Exchange & Outlook UPDATE, Outlook Edition, June 24, 2003


~~~~ This Issue Sponsored By ~~~~


Windows Scripting Solutions


1. Commentary - Backup and Synchronization for the Exchange-Deprived

2. Announcements - Guide to Securing Your Web Site For Business - New Active Directory Web Seminar!

3. Resources - Tip: Viewing and Printing Lengthy Calendar Entries

4. Events - Storage Road Show Event Archived!

5. New and Improved - Learn to Fight Malicious Code

6. Contact Us - See this section for a list of ways to contact us.


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Editor's Note: We'll soon be changing the frequency of Exchange & Outlook UPDATE in an effort to deliver the same high-quality content with fewer messages to your inbox. Starting in July, you'll receive one issue of Exchange & Outlook UPDATE on Thursday of each week, plus a special Outlook-focused edition on the last Friday of each month. The basic format of the newsletter won't change: You'll continue to receive practical Exchange and Outlook tips and news from Paul Robichaux and Sue Mosher. We welcome feedback about the newsletter. Please send your comments to [email protected] And thanks for reading Exchange & Outlook UPDATE!

==== 1. Commentary: Backup and Synchronization for the Exchange-Deprived ==== by Jessie Louise McClennan, Guest News Editor, [email protected]

As a Microsoft program manager recently quipped, Outlook users tend to be either "pilers" or "filers." Whether they have an Inbox with 20,000 items or 100-plus folders, though, Outlook users have all grown steadily more dependent on the data in their folder sets and want that data to be available wherever they happen to be working. Because at least half of all Outlook users never connect to an Exchange Server system and because many Exchange users also store data outside their server mailboxes, backup and synchronization can frequently be a challenge.

The personal folder store (PST) is an ingenious invention that offers standalone users the opportunity to use all of Outlook's core features. It's definitely personal, though, with some built-in constraints that have become more restricting as the Outlook user community has matured:

* When Outlook (or another messaging application) is using a PST, another program can't change, read, or even copy it. * Outlook assumes that the user who's reading information in a PST will also want to change or add information. Therefore, you can open a PST only from a writable location; Outlook can't work with read-only disks (e.g., archived CD-ROMs). * The total size of a PST can't exceed 2GB.

End users ran up against these limitations as soon as Outlook was bundled with Microsoft Office 97. Because PST files couldn't be copied while in use, LAN administrators found it difficult to implement backup strategies for data, and the PST file's structure made coordinating information kept at work and home difficult for individuals. Even the most obsessive Outlook housekeeper found 1.44MB disks (the most common external medium at that time) woefully inadequate for storage or transfer.

Since then, various workarounds for PSTs' deficiencies have been tried. The Personal Folders Backup (Pfbackup) add-in for Outlook 2002 and Outlook 2000, which can automatically copy files when the user exits Outlook, partially solved the backup dilemma. The add-in, combined with increased disk capacity and popular CD-RW drives, has rendered backup less worrisome today.

Synchronization between machines has been a harder nut to crack. After a promising beginning, most Web-based storage and synchronization services have disappeared from the scene, although a few subscriber services remain. Some customers have resorted to using their PDAs as transfer points to keep their work and home machines synchronized. Others use Pfbackup to make regular copies of their entire folder sets on a portable medium to shuttle between two machines. Fortunately for the pilers among us, recent advances in storage technology have delivered a variety of low-cost options for transferring growing amounts of data. USB keychain devices, microdrives, and CompactFlash and Secure Digital (SD) cards can accommodate hefty archives of as much as 1GB without the connection and driver complications of earlier storage solutions. Users who are pushing up against the PST 2GB maximum can slip a cast-off 2.25-inch laptop drive into an economical USB 2 case and keep piling on the data when they convert to the new expanded Unicode store available in Outlook 2003 (formerly code-named Outlook 11).

Even as the backup and synchronization workarounds have evolved to use new technologies, the fundamental problem remains: As innovative as it might once have seemed, the basic storage system for non-Exchange users is less than equal to the needs of those users today. And the constraints that inhibit productive use of one's personal data are the same as those that prevent concurrent sharing of that data with other users--the number-one requirement of Outlook users in small businesses. Outlook 2003 will include a new model for working with user data in an Exchange environment; let's hope that the next Outlook version will bring comparable changes for the other half of the Outlook user community.


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==== 2. Announcements ==== (from Windows & .NET Magazine and its partners)

Guide to Securing Your Web Site For Business Download VeriSign's new whitepaper, "Guide to Securing Your Web Site For Business," and discover the practical business benefits of securing your Web site. You'll also learn more about the innovative processes and technologies VeriSign uses to address Internet security issues. Download your free copy now!

New Active Directory Web Seminar! Discover how to securely managing Active Directory in a multiforest environment, establish attribute-level auditing without affecting AD performance, enhance secure permission management with "Roles," and more! There's no charge for this event but space is limited--register today!

==== 3. Resources ====

Tip: Viewing and Printing Lengthy Calendar Entries by Sue Mosher, [email protected]

Q: How can I add lengthy entries to the Outlook Calendar and see all the inputted text when I print out a weekly calendar?

A: You can type as much information as you want into the body of an Outlook Calendar item, but Outlook limits what it shows on screen and prints out. You can obtain several Microsoft Word templates that let you print everything from an Outlook Calendar folder and give you more control over the calendar's appearance. Microsoft offers a template at , and you can find variations at .

See the Exchange & Outlook Administrator Web site for more great tips from Sue Mosher.

==== 4. Events ==== (brought to you by Windows & .NET Magazine)

Storage Road Show Event Archived! Couldn't make the HP & Microsoft Network Storage Solutions Road Show? View the taped event archives from your Web browser!

==== 5. New and Improved ==== by Carolyn Mader, [email protected]

Learn to Fight Malicious Code announced Kevin Beaver's "The Definitive Guide to E-Mail Management and Security," an eBook about dealing with corporate email threats and vulnerabilities. The eBook covers many IT management topics, including fighting malicious code, understanding and preventing spam, email content filtering, email client and server problems, and managing email effectively. You can read the chapters as releases them. Chapter 1 is currently available. Visit to register and read Chapter 1.


~~~~ Sponsored Links ~~~~

FaxBack Integrate FAX into Exchange/Outlook (Whitepaper, ROI, Trial)


==== 6. Contact Us ====

About the newsletter -- [email protected] About technical questions -- About product news -- [email protected] About sponsoring Exchange & Outlook UPDATE -- [email protected]


This email newsletter is brought to you by Exchange & Outlook Administrator, the print newsletter with practical advice, tips, and techniques covering migration, backup and restoration, security, and much more. Subscribe today.

Copyright 2003, Penton Media, Inc.

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