Mastering™ Microsoft® Exchange Server 2003Mastering Microsoft Exchange Server 2003 ... Steve...

Mastering™Microsoft®

Exchange Server 2003

Barry Gerber

SYBEX®

New for this Edition

Mastering Exchange Server 2003

contains three brand-new chapters:

The first, Chapter 17, “Exchange Server Reliability and Availability,” is about one of the most vexing and important aspects of Exchange Server management.

This chapter describes ways to make Exchange Server systems less vulnerable to hardware, software, and networking failures, covering everything from redundant hardware to disaster recovery.

Also new to this edition is Chapter 18, “Exchange Server System Security.”

This chapter focuses on a range of security measures, including placing Exchange servers behind firewalls so that all Exchange clients can access them; using secure networking options; controlling access to Win-dows and Exchange through tight, but reasonable, Windows/Exchange security options; control-ling viruses and spam; and securing Exchange messages.

The last new chapter is on a hot topic: Chapter 19, “Wireless Access to Exchange Server 2003.”

Here you’ll learn how to implement wireless access to Exchange mailboxes with options for laptops, PDAs, and smart phones, and wireless client and server software options. Spe-cial attention is directed toward Exchange Server 2003’s Outlook Mobile Access for wireless cli-ents with small screens and Exchange 2003’s native support for wireless synchronization of Windows-based PDAs and phones. Together, these significantly enhance the Exchange wireless access experience.

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Mastering

Microsoft Exchange Server 2003

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San Francisco London

Mastering

™

Microsoft

®

Exchange Server 2003

Barry Gerber

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Associate Publisher: Joel FugazzottoAcquisitions Editor: Ellen DendyDevelopmental Editor: Tom CirtinProduction Editor: Mae LumTechnical Editor: J. Kevin LundyCopyeditor: Laura RyanCompositor: Maureen Forys, Happenstance Type-O-RamaGraphic Illustrator: Jeff Wilson, Happenstance Type-O-RamaProofreaders: Amey Garber, Emily Hsuan, Laurie O’Connell, Nancy RiddioughIndexer: Ted LauxBook Designer: Maureen Forys, Happenstance Type-O-RamaCover Designer: Design SiteCover Illustrator: Tania Kac, Design Site

Copyright © 2003 SYBEX Inc., 1151 Marina Village Parkway, Alameda, CA 94501. World rights reserved. No part of this publication may be stored in a retrieval system, transmitted, or reproduced in any way, including but not limited to photocopy, photograph, magnetic, or other record, without the prior agreement and written permission of the publisher.

An earlier version of this book was published under the title

Mastering Microsoft Exchange 2000 Server

© 2001 SYBEX Inc.

Library of Congress Card Number: 2003106721

ISBN: 0-7821-4204-4

SYBEX and the SYBEX logo are either registered trademarks or trademarks of SYBEX Inc. in the United States and/or other countries.

Mastering is a trademark of SYBEX Inc.

Screen reproductions produced with Jasc Paint Shop Pro 8 © 1993–2003 Jasc Software Inc. All rights reserved.

Internet screen shot(s) using Microsoft Internet Explorer reprinted by permission from Microsoft Corporation.

TRADEMARKS: SYBEX has attempted throughout this book to distinguish proprietary trademarks from descriptive terms by following the cap-italization style used by the manufacturer.

The author and publisher have made their best efforts to prepare this book, and the content is based upon final release software whenever possible. Portions of the manuscript may be based upon pre-release versions supplied by software manufacturer(s). The author and the publisher make no representation or warranties of any kind with regard to the completeness or accuracy of the contents herein and accept no liability of any kind including but not limited to performance, merchantability, fitness for any particular purpose, or any losses or damages of any kind caused or alleged to be caused directly or indirectly from this book.

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

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To Jane, my wife and best friend, for reminding me in so many ways that technology should serve and not control humanity. To my children, Margot, Karl, and Georg, for showing me both how much and how little we influence others. And to everyone who is trying to make our often harsh and nasty world a better place to live in.

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Acknowledgments

Microsoft’s Exchange Server has

come a long way since its first release in 1996. Keeping up with all the changes and tracking through all the beta and pre-release versions of Exchange 4.0, 5.0, 5.5, and 2000 was an adventure with all the peaks and dips of a world-class roller-coaster ride. Equally adventuresome was the production of this edition, which not only covers the new features in Exchange Server 2003, but also includes hundreds of updates and fixes to parts of the book dealing with information common to Exchange 2000 and 2003.

Without the help and support of a number of fine people,

Mastering Microsoft Exchange Server 2003

would never have happened. Words really cannot express both my indebtedness to, and respect for, the Exchange Server development teams I’ve worked with over the past eight years. I’ll never forget the patience they showed with my seemingly endless and not always well-articulated questions, espe-cially as product delivery deadlines approached. My Exchange Book e-mail folders for earlier edi-tions overflow with helpful, timely, and just-in-time responses from them all: Behrooz Chitsaz, Ken Ewert, Karim Battish, August Hahn, David Johnson, Bill Kilcullen, Eric Lockard, Mark Ledsome, David Lemson, Steve Masters, Tom McCann, Ramez Naam, Jim Reitz, Todd Roberts, Rob San-filippo, Elaine Sharp, Rob Shurtleff, Aaron Snow, Bill Sorinsin, Paul Waszkiewicz, Jeff Wilkes, and Rusty Williams.

