How TO Explore Public Folder

If you use Microsoft Exchange Server, Outlook 2002 has a feature called public folders that allows groups to share information easily. Imagine you're a teacher interested in sharing tools such as lesson plans with other teachers in your school district. You may make calls and write e-mails to set up the project or to schedule meetings. You wait for responses from the other teachers and then share updates with the group. As problems come up, you send more updates and wonder if your messages have become confusing.

In the end you have to contact everyone again to make sure that they have the right information. All this before you even start sharing the lesson plans, which requires more arranging. You sure could use a way to share information in a timely, efficient manner. Public folders may be the answer.

What are public folders?

Public folders provide an effective way to collect, organize, and share information with others in your organization. They are central, shared folders that anyone can view to share information and ideas. Public folders can contain any Outlook item type, such as messages, appointments, contacts, tasks, journal entries, notes, forms, files, and posts. Once you are connected to your Exchange Server, Public Folders appear on your Outlook Folder List.

How do I set up public folders?

Public folders must be set up on a Microsoft Exchange Server. Your Exchange Server administrator must grant you owner permissions to create the public folder. Once you've created the public folder, you can set options, such as user permissions, rules, and default views. For more information, see the following Outlook 2002 Help topics:

• Create a public folder
• Change the default view for a public folder
• Create or modify a rule for a public folder

How do I use public folders?

For detailed procedures for working with public folders, see the following Outlook 2002 Help topics:

• Open a public folder
• Post information in a public folder
• Reply to information posted in a public folder
• Add an e-mail address for a public folder to your Contacts folder
• Add a public folder shortcut to Favorites
• Permit others to access a folder
• Search for a public folder

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Recover deleted items from any folder

This feature requires you to use a Microsoft Exchange Server e-mail account. This feature is designed for advanced users who are comfortable backing up and modifying the Microsoft Windows® Registry.

Outlook provides a way to recover items after you have permanently deleted them, including after emptying the Deleted Items folder. Your Exchange server administrator specifies the retention time for permanently deleted items on the Exchange server. After this time has elapsed, you cannot recover the deleted items.

By default, to use the Recover Deleted Items command on the Tools menu, you must be viewing the Deleted Items folder. By modifying the registry, this command is available regardless of which Outlook folder that you are viewing. You can view and recover deleted items, including those items that were permanently deleted by using SHIFT+DELETE, for the folder that you are viewing.

Note If you deleted an item and emptied the Deleted Items folder, click Deleted Items to use Recovered Deleted Items. Only items that you permanently deleted with SHIFT+DELETE are available in folders other than Deleted Items.

Caution If you use the registry editor incorrectly, you might cause serious problems that might require you to reinstall your operating system. Microsoft cannot guarantee that you can solve problems that result from using the registry editor incorrectly. Use the registry editor at your own risk.

1. Exit Outlook.
2. Open the Windows registry editor.
3. Browse to My Computer\HKEY_LOCAL_MACHINE\Software\Microsoft\Exchange\Client\Options.
4. On the Edit menu, point to New, and then click DWORD Value.
5. Type the name DumpsterAlwaysOn.

Note Do not type any spaces in the name.

6. Set the DWORD value to 1.
7. Restart Outlook.

The Tools menu now has the Recover Deleted Items command for every Outlook folder.

Source Microsoft.office.com

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Split Outlook data

Split your Outlook data into more than one file

This technique will stop your e-mail file from getting bloated, slow and eventually corrupting itself and dying.

Outlook by default saves all its e-mails into one file.

Prior to Outlook 2003, there was a limitation of 2 GB to your Outlook data file. Although 2 GB seems like a lot, this space can be filled quickly particularly if you receive a lot of attachments.

Once you reach that limit, there is no real warning. Outlook just slows down, e-mails start getting lost and in some cases Outlook just stops opening altogether. Retrieving your e-mails from this corrupt PST is a nightmare.

