you choose You should receive an empty screen if the server is responding Please check also if you are running a personal firewall and if your network is running correctly Please enter the password assigned to this Hint The unregistered version will display only 25 entries per folder user on the server OLfolders Y 2 2 1 2001 Thomas Quester e 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 server name 2002 If you receive an error message it was not possible to set up a connection to the server The connection was set up but nothing can be displayed Although the connection setup works no data is displayed just a gray window containing the error message Unable to display folder This error can have different causes e The server is n
11. for Microsoft Outlook networks OLfolders 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 OLfolders 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 unlimited 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 OLfolders Tip for initial installation Once you have checked the installation requirements indicated in gt chapter 2 Installation of OLfolders and chapter 3 Preparation for installation follow the QuickStart method described in gt chapter 4 Initial installation of OLfolders QuickStart OLfolders either incorporates a QMailserver and a QSynchronisation system or these are included within the scope of delivery Neither of these is essential for using OLfolders If you wish to use these additional functions we suggest that you configure them after installing OLfolders Demo and test version of OLfolders There are two ways of testing OLfolders in practical application scenarios a The unlicensed full version available as a download of OLfolders displays max 25 entries in the public Microsoft Outlook folders and can be used f
12. 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 email General Mail Proxy SMTP SMTP security Intemet Accounts Hinweise r OutlookFolders IV Enable Recordlocking TCP IP Port 2002 m Mail Server V Enable mail server I Enable server support for PST files Help Cancel This dialog box is used to determine whether the mailboxes are to be administered on the server or whether it is 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 34 User Manual 9 Email proxy General Mail Proxy SMTP SMTP security Intemet Accounts m Hinweise M Start mail proxy Port for SMTP server 25 Port for POP3 server 110 Domain name outlookfolders de DNS server leave empty on NT 2000 DNS 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 delivers internal e mails directly to the corresponding mailbo
13. user of the OLfolders 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 OLfolders will appear which is the folder structure of the server 5 Installation detailed Initial installation details of OLfolders This chapter describes the installation of OLfolders in details that were not addressed in the QuickStart section in chapter 4 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 ins
14. Central Internet Network Local Provide L i t m i em i ae OLfolders gt et 2 ee a Clients tot OLfolders Clients Network Loca il Router Antenne ma Features The OLfolders network solution for corporate networks extends the functions of the central OLfolders 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 OLfolders 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 the 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 u
15. IV Convert notes field from Outlook 97 98 2000 to Outlook 2003 npe servername Available remote profiles npe servername 221 77 npe 192 168 0 1 npe 192 168 0 1 22177 Next drop down the users field to check if the connection to the server exists dropping down the user name field will create a connection to the server if you get can not connect to the server please check the following Ensure the server runs Ensure the server uses the same ports Ensure that no firewall is blocking the connection you may disable the all firewalls Hint The unregistered version will display only 25 entries per folder until you get connection then configure them OLfolders V 2 2 1 2001 Thomas Quester properly Clicking on gt Connect opens the following dialog box 13 User Manual OLfolders 2 2 1 Remote profiles x Computer quester fibu 20002 x Data files in Qutlook are organized in profiles This dialog shows all profiles which are Username Jasales Me Cancel available for this user on the server Password Connect Priiles can be opened by a click on the sign E in order to select a data file Display name in Automatischer Verkauf at quester fibu 2 License i The OK button will be disabled until a data file Outlook i has been selected JZ Convert notes field from Outlook 97 98 2000 to Outlook 2003 If this field is empty i The fields server login and password are Available remote profiles no
16. OLfolders 2 2 1 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 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 elements For the selected folders the user has the right to create or modify elements L Delete or move elements For the selected folders the user has the right to delete or move 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 5 5 Client
17. 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 If the terminal does not switch to installation mode it is also possible to install OLfolders manually Prior to doing these install OLfolders on any computer and copy the files to the target location OLfolders client consists of the following files all of which are located in the Windows directory e Wkslib dll e Olwconfig dll e Mswk f32 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 REGSVR32 exe as the program for DLLs 15 User Manual 5 1 3 User management In order to log into the server a username and password a
18. T 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 client s 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 42 User Manual 11 1 2 Central local corporate network locations The OLfolders 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 OLfolders provides an extremely easy to administer platform which is designed to permit efficient communication in enterprises with more than one location 23 Central local corporate network om ii d4 OLfolders a aus n oae l OLfolders Clients