For this edition, Microsoft instituted a different kind of beta program: a program to help book authors get faster and more authoritative answers to their questions about Exchange 2003. The Exchange Buddy Team program wasn’t a piece of software, but an effort to open continuous com-munications between authors and technical writers and developers at Microsoft. From my perspec-tive, the beta was a resounding success and you, the reader, will benefit from it the most. I want to thank the members of my Buddy Team: Diane Forsyth (my main and most dedicated contact), Susan Bradley (manager of the Buddy Team program), Teresa Applegate, Christopher Budd (the fastest response gun in the West), Jyoti Kulkarni, Paul Limont, Joey Masterson, Brendan Power, David Reeb (Dell Computer), Neil Shipp, and Ifran Soomro. May the Buddy Program come gracefully out of beta and go on to many, many fruitful releases.

Finally, my heartfelt and everlasting thanks to the team of editors who kept me honest and artic-ulate through all editions of the book. John Read at Sybex listened to my ideas for the first edition and helped shape them into the book

Mastering Microsoft Exchange Server 4

. Peter Kuhns, Neil Edde, Maureen Adams, and Tom Cirtin most ably managed editorial development on the other editions of the book. Ellen Dendy played that role for this edition and played it very well. She was always there to counsel and cajole and to help press Microsoft for both beta product and editorial help. Ellen’s job was made easier by Tom Cirtin, who played a role both in editorial development and chapter-by-chapter organizational and content editing for this book. As he did on the last edition, he did these jobs with intelligence and grace under considerable pressure. This time, things were often hectic, and I didn’t tell him as many times how much I appreciated his help. So let me express my deepest thanks here.

Maureen Adams, Lorraine Fry, Ben Miller, Chad Mack, Susan Berge, Cecelia Musselman, and Krista Hansing were responsible for editorial production of the Exchange 4, 5, 5.5, and 2000 books. Mae Lum and Laura Ryan took over this task for this book. Like Tom, they have made my job easier and have made me look like a far better writer than I am. I’d also like to thank proofreaders Nancy Riddiough, Laurie O’Connell, Amey Garber, and Emily Hsuan for catching the mistakes all the rest of us missed. For compositing (turning Word files into book pages) and illustrations, thanks to Maureen Forys and Jeff Wilson of Happenstance Type-O-Rama.

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ACKNOWLEDGMENTS

ix

And last, but far from least, thanks to the technical editors who have kept me honest and on target: Eric Lockard (Exchange 4), Rob Sanfilippo (Exchange 5 and 5.5, first edition), Don Fuller (Exchange 5.5, second edition), Ed Crowley (Exchange 2000), and Kevin Lundy (this book). I appre-ciate the help each has given. Kevin’s gentle nudges and spot-on criticisms were much appreciated and made reading technical edits a real pleasure.

Thanks to everyone for all your help. Whatever errors of fact or judgment remain are mine and mine alone.

Barry Gerber (

[email protected]

,

www.bgerber.com

)Los Angeles, California

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Contents at a Glance

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi

Part 1 • Understanding and Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Chapter 1 • Introducing Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Chapter 2 • Windows Server 2003 and Exchange Server 2003 . . . . . . . . . . . . . . . . . . 25

Chapter 3 • Two Key Architectural Components of Windows Server 2003 . . . . . . . . 49

Chapter 4 • Exchange Server 2003 Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Chapter 5 • Designing a New Exchange 2003 System . . . . . . . . . . . . . . . . . . . . . . . . . 81

Chapter 6 • Upgrading to Windows Server 2003 and Exchange Server 2003 . . . . . 109

Part 2 • Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Chapter 7 • Installing Windows Server 2003 as a Domain Controller . . . . . . . . . . . 149

Chapter 8 • Installing Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Part 3 • The Outlook Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

Chapter 9 • Installing Outlook 2003 from a Customized Server Image . . . . . . . . . . 241

Chapter 10 • A Quick Overview of Outlook 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . 263

Part 4 • Basic Exchange Server 2003 Management . . . . . . . . . . . . . . . . . . . . . . . . . 293

Chapter 11 • Managing Exchange Users, Distribution Groups, and Contacts . . . . . . 295

Chapter 12 • Managing the Exchange Server Hierarchy and Core Components . . . . 349

Part 5 • Expanding an Exchange Server Organization . . . . . . . . . . . . . . . . . . . . . . 407

Chapter 13 • Managing Exchange 2003 Internet Services . . . . . . . . . . . . . . . . . . . . . 409

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CONTENTS AT A GLANCE

xi

Chapter 14 • Managing Exchange 2003 Services for Internet Clients . . . . . . . . . . . . 469

Chapter 15 • Installing and Managing Additional Exchange Servers . . . . . . . . . . . . . 539

