Installing and Configuring the CFAES Messaging Service Outlook Connector
From CFAES Help Documentation and FAQs Project
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This document is provided as a guide for computer support staff to install and configure the CFAES Messaging Service Outlook (MAPI) connector. It is not intended as a support document for customers of the CFAES Messaging Service. If you are not computer support staff and are looking for technical help, please contact your computer support staff. You may also find technical help in our CFAES Messaging System Support Center.
Contents |
Configuring McAfee VirusScan 8i
The CFAES Messaging Service Outlook Connector uses two files to connect to the CFAES Messaging service. One file is installed during the process outlined in this document. The other file is downloaded from the CFAES Messaging Service server each time Outlook is run and placed and run from a Temp directory. McAfee VirusScan 8i's default configuration will prevent the second file from being accessed in the Temp directory causing the process to fail. To configure McAfee VirusScan 8i to allow this, do the following:
- In the VirusScan Console select the File, Share, and Folder Protection tab under the Access Protection section.
- Uncheck Prevent Outlook from launching anything in Temp folder.
This may have to be done after a VirusScan engine update as well. When this particular folder protection is (re)set you will see the following error:
Obtaining the CFAES Messaging Service MAPI Connector
You must be logged in as an account with administrator privileges to install the Outlook connector.
- Download the CFAES Messaging Service Outlook Connector from the CFAES IT&S Utilities site.
- The Outlook connector is also available from Communigate Systems' download page but it is recommended using the setup file from the CFAES IT&S Utilities page for compatibility.
- Unzip the mapi.zip file, run setup.exe and follow the instructions.
Setting up a new profile with Outlook (XP, 2003)
To set up an account in Outlook:
- In Windows go to the Control Panel and run the Mail control (if it's not already running after the MAPI Connector setup)
- Select Show Profiles in the Mail Setup window
Add a profile named <accountname> cfaes, where <accountname> is the name of the account you are configuring. You can use any unique value in this field, but it is recommended you use this value
- In E-mail Accounts select Add a new e-mail account then click Next
- Now select Additional Server Types and click Next
- Select the CommuniGate Pro Server item then click Next
- Under the Server tab fill in the following fields with the appropriate values:
Server Name = mail.cfaes.ohio-state.edu Account Name = <account> (ie konowal) Password = <e-mail password>
This password may be left blank so that the first time the user logs in they are prompted for their password. At that time they may check the Remember Password box so that they are not prompted again.
Account Settings should be used so that the proper address shows up as the From address.
- Click on the Account Settings button
- The Name field will be filled by the Real Name information from the server. If this is not correct, please change the information on the server
- Change the email address to name.n@cfaes.osu.edu (e.g. konowal.1@cfaes.osu.edu) This allows all users regardless of department or domain to have a consistent email identity.
- The Reply Name and Reply Address may be used if the situation is appropriate. This may be if the user wants all replied mails sent to someone else or another account.
- You may or may not fill in the Organization depending on your department's preference.
- To add shared mailboxes, click Advanced tab then click Add
- Enter account name (konowal.1) you wish to have access to then click OK
- To allow messages to be cached for offline use, check the boxes for Include all folders in Send/Receive operation and Always download entire message.
- Under the Troubleshooting tab, enable the following settings in the Compatibility section:
- Always convert RTF to HTML. This item prevents email from possibly not being formatted correctly
- Do not display "Server transaction in progress..." dialog. This is to help minimize perceived lag time.
Additional Profile Settings
AutoArchive
AutoArchiving can help speed up folder load time and help to minimize shared resources on the CFAES Messaging Service server.
AutoArchiving is turned on in a default install of Outlook 2003, but a few adjustments should be made to optimize the end-user experience.
- In the main Outlook window, select Options from the Tools menu.
- Select the Other tab in the Options window.
- Click the AutoArchive button in the AutoArchive section.
- Change the following settings in the AutoArchive window:
- Unselect the checkmark for Prompt before AutoArchive Runs. This minimizes end-user interaction and makes the AutoArchiving process more automatic.
- Set the Clean out items older than time period to 12 months.
