Exchange and Outlook UPDATE, Outlook Edition, November 12, 2002

Exchange and Outlook UPDATE, Outlook Edition—brought to you by Exchange & Outlook Administrator, a print newsletter from Windows & .NET Magazine that contains practical advice, how-to articles, tips, and techniques to help you do your job today.
http://www.exchangeadmin.com

THIS ISSUE SPONSORED BY

COMMUNIGATE PRO GROUPWARE BY STALKER SOFTWARE

Remote Access to Intranets, from Any Browser
(Below COMMENTARY)

SPONSOR: COMMUNIGATE PRO GROUPWARE BY STALKER SOFTWARE

Reliable - Scalable - Robust - Fast
Lower the Total Cost of Ownership for Email
Keep Outlook users happy with the Calendar functionality they know and love.

Easy-to-maintain Email and Calendaring

FREE TRIAL: http://www.stalker.com/ads/exup.html

November 12, 2002—In this issue:

1. COMMENTARY

2. ANNOUNCEMENTS

3. HOT RELEASES (ADVERTISEMENTS)

4. RESOURCE

5. NEW AND IMPROVED

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

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

As a mail and collaboration program designed for interacting with information onscreen, Outlook lacks the sophisticated print layout tools that other Microsoft Office programs have. To help reduce your frustration with Outlook printing, I thought it might be useful to review some of the limitations and available workarounds for common problems related to printing messages in Outlook.

One of the most common problems related to printing messages is that when you print an HTML-format message that includes attachments, the printout doesn't include any information about the attachments. (When you print a plain text or Rich Text Format—RTF—message, the printout shows an icon and filename for each attachment.) One solution for this problem is Sperry Software's Print On Demand Outlook add-on, which adds two new printing buttons. One prints the message with the attachment names appended; the other prints just the attachments.

Another message-printing problem is that if you use WordMail as your editor, the To, Cc, Bcc, and Subject fields don't appear on the printout of an unsent message. One solution is to print the version in the Sent Items folder after you've sent the message. Another is to close and save the message, then choose Tools, Options, Mail Format and turn off WordMail as your editor. Then open the message from the Drafts folder, and it will appear in the regular Outlook editor, which prints all the message fields—even for an unsent message.

Have you ever received a message with a huge number of recipients? I've seen messages in which the list of recipients was longer than the message. Outlook provides no quick way to suppress printing of that long recipient list, but a couple of workarounds exist. One is to use the File, Save As command to save the message as a .txt, .rtf, or .htm file—depending on the message format—then open that file in your choice of editor, delete the To information, and print the file. Saving the message as a file also lets you print selected information or specific pages from mail messages you receive. You can edit the file to print exactly the pages you need.

Here's another way to suppress the printing of the To list: Open the message, then choose Tools, Forms, Design This Form. Right-click the text box control that shows the To names, then choose Properties. In the Properties dialog box, select the Validation tab, clear the "Include this field for Printing and Save As" checkbox, and click OK. Close the message, and choose Yes when you see the "Do you want to save changes?" prompt. Now Outlook will hide the To recipient list when you print the message. One advantage of this method is that you don't have to clutter your system with a file copy of the message.

To save paper, you might want to print multiple messages one right after the other, rather than starting a new page for each message. However, the Print dialog box's "Start each item on a new page" checkbox is selected and disabled when you try to print messages. The File, Save As command comes to the rescue again: You can select the messages in the order you want to print them, save them as a .txt file, open that file, and print it to produce a plain text printout of all selected messages as one print job.

SPONSOR: REMOTE ACCESS TO INTRANETS, FROM ANY BROWSER

Whale's SSL VPN Access to OWA.
Secure. Easy to deploy. Convenient. Economical.
A fraction of the cost of traditional VPNs.
Whale Communications' e-Gap Remote Access Appliance.
Bringing the office to you from any web browser.
http://www.whalecommunications.com/data/exchangeoutlook111202.htm

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

Attend our newest Web seminar, brought to you by Windows & .NET Magazine and Precise SRM, and discover the secrets. Steven Toole will also advise you on how to reduce storage growth and backups by 30% and how to reduce storage administration by 25% or more. Space is limited for this important Web event, so register today!
http://www.winnetmag.com/seminars/precise

Internet filtering is becoming a financial and legal concern for companies of all sizes. Complete our brief survey about the topic and you could win a digital camera. Click here!
http://www.zoomerang.com/recipient/survey-intro.zgi?ID=LANFS30XK4W0&PIN=432G51SDFR43

3. HOT RELEASES (ADVERTISEMENTS)

Email Admins, get your life back! Ontrack PowerControls 1.0 lets you access archived .edb files without an Exchange server, easily search by keyword, and eliminate brick-level backups. Save time and money today! Try it now!
http://www.ontrack.com/special/pc11exchoutupdate.asp

EAS provides organizations with enhanced life cycle management of their Exchange e-mail. EAS: Reduces server load on Exchange; Improves access, retrieve and restore; and Secures corporate intellectual property. Free White Paper: The Strategic Importance of Email:
http://www.educomts.com/whitepaper.htm

4. RESOURCE
(contributed by Sue Mosher, [email protected])

Q: I recently found links at Microsoft's Web site and other sites that launched a prefilled Outlook appointment with details of an event. How can I add such links to my site?

