 Build Date & Version Number

Platform:  NT

Build Date:   02/06/96  03:32 PM

Build Number:  812


Accessibility for People with Disabilities

Microsoft is committed to making its products and services easier for everyone to use. This Help file provides information about the following features, products, and services that make Microsoft Exchange more accessible for people with disabilities:

Microsoft Exchange Accessibility

Microsoft Services for People Who Are Deaf or Hard-of-Hearing

Access Packs for Microsoft Windows and Microsoft Windows NT

Keyboard Layouts for Single-Handed Users

Microsoft Documentation in Alternative Formats

Third-Party Utilities to Enhance Accessibility

Customizing Microsoft Windows, Microsoft Windows NT, and Microsoft Windows 95

Other Products and Services for People with Disabilities

Note  This information applies only to users who purchased Microsoft products in the United States. If you purchased Windows, Windows NT, or Windows 95 outside the United States, your Windows package contains a subsidiary information card listing Microsoft support services, telephone numbers, and addresses. You can contact your subsidiary to find out whether the type of products and services described in these Help topics are available in your area.


Microsoft Exchange Accessibility

In addition to Microsoft Windows, Microsoft Windows NT, and Microsoft Windows 95 accessibility products and services, the following features make Microsoft Exchange more accessible for people with disabilities:

Notification Options  You can choose to be notified of incoming messages with a sound, mouse pointer shape, or a popup message box. Whenever the Microsoft Exchange Client is active on your computer, even when you are working in another application, you will be notified that you have received mail.

Fonts and Text Formats  When you type a message, the text appears in the font (typeface), font size, and other text formats that are preset for the Microsoft Exchange Client. If you prefer a different look, you can change the default text formats for messages you compose.

You can also change the default font for text you add to an original message you reply to or forward. For example, you can reply to messages in blue text, making your response easily distinguishable from the original message. You can also change other characteristics of text, such as bold and underlining.

Displaying Toolbars  The Microsoft Exchange Client provides you with a variety of toolbars to make common tasks available -- for example, printing a message -- with just a click of the mouse. You can choose to display or hide any toolbar using the Toolbar command on the View menu.

Customizing Toolbars  You can add, delete, and move toolbar buttons to suit the way you work. You can add command buttons to the Viewer, New Message and Read Message Forms, and Find Window toolbars, and if you find that you rarely use a particular button, you can also remove it. You can easily move a toolbar button from one position to another on a toolbar, as well as add buttons.

Keyboard Access  All features in the Microsoft Exchange Client are accessible to you using the keyboard as well as the mouse. The Microsoft Exchange Client supports Dvorak keyboard layouts, which make the most frequently typed characters more accessible.


Microsoft Services for People Who Are Deaf or Hard-of-Hearing

Through a text telephone/Teletype (TT/TDD) device, Microsoft provides people who are deaf or hard-of-hearing with complete access to Microsoft product and customer support services.

You can contact the Microsoft Sales Information Center on a text telephone by dialing (800) 892-5234 between 6:30 A.M. and 5:30 P.M. Pacific time. For technical assistance in the United States, you can contact Microsoft Support Network on a text telephone at (206) 635-4948 between 6:00 A.M. and 6:00 P.M. Pacific time, Monday through Friday, excluding holidays. In Canada, dial (905) 568-9641 between 8:00 A.M. and 8:00 P.M. Eastern time, Monday through Friday, excluding holidays. Microsoft support services are subject to Microsoft prices, terms, and conditions in place at the time the service is used.


Access Packs for Microsoft Windows and Microsoft Windows NT

Microsoft distributes Access Packs for Microsoft Windows and Microsoft Windows NT that provide people with motion or hearing disabilities better access to computers running Microsoft Windows or Windows NT. These Access Packs contain features that:

Allow single-finger typing of SHIFT, CTRL, and ALT key combinations.

Ignore accidental keystrokes.

Adjust the rate at which a character is repeated when you hold down a key, or turn off character repeating entirely.

Prevent extra characters if you unintentionally press a key more than once.

Enable you to control the mouse cursor by using the keyboard.

Enable you to control the computer keyboard and mouse by using an alternate input device.

Provide a visual cue when the computer beeps or makes other sounds.

Access Pack for Microsoft Windows is included on the Microsoft Windows Driver Library in the file ACCP.EXE. Access Pack for Microsoft Windows NT is included in the Microsoft Application Note WN0789. If you have a modem, you can download ACCP.EXE or WN0789.EXE, which are self-extracting archive files, from the following network services:

CompuServe

GEnie

Microsoft Partner Network

Various user-group bulletin boards (such as the bulletin-board services on the Association of PC User Groups network)

In /SOFTLIB/MSLFILES on the Internet servers FTP.MICROSOFT.COM and WWW.MICROSOFT.COM.

Microsoft Download Service (MSDL), which you can reach by calling (206) 936-6735 any time except between 1:00 A.M. and 2:30 A.M. Pacific time. Use the following communications settings.

For this setting	Specify
Baud rate	1200, 2400, 9600, or 14400
Parity	None
Data bits	8
Stop bits	1
People within the United States who do not have a modem can order the Access Packs on disks by calling the Microsoft Sales Information Center at (800) 426-9400 (voice) or (800) 892-5234 (text telephone). In Canada, you can call (905) 568-3503 or (905) 568-9641 (text telephone).


Keyboard Layouts for Single-Handed Users

Microsoft distributes Dvorak keyboard layouts that make the most frequently typed characters on a keyboard more accessible to people who have difficulty using the standard "QWERTY" layout. There are three Dvorak layouts: one for two-handed users, one for people who type with their left hand only, and one for people who type with their right hand only. The left-handed or right-handed keyboard layouts can also be used by people who type with a single finger or a wand. You do not need to purchase any special equipment in order to use these features.

Microsoft Windows and Microsoft Windows NT already support the two-handed Dvorak layout, which can be useful for coping with or avoiding types of repetitive-motion injuries associated with typing. To get this layout, choose the International option from the Windows Control Panel. The two layouts for people who type with one hand are distributed as Microsoft Application Note GA0650. This application note is also contained in file GA0650.EXE on most network services and on the Microsoft Download Service. For instructions on obtaining this application note, see Access Packs for Microsoft Windows and Microsoft Windows NT.


Third-Party Utilities to Enhance Accessibility

A wide variety of third-party hardware and software products are available to make personal computers easier to use for people with disabilities. Among the different types of products available for the MS-DOS, Microsoft Windows, and Microsoft Windows NT operating systems are:

Programs that enlarge or alter the color of information on the screen for people with visual impairments.

Programs that describe information on the screen in Braille or synthesized speech for people who are blind or have difficulty reading.

Hardware and software utilities that modify the behavior of the mouse and keyboard.

Programs that enable users to "type" using a mouse or their voice.

Word or phrase prediction software that allows one to type more quickly and with fewer keystrokes.

Alternate input devices, such as single switch or puff-and-sip devices, for those who cannot use a mouse or a keyboard.

For more information on obtaining third-party utilities, see the Other Products and Services for People with Disabilities topic.


Microsoft Documentation in Alternative Formats

People who have difficulty reading or handling printed documentation can obtain most Microsoft publications from Recording for the Blind, Inc. Recording for the Blind distributes these documents to registered members of their distribution service either on audio cassettes or on floppy disks. The Recording for the Blind collection contains more than 80,000 titles, including Microsoft product documentation and books from Microsoft Press. You can contact Recording for the Blind at the following address or phone numbers:

Recording for the Blind, Inc.

20 Roszel Road

Princeton, NJ  08540

Phone from within the United States:	(800) 221-4792

Phone outside the United States:	(609) 452-0606

Fax:	(609) 987-8116

The Microsoft Exchange documentation is also available on a CD-ROM that comes with the package.


Customizing Microsoft Windows, Microsoft Windows NT, and Microsoft Windows 95

There are many ways you can adjust the appearance and behavior of Microsoft Windows or Microsoft Windows NT to suit varying eyesight and motor skills without requiring any additional software or hardware. These include ways to adjust the appearance as well as the behavior of the mouse and keyboard. The specific methods available depend on which operating system you are using. Application notes are available describing the specific methods available for each operating system.

See the appropriate application note for information related to customizing your operating system for people with disabilities.

Operating system	Application note
Microsoft Windows 3.0	WW0786.TXT
Microsoft Windows 3.1	WW0787.TXT
Microsoft Windows for Workgroups 3.1	WG0788.TXT
Microsoft Windows NT 3.1 and 3.5	WN0789.EXE
Microsoft Windows 95	WN1062


Other Products and Services for People with Disabilities

For more information on Microsoft products and services for people with disabilities, contact:

Microsoft Sales Information Center

One Microsoft Way

Redmond, WA  98052-6393

Voice telephone:	(800) 426-9400

Text telephone:	(800) 892-5234

Fax:	(800) 635-6100

The Trace R&D Center at the University of Wisconsin-Madison produces a book and a compact disc that describe products that help people with disabilities use computers. The book, titled Trace Resource Book, provides descriptions and photographs of about 2,000 products. The compact disc, titled CO-NET CD, provides a database of more than 18,000 products and other information for people with disabilities. It is issued twice a year.

To obtain these directories, contact:

Trace R&D Center

S-151 Waisman Center

1500 Highland Avenue

Madison, WI 53705−2280

Voice telephone: 	(608) 263-2309

Text telephone:	(608) 263-5408

Fax:	(608) 262-8848

For general information and recommendations on how computers can help specific people, you should consult a trained evaluator who can best match your needs with the available solutions. An assistive technology program in your area can provide referrals to programs and services that are available to you. To locate the assistive technology program nearest you, you can contact:

National Information System

Center for Developmental Disabilities

Benson Building

University of South Carolina

Columbia, SC 29208

Voice/text telephone inside the U.S.:	(800) 777-4434

Voice/text telephone outside the U.S.:	(803) 777-6222

Fax:	(803) 777-6058


Overview of Addressing a Message

  How To

There are two ways to address a New Message form: by selecting names from the Address Book or by typing names directly in the address boxes.

The Address Book contains the global address list, which lists all user names in the Microsoft Exchange Server organization, your personal address book, and any other address lists that your administrator has added.

If you type names directly in the address boxes, you can easily verify that the names are valid before sending the message by choosing Check Names from the Tools menu.


Addressing a Message

  Overview    [image]  See Also

To address an open message using the Address Book

1.	From the Tools menu, choose Address Book, or click To or Cc.

To select an entry from an address list other than the one displayed, select the address list in the Show Names From The box.

2.	To select a name from the address list, type the name or the first part of the name in the Type Name Or Select From List box. The list scrolls to match the letters you type.

3.	To add a selected name to an address box, choose To or Cc.

You can also insert a name in the To box by double-clicking the selected name in the Address Book.

4.	Choose OK.

Note  You can also type an address for a user of another mail system. For more information, see the Sending a Message to a User of Another Mail System topic.

Tips

You can also address a message by typing the names of recipients directly in the To and Cc boxes in the New Message form. Separate multiple names with a semicolon (;).

When you choose Check Names after typing text in the address box of a message, the Microsoft Exchange Client searches for any entry in the Address Book that matches the text you have typed.


See Also

Checking Names Before Sending a Message

Creating or Deleting a Personal Distribution List

Finding Names or Other Information in the Address Book

Getting Information About a User

Sending a Message to a User of Another Mail System


Overview of Adding or Deleting a Name in the Personal Address Book

  How To

The personal address book (PAB) contains a list of user names that you create or add from other address lists. Its purpose is to provide you with a shortened list of names that you frequently address messages to and a place to store personal distribution lists that you create. If you work offline, it is recommended that you have a PAB.

When you install the Microsoft Exchange Client, you can create a PAB. Your PAB is empty until you add entries to it from other address lists or create new entries.

You can add an individual name or distribution list from an existing address list, such as the global address list, or you can create and add a custom address, such as a name for a fax address or the name of someone on another mail system.

If you want to display your PAB each time you open the Address Book, you can specify it as the default address list.


Adding or Deleting a Name in the Personal Address Book

  Overview    [image]  See Also

To add a name to the personal address book

1.	From the Tools menu in the Viewer, choose Address Book, or click the Address Book button.

  Address Book button

2.	In the Show Names From The box, select the address list from which you want to add names to your personal address book (PAB).

3.	Under Type Name Or Select From List, type or select the name you want to add to your PAB.

4.	From the File menu, choose Add To Personal Address Book, or click the Add To Personal Address Book button.

  Add To Personal Address Book button

5.	From the File menu, choose Close.

To delete a name from the personal address book

1.	From the Tools menu in the Viewer, choose Address Book, or click the Address Book button.

  Address Book button

2.	In the Show Names From The box, select Personal Address Book.

3.	Under Type Name Or Select From List, type or select the name you want to delete, and then choose Delete from the File menu, or click the Delete button.

  Delete button

4.	When you are asked to confirm the deletion, choose Yes, and then choose Close from the File menu.

Tip  If a recipient has two e-mail addresses, you can create two separate addresses in your PAB and identify each one with a distinct display name.


See Also

Creating or Deleting a Personal Distribution List

Editing a Name in the Personal Address Book

Finding Names or Other Information in the Address Book

Setting Default Address Lists


Overview of Creating or Deleting a Personal Distribution List

  How To

If you frequently send messages to the same group of people, you can create a personal distribution list (PDL) for the group. For example, you could create a PDL for all the members of a committee you belong to. When you address a message to that group, each individual in the group receives it.

You create PDL names in your personal address book (PAB). Both PDL names and distribution list (DL) names that your administrator created are displayed in your address lists in bold text with an icon beside the name.


Creating or Deleting a Personal Distribution List

  Overview    [image]  See Also

To create a personal distribution list (PDL)

1.	From the Tools menu in the Viewer, choose Address Book, or click the Address Book button.

  Address Book button

2.	From the File menu, choose New Entry, or click the New Entry button.

  New Entry button

3.	In the Select The Entry Type box, select Personal Distribution List.

4.	Under Put This Entry, select In The, and then select Personal Address Book.

5.	Choose OK.

6.	In the Name box, type the name your want for the personal distribution list (PDL), and then choose Add/Remove Members.

7.	Double-click each name that you want to add to the PDL, or select each name and choose Members.

8.	Choose OK until all open dialog boxes are closed, and then choose Close from the File menu.

To delete a personal distribution list

1.	from the Tools menu in the Viewer, choose Address Book, or click the Address Book button.

  Address Book button

2.	In the Show Names From The box, select Personal Address Book.

3.	Under Type Name Or Select From List, type or select the name of the personal distribution list (PDL) you want to delete, and then choose Delete from the File menu, or click the Delete button.

  Delete button

4.	When you are asked to confirm the deletion, choose Yes, and then choose Close from the File menu.


See Also

Adding or Deleting a Name In the Personal Address Book

Addressing a Message

Editing a Name in the Personal Address Book


Overview of Getting Information About a User

  How To

When adding a user to the Microsoft Exchange Server organization, the administrator can include various kinds of information about the user, such as department, office location, and telephone number. When you open the Address Book from the Viewer, this information is displayed. When searching for names in the global address list, you can narrow your search by typing any or all of this information in the Find dialog box.


Getting Information About a User

  Overview    [image]  See Also

To get information about a user

1.	From the Tools menu, choose Address Book in the Viewer, or click the Address Book button.

  Address Book button

2.	In the Show Names From The box, select the address list where the user name you want information about is located.

3.	Under Type Name Or Select From List, type or select the name you want information about.

To get additional information, choose Properties from the File menu, or by click the Properties button.

  Properties button

4.	Choose OK until all open dialog boxes are closed, and then choose Close from the File menu.

Tip  You can also get details about a user by double-clicking the user's name in the Address Book or in the address boxes in a message.


See Also

Adding or Deleting a Name in the Personal Address Book

Addressing a Message

Creating or Deleting a Personal Distribution List

Finding Names or Other Information in the Address Book


Overview of Checking Names Before Sending a Message

  How To

When you type names in the address boxes of a message, the Microsoft Exchange Client automatically verifies the names in the Address Book when you send the message. You can also verify names before choosing the Send button. After a name is verified, it is underlined in the address box of the message. You can delete an underlined name but not edit one.

When you type a user name in an address box, you only need to type the first few characters of the name. For example, for Maria Gustafson, you could type Maria Gus. If the characters match a name in the Address Book, the Microsoft Exchange Client fills in the rest of the name when you click the Send button or choose Check Names from the Tools menu. If there are multiple names with these characters, a list of names to choose from appears.


Checking Names Before Sending a Message

  Overview    [image]  See Also

To check names in a New Message form

1.	In the To or Cc box of a New Message form, type part or all of the recipients' names.

2.	From the Tools menu, choose Check Names.

When the Microsoft Exchange Client verifies a name in the Address Book, it underlines the name in the address box of the message. Verified names cannot be edited.

3.	If an identical match is not found, do one of the following:

If	Then
Multiple names contain the characters you typed	Select the name you want, and then choose OK.
A match is not found. You may have misspelled the entry, or this name may not be listed in your Address Book.	Do one of the following: Choose Cancel, retype the name if you think you misspelled it, and then repeat step 2. Choose Show More Names, type or select the name you want, and then choose OK. If the name is not listed in your Address Book, choose Create A New Address For Name, and then choose OK. For more information about adding an entry to your personal address book, choose Help in the New Entry dialog box.


See Also

Adding or Deleting a Name in the Personal Address Book

Addressing a Message

Finding Names or Other information in the Address Book


Editing a Name in the Personal Address Book

  See Also

To edit a name in the personal address book

1.	From the Tools menu in the Viewer, choose Address Book or click the Address Book button.

  Address Book button

2.	In the Show Names From The box, select Personal Address Book.

3.	Under Type Name Or Select From List, double-click the name to display information about the entry.

4.	Modify the information as needed, and then choose OK.

5.	From the File menu, choose Close.


See Also

Adding or Deleting a Name in the Personal Address Book

Creating or Deleting a Personal Distribution List

Finding Names or Other Information in the Address Book


Editing a Personal Distribution List

  See Also

To edit a personal distribution list

1.	From the Tools menu in the Viewer, choose Address Book or click the Address Book button.

  Address Book button

2.	In the Show Names From The box, select Personal Address Book.

3.	Under Type Name Or Select From List, double-click the personal distribution list (PDL) you want to modify, or select the PDL, and then choose Properties from the File menu.

4.	Choose Add/Remove Members, and then do one or both of the following:

To add a name to the PDL, type or select the name under Type Name Or Select From List, and then choose Members.

To delete a name from the PDL, select the name in the Personal Distribution List box, and then press the DEL or BACKSPACE key.

5.	Choose OK until all open dialog boxes are closed, and then choose Close from the File menu.


See Also

Adding or Deleting a Name in the Personal Address Book

Creating or Deleting a Personal Distribution List

Finding Names or Other Information in the Address Book


Finding Names or Other Information in the Address Book

  See Also

To find names or other information in the Address Book

1.	From the Tools menu in the Viewer, choose Address Book or click the Address Book button.

  Address Book button

2.	In the Show Names From The box, select the address list where the name you want to find is located.

3.	From the Tools menu, choose Find.

The Find dialog box that is displayed may vary depending on the address list that is selected.

4.	Type the information by which you want to search for names, and then choose OK.

The results of your search are displayed in a search results list. To display the full address list again, choose it in the Show Names From The box.

5.	Do one of the following:

To add the name to the To box of a New Message form, choose New Message from the File menu, or click the New Message button.

  New Message button

From the File menu, choose Close.

Tip  You can repeat your search by choosing Search Results in the Show Names From The box.


See Also

Adding or Deleting a Name in the Personal Address Book

Addressing a Message

Getting Information About a User


Overview of Sending a Message to a User of Another Mail System

  How To

Using the Microsoft Exchange Client, you can send messages to people on other electronic mail systems by way of gateways. A common mail system that you might communicate with is the Internet's electronic mail system.

If your administrator has added names of users of other mail systems to the Address Book, you can select these names from the gateway address list and add them as recipients. If names of users of other mail systems are not in the Address Book, you can create entries for these users and add them to your personal address book (PAB), or you can address messages to these users by typing their addresses in the address boxes of a message.


Sending a Message to a User of Another Mail System

  Overview    [image]  See Also

To create and save an address for a user of another mail system

1.	From the Tools menu in the Viewer, choose Address Book, or click the Address Book button.

  Address Book button

2.	From the File menu, choose New Entry, or click the New Entry button.

  New Entry button

3.	In the Select The Entry Type box, select Other Address if the type of address you want to create is not displayed.

4.	Under Put This Entry, select In The, and then select Personal Address Book.

5.	Choose OK, and then fill in the appropriate details. For more information, choose Help.

6.	Choose OK until all open dialog boxes are closed.

To type an address for a user of another system

1.	From the Compose menu, choose New Message, or click the New Message button.

  New Message button

2.	In the To box, type the recipient's address.

Internet example:

mfsariab@fab.com

X400 example:

[x400:g=maria;s=black;o=NAmerica;p=fab;a=mci;c=us]

3.	Type your message, and then choose Send from the File menu, or click the Send button.

  Send button

Important

Some messaging systems require that you choose the Deliver Now command or the Deliver Now Using command (Tools menu), followed by the name of the mail service to deliver mail.

If you request a Read Receipt for a message, you must keep a copy of the message in your Sent Items folder in your mailbox. Otherwise, the Read Receipt will not include the name of the person who received the message.


See Also

Adding or Deleting a Name in the Personal Address Book

Addressing a Message


Setting Default Address Lists

  See Also

To set your default address lists

1.	From the Tools menu in the Viewer, choose Address Book, or click the Address Book button.

  Address Book button

2.	From the Tools menu in the Address Book, choose Options, and then do one or more of the following:

To	Do this
Specify the address list that is displayed when you open the Address Book	In the Show This Address List First box, select the address list you want.
Specify the address list in which you want to keep names and personal distribution lists	In the Keep Personal Addresses In box, select Personal Address Book.
Specify the order in which address lists are searched	In the When Sending Mail box, select the list you want to move, and then choose the up or down arrow.
Add or remove an address list	Choose Add, or in the When Sending Mail box, select the list you want to remove, and then choose Remove.
3.	Choose OK.


See Also

Addressing a Message

Finding Names or Other Information in the Address Book


Overview of Addressing Messages

  How To

The Microsoft Exchange Client includes an Address Book for addressing messages. The Address Book is a directory of address lists that contain names of all users in your Microsoft Exchange Server Organization. Depending on how your company is structured, your Address Book may contain additional lists of users created by your administrator. For example, if you have access to another mail system through a gateway, your Address Book could contain a gateway address list.

When addressing messages, you can select recipient names from the Address Book, or you can type names directly into the address boxes of your message. If you type names, the Microsoft Exchange Client verifies the names in the Address Book before sending the message. If the name cannot be found, or if more than one name contains the letters you typed, you will be asked to select the name from a list, or you can create a new address.

The Address Book also contains your personal address book (PAB). The PAB is a list of names that you create and maintain. You can include names of recipients you frequently send mail to, personal distribution lists (PDLs), fax numbers, or custom addresses of users of other mail systems, such as the Internet. If you work offline, it is recommended that you have a PAB.

If you have multiple address lists in your Address Book, you can decide which address list is checked first when sending a message and the order in which additional lists are checked.

In addition to using the Address Book to address messages, you can look up information about Microsoft Exchange Client users, such as office locations and telephone numbers. This type of information is displayed when you open the Address Book from the Viewer. You can also search for names or other types of information in your address lists by choosing the Find command from the Tools menu in the Address Book.


How To

  Addressing a Message

  Checking Names Before Sending a Message

  Finding Names or Other Information in the Address Book

  Adding a From or Bcc Box to the New Message Form

  Adding or Deleting a Name in the Personal Address Book

  Editing a Name in the Personal Address Book

  Creating or Deleting a Personal Distribution List

  Editing a Personal Distribution List

  Getting Information About a User

  Sending a Message to a User of Another Mail System

  Setting Default Address Lists


Overview of Creating and Formatting Text

  How To

Formatting Text

When you compose a message, you can format the text almost as you would in a document you created using a word processing program such as Microsoft Word. You can use different formats to emphasize text and create special effects, including changing the font and color, and adding bold, italic, and underline formats. You can also apply multiple formats to the same characters. For example, text can be both bold and underlined.

For new messages, the Microsoft Exchange Client uses the font, font size, color, and other formats that are stored in the default settings. If you prefer a different look for text, you can change these settings.

By default, text is aligned flush left, producing an unaligned right margin. However, you have the option of centering text or aligning it flush right. You can also indent text to the next and previous tab stops.

To call attention to major points or to make a series of items easier to read, you can format text as a bulleted list.

Editing Text

You can copy, move, or delete information in the body of a message. If an item contains information that you want to include in another location, you can copy or cut the information and paste it in a new location instead of retyping it.

The Microsoft Exchange Client also has a find and replace feature for editing text.

You can check the spelling of a selected word, part of a message, or an entire message with the spelling checker. In addition, you can choose to have each message checked automatically before it is sent.

Creating AutoSignatures

You can create AutoSignature entries containing text, graphics, and formatting that you use frequently, and you can specify that an AutoSignature entry be automatically inserted at the end of each message you send.


How To

  Formatting Text

  Changing the Default Text Format for New Messages

  Centering or Aligning Text

  Indenting Text

  Creating a Bulleted List

  Finding Text

  Replacing Text

  Copying, Moving, or Deleting Information

  Copying Information Between Items

  Checking Spelling

  Saving an Incomplete Message

  Creating or Deleting an AutoSignature

  Editing an AutoSignature


Overview of Formatting Text

  How To

You can use different text formats to emphasize text and create different looks. You can change your font, the size or color of your font, and other characteristics of the text, such as bold, italic, underline, and strikethrough formatting. Multiple formats can be applied to the same characters -- for example, text can be both bold and underlined.

Note  You need a color monitor and color printer to view and print text in color.


Formatting Text

  Overview    [image]  See Also

To apply or remove text formats

1.	Select the text that you want to change, or position the insertion point where you want to begin typing text with a new format.

Only the text in the message body can be formatted in a message. You may also be able to format text in a form.

2.	Do any of the following.

To	Do this
Change the font or font size	Select a new font name in the Font box or a new font size in the Font Size box.
Add or remove bold, italic, or underline formats	On the Formatting toolbar, click the Bold, Italic, or Underline button.   Bold button   Italic button   Underline button
Change the color of text	On the Formatting toolbar, click the Color button, and then select the color you want.   Color button
Tips

To remove all text formats, select the text, and then press CTRL+SPACEBAR.

To apply additional formatting, choose Font from the Format menu.


See Also

Centering or Aligning Text

Changing the Default Text Format for New Messages

Creating a Bulleted List

Keyboard Shortcuts


Centering or Aligning Text

  See Also

To center or align text

1.	Select the paragraph you want to center or align.

2.	On the Formatting toolbar, click the button for the alignment you want.

To	Click
Align text at the left margin	Align Left
Center text between margins	Center
Align text at the right margin	Align Right


See Also

Creating a Bulleted List

Formatting Text

Keyboard Shortcuts


Creating a Bulleted List

  See Also

To add or remove bullets in a list

1.	Select the paragraph where you want to add or remove bullets.

2.	On the Formatting toolbar, click the Bullets button.

  Bullets button

Note  If your insertion point is in a bulleted list and you press the ENTER key to start a new paragraph, the bulleted list formatting is applied to the new paragraph. To clear bulleted list formatting, click the Bullets button.


See Also

Centering or Aligning Text

Formatting Text

Keyboard Shortcuts


Finding Text

  See Also

You can find each instance of a word, part of a word, or other combination of uppercase and/or lowercase characters in text.

To find text

1.	From the Edit menu, choose Find, and then type the text you want to find in the Find What box.

To find instances of text as a whole word and ignore partial words, select Match Whole Word Only.

To find text with a specific pattern of uppercase and lowercase letters, select Match Case.

2.	Choose Find Next.

3.	When you are finished searching for text, choose Cancel.


See Also

Find Command (Edit Menu)

Finding Items

Replacing Text


Replacing Text

  See Also

You can find and replace each instance of a word, part of a word, or other combinations of uppercase and/or lowercase characters in text.

To replace text

1.	From the Edit menu, choose Replace.

2.	In the Find What box, type the text you want to replace.

To find instances of the text as a whole word and ignore partial words, select Match Whole Word Only.

To find text with a specific pattern of uppercase and lowercase letters, select Match Case.

3.	In the Replace With box, type the new text, and then choose Find Next.

4.	Do one of the following:

To replace the text that is found with the text in the Replace With box, choose Replace.

To leave the text that is found unchanged and search for the next instance, choose Find Next.

To replace all instances of the text in the message without verifying each instance, choose Replace All.

Depending on where you begin the search, you may be asked to confirm that you want to continue searching from the beginning of the message.

5.	When you are finished replacing text, choose Close.

Note  To replace the search text with nothing, leave the contents of the Replace With box blank.


See Also

Finding Items

Finding Text


Copying, Moving, or Deleting Information

  See Also

To copy, move, or delete information

1.	Select the information you want to copy, move, or delete.

2.	Do one of the following.

To	Do one of the following
Copy and paste the information	Press the CTRL key and drag the information to the new location. From the Edit menu, choose Copy. Then, move the insertion point to the new location and choose Paste from the Edit menu.
Move the information	Drag the information to the new location. From the Edit menu, choose Cut. Then, move the insertion point to the new location and choose Paste from the Edit menu.
Remove or delete the information	Press the BACKSPACE or DEL key. From the Edit menu, choose Cut.


See Also

Copying Information Between Items

Creating a Link to a File

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder


Overview of Copying Information Between Items

  How To

If a message or other item contains information that you want to include in another message, you can copy the information and paste it in the new message, or drag the information from one message to another.

You can also copy and paste or drag information into a Microsoft Exchange message from files created using other Windows applications, such as Microsoft Word. If you want to insert entire files, messages, or embedded objects into messages, you can do so by using the commands on the Insert menu.


Copying Information Between Items

  Overview    [image]  See Also

To drag and drop information between items

Select the information you want to copy to another message, and then drag the information to the message.

To copy information between items

1.	Select the information you want to copy, and then choose Copy from the Edit menu.

2.	Switch to the window where you want to copy the information, and then move the insertion point to the location where you want to paste the information.

3.	From the Edit menu, choose Paste.


See Also

Copying, Moving, or Deleting Information

Creating a Link to a File

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder


Checking Spelling

  See Also

To check spelling

1.	From the Tools menu, choose Spelling.

The spelling check begins at the insertion point unless you have selected text.

2.	When a word is selected and displayed in the Change To box, choose one or more of the following.

To	Choose
Correct a word or all instances of the same word with the spelling in the Change To box	Change or Change All
See a list of suggested spellings	Suggest
Skip only the current instance of the word or all instances of the word	Ignore or Ignore All
Add a new spelling to the dictionary	Add
3.	When you have completed the spelling check, choose OK or Close.

Tip  You can specify that you want to check the spelling of all messages automatically before they are sent by choosing Options from the Tools menu, and then selecting the Spelling tab.


See Also

Finding Text

Replacing Text

Setting Spelling Options


Indenting Text

  See Also

To indent text

1.	Select the paragraph you want to indent.

2.	On the Formatting toolbar, click one of the following buttons.

To indent a paragraph	Click
To the next quarter-inch increment	Increase Indent    Increase Indent button
To the previous quarter-inch increment	Decrease Indent    Decrease Indent button
Note  You can also indent text by pressing the TAB key. The TAB key indents text to the next tab stop. The default tab stops are set at half-inch increments.


See Also

Centering or Aligning Text

Formatting Text


Overview of Creating or Deleting an AutoSignature

  How To

An AutoSignature is text or graphics that can be automatically added to all of your outgoing messages. AutoSignatures are applied directly following the last line of text that you type. You can create more than one AutoSignature for information that you use frequently.

When you save an AutoSignature, you assign it a name. For example, you can create an AutoSignature called "bg" for the name "Beatrice Garcia." When you insert the AutoSignature titled "bg," the name Beatrice Garcia is inserted.


Creating or Deleting an AutoSignature

  Overview    [image]  See Also

To create a default AutoSignature to add to the text

1.	From the Tools menu, choose AutoSignature, and then choose New.

2.	In the Name box, type the name for the AutoSignature.

The name of an AutoSignature can be a maximum of 32 characters.

3.	In the Contents box, type your text.

To apply text formats, select the text, and then choose Font.

To align the text or add bullets, choose Paragraph.

4.	Choose OK.

5.	Choose Set As Default.

6.	Select Add The Default Selection To The End Of Outgoing Messages, and then choose Close.

Note  Each AutoSignature can contain a maximum of 32,767 characters, including attachments, which count as one character.

To create and insert an additional AutoSignature

1.	In your message, position the insertion point where you want to insert an AutoSignature.

2.	Follow steps 1 through 4 in the preceding procedure.

3.	Under AutoSignature Selections, select the AutoSignature you want to insert.

4.	Choose Insert.

To delete an AutoSignature

1.	From the Tools menu, choose AutoSignature, and then select the entry you want to delete under AutoSignature Selections.

2.	Choose Remove, and then choose Close.


See Also

Editing an AutoSignature


Editing an AutoSignature

  See Also

To edit an AutoSignature

1.	From the Tools menu, choose AutoSignature, and then select the AutoSignature  you want to edit under AutoSignature Selections.

2.	Choose Edit, and then make your changes in the Contents box.

To modify or apply text formats, select the text, and then choose Font.

To modify text alignment or bullets, choose Paragraph.

3.	Choose OK.


See Also

Creating or Deleting an AutoSignature


Setting Options for Moving or Deleting Mail

  See Also

To specify what to display after moving or deleting an item

1.	From the Tools menu in the Viewer, choose Options, and then select the Read tab.

2.	Under After Moving Or Deleting An Open Item, select one of the following:

To	Select
Open the previous item	Open The Item Above It
Open the next item	Open The Item Below It
Return to the folder list	Return To Microsoft Exchange
3.	Choose OK.


See Also

Deleting a Message

Moving or Copying a Message to a Folder

Retrieving a Deleted Message


Overview of Setting Options for Replying To or Forwarding Mail

  How To

When you reply to or forward a message, you may want to change the way the original message or your reply text is displayed.

You can change the default font or color of the text you add to a reply or forwarded message. For example, you might want to reply to messages in red text, so that your response is more easily distinguishable from the text of the original message. All new text above and within the original message will appear formatted as red.


Setting Options for Replying To or Forwarding Mail

  Overview    [image]  See Also

To set options for replying to or forwarding mail

1.	From the Tools menu in the Viewer, choose Options, and then select the Read tab.

2.	Under When Replying To Or Forwarding An Item, select or choose any of the following:

To	Do this
Include the original message in your reply	Select Include the Original Text When Replying.
Indent the text of the original message in your reply	Select Indent The Original Text When Replying.
Close the original message when you reply to or forward it	Select Close The Original Item.
Change the default font for your text in a reply or forwarded message	Choose Font.
3.	Choose OK.

Important  If you are composing a message and set any of these options using the Options command on the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Changing the Default Text Format for New Messages

Forwarding a Message

Replying to a Message


Setting Mail Notification Options

  See Also

To set mail notification options

1.	From the Tools menu in the Viewer, choose Options, and then select the General tab.

2.	Under When New Mail Arrives, select any of the following:

To	Select
Hear a sound	Play A Sound
Briefly change the shape of the mouse pointer	Briefly Change The Pointer
Display a pop up message that prompts you to read the message you have received	Display A Notification Message
3.	Choose OK.


See Also

Displaying an Alert Message

Setting Mail Delivery Options


Overview of Adding or Removing a Toolbar Button

  How To

You can add buttons to most toolbars so that they contain the commands you use most often. If you find that you rarely use a particular button on one of these toolbars, you can remove it to make the toolbar shorter or to make room for other buttons you use more often.

When you add or delete toolbar buttons, Help topics do not reflect these changes.


Adding or Removing a Toolbar Button

  Overview    [image]  See Also

To add or remove a toolbar button

1.	Display the toolbar that you want to modify, and then do one of the following:

Double-click the toolbar background.

From the Tools menu, choose Customize Toolbar.

2.	Do one or more of the following:

To	Do this
Add a button	In the Available Buttons box, select the button that you want to add, and then drag it to the Toolbar Buttons box or choose Add.
Remove a button	In the Toolbar Buttons box, select the toolbar button that you want to remove, and then drag it to the Available Buttons box or choose Remove.
Restore the toolbar to its default settings	Choose Reset.
3.	Choose Close.


See Also

Displaying a Toolbar

Moving a Toolbar Button

Restoring a Toolbar to Its Original Settings

Toolbar Index


Displaying a Toolbar

  See Also

Some toolbars are displayed by default. You can easily turn the display of toolbars on and off.

To display a toolbar

From the View menu, choose one or both of the following:

To display the toolbar that is specific to the window you are working in, choose Toolbar.

To display the Formatting toolbar in windows where it is available, choose Formatting Toolbar.

For information about a specific toolbar, see the following toolbar topics:

Address Book Toolbar

Find Window Toolbar

Formatting Toolbar

New Message Form Toolbar

New Post Form Toolbar

Read Message Form Toolbar

Read Post Form Toolbar

Remote Preview Toolbar

Report Form Toolbar

Resend Form Toolbar

Viewer Toolbar


See Also

Adding or Removing a Toolbar Button

Restoring a Toolbar to Its Original Settings

Toolbar Index


Restoring a Toolbar to Its Original Settings

  See Also

If you have modified the buttons on your toolbar, you can easily restore the toolbar to its original settings.

To restore a toolbar to its original settings

1.	Display the toolbar that you want to restore, and then do one of the following:

Double-click the toolbar background.

From the Tools menu, choose Customize Toolbar.

2.	Choose Reset, and then choose Close.


See Also

Adding or Removing a Toolbar Button

Displaying a Toolbar

Moving a Toolbar Button

Toolbar Index


Moving a Toolbar Button

  See Also

To move a toolbar button

1.	Display the toolbar that you want to modify, and then do one of the following:

Double-click the toolbar background.

From the Tools menu, choose Customize Toolbar.

2.	In the Toolbar Buttons box, select the toolbar button that you want to move.

3.	Do one or more of the following:

To	Do this
Move the button to the left on the toolbar	Drag it up to the new position in the list or choose Move Up.
Move the button to the right on the toolbar	Drag it down to the new position in the list or choose Move Down.
Restore the toolbar to its default settings	Choose Reset.
4.	Choose Close.

Tip  You can also move toolbar buttons by holding down the SHIFT key and then dragging a toolbar button to a new location on the toolbar.


See Also

Adding or Removing a Toolbar Button

Displaying a Toolbar

Restoring a Toolbar to Its Original Settings

Toolbar Index


Adding a From or Bcc Box to the New Message Form

  See Also

To add a From box to an open New Message form

From the View menu, choose From Box.

The From box displays the name of the sender of the message. You can use this feature for mail that you send on behalf of another user.

To add a Bcc box to an open New Message form

From the View menu, choose Bcc Box.

The Bcc box is used to send blind carbon copies of a message to recipients whose names will not appear to other recipients.

Note  If you copy a message to the Inbox or Deleted Items folder, the information in the From box will not be displayed.


See Also

Addressing a Message

Sending a Message


Overview of Changing the Default Text Format for New Messages

  How To

When you begin typing a new message, the text appears in the font (typeface), font size, and other text formats that are preset in the Microsoft Exchange Client. If you prefer a different look for text, you can change the default text formats used for all new messages you compose.


Changing the Default Text Format for New Messages

  Overview    [image]  See Also

To change the default text format in the Viewer

1.	From the Tools menu in the Viewer, choose Options, and then select the Send tab.

2.	Under When Sending Mail, choose Font, and then do one or both of the following:

To set a new default font, type or select a font name in the Font box.

To set a new default font size, type or select the new size in the Size box.

To set other formats, see the Font Command topic.

3.	Choose OK until all open dialog boxes are closed.

Important  If you are composing a message and set any of these options using the Options command on the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Sending a Message

Setting Options for Replying to or Forwarding Mail


Setting Spelling Options

  See Also

To set spelling options

1.	Do one of the following:

From the Tools menu, choose Options, and then select the Spelling tab.

When the Spelling dialog box is displayed during a spelling check, choose Options.

2.	Select the options you want:

To	Do this
Always show suggested spellings for misspelled words	Under General Options, select Always Suggest Replacements For Misspelled Words.
Check spelling before sending messages	Under General Options, select Always Check Spelling Before Sending.
Ignore words that were part of an original message when replying to or forwarding a message	Under When Checking, Always Ignore, select The Original Text In A Reply Or Forward.
3.	Choose OK.

Important  If you are composing a message and set any of these options using the Options command on the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Checking Spelling

Spelling Command (Tools menu)


Overview of Customizing the Microsoft Exchange Client Workspace

  How To

The Microsoft Exchange Client workspace displays a menu bar, toolbars, a status bar, and one or more windows of information. You can customize what appears on the screen to suit the way you work or the information you are working on. For example, if you are composing a message, you may want to hide the toolbar and status bar to display more screen area for typing information.


Customizing the Microsoft Exchange Client Workspace

  Overview    [image]  See Also

To hide or display screen elements

Do one or more of the following:

To hide or display	Do this in the Viewer
Folders	From the View menu, choose Folders.
The toolbar	From the View menu, choose Toolbar.
The status bar	From the View menu, choose Status Bar.
ToolTips	From the Tools menu, choose Options. Select Show ToolTips, and then choose OK.
To hide or display	Do this in the New Message form
The Formatting toolbar	From the View menu, choose Formatting Toolbar.
A Bcc box	From the View menu, choose Bcc Box.
A From box	From the View menu, choose From Box.


See Also

Adding or Removing a Column in the Viewer

Adding or Removing a Toolbar Button

Applying a View

Changing the Default Text Format for New Messages

Moving a Toolbar Button


Installing or Removing Components of the Microsoft Exchange Client

  See Also

Before you run the Setup program, you must first quit the Microsoft Exchange Client.

To install or remove individual components of the Microsoft Exchange Client

1.	In the Microsoft Exchange Client program group, double-click the Microsoft Exchange Setup icon.

  Microsoft Exchange Setup Icon

2.	Choose Add/Remove.

3.	In the Options box, select Microsoft Exchange, and then choose Change Option.

4.	In the Options box, do one of the following:

To install or remove a group of items, select or clear the check box for the group.

To install or remove specific items in a group, select the check box for the group, and then choose Change Option. In the Options box, select or clear the items you want to install or remove, and then choose OK.

If you don't want to remove a group or item that is already installed, leave it selected. The Setup program will not reinstall selected groups of items, but it will remove an item you previously installed if you clear it.

5.	Choose OK, and then choose Continue.

Note  You can also use the Setup program to remove the Microsoft Exchange Client, deleting most of the files Setup copied to your computer and reversing changes made to your Autoexec.bat and Config.sys files. However, setup will not remove files that are required by Windows or other applications.


See Also

Getting Information About Using the Microsoft Exchange Client

Overview of the Microsoft Exchange Client


Connecting to a Different Server

  See Also    [image]  MS Exchange Server Feature

Before changing your server connection, you must quit the Microsoft Exchange Client. After specifying a new server, restart the client. You can only connect to servers where you have a mailbox.

To connect to a different Microsoft Exchange Server computer

1.	In the Control Panel, double-click the Mail And Fax icon.

2.	In the The Following Information Services Are Set Up In This Profile box, select Microsoft Exchange Server, and then choose Properties.

3.	In the Microsoft Exchange Server box, type the name of the server you want to connect to.

4.	In the Mailbox box, type the name of your mailbox, and then choose OK.


See Also

Adding an Information Service

Creating or Deleting a Profile

Selecting a Profile When Starting the Microsoft Exchange Client


Overview of Customizing the Microsoft Exchange Client

  How To

With the customization features in the Microsoft Exchange Client, you can make various modifications to the way the client works. You can change the appearance of the client workspace by hiding or displaying screen elements, such as folders, toolbars, the status bar, and ToolTips. You can modify the toolbars to include buttons for commands that you use often and remove buttons you don't need. You can also move toolbar buttons from one position to another.

When you send messages, you can:

Include a From or Bcc box in the message heading.

Use a different font.

Automatically check spelling.

Save a copy in your Sent Items folder.

Request a delivery receipt.

When you reply to messages, you can specify:

The font and color of reply text.

Whether the original message will be included.

How the original message will be included: indented or flush left.

Whether to close the original message after you send your reply.

When you address messages, you can specify which address list you want displayed when you open the Address Book and the order in which address lists are searched when checking recipient names.


How To

  Overview

  Installing or Removing Components of the Microsoft Exchange Client

  Selecting a Profile When Starting the Microsoft Exchange Client

  Connecting to a Different Server

  Setting Mail Delivery Options

  Setting Mail Notification Options

  Customizing the Microsoft Exchange Client Workspace

  Setting Color Options

  Changing the Default Text Format for New Messages

  Setting Options for Replying To or Forwarding Mail

  Setting Options for Moving or Deleting Mail

  Setting Spelling Options

  Setting Default Address Lists

  Setting Printing Options

  Using Desktop Shortcuts

  Using Command-Line Options to Perform Tasks

  Using Shortcut Menus

  Requesting a Receipt

  Assigning Importance to a Message

  Saving a Copy of a Message You Send

  Adding a From or Bcc Box to a New Message Form

  Displaying a Toolbar

  Adding or Removing a Toolbar Button

  Moving a Toolbar Button

  Restoring a Toolbar to Its Original Settings


Overview of Setting Mail Delivery Options

  How To

You can customize settings that control how mail is sent and received. For example, if you have a set of personal folders in the active profile, you can have mail delivered to the Inbox for those folders rather than to the Inbox in your Mailbox. You can also specify the order in which information services are used to send mail.


Setting Mail Delivery Options

  Overview    [image]  See Also

To set mail delivery options for the active profile

1.	From the Tools menu in the Viewer, choose Options.

2.	Select the Delivery tab, and then do one or both of the following:

To	Do this
Change the delivery location for incoming mail	In the Deliver New Mail To The Following Location box, select the location where you want to receive incoming mail.
Change the order in which information services are used to send mail	In the Recipient Addresses Are Processed By These Information Services In The Following Order box, select the information service whose priority you want to change, and then choose the up or down arrow.
3.	Do one of the following:

To apply these options to the next messaging session, choose OK.

To apply these options immediately, choose Apply, and then choose OK.

Tip  You can change options for other profiles by double-clicking the Mail And Fax icon in the Control Panel, and then choosing Show Profiles. For more information, choose Help.


See Also

Adding an Information Service

Creating a Personal Folder File


Using Command-Line Options to Perform Tasks

You can create a shortcut that changes what is displayed when you open the Microsoft Exchange Client.

To use command-line options to perform tasks

1.	In the Microsoft Exchange Client program group, copy your Microsoft Exchange program icon.

2.	From the File menu, choose Properties.

3.	In the Command Line box, type a space at the end of the existing text, and then type one or more of the following:

To	Type
Open a new message	/n
Open a new message and insert a file	filename
Open a file as a message	/f filename
Open the Find window	/s
Open the Address Book	/a
Open the Viewer and display only the Inbox	/i
Open the Viewer with the folder list displayed	/j
4.	Choose OK.

Note

You can insert more than one file in a new message by typing multiple file names separated with a space.


Using Shortcut Menus

To use shortcut menus

Position the insertion point where you want to work, click the right mouse button, and then choose a command.

Note  The commands available on a shortcut menu vary according to the area in which you click.

Tip  For more information about a command, select the command, and then press F1.


Setting Color Options

  See Also

To set color options

1.	From the Tools menu, choose Options, and then select the Colors tab.

2.	Do one or both of the following:

To change the color of	Do this
The number of unread messages	In the Unread Number box under Viewer, select a color.
The From line in the Read Message form	In the Readbar box under Message, select a color.
3.	Choose OK.


See Also

Changing the Default Text Format for New Messages

Customizing the Microsoft Exchange Client Workspace

Setting Options for Replying To or Forwarding Mail


Using Desktop Shortcuts

For quick and easy access to a Microsoft Exchange folder from your desktop, you can create a desktop shortcut. When you click the shortcut, the folder is opened.

To create a desktop shortcut

1.	Select the folder you want to create a shortcut to, and then choose Create Shortcut from the File menu.

2.	In the File Name box, type the name of the desktop shortcut you want to create, and then choose OK.

You can save a desktop shortcut as a file in any directory on your computer. Unless you specify a different location in the Drives or Directories boxes, desktop shortcuts are saved in your Exchange directory.

Note  You can send a desktop shortcut to another user by inserting it in a message. For example, you can include a shortcut to a public folder that your recipient has permission to open. If you send a shortcut to a personal or mailbox folder, the folder must be stored on a Microsoft Exchange Server computer, and the recipient must have permission to open the folder.


Overview of Assigning a Delegate to Manage Your Mail

  How To

A delegate is someone to whom you grant the authority to represent you. With the Microsoft Exchange Client, you can arrange for your delegate to do one or both of the following:

Send mail for you

A delegate can send mail in your name or on your behalf. Messages sent in your name appear to be from you, while messages sent on your behalf contain both your name and your delegate's name.

Open and work in your Microsoft Exchange Client mailbox

A delegate can view the contents of one or more folders in your mailbox. You determine which folders a delegate can alter and to what extent.

Following are a few examples of when providing delegate access to a co-worker might be useful:

If you are going out of town and want to be notified of urgent mail, you can provide a delegate with read-only access to your Inbox.

If you have an assistant who normally manages your incoming mail, you can provide your assistant with access to your Inbox and any other folders that you specify. In addition, if you want this delegate to compose or reply to certain types of messages, such as meeting requests, you can provide the delegate with permission to send mail on your behalf.

If you want a co-worker to compose and reply to messages that need to be sent by you, you can provide your co-worker with permission to send messages in your name.

You can set up all but one of these access permissions yourself. If you want to grant another user permission to send mail in your name, you must notify your administrator.


How To

  Providing Access to Your Mailbox or a Mailbox Folder

  Adding or Removing an Additional Mailbox

  Choosing a Delegate to Send Mail for You

  Sending Mail for Another User


Overview of Providing Access to Your Mailbox or a Mailbox Folder

  How To

You can grant access permissions for your mailbox so that another user or a delegate can open and work with the contents of one or more of your mailbox folders. For example, you may have a delegate who reviews and processes your incoming mail or a co-worker who needs to access information in a particular folder.

To provide access to one or more folders in your mailbox, you must first grant a minimum of Read permission to the mailbox. You can then grant permissions for individual folders. Because the default permission in each of your mailbox folders is None, the user can open only those folders in which you've specifically changed the permission.

Either you or the administrator can set up these access permissions. Note that you cannot grant permissions for a personal folder. If you want another user to review the contents of a personal folder, you must move it to your mailbox or provide the user with the personal folder file. Consequently, if you want another user to manage your incoming mail, your mail delivery location must be your mailbox.


Providing Access to Your Mailbox or a Mailbox Folder

  Overview    [image]  See Also

To give a user access to a mailbox folder, you must first provide access to your mailbox.

To provide access to your mailbox

1.	In the folder list, select your mailbox or a mailbox folder.

2.	From the File menu, choose Properties, and then select the Permissions tab.

3.	To add a name to the Name/Role list, choose Add.

4.	Under Type Name Or Select From List, type or select the name, choose Add, and then choose OK.

5.	Select the name in the Name/Role list for which you want to grant permissions.

6.	Under Permissions, select a predefined role from the Roles box, or select the individual permissions that you want.

You must grant a minimum of Read Items (Reviewer) permission to allow another user to open your mailbox.

7.	Choose OK.


See Also

Adding or Removing an Additional Mailbox

Choosing a Delegate to Send Mail for You

Setting Mail Delivery Options


Overview of Adding or Removing an Additional Mailbox

  How To

You may have access to one or more mailboxes other than your own. For example, you may have access to:

Another user's mailbox. That user must specifically grant you permission to view the contents of his or her mailbox. With this permission, you become that user's delegate.

A mailbox where you process mail addressed to a general name, such as Supply Requests.

To view information in a different mailbox, you must add the mailbox to your active profile. When you add an additional mailbox, it appears in your folder list. You can then open and view the folders that you have been granted access to.

When you remove a mailbox, it still exists but does not appear in your folder list.


Adding or Removing an Additional Mailbox

  Overview    [image]  See Also

To add an additional mailbox

1.	From the Tools menu, choose Services.

2.	In The Following Information Services Are Set Up In This Profile box, select Microsoft Exchange Server, and then choose Properties.

3.	Select the Advanced tab, and then choose Add.

4.	In the Add Mailbox box, type the name of the additional mailbox you have access to.

5.	Choose OK until all open dialog boxes are closed.

The mailbox is now displayed in your folder list.

Note  When you open the mailbox, you can open only those folders in which the user has granted you access permission.

To remove an additional mailbox

1.	From the Tools menu, choose Services.

2.	In The Following Information Services Are Set Up In This Profile box, select Microsoft Exchange Server, and then choose Properties.

3.	Select the Advanced tab.

4.	In the Open These Additional Mailboxes box, select the mailbox name that you want to remove, and then choose Remove.

5.	To confirm that you want to remove the mailbox, choose Yes.

6.	Choose OK until all open dialog boxes are closed.


See Also

Choosing a Delegate to Send Mail for You

Providing Access to Your Mailbox or a Mailbox Folder

Sending Mail for Another User


Overview of Choosing a Delegate to Send Mail for You

  How To

You can select another Microsoft Exchange Client user to compose and send mail for you. Depending upon the level of permission that you grant, this user, or delegate, can send mail for you in one of two ways:

On your behalf

Your delegate's name appears after "From" and your name appears after "Sent On Behalf Of" in messages that your delegate sends. You can grant this level of access directly in the Microsoft Exchange Client.

In your name

Mail that your delegate sends appears to be composed and sent directly by you. Recipients see your name after "From"; your delegate's name does not appear in the message. Only the administrator can grant this level of access at your request.

To send a message for you, your delegate need only display the From box in a New Message form and enter your name. When the message is sent, the Microsoft Exchange Client verifies that the sender has permission to send mail for you. If the sender does not have appropriate permission, the message is returned. If you have granted your delegate the permission to send mail both on your behalf and in your name, messages are sent in your name.


Choosing a Delegate to Send Mail for You

  Overview    [image]  See Also

To choose a delegate to send mail on your behalf

1.	From the Tools menu, choose Options, and then select the Exchange Server tab.

2.	Choose Add.

3.	In the Type Name Or Select From List box, type or select the user's name.

4.	Choose Add, and then choose OK.

With this permission, your delegate can send messages on your behalf. Message recipients see your name after "Sent On Behalf Of" and your delegate's name after "From."

To choose a delegate to send mail in your name

Contact your administrator to grant Send As permission for your delegate.

With this permission, your delegate can send messages that appear to be composed and sent directly by you. Message recipients see your name after "From"; your delegate's name does not appear in the message.


See Also

Providing Access to Your Mailbox or a Mailbox Folder

Sending Mail for Another User


Overview of Sending Mail for Another User

  How To

You may have permission to send mail on behalf of another user or as that user. Sending mail on behalf of another user can be set up by that user. Sending mail as another user must be set up by the administrator. For more information, see Choosing a Delegate to Send Mail for You.

