Microsoft Outlook 2000: Release to Web Utilities

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Microsoft Outlook 2000 Release to Web Utilities

• Presented by
• Jon Icenhower, MCSE
• Premier Exchange/Outlook Client Technical Lead

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Microsoft Outlook 2000 Release to Web
Utilities

• Outlook 2000 TCO Migration Utility
• Outlook 2000 Modify Profile Utility
• Outlook 2000 Forms Administrator
• Outlook 2000 Existing Items Converter

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Outlook 2000 TCO Migration Utility

• Overview Command line utility is intended to
  assist administrators and/or users in deploying
  Outlook on locked-down systems.
• It copies or moves files required by Outlook into
  directories that the user has permission to
  access.
• The utility should be run before the system is
  locked down.

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What is the TCO Migration Utility?

• It provides three services
• Processes MAPI profiles to copy or move RHC, PST,
  OST, PAB, and/or OAB files to a folder that can
  be accessed by the user.
• Removes unnecessary MAPI files from the system
  directory.
• Removes all Deferred Action Messages (DAMs)
  waiting to be processed.

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Processes MAPI profiles

• This utility ensures that certain files needed by
  Outlook are in directories you can write to.
• Remote Header Cache (RHC) Personal Folder (PST)
• Offline Storage (OST) Personal Address Book
  (PAB)
• Offline Address Book (OAB)
• These files will be moved to the Application Data
  folder.
• It is the only directory a user can write to on a
  Windows NT locked-down machine
• Local Settings\Application Data folder or a child
  folder
• On Windows 9x, multi-user support must be turned
  on for each user to have a separate Application
  Data directory
• Hidden profiles are ignored
• Shared files are copied, not moved, example OAB
  files

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Removes Unnecessary MAPI Files

• Outlook 2000 uses Private MAPI
• Thus removing MAPI files from the system
  directory saves space
• Files are not deleted, they are moved to the
  Recycle Bin
• Cnfnot32.exe
• Inetab32.dll
• Mspst32.dll
• Emsabp32.dll
• Mapi32x.dll (not removed on Windows 9x computers)
• Wmsui32.dll
• Emsmdb32.dll
• Mapisvc.inf
• Emsui32.dll
• Minet32.dll
• Emsuix32.dll
• Msfs32.dll

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Removes All Deferred Action Messages

• DAMs are created by the server to tell the client
  that it must run a client-side rule
• These can slow down startup because they are
  processed during the boot process
• An example of this is the Junk Mail feature
• For multi-user machines, specific profiles can be
  designated
• If logging is enabled, the number of DAMs removed
  will be recorded

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When to Use the TCO Migration Utility

• If you will be using Outlook 2000 in a
  locked-down environment
• This moves key files to writeable directories
  after lockdown
• Example move OAB files out of the System
  directory
• If you are experiencing slow startup times
• Removes unneeded system files
• Removes DAMs which much be processed before
  startup can complete

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Error Handling

• Internet Explorer 4.0 (or later) verification
• Without this, the following options will fail to
  execute
• /OST /OAB /PST /PAB /RHC
• File moving and copying
• If a file move or file copy operation fails to
  create the target file, or a file move fails to
  remove the source file, the error is logged in
  the log file and on the console UI screen (unless
  the /Q switch is specified).
• Failure to create and successfully copy to the
  target file is considered an unsuccessful
  operation and the report that is generated at the
  end of the entire process reflects this failure.
• Failure to remove the source file only, is
  considered successful and the final report does
  not reflect this failure. However, a warning is
  generated (in the log file only, not on the
  console screen) and you can then manually delete
  the file.

