Exchange & Outlook UPDATE, Outlook Edition, May 6, 2003


Exchange and Outlook UPDATE, Outlook Edition--brought to you by Exchange & Outlook Administrator, the print newsletter with practical advice, how-to articles, tips, and techniques to help you do your job today.



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May 6, 2003--In this issue:

1. COMMENTARY - Top Email Goofs

2. ANNOUNCEMENTS - Windows & .NET Magazine Connections: Win a Florida Vacation - Time Is Running Out to Join Our Storage Solutions Road Show!

3. RESOURCE - Tip: Contact Attachments

4. NEW AND IMPROVED - Manage Blocked-Attachment Security

5. CONTACT US See this section for a list of ways to contact us.




(contributed by Sue Mosher, News Editor, [email protected])


What's your most frequent email faux pas? A study recently commissioned by Microsoft shows that the most common email error might be that file that you forgot to attach. In a survey of 1000 American adults using different email programs, 41 percent said a typical reason they say "oops" after sending a message is that they've forgotten to include an attachment. The next most commonly cited errors in the poll were misspellings (34 percent) and sending a message before it was ready (32 percent). The survey focused on consumer rather than business use.

Other questions in the survey asked about calendar and address book use and about sending messages with multimedia content. More than half (52 percent) of the survey participants rely solely on their traditional hard-copy address book, rather than their email program's electronic address book, when planning to contact family or friends. Another 29 percent rely on their electronic address book, while 8 percent use both.

The vast majority (71 percent) still use paper calendars to track their appointments. Computer-based calendar programs got the nod from 25 percent of respondents, beating out PDAs (14 percent) by a nearly 2-to-1 margin.

Only 18 percent of those surveyed experience frequent problems opening attachments. More than 50 percent said they have trouble opening attachments rarely or never.

Using email to send multimedia content is still relatively uncommon. Although 25 percent said they send a photograph, movie clip, or audio file at least a few times a month, 62 percent said they send multimedia content no more than a couple of times a year. For those who do send pictures, the most common subject matter was self and family (44 percent), followed by random interesting shots (35 percent), the kids (34 percent), and weddings and other special occasions (32 percent).

It would be interesting for Microsoft to repeat the survey a year or two after Microsoft Office 2003 ships to see whether multimedia usage has increased. The next version of Office includes a Picture Library application that Microsoft hopes will make it easier to manage digital photos on your computer. One of the application's features is the ability to create an email message that automatically includes low-resolution versions of the pictures you want to share. (Unfortunately, the Beta 2 version triggers Outlook security prompts.)

You can take the poll yourself at and compare your answers with those of the survey respondents. In case you're wondering, I occasionally forget to send an attachment.


In response to last week's Commentary about the document workspace integration between Outlook 2003 and Windows SharePoint Services (WSS), alert Outlook UPDATE reader Michael Leary asked why Outlook must be connected to the Internet to create a document workspace when the user sends an attachment. Actually, Outlook just needs to be able to connect to the WSS server. If the server is on your company intranet, all you need is a local network connection.


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(brought to you by Windows & .NET Magazine and its partners)

* WINDOWS & .NET MAGAZINE CONNECTIONS: WIN A FLORIDA VACATION Don't miss this exclusive opportunity to learn in person from your favorite writers you know and trust. All attendees will receive a free 1-year subscription to Windows & .NET Magazine plus a chance to win a Florida vacation for two. Connections has simply the best lineup of technical training for today's Windows IT pro. Conference begins May 18, so hurry and register now:

* TIME IS RUNNING OUT TO JOIN OUR STORAGE SOLUTIONS ROAD SHOW! Attend the HP & Microsoft Network Storage Solutions Road Show, and learn how existing and future storage solutions can save your company money--and make your job easier! Attendees have lots of chances to win incredible prizes. There is absolutely no fee for this event, but space is limited. We've just added Minneapolis to our list of cities, so register now!



(contributed by Sue Mosher, [email protected])


Q: What's the most effective way to attach a Microsoft Word document to an Outlook contact?

A: You can use Insert, Attachment to add a file to any Outlook item. I use this feature all the time to organize notes for meetings, phone calls, and ongoing tasks. You can also drag any file from a folder on your system into an open Outlook item.

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



(contributed by Carolyn Mader, [email protected])

* MANAGE BLOCKED-ATTACHMENT SECURITY Xenos Software released the Xenos Outlook Security Extension, an Outlook add-on that lets you unblock file attachments, automatically purge deleted data from Outlook's database, read email messages as plain text, and manage other options not directly available through Outlook. Xenos Outlook Security Extension integrates with Outlook by adding a new tab to the Tools, Options dialog box. Pricing is $19.95 for a single-user license. Volume discounts are available. Contact Xenos Software at [email protected]



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* ABOUT THE COMMENTARY -- [email protected]

* ABOUT THE NEWSLETTER IN GENERAL -- [email protected] (please mention the newsletter name in the subject line)


* PRODUCT NEWS -- [email protected]




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Thank you for reading Exchange and Outlook UPDATE. __________________________________________________________ Copyright 2003, Penton Media, Inc.

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