Part 6 • Exchange and Outlook: The Next Level . . . . . . . . . . . . . . . . . . . . . . . . . . . 605

Chapter 16 • Advanced Exchange Server Administration and Management . . . . . . . 607

Chapter 17 • Exchange Server Reliability and Availability . . . . . . . . . . . . . . . . . . . . . 649

Chapter 18 • Exchange Server System Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679

Chapter 19 • Wireless Access to Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . 713

Chapter 20 • Building, Using, and Managing Outlook Forms Designer Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735

Appendix • Cool Third-Party Applications for Exchange Server and Outlook Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 763

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

1

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Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi

Part 1 • Understanding and Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Chapter 1 • Introducing Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Exchange Server 2003 and the Era of Ubiquitous Electronic Messaging . . . . . . . . . . . . . . . . . . . . 4Why Microsoft Released Windows 2003 and Exchange 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Exchange Server 2003 Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

E-Mail Is Only the Beginning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Just a Step beyond Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Off-the-Shelf Messaging-Enabled Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10Applications Using Exchange Public Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12Electronic Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Applications Built on APIs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Some Exchange Server 2003 Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14Exchange Server 2003 as a Client/Server System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14A Quick Take on the Outlook Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18Exchange Server 2003’s Dependence on Windows 2000 Server/Windows Server 2003 . . .20Exchange Server 2003’s Object Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21Exchange Server 2003 Scalability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Exchange Server 2003 Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Exchange Server 2003 and Other Electronic Messaging Systems . . . . . . . . . . . . . . . . . . . . . .22Third-Party Applications for Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Chapter 2 • Windows Server 2003 and Exchange Server 2003 . . . . . . . . . . . . . . . . 25

Key Features of Windows Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26Active Directory, Security, and Internet Protocols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27New Features of Windows Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33What Hasn’t Changed in Windows Server 2003? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33Windows Server 2003 Versus NT 4 Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34The Four Flavors of Windows Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Exchange Server 2003 Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36Bye-Bye, Exchange Directory Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Bye-Bye, Exchange Server Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39“New” User Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41Storage Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43File System Support and Full-Text Indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43Upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43Exchange Server 2003 versus Exchange Server 5.5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44Getting a Handle on Exchange Server 2003 Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

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CONTENTS

xiii

End-User Support Is Easy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Chapter 3 • Two Key Architectural Components of Windows Server 2003 . . . . . . 49

What You Need to Know about Active Directory Right Now . . . . . . . . . . . . . . . . . . . . . . . . . .49Active Directory: Five Major Architectural Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50Active Directory Is Real Stuff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

What You Need to Know about Windows Server 2003 Network Architecture . . . . . . . . . . . . .56Understanding NetBIOS, NetBEUI, and WINS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57An Alternative: Using DNS and DHCP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59

Chapter 4 • Exchange Server 2003 Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Key Exchange Server 2003 Organizing Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61Exchange Server 2003 Core Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Information Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68The Routing Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69The System Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71

Optional Exchange Server 2003 Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71Microsoft Management Console Snap-Ins for Exchange Server 2003 . . . . . . . . . . . . . . . . . .72The Directory Synchronization Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73The Event Management Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73The Microsoft Search (Full-Text Indexing) Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73Exchange Internet Protocol Access Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73Exchange Connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74Exchange Gateways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Clients for Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77The Outlook Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77The Internet Browser Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77POP3 and IMAP4 Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78Schedule+ Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78Microsoft Outlook Forms Designer Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78Custom Client-Based Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Chapter 5 • Designing a New Exchange 2003 System . . . . . . . . . . . . . . . . . . . . . . . 81

Taking the Large View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82Assigning Accountabilities for Planning, Design, and Management . . . . . . . . . . . . . . . . . . . . . . .83

Assign Responsibilities for Planning and Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83Assign Responsibilities for Day-to-Day Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Performing a Needs Assessment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85Assess User Needs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85Study Your Organization’s Geographic Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87Assess Your Organization’s Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Planning Your Network Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90Establish Naming Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91Select a Microsoft Networking Domain Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95

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CONTENTS

Define Administrative Group Boundaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96Define Routing Group Boundaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96Plan Routing Group Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97Plan Servers and Internal Connections to Them . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99Plan Connections to Other Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103Validate and Optimize Your Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

Rolling Out the Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

Chapter 6 • Upgrading to Windows Server 2003 and Exchange Server 2003. . . . 109

Upgrading from Windows 2000 Server to Windows Server 2003 . . . . . . . . . . . . . . . . . . . . . .111Checking Hardware and Software on Windows 2000 Servers to Be Upgraded to Windows 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112Ensuring that Windows 2000 Servers to Be Upgraded Are Running at Least Service Pack 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113Upgrading the Windows 2000 Forest Schema in Active Directory . . . . . . . . . . . . . . . . . . .114Upgrading Each Windows 2000 Domain in Which You Plan to Upgrade Windows 2000 Servers to Windows 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114Installing Windows 2003 on Each Windows 2000 Server to Be Upgraded . . . . . . . . . . . . .115

Upgrading from Exchange 2000 Server to Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . .115Preparing the Forest for Installation of Exchange 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116Preparing the Domain for Installation of Exchange 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . .116Upgrading to Exchange 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