In Outlook 2003, you have the option of using the new Unicode format of Outlook data file which can hold much more data. However if you upgraded Outlook from an earlier version then chances are that you are still using the older format with the 2 GB limitation.

Irrespective of whether you are using the new or old format data file, you should split your Outlook data into at least 2 files.

You main PST file should not be used like a filing cabinet for old e-mails. Create a separate PST file to save e-mails that you want to keep for future reference. This leaves you main Outlook data file lean and mean so that Outlook is able to open up quickly.

To create a new Outlook data file:

1. Click File-New-Outlook Data File

2. Outlook 2003 Only: Outlook 2003 uses two types of Outlook data files. If you will be using the data only in Outlook 2003 or later, choose MS Outlook Personal Folders File. Otherwise choose the Outlook 97-2002 option.

3. Outlook suggests a default location for the file. I recommend that you change this to a folder that you backup regularly, possible a sub-folder in your My Documents.

4. Enter a filename and click OK to create the file.

You can create as many Personal Folder files as you need. Most users only need to create one in addition to the one that Outlook creates by default.

PST 1: Default Folder created by Outlook

PST 2: Use to store Project E-mails

You will be moving e-mails from PST 1 to PST 2 as explained later in this book.

If you have a very high volume of e-mails (particularly with large attachments) you may want to have 2 PST files for your Project E-mails, one for Active projects and one for Completed projects.

Microsoft Outlook, Outlook Help

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How To Activate Outlook

To continue to use all of the features of your product, you must activate the product. Microsoft Product Activation is a Microsoft anti-piracy technology designed to verify that software products are legitimately licensed.Activation works by verifying that the Product Key, which you must supply to install the product, is not in use on more personal computers than are permitted by the software

How do I activate my Microsoft Outlook programs?

When you start your Office program for the first time after installation, you are prompted to enter your Product Key, if you have not already done so during Setup.

Grace period Before you enter a valid Product Key, you can run the software up to 25 times. This is known as the grace period. During the grace period, certain features or programs may be enabled that are not included in the product you have purchased. After you enter a valid Product Key, you will see only the programs and features you have purchased.

Reduced Functionality mode After the grace period, if you have not entered a valid Product Key, the software goes into Reduced Functionality mode. In Reduced Functionality mode, your software behaves similarly to a viewer. You cannot save modifications to documents or create new documents, and functionality might be reduced. No existing files or documents are harmed in Reduced Functionality mode. After you enter your Product Key and activate your software, you will have full functionality for the programs and features you purchased.

Activate over the Internet or by phone

When you enter your valid Product Key, the Activation Wizard automatically runs. The Activation Wizard gives you two choices on how to proceed:
Activate by using the Internet The Activation Wizard automatically contacts the Microsoft licensing servers through your Internet connection. If you are using a valid Product Key that has not already been used for the allowed number of installations, your product is activated immediately.
When you activate through the Internet, your product ID (derived from the installation Product Key) is sent to Microsoft through an encrypted transfer. A response (the confirmation ID) is sent back to your computer to activate your product. If you choose to activate your product through the Internet and you are not already connected, the wizard alerts you that there is no connection.
· Activate by using the telephone You can telephone an Activation Center and activate your product with the help of a customer service representative.
Telephone activation might take longer than activation through the Internet. You should be at your computer when you call, and you should have your software Product Key available. Telephone numbers for Activation Centers vary by product license and country/region. Use the number provided on your Activation Wizard screen to call the Microsoft Activation Center.
Important Activation Center numbers are not listed in this article because there are many numbers, and the correct number for you is based on several factors. Microsoft software can be obtained under various licenses, including individual retail licenses, original equipment manufacturer (OEM) licenses, and volume licenses. Telephone contact numbers vary by license and country/region. In step 2 of the Activation Wizard, use the number provided to call the Microsoft Activation Center.
--> In the Activation Wizard, select the country/region where you reside and where you plan to use the product.
The wizard provides one or more telephone numbers.

Call the Activation Center.