Note  If you sign a message that you send as another user and recipients verify the digital signature when they receive the message, they will see that the message was actually sent by you rather than the person you sent mail as.


Sending Mail for Another User

  See Also

To send mail for another user

1.	From the Compose menu, choose New Message.

2.	From the View menu, choose From Box.

3.	In the From box, type the name of the user you're sending the message for, or choose From to select the name from the Address Book.

4.	When you've finished composing the message, choose Send from the File menu, or click the Send button.

  Send button

Note If you are sending mail on behalf of another user, your name will appear in the From box, followed by "on Behalf of User's Name."


See Also

Adding or Removing an Additional Mailbox

Choosing a Delegate to Send Mail for You

Providing Access to Your Mailbox or a Mailbox Folder


Edit Menu

Use the commands on this menu to move, copy, find, and replace text. For more information, choose a command name.

Copy

Cut

File Object

Open

Print

Rename

Save As

Find

Links

Mark All As Read

Mark As Read

Mark As Unread

Object

Convert

Edit/Open

Open Message Object

Paste

Paste Special

Recipient Object

Replace

Select All

Undo


Undo Command (Edit Menu)

  See Also

Reverses the effects of the last cut, paste, delete, or keyboard action you performed. If you cannot reverse your last action, the Undo command is unavailable.


See Also

Keyboard Shortcuts


Cut Command (Edit Menu)

  See Also

Removes selected text, graphics, or attachments, and puts the information on the Clipboard. Information that you cut or copy to the Clipboard replaces the previous Clipboard contents.

You can also perform this task by clicking the Cut button.

  Cut button


See Also

Copy Command (Edit Menu)

Copying Information Between Items

Copying, Moving, or Deleting Information

Keyboard Shortcuts

Paste Command (Edit Menu)

Paste Special Command (Edit Menu)


Copy Command (Edit Menu)

  See Also

Copies selected text, graphics, or attachments, and puts the information on the Clipboard. Information that you copy to the Clipboard replaces the previous contents.

You can also perform this task by clicking the Copy button.

  Copy button

To copy selected messages, forms, files, and folders in Microsoft Exchange to other Microsoft Exchange folders, choose the Copy command on the File menu.

To insert copied items from the Clipboard into a message, form, or file, choose the Paste command on the Edit menu.


See Also

Copying Information Between Items

Copying, Moving, or Deleting Information

Cut Command (Edit Menu)

Keyboard Shortcuts

Paste Command (Edit Menu)

Paste Special Command (Edit Menu)


Paste Command (Edit Menu)

  See Also

Inserts a copy of the Clipboard contents at the insertion point. The Paste command replaces any text or graphics that are selected with the contents of the Clipboard. If the Clipboard is empty or the selection cannot be replaced, the Paste command is unavailable.

You can also perform this task by clicking the Paste button.

  Paste button

You can also paste text and graphics copied or cut from a message, form, or file in a Microsoft Exchange folder into a file created in another application, such as Microsoft Word.

Note  Large objects and objects from other applications should be pasted using the Paste Special command.


See Also

Copy Command (Edit Menu)

Copying Information Between Items

Copying, Moving, or Deleting Information

Cut Command (Edit Menu)

Keyboard Shortcuts

Paste Special Command (Edit Menu)


Paste Special Command (Edit Menu)

  See Also

Pastes, or embeds, the Clipboard contents into a message in a specified format. You can also use the Paste Special command to create a link to information in another application. For example, you can link a portion of a Microsoft Excel spreadsheet from a message to its source file. Large objects and objects from other applications should be pasted using the Paste Special command.

Paste Special Dialog Box Options

Source

Displays the name of the source data and its location. If the data was copied from an application that did not provide the source data, such as an MS-DOS application, Microsoft Exchange displays "Unknown Source."

Paste

Inserts the Clipboard contents into a message.

Paste Link

Inserts the Clipboard contents into a message and creates a link to the source file so that the information can be updated.

The Paste Link button is available only when the Clipboard contents come from an application whose information can be linked to Microsoft Exchange.

As

Select an option to specify the type of information you want to paste from the Clipboard. This list varies according to the information that has been cut or copied to the Clipboard.

Object

A graphic representation of the Clipboard contents and the data needed to edit the object. The name of the object in the list depends on the type of contents on the Clipboard.

Microsoft Exchange File Attachment

A file inserted into a message as an attachment so that it can be activated using the Microsoft Exchange Client.

Formatted Text (RTF)

Text with formatting, such as Microsoft Excel table formatting.

Text

Plain text with no formatting.

Text and Objects

Unformatted text plus any OLE embedded objects.

Picture (Metafile)

A graphic representation of information that is inserted into your document as a static picture, such as a Windows metafile.

Display As Icon

Displays the selected link as an icon in the message.

Change Icon

Changes the icon displayed in the message. For more information, choose the Help button in the Change Icon dialog box.

Result

Describes the result of the selected options.


See Also

Copy Command (Edit Menu)

Creating a Link to a File

Cut Command (Edit Menu)

File Command (Insert Menu)

Object Command (Insert Menu)

Paste Command (Edit Menu)


Select All Command (Edit Menu)

  See Also

Selects all items in the folder contents list of the Viewer, or selects text.

When you are composing or reading a message, the Select All command has the following effects:

When the insertion point is in the mail header, all text in the line where the insertion point is located is selected.

When the insertion point is in the message body, all text and attachments in the body of the message are selected.


See Also

Copying Information Between Items

Copying, Moving, or Deleting Information

Select All Command (Remote Mail Edit Menu)


Find Command (Edit Menu)

  See Also

Searches for specified text in the body of the active message.

Find Dialog Box Options

Find What

Type the text you want to find.

Match Whole Word Only

Finds occurrences of the text in the Find What box that are independent words and not part of a larger word.

Match Case

Finds only those occurrences with the exact combination of uppercase and lowercase letters specified in the Find What box.

Find Next

Finds and selects the next occurrence of the text in the Find What box.


See Also

Find Command (Tools Menu)

Finding Text

Replace Command (Edit Menu)

Replacing Text


Replace Command (Edit Menu)

  See Also

Searches for and replaces specified text in the active message.

Replace Dialog Box Options

Find What

Type the information you want to replace.

Replace With

Type the text you want to use as replacement text, or paste it from the Clipboard. To delete the text in the Find What box from the message, leave the Replace With box empty.

Match Whole Word Only

Finds occurrences of the text in the Find What box that are independent words and not part of a larger word.

Match Case

Finds only those occurrences with the exact combination of uppercase and lowercase letters specified in the Find What box.

Find Next

Finds and selects the next occurrence of the text in the Find What box.

Replace

Replaces the text in the Find What box with the text in the Replace With box, and then finds the next occurrence of the text in the Find What box.

Replace All

Finds and replaces all occurrences of the text in the Find What box with the text in the Replace With box.

You can also undo replacements. For more information, see the Undo Command topic.


See Also

Find Command (Edit Menu)

Find Command (Tools Menu)

Finding Text

Replacing Text


Links Command (Edit Menu)

  See Also

Displays and modifies links in a message to specific information in other applications, such as Microsoft Excel.

Links Dialog Box Options

Links

Displays information about all links in a message, including the file name, the type, and whether the links are updated automatically or manually.

Source

Displays the file name and location of the source file.

Type

Displays the application or type of application in which the link was created.

Update

Specify how you want the information to be updated.

Automatic

Updates existing data every time new data becomes available.

Manual

Updates existing data only when you choose the Update Now button.

Update Now

Updates all links selected in the Links box.

Open Source

Opens the selected file in the source application for editing.

Change Source

Specifies a different source file for a selected link. The link will receive data from the new source file. See the Change Source Dialog Box topic.

Break Link

Breaks the link between the source file and the destination file for all selected links.


See Also

Breaking a Link

Creating a Link to a FIle

Editing Linked Information

Reconnecting or Changing a Link

Updating a Link


Mark As Read Command (Edit Menu)

  See Also

Identifies selected messages, files, or other items in the active folder as having been opened. All selected items lose their bold formatting in the folder contents list.

For example, if you are reading through a list of headers and you see an item that is a duplicate of another or an item that you are not interested in opening, you can select it and choose Mark As Read.

To identify all items in the active folder as having been opened, choose Mark All As Read.


See Also

Mark All As Read Command (Edit Menu)

Mark As Unread Command (Edit Menu)

Marking Items as Read and Unread


Mark As Unread Command (Edit Menu)

  See Also

Identifies selected messages, files, or other items in the active folder as unopened. All selected items appear with bold formatting in the folder contents list.

For example, if you opened an item but did not read it, you can select it and choose Mark As Unread to flag it for reading later.


See Also

Mark All As Read Command (Edit Menu)

Mark As Read Command (Edit Menu)

Marking Items as Read and Unread


Mark All As Read Command (Edit Menu)

  See Also

Identifies all messages, files, and other items stored in the active folder as having been opened. All unopened items in the folder contents list lose their bold formatting.

When reading items in a public folder, you can read only the items that interest you and then mark all items in the list as read. The next time you open the public folder, only new items will appear in bold.


See Also

Mark As Read Command (Edit Menu)

Mark As Unread Command (Edit Menu)

Marking Items as Read and Unread


Change Source Dialog Box

  See Also

Specifies a different source file for linked information in a message.

Source

Type or select the name of the source file to which you want to link information.

Drives

Select the drive on which you store the source file that you want to link to.

Directories

Select the directory in which you store the source file that you want to link to.

Network

Opens the Connect Network Drive dialog box, where you can make a connection to a network drive. For more information, choose the Help button in the dialog box.

List Files Of Type

Type or select the type of files that you want to search for.


See Also

Breaking a Link

Creating a Link to a File

Reconnecting or Changing a Link

Updating a Link


Object Command (Edit Menu)

  See Also

Displays a menu of commands for editing a selected embedded object or a linked object. When you finish editing the object, Microsoft Exchange incorporates the changes.

The command name changes depending on the object you select. For example, if the selected object is a Microsoft Excel worksheet, the command name is Microsoft Excel Worksheet Object.

If the selected object is linked, the command name changes to Linked Object. For example, if the selected linked object is a Microsoft Word 6.0 document, the command name is Linked Document Object.


See Also

Editing an Attachment

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder

Object Command (Insert Menu)


Convert Command (Object Menu)

  See Also

Converts an embedded object to an object in an application other than the one in which it was created. The object can then be edited in the application it was converted to. For example, if you have a Microsoft Excel spreadsheet embedded in a message, and you want to edit it as a Word table, you can convert it to a Word object.

You can convert the original object to a different type of file temporarily or permanently. You can also display the object as an icon within your message.

Convert Dialog Box Options

Current Type

Displays the type of object that you are converting or activating.

Object Type

Select the type of object to which you want to convert the file.

Convert To

Converts the selected embedded object to the type of information selected in the Object Type box.

Activate As

Opens the embedded object as the type of information selected in the Object Type box but returns the object to Current Type after editing.

Display As Icon

Displays the selected embedded object as an icon in a message.

Result

Describes the result of the selected options.


See Also

Editing an Attachment

Editing Linked Information

Embedding an Object

Object Command (Insert Menu)


File Object Command (Edit Menu)

  See Also

Displays a menu of commands that allow you to open, print, save, or rename an attachment. You can also save an attachment in another location with a different file format. When you open an attachment, you open it in the application it was created with. You can then edit the attachment in its source application.

If the inserted file is linked, the command name changes to Linked File Object. When you make changes to a linked attachment, the changes are reflected in the source file.

For more information on the File Object commands, choose a command name.

Open Command

Print Command

Rename Command

Save As Command


See Also

Editing an Attachment

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder


Open Command (File Object Menu)

  See Also

Opens the attachment in the application it was created with. You can then edit the attachment in its source application and save your changes so that they are also reflected when you open the attachment in a Microsoft Exchange message.


See Also

Editing an Attachment

Editing Linked Information

Embedding an Object

File Object Command (Edit Menu)

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder


Print Command (File Object Menu)

  See Also

Opens the attachment in the application it was created with and prints the file.


See Also

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder

Printing an Attachment

Printing an Item

Setting Printing Options


Save As Command (File Object Menu)

  See Also

Opens the Save As dialog box, where you can save the attachment in another location with a different file format and file name.

Save As Dialog Box Options

File Name

Type or select the file name that you want to save. A file name can contain up to eight characters, plus a three-letter extension.

Save File As Type

Displays the type of file formats that are available for saving a file.

All Files

Saves a file in its original file format.

Directories

Select the directory where you want to store the file.

Drives

Select the drive where you want to store the file.

Network

Connects to another server on the network. For more information, choose the Help button in the Connect Network Drive dialog box.


See Also

Saving a Message as a File

Saving an Attachment


Rename Command (File Object Menu)

  See Also

Modifies the file name displayed under the attachment icon for a file or other item that is inserted into a message.

Rename Dialog Box Options

Name

Type the new name that you want to display below the selected attachment in a message.

Original Name

Displays the file name of the attachment as it exists in the file system.


See Also

Editing an Attachment

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder

Open Command (File Object Menu)


Change Icon Dialog Box

Modifies the icon that represents an embedded object in a message.

Icon

Select the icon that you want to display for the embedded object.

Current

Displays the icon that is currently in the message.

Default

Displays the icon that is displayed by default for this type of embedded object.

From File

Type the path and select the icon that you want to use from another location.

Label

Type the title that you want to display under the icon in the message.

Browse

Searches for icons in other locations. For more information, see the Browse Dialog Box topic.


Browse Dialog Box

Searches for files that you want to work with, including those in other network locations.

File Name

Type or select the file that you want to open. To select another location, use the Drives and Directories boxes.

List Files Of Type

Select the type of files that you want to find.

Directories

Select the directory where you want to search.

Drives

Selects the drive where you want to search.

Network

Connects your computer to a network drive. For more information, choose the Help button in the Connect Network Drive dialog box.


Edit/Open Command (Object Menu)

Opens the selected embedded object or the source file of linked information so that you can edit it in a message or perform other actions.

The name of the object on the edit menu changes depending on the object you select. For example, Microsoft Exchange displays the Microsoft Excel Worksheet Object command if the selected embedded object is a Microsoft Excel worksheet.


Open Message Object Command (Edit Menu)

  See Also

Opens the selected message attachment in a Read Message form. If you modify the message, the changes are reflected in the inserted message.

If the inserted message is linked, the command name changes to Open Message Link Object. When you make changes to a linked attachment, the changes are also reflected in the source message.


See Also

Editing an Attachment

Editing Linked Information

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder

Open Command (File Object Menu)


Recipient Object (Edit Menu)

  See Also

Lists the actions available for a selected recipient in the To or Cc box of the New Message form.


See Also

Add to Address Book

Send Options

Properties


Properties (Recipient Object Menu)

Displays the Properties dialog box for the selected recipient in the To and Cc box of the New Message form.


Send Options (Recipient Object Menu)

Displays the Send Options dialog box, where you can set an expiration date or a delivery time for your message.


 Add to Address Book (Recipient Object Menu)

Adds the selected recipient to your personal address book.


File Menu

Use the commands on this menu to open, save, copy, print, and delete files. For more information, choose a command name.

Add To Favorites

Add To Personal Address Book

Close

Copy

Create Shortcut

Delete

Empty Folder

Exit

Exit And Log Off

Import

Move

New Entry

New Folder

New Message

Open

Post

Print

Properties

Remove From Favorites

Rename

Save

Save And Close

Save As

Send


Open Command (File Menu)

  See Also

Opens selected messages, forms, files, or folders.


See Also

Opening or Closing a Message


Save Command (File Menu)

  See Also

Saves an open message or other item. For example, if you are typing a message but do not have time to finish it, choose Save to save the message in your Inbox. You can then open the saved message, complete it, and then send it.

To save items in different locations and file formats, choose Save As from the File menu.


See Also

Save As Command (File Menu)

Saving a Copy of a Message You Send

Saving a Message as a File

Saving an Incomplete Message


Save As Command (File Menu)

  See Also

Saves messages, forms, files, and attachments with the name, location, and file format that you specify.

A message is saved by default in a Text Only format with a .TXT extension, though you can assign any extension to it. The default file name is the first eight letters of the message subject. You can also save messages in Rich Text format (.RTF) or Message format (.MSG).

You can save messages and forms in a single file by selecting the items, and then saving them under a single name.

To select multiple items, hold down CTRL while clicking the items that you want to select.

If you choose to save items as a file with an existing file name, you can either append the text to the end of the existing file or replace it.

Save As Dialog Box Options

File Name

Type or select the file name that you want. A file name can contain up to eight characters, plus a three-letter extension.

Save File As Type

Save messages and attachments in either Text Only format (.TXT), Rich Text format (.RTF), or Message format (.MSG).

Text Only

Saves text without formatting, using the ANSI character set. Select this format only if the destination application does not support .RTF format.

Rich Text Format

Saves all formatting and converts it to instructions that Microsoft-compatible applications, as well as other applications, can read and interpret.

Message Format

Saves a message in Microsoft Exchange format. You can store the message in any directory of your file system.

Save

Select the type of file that you want to save.

Messages

Saves the active message or messages that are selected in the Viewer. If more than one message is selected, the messages will be saved as one file.

Attachments

Saves selected attachments. Attachments previously selected in a message will be selected in the list. You can select or clear attachments in the list before choosing to save them. You can save an attachment without saving the message.

Directories

Select the directory where you want to store the file.

Drives

Select the drive where you want to store the file.

Network

Connects to another server on the network. For more information, choose Help.


See Also

Save Command (File Menu)

Saving a Copy of a Message You Send

Saving a Message as a File

Saving an Incomplete Message


Move Command (File Menu)

  See Also

Moves the active message, form, file, or folder into another folder. When you move a folder, everything stored in the folder is moved with it, including other folders.

You can also move open or selected items by clicking the Move Item button.

  Move Item button

You can also move an item by dragging it to another folder.

You cannot move the Inbox, Outbox, Sent Items, or Deleted Items folders.

Move Dialog Box Options

Move This Item To The Selected Folder

Select the location where you want to move the selected or open item. To display additional folders in a location, click the sign (+) next to a folder.

New Folder

Creates a new folder in the location selected in the Move To box. For more information, see the New Folder Command topic.


See Also

Copy Command (File Menu)

Copying, Moving, or Deleting Information

Moving or Copying a Folder

Moving or Copying a Message to a Folder


Copy Command (File Menu)

  See Also

Copies active messages, forms, files or folders to another folder. When you copy a folder, everything in the folder is also copied, including other folders.

Copy Dialog Box Options

Copy This Item To The Selected Folder

Select the location where you want to store a copy of the active item. To display additional folders in a location, click the sign (+) next to the folder.

New Folder

Creates a new folder in the location selected in the Copy To box. For more information, see the New Folder Command topic.


See Also

Copy Command (Edit Menu)

Copying, Moving, or Deleting Information

Move Command (File Menu)

Moving or Copying a Folder

Moving or Copying a Message to a Folder


Delete Command (File Menu)

  See Also

Deletes active messages or other items. If the selection cannot be deleted, this command is unavailable.

You can also delete active items by clicking the Delete button.

  Delete button

All deleted items are moved to the Deleted Items folder. You can retrieve deleted items from this folder until it is emptied. Once you delete an item from the Deleted Items folder, it is permanently deleted.

You can specify that you want to automatically empty the Deleted Items folder whenever you exit the Microsoft Exchange Client. Choose Options from the Tools menu, and then select the General tab.

You can also delete an item by dragging it to the Deleted Items folder.

When you delete a folder, any items that are stored in the folder are also deleted.

To delete an attachment, you must select it in the message, and then press DEL.


See Also

Copying, Moving, or Deleting Information

Cut Command (Edit Menu)

Deleting a Message

Renaming a Folder

Retrieving a Deleted Message


Print Command (File Menu)

  See Also

Prints active messages, forms, files, and attachments according to print settings that you specify. Before using this command, you must first install a printer. To install a printer, see your system documentation.

You can also print one copy of an active message, using the current print settings, by clicking the Print button.

  Print button

To print multiple messages or forms, you must select the headers in the Viewer before you print them.

You cannot print multiple selected items that include both messages or custom forms, and files. You can only print one file at a time.

To select a printer and set the appropriate options, choose Setup in the Print dialog box.

Print Dialog Box Options

Printer

Displays the name of the currently selected printer.

Options

Select the options that you want for printing messages and forms.

Start Each Item On A New Page

Prints each message or form on a separate page.

Print Attachments

Prints any attachments in the active message. You cannot print more than one copy of an attachment at a time. Embedded objects in a message are always printed with the message.

Print Quality

Select the print quality that you want. The list is determined by the printer driver for the currently selected printer. Generally, lower print quality prints faster.

Print To File

Prints a copy of a message to a new file that is not routed directly to a printer. You can print to a file so that you can print the file later without opening the original message or starting the Microsoft Exchange Client. You can copy the file to a printer in MS-DOS or Microsoft Windows by using a file copy utility. For more information on printing a file without using the client, see your system documentation.

Copies

Type the number of copies that you want to print.

Collate Copies

Organizes multiple copies.

Setup

Displays the Print Setup dialog box, where you can connect to a printer. For more information, see the Print Setup Dialog Box topic.


See Also

Print Setup Dialog Box

Printing an Attachment

Printing an Item

Printing Microsoft Exchange Client Documentation

Setting Printing Options


Print Setup Dialog Box

Selects an installed printer and options for printing. Before you can print in the Microsoft Exchange Client for the first time, you must:

Install a printer driver by using Windows NT Setup or the Windows NT Control Panel. For more information, see your Windows NT documentation.

Connect the printer to your computer or a network by using the instructions in your printer documentation.

Select the printer that you want by using the Print Setup dialog box.

Print Setup Dialog Box Options

Printer

Select the printer that you want to use. For information about installing printers, see your system documentation.

Properties

Displays more printing options in a dialog box that is provided by the printer driver that you are using. For more information, choose Help.

Orientation

Select a page orientation.

Portrait

Prints horizontally across the shorter width of the paper.

Landscape

Prints horizontally across the longer width of the paper.

Paper

Select paper options that you want to use with the selected printer.

Size

Select the paper size that you want to use.

Source

Select the paper tray that you want to use.

Network

Connects your computer to a network printer. The Network button is available only if your computer is connected to a network. To get Help on network printers, choose Network, and then choose Help.


Close Command (File Menu)

  See Also

Closes the active window. If you close an unsent or modified message without saving it, you are prompted to save the message. If you choose No, you lose all of the information that you have typed or inserted.

You can also close the active window by choosing Close from the Control menu.


See Also

Exit And Log Off Command (File Menu)

Exit Command (File Menu)

Minimize Command (Control Menu)

Quitting the Microsoft Exchange Client


New Folder Command (File Menu)

  See Also

Creates a new folder in the active location. You can create a folder in your mailbox or another folder.

To modify a folder, select it, and then choose Properties from the File menu.

You can copy or move a selected folder by choosing Copy or Move from the File menu.

If you have the appropriate permissions, you can also create a public folder.

New Folder Dialog Box Options

Folder Name

Type the name of the new folder.


See Also

Copy Command (File Menu)

Creating or Deleting a Folder

Move Command (File Menu)

Properties Command (File Menu)


Rename Command (File Menu)

  See Also

Changes the name of a selected folder. A folder name can consist of a maximum of 255 characters, in any combination of characters and spaces.

You can also rename attachments that are inserted in a message by selecting the attachment, clicking the right mouse button, and then choosing Rename.

Rename Dialog Box Options

New Name

Type the new name for the folder.


See Also

Creating or Deleting a Folder

Moving or Copying a Folder

Moving or Copying a Message to a Folder

Renaming a Folder


Exit And Log Off Command (File Menu)

  See Also

Logs you off the Microsoft Exchange Server computer and all other messaging applications. This prevents unauthorized use when you are away from your computer.

Users can continue to send you messages and other items while you are logged off. The messages will be stored on the server until you log on again.


See Also

Close Command (File Menu)

Exit Command (File Menu)

Minimize Command (Control Menu)

Quitting the Microsoft Exchange Client


Exit Command (File Menu)

  See Also

Closes the Microsoft Exchange Client, but leaves other messaging applications running.

To log off the Microsoft Exchange Server computer and close all other messaging applications when you quit the client, choose Exit And Log Off from the File menu.

You can also exit the client by double clicking the Control-menu box.


See Also

Close Command (File Menu)

Exit And Log Off Command (File Menu)

Minimize Command (Control Menu)

Quitting the Microsoft Exchange Client


Send Command (File Menu)

  See Also

Sends an open message or other item to the recipients whose names are entered in the address boxes in the message.

You can also send an item by clicking the Send button.

  Send button


Create Personal Folders Dialog Box

Specifies a file location where you can save a new set of personal folders to store messages you import.

File Name

Type or select the file name where you want to store imported messages. To select another location, use the Drives and Directories boxes.

Save File As Type

Imported messages are stored in .pst files.

Directories

Select the directory where you want to search.

Drives

Select the drive where you want to search.

Network

Connects your computer to a network drive. For more information, choose the Help button in the Connect Network Drive dialog box.


See Also

Addressing a Message

Forwarding a Message

Posting Information in a Public Folder

Saving a Copy of a Message You Send

Sending a Message


New Entry Command (File Menu)

  See Also

Creates a new entry for a recipient who is not listed in the Address Book or for a group of recipients as a new personal distribution list (PDL), and adds it to the personal address book (PAB).

You can also perform this task by clicking the New Entry button.

  New Entry button

New Entry Dialog Box Options

Select The Entry Type

Select the type of entry that you want to create. The list varies according to the gateways or information systems that have been installed by your administrator or according to the type of address list where you are adding the entry.

Other Address

Creates an address for a recipient who is a user of another mail system. If you cannot find a more specific address entry type, use this type.

Personal Distribution List

Creates a single entry for a group of recipients.

Put This Entry

Select where you want to insert the new entry.

In The

Select the name of the address list where you want to add the new entry.

In This Message Only

Adds the new entry to the To address box in the active message.


New Entry Dialog Box

Creates a new entry for a recipient who is not listed in the Address Book.

Select The Entry Type

Select the type of entry that you want to create. The list varies according to the gateways or information systems that have been installed by the administrator of your Microsoft Exchange Server enterprise, as well as according to the type of address list where you are adding the entry.

Other Address

If you cannot find a more specific address entry type, use this type.

Personal Distribution List

Creates a single Address Book entry for a group of recipients.


See Also

Add To Personal Address Book Command (File Menu)

Adding or Deleting a Name in the Personal Address Book

Addressing a Message

Creating or Deleting a Personal Distribution List

Setting Default Address Lists


Add To Personal Address Book Command (File Menu)

  See Also

Adds the selected Address Book entry to the specified personal address book (PAB).

You can also perform this task by clicking the Add To Personal Address Book button.

  Add To Personal Address Book button


See Also

Adding or Deleting a Name in the Personal Address Book

Addressing a Message

Creating or Deleting a Personal Distribution List

New Entry Command (File Menu)

Setting Default Address Lists


Add To Favorites Command (File Menu)

  See Also    [image]  MS Exchange Server Feature

Adds the selected public folder to your Favorites folder under Public Folders. Your Favorites folder provides an easy way to view and access public folders that you use frequently.

By default, the Favorites folder is collapsed under Public Folders in the folder list.

Unlike a public folder, the name of a Favorites folder appears in bold format when it contains items that you have not yet read. In addition, you can rename your Favorites folders.

When you add a top-level folder to your Favorites folder, subfolders are not added automatically. You can add them individually.


See Also

Adding or Removing a Favorites Folder

Creating or Modifying a Rule for a Public Folder


Properties Command (File Menu)

  See Also

Displays or modifies the properties, or characteristics, of a selected address list, set of personal folders, or individual folder, and the messages or other items stored within them.

Changes that you make after choosing Properties apply only to the active message, folder, or other item. For example, to save a copy of a message that you are composing, choose Properties from the File menu before you send the message.

To make global changes to your Microsoft Exchange Client options, such as saving a copy of all items you send, choose Options from the Tools menu.

For more information about the options in one of the tabs displayed in the Properties dialog box, choose Help.


See Also

Options Command (Tools Menu)


General Tab (Folder)

Displays or modifies general information about the selected folder, such as its name and where it is stored. If you are the folder owner, you can add or edit a description.

Name

The name of the selected folder.

Type

The type of item that is selected, such as a folder, in this case.

Location

The location where the the folder is stored.

Description

An optional description for the selected folder.


General Tab (Set of Folders)

Displays or modifies general information about the selected set of folders, such as its name and where it is stored.

Name

The name of the selected set of folders.

Type

The type of item that is selected, such as a set of public folders.

Location

The location where the selected set of folders is stored.

Description

An optional description for the selected set of folders.


General Tab (File)

Displays or modifies general information about a selected file from the file system that was created in another application, such as Microsoft Word, but is stored in a Microsoft Exchange Client folder.

Type

The type of file that is selected.

Location

The folder where the file is stored.

Size

The file size in kilobytes (K) or megabytes (MB).

File Name

Displays the name of the file.

Sent

The date and time that the file was created.

Received

The date and time that the file was placed in the folder.

Last Changed

The date and time that the file was last modified.

Importance

Displays or modifies the priority assigned to the file. Marking a file with high or low importance affects the appearance of the Importance column in the folder contents list.

High

Displays an exclamation point (!). Depending upon how your mail server is set up, messages marked with High importance may be delivered faster than those marked with Normal or Low importance.

Normal

Displays no symbol.

Low

Displays a down arrow.


Personal Address Book Tab

Displays or modifies general information about your personal address book (PAB). You can view the location of the PAB file, change the display name of the PAB, create or open another PAB, and select how you want to display names in the PAB.

Name

The name of the active PAB. When you first add a PAB to your profile, the display name is Personal Address Book. To change the display name, type a new name.

Path

The path and filename of the file that stores the information for your PAB. You can also create or open another PAB by typing a new filename or an existing path and filename.

Browse

Creates or opens another PAB. For more information, see the Use Personal Address Book Dialog Box topic.

Show Names By

Select how you want to display names in your PAB.

First Name

Displays first names followed by last names.

Last Name

Displays last names followed by first names.


Distribution List Tab

Displays or modifies general information about the selected personal distribution list (PDL) in your personal address book (PAB).

Name

The name of the selected PDL.

Add/Remove Members

Modifies the current list of recipients who are included in the selected PDL. For more information, see the Edit Members Of Personal Distribution List Name Dialog Box topic.

<< (Previous)

Displays general information for the preceding entry in the PAB.

>> (Next)

Displays general information for the following entry in the PAB.


Business Tab

Displays or modifies information about the selected business entry listed in your personal address book (PAB).

Name

The selected recipient's name as it is listed in the PAB.

First

The selected recipient's first name as it is listed in the PAB.

Last

The selected recipient's last name as it is listed in the PAB.

Address

The mailing address of the selected recipient.

City

The city for the selected recipient's address.

State

The state for the selected recipient's address.

Zip Code

The zip code for the selected recipient's mailing address.

Country

The country name for the selected recipient's mailing address.

Title

The title of the selected recipient's position in the company.

Company

The company name where the selected recipient is employed.

Department

The department name in the company where the selected recipient is employed.

Office

The office location for the recipient.

Assistant

The name of the recipient's assistant.

Phone Number

The phone numbers entered in the Phone Numbers tab. For more information, see the Phone Numbers Tab topic.

Dial

Dials the phone number displayed in the Phone Number box.


Phone Numbers Tab

Displays or modifies telephone numbers for the selected name in the personal address book (PAB). This name is displayed at the top of the tab.

Business

The primary business telephone number for the selected name.

Business 2

The secondary business telephone number for the selected name.

Assistant

The telephone number for the selected name's assistant.

Fax

The fax number for the selected name.

Home

The primary home telephone number for the selected name.

Home 2

The secondary home telephone number for the selected name.

Mobile

The cellular telephone number for the selected name.

Pager

The pager number for the selected name.

Dial

Dials the telephone number in the respective box.

<< (Previous)

Displays general information for the preceding entry in the PAB.

>> (Next)

Displays general information for the following entry in the PAB.


Notes Tab (Recipient)

Displays or modifies comments about the selected entry in your personal address book (PAB). Displays the name of the selected entry in the PAB and provides a space to type or edit notes.

<< (Previous)

Displays general information for the preceding entry in the PAB.

>> (Next)

Displays general information for the following entry in the PAB.


Notes Tab (Personal Address Book)

Displays or modifies comments about your personal address book (PAB). Displays the name of the PAB and provides a space to type or edit notes.


Security Tab (Properties Command)

  MS Exchange Server Feature

Displays the security options for a message that you received or an item posted in a public folder.

Security Options For This Item

Displays the type of security for the active message. These security options are unavailable for items that are posted in a public folder.

Encrypted Contents And Attachments

The active message is sealed, including its attachments, so that it can be read only by the recipients specified by the sender.

Digitally Signed

The active message is signed with a digital signature to ensure recipients that the information they have received was not tampered with after it was sent.

Verify Digital Signature

Opens the Verify Digital Signature dialog box, where you can verify that the item was digitally signed.


New Message Command (File Menu)

  See Also

Displays a New Message form addressed to the selected recipient in the Address Book.


See Also

Send Command (File Menu)

Sending a Message


Edit Members Of Personal Distribution List Name Dialog Box

Modifies the list of members in a personal distribution list (PDL) that you have added to your personal address book (PAB).

Show Names From The

Select the address list that contains the names that you want to add to the PDL.

Type Name Or Select From List

Type or select a name, and then choose Members or press ENTER to add the name to the PDL. When you type a name, the address list scrolls to match the letters that you type.

Members

Adds a name from the Type Name Or Select From List box to the PDL and displays the name in the Personal Distribution List box.

Personal Distribution List

Displays the members of the PDL. To remove a member, select the member's name in the list, and then press DEL or BACKSPACE.

New

Creates a new entry in the active PAB. For more information, choose Help.

Properties

Displays the properties of the selected entry. For more information, choose Help.

Find

Specify conditions to search for names in the active address list. When the search is complete, the Microsoft Exchange Client displays all matching names. For more information, choose Help.


Remove From Favorites Command (File Menu)

  See Also    [image]  MS Exchange Server Feature

Deletes the selected public folder from the Favorites folder under Public Folders in the folder list. The public folder remains in its location on the Microsoft Exchange Server computer.


See Also

Adding or Removing a Favorites Folder


General Tab (Personal Address Book)

Displays general information about the selected entry, such as a public folder entry, in your personal address book (PAB).

Name

Type the name that you want to display in the PAB.


Address Type - General Tab

Displays or modifies address information about an entry in your personal address book (PAB) that was created by choosing Other Address in the New Entry dialog box.

Display Name

The name of the selected entry as it appears in your PAB.

E-mail Address

The e-mail address for the selected entry in the PAB.

E-mail Type

A description of the type of e-mail address for the selected entry in the PAB.

Always Send To This Recipient In Microsoft Exchange Rich-Text Format

Select to send messages in Rich-Text format to a recipient who is using the Microsoft Exchange Client or another mail system that can display text formatting. To send messages with plain text, clear this option.


Views Tab

Creates, modifies, or deletes the view of information in the selected folder.

Folder Views

Creates a new folder view or modifies one of the existing folder views that is listed in the Views box. Folder views are available only in the active folder.

Personal Views

Creates a new personal view. Personal views are available in all folders.

New

Opens the New View dialog box, where you can define and save a new view. For more information, see the New View Dialog Box topic.

Modify

Opens the Modify View dialog box, where you can redefine the view selected in the Views box. For more information, see the Modify View Dialog Box topic.

Delete

Deletes the view selected in the Views box. Default views cannot be deleted.

Description

Displays the selections defined for the view. The filter is applied first, followed by the group and sort order.


Message ID Tab

Displays the message identification number for the selected message. This number can be used by your administrator to track the message.


Import Command (File Menu)

  See Also

Imports messages and personal address book (PAB) entries from .MMF files and converts them to .PST and .PAB files.

Specify File To Import Dialog Box Options

File Name

Type or select the file that you want to import.

List Files Of Type

Select the type of file that you want to import.

All Mail Types

Lists all mail files in the current location.

Message Files (*.MMF)

Lists all files in the current location that were saved with the .MMF extension. Microsoft Mail stores messages and personal address book entries in .MMF files.

Address Book (*.PAB)

Lists all files in the current location that were saved with the .PAB extension. The Microsoft Exchange Client stores personal address book entries in .PAB files.

All Files (*.*)

Lists all files in the current location.

Directories

Select the directory where the file that you want to import is stored.

Drives

Select the drive where the file that you want to import is stored.

Network

Connects to another server on the network. For more information, choose Help.


See Also

Importing .MMF and .PAB Files


Import Mail Data Dialog Box

Specifies a password for the mail file that you want to import and the type of information that you want to import.

Type The Password

Type a password for the mail file, if necessary.

Import Messages

Imports messages from the mail file (.MMF).

Import Personal Address Book Entries

Imports personal address book (PAB) entries from the mail file.


Import Mail Data Dialog Box (Personal Address Book)

Imports personal address book (PAB) entries. To add the PAB to the active profile, choose OK.


Select Personal Address Books To Import Dialog Box

Specifies the personal address book (PAB) that you want to import.

The Following Address Books Have Been Found In This Mail File

Select the PAB that you want to import.


Import Mail Data Dialog Box (Messages)

Specifies where you want to store the messages that you import.

Put The Messages Into Existing Personal Folders

Stores imported messages in an existing set of personal folders. Select the set of personal folders where you want to store messages from the list of personal folder files in the active profile.

Put The Messages Into New Personal Folders

Creates a new set of personal folders for the imported messages.

Specify The Path Name For The New Personal Folders

Type the path name for the new set of personal folders.

Browse

Select a location for the new set of personal folders. For more information, choose Help in the Browse dialog box.

Display New Personal Folders

Adds the new set of personal folders to your profile and displays them in the folder list.


Import Mail Data Dialog Box

Displays information about the number of messages and personal address book (PAB) entries that you imported.

Import Status

Specifies whether you have canceled or completed importing mail information.

Number Of Messages Imported

The number of messages that you imported.

Number Of PAB Entries Imported

The number of PAB entries that you imported.

Number Of Errors Logged

The number of errors reported while importing. For more detailed information about errors, open filename.LOG file, where filename is the name of your previous Message File (.MMF) or Personal Address Book (.PAB) file. The log file is located in the directory where the Microsoft Exchange Client is installed, typically, C:\Exchange. The file can be viewed with any text editor.

Elapsed Time

The amount of time required to import the information.


General Tab (New Message or Post Form)

Displays or modifies general information about the item you are composing, such as its size and importance.

Name

The subject of the item.

Type

The type of item.

Location

The location of the item if it has been saved.

Size

The size of the item in kilobytes (K) or megabytes (MB) and the number of attachments. If you have typed or inserted something but the item has not yet been sent, posted, or saved, this field displays "Under Composition."

Last Changed

The date and time the item was last modified.

Options For This Item

The following options are set by the sender. The recipient can change only the importance that you assign to the item.

Importance

Select the priority that you want to assign to the item. Marking an item with high or low importance affects the appearance of the Importance column in the folder contents list.

High

Displays an exclamation point (!). Depending upon how your mail server is configured, messages marked with High importance may be delivered faster than those marked with Normal or Low importance.

Normal

Displays no symbol.

Low

Displays a down arrow.

Sensitivity

Select the sensitivity that you want to assign to this item. The sensitivity level that you assign appears in the Sensitivity column, if that column is displayed. You cannot modify the sensitivity setting for private, personal, or confidential items once they are sent. Private sensitivity also protects the contents of your item from being changed when it is replied to or forwarded.

Normal

No sensitivity. The Sensitivity column of the item header is blank.

Personal

Displays Personal in the Sensitivity column. Typically, a personal item contains nonbusiness-related information.

Private

Displays Private in the Sensitivity column and prohibits any recipient from modifying your original item when it is replied to or forwarded.

Confidential

Displays Confidential in the Sensitivity column. A confidential item should be treated according to the policies on confidentiality of your organization.

Read Receipt

Sends a receipt to the sender after the recipient opens the message. If you are posting an item in a public folder, this option is unavailable.

Delivery Receipt

Sends a receipt to the sender after the message is delivered to the recipient. If you are posting an item in a public folder, this option is unavailable.

Save Copy In 'Sent Items' Folder

Saves a copy of the active message in your Sent Items folder. If you are posting an item in a public folder, this option is unavailable.

Send Options

If the information service that you currently use to send mail provides additional options, sets advanced options for sending a message. If you are posting an item in a public folder, this button is unavailable. For more information, choose Help in the Send Options For This Message Dialog Box.


General Tab (Item)

Displays general information about the active message or item posted in a public folder, such as its size and importance. You can also change the importance of the item to High, Normal, Or Low.

Name

The subject of the item.

Type

The type of item.

Location

The location of the item, including the set of folders, individual folder, and Microsoft Exchange Server computer.

Size

The size of the item in kilobytes (K) or megabytes (MB) and the number of attachments.

Sent

The date and time that the item was sent.

Received

The date and time that you received the item.

Last Changed

The date and time that the item was last modified.

Options For This Item

The following options are set by the sender. The recipient can change only the importance that was assigned to the item.

Importance

Select the priority that you want to assign an item. Marking an item affects the visual appearance of the Importance column in the folder contents list and lets the recipients know how important you think the item is.

High

Displays an exclamation point (!). Depending upon how your mail server is set up, messages marked with High importance may be delivered faster than those marked with Normal or Low importance.

Normal

Displays no symbol.

Low

Displays a down arrow.

Sensitivity

Displays the sensitivity assigned to this message. The sensitivity level appears in the Sensitivity column, if that column is displayed. You cannot modify the sensitivity setting for private, personal, or confidential messages once they are sent. Private sensitivity also protects the contents of your message from being changed when it is replied to or forwarded. If you are reading an item that was posted in a public folder, sensitivity options are unavailable.

Normal

No sensitivity. The Sensitivity column of the item header is blank.

Personal

Displays Personal in the Sensitivity column. A personal message typically contains nonbusiness-related information.

Private

Displays Private in the Sensitivity column and prohibits any recipient from modifying your original message when it is replied to or forwarded.

Confidential

Displays Confidential in the Sensitivity column. A confidential message or form should be treated according to the policies on confidentiality of your organization.

Read Receipt Requested

The sender requested a receipt when you opened the message. If you are reading an item that was posted in a public folder, this option is unavailable.

Delivery Receipt Requested

The sender requested a receipt when you received the message in your Inbox. If you are reading an item that was posted in a public folder, this option is unavailable.


Post Command (File Menu)

  See Also    [image]  MS Exchange Server Feature

Posts the information in the New Post form to the public folder where you are working.


See Also

Posting Information in a Public Folder


Headers Tab

Displays information about a message sent from an Internet e-mail address.


Create Shortcut Command (File Menu)

  See Also

Creates a desktop shortcut to the Microsoft Exchange folder that you specify. You can save a desktop shortcut file in any of your folders, and then drag it into a message or another file to send to another user. This feature is designed to provide you with a quick and easy way of providing other users with access to your Microsoft Exchange folders.

Create Shortcut Dialog Box Options

File Name

Type or select the filename for the desktop shortcut that you want to create.

Save File As Type

Desktop shortcut files are saved in the Microsoft Exchange Shortcut file format with an .xnk extension.

Directories

Select the directory where you want to save the desktop shortcut file.

Drives

Select the drive where you want to save the desktop shortcut file.

Network

Connects to another server on the network. For more information, choose Help.


See Also

Add To Favorites Command (File Menu)

Adding or Removing a Favorites Folder

Remove From Favorites Command (File Menu)


Summary Tab

Displays information about the active folder.

Folder Contacts

Displays a list of individuals who are responsible for the folder.

Properties

Displays information about the folder contact that is selected in the Folder Contacts box.

Your Permissions

Displays your role and the permissions that you have for working in the folder.

Folder Path

Displays the location of the folder in the folder list hierarchy.

Add Folder Address To

Select Personal Address Book to add the folder as an address in your personal address book (PAB).

Personal Address Book

Adds the folder address as an entry in your PAB. This button is not available if you are working offline.


Administration Tab

Display and modify a variety of options for the selected folder. Some options in this tab are available for mailbox and personal folders; however, most of these options are specific to public folders. Each description assumes that a public folder is selected; options available for other types of folders are noted.

To change any of these options in a public folder, you must have owner permissions in that folder.

Initial View On Folder

Type or select the view that you want to display when a user first opens the folder. By default, the selected view is the Normal view. The folder views that you have defined for the selected folder are displayed in the list.

This option can be set for any type of folder.

Drag/Drop Posting Is A

Select the format for items moved or copied to the public folder.

Forward

Formats a moved or copied item as a forwarded item. The item appears to be from the user who moved or copied it and the message text is modified to indicate that the item was forwarded.

Move/Copy

Formats a moved or copied item exactly as it was in its original location. The person who originally posted the item remains the owner of the item, and the user that moved or copied the item to the folder is not indicated.

Add Folder Address To

Choose Personal Address Book to add the folder address to your personal address book (PAB).

Personal Address Book

Adds the folder address to your personal address book so that you can send mail directly to the folder.

This Folder Is Available To

Specify the availability of this folder.

All Users With Access Permission

Provides access to this folder for all users who have the appropriate permissions.

Owners Only

Limits access to the folder so that users cannot access it. You can limit access to a public folder or a mailbox folder that you have shared.

Use this option when you are creating or editing the folder design. Messages that are submitted while the folder is disabled will be returned to the sender with a note. This note explains that the folder is available only to folder owners at this time.

Folder Assistant

Opens the Folder Assistant dialog box where you can create, edit, and change the order of rules for processing new items posted in the public folder. This button is unavailable if you are working offline.

Folder Path

Displays the location of the folder.


Recipients Tab

Displays the address of the sender listed in the From box and the address of each recipient listed in the To and Cc boxes of a message that you have received.

From

Displays the address of the individual or group who sent the message.

To

Displays each address listed in the To address box of the message.

Cc

Displays each address listed in the Cc address box of the message.

Properties

Displays more detailed information about an address that you select from the From, To, or Cc box.


Empty Folder Command (File Menu)

  See Also

Permanently deletes the contents of the Deleted Items folder.


See Also

Deleting an Item

Retrieving a Deleted Item


Save And Close Command (File Menu)

Saves and closes the template that you created to automatically reply to messages.


Security Tab (Properties Command for New Message)

Specify options to send the active message with standard or advanced security. You will need your administrator's help to set up advanced security.

Specify The Security Options For This Item

Specify the security options that you want to use for sending the active message.

Encrypt Message Contents And Attachments

Seal the message and its attachments.

Add Digital Signature To Message

Sign the message.


Format Menu

Use the commands on this menu to format and align text. For more information, choose a command name.

Font

Paragraph


Paragraph Command (Format Menu)

  See Also

Aligns selected text or other contents of a paragraph relative to the left and right margins, or inserts a bullet at the left margin of a selected paragraph. If no text is selected, the contents of the paragraph where the insertion point is currently located is aligned or bulleted.

Paragraph Dialog Box Options

Alignment

Select the alignment you want.

Left

Aligns selected text at the left margin. You can also do this by clicking the Align Left button.

  Align Left button

Center

Centers selected text between the left and right margins. You can also do this by clicking the Center button.

  Center button

Right

Aligns selected text at the right margin. You can also do this by clicking the Align Right button.

  Align Right button

Bullet

Inserts a bullet at the left margin preceding each selected paragraph. Inserting a bullet automatically indents the following text to half the width of the first tab position. You can also do this by clicking the Bullets button. A bulleted list separates items in a series to emphasize each point.

  Bullets button


See Also

Centering or Aligning Text

Creating a Bulleted List

Font Command (Format Menu)

Formatting Text


Font Command (Format Menu)

  See Also

Modifies the font, font style (such as bold and italic), font size, font effects (such as underline), and font color.

Font Dialog Box Options

Font

Type or select a font name. The Microsoft Exchange Client lists the fonts that are available.

Font Style

Select a font style. To use the default type style for a given font, select Regular.

Size

Type or select a font size. The sizes available depend on the selected font. If the size you type is not available, the Microsoft Exchange Client chooses the closest available size.

Effects

Select the formatting options you want. You can select a combination of effects.

Strikeout

Draws a line through selected text.

Underline

Underlines selected text.

Color

Type or select one of the 16 predefined colors. To display color, you must have a color monitor or printer. To display selected text in the window text color that you set in Windows Control Panel, select Auto.

Sample

Displays a sample of what the selected font formatting will look like when applied to text in your message.


See Also

Centering or Aligning Text

Changing the Default Text Format for New Messages

Creating a Bulleted List

Formatting Text

Paragraph Command (Format Menu)


Overview of Selecting a Form

  How To

When you send a message, you usually use the New Message form that comes with the Microsoft Exchange Client. Other forms can be created and installed in the organization forms library or in a public folder. For example, your company may have forms for notification of sick leave and for ordering supplies. Permission may be required to install forms in public folders or in the organization forms library.

Forms that are specifically designed for use in public folders are listed at the bottom of the Compose menu when you are working in the folder.


Selecting a Form

  Overview    [image]  See Also

To select a form

1.	From the Compose menu, choose New Form, and then select the library from which you want to select a form.

To see forms listed by categories in alphabetic order, select the Show Categories check box.

2.	Select the form that you want to open, and then choose OK.

Tip  You can also select a form that is available in a folder by choosing its name from the bottom of the Compose menu when you are working in the folder.


See Also

Copying a Form

Specifying Forms for a Folder

Working with a Form


Overview of Copying a Form

  How To

Once a form has been created and installed in a forms library, you may need to copy the form to another library to make it available to others.

You can copy forms to the:

Folder Forms Library

Copy forms here to make them available to anyone using the folder. When you copy a form to a folder forms library, the custom menu commands associated with the form appear in the Compose menu in the Viewer.

Organization Forms Library

Copy forms here to make them available to all users with access to the Microsoft Exchange Server computer.

Note  You may need permission to copy a form to a folder forms library or to an organization forms library.


Copying a Form

  Overview    [image]  See Also

To copy a form

1.	From the Tools menu, choose Options, and then select the Exchange Server tab.

2.	Choose Manage Forms.

3.	In the source box on the left, select the form that you want to copy.

If the form is in a different forms library, choose Set to change the library.

4.	If the library or folder to which you want to copy the form is not displayed in the destination box on the right, choose Set to select the library or folder.

5.	Choose Copy, and then Close.

6.	Choose OK.


See Also

Deleting a Form

New Form Command

Specifying Forms for a Folder

Updating a Form


Deleting a Form

  See Also

To delete a form

1.	From the Tools menu, choose Options, and then select the Exchange Server tab.

2.	Choose Manage Forms, and then select the form that you want to delete.

If the library that you want is not displayed, choose Set.

To see forms grouped by categories in alphabetic order, select the Show Categories check box.

3.	Choose Delete. When you are prompted for confirmation, choose Yes.

4.	Choose Close, and then OK.


See Also

Allocating Space for Forms on Your Computer

Installing an Existing Form


Updating a Form

  See Also

If you have copied a form from one forms library to another, you may need to occasionally update the form with the master version.

To update a form

1.	From the Tools menu, choose Options, and then select the Exchange Server tab.

2.	Choose Manage Forms.

3.	Select the form that you want to update, and then choose Update.

If the library that you want is not displayed, choose Set.

To see forms listed in alphabetic order by categories, select Show Categories.

4.	Choose Close, and then OK.


See Also

Copying a Form

Deleting a Form


Overview of Installing an Existing Form

  How To

After you create a form, you must install it to a forms library to make it available for use. You can also use the Forms Manager dialog box to install a .cfg file or .fdm form file. These files provide a convenient way to distribute a form.

Note  You may need permission to install a form to a folder forms library or to an organization forms library.


Installing an Existing Form

  Overview    [image]  See Also

To install an existing form

1.	From the Tools menu, choose Options, and then select the Exchange Server tab.

2.	Choose Manage Forms.

3.	If the forms library in which you want to install the form in is not displayed in the destination box on the right, choose Set to change the library.

4.	Choose Install.

5.	In the File Name box, type or select the path where you want to install the form, and then choose OK.

6.	Choose Close.


See Also

Copying a Form

Creating a Form


How To

  Allocating Space for Forms on Your Computer

  Selecting a Form

  Working with a Form

  Copying a Form

  Updating a Form

  Deleting a Form

  Installing an Existing Form

  Creating a Form

  Modifying a Form's Properties

  Specifying Forms for a Folder


Overview of Using Forms to Send Information

  How To

In addition to sending messages with the New Message form that is provided with the Microsoft Exchange Client, you can use custom forms that have been designed for specific uses. You can use the Microsoft Exchange Forms Designer to create electronic forms for uses such as:

Notifying payroll of vacation or sick leave.

Filing an electronic expense report.

Ordering supplies.

Depending upon how a form is designed, you may have the same features available to you as when working with a standard message. Forms can also have special design elements, such as custom commands, or they can be preaddressed. Custom forms are listed when you choose New Form from the Compose menu, or they can be listed at the bottom of the Compose menu when you're working in a public folder.

Forms are ideal for use in public folders. For example, you can create a Want Ads public folder where users can post ads to buy and sell. By specifying fields for description, cost, and category of item, it is easy for users to complete the information and then search for items by using those fields of information. Public folder forms appear at the bottom of the Compose menu when the folder is open.


Overview of Specifying Forms for a Folder

  How To

You can use the Forms tab in the Folder Properties dialog box to specify which forms are allowed in a folder.

For example, if a public folder is used to track information, you can specify that only a specific custom form is used. Then, if information is sent to the folder in the New Message form, the sender will receive a message stating that the form was not accepted. To make a form available for use in a folder, you copy or install that form to the folder forms library.

Forms that are specific to a folder are listed at the bottom of the Compose menu when you are working in that folder.


Specifying Forms for a Folder

  Overview    [image]  See Also

To specify forms for a folder

1.	Select the folder, and then choose Properties from the File menu.

2.	Select the Forms tab, and then choose Manage.

3.	In the source box on the left, select the forms that you want to use in the folder, and then choose Copy.

If the form is in a different forms library, choose the Set button to change the library.

4.	Choose Close.

5.	Under Allow These Forms In This Folder, select the forms that you want to use in the folder.

6.	Choose OK.

Forms available for a folder are listed at the bottom of the Compose menu when you are working in that folder.

Note  If a form that you want to use has not been installed, see the Installing an Existing Form topic.


See Also

Modifying a Form's Properties

Posting Information in a Public Folder


Overview of Allocating Space for Forms on Your Computer

  How To

When you open a form in the organization forms library, it copies an instance of the form to your hard drive for later use. Forms on your computer load more quickly than forms that load from a server. You can specify the amount of disk space that you want to allocate for forms on your computer. The default is 2 megabytes.

The maximum amount of space that you allow depends upon the number of forms you commonly work with and the size of each of those forms. When there is no more space to store additional form files on your computer, the files for the oldest unused form will be removed to make room for the new form's files.

After you modify the amount of space for forms on your computer, you must restart the Microsoft Exchange Client for the change to take effect.


Allocating Space for Forms on Your Computer

  Overview    [image]  See Also

To allocate space for forms on your computer

1.	From the Tools menu, choose Options, and then select the Exchange Server tab.

2.	In the Kilobytes box beside Maximum Space On Hard Disk, type the maximum number of kilobytes that you want to allow for forms files, and then choose OK.