- Make sure Move old items to: is selected and set the file to AutoArchive-<accountname>.pst in the default folder.
- Make sure to apply the changes to all of the mailbox folders by clicking the Apply these settings to all folders now.
It is recommended to force the AutoArchive after initial setup to ensure the process works and to add the AutoArchive data file to the All Folders list. To force an AutoArchive:
- In the mail Outlook window select Mailbox Cleanup... in the Tools menu.
- Click the AutoArchive button to begin the AutoArchive.
If you have imported messages from another mail client, the AutoArchive process may not detect items as being old enough to archive. In this case, you will have to manually move items to the archive folder.
Free/Busy access
The CFAES Messaging Service automatically creates a freebusy.vfb file based on your calendar. There is no need to put your Free/Busy URL in the Publish To setting.
To access the free/busy info of everyone on the CFAES messaging server:
- Under the Tools menu in the main Outlook window, select Options.
- Click on the Calendar Options… button in the Preferences tab.
- Click on the Free/Busy Options… button.
- In the Search Location field, enter the following exactly as shown below
http://%SERVER%/~%NAME%/freebusy.vfb
- Click the OK buttons to close all dialog boxes.
- Close and reopen MS Outlook for the changes to take effect
Individual Free/Busy
To view the free/busy information for people outside of our service, connection information must be provided.
- Open an existing or create a new contact in your Contacts folder.
- If it’s a new contact, enter at least one e-mail address.
- Under Details tab, enter the free/address given to you in the Internet Free-Busy Address text field.
- Click Save and Close to save the contact
Sharing an Account's Free/Busy
To have others outside of our messaging service view an account's free/busy information, provide the following free/busy address:
http://mail.cfaes.ohio-state.edu/~<account>/freebusy.vfb
where <account> is the account's name. For example,
http://mail.cfaes.ohio-state.edu/~ray.30/freebusy.vfb
LDAP Address Book
To search the CFAES Messaging Service address book:
- Go into E-mail Accounts under the Tools menu in the main Outlook window.
- In the Directory section select the radio button to the left of Add a new directory or address book then click the Next button
- Ensure Internet Directory Service (LDAP) is selected and click Next.
- The server name is mail.cfaes.ohio-state.edu.
- Click More settings. Add a name for this LDAP such as ALL Addresses in the field Display Name
- Select the Search tab. Type "top" (no quotes) in the Search base. Using top will search the entire CFAES messaging service address book.
- Click OK and then Next and finally Finish. You must restart Outlook for these changes to take effect.
Searching a specific domain
To limit the search to a specific CFAES Messaging Service domain
- Use mail.cfaes.ohio-state.edu as the server name.
- In the search base click on the More Settings... then the Search tab for the Search Base text field. Use the following template, where <domain> is the specific domain to limit to:
cn=<domain>.cfaes.ohio-state.edu
You can add additional domains as well. When setting this up for your users please create one that is ALL CFAES and one that is of the account's domain. Set the default address book to the account's domain.
Setting a default Address Book
When a user clicks on the To button when addressing an email or a meeting it will take them to the Address Book window. The Address Book window shows all directories set up as well as their personal contacts folders.
- Click Tools -> Address Book in the menu bar
- Click Tools -> Options in the Address Book window
- Choose the Address list to set as the default
Outlook Plug-ins
Installing The Lookout Add-in
Lookout is an add-in for Outlook that allows the user to quickly search all folders in their mailbox, shared mailboxes and data files. It indexes the mailbox to make searching faster than the built in search in Outlook. Lookout adds a toolbar to the Outlook screen and requires .NET v1.1 to be installed.
Download the Lookout add-in from Microsoft.
Time Zones
Outlook's calendar sharing features require the host system to have the correct time zone set. This is usually set during the operating system install or upgrade. Please ensure the time zone is set correctly in the Date and Time control in the Windows XP Control Panel.
External Links
- CFAES Messaging Service Outlook Connector from the CFAES IT&S Utilities site.
- Communigate Systems download page. The most recent version of the Outlook (MAPI) connector can be found here.
- Lookout Add-In
See Also
- Configuring the time and time zone in Windows XP.