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What Does It Look Like?
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Outlook 2000 Modify Profile Utility

• Overview
• To use Outlook to connect to the Exchange Server,
  the user must configure an e-mail profile on the
  client.
• Previous versions of Outlook use the Exchange
  Server Newprof.exe utility to create this profile
  automatically.
• One of the major limitations to Newprof.exe is
  that it can only create new profiles it cannot
  modify an existing profile.
• Modprof.exe was created for this purpose
• It includes all of the functionality of
  Newprof.exe.
• It allows modification of existing profiles while
  preserving current user settings.
• It allows the modification of users existing
  e-mail configurations.
• It allows the creation of new e-mail profiles.

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What Does It Do

• Just like Newprof.exe it creates profiles for
  your organization.
• It picks up where Newprof.exe left off.
• It has enhancements for appending to existing
  profiles.
• It references a users existing Outlook
  configuration as it creates an Outlook profile or
  modifies an existing profile.
• Its parameters are still customized in a PRF file.

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When Do You Use It

• Use it when a change needs to be made to a users
  profile, but you do not want to delete and
  re-create a new one. For example, if users
  currently run ccMail and you plan to add a
  Microsoft Exchange Server, the Modify Profile
  Utility can preserve user settings stored in
  existing profiles when the new service is added
  to their profiles.

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How Do You Use It

• Configure a PRF settings file with the options
  that you want.
• Run the utility with any command line options
  that you need.
• If the utility is run without any command line
  parameters, it will look for the file Default.prf
  in the Windows directory.
• If it finds Default.prf, the settings in that
  file determine how the utility creates or
  modifies user profiles.
• Depending on the settings you specify, you can
  choose to
• Preserve (unchanged), replace, or append to the
  existing profile.
• Replace or preserve a service for services that
  can be in a MAPI profile only once.
• Require that a service be included only once even
  though the service can be in a MAPI profile more
  than once.

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Settings in the PRF File

• ProfileName
• Contains the name of the profile to be created or
  modified
• ModifyDefaultProfileIfPresent
• OverwriteProfile
• With Newprof.exe, the variable could be set to
  Yes or No
• APPEND is a new value added for this variable
• UniqueService
• OverwriteExistingService
• The utility does not attempt to merge new
  settings for a single service with existing
  settings
• Either the new settings completely replace the
  old settings, or the old settings are left intact
• For services that have UniqueService set to No,
  the value of OverwriteExistingService is ignored

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Command Line Switches

• -P
• Path to the profile settings file. If not given,
  the file used it Default.prf in the Windows
  directory
• -S
• Run the tool in a new window and allow the user
  to choose a PRF file. Displays status and error
  messages in the window
• -X
• Start execution automatically when the -S option
  is used, without waiting for a PRF file to be
  selected. Requires the -P option to be used or
  the Default.prf file to be present in the windows
  directory
• -Z
• Display MAPI error codes if errors are
  encountered. This option requires the -S option
• The Modify Profile Utility does not generate any
  log files.

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Outlook 2000 Forms Administrator

• Overview A utility that replaces the form
  Outlook 2000 uses to display items of a given
  message class.
• It does this without actually changing the
  message class of those items.
• You can also use the Forms Administrator to
  change the default form for all incoming e-mail
  messages.

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How Does It Work

• The Forms Administrator sets a Windows registry
  entry that Outlook 2000 uses to map a standard
  message class to the message class of a custom
  form.
• As a result, whenever Outlook displays an item
  with the standard message class, it uses the
  custom form, not the standard form.
• This setting allows you to change the form used
  to display both existing and future items without
  changing the message class of those items.
• You can use this utility to replace the default
  IPM.Note form. However, when a user receives a
  message that was sent with its own form
  definition (creating a one-off form), the message
  is displayed by using the replacement form, not
  the form that was sent with the message.