Upgrading from Windows NT Server 4 to Windows Server 2003: Processes and Techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

Specifying a Windows Server 2003 Domain Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118Selecting from Among Windows Server 2003 Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . .128Checking the Readiness of Your NT Server 4 System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129A Windows 2003 Upgrade Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129Active Directory Migration Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130

Upgrading from Exchange Server 5.5 to Exchange Server 2003: Processes and Techniques . . .131Preparing Active Directory for Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .131

Windows NT 4–to–2003 and Exchange 5.5–to–2003 Upgrades: Putting It All Together . .132A Simple NT 4–to–Windows 2003/Exchange 5.5–to–2003 Upgrade for Starters . . . . . .132More Complex Upgrades from Windows NT 4–to–2003 and Exchange 5.5–to–2003 . .137

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144

Part 2 • Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Chapter 7 • Installing Windows Server 2003 as a Domain Controller . . . . . . . . . 149

Setting Up Server Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150Getting Server Components in Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151Testing Key Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151

Installing Windows Server 2003 Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153Starting the Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153Preparing Disk Partitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154Setup’s Installation Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155

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Configuring Your First Windows 2003 Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158Using Microsoft Management Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166A Quick Look at Active Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171Configuring DHCP and Dynamic DNS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175

Configuring DHCP to Automatically Assign IP Addresses to Computers on Your Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175Ensuring That Dynamic DNS Is Enabled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178Configuring DHCP to Automatically Assign Fixed IP Addresses to Computers on Your Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .180

Configuring Unallocated Disk Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184Installing an Uninterruptible Power Supply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190

The UPS Itself . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190Configuring UPS Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191

Setting Up a Windows Server 2003 Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193Setting Up a Basic Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .194

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207

Chapter 8 • Installing Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Installing a Windows 2003 Stand-Alone Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209Verifying Server Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210What to Install Where . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210Installing Windows Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .211

Getting Ready to Install Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .211Security Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .212Gathering Installation Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216

Running the Exchange Server 2003 Setup Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218Post-Installation Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223

Exchange Server 2003’s Windows Program Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223Verifying That Exchange Server Services Are Running . . . . . . . . . . . . . . . . . . . . . . . . . . . . .224Setting Up Microsoft Management Console for Exchange Server 2003 . . . . . . . . . . . . . . . .226Granting Permission for the Exchange Administration Group to Manage Exchange Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .229

Mailbox-Enabling a Windows 2003 User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .232Backing Up Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .235Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237

Part 3 • The Outlook Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

Chapter 9 • Installing Outlook 2003 from a Customized Server Image . . . . . . . . 241

Customizing Outlook 2003 for Installation on User Workstations . . . . . . . . . . . . . . . . . . . . . .242Installing Office 2003 on an Administrative Installation Point . . . . . . . . . . . . . . . . . . . . . . .243Customizing Outlook 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245

Installing the Outlook 2003 Client on a Workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .261Updating a Custom Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262

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Chapter 10 • A Quick Overview of Outlook 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . 263

Starting Up and Modifying a Newly Installed Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .264Sending and Receiving a Message with an Outlook 2003 Client . . . . . . . . . . . . . . . . . . . . . . . .268Outlook Profiles Continued . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .272Creating a New Public Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .276Using Outlook 2003’s E-mail Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .280

The File Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .280The Edit Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .283The View Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .284The Go Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .286The Tools Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .286The Actions Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .291

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .292

Part 4 • Basic Exchange Server 2003 Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293

Chapter 11 • Managing Exchange Users, Distribution Groups, and Contacts . . . 295

An Overview of the Active Directory Users and Computers Snap-In . . . . . . . . . . . . . . . . . . . . .296Microsoft Management Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .296Getting Comfortable with the Active Directory Users and Computers Snap-In . . . . . . . . . .298

Preliminary Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .300Turning On Advanced Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .300Default E-Mail Address Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .303

Managing Exchange Recipients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .309Managing Exchange Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .309Creating and Managing Mailbox-Enabled Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .310Creating and Managing Mail-Enabled Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .330Creating and Managing Distribution Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .335Creating and Managing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .343Finding Exchange Recipients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .345

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .347

Chapter 12 • Managing the Exchange Server Hierarchy and Core Components . . 349

The Exchange Server Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .349Managing the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .351Managing Administrative Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .352Creating and Managing Public Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .369

Exchange Core Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .377The Information Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .377The Routing Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .404The System Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .404

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .404

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Part 5 • Expanding an Exchange Server Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407

Chapter 13 • Managing Exchange 2003 Internet Services . . . . . . . . . . . . . . . . . . . 409

How Internet Messaging Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .409TCP/IP: The Backbone of Internet Networking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .410DNS and SMTP: The Dynamic Duo of Internet Messaging . . . . . . . . . . . . . . . . . . . . . . . .411

Internet Messaging: Getting and Staying Connected . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .414Setting Up and Managing TCP/IP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .414Setting Up and Managing DNS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .416Setting Up and Managing SMTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .419

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .467

Chapter 14 • Managing Exchange 2003 Services for Internet Clients . . . . . . . . . . 469