19. User Manual OLfolders Microsoft Outlook Networks Quester E g Software Produkte Thomas Klaus Quester Maybachstrasse 10b D 22177 Hamburg Germany Phone 49 0 40 987 668 56 Fax 49 0 40 987 668 58 Email info olfolders de Web site www olfolders com Web site www olfolders de Notice specific to Software available over the Web Site stated above Any software that is made available to download from these Services is the copyrighted work of Quester and or its suppliers Use of the Software is governed by the terms of the end user license agreement which accompanies or is included with the Software An end user will be unable to install any Software that is accompanied by or includes a License Agreement unless he or she first agrees to the License Agreement terms COPYRIGHT and TRADEMARKS 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 OLfolders and or other Quester products referenced herein are either registered trademarks or trademarks of Thomas Klaus Quester Germany and or other countries All other product and or brand or company names mentioned herein may be are the trademarks of their respective owners Copyright 2001 2011 Thomas Klaus Quester Maybachstrasse 10b D 22177 Hamburg All Rights Reserved User Manual 1 Introduction Welcome to the OLfolders installation
20. aadcagaeasaedaudasaeaoeaseaeaduiasandesaaeveines 34 Email Proxy cccccssssscssccssccesscesccessccssscssesssssscsscssssscsssessnessnesenessesssesssessscssssscssossscesssoessoessoes 35 9 1 1 Outgoing mail server SMTP u eccecccccseeseeesceeseeessecseecseeceseceaeeeseeseeseeeseeeeeaeenaes 37 9 2 Intern t settings she sccsseducdesacdoss sa vnedecassdeocksnaed occanaed cease vvadeanedn E AE A a 38 921 SMIP SC CUNY occ cect sft cess cette E E NE AE EN E EREN EE EER 38 92 2 Email aCCOunts is noroi e ER OT AOR E 39 QSynchronizati l sss ccccessecsanssssscsccsseseenssenscocesseseonssssssccdsecuensess svsecdcesounssde sod voscocseussdesnsssbcosoonastees 40 10 1 Notebook home PC synchronization topology c ccccecccecsseecseesseessecsseessecsecseceteenseeees 41 10 2 Download QSynchronization cccccccccesseesseescecesecesecesecseeeseeeeeseeeseeeseeessecaaecseseeeeeeesseeeas 41 Help topics ANd Ups cvviiccssccsessessasvescessevasecasatescecssnsssscnasvoussssuessecvaseocssseutesssusessosessstesssussassnsosssesses 41 11 1 OLfolders and other network structures ccccesccescessceeeceeeeeeseesseeeseecseecauecsaecnseseeeneeees 4 11 1 1 Peer to Peer network topology client client structure cceeceeseeseeeteeteeeees 42 11 1 2 Central local corporate network locations 00 eceeceeceeeeceeeeeeeeeceseceeeeeesecneeeaeeeees 43 11 2 Activating the test version by license COde S ccscceeceeseeeeeeeseeeseeeseecseecauecsaecnae
21. affect whatsoever on your Microsoft Outlook data which are retained without any changes 11 4 Uninstalling OLfolders To uninstall OLfolders please proceed as follows a Uninstalling the client All the user data and connections are retained if OLfolders is uninstalled As a rule uninstall programs do not delete data created by the user If you no longer wish to use OLfolders prior to uninstalling the program please remove all connections in Outlook via gt Tools Install OLfolders 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 tule these entries will be located in directory gt c winnt or c windows b Uninstalling the server Delete the Outlook Folder under gt C Programs to uninstall the OLfolders server complete delete 1 Quester 2 OLfolders 12 Using multiple mail servers with OLfolders OLfolders allows you to send e mail to an additional 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 serverl Sends the message to server Serverl namely to account user de user
22. and SMTP server QMailserver is not required in order to use OLfolders If you wish to use this additional function we suggest that you install it after installing OLfolders so that it 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 OLfolders which organizes the distribution of e mails The advantages of a mail server include the following E mails that are sent internally do not need to be sent via the Internet E mails that are to be sent via the Internet can be collected in order to be sent at fixed times E mail accounts are administered centrally on the mail server 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
23. ault authentication with an OLfolders server user is entered within MS Exchange under Outgoing Security 46 User Manual 12 1 4 Proxy account If the e mail server is used it is possible to configure the e mail account here POPS Incoming mail settings E MailAccount Hints is ales Server address of your provider E Mail Account at your provider POPS Server post strato de Login Name sales outlookfolders de Password E Mail Adrese sales outlookfolders de Port 110 IV Enable account Name of the pop3 server at your email provider Postmaster sales Abbruch Emails 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 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 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 the
24. calhost Eei x File Server Client Hilfe Current Server localhost v OLfolders Objects Sessions OLfolders Administrator 2 2 0 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 25 User Manual OLfolders Searching the network Ea 5 Host QUESTER FIBU Note The Administrator will only find servers that work at the default port Examples 192 168 0 1 Connection to server 192 168 0 1 at the default port Server1 Connection to Server 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 that corresponds with the program 6 4 Changing the port OLfolders 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 Chang
25. cated within the user s directory tree i 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 call for this is uncritical i e even if Microsoft Outlook is not yet correctly configured on the server you will still see the user list 48 User Manual OLfolders 2 2 1 Remote profiles ES Please choose an OLfoldes login name or Veer name Administrator Cancel enter any windows username password Administrator Password Guest Connect Opening the combo box connects to the IUSR OUESTER2003ENG server and retrives all avaiable user names Display name in IWAM_OUESTER2003ENG License Outlook SUPPORT 39994580 Dropping down the logon combo box can