The customer service representative asks you for your installation ID (displayed on your screen) and other relevant information. After your installation ID is verified, you receive a confirmation ID.
In the Activation Wizard, type the confirmation ID in the spaces provided at the bottom of the screen, and then press ENTER.

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Outlook Profile

Outlook Creating Profile

When Outlook is installed, a profile is created in order for you to access your Exchange

account. If you share a computer, or need to access more than one account such as a

departmental account, each account needs to have its own profile to keep Outlook

information separate. Learn to modify your own profile or to create additional profiles.

This document was created to support the Outlook documentation. There is not a specific

course on Working with Profiles offered by Academic Computing Services (ACS). Use

this document to enhance what you know about message management. This document

discusses the fundamentals of Working with Profiles using Outlook 2000. Upon

completion of this document you should be able to:

• create new profiles

• edit profiles

• delete profiles

Outlook Profiles

When Outlook is installed, a profile is automatically created for you. A profile contains

the following information:

Information Services – a list of information services and the properties of each of

them.

• Delivery – the location to which new email should be delivered, and where other

Outlook items are saved. Delivery also defines the order that Outlook uses

information services when attempting to send email.

• Addressing – the default address book to use when addressing email, the address

book in which you want to save information about new contacts, and the order in

which address books should be searched to verify recipients email addresses.

Your profile information, stored in the Windows registry, contains information that

defines how Outlook works for you. You can modify this profile or you can create

additional profiles. If you share a computer, each person needs to have their own profile

to keep Outlook information separate.

Profiles can be created, viewed, and modified from the Windows desktop or from within

Outlook. Copying and deleting profiles can be done only from the Windows desktop not

from within Outlook.

Creating a new Profile from the Windows desktop

If you share a workstation with another or you need to configure options for a

departmental resource such as a room, create a new profile for each user.

1. From the Window’s desktop, click Start.

2. Point at Settings.

3. Click Control Panel. The Control Panel dialog box appears.

4. Double-click Mail. The Properties dialog box appears containing information about

the current service on your computer.

5. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

6. Click Add…. The Microsoft Outlook Setup Wizard leads you through a series of

windows in which you set up the information services for the new profile.

7. Select Microsoft Exchange Server. Click Next.

8. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click

Next.

9. In the box below the Mailbox Exchange server: field, type

skylark.mail.ukans.edu if you are staff or faculty or hawk.mail.ukans.edu if

you are a student.

10. Type the new Exchange account name of the profile in the Mailbox: field (e.g.

jdoe@ukans.edu). Click Next.

11. If you travel with your computer, select Yes. If not, leave No selected. Click Next.

12. The last window tells you that everything has been installed. Click Finish.

13. The Mail dialog box displays the new profile. Be sure the new profile is selected and

click Properties. The Properties dialog box for that account appears.

14. Be sure Microsoft Exchange Server is selected and click Properties.

15. Click the Advanced tab.

16. Under the Logon network security: field, click the down arrow and select None.

17. Click OK twice.

18. Click Close.

19. Close the Control Panel.

20. Open Outlook.

21. Click the Tools menu and select Options…. The Options dialog box appears.

22. Click the Mail Services tab.

23. Select Prompt for a profile to be used.

24. Click OK to close the Options dialog box.

The next time you open Outlook the Choose Profile dialog box appears allowing you to

select which profile you want to open. Next to the Profile Name: field, click the down

arrow and select your profile. Click OK to proceed with the start up process

Editing Profiles form the Windows Desktop

The greatest advantage of using the Windows method for editing profiles is that you can

easily select any profile that’s available to you.

1. From the Window’s desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel appears.

3. Double-click Mail. The Properties dialog box appears containing information about

your current default profile.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to edit and click Properties. The Properties dialog box

appears listing the information services for the selected profile.