Virtual Servers and Front-End/Back-End Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .469Exchange 2003 Virtual Servers Are Not Just for SMTP . . . . . . . . . . . . . . . . . . . . . . . . . . . .470Front-End/Back-End Exchange Server Configurations . . . . . . . . . . . . . . . . . . . . . . . . . . . . .472

Managing Post Office Protocol Version 3 (POP3) Messaging . . . . . . . . . . . . . . . . . . . . . . . . .473POP3 Setup: The Exchange Server Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .473POP3 Setup: The Client Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .477

Managing Internet Message Access Protocol Version 4 (IMAP4) Messaging . . . . . . . . . . . . . .485IMAP4 Setup: The Exchange Server Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .485IMAP4 Setup: The Client Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .487

Managing Hypertext Transport Protocol (HTTP) Messaging . . . . . . . . . . . . . . . . . . . . . . . . . .491Outlook Web Access Management: The Server Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .492Outlook Web Access (HTTP) Setup: The Client Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . .499

Managing Windows 2003 Support for the Lightweight Directory Access Protocol (LDAP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .502

LDAP Setup: The Server Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .503LDAP Setup: The Client Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .506

Managing Exchange Server Support for the Network News Transfer Protocol (NNTP) . . . .511NNTP Setup: The Server Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .512NNTP Setup: The Client Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .533

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .536

Chapter 15 • Installing and Managing Additional Exchange Servers . . . . . . . . . . 539

Adding an Exchange Server to a Domain’s Default Administrative Group . . . . . . . . . . . . . . . . .539Installing an Additional Windows 2003 Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .540Installing an Additional Exchange 2003 Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .540

Managing Multiple Servers in a Domain’s Default Administrative Group . . . . . . . . . . . . . . . . .542Creating Mailbox-Enabled Windows 2003 Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .543Enhancing Exchange Server Monitoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .545Using System Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .547Implementing Full-Text Indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .548

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Creating Information Store Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .549Working with Public Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .550Moving a Mailbox from One Exchange Server to Another . . . . . . . . . . . . . . . . . . . . . . . . . .553Backing Up Exchange Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .554Implementing Front-End/Back-End Server Topologies . . . . . . . . . . . . . . . . . . . . . . . . . . . .555

Adding an Exchange Server to a New Administrative Group in a Domain . . . . . . . . . . . . . . . .559Administrative Groups, Routing Groups, and Exchange Server 5.5 Sites . . . . . . . . . . . . . . .559Adding a New Administrative Group to an Exchange Organization . . . . . . . . . . . . . . . . . . .560Installing a New Exchange Server in a New Administrative Group . . . . . . . . . . . . . . . . . . . .562

Managing Multiple Administrative Groups in a Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .564Delegating Control of an Administrative Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .565Adding Subcontainers to Administrative Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .567Using Routing Groups and Connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .567Managing Public Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .579

Installing an Exchange Server in a New Domain in the Same Windows 2003 Forest . . . . . . . .585Installing a Domain Controller for a New Windows 2003 Domain . . . . . . . . . . . . . . . . . . .586Installing Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .593

Managing Servers in Multidomain Environments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .595Cross-Domain Management of Windows 2003 Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . .595Managing Exchange 2003 Servers in Multidomain Environments . . . . . . . . . . . . . . . . . . . .599

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .602

Part 6 • Exchange and Outlook: The Next Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605

Chapter 16 • Advanced Exchange Server Administration and Management . . . 607

Tracking Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .607Tracking User Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .608Tracking System Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .612

Adding Proxy Addresses to a Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .614Creating Proxy Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .614Telling DNS about New Proxy Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .616

Managing Organization-Wide Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .617Managing Recipient Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .617Managing Address Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .625Managing Details and Address Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .627Managing Organization-Wide Mailbox Message Defaults . . . . . . . . . . . . . . . . . . . . . . . . . .627

Monitoring Exchange Connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .628Active Directory Imports and Exports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .631Troubleshooting Exchange Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .633Supporting Remote and Roving Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .635

RPC Over HTTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .635RCP Over TCP/IP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .645Supporting Roving Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .646

Migrating Foreign Messaging System Users to Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .646Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .647

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CONTENTS

xix

Chapter 17 • Exchange Server Reliability and Availability . . . . . . . . . . . . . . . . . . 649

Redundant Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .650Server Redundancy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .650Network Redundancy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .655

Standard Backup and Recovery vs. Disaster Recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .656Standard Backup and Recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .657

Windows Server 2003 Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .657Exchange Backup Strategies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .658Exchange Recovery Strategies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .661Testing Backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .671

Disaster Recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .672Disaster Recovery Strategies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .672The Tao of Disaster Recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .675

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .677

Chapter 18 • Exchange Server System Security . . . . . . . . . . . . . . . . . . . . . . . . . . . 679

So Much Security and So Little Time to Implement It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .680Physically Protecting Computing and Networking Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . .680

Locking It Up and Locking It Down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .681Storing Data on Servers, Not Workstations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .681

Putting Exchange Servers Behind Firewalls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .682What Is A Firewall? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .682What Kind of Firewall Should I Use? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .684What Protocols Should I Use? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .687What Ports Do I Need to Open on My Firewall? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .687How Do I Test Firewall Settings? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .691