26. ccessfully completing the installation of OLfolders 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 amp Info 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 OLfolders for Microsoft Outlook 11 1 OLfolders 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 41 User Manual 11 1 1 Peer to Peer network topology client client structure a Peer to Peer network J Ss Y Internet j E i x i ial S Provider m t ji ji r L OLfolders clients l i iia odi e pu m ama se mamara et mn n ncia OLfolders Peer to Peer network operates exactly the same way as a server client structure nothing more will be said about the installation of a peer to peer variant OLfolders does not require a domain controller like N
27. cess to his own e mails OLfolders 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 17 User Manual Profile selection Ed Specify what profiles 50 piepie and data files can be m Personal Folders accessed by O Automatischer Verkauf at quester fibu 20002 Cancel individual users Hiding complete Folder rights data files are an easy and effective way hiding your private data Specific folders can be hidden in the folder rights dialog I Show all profiles OLfolders 2 2 1 C 2001 2003 Thomas Quester www olfolders com 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 folde
28. e management select Profiles and data files from the options menu to bring up the following dialog 18 User Manual Profiles and data files xi MS Exchange Einstellungen Archive Folders MS Exchange Einstellungen Automatischer Verkauf at quester fibu MS Exchange Einstellungen Outlook Adressbuch MS Exchange Einstellungen Personliche Ordner Outlook Automatischer Verkauf at quester fibu Outlook Outlook Address Book Outlook Personal Folders Outlook Personal Folders Outlook tquester olfolders de Features J Support personal views J Support private read flag a 3 gt New Delete Open New Delete iett The first combo box shows all profiles and allows creating a new one or deleting existing ones shared dat Cancel After a new profile has been created you may create a new data file by pressing the button labeled New next to data file Create Open Personal Folders File REI Look in e Outlook e ae My Recent Documents Desktop S My Documents Fr My Computer Outlook pst Outltquester olfolders de O0000002 pst Nees File name im v Open Places Files of type PST Files pst a Cancel 19 User Manual The integrated profile management is the only way to configure a profile if OLfolders is running as a service under the account Local System 5 3 Record locking OLfolders supports record locking As soon as an object contac
29. ease repeat the entries making notes according to the following scheme paying attention to uppercase and lowercase notation First Name Last Name Login Password Display name E mail address Note The entries in these fields apply for the installation of OLfolders and for this reason need not match the user login entries in MS Windows This also applies for the password which can be freely defined here The name entered in the Display name field appears later in the server window of OLfolders 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 10 User Manual Profile selection 8 0 Outlook 11 User Manual 4 2 3 Installation of the clients Launch Microsoft Outlook on the client PC If OLfolders is already installed the Tools menu will contain menu option Install OLfolders This menu item may not be visible until the menus are completely opened Outlook Today Microsoft Outlook Eie E3 File Edit View Favorites Tools Actions Help New amp 3 Send Receive B5 Find Type a contact to find 3 Soe C O o O
30. ecause 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 is executed and the server restarted Clicking on gt Setup Script opens the following dialog box Script copy c data outlook pst c dataoutlook pst bak Insert Command ud Result Run Cancel Clicking on Insert Command allows you to enter a command Copy or Execute It is possible to test this by clicking on Run Both commands of the script each have an entry screen 30 User Manual Insert copy command xi Source file name es Target file name i Cancel 7 1 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 OLfolders C OLWWatchdog Stop Copy c data outlook pst c 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 OLfolders C OLWWatchdog Stop Copy c data outlook pst c data outlooksic pst Ntbackup c data c data bkf Net start OLWService 8 QMailserver OLfolders incorporates a POP3
31. ed as the postmaster It is possible to define additional properties for each account e E mail addresses for the particular account e Delivery of the incoming e mails to multiple proxy accounts e E mail forwarding e 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 OLfolders a cost efficient synchronization solution from Microsoft Outlook for updating data when you re on the move with your office 40 User Manual 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 On Laptop Home PC synchronization y i a mee Notebooks P amp A m y 4 OLfoldersServer i Internet Home PCs lt gt as Provider OLfoldersChents 10 2 Download QSynchronization A license for QSynchronization is included in the delivery of OLfolders If you wish to use this additional function we suggest that you configure this option after su
32. eeeeeeeseeeeeneeenes 48 13 2 2 Server client unable to set up a connection 0 0 ccceeseeseceteceteceeeeeeeeeseeeeeeeeseeeaes 48 13 3 Support and customer service hotline ccceccescessceseceeeceeeeeeceeeseeeseecseecaecsuecnseceseenseeees 50 User Manual 2 Installation of OLfolders A well prepared installation simplifies the process of getting OLfolders 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 Microsoft Outlook and MS Exchange to get OLfolders 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 OLfolders Prior to installing OLfolders 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 Industry standard PC with a network card e Pentium processor min 450 MHz e 32MBRAM system memory min 10 MB hard disk space for the configuration of OLfolders and e Sufficient hard disk space for the OLfoldersServer PC for storing Microsoft Outlook data e mail contacts etc Microsoft Windows versions e MS Windows 95 98 MS Windows NT 4 0 Workstation Server MS Windows 2000 Profe