3.	Restart the Microsoft Exchange Client.


See Also

Copying a Form

Selecting a Form

Working with a Form


Overview of Working with a Form

  How To

Forms provide a way to structure and send or post information. Forms can be used to:

Send information to a recipient, distribution list, or folder.

Post information to a folder.

Respond to a message.

When you receive a form, you may be able to reply to it as you would a message. As with other messages, you can use a rule to automatically send a standard reply whenever you receive a specific form.


Working with a Form

  Overview    [image]  See Also

To address and send a form

1.	Select the form that you want to use.

For more information, see the Selecting a Form and Posting Information in a Public Folder topics.

2.	Fill in the appropriate fields.

3.	To address the form as you would a message, see the Addressing a Message topic.

If the form is preaddressed, it will be sent automatically to specific recipients. You may be able to add additional names to some address boxes.

4.	From the File menu, choose Send or Post, or click the Send or Post button, if available.

  Send button

  Post button

To reply to or forward a form

1.	From the Compose menu, choose Reply To Sender, Reply To All, or Forward, or click the corresponding button, if available.

  Reply To Sender button

  Reply To All button

  Forward button

If you are working with an unopened form, you must first select it.

2.	If address boxes are available, specify the recipients of the form.

3.	To send or post the form, choose Send or Post from the File menu, or click the Send or Post button, if available.

  Send button

  Post button

To post a new item in a public folder

From the Compose menu, choose New Post In This Folder or a specific form from the bottom of the menu.


See Also

Allocating Space for Forms on Your Computer

Copying a Form

Creating or Deleting a Rule


Overview of Creating a Form

  How To

You can create forms for the Microsoft Exchange Client by using the Microsoft Exchange Forms Designer. After creating a form, you can install it in a forms library.

For more information, see the Microsoft Exchange Server Application Designer's Guide or online Help available with the Forms Designer.


Creating a Form

  Overview    [image]  See Also

To create a form

From the Tools menu, choose Application Design, and then Forms Designer.

For more information, see the Microsoft Exchange Server Application Designer's Guide or online Help available with the Forms Designer.


See Also

Copying a Form

Installing an Existing Form

Selecting a Form

Specifying Forms for a Folder


Modifying a Form's Properties

  See Also

You can modify some properties, such as the display name and category, of certain forms that you use in the Microsoft Exchange Client.

To modify a form's properties

1.	From the Tools menu, choose Options, and then select the Exchange Server tab.

2.	Choose Manage Forms.

3.	Select the form that you want to modify.

If the form is in a different forms library, choose Set to change the library.

4.	Choose Properties, and then do one or more of the following.

To change the	Do this
Display name	In the Display Name box, type the name that you want to display for the form.
Category	In the Category box, type or select the category for the form.
Subcategory	In the Subcategory box, type or select the subcategory for the form.
Contact	In the Contact box, type the name of the person who is responsible for maintaining the form.
Comment	In the Comment box, type any relevant information that you may need to use the form.
To prevent listing the form in the New Form dialog box or the Forms Manager box, select the Hidden check box.

For more information, see the Form Properties dialog box topic.

5.	Choose OK or Close until all open dialog boxes are closed.


See Also

Copying a Form

Creating a Form

Installing an Existing Form


Overview of the Microsoft Exchange Client

  How To

With the Microsoft Exchange Client, you can communicate and share information with other people in an effective and timely manner. It enables you to easily send and receive, organize, and share information, regardless of its location or format.

When you open the Microsoft Exchange Client, you see the Viewer, your window to information. The left side of the Viewer displays sets of folders, and the right side displays the contents of the selected folder. From the Viewer, you can send and receive mail, organize and manage information, and access and exchange information with other users.

Sending Messages

You can send messages that include formatted text, inserted files and objects, and an AutoSignature. In addition, you can:

Address a message by selecting names from the Address Book.

Check spelling before sending a message.

Assign importance to a message (normal, high, or low) and request an automatic delivery notification.

Keep your message secure by signing it, sealing it, or both.

Use forms created by people in your organization for specific types of information, such as a phone message, an expense report, or a request for supplies.

Organizing and Managing Information

Folders provide the basis for organizing information. The contents of any given folder can range from e-mail, simple text files, and faxes, to documents, meeting requests, and forms. You can place all types of related information in a single folder regardless of where it was created. There are three types of folders: mailbox folders, personal folders, and public folders.

You can also use the following features to further organize and manage information:

Find

Using the Find command, you can search for items that meet specific conditions.

Views

You can organize the contents of a folder by selecting the columns you want displayed and then grouping, sorting, or filtering the information. If you create a custom view that you want to use again, you can save the view and apply it to other folders.

AutoAssistants

You can process incoming mail by using the Inbox Assistant or Out of Office Assistant. Using these Assistants, you specify rules that analyze your incoming mail and then perform a specified action, such as moving a message to another folder, replying to a message, deleting a message, or forwarding a message to another user.

Delegate Access

You can delegate work to another user by granting that user access to your mailbox or permission to send mail on your behalf, or both.

Sharing Information Among Teams and Organizations

In addition to sending and receiving mail, you can access and exchange information in public folders. Unlike your mailbox or personal folders where you store information for your own private use, public folders provide an easy and effective way for multiple users to collect, organize, and share information. Because public folders are centrally located on Microsoft Exchange Server computers, users always have access to the most up-to-date information.

Public folders can be designed and customized to meet specific needs in your organization. For example, you might use a discussion folder to discuss new product ideas or a customer tracking folder to track contacts and meetings with a customer. Depending on the nature of the information, access to a public folder may be restricted to a few individuals or a team, or it may include an entire organization.

Accessing Information Anywhere, Anytime

You don't have to be at your office to use the Microsoft Exchange Client. When working at home or on the road, you can work with offline folders, and read and reply to mail offline. Then, if you have a modem, you can synchronize your folders, and send and receive mail as if you were at your office.

For more information about any of these Microsoft Exchange Client features, see the Contents in the online Help.


How To

  Starting the Microsoft Exchange Client

  Opening or Closing a Message

  Sending a Message

  Replying to a Message

  Deleting a Message

  Quitting the Microsoft Exchange Client

  Getting Information About Using the Microsoft Exchange Client


Overview of Starting the Microsoft Exchange Client

  How To

To start the Microsoft Exchange Client, you will need to set up a profile. Your profile contains a list of information services that determine which features you can access while working in Microsoft Exchange.

For example, your profile might include these information services:

Microsoft Exchange Server

When you log on to this information service, your computer connects to a Microsoft Exchange Server computer using your local area network (LAN). This gives you direct access to your mailbox, public folders, group scheduling, and other features provided by Microsoft Exchange Server.

Personal Address Book

This information service gives you access to a personal address book while working in the Microsoft Exchange Client.

Your profile may contain other information services in addition to or instead of the above, such as the Internet service.

Generally, the profile that is created when you install the Microsoft Exchange Client is the only profile you'll need. However, if more than one person uses the same computer, each person should have a profile. Depending on your requirements, you can set the Microsoft Exchange Client to prompt you to choose a profile each time you start it or to automatically start using a default profile.

Note that you are not prompted to specify a profile password when starting the Microsoft Exchange Client because your user identity is verified by your network operating system when you log on.


Starting the Microsoft Exchange Client

  Overview    [image]  See Also

To start the Microsoft Exchange Client

1.	In the Microsoft Exchange program group, double-click the Microsoft Exchange icon.

If Microsoft Exchange starts automatically, you're ready to begin work. If the Choose Profile dialog box is displayed, go to step 2.

2.	In the Profile Name box, select the name of the profile you want to use, or choose New to create a profile.

3.	Choose Options to specify any of the following.

To	Select
Set the selected profile as the default	Set As Default Profile.
Log on to each information service included in the selected profile each time you start the Microsoft Exchange Client	Show Log On Screens For All Information Services.
4.	Choose OK.

Tips

To change your logon preferences, choose Options from the Tools menu. On the General tab, specify the option you want under When Starting Microsoft Exchange.

You can start the Microsoft Exchange Client each time you log on to Microsoft Windows NT by dragging the Microsoft Exchange icon to the Startup program group.


See Also

Creating or Deleting a Profile

Opening or Closing a Message

Overview of the Microsoft Exchange Client

Quitting the Microsoft Exchange Client

Selecting a Profile when Starting the Microsoft Exchange Client

Sending a Message


Quitting the Microsoft Exchange Client

  See Also

To quit the Microsoft Exchange Client

Do one of the following.

To	Do this
Quit the Microsoft Exchange Client only	From the File menu, choose Exit.
Quit the Microsoft Exchange Client and all Microsoft Exchange Client components, and log off the current messaging session	From the File menu, choose Exit And Log Off.
Note  The Close command on the application control menu closes only the active window. If there are no other Microsoft Exchange Client windows open when you choose this command, you quit the Microsoft Exchange Client.


See Also

Starting the Microsoft Exchange Client


 Overview of Getting Information About Using the Microsoft Exchange Client

  How To

The documentation for the Microsoft Exchange Client is designed to suit the way you work. All necessary information is online and easily accessible when you need it. The Getting Started Guide and Help are designed to work together to assist you in getting the job done as quickly and effortlessly as possible.

Getting Started Guide

The Getting Started Guide provides information about features, short self-guided tutorials, and tips and strategies for using the Microsoft Exchange Client.

This guide is available in two formats: online in a folder and as a printable document. The document is available on the Microsoft Exchange Client CD and can be printed and distributed by your administrator.

Online Help

The Microsoft Exchange Client Help provides step-by-step instructions for tasks, conceptual information for each task, and context-sensitive Help. You can find the information you need in several ways:

Contents

Each chapter in the Contents is devoted to a particular category of features, for example, Addressing Messages. In addition, there is a Reference Information chapter where you can find help on commands and dialog boxes, toolbars and buttons, keyboard shortcuts, and other information.

Index

The Index is a comprehensive, book-like index that contains an alphabetical list of all the information in the online documentation. You can jump from Index entries to overviews and procedures, command and dialog box topics, and definitions of terms and screen elements.

Find

Using the Find feature, you can find topics related to a general word or phrase that you specify.

Context-Sensitive Help

You can get information about an active or selected on-screen element, such as a window, menu command, dialog box, or toolbar button.

Folder Design Cue Cards

The Folder Design Cue Cards guide you through the process of creating and designing a public folder.


Getting Information About Using the Microsoft Exchange Client

  Overview    [image]  See Also

To get information about using the Microsoft Exchange Client

To	Do this
View items in the Getting Started Guide	Double-click the Getting Started Guide folder, located in the set of public folders. Tip  You can print the items in the Getting Started Guide by selecting them and then choosing Print from the File menu.
View the Help Contents	From the Help menu, choose Microsoft Exchange Help Topics. To view a list of topics available in each chapter, double-click a book.
Get summary information about a toolbar button	Position your mouse pointer over a toolbar button. A ToolTip that briefly describes that button appears. If you click and hold the button, a more complete description is displayed in the status bar at the bottom of your screen.
Get help on a toolbar button	Click the Help button on the toolbar or press SHIFT+F1, and then click the toolbar button you want more information about.
Get help on a window or screen element	Activate the window and then press F1. Click the Help button on the toolbar or press SHIFT+F1, and then click the part of the screen you want more information about.
Get help on a command	Click the menu that contains the command you want more information about, use your arrow keys to highlight the command, and then press F1.
Get help on dialog box options	In the dialog box, click the Help button or press F1.
Display the Folder Design Cue Cards	From the Tools menu, choose Application Design, and then choose Folder Design Cue Cards.


See Also

Keyboard Shortcuts

Menus, Commands, and Dialog Boxes

Overview of the Microsoft Exchange Client

Toolbars and Buttons

Window Descriptions


Help Menu

Use the commands on this menu to display copyright information and the online documentation for the Microsoft Exchange Client. For more information, choose a command name.

About Microsoft Exchange

Microsoft Exchange Help Topics


Microsoft Exchange Help Topics Command (Help Menu)

Displays the opening screen of the Microsoft Exchange Client Help file. If you were previously using Help on your computer, the last tab you were working with will be active. If you have not used Help since starting your computer, the Contents tab will be active. From the Contents tab, you can jump to instructions for using the Microsoft Exchange Client and various types of reference information.


About Microsoft Exchange Command (Help Menu)

Displays information about your copy of Microsoft Exchange, including the version number and the copyright, legal, and licensing notices.


This feature is available only with Microsoft Exchange Server.

If you do not know the type of mail server you are using, contact your administrator.


Menus, Commands, and Dialog Boxes

For Help on menus, press the ALT key, select the menu name, and then press F1.

For Help on menu commands, do one of the following:

Press SHIFT+F1 and then click the command.

Click the menu, select the command, and then press F1.

In windows where the toolbar is displayed, click the Help button on the toolbar, and then click the command.

For Help on dialog box options, choose Help in the dialog box or press F1.

For information about the menu commands that are available in the Microsoft Exchange Client, choose a menu name.

Compose Menu

Control Menu

Edit Menu

File Menu

Format Menu

Help Menu

Insert Menu

Tools Menu

View Menu


No Help information is available.

To find information, choose Contents.


Overview of Embedding an Object

  How To

You can embed information created in other applications, such as graphics, spreadsheet data, or word processing data, into a message. Embedding an object is an effective way to include information that you want the recipient to see directly in the message and not as an icon, for example, a graphic. To embed an object, the source application must support object linking and embedding (OLE).

You can embed an object from an existing file, or create a new object and embed it. An embedded object can be displayed directly in your message or as an application icon (an attachment). If you display the object in the message and the source application supports it, recipients can edit the information in the message if they have the corresponding application or one that can read the file format.

Messages with embedded objects are displayed in the folder contents list with a paper clip icon in the Attachments column.


Embedding an Object

  Overview    [image]  See Also

To embed a new object

1.	Position the insertion point where you want to embed the object.

2.	From the Insert menu, choose Object, and then select Create New.

3.	In the Object Type box, select the type of application that you want to use.

The contents of the list depend on which applications installed on your computer support object linking and embedding (OLE).

To display the object as an attachment icon, select Display As Icon.

4.	Choose OK.

5.	When you are finished creating the object, close the application and return to the Microsoft Exchange Client.

6.	If you are prompted to update the open embedded object, choose Yes.

To embed an object from an existing file

1.	Position the insertion point where you want to embed the object.

2.	From the Insert menu, choose Object, and then select Create From File.

3.	In the File box, type the path and file name for the file that you want to embed.

To search for a file, choose Browse.

To display the embedded object as an attachment icon, select Display As Icon.

To link the embedded object to its source file, select Link. You may want to do this when working with a large object or one that changes often. The source file must be available to your recipients, for example, on a network server.

4.	Choose OK.

Using the Paste Special command  If you are working in another application and you want to embed all or part of the file, you can copy the information and use the Paste Special command on the Edit menu in the Microsoft Exchange Client.


See Also

Creating a Link to a File

Editing an Attachment

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder


Overview of Creating a Link to a File

  How To

When you want to share information between a message and a file created in another application, you can create a link to the source file. When the information in the source file is changed, the updated information is available from the message. Links work well for large files or files that change often, such as weekly status reports. A file you link to a message must be accessible to your recipients, for example, on a network server.

When you link a file, it is displayed as an application icon in the message. When you link an embedded object, you can display the linked information either directly in the message or as an icon.

Once you have created a link, you can check for and retrieve new data quickly, or you can specify that the Microsoft Exchange Client update the linked data as soon as it changes in the source file.


Creating a Link to a File

  Overview    [image]  See Also

To create a link from a message to a file while working in the Microsoft Exchange Client

1.	Position the insertion point where you want to insert the file.

2.	From the Insert menu, choose Object, and then select Create From File.

3.	In the File box, specify the name of the file you want to link to the message.

4.	Select Link.

To display the object as an attachment icon, select Display As Icon.

5.	Choose OK.

Note  You can also create a link to a file using the File command; however, recipients will not be able to update, change, or break the link.

To create a link from a message to a file while working in the source application

1.	In the source application, select the information you want to link.

2.	From the Edit menu, choose Copy.

3.	Switch to the message, and position the insertion point where you want to insert the linked information.

4.	From the Edit menu, choose Paste Special, and then select Paste Link.

5.	In the As box, select the option you want, and then choose OK.


See Also

Breaking a Link

Embedding an Object

Inserting an Item from a Microsoft Exchange Folder

Reconnecting or Changing a Link

Updating a Link


Overview of Breaking a Link

  How To

If you insert a linked file or object but then decide you want to save the information as a file or retain the original data in a message, you can break the link. When you break a link, the linked information remains in the message; however, it can no longer be updated when the source file changes. Once you have broken a link, you cannot reconnect it.

If you double-click a linked object that has been embedded in a message as an icon, you will get an error message if the link is broken.


Breaking a Link

  Overview    [image]  See Also

To break a link

1.	From the Edit menu, choose Links.

2.	In the Links box, select the link you want to break.

3.	Choose Break Link and then Close.

Note  This feature is unavailable if the linked file was inserted using the File command.


See Also

Creating a Link to a File

Editing Linked Information

Reconnecting or Changing a Link

Updating a Link


Editing Linked Information

  See Also

You should edit linked information in the source application so that changes are reflected in the source file and in the message where it is linked.

To edit linked information

1.	Select the linked information you want to edit.

2.	Do one of the following:

From the Edit menu, choose Name Of The Link, and then choose Edit.

From the Edit menu, choose File Link Object, and then choose Open.

3.	In the source file, make the changes you want, choose Exit from the File menu, and then choose Yes to save your changes.

Note  You can edit a linked object just as you would any other embedded object. For more information about editing embedded objects, see the Editing an Attachment topic.


See Also

Creating a Link to a File

Editing an Attachment

Updating a Link


Overview of Reconnecting or Changing a Link

  How To

You will break a link if you rename or move its source file. If this happens, you must either reconnect the link to its source file or connect the link to a new source file. If you connect the link to a new source file, the new source file must be created with the same application as the original source file and must be available to message recipients, for example, on a network server.


Reconnecting or Changing a Link

  Overview    [image]  See Also

To reconnect or change a link

1.	Select the link you want to reconnect or change.

2.	From the Edit menu, choose Links and then Change Source.

3.	In the Source box, type the name of the file to which you want to reconnect or change the link, and then choose OK.

4.	Choose Close.

Note  This feature is unavailable if the linked file was inserted using the File command.


See Also

Breaking a Link

Creating a Link to a File

Editing Linked Information

Updating a Link


Updating a Link

  See Also

You can choose to update linked information from a message to a file automatically or manually.

To specify how links are updated

1.	From the Edit menu, choose Links.

2.	In the Links box, select the link or links that you want to update, and then do one of the following:

To automatically update linked information whenever there is a change in the source file, select Automatic next to Update.

To update linked information manually, select Manual next to Update.

3.	Choose Update Now and then Close.

To update a link manually

1.	From the Edit menu, choose Links.

2.	In the Links box, select the link that you want to update. Choose Update Now and then Close.

Note  These features are unavailable if the linked file was inserted using the File command.


See Also

Breaking a Link

Creating a Link to a File

Editing Linked Information

Reconnecting or Changing a Link


Overview of Inserting a File from the File System

  How To

You can insert any file to which you have access into a message. The file can be on your hard disk, a floppy disk, or the network.

You can display the file either as text in the message body or as an application icon with a file name (an attachment). If you insert the file as an attachment, recipients must have the corresponding application or one that can read the file format to open the file from the message. A file that is inserted as text instead of as an attachment has no formatting unless it is an .RTF file.

You can also create a link from a message to a file. In this case, whenever changes are made in the source file, the updated information is available from the message. When you send a message that contains a link, the Microsoft Exchange Client sends a pointer to the source file from the message; the source file remains in its original location. Therefore, any file you link to a message must be accessible to your recipients, for example, on a network server.

If you want to display formatted information in a message, you can embed the information as an object instead of inserting it as an icon. Your recipients can then view the information directly in the message without the source application.


Inserting a File from the File System

  Overview    [image]  See Also

To insert a file from the file system

1.	In the message, position the insertion point where you want to insert the file.

2.	From the Insert menu, choose File, or click the Insert File button.

  Insert File button

3.	In the File Name box, type or select the name of the file that you want to insert.

4.	In the Insert As box, specify how you want to insert the file:

To insert the file as text, select Text.

To insert the file as an application icon, select Attachment.

To link the attachment, select As Link.

5.	Choose OK.

Note  You can also insert a linked object by typing the direct path in the File Name box.


See Also

Creating a Link to a File

Embedding an Object

Inserting an Item from a Microsoft Exchange Folder

Opening an Attachment


Overview of Inserting an Item from a Microsoft Exchange Folder

  How To

In addition to inserting files from the file system into your messages, you can insert one or more messages, forms, or files that are stored in a Microsoft Exchange folder. This option provides a handy way to forward more than one item at a time to recipients.

You can display an inserted item either as text or as an application icon (an attachment). If you insert an item as an attachment, recipients can open it by double-clicking the icon. They can also save an attachment as a file on their computer's hard disk or on a floppy disk.

Your messages can also contain links to other messages or to items in public folders.


Inserting an Item from a Microsoft Exchange Folder

  Overview    [image]  See Also

To insert an item from a Microsoft Exchange folder into a message

1.	Position the insertion point where you want to insert the item.

2.	From the Insert menu, choose Message.

3.	In the Insert As box, specify how you want to insert the item:

To insert the item as text, select Text Only.

To insert the item as an application icon, select An Attachment.

To link the attachment, select Link Attachment To Original Item.

If you link an item in a folder to an attachment in a message, the folder must be accessible to recipients, for example, in a public folder.

4.	In the Location box, click the folder where the item is located.

5.	In the Items box, do one of the following to insert the item:

Select the item you want to insert, and then choose OK.

Double-click the item.

Tip  You can also insert an item from a Microsoft Exchange folder into a message by dragging the item from the folder to the message.


See Also

Creating a Link to a File

Embedding an Object

Inserting a File from the File System

Saving an Attachment


Overview of Editing an Attachment

  How To

You can modify an attachment directly in a message if you have the corresponding application or one that can read the file format. When you double-click the icon, it opens the source application. Some embedded objects, such as video and sound clips, play when you double-click them instead of opening the corresponding application.


Editing an Attachment

  Overview    [image]  See Also

To edit an attachment in a Microsoft Exchange Client message

1.	Double-click the embedded object and make the changes you want.

2.	Do one of the following:

Save your changes, and then choose Exit or Quit from the File menu to return to the Microsoft Exchange Client.

If you are viewing or editing the object in an application that temporarily replaces the Microsoft Exchange Client menus and toolbars, click anywhere outside the embedded object to return to the Microsoft Exchange Client.

Note  Some embedded objects, such as video and sound clips, play when you double-click them instead of opening the corresponding application. To edit one of these objects, see the following procedure.

To edit an embedded object with the Object command

1.	Select the object you want to edit.

2.	From the bottom of the Edit menu, choose Type Of Object and then Edit.

3.	Make the changes you want, and then close the application.

4.	If you are prompted to update the open embedded object, choose Yes.


See Also

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder

Saving an Attachment


Overview of Inserting Files, Messages, and Objects

  How To

If you want to send recipients a file, message, or other item that is stored on your file system or in a Microsoft Exchange folder, you can insert the information into a message. When inserting information, you can insert the actual data, insert an application icon that represents the data, or create a link to the data. The method you use depends on how you want the information displayed or whether recipients have the same applications that you do.

Inserting Information

When inserting a file or an item from a Microsoft Exchange folder into a message, you can display the information as text in the message body or as an application icon with a file name (an attachment). The method you select depends on if you want the recipient to view the information directly in the message or if you want the recipient to view the information in the application in which it was created.

If you insert a file as an attachment, recipients must have the corresponding application or one that can read the file format. A recipient opens an attachment by double-clicking its icon. Once opened, recipients can view, edit, or print the information. Attachments can be easily saved on a hard disk, on a floppy disk, or on a server.

If the information is brief or if you are not sure that the recipient has the corresponding application, you may want to insert it as text. A file that is inserted as text has no formatting unless it is an .RTF file.

When inserting objects, you can represent the object as an icon, or you can display the information, including formatting, directly in the message. Displaying information in the message is particularly effective for visual information, such as graphics, and allows the recipient to edit the information directly in the message. An object can be inserted from an existing file, or you can create and insert a new object. To embed an object, the source application must support object linking and embedding (OLE).

Linking Information

When inserting information as an attachment, you can link the information from the message to its source file. Whenever changes are made to the source file, they are also reflected in the linked message. Linking information is effective for large files or files that are modified often. Because a link is a pointer to a source file, the source file must be accessible to your recipients, for example, on a network server.

You can have the Microsoft Exchange Client update linked information automatically, or you can update it only when you choose to. If the source file for linked information is moved or renamed, you must reconnect the link.


How To

  Inserting a File from the File System

  Inserting an Item from a Microsoft Exchange Folder

  Inserting an Internet Shortcut

  Embedding an Object

  Editing an Attachment

  Creating a Link to a File

  Updating a Link

  Reconnecting or Changing a Link

  Breaking a Link

  Editing Linked Information


Inserting an Internet Shortcut

You can send recipients an Internet shortcut in the body of a message. Whey they click on the Internet shortcut, they go to an Internet Web site for more information. Recipients must have an Internet browser, such as the Microsoft Internet Explorer, installed on their computer to use Internet shortcuts.

To insert an Internet shortcut in a new message

1.	From the Compose menu in the Viewer, choose New Message, or click the New Message button.

  New Message button

2.	To address the message, do one of the following:

Click To or Cc to select names from the Address Book.

In the To or Cc box, type the recipient names. Separate multiple names with semicolons (;).

3.	In the Subject box, type the subject of the message.

4.	In the message body, type your message, and include an Internet address in a standard format. For example:

http://www.microsoft.com

5.	From the File menu, choose Send, or click the Send button.

  Send button

Note  Whenever the message is opened, the Microsoft Exchange Client converts the Internet address you typed to an Internet shortcut.


General Tab (Microsoft Exchange Server Information Service)

  MS Exchange Server Feature

Specifies the name of your Microsoft Exchange Server computer, the name of your mailbox, and whether to connect to your server or to work offline.

Microsoft Exchange Server

Type the name of your Microsoft Exchange Server computer. For information, see your administrator.

Mailbox

Type the name of the mailbox set up for you by your administrator. For more information, see the Setting Mail Delivery Options topic.

Check Name

Verifies that the mailbox name you entered matches your name in the global address list. If the name you type matches more than one name, the Check Name dialog box appears, allowing you to specify the name you want. If you plan to use the Advanced tab to open other users' mailboxes for which you have delegate access, choose this button first to confirm your mailbox name.

When Starting

Select the type of connection to establish when you start the Microsoft Exchange Client.

Connect With The Network

Connects your computer to your Microsoft Exchange Server computer. This connection gives you access to all Microsoft Exchange and Schedule+ features. Typically, you use a direct network connection with your main office computer or when using a continuous dial-up connection.

Work Offline And Use Dial-Up Networking

Starts the Microsoft Exchange Client offline. When offline, you can work with offline folders and with personal folder files on your computer's hard disk. If you have configured your dial-up networking software and modem, you can make dial-up connections to synchronize your offline folders. For more information, see the Overview of Working Offline and Remotely with Microsoft Exchange topic.

If you use dial-up connections, be sure you set the options in the Dial-Up Networking tab.

Choose The Connection Type When Starting

Displays a dialog box each time you start the Microsoft Exchange Client, allowing you to specify whether to connect to the network or work offline.

Note  If you change your connection type while the Microsoft Exchange Client is running, the change takes effect the next time you start the client.


Check Name Dialog Box

Specifies the Mailbox name in the General tab in the Microsoft Exchange Server Information Service dialog box.

Microsoft Exchange Does Not Recognize

Displays the text currently entered in the Mailbox box.

Change To

Select the name you want entered in the Mailbox box.

Properties

Displays the name, home server, and e-mail address for the name selected in the Change To box.


Advanced Tab (Microsoft Exchange Server Information Service)

  MS Exchange Server Feature

Opens additional mailboxes for which you have delegate access. For more information, see the Overview of Assigning a Delegate to Manage Your Mail topic. You can also use this tab to specify encryption options and to open the Offline Folder File Settings dialog box.

Mailboxes

Open These Additional Mailboxes

Displays the mailboxes for which you have delegate access that are to be opened for this session. Only mailboxes you have added using the Add button are displayed.

Add

Opens the Add Mailbox dialog box, in which you specify a mailbox to add to the list. This button is not available if you selected the Work Offline And Use Dial-Up Networking option, or if you haven't entered your mailbox and chosen the Check Name button, in the General tab.

Remove

Removes the selected mailbox.

Encrypt Information

When Using The Network

Encrypts information that you send over your organization's network when you are directly connected to your mail server.

When Using Dial-Up Networking

Encrypts information that you send and receive when connected to your server using a dial-up connection. The information is encrypted only during transmission.

Use Network Security During Logon

If selected, logs on to Microsoft Exchange Server using the same network security identity that you established when you logged on to your network. Select this option if your network logon identity gives you permission for your mailbox. If you clear this option, you will be prompted for your logon credentials when you start the Microsoft Exchange Client.

Offline Folder File Settings

Opens the Offline Folder File Settings dialog box in which you specify options for working with an offline folder file.


Add Mailbox Dialog Box

Specifies the name of the mailbox for which you have delegate access that you want to open in this session.

Add Mailbox

Type the name of the mailbox. You can open only mailboxes whose owners have granted you delegate access. For more information, see the Overview of Assigning a Delegate to Manage Your Mail topic.


Dial-Up Networking Tab (Microsoft Exchange Server Information Service)

  MS Exchange Server Feature

Specifies information needed to establish a dial-up connection to your Microsoft Exchange Server computer.

Dial Using The Following Connection

Select to have the Microsoft Exchange Client dial your server using the information you specify. Click the Down arrow to select an entry for which you have already specified connection information.

Setup

Opens a dialog box in which you specify the information needed to dial in to your Microsoft Exchange Server computer.

User Name

Type the name you use to log on to your network. Note that this can be different from your Microsoft Exchange user name. For information, see your administrator.

Password

Type the password you use to log on to your network.

Domain

Type the name of your network domain. For information, see your administrator.

Do Not Dial, Use Existing Connection

Select if you have already connected to your Microsoft Exchange Server computer. If you select this option, the Microsoft Exchange Client will not attempt to dial your server.


Remote Mail Tab (Microsoft Exchange Server Information Service)

Specifies options for using the Remote Mail window.

Remote Mail Connections

Specify options for transferring mail when you connect to your Microsoft Exchange Server computer.

Process Marked Items

Transfers the items that you mark in the Remote Mail window.

Retrieve Items That Meet The Following Conditions

Transfers only items that meet the conditions you specify in the Filter dialog box. If you select this option but do not specify conditions in the Filter dialog box, all items will be transferred.

Filter

Opens the Filter dialog box, in which you specify conditions for the messages you want to transfer.

Disconnect After Connection Is Finished

Disconnects from your server after updating headers and transferring items.

Scheduled Connections

Specify the time interval for your scheduled Remote Mail dial-up connections and the actions you want to occur. These options apply only to scheduled connections; to set options for other Remote Mail connections, set the options on the top part of the Remote Mail tab.

Schedule

Opens the Schedule Remote Mail Connection dialog box, in which you specify the time and interval for establishing a dial-up connection. If you do not specify a time or a time interval, the two options below are unavailable.

Process Marked Items

Transfers the items that you have marked in the Remote Mail window.

Retrieve Items That Meet The Following Conditions

Transfers only items that meet the conditions you specify in the Filter dialog box. If you select this option but do not specify conditions in the Filter dialog box, all items will be downloaded.

Filter

Opens the Filter dialog box, in which you specify conditions for the messages you want to transfer. This button is available only if you select the Retrieve Items That Meet The Following Conditions option.


Filter Dialog Box

Specifies conditions for the items you transfer from your server mailbox to the Inbox in your personal folder file. These conditions apply when you connect to your server using Remote Mail.

Only Transfer The Items That Meet The Following Conditions

Use the below options to specify the conditions you want. Only items that meet all of the conditions you specify will be transferred.

From

Specify name(s) that must appear in the From box in the item's heading. Items whose From box do not contain the specified name(s) will not be transferred. Use semicolons to separate multiple names.

Sent Directly To Me

Transfers items that include your name in the To box. If a distribution list appears in the To box, the item will not be transferred even if your name is included in the distribution list.

Copied (Cc) To Me

Transfers items with your name, or a distribution list that includes your name, in the Cc box.

Subject

Specify text that must appear in the subject line. Use semicolons to separate multiple entries.

Advanced

Opens the Advanced dialog box, allowing you to specify additional conditions for the items to transfer.

Clear All

Removes all text and clears all options in the Filter dialog box.


Advanced Dialog Box

Specifies advanced conditions for transferring items when you connect to your server using the  Remote Mail window.

Size (Kilobytes)

Transfers items that are greater or less than the size you specify, or that are within a size range.

At Least/At Most

In one or both boxes, type the limit, in kilobytes, of the item size you want. You can also use the up or down arrows to adjust the value. Both fields are blank by default.

Received

Transfers items that were last saved or sent on a specific date, after or before a specific date, or between two dates.

From/To

Select the From or To check box. Use the mouse or arrow keys to highlight the weekday, month, date, and year; type a new value or click the up and down arrows to adjust the value.

Only Unread Items

Transfers items that you have not yet read.

Only Items With Attachments

Transfers items that have attachments.

Only Items That Do Not Match These Conditions

Transfers items that do not match any of the conditions you have specified.

Importance

Transfers items assigned a high, normal, or low importance. Select the check box and then choose an importance.

Sensitivity

Transfers items assigned a normal, personal, private, or confidential sensitivity. Select the check box and then choose a sensitivity.


Schedule Remote Mail Connection Dialog Box

Specifies the date and time for scheduled Remote Mail dial-up connections to your Microsoft Exchange Server computer and the actions you want performed during the connection.

Connect Using The Following Schedule

At

Specifies the time for your next dial-up connection.

Every

Specifies a time interval between dial-up connections.

Next Connection At

Displays the date and time of your next scheduled dial-up connection. The date and time displayed reflect your entries in the At and Every boxes.


Properties Dialog Box

Displays the name, home server, and e-mail address for the user selected in the Check Name dialog box.

Name

Displays the user name.

Home Server

Displays the user's e-mail server.

E-mail Address

Displays the user's e-mail address.


Microsoft Exchange Server Dialog Box

Specify whether to connect to your Microsoft Exchange Server computer or to work offline.

You Can Connect To The Server Using The Network, Or Work Offline And Use Dial-Up Networking

Connect

Connects your computer to your Microsoft Exchange Server computer. This connection gives you access to all Microsoft Exchange and Schedule+ features. Typically, you use a direct network connection with your main office computer or when using a continuous dial-up connection.

Work Offline

Starts the Microsoft Exchange Client offline. When offline, you can work with offline folders and with personal folder files on your computer's hard disk. If you have configured your dial-up networking software and modem, you can make dial-up connections to synchronize your offline folders. For more information, see the Overview of Working Offline and Remotely with Microsoft Exchange topic.

If you use dial-up connections, be sure to set the options in the Dial-Up Networking tab.


Insert Menu

Use the commands on this menu to insert files from your file system, messages or other items stored in Microsoft Exchange folders, and embedded objects. For more information, choose a command name.

File

Message

Object


File Command (Insert Menu)

  See Also

Inserts a file from your file system into the active message at the insertion point. You can insert any file you have access to, including application files, batch files, programs, or graphics files. The file can be on a disk or on the network.

You can display an inserted file in the message body as text or as an application icon with a file name. If the file is inserted as an icon, and recipients have the source application or one that recognizes the file format, they can open the file from the message. They can also save the file to the computer's hard disk.

Insert File Dialog Box Options

File Name

Type or select the name of the file you want to insert.

List Files Of Type

Select the type of file you want to insert.

All Files (*.*)

Lists all files in the current location.

Text Files (*.txt)

Lists all files in the current location that were saved with the .txt extension.

Rich Text Format (*.rtf)

Lists all files in the current location that were saved with the .rtf extension.

Message Files (*.msg)

Lists all files in the current location that were saved with the .msg extension.

Directories

Select the directory where the file you want to insert is located.

Drives

Select the drive where the file you want to insert is located.

Insert As

Select how you want the file to appear when you insert it into the message.

Text

Inserts the file as text in the message.

Attachment

Inserts the file as an application icon.

Link

Inserts a link to the file.

Messages

Displays the Insert Message dialog box, where you can insert files, forms, or messages that are stored in your Microsoft Exchange folders. For more information, see the Message Command topic.

Network

Displays the Connect Network Drive dialog box, where you connect to another server on the network. For more information, choose Help.


See Also

Creating a Link to a File

Embedding an Object

Inserting a File from the File System

Message Command (Insert Menu)

Saving an Attachment


Message Command (Insert Menu)

  See Also

Inserts a message, form, or file stored in a Microsoft Exchange folder into the active message at the insertion point.

You can display an inserted item in the message body as text or as an application icon with a file name. If the item is inserted as an icon, and recipients have the source application or one that recognizes the file format, they can open the file directly from the message. They can also save the item directly to their computer's hard disk. Your messages can also contain links to messages or items in public folders.

Insert Message Dialog Box Options

Location

Click the plus sign next to a set of folders to display its subfolders. Click a folder to display its contents in the Items box.

Items

Displays the contents of the folder that is selected in the Location box.

Insert As

Select how you want the item to appear when you insert it into the message.

Text Only

Inserts the item as text in the message.

An Attachment

Inserts the item as an application icon.

Link Attachment to Original Item

Inserts a link to the original item.

Files

Displays the Insert File dialog box, where you can insert files stored in your file system. For more information, see the File Command topic.


See Also

Creating a Link to a File

Embedding an Object

File Command (Insert Menu)

Inserting an Item from a Microsoft Exchange Folder


Object Command (Insert Menu)

  See Also

Inserts an embedded object, such as a Microsoft Word document, into the active message at the insertion point. When you select an embedded object in a message, the application in which the object was created is opened.

Insert Object Dialog Box Options

Create New

Inserts a new object that you create.

Object Type

Select the type of application you want to use to create a new object. Some common object types include documents, graphs, and spreadsheets.

Create From File

Inserts an existing object.

File

Type the name of the file you want to insert as an embedded object, or choose Browse.

Browse

Opens the Browse dialog box, where you can locate the file that you want to insert as an embedded object. For more information, see the Browse Dialog Box topic.

Link

Creates a link to the selected file rather than embedding it.

Display As Icon

Displays the embedded object as an icon.

Result

Describes the result of the selected options.

Change Icon

Opens the Change Icon dialog box, where you can select a new icon to be displayed in the message. For more information, see the Change Icon Dialog Box dialog box.


See Also

Creating a Link to a File

Embedding an Object

File Command (Insert Menu)

Inserting a File from the File System

Message Command (Insert Menu)


Keyboard Shortcuts

Use the following shortcut keys to perform common tasks in the Microsoft Exchange Client. For easy access to the information, you can print this topic or maximize the Help Window.

Menu Commands

To	Keyboard shortcut
Check names	CTRL+K
Check spelling	F7
Close the active window	ALT+F4
Compose a new message	CTRL+N
Copy an item to a folder	CTRL+SHIFT+C
Copy text or graphics	CTRL+C
Cut text or graphics	CTRL+X
Delete an item	CTRL+D
Deliver mail now	CTRL+M
Display properties	ALT+ENTER
Find	CTRL+SHIFT+F
Find next	SHIFT+F4
Forward an item	CTRL+F
Move an item to a folder	CTRL+SHIFT+M
Open	CTRL+O or ENTER
Open the Address Book	CTRL+SHIFT+B
Open the Inbox	CTRL+SHIFT+I
Open the Outbox	CTRL+SHIFT+O
Paste text or graphics	CTRL+V
Print	CTRL+P
Replace text	CTRL+H
Reply to all	CTRL+SHIFT+R
Reply to sender	CTRL+R
Save	CTRL+S
Save as	F12 or ALT+F2
Select all	CTRL+A
Send an item	CTRL+ENTER or ALT+S
Switch to another open application	ALT+TAB
Undo the last action	CTRL+Z
View the next item	CTRL+> or CTRL+SHIFT+N
View the previous item	CTRL+< or CTRL+SHIFT+P
Formatting Text

To	Keyboard shortcut
Make text bold	CTRL+B
Italicize text	CTRL+I
Underline text	CTRL+U
Remove text formatting	CTRL+SPACEBAR
Add or remove bullets	CTRL+SHIFT+L
Center a paragraph	CTRL+E
Left-align a paragraph	CTRL+L
Right-align a paragraph	CTRL+G
Increase indentation to next default tab stop	CTRL+T
Decrease indentation to previous default tab stop	CTRL+SHIFT+T
Deleting Text

To delete	Keyboard shortcut
One character to the left of the insertion point or delete the selected object	BACKSPACE
One character to the right of the insertion point or delete the selected object	DELETE
One word to the left of the insertion point	CTRL+BACKSPACE
One word to the right of the insertion point	CTRL+DELETE
Selecting Text

To select	Keyboard shortcut
One character left or right	SHIFT+LEFT or RIGHT ARROW
One line up or down	SHIFT+UP or DOWN ARROW
One word left	CTRL+SHIFT+LEFT ARROW
One word right	CTRL+SHIFT+RIGHT ARROW
To the end of a line	SHIFT+END
To the beginning of a line	SHIFT+HOME
To the end of a paragraph	CTRL+SHIFT+DOWN ARROW
To the beginning of a paragraph	CTRL+SHIFT+UP ARROW
One screen down	SHIFT+PAGE DOWN
One screen up	SHIFT+PAGE UP
To the bottom of the screen	CTRL+SHIFT+PAGE DOWN
To the top of the screen	CTRL+SHIFT+PAGE UP
To the end of text	CTRL+SHIFT+END
To the beginning of text	CTRL+SHIFT+HOME
All text	CTRL+NUMPAD 5
Moving the Insertion Point

To move the insertion point	Keyboard shortcut
One character left or right	LEFT or RIGHT ARROW
One line up or down	UP or DOWN ARROW
One word left	CTRL+LEFT ARROW
One word right	CTRL+RIGHT ARROW
To the end of a line	END
To the beginning of a line	HOME
To the end of a paragraph	CTRL+DOWN ARROW
To the beginning of a paragraph	CTRL+UP ARROW
One screen down	PAGE DOWN
One screen up	PAGE UP
To the bottom of the screen	CTRL+PAGE DOWN
To the top of the screen	CTRL+PAGE UP
To the end of text	CTRL+END
To the beginning of text	CTRL+HOME
Displaying Menus and Choosing Commands

To	Keyboard shortcut
Activate the menu bar and display a menu	ALT or F10 and then press the underlined letter key
Choose a command on the menu	UP or DOWN ARROW and then press ENTER or press the underlined letter key
Display the shortcut menu	SHIFT+F10
Close the open menu or deactivate the menu bar	ESC
Display the Microsoft Exchange Client control menu	ALT+SPACEBAR
Expanding and Collapsing Folders and Groups

To	Keyboard shortcut
Expand the selected folder or group	NUMPAD + or RIGHT ARROW
Collapse the selected folder or group	NUMPAD - or LEFT ARROW


Information for Microsoft Mail or cc:Mail Users

The Microsoft Exchange Client includes many features that will change the way you send, receive, and share information. Some features are similar to those in Microsoft Mail or cc:Mail, but many are different. This section includes topics that explain new features and compare similar features with the other products.

You can use the Microsoft Exchange Client with a Microsoft Mail or cc:Mail server. This section also provides information about features that are available with this configuration.

For more information, see the following topics:

Features of Microsoft Exchange

Comparison of Microsoft Exchange and Microsoft Mail

Comparison of Microsoft Exchange and cc:Mail

Using the Microsoft Exchange Client with Microsoft Mail or cc:Mail


Features of Microsoft Exchange

The Microsoft Exchange Client provides many features that are designed to help you manage large amounts of information more efficiently and effectively.

AutoAssistants and Rules

You can use AutoAssistants to process and organize your mail as you receive it. Using an AutoAssistant, you can set up rules that specify a set of conditions an item must meet and a corresponding action for items that meet those conditions. For example, all messages that you receive from your manager can be automatically filed in a separate folder, or each time you receive a message marked with high importance, you can display a popup notification. This feature is available only with Microsoft Exchange Server.

Public Folders

In addition to personal folders where you store information for your own use, you can create and use public folders to collect, organize, and exchange information with others on your team, at your site, or throughout your company. While similar to shared folders in Microsoft Mail or bulletin boards in cc:Mail, public folders provide many new options for sharing information. A public folder can contain any type of information, from work and project information, to discussions about a general subject, to classified ads. Depending on the nature of the information, access to a public folder may be restricted to a few individuals or a team, or it may include an entire organization. A public folder can contain views for organizing and finding information, and forms for contributing and reviewing information. This feature is available only with Microsoft Exchange Server.

Forms

The Microsoft Exchange Client provides electronic forms that enable you to view, gather, and send information that needs to be structured in a particular way. Your administrator and others with appropriate permissions can create forms with the Microsoft Exchange Forms Designer. You might, for example, use a form when notifying the payroll department of sick leave or when ordering supplies. Also, in public folders, you may be required to use forms for posting information. This feature is available only with Microsoft Exchange Server.

Views

In the Microsoft Exchange Client, you can customize the display of messages and other items in a folder by:

Adding or removing column headings and changing column width.

Sorting items by any column heading.

Grouping items in an outline form according to the properties you specify.

Creating a filter so that the only items displayed are those that meet the conditions you specify.

Once you've customized the display to look the way you want, you can save the settings as a view, which you can then apply to the active folder or your other folders.

Passwords and Profiles

When starting Microsoft Mail or cc:Mail, you are required to enter a password before connecting to your mail server. For the Microsoft Exchange Client, logging on works differently. After logging on to your operating system, you start the Microsoft Exchange Client with a specified profile.  Your profile contains the list of information services that you use with the Microsoft Exchange Client.

Offline Folders

With offline folders, you don't have to be at your office to use Microsoft Exchange. If you change the contents of an offline folder and then synchronize it, the changes are transferred to the server folder. Similarly, if the contents of the server folder have changed, those changes are transferred to your offline folder. Offline folders are available for mailbox and Favorites folders.

Connecting to More Than One Information Service

The Microsoft Exchange Client gives you the option of connecting to more than one information service. For example, in addition to sending and receiving mail with Microsoft Exchange Server, you might also be connected to an online information service, such as the Microsoft Network, and to a fax service. Use the Services command on the Tools menu to specify which information services you want to connect to.

For More Information

For more information about these features in the Microsoft Exchange Client, see the following Help topics.

To do this	See this Help topic
Create a rule	Creating or Deleting a Rule
Create a folder	Creating or Deleting a Folder
Work in a public folder	Posting Information in a Public Folder
Use a form for sending information	Selecting a Form
Sort items	Sorting Items
Group items	Grouping Items
Filter items	Filtering Items
Move a toolbar button	Moving a Toolbar Button
Create a new view	Applying a View
Create a profile	Creating or Deleting a Profile
Use an offline folder	Making a Folder Available Offline
Connect to more than one information service	Adding an Information Service


Comparison of Microsoft Exchange and Microsoft Mail

This topic contains a list of common tasks you perform using either a new command in the Microsoft Exchange Client or a command located on a different menu.

To do this	Choose this Microsoft Exchange command	Corresponding Microsoft Mail command
Check spelling	Spelling (Tools menu)	Spelling (Edit menu)
Copy or move a selected folder	Copy or Move (File menu)	Export Folder (File menu)
Create a new personal distribution list	Address Book (Tools menu)	Personal Groups (Mail menu)
Deliver incoming and outgoing mail	Deliver Now (Tools menu)	New Messages (View menu)
Create and copy folders to a personal folder file	Services (Tools menu)	Backup (Mail menu)
Display items in alphabetic order sorted by sender	Personal Views (View menu), then Group By From	Sort By Sender (View menu)
Display items in alphabetic order sorted by subject	Personal Views (View menu), then Group By Subject	Sort By Subject (View menu)
Display a new view of the current window	New Window (View menu)	New Window (Window menu)
Display a New Message form	New Message (Compose menu)	Compose Note (Mail menu)
Display items in descending order sorted by date received	Personal Views (View menu), then Normal	Sort By Date (View menu)
Display items in descending order of importance	Sort (View menu), then Importance	Sort By Priority (View menu)
Display options for customizing the Microsoft Exchange Client	Options (Tools menu)	Options (Mail menu)
Display the Address Book	Address Book (Tools menu)	Address Book (Mail menu)
Forward the active item	Forward (Compose menu)	Forward (Mail menu)
Import an .mmf or a .pst file	Import (File menu)	Import Folder (File menu)
Insert a file from the file system into a message	File (Insert menu)	Insert From File (Edit menu)
Insert an embedded object into a message	Object (Insert menu)	Insert Object (Edit menu)
Modify the font displayed in a message	Font (Format menu)	Change Font (View menu)
Reply to all users listed in the To, Cc, and Bcc boxes of a message	Reply To All (Compose menu)	Reply To All (Mail menu)
Reply to the active item	Reply To Sender (Compose menu)	Reply To Sender (Mail menu)
Save an attachment in a message as a separate file	Save As (File menu), then Attachments under Save	Save Attachment (File menu)
Search for items based on conditions you specify	Find (Tools menu)	Message Finder (File menu)
Deliver incoming and outgoing mail	Deliver Now (Tools menu)	New Messages (View menu)


Comparison of Microsoft Exchange and cc:Mail

This topic contains a list of common tasks you perform using either a new command in the Microsoft Exchange Client or a command located on a different menu.

To do this	Choose this Microsoft Exchange command	Corresponding cc:Mail command
Check spelling	Spelling (Tools menu)	Spell Check (Tools menu)
Create a new personal distribution list	Address Book (Tools menu)	New (File menu), then Private Mailing List
Display a New Message form	New Message (Compose menu)	New Message (Message menu)
Display items in ascending order sorted by date received	Personal Views (View menu), then Normal	Up Arrow or Down Arrow icon (Mailbox window)
Display options for customizing the Microsoft Exchange Client	Options (Tools menu)	User Setup (Tools menu)
Deliver incoming and outgoing mail	Deliver Now (Tools menu)	New Messages (View menu)
Display the Address Book	Address Book (Tools menu)	New Address Book Window (Window menu)
Forward the active item	Forward (Compose menu)	Forward (Message menu)
Import an .mmf or a .pst file	Import (File menu)	Import.exe utility
Insert a file from the file system into a message	File (Insert menu)	Files (Attach menu)
Modify the font displayed in a message	Font (Format menu)	User Setup (Tools menu)
Reply to all users listed in the To, Cc, and Bcc boxes of a message	Reply To All (Compose menu)	Reply (Message menu), then All Addressees under Reply to
Reply to the active item	Reply To Sender (Compose menu)	Reply (Message menu), then Sender under Reply to
Save an attachment in a message as a separate file	Save As (File menu), then Attachments under Save	Save As (File menu)
Search for items based on conditions you specify	Find (Tools menu)	Search (Tools menu)
Deliver incoming and outgoing mail	Deliver Now (Tools menu)	New Messages (View menu)


Using the Microsoft Exchange Client with Microsoft Mail or cc:Mail

You can use the Microsoft Exchange Client with a variety of information services for delivering mail. However, if you use the Microsoft Exchange Client with a message transport service other than Microsoft Exchange Server, you cannot take advantage of certain features that are available only with Microsoft Exchange Server. These include:

AutoAssistants

Forms

Public folders

The commands for these features will be gray, or dimmed.

Feature	Command
AutoAssistants	Inbox Assistant (Tools menu)
	Out Of Office Assistant (Tools menu)
Forms	New Form (Compose menu) New Post In This Folder (Compose menu) Post Reply In This Folder (Compose menu)
Public Folders	Application Designer (Tools menu) Add To Favorites (File menu) Remove From Favorites (File menu)


Compose Menu

Use the commands on this menu to compose, reply to, and forward mail. For more information, choose a command name.

Forward

New Form

New Message

New Post In This Folder

Post Reply In This Folder

Reply To All

Reply To Sender


New Message Command (Compose Menu)

  See Also

Opens a blank New Message form for composing a new message.

You can also perform this action by clicking the New Message button.

  New Message button

To move the insertion point within the New Message form, press TAB.

To select recipients from the Address Book, choose To or Cc.


See Also

New Form Command (Compose Menu)

New Message Form

New Post In This Folder Command (Compose Menu)

Saving an Incomplete Message

Sending a Message


New Form Command (Compose Menu)

  See Also

Opens a specific form for correspondence.

You can choose a form from the organization forms library or any other forms library to which you have access.

If you are working in a public folder, the folder may require that you use a specific form to post or reply to information. The forms that are available in a public folder are listed at the bottom of the Compose menu when that folder is open.

New Form Dialog Box Options

Organization Forms Library

Select the form that you want to use.

If the forms are grouped by category, you can display the forms in a category by clicking the plus sign (+) next to the category name.

Show Categories

Displays the forms grouped by category when checked. Clear the check box to see an alphabetic list of the forms.

Description

Describes the purpose of the selected form and displays the contact name and form version number.


See Also

Copying a Form

New Message Command (Compose Menu)

New Post In This Folder Command (Compose Menu)

Selecting a Form


Reply To Sender Command (Compose Menu)

  See Also

Opens a copy of the active message preaddressed to the sender. You can then compose a response to the message within or above the original message text.

You can also perform this action by clicking the Reply To Sender button.

  Reply To Sender button

Attachments are not copied to the reply form; however, a marker appears where the embedded object was in the original message. To include the attachments, forward the message instead of replying to it.

To change options for replying, such as including or excluding the original message text in your reply, choose Options from the Tools menu, and then select the Read tab.

Using this command in a public folder, you can easily reply directly to the sender of the active posted item without posting your reply in the folder.

If you choose Reply To Sender in a custom form, the reply form may be the New Message form or another form specified by the form designer.


See Also

Forward Command (Compose Menu)

Forwarding a Message

Post Reply In This Folder (Compose Menu)

Reply To All Command (Compose Menu)

Replying to a Message


Reply To All Command (Compose Menu)

  See Also

Opens a copy of the active message preaddressed to the sender and all recipients. You can then compose a response to the message within or above the original message text.

You can also perform this action by clicking the Reply To All button.

  Reply To All button

Attachments are not copied to the reply form; however, a marker appears where the embedded object was in the original message. To include the attachments, forward the message instead of replying to it.

To change options for replying, such as including or excluding the original message text in your reply, choose Options from the Tools menu, and then select the Read tab.

If you choose Reply To All in a custom form, the reply form may be the New Message form or another form specified by the form designer.


See Also

Forward Command (Compose Menu)

Forwarding a Message

Post Reply In This Folder (Compose Menu)

Reply To Sender Command (Compose Menu)

Replying to a Message


Forward Command (Compose Menu)

  See Also

Opens a copy of the active message that you can then address and send to other users. You can then type any comments that you want to include in the forwarded message within or above the original message text.

You can also perform this action by clicking the Forward button.

  Forward button

Any attachments in the original message are copied into the forwarded message.

You can also forward multiple messages by selecting them in the folder contents list and then choosing the Forward command. Each message is included as an attachment in a single New Message Form.