A: Check the properties of the link. Chances are that the link is to an .ics file. An .ics file is an iCalendar file, which is a text file that uses an Internet-standard syntax for calendar information. You can create an .ics file from any Outlook 2002 or Outlook 2000 appointment by choosing File, Save As.

Internet Engineering Task Force (IETF) Request for Comments (RFC) 2445 explains the core features of the iCalendar protocol. Outlook supports only the VEVENT calendar component for appointments, not VTODO or VJOURNAL, which would be the equivalent of tasks and journal items, respectively. RFCs 2446 and 2447 provide additional information about how iCalendar objects behave when sent between users with different systems.

See the Exchange & Outlook Administrator Web site for more great tips from Sue Mosher.
http://www.exchangeadmin.com

5. NEW AND IMPROVED
(contributed by Carolyn Mader, [email protected])

ITWorx released FileWay 1.1, an Outlook Web Access (OWA) add-on that lets mobile users use a Web browser on any machine to access documents on file servers and their personal PCs. Users can read, change, download, and upload files on their office computer or on the corporate LAN. FileWay uses the existing OWA security infrastructure and authorization policies. The add-on protects data and integrates with third-party firewalls, proxy servers, security tokens, and antivirus servers. Call ITWorx at 781-272-6222.
http://www.fileway.com

6. CONTACT US
Here's how to reach us with your comments and questions:

This email newsletter is brought to you by Windows & .NET Magazine, the leading publication for Windows professionals who want to learn more and perform better. Subscribe today.
http://www.winnetmag.com/sub.cfm?code=wswi201x1z

Receive the latest information about the Windows and .NET topics of your choice. Subscribe to our other FREE email newsletters.
http://www.winnetmag.net/email

Exchange and Outlook UPDATE, Outlook Edition—brought to you by Exchange & Outlook Administrator, a print newsletter from Windows & .NET Magazine that contains practical advice, how-to articles, tips, and techniques to help you do your job today.
http://www.exchangeadmin.com

THIS ISSUE SPONSORED BY

COMMUNIGATE PRO GROUPWARE BY STALKER SOFTWARE

Remote Access to Intranets, from Any Browser
(Below COMMENTARY)

SPONSOR: COMMUNIGATE PRO GROUPWARE BY STALKER SOFTWARE

Reliable - Scalable - Robust - Fast
Lower the Total Cost of Ownership for Email
Keep Outlook users happy with the Calendar functionality they know and love.

Easy-to-maintain Email and Calendaring

FREE TRIAL: http://www.stalker.com/ads/exup.html

November 12, 2002—In this issue:

1. COMMENTARY

2. ANNOUNCEMENTS

3. HOT RELEASES (ADVERTISEMENTS)

4. RESOURCE

5. NEW AND IMPROVED

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

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

As a mail and collaboration program designed for interacting with information onscreen, Outlook lacks the sophisticated print layout tools that other Microsoft Office programs have. To help reduce your frustration with Outlook printing, I thought it might be useful to review some of the limitations and available workarounds for common problems related to printing messages in Outlook.

One of the most common problems related to printing messages is that when you print an HTML-format message that includes attachments, the printout doesn't include any information about the attachments. (When you print a plain text or Rich Text Format—RTF—message, the printout shows an icon and filename for each attachment.) One solution for this problem is Sperry Software's Print On Demand Outlook add-on, which adds two new printing buttons. One prints the message with the attachment names appended; the other prints just the attachments.

Another message-printing problem is that if you use WordMail as your editor, the To, Cc, Bcc, and Subject fields don't appear on the printout of an unsent message. One solution is to print the version in the Sent Items folder after you've sent the message. Another is to close and save the message, then choose Tools, Options, Mail Format and turn off WordMail as your editor. Then open the message from the Drafts folder, and it will appear in the regular Outlook editor, which prints all the message fields—even for an unsent message.