33. es a different port The port number is to be entered after the address separated by a colon separator see above 6 5 Running multiple servers in Terminal server Using OLfolders in a terminal server environment works the same way as using it under normal conditions However in a terminal server environment all terminals share the same IP address so we normally can not start more than one server If communication between multiple terminals is needed we must modify place where settings are stored Normally settings are stored in the following registry key HKEY LOCAL MACHINE Software OLFolders In order to store settings in a different place for example in HKEY CURRENT_USER Software OLFolders In order to do this create a text file called config ini containing a single line of text giving the whole registry key for example HKEY CURRENT_USER Software OLFolders 27 User Manual 6 6 Auto start and NT Service In order to have OLfolders started with Windows you may configure it either as auto start application or as NT Service The service is started before the log on dialog of Windows appears however rights management may be more difficult depending on where your data files are OLfolders 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 cont
34. f Microsoft and MVP assistance Clicking on http support microsoft com LN en us amp x 9 amp y 10 Clicking on http support microsoft com newsgroups default aspx Clicking on http technet microsoft com en us default aspx Clicking on http www microsoft com communities newsgroups en us You may also read Microsoft Newsgroups with Outlook Express Create a new account of type news and enter the following address news microsoft com and or Clicking on http mvp support microsoft com LN en us amp x 10 amp y 11 Clicking on mvpga microsoft com to request information on MVP s via e mail 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 13 2 Questions about OLfolders Once OLfolders has been installed and configured experience shows that questions actually 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 OLfolders and provides the answers to these 13 2 1 Install OLfolders 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 lo
35. fthe Server esiccss ascsvesssdstesagsvseveas viens essceieoss EA E R Ri 14 5 1 1 Special precautions for Windows 95 NT 3 51 and NT 4 0 15 5 1 2 Special precautions under terminal server WTS cesccesccesseeeseeeeeeseeeeeeeeseeeses 15 5 1 3 User Management 0 ssc cisks aacs lees siacondnccndessndceaute desis ond ccandve dusts R EE a a 16 5 1 4 Configuring an administrator ceececeeseeseceseeseeeecesecaeeeceesecaaeeaeeseceaeeaeeeeceaeeaeens 17 SAS Releasing proves igc cccesccspisetaied iaasethci decane dandasetstesade E N 17 5 2 Installation of Public Folders ernennen 18 5 2 1 Managing profiles and data files eeeecceseeeeeesceseceeeeeeseceeeeeeeseceaeeaeterceaeeaeees 18 5 3 Record JOCK igs isinisisi E Goaatenceeudaddeladedesedaageadeteeude 20 SA Assigning TONS nerra inr R E E A R AA N RO A E LRE 20 5 ChentinstallatioMssesari sanien E EE A EE E E 22 5 6 Fu rther options ionns sc eenceda stig ted snnegsncasitasancddcacate idgdededungeaneGhaa desededdeasd Sibedededaaneatecebase 24 OL folders Administrator esessseseesseseessesoesseesoeseesoesoesseroosseeoorseesoeseesoesoesseeoorosesorseesoesossoesoesseee 24 6l Connecting 10 a SCIVER eer niies ri er aa EC CEOE EE REENE E 25 6 2 Connecting to a server within the network essseseseesseessssseseessesrsessrssrsesrresssssrssrssssrseens 25 63 Changing the settings ascona aoai na EEA EErEE EAEN 26 64 Changing the Porterren terr atia EE ERA OERE E E 26 6 5 Running multip
36. gram to be used for e mail In detail The following requirements must be met before OLfolders 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 OLfolders can also be operated in Internet mode Important It is not possible to use Outlook in 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 User Manual 4 2 2 Configuring the server In the subsequent installation step clicking on gt Start OLfoldersServer starts the server You will find the icon g in the taskbar on your desktop bottom right OLfolders Se
37. he 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 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 for instance to a different server at a different provider s from where the recipient later re
38. ing 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 Ed Hints 1 This dialog changes the port on which Local server port 2002 the local server operates In case you can not start the server because the port If you change the port for the server the port is already used must be changed on all clients also The client i 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 serverl 12345 changed to a different port Cancel On the client it is possible to change the default port using the Client Options menu option 26 User Manual OutlookFolders Client options k x Hints TCP IP Port 2002 If you do not use the standard port 2002 or 20002 you may choose any other port The port must be the IW Show out of office assistant same at the client and server Changes will take effect after Outlook is restarted ren oan acta Iheenaatiet tices assistent if you do not intend to use Cancel the QutlookFolders mail server Even without changing over the default port it is possible to set up a connection to the server that us
39. installation Note If you are updating from OLfolders 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 guaranteed Launch Microsoft Outlook on the client PC Since the services are managed differently in each version of Microsoft Outlook Microsoft Outlook now features a new menu option Tools Install OLfolders If you use Microsoft Outlook 2000 in Internet mode this is the only way of installing OLfolders since this mode does not support any service management functions If OLfolders is already installed the Tools menu will contain menu option Install OLfolders This menu option may not be visible until the menus have been completely opened Outlook Today Microsoft Outlook Eel x File Edit View Favorites Tools Actions Help Type a question for help z New 8g 3 Send Receive 5 Find Type a contact to find a e p es aare Folder List x Automatischer Verkauf at quester F Eai Outlook Today Personal Folders gt Calendar Calendar Tasks Messages Calendar 2 B Contacts J Deleted Items b 8 30 AM 11 00 AM a Drafts 12 00 PM 2 00 PM b Ga Inbox 2 30 PM 4 30PM c S Journal E Notes Outbox 4 QNewsletter A Sent Items h Tasks Friday April 01 2005 Customize Outlook Today