Keeping Current with Microsoft Security Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .692Adhering to Windows and Exchange Server Security Best Practices . . . . . . . . . . . . . . . . . . . . . .693

Windows Security Best Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .693Exchange Server Security Best Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .694

Securing Exchange Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .700Logging and Monitoring Windows and Exchange Server Activities . . . . . . . . . . . . . . . . . . . . . .702

Logging Exchange Virtual Server Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .702Using Security Scanners and Log Monitors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .703

Securing Windows/Exchange Networks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .703Using Virtual Private Networks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .703Using Secure IP (IPsec) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .704

Dealing with Viruses and Spam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .704Controlling Viruses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .704Controlling Spam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .706

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .710

Chapter 19 • Wireless Access to Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . 713

Wireless Networking Technologies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .714Wireless WAN Technologies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .714Wireless LAN Technologies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .717

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xx

CONTENTS

Wireless Networking Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .719Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .719Blackberry Enterprise Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .723

Wireless Networking Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .725Pocket Outlook with EAS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .726POP3 and IMAP4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .728OMA and OWA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .729

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .732

Chapter 20 • Building, Using, and Managing Outlook Forms Designer Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735

The Outlook/Exchange Application Design Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . .736Outlook Forms Designer Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .737

Outlook Message Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .737The Field Chooser and Control Toolbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .739Form and Control Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .742

Building the Picnic Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .743Working with Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .743Adding Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .743Binding Controls to Exchange Server Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .747Setting Initial Values for Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .748Testing an Outlook Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .749

Adding More Controls to the Picnic Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .749Publishing a New OFD Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .753

Creating an Organizational Forms Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .754Creating the Message Form Used to Send the Picnic Form . . . . . . . . . . . . . . . . . . . . . . . . . . . .756Using Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .758Don’t Stop Here! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .760Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .760

Appendix • Cool Third-Party Applications for Exchange Server and Outlook Clients . . . . 763

Administration and Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .763Backup and Archiving Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .765Fax Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .766Network Security Monitors, Scanners, and Intrusion Detectors . . . . . . . . . . . . . . . . . . . . . . . . .767Unified Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .768Virus, Spam, and Content Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .768Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .770

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

1

4204FM.fm Page xx Monday, September 1, 2003 10:04 PM

Part

1

Understanding and Planning

In this part:

◆

Chapter 1: Introducing Exchange Server 2003

◆

Chapter 2: Windows Server 2003 and Exchange Server 2003

◆

Chapter 3: Two Key Architectural Components of Windows Server 2003

◆

Chapter 4: Exchange Server 2003 Architecture

◆

Chapter 5: Designing a New Exchange 2003 System

◆

Chapter 6: Upgrading to Windows Server 2003 and Exchange 2003

4204c01.fm Page 1 Wednesday, September 3, 2003 7:25 PM

4204book.fm Page 2 Tuesday, August 26, 2003 1:47 PM

Chapter 1

Introducing Exchange Server 2003

Electronic messaging has become

such a prominent aspect of our lives that it’s hard to remember not having it. It is no longer a luxury for businesses, nonprofit organizations, and even indi-viduals. E-messaging is a key component of life from selling goods and services, to disseminating information and raising funds, to communicating with family and friends. Microsoft’s Exchange client/server e-messaging products have been major players in an e-messaging revolution that began in ear-nest in 1995. Exchange 2003 is the latest in a series of increasingly sophisticated, standards-based, industrial strength e-messaging servers. Exchange 2003 lets people work together in a variety of productivity-enhancing ways.

It is important to realize that both Windows 2003 and Exchange 2003 are evolutionary prod-ucts. They are relatively modest upgrades of Windows 2000 and Exchange 2000. If you know and understand the 2000 products, you will have little difficulty adapting to most of the features of the 2003 line.

Unlike its predecessor, Exchange Server 5.5, but like Exchange 2000, Exchange Server 2003 is very tightly integrated into the Windows Server 2003 environment: You can’t talk about Exchange Server 2003 without talking about Windows Server 2003. This chapter concentrates on Exchange Server 2003, but when we leave the safe confines of this introductory chapter, hardly a paragraph will go by without mention of Windows Server 2003.

Featured in this chapter:

◆

Exchange Server 2003 and the era of ubiquitous electronic messaging

◆

Why Microsoft released Windows 2003 and Exchange 2003

◆

Exchange Server 2003 applications

◆

Some Exchange Server 2003 basics


4 CHAPTER 1

INTRODUCING EXCHANGE SERVER 2003

Exchange Server 2003 and the Era of Ubiquitous Electronic Messaging

If you’re currently responsible for electronic messaging in your organization, no one has to tell you about the steadily expanding use of e-messaging. You know it’s happening every time you check the storage space on your disk drives or need an additional tape to complete the backup of your mail server.

Over the last 10 years, the number of e-mail addresses has grown significantly. Based on data from a July 1999 study (#19758), the technology research company International Data Corporation (IDC) estimates that in 2002 the number of e-mailboxes in the United States stood at 275 million and at well over 500 million worldwide. IDC estimates that by 2005 there will be more than 300 mil-lion mailboxes in the United States and 750 million worldwide.

