Configuring Outlook 2003

Administrators can install Outlook 2003 as a standalone product or as part of Office 2003. If an email application such as Outlook Express already exists on the computer, administrators can choose whether to upgrade the email application. Upgrading the application allows importing of existing email messages, contacts, and other information into Outlook 2003. This provides an opportunity to ease the transition to the new email client by eliminating a manual transfer of existing information. The other option is to not upgrade the existing client and instead perform a new email client installation. In that case, there is no option to import existing mail, contacts, or data. This data will be available only in the previously configured email program.

If no other email application is installed on the computer, the import option will not be available, and administrators will be prompted to configure Outlook to use one of the following options:

• Microsoft Exchange Server Connect directly to Exchange Server. This option is best suited for users on the local area network. If users are planning to connect to Exchange Server via RTP over HTTP, they will also use this option.

• POP3 Connect to Exchange Server or Post Office Protocol 3 (POP3) email server via the Internet. This option is best suited for remote office or home users using broadband or dial-up Internet connections. Email can be downloaded, but mailbox folders cannot be synchronized.

• IMAP Connect to Exchange Server or Internet Message Access Protocol (IMAP) email server via the Internet. This option is best suited for remote office or home users using broadband or dial-up Internet connections. Email can be downloaded and mailbox folders can also be synchronized.

• HTTP Connect to an HTTP email server, such as Hotmail, Yahoo, or Gmail, via the Internet. This option is best suited as an alternative email configuration option. Users can have access to a web-based email service and still have access to a corporate email server.

• Additional Server Types Connect to a third-party email server. This option is typically used in addition to a configured Exchange Server connection.

Initial Configuration: Setting Up Outlook to Connect to Exchange Server

During the installation of Outlook as a standalone product or the first time that administrators run Outlook after installing it via Office 2003, a prompt to configure Outlook with Exchange Server or other Internet email servers will be displayed. Use the following steps to configure Outlook to connect to an Exchange Server:

1.	When prompted, click Yes to configure Outlook to connect to Exchange Server or other Internet email servers.
2.	As shown in Figure 11.1, select Microsoft Exchange Server as the server type to use with Outlook, and then click Next. Figure 11.1. Selecting the server type to install with Outlook 2003.
3.	Type the hostname of the mail server into the Microsoft Exchange Server field. The name can be entered as a simple name, such as XMAIL, or as the fully qualified domain name (FQDN) of the mail server, such as mail.pandoranetworks.com. Using a FQDN helps ensure a connection in case the mail server is located in a different domain or forest.
4.	Type the user's domain logon name or domain username, such as Walker or James Walker. Verify that the name entered is the correct username for the mailbox by clicking Check Name.
5.	Typically, administrators will want to store a local copy of the user's email on the user's computer. If so, click Next to continue. If the computer is a shared computer or has limited hard disk space, administrators may not want to store a local copy of the user's email on the computer. If that is the case, clear the Use Local Copy of Mailbox check box and then click Next.
6.	Click Finish to complete the configuration of Outlook. Outlook will generate a Welcome message for the user.

Initial Configuration: Setting Up Outlook to Connect to Internet Mail or Other Server Types

Use the following steps to configure Outlook to connect to Internet mail or other server types:

1.	When prompted, click Yes to configure Outlook to connect to an Exchange server, Internet email server, or other email server type.
2.	Select the Internet email server type to use with OutlookPOP3, IMAP, HTTPand then click Next.
3.	In the User Information section, type in a username that will appear in the From field of outgoing messages of this user, such as James Walker, and then type the email address of the user, such as [e-mail].
4.	In the Logon Information section, type the user's logon name and password. For IMAP and POP3 servers, the information should be in the form of domain\email_alias, such as pandora\walker. Some instances may take the form of domain/email_alias, such as pandora/walker.
5.	If POP3 or IMAP is selected, type the FQDN for the incoming and outgoing mail servers. These entries may or may not be the same; some organizations have different incoming and outgoing servers. Gather this information ahead of time to ensure a smooth configuration.
6.	If HTTP is selected, the HTTP mail service can be selected as Hotmail, MSN, or Other. If Other is chosen, administrators must provide the URL to the main page of the HTTP service, such as http://mail.gmail.com.
7.	For added security, administrators may select Log On Using Secure Password Authentication (SPA). This option ensures that some type of encryption is used and passwords are not sent over the Internet in clear-text format.
8.	Check the POP3 account settings by clicking Test Account Settings. If the configuration is correct, all tests will pass and Outlook will successfully send a test email message.
9.	Click Close, Next, and Finish to complete the Outlook configuration.

The Outlook client is now ready for use.

Using Outlook 2003

End users might not notice many enhancements or changes made to Outlook, but they'll be sure to notice the new graphical user interface, which includes a number of additional usability and productivity features. Outlook 2003 also resolves issues with email management, security, and communication that existed in previous versions of Outlook

New User Interface

The new graphical interface, shown in Figure 11.2, enhances the user experience with Outlook 2003. The Outlook bar and Folder list in previous versions of Outlook have been merged to form the new Navigation pane, which includes eight standard modules (Mail, Calendar, Contacts, Journal, and so on).

Figure 11.2. Exploring the new graphical user interface of Outlook 2003.

The Navigation pane, located on the left side of the Outlook interface, changes according to which module is selected and can be resized to maximize "real estate" in Outlook. If a user selects the Mail module, all the user's Mail folders will be displayed, including the Exchange Mailbox, any personal folders, or any other mailboxes the user has access to. Similarly, if a user selects the Calendar module, the user's Calendar will be displayed; a new enhancement allows the capability to see multiple calendars side-byside, with each calendar shown in a different color.

The new interface also includes a Reading pane, which replaces the Preview pane in previous versions of Outlook. The Reading pane can be placed at the bottom or to the right of the email message list. It can also be toggled on or off.

Managing Email

Outlook 2003 helps users effectively manage email messages. New management features target the high volume of daily messages that plague many users. To help organize and prioritize messages, Outlook includes the following features: a desktop notification pop-up alert near the taskbar that indicates a received email, flagging of messages with different colors, automatic grouping of email messages (the old current view settings are still there as well, just hidden away on the View, Arrange By menu), and Search folders for searching messages based on specific criteria.

Outlook also includes antispam features designed to block unwanted junk mails. Four levels of protection range from no protection at all to safe lists only, where only messages from people or domains specified by the user are allowed through. Email messages can also be filtered by user-specified lists of Safe Senders (individual trusted email addresses or contacts), Safe Recipients (individual trusted email addresses that won't be considered junk mail), and Blocked Senders (addresses or domains considered junk mailers). Each of these lists includes an import/export utility so they can be shared among Outlook users.

Connecting and Caching

Previous versions of Outlook had performance issues. If the network was slow, connecting and synchronizing to Exchange was painfully slow. If the Exchange server was not available, users had no method to continue working. Outlook changes that with new connection modes that accommodate fast or slow network conditions. When using a fast connection with a direct connection to Exchange, Outlook copies the entire email message (header, body, and attachments). When using a slow connection, Outlook retrieves only the message headers. Outlook automatically determines the best connection speed for network conditions.

Outlook 2003 also uses caching to improve performance. Outlook can work in a cached mode where a constant connection to Exchange is not required. In cached mode, Outlook downloads and retrieves an initial copy of a user's mailbox and address book. If the Exchange Server is not available, a user can continue to work until a connection is established.