<chapter id="usage-exchange">
<title>The Ximian Connector for Microsoft Exchange</title>
<para>
The Ximian Connector for Microsoft Exchange allows Ximian
Evolution clients to access accounts on Microsoft Exchange 2000
servers. It is available through Ximian Red Carpet in its own
channel, but cannot be used without a license file. The license
file may be purchased from the Ximian online store at <ulink
url="http://store.ximian.com">store.ximian.com</ulink>. Unlike the
regular Ximian Evolution client, the Ximian Connector for
Microsoft Exchange is proprietary software and source code is not
available.
</para>
<warning id="licensing">
<title>Requirements</title>
<para>
Ximian Connector works only with Exchange 2000, and requires
that Outlook Web Access be enabled. Each user will need a
valid Microsoft Exchange 2000 server account, including license.
</para>
</warning>
<sect1 id="new-in-connector">
<title>What's New in Connector &appversion;</title>
<para>
Ximian Connector &appversion; has added the <guilabel>Out of
Office</guilabel> feature and an automatic configuration tool for
large Exchange deployments.
</para>
<para>
Previous versions of Ximian Connector for Microsoft Exchange added
support for the <guibutton>Flag for Followup</guibutton> feature,
public folders, delegation, direct booking, and more. For
information on setting up delegation, see <xref
linkend="exchange-delegate" />.
</para>
</sect1>
<sect1 id="features">
<title>Connector Features</title>
<para>
In addition to the features listed above, <application>Ximian
Connector</application> supports the following basic
<application>Microsoft Exchange</application> features:
<itemizedlist>
<listitem>
<para>
General
</para>
<variablelist>
<varlistentry>
<term>Remote <application>Exchange</application> Information Store</term>
<listitem>
<para>
Allows you to access mail, address book (including
Global Address List folder), and calendars, and task
folders on an <application>Exchange
2000</application> server from
<application>Evolution</application>.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Palm synchronization</term>
<listitem>
<para>
Supported for Contacts and Calendars on Exchange.
</para>
</listitem>
</varlistentry>
</variablelist>
</listitem>
<listitem>
<para>
Mail
</para>
<variablelist>
<varlistentry>
<term>Viewing Mail in <application>Exchange</application>Folder</term>
<listitem>
<para></para>
</listitem>
</varlistentry>
<varlistentry>
<term>Sending Email via Exchange Protocols</term>
<listitem>
<para>
You may use the Microsoft Exchange mail transport
protocol to send email. Make sure that the address
you have entered as your email address is exactly
the one that the Exchange server has on file. This
may be "yourname@exchange-server.ximian.com" rather
than "yourname@ximian.com.a"
</para>
</listitem>
</varlistentry>
</variablelist>
</listitem>
<listitem>
<para>
Calendar
</para>
<variablelist>
<varlistentry>
<term>Meeting Request/Proposal</term>
<listitem>
<para>
Allows <application>Evolution</application> users to
schedule meetings and view attendee availability for
other users (<application>Evolution</application> or
<application>Outlook</application> users) on
<application>Exchange</application>.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Adding iCalendar Meeting Requests to Calendar</term>
<listitem>
<para>
If you receive an iCalendar meeting request and add it
to your calendar, it will be saved to your
<application>Exchange</application> calendar.
</para>
</listitem>
</varlistentry>
</variablelist>
</listitem>
<listitem>
<para>
Contacts
</para>
<variablelist>
<varlistentry>
<term>Address Completion</term>
<listitem>
<para>
Supported for your <application>Exchange</application>
Contacts folder. Not yet supported for the Global
Address List.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Adding VCards to Address Book</term>
<listitem>
<para>
If you receive a VCard attachment and click
<guibutton>Save in Address Book</guibutton>, it will
be saved to your <application>Exchange</application>address book.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>New Address Book entries can be created on
<application>Exchange</application> from received email
messages with a single click</term>
<listitem>
<para>
</para>
</listitem>
</varlistentry>
</variablelist>
</listitem>
</itemizedlist>
</para>
<para>
There are, however, some features which are not available:
<itemizedlist>
<listitem>
<para>
Work Offline (disconnected mode).
</para>
</listitem>
<listitem>
<para>
"Recall Message" function.
</para>
</listitem>
</itemizedlist>
</para>
</sect1>
<sect1 id="install">
<title>Installing the Connector</title>
<para>
To install the Ximian Connector, run Ximian Red Carpet by
selecting <menuchoice><guimenu>System</guimenu><guimenuitem>Get
Software</guimenuitem></menuchoice>. Subscribe to the Ximian
Connector for Microsoft Exchange channel, select the Ximian
Connector for Microsoft
<application>Exchange</application>2000, and click the
<guibutton>Install</guibutton> button. You can also install
the Connector by downloading the individual packages from
ftp.ximian.com if you wish.