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Caveats of This Utility

• You can use this utility to replace the default
  IPM.Note form. However, when a user receives a
  message that was sent with its own form
  definition (creating a one-off form), the message
  is displayed by using the replacement form, not
  the form that was sent with the message.
• In the following circumstances, when a message is
  received by a user who has a replacement IPM.Note
  form, any one-off forms received by the user are
  ignored, and all messages are displayed by using
  the replacement form instead
• You design a published form to send the form with
  each message (for example, if you want to allow
  the form to be used in different organizations
  with separate e-mail systems).
• A user modifies the form of a message before
  sending it, and the form is sent with the
  message. This includes messages that are created
  from template (OFT) files and messages with forms
  that contain Visual Basic Scripting Edition
  (VBScript) that changes the form (for example, by
  adding a field).
• A user changes a message option on a published
  custom form, and the form is sent with the
  message.

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When Do I Use It

• You can use it whenever you need to change the
  form used to display all items that have a
  specific standard message class without changing
  the message class of those items.
• This utility is especially useful (and is the
  only method) for replacing the form used to
  display incoming mail messages.

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How Do I Use It

• Use it to do the following
• Replace the form used by a standard message
  class.
• Return the message class to using the standard
  form.
• Export the settings on your computer to a
  registry (REG) file to allow other users to
  configure Outlook the same way without running
  the Forms Administrator themselves.

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What Does It Look Like
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To Replace a Standard Form

• Select the standard message class whose form you
  want to replace.
• Enter the message class of the form to be used
  when composing an item of the selected message
  class.
• To change the message class of the message that
  is sent using the form
• In the Send item as (optional) text box, type the
  name of the message class you want to apply to
  the item when it is sent.
• This allows other users to view the item using a
  custom form if the form is installed on their
  computer or available from a forms library.
• If you do not specify an alternate message class,
  the item is sent as the standard message class
  and users who receive the item will view it using
  the standard form for that message class.
• Type the message class of the form to be used
  when reading an item of the selected message
  class. This can be the same as the form used for
  composing.
• Click Save.
• To export your settings to a registry file, click
  Export Current Settings.

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Restore Message Class to Using Standard Form

• In Windows Explorer, double-click FormSwap.exe.
• In the Which stock item would you like to
  override list box, select the standard message
  class whose form you want to restore.
• In the remaining list boxes, enter the name of
  the message class you are restoring. For example,
  if you selected Mail Message (IPM.Note), type
  IPM.Note in all list boxes.
• Click Set.
• To export your settings to a REG file, click
  Export Saved Settings.

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Outlook 2000 Existing Items Converter

• It replaces the form used to display items in an
  Outlook folder.
• You can identify all items in a folder that have
  a given message class and assign them to a new
  message class.
• The items are then displayed with your new
  message class.
• For example, when you create a custom form for a
  folder and you want all the existing items in the
  folder to use the new form, you can use the
  Existing Items Converter to switch the message
  class. To ensure that new items in the folder
  also use the custom form, you must specify the
  custom form as the default form on the folders
  property page.

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When Do I Use It

• You should use the Existing Items Converter
  whenever you need to change the message class of
  existing items in an Outlook folder.
• This typically happens when you create a custom
  form for a folder.
• Instead of using the default Outlook post form
  you create your own form.
• You open a standard post form, modify it, and
  then publish it in the forms library of the
  public folder and set the properties of the
  public folder to use your modified form as the
  default form for posting.
• This only affects new items that are posted in
  the folder it does not affect existing items in
  the folder, whose message class is unchanged and
  continues to use the original form
• The only way to change the form of the existing
  items to the new form is by changing the message
  class of the existing items.

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How Do I Use It

• To change the default form for a folder
• Right-click the folder you want to specify the
  default form for, and then click Properties on
  the shortcut menu.
• In the When posting to this folder, use list box,
  click the form you want others to use.
• With the default form now set, use the utility to
  change existing items to use the default form.
• Select an item in the folder that uses the form
  you want to replace.
• Click the Tools menu, point to Forms, and then
  click Change Forms.
• Verify that the Old message class of existing
  items list box contains the message class of the
  form you want to replace and that the New message
  class list box contains the message class of the
  new default form.
• Click OK.

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What Does It Look Like
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