If you choose Forward in a custom form, the form that is displayed may be the New Message form or other form specified by the form designer.


See Also

Forwarding a Message

Reply To All Command (Compose Menu)

Reply To Sender Command (Compose Menu)

Replying to a Message


New Post In This Folder Command (Compose Menu)

  See Also

Opens a blank New Post form preaddressed to the open folder. You can use this form to post information in any type of folder.

To move the insertion point within the post form, press TAB.

In most cases, you post this form in public folders, such as a discussion folder, where you discuss issues and exchange ideas with other users. Users then access the New Post form from the shared folder in which it has been posted.

If you are working in a public folder, the folder may require that you use a form other than the New Post form to post information. The forms that are available in a public folder are listed at the bottom of the Compose menu when that folder is open.


See Also

Checking Your Public Folder Access Permissions

Post Reply In This Folder (Compose Menu)

Posting Information in a Public Folder

New Post Form


Post Reply In This Folder Command (Compose Menu)

  See Also

Opens a copy of the active item as a New Post form preaddressed to the active folder. You can then compose a response to the item within or above the original message text.

To move the insertion point within the post form, press TAB.

To reply directly to the sender of the active item without posting your reply in the folder, use the Reply To Sender command.


See Also

New Post In This Folder Command (Compose Menu)

Posting Information in a Public Folder

Read Post Form

Replying to a Posted Item


Overview of Working Offline and Remotely with Microsoft Exchange

  How To

You can work with Microsoft Exchange wherever you want to send and receive mail or share information---from your office, from home, and on the road.

When you use Microsoft Exchange on an onsite office computer, you typically connect to your Microsoft Exchange Server computer directly over your company's network. When you work offsite---from home, an offsite office, or when traveling---you connect to your server by using dial-up networking software, a modem, and a telephone line to establish a dial-up connection.

When you work away from the office, you can do most of your work offline. When you need to connect to your server, you can use a single command to connect, perform the actions you want, and then disconnect.

Offline folders

The recommended way to work offline is using offline folders. An offline folder is a "snapshot" of a server folder that you work with offline. You add, delete, and modify the contents of an offline folder exactly as you do with a server folder. When you need to update the contents of an offline folder and its corresponding server folder, you synchronize the folders and then continue working offline.

Offline folders are available only if you use Microsoft Exchange Server. If you are unsure which mail server software you use, see your administrator. If you do not use Microsoft Exchange Server, you may be able to use Remote Mail.

Remote Mail

Use Remote Mail to view the headers of new items that are in your server Inbox and to select specific items to transfer to your offline Inbox. Because you download only the items you specify, this method can be faster than synchronizing your offline Inbox. You can also use Remote Mail to send mail you compose while offline. Remote Mail is available only if your e-mail service supports it.

Using offline folders is the most efficient and cost-effective way to work with Microsoft Exchange away from the office. However, to work with public folders that are not available offline or to update your schedule using Microsoft Schedule+, you must use a continuous dial-up connection. For information, see the Working with a Continuous Dial-Up Connection topic.


How To

  Preparing to Work with Offline Folders

  Making a Folder Available Offline

  Synchronizing an Offline Folder

  Removing a Folder's Offline Availability

  Compacting an Offline Folder File

  Disabling an Offline Folder File

  Preparing to Work with Remote Mail

  Retrieving and Sending Mail Using Remote Mail

  Downloading Mail Headers Using Remote Mail

  Transferring, Copying, or Deleting Messages Using Remote Mail

  Scheduling Remote Mail Connections

  Specifying Dial-Up Connection Options

  Using Another Computer on Your Network


Overview of Preparing to Work with Offline Folders

  How To    [image]  MS Exchange Server Feature

Using offline folders is the quickest and easiest way to work with Microsoft Exchange offline. With offline folders, you can send and receive mail, and work with items exactly as you do with server folders. When you want to synchronize your offline folders, you choose a single command that connects to your server, synchronizes the folders, and then disconnects. Whenever you synchronize, mail you have composed offline is sent.

Offline folders are available only if you use Microsoft Exchange Server. If you are unsure which server software you use, see your administrator. If you do not use Microsoft Exchange Server, you may be able to use Remote Mail. For information, see the Preparing to Work with Remote Mail topic.


Preparing to Work with Offline Folders

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

Follow this procedure to work with offline folders only, or to work with both offline folders and Remote Mail.

To work with Remote Mail only, see the Preparing to Work with Remote Mail topic.

To prepare to work with offline folders

1.	Install the Microsoft Exchange Client on the computer you use for offline and dial-up work.

If the prompt "Do you travel with this computer?" is displayed when you create your profile, choose Yes.

You must include the Microsoft Exchange Server service in your profile. If this service is not available, see your administrator. If your mail server does not use Microsoft Exchange Server, see the Preparing to Work with Remote Mail topic.

2.	Download the Address Book to your hard disk using the Download Address Book command. If you want to send encrypted messages while offline, be sure you download the entire Address Book with details information.

3.	Set up and configure the dial-up networking software provided with Windows 95 and Windows NT. For information, see the dial-up networking documentation or your administrator. Be sure you enter your dial-up settings in the Dial-Up Networking tab.

If you plan to work offline without using dial-up networking, you can omit this step.

You can work with offline folders even if you do not synchronize them using a dial-up connection. When you reconnect to your server, changes made in the offline folders will be copied to the server folders.

4.	In the folder list, add the public folders that you want to work with offline to your Favorites folder.

5.	Make the folders that you want to work with available for offline use. For information, see the Making a Folder Available Offline topic.

If you do not already have at least one offline folder, you must be connected to your server to make a folder available offline. After you have at least one offline folder, you can make additional folders available offline without being connected to your server.

Note  Whenever you start your computer offline, log on to Microsoft Windows or Windows NT. You will not be able to connect to your mail server if you have not logged on.


See Also

Adding or Removing a Favorites Folder

Dial-Up Networking Tab

Making a Folder Available Offline

Removing a Folder's Offline Availability

Specifying Dial-Up Connection Options

Synchronizing an Offline Folder


Overview of Making a Folder Available Offline

  How To    [image]  MS Exchange Server Feature

You can easily make the folders in your mailbox and the public folders in your Favorites folder available for offline use. You do this by selecting an option that places a "snapshot" of the folder in an offline folder file. You then work with the offline folder exactly as you would with the server folder. Whenever you need to synchronize a folder, you use a single command that connects to your server, synchronizes the folder, and then disconnects.

Your Inbox, Outbox, Sent Items, and Deleted Items folders are available offline by default whenever you make at least one folder available offline.


Making a Folder Available Offline

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

If you do not already have at least one offline folder, you must be connected to your server to make a folder available offline. After you have at least one offline folder, you can make additional folders available offline without being connected to your server.

To make a folder available offline

1.	In the folder list, select the folder in your mailbox or in your Favorites folder that you want to make available offline.

2.	From the File menu, choose Properties, and then select the Synchronization tab.

3.	Under This Folder Is Available, select When Offline Or Online.

If you do not have an offline folder file, you are prompted to create one. Choose Yes, and follow the instructions. For information, click the Help button in the dialog box.

4.	Choose OK.

Mailbox folders that are available offline are indicated by these icons:

   Closed mailbox folder

   Open mailbox folder

Favorites folders that are available offline are indicated by these icons:

   Closed public folder

   Open public folder

Your Inbox, Outbox, Sent Items, and Deleted Items folders display the same icons online and offline.

Note  After you make a folder available offline, be sure you synchronize the folder. For information, see the Synchronizing an Offline Folder topic.


See Also

Adding or Removing a Favorites Folder.

Creating or Deleting a Folder

Preparing to Work with Offline Folders

Removing a Folder's Offline Availability

Synchronizing an Offline Folder


Overview of Synchronizing an Offline Folder

  How To    [image]  MS Exchange Server Feature

As you work with an offline folder, its contents will change and will no longer be identical with the server folder. For example, you might change or move items in your offline Inbox, send messages that are placed in your offline Outbox, and change items in your offline public folders. On your server, you might receive new mail in your Inbox, and other users may add, delete, or change items in public folders that you are working with offline.

You merge the contents of offline folders and server folders by synchronizing them. To synchronize, you choose a single command that connects to your server, copies the changes made in each folder to the other folder, and then disconnects.

If you are using a dial-up connection, be sure that your dial-up software and modem are configured and that you have specified the options on the Dial-Up Networking tab. For information, see the Specifying Dial-Up Connection Options topic.


Synchronizing an Offline Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To synchronize an offline folder

1.	If you are synchronizing one folder only, select it in your mailbox or in your Favorites folder.

2.	From the Tools menu, choose Synchronize, and then choose either All Folders or This Folder.

If you are offline using a dial-up connection, Microsoft Exchange dials your server, synchronizes the folder(s), and then disconnects. If you are on your network but disconnected from your server, Microsoft Exchange connects to your server, synchronizes the folder(s), and then disconnects.

Whenever you synchronize, a log file appears as a message in your Deleted Items folder. This log contains information such as the time you synchronized, the names of the folders that were synchronized, the number of items added, and so on.

If you receive a conflict notice when you synchronize a public folder, contact the folder owner or your administrator.


See Also

Making a Folder Available Offline

Preparing to Work with Offline Folders

Removing a Folder's Offline Availability

Specifying Dial-Up Connection Options


Overview of Removing a Folder's Offline Availability

  How To    [image]  MS Exchange Server Feature

If you no longer need an offline folder, you can make it unavailable for offline use. This removes the contents of the offline folder and makes it unavailable for further synchronization. Only the folder that you make unavailable is affected; if the folder contains subfolders that are available offline, those subfolders remain available.

Your Inbox, Outbox, Sent Items, and Deleted Items folders always remain available offline if you have an offline folder file. To make these folders unavailable, you must disable or delete your offline folder file. For information, see the Disabling an Offline Folder File topic.


Removing a Folder's Offline Availability

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To remove a folder's offline availability

1.	In the folder list, select the folder in your mailbox or in your Favorites folder that you want to make unavailable for offline use.

Your offline Inbox, Outbox, Sent Items, and Deleted Items folders have the same icons online and offline. Other folders that are available offline are indicated by these icons:

   Closed mailbox folder

   Open mailbox folder

   Closed public folder

   Open public folder

2.	From the File menu, choose Properties and then select the Synchronization tab.

3.	Under This Folder Is Available, select Only When Online. In the dialog box displayed after you select this option, choose Yes to continue. If the folder has changed since you last synchronized it, you can cancel the action, synchronize the folder, and then remove it.

4.	Choose OK.

Note  To remove offline availability for your Inbox, Outbox, Sent Items, and Deleted items folders, you must disable or delete your offline folder file. For information, see the Disabling an Offline Folder File topic.


See Also

Disabling an Offline Folder File

Making a Folder Available Offline

Preparing to Work with Offline Folders

Synchronizing an Offline Folder


Overview of Compacting an Offline Folder File

  How To    [image]  MS Exchange Server Feature

As you work with offline folders, your offline folder file is continuously compacted. Compacting the file reduces its size, providing more free disk space.

If you delete a large number of items, you can compact the file immediately to make disk space available. The time it takes to compact an offline folder file depends on its size and on the number of items that have recently been added or deleted.


Compacting an Offline Folder File

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To compact an offline folder file

1.	From the Tools menu, choose Services.

2.	Under The Following Information Services Are Set Up In This Profile, select Microsoft Exchange Server and then choose Properties.

3.	Select the Advanced tab, and then choose Offline Folder File Settings.

4.	Choose Compact Now, and then choose OK.


See Also

Disabling an Offline Folder File

Making a Folder Available Offline

Preparing to Work with Offline Folders

Removing a Folder's Offline Availability

Synchronizing an Offline Folder


Overview of Disabling an Offline Folder File

  How To    [image]  MS Exchange Server Feature

Offline folders are stored in an offline folder file on your computer's hard disk. If you have offline folders, your offline folder file is available by default whenever you start the Microsoft Exchange Client.

You can disable the offline folder file if you want to:

Make your Inbox, Outbox, Sent Items, and Deleted Items folders unavailable for offline use.

Make more memory available on your computer.

Move or delete the file.

If you disable the offline folder file, you can make your offline folders available again by re-enabling the file. If you disable and then delete the file, your offline folders and their contents will be deleted.


Disabling an Offline Folder File

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To disable an offline folder file

1.	From the Tools menu, choose Services.

2.	Under The Following Information Services Are Set Up In This Profile, select Microsoft Exchange Server and then choose Properties.

3.	Select the Advanced tab, and then choose Offline Folder File Settings.

4.	Choose Disable Offline Use, and then choose OK.

Note  To re-enable the offline folder file, follow steps 1 through 3 above. Then select the offline folder's file name and choose OK. If you have moved the file to a new location, choose Browse, select the file, and then choose OK.


See Also

Compacting an Offline Folder File

Making a Folder Available Offline

Preparing to Work with Offline Folders

Removing a Folder's Offline Availability

Synchronizing an Offline Folder


Overview of Preparing to Work with Remote Mail

  How To

Using Remote Mail, you can send mail that you compose offline and transfer mail to your offline computer from your server Inbox. The Remote Mail window allows you to first download only your mail headers. You then select the items that you want to download to your offline Inbox. Because you select only specific items to download, using Remote Mail can be faster than synchronizing your offline Inbox.

You can use Remote Mail with or without offline folders. If you don't use offline folders, you must use a personal folder file for mail delivery on the hard disk of the computer you use for offline work. Note that Remote Mail is available only if your e-mail service supports it.


Preparing to Work with Remote Mail

  Overview    [image]  See Also

Follow this procedure to work offline using only Remote Mail.

To work offline using both Remote Mail and offline folders, follow the procedure in the Preparing to Work with Offline Folders topic.

To prepare to work with Remote Mail

1.	Install the Microsoft Exchange Client on the computer you use for offline and dial-up work.

2.	Create a personal folder file on the hard disk of your computer. You can also use an existing personal folder file by moving or copying it to your hard disk.

While offline, your mail will be delivered to the personal folder file.

3.	Copy the items you want to work with offline, such as folders or forms, from your server or office computer to the personal folder file on your offline computer.

If you use a dockable laptop computer for offline work, be sure that all Microsoft Exchange-related files are on your hard disk before you undock the laptop.

4.	Download the Address Book to your hard disk by choosing Synchronize from the Tools menu and then choosing Download Address Book. If you want to send encrypted messages while offline, be sure you download the entire Address Book with details information.

5.	Install and configure the dial-up networking software provided with Windows 95 and Windows NT. Be sure to set the options on the Dial-Up Networking and Remote Mail tabs.

For information, see the dial-up networking documentation or your administrator.

If you share a computer, such as a company-owned laptop, each user should have a separate profile and personal folder file for confidentiality and security.

Note  Whenever you start your computer offline, log on to Microsoft Windows or Windows NT. You will not be able to connect to your mail server if you have not logged on.


See Also

Creating or Adding a Personal Folder File

Downloading Mail Headers Using Remote Mail

Moving or Copying a Folder

Retrieving and Sending Mail Using Remote Mail

Scheduling Remote Mail Connections

Transferring, Copying, or Deleting Messages Using Remote Mail


Overview of Retrieving and Sending Mail Using Remote Mail

  How To    [image]  See Also

Using the Remote Mail window is a quick way to send and receive mail when you work offline with Microsoft Exchange. If you have dial-up networking software, a modem, and a telephone line, you can use Remote Mail to:

Connect to your mailbox.

Send mail you've composed while working offline.

Download the headers of new messages to the Remote Mail window.

Mark the headers of messages you want to move, copy, or delete.

Transfer the messages you have marked to your Inbox, where you can read, reply to, and forward them.

Using Remote Mail minimizes the time of your dial-up connection by allowing you to transfer only the items you select.

Before you use Remote Mail, you must prepare the computer you use for offline and dial-up work. For information, see the Preparing to Work with Remote Mail topic.

Note  Whenever you start your computer offline, log on to Microsoft Windows or Windows NT. You will not be able to connect to your mail server if you have not logged on.


See Also

Scheduling Remote Mail Connections

Specifying Dial-Up Connection Options


Retrieving and Sending Mail Using Remote Mail

  Overview

Using Remote Mail is a three-step process:

1.	You establish a dial-up connection to your Microsoft Exchange Server computer and download only the headers of new mail to the Remote Mail window.

2.	You mark the headers for the action you want to take, such as moving or deleting the messages.

3.	You connect to your server again to perform the indicated actions.

For example, if you have marked messages for retrieval, these messages are moved to your offline Inbox where you can read, reply to, forward, or delete them.

If you have composed new messages offline, these messages are automatically sent whenever you connect.

Note that you use the Remote Mail window to connect to and disconnect from your server and to work only with mail headers. After messages are downloaded from the server, you work with the messages in the Viewer.

Downloading Mail Headers Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Downloading Mail Headers Using Remote Mail

  See Also

To download mail headers using Remote Mail

1.	Be sure that your computer and modem are properly connected.

2.	Log on to Microsoft Exchange.

If the Microsoft Exchange Server dialog box is displayed, choose Work Offline. When the Viewer is displayed, go to step 3.

If the Microsoft Exchange Server dialog box is not displayed, verify that the Work Offline And Use Dial-Up Networking option is selected in the General tab. To do this, select the Tools menu. If the Remote Mail command is available, go to step 3.

If the Remote Mail command is not available, choose Services, select the Microsoft Exchange Server information service, and choose Properties. In the General tab, select Work Offline And Use Dial-Up Networking, and then choose OK. Then exit and restart the Microsoft Exchange Client and go to step 3.

3.	From the Tools menu, choose Remote Mail.

4.	In the Remote Mail window, choose Options from the Tools menu. In the Remote Mail tab, specify the options you want.

This is required only the first time you use Remote Mail; these settings are retained until you change them.

5.	In the Remote Mail window, choose Connect from the Tools menu, or click the Connect button.

   Connect button

Microsoft Exchange establishes a dial-up connection to your server, downloads mail headers from your server Inbox, and then disconnects.

If you are working with both offline folders and Remote Mail, all headers are downloaded. If you are working only with Remote Mail, only the headers of new items are downloaded.

To transfer, copy, or delete messages, see the Transferring, Copying, or Deleting Messages Using Remote Mail topic.


See Also

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Transferring, Copying, or Deleting Messages Using Remote Mail

  See Also

After you have downloaded the headers of new messages from your server to the Remote Mail window, use the following procedure. If you have not yet downloaded headers, see the Downloading Mail Headers Using Remote Mail topic.

If you are working with both Remote Mail and offline folders, copies of items that you transfer will remain in your server mailbox.

To transfer, copy, or delete messages using Remote Mail

1.	In the Remote Mail window, select one or more mail headers, and then specify the actions you want to take.

To	Do this
Download the messages to the Inbox and delete them from the server. If you are also using offline folders, copies of messages you transfer will remain in your server Inbox.	From the Edit menu, choose Mark To Retrieve, or click the Mark To Retrieve button.    Mark To Retrieve button
Copy the messages to the Inbox without deleting them from the server	From the Edit menu, choose Mark To Retrieve A Copy, or click the Mark To Retrieve A Copy button.    Mark To Retrieve A Copy button
Delete the messages on the server without downloading them	From the Edit menu, choose Mark To Delete, or click the Mark To Delete button. The messages will be permanently deleted; they will not be moved to the Deleted Items folder.    Mark To Delete button
Remove all marks you've made to headers	From the Edit menu, choose Unmark All, or click the Unmark All button.    Unmark All button
The icons in the far-left column of the Remote Mail window show the action you have chosen for each message.

2.	From the Tools menu, choose Connect, or click the Connect button.

   Connect button

If you have messages queued in your Outbox, they will be sent automatically.

3.	To work with the new messages, click the Inbox folder in the Viewer.

Note  You can download headers, mark the headers, and transfer mail during the same connection instead of establishing separate connections for downloading headers and transferring mail. To do this, in the Remote Mail window, choose Options from the Tools menu. In the Remote Mail tab, clear the options under Automatically Disconnect After. Then manually disconnect from server connections by choosing Disconnect from the Tools menu.


See Also

Downloading Mail Headers Using Remote Mail

Retrieving and Sending Mail Using Remote Mail


Overview of Working with a Continuous Dial-Up Connection

  How To

A continuous dial-up connection gives you the same access to all Microsoft Exchange features that you have with a direct network connection typically used with an onsite office computer. However, some operations can be slower. A continuous dial-up connection is recommended when you need access to public folders that you haven't made available offline, or when you need to update your schedule using Schedule+.


Working with a Continuous Dial-Up Connection

  Overview

To prepare to work with a continuous dial-up connection

1.	Install the Microsoft Exchange Client on your computer.

2.	Install and configure the dial-up networking software provided with Windows 95 and Windows NT.

For information, see the dial-up networking software documentation or your administrator.

3.	From the Tools menu, choose Services, select Microsoft Exchange Server, and then choose Properties. In the General tab, select Connect With The Network and Choose The Connection Type When Starting. Then choose OK.

To work with a continuous dial-up connection

1.	Establish a dial-up connection from your computer's operating system to your Microsoft Exchange Server computer.

2.	Log on to Microsoft Exchange. When prompted for the type of connection you want, choose Connect.


Overview of Specifying Dial-Up Connection Options

  How To

When you work with offline folders or Remote Mail and make  dial-up connections to your Microsoft Exchange Server computer, you can specify and change the configurations that define this connection. For example, you can specify and change the name and telephone number used, and you can also set or change your user name, password, and network domain.


Specifying Dial-Up Connection Options

  Overview    [image]  See Also

To specify dial-up connection options

1.	Do one of the following:

From the Tools menu in the Viewer, choose Services, select Microsoft Exchange Server, and then choose Properties.

From the Tools menu in Remote Mail, choose Options.

2.	Select the Dial-Up Networking tab.

3.	In the Dial Using The Following Connection box, select the entry you want to dial the next time you connect to your server.

4.	In the User Name, Password, and Domain boxes, type your user name, password, and network domain name.

5.	To set or change the dial-up configuration, choose Setup, and then select the options you want.

6.	Choose OK.


See Also

Scheduling Remote Mail Connections


Overview of Scheduling Remote Mail Connections

  How To

If you use Remote Mail, you can schedule specific times for automatically establishing a dial-up connection to your Microsoft Exchange Server computer. For example, you can schedule a connection for the early morning when long-distance telephone rates are low.


Scheduling Remote Mail Connections

  Overview    [image]  See Also

To schedule a Remote Mail connection

1.	From the Tools menu in Remote Mail, choose Options, and then select the Remote Mail tab.

2.	Under Scheduled Connections, choose Schedule.

3.	Do one or both of the following:

To set a specific time to connect to your server, select the At box.

To set a series of connections at specified intervals, select the Every box.

The At and Every options act independently. For example, if you specify 2:30 A.M. in the At box and 4:00 in the Every box, you will connect every 4 hours starting from the time you choose OK. You will also connect at 2:30 A.M.

4.	Choose OK.

5.	In the Remote Mail tab, under Scheduled Connections:

To transfer, copy, or delete the items you have marked in the Remote Mail window, select Process Marked Items. Note that you must download and mark headers before the scheduled connection.

To transfer only items that meet the conditions you specify in the Filter or Advanced dialog boxes, select Retrieve Items That Meet The Following Conditions, choose Filter, and specify the conditions. To specify additional conditions, choose Advanced.

6.	Choose OK until all dialog boxes are closed.

Note  The options you specify apply only to scheduled connections. To set options for other Remote Mail connections, set the options under Remote Mail Connections on the top half of the Remote Mail tab.


See Also

Filter Command (Remote Mail View Menu)

Retrieving and Sending Mail Using Remote Mail

Specifying Dial-Up Connection Options


Overview of Using Another Computer on Your Network

  How To    [image]  MS Exchange Server Feature

If you have access to another computer running the Microsoft Exchange Client on your network, you can use this computer to work with your mail. This allows several users to share a computer and gives you access to your server if, for example, you're in a different company building or visiting a field office.

If your mail is delivered to your mailbox on the Microsoft Exchange Server computer, using another computer is almost identical to using your primary computer. However, if you want to access items that are stored in personal folders, you must copy or move them to your mailbox before you leave your office.


Using Another Computer on Your Network

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To use another computer on your network

1.	Verify in the Delivery tab in the Options dialog box that your mail is delivered to your mailbox on the server.

2.	Create a profile on the computer you want to use.

For more information, see the Creating or Deleting a Profile topic.

3.	Log on to the Microsoft Exchange Client and specify your new profile.

Note  Some forms and views that are normally available on your computer may not be available at another location. In addition, to work with personal folders that are stored on your computer, you must first move or copy them to your mailbox. If you are security-enabled, copy your .EPF file to a floppy disk or to a network server that you can access.


See Also

Creating or Deleting a Profile

Setting Up Advanced Security

Starting the Microsoft Exchange Client


File Menu (Remote Mail)

Use the commands on this menu to view the properties of a selected item and to close Remote Mail. For more information, choose a command.

Properties Command

Close Command


Edit Menu (Remote Mail)

Use the commands on this menu to select, mark, and unmark headers in the Remote Mail window. For more information, choose a command.

Mark To Delete Command

Mark To Retrieve A Copy Command

Mark To Retrieve Command

Select All Command

Unmark All Command


View Menu (Remote Mail)

Use the commands on this menu to modify and define how you view information while working in Remote Mail. For more information, choose a command.

Columns Command

Filter Command

Sort Command

Status Bar Command

Toolbar Command


Tools Menu (Remote Mail)

Use the commands on this menu to connect and disconnect from your server; to download headers and transfer mail; and to specify options for working in Remote Mail. For more information, choose a command.

Connect Command (Remote Mail Tools Menu)

Disconnect Command (Remote Mail Tools Menu)

Options Command


Help Menu (Remote Mail)

Use the commands on this menu to display the online Help for the Microsoft Exchange Client and to display the About Microsoft Exchange dialog box. For more information, choose a command.

About Microsoft Exchange Command

Microsoft Exchange Help Topics Command


Properties Command (Remote Mail File Menu)

Displays a dialog box for viewing and modifying the properties of the item selected.


Close Command (Remote Mail File Menu)

Closes Remote Mail and returns to the last window in which you were working.

You can also close Remote Mail by choosing the Close command on the window Control menu or by pressing ALT+F4.


General Tab (Properties Command, Remote Mail File Menu)

Displays information about the message whose header is selected in the Remote Mail window.

Subject

The subject line of the message.

From

The sender of the message.

Type

The type of form used for the message.

Size

The message's size.

Action

The action (if any) you have marked for the message, such as retrieve, retrieve a copy, or delete.

Importance

The importance the sender assigned to the message.

Sensitivity

The sensitivity the sender assigned to the message.

Received

The time the message was received.

Retrieval Time

The time taken to download the message from the server to your computer.


Select All Command (Remote Mail Edit Menu)

  See Also

Selects all mail headers in the Remote Mail window.

After you select the headers, you can mark them for transferring to your Inboxin the Viewer or for deletion.


See Also

Retrieving and Sending Mail Using Remote Mail


Mark To Retrieve Command (Remote Mail Edit Menu)

  See Also

Marks the selected mail header(s) in the Remote Mail window, indicating that you want to transfer the message(s) from your server mailbox to your offline Inbox.

You can also perform this task by clicking the Mark To Retrieve button.

   Mark To Retrieve button

Before you choose Mark To Retrieve, you must first select the mail headers in the Remote Mail window. To select more than one header, press CTRL and click the headers you want.

After you select the header(s), choose Connect from the Tools menu to establish a dial-up connection to your server and make the transfer. The messages are transferred to your offline Inbox and then deleted from your server mailbox. If you do not want messages deleted from your server mailbox after transferring, use the Mark To Retrieve A Copy command on the Edit menu.

When you mark a message, the following symbol appears in the first column of the window next to the mail header:

   Mark To Retrieve symbol


See Also

Mark To Retrieve A Copy Command (Remote Mail Edit Menu)

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Mark To Retrieve A Copy Command (Remote Mail Edit Menu)

  See Also

Marks the selected mail header(s) in the Remote Mail window, indicating you want to transfer a copy of the message(s) from your server mailbox to your offline Inbox.

You can also perform this task by clicking the Mark To Retrieve A Copy button.

   Mark To Retrieve A Copy button

Before you choose Mark To Retrieve A Copy, you must first select the mail header(s) in the Remote Mail window. To select more than one header, press CTRL and click the headers you want.

After you select the header(s), choose Connect from the Tools menu to connect to your server and make the transfer. Copies of each marked message are transferred to your offline Inbox. The original message(s) remain in your server mailbox. If you want the messages in your server mailbox to be deleted after they are transferred to your offline Inbox, use the Mark To Retrieve command on the Edit menu.

When you mark a message, the following symbol appears in the first column of the window next to the mail header:

   Mark To Retrieve A Copy symbol


See Also

Mark To Retrieve Command (Remote Mail Edit Menu)

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Mark To Delete Command (Remote Mail Edit Menu)

  See Also

Marks the selected mail header(s) in the Remote Mail window, indicating you want to delete the message(s) from your server mailbox.

You can also perform this task by clicking the Mark To Delete button.

   Mark To Delete button

Before you choose Mark To Delete, you must first select the mail header(s) in the Remote Mail window. To select more than one header, press CTRL and click the headers you want.

After you select the headers of the messages you want to delete, choose Connect from the Tools menu to connect to your server and delete the marked messages. The deleted messages are moved from the Inbox to the Deleted Items folder in your server mailbox.

When you mark a message, the following symbol appears in the first column of the window next to the mail header:

   Mark To Delete symbol


See Also

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Unmark All Command (Remote Mail Edit Menu)

  See Also

Removes all marks you've made to mail headers in the Remote Mail window. For example, if you've marked some messages to retrieve and others to delete, the Unmark All command removes both types of marks.

When you choose this command, you undo all Mark To Retrieve, Mark To Retrieve A Copy, and Mark To Delete commands you've chosen since the last time you established a dial-up connection.

You can also perform this task by clicking the Unmark All button.

   Unmark All button

Any messages that you've already transferred from the server during a previous dial-up connection are unaffected.


See Also

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Filter Command (Remote Mail View Menu)

  See Also

Specifies conditions for the mail headers you want to download the next time you connect to your Microsoft Exchange Server computer. For example, you can display messages only from a specific person and filter all other items.

Filter Dialog Box Options

Display Only The Items That Meet The Following Conditions:

Specify the conditions for the filter.

From

Type one or more names. Separate multiple names with semicolons.

Sent Directly To Me

Displays only mail headers that have your name in the To box.

Copied (Cc) To Me

Displays only headers that have your name in the Cc box.

Subject

To display messages with specific subject text, type the text in the box.

Advanced

Displays the Advanced dialog box in which you can specify additional filter conditions such as size, date received, and priority.

Clear All

Clears all conditions set in this dialog box and in the Advanced dialog box.


See Also

Downloading Mail Headers Using Remote Mail

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Connect Command (Remote Mail Tools Menu)

  See Also

Establishes a dial-up connection to your Microsoft Exchange Server computer.

You can also perform this task by clicking the Connect button.

   Connect button

After connecting to your server, the Microsoft Exchange Client performs one or more of the following actions:

Downloads new mail headers.

Transfers, copies, or deletes the messages whose headers you marked in the Remote Mail window or that meet the conditions specified with the Filter command.

Sends messages that are in your Outbox.

If you have selected the Disconnect After Connection Is Finished option on the Remote Mail tab, you will be disconnected after these actions are performed. If you have not selected this option, choose the Disconnect command to end the dial-up connection.

If new headers are downloaded, you mark them using the commands on the Edit menu in Remote Mail. If messages are downloaded, you work with them in the Viewer.


See Also

Downloading Mail Headers Using Remote Mail

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Disconnect Command (Remote Mail Tools Menu)

  See Also

Ends a dial-up connection to your Microsoft Exchange Server computer.

Use this command after you connect to your server with the Connect command and all actions---such as downloading new headers and transferring messages---have been completed. If you have selected the Disconnect After Connection Is Finished option on the Remote Mail tab, you will be disconnected automatically.

You can also perform this task by clicking the Disconnect button.

   Disconnect button


See Also

Downloading Mail Headers Using Remote Mail

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Options Command (Remote Mail Tools Menu)

  See Also

Sets options controlling your dial-up connections to your Microsoft Exchange Server computer. For example, you can set or change the telephone number for your server, and you can schedule specific connection times.

Options Command Dialog Box Options

Depending on the features of your information service, the Options command displays one or more tabs. For information about the options contained on a particular tab, choose the Help button on the tab or see the documentation for your information service.


See Also

Retrieving and Sending Mail Using Remote Mail


Download Offline Address Book (Tools Menu)

Specifies whether to include details information---such as a user's title, department, telephone number, and so on---when downloading the Address Book to your hard disk for offline or dial-up work.

Download Offline Address Book

Download Offline Address Book

Downloads all Address Book information. This option is required to send encrypted messages.

Download Offline Address Book Without Details Information

Downloads the Address Book without details information. This operation takes less time and is recommended if you don't need details on your mail recipients and do not plan to send encrypted messages.


Synchronization Tab

  See Also    [image]  MS Exchange Server Feature

Specifies whether a selected folder is available only when online, or when both online and offline. The options on this tab are available for folders in your mailbox and for public folders that you have added to your Favorites folder.

Be sure that you are connected to your server when you make a folder available offline.

This Folder Is Available

Only When Online

Makes the folder available only when online.

If you select this option for a folder that has been available both online and offline, the contents of the offline folder will be removed from your offline folder file. If you have added or modified items in the offline folder since you last synchronized it, those modifications will not be transferred to the server folder. To transfer new or modified items in the offline folder to the server folder before you remove the folder's offline availability, choose Cancel, and then select the offline folder and choose Synchronize from the Tools menu. Then return to this tab.

To remove offline availability for your Inbox, Outbox, Sent Items, or Deleted Items folders, you must disable or delete your offline folder file. For information, see the Disabling an Offline Folder File topic.

When Offline Or Online

Makes the selected folder available offline.

After you select this option, be sure you synchronize the folder. For information, see the Synchronizing an Offline Folder topic.

Statistics For This Folder

Displays information about the selected folder.


See Also

Making a Folder Available Offline

Preparing to Work with Offline Folders

Removing a Folder's Offline Availability

Synchronize Command (Tools Menu)

Synchronizing an Offline Folder


Synchronize Command (Tools Menu)

  See Also    [image]  MS Exchange Server Feature

Displays a menu of commands that you can use to synchronize all offline folders or a selected offline folder, or to download the Address Book.

For information on the commands that are available on the Synchronize menu, choose a command name.

All Folders

This Folder

Download Address Book


See Also

Making a Folder Available Offline

Synchronization Tab

Synchronizing an Offline Folder


All Folders Command (Synchronize Menu)

  See Also    [image]  MS Exchange Server Feature

Synchronizes all of your offline folders. You can use this command with a dial-up connection, or when your computer is offline but connected to your network.

If you are working with a dial-up connection, the Microsoft Exchange Client dials your server, synchronizes all folders, and then disconnects.

If your computer is offline but connected to your network, this command connects to your server, synchronizes all folders, and then disconnects.

To synchronize only one offline folder, select the folder, choose Synchronize from the Tools menu and then choose This Folder.

Whenever you synchronize, a log of the synchronization actions appears as a message in your Deleted Items folder.

Note  Be sure that you set the options on the Dial-Up Networking tab before you use a dial-up connection.


See Also

Dial-Up Networking Tab

Making a Folder Available Offline

Synchronization Tab

Synchronize Command

Synchronizing an Offline Folder

This Folder Command


This Folder Command (Synchronize Menu)

  See Also    [image]  MS Exchange Server Feature

Synchronizes the selected offline folder. You can use this command with a dial-up connection, or when your computer is offline but connected to your network.

If you are working with a dial-up connection, the Microsoft Exchange Client dials your server, synchronizes the selected folder, and then disconnects.

If your computer is offline but connected to your network, this command connects to your server, synchronizes the selected folder, and then disconnects.

To synchronize all offline folders, choose Synchronize from the Tools menu and then choose All Folders.

Whenever you synchronize, a log of the synchronization actions appears as a message in your Deleted Items folder.

Note  Be sure that you set the options on the Dial-Up Networking tab before you use a dial-up connection.


See Also

All Folders Command

Dial-Up Networking Tab

Making a Folder Available Offline

Synchronization Tab

Synchronize Command

Synchronizing an Offline Folder


Download Address Book Command (Synchronize Menu)

  See Also    [image]  MS Exchange Server Feature

Downloads the address lists in the Address Book to a directory on your computer's hard disk. If you plan to send messages while working offline or with a dial-up connection, you must have a copy of the Address Book on the hard disk of the computer that you use for offline and dial-up work.

If you want to send encrypted messages while offline, be sure you download the entire Address Book with details information. You specify this in the dialog box displayed when you choose this command.

If your computer is offline but connected to your network, this command connects to your server, downloads the Address Book, and then disconnects.

If you are working with a dial-up connection, this command dials your server, downloads the Address Book, and then disconnects.

Note  Be sure that you set the options on the Dial-Up Networking tab before you use a dial-up connection.


See Also

Preparing to Work with Offline Folders

Preparing to Work with Remote Mail


Offline Folder File Settings Dialog Box

  MS Exchange Server Feature

Specifies options for your offline folder file.

File

If you have created an offline folder file, displays the path and file name. You cannot change this setting. If you have not created an offline folder file, you can accept the default path and file name, type a new path and file name, or click Browse to select a location.

Browse

Opens the New Offline Folder File dialog box, where you can specify a location for the offline folder file.

Encryption Setting

Select one of the following options for encrypting the information in your offline folder file. Note that you cannot change this setting after you create the offline folder file.

No Encryption

Does not encrypt your offline folder file.

Compressible Encryption

Encrypts your offline folder file in a format that allows compression. The file is compressed only if you have a compression program installed on your computer.

Best Encryption

Encrypts your file in a format that offers the greatest degree of protection. If you have a disk-compression program, the file can be compressed but to a much lesser degree than allowed by the Compressible Encryption option.

Compact Now

Immediately compacts the offline folder file, reducing its size.

The offline folder file is compacted continuously as you work with the Microsoft Exchange Client. If you have deleted a large number of items, choosing this button compacts the file immediately.

Disable Offline Use

Disables the use of your offline folder file the next time you start the Microsoft Exchange Client. This makes your offline folders unavailable. For information, see the Disabling an Offline Folder File topic.


New Offline Folder File Dialog Box

  MS Exchange Server Feature

Creates a new offline folder file or selects an existing one.

File Name

Displays the offline folder extension .OST. If an offline folder file is in the selected directory, its file name appears in the list box. To create a new offline folder file, first select the directory you want and them type a file name using the extension .OST. Use a maximum of eight characters plus the .OST extension.

List Files of Type

Displays the available file format (.OST files).

Directories

Displays the current directory and any subdirectories. Double-click the directories and subdirectories to move through the list and select the directory you want.

Drives

Displays the available drives. Select the drive you want.

Network

Opens the Connect Network Drive dialog box, where you can select a network file server to connect to. For more information, choose Help in the dialog box.


Address Book definition
Address Book

A directory of address lists provided in your profile. These lists contain user, distribution list, and public folder names to which you can address messages. You have access to at least two address lists: the global address list and your personal address book.

The Address Book has two displays. Use the display from the Viewer to get detailed informaton about users or to add names to your personal address book. Use the display from the New Message form to address messages.


Address Box definition
Address Box

A field for recipient names in a message or form such as the To or Cc box. You can type names in these boxes or select them from the Address Book.


Address List definition
Address List

A list of user, distribution list, and public folder names. You have access to at least two address lists: the global address list and your personal address book.


Administrator definition
Administrator

A person who maintains your network operating system and its components, including the Microsoft Exchange Server. Typically, the administrator installs and configures new Microsoft Exchange Server computers, adds new users to the system, creates and installs new forms, and resolves problems when they arise. If you have questions about using the Microsoft Exchange Client, you may want to use online Help before contacting your administrator.


Attachment definition
Attachment

An embedded object or file or a message displayed as an icon with a file name. An embedded object can be displayed directly in the message or as an icon. When you receive a message that contains an attachment, a paper clip appears in the Attachment column in the Viewer. If you have the corresponding application or one that reads the file format, you can open the attachment from the message to view, edit, or print it.


Bcc (Blind Carbon Copy) Box definition
Bcc (Blind Carbon Copy) Box

An address box where you enter names of recipients who will receive a copy of a message but will not appear in the list of message recipients. For each person listed in the Bcc box, only that person and the message sender knows to whom the message was sent.


Cc (Carbon Copy) Box definition
Cc (Carbon Copy ) Box

An address box where you enter names of recipients who will receive a copy of a message but who are not the primary recipients.


Default definition
Default

A predefined setting. You can use the default settings that come with the Microsoft Exchange Client, or you can customize them.


Deleted Items Folder definition
Deleted Items Folder

A built-in folder that stores items that you delete. You can retrieve an item from the Deleted Items folder. You can set the Microsoft Exchange Client to permanently delete items in this folder when you quit the client.


Destination File definition
Destination File

A file that contains a copy of or a link to data, graphics, or other information contained in another file (the source file). Using a link, you can update information in a destination file whenever the information changes in the source file.


Distribution List definition
Distribution List

A name assigned to a group of recipients. When you address a message or form to a distribution list, each recipient in the list receives the message. Your administrator can create distribution lists and add them to an address list, such as the global address list. You can create personal distribution lists and add them to your personal address book.


Personal Distribution List definition
Personal Distribution List (PDL)

A distribution list that you create and add to your personal address book. A distribution list is a name assigned to a group of recipients. When you address a message or form to a PDL, each user in the list receives the message. The administrator creates and maintains distribution lists in the global address list; you create and maintain your PDLs.


Embed definition
Embed

To insert information created in another application into a message. Once embedded, the information, called an object, becomes part of the message. An embedded object can be displayed in the message or represented by an icon.


Embedded Object definition
Embedded Object

Information, such as a chart or spreadsheet, created in one application and inserted into another. Both applications must support Microsoft Windows and object embedding. An embedded object can be displayed in a message or represented by an icon. When you receive a message that contains an embedded object, a paper clip is displayed in the Attachments column. If you have the corresponding application or one that reads the file format, you can open the object to view, edit, or print it. Any changes you make to the object are reflected in the message.


Microsoft Exchange Server Computer definition
Microsoft Exchange Server Computer

A computer on your network where Microsoft Exchange Server software is installed. Each server provides workgroup services to users. These services include messaging services, such as storing, routing, and delivering mail. They also include information sharing and retrieval services, such as public folders and group scheduling. Your mailbox, the global address list, forms, and public folders are stored on these servers.

The administrator maintains and manages the servers in your organization.


Microsoft Exchange Server Organization definition
Microsoft Exchange Server Organization

A collection of Microsoft Exchange Server computers that are grouped into sites and linked to provide workgroup services to your company. Each user has a mailbox on one of these servers. Workgroup services include messaging services, such as storing, routing, and delivering mail; information sharing and retrieval services, such as public folders; and connectivity services to other mail systems. Depending on the size of your company, the organization may be worldwide, nationwide, or within a single building.


Global Address List definition
Global Address List

The directory of all Microsoft Exchange users and distribution lists that you can address messages to. The administrator creates and maintains this list. The global address list may also contain public folder names. You can add entries from this list to your personal address book.


File Format definition
File Format

The format in which data is stored in a file. The Microsoft Exchange Client can save messages as files in rich text format (.RTF), text-only format (.TXT), or message format (.MSG).


Filter definition
Filter

A set of conditions for displaying specified items in a folder. A filter hides all items that do not match the conditions. When a filter is applied to a folder, a filter icon appears in the status bar.


Folder definition
Folder

A container for messages, forms, files, and other folders. There are three types of folders: mailbox folders, personal folders, and public folders. Folders are displayed in the folder list in the Viewer.

To open a folder, double-click it, or select it and choose Open from the File menu.


Folder Contents List definition
Folder Contents List

The right side of the Viewer where items in the open folder are displayed. You can change the columns and the order in which they are displayed. You can also sort, filter, and group items.


Folder List definition
Folder List

The left side of the Viewer where your sets of folders are displayed. To display and hide the folder list, drag the bar that separates the folder list from the folder contents list to the left or right. Use the plus (+) or minus (-) button to expand or collapse folders.


Form definition
Form

A specially designed format for entering or viewing specific types of information. For example, a form may be available to order supplies or to post information in a public folder.

The Microsoft Exchange Client provides built-in forms, such as the New Message form for composing messages.


Formatting Toolbar definition
Formatting Toolbar

A toolbar that is displayed when composing or reading a message. Use the buttons on this toolbar to change the format of selected text.

To hide or display the toolbar, choose Formatting Toolbar from the View menu. To see the name of a toolbar button (a ToolTip), point to the button.


Organization Forms Library definition
Organization Forms Library

A container for forms that are stored on Microsoft Exchange Server computers within your organization. These forms are available to all of the Microsoft Exchange Client users. To view the available forms, choose New Form from the Compose menu.


Forms Library definition
Forms Library

A container for forms that you can use. Forms libraries can be in one of three locations: a Microsoft Exchange Server computer (organization forms library), the location where you send and receive mail (personal forms library), or a folder (folder forms library).


Folder Forms Library definition
Folder Forms Library

A container for forms that are associated with a folder. Typically, folder forms are specially designed for a particular public folder and the information that the folder contains. For example, in a Customer Tracking public folder, you may have a meeting report form and a customer profile form.

The forms available for a specific folder are listed at the bottom of the Compose menu when the folder is open.


From definition
From

The sender of the message.


Gateway definition
Gateway

A translator between different mail systems. When a message is sent from one mail system to another, the gateway filters information specific to the originating mail system. Then it attaches information that the second mail system needs to deliver the message and sends the message.

If a gateway has been added to the Microsoft Exchange Server organization, you may find a gateway address list in the Address Book.


Icon definition
Icon

A small picture or other graphical element that represents or accesses something. For example, you can insert a file into a message and represent it by an application icon. Double-click the icon to open the file in the application it was created in.


Inbox definition
Inbox

A built-in folder that receives your new mail. To view the Inbox, choose Inbox from the View menu in the Viewer. Items that you have not yet opened are displayed in bold type.


Importance

The priority of a message. Levels of importance are: high, normal, and low.


Information Service definition
Information Service

A utility that enables the Microsoft Exchange Client and other messaging applications to do one or more of the following:

Send and receive mail

Store, share, and/or retrieve information

Obtain user address information

For example, you can use the Microsoft Exchange Server information service to give you access to your mailbox, public folders, group scheduling, and the global address list. Another example is the Internet information service, which enables you to address, send, and receive Internet mail in the Microsoft Exchange Client.


Item Type definition
Item Type

A message, file, or other item that you can send or receive.


Keywords definition
Keywords

Words or phrases that are associated with the subject of an item posted in a public folder. You can find information in a public folder by searching for keywords.


Favorites Folder definition
Favorites Folder

A folder containing names of public folders that you frequently use. When you add public folders to your Favorites folder, you can then quickly access them from Favorites rather than searching through All Public Folders.


Link definition
Link

A connection from one file to another that enables the two files to share information. For each link, there is a source file that contains the original information and a destination file that contains a linked copy of the information. The source file must be accessible to the recipient, for example, on a network server. Linking ensures that data in your message remains current. For example, you can link a sales report created in Microsoft Excel to a message in the Microsoft Exchange Client.


Personal Folder File definition
Personal Folder File

A file, similar to a database, that contains folders, messages, forms, and files. You can create any number of personal folder files to store related items on your hard drive, or back up or archive folders. You can also designate a personal folder file as the delivery location for your incoming mail. When you add a personal folder file to your profile, it appears in the folder list with the default name "Personal Folders."

You can work with a personal folder file as you would with any other file. You can save, copy, and move it to another location on your hard drive, a disk, or a file server.

Personal folder files have a .PST extension.


Personal Folder definition
Personal Folder

A folder that you create within a set of personal folders. When you create a set of personal folders, it is displayed in the folder list with the default name, "Personal Folders." You can have one or more sets of personal folders, and within each set, you can create any number of personal folders.

Each set of personal folders is stored in a personal folder file that is usually located on your computer's hard drive. You can designate a set of personal folders as the delivery location for your incoming mail.

Personal folder files have a .PST extension.


Message Body definition
Message Body

The lower portion of a New Message form or other form where you type or read the text of a message.


Find Window definition
Find Window

The window where you define search conditions to locate particular items. Items that match the conditions are displayed in the lower portion of this window. To display the Find window, choose Find from the Tools menu in the Viewer.


Header definition
Header

The row of information about a message, form, or file that is displayed in a folder. The header may contain information about the item, such as the sender, subject, and time and date received.

To change the columns or the order in which they are displayed, choose Columns from the View menu.


Message Heading definition
Message Heading

The portion of a New Message or Read Message form where you enter or read recipient names and the subject.


Messaging Application definition
Messaging Application

An application that uses the Messaging Application Programming Interface (MAPI) to provide one or more messaging functions: addressing, sending and receiving, and/or storing messages. MAPI is a standard set of functions that developers can use to create messaging applications or add messaging functionality to an application.

There are three types of messaging applications: messaging-based, messaging-enabled, and messaging-aware. Messaging-based applications, such as Microsoft Exchange Server, provide the full range of messaging functions; messaging-enabled applications, such as Schedule+, provide some messaging functions; messaging-aware applications, such as Microsoft Word, provide limited messaging functions.


Messaging Session definition
Messaging Session

The time you spend from log on to log off working in one or more messaging applications. Typically, you log on to a messaging session when you open the first messaging application. Subsequent messaging applications that you open join that session.


Outbox definition
Outbox

A built-in folder that holds mail that you send until it is delivered. The Outbox is frequently checked for outgoing mail. To view the items in the Outbox, choose Outbox from the View menu in the Viewer.


Password definition
Password

A word or group of characters that you type to access a personal folder file or other information service. Although some information services may require passwords, password protection is optional for personal folder files.


Permission definition
Permission

Authorization for a user to perform an action, such as sending mail for another user or posting items in a public folder.


Personal Address Book definition
Personal Address Book

A customizable address list where you can add and delete names of users and personal distribution lists to which you frequently address messages. You can either create the entries or copy them from another address list.

Personal address book files have a .PAB extension and can easily be copied onto disk.


Mailbox definition
Mailbox

The location on the Microsoft Exchange Server computer where your mail is delivered. The administrator sets up a mailbox for each user. If you have designated a set of personal folders as your mail delivery location, mail is routed from your mailbox to this location. Your mailbox is displayed in your folder list as "Mailbox - Your Name."


Mailbox Folder definition
Mailbox Folder

A folder that you create and store in your mailbox. You can create any number of mailbox folders to store related messages, forms, or files.


Profile definition
Profile

A set of information services used to configure the Microsoft Exchange Client and other messaging applications. These services provide a variety of functions, such as access to your mailbox, address lists, sets of folders, and other features. Typically, you need only one profile. If you occasionally work with a different configuration, you may need to create an additional profile.


Properties definition
Properties

The characteristics of an object, such as a folder or message. You can customize some properties, such as requesting a Read Receipt for a specific message.


Read Message Form definition
Read Message Form

The standard form in which messages that you receive are displayed. Messages sent using the New Message form are displayed in this form when opened.


Received definition
Received

The time and date the message was received.


Recipient definition
Recipient

The receiver of a message or form. A recipient can be a user, distribution list, or public folder.


Rule definition
Rule

A set of conditions and actions that help you process and organize information. Each rule consists of two elements: one or more conditions that specify to which items the rule applies, and one or more actions that specify what to do with a qualifying item. For example, all messages that you receive from your manager can be automatically moved to a separate folder.


New Message Form definition
New Message Form

The standard form for composing, replying to, and forwarding messages. This form is displayed when you choose New Message from the Compose menu.


Sent Items Folder definition
Sent Items Folder

A built-in folder that stores a copy of each message that you send. By default, all messages that you send are saved in this folder. You can change this option and save only the copies that you select.


Size definition
Size

The size of the message and any attachments.


Source Application definition
Source Application

The application used to create data that you insert in or link to a message. If recipients have the source application or one that recognizes the file format, they can open the item from the message.


Source File definition
Source File

A file that contains data that is inserted in or linked to a message. When you change information in a source file, you can update the linked information in a message.


Spelling Checker definition
Spelling Checker

A feature that verifies the spelling of a selected word or an entire message. You can check the spelling of the active message, or you can set an option to check the spelling of all messages that you send.


Status Bar definition
Status Bar

A bar at the bottom of an open window that displays the following information: an element in the window, such as a command; the progress of an action, such as deleting; or the current status of the window, such as the number of unread items.

You can display or hide the status bar by choosing Status Bar from the View menu.


Subject definition
Subject

The subject of the message.


Title Bar definition
Title Bar

A horizontal bar at the top of a window or dialog box that shows the name of the application, message, form, or dialog box.


ToolTip definition
ToolTip

The description of a toolbar button that appears when you place the pointer over the button.

You can quickly survey the function of each button on a toolbar by moving the pointer over each button. You can turn off ToolTips by choosing Options from the Tools menu.


Toolbar definition
Toolbar

A bar with buttons that perform the most common tasks in the Microsoft Exchange Client, such as replying to a message. You can hide or display the toolbar by choosing Toolbar from the Viewer menu. To see the name of a toolbar button (ToolTip), point to the button. On most toolbars, you can add, remove, and rearrange buttons.


Top-Level Folder definition
Top-Level Folder

A folder at the top of a folder hierarchy. A top-level folder contains subfolders but is not itself a subfolder.


User Name definition
User Name

A unique name that is assigned by the administrator to each Microsoft Exchange user. Use this name to address messages.


Viewer definition
Viewer

The main window in the Microsoft Exchange Client. The left side of the Viewer contains the folder list, which displays your sets of the folders. The right side of the Viewer contains the folder contents list, which displays the items in the open folder.


Public Folder definition
Public Folder

A folder that you and your co-workers can use to share a wide range of information, such as project and work information, discussions about a general subject, and classified ads. Public folders can have forms for posting information, and views for finding and organizing information. Access permissions determine who can view and use the folder.

Public folders are stored on Microsoft Exchange Server computers.


Dockable Laptop Computer definition
Dockable Laptop Computer

A laptop computer that you use with a docking station. When you want to work away from the office, you can undock the laptop computer and take it with you. Your essential working files are contained on the hard disk of the dockable laptop.


Modem definition
Modem

A device that enables a computer to transmit and receive information over a standard telephone line.


Online definition
Online

Connected to a Microsoft Exchange Server computer.


Offline definition
Offline

Not connected to a Microsoft Exchange Server computer.


Dial-Up Connection definition
Dial-Up Connection

A connection made between your computer and a Microsoft Exchange Server computer using dial-up networking software, a modem, and a telephone line. Typically, you use a dial-up connection while working away from the office.


Server definition
Server

A computer that provides shared services to network users, such as file storage, file transfer, message transfer, and database queries. Depending upon the type of service, a server can be called a file server, mail server, database server, or other type of server.


Folder Contact definition
Folder Contact

A person who serves as a contact for a folder. "Folder Contact" is a specific permission granted by a folder owner. This permission enables you to resolve message conflicts. There may be one or more contacts for a folder.