</para>
<para>
Once you have installed the software, you will also need to
install a license file. The license file is the verification
that you have paid for a license to use the Ximian
Connector. You can get the license file from the the Ximian
online store at <ulink
url="http://store.ximian.com">store.ximian.com</ulink>. You
will need a browser with strong (128-bit or greater) encryption
to access the store. When you purchase a Ximian Connector
license, the store will mail you the license file with
instructions for installation. Once installed, the license file
unlocks the Ximian Connector functionality and you may connect
to an <application>Exchange</application>server.
</para>
</sect1>
<sect1 id="exchange-configure">
<title>Adding your Exchange Account in Ximian Evolution</title>
<para>
Once you have installed the Connector, you need to set up access
for your <application>Exchange</application>account on both the
<application>Exchange</application>server and within Evolution.
</para>
<sect2 id="config-server">
<title>Exchange Server Settings</title>
<para>
Check with your system administrator to ensure that:
<itemizedlist>
<listitem>
<para>
You have a valid account on the <application>Exchange</application>server.
</para>
</listitem>
<listitem>
<para> You are permitted to access the account with
WebDAV. This is the default setting for the
<application>Exchange</application>server, so unless
your system administrator has specifically turned it
off, no changes should be necessary.
</para>
</listitem>
</itemizedlist>
</para>
<para>
The Ximian website knowledge base, at <ulink type="http"
url="http://support.ximian.com">support.ximian.com</ulink>,
has additional information about checking to make sure that
your <application>Exchange</application>server will accept
connections from Ximian Evolution.
</para>
</sect2>
<sect2 id="config-client">
<title>Standard Configuration Tool for Ximian Connector</title>
<para>
Once you know that your server is ready for you to connect,
you are ready to add your Exchange account to Ximian Connector.
</para>
<sect3 id="config-easy">
<title>Simple Configuration Tool for Ximian Connector</title>
<para>
Ximian Connector 1.4 comes with a simple account creation tool
for some installations. Other installations will require
the standard account tool described in <xref
linkend="config-client" /> below.
</para>
<para>
The simple assistant works in the following cases:
<itemizedlist>
<listitem>
<para>
If you receive your license key in Ximian Evolution, the
simple assistant will start when you click the
license file attachment and choose <guibutton>Open in
Ximian Connector</guibutton>.
</para>
</listitem>
<listitem>
<para>
If you have no accounts configured, and your system
administrator has preinstalled a license key file,
the simple assistant will start when you start <application>Ximian
Evolution.</application> It asks only for the name of your Outlook
Web Access server, and your username and password. Ximian
Connector will determine the remaining information on its own.
</para>
</listitem>
</itemizedlist>
</para>
<para>
If the simple account tool does not run automatically, create
an account as described below.
</para>
</sect3>
<sect3 id="config-exchange-new-account">
<title>Creating a New Exchange Account</title>
<para>
If you would like to create a new account for your Exchange
server, select <menuchoice>
<guimenu>Tools</guimenu>
<guimenuitem>Mail Settings</guimenuitem>
</menuchoice>
from any mail view. Then click the <guibutton>Add</guibutton>
button in the accounts list. The account creation assistant
will guide you through the process, which is also described in
<xref linkend="usage-mainwindow-starting"/>. If you're not
sure about any of the information you need, just ask your
system administrator.
</para>
<note id="license-file-issues">
<title>Installing the License File</title>
<para>
Your purchase email will contain instructions for installing
the license file: it may be opened with Ximian Evolution and
installed automatically that way, or placed in the
<systemitem>evolution</systemitem> directory in your home
directory.
</para>
<para>
Be aware that the <systemitem>evolution</systemitem> directory in
your home directory won't exist if you haven't already run
<application>Ximian Evolution</application>. If you have not
done so already, start <application>Ximian
Evolution</application> and configure an account as described
below. Then, quit the application and pllace the
<systemitem>connector-key.data</systemitem> file in your
<systemitem>evolution</systemitem> directory. When you start
<application>Evolution</application> again, the license will
be verified and Ximian Connector will work properly.
