Administering Outlook Through Group Policy

Administering Outlook Through Group Policy

One option not available with previous Outlook versions is the ability to centrally manage Outlook options and preferences. With the new Outlook Group Policy security template, administrators can centrally manage Outlook configuration and settings through group policies that require a visit to each Outlook client desktop in the past.

Configuring Profiles

Though there are many options and configuration choices using the Outlk11.ADM security template, one option not available is setting the profile information for Exchange 2003 Outlook clients .

To configure client profile information and settings, see Chapter 28, "Deploying the Client for Microsoft Exchange."

Defining Baseline Outlook Preferences

One option that group policies enable organizations to accomplish when managing Exchange 2003 Outlook client is the ability to design, develop, and implement a baseline configuration for every Outlook client to use. Often this was not an option because of the exhaustive amount of administration involved, along with the inability to secure configurations from being modified.

With the option of standardizing configuration for all Outlook client systems, administrators must wonder which options can be configured to improve the productivity and functionality of the Exchange client for every user . Using the Group Policy Object settings to define simple Outlook configuration settingssuch as Saving Sent Items, Spell Checking Messages Before Sending, and Auto Archive Settings can not only improve the functionality of the Outlook client, but can also reduce administrative management overhead when supporting workstations and users.

Email Options

Some of the most useful email options available when configuring settings using Group Policy include

• HTML/Microsoft Word Message Format The most enhanced of all Outlook Email Options is the HTML/Microsoft Word format. This option can be enabled to provide a robust email editor.

• Junk Email Filtering Enabling the Junk Email option allows the configuration of filtering email at the client level.

• OST/PST Creation Disabling or enabling the OST and PST options can provide control of network traffic and local system disk space utilization.

• Empty Deleted Items Folder Controlling the total amount of space each user mailbox can grow helps control storage limits; administrators can enable this option.

• Auto Archiving One area often requiring administrative overhead, the Auto Archive option can now be toggled via GPO settings.

• Email Accounts Using this option, users can be prevented from adding additional account types.

Calendaring Options

In addition to the Email Option available, the following calendaring options can be defined to establish a base functionality for all Domain Outlook users;

• Reminders Display Options Calendar Reminders can be disabled and enabled.

• Working Hours and Work Week These options can be defined and set for all calendar views.

Contact Options

One interesting setting is the option in the Outlook security template for contacts. Administrators can define how each contact will be filed and displayed. For example, the Display Name can be set as First, [Middle], Last Name , and the File As option for the contact as Last, First.

There are many options available when configuring the Outlook client. Review the options and descriptions for each before applying settings and changes to the Outlook Group Policy Objects.

Managing the Look and Feel of the Exchange Client

Another powerful function of using group policies is the ability for an administrator to define the look and feel of the Outlook client. Administrators can now configure options to create a specific look and feel when using Outlook.

Group Policy preferences can be defined to customize the look of the Exchange 2003 Outlook Client. Options can be set to allow users access to information Web sites and SharePoint Portal Server Sites, providing an enhanced user experience and data access option not previously available.

Web Options Overview

Using the Preferences options of the GPO, settings can be defined to integrate and redirect Outlook users to valuable Web data using technologies such as Microsoft SharePoint Portal and Internet Information Services:

• Custom Outlook Today Administrators can use the URL for Custom Outlook Today Properties settings to define a Web page that will be viewed when users access the Outlook Today home page.

• Folder Home Pages Settings Each Outlook folder can now be redirected to a predefined Web page.

• Share Point Portal Server With Outlook 2003 and Group Policy preferences, support to integrate SharePoint with Outlook can easily be enabled and disabled.

Configuring and Applying Outlook Group Policy Settings

With all the information gathered in the previous sections, administrators can now apply settings and configuration options using the GPMC and Outlook 2003 security template. To better understand the settings for applying a group policy, review the following mock installation scenario.

In this scenario, you create and apply a standard set of preferences to create an Exchange 2003 Outlook client baseline configuration for one OU in the Active Directory domain. As described earlier, one additional setting is applied to redirect the client's Outlook Today setting and direct users to a company Internet home page.

To begin, open the GPMC by selecting Start, All Programs, Administrative Tools, Group Policy Management; then follow these steps:

1. Select the Default Domain Policy by selecting Forest, Domains, YourCompanydomain, Group Policy Objects.

2. Select the Default Domain Policy, click Action from the GPMC menu, and click Edit. This opens the Group Policy Editor.

3. Select Administrative Templates under the User Configuration and select the Microsoft Outlook 2003 folder.

From this point, you can begin to enable options and apply preferences to the GPO. After options are enabled, they appear in the GPMC to be tested through RSoP and applied to the OU. In this scenario, you apply the HTML/Microsoft Word email editor options and redirect the Outlook Today page to point to a Web page called www.CompanyABC.com . To apply these settings, complete these steps:

1. Select the Microsoft Outlook 2003 folder and select Tools, Options, Mail Format, Message Format.

2. Double-click Message Format Editor in the right pane to open and configure the Message Format Policy settings.

3. As shown in Figure 29.4, select Enabled Option and click HTML/Microsoft Word in the drop-down box. Select OK to continue.

   Figure 29.4. Message Format Editor properties.

   

4. Next, select the Outlook Today folder by selecting Microsoft Outlook 2003, Outlook Today.

5. Double-click URL for Custom Outlook Today Properties in the right pane.

6. To enable the redirection of the Outlook Today Home Page, click the Enable button and enter the URL to be displayed, as shown in Figure 29.5. Click OK when finished.

   Figure 29.5. Custom Outlook Today properties.

   

7. Open the GPMC and confirm that the settings are ready to be applied. From the GPMC, select Default Domain Policy and ensure that the Outlook settings appear as shown in Figure 29.6.

   Figure 29.6. GPMC Outlook settings.

   

Now that the Group Policy options have been configured, you apply the settings to a group of users in the domain by following these steps:

1. To apply the settings to a group, click the Add button under Security Filtering in the right pane of the Default Domain Policy.

2. From the Select Users, Computers, or Groups search page, enter the name of the group the settings will be applied to and click OK.

3. Check to see whether the group has been added to the Security Filtering pane.

When the configuration is completed, it is good practice to back up the configuration and ensure that all the settings are enabled on the GPO by selecting Action/GPO Status.