Folder Owner definition
Folder Owner

A person with Owner permissions in a public folder. Initially, the user who creates a public folder is the folder owner. That user can then grant additional users Owner permissions in the folder. With these permissions, you can modify any part of the folder design (rules, forms, views, and permissions), read, create, and edit items, and create subfolders.

Folder owners are not specifically identified in the folder properties unless you have Owner permissions in the folder.


New Post Form definition
New Post Form

The standard form for posting information in any type of folder. Typically, you use this form in public folders, such as a discussion and response folder, where you can converse and exchange ideas with other users. This form is displayed when you choose New Post In This Folder from the Compose menu.


Read Post Form definition
Read Post Form

The standard form in which posted items are displayed. Items posted using the New Post form are displayed in this form when you open them.


Delegate Access definition
Delegate Access

A feature that allows you to grant a representative permission to manage your mail, send mail for you, or both. To enable your delegate to manage your mail, you can share one or more folders in your mailbox. In addition, you can grant your delegate permission to send mail for you.


Remote Mail Window definition
Remote Mail Window

The window in the Microsoft Exchange Client that you can use to preview and download mail headers when using a dial-up connection.


View definition
View

A combination of settings for displaying and organizing the contents of a folder. In each view, you can select the columns that you want to display, group items by a particular category, specify a sort order, and apply a filter. By default, folder contents are displayed in the Normal view.


Normal View definition
Normal View

The default view for mailbox and personal folders. This is a personal view used to display the contents of a folder when it is first opened. If you select a different personal view or folder view for a specific folder, the contents will be displayed in that view the next time you open the folder.

The Normal view displays the Importance, Item Type, Attachment, From, Subject, Received, and Size columns, and sorts items in descending order by the Received date and time. You cannot edit the Normal view.


Personal View definition
Personal View

A view you can use to display the contents of any folder. Microsoft Exchange has four predefined personal views: Normal, Group by From, Group by Subject, and Group by Conversation Topic. You cannot change these views, but you can create your own personal views. Personal views that you create are available only to you.


Folder View definition
Folder View

A view that you can use to display the contents of a specific folder. A folder view is available only in the folder where it was defined. Folder views in a public folder display the contents in an organized way. These views are defined by the public folder designer and are available to anyone with access to the folder. You can also define folder views for your own folders.


Subfolder definition
Subfolder

A folder within a folder.


Delegate definition
Delegate

A representative with special permissions to manage mail for another user, send mail for another user, or both. The user or administrator grants these permissions.


Window definition
Window

A view that shows different aspects of the Microsoft Exchange Client. For example, the Viewer, New Message form, and Address Book are separate windows. You can have one or more windows displayed at a time.


Custom Address definition
Custom Address

The address of a recipient outside of your organization. To create a custom address, use the following format:

[addresstype:address]

Be sure you include the square brackets [ ], and separate the address type from the address with a colon (:). The following example shows a correctly typed custom address:

[smtp:annd@formidable.com]


Sign definition
Sign

To attach your digital signature to a message. When you sign a message, you must provide your advanced security password. Signing guarantees your recipients that the message came from you and was not tampered with after you sent it. You can also seal a message for added protection.


Seal definition
Seal

To encrypt a message so that it can be read only by you and your message recipients. All recipients are verified before the message is decrypted.


Advanced Security Password definition
Advanced Security Password

A password with a minimum of six characters that you must specify when you sign or seal a message, or when you open a sealed message. Signing or sealing a message guarantees your recipients that the message came directly from you and has not been tampered with. You can change this password by choosing Options from the Tools menu and then selecting the Security tab.


Security Profile definition
Security Profile

A file containing information about your advanced security configuration. Advanced security enables you to encrypt messages, digitally sign messages, or both. When you encrypt a message, the recipients must provide their advanced security password to decrypt it. When you digitally sign a message, you must provide your advanced security password; this assures recipients that a digitally signed message is from you.


Delivery Receipt definition
Delivery Receipt

A notification indicating the date and time a message that you sent was delivered. You can receive a delivery receipt for all messages that you send or for individual messages.


Read Receipt definition
Read Receipt

A notification indicating the date and time a message that you sent was opened by the recipient(s). You can receive a Read Receipt for all messages that you send or for an individual message.


Sensitivity definition
Sensitivity

The level of privacy you assign to a message. The sensitivity level appears in the Sensitivity column in your recipient's Viewer if the column is displayed. The sensitivity options are Normal, Personal, Private, and Confidential. Private sensitivity prohibits a recipient from modifying your original message when it is replied to or forwarded.


AutoSignature definition
AutoSignature

An entry containing text and/or graphics that you can create and designate as your signature. Your AutoSignature can be automatically applied to the end of all messages or to selected messages that you send.


Folder Design Cue Cards definition
Folder Design Cue Cards

A feature that guides you through the process of creating or modifying a folder. This process includes choosing forms for the folder, designing folder views, creating rules, setting access permissions, and selecting other properties. Although the Folder Design Cue Cards are primarily designed for public folders, you can use them to create and design a personal folder.


Personal Forms Library definition
Personal Forms Library

A container for forms that are stored in the location where you send and receive mail. You can add forms that you want to use when working remotely or that are for your own personal use to this library.


Advanced Security definition
Advanced Security

A feature that enables you to digitally sign and/or seal (encrypt) a message. When you sign a message, you must provide your advanced security password; this guarantees recipients that a digitally signed message is from you. When you encrypt a message, recipients must provide their advanced security password to decrypt it.


Synchronize definition
Synchronize

To merge the contents of an offline folder with a server folder to make their contents identical. An offline folder is a "snapshot" of a server folder that you work with offline. If you modify an offline folder and then synchronize it, changes made to the offline folder are transferred to the server folder. Similarly, if the server folder has been changed, those changes are transferred to the offline folder.


Key Management Server

The Microsoft Exchange Server computer that stores and manages the key management security database.


.FDM File definition
.FDM File

The file format of a form that is saved after it is installed.


.CFG File definition
.CFG File

A configuration file that is created when you install a form using Microsoft Exchange Forms Designer.


Offline Folder definition
Offline Folder

A "snapshot" of a server folder that you work with offline. If you change the contents of an offline folder and then synchronize it, the changes are transferred to the server folder. Similarly, if the contents of the server folder have changed, those changes are transferred to the offline folder. Offline folders are available for mailbox folders and Favorite folders.


Offline Folder File definition
Offline Folder File

The file on your computer's hard disk that contains your offline folders. An offline folder file can be created automatically when you install the Microsoft Exchange Client, or you can create one when you first make a folder available offline. The offline folder file has an .OST extension.


Revocation List definition
Revocation List

A list of users whose privileges have been revoked. If you receive mail from a user on the revocation list, contact your administrator.


Overview of Working with Personal and Mailbox Folders

  How To

You can create personal and mailbox folders to store, back up, or archive related messages, forms, and files. Unlike public folders, personal and mailbox folders are designed for your own private use.

Personal folders are stored in a personal folder file, located on your computer's hard drive with a .pst extension, and are displayed in the folder list with the default name, "Personal Folders." Creating a set of personal folders may be useful when you want to back up or archive items. You can compact a personal folder file to save disk space.

Mailbox folders are stored in your mailbox on a Microsoft Exchange Server computer, and are used to manage your mail. Your mailbox is displayed in the folder list as "Mailbox--Your Name," and contains four default folders: Deleted Items, Inbox, Outbox, and Sent Items. You can create as many mailbox folders as you want in which to store related information. If you work remotely, you can create offline folders for your mailbox folders and synchronize them when you connect to the server.

You can add files, such as spreadsheets, documents, sound files, and video clips, to your personal and mailbox folders. This allows you to collect related information from multiple sources and store it in a single location. You can also copy and store an item in more than one folder, or create folders within folders to further categorize messages, forms, and files. Personal and mailbox folders are listed in alphabetic order for easy reference.

If you have used Microsoft Mail and have messages that you want to use in the Microsoft Exchange Client, you can import the information into an existing or new folder.


How To

  Displaying and Opening Folders

  Creating or Deleting a Folder

  Moving or Copying a Folder

  Renaming a Folder

  Moving or Copying a Message to a Folder

  Adding a File to a Folder

  Importing .MMF and .PAB Files

  Creating a Personal Folder File

  Adding or Changing a Password for a Personal Folder File

  Checking or Repairing a Personal Folder File

  Compacting a Personal Folder File


Overview of Creating a Personal Folder File

  How To

A personal folder file is a set of personal folders that can contain messages, files, and forms. A personal folder file (.pst) can be located on your computer's hard drive or on a file server that you have access to. You can create any number of personal folder files and save, copy, and move them like any other file. You can use a personal folder file to:

Store folders of related information.

Back up or archive folders.

Give folders to others.

When you create a personal folder file, the Microsoft Exchange Client automatically adds it to your active profile and creates a Deleted Items folder. If you designate a personal folder file as the delivery location for new mail, the Microsoft Exchange Client adds an Inbox, Outbox, and Sent Items folder.


Creating a Personal Folder File

  Overview    [image]  See Also

To create a personal folder file

1.	From the Tools menu in the Viewer, choose Services, and then choose Add.

2.	In the Available Information Services box, select Personal Folders, and then choose OK.

3.	In the File Name box, type the name of the personal folder file with a .pst extension, select the location in the Directories box, and then choose OK.

4.	In the Create Microsoft Personal Folders dialog box, modify the properties of the new set of personal folders as needed. For more information, choose Help.

In the Password box, type a password, if needed, and then type it again in the Verify Password box.

6.	Choose OK until all open dialog boxes are closed.

Note  For information about moving or copying items and folders to the new personal folder file, see the Moving or Copying a Folder and Moving or Copying a Message to a Folder topics.


See Also

Adding an Information Service

Adding or Changing a Password for a Personal Folder File

Compacting a Personal Folder File

Moving or Copying a Folder

Moving or Copying a Message to a Folder


Overview of Compacting a Personal Folder File

  How To

A set of personal folders increases in size each time a new message, form, or file is added. It does not decrease in size when you delete or move items from it. To save disk space, you can compact the personal folder file that contains a set of personal folders.

You may need to compact a personal folder file every few weeks to every few months, depending upon how often you work with that set of personal folders.

The time it takes to compact a personal folder file depends on its size. Often, it requires only a few minutes. The degree of compaction is based on the number of items and folders that have been moved or deleted since you last compacted the file.


Compacting a Personal Folder File

  Overview    [image]  See Also

To compact a personal folder file

1.	From the Tools menu, choose Services.

2.	In The Following Information Services Are Set Up In This Profile box, select the personal folder file that you want to compact, and then choose Properties.

3.	Choose Compact Now, and then choose OK until all dialog boxes are closed.


See Also

Adding an Information Service

Adding or Changing a Password for a Personal Folder File

Checking or Repairing a Personal Folder File

Creating a Personal Folder File


Overview of Importing .MMF and .PAB Files

  How To

If you worked with Microsoft Mail before using the Microsoft Exchange Client, you may have message files (.mmf files) or personal address book entries (.pab files) that you want to import to the Microsoft Exchange Client. To do so, you must convert the information from its original format to a .pab or a .pst file. This file is added to your active profile.


Importing .MMF and .PAB Files

  Overview    [image]  See Also

To import an .mmf file into an existing set of personal folders

1.	From the File menu, choose Import.

2.	In the File Name box, specify the file that you want to import, and then choose OK.

3.	In the Type The Password box, type a password for the .mmf file, if necessary.

4.	Select Import Messages.

If you want to import your personal address book entries at the same time, select Import Personal Address Book Entries also.

5.	Choose OK.

6.	Under Specify Where To Put Messages From The Message File, select Put the Messages Into Existing Personal Folders, and then select the folder that you want. Choose OK until all dialog boxes are closed.

To import an .mmf file into a new set of personal folders

1.	From the File menu, choose Import.

2.	In the File Name box, specify the file that you want to import, and then choose OK.

3.	In the Type The Password box, type a password for the .mmf file, if necessary.

4.	Select Import Messages.

If you want to import your personal address book entries at the same time, select Import Personal Address Book Entries also.

5.	Choose OK.

6.	Under Specify Where To Put Messages From The Message File, select Put The Messages Into New Personal Folders, and then enter the path for the folder. Choose OK.

7.	In the Name box, type the name of the new set of personal folders, and choose OK until all dialog boxes are closed.

Note  You can import a folder if it has been saved with an .mmf file extension.

Tip  To reduce the size of your .mmf file, discard messages that you no longer need, and compress the file before importing it.

To import a .pab file

1.	From the File menu, choose Import.

2.	In the File Name box, specify the file that you want to import, and then choose OK.

3.	To confirm that you want to add the personal address book, choose OK.

4.	After the information has been imported, choose OK.

To verify that your personal address book entries were successfully imported, choose Address Book from the Tools menu, and then select Personal Address Book in the Show Names From The box.


See Also

Creating a Personal Folder File

Moving or Copying a Folder

Moving or Copying a Message to a Folder


Overview of Adding or Changing a Password for a Personal Folder File

  How To

When you create a set of personal folders, you can assign a password to the personal folder file to protect the information in the folders and make it accessible only to users who know the password. For example, if you are storing a personal folder file on a file server so that the file will be backed up automatically, you may want to assign a password to the personal folder file. Using a password for a set of personal folders that you store on your computer prevents another user from accessing that information if the user is working on your computer.


Adding or Changing a Password for a Personal Folder File

  Overview    [image]  See Also

To add or change a password for a personal folder file

1.	From the Tools menu, choose Services, and then select the set of personal folders in The Following Information Services Are Set Up In This Profile box.

2.	Choose Properties, and then choose Change Password.

3.	In the Old Password box, type the existing password, if there is one. Otherwise, be sure this box is empty.

4.	In the New Password box and the Verify Password box, type the new password.

To retain the password in your password list file, select Save This Password In Your Password List.

5.	Choose OK.

Note  If you forget your password, you will permanently lose access to the data within the personal folder file.


See Also

Checking or Repairing a Personal Folder File

Compacting a Personal Folder File

Creating a Personal Folder File


Overview of Creating or Deleting a Folder

  How To

You can create folders in your mailbox or in a personal folder file to store and organize your mail. If you want to further categorize information within a folder, you can create subfolders within a folder. Once you have created a folder, you can move or copy items to it. If you work offline or remotely, you can create offline folders for your mailbox folders and synchronize them when you connect to the server.

If you want to create a public folder, you must have the appropriate permissions. Folder Design Cue Cards are available to assist you with the design process.

You can easily delete one or more folders. When you delete a folder, all messages, files, and subfolders that are stored within that folder are deleted as well. Items that you've deleted appear in the Deleted Items folder unless you are deleting a public folder.


Creating or Deleting a Folder

  Overview    [image]  See Also

To create a folder or subfolder

1.	In the folder list, select the location (your mailbox or a folder) for the new folder, and then choose New Folder from the File menu.

2.	Type the new folder name, and then choose OK.

Note  To create a public folder, you must have Create Subfolder permission for the folder one level up. For assistance with designing the folder, choose Application Design from the Tools menu, and then select Folder Design Cue Cards.

To delete a folder or subfolder

Select the folder that you want to delete, and then choose Delete from the File menu, or click the Delete button.

  Delete button

When you delete a folder, all subfolders and items in the folder are moved to the Deleted Items folder unless you are deleting a public folder. You can retrieve items and folders from the Deleted Items folder until it is emptied.

Tip  You can also delete a folder by dragging it to the Deleted Items folder.


See Also

Displaying and Opening Folders

Moving or Copying a Folder

Moving or Copying a Message to a Folder

Renaming a Folder


Moving or Copying a Folder

  See Also

To move or copy a folder

1.	Select the folder that you want to move or copy, and then choose Move or Copy from the File menu.

2.	Select the new location for the folder, and then choose OK.

Tip  You can also move a folder by dragging it to a new location. You can copy a folder by dragging it to a new location while pressing CTRL.

Notes

If you move or copy a folder with a name identical to another folder in the new location, the Microsoft Exchange Client adds a version number to the name. For example, if you have a folder titled "Expenses" in a set of personal folders and you copied another folder titled "Expenses" to that folder, the Microsoft Exchange Client would name the copied folder "Expenses1."

If you want to copy a personal folder file (.pst) to a file server (for example, for backup purposes), you must quit the Microsoft Exchange Client before copying the file.

When moving or copying a public folder, you must have the appropriate permissions in both the source and destination folders.


See Also

Creating a Personal Folder File

Moving or Copying a Message to a Folder

Renaming a Folder


Renaming a Folder

  See Also

To rename a public folder, you must have Owner permission in the folder.

To rename a folder

1.	In the folder list, select the folder that you want to rename.

2.	From the File menu, choose Rename.

3.	In the New Name box, type the name of the folder, and then choose OK.


See Also

Creating or Deleting a Folder

Moving or Copying a Message to a Folder


Overview of Checking or Repairing a Personal Folder File

  How To

If a personal folder file is damaged, you can scan the file to find out if it contains any errors and then repair those errors by running the Inbox Repair Tool that comes with the Microsoft Exchange Client. Typically, the Inbox Repair Tool is used only in response to error messages that instruct you to use it. If you receive other types of error messages and use the Inbox Repair Tool, you may find that your problem will not be fixed. For example, if a disk is damaged, you should use a disk repair tool to try to fix the problem. You can make a backup copy of your personal folder file before repairing it.


Checking or Repairing a Personal Folder File

  Overview    [image]  See Also

To use the Inbox Repair Tool, you must first quit the Microsoft Exchange Client.

To check and repair a personal folder file

1.	In the Microsoft Exchange program group, double-click the Inbox Repair Tool icon.

2.	In the Enter The Name Of The File You Want To Scan box, type the path name of the file that you want to check.

3.	Choose Start.

If no errors are detected, choose OK.

4.	If errors are detected, do one of the following:

To make a backup copy of your personal folder file before you repair it, select Make Backup Of Scanned File Before Repairing.

To get more information about the errors in the file, choose Details.

To repair your file, choose Repair. After the file has been repaired, choose OK.


See Also

Adding or Changing a Password for a Personal Folder File

Compacting a Personal Folder File

Creating a Personal Folder File


Overview of Adding a File to a Folder

  How To

You can add files, such as spreadsheets and documents, to a mailbox folder, personal folder, or public folder. By adding files to a folder, you can collect related information from multiple sources and store it in a single location, similar to saving files in a directory.

When you open a file that is stored in a Microsoft Exchange folder, it is displayed in the source application that was used to create it if the application is installed on the computer, or in a similar application that can read the file format.

You can move, copy, forward, reply to, and send a file that is stored in a Microsoft Exchange folder just as you would a message. However, you cannot link a file in a folder to its source file unless you first insert it into a message.


Adding a File to a Folder

  Overview    [image]  See Also

To add a file from the file system to a Microsoft Exchange folder

1.	Open File Manager and arrange your windows so that both the File Manager window and the Microsoft Exchange Viewer are visible.

2.	Drag the file that you want to copy from File Manager to the appropriate Microsoft Exchange folder.

A file that is stored in a Microsoft Exchange folder is displayed with an icon in the Item Type column of the folder contents list.

Tip  To add a file to a public folder, you must have Create Items permission in the folder. To check your permissions and instructions for using the folder, select Properties from the File menu, and then select the Summary tab.


See Also

Inserting a File from the File System

Moving or Copying a Message to a Folder


Overview of Printing an Item

  How To

You may want to print messages, files, or other items stored in your Microsoft Exchange folders to read later or to keep for your files. You can print an item that is open, or you can print one or more items selected in the folder contents list.

If you select more than one item, the items are printed in the same order as they appear in the list. You can print items continuously with no page breaks or print each item on a separate page. You cannot print a selection of items that includes both messages and files; only one selected file can be printed at a time.

If a message contains an attachment, you can print it with the message if you have the application in which the file was created or one that can read the file format. Embedded objects that appear in a message are printed with the message.


Printing an Item

  Overview    [image]  See Also

To print an item in a folder

Click the Print button.

  Print button

If you are printing a list of items, you must first select the items.

To set options when printing

1.	From the File menu, choose Print, and then select the options you want.

For information about printing options, see the Setting Printing Options topic.

2.	Choose OK.

Note  You cannot print a selection of items that includes both messages and files; only one selected file can be printed at a time.


See Also

Printing an Attachment

Printing to a File

Setting Printing Options


Overview of Printing an Attachment

  How To

An attachment in a message or other item is represented as an application icon with the document name underneath it. You can print an attachment if you have the corresponding application or one that can read the file format. All attachments are printed when you choose to print them for a message.

An embedded object, such as a chart or spreadsheet data, can be represented as an icon, or it can be displayed in the message. An embedded object that is displayed in a message is printed with the message.


Printing an Attachment

  Overview    [image]  See Also

To print attachments in a message

1.	From the File menu, choose Print.

2.	Under Options, select Print Attachments, and then choose OK.

If the attachment is open, you can use the Print command in the source application.

Note  An embedded object that is displayed in a message is printed with the message.


See Also

Printing an Item

Setting Printing Options


Setting Printing Options

  See Also

To set options when printing

1.	From the File menu, choose Print, and then do one or more of the following.

To	Do this
Print each item on a new page	Under Options, select Start Each Item On A New Page.
Print more than one copy of an item	In the Copies box, type the number of copies you want to print.
Print attachments	Under Options, select Print Attachments.
For more information about printing options, see the Print Command topic.

2.	Choose OK.


See Also

Printing an Attachment

Printing an Item


Printing Microsoft Exchange Client Documentation

  See Also

To print the current Help topic

In the Help window, choose Print.

To print a section of Help topics

1.	From the Help menu, choose Microsoft Exchange Help Topics.

2.	Select the Contents tab, and then select the book icon for the section you want to print.

3.	Choose Print, and then OK.

To print the Getting Started public folder

1.	In the folder list, select Public Folders.

2.	Select Getting Started.

3.	In the folder contents list, select the topics you want to print.

4.	From the File menu, choose Print, and then choose OK.

To print information in a pop-up window

1.	Position the insertion point in the pop-up window, and then click the right mouse button.

2.	Choose Print Topic, and then OK.


See Also

Getting Information About Using the Microsoft Exchange Client

Keyboard Shortcuts


Overview of Printing to a File

  How To

Printing to a file is useful when you want to print a message, file, or other item from another computer that does not have the Microsoft Exchange Client installed.

When you print to a file, the instructions to the printer are included with the file. This allows you to print the file independently of the Microsoft Exchange Client. When you're ready to print, copy the file name to the printer port in MS-DOS or Windows File Manager. The printer you ultimately use to print the item must be the same as the printer you selected when you printed to the file in the Microsoft Exchange Client. For more information, see your system or printer documentation.


Printing to a File

  Overview    [image]  See Also

To print to a file

1.	From the File menu, choose Print.

2.	Select Print To File, and then OK.


See Also

Printing an Attachment

Printing an Item


Overview of Printing Information

  How To

The Microsoft Exchange Client provides you with a variety of printing options. You can print a message or other item that is open, or one or more items selected in the folder contents list. Multiple items can be printed either continuously or on separate pages. You can also choose to print more than one copy of an item.

If a message includes an attachment, you can print the attachment with the message if you have the corresponding application or one that can read the file format. Embedded objects that are displayed in a message are printed with the message.

Printing Help topics is a convenient way to read lengthy topics while you are at work or away from the office. You may also want to print topics that you refer to often.

If a printer is not immediately available or if you want to print an item from a computer that does not have the Microsoft Exchange Client installed, you can print to a file.


How To

  Setting Printing Options

  Printing an Item

  Printing an Attachment

  Printing to a File

  Printing Microsoft Exchange Client Documentation


General Tab (Mail and Fax Dialog Box)

Add and configure profiles for use with your messaging applications.

The Following Profiles Are Set Up On This Computer

Displays the profiles on your computer. You can select a profile in the list to remove, configure, or copy.

Add

Opens the Profile Wizard, which assists you in creating a new profile.

Remove

Removes the selected profile.

Properties

Edits the selected profile. You can add and configure information services, and change profile settings, such as delivery and addressing options.

Copy

Copies the information services and settings in the selected profile to a new profile.

When Starting Microsoft Exchange, Use This Profile

Select a profile to be the default. Typically when you start Microsoft Exchange, a Choose Profile dialog box is displayed with the default profile selected. You can then log on with the default or select a different profile.

Apply

Applies the changes you've made without closing the dialog box.


Copy Profile Dialog Box

Copy the information services and settings in the selected profile to a new profile.

New Profile Name

Type a name for the new profile.


Choose Profile Dialog Box

Select the profile to use for your messaging session. This dialog box is displayed when you start the Microsoft Exchange Client, Microsoft Schedule +, or other messaging applications.

Profile Name

Select the profile you want to use.

New

Starts the Profile Wizard which guides you through the process of creating a new profile.

Options

Choose to specify advanced options for logging on.

Set As Default Profile

Sets the selected profile as the default. You can set some messaging applications, such as the Microsoft Exchange Client, to automatically log on using your default profile.

Show Logon Screens For All Information Services

Displays the log on dialog boxes for each information service in the selected profile.


Microsoft Exchange Server Dialog Box

Specify whether to work offline or to retry connecting to your Microsoft Exchange Server computer.

This dialog box appears if your server is unavailable when the Microsoft Exchange Client tries to connect to it over your network.

You Can Retry Connecting To The Server Using The Network, Or Work Offline And Connect Using Dial-Up Networking

Retry

Tries again to connect to the server over the network.

If you have dial-up networking software and a modem installed and configured, you can try establishing a continuous dial-up connection to your server instead of connecting over your network. When the dial-up connection is established, return to this dialog box and choose Retry. Alternatively, choose Work Offline, exit the Microsoft Exchange Client, establish the continuous dial-up connection, and then re-start the client.

Work Offline

Starts the Microsoft Exchange Client offline. This allows you to read and work with items and compose messages to send when you reconnect to your server. To work offline, you must have offline folders or a personal folder file on your hard disk.

If you do not want to work offline, choose Work Offline and after the Microsoft Exchange Client opens, choose Exit from the File menu.

Note  If you are using a dockable laptop computer, verify it is docked and correctly configured for use on your network.


Overview of Creating or Deleting a Profile

  How To

You must have a profile to use the Microsoft Exchange Client. When you install the client, you are prompted to create a profile, unless your administrator has already created one for you. A profile contains configuration information, such as the location for delivery of incoming mail and the information services that are available to you while using the client.

Depending on how you use the client, you may want to create additional profiles. Some users create more than one profile to maintain separate configurations for each information service they use to send and receive messages. If you send and receive information from different computers, you must have a separate profile on each computer.


Creating or Deleting a Profile

  Overview    [image]  See Also

To create an additional profile

1.	In the Control Panel, double-click the Mail And Fax icon.

  Mail And Fax icon

2.	Choose Show Profiles.

3.	Choose Add, and then follow the steps in the Wizard.

Note  To add information services to the profile, see the Adding an Information Service topic.

To delete a profile

1.	In the Control Panel, double-click the Mail And Fax icon.

  Mail And Fax icon

2.	Choose Show Profiles.

3.	In the The Following Profiles Are Set Up On This Computer box, select the profile you want to delete, and then choose Remove.

4.	To confirm that you want to delete the profile, choose Yes, and then choose Close.


See Also

Adding an Information Service

Copying and Renaming a Profile

Selecting a Profile When Starting the Microsoft Exchange Client


Overview of Selecting a Profile When Starting the Microsoft Exchange Client

  How To

A profile contains a specific set of information services. When you install the Microsoft Exchange Client, you must create a profile, unless your administrator has created one for you.

If you have created additional profiles for other configurations, you can select which profile you want to use each time you start the client, or you can start the client with a specific profile.


Selecting a Profile When Starting the Microsoft Exchange Client

  Overview    [image]  See Also

To select a profile when starting the Microsoft Exchange Client

1.	From the Tools menu in the Viewer, choose Options, and then select the General tab.

2.	Under When Starting Microsoft Exchange, select one of the following:

To automatically use a specific profile each time you start the client, select Always Use This Profile, and then select the profile name in the list below.

To be prompted to choose the profile you want to use each time you start the client, select Prompt For A Profile To Be Used.

3.	Choose OK.


See Also

Creating or Deleting a Profile


Copying and Renaming a Profile

  See Also

To copy and rename a profile

1.	In the Control Panel, double-click the Mail And Fax icon.

  Mail And Fax icon

2.	Choose Show Profiles.

3.	In the The Following Profiles Are Set Up On This Computer box, select the profile that you want to copy, and then choose Copy.

4.	In the New Profile Name box, type the new name for the profile, and then choose OK.

5.	Choose Close.

Note  If necessary, you can change the information services for the new profile.


See Also

Adding an Information Service

Creating or Deleting a Profile

Removing or Deleting an Information Service


Renaming an Information Service

  See Also

To rename an information service in the active profile

1.	From the Tools menu in the Viewer, choose Options, and then select the Services tab.

2.	In the The Following Information Services Are Set Up In This Profile box, select the information service you want to rename, and then choose Properties.

3.	In the Name box, type the new name for the information service, and then choose OK until all open dialog boxes are closed.

Tip  You can rename information services in other profiles by double-clicking the Mail And Fax icon in the Control Panel, and then choosing Show Profiles. For more information, choose Help.

To rename a folder

1.	Select the folder you want to rename, and then choose Rename from the File menu.

2.	In the New Name box, type the new folder name you want, and then choose OK.


See Also

Adding an Information Service

Copying an Information Service


Overview of Adding an Information Service

  How To

An information service controls how your messaging applications address, send, receive, and store messages, files, and other items.

To use an information service, it must first be added to your profile. When you install the Microsoft Exchange Client, you or your administrator will determine which information services are added to your profile. You can also add additional information services to your profile at any time.

Some examples of information services are the Microsoft Exchange Server information service, which gives you access to your mailbox, and the Internet information service, which enables you to send and receive Internet mail using the Microsoft Exchange Client.


Adding an Information Service

  Overview    [image]  See Also

An information service must be installed on your system before you can add it to your profile. For more information about installing an information service, see the Installing an Information Service topic.

To add an information service to the active profile

1.	From the Tools menu in the Viewer, choose Options.

2.	Select the Services tab, and then choose Add.

3.	In the Available Information Services box, select the information service that you want to add, and then choose OK.

4.	Specify the file name and location, or modify the new information service as needed.

5.	Choose OK or Close until all open dialog boxes are closed.

Tip  You can add an information service to another profile by double-clicking the Mail And Fax icon in the Control Panel, and then choosing Show Profiles. For more information, choose Help.


See Also

Copying an Information Service

Installing an Information Service

Removing or Deleting an Information Service

Renaming an Information Service


Overview of Removing or Deleting an Information Service

  How To

If you are not currently using an information service, you can remove it from your profile. Removing an information service from your profile does not delete it from your computer.

If you no longer need to use a particular information service, you can delete it and all related files from your computer. Deleting an information service does not remove its name from the list of available information services, but it is no longer valid.


Removing or Deleting an Information Service

  Overview    [image]  See Also

To remove an information service from the active profile

1.	From the Tools menu in the Viewer, choose Options, and then select the Services tab.

2.	In the The Following Information Services Are Set Up In This Profile box, select the information service that you want to remove, and then choose Remove.

3.	To confirm that you want to remove the information service, choose Yes, and then choose OK.

Tip  You can remove an information service from another profile by double-clicking the Mail And Fax icon in the Control Panel, and then choosing Show Profiles. For more information, choose Help.

To delete an information service from your computer

1.	From the Tools menu in the Viewer, choose Services.

2.	Choose Add.

3.	In the Available Information Services box, select the information service you want to delete, and then choose Remove.

4.	To confirm that you want to delete the information service and all related files, choose Yes, and then choose OK until all open dialog boxes are closed.

Note  The name of the deleted information service will remain in your profile until you remove the name.


See Also

Adding an Information Service

Copying an Information Service


Copying an Information Service

  See Also

To copy an information service from the active profile to another profile

1.	From the Tools menu in the Viewer, choose Services.

2.	In the The Following Information Services Are Set Up In This Profile box, select the information service that you want to copy, and then choose Copy.

3.	In the Copy To Profile box, select the profile to which you want to copy the information service, and then choose OK until all open dialog boxes are closed.


See Also

Adding an Information Service

Removing or Deleting an Information Service

Renaming an Information Service


Installing an Information Service

  See Also

When you want to use a new information service, you must first install it and then add it to your profile. You can install a new information service from a disk or a network server.

To install a new information service and add it to the active profile

1.	From the Tools menu in the Viewer, choose Services.

2.	Choose Add, and then choose Have Disk.

3.	Type the location of the setup file for the new information service, and then choose OK.

The files are copied to your computer, and the information service is added to the list of available information services.

4.	In the Available Information Services box, select the new information service, and then choose OK.

5.	Modify the new information service as needed.

6.	Choose OK until all open dialog boxes are closed.

Tip  You can add a new information service to another profile by double-clicking the Mail And Fax icon in the Control Panel, and then choosing Show Profiles. For more information, choose Help.


See Also

Adding an Information Service

Copying an Information Service

Removing or Deleting an Information Service

Renaming an Information Service


Overview of Changing Your Configuration with Profiles and Information Services

  How To

Profiles

When you install the Microsoft Exchange Client, you are prompted to create a messaging profile. A profile contains information services that control the way the client works. The Microsoft Exchange Setup Wizard helps you set up your profile. If you are uncertain about which information services you should add to your profile, consult your administrator.

Generally, the profile that you create during installation is the only profile you will need. However, if more than one person uses the same computer, each person should have a separate profile to keep their mail private and secure. If there are times when you need to work with a different set of services, you can create an additional profile using those services. You can copy an existing profile, rename it, and then modify it as needed.

You can start the client with a default profile that you have specified, or you can be prompted to select a profile each time you start the client.

Information Services

Information services control how your messaging applications address and route your mail, and how your mail and folders are stored. They specify the delivery location for incoming mail, and the location of your personal address book and any sets of personal folders that you have created. They also enable you to send faxes or connect to other mail systems, such as the Internet.

The Microsoft Exchange Server information service, for example, gives you access to a mailbox on a Microsoft Exchange Server computer, public folders, group scheduling, and a global address list.

Before you can use an information service, you must add it to your active profile.


How To

  Selecting a Profile When Starting the Microsoft Exchange Client

  Creating or Deleting a Profile

  Copying and Renaming a Profile

  Adding an Information Service

  Installing an Information Service

  Renaming an Information Service

  Copying an Information Service

  Removing or Deleting an Information Service

  Setting Mail Delivery Options

  Adding or Removing an Additional Mailbox

  Using Another Computer on Your Network


Overview of Sharing Information in Public Folders

  How To    [image]  MS Exchange Server Feature

Unlike mailbox and personal folders where you store information for your own private use, public folders are an easy and effective way to collect, organize, and share information with others on your team or across your entire organization. Located on Microsoft Exchange Server computers, public folders are easily accessible, ensuring that everyone in your organization has the most up-to-date information no matter where they are: at the office, at home, or on the road.

Public folders are created and designed by administrators and other users who have been given permission to do so. Following are a few examples of the types of public folders you might use in your organization:

Bulletin Board

Facilitates interactive discussion. For example, a technical users group can post issues and resolutions, or a workgroup can brainstorm and provide feedback on new product ideas.

Tracking

Enables users to record and review information that is constantly updated. For example, you might use the Client Tracking folder to keep detailed records of all contacts and meetings with customers.

Reference

Provides quick and easy access to information. For example, you might use the Employee Handbook folder to find information about policies, or the Product Reference folder to get product information such as specifications and sales forecasts.

The information in a public folder can be in any format: messages, forms, or files.

Accessing Information

Access to a public folder may be restricted to a few individuals or a team, or it may include an entire organization. Further, folder owners can define specific permissions for each user. For example, you might have Read Items permission for a public folder while other users have Read and Delete Items permission.

Creating Shortcuts to Public Folders

To find a particular public folder, you may have to search through a long list. To make this task easier, you can create shortcuts in your Favorites folder to public folders you use often and want quick access to.

Structuring Communication with Forms

You may be required to use a specific form for posting information in a particular folder. Because forms can be designed for specific types of information, they are particularly useful in public folders where structured and consistent information is important. For example, in the Client Tracking folder, you may be required to use a Call Report form and a Meeting Report form to post details about contacts with a customer.

Organizing Information with Views

Many public folders contain predefined views that enable you to organize the folder's contents in a way that makes information quick and easy to find. Each view may display specific columns, and group, sort, and filter the information in different ways. For example, in the Client Tracking folder, there may be views to display account activity by company name or action items by status.


How To

  Checking Your Public Folder Access Permissions

  Opening and Viewing a Public Folder

  Adding or Removing a Favorites Folder

  Posting Information in a Public Folder

  Replying to a Posted Item

  Adding a File to a Folder

  Moving or Copying a Message to a Folder

  Deleting a Message

  Applying a View

  Finding Items

  Editing an Item in a Public Folder

  Marking Items as Read and Unread

  Displaying and Hiding Items You've Read


Overview of Opening and Viewing a Public Folder

  How To    [image]  MS Exchange Server Feature

Public folders provide an easy and effective way to collect, organize, and share information with others on your team or across your entire organization. Located on Microsoft Exchange Server computers, public folders are easily accessible, ensuring that everyone in your organization has access to the most up-to-date information no matter where they are: at the office, at home, or on the road.

In the folder list, you can see all of the public folders in your company. To open a public folder, you must be connected to the server where the folder is located.


Opening and Viewing a Public Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To view items in a public folder, you must have Read Items permission for the folder.

To open a public folder

Under Public Folders in the folder list, click the folder that you want to open.

Note  The plus and minus buttons only appear next to those folders that contain subfolders. Click the plus button (+) to display subfolders or the minus button (-) to hide subfolders.


See Also

Adding or Removing a Favorites Folder

Checking Your Public Folder Access Permissions

Posting Information in a Public Folder

Replying to a Posted Item


Overview of Checking Your Public Folder Access Permissions

  How To    [image]  MS Exchange Server Feature

To use a public folder, you must have access permissions in that folder. These permissions define what you can do in the folder. For example, you may only be able to read items in the folder, or you may be able to read, create, edit, and delete items. If you try to perform an action for which you do not have permission, a message is displayed describing the permission you need. Only folder owners can change your access permissions.


Checking Your Public Folder Access Permissions

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To check your public folder access permissions

1.	Select the public folder, and then choose Properties from the File menu.

2.	Select the Summary tab.

Under Your Permissions, the role assigned to you is displayed in the Role box and the permissions that role includes are checked. To request permissions changes for a public folder, see the folder contact.


See Also

Editing an Item in a Public Folder

Opening and Viewing a Public Folder

Posting Information in a Public Folder

Replying to a Posted Item


Overview of Adding or Removing a Favorites Folder

  How To    [image]  MS Exchange Server Feature

If the public folder list is long, it may take some time to locate a particular folder. To make this task easier, you can create shortcuts in your Favorites folder to public folders you use often and want quick access to. The Favorites folder is listed under Public Folders in the folder list.

Aside from making folders quicker to find, the name of a public folder in your Favorites folder appears in bold format when it contains items that you haven't read. In addition, you can rename a Favorites folder to something meaningful to you.


Adding or Removing a Favorites Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To add a public folder to the Favorites folder

1.	Select the public folder that you want to add to your Favorites folder.

2.	From the File menu, choose Add To Favorites, or click the Add To Favorites button.

 Add To Favorites button

3.	Choose OK.

You can then access this folder by opening the Favorites folder under Public Folders in your folder list.

Note  When you add a top-level folder to your Favorites folder, subfolders are not added automatically. You can add them individually.

To remove a public folder from the Favorites folder

1.	In the folder list under Public Folders, select the Favorites folder.

2.	Select the folder that you want to remove, and then choose Remove From Favorites from the File menu, or click the Remove From Favorites button.

   Remove From Favorites button


See Also

Checking Your Public Folder Access Permissions

Editing an Item in a Public Folder

Marking Items as Read and Unread

Posting Information in a Public Folder

Replying to a Posted Item


Overview of Posting Information in a Public Folder

  How To    [image]  MS Exchange Server Feature

You may be able to post information in a folder by using a custom form, a New Message or New Post Form, or by adding a file to the folder. The public folder designer specifies which type of items a folder will accept:

Custom forms

These forms are designed specifically for the public folder and provide the basis for entering, viewing, and organizing the information in the folder.

Standard Post form

Typically, you use a Standard Post form in bulletin board folders to post discussion items and responses.

Standard Send form

Using a Standard Send form, you can easily send a message to a folder without opening the folder. You might, for example, send a request for service to the Helpdesk folder.

Files

Adding files is useful when you want to collect related information from multiple sources. For example, in the Product Reference folder, you might add documents containing product specifications, spreadsheets containing product sales forecasts, and slide shows about the product.

If you post an item using a form the folder does not accept, or if you post an item when the folder is offline, the item will be returned to you.

When you post a New Post form or a custom form, it immediately appears in the folder. For some forms, such as the New Message form, the message is sent through normal delivery routes, and as a result, a delay occurs between sending the message and seeing it in the public folder.


Posting Information in a Public Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To post information in a public folder, you must have Create Items permission for the folder, and you may be required to use a specific form.

To post information in a public folder

1.	Open the public folder and then do one of the following:

From the bottom of the Compose menu, choose a custom form.

From the Compose menu, choose New Post In This Folder.

This displays the New Post Form.

From the Compose menu, choose New Message.

This displays the New Message Form you typically use for sending messages to other users.

2.	Enter the information you want in the form.

If you are using the New Message form, type the folder name in the To box, or click the To button to select the folder name from the Address Book.

3.	Do one of the following:

From the File menu, choose Post, or click the Post button.

  Post button

If you are using a New Message form, choose Send from the File menu, or click the Send button.

  Send button


See Also

Adding a File to a Folder

Checking Your Public Folder Access Permissions

Editing an Item in a Public Folder

Replying to a Posted Item


Overview of Replying to a Posted Item

  How To    [image]  MS Exchange Server Feature

To reply to an item in a public folder, you will need to do one of the following:

Use a custom form

When an item is selected or open, the custom forms you can use to respond to the item are listed at the bottom of the Compose menu. These forms are designed specifically for responding to items.

Use a New Post Form

You typically use this form to compose a response to an item in a bulletin board folder, such as a discussion or brainstorming folder. This form is similar to the New Message Form you use when replying to a message, but it's specifically designed for posting to folders.

Reply directly to the sender

To send your reply directly to the person who posted an item rather than post the reply in the folder, you can choose Reply To Sender from the Compose menu. This displays a New Message form preaddressed to the sender.

If you post a reply using a form the folder does not accept, or if you post a reply when the folder is offline, the item will be returned to you.


Replying to a Posted Item

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To post a reply in a public folder, you must have Create Items permission for the folder, and you may be required to use a specific form.

To reply to an item in a public folder

1.	Open or select the item that you want to reply to, and then do one of the following:

To	Do this
Post a reply using a custom reply form	From the bottom of the Compose menu, choose the form you want to use.
Post a reply using the New Post Form	From the Compose menu, choose Post Reply In This Folder.
Reply directly to the person who posted the item	From the Compose menu, choose Reply To Sender.
2.	Enter the information you want in the form.

Depending on the form, you may also be able to specify additional recipients.

3.	Do one of the following:

From the File menu, choose Post, or click the Post button.

  Post button

If you are using a New Message Form, choose Send from the File menu, or click the Send button.

  Send button


See Also

Adding a File to a Folder

Checking Your Public Folder Access Permissions

Editing an Item in a Public Folder

Posting Information in a Public Folder


Overview of Editing an Item in a Public Folder

  How To    [image]  MS Exchange Server Feature

If you do not have editing permission in a public folder, items are opened with Read-Only permission. In this case, you can select text, and copy and paste it into another item, but you cannot modify the existing text.

If you and another user open and edit an item simultaneously, the first person to close the item has the changes saved. The second person to close the item is warned that the item has changed and can either discard changes or save the item in his or her Inbox. A conflict message is displayed in the folder if you and the other user are accessing the public folder on different computers.

To edit a file, such as a Microsoft Word document, you can double-click the file to open it in the corresponding application, where you can view, edit, or print it.


Editing an Item in a Public Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

You must have permission to modify your own items or any item in a public folder.

To edit an item in a public folder

1.	Double-click the item you want to edit, or select it and choose Open from the File menu.

If the item you open is a file, such as a Microsoft Word document, it will be opened in the corresponding application.

2.	Make your editing changes, and then choose Close from the File menu.

3.	To confirm that you want to save the changes that you have made, choose Yes.


See Also

Checking Your Public Folder Access Permissions

Editing an Attachment

Editing Linked Information


Overview of Marking Items as Read and Unread

  How To

Items that you have not yet opened are displayed in the folder contents list in bold type. After you open an item, the bold format is removed.

There may be times, especially when working in a public folder, when you will not want to read a particular item based on the item's header, and will want to remove the bold format. In these cases, you can mark items as read without opening them.

You can also change the status of an item from read to unread. This is useful when you open an item but do not have time to read it, and want to flag it to read later.


Marking Items as Read and Unread

  Overview    [image]  See Also

To mark an item as read

Select the item, and then choose Mark As Read from the Edit menu.

To mark all items as read

With the folder open, choose Mark All As Read from the Edit menu.

Marking items as read changes the header from bold type to normal type. If the default view for the folder you are working in filters, or hides, items you've read, these items will not be displayed the next time you open the folder. To display an item, see the Displaying and Hiding Items You've Read topic.

To mark an item as unread

Select the item, and then choose Mark As Unread from the Edit menu.

Marking items as unread changes the header from normal type to bold type.


See Also

Applying a View

Displaying and Hiding Items You've Read


Overview of Displaying and Hiding Items You've Read

  How To    [image]  MS Exchange Server Feature

In most folders, items that you open and close continue to be displayed in the folder contents list. Using a filter, you can hide the items you've read. This is especially useful in folders where you need to see only new and edited items and replies. Some public folders may include this filter as part of the default view, which is dynamically applied as you read items in the folder.

You can easily change the filter in a folder to display or hide items you've read. In a public folder, any changes you make to the filter affect only your personal view of the folder and do not affect the folder view for other users.


Displaying and Hiding Items You've Read

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To display or hide items you've read

1.	With the folder open, choose Filter from the View menu.

2.	Choose Advanced, and then do one of the following:

To display items you've read, clear Only Unread Items.

To hide items you've read, select Only Unread Items.

3.	Choose OK.

Tip  You can also display items you've read in the folder by choosing Personal Views from the View menu and then choosing Normal.


See Also

Finding Items

Marking Items as Read and Unread


Overview of Creating and Maintaining Public Folders

  How To    [image]  MS Exchange Server Feature

Creating and Designing a Public Folder

Using public folders, you can share information with others on your team or across your entire organization. A public folder can be designed to contain any type of information, from project and work information, to classified ads, to discussions about a general subject.

Creating a public folder involves creating the folder itself and setting design properties for the folder. After you create your folder, you can set new folder design properties, or you can copy the design from another folder and then modify it to suit your purposes.

The following shows the recommended sequence for setting folder design properties:

If necessary, copy or install forms to use for posting information.

Create folder views for organizing and finding information.

Define access permissions.

Specify user instructions.

Create rules for processing items posted in the folder.

For step-by-step information as well as testing and troubleshooting tips, use the Folder Design Cue Cards to guide you through the folder design process. It is helpful to use the Cue Cards the first few times you design a public folder to familiarize yourself with all of the possible steps and the recommended sequence for completing them.

Maintaining a Public Folder

After you have created a public folder, you may need to occasionally make changes to the folder properties or to the forms used in the folder. For example, users might request enhancements to a form, or they might ask for additional folder views or permissions.


How To

  Using the Folder Design Cue Cards

  Creating or Deleting a Folder

  Modifying a Public Folder

  Copying the Design of Another Folder

  Specifying Forms for a Folder

  Adding or Modifying a Public Folder View

  Granting or Changing Public Folder Access Permissions

  Setting Administrative Options for a Public Folder

  Creating or Modifying a Rule for a Public Folder

  Moving or Copying a Folder

  Limiting Access to a Public Folder

  Renaming a Folder

  Resolving Public Folder Conflict Messages


Overview of Using the Folder Design Cue Cards

  How To    [image]  MS Exchange Server Feature

The Folder Design Cue Cards guide you through the process of creating and designing a folder, with the primary emphasis on public folders. They also include testing and troubleshooting information.

It is helpful to use the Cue Cards the first few times you design a public folder to familiarize yourself with all of the steps and the best sequence in which to follow them. You can skip some of the steps in the process under certain conditions, but be sure to read each Cue Card before going to the next step.


Using the Folder Design Cue Cards

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To use the Folder Design Cue Cards

Do one of the following:

If you have already created your folder, select it, choose Application Design from the Tools menu, and then choose Folder Designer.

If you have not yet created your folder, choose Application Design from the Tools menu, and then choose Folder Design Cue Cards.

Tip  The Cue Cards are designed to stay on top. If the current Cue Card is covering an area of your screen that you need access to, resize, move, or minimize the card. You can then restore it when you need to refer to it again.


See Also

Copying the Design of Another Folder

Creating or Deleting a Folder


Overview of Modifying a Public Folder

  How To    [image]  MS Exchange Server Feature

Before you modify a public folder, you need to consider the extent of the changes and whether you want users to be able to continue working in the folder while you modify it.

If the changes are minor, such as changing permissions or part of a view, you can make the modifications while the folder is in use.

If the changes are extensive and you do not want to disrupt users who are working in the folder, you can copy the design of the folder to a new folder, modify and test the new folder, and then copy the new design back to the original folder. The contents of the original folder remain intact; only the design properties are updated. While you make the modifications, users can continue to post and read items in the folder.

If you want to prevent users from working in the folder until your modifications are complete, you can limit the access permissions. Users that attempt to post or read items in the folder will receive a notification that it's temporarily offline.

To request a change in permissions or a modification in a public folder in which you don't have owner permissions, see a folder contact. You can view a list of folder contacts by selecting the folder, choosing Properties from the File menu, and then selecting the Administration tab.


Modifying a Public Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To make minor changes while the folder is in use

Select the folder and make the changes you want.

To make major changes to a public folder while the folder is in use

1.	In the folder list, select a location for a temporary folder and then choose New Folder from the File menu.

2.	Type a name for the folder, and then choose OK.

3.	Select the new folder, and then choose Application Design from the Tools menu.

4.	Choose Copy Folder Design, and then select the design properties you want to copy under Copy Design Of.

5.	Under Copy Design From This Folder, select the public folder you want to modify, and then choose OK.

6.	Make the modifications you want in the new folder.

7.	Select the original public folder, and then choose Application Design from the Tools menu.

8.	Choose Copy Folder Design, and then select the design properties you want to copy under Copy Design Of.

9.	Under Copy Design From This Folder, select the temporary folder that you modified, and then choose OK.

To make changes while the folder is offline

1.	Select the folder you want to modify.

2.	From the File menu, choose Properties, and then select the Administration tab.

3.	Under This Folder Is Available To, select Owners Only, and then choose OK.


See Also

Adding or Modifying a Public Folder View

Creating or Modifying a Rule for a Public Folder

Granting or Changing Public Folder Access Permissions

Specifying Forms for a Folder


Overview of Copying the Design of Another Folder

  How To    [image]  MS Exchange Server Feature

You can copy the design properties of any type of folder to another folder without copying the items in the folder.

Copying a folder's design is useful when you want to:

Create a new folder based on the design of an existing folder.

Create a copy of an existing folder so that you can modify and test the design without taking the folder offline.

Replace an existing folder design with the modified version.

You can select the design properties you want to copy, including forms, rules, and permissions.

When you copy a folder's design, all of the design properties you select are copied even if one or more of the design properties are not accessible in the destination folder. For example, if you copy a public folder's design to a personal folder, you can access only views and forms in that folder, even if rules and permissions have been copied over.

To copy a folder's access permissions, you must have Owner permission for the source folder. To copy all other design properties only, you must have Read permission for the source folder.


Copying the Design of Another Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To copy the design of another folder

1.	Create or open the folder to which you want to copy the design (the destination folder).

2.	From the Tools menu, choose Application Design, and then choose Copy Folder Design.

3.	Under Copy Design Of, select the design properties you want to copy.

4.	Under Copy Design From This Folder, select the folder with the design you want to copy (the source folder), and then choose OK.

Notes

When you copy a design to an existing folder, the design properties are merged if the source and destination folders are either public folders or mailbox folders. If there are conflicting design properties or if the destination folder is a personal folder, the properties in the destination folder are overwritten.

When rules are copied to a mailbox folder, the rules are disabled. When copied to a public folder, the rules are enabled.


See Also

Creating or Deleting a Folder


Overview of Adding or Modifying a Public Folder View

  How To    [image]  MS Exchange Server Feature

Using views, you can customize the way items are displayed in a folder, making information quick and easy to find. Each folder can have multiple views. For each view, you can select which columns are displayed, group items by category, sort items, and define a filter to display only those items that meet specific conditions.

Before you design a view, any forms you want to use in the folder should be copied to or installed in the folder forms library. When a form is copied or installed in the folder forms library, the form's properties are merged with the Microsoft Exchange standard form properties, such as From and Subject. These properties appear in the Columns dialog box.

For some public folders, you might want to filter, or hide, items that have been read. For example, in a discussion folder, users may want to view only new and edited items and replies. Filters are saved on a per-user basis so that items filtered for one user are not filtered for another user.

After defining views for a public folder, you can set the initial view. The initial view is displayed the first time a user opens the folder. The default for the initial view is Normal.


Adding or Modifying a Public Folder View

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To add or modify a view, you must have Owner permission for the folder.

To add or modify a public folder view

1.	With the public folder open, choose Properties from the File menu.

2.	Select the Views tab, and then do one of the following:

To create a new view, choose New, and then specify a name.

To modify an existing view, select Personal Views or Folder Views, select the view you want to modify, and then choose Modify.

3.	Under Description, choose the corresponding buttons to add or modify columns, group, sort, and filter in the view.

You must add the columns you want before grouping or sorting items.

4.	Choose OK until all open dialog boxes are closed.

To change the initial view for a public folder

1.	Select the folder, and then choose Properties from the File menu.

2.	Select the Administration tab.

3.	In the Initial View On Folder box, select the view you want to be displayed the first time the folder is opened, and then choose OK.

The views available in this list are the Normal view, which is selected by default, and any other views you've defined for the folder. Users can choose different views while working in the folder by choosing Folder Views from the View menu, and then selecting the view they want.


See Also

Creating or Modifying a Rule for a Public Folder

Granting or Changing Public Folder Access Permissions

Setting Administrative Options for a Public Folder

Specifying Forms for a Folder


Overview of Granting or Changing Public Folder Access Permissions

  How To    [image]  MS Exchange Server Feature

Each public folder contains an access list that determines who can view and use the folder. One item in this list is Default. The permissions you assign to Default are granted to all users who are not specifically listed. In addition, you can grant permissions other than the Default permissions to user names, distribution list names, and other public folders. For Default or a specific name, you can grant individual permissions, or to simplify the process, you can assign a role. A role is a preselected set of permissions. For example, if a specific user has been assigned the role of Author, that user has permission to create and read items, but can only edit or delete those items he or she has created.

You can remove any name from the access list except Default and owner names.


Granting or Changing Public Folder Access Permissions

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To grant or change permissions, you must have Owner permission for the folder.