40. internal e mails to Serverl which in turn either distributes these internally or sends them to the Internet 12 1 3 OLfolders as a POP3 gateway for MS Exchange The MS Exchange server itself cannot provide POP3 collective accounts Forwarding incoming messages 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 OLfolders 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 OLfolders for example to 26 and 111 OLfolders is now used to configure all e mail accounts and users who are to receive their messages via MS Exchange OLfolders 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 userl web de server1 Forwarding outgoing messages If OLfolders is to be used to send messages the MS Exchange System Manager is used to enter the name and the port of the OLfolders server as a Smart Host under Protocols SMTP Since OLfolders is required for sending an authentication a def
41. inue to run even if the user has logged out e The service can run under a different user account Please choose the startup method in tools options You have three options e Interactive service The service must run under the user account Local System As Local system you can not access your MAPI profiles because it is impossible to log on as Local System and start Outlook Instead you may configure a protocol with OLfolders using the menu option Profiles and data files e Service running under a user account If the service runs under a user account it usually can not be interactive e g it will not display any dialogs If you set the service up as interactive but run under a user account it may not start properly In order to manage OLfolders use the OLfolders Administrator application e Auto start with Windows Starts the server as a normal application after a user is logged on This option is useful if you want to run the server as program for example under Windows 95 98 ME or if the service does not run properly as a service because of different user rights In order to use the application as service close the server after setting up the service then start it using Control Panel Administrative tools Services Mail Setup xi General Anh nge Mail Proxy SMTP SMTP security Intemet Accounts PST Transport Hints m OLfolders NT Service MV Enable Recordlocking re Protokoll TCP IP default r
42. ith graphics topology in the following chapters e Chapter 4 1 Server client network server client structure e Chapter 11 1 1 Peer to Peer network topology client client structure e Chapter 11 1 2 Central local corporate network locations e Chapter 10 1 Notebook home PC synchronization topology e Chapter 8 2 QMailserver topology 3 1 Network The OLfolders 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 OLfolders requires port 2002 Since there is no global registration point for ports using port 2002 may cause conflicts if 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 should 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 OLfolders Administrat
43. lanation 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 is desirable to deviate from the default Forward outgoing e mail to recipient Generally speaking for e mails you require an incoming mail server POP3 and an outgoing mail server SMTP at the provider s OLfolders has its own outgoing mail server Domain name 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 DNS server 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 file DNSAPI DLL is available For license related legal reasons however this is not recommended The inte
44. le servers in Terminal servyer sssesssssseessseeesesressesetssesenssesssnseestsrrese 21 6 6 Auto start and NT Servicess anaa E EEE ANAE ANa 28 OLfolders Watchdog sccscccsscssscsssccsscssesessesccesssessessscssesssssssessssssscssessssesssessnessnesssssse ness 30 7 1 Start from the command line or Task Scheduler 0 ssseseeseeseeesssesesesssssesressssssessessrsrsseens 31 LORIENT Ver EE A EE E E A E E 31 8 1 Setting p the mail Proxy creeiesrrricieeriierp e ente EKE EE EAE E 31 8 2 QOMailserver topology soere ini na AE E ERE O E a 32 8 3 Preparation for commissioning the mail server ccccceesceesseceeceseceseceaeeneeeeeeeeeeeeneesaes 32 8 4 Configuring the client 0 0 0 cc cecceseceseceseceseceeeceeeeeseeeeseeeseeeseecseecsaecsaeceaesneeseseeseeeseeeseneenaes 33 8 5 Configuring external e mail ce cecccecessceeseseseeseeeeseeeseeeseecseecsaecaeceseesseesaeeseeeseeeenseeeaes 33 8 6 External iaill s sccstcssscasccedicdaancsocasaveadecasacanseassedgadadaecuamasangetassandeaiaaedseansana cease aadeuusadutcasteeiees 33 8 6 1 Send SMTP spa recesicasatcs ecteceninteedes aise stereos tee acted EEE ested ates cleus tli 33 User Manual 10 11 12 13 836 2 Receive POP3 scccssieccsicecovaceecdedesive ieie AE E AE RTE 34 8 7 Incoming mail server POP3 ccsccescssscessceesceeeeeeceeeseeeseeeseecseecaaecsaeceaeseaeeeeeeeeeseeeeeneeeaes 34 SAI Sending email serieren cases sn setecdasa stove seacadeg
45. mail server is an open rely Caution If you check this box your 7 Unknown trusted computers are allowd to send Please enter the ip address ranges for comptuers that are allowed to send You may enter ip ranges as following All IPs from a range 192 168 0 Some addresses 192 168 0 100 200 Cancel 9 2 2 Email accounts General Mail Proxy SMTP SMTP security Intemet Accounts POP3 Accounts Hinweise asales notify notebook Postmaster Strato Sales Strato Tquester Delete iht Properties 39 User Manual POP3 Incoming mail settings xi E Mail Account Hints js ales Server address of your provider m E Mail Account at your provider POPS Server mai server com Login Name sales company com Password Name of the pop3 server at your email provider E Mail Adrese sales company com Port 110 J Enable account Postmaster sales Abbuch 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 will 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 enter
