Tips, news, and community resources for messaging admins
What message-journaling options does Exchange Server 2003 support?
Message journaling lets you capture messages sent or received within an Exchange store to an additional location for historical retention or other purposes. Users must have the Archive all messages sent or received by mailboxes on this store option enabled. There are several options for the journaling process:
- Standard. In this mode, Exchange captures and duplicates regular messages (sent or received) to the journaling recipient, but it doesn't send Messaging API (MAPI) reports such as read receipts or out-of-office notifications.
- BCC journaling. This mode is the same as standard journaling, but it also captures Bcc recipients on messages and sends them to the journaling mailbox.
- Envelope journaling. This mode provides all the functionality of BCC journaling, plus it captures Request for Comments (RFC) 2821 and 2822 recipients, Distribution Group (DG) expansion, and MAPI reports such as nondelivery reports (NDRs), read recipients, and out-of-office notifications.
When selecting the object that will receive the journaling message, you should select a regular Exchange mailbox rather than a public folder because public folders don't support certain types of reports.
How can I enable standard journaling in Exchange 2003?
To enable standard journaling in Exchange 2003, you must configure it at the store level. To do so, perform these steps:
- Start Exchange System Manger (ESM) (Start, Programs, Microsoft Exchange, System Manager).
- Expand Administrative Groups, administrative group, Servers, server name, storage group (where administrative group, server name, and storage group are the relevant names in your Exchange organization) to view the store for which you want to enable journaling.
- Right-click the store and select Properties.
- Select the General tab.
- Select the Archive all messages sent or received by mailboxes on this store check box and click the Browse button, as Figure 1 shows. Select the user object to receive the journal messages and click OK.
- Click OK to close the store Properties page.
How can I enable BCC journaling in Exchange 2003?
After you enable standard journaling (as the previous FAQ explains), you enable the additional BCC functionality via a registry change. To make the change, perform these steps:
- Start the registry editor (regedit.exe).
- Navigate to the HKEY_LOCAL _MACHINE\SYSTEM\CurrentControlSet\Services\MSExchangeTransport\Parameters subkey.
- From the Edit menu, select New - DWORD value.
- Enter a name of JournalBCC and press Enter.
- Double-click the new value and set it to 1. Click OK.
- Restart the SMTP service. To do so, at a command line first enter
net stop smtpsvc then enter net start smtpsvc
Outlook Tip: Finding Entries in the GAL by Job Title
I work for a large company and use Microsoft Office Outlook 2003. I want to find other employees in the Global Address List (GAL) who have job titles that are similar to mine. How can I use the GAL to locate them?
From the main Outlook window, choose Tools, Address Book to display the Address Book dialog box. Make sure the Show Names From list shows Global Address List, then click the Find Items button. Type the title you want to look for in the Title box. Click OK to see the Address Book filtered with your results. Be prudent, though, in using this feature. If your organization has thousands of names in the GAL, such a search can put a significant load on the servers and might even time out before returning any results.
Outlook 2007: HTML Forms Are "Out;" CSS Is "In"
Although Microsoft Office 2007 isn't due for release until late 2006 and early 2007 (late 2006 for volume license customers; early 2007 for retail and OEM customers), Microsoft is already documenting key changes to the product to help with the transition. The latest effort is a detailed description of which HTML elements and Cascading Style Sheets (CSS) features Microsoft Office Outlook 2007 will support in email messages. The two-part MSDN article "Word 2007 HTML and CSS Rendering Capabilities in Outlook 2007" (part 1 is at http://msdn2.microsoft.com/en-us/library/aa338201.aspx; part 2 is at http://msdn2.microsoft.com/en-us/library/aa338200.aspx) is a must-read for any organization that sends newsletters or other standard or automated messages in HTML format. It tells you what you need to know to ensure that the messages look good in Outlook 2007, which has better CSS support than any earlier version.