To grant or change public folder access permissions

1.	In the folder list, select the folder you want.

2.	From the File menu, choose Properties, and then select the Permissions tab.

3.	In the Name list, select Default.

4.	In the Roles box, select the role you want, or create a custom role by selecting the individual permission you want to grant.

5.	To add names to the name list, choose Add, and then select the names you want.

6.	Choose Add, and then choose OK.

The names you add are automatically assigned Default permissions.

7.	In the Name list, select a name and then do one of the following:

To grant or change permissions for the name, select a role from the Roles box, or create a custom role by selecting the individual permissions you want to assign.

To remove a name, select it, and then choose Remove.

For more information, choose Help in the Permissions tab.

8.	Choose OK.


See Also

Checking Your Public Folder Access Permissions

Granting or Changing Public Folder Access Permissions

Overview of Creating and Maintaining a Public Folder


Setting Administrative Options for a Public Folder

  See Also    [image]  MS Exchange Server Feature

To set administrative options for a public folder, you must have Owner permission.

To set administrative options for a public folder

1.	Select the public folder, and choose Properties from the File menu.

2.	Select the Administration tab, and then do one or more of the following:

To	Do this
Set the view that is displayed the first time the folder is opened	In the Initial View On Folder box, select the view you want.
Include the folder in the personal address book	Choose Personal Address Book.
Temporarily prevent other users from accessing the folder	Under This Folder Is Available To, select Owners Only.
3.	Choose OK.


See Also

Adding or Modifying a Public Folder View

Creating or Modifying a Rule for a Public Folder

Granting or Changing Public Folder Access Permissions

Specifying Forms for a Folder


Overview of Creating or Modifying a Rule for a Public Folder

  How To    [image]  MS Exchange Server Feature

A public folder rule is a set of conditions and actions. The conditions are compared to new items posted in the public folder and the actions are applied to those items that meet the conditions. For example, you can create a rule that forwards items marked urgent to another user, or you can send a standard reply to items containing a particular message text.

Public folder rules are similar to rules you create for your Inbox with the exception that fewer actions can be applied. When you create a rule, there are two things to keep in mind: the conditions, which are the criteria you specify that an item must meet, and the actions, which are what you specify should occur if an item meets the specified conditions.

In public folders, you can create rules that automatically reply to, forward, delete, or return specific items. If you create a rule that deletes items, the sender will receive a Non-Delivery Receipt if a Read Receipt or Delivery Receipt was requested. If you forward an item, and then delete it, the user will not receive a Non-Delivery Receipt.


Creating or Modifying a Rule for a Public Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To create or modify a rule for a public folder, you must have Owner permission for the folder.

To create or modify a rule for a public folder

1.	Select the public folder, and choose Properties from the File menu.

2.	Select the Administration tab, and then choose Folder Assistant.

3.	Do one of the following:

To create a new rule, choose Add Rule.

To modify a rule, select the rule from the list, and then choose Edit Rule.

4.	Enter the conditions that the item must meet for the action to occur. For more conditions, choose Advanced.

5.	In the Perform These Actions box, select the options you want.

You can specify more than one action. For example, you can forward an item and then delete it if you do not want a copy to remain in the folder.

If you specify that an item should be deleted, no rules that follow it in the list will affect that item.

6.	Choose OK.

Note  When you create a new rule, it is active by default.


See Also

Adding or Modifying a Public Folder View

Granting or Changing Public Folder Access Permissions

Setting Administrative Options for a Public Folder

Specifying Forms for a Folder


Overview of Limiting Access to a Public Folder

  How To    [image]  MS Exchange Server Feature

There may be times when you want to limit access to a public folder to prevent other users from working in it. Any item that is submitted to the public folder while the folder access is limited to owners is returned to the sender with a message explaining that only owners can access the folder.

If you are creating or installing a new public folder, it is a good idea to limit access to the folder. If you are modifying a folder that's currently in use and you do not want to limit access to the folder, you can copy the folder design to a new folder, modify the new folder's design, and then replace the original folder's design with the new folder's design.


Limiting Access to a Public Folder

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To limit access to a public folder, you must have Owner permission for that folder.

To limit access to a public folder

1.	Select the public folder, and choose Properties from the File menu.

2.	Select the Administration tab, and then select Owners Only under This Folder Is Available To.

3.	Choose OK.


See Also

Copying the Design of Another Folder

Modifying a Public Folder

Setting Administrative Options for a Public Folder


Overview of Resolving Public Folder Conflict Messages

  How To    [image]  MS Exchange Server Feature

A public folder in your organization may be replicated, or duplicated, on multiple Microsoft Exchange Server computers. This helps to balance the load of users accessing a folder at any one time. When a change is made in a public folder on one server, the change is replicated in all instances of that public folder on Microsoft Exchange Server computers throughout your organization. If your organization has only one Microsoft Exchange Server computer, public folders are stored on that server only, and conflict messages do not apply.

A conflict occurs when a user edits an item located in a public folder on one Microsoft Exchange Server computer, and before the changes can be replicated to all instances of the folder, another user on a different Microsoft Exchange Server computer edits the same item. The folder contacts and the users involved receive notification of the conflict. If there are no folder contacts, the notification is sent to the folder owners. These conflicts can be resolved by a folder contact, folder owner, or any user who has permission to edit all items in the folder.

A conflict also occurs when two or more folder owners change a public folder design at the same time. In this case, the last design change is saved, overwriting previous changes. No message is displayed in the folder, but each folder owner receives notification of the design conflict.


Resolving Public Folder Conflict Messages

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

If your organization uses only one Microsoft Exchange Server computer, conflict messages do not apply.

To resolve conflicting items

1.	In the public folder, double-click the conflict message, or select it and choose Open from the File menu.

This message contains all conflicting versions of the item.

2.	Do one of the following:

To combine the information into one item, select one of the items listed in the conflict message and copy any information you want from the other items into it. Then choose Keep This Item. The other conflicting items are deleted.

To save all the conflicting items as separate items in the public folder, choose Keep All.

To resolve conflicting public folder design changes

With the public folder open, choose Properties from the File menu. Review the design, and make any necessary changes. You must have Owner permission to make design changes.

Tip  You can add the Conflict column to the view of a folder in order to easily identify items that are in conflict.


See Also

Checking Your Public Folder Access Permissions

Editing an Item in a Public Folder

Modifying a Public Folder


Overview of Managing Incoming Mail with AutoAssistants

  How To    [image]  MS Exchange Server Feature

The Inbox Assistant and Out Of Office Assistant help you manage your incoming mail by performing actions to items as they arrive in your Inbox. These actions include responding to, filing, and routing items that meet specific conditions. You can use the Inbox Assistant to manage mail on a daily basis and the Out of Office Assistant to manage mail when you are out of the office.

The instructions that you set up to accomplish a task are called "rules." Each rule is applied to incoming mail and consists of two parts: conditions and actions.

Conditions are the characteristics of the message or form the rule is looking for. Examples of conditions are: who the message is from, who it is sent to, words in the subject box, or words in the body of the message.

Actions are what happens when the conditions of the rule are met. Actions are: moving or copying items to a particular folder, forwarding items to another person, or deleting items.

If you set up more than one rule, they are performed in the order listed. You can change this order or turn a rule off.

AutoAssistants work even when you don't have the Microsoft Exchange Client running. However, to protect your privacy if you are out of the office, the Out Of Office Assistant will not forward a message outside of your organization regarding your absence.

All rules are processed on the Microsoft Exchange Server computer. If a rule's actions can be performed entirely in the Microsoft Exchange mailbox, the rule is performed when the item arrives. If completion of a rule requires access to your computer, the action is completed when you start the client.


How To

  Creating or Deleting a Rule

  Changing a Rule

  Turning a Rule On or Off

  Specifying the Order in Which Rules Are Performed

  Automatically Moving or Copying Incoming Mail

  Automatically Deleting or Forwarding Incoming Mail

  Displaying an Alert Message

  Managing Incoming Mail While Out of the Office


Overview of Displaying an Alert Message

  How To    [image]  MS Exchange Server Feature

Occasionally, you may be expecting a message or form that will require immediate attention. You can create a rule that looks for specific conditions and then displays an alert message or plays a sound (.wav file) whenever a message that meets those conditions arrives.


Displaying an Alert Message

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To display an alert message

1.	From the Tools menu in the Viewer, choose Inbox Assistant, and then choose Add Rule.

2.	Specify the conditions that the item must meet to display the alert message.

For more conditions, choose Advanced.

3.	In the Perform These Actions box, select Alert With, and then choose Action.

To display an alert message, choose Notify With The Text, and then type the text in the box.

To play a sound, select Play, choose Sound, and then select the .wav file that you want to play.

4.	Choose OK or Close until all dialog boxes are closed.

Note  The rule that you create can perform other actions as well, such as moving the item to a specific folder.


See Also

Automatically Moving or Copying Incoming Mail

Changing a Rule

Turning a Rule On or Off


Overview of Automatically Moving or Copying Incoming Mail

  How To    [image]  MS Exchange Server Feature

To help you keep the messages and forms in your Inbox organized, you can use the Inbox Assistant to automatically move or copy specific items to specific folders. For example, you may want to move all items that are sent to the Sailing distribution list to a folder called "Sailing."

When you use the Inbox Assistant to move items, they are automatically moved out of your Inbox and into the specified folder as they arrive. You will know when new messages have arrived in this folder because the folder name becomes bold. To be notified when a new item has arrived, you can add an alert message to the rule.


Automatically Moving or Copying Incoming Mail

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To automatically move or copy incoming mail to a specific folder

1.	From the Tools menu in the Viewer, choose Inbox Assistant or Out of Office Assistant.

2. Choose Add Rule.

3.	Specify the conditions that the item must meet for the move or copy to occur.

For more conditions, choose Advanced. For more information, choose Help in the Advanced dialog box.

4.	In the Perform These Actions box, select Move To or Copy To, and then choose Folder.

5.	Select the folder to which you want the items moved or copied, and then choose OK or Close until all open dialog boxes are closed.

Tip  Because items are moved to other folders without being displayed in the Inbox, you might want to add an alert message to this rule so that you know when a new item has arrived.


See Also

Automatically Deleting or Forwarding Incoming Mail

Changing a Rule

Displaying an Alert Message


Overview of Automatically Deleting or Forwarding Incoming Mail

  How To    [image]  MS Exchange Server Feature

To keep items in your Inbox manageable, you can use AutoAssistants to automatically delete or forward specific items. For example, while away from your office, you may want to delete items from the Sailing distribution list and forward certain items to your manager.

When you delete or forward items, they are deleted or forwarded from your Inbox as they arrive. If you want to see which items have been deleted, look in the Deleted Items folder. Forwarded items appear in your Inbox and Sent Items folders.


Automatically Deleting or Forwarding Incoming Mail

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To automatically delete incoming messages or forms

1.	From the Tools menu in the Viewer, choose Inbox Assistant, and then choose Add Rule.

2.	Specify the conditions that the item must meet to be deleted.

For more conditions, choose Advanced. For more information, choose Help in the Advanced dialog box.

3.	In the Perform These Actions box, select Delete.

4.	Choose OK or Close until all open dialog boxes are closed.

To automatically forward an incoming message or form

1.	From the Tools menu in the Viewer, choose Inbox Assistant, and then choose Add Rule.

2.	Specify the conditions that the item must meet to be forwarded.

For more conditions, choose Advanced. For more information, choose Help in the Advanced dialog box.

3.	In the Perform These Actions box, select Forward, and then choose To.

4.	Select the name, distribution list, or folder to which you want the items forwarded, and then choose OK or Close until all open dialog boxes are closed.


See Also

Changing a Rule

Displaying an Alert Message


Overview of Managing Incoming Mail While Out of the Office

  How To    [image]  MS Exchange Server Feature

If you are going to be away from the office, you can use the Out Of Office Assistant to notify the people who send you mail. The Out Of Office Assistant sends a message to each sender only once.

You can also create rules that are performed only when the Out Of Office option is on. For example, you can forward a copy of each high-priority message that you receive to another person.

If an Out Of Office rule conflicts with a rule that you have created by using the Inbox Assistant, the Out Of Office rule takes precedence over the Inbox Assistant rule.


Managing Incoming Mail While Out of the Office

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To send an out of office notification to people who send you mail

1.	From the Tools menu in the Viewer, choose Out Of Office Assistant.

2.	Select I Am Currently Out Of The Office.

3.	In the AutoReply Only Once To Each Sender With the Following Text box, type the message you want to send to others; for example, "Out of the office until the tenth of this month."

4.	Choose OK.

To create an Out of Office rule, see the Creating or Deleting a Rule topic.

Note  When you log on to the Microsoft Exchange Client with the Out Of Office Assistant turned on, a notice is displayed to remind you to turn it off.


See Also

Changing a Rule

Creating or Deleting a Rule

Turning a Rule On or Off


Overview of Creating or Deleting a Rule

  How To    [image]  MS Exchange Server Feature

A rule is a set of conditions that is compared against incoming mail and the actions that are applied if the conditions are met.

If you want specific actions to occur when certain kinds of mail arrive, you can create a rule in the Inbox Assistant. For example, you may be expecting an important message from Bill Sprague, and you would like to be notified when it arrives. In this case, you can easily create a rule with an alert message.

When you are going to be out of the office and you want your mail processed while you're away, you can set up rules in the Out of Office Assistant.

When you create a rule, there are two things to keep in mind: the condition, or what criteria a message or form must meet; and the action, or what you want to have happen if an item meets the condition.

You can create rules that are not active all the time, or you can delete rules that you no longer use. If you have rules that you do not want to take effect at the present time but may want to use later, you can turn them off rather than delete them. Rules are carried out in the order in which they are listed. You can change the order in which rules are performed so that if two different rules affect the same message or form, the actions occur in the correct order. All rules processing occurs on the Microsoft Exchange Server computer.


Creating or Deleting a Rule

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To create a rule

1.	From the Tools menu in the Viewer, choose Inbox Assistant or Out Of Office Assistant.

2.	Choose Add Rule.

3.	In the When A Message Arrives That Meets The Following Conditions box, specify the conditions that the message or form must meet for the action to occur.

You can enter more than one condition in each box. For example, you can enter "Bill Sprague;Jon Heinen" in the From box. In this case, the rule performs the action if the message is from either Bill Sprague or Jon Heinen. However, when you enter more than one type of condition for a rule, all types of conditions must be met before the specified action of the rule takes place. For example, if you specify Bill Sprague as the sender and "Marketing Meeting" in the Subject box, the rule performs an action only when items meeting both conditions are met.

For more information, choose Help in the Edit Rule dialog box.

For more conditions, choose Advanced.

4.	In the Perform These Actions box, select the options that you want to perform on items that meet the conditions you established above.

You can specify more than one action. For example, you can move an item to a particular folder and forward it to another person. You might also want to receive an alert message when this event occurs.

If you specify that an item should be deleted, rules that follow it in the list will not affect that item.

5.	Choose OK or Close until all dialog boxes are closed.

The rule appears in the Status box of the Inbox Assistant or Out of Office Assistant dialog box.

Note  When you create a new rule, it is active by default. To turn a rule off, select the check mark to clear it.

To delete a rule

1.	From the Tools menu in the Viewer, do one of the following:

To delete a rule for your Inbox, choose Inbox Assistant.

To delete an out-of-office rule, choose Out Of Office Assistant.

2.	In the Status box, select the rule that you want to delete, and then choose Delete Rule.

3.	When Microsoft Exchange prompts you to confirm that you want to delete the rule, choose Yes, and then choose Close.


See Also

Changing a Rule

Managing Incoming Mail While Out of the Office

Specifying the Order in Which Rules Are Performed

Turning a Rule On or Off


Changing a Rule

  See Also    [image]  MS Exchange Server Feature

To change a rule

1.	From the Tools menu in the Viewer, choose Inbox Assistant or Out Of Office Assistant.

2.	In the Status box, select the rule you that want to change, and then choose Edit Rule.

If you want to change the order of rules, select a rule, and then choose Move Up or Move Down.

3.	Make the changes that you want to the rule's conditions or actions.

For more information, choose Help in the Edit Rule dialog box.

4.	Choose OK or Close until all dialog boxes are closed.

Note  When an action specified in a rule cannot be performed, an error dialog box is displayed. To fix the error, choose Edit Rule and make the necessary changes. If you do not fix the error, an X will appear next to the rule in the Inbox Assistant or Out Of Office Assistant dialog box. This means that the rule is no longer in effect.


See Also

Creating or Deleting a Rule

Displaying an Alert Message

Turning a Rule On or Off


Turning a Rule On or Off

  See Also    [image]  MS Exchange Server Feature

If you have a rule that you don't want to use for a period of time, you can turn the rule off.

To turn a rule on or off

1.	From the Tools menu in the Viewer, choose Inbox Assistant or Out Of Office Assistant.

2.	In the Status box, select the rule you want to turn on or off.

3.	Choose OK.

A rule that is active has a check mark beside it. A disabled rule has a blank box by it. To turn a rule off, click the check mark. To turn a rule on, click the check box beside the rule.


See Also

Changing a Rule

Creating or Deleting a Rule

Specifying the Order in Which Rules Are Performed


Overview of Specifying the Order in Which Rules Are Performed

  How To    [image]  MS Exchange Server Feature

Rules are performed in the order in which they are listed in the Status box of the Inbox Assistant or Out Of Office Assistant dialog box. Generally, the order in which rules are performed is not critical; however, it may be important if you receive a message or form that meets the conditions of more than one rule.

For example, you might have a rule that checks for incoming mail from Bill Sprague and another rule that checks for mail with "marketing strategy" in the subject line. If you receive mail from Bill Sprague that has "marketing strategy" in the subject, the actions specified in both of these rules will be performed.

If the first rule specifies to delete the item, the item is deleted, and no further rules are performed. Therefore, if you want to perform several rules on an item, including a delete rule, the delete rule should be at the end of the list.


Specifying the Order in Which Rules Are Performed

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To change the order in which rules are performed

1.	From the Tools menu in the Viewer, choose Inbox Assistant or Out Of Office Assistant.

2.	In the Status Conditions box, select the rule that you want to move up or down in the list, and then do one of the following:

To move a rule up one line, choose Move Up.

To move a rule down one line, choose Move Down.

3.	Choose OK.


See Also

Changing a Rule

Creating or Deleting a Rule

Turning a Rule On or Off


Getting Information About a Microsoft Exchange Client Window

  See Also

1.	On the toolbar, click the Help button.

  Help button

The pointer changes to a question mark.

  Help pointer

2.	Click the part of the screen you want information about.


See Also

Keyboard Shortcuts

Toolbars and Buttons


Window Descriptions

  See Also

To get information about a Microsoft Exchange Client window, choose a window name.

New Message Form

New Post Form

Read Message Form

Read Post Form

Remote Mail Window

Report Form

Resend Form

Viewer


See Also

Keyboard Shortcuts

Toolbars and Button


Viewer

  See Also

The Viewer is the main window in the Microsoft Exchange Client. The left side of the Viewer contains the folder list. The right side contains the folder contents list.

About the Folder List

The folder list displays all Microsoft Exchange folders that you have access to. Icons represent different types of information or conditions. To open a folder, click it. The following icons can be displayed in the folder list:

Icon	Description
	Represents a folder. A folder can contain other folders, messages, forms, and files.
	The folder is open.
	Represents a set of folders.
	The folder contains subfolders. To view subfolders, click the plus sign.
	The subfolders are displayed. To hide subfolders, click the minus sign.
About the Folder Contents List

The folder contents list displays the items in the open folder. By default, items are displayed in the Normal View. However, you can change the columns that are displayed or their order of display. You can quickly sort a column by clicking the column heading. You can also filter or group items.

Icons represent different types of information or conditions. The following icons can be displayed in the folder contents list:

Icon	Description
Bold	You haven't read this message yet. To open a message, double-click it.
	Represents a standard message. You may see other icons in the Item Type column that represent custom forms and files.
	Represents a message containing a digital signature.
	Represents an advanced security message sealed with encryption.
	This message contains an attachment.
	The sender has marked the item high priority.
	The sender has marked the item low priority.


See Also

Adding or Removing a Column in the Viewer

Deleting a Message

Moving or Copying a Message to a Folder

Renaming a Folder

Sorting Items


New Message Form

  See Also

The New Message form is the default form you use to compose a message. This form can be the form provided with the Microsoft Exchange Client or a custom form provided by your administrator. You can use the Formatting toolbar to quickly format text. To address the message, type names in the To or Cc box, or click the button to select names from the Address Book.


See Also

Addressing a Message

Formatting Text

Overview of Sending Messages

Saving a Copy of a Message You Send

Sending a Message


New Post Form

  See Also

The New Post form is the default form you use to post information in a folder. Typically, you use this form in public folders, such as discussion and response folders, where you converse and exchange ideas with other users.

This form is automatically addressed to the open folder. You can type a subject and keywords for your item. When you provide keywords, users can filter or find this item based on the keywords. Separate multiple keywords with a semicolon.


See Also

Checking Your Public Folder Access Permissions

Editing an Item in a Public Folder

Posting Information in a Public Folder

Replying to a Posted Item


Read Message Form

  See Also

The Read Message form displays messages that were sent using the New Message form. This form may be the form provided with the Microsoft Exchange Client or a custom form provided by your administrator.

You can use the toolbar buttons to reply to, forward, print, move, or delete messages you receive. To get information about a user or distribution list displayed in the message heading, double-click the name.


See Also

Deleting a Message

Forwarding a Message

Moving or Copying a Message to a Folder

Replying to a Message

Setting Options for Replying To or Forwarding Mail


Read Post Form

  See Also

The Read Post form displays information that was posted using the New Post form. Both post forms are most commonly used in public folders, such as discussion and response folders, where you converse and exchange ideas with other users.

You can use the toolbar buttons to reply to the folder, reply to the sender, or forward, print, or copy the item. If you have the appropriate permissions, you can add or edit text in the body of the item.


See Also

Checking Your Public Folder Access Permissions

Editing an Item in a Public Folder

Posting Information in a Public Folder

Replying to a Posted Item


Remote Mail Window

  See Also

The Remote Mail window displays mail headers when you're working remotely. You can then select the items that you want to download. Selecting specific items rather than downloading all mail can save time and connection costs.

Use the menu commands and toolbar buttons to establish a remote connection to your Microsoft Exchange Server computer; mark the items you want to download; and set options for connecting, disconnecting, and transferring mail.

You can change the columns that are displayed or their order, and you can quickly sort a column by clicking the column heading. You can also filter or group items.

Icons represent different types of information or conditions. The following icons can be displayed in the Remote Mail window:

Icon	Description
Bold	You haven't read this message yet.
Plain	The item has been downloaded to your local computer, but a copy remains on the server.
	The item has been moved from your server to the Inbox on your local computer.
	The item has been copied from your server to the Inbox on your local computer.
	The item has been deleted from your server.
	Represents a standard message. You may see other icons in the Item Type column that represent custom forms and files.
	The item contains an attachment.
	The sender has marked the item high importance.
	The sender has marked the item low importance.


See Also

Preparing to Work with Remote Mail

Retrieving and Sending Mail Using Remote Mail

Transferring, Copying, or Deleting Messages Using Remote Mail


Report Form

  See Also

The Report form provides the status of a message for which you've requested a Delivery or Read Receipt. When that message is delivered or opened, you receive a Delivery Receipt or Read Receipt. If a message cannot be delivered or is deleted without being read, you receive a Non-Delivery Receipt or a Non-Read Receipt.

You can use the toolbar buttons to format, print, move, or delete the Report form. If you receive a Non-Delivery Receipt, you can use the Send Again button to resend the message. When you choose this button, the Resend form is displayed containing the original message.


See Also

Requesting a Receipt

Resending Undelivered Mail


Resend Form

  See Also

The Resend form displays a message that could not be delivered in addition to the recipients who didn't receive it. Typically, a message cannot be delivered when a recipient name cannot be located in your Address Book.

Type the correct names in the address boxes, or choose the Resend button to select the names from the Address Book. When you choose Send, the original message is sent to the revised addresses. Recipients will not know that the message was resent.


See Also

Resending Undelivered Mail


Status Bar

A bar at the bottom of the window that displays information about an element in the window, such as a command; the progress of an action, such as deleting; or the current status of the window, such as the number of unread items. You can display or hide the status bar by choosing Status Bar from the View menu.

The following icons can be displayed in the status bar:

Icon	Description
	You have new mail in your Inbox.
	Mail in your Outbox is being sent.
	Your computer is connected to your Microsoft Exchange server.
	Your computer is not connected to your Microsoft Exchange server.
	A filter is applied to the current view of the folder contents list.


Overview of Sending Messages

  How To

When sending messages, the Microsoft Exchange Client provides you with a variety of options. The options that you choose can vary, and can be applied to a specific message or to all messages. Some of your options are:

Saving a copy of messages that you send.

Assigning high or low importance to messages.

Requesting a Delivery Receipt or Read Receipt so that you know when a message has been received or opened.

Additionally, the Microsoft Exchange Client provides options related to message security and confidentiality. You can mark a message as private. This setting prevents recipients from modifying the text when forwarding or replying to the message, and from copying and pasting it into a new message. You can also sign or seal a message. If a message is signed, the recipient can be confident that it came from you and was not tampered with. If it is sealed, only recipients to whom you have addressed the message can open it.

If you want to indicate to a recipient that a message is personal or confidential, you can designate it as such. When the message appears in the Inbox, the setting is indicated in the Sensitivity column.

If a message cannot be delivered for some reason, such as an unavailable Microsoft Exchange Server computer, you will receive a notification message with a Send Again option.


How To

  Sending a Message

  Requesting a Receipt

  Assigning Importance to a Message

  Saving a Copy of a Message You Send

  Sending a Message to a User of Another Mail System

  Saving an Incomplete Message

  Resending Undelivered Mail

  Setting Up Advanced Security

  Changing Your Advanced Security Password

  Signing a Message

  Sealing a Message

  Sending Private, Personal, or Confidential Messages


Overview of Sending a Message

  How To

You can send a message or other items to one or more Microsoft Exchange Client users, distribution lists, and users of other mail systems.

When addressing a message, you can type recipient names in the address boxes or use the Address Book to select names. Before sending the message, you can check your spelling, assign high or low importance, or request automatic notification when the recipient receives or opens the message.


Sending a Message

  Overview    [image]  See Also

To send a message

1.	In the Viewer, choose New Message from the Compose menu, or click the New Message button.

  New Message button

2.	To address the message, do one of the following:

Click To or Cc to select names from the Address Book.

In the To or Cc box, type the names of the primary recipients and users whom you want to receive a carbon copy. Separate multiple names with semicolons (;).

If you want to send a message to one or more users as a blind carbon copy, choose Bcc Box from the View menu. Then, click Bcc to select names from the Address Book, or type the names of the users whom you want to have receive a blind carbon copy in the Bcc box.

3.	In the Subject box, type the subject of the message.

4.	In the message body, type your message.

5.	From the File menu, choose Send, or click the Send button.

  Send button

Note  By default, all messages that you send are automatically saved in the Sent Items folder.


See Also

Adding a From or Bcc Box to the New Message Form

Addressing a Message

Assigning Importance to a Message

Checking Spelling

Inserting a File from the File System

Saving a Copy of a Message You Send


Saving an Incomplete Message

  See Also

To save an incomplete message

From the File menu, choose Save. Then close the message.

Unsent messages are saved in your Inbox unless you opened the message from another folder or directory in your file system. You can open the item later, finish composing it, and then send it.

Note  You can also save a message as a file that you can open and edit in a different application.


See Also

Addressing a Message

Saving a Copy of a Message You Send

Saving a Message as a File

Sending a Message


Resending Undelivered Mail

  See Also

When a message or other item cannot be delivered because of server problems, you will receive a notification message with the subject Undeliverable: Message Subject.

To resend undelivered mail

With the Resend form open, correct the address, if necessary, and then choose Send Again.

Note  The Resend form is read-only. Only the address can be changed.

Tip  If a message cannot be successfully delivered to an address listed in your personal address book (PAB), you may want to try to send it again by inserting the address from the global address list instead. If the user's address has changed, you may not have the most current address stored in your PAB.


See Also

Addressing a Message

Requesting a Receipt

Sending a Message


Overview of Saving a Copy of a Message You Send

  How To

You can save a copy of a specific message or a copy of each message that you send. These copies are stored in the Sent Items folder of your default Mailbox. You can then move the messages to a specific folder or delete them at a later date. You should delete items that you don't need in the Sent Items folder from time to time so that you will have more disk space available.

Saving a copy of a message means that you do not have to include your name in the Cc box when you are sending information that you want to save.


Saving a Copy of a Message You Send

  Overview    [image]  See Also

To save a copy of a message that you are composing

1.	From the File menu, choose Properties, and then select the General tab.

2.	Under Options For This Item, select Save Copy In Sent Items Folder, and then choose OK.

To save a copy of all messages that you send

1.	From the Tools menu, choose Options, and then select the Send tab.

2.	Under When Sending Mail, select Save A Copy Of The Item In The 'Sent Items' Folder and then choose OK.

The Microsoft Exchange Client creates a Sent Items folder and saves a copy of each message when it is sent.

Important  If you are composing a message and set this option using the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Assigning Importance to a Message

Requesting a Receipt

Saving a Message as a File


Overview of Requesting a Receipt

  How To

When you want to be sure that a message that you send is received or when you need to know exactly when it is opened by the recipient, you can request a Delivery Receipt or a Read Receipt for the message. These options are similar to sending a registered letter. As soon as the recipient receives or opens the message, you will be sent a receipt telling you when the message was received or opened. If the recipient does not open the message and deletes it from the Deleted Items folder, you will be sent a receipt indicating that the message was deleted without having been read.

You can request receipts for a specific message or for all messages that you send.


Requesting a Receipt

  Overview    [image]  See Also

To request a receipt for a message that you are composing

1.	From the File menu, choose Properties, and then select the General tab.

2.	Under Options For This Item, do one of the following:

To receive a receipt when the recipient receives the item, select Delivery Receipt.

To receive a receipt when the recipient opens the item, select Read Receipt.

3.	Choose OK.

To request a receipt for all messages that you send

1.	From the Tools menu, choose Options, and then select the Send tab.

2.	Under Request That A Receipt Be Sent Back When, do one of the following:

To receive a receipt when the recipient opens the item, select The Item Has Been Read.

To receive a receipt when the recipient receives the item, select The Item Has Been Delivered.

3.	Choose OK.

Important  If you are composing a message and set this option using the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Assigning Importance to a Message

Resending Undelivered Mail

Saving a Copy of a Message You Send


Overview of Assigning Importance to a Message

  How To

When you send a message, it is delivered with normal importance by default. You have the option of assigning high or low importance to a message, or changing the default setting for all messages. Depending upon how your mail server is set up, messages marked with high importance may be delivered faster than messages marked with normal or low importance.

Marking a message with high or low importance affects the visual appearance of the message header in the Inbox. High importance messages are marked with an exclamation point, and low importance messages are marked with a down arrow. These icons indicate the urgency of a message to recipients. A message sent with normal importance is not marked with a special symbol.


Assigning Importance to a Message

  Overview    [image]  See Also

To assign high or low importance to a message that you are composing

1.	From the View menu, choose Toolbar.

2.	Click one of the following:

The Importance: High button

  Importance: High button

The Importance: Low button

  Importance: Low button

To assign importance to all messages that you send

1.	From the Tools menu, choose Options, and then select the Send tab.

2.	Under When Sending Mail, do one of the following next to Set Importance:

To send a message with high importance, select High.

To send a message with low importance, select Low.

3.	Choose OK.

Important  If you are composing a message and set this option using the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Requesting a Receipt

Saving a Copy of a Message You Send


Overview of Sending Private, Personal, or Confidential Messages

  How To

When you send a message, it is delivered with normal sensitivity by default. When you want to prevent information in a message from being modified, you can mark the message as private. You can also designate a message as personal or confidential.

Private, personal, and confidential settings are indicated in the Sensitivity column of the header for a message. Note that this column is not displayed by default.

When a message has been designated as private, personal, or confidential, the setting cannot be changed once it has been sent. You can apply one of these settings to a specific message or to all messages that you send.


Sending Private, Personal, or Confidential Messages

  Overview    [image]  See Also

To designate a message that you are composing as personal, private, or confidential

1.	From the File menu, choose Properties, and then select the General tab.

2.	In the Sensitivity box, do one of the following.

To send a message	Select
Marked as Personal in the Sensitivity column of the header	Personal
That contains restricted information that cannot be modified after it has been sent	Private
Marked as Confidential in the Sensitivity column of the header	Confidential
3.	Choose OK.

To send all messages as private, personal, or confidential

1.	From the Tools menu, choose Options, and then select the Send tab.

2.	In the Set Sensitivity box, select Personal, Private, or Confidential, and then choose OK.

Note  The Sensitivity column is not displayed by default. To display it, choose Columns from the View menu.

Important  If you are composing a message and set this option using the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Adding or Removing a Column in the Viewer

Addressing a Message

Assigning Importance to a Message

Sending a Message


Overview of Signing a Message

  How To    [image]  MS Exchange Server Feature

Signing a message conveys to recipients that the information they received came from you and was not tampered with after you sent it.

To take advantage of this increased security, you must set up advanced security with your administrator's help. Then, when you sign a message, you are asked to provide an advanced security password. To provide maximum security for information that is stored in your Microsoft Exchange folders, passwords should be changed on a regular basis.

You can sign a specific message, or you can specify that you want to sign all outgoing messages.


Signing a Message

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To sign a message that you are composing

1.	From the View menu, choose Toolbar.

2.	When you finish composing a message, click the Sign button.

  Sign button

3.	Click the Send button.

  Send button

4.	In the Password box, type your advanced security password, and then choose OK.

To sign all messages that you send

1.	From the Tools menu, choose Options, and then select the Security tab.

2.	Under Options, select Add Digital Signature To Message, and then choose OK.

Important  If you are composing a message and set this option using the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.


See Also

Changing Your Advanced Security Password

Sealing a Message

Setting Up Advanced Security


Overview of Sealing a Message

  How To    [image]  MS Exchange Server Feature

Sealing a message ensures that no one else can read it except the recipients that you've specified. You can seal a message before sending it.

To take advantage of this increased security, you must set up advanced security with your administrator's help. Then, when you seal a message, you are asked to provide an advanced security password. To provide maximum security for information that is stored in your Microsoft Exchange folders, passwords should be changed on a regular basis.

Note  Recipients must also have advanced security set up to open a sealed message.


Sealing a Message

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To seal a message that you are composing

1.	From the View menu, choose Toolbar.

2.	When you finish composing a message, click the Seal button.

  Seal button

3.	Click the Send button.

  Send button

4.	In the Password box, type your advanced security password, and then choose OK.

To seal all messages that you send

1.	From the Tools menu, choose Options, and then select the Security tab.

2.	Under Options, select Encrypt Message Contents And Attachments, and then choose OK.

Important  If you are composing a message and set this option using the Tools menu, the option will not be applied to the active message. It will be applied to all future messages.

Note  When you receive a sealed message, you must provide your advanced security password before you can open it.


See Also

Changing Your Advanced Security Password

Setting Up Advanced Security

Signing a Message


Overview of Setting Up Advanced Security

  How To    [image]  MS Exchange Server Feature

When you send a message, you can sign and seal it to provide additional protection and security for the information that you send.

Signing a message ensures recipients that you sent the information, and that it wasn't tampered with after you signed it.

When you seal a message, only the recipients that you address it to can read it.

To take advantage of this increased security, you must set up advanced security. An .epf file is then created and stored on your computer. To use advanced security on another computer, copy the .epf file to the hard disk of the other computer. For more information, see your administrator.


Setting Up Advanced Security

  Overview    [image]  See Also    [image]  MS Exchange Server Feature

To set up advanced security

1.	From the Tools menu, choose Options, and then select the Security tab.

2.	Choose Set Up Advanced Security.

3.	In the Token box, type the keyword that your administrator assigned to you.

For example: NLSWQGSS

4.	In the Password box, type your password.

Note that your password is case-sensitive.

5.	In the Confirm Password box, retype your password.

6.	Choose OK.

You will then be prompted for the password that you typed in Step 4.

Note  You must have a network connection to the Microsoft Exchange Server computer to set up advanced security.


See Also

Changing Your Advanced Security Password

Sealing a Message

Signing a Message


Changing Your Advanced Security Password

  See Also    [image]  MS Exchange Server Feature

To change your advanced security password

1.	From the Tools menu, choose Options, and then select the Security tab.

2.	Choose Change Password.

3.	In the Old Password box, type your current advanced security password.

4.	In the New Password box, type your new advanced security password.

Your advanced security password must be a minimum of six characters.

5.	In the Confirm New Password box, type the new password again, and then choose OK.


See Also

Sealing a Message

Setting Up Advanced Security

Signing a Message


Specifying a Time to Send or Delete a Message

  See Also

You can delay the sending of a message or have a message deleted from recipients' Inboxes after a specified time.

To specify a time to send or delete a message that you are composing

1.	From the File menu, choose Properties.

2.	Under Options For This Item, click Send Options, and then do one or both of the following:

Under Send This Item, select In, and then specify the number of minutes, hours, days, or weeks in which the message should be sent.

Under Expire This Item, select In, and then specify the number of minutes, hours, days, or weeks in which the message should be deleted.

3.	Choose OK.


See Also

Assigning Importance to a Message

Requesting a Receipt


Control Menu

Use the commands on this menu to adjust the appearance of windows in the Microsoft Exchange Client. For more information, choose a command name.

Close

Maximize

Minimize

Move

Restore

Size

Switch To


Restore Command (Control Menu)

  See Also

Returns a maximized or minimized window to its previous size and location.

You can also restore a maximized window by clicking the Restore button in the upper-right corner of the window or by double-clicking the title bar.

  Restore button

You can also restore a minimized window by double-clicking the icon.


See Also

Keyboard Shortcuts

Maximize Command (Control Menu)

Minimize Command (Control Menu)


Move Command (Control Menu)

  See Also

Moves the active window or dialog box. When you choose Move, the insertion point becomes a 4-headed arrow. Use the arrow keys on the keyboard to move the window. When the window is in the location that you want, press ENTER.

This command is unavailable if you maximize a window.

You can also move a window or a dialog box by dragging its title bar.


See Also

Moving or Copying a Folder

Moving or Copying a Message to a Folder


Size Command (Control Menu)

  See Also

Changes the size of the active window. When you choose Size, the insertion point becomes a 4-headed arrow. Use the arrow keys on the keyboard to select the corresponding border that you want to size. For example, use the right arrow key to resize the right border. When the window is the size that you want, press ENTER.

This command is unavailable if you maximize a window.

You can also size a window by dragging one of its borders or four corners. When you position the insertion point over one of the window's borders or four corners, the insertion point becomes a 2-headed arrow. You can then drag the window until it is the size that you want.


See Also

Keyboard Shortcuts

Maximize Command (Control Menu)

Minimize Command (Control Menu)


Minimize Command (Control Menu)

  See Also

Reduces the active window to an icon.

You can also reduce a window to an icon by clicking the Minimize button in the upper-right corner of the window.

  Minimize button

To restore a minimized window, double-click the icon.


See Also

Keyboard Shortcuts

Maximize Command (Control Menu)

Restore Command (Control Menu)

Size Command (Control Menu)


Maximize Command (Control Menu)

  See Also

Enlarges the active or minimized window to fill the screen.

You can also maximize the active window by clicking the Maximize button in the upper-right corner of the window or by double-clicking the title bar.

  Maximize button


See Also

Keyboard Shortcuts

Minimize Command (Control Menu)

Size Command (Control Menu)


Close Command (Control Menu)

  See Also

Closes the active window or dialog box.

The Close command on the Control menu in the Viewer closes the Microsoft Exchange Client but leaves other messaging applications running. You can also do this by choosing Exit from the File menu. To quit the Microsoft Exchange Client and log off all messaging applications, choose Exit And Log Off from the File menu.

The Close command on the Control menu in an open message closes the message. You can also do this by choosing Close from the File menu.

If you try to close a message in composition, you are prompted to save the unsent message before you close it. If you don't save it, you lose any information that you have typed.

You can also close a window or dialog box by double-clicking the control menu box.


See Also

Close Command (File Menu)

Exit And Log Off Command (File Menu)

Exit Command (File Menu)


Switch To Command (Control Menu)

  See Also

Displays a list of all open applications so that you can switch to or close an application, as well as arrange windows and icons. You can also display the list by pressing CTRL+ESC or by double-clicking a blank area on your desktop.

Task List Dialog Box Options

Task List

Select the application that you want to switch to or close.

New Task

Type or select an additional application or new task that you want to run.

Run

Runs the selected application.

Switch To

Activates the selected application.

End Task

Closes the selected application.

Cascade

Arranges open windows so that they are equally sized and overlapping, with all title bars visible. Minimized windows and icons are arranged across the bottom of your desktop.

Tile

Arranges open windows so that they do not overlap. Minimized windows and icons are arranged across the bottom of your desktop.

Arrange Icons

Arranges the icons for all minimized windows across the bottom of your desktop.


See Also

Close Command (File Menu)

Exit And Log Off Command (File Menu)

Exit Command (File Menu)

Keyboard Shortcuts


Toolbars and Buttons

  See Also

The Microsoft Exchange Client provides several toolbars to help you perform your work easily and efficiently. Each window displays a specific toolbar that contains a set of buttons you can click to perform the most common tasks in that window. On most toolbars, you can remove buttons for commands that you rarely use, add buttons for commands that you use more frequently, and rearrange buttons to complement the way you work. Almost every menu command has a corresponding button.

In addition to getting information from the following list of toolbars, you can use these methods:

Place your pointer over a button and a ToolTip that briefly describes the button will appear.

Click and hold the mouse button on any toolbar button and a more complete description will be displayed on the status bar at the bottom of your screen.

Click the Help button on the toolbar and then click the button or toolbar you want information about and a Help topic will be displayed.

For information about a specific toolbar, choose a toolbar name.

Address Book Toolbar

Find Window Toolbar

Formatting Toolbar

New Message Form Toolbar

New Post Form Toolbar

Read Message Form Toolbar

Read Post Form Toolbar

Remote Mail Window Toolbar

Report Form Toolbar

Resend Form Toolbar

Viewer Toolbar


See Also

Adding or Removing a Toolbar Button

Displaying a Toolbar

Moving a Toolbar Button

Restoring a Toolbar to Its Original Settings

Toolbar Index


Viewer Toolbar

  See Also

This toolbar is displayed in the Viewer window. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   Up One Level

   Show/Hide Folder List

   New Message

   Print

   Move Item

   Delete

   Reply To Sender

   Reply To All

   Forward

   Address Book

   Inbox

   Help

   Add To Favorites

   Show Schedule

Optional buttons

   Open

   Save As

   Copy Item

   New Folder

   Rename

   Properties

   Select All

   Mark As Read

   Mark As Unread

   Find

   New Post In This Folder

   Post Reply In This Folder

   Outbox

   Deliver Now

   Remove From Favorites

   Folder Design Cue Cards


See Also

Adding or Removing a Toolbar Button

Displaying a Toolbar

Moving a Toolbar Button

Restoring a Toolbar to Its Original Settings


New Message Form Toolbar

  See Also

This toolbar can be displayed in the New Message form, but it is not displayed by default. To display the toolbar, choose Toolbar from the View menu. When the toolbar is displayed, a check mark appears next to the command name. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   Send

   Save

   Print

   Cut

   Copy

   Paste

   Address Book

   Check Names

   Insert File

   Properties

   Read Receipt

   Importance: High

   Importance: Low

   Help

   Seal Message With Encryption

   Digitally Sign Message

Optional buttons

   Move Item

   Copy Item

   Delete

   Undo

   Select All

   Find

   Replace

   Previous

   Next

   Insert AutoSignature

   Insert Message

   Insert Object

   Spelling

   New Message


Read Message Form Toolbar

  See Also

This toolbar is displayed in the Read Message form. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   Print

   Move Item

   Delete

   Reply To Sender

   Reply To All

   Forward

   Previous

   Next

   Help

   Read Digital Signature

Optional buttons

   Save

   Copy Item

   Properties

   Undo

   Cut

   Copy

   Paste

   Select All

   Find

   Replace

   Insert File

   Insert Message

   Insert Object

   Spelling

   New Message

   Post Reply In This Folder


New Post Form Toolbar

  See Also

This toolbar can be displayed in the New Post form, but it is not displayed by default. To display the toolbar, choose Toolbar from the View menu. When the toolbar is displayed, a check mark appears next to the command name. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   Post

   Print

   Cut

   Copy

   Paste

   Insert File

   Properties

   Importance: High

   Importance: Low

   Help

Optional buttons

   Move Item

   Copy Item

   Delete

   Undo

   Select All

   Find

   Replace

   Previous

   Next

   Insert AutoSignature

   Insert Message

   Insert Object

   Spelling

   Check Names

   New Message


Read Post Form Toolbar

  See Also

This toolbar is displayed in the Read Post form. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   Print

   Copy Item

   Delete

   Reply To Sender

   Post Reply In This Folder

   Forward

   Previous

   Next

   Help

Optional buttons

   Save

   Move Item

   Properties

   Undo

   Cut

   Copy

   Paste

   Select All

   Find

   Replace

   Insert File

   Insert Message

   Insert Object

   New Message

   Spelling


Formatting Toolbar

  See Also

This toolbar is displayed in the New Message and New Post forms. You can also use the Formatting toolbar in other forms. To display it, choose Formatting Toolbar from the View menu. When the Formatting toolbar is displayed, a check mark appears next to the command name. The Formatting toolbar cannot be customized. For more information, choose a button name.

Buttons

Font box

Font Size box

   Bold

   Italic

   Underline

   Color

   Bullets

   Decrease Indent

   Increase Indent

   Align Left

   Center

   Align Right


Find Window Toolbar

  See Also

This toolbar is displayed in the Find window. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   New Message

   Print

   Move Item

   Delete

   Reply To Sender

   Reply To All

   Forward

   Address Book

   Help

Optional buttons

   Open

   Save As

   Copy Item

   Undo

   Cut

   Copy

   Paste

   Select All

   Mark As Read

   Mark As Unread

   Find

   Post Reply In This Folder


Address Book Toolbar

  See Also

This toolbar is displayed in the Address Book when it is opened in the Viewer. The Address Book toolbar cannot be customized. For more information, choose a button name.

Buttons

   New Entry

   Find

   Properties

   Delete

   Add to Personal Address Book

   New Message

   Help


Remote Mail Window Toolbar

  See Also

This toolbar is displayed in the Remote Mail window and cannot be customized. For more information, choose a button name.

Buttons

   Connect

   Disconnect

   Mark To Retrieve

   Mark To Retrieve A Copy

   Mark To Delete

   Unmark All

   Help


Report Form Toolbar

  See Also

This toolbar is displayed in Delivery, Non-Delivery, Read, and Non-Read Receipts. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   Print

   Move Item

   Delete

   Forward

   Previous

   Next

   Help

Optional buttons

   Copy Item

   Properties

   Select All

   Copy


Resend Form Toolbar

  See Also

This toolbar can be displayed in the Resend form, but it is not displayed by default. To display the toolbar, choose Toolbar from the View menu. When the toolbar is displayed, a check mark appears next to the command name. To add, remove, or rearrange buttons, choose Customize Toolbar from the Tools menu. For more information, choose a button name.

Default buttons

   Send

   Save

   Address Book

   Check Names

   Properties

   Previous

   Next

   Help

Optional buttons

   Move Item

   Copy Item

   Delete

   Print

   Undo

   Select All


Read Receipt Button

  See Also

Sends you notification when a message you send to another user is opened. To request a receipt, click this button prior to sending the active message. To cancel a receipt, click the button again.

  Read Receipt button

Tip  To receive a Read Receipt for all messages you send, choose Options from the Tools menu, and then select the Send tab.


See Also

Requesting a Receipt


Font Box

  See Also

Displays the fonts that you can apply to selected text. Change the font by selecting the text you want to change, and then selecting the font name you want from the list by typing the font name in the Font box.

  Font box


Font Size Box

  See Also

Displays the point sizes available for the font selected in the Font box. Change the font size by selecting the text you want to change, and then selecting the font size you want from the list or typing the font size in the Font Size box and then pressing ENTER.

 Font Size box


Bold Button

  See Also

Applies bold formatting to selected text. If you select text that is already formatted as bold, clicking this button removes the bold formatting.

 Bold button

Tip  To apply bold formatting to selected text by using the keyboard, press CTRL+B.


Italic Button

  See Also

Applies italic formatting to selected text. If you select text that is already formatted as italic, clicking this button removes the italic formatting.

 Italic button

Tip  To apply italic formatting to selected text by using the keyboard, press CTRL+I.


Underline Button

  See Also

Applies a single underline to selected text. If you select text that is already underlined, clicking this button removes the underline.

 Underline button

Tip  To underline selected text by using the keyboard, press CTRL+U.


Color Button

  See Also

Displays the colors that you can apply to selected text. To apply a color, select the text that you want to change, and then select a color from the list.

 Color button


Bullets Button

  See Also

Inserts a bullet at the beginning of the paragraph in which the insertion point is located. If the paragraph already has a bullet, clicking this button removes the bullet. If you press ENTER in a paragraph, the bullet is carried forward to the new paragraph.

 Bullets button

Tip  To turn bullets on and off by using the keyboard, press CTRL+SHIFT+L.


Decrease Indent Button

  See Also

Moves the paragraph in which the insertion point is located to the left one-quarter of an inch. To move the paragraph to the right, click the Increase Indent button.

 Decrease Indent button


Increase Indent Button

  See Also

Moves the paragraph in which the insertion point is located to the right one-quarter of an inch. To move the paragraph to the left, click the Decrease Indent button.

 Increase Indent button


Align Left Button

  See Also

Aligns the paragraph in which the insertion point is located with the left margin. This is the default alignment.

 Align Left button

Tip  To left-align a paragraph by using the keyboard, press CTRL+L.


Center Button

  See Also

Centers the paragraph in which the insertion point is located between the left and right margins. If the paragraph is already centered, clicking this button returns the alignment to the left margin (the default alignment). If you press ENTER in a paragraph that is centered, the centering is carried forward to the new paragraph.

 Center button

Tip  To center a paragraph by using the keyboard, press CTRL+E.


Align Right Button

  See Also

Aligns the paragraph in which the insertion point is located with the right margin. If the paragraph already has right alignment, clicking this button returns the alignment to the left margin (the default alignment). If you press ENTER in a paragraph with right alignment, the right alignment is carried forward to the new paragraph.

 Align Right button

Tip  To right-align a paragraph by using the keyboard, press CTRL+G.


See Also

Centering or Aligning Text

Creating a Bulleted List

Font Command (Format Menu)

Formatting Text

Indenting Text

Paragraph Command (Format Menu)


Up One Level Button

  See Also

Opens the parent folder of the open folder. A parent folder is any folder that contains one or more subfolders.

  Up One Level button


See Also

Displaying and Opening Folders


Help Button

  See Also

Changes the pointer to a Help pointer.

 Help pointer

Using the Help pointer, click the button, command, or other screen element that you want information about and the corresponding Help topic will be displayed. The Help pointer remains active until you click something or press ESC.

 Help button


See Also

Getting Information About Using the Microsoft Exchange Client

Menus, Commands, and Dialog Boxes

Toolbars and Buttons

Window Descriptions


Inbox Button

Displays the contents of your Inbox in the folder contents list. You can then check for new mail.

  Inbox button


Outbox Button

Displays the contents of your Outbox in the folder contents list.

   Outbox button

When you send a message, it is moved to your Outbox until it is sent. If you need to make a change to a message, you may be able to retrieve it from the Outbox before it is sent.


Importance: High Button

  See Also

Assigns high importance to a message. The importance of an item is reflected in the Importance column of the header; a high importance item has a red exclamation point in the Importance column.

The importance you assign to a message does not affect the speed of delivery. To restore the importance to normal, click the Importance: High button again.

  Importance: High button

Tip  To assign high importance to all messages that you send or post, choose Options from the Tools menu, and then select the Send tab.


See Also

Assigning Importance to a Message

Sending Private, Personal, or Confidential Messages


Importance: Low Button

  See Also

Assigns low importance to a message. The importance of an item is reflected in the Importance column of the header; a low-importance item has a down arrow in the Importance column.

The importance you assign to a message does not affect the speed of delivery. To restore the importance to normal, click the Importance: Low button again.

  Importance: Low button

Tip  To assign low importance to all messages that you send or post, choose Options from the Tools menu, and then select the Send tab.


See Also

Assigning Importance to a Message

Sending Private, Personal, or Confidential Messages


Seal Message With Encryption Button

  See Also

Seals a message so that only the specified recipients can read it. To take advantage of this increased security, you must set up advanced security with your administrator's help.

 Seal Message With Encryption button


See Also

Sealing a Message

Signing a Message


Digitally Sign Message Button

  See Also

Signs a message so that recipients know that the message came from you and was not tampered with after you sent it. To take advantage of this increased security, you must set up advanced security with your administrator's help.

 Digitally Sign Message button


See Also

Sealing a Message

Signing a Message


Read Digital Signature Button

  See Also

Verifies the signature of a message that has been digitally signed. You then know that the message came from the sender and that the contents of the message were not altered after the message was sent. To take advantage of this increased security, you must set up advanced security with your administrator's help.

 Read Digital Signature button


See Also

Sealing a Message

Signing a Message


Insert AutoSignature Button

  See Also

Inserts your AutoSignature at the end of the message. You create an AutoSignature using the AutoSignature command on the Tools menu.

 Insert AutoSignature button


See Also

AutoSignature Command (Tools Menu)

Creating or Deleting an AutoSignature

Editing an AutoSignature


Show Schedule button

  See also

Switches to Schedule+ where you can check your schedule. To return to Microsoft Exchange, you can then select the appropriate button in Schedule+.

  Show Schedule button


See also

An Overview of Microsoft Exchange


Tools Menu

Use the commands on this menu to perform a variety of functions, such as searching for information, setting options for working in the Microsoft Exchange Client, and using AutoAssistants to manage your mail. For more information, choose a command name.

Address Book

Address Book (New Message form)

Application Design

Copy Folder Design

Folder Design Cue Cards

Folder Designer

Forms Designer

AutoSignature

Check Names

Customize Toolbar

Deliver Now

Deliver Now Using

Find

Find (Tools Menu In Address Book)

Inbox Assistant

Options

Out Of Office Assistant

Remote Mail

Services

Spelling

Synchronize

All Folders

Download Address Book

This Folder


Deliver Now Command (Tools Menu)

  See Also

Initiates the delivery of incoming and outgoing mail when you are working with a dial-up connection. If your modem and other communications hardware and software are configured properly, the Deliver Now command will connect you to your mail server. Incoming mail is then delivered to your Inbox, and outgoing mail is delivered from your Outbox.

The Deliver Now toolbar button delivers mail for all information services that are listed in your active profile.

  Deliver Now button


See Also

Opening or Closing a Message

Sending a Message

Setting Mail Delivery Options


Deliver Now Using Command (Tools Menu)

  See Also

Initiates the delivery of incoming and outgoing mail by using the information service that you select from the submenu. The submenu lists each of the information services in your profile that you can use to send or receive mail. You can also select All Services, which initiates delivery sequentially from each information service.

For some information services, you must choose this command to send or receive mail by using that service.