6. Click any of the following:

7. Add -- add an information service to the profile.

8. Remove -- remove an information service from the profile.

9. Properties -- examine and change an information service’s properties.

10. Copy -- make a copy of an information service.

11. About -- see information about an information service.

12. When you have finished making changes, click OK.

13. Click Close.

14. Close the Control Panel.

Editing Profiles from within Outlook

When you edit a profile from within Outlook, you can edit only the profile that is

currently being used. Before Outlook starts, it must know which profile to use. After

Outlook has started, you can not switch between profiles.

1. If it’s not already, start Outlook. When asked, select the profile you are wanting to

edit.

2. Click the Tools menu and select Services…. The Services dialog box appears with a

lists the services in the profile Outlook is currently using.

3. From the Services dialog box, click any of the following options:

• Add -- add an information service to the profile.

• Remove -- remove an information service from the profile.

• Properties -- examine and change an information service’s properties.

• Copy -- make a copy of an information service.

• About -- see information about an information service.

4. When you have finished making the changes you want, click OK.

Deleting a Profile

If you no longer need a profile, it should be removed from your computer. Remember,

profiles can be deleted only from the Windows desktop, not from within Outlook.

1. From the Windows desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel dialog box appears.

3. Double-click Mail. The Properties dialog box appears containing information about

the services on your computer.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to delete.

6. Click Remove.

7. Click Yes to confirm the deletion. The Mail dialog box reflects the change you just

made.

8. Click Close.

9. Close the Control Panel.

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Outlook Login

For diagnostic purposes, Outlook contains an option that turns on the logging of certain Outlook features, including the following with the release of Outlook.

• Calendar modifications
• Free/busy time “free/busy time: In Calendar, time status and user defined labels are indicated by colors and patterns.” changes
• Reminders
• Offline Address Book
• Transactions for the Messaging Application Programming Interface (MAPI), which is used with Microsoft Exchange Server, Post Office Protocol (POP3) “POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.” Internet Message Access Protocol (IMAP) “(IMAP (Internet Message Access Protocol): Unlike Internet e-mail protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.)”, Simple Mail Transfer Protocol (SMTP) “(Simple Mail Transfer Protocol (SMTP): A common protocol that is used to send e-mail messages across the Internet.”, and LDAP “Lightweight Directory Access Protocol (LDAP): A protocol that provides access to Internet Directories.”

Microsoft Services uses the diagnostic information to help identify issues. E-mail server administrators can use some of the diagnostic data to troubleshoot problems with e-mail messages.

Logging

E-mail logging

Outlook supports the logging of the communications that occur between Outlook and various types of e-mail servers. These logs can be helpful when you are troubleshooting problems with the transfer of messages between Outlook and the e-mail server. Outlook can log the communications with Exchange, POP3 version 3, SMTP, IMAP, and MSN Hotmail servers.

The logging of transports, such as POP3 and IMAP, can be read by anyone.

Calendar logging

Microsoft Office 2003 Service Pack 1 introduced a new feature that logs Calendar transactions. Because of the new Calendar logging feature, Calendar transactions that are generated by Outlook features, by user actions, by the object model, or by the MAPI Calendar Table are written to a log file. The log file contains information for the following items:

• Sniffer (Inbox autoprocessing)
• Free/busy publishing
• Reminders
• Calendar item actions (creation, modification, or deletion)
• Resource booking

The primary purpose of the Calendar logging feature is to quickly identify situations where, for example, meetings are inexplicably deleted from a Calendar folder. To help protect customer data, the Calendar log file is a binary file that cannot be read without a conversion process. You should contact Microsoft Services for additional information about this procedure.

Turn on logging

1. On the Tools menu, click Options.
2. On the Other tab, click Advanced Options.
3. Select the Enable logging (troubleshooting) check box, and then click OK two times.
4. Restart Outlook.