</para>
</note>
<variablelist>
<varlistentry>
<term>Identity</term>
<listitem>
<para>Enter your name and email address. If you wish,
you may add your organization and the location of your
signature file. Only your name and email address are
required.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Receiving Mail</term>
<listitem>
<para>
In this step, you'll enter information about the way
you check mail:
<orderedlist>
<listitem>
<para>
First, select <guilabel>Microsoft
Exchange</guilabel> as your server type.
</para>
</listitem>
<listitem>
<para>
Enter the name of your Exchange email server, and
the user name you would use to log in to a
Windows workstation in your organization.
</para>
</listitem>
<listitem>
<para>
If you wish, select the box labeled
<guilabel>Use secure connection
(SSL)</guilabel>, to take advantage of a more
secure connection method. This may allow you to
connect to the server from outside your
firewall.
</para>
</listitem>
<listitem>
<para>
If you would like
<application>Evolution</application> to
remember your password, check the box labeled
<guilabel>Remember this password</guilabel>.
</para>
</listitem>
</orderedlist>
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Receiving Mail, Step Two</term>
<listitem>
<para>There are a few additional options in this step:
<orderedlist>
<listitem>
<para>
Checking for New Mail: If you would like to
check for new mail automatically, click the
checkbox and enter an interval in minutes.
</para>
</listitem>
<listitem>
<para>
Global Address List/Active Directory: Enter the
name of your global catalog server (directory
server). This will allow you to use the Global
Address List (GAL). Normally,
<application>Evolution</application> will fetch
a maximum of 500 responses to any query, but you
may increase or decrease this number if you
wish. A lower number decreases load on the
server, and many servers will refuse to return
more than 1000 results, no matter how many you
ask for.
</para>
</listitem>
<listitem>
<para>
Exchange Server: There are two options here:
<itemizedlist>
<listitem>
<para>
Exchange mailbox name is different
from user name: If your exchange mailbox
name is different from your user name,
check this box and enter the mailbox name
here.
</para>
</listitem>
<listitem>
<para>
OWA path is not /exchange: In most cases,
the URL for Outlook Web Access is
"http://server.company.com/exchange." If your
system has a path that is not "/exchange," check
the box and enter the custom path here.
</para>
</listitem>
<listitem>
<para>
Public Folder Location: If your Exchange
system has a custom or nonstandard Public
Folder location, check this box and enter
the URL for public folders here.
</para>
</listitem>
</itemizedlist>
</para>
</listitem>
<listitem>
<para>
Apply filters to new messages in Inbox on this
server: Check this box to filter messages in
this account.
</para>
</listitem>
</orderedlist>
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Sending Mail</term>
<listitem>
<para>Select <guilabel>Microsoft Exchange</guilabel> as
your email sending method. There is nothing else to do
in this step.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Account Management</term>
<listitem>
<para>Enter a name that you will use to remember this
account. "Exchange Account" is a good suggestion. Note
that you cannot have two accounts with the same name.
If you'd like to make this your default account for
sending email, check the <guilabel>Make this my default
account</guilabel> box.</para>
</listitem>
</varlistentry>
</variablelist>
<para>
You're done. Click <guibutton>Finish</guibutton> and
<guibutton>OK</guibutton>, then quit
<application>Evolution</application> and start it again. Now
you're ready to get to work on the Exchange server.
</para>
<figure>
<title>Creating an Exchange Account, Step One: Identity</title>
<screenshot>
<screeninfo>Creating an Exchange Account, Step One: Identity</screeninfo>
<mediaobject><imageobject>
<imagedata format="PNG" fileref="figures/exchange-identity" srccredit="Aaron Weber"/>
</imageobject></mediaobject>
</screenshot>
</figure>
<figure>
<title>Creating an Exchange Account, Step Two: Receiving Mail</title>
<screenshot>
<screeninfo>Creating an Exchange Account, Step Two: Receiving Mail</screeninfo>
<mediaobject><imageobject>
<imagedata format="PNG" fileref="figures/exchange-receive" srccredit="Aaron Weber"/>
</imageobject></mediaobject>
</screenshot>
</figure>
<figure>
<title>Creating an Exchange Account, Step Three: Mail Options</title>
<screenshot>
<screeninfo>Creating an Exchange Account, Step Three: Mail Options</screeninfo>
<mediaobject><imageobject>
<imagedata format="PNG" fileref="figures/exchange-receive-options" srccredit="Aaron Weber"/>
</imageobject></mediaobject>
</screenshot>
</figure>
</sect3>
<sect3 id="config-exchange-existing-account">
<title>Changing an Existing Account to Work with Exchange</title>
<para>
If you have an existing email account, and want to convert it
to use for Exchange, select the account you want to convert
and click the <guibutton>Edit</guibutton> button. You'll want
to change settings in the following tabs of the account
dialog:
</para>
<variablelist>
<varlistentry>
<term>Identity</term>
<listitem>
<para>
If your email address will change because you are moving
to a new server, then change it in this tab. Otherwise,
move to the next tab.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Receiving Mail</term>
<listitem>
<para>
Select <guilabel>Microsoft Exchange</guilabel> as your
server type. Enter your name of your server next to
<guilabel>Host</guilabel>, and the user name for your
account next to <guilabel>Username</guilabel>. If your
server supports SSL (Secure Socket Layer) encryption, it
you can check the <guilabel>Use SSL</guilabel> box to
take advantage of more secure data transfers.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Receiving Options</term>
<listitem>
<para>
Here, tab, you'll find some additional settings:
<variablelist>
<varlistentry>
<term>Checking for New Mail</term>
<listitem>
<para>
Select whether you would like to check for
mail automatically, and if so, how often.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Mailbox Name and Web Access Path</term>
<listitem>
<para>
If your Exchange server requires you to use a
different mailbox name from the name you use to
log in, select the second check-box and enter
the mailbox name. Check with your system
administrator to be sure.