See Also

Opening or Closing a Message

Sending a Message

Setting Mail Delivery Options


Address Book Command (Tools Menu in Viewer)

  See Also

Opens the Address Book, where you can view information about user, distribution list, and public folder names.

You can also perform this action by clicking the Address Book button.

 Address Book button

You can use the Address Book to search for names; add, create, or delete personal address book (PAB) entries; create and edit personal distribution lists; or get more detailed information about an entry.

Your Address Book may contain more than one address list, such as a global address list, a PAB, and other lists. When you first open the Address Book, the default address list (usually your global address list) is displayed. To change your default address list, choose Options from the Tools menu, and then select the Addressing tab.

To address a message to a selected Address Book entry, choose New Message from the File menu, or click the New Message button.

 New Message button

Address Book Dialog Box Options

Type Name Or Select From List

Type a name or select one from the list. As you type the letters of the name, the address list scrolls to match the letters that you type.

Show Names From The

Select the address list that contains the names that you want.


See Also

Adding or Deleting a Name in the Personal Address Book

Finding Names or Other Information in the Address Book

Getting Information About a User

Overview of Addressing Messages

Setting Default Address Lists


Address Book Command (Tools Menu in New Message Form)

  See Also

Opens the Address Book, where you can find and select user, distribution list, or public folder names from one or more address lists. You can then choose to add the names that you select to any of the address boxes in your message or form.

You can also display the Address Book by choosing To, Cc, or Bcc in the New Message form.

Your Address Book may contain more than one address list, such as a global address list, a PAB, and others. When you first open the Address Book, the default address list (usually your global address list) is displayed. To change your default address list, choose Options from the Tools menu, and then select the Addressing tab.

Address Book Dialog Box Options

Show Names From The

Select the address list that contains the names that you want.

Type Name Or Select From List

Type a name or select one from the list. As you type the letters of the name, the address list scrolls to match the letters that you type.

To/Cc/Bcc

Adds the selected names to the corresponding box on the right. The Bcc button is available only if the Bcc address box is displayed in the New Message form.

Message Recipients

Displays the names that you have added. Multiple names are separated by a semicolon (;). When you choose OK, these names are added to the corresponding name boxes in the New Message form.

New

Opens the New Entry dialog box, where you can create a new entry for your personal address book or for the active message only.

Properties

Displays details about the selected name.

Find

Opens the Find dialog box, where you can specify advanced conditions to search for names. When the search is complete, all matching names are displayed in the search results list.

The search options vary according to the selected address list.

Send Options

Opens the Send Options dialog box, where you can specify options for sending a message to the selected name. The options vary according to the address list from which you have selected the name.


See Also

Adding or Deleting a Name in the Personal Address Book

Addressing a Message

Finding Names or Other Information in the Address Book

Getting Information About a User

Setting Default Address Lists


Address Book Dialog Box (Find Window)

Opens the Address Book, where you can find and select user, distribution list, or public folder names from one or more address lists. You can then add the names to the From and Sent To boxes in the Find window.

Show Names From The

Select the address list that contains the names that you want.

Type Name Or Select From List

Type a name or select one from the list. As you type the letters of the name, the address list scrolls to match the letters that you type.

From/Sent To

Adds the selected names to the corresponding box on the right.

Show Messages

Displays the names that you have added. Multiple names are separated by a semicolon (;). When you choose OK, these names are added to the corresponding boxes in the Find window.

New

Opens the New Entry dialog box, where you can create a new entry for your personal address book or for the active message.

Properties

Displays details about the selected name.

Find

Opens the Find dialog box, where you can specify advanced conditions to search for names. When the search is complete, all matching names are displayed in the search results list.

The search options may vary depending upon which address list is selected.


Personal Folders Password Dialog Box

Specifies a password for accessing a personal folder file.

Password

Enter the password for the personal folder file that you want to open.

Save This Password In Your Password List

Stores your password in your password list so that you will not be prompted for the password each time you open this personal folder file. A password will be required only if you log on with a different name or if another user attempts to connect to the personal folder file.


Find Dialog Box (Personal Address Book)

Specifies conditions to search for names in the personal address book. When your search is complete, all matching names are displayed in the search results list.

Find Names Containing

Type the name for which you want to search. The more letters that you type, the more specific your search results will be.


Find Dialog Box (Global Address List)

Specifies conditions to search for names in the global address list. When your search is complete, all matching names are displayed in the search results list.

The fields displayed in this dialog box may vary depending upon how the administrator entered the information. A name must meet all of the conditions that you specify in order to be included in the search results list.

Display Name

Type the name for which you want to search. Use this field to find public folder, distribution list, and user names; use the remaining fields to narrow your search.

First Name

Type the first name of the user that you want to find.

Last Name

Type the last name of the user that you want to find.

Title

Type the title of the user that you want to find.

Alias Name

Type the user's abbreviated name.

Company

Type the user's company name.

Comment

Type the comment that appears in the Address Book properties for the user.

Department

Type the user's department name.

Location

Type the user's office location.


Find Command (Tools Menu)

  See Also

Opens a new Find window, where you can define conditions and then search for items that meet those conditions.

If you often use the same conditions when you search for items, minimize the Find window after you have defined the search conditions, rather than closing it. The matching items list in the Find window will be continuously updated with new incoming items that meet the conditions that you have specified. To view the new items, restore the Find window.

Find Window Options

Look In

Displays the name of the folder that will be searched.

Folder

Opens the Find Items In Folder dialog box, where you can select a different folder to search.

Find Items That Meet The Following Conditions

Select the criteria that you want to use to find items.

From

Searches for items from a sender that you specify. Type the name of the sender, or choose the From button to select the name from the Address Book. To find more than one sender, separate the names with a semicolon (;).

Sent To

Searches for items addressed to a recipient that you specify. Type the name of the recipient, or choose the Sent To button to select the name from the Address Book. To find more than one recipient, separate the names with a semicolon (;).

Sent Directly To Me

Searches for items with your name in the To box.

Copied (Cc) To Me

Searches for items with your name in the Cc box.

Subject

Searches for items with the subject that you specify. Type the complete or partial text of the subject that you want to find. To find more than one subject, separate the subjects with a semicolon (;).

Message Body

Searches for items with the message text that you specify. Type the phrase or text string that you want to find. For example, type budget to find all items that contain the word budget. To find more than one phrase or text string, separate the strings with a semicolon (;).

Find Now

Begins the search by using the conditions that you have specified.

Stop

Stops the search.

New Search

Clears the conditions that you have specified.

Advanced

Displays the Advanced dialog box where you can specify additional search conditions. For example, you can locate items that have attachments, that are a particular size, or that do not meet the conditions that you specify.

Matching Items List

Displays a list of items that match the conditions that you have specified. You can open, delete, move, copy, reply to, or forward any item.

You can change the columns that are displayed or the order of the columns. You can also sort, filter, and group the items.


See Also

Filtering Items

Finding Items

Overview of Working with Personal and Mailbox Folders

Sorting Items


Find Items In Folder Dialog Box

Select a folder to look in when searching for items.

Look In

Select the folder where you want to search for items. You can select only one folder at a time, though you can choose whether you want to search the subfolders of the selected folder by using the Include All Subfolders option.

Include All Subfolders

Searches all subfolders in the selected folder. Note that in public folders, this option is disabled. If this option is disabled, none of the subfolders of the selected folder will be searched.


Advanced Dialog Box

Specifies advanced conditions to search for items, define rules, or create a filter.

Size (Kilobytes)

Locates items that are larger or smaller than a size that you specify, or that are within a size range.

The Size column in the Viewer or the Find window displays the size of items. If the Size column does not appear, choose Columns from the View menu and add the Size column from the Available Columns list.

At Least

Type the limit, in kilobytes, of the item size that you want, or click the arrows to adjust the value.

At Most

Type the limit, in kilobytes, of the item size that you want, or click the arrows to adjust the value.

Received

Locates items that were received on a specific date, before or after a specific date, or between two dates.

From

Select From, and then specify the date after which the items were received.

To

Select To, and then specify the date before which the items were received.

Only Unread Items

Locates only those items that you have not yet read. This option is not available when you are setting conditions for a rule.

Only Items With Attachments

Locates only those items that have attachments.

Only Items That Do Not Match These Conditions

Locates only those items that do not match any of the conditions that you have specified.

Importance

Locates items that are assigned a high, normal, or low importance. Select the check box and then choose the importance that you want from the list.

Sensitivity

Locates items that are assigned a normal, personal, private, or confidential sensitivity. Select the check box and then choose the sensitivity that you want from the list.

Show Properties Of

Select an option to display its associated fields in the Properties box, where you can then define its conditions.

Selected Forms

Displays fields in the Properties box for the form that you select by choosing the Forms button. These can be custom forms or an application form such as a Microsoft Schedule+ Meeting Request form.

Forms

Opens the Select Forms dialog box where you can select a form with fields that you want to display in the Properties box.

Document

Displays fields in the Properties box that correspond to summary information properties in documents and other files. For example, to view these properties in Microsoft Word 7.0, choose Properties from the File menu. The application in which a file was created must support OLE 2.0 for its fields to be displayed in the Properties box.

Folder Name

Displays fields in the Properties box for the custom forms that are associated with the currently open folder.

Properties

Displays fields for the option selected under Show Properties Of.

You can use the scroll bar to view any additional field names. To find items that match the value that you specify for one or more fields, select the corresponding check box and then enter the value for the field in the box to the right.


Select Forms Dialog Box

Adds one or more forms to the Selected Forms list. The fields in the forms that you add to the Selected Forms list will appear under Properties in the Advanced dialog box. You can then enter values in these fields to specify conditions to search for items, define rules, or create a filter.

Forms Location

Select the forms library from the drop-down list that contains the forms for which you want to specify conditions. The drop-down list may contain one or more of the following: folder forms (forms that are associated with the currently open folder), personal forms, application forms, and organization forms libraries. The forms that are available in the selected forms library are displayed in the list box below. Select the form that you want to add to the Selected Forms list.

Show Categories

Displays the forms grouped by category in the list box.

You can display forms that are grouped by category by clicking the plus sign (+) next to the category name.

Add

Adds the form selected in the list box to the Selected Forms list.

Remove

Removes the selected form from the Selected Forms list.

Selected Forms

Displays the forms that you have added.

Description

Describes the purpose of the selected form and displays the form number, version number, and contact name.


Find Command (Tools Menu in Address Book)

  See Also

Opens the Find dialog box, where you can specify conditions to search for a user name, distribution list, or public folder name in the selected address list.

The dialog box that is displayed, and the conditions that you specify for your search will vary depending upon the address list that you have selected.

You can also perform this action by clicking the Find button.

  Find button


See Also

Finding Names or Other Information in the Address Book

Getting Information About a User


Check Names Command (Tools Menu)

  See Also

Verifies recipient names before you send a message.

The Microsoft Exchange Client checks each name against the address lists in your Address Book. If there are multiple matches for the same name or a matching name is not found, the Check Names dialog box is displayed, where you can select the correct name or create a new address.

If you do not choose this command before sending a message, the client checks the names automatically as part of the sending process.

If you type part of a name in an address box and then choose Check Names, the full name automatically replaces the partial name if there is only one match for the string.

Check Names Dialog Box Options

Would You Like To

Choose to create a new address or select a name from the Change To list.

Create A New Address For "name"?

Opens the New Entry dialog box, where you can create a new address if it does not exist in the Address Book.

Change To

Displays the Address Book entries that match the name that you have typed. If there are no matching names, "No Suggestions" appears in the list. You can select the correct name in the list, or if it is not displayed, choose Show More Names.

Properties

Displays information about the selected name. This button is unavailable if "No Suggestions" appears in the list.

Show More Names

Displays the Address Book, where you can select the correct name.


See Also

Addressing a Message

Checking Names Before Sending a Message

Getting Information About a User


Remote Mail Command (Tools Menu)

  See Also

Displays the Remote Mail window, where you can establish a dial-up connection, view your mail headers, and download and send mail. This command is available only if your profile contains one or more information services that provide remote capabilities or if you are working offline.

If your profile contains more than one information service that provides remote capabilities, you must also select the information service that you want from the Remote Mail menu. The Remote Mail window is then displayed, and is configured to connect to the selected information service.

If Microsoft Exchange Server is the only information service in your profile with remote capabilities, this command will be unavailable unless the Microsoft Exchange Client is configured to work offline and use Remote Mail. If you want the option to work offline when starting the client, choose Services from the Tools menu, select Microsoft Exchange Server, and then choose Properties. On the General tab, select Choose The Connection Type When Starting.

The next time you start the client, you will be prompted to choose whether you want to connect to the server or to work offline.

Using Remote Mail allows you to select only those items that you want to download. This can save connection time and costs if you do not want to transfer all of the items from your server Inbox.

If you want to work offline with public folders that are listed in your Favorites folder, you can make the folders available offline and synchronize them to keep them up-to-date with the server folders. To access public folders that are not available offline or to use Microsoft Schedule+, you must establish a continuous dial-up connection.


See Also

Overview of Working Offline and Remotely with the Microsoft Exchange Client

Retrieving and Sending Mail Using Remote Mail

Specifying Dial-Up Connection Options


Customize Toolbar Command (Tools Menu)

  See Also

Opens the Customize Toolbar dialog box, where you can add, remove, and rearrange buttons on the toolbars. This command is available in the Viewer, the Find window, the New Message, New Post, Read Message, and Read Post forms.

Each of these toolbars contains a set of default buttons. You can remove buttons for commands that you rarely use, add other buttons for commands that you frequently use, and specify the order in which the buttons appear on the toolbar.

To restore the default toolbar button settings, choose Reset in the Customize Toolbar dialog box.

Customize Toolbar Dialog Box Options

Available Buttons

Displays the buttons that you can add to the toolbar in the active window. Buttons that are already on the toolbar are not included in this list.

Add

Moves the selected button in the Available Buttons list to the Toolbar Buttons list and adds the button to the toolbar. The added button appears above the currently selected button in the Toolbar Buttons list and to the left of the corresponding button on the toolbar.

Remove

Moves the selected button in the Toolbar Buttons list to the Available Buttons list and removes the button from the toolbar.

Toolbar Buttons

Displays the buttons from top to bottom in the order in which they appear from left to right on the toolbar in the active window.

Reset

Restores the default button settings on the toolbar in the active window.

Move Up

Moves the selected button up one space in the Toolbar Buttons list and to the left one space on the toolbar.

Move Down

Moves the selected button down one space in the Toolbar Buttons list and to the right one space on the toolbar.


See Also

Adding or Removing a Toolbar Button

Displaying a Toolbar

Moving a Toolbar Button

Restoring a Toolbar to Its Original Settings

Toolbar Index


Services Command (Tools Menu)

  See Also

Opens the Services dialog box, where you can add, remove, copy, and configure the information services in the active profile. For example, you can:

Add a new set of personal folders.

Select a different personal address book file to use.

Copy an information service to another profile, retaining all of its configuration settings.

Change your default Microsoft Exchange Client startup configuration to work offline and use Remote Mail instead of connecting to your Microsoft Exchange Server computer via your local area network.

For more information about the options available in the Services dialog box, see the Services Tab topic.


See Also

Adding an Information Service

Copying an Information Service

Creating a Personal Folder File

Installing an Information Service

Removing or Deleting an Information Service


Add Service To Profile Dialog Box

Displays the information services that are available to add to the active profile.  If the service that you want to add is not listed, you can install a new information service on your computer by choosing Have Disk.

Available Information Services

Select the information service that you want to add to the active profile, remove from your computer, or get more information about. You can select only one service at a time. For example, to create another set of personal folders, select Personal Folders, and then choose OK.

Have Disk

Opens the Install Other Information Service dialog box, where you can specify the location of an information service that you want to install on your computer. When you choose OK, other dialog boxes may be displayed prompting you to specify options for the selected service.

Remove

Removes the selected information service from your computer.

About

Displays details about the selected information service, such as the program files it uses, and its manufacturer, creation date, and size.


Install Other Information Service Dialog Box

Specifies the location of the information service that you want to install on your computer.

Insert The Information Service Disk In The Specified Drive

Type the drive and directory where the information service that you want to install is located.

Browse

Opens the Install Information Service dialog box, where you can select the drive and directory containing the information service that you want to install.


Install Information Service Dialog Box

Specifies the drive and directory containing the information service that you want to install on your computer.

Directories

Displays the current directory and any subdirectories.  Double-click the directories and subdirectories to move through the list to select the directory that you want.

Drives

Displays the available drives. Select the drive that you want.

Network

Opens the Connect Network Drive dialog box, where you can select a network file server to connect to. For more information, choose the Help button in the dialog box.


Use Personal Address Book Dialog Box

Specifies options to create a new personal address book (PAB) file or to select an existing one. Each PAB in your profile must have a corresponding file name.

File Name

Displays the default file extension (*.pab). The list box displays all files with this extension in the current directory.

To create a new PAB file, type a file name with the extension .pab. The file name can contain up to eight characters, plus the three-letter extension.

To select an existing PAB file, select the file name that you want from the list.

List Files Of Type

Displays the available file format (PAB files).

Directories

Displays the current directory and any subdirectories. Double-click the directories and subdirectories to move through the list to select the directory that you want.

Drives

Displays the available drives. Select the drive that you want.

Network

Opens the Connect Network Drive dialog box, where you can select a network file server to connect to. For more information, choose the Help button in the dialog box.


Copy Information Service Dialog Box

Copies the selected information service to a different profile.

Copy To Profile

Displays the other profiles that are set up on your computer. Select the profile to which you want to copy the information service. When you copy an information service, your copy retains all of its configuration settings.


Create/Open Personal Folders File Dialog Box

Specifies options to create a new personal folder file or to select an existing one. Each personal folder file in your profile must have a corresponding file name.

File Name

Displays the default file extension (*.pst). The list box displays all files with this extension in the current directory.

To create a new personal folder file, type a file name with the extension .pst. The file name can contain up to eight characters, plus the three-letter extension.

To select an existing personal folder file, select the file name that you want from the list.

List Files Of Type

Displays the available file format (PST files).

Directories

Displays the current directory and any subdirectories. Double-click the directories and subdirectories to move through the list and select the directory that you want.

Drives

Displays the available drives. Select the drive that you want.

Network

Opens the Connect Network Drive dialog box, where you can select a network file server to connect to. For more information, choose the Help button in the dialog box.


Create Microsoft Personal Folders Dialog Box

Specifies options to create a new personal folder file.

File

Displays the path and file name of the new personal folder file.

Name

Type a display name for the new personal folder. This name will appear next to the new folder in the Viewer. The default name is "Personal Folders."

Encryption Setting

A personal folder file can be opened and read as a text file in other applications, even if it is password-protected. However, you can choose to secure the file by encrypting the information so that it will be unreadable in any other application.

Select one of the following options to encrypt the information in your file. Note that this option cannot be changed after the personal folder file is created.

No Encryption

Does not encrypt your file. The file can be opened and read in any application that reads text files.

Compressible Encryption

Encrypts your file in a compressible format, which means that in addition to having the file encrypted, you can also compress the file so that it uses less space on your hard drive.

Best Encryption

Encrypts your file in an uncompressible format. This option offers the greatest degree of protection. However, you cannot compress the file if it gets too large.

Password

Password-protecting your personal folder file is optional and provides added security. You will be prompted for the password when you start the Microsoft Exchange Client or connect to the personal folder file, unless you save the password in the password list.

Password

Type a password for the personal folder file.

Verify Password

Type the password again to verify it.

Save This Password In Your Password List

Stores your password in your password list so that you will not be prompted for the password each time you connect to this personal folder file. A password will only be required if you log on with a different name, or if another user attempts to connect to your personal folder file.


General Tab (Personal Folders)

Displays and modifies settings for the selected set of personal folders.

Name

Displays the name of the set of personal folders as it is displayed in the Viewer. By default, this name is "Personal Folders." You can type a new name in the box.

Path

Displays the path and file name of the corresponding personal folder file.

Encryption

Displays the encryption option selected when you created the personal folder file.

Change Password

Opens the Change Password dialog box, where you can change the password for the personal folder file.

Compact Now

Reduces the size of the personal folder file by compressing it.

Comment

Displays any comments about the personal folder file. You can type a new comment or modify existing comments. This field may be used to type a description of the personal folder's contents.


Change Password Dialog Box

Specifies a new password for the selected personal folder file.

Old Password

Type your current password.

New Password

Type a new password.

Verify Password

Type the new password again to verify it.

Save This Password In Your Password List

Stores your password in your password list so that you will not be prompted for the password each time you connect to this personal folder file. A password will only be required if you log on with a different name or if another user attempts to connect to your personal folder file.


Options Command (Tools Menu)

  See Also

Opens the Options dialog box, where you can set options in the Microsoft Exchange Client. For example, you can set options to:

Turn the ToolTips on or off for toolbar buttons .

Change the default font for message text.

Check the spelling of all of your messages before sending them.

Send messages with advanced security.

Use a default address list.

Depending upon which window is active, the Options dialog box will display one or more of the following tabs. If the Microsoft Exchange Client has been customized, you may see additional tabs in this dialog box. For more information about the options available in a particular tab, choose a tab name below, or choose the Help button in the tab.

Important  If you are composing a message and set an option using the Tools menu, the option will not be applied to the active message; it will be applied to all future messages.

General

Sets general options for working in the Microsoft Exchange Client, such as turning ToolTips on or off or emptying your deleted items folder upon exiting.

Read

Sets options for reviewing messages and formatting replies and forwards.

Send

Sets options for formatting and sending new messages.

Colors

Sets options for displaying colors in the Viewer and in messages that you receive.

Spelling

Sets options for using the spelling checker.

Services

Sets options for the active profile.

Delivery

Sets options for delivering your incoming and outgoing mail.

Addressing

Sets options for using the Address Book.

Exchange Server

Sets options specific to Microsoft Exchange Server, such as granting delegate access to another user and specifying a limit on the amount of space that forms can use on your hard drive.

Security

Sets options for sending messages with advanced security.


See Also

Changing the Default Text Format for New Messages

Setting Default Address Lists

Setting Mail Delivery Options

Setting Mail Notification Options

Setting Options for Moving or Deleting Mail

Setting Options for Replying To or Forwarding Mail

Setting Up Advanced Security


General Tab

Specifies general options for working in the Microsoft Exchange Client.

When New Mail Arrives

Select one or more of the following new mail notification options.

Play A Sound

Plays a sound when you receive new mail. You can choose a sound by running the Sound Control Panel applet. For more information, consult your system documentation.

Briefly Change The Pointer

Changes your pointer to an envelope when you receive new mail.

Display A Notification Message

Displays a pop-up message if you receive new mail while using another application. In the pop-up message, you can switch to the Microsoft Exchange Client by choosing Yes, or you can choose No to continue in your current application.

Deleting Items

Select either or both of the following options to delete items.

Warn Before Permanently Deleting Items

Displays an alert in which you can confirm or cancel the permanent deletion of an item, folder, or address list entry. A permanent deletion occurs when you delete an item or folder from your Deleted Items folder, or when you delete an item in a public folder.

Empty The Deleted Items Folder Upon Exiting

Permanently deletes the contents of your Deleted Items folder each time you exit the Microsoft Exchange Client.

When Starting Microsoft Exchange

Select one of the following options to log on to the Microsoft Exchange Client.

Prompt For A Profile To Be Used

Displays the Choose Profile dialog box, in which you can select the profile that you want to use when you start the Microsoft Exchange Client. Select this option if you use different profiles when working in the client.

Always Use This Profile: Profile Name

Automatically logs on with the selected profile when you start the Microsoft Exchange Client. If you have additional profiles, you can select a different profile from the list.

Show ToolTips

Displays a ToolTip when you place your mouse pointer over a toolbar button.

When Selecting, Automatically Select Entire Word

Selects the entire word when part of the word is selected or highlighted.


Read Tab

Specifies options to review messages and format replies and forwards.

After Moving Or Deleting An Open Item

Select the action that you want to have occur after you move or delete an open item.

Open The Item Above It

Opens the previous item in the folder contents list.

Open The Item Below It

Opens the next item in the folder contents list.

Return To Microsoft Exchange

Returns to the contents list folder.

When Replying To Or Forwarding An Item

Select the options that you want for replying to and forwarding items.

Include The Original Text When Replying

Includes the text of the original message below the text of your reply.

Indent The Original Text When Replying

Indents the text of the original message below the text of your reply.

Close The Original Item

Closes the original message when you reply to or forward an item.

Use This Font For The Reply Text: Font

Choose the Font button to set the default font that you want to use for text that you type for replies and forwards.


Send Tab

Specifies options to send and format mail. The options that you set in this tab will be the defaults for all of your outgoing mail. To change the options for an individual item, choose Properties from the File menu.

Use This Font: Font

Choose the Font button to set the default font that you want to use for text that you type in new messages.

Request That A Receipt Be Sent Back When

Select either or both of the following options for delivering return receipts.

The Item Has Been Read

Notifies you when a message that you sent has been opened by its recipient.

The Item Has Been Delivered

Notifies you when a message that you sent has been delivered to its recipient.

Set Sensitivity

Select the default sensitivity that you want to assign to all of your outgoing mail. The sensitivity level that you assign will appear in the Sensitivity column of the header in the recipient's inbox, provided the column is displayed.

Normal

Leaves blank the Sensitivity column of the item header and sends messages with no sensitivity.

Personal

Displays Personal in the Sensitivity column. Typically, a personal message contains non-business related information.

Private

Displays Private in the Sensitivity column. A private message prohibits any recipient from modifying your original message when it is replied to or forwarded.

Confidential

Displays Confidential in the Sensitivity column. A confidential message should be treated according to policies on confidentiality of your organization.

Set Importance

Select the default importance that you want to assign to all of your outgoing mail. Depending upon the importance that you assign, an icon may appear in the Importance column of the header in the recipient's Inbox, provided that the column is displayed.

High

Displays an exclamation point (!).

Normal

Displays no icon.

Low

Displays a down arrow.

Depending upon how your mail server is set up, messages marked with high importance may be delivered faster than those marked with normal or low importance.

Save A Copy Of The Item In The Sent Items Folder

Saves a copy of every item that you send in the Sent Items folder.


Spelling Tab

Specifies options to use the spelling checker.

General Options

Select either or both of the following options to check spelling.

Always Suggest Replacements For Misspelled Words

Displays a list of proposed suggestions whenever a word that is not in the dictionary is found.

Always Check Spelling Before Sending

Automatically checks spelling when you choose the Send command.

When Checking, Always Ignore

When checking the spelling of a message, select to skip one or more of the following word categories.

Words In UPPERCASE

Skips all words that contain uppercase letters.

Words With Numbers

Skips all words that contain numbers.

The Original Text In A Reply Or Forward

Skips the original message text when you reply to or forward a message; only the subject and text that you type are checked for spelling.


Services Tab

Specifies options for the active profile.

The Following Information Services Are Set Up In This Profile

Displays the information services that are set up in the active profile. To add, remove, copy, or configure an information service, select its name in the list.

Add

Opens the Add Service To Profile dialog box, where you can select an information service to add to the active profile.

Remove

Removes the selected information service from the active profile.

Properties

Opens a dialog box where you can edit the properties of the selected information service. The dialog box varies according to the information service that you select.

Copy

Opens the Copy Information Service dialog box, where you can select a profile to which you can copy the selected information service.

About

Opens the About Information Service dialog box, where you can view details about the selected information service.


Delivery Tab

Specifies where your incoming mail is delivered and the order in which your outgoing mail is processed.

Deliver New Mail To The Following Location

Displays the location where your incoming mail is delivered. To change the delivery location for your mail, select a different location from the list.

By default, you receive mail in your server-based mailbox, named Mailbox - Your Name. To have your mail delivered to the Inbox in a personal folder file, select the personal folder from the displayed list. You may also have other information services from which to choose.

Recipient Addresses Are Processed By These Information Services In The Following Order

Displays the information services in your profile that transport mail and the order in which these services process the mail that you send.

This option is necessary only if you have more than one information service that supports the same address type. For example, you might have Microsoft Exchange Server and then Internet Mail, in that order. Any message that you send to an Internet recipient will be processed and sent via Microsoft Exchange Server since this service also supports Internet addresses. If instead you want all messages addressed to Internet recipients to be processed by the Internet Mail service, move this service to the top of the list.

Up/Down

Moves the selected information service up or down one space.


Addressing Tab

Specifies options for using the Address Book.

Show This Address List First

Displays the address lists in the active profile. Select the address list that you want to use as the default. The default address list is displayed when you first open the Address Book.

Your address lists may include a global address list, a personal address book, and others.

Keep Personal Addresses In

Displays the address lists in the active profile to which you can add new entries. Select the address list that you want as the default when you add new names.

When Sending Mail, Check Names Using These Address Lists In The Following Order

When you send a message, or choose the Check Names button or command, all recipient names are checked against your address lists to ensure that they have a valid mailing address. To resolve names, the Microsoft Exchange Client searches your address lists in the order in which they appear in this list. Using the following options, you can determine which address lists are searched and the order in which they are searched.

Up/Down

Moves the selected address list up or down one space.


Add Address List Dialog Box

Displays the address lists that you can choose to search when verifying recipient names.

Address Lists

Displays the address lists in the active profile. Select the address that you want to add to the search list in the Addressing tab.

Add

Adds the selected address list to the search list in the Addressing tab.

Properties

Displays details about the selected address list.


Exchange Server Tab

Specifies options specific to the Microsoft Exchange Server.

Give Send On Behalf Of Permission To

Displays the user names that have permission to send mail on your behalf. The options in this box are not available if you are working offline.

Add

Displays the Add Users dialog box, where you can select names to add to the list.

Remove

Removes the selected names from the list.

Properties

Displays details about the selected name.

Temporary Storage For Forms

When you use a custom form, a copy of it is saved on your hard disk, allowing quick access in subsequent Microsoft Exchange Client sessions. If you frequently use different forms, it is a good idea to specify a limit. When the limit is reached, the oldest form is automatically removed from your hard disk.

Maximum Space On Hard Disk: Value Kilobytes

Specify the maximum amount of space, in kilobytes, that forms can use on your hard disk. The default is 1024 kilobytes, or 1 megabyte.

Manage Forms

Displays the Forms Manager dialog box, where you can modify and update any forms library in which you have permissions.

Password

Displays the Change Windows NT Password dialog box, where you can change the password that you use to log on.


Change Windows NT Password Dialog Box

Changes your Windows NT password.

Username

Enter the name that you use to log on to your network.

Domain

Enter the name of your network domain.

Old Password

Type your current password.

New Password

Type a new password.

Confirm New Password

Type the new password again to confirm it.


Add Users Dialog Box

Adds user, distribution list, and public folder names from one or more address lists.

Show Names From The

Select the address list that contains the names that you want.

Type Name Or Select From List

Type a name or select one from the list. As you type the letters of the name, the address list scrolls to match the letters that you type.

Add

Adds the selected names to the Add Users box.

Add Users

Displays the names that you have added.

Properties

Displays details about the selected name.

Find

Opens the Find dialog box, where you can specify advanced conditions to search for names. When the search is complete, all matching names are displayed in the search results list.

The search options vary according to the selected address list.


Address Book Dialog Box

Selects user, distribution list, and public folder names from one or more address lists and adds them to the To line of the New Message form.

Show Names From The

Select the address list that contains the names that you want.

Type Name Or Select From List

Type a name or select one from the list. As you type the letters of the name, the address list scrolls to match the letters that you type.

New

Opens the New Entry dialog box, where you can create a new entry for your personal address book or for the active message.

Properties

Displays details about the selected name.

Find

Opens the Find dialog box, where you can specify advanced conditions to search for names. When the search is complete, all matching names are displayed in the search results list.

The search options vary according to the selected address list.


Security Tab (Options Command)

  MS Exchange Server Feature

Specifies default options to send messages with advanced security. To change an option for an individual message, choose Properties from the File menu and then select the Security tab.

Options

Select either or both of the following default security options to apply to all messages that you send.

Encrypt Message Contents And Attachments

Seals the contents of your messages and attachments so that they can be read only by you and the recipients.

Add Digital Signature To Message

Signs all of your messages so that recipients can be assured that the message is from you.

Security File

Displays the name and location of the file containing your advanced security information. Specify this name and location when you set up advanced security. This information is stored in your profile.

Browse

Opens the Locate Security Profile dialog box, where you can select the file containing your advanced security information. If you have already set up advanced security, you only need to choose this option when you log on to the Microsoft Exchange Client with a different profile.

Change Password

Opens the Change Security Password dialog box, where you can change your advanced security password.

This button is not available if you have not set up advanced security.

Logoff Security

Turns off the Don't Prompt For Password Again Until Next Exchange Logon option. When you sign or seal your first message after logging on to the Microsoft Exchange Client, you must specify your advanced security password. You can select the Don't Prompt For Password Again Until Next Exchange Logon option to remember this password for the remainder of your Microsoft Exchange Client session so that you do not have to specify the password each time you sign or seal a message. However, if you leave your office, it is a good idea to choose Logoff Security so that no one else can send a signed or sealed message from your mailbox in your absence. When you return, you will be prompted to specify your advanced security password the next time you sign or seal a message.

This button is not available if the Don't Prompt For Password Again Until Next Exchange Logon option is not checked or if you have not set up advanced security.

Setup Advanced Security

Opens the Setup Advanced Security dialog box, where you can set up advanced security so that you can sign and seal messages, and open sealed messages. If you have already set up advanced security, choosing this button will require you to get a new advanced security token from your administrator in order to create a new advanced security profile.

If you want to set up advanced security when working offline, download the Address Book with details information. You specify this in the dialog box when you choose the Download Address Book command from the Synchronize menu.


Change Security Password Dialog Box

  MS Exchange Server Feature

Changes your advanced security password.

Old Password

Type your existing advanced security password.

New Password

Type your new advanced security password. You must type a minimum of six characters.

Confirm Password

Type your new advanced security password again to confirm it.


Setup Advanced Security Dialog Box

  MS Exchange Server Feature

Configures advanced security so that you can sign and seal messages, and open sealed messages. To set up advanced security, you will need a token that is provided by your administrator.

Token

Type the advanced security token keyword that your administrator gave to you.

Security File

Type the location of your advanced security profile. Your advanced security profile is a file containing configuration information that enables you to sign and seal messages. This file may be stored on a floppy disk or on your personal computer.

Password

Type the advanced security password that you want to use. You must type a minimum of six characters. To ensure your privacy and security, this password should be different from the password that you use to log on to your operating system. It should be known only to you.

Confirm Password

Type your advanced security password again to confirm it.


Microsoft Exchange Dialog Box

Type your advanced security password.


Forms Manager Dialog Box

  See Also

Modifies and updates any forms library in which you have owner permissions.

These options are not usually necessary if you only use forms; they are intended for forms designers, public folder designers, and administrators.

Forms Library Name

Select the form in the list that you want to copy, update, delete, view the properties of, install, or save as a file. To select a form from a different forms library, choose Set.

If the forms are shown in categories, you can display the forms in a category by clicking the plus sign (+) next to the category name.

Set

Opens the Set Library To dialog box, where you can select a different forms library. For example, you can display the list of forms in a folder forms library or other forms library in your organization.

Show Categories

Displays the forms organized by category. Clear the checkbox to see the forms in alphabetic order.

Copy

Copies the selected forms from the forms library on the left to the forms library on the right.

You must have owner permissions in the destination forms library to complete this action. All the properties of a form are copied, including those that are required to display and use the forms on different operating systems.

Update

Updates the selected forms to reflect changes in the originals. You must have owner permissions in the selected forms library in order to update a form.

Delete

Removes the selected forms. You must have owner permissions in the selected forms library in order to remove a form.

Properties

Opens the Form Properties dialog box, where you can view and edit the properties for the form, including its display name, category, and contact.

Install

Installs a new or modified form in the selected forms library. To install a form, you must provide the file name for either a Form Setup file (files with extension *.cfg) or a Form Message file (files with extension *.fdm).

Save As

Saves the selected form as a separate file in the file system. The form is saved as a Form Message file (*.fdm). You can then send this file to other users or install it in a different forms library.

Description

Describes the purpose of the selected form and displays the form number, version, and contact name.


See Also

Copying a Form

Deleting a Form

Installing an Existing Form

Updating a Form


Set Library To Dialog Box

Selects the forms library that contains the list of forms that you want to access in the Forms Manager dialog box.

Forms Library

Select the forms library that you want from the list.

This list contains the forms libraries that are provided by the information services in your active profile.

Folder Forms Library

Select the folder that contains the forms that you want.

Each folder has a folder forms library to which forms can be added for use in the folder. This feature is most commonly used in public folders.


Form Properties Dialog Box

Displays or modifies the properties for a form. Certain properties that are specified  when you create the form cannot be modified.

These options are not usually necessary if you only use forms; they are intended for forms designers, public folder designers, and administrators.

Display Name

Type the name of your form as you want it to appear at the top of the form and in forms-related dialog boxes.

Category

Type a new category (optional) with which to display the form name in forms-related dialog boxes, or select an existing category from the list.

Subcategory

Type a new subcategory (optional) with which to display the form name in forms-related dialog boxes, or choose an existing subcategory from the list.

Contact

Type the name of the contact for the form.

Version

Displays the form's version number. This number is specified when the form is created or modified.

Form Number

Displays the form's identification number. This number is specified when the form is created or modified.

Platforms

Displays the operating systems with which the form is compatible. These are specified when the form is created or modified.

Design Tool

Displays the tool or application that was used to create the form.

Message Class

Displays the form's message class. This is specified by the form designer when the form is created or modified.

Comment

Type a description of the form and its purpose.

Hidden

Hides the form name in all forms-related dialog boxes except the Forms Manager dialog box.


Inbox Assistant Command (Tools Menu)

  See Also    [image]  MS Exchange Server Feature

Displays, creates, and modifies rules for processing your incoming mail as you receive it. Each rule consists of a condition that identifies to which items the rule applies, and an action that specifies what to do with the qualifying item. For example, you can define a rule that instructs the Microsoft Exchange Client to play a sound when you receive high importance messages, or to move messages that you receive from your manager into a specific folder.

Each rule can contain multiple conditions and actions. When an item meets all defined conditions, all defined actions are performed.

Inbox Assistant Dialog Box Options

These Rules Will Be Applied To Messages As They Arrive In Your Inbox

Displays a list of the rules that you have specified for incoming messages. The information in the list is displayed in columns.

Status Column

Displays the status of each rule. A check mark indicates that the rule is enabled, a blank indicates that the rule is disabled, and a red X indicates an error occurred when the rule was last processed.

An error occurs when an action cannot be performed. For example, if a rule attempts to copy messages to a folder that has been permanently deleted, an error occurs. Rules that result in an error are not applied to new items until the problem is resolved.

Conditions Column

Lists the conditions that identify the items on which you want an action to be performed. For each rule, you can have multiple conditions. Each condition is separated by a semicolon (;).

Actions Column

Lists the actions to be taken when an item meets the conditions listed in the Conditions column. For each rule, you can have multiple actions. Each action is separated by a semicolon (;).

Move Up

Moves the selected rule up one space in the list.

Move Down

Moves the selected rule down one space in the list.

Note  If you place a rule with a delete action at the beginning of the list, an item that meets the conditions of that rule is deleted and no other rules are processed for that item. If you want this item to be evaluated against other rules, you must place the rule containing the delete action at the end of the list. This is true only for delete rules. For example, if you have more than one rule that moves messages to specific folders, each of the move actions is applied. A copy of an item that meets the conditions of more than one move rule is placed in each of the respective destinations.

Add Rule

Opens the Edit Rule dialog box, where you define a new rule.

Edit Rule

Opens the Edit Rule dialog box with the selected rule displayed. You can then change the conditions or actions for the rule.

Delete Rule

Deletes the selected rule.

Show Rules For All Profiles

Displays the rules that you have defined in other profiles. In most cases, you will only need to have one profile.


See Also

Automatically Moving or Copying Incoming Mail

Changing a Rule

Creating or Deleting a Rule

Specifying the Order in Which Rules Are Performed

Turning a Rule On or Off


Out Of Office Assistant Command (Tools Menu)

  See Also     [image]  MS Exchange Server Feature

Specifies an out-of-office reply, and displays, creates, and modifies rules for processing your incoming mail while you are away from the office. Each rule consists of a condition that identifies to which items the rule applies, and an action that specifies what to do with the qualifying item. For example, you can define a rule that automatically forwards high-importance messages to a co-worker.

Your out-of-office reply notifies users who send you messages that you are away from the office and cannot reply immediately. It is useful to include information about when you plan to return and who to contact in the meantime. Your reply will only be sent once to a message sender, even if you receive multiple messages from that person.

Use the Out Of Office Assistant command to define rules that should only be applied when you are away from the office. Note that any rules that you have defined by using Inbox Assistant continue to be applied to incoming mail.

Out of Office Assistant Dialog Box Options

I Am Currently In The Office

Disables your out-of-office reply and the rules that you have specified.

I Am Currently Out Of The Office

Enables your out-of-office reply and the rules that you have specified.

AutoReply Only Once To Each Sender With The Following Text

Type or edit your reply. This message is sent to each person who sends you mail while you are away from the office.

Status Column

Displays the status of each rule. A check mark indicates the rule is enabled, a blank indicates the rule is disabled, and a red X indicates an error occurred when the rule was last processed.

An error occurs when an action cannot be performed. For example, if a rule attempts to copy messages to a folder that has been permanently deleted, an error occurs. Rules that result in an error are not applied to new items until the problem is resolved.

Conditions Column

Lists the conditions that identify the items on which you want an action to be performed. For each rule, you can have multiple conditions. Each condition is separated by a semicolon (;).

Actions Column

Lists the actions to be taken when an item meets the conditions listed in the Conditions column. For each rule, you can have multiple actions. Each action is separated by a semicolon (;).

Move Up

Moves the selected rule up one space in the list.

Move Down

Moves the selected rule down one space in the list.

Note  If you place a rule with a delete action at the beginning of the list, an item that meets the conditions of that rule is deleted and no other rules are processed for that item. If you want this item to be evaluated against other rules, you must place the rule containing the delete action at the end of the list. This is only true for delete rules. For example, if you have more than one rule that moves messages to specific folders, each of the move actions is applied. A copy of an item that meets the conditions of more than one move rule is placed in each of the respective destinations.

Add Rule

Opens the Edit Rule dialog box, where you define a new rule.

Edit Rule

Opens the Edit Rule dialog box with the selected rule displayed. You can then change the conditions or actions for the rule.

Delete Rule

Deletes the selected rule.

Show Rules For All Profiles

Displays the rules that you have defined in other profiles that are set up on your computer. In most cases, you will only need to have one profile.


See Also

Automatically Moving or Copying Incoming Mail

Changing a Rule

Creating or Deleting a Rule

Managing Incoming Mail While Out of the Office

Turning a Rule On or Off


Edit Rule Dialog Box

  MS Exchange Server Feature

Defines or modifies rules to process and organize your incoming mail. You can specify multiple conditions and multiple actions for a rule.

When A Message Arrives That Meets The Following Conditions

Specify one or more conditions to process messages. If you specify multiple conditions, messages must meet each condition for the corresponding action to occur.

You can specify more than one value within a condition by separating each value with a semicolon (;). This creates an "or" condition; each message must meet one of the conditions to be included in the search result. For example, you can search for messages from one person or another by separating the two names with a semicolon (;) in the From box.

From

Locates messages from a sender that you specify. Choose the From button to select the name from the Choose Sender dialog box, or type the name of the sender in the From box and then choose Check Names. To find messages from more than one sender, separate the names with a semicolon (;).

Sent To

Locates messages addressed to a recipient that you specify. Choose the Sent To button to select the name from the Choose Recipient dialog box, or type the name of the recipient in the Sent To box and then choose Check Names. To find messages addressed to more than one recipient, separate the names with a semicolon (;).

Sent Directly To Me

Locates messages with your name in the To box. Sent Directly To Me also locates messages when you add a distribution list in which you are included to the Sent To box.

Copied (Cc) To Me

Locates messages with your name in the Cc box.

Subject

Locates messages with the subject that you specify. Type the complete or partial text of the subject that you want to find. The text that you specify must match text in a message's subject line. To find messages containing more than one subject, separate the subjects with a semicolon (;).

Message Body

Locates messages with the message text that you specify. Type the phrase or text string that you want to find. For example, type budget to find all messages that contain the word budget. To find more than one phrase or text string, separate each phrase or text string with a semicolon (;).

Advanced

Displays the Advanced dialog box, where you can specify additional search conditions. For example, you can locate messages that have attachments, that are a particular size, or that do not meet the conditions that you specify.

Check Names

Verifies names in the From and Sent To boxes by checking them against the address lists in your Address Book. If a matching name is not found, or if there are multiple matches for the same name, the Check Names dialog box is displayed, where you can select the correct name.

Perform These Actions

Select one or more actions that you want the rule to carry out when an incoming message meets the conditions that you have specified.

Alert With/Action

Notifies you when you receive the message. Choose the Action button to display the Alert Actions dialog box, where you can choose a notification message, a sound, or both.

Delete

Moves the message to the Deleted Items folder in your mailbox on the Microsoft Exchange Server computer.

Move To/Folder

Moves the message to the specified folder. Choose the Folder button to display the Move Message To... dialog box, where you can select a different folder.

Copy To/Folder

Copies the message to the specified folder. Choose the Folder button to display the Copy Message To... dialog box, where you can select a different folder.

Forward/To

Forwards the non-private message to the recipient that you specify. Choose the To button to select the name from the Choose Recipient dialog box. The box displays the recipients to whom the message will be forwarded. Multiple names are separated by a semicolon (;).

Reply With/Template

Sends an automatic reply to the sender. Choose the Template button to open a new message form. After you type your reply, add any additional recipients, and insert attachments that you want to include, choose Save & Close from the File menu, or click the Save & Close button.

 Save & Close button

Custom

Performs a custom action. Select the action that you want from the list. Custom actions are additional features that are not provided by the Microsoft Exchange Client.


New Items of Interest Dialog Box

  MS Exchange Server Feature

Displays a list of the items you have received that meet the conditions that you have specified for a rule. When you defined the rule, the text that you typed in the Alert Actions dialog box is displayed at the top of the dialog box. Information is displayed for each new item that meets conditions that you specified for a rule.

Read

Opens the selected item.

Close

Closes the dialog box.


Alert Actions Dialog Box

  MS Exchange Server Feature

Specifies the alert actions to carry out when you receive items that meet the conditions that you have specified for the current rule. You can choose if you want to display a message notification, play a sound, or both.

Notify With The Text

Displays the New Items of Interest dialog box, which lists the items that you have received which meet the conditions that you have specified for the current rule.

You can type any additional message in the text box that you want to display when you are notified of new items. For example, you can type a reminder of what to do with the items.

Play/Sound

Plays the specified sound when you receive items that meet the conditions that you have specified for the current rule.

Choose the Sound button to display the Open dialog box, where you can select the sound file that you want to play. Sound files typically have a .wav extension.

Test

Plays the selected sound.


Rules In Error Dialog Box

  MS Exchange Server Feature

Deletes or edits a rule that causes an error.

Rule

Displays the rule that resulted in an error.

Error

Describes why the error occurred.

Edit Rule

Edits the selected rule.

Delete Rule

Deletes the selected rule.


Move Message To Dialog Box

  MS Exchange Server Feature

Select the folder to which you want to move messages that meet the conditions you have specified for the current rule.

Folders

Select the folder to which you want messages to be moved.

New Folder

Opens the New Folder dialog box, where you can create a new folder to which you can move messages.


Copy Message To Dialog Box

  MS Exchange Server Feature

Select the folder to which you want to copy messages that meet the conditions you have specified for the current rule.

Folders

Select the folder to which you want messages to be copied.

New Folder

Opens the New Folder dialog box, where you can create a new folder to which you can copy messages.


Folder Designer Command (Application Design Menu)

  See Also

Designs and modifies a folder.

To design a folder, set its properties. This command is most commonly used to design a public folder, although you can also use it to design a mailbox or personal folder. You must have permission from your administrator to create a public folder. To modify a public folder, you must be an owner of that folder.

When designing a public folder, you can add custom forms to post information, define views to organize and find information, create rules to process new information, and assign individual access permissions.

When designing a private folder, you can set only those properties supported by the set of folders in which the folder is located. For example, when designing a folder in a set of personal folders, you can set all properties except rules and permissions.

Use the options on the following tabs to set your folder design properties. For more information, choose a tab name.

General Tab

Specifies a new name or a description for the folder, and displays its location.

Views Tab

Defines views for the folder. For example, you can set column and sort order, group items by a particular field, and apply a filter.

Administration Tab

Specifies the initial view for the folder, adds the folder address to your personal address book, opens the Folder Assistant dialog box, and sets other options.

Forms Tab

Specifies the forms that you want to use for posting information in the folder.

Permissions Tab

Defines the default permission for users of the folder, and sets access permissions for specific users.


See Also

Adding or Modifying a Public Folder View

Copying the Design of Another Folder

Granting or Changing Public Folder Access Permissions

Overview of Creating and Maintaining Public Folders

Specifying Forms for a Folder


Folder Assistant Dialog Box

  MS Exchange Server Feature

Creates, modifies, or changes the order of rules for processing items as they are posted in the selected folder.

These Rules Will Be Applied To Messages As They Arrive In The Folder

Displays a list of the rules that you have specified for incoming messages. The information in the list is displayed in columns.

Status Column

Displays the status of each rule. A check mark indicates that the rule is enabled, blank indicates the rule is disabled, and a red X indicates that an error occurred when the rule was last processed.

An error occurs when an action cannot be performed. For example, if a rule attempts to copy messages to a folder that has been permanently deleted, an error occurs. Rules that result in an error are not applied to new items until the problem is resolved.

Conditions Column

Lists the conditions that identify the items on which you want an action to be performed. For each rule, you can have multiple conditions. Each condition is separated by a semicolon (;).

Actions Column

Lists the actions to be taken when an item meets the conditions listed in the Conditions column. For each rule, you can have multiple actions. Each action is separated by a semicolon (;).

Move Up

Moves the selected rule up one space in the list.

Move Down

Moves the selected rule down one space in the list.

Note  If you place a rule with a delete action at the beginning of the list, an item meeting the conditions of that rule is deleted and no other rules are processed for that item. If you want this item to be evaluated against other rules, you must place the rule containing the delete action at the end of the list. This is only true for delete rules. For example, if you have more than one rule that moves messages to specific folders, each of the move actions is applied. A copy of an item that meets the conditions of more than one move rule is placed in each of the respective destinations.

Add Rule

Opens the Edit Rule dialog box, where you define a new rule.

Edit Rule

Opens the Edit Rules dialog box with the selected rule displayed. You can then change the conditions or actions for the rule.

Delete Rule

Deletes the selected rule.

Show Rules For All Profiles

Displays the rules that you have defined in other profiles that are set up on your computer. In most cases, you will only need to have one profile.


Edit Rule Dialog Box (Public Folders)

  MS Exchange Server Feature

Creates or modifies a rule for processing items as they are posted in the selected public folder. To create or modify rules, you must have owner permissions in the folder.

When A Message Arrives That Meets The Following Conditions

Specify one or more conditions for processing items. If you specify multiple conditions, items must meet each condition for the corresponding action to occur.

You can specify more than one condition in any field by separating each condition with a semicolon (;). This creates an "or" condition; each item must meet one of the conditions in the field to be included in the search result. For example, you can search for items from one person or another by separating the two names with a semicolon (;) in the From box.

From

Locates items from a sender that you specify. Choose the From button to select the name from the Choose Sender dialog box, or type the name of the sender in the From box and then choose Check Names. To find items from more than one sender, separate the names with a semicolon (;).

Sent To

Locates items addressed to a recipient that you specify. Choose the Sent To button to select the name from the Choose Recipient dialog box, or type the name of the recipient in the Sent To box and then choose Check Names. To find items addressed to more than one recipient, separate the names with a semicolon (;).

Sent Directly To

Locates items in which the public folder name appears in the To box.

Copied (Cc) To

Locates items in which the public folder name appears in the Cc box.

Subject

Locates items with the subject that you specify. Type the complete or partial text of the subject that you want to find. The text that you specify must match text in an item's subject line. To find items containing more than one subject, separate the subjects with a semicolon (;).

Message Body

Locates items with the message text that you specify. Type the phrase or text string that you want to find. For example, type budget to find all items that contain the word budget. To find more than one phrase or text string, separate the strings with a semicolon (;).

Advanced

Displays the Advanced dialog box where you can specify additional search conditions. For example, you can locate items that have attachments, that are of a particular size, or that do not meet the conditions that you specify.

Check Names

Verifies names in the From and Sent To boxes by checking them against the address lists in your Address Book. If a matching name is not found, or if there are multiple matches for the same name, the Check Names dialog box is displayed, where you can select the correct name.

Perform These Actions

Select one or more actions that you want the rule to carry out when an item is delivered that meets the conditions you have specified.

Return To Sender

Returns the item to the sender.

Delete

Moves the item into the Deleted Items folder.

Reply With/Template

Sends an automatic reply to the sender. Choose the Template button to open a New Message form. After you type your reply, add any additional recipients, and insert attachments that you want to include. Choose Save & Close from the File menu, or click the Save & Close button.

 Save & Close button

Forward/To

Forwards the item (unless it is marked private) to the recipient that you specify. Choose the To button to select the name from the Choose Recipient dialog box. The box displays the recipients to whom the item will be forwarded. Multiple names are separated by a semicolon (;).


Forms Tab

Copies or installs a custom form into the selected folder, and selects the forms that will be allowed in the folder. This folder may be a public, mailbox, or personal folder. Forms that you have copied or installed in a folder are listed on the Compose menu when that folder is open.

To change any of these options in a public folder, you must have owner permissions in that folder.

Forms Associated With This Folder

Lists the forms that you have copied or installed into the folder. These forms are located in the folder forms library.

Manage

Opens the Forms Manager dialog box, where you can copy a form from a different forms library to the folder forms library, or install a new form in the folder forms library.

Description

Displays the description for the selected form. You cannot edit this description.

Allow These Forms In This Folder

Select the group of forms that you want to use in the folder. When a user posts information using a form that is not included in the option you select, the message is returned to the sender.

These options are unavailable for personal folders.

Only Forms Listed Above

Allows only those forms that are listed under Forms Associated With This Folder.

Forms Listed Above And The Standard Forms

Allows forms that are listed under Forms Associated With This Folder, New Message forms, New Post forms, and files such as documents and spreadsheets.

Any Form

Allows any form.

Apply

Applies the changes that you made without closing the dialog box.


Permissions Tab

  MS Exchange Server Feature

Defines and modifies the default permissions for all users of the selected folder, and specific access permissions for individuals. Access permissions define the extent to which the user can work with items in the folder. The folder may be a public folder or a mailbox folder.

To change the access permissions in a public folder, or to view the names of other folder users, you must have owner permissions in that folder.

Note  Options on the Permissions tab are not available for if you are working offline.

Name/Role

Displays user names and their respective permissions in the folder. The default permission is the permission granted to undefined users.

Folder users can view only their own access permissions. If you are associated as an individual user, your name is displayed; if you are associated as a member of a distribution list, the distribution list name is displayed; if you are associated as an undefined user, the default permission is displayed.

