Using Outlook in SBS 2003 (bookexcerpt)

TGIF! Today I am posting up some pages from Chapter 6 of Windows Small Business Server 2003 Best Practices on how to utilize Outlook in SBS 2003. As you know – I hope to post up pages each day from my “purple book” until SBS 2008 ships!

enjoy theread…harrybbbb

Harry Brelsford, CEO at SMB Nation,

Microsoft Small Business Specialist (SBSC), MCSE, MCT, MCP, CNE, CLSE and MBA (whew – whipping out the initials today – I am feeling rather randy!)


Outlook 2003

Now for the good stuff. Whereas I touted you might not confront server-side Exchange management issues daily, you will likely use Outlook each and every day (and perhaps all day!). This section starts by revisiting the SPRINGERS methodology where you will send an e-mail, enter contact records, and perform other such tasks.

Sending an E-mail

Time for some step-by-step to have NormH send an e-mail to all employees at SPRINGERS.

1                    Have NormH log on to PRESIDENT with the password Purple3300.

2                    Click Start, E-mail. This will launch Outlook 2003. Because this is the first time that you’ve launched Outlook 2003, you’ll see a dialog


box titled Configuring Outlook that automatically completes the con­figuration of Outlook accounts and generates the Welcome message.

BEST PRACTICE: You will also see a notice in the lower right that Outlook is setting up a local copy of your mailbox. Why is this occurring? Because back in Chapter 4 you might recall a BEST PRACTICE that displayed the advanced client computer settings, one of which related to the Outlook profile creation. This profile also configured local caching so you can use Outlook offline when you’re not attached to the network.

By the way, if you want another way to see the Outlook profile setting configuration option (post-setup), go to SPRINGERS1 and log on as Administrator (password is Husky9999!), select Client Computers under Standard Management on the Server Management console, then select PRESIDENT in the right pane. Click the View Computer Settings link and expand PRESIDENT in the View or Change Client Computer Settings dialog box that appears. Expand Client Setup Configuration Options. Observe the Configure Outlook Profile Information entry. This is where the Outlook profile configuration settings reside that relate to the setup of this computer.

1                    You should have two e-mails in your Inbox. One will welcome you to Microsoft Office Outlook 2003. The other will welcome you to Windows Small Business Server 2003. Please open and read each of these as they contain important information on Outlook and SBS 2003 features and functionality that I won’t repeat here. An example: The Outlook 2003 welcome message discusses the Junk E-mail filter (very cool and spooky smart).

2                    Click the New Mail Message button on the Outlook toolbar to create a new message.

3                    In the To: field, type Springers (in a moment, this entry will automati­cally resolve to Springer Spaniels Limited distribution list entry which is basically sending out a message to everyone in the company). In the Subject: field, type Ideas for forthcoming Dog Shows!


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6.         Click in the text body portion of the message and type the following message: G’day folks! I need your input on which dog shows we should attend this year with which dogs. Thanks! Your screen should look similar to Figure 6-18.

Figure 6-18

Your sample message should look similar to this figure. This is how you create an e-mail message.


7.         Click Send on the message toolbar to send the message. The mes­sage should now appear in your Inbox (Figure 6-19).

Figure 6-19

Congratulations! You’ve sent your first e-mail message as part of the SPRINGERS methodology.

Creating an Appointment

Now you will create an appointment in NormH’s calendar. It concerns the very important matter of Brisker’s mental health (you’ll recall from Chapter 2 and the photo section of this book that Brisker is one of the lead dogs at SPRINGERS).

1                    Assuming you are logged on as NormH on PRESIDENT with Out­look 2003 open, select Calendar in the left pane.

2                    Click the New Appointment button on the left of the upper toolbar.

3                    An Untitled – Appointment windows appears. Type Take Brisker To Therapist in the Subject: line. Type Dog Psychiatrist in the Location field. Select Must Attend under Label. Select a Start time of October 9, 2004 1:00pm and an End time of October 9, 2004 3:00pm. In the text field, type Report on Brisker’s hypnosis progress. Your screen should look similar to Figure 6-20.


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4. Click Save and Close. Figure 6-20

Again – congratulations! You’ve created your first appointment.

Creating Contacts

You will now use one of the coolest capabilities in SBS 2003: the built-in company public folder contacts. By creating these public folders objects, this information will appear in everyone’s Outlook 2003 client computer-side application and with this increased visibility, hopefully be used more than prior SBS releases. Let’s start the procedure to enter SPRINGERS stakeholders as contact records.

1                    If necessary, have NormH log on to PRESIDENT with the pass­word Purple3300. This, of course, shouldn’t be necessary, because you should still be in Outlook on PRESIDENT as NormH from the last procedure.

2                    Click the Folder List icon on the bottom left toolbar (it looks like a yellow folder). Alternatively, you could click Ctrl-6.


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1                    The center under All Folders, scroll down and expand Public Fold­ers. Then expand All Public Folders. Notice two SBS 2003-specific objects in the SPRINGERS story line: Springer Spaniels Limited Archive and Springer Spaniels Limited Contacts.

2                    Select Springer Spaniels Limited Contacts.

3                    Click the New Contact button on the upper toolbar, far left.

4                    You will enter all of the SPRINGERS stakeholders that are listed in Chapter 2, Table 2-2. The entry of a single contact record should look similar to Figure 6-21 and the complete list of stakeholders should look like Figure 6-22. Remember that you click Save and Close after each contact record is populated and then repeat Step #5 above.


BEST PRACTICE: You might see the Location Information screen for a modem connection appear as you enter this information on PRESIDENT. Why would that be? Because you’re entering telephony information on a machine that hasn’t previously been configured for such.

Figure 6-21

A record has been entered.

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Figure 6-22

All records have been entered and are displayed here.

Now proceed to enter each employee in the company as per some prior discussion in the book whereby the company contact would include SPRINGERS employees to be meaningful. All SPRINGERS employees are listed in Chapter 2 under the section titled User List.

BEST PRACTICE: If the two company public folder objects, Springer Spaniels Limited Archive and Springer Spaniels Limited Contacts don’t appear, it reflects an incomplete SBS 2003 setup. This can occur if for some reason you stopped the SBS 2003 setup at mid­point and then restarted. The problem is that the “restarted” setup didn’t complete the script to create those company-related public folder objects. You can easily cure this by manually creating these objects. And exactly how do I know this? On one of the builds of the SBS 2003 hands-on lab master, the setup routine was stopped at mid-point, and I learned all about it.


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