46. or 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 OLfolders If you wish to perform an update to the latest OLfolders release please proceed to gt chapter 11 3 Updating OLfolders Uninstalling OLfolders To uninstall OLfolders please proceed to gt chapter 11 4 Uninstalling OLfolders 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 enterprises SMEs as well as large corporations that rely on cost efficient fast and easy to maintain IT solutions OLfolders is a simple to administer Microsoft Outlook communications solution which gives your employees Microsoft Outlook network capability without requiring an MS Exchange server And now good luck with the installation and use of OLfolder
47. or 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 of OLfolders QuickStart The OLfolders 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 OLfolders server PC using the setup routine e Configuring Microsoft Outlook e Configuring a user client in OLfolders User Manual 4 1 Server client network server client structure Server client network OLfoldersServer i 4 gt reese oe Internet Provider anans gt i i j e m T A pau N eE C C EY EE OLfoldersClients Within a client server structure all the data is located centrally on the server with all clients accessing it Since OLfolders does not use a domain controller or similar services any 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 OLfolders a peer to peer network i
48. ot 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 is 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 49 User Manual 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 OLfolders in addition to supplying answers on how to solve any problems you encounter either during installation or when working with OLfolders At this point we would like to request that you use our email 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 however if the level of input on our part remains within reasonable limits We appreciate your understanding FAQ http www olfolde
49. p 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 43 User Manual 11 2 Activating the test version by license code s 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 fou have installed the following license codes Hints License keys can be 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 QSync 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 4 gt 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 specified 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
50. rd E mail address If either the OLfolders 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 OLfolders via the network All the other fields are information fields In future versions of OLfolders these information fields will be directly accessible via the Microsoft Outlook Address Book 5 1 4 Configuring an administrator OLfolders 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 OLfolders can only be configured and administered by the particular user s who is are identified as Administrator 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 ac
51. re 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 OLfolders Server Users xi Account Save Administrator Administrator face Guest Guest Internet Guest Account IUSR_QUESTER2003ENG Launch IIS Process Account IWAM_QUESTER2003ENC CN Microsoft Corporation L Redmond SUPPORT_388945a0 ith Delete Import OLfolders 2 2 1 C 2000 2003 Thomas Quester Clicking on gt OK opens the following dialog box Name BRT Initials Ja Sumame Email forwarding Alias Administrator Password Profiles Display Administrator Enel Additional email _ Address Title l i Out of office City Department jen a State Secretary Help Telephone Cancel MV Postmaster Administrator Out of office Hints To define a user please enter the following fields Name Given name Login and Password OLfolders 2 2 1 It is important to configure the fields in the top section for the server function 16 User Manual 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 passwo
52. red to get your e mail account working aTa User Information Server Information Your Name Incoming mail server POP3 J E mail Address Outgoing mail server SMTP J Logon Information Test Settings User Name a After Filling out the information on this screen we re recommend you test your account by clicking the button Password below Requires network connection Iv Remember password test Account Settings T Log on using Secure Password Authentication SPA More Settings 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 OLfolders 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 if 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 or router for example through t
53. rnal 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 36 User Manual 9 1 1 Outgoing mail server SMTP General Mail Proxy SMTP SMTP security Intemet Accounts JV Use smart server Server name or IP smtp 1und1 com MV Log on User name paa 80230 1 e JV Use the following email address as a recipient for log on only tquester outlookfolders biz Hinweise Port 25 Password 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 OLfolders 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 is enabled all the e mails are sent via the intranet to an additional server Port Port number of the other SMTP server normally 25 Server name or IP Name of the server Log on The other se
54. rs 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 OLfolders automatically makes all the data files available in all profiles In other words if a version of Microsoft Outlook already exists the data files this contains can be used instantly from each client e OLfolders 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 5 2 1 Managing profiles and data files Outlook can not access any data directly instead it is using profiles identities to remember what connections email accounts etc are used for a given configuration Originally profiles are used to configure Outlook with more than one user each user has its own profile containing its own data file email accounts and so on OLfolders is able to share data from all profiles simultaneously you can organize for example your share folders in a profile called share folders Profile management is usually done in control panel mail however OLfolders has a simple profile management built in To start the profil
