Exchange & Outlook UPDATE, Outlook Edition, July 25, 2003


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

HP & Microsoft Network Storage Solutions Road Show


1. Commentary - Windows SharePoint Services and Outlook

2. Announcements - New--Test-Drive Our Performance Portal! - Exchange 2003: Do You Plan to Migrate or Wait?

3. Resources - Tip: Creating a Custom Pop-Up Box

4. Events - New--Mobile & Wireless Road Show!

5. New and Improved - Retrieve Lost Passwords

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


~~~~ Sponsor: HP & Microsoft Network Storage Solutions Road Show ~~~~ Missed the Network Storage Solutions Road Show? If you couldn't make the HP & Microsoft Network Storage Solutions Road Show, you missed Mark Smith talking about Windows-Powered NAS, file server consolidation, and more. The good news is that you can now view the Webcast event in its entirety at:


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==== 1. Commentary: Windows SharePoint Services and Outlook ==== by Jessie Louise McClennan, Guest News Editor, [email protected]

Windows SharePoint Services (WSS), which will be released later this year as a no-charge add-on to Windows Server 2003, has become Microsoft's strategic platform for team collaboration. Customer feedback about its predecessor, SharePoint Team Services, sparked an array of small improvements designed to enhance workgroup productivity by using Web spaces to focus worker activity. The upcoming version also includes some new features that integrate with Outlook-–collaboration features that you can use out of the box with no additional products or programming. The April 29, 2003 Commentary discussed one of those features: document workspaces. This week, I look at two other interesting new WSS features for Outlook 2003 users: meeting workspaces and linking to team data from Outlook.

Meeting workspaces are Web sites designed to help groups plan and execute meetings more effectively. WSS includes page templates that you can tailor with additions from a library of meeting-associated Web parts such as an attendee list, an agenda, a document library, and a "things to bring" list. Thus, teams can use meeting workspaces to consolidate the materials associated with a project or meeting, thereby helping to ensure that attendees will come to the meeting prepared. You can also add to a meeting workspace sections for decisions and tasks to support meeting follow-up. The extremely flexible meeting workspaces equally support live meetings or electronic conferencing.

Outlook 2003 users can create a meeting workspace by clicking a new Meeting Workspace button on the meeting request form. That action invokes a task pane that lets the user choose the team Web site to use for the meeting space. After checking site permissions, WSS then creates the necessary Web pages. Meeting invitees receive a typical Outlook meeting invitation that includes a link to the meeting space. The entry in the invitee's Calendar folder also displays an icon to alert the invitee that planning items for the meeting are available online. As with other WSS components, invitees can elect to be notified when different types of changes are posted to the meeting workspace.

Another area in which Outlook 2003 users will see new integration with WSS is in the core team sites. Like their SharePoint Team Services predecessors, WSS sites feature Web parts, including various lists that users can maintain. Microsoft has upgraded the Web parts for team contacts and events to deliver a new capability: You can save these parts in a special read-only team .pst file that links directly to the team site. Items on the team events list appear in a separate calendar folder, and you can invoke Outlook 2003's new side-by-side calendar display to view both your personal and a team calendar at the same time. When the user has access to the team site (which can be internal or external), calendar items and contacts are synchronized to reflect the most recently available content.

Unfortunately, the integration is only one-way-–users can display group contacts or calendars in Outlook 2003, but they can't add or change items. To add an appointment to the local copy of the group calendar or to change shared contact information, a user must log on to the team site and edit the appropriate list. The next time an Outlook 2003 user opens a folder in the team .pst file, Outlook will log on to the site and refresh the folder contents.

The jury is still out as to how useful the WSS-Outlook links will be. For workgroups that collaboratively maintain shared calendars and contacts, the read-only restriction could prove problematic. However, many teams just need a data repository that one or two team members maintain, then make available to the larger group. The special read-only .pst file should do nicely in these environments. WSS might be a useful starting point for organizations that need an easy-to-implement collaboration solution. Fortunately, Microsoft offers a no-charge trial version of Windows 2003 and a public Windows SharePoint Services Beta 2 download so that you can evaluate the applications in your environment before committing to WSS.

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

New--Test-Drive Our Performance Portal! The Windows & .NET Magazine Performance Portal site is an online service that lets IT professionals test client/server scalability and application performance of client/server database, workflow, streaming media, and office productivity applications. Check out this innovative service at

Exchange 2003: Do You Plan to Migrate or Wait? Windows & .NET Magazine and Aelita Software would like to know about your organization's plans to migrate to Exchange Server 2003. Take our brief survey, "Windows & .NET Magazine: The State of Exchange Migration," and sign up to receive a free white paper titled, "Upgrade or Migrate? Deployment Options for Exchange 2000/2003." Give us your feedback today!

==== 3. Resources ====

Tip: Creating a Custom Pop-Up Box by Sue Mosher, [email protected]

Q: When I send a message, how can I make a box pop up to let me set a category for the message?

A: This task is easy to do with Visual Basic for Applications (VBA) code in Outlook 2002, which adds a ShowCategoriesDialog method to all Outlook items. Just put the following code in the ThisOutlookSession module in your VBA project:

Private Sub Application_ItemSend (ByVal Item As Object, Cancel As Boolean) Item.ShowCategoriesDialog End Sub

If you need help getting started with Outlook VBA, see Outlook VBA on Demand, "Back to Basics," August 2001, , InstantDoc ID 21522.

In Outlook 2000, if you use Outlook's built-in editor to create messages, you can use the following code:

Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean) Dim objCBC As CommandBarControl Dim objInsp As Inspector If Item.Class = olMail Then Set objInsp = Item.GetInspector If objInsp.EditorType olEditorWord Then Set objCBC = objInsp.CommandBars.findcontrol(id:=5598) objCBC.Execute End If End If Set objInsp = Nothing Set objCBC = Nothing End Sub

Again, put this code in the ThisOutlookSession module. This procedure locates the toolbar or menu command for the Options dialog box by its ID number, then executes it. When you send a message, you'll see the full Options dialog box, just as if you'd clicked the Options button on the message. This procedure doesn't work with messages that you create with Microsoft Word (i.e., WordMail) as your editor.

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

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

New--Mobile & Wireless Road Show! Learn more about the wireless and mobility solutions that are available today! Register now for this free event!

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

Retrieve Lost Passwords ABF software released ABF Password Recovery 1.1, password-recovery software that lets you instantly retrieve lost or forgotten passwords for Outlook, Outlook Express, and Microsoft Internet Explorer (IE). The program retrieves passwords for identities, mail, news, and Lightweight Directory Access Protocol (LDAP) accounts. ABF Password Recovery costs $19.95 and runs on Windows XP/2000/Me/98 systems. Contact ABF software at [email protected]


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==== 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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