Electronic messaging is more than e-mail. It involves the use of an underlying messaging infra-structure (addressing, routing, store-and-forward technologies, and so on) to build applications that are based on cooperative tasking, whether by humans or computers. Working in tandem with real-time interactive technologies, electronic messaging systems have already produced a set of wildly imaginative business, entertainment, and educational applications with high payoff potential. All of this action, of course, accelerates the demand for electronic messaging capabilities and services.

Microsoft’s Exchange Server products have played and will continue to play a key role in electronic messaging. Exchange Server 2003 is one of the most powerful, extensible, scalable, easy-to-use, and manageable electronic messaging back ends currently on the market. Combined with Microsoft’s excellent Outlook clients, Internet-based clients from Microsoft and other vendors, and third-party or home-grown applications, Exchange Server 2003 can help your organization move smoothly and productively into the electronic messaging future.

Why Microsoft Released Windows 2003 and Exchange 2003

If, as noted above, Windows 2003 and Exchange 2003 are relatively modest upgrades of the 2000 versions of these products, why did Microsoft release newly numbered versions? There are three rea-sons. First, Microsoft had to keep a promise it made to its customers. Second, the 2003 line of server

A Confusing Array of Terms

Before we move on, let me clarify some of the terms that I’ll be using. I’ll use

Windows Server 2003

or

Win-dows 2003

to refer to the entire line of Windows Server 2003 products. I’ll use the names of the individualWindows Server 2003 products when referring specifically to one of them—for example,

Windows Server2003 Advanced Server

. I’ll use the same conventions for Windows 2000 Server and Exchange 2000 Serverand for Windows NT Server 4.

When I use the word

Exchange

or the words

Exchange system,

I’m talking about the whole Exchange Server2003 client/server system.

Exchange Server

refers to just the Exchange Server 2003 product (Server or Enterprise Edition), and an

Exchange server

is any computer running the Exchange Server 2003 product.

Got that? Okay, explain it to me.


EXCHANGE SERVER 2003 APPLICATIONS

5

products represents a new way for Microsoft to manage licensing. Third, the release of newly num-bered product upgrades is a key Microsoft marketing strategy.

Prior to the release of its Windows and Exchange 2000 server products, Microsoft released service packs containing both bug fixes and product enhancements. Some customers were pleasantly surprised when a service pack showed up with a great new feature. Other customers were not happy at all to have to deal with such features and the changes they might require in both product management and end-user train-ing. So, when Microsoft released both Windows 2003 and Exchange 2003, it promised to use service packs only to fix bugs. Enhancements would be held for release as part of a new version of the product.

Microsoft kept its promise to its customers with Windows 2003 and Exchange 2003. Now, don’t get me wrong; as you’ll soon see, the 2003 line includes some pretty neat new features. My favorite is Windows 2003’s ability to quickly and unobtrusively make snapshot backups of files. This is a great feature just for the Windows environment, but for Exchange, it is a godsend. Though I’ve had to do it only a few times in my consulting life, recovering lost stuff from Exchange databases makes me really nervous. Snapshots make it much easier and more reliable.

Aside from keeping promises, the 2003 product line includes much tighter controls on product licensing. We first saw Microsoft’s new approach to licensing in Office XP and Windows XP. Basi-cally, you’re required to get an authorization code for the product online, by telephone, or snail mail. The number of authorizations is limited, allowing you enough reinstalls to cover disk crashes and other circumstances, but not enough so you can put the product on every computer in the world.

My first reaction to this sort of licensing was anger. Then, when I realized that it costs Microsoft a ton of money to develop even minor enhancements to a product, the anger subsided and I under-stood that paying for what I use contributes to the growth and extended life of these products. As long as Microsoft charges fairly for its products, I’m happy to pay my fair share.

The last reason for the release of Windows and Exchange 2003 has to do with product marketing. Like so many vendors, Microsoft has adopted a “new model year” approach to selling many of its products. Putting a model year on a product gives it a spiffy feel when it’s first released and then makes it seem obsolescent as time passes. I mean, what’s more

so-yesterday

than running Exchange 2000 Server in the year 2003? I’ve found the model year approach cuts both ways with my clients. Some really get into it, arguing to their bosses that, like an old car, old software just won’t cut it. Others resist, saying that it’s all just marketing hype. Honestly, every Microsoft product update has had sig-nificant new features. Whether or not a specific organization requires those features is open to argu-ment. One good argument for going with the latest and greatest software is that Microsoft ultimately phases out support for older products. While it will be some time before it happens, support for the NT server product line is going to disappear.

The rest of this chapter introduces you to the Exchange 2003 client/server system. We start with a quick look at several of the neat ways that you can use Exchange for e-mail and more, and then we focus on some of Exchange’s key characteristics and capabilities. This is just an introduction, so don’t worry if you don’t understand everything completely by the end of this chapter. Everything that we discuss here is also covered in more detail later in this book.