55. rs de Lang English OLfolders faq2 htm MS Article http www olfolders de Lang English links htm Product Support http www olfolders de Lang English product_support htm Support customer service support olfolders de Contact info olfolders de Support und customer service hotline Phone 49 0 40 987 668 56 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 email address info olfolders de Your QUESTER team 2 4 2011 50
56. rver Users xi DE e Administrator Administrator Cancel sesen Delete Modify Import OLfolders 2 2 1 C 2000 2003 Thomas Quester From Windows NT and higher it is possible to import Windows users into OLfolders 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 OLfolders These can be deleted in a follow on step Since Windows does not allow passwords to be exported all users are imported without their passwords OLfolders Import users xi Import from Windows NT Cancel 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 User Manual Name BRT Initials JA Surname Email forwarding Alias Administrator Password Profiles Display Administrator el Additional email _ Address Title i Out of office City Department naa l State Secretary Help Telephone Cancel MV Postmaster Administrator Out of office Hinte io field OLfolders 2 2 1 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 OLfolders servers pl
57. rver 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 37 User Manual 9 2 Internet settings General Mail Proxy SMTP SMTP security Internet Accounts Connection to the internet Hinweise Permanent LAN DSL Colf o J Dial if important messages are to be sent J Dial if messages are to be sent J Only on client activity IV Disconnect Check POP3 server V Every 5 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 OLfolders 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 Only on client activity The mail is only retrieved from the Internet if at least one client retrieves the e mails If on a
58. s Your QUESTER team User Manual Table of contents MMEPOMDUCTION EA EERTE E sabesvencssoobaccuesstssenssoseessaseseass 2 Installation of OLfolderSs e eeseesesssesoessesoessecsorseesoesoesoesocsseeoorseesorseesoesoesoesosseeesoreeesorseesoesoeseesoesse 5 2 1 Systepyreg irements PO riisiin E E E E E E EAA 5 Preparation for installation seseessesesssesoesseesorseesoeseesoesosssecoosseesorseesoesossoesossseeoosseeeoesessoesossoeessese 6 Salk NEIWOK saie e r a e a ss sesetieaeaucetseea ies 6 3 2 TCPAP port and firewall cc caccciccsssevsccatessdasaencsdsav ess ocasavaateaavvea dersadetd E a 6 Initial installation of OLfolders QuickStart sesssesssesssesssesssesssesssesssesssosssoessosssossssossosssossss 6 4 1 Server client network server client Structure c cccccccsecessceesseceesseceseeecseeeesseeeeseeceeeees 7 42 Installation preparation x c sessececsareavisiaased octsesea beden E E E EA 8 ADA Tstallatior ve xcesccsnccecves teases svsece Cageate cnzenueducsveeduesacausconuduttunssnavadtansenizesteneurddereadncatectes 8 42 2 Confrgurimg the Server scaiccescceccesecassvasecsssvcesiasduds osesewesnensyacusivenvesiasdviceteawmaveaai cess 9 4 2 3 Installation of the clients ccc ccceceseessecessceeeceeeeeeeeeseeeeseeeaeeeseecaaecsaecsaeseeeenaeenes 12 Installation detailed cssscssccssccsccscsscsesesccecsccccscccsesccessccescccccesceessscesescscesccesescessssseessccsess 14 51 Installation o
59. s Ensure that no firewall is blocking the connection you may disable the all firewalls Hint The unregistered version will display only 25 entries per folder until you get connection then configure them OLfolders V 2 2 1 2001 Thomas Quester properly Clicking on gt Connect opens the following dialog box 23 User Manual OLfolders 2 2 1 Remote profiles x Computer quester fibu 20002 x Lo Data files in Qutlook are organized in profiles This dialog shows all profiles which are User name asales ba Cancel available for this user on the server Password ae Connect Prfiles can be opened by a click on the sign m in order to select a data file Displayname in Dokumerte at quester fu 20002 Lense The OK button will be disabled until a data file i Duek has been selected JV Convert notes field from Outlook 97 98 2000 to Outlook 2003 Q gt If this field is empty The fields server login and password are Available remote profiles not set You did not click on connection The server is not running E asales Personliche Ordner Info auf localhost 20002 2 The carver is running at a decvice Dut ona Lizenzen wrong user account such as Dokumente local_systemAnzeigename des Serverordners Postmaster im Client Outlook Automatischer Verkauf Alt Die Standardvorgabe ist spam auf quester mars Personliche Ordner Ordnername auf Servername Automatischer Verkauf Hig Wercoben tarn adncee cae
60. s 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 support 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 OLfolders server exe program The OLfolders 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 ser
61. se 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 email account and Personal Folder If email 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 47 User Manual 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 OLfolders 13 1 Questions about Microsoft Outlook We are pleased to broaden the Microsoft Outlook knowledge you have in connection with the installation of OLfolders 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 o
62. seeenseeees 44 11 3 Updating OLfolderS creeeren een a E ERE OTA E 45 11 4 Uninstalling OL folders 225 2sscc sa ssdiedscastteesaiasi di cdasareeaseaeceeantierseasededycianaes cede esecanaomonieninee 45 Using multiple mail servers with OLfolders sccccscssccscsssscccsccesccesssscecssccesscessccessssseesees 45 12 1 Typical configuration involving multiple mail Servers cceeeeceseeeeceteeeeeeeceeeneeeneeaeenee 45 12 1 1 Configuration Server ccccccecccessceeseeeneeeeeeceeeecseecaecaecnseenaeseseeseeseeeseneeeneeenes 46 12 1 2 Configuration Server2 cccecccecccssscssseesneceeeeseecscecseecseeceaeceseceaeenseeneesereseneeeneeeaes 46 12 1 3 OLfolders as a POP3 gateway for MS Exchange cccccsccessceeeeeeeeeeeeeeseeeseeenes 46 1214 Proxy ACCOUNE seccessecess svoeusscsnsecdars cueuus daadecectvecusnthiiacdvesedcacsd seis deekaavtecsdeadiccsdandencitece 47 12 1 5 Internet email account and Personal Folder cccesceseceseceeeceeeeeeeeeeeeeeeeeeneeenes 47 Questions and ANSWETS cisccscicsesscsscisccsssescsvcsssesseosssessvsescecetsssdesusessseovees sosesessescesstdvousessseesess soseus 48 13 1 Questions about Microsoft Outlook ccc cc cccccccssceesseceesceceseeeesseceesseceseeecsseesesseseeseecseeess 48 13 2 Questions about OLfolders ccc ccccccsccessscecsseceesseceesceceseeecseceesseceseeecssecesseeesesseenseeess 48 13 2 1 Install OLfolders not in menu 00 ee ceesceesceeseeeseceeeceseceseceseee