After you restart Outlook, the words (Logging Enabled) in the title bar indicate that the logging feature is turned on. From this point, every time Outlook sends or receives messages, the communication that occurs between Outlook and the e-mail server is written to a log file. In addition, Calendar transactions that are generated by Outlook features, by user actions, by the Outlook object model, or by the MAPI Calendar Table are written to a log file. The log file contains information for the following items:

• Sniffer (Inbox auto-processing)
• Free/busy publishing
• Reminders
• Calendar item actions (creation, modification, or deletion)
• Resource booking

Important It is very important that you turn off logging after you complete your troubleshooting. If you do not turn off logging, the log files continue to increase in size.

Additionally, in Outlook 2003, you can track failures in the application log by editing the registry. Use the following steps:

Warning If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Microsoft cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk.

1. Click Start, and then click Run.
2. In the Open dialog box, type regedit, and then click OK.
3. In Registry Editor, locate and then select the following key:

HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\

4. On the Edit menu, point to New, and then click Key.
5. Type CancelRPC and then press ENTER to name the key.
6. On the Edit menu, point to New, and then click DWORD Value.
7. Type EnablePerfTracking and then press ENTER to name the DWORD.
8. In the right pane, right-click EnablePerfTracking, and then click Modify.
9. In the Edit DWORD Value dialog box, click Hexadecimal, and then type 1b under Value data.
10. Click OK.
11. Exit Registry Editor.

Note The following is the default location of the log files: C:\Documents and Settings\user name\Local Settings\Temp.

Turn off logging

1. On the Tools menu, click Options.
2. On the Other tab, click Advanced Options.
3. Clear the Enable logging (troubleshooting) check box, and then click OK two times.

Log file locations

MAPI (Exchange), POP3, and SMTP transports

• On Microsoft Windows Server 2003, Microsoft Windows XP, and Microsoft Windows 2000: C:\Documents and Settings\user name\Local Settings\Temp\Opmlog.log
• On Microsoft Windows 98, Microsoft Windows 98 Second Edition, and Microsoft Windows Millennium Edition (Me): C:\Windows\Temp\Opmlog.log

IMAP transport

• Windows Server 2003, Windows XP, and Windows 2000: C:\Documents and Settings\user name\Local Settings\Temp\Outlook Logging\name Of IMAP server\IMAP0.log, IMAP1.log, and so on.
• On Windows 98, Windows 98 Second Edition, and Windows Millennium Edition: C:\Windows\Temp\Outlook Logging\name Of IMAP server\IMAP0.log, IMAP1.log, and so on.

Hotmail (DAV) transport

• Windows Server 2003, Windows XP, and Windows 2000: C:\Documents and Settings\user name\Local Settings\Temp\Outlook Logging\Hotmail\http0.log, http1.log, and so on
• On Windows 98, Windows 98 Second Edition, and Windows Millennium Edition: C:\Windows\Temp\Outlook Logging\Hotmail\http0.log, http1.log, and so on

Notes

• IMAP and Hotmail accounts generate one log for each Send/Receive action that you perform on these accounts. (The log files are named http0.log, http1.log, and so on.)
• If you have multiple Hotmail accounts configured, the folders where the logs are placed are named Hotmail, Hotmail 1, Hotmail 2, and so on.
• You might need to close Outlook for the logs to be written to the log file

Administrator information

Additionally, you can use the Custom Installation Wizard (CIW), the Custom Maintenance Wizard (CMW), or a system policy to deploy the setting for the logging feature. The following registry data is applied when you use these methods to deploy the setting for the logging feature:

System policy

HKEY_LOCAL_MACHINE\Software\Policies\Microsoft\Office\11.0\Outlook\Options\Mail
Value: EnableLogging
Type: DWORD
Data: 0=disabled (default, if registry data does not exist); 1=enabled

CIW or CMW

HKEY_LOCAL_MACHINE\Software\Microsoft\Office\11.0\Outlook\Options\Mail
Value: EnableLogging
Type: DWORD
Data: 0=disabled (default, if registry data does not exist); 1=enabled

Because of performance and security reasons, we do not recommend that you deploy the logging feature. You should turn on the Calendar logging feature only when you need it.

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