Add

Opens the Add Users dialog box, where you can select user, distribution list, or public folder names to add to the Name/Role list.

Remove

Removes the selected name from the Name/Role list.

Properties

Displays details about the selected name.

Permissions

Select a role or individual permissions for the selected name. When you select a role, the permissions associated with that role are selected. When you select individual permissions, the matching role name is displayed in the Roles box. If there is no matching role, Custom is displayed. You cannot select Custom; it is displayed automatically.

Roles

Select a role for the selected name in the Name/Role list.

Owner

Grants all permissions in the folder.

Publishing Editor

Grants permission to create items, read items, edit and delete any item, and create subfolders.

Editor

Grants permission to create items, read items, and edit and delete any item.

Publishing Author

Grants permission to create items, read items, edit and delete their own items, and create subfolders.

Author

Grants permission to create items, read items, and edit and delete their own items.

Reviewer

Grants permission to read items.

Contributor

Grants permission to create items.

None

Grants no permissions in the folder. Use this as the default permission when you want to limit the folder's audience to the users that you specifically add to the Name/Role list.

Create Items

Grants permission to post items in the folder.

Read Items

Grants permission to open any item in the folder.

Create Subfolder

Grants permission to create subfolders in the folder.

Folder Owner

Grants all permissions in the folder.

Folder Contact

Grants the user with Folder Contact status. Folder Contacts receive automated notifications from the folder such as replication conflict messages, and requests from users for additional permissions or other changes in the folder.

Edit Items

Select one of the following options.

None

Prevents the user from editing any item.

Own

Grants the user permission to edit one's own items.

All

Grants the user permission to edit any item.

Delete Items

Select one of the following options.

None

Prevents the user from deleting any item.

Own

Grants the user permission to delete one's own items.

All

Grants the user permission to delete any item.

Apply

Applies the changes that you have made without closing the dialog box.


Copy Folder Design Command (Application Design Menu)

  See Also

Copies another folder's design properties to the selected folder, which can be a public, mailbox, or personal folder.  The design properties you can copy include forms, views, rules, instructions, and permissions.

Use this command to quickly create a new folder with the design of an existing folder.

When you copy the design of a folder to another folder, all of the properties that you select are copied, even if one or more of those properties is not supported in the destination folder. For example, when you copy the design of a public folder to a personal folder, the permissions for the public folder are copied to the personal folder, even though you cannot access the Permissions tab in the personal folder. The permissions are also retained if you copy the design back to a public folder.

To copy a folder's access permissions or rules, you must have owner permissions in the source folder. All other design properties are copied if you have read access to the folder.

When you change the delivery location for your incoming mail, you can use the Copy Folder Design command to copy your personal forms and common views to the new mailbox.

Copy Design From Dialog Box Options

Copy Design From This Folder

Select the folder that contains the design that you want to copy to the selected folder.

If you are copying personal forms and common views to the new location where you receive and send mail, select your previous mailbox.

Copy Design Of

Select one or more of the following design properties to copy.

Permissions

Copies the access permissions. You must have owner permissions in the selected folder to copy its access permissions. This check box is cleared by default.

Rules

Copies the rules defined for processing new items posted to the folder. This check box is cleared by default.

Description

Copies the folder instructions to the folder. Selected by default.

Forms & Views

Copies forms in the folder forms library and folder views. Selected by default.

Description

Displays a description of the selected folder that cannot be modified.


See Also

Copying the Design of Another Folder

Overview of Creating and Maintaining Public Folders


Spelling Command (Tools Menu)

  See Also

Checks the spelling of a selected word or an entire message. If you are checking an entire message, the checking begins at the insertion point, runs to the end of the message, and returns to the beginning. Both the subject field and the message body are checked for spelling; attachments and objects are not.

To check for spelling in all messages that you send, select the Always Check Spelling Before Sending option in the Spelling tab, which is available when you choose Options in the Spelling dialog box.

The Spelling dialog box is displayed only if a misspelled word is found. You can change the spelling of the current occurrence of a word or all occurrences of a word; if the word is spelled correctly but not recognized by the dictionary, you can ignore the current occurrence of the word or all occurrences of the word.

The spelling check will also display repeated words and words that are spelled with incorrect capitalization.

Spelling Dialog Box Options

Not In Dictionary

Displays the word if it is not found in the dictionary. The word may be misspelled or it may be a term or acronym that was not found in the dictionary.

Change To

Displays the first suggestion from the Suggestions list, a previous correction to the same word, or, if no match is found, the misspelled word. You can edit the word in this box or select a word from the Suggestions list.

Suggestions

Displays up to six proposed words from the dictionary when you choose Suggest, or if the Always Suggest Replacements For Misspelled Words option is enabled on the Spelling tab, which is available when you choose Options. Select the correct word from the list. If there are no matching words, "no suggestions" is displayed in the list.

Ignore

Skips the current occurrence of the word.

Ignore All

Skips all occurrences of the word.

Change

Changes the current occurrence of the word to the proposed word in the Change To box. You can also double-click a word in the Suggestions list to change the current occurrence of the word.

Change All

Changes all occurrences of the word to the proposed word in the Change To box.

Add

Adds the word to the dictionary.

Suggest

Displays a list of proposed suggestions for the word in the Change To box. This button is not available if the Always Suggest Replacements For Misspelled Words option is selected in the Spelling tab, which is available when you choose Options.

Options

Displays the Spelling tab. You can set options to check the spelling of all outgoing mail, to ignore words with numbers, and to display a list of suggested replacements for misspelled words.

Undo Last

Reverses the last spelling change.


See Also

Checking Spelling

Setting Spelling Options


Open Dialog Box

Opens a sound file to play when an incoming message meets the specified conditions for your rule. This box lets you select a sound (wave) file to play as an alert.

File Name

Displays the default file extension (*.wav). The list box displays all files with this extension in the current directory. Type or select the file name that you want to open.

List Files of Type

Displays the available file format (wave files). The Microsoft Exchange Client supports the use of any wave file for alerts.

Directories

Displays the current directory and any subdirectories. Double-click the directories and subdirectories to move through the list and select the directory that you want.

Drives

Displays the available drives. Select the drive that you want.

Network

Opens the Connect Network Drive dialog box, where you can connect to wave files on network drives.


AutoSignature Command (Tools Menu)

  See Also

Creates, modifies, or deletes an AutoSignature, or inserts a specified AutoSignature into a message. You can also specify a default AutoSignature entry to add to the end of all messages that you send.

AutoSignature Dialog Box Options

AutoSignature Selections

Select the AutoSignature that you want to insert, edit, or remove. You can also specify a default AutoSignature to add to the end of all messages that you send.

Insert

Inserts the selected AutoSignature at the insertion point in the active message.

New

Creates a new AutoSignature. For more information, see the New (Edit) AutoSignature Dialog Box topic.

Edit

Modifies the selected AutoSignature. For more information, see the New (Edit) AutoSignature Dialog Box topic.

Remove

Removes the selected AutoSignature.

Set As Default

Specifies the selected AutoSignature as the default AutoSignature to add to the end of all messages that you send.

Add The Default Selection To The End Of Outgoing Messages

Inserts the default AutoSignature at the end of all messages that you send, reply to, or forward. Clear this box to turn off the default AutoSignature selection.

Don't Add Selection To Replies Or Forwards

Inserts the default AutoSignature at the end of all messages that you compose and send, but not at the end of those you reply to or forward.


See Also

Creating or Deleting an AutoSignature

Editing an AutoSignature


Application Design Command (Tools Menu)

Lists the design commands that are available for designing and copying folders. For more information, choose a command name.

Copy Folder Design Command

Folder Design Cue Cards Command

Folder Designer Command

Forms Designer Command


Folder Design Cue Cards Command (Application Design Menu)

Displays the Folder Design Cue Cards, which guide you through the process of designing a folder. The primary emphasis is on public folders. To display a list of the Folder Design Cue Cards, click the Steps button.


Colors Tab

Specifies options for displaying colors in the Viewer and in messages that you receive.

Viewer

Select the colors that you want to display in the Viewer.

Unread Number

Changes the display color of the number that appears next to a folder when it contains unread messages.

Group Labels

Changes the display color of grouped items in the folder contents list.

Message

Select the colors that you want to display when you are reading a note.

Readbar

Changes the background color in the From line.

Readbar Text

Changes the text color in the From line.


Forms Designer Command (Application Design Menu)

The Microsoft Exchange Forms Designer is a design tool for designing custom Microsoft Exchange applications that use forms. You can design workgroup applications so that members of the group can exchange information directly, much like exchanging electronic mail messages. You can also design applications so that members of the group have access to information in a Microsoft Exchange public folder, similar to sharing information in a custom designed database.

Using the Forms Designer, you can design applications, test them, and then install them in a folder forms library. If you want the applications that you design to function in more complex ways, you can extend Forms Designer forms by using Microsoft Visual Basic 4.0.

For details about installing the Forms Designer, see your Microsoft Exchange administrator. For more details about using the Forms Designer, see the Microsoft Exchange Server Application Designer's Guide, or access online Help topics from the Forms Designer application.


Security Logon Dialog Box

Specifies your advanced security password so that you can send or read an item with advanced security.

Security Password

Type your advanced security password.

Don't Prompt For Password Again Until Next Exchange Logon

Select this option if you want the Microsoft Exchange Client to remember your password until the next time you log on to the Microsoft Exchange Client.

Security File

Displays the name and location of the file containing your advanced security information. Specify this name and location when you set up advanced security. This information is stored in your profile. To select a different advanced security file, choose the Browse button.

Browse

Opens the Locate Security Profile dialog box, where you can select the file that contains your advanced security information. If you have already set up advanced security, you only need to choose this option when you log on to the Microsoft Exchange Client with a different profile.


New Message Security Tab (Properties Command)

Lists security options for the message that you compose.

Specify The Security Options For This Item

Select the options in this field to apply the corresponding security properties to the message that you compose.

Encrypt Message Contents And Attachments

Seals the active message so that it can only be read by the recipients that you have specified.

Add Digital Signature To Message

Signs the active message with your digital signature to ensure recipients that the information they have received came from you and was not tampered with after you sent it.

Apply

Applies the changes that you made without closing the dialog box.


Verify Digital Signature Dialog Box

Displays the results of signature verification.

Signed By

Displays the digital signature of the person who sent the item.

Verification Results

Each item in this field displays a Yes or No depending upon whether verification was successful.

Contents Altered After Item Was Signed

Indicates whether any message text or attachment has been altered since the message was signed.

Signature Suspended

Indicates that the sender's signature is on the revocation list, which means that the sender is either not trusted by the organization or that the digital signature of the sender has been compromised. You should verify the content of the message with other means.

Signature Issued By Unknown Security Authority

Indicates that the signature of the message was generated by another Key Management server, possibly a fraudulent one.

Signature Expired

Indicates that the sender's signature has expired. Signatures automatically expire on a yearly basis. If the sender's signature has expired, you should ask the sender to resign and resend the message. Messages from senders outside of your organization will have expired signatures because this feature is only supported within your organization.


New (Edit) AutoSignature Dialog Box

Creates a new AutoSignature, or modifies text and formats applied to an existing AutoSignature.

Name

Type the name of the AutoSignature that you want to create, or modify the name of an existing AutoSignature.

Contents

Type the text of the AutoSignature entry that you want to create, or modify the text of an existing AutoSignature entry.

Font

Opens the Font dialog box, where you can apply or modify text formats, such as bold or italic, for an AutoSignature. For more information, see the Font Command topic.

Paragraph

Opens the Paragraph dialog box, where you can apply or modify paragraph formats such as text alignment, for an AutoSignature. For more information, see the Paragraph Command topic.


Personal Folders Password Dialog Box (Server Location)

Provides a password to access a personal folder file that is stored on a server.

User Name

Type your user name for network access.

Password

Type the password for the personal folder file.


Distribution List Membership Dialog Box

Displays a list of members in a distribution list and allows you to add or remove members in the list. You cannot modify a distribution list unless you have owner permission for it.

Distribution List

Displays the name of the distribution list.

Members

Displays the current list of names that are included in the distribution list.

Add

Displays the Add Users dialog box, where you can add additional users to the Members list.

Remove

Removes the selected user in the Members list.

Properties

Opens the Properties dialog box, where additional information about the selected user in the Members list is displayed.


Microsoft Exchange Security Dialog Box

Displays a list of recipients that are not security enabled.

Remove These Recipients

Removes the listed recipients from your message.

Don't Encrypt Message

Sends the message unencrypted to all recipients.

Cancel Send

Cancels the message.


Non Secure Recipients Dialog Box

Displays a message box that indicates some message recipients are not security enabled.

Don't Encrypt Message

Sends the message unencrypted to all recipients.

Cancel Send

Cancels the message.


Choose Recipient Dialog Box

Selects the recipients for the message you are forwarding.

Show Names From The

Select the address list that contains the names that you want.

Type Name Or Select From List

Type a name or select one from the list.

To

Adds the selected name to the box on the right.

New

Opens the New Entry dialog box, where you can create a new entry for your personal address book or only for the message you are forwarding.

Properties

Displays information about the selected name.

Find

Opens the Find dialog box, where you can specify conditions to search for names.


View Menu

Use the commands on this menu to modify and define how you view information while you are working in the Microsoft Exchange Client. For more information, choose a command name.

Bcc Box

Change Window Title

Collapse All

Columns

Define Views

Expand All

Filter

Folder Views

Folders

Formatting Toolbar

From Box

Full Header

Group By

New Window

Next

Personal Views

Previous

Sort

Status Bar

Toolbar


Full Header Command (View Menu)

Displays or hides the Sent, To, and Cc lines in a Read Message form. When the full header information is displayed, a check mark appears next to the command name.

You can also perform this action by clicking the triangle on the right of the header.

  Full Header triangle


Toolbar Command (View Menu)

  See Also

Displays or hides the toolbar that is specific to the view where you are working. The toolbar contains shortcut buttons for the most frequently used commands. When the toolbar is displayed, a check mark appears next to the command name.

You can add, delete, and move toolbar buttons or restore a toolbar to its original settings by choosing Customize Toolbar on the Tools menu. Customize Toolbar is not available from the Remote Mail window or the Address Book.


See Also

Displaying a Toolbar

Moving a Toolbar Button

Restoring a Toolbar to Its Original Settings

Toolbar Index


Status Bar Command (View Menu)

Displays or hides the status bar at the bottom of the window. The status bar displays information about the Microsoft Exchange Client. When the status bar is displayed, a check box appears next to the command name.

Depending upon the view where you are working, the status bar displays the following information:

The total number of items and the number of unread items in the active folder.

Information about the selected command or button.

Whether or not you have a filter applied to the current view of the folder contents list.

The current date and time.

The following icons indicate the current status of the Microsoft Exchange Client.

	You have new mail in your Inbox.
	Your computer is connected to your Microsoft Exchange Server computer.
	Your computer is not connected to your Microsoft Exchange Server computer.
	A filter is applied to the current view of the folder contents list.


New Window Command (View Menu)

  See Also

Opens a new Viewer window with the same contents as the active Viewer window.


See Also

Keyboard Shortcuts


Sort Command (View Menu)

  See Also

Sorts and displays items in the active folder in the folder contents list according to the category that you specify. For example, you can sort items by the sender's name to quickly find mail from a specific person.

Items can be sorted in ascending or descending order. For example, if you are sorting by date received in descending order, the most recent date is at the top of the list.

You can also sort items by clicking the column heading button at the top of each column in the folder contents list. For example, to sort items by subject and in ascending alphanumeric order, click the Subject button at the top of the Subject column. To reverse the sort order, click the Subject button again.

Sort Dialog Box Options

Sort Items By

Select the category that you want to sort by. To display all the available categories, click the down arrow.

Ascending

Sorts items in alphabetic order, or with the least recent date or lowest value at the top of the list.

Descending

Sorts items in reverse alphabetic order, or with the most recent date or highest value at the top of the list.


See Also

Grouping Items

Sorting Items


Columns Command (View Menu)

  See Also

Adds, removes, or modifies columns in the folder contents list. For example, you might want to display the column that shows the sender's name, or not display the column that shows message size. You can also change the width of columns by using this command.

Column settings are saved in the folder where you are working when you modify the columns. You can save these settings as a view in order to easily display items the way that you specify. When creating and saving a view, you specify whether it will be available in the active folder only (a folder view) or to all folders (a personal view).

You can also change the width of a column by moving the mouse pointer between the column heading buttons and dragging the split bar to a new location.

The default columns are Importance, Item Type, Attachment, From, Subject, Received, and Size. The columns available for the folder contents list depend upon the types of items in the folder, and whether a custom form is installed.

Columns Dialog Box Options

Available Columns

Displays a list of the columns that are not currently displayed in the Viewer. Select the column that you want to display in the Viewer.

Add

Adds the column that is selected in the Available Columns box to the Viewer, and moves it to the Show The Following box.

Remove

Removes the column that is selected in the Show the Following box from the Viewer, and moves it to the Available Columns box.

Show The Following

Displays a list of the columns that are currently displayed in the Viewer. The top to bottom order is displayed from left to right in the Viewer. Select the column that you want to remove or change the order of.

Move Up

Moves the column selected in the Show The Following box to the left in the folder contents list.

Move Down

Moves the column selected in the Show The Following box to the right in the folder contents list.

Reset

Restores the columns in the folder contents list to their default settings.

Column Width

Displays the width in pixels or characters in the column that is selected in the Show The Following box. To change the width of the column, type the number of pixels or characters that you want to display.


See Also

Adding or Removing a Column in the Viewer

Applying a View

Modifying a Column in the Viewer


Filter Command (View Menu)

  See Also

Displays only those items in the folder contents list that match the conditions that you have specified. For example, if you want to display only those messages that you have received from a particular person, you can filter out all other messages.

Each folder can have a filter applied to it.

  Filter Icon

Filtering applies to all items in a folder.

When a filter is applied to the active folder, the filter icon is displayed in the status bar.

If you enter more than one condition for a filter, all conditions must be met in order for a message to be displayed. For example, if you specify that you only want to display messages from James Ott and also select the Sent Directly To Me option, the only messages that will be displayed in the folder contents list will be from James Ott, with your name on the To line.

Filter Dialog Box Options

Display Only The Items That Meet The Following Conditions

Displays the name of the open folder. Set the conditions for the filter in this box.

From

Choose this button to select a name from the Address Book, or type a name. You can specify multiple names by separating them with a semicolon.

Sent To

Choose this button to select a name from the Address Book, or type a name. You can specify multiple names by separating them with a semicolon.

Sent Directly To Me

Select to display only those items that contain your name on the To line. Any messages that were sent to you as a member of a distribution list will not be displayed if you select this option.

Copied (Cc) To Me

Select to display only those items that contain your name on the Cc line.

Subject

Displays only those items that contain the text in the Subject line that you specify.

Message Body

Displays only those items that contain the text in the message body that you specify.

Clear All

Cancels the filter and clears all the conditions set in this dialog box and the Advanced dialog box, if used.

Advanced

Opens the Advanced dialog box, where you can specify additional filter conditions, such as size or date received, or whether you want to display items that do not meet the filter conditions.


See Also

Filter Command (Remote Mail View Menu)

Filtering Items


Group By Command (View Menu)

  See Also

Groups the items in the active folder that is displayed in the folder contents list according to the categories that you specify. Grouping is most useful in a folder that contains a large number of items, such as a public folder. For example, you could group the items in a folder so that messages are categorized first by Importance, then by Sender, then by From, and then by Item Type. Grouping items is similar to displaying them in an outline view by levels.

The Group By dialog box has four levels, which means that you can have up to four categories of items grouped in a folder. Enter first the highest group at the top of the dialog box. As you enter a group level, the next level down is enabled.

When items in a folder are grouped, the columns in the folder contents list are arranged in the order that you specified. For example, using the preceding categories, the Company column is furthest to the left, the Region column is displayed to its right, followed by the Division and Product Group columns.

 You can change the sort order of the items in the lowest subcategory of a group. By default, the items are sorted by date received and in descending order.

Group By Dialog Box Options

Group Items By

Select the first category of information by which you want to group items. To display all the available categories, click the down arrow.

Ascending

Displays groups in alphabetic order, or with the least recent date or lowest value at the top of the list.

Descending

Displays groups in reverse alphabetic order, or with the most recent date or highest value at the top of the list.

Then By

Select the next category of information by which you want to group items.

Ascending

Displays groups in alphabetic order, or with the least recent date or lowest value at the top of the list.

Descending

Displays groups in reverse alphabetic order, or with the most recent date or highest value at the top of the list.

Then Sort Items By

Select the way that you want to display the items in the final category of information. By default, the items are sorted by date received and in descending order.

Ascending

Sorts items in alphabetic order, or with the least recent date or lowest value at the top of the list.

Descending

Sorts items in reverse alphabetic order, or with the most recent date or highest value at the top of the list.

Clear All

Clears all the categories and restores the sort order to the default setting.


See Also

Grouping Items


Define Views Command (View Menu)

  See Also

Creates, modifies, deletes, or applies a folder view. Each folder has four default views: Normal, Group By From, Group By Subject, and Group By Conversation Topic. Default views cannot be modified or deleted.

All of the views that are available for an active folder are displayed on the menus that appear when you choose Personal Views and Folder Views.

The views for a public folder are saved with that folder and can only be modified by the folder's owner. When you open a public folder, the owner-defined view is displayed.

If you only want to use a view in the folder where it was created, save it as a folder view.

If you want to use a view in more than one of your folders, save it as a personal view.

Define Views Dialog Box Options

Personal Views

Create a new personal view, modify or delete a personal view you've created, or apply a new or existing personal view. Personal views are available to all folders. The Normal view, which is displayed by default, is a personal view. When you select this option, existing personal views are shown in the list box below it.

Folder Views

Create a new folder view for the active folder or modify, delete, or apply one of the active folder's existing views that is listed in the Views box. Folder views are available only in the folder in which they are created. When you select this option, existing folder views are shown in the list box below it.

New

Opens the New View dialog box, where you can create a new view or save an existing view. For more information, see the New View Dialog Box topic.

Modify

Opens the Modify View dialog box, where you can redefine the view selected in the Views box. Default views cannot be modified. For more information, see the Modify View Dialog Box topic.

Delete

Deletes the view selected in the Views box. Default views cannot be deleted.

Description

Displays the settings that are defined for the view selected in the Views box. The filter is applied first, then the grouping categories and sort order.


See Also

Applying a View


New View Dialog Box

Creates a new view or saves an existing view. When you create or save a view, you can give it a name and choose whether you want to make it available as either a personal view or folder view. Personal views are available to all folders. Folder views are available only in the folder in which they're created.

View Name

Type a name for the new view.

Description

Use the buttons in this box to define settings for the view. When you apply these settings to a view, the filter is applied first, then the grouping categories and sort order.

Columns

Opens the Columns dialog box, where you can specify the columns of information that you want to display in the folder contents list. If you group items for this view, the categories that you group by determine the order of the columns. For more information, see the Columns Command topic.

Group By

Opens the Group By dialog box, where you can specify the categories by which you want to group items in the view. The settings that you choose for this button may affect the way the items are sorted and displayed in the folder contents list.

Sort

Opens the Sort dialog box, where you can specify the sort order of the items in the folder contents list.

Filter

Opens the Filter dialog box, where you can define and apply a filter for the items in the view.

Add To

Use these options to determine to which folders the new view will be available.

Folder Views

Makes the view available only to the folder in which it was created.

Personal Views

Makes the view available to all folders.

Reset

Resets the view to the default view without closing the dialog box. By default, folder contents are displayed in the Normal view.


Modify View Dialog Box

Modifies the view selected in the Views box. Default views cannot be modified.

View Name

Displays the name of the selected view. If you want to rename the view, type the new name here.

Description

Use the buttons in this box to redefine settings for the view. When you apply these settings to a view, the filter is applied first, then the grouping categories and sort order.

Columns

Opens the Columns dialog box, where you can specify the columns of information that you want to display in the folder contents list. If you group items for this view, the categories that you group by determine the order of the columns.

Group By

Opens the Group By dialog box, where you can specify the categories by which you want to group items in the view. The settings that you choose for this button may affect the way the items are sorted and displayed in the folder contents list.

Sort

Opens the Sort dialog box, where you can specify the sort order of the items in the folder contents list.

Filter

Opens the Filter dialog box, where you can define and apply a filter for the items in the view.

Reset

Resets the view to the default view without closing the dialog box. By default, folder contents are displayed in the Normal view.


Folder Views Command (View Menu)

  See Also

Lists the views that are available to the active folder only. Select the folder view that you want to use in the active folder.


See Also

Creating and Saving a View

Modifying a View


Personal Views Command (View Menu)

  See Also

Lists the views that are available to all folders. Select the personal view that you want to use in the active folder.

The views described below are the default views that are included with the Microsoft Exchange Client. You can create other personal views that will be available to all folders by choosing Define Views from the View menu.

Normal

Displays the items in the active folder in the Normal view. This view is the default view for most folders, and cannot be modified or deleted. Normal view has these default settings:

Columns	Importance, Item Type, Attachment, From, Subject, Received, Size
Group By	(None)
Sort	Descending by date received (most recent first)
Filter	Off
Group By From

Displays the items in the active folder grouped by sender. You can apply this view to any of your folders to quickly find all messages from one person. Group By From cannot be modified or deleted. This view has these default settings:

Columns	From, Importance, Item Type, Attachment, Subject, Received, Size
Group By	Ascending by From (in alphabetic order)
Sort	Descending by date received (most recent first)
Filter	Off
Group By Subject

Displays the items in the active folder grouped by message subject. You can apply this view to any of your folders to quickly find all the messages about a particular subject. This view cannot be modified or deleted. Group By Subject has these default settings:

Columns	Subject, Importance, Item Type, Attachment, From, Received, Size
Group By	Ascending by Subject (in alphabetic order)
Sort	Descending by date received (most recent first)
Filter	Off
Group By Conversation Topic

Displays the items in the active folder grouped by conversation topic, which means that the originating message and all replies will be grouped together, regardless of whether their subject lines are the same or not. You can apply this view to any of your folders to quickly find all of the items from a particular conversation thread. This view cannot be modifed or deleted. Group By Conversation Topic has these default settings:

Columns	Conversation Topic, Importance, Item Type, Attachment, From, Subject, Received, Size
Group By	Conversation Topic (in alphabetic order)
Sort	Ascending by Conversation Thread (in alphabetic order)
Filter	Off


See Also

Creating and Saving a View

Modifying a View


From Box Command (View Menu)

  See Also

Displays the From box in a New Message form. The From box displays the name of the person who sent the message. You can use this feature for mail that you send on behalf of another user. When the From box is displayed in the New Message form, a check mark appears next to the command name.


See Also

Adding a From or Bcc Box to the New Message Form

Sending Mail for Another User


Bcc Box Command (View Menu)

  See Also

Displays the Bcc box in a New Message form. The Bcc box is where you enter the names of recipients who will receive a blind carbon copy of a message; their names will not appear in the list of message recipients. When the Bcc box is displayed in the New Message form, a check mark appears next to the command name.


See Also

Adding a From or Bcc Box to the New Message Form


Next Command (View Menu)

  See Also

Displays the next item (down) in the folder contents list.

You can also perform this action by clicking Next.

  Next button

To specify that you want to always display the next item above or below an open item after you move or delete it, choose Options from the Tools menu, and then select the Read tab.


See Also

Opening or Closing a Message


Previous Command (View Menu)

  See Also

Displays the preceding item (up) in the folder contents list.

You can also perform this action by clicking Previous.

  Previous button

To specify that you want to always display the next item above or below an open item after you move or delete it, choose Options from the Tools menu, and then select the Read tab.


See Also

Opening or Closing a Message


Change Window Title Command (View Menu)

Modifies the title of the Find window. The new name that you give the Find window is displayed in the Find window's title bar and under the Find window icon when the window is minimized.

Change Window Title Dialog Box Options

New Title

Type the new title that you want for the Find window.


Formatting Toolbar Command (View Menu)

  See Also

Displays or hides the Formatting toolbar in a New Message or Read Message form. The formatting toolbar contains shortcut buttons for some of the most common text format and paragraph alignment options. When the Formatting toolbar is displayed, a check mark appears next to the command name.


See Also

Formatting Toolbar


Collapse All Command (View Menu)

  See Also

Collapses all of the grouped items in the active folder so that only the first category by which you grouped items is displayed in the folder contents list.

To expand or collapse an individual group, click the plus button (+) or the minus button (-) next to the group name, or select the group and press the right or left arrow keys on the keyboard.


See Also

Displaying and Opening Folders


Expand All Command (View Menu)

  See Also

Expands all of the grouped items in the active folder so that all items and grouping categories are displayed in the folder contents list.

To expand or collapse an individual group, click the plus button (+) or the minus button (-) next to the group name, or select the group and press the right or left arrow key on the keyboard.


See Also

Displaying and Opening Folders


Folders Command (View Menu)

  See Also

Displays or hides the folder list in the Viewer. When the folder list is displayed in the Viewer, a check mark appears next to the command name.

You can also perform this action by clicking Show/Hide Folder List.

  Show/Hide Folder List button


See Also

Displaying and Opening Folders


Overview of Finding and Organizing Information

  How To

Microsoft Exchange provides many ways to find and organize information in folders. You can:

Search for specific items.

When you want to search for items that meet certain conditions, such as a particular subject, you can use the Find command. Items matching those conditions are displayed in a separate Find window. If new mail that meets the conditions arrives in your Inbox while the Find window is opened or minimized, mail displays in the Find window.

Sort items by column header.

Another way to find information quickly is to sort items by column heading. You can either click a heading or use the Sort command. You can also change the column headings that are displayed or change the width of the columns.

Group items by category.

If you want to organize items into one or more categories, you can use the Group By command. For example, you can categorize items first by company name, then division name, and finally product name.

Filter items that do not meet the conditions that you specify.

If you have a folder where you want to view only specific items, you can use the Filter command to filter items that do not meet the conditions that you specify. For example, you can display only the items that have specific text in the message body. Other items are hidden from view when the folder is open. The filter remains in effect until you clear it, and it is applied before other actions that you specify are applied, such as sorting.

Once you have customized the way information is displayed in a folder, you can save the display as a view. When you save a view, you choose whether the view will be available for that particular folder or for all folders. You can then apply the view whenever you choose. Microsoft Exchange provides four predefined views: Normal (the view that is usually displayed when you open a folder), Group By From, Group By Subject, and Group By Conversation Topic. You can modify views that you create, but you cannot modify the predefined Microsoft Exchange Client views. Public folder designers can create specific views that are available when working in the folder.


How To

  Displaying and Opening Folders

  Adding or Removing a Column in the Viewer

  Modifying a Column in the Viewer

  Finding Items

  Filtering Items

  Sorting Items

  Grouping Items

  Using a Predefined Personal View

  Creating and Saving a View

  Modifying a View

  Applying a View


Overview of Displaying and Opening Folders

  How To

The folder list displays folders in your mailbox, sets of personal folders that you have created, public folders, and public folder Favorites. The folder list is displayed on the left side of the Viewer. You can expand or collapse sets of folders in the folder list:

Your mailbox contains four default folders: Inbox, Outbox, Deleted Items, and Sent Items. When you display the contents of your mailbox folders, you can scan your incoming, outgoing, deleted, and sent mail.

If you add a personal folder file to your profile, it appears in the folder list with the name "Personal Folders" unless you assign it a different name. Folders that you create or move to a personal folder file are arranged in alphabetic order.

Public folders containing items of general interest are stored in the folder list with the default name Public Folders. You can access a public folder by displaying this list and clicking the appropriate folder. Access to a public folder may be restricted to a few individuals or a team, or it may include an entire organization.

You can create shortcuts to public folders that you use most frequently under Favorites. Displaying the contents of this folder allows you to scan the list of public folders that you use the most, rather than scanning the entire list of public folders.

If a folder contains subfolders, you can expand or collapse them also.

To view the messages, forms, and files in a folder, you must open it. When a folder is open, all the items in it are displayed on the right side of the Viewer in the folder contents list.


Displaying and Opening Folders

  Overview    [image]  See Also

To display the folder list

From the View menu, choose Folders. If the folder list is already displayed, choosing this command hides the folder list.

To display subfolders

Click the plus button (+) next to the folder to display subfolders, or the minus button (-) to hide subfolders, or select the folder and press the right or left arrow keys.

Note  The plus and minus buttons appear next to folders that contain subfolders.

To open a folder

Select the folder.


See Also

Creating a Personal Folder File

Creating or Deleting a Folder

Moving or Copying a Folder

Moving or Copying a Message to a Folder

Renaming a Folder


Overview of Grouping Items

  How To

You may want to organize the messages, forms, and files in a folder according to certain categories. For example, you might want to group all the messages that refer to a specific company. Then, for each company, you might want to group the messages that refer to a specific division. Finally, you might want to organize the divisions by product references. You can easily set up this type of view by using the Group By command. Grouping items is similar to displaying them in an outline form.

A simpler example would be to group your Inbox items by sender and then by importance. By doing this, you could check your Inbox for all messages with high importance from Jose Smith. You can expand and collapse groups of items in the same way that you can expand and collapse folders in the folder list.


Grouping Items

  Overview    [image]  See Also

To group messages, forms, and files in a folder

1.	Open the folder where you want to group items, and then choose Group By from the View menu.

2.	In the Group Items By box, select the first category of information to group items by, and then select Ascending or Descending.

3.	If you want to further categorize items within the group, select the second category in the Then By box, and then select Ascending or Descending.

Repeat step 3 for each additional subcategory. You can have up to three subcategories.

To sort items in the group, select the category that you want to sort by in the Then Sort Items By box, and then select Ascending or Descending.

4.	Choose OK.


See Also

Filtering Items

Finding Items

Sorting Items


Overview of Adding or Removing a Column in the Viewer

  How To

Properties of messages, forms, and files stored in your Microsoft Exchange folders are displayed in columns of information in the folder contents list of the Viewer and in the Find window. You can add or remove specific columns to display information in a way that is most useful to you.

If you group items in a folder according to specific properties, the columns are automatically arranged for you.


Adding or Removing a Column in the Viewer

  Overview    [image]  See Also

To add a column

1.	From the View menu, choose Columns, and then select the column that you want to add in the Available Columns box.

2.	Choose Add, and then OK.

To remove a column

1.	From the View menu, choose Columns, and then select the column that you want to remove in the Show The Following box.

2.	Choose Remove, and then OK.


See Also

Displaying and Opening Folders

Grouping Items

Sorting Items


Overview of Modifying a Column in the Viewer

  How To

In addition to adding or removing a column of information in the folder contents list of the Viewer or in a Find window, you can rearrange the order of the columns and change their width.

For example, in a particular folder, you might want to display the importance symbols for messages in the first column, the sender's name in the second column, and the subject of the messages in the third column. To view long message titles, you can enlarge the subject column.

If you group items in a folder according to specific properties, the columns are automatically arranged for you.


Modifying a Column in the Viewer

  Overview    [image]  See Also

To change the order of columns

1.	From the View menu, choose Columns, and then select the column that you want to move in the Show The Following box.

2.	To move the column to the left or right in the folder contents list, choose the Move Up or Move Down button respectively, and then choose OK.

To change the width of a column

1.	From the View menu, choose Columns, and then select the column that you want to change in the Show The Following box.

2.	In the Column Width box, type the number of characters that you want the column to display, and then choose OK.

Tip  You can quickly change the width of a column in the Viewer by moving the pointer to the side of the column heading that you want to change, and then by dragging the split bar to the position you want.


See Also

Adding or Removing a Column in the Viewer

Displaying and Opening Folders

Grouping Items

Sorting Items


Overview of Creating and Saving a View

  How To

You can change the way information is displayed in a folder by modifying the columns that are shown and grouping, sorting, or filtering items. If you want to save a particular display for later use or to apply to another folder, you can save the settings as a view and assign it a name. When creating and saving a view, specify whether it will be available in the active folder only (a folder view) or to all folders (a personal view). You must apply a view individually to each folder where you want to display information in that format.

The Microsoft Exchange Client provides four predefined personal views. For more information, see the Using a Predefined Personal View topic.


Creating and Saving a View

  Overview    [image]  See Also

To create and save a view

1.	Make the changes that you want in the current view by choosing the Columns, Group By, Sort, or Filter command from the View menu.

2.	From the View menu, choose Define Views, and then choose New.

3.	In the View Name box, type the name that you want to assign to the current view.

4.	If you want to make further changes to the current view, choose the appropriate buttons under Description.

5.	Under Add To, select one of the following:

To make the view available in the active folder only, select Folder Views.

To make the view available in all folders, select Personal Views.

6.	Choose OK, and then Close.

Note  You must apply a view individually to each folder where you want to display information in that format. For more information, see the Applying a View topic.


See Also

Applying a View

Modifying a View

Using a Predefined Personal View


Overview of Using a Predefined Personal View

  How To

The Microsoft Exchange Client provides four predefined personal views that you can use to arrange information in a folder:

Normal

Displays items by date received, from most to least recent. This view is the default folder view.

Group By From

Groups items by sender in alphabetic order.

Group By Subject

Groups items with the same subject line in alphabetic order.

Group By Conversation Topic

Groups items with the same conversation thread from least to most recent.

Note  The predefined personal views cannot be modified or deleted.


Using a Predefined Personal View

  Overview    [image]  See Also

To use a predefined view

From the View menu, choose Personal Views, and then select a view from the list.


See Also

Applying a View

Creating and Saving a View

Modifying a View


Overview of Applying a View

  How To

Each Microsoft Exchange folder can have one or more views associated with it. The view defines how the messages, forms, and files stored in the folder are organized and displayed in the folder contents list. By changing a folder's view, you can make it easier to find messages from a certain individual or about a particular subject.

You can apply views that you have created for a folder or that are provided with the Microsoft Exchange Client.

When you change the view of an individual folder, the changes are saved with the folder so that you'll see it display the next time you open the folder. Other folders will not be affected, however.

In public folders, views are defined by the folder owner. You can either apply these views or one that you create under Personal Views.


Applying a View

  Overview    [image]  See Also

To apply a view

If the folder is not open, select the folder in the folder list, and then do one of the following:

To apply a folder view, choose Folder Views from the View menu, and then select the view that you want to apply.

To apply a personal view, choose Personal Views from the View menu, and then select the view that you want to apply.


See Also

Creating and Saving a View

Modifying a View


Overview of Modifying a View

  How To

You can modify a view that you have created and saved by:

Modifying the columns of information that are displayed in the folder contents list.

Grouping the items.

Sorting the items.

Filtering the items.

You cannot modify the predefined views that are provided in the Microsoft Exchange Client from Personal Views in the View menu, nor can you modify a public folder view unless you have owner permissions. You can, however, create a view from Personal Views and apply it to a public folder.


Modifying a View

  Overview    [image]  See Also

To modify a view

1.	Open or select the folder  where you want to modify the view, and then choose Define Views from the View menu.

2.	Select the type of view that you want to modify.

3.	Select the view, and then choose Modify.

4.	Under Description, choose the button that corresponds to the type of change that you want to make.

For more information, choose Help in the Columns, Group By, Sort, or Filter dialog box.

5.	Choose OK or Close until all open dialog boxes are closed.


See Also

Adding or Removing a Column in the Viewer

Filtering Items

Grouping Items

Modifying a Column in the Viewer

Sorting Items


Overview of Finding Items

  How To

You can quickly find one or more messages, forms, or files in a folder. The Find command opens a window where you specify search conditions for items that you want to find. For example, you may want to find all messages that are from Bob Smith, have the word "Health" in them, and were sent before the third of September. You can also search for items that don't match specific conditions. For example, you may want to search for all messages that don't have Bob Smith in the Cc box.

You can specify whether you want to search in a single personal folder or in a set of personal folders. In public folders, you can search only one folder at a time.


Finding Items

  Overview    [image]  See Also

To find messages, forms, or files in a folder

1.	From the Tools menu in the Viewer, choose Find.

The Look In box displays the currently selected folder.

2.	To select a different folder, choose Folder, and then select the folder that you want to search. To search all subfolders in a folder, choose the Include All Subfolders check box.

3.	Under Find Items That Meet The Following Conditions, type or select the conditions that you want to search for.

If you enter more than one condition, items must meet all conditions. For example, typing "Bob Smith" in the From box and "Business Report" in the Subject box will find items that are from Bob Smith and have "Business Report" as part of the subject line.

If you specify more than one entry in a condition, items can contain any of the entries. Separate multiple entries with a semicolon (;).

4.	To search for items based on other conditions, such as size or date, or to search for items that do not meet specific search conditions, choose Advanced.

5.	Choose Find Now.

Items that meet the search conditions are displayed at the bottom of the Find window. If you want to stop the search, choose Stop.

Tips

You can minimize the Find window and keep it on the desktop for later use. It will continue to look for incoming mail that meets these conditions.

If you quit the Microsoft Exchange Client with a Find window open, the Find window will be restored the next time that you start the client.


See Also

Filtering Items

Grouping Items

Sorting Items


Overview of Sorting Items

  How To

When you first open a folder, items are displayed in descending order according to date (from most to least recent). There are several other ways you can sort messages, forms, and files in a folder and in a Find window. You can sort them according to any column heading, or according to other properties not displayed in the Viewer.

Once you have chosen how you want the items in a particular folder displayed, that information is saved. The next time that you open the folder, the items are displayed the same way. You may want to sort some folders by date, and others by importance or subject.


Sorting Items

  Overview    [image]  See Also

To sort messages, forms, and files in a folder

1.	From the View menu, choose Sort.

2.	In the Sort Items By box, choose the column heading that you want to sort by.

You can sort by a column heading that is not currently visible in the Viewer.

3.	Select Ascending or Descending, and then choose OK.

Tip  You can quickly perform a sort by clicking a column heading button in the Viewer. For example, to sort items by sender, click From at the top of that column. To reverse the sort order, press CTRL while clicking the button.


See Also

Adding or Removing a Column in the Viewer

Filtering Items

Finding Items

Grouping Items


Overview of Filtering Items

  How To

When you apply a filter to a folder, only the messages, forms, and files that meet the filter conditions are displayed in the folder contents list. For example, you may want to apply a filter to a folder to show only the messages that have specific information in the Subject box. When a filter is applied to a folder, the filter icon appears in the status bar. A filter remains in effect until you remove it.

Filters are applied to the items in a folder before any other action. For example, if you apply a filter to a folder that is sorted by sender, the filter is applied first, and then the remaining items are sorted by date.


Filtering Items

  Overview    [image]  See Also

To filter messages, forms, and files in a folder

1.	From the View menu, choose Filter.

2.	Select the filter conditions.

If you enter more than one condition, the filter shows only the items that meet all conditions. For example, typing "Bob Smith" in the From box and "Business Report" in the Subject box will filter all items except those that are from Bob Smith and have "Business Report" as part of the subject.

If you specify more than one entry in a condition, the filter displays items that contain any of the entries. Separate multiple entries with a semicolon (;).

3.	To set a filter for items based on other conditions, such as size or date, or to set a filter for items that do not meet specific filter conditions, choose Advanced.

4.	Choose OK.

To remove a filter

1.	From the View menu, choose Filter.

2.	Choose Clear All, and then OK.


See Also

Finding Items

Grouping Items

Sorting Items


Overview of Working with Incoming Mail

  How To

When you receive incoming mail, you can respond to it in many different ways. You can:

Open and reply to items.

Forward the item to additional recipients.

Move or copy the item to another folder.

Delete the item.

Opening and Replying to Items

Messages and other items that you receive are listed in your Inbox. The headers of items that you have not read are displayed in bold text. If you receive a message with an attachment, you can double-click the icon in the message to read the inserted information.

Many items that you receive require a reply. If a message has multiple recipients, you can reply to the sender only or to all recipients.

When you reply to a message, the original information, except for attachments, is included with your reply. To send attachments to other recipients, you must forward the message.

Forwarding Items

You can forward any item that you receive unless it is sealed. You can include comments in the message body in a different font so that readers can easily distinguish your comments from the original information.

You can forward an open message or one or more items selected in a list. If multiple items are selected in the Viewer, they are inserted into a new message as icons.

Moving and Copying Items

You can move or copy messages, files, or other items from one folder to another. If items relate to more than one subject, you may want to store them in more than one folder. You can move or copy an open item or one or more items selected in a list.

Deleting Items

Deleting items that you don't need can help you avoid screen clutter and save disk space on your computer. When you delete an item, it is moved to the Deleted Items folder. While the item is in this folder, you can retrieve it. When you empty the Deleted Items folder or delete items from that folder, those items are then permanently deleted.

You can have the Deleted Items folder emptied when you exit the Microsoft Exchange Client. You can also set the Microsoft Exchange Client to prompt you for confirmation before permanently deleting an item.


How To

  Opening or Closing a Message

  Replying to a Message

  Forwarding a Message

  Opening an Attachment

  Saving an Attachment

  Editing an Attachment

  Editing Linked Information

  Moving or Copying a Message to a Folder

  Saving a Message as a File

  Deleting a Message

  Retrieving a Deleted Message


Overview of Forwarding a Message

  How To

You may want to forward a copy of a message that you receive to other Microsoft Exchange Client users. You can also include your own comments in the message. When you forward a message, the subject of the original message is entered in the Subject box, preceded by the prefix FW: (for forward).

You can forward a message that is opened or selected in the folder contents list. In addition, you can select and forward multiple messages at one time. When you forward a message, the message is forwarded as text. When you forward more than one message, the messages are inserted as attachments in a new message.

When forwarding a message that contains attachments, the attachments are included in the forwarded message.


Forwarding a Message

  Overview    [image]  See Also

To forward a message

1.	From the Compose menu, choose Forward, or click the Forward button.

  Forward button

If you are forwarding an unopened message, you must first select it.

2.	In the To box, specify the recipients.

3.	To add comments, move the insertion point to the message body and type.

4.	From the File menu, choose Send, or click the Send button.

  Send button

If the message contains attachments, they are forwarded as well.

Note  When you forward a private message, the message body in the original message is marked as protected, or read-only. Recipients will be unable to modify, cut, or copy any of the protected text.


See Also

Embedding an Object

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder

Replying to a Message


Overview of Moving or Copying a Message to a Folder

  How To

You will probably want to reorganize the messages and other items in your Microsoft Exchange folders or move items from your Inbox to another folder for storage. If you have items that relate to more than one subject, you may want to store them in more than one folder.

You can move or copy an open item or one or more items that are selected in the Viewer from one folder to another. When you move an item, it is removed from its original folder; when you copy an item, the item remains in its original folder.

When working with a public folder, note that the folder designer determines the format of items that you move or copy to a public folder. This varies depending upon the type of folder. An item may appear as it did in the location that you moved or copied it from; the name of the original sender remains in the From box.


Moving or Copying a Message to a Folder

  Overview    [image]  See Also

If you are working in a public folder, you must have Delete Items permission to move an item from a public folder and Create Items permission to move or copy an item to a public folder.

To move a message or other item to a folder

1.	From the File menu, choose Move.

If you are moving an unopened item, you must first select it.

2.	Under Move This Item To The Selected Folder, click the plus sign next to the set of folders where you want to move the item, select the folder to which you want to move the item, and then choose OK.

To move a message or other item to a new folder, choose New Folder, type a name in the Folder Name box, and then choose OK.

To copy an item to a folder

1.	From the File menu, choose Copy.

If you are copying an unopened item, you must first select it.

2.	Under Copy This Item To The Selected Folder, click the plus sign next to the set of folders where you want to copy the item, select the folder to which you want to copy the item, and then choose OK.

To copy an item to a new folder, choose New Folder, type a name in the Folder Name box, and then choose OK.

Tips

You can also move a closed item by dragging it to the new folder.

You can also copy a closed item by dragging it to the new folder while pressing CTRL.


See Also

Creating or Deleting a Folder

Displaying and Opening Folders


Overview of Opening or Closing a Message

  How To

Messages and other items that you receive are delivered to your active Inbox, which is usually located in your mailbox. Unread items are displayed in bold type in the folder contents list, and folders that contain unread items are also displayed in bold type. After you read a message, you can reply to it, forward it, delete it, file it in a folder, or close it and return to the Viewer. You can easily move through a sequence of items in the Inbox or another folder.

When a message has high or low importance assigned to it, the message header includes a red exclamation point (!) or a blue down arrow, respectively, in the Importance column. When a message contains an attachment, such as a file, the header includes a paper clip in the Attachments column.


Opening or Closing a Message

  Overview    [image]  See Also

To open a message or other item in a folder

Double-click the header, or select the item, and then choose Open from the File menu.

To open the next or previous item in the list

Do one of the following while an item is open:

To open the next item in the list, choose Next from the View menu.

To open the previous item in the list, choose Previous from the View menu.

To close an item

From the File menu, choose Close.


See Also

Deleting a Message

Moving or Copying a Message to a Folder

Replying to a Message

Saving an Incomplete Message


Overview of Deleting a Message

  How To

Deleting messages that you don't need can help you avoid screen clutter and save disk space on your computer or Microsoft Exchange Server computer. You can delete a message, file, or other item that you are reading, or you can select and delete one or more items in the folder contents list.

When you delete an item, it is moved to the Deleted Items folder unless you are working in a public folder. While the item is in this folder, you can retrieve it. However, when items are deleted from the Deleted Items folder you can no longer retrieve them. You can set the Microsoft Exchange Client to ask you for confirmation before items are permanently deleted.


Deleting a Message

  Overview    [image]  See Also

If you are working in a public folder, you must have Delete Items permission to delete an item.

To delete a message or other item

From the File menu, choose Delete, or click the Delete button.

  Delete button

If the item is closed, you must first select it.

Tips

To delete a list of sequential items, select the first item in the list, and while pressing SHIFT, press the down arrow key until you reach the last item that you want to delete.

To delete items in a list that are not sequential, select the first item in the list, and while pressing CTRL, click each item that you want to delete.


See Also

Creating or Deleting a Folder

Moving or Copying a Message to a Folder

Retrieving a Deleted Message


Overview of Retrieving a Deleted Message

  How To

When you delete a message or other item from a Microsoft Exchange folder, it is moved to the Deleted Items folder in the set of folders where you are currently working. If you delete an item mistakenly, you can retrieve it as long as the Deleted Items folder has not been emptied since you deleted the item.

By default, the Deleted Items folder is emptied when you quit the Microsoft Exchange Client, but you can change this option. After an item is deleted from the Deleted Items folder, it cannot be retrieved.


Retrieving a Deleted Message

  Overview    [image]  See Also

To retrieve a deleted message or other item

1.	Click the Deleted Items folder.

2.	Select the item that you want to retrieve, and then choose Move from the File menu.

3.	Under Move This Item To The Selected Folder, click the plus sign next to the set of folders where you want to move the item, select the folder to which you want to move the item, and then choose OK.

To move a message or other item to a new folder, choose New Folder, type a name in the Folder Name box, and then choose OK.

Tip  You can also retrieve a deleted item by dragging it from the Deleted Items folder to another folder.


See Also

Creating or Deleting a Folder

Deleting a Message


Overview of Replying to a Message

  How To

Many messages that you receive require a reply. If a message has multiple recipients, you can reply to the sender of the message only or to the sender and all recipients. You can reply to a message that is open or selected in the folder contents list.

When you reply to a message, the Microsoft Exchange Client automatically enters the sender's name in the To box and the subject of the original message in the Subject box, preceded by the prefix RE: (for Reply). By default, the contents of the original message, except for attachments, are included in the message body. To include attachments, you must forward the message.

You can change the default font (typeface) for replies to messages. For example, you might want to insert your reply in blue text so that it is more easily distinguishable from the text of the original message.


Replying to a Message

  Overview    [image]  See Also

To reply to a message

1.	If the message is not open, you must first select it. Then, do one of the following.

To reply	Do this
To the sender only	From the Compose menu, choose Reply To Sender, or click the Reply To Sender button.   Reply To Sender button
To the sender and everyone listed in the To and Cc boxes	From the Compose menu, choose Reply To All, or click the Reply To All button.   Reply To All button
2.	Type your reply.

You can also insert comments in the original message text.

3.	From the File menu, choose Send, or click the Send button.

  Send button


See Also

Changing the Default Text Format for New Messages

Embedding an Object

Forwarding a Message

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder


Overview of Saving an Attachment

  How To

When you receive a message that includes an attachment, a paper clip icon appears beside the header in the folder contents list.

When you double-click the attachment icon, the attachment is displayed in the source application if you have it, or one that can read the file format. You can then review, revise, or print the file or object by using the appropriate commands in the source application. When you close a file or update an object, any changes that you made are saved in the attachment if the message is still open.

You can save a copy of any attachment other than an embedded object without opening it in the source application. You can save it on a disk or server to which you have access.


Saving an Attachment

  Overview    [image]  See Also

To save an attachment in an open message

1.	From the File menu in the Microsoft Exchange Client, choose Save As.

2.	Under Save, select Attachments, and then select the files that you want to save.

You can save a message as a file in any directory on your computer. Unless you specify a different location in the Drives or Directories boxes, messages that you save are listed in your active Inbox.

3.	Choose OK.


See Also

Editing an Attachment

Opening an Attachment

Saving a Message as a File


Overview of Saving a Message as a File

  How To

You can save a message as a file that you can open and edit in a different application. Messages can be saved in message format, text-only format, or rich-text format and stored on a disk or server to which you have access.

Rich-text format retains all of the formatting in your message. When you save a message in this format, attachments must be saved separately. Embedded objects that are displayed in the message are also saved in rich-text format.

You can save a group of items that you have selected in the Viewer as a single text-only file. When you save a message in text-only or rich-text format and use an existing file name, you can choose to overwrite the existing file or append the contents of the message to the file.


Saving a Message as a File

  Overview    [image]  See Also

To save a message as a file

1.	From the File menu, choose Save As.

If the message is unopened, you must first select it.

2.	Under Save, select Messages.

To specify a different file name, type or select a file name in the File Name box.

3.	In the Save File As Type box, select the option that you want.

You can save a message as a file in any directory on your computer. Unless you specify a different location in the Drives or Directories box, messages that you save are listed in the active Inbox.

4.	Choose OK.

To save multiple messages as a text-only file

1.	In the folder contents list, select the headers of the messages that you want to save.

2.	From the File menu, choose Save As.

3.	Under Save, select Messages.

To specify a different file name, type or select a file name in the File Name box.

4.	Choose OK.


See Also

Moving or Copying a Message to a Folder

Saving an Attachment


Overview of Opening an Attachment

  How To

When you receive a message, it may contain a file that was originally created in another application, such as a graphic, spreadsheet, or word processing document. A message can also contain other messages or items from a Microsoft Exchange folder. These attachments are displayed in the message as an application icon with a file name below it or a message icon with the subject below it.

When you receive a message with an attachment, you can open the attachment directly from the message if you have the corresponding source application, or one that can read the file format. You can also save an attachment on your computer's hard disk or on a disk.

When you double-click an attachment icon, the attachment is opened in its source application. You can then view, edit, or print it as you would any other file.


Opening an Attachment

  Overview    [image]  See Also

To open an attachment

Double-click the attachment icon, or select the icon, choose File Object from the Edit menu, and then choose Open.


See Also

Editing an Attachment

Inserting a File from the File System

Inserting an Item from a Microsoft Exchange Folder

Printing an Attachment

Saving an Attachment