</para>
<para>
In most cases, the URL for web access is
"http://server.company.com/exchange." If your
system has a path that is not "exchange," check
the box and enter the custom path here.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Active Directory</term>
<listitem>
<para>
If you would like to use the Global Address
List (GAL) maintained on your Exchange server,
click the tab labeled <guilabel>Receiving
Options</guilabel> and check the box labeled
<guilabel>Create a Global Address List
folder</guilabel>. The GAL is maintained by
your system administrator and you cannot add,
change, or remove items from it using Ximian
Evolution. However, you can use it to invite
people to meetings and to look up addresses and
other information. In many organizations, the
GAL is stored on a different server from email.
If this is the case, you should also specify
the directory server name here.
</para>
</listitem>
</varlistentry>
</variablelist>
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Sending Mail</term>
<listitem>
<para>
If you will use your Exchange server to send as well as
receive mail, select <guilabel>Microsoft
Exchange</guilabel> as your server type, and enter the
server name as the <guilabel>Host</guilabel>.
</para>
</listitem>
</varlistentry>
</variablelist>
<para>
Once you have made those changes, click the
<guibutton>OK</guibutton> button.
</para>
<para>
Then, quit <application>Evolution</application> and start it
up again. Changes to the Ximian Connector accounts
configuration are not active until you have restarted the
application.
</para>
</sect3>
</sect2>
</sect1>
<sect1 id="access">
<title>Accessing the <application>Exchange</application>Server</title>
<para>
Like IMAP and LDAP data, information for
<application>Exchange</application>accounts is stored on the
server, not on your desktop computer. This means that you can
access it from multiple locations. It also means that your
Microsoft <application>Exchange</application>account information
is in a separate folder tree from the <guilabel>Local</guilabel>
tree in your folder bar. You'll see it below the local tree,
with the name you gave the account. If you have multiple
accounts, you will have multiple folder trees.
</para>
<para>
Click on any of the folder tree items to visit them; you may
have to enter your server password. You can now create contact
cards, send and receive email as you would normally. If there
are items in your local calendar or addressbook that you'd like
to add to your <application>Exchange</application>stores, you
can copy and paste them over, or just drag items from one folder
to another as you would with two local stores.
</para>
<note id="save-to-local-or-exchange">
<title>Saving Attached Addresses and Appointments</title>
<para>
If you are using both an Exchange account and a local mail
account, you should be aware that whenever you save an email
address or appointment from an email message, it will be
saved in your Exchange contacts list or calendar, rather
than in your local account. The same is true of
synchronization with Palm-OS devices: tasks, appointments,
and addresses from your Palm-OS device will be synchronized
with those in the Exchange folders rather than local
folders.
</para>
</note>
<tip id="gal-empty">
<title>The Global Address List Appears Empty At First</title>
<para>
To avoid unnecessary strain on the server, the GAL will
appear empty until you have searched for something in it.
If you want to display all the cards in the list, click in
the search box and press <keycap>Enter</keycap>. This
enters a blank search: since every card contains a blank in
it, every card will appear.
</para>
</tip>
</sect1>
<sect1 id="exchange-settings">
<title>Special Connector Only Settings</title>
<para>
There are two items in the Evolution preferences window that
are available only with Ximian Connector. The first is
delegation and permissions handling, and the second is the
creation of "