In addition, Microsoft has released a validation tool to check HTML and CSS files in Visual Studio 2005, Office SharePoint Designer 2007, Expression Web Designer 2007, Macromedia Dreamweaver MX 2004, and Dreamweaver 8 for conformance with Outlook 2007's rendering capabilities. Organizations that use any of those applications to generate HTML content to send in messages (e.g., a newsletter) can use this new utility to help determine how that HTML will appear in Outlook 2007. You can download the tool, called Outlook HTML and CSS Validator, at http://www.microsoft.com/downloads/details.aspx?familyid=0b764c08-0f86-431e-8bd5-ef0e9ce26a3a&displaylang=en. What makes this effort both possible and necessary is that Outlook 2007's HTML rendering no longer depends on Microsoft Internet Explorer (IE). In earlier versions, the appearance of an HTML message in Outlook depended in part on which version of IE was installed on the system. Starting with Outlook 2007, the IE dependency goes away. Instead, just as Outlook 2007 uses Office Word 2007 as the sole editor for all types of Outlook items, it also uses Word 2007's rendering engine to display HTML messages. Thus, for the first time, it's possible to determine in advance precisely how Outlook will render an HTML message, regardless of what IE version the system has.
This lack of dependency on IE also shows itself in another way that security-conscious administrators will like. In earlier versions, Outlook had a View, View in Internet Zone command on its toolbar to allow a user to render an HTML message in the less secure Internet zone, for example, when the message contained a script. The <script> tag is one among several HTML elements that Outlook no longer supports. The ability to render an email message in a less-secure fashion remains, but the new command is Other Actions, View in Browser. If the user invokes that command, Outlook turns over any responsibility for dealing with the HTML message content to the user's browser, where it will be subject to the browser's security configuration. Thus, Outlook 2007 will never run a script in an HTML message.
Another blocked HTML tag is <form>, along with the tags for all form controls. This means that you can't send an Outlook user an HTML message that contains a form with a Submit button to return results either in an email message or to a Web site. The data-entry controls and Submit button won't even be visible to the Outlook 2007 user. To submit the form, the user would have to use the View in Browser command to view the HTML content in a browser.
This change definitely is going to affect some businesses. For example, Aliencamel.com, an email provider based in Australia, currently relies on the user interacting with an email-based form to release items from a spam quarantine folder. Aliencamel's Sydney Low says the company is exploring two possible solutions to accommodate Outlook 2007 users— either an add-in that provides a toolbar button to perform the same functionality or a change in its HTML code to add browser/rendering detection so that users see a message optimized for Outlook 2007. Ideally, Low says, "If the email is being displayed in Outlook 2007, it would say 'Click on this link to display the content,' but in other clients, an HTML form would be displayed."
If you want to give the validation tool a whirl, I recommend that you download the free trial version of the new Microsoft Expression Web Designer, a Web page editor designed from the ground up to work with CSS. Once you install Expression, follow the instructions in "Word 2007 HTML and CSS Rendering Capabilities in Outlook 2007 (Part 2 of 2)" to add the ability to check HTML and CSS against the schema for Outlook. Open any HTML file that you want to test, and edit the HTML code to remove any attributes on the <html> tag. Then choose Tools, Compatibility Reports. Under Check HTML/XHTML compatibility with, choose HTML for Word 2007. Under Check CSS compatibility with, choose CSS Word 2007. Clear the box for Run check based on doctype declaration in page if available. Then, click Check. Expression will display a compatibility report showing all the validation errors. Double-click any line in the report, and you'll go directly to the code with the validation error.
Compare the validation errors with the detailed list of supported and unsupported tags and attributes in the articles, especially Part 1, and you'll see how the rendering restrictions on HTML messages in Outlook 2007 add to Outlook's security. For example, the title attribute, which is used on Web pages to provide screen tips, isn't supported at all. This means the sender can't use a title attribute to hide the destination of a hyperlink; the screen tip for the link will always show the actual URL. Similarly, the <a> tag used for links doesn't support the class attribute. That approach prevents the sender from using a style to make some links look different from others. A link to external content in the background property of a style won't work at all (even if Outlook is otherwise configured to download external content for HTML messages).
This new validation tool isn't perfect. Because it depends on the compatibility-checking capability of the underlying HTML editor, it might not show a validation error for every unsupported style feature listed in the articles. For example, it didn't tell me about an external URL that I had included in the background property of my style for the <body> tag. But, combined with the detailed documentation in the article on Outlook 2007 rendering capabilities, organizations that want to start designing newsletters and other complex HTML-format messages for Outlook 2007 now can get a solid head start.