63. ssional MS Windows 2000 Server MS Windows XP MS Windows Vista MS Windows 7 Microsoft Outlook Versions e Microsoft Outlook 97 e Microsoft Outlook 98 e Microsoft Outlook 2000 e Microsoft Outlook 2002 e Microsoft Outlook 2003 e Microsoft Outlook 2007 Note e Support as server MS Outlook with Unicode PST file 30 GB Workstation Generally e Olfolders works with all versions of Outlook and Windows even mixed e During installation please choose a Windows user accounts with sufficient rights or start the installation by right click run as Administrator It is also possible to register all DLL s using a batch file afterwards 32 and 64 bit version of OLfolders Please install the 64 bit version of OLfolders only if you are using Microsoft Office in 64 bit version at least Office 2010 If you try to install with the wrong bit version the setup application will display error code 3 Note on Outlook 2010 In Outlook 2010 you start the connection using the ribbon bar Quester The rest of the process is identical User Manual 3 Preparation for installation Since different network variants are possible this manual describes the individual steps required for a typical server client installation with OLfolders As you work your way through this manual and in the appendix case studies are used when referring to other network variants that can be achieved with OLfolders The following contains a summary of the variants along w
64. t 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 5 4 Assigning rights In OLFolders for each user a user right and a query can be assigned for each folder in order to restrict the view a certain user has By default everybody is able to see and modify all folders 20 User Manual OLfolders Folder rights Ed Outlook Personal Folders Deleted Items _ Inbox 7 Outbox Sent Items Calendar Contacts Journal Notes Tasks Drafts QNewsletter Calendar 2 Hints R ufofls N Shows all profiles and all 8 Administrator RLUO0SN folders Folders containing D Gueit RLUOS N a rights configuration are marked with a red dot ey UsR_QUESTER2003ENG RLEUOsS N D WwaMm_QUESTER2003ENG RLEUOSsS N D SUPPORT_388945a0 RLEUOsS N Rights B Default Configured fj Inherited F Create or modify messages AJ F Delete or moven ges O F Open folders U F Create folders 0 F Inherit rights 5 F Allow move or delete this folder 4 Read messages N E Allow opening of personal items P T Display names in elements N P Delete Apply Help
65. t set You did not click on connection a The server is not runnin Pers nliche Ordner Info auf localhost 20002 The server is running eles service but ona Lizenzen wrong user account such as Dokumente local_system4nzeigename des Serverordners Postmaster im Client Dutlook Automatischer Verkauf Alt spam auf quester mars Die Standardvorgabe ist Pers nliche Ordner Ordnername auf Servername Automatischer Verkauf Hig Wercoben ita adres oxen eee Automatischer Verkauf Restore xl E a T ee Ea Hint The unregistered version will display only 25 entries per folder OLfolders Y 2 2 1 2001 Thomas Quester 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 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 Tip Enter the computer name or IP address manually depending on the network the search routine can take a very long time OLfolders uses the network environment for browsing the network Use the Login box to enter the name of a
66. talled on a server 14 User Manual For each server the following installation steps are necessary e 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 is not possible to dial in and the corresponding fields in the configuration are not active Installation under NT 3 51 OLfolders displays an icon 2 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 OLfolders By installing Windows Messaging Windows 95 can be used as the OLfolders server for all versions of Microsoft Office 5 1 2
67. the address is known the e mail is posted into the user s inbox otherwise it will be sent via the Internet Internal e mails can be sent and received without a connection being set up to the Internet 31 User Manual 8 2 QMailserver topology cm QMailserver Topology OLfoldersServer A m J QMailserver pru ail Internet Provider OLfoldersChents 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 OLfolders mail server is installed e The names and passwords of the users of OLfolders 32 User Manual 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 OLfolders is installed and run In this case the username password corresponds to a configured Outlook Folders user E mail Accounts 4 2 x Internet E mail Settings POP3 m Each of these settings are requi
68. trieves the e mail In some cases the e mail is sent directly to a recipient s computer 33 User Manual 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 Ifa 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 OLfolders 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 retrieving e mails The SMTP server which has originally received the e mails
69. ver 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 As an option we advise configuring the following functions as described starting in chapter 4 0 after first completing a QuickStart installation e Assignment of rights for Microsoft Outlook folder e Configuration of a number of profiles within the server Outlook e Start the server as a service under Windows NT User Manual e Email server e Email forwarding 4 2 Installation preparation Regardless of whether you are using a peer to peer or a server client network structure it is possible to install OLfolders 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 OLfolders 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 pro
70. xes The most important tasks of the mail proxy are If a dial up connection exists costs are incurred each time it is 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 OLfolders and as such is not directly linked with Personal Folders 35 User Manual Exp

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