Exchange Server 2003 Applications

I dare you not to get excited about electronic messaging and Exchange Server 2003 as you read this section. Just look at what’s possible, and imagine what you could do with all this potential.


6 CHAPTER 1


Exchange supports a range of e-mail protocols, including Microsoft’s own proprietary Mail Application Program Interface (MAPI), as well as the Internet standard protocols Post Office Protocol version 3 (POP3) and the often overlooked Internet Message Access Protocol version 4 (IMAP4). But that’s just the tip of the iceberg. Exchange servers can host user and organizational calendars, e-mail–enabled contact lists, to-do lists, notes, and other data. Users can access all this data using standard PC-based e-mail clients, web browsers, and even those tiny personal digital assistants (PDAs) that are all the rage today. Speaking of PDAs, I’m really jazzed about wireless access to Exchange using PDAs. The good news is that Microsoft has finally done some great things in Exchange 2003 to support wireless access.

Exchange servers are also great places to build and support custom applications. You can build simple applications using existing products such as Microsoft Word or Excel. If your application needs are more complex, you can turn to Exchange-based forms. And, if you’ve got the need, time, and skills, you can build applications using programming languages such as Java, Visual Basic, or C++. The .NET Framework part of Windows Server 2003 significantly enhances Exchange 2003 development options. Finally, you can use the built-in sorting and searching capabilities of Exchange public folders to build some pretty powerful applications.

E-Mail Is Only the Beginning

Together, Exchange Server 2003 and its clients perform a variety of messaging-based functions. These include e-mail, message routing, scheduling, and support for several types of custom applica-tions. Certainly, e-mail is a key feature of any messaging system, and the Outlook Calendar is far bet-ter than previous versions of Microsoft’s appointment and meeting-scheduling software. Figures 1.1 and 1.2 show the Outlook 2003 client Inbox and Calendar for Windows in action.

Figure 1.1

The Outlook 2003 client Inbox for Windows



7

Figure 1.2

The Outlook 2003 client Calendar for Windows

Take a look at Figures 1.3, 1.4, and 1.5 for a glimpse of the Internet-based POP3, IMAP4, and web browser clients that you can use with Exchange Server 2003.

Figure 1.3

Microsoft’s Out-look Express POP3-compliant client ac-cesses mail stored on an Exchange server.


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Figure 1.4

Microsoft’s Out-look Express IMAP4 client function ac-cesses messages and folders on an Ex-change server.

Figure 1.5

Microsoft’s Internet Explorer web brows-er accesses mail stored on an Ex-change Server 2003.



9

E-mail clients are exciting and sexy, but to get the most out of Exchange Server 2003, you need to throw away any preconceptions you have that messaging packages are only for e-mail and sched-uling. The really exciting applications are not those that use simple e-mail or scheduling, but those that are based on the routing capabilities of messaging systems. These applications bring people and computers together for cooperative work.

So what do these hot apps look like? Let’s start with the simplest and move toward the more complex.

Just a Step beyond Mail

You’re probably familiar with e-mail

attachments

—those word-processing, spreadsheet, and other files that you can attach to messages. Attachments are a simple way to move files to the people who need to see them.

Sure, you could send your files on diskette or tell people where on the network they can find and download the files. But e-mail attachments let you make the files available to others with a click of their mouse buttons: Recipients just double-click on an icon, and the attachment opens in the original application that produced it. This is true, of course, only if your correspondent has access to the appli-cation or to software that lets them view documents created using the application.

Using attachments offers the added advantage of putting the files and accompanying messages right in the faces of those who need to see them. This leaves less room for excuses such as “I couldn’t find/open that network folder,” or “The dog ate the diskette.”

As great as attachments can be, they have one real weakness: The minute an attachment leaves your Outbox, it’s out of date. If you do further work on the original file, such work is not reflected in the copy that you sent to others. If someone then edits a copy of the attached file, it’s totally out of sync with the original and all other copies. Getting everything synchronized again can involve tedious hours or days of manually comparing different versions and cutting and pasting them to create one master document.

Office 2003 offers two neat ways to avoid this problem. First, it lets you insert a link to a file. When the file is opened, you’re really opening the linked file. If the file is changed, you see the changed file. Second, Office 2003 lets you attach a file to a message and to set a share point where an updateable version of the file is stored. When the copy attached to the user’s e-mail is updated, these updates can be incorporated into the shared copy of the file. This option allows broader access to the file than a link.

The next two sections show you other ways to get around the limitations of attachments.

Off-the-Shelf Messaging-Enabled Applications

Microsoft Office enables messaging in many word-processing and spreadsheet applications. For example, when you install the Outlook client on your computer, Microsoft’s Office products such as Word and Excel are enabled for electronic messaging. You can select the Routing Recipient option from the application’s File �

Send To menu. An electronic routing slip pops up. You then add addresses to the slip from your Exchange address books or from your Outlook contacts, select the routing method that you want to use, and set other attributes for the route. Finally, you add the rout-ing slip to the document with a click of the Add Slip button and ship it off to others using options on the File �

Send To menu.


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