Have you ever received a message with a huge number of recipients? I've seen messages in which the list of recipients was longer than the message. Outlook provides no quick way to suppress printing of that long recipient list, but a couple of workarounds exist. One is to use the File, Save As command to save the message as a .txt, .rtf, or .htm file—depending on the message format—then open that file in your choice of editor, delete the To information, and print the file. Saving the message as a file also lets you print selected information or specific pages from mail messages you receive. You can edit the file to print exactly the pages you need.

Here's another way to suppress the printing of the To list: Open the message, then choose Tools, Forms, Design This Form. Right-click the text box control that shows the To names, then choose Properties. In the Properties dialog box, select the Validation tab, clear the "Include this field for Printing and Save As" checkbox, and click OK. Close the message, and choose Yes when you see the "Do you want to save changes?" prompt. Now Outlook will hide the To recipient list when you print the message. One advantage of this method is that you don't have to clutter your system with a file copy of the message.

To save paper, you might want to print multiple messages one right after the other, rather than starting a new page for each message. However, the Print dialog box's "Start each item on a new page" checkbox is selected and disabled when you try to print messages. The File, Save As command comes to the rescue again: You can select the messages in the order you want to print them, save them as a .txt file, open that file, and print it to produce a plain text printout of all selected messages as one print job.

SPONSOR: REMOTE ACCESS TO INTRANETS, FROM ANY BROWSER

Whale's SSL VPN Access to OWA.
Secure. Easy to deploy. Convenient. Economical.
A fraction of the cost of traditional VPNs.
Whale Communications' e-Gap Remote Access Appliance.
Bringing the office to you from any web browser.
http://www.whalecommunications.com/data/exchangeoutlook111202.htm

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

Attend our newest Web seminar, brought to you by Windows & .NET Magazine and Precise SRM, and discover the secrets. Steven Toole will also advise you on how to reduce storage growth and backups by 30% and how to reduce storage administration by 25% or more. Space is limited for this important Web event, so register today!
http://www.winnetmag.com/seminars/precise

Internet filtering is becoming a financial and legal concern for companies of all sizes. Complete our brief survey about the topic and you could win a digital camera. Click here!
http://www.zoomerang.com/recipient/survey-intro.zgi?ID=LANFS30XK4W0&PIN=432G51SDFR43

3. HOT RELEASES (ADVERTISEMENTS)

Email Admins, get your life back! Ontrack PowerControls 1.0 lets you access archived .edb files without an Exchange server, easily search by keyword, and eliminate brick-level backups. Save time and money today! Try it now!
http://www.ontrack.com/special/pc11exchoutupdate.asp

EAS provides organizations with enhanced life cycle management of their Exchange e-mail. EAS: Reduces server load on Exchange; Improves access, retrieve and restore; and Secures corporate intellectual property. Free White Paper: The Strategic Importance of Email:
http://www.educomts.com/whitepaper.htm

4. RESOURCE
(contributed by Sue Mosher, [email protected])

Q: I recently found links at Microsoft's Web site and other sites that launched a prefilled Outlook appointment with details of an event. How can I add such links to my site?

A: Check the properties of the link. Chances are that the link is to an .ics file. An .ics file is an iCalendar file, which is a text file that uses an Internet-standard syntax for calendar information. You can create an .ics file from any Outlook 2002 or Outlook 2000 appointment by choosing File, Save As.

Internet Engineering Task Force (IETF) Request for Comments (RFC) 2445 explains the core features of the iCalendar protocol. Outlook supports only the VEVENT calendar component for appointments, not VTODO or VJOURNAL, which would be the equivalent of tasks and journal items, respectively. RFCs 2446 and 2447 provide additional information about how iCalendar objects behave when sent between users with different systems.

See the Exchange & Outlook Administrator Web site for more great tips from Sue Mosher.
http://www.exchangeadmin.com

5. NEW AND IMPROVED
(contributed by Carolyn Mader, [email protected])

ITWorx released FileWay 1.1, an Outlook Web Access (OWA) add-on that lets mobile users use a Web browser on any machine to access documents on file servers and their personal PCs. Users can read, change, download, and upload files on their office computer or on the corporate LAN. FileWay uses the existing OWA security infrastructure and authorization policies. The add-on protects data and integrates with third-party firewalls, proxy servers, security tokens, and antivirus servers. Call ITWorx at 781-272-6222.
http://www.fileway.com

6. CONTACT US
Here's how to reach us with your comments and questions:

This email newsletter is brought to you by Windows & .NET Magazine, the leading publication for Windows professionals who want to learn more and perform better. Subscribe today.
http://www.winnetmag.com/sub.cfm?code=wswi201x1z

Receive the latest information about the Windows and .NET topics of your choice. Subscribe to our other FREE email newsletters.
http://www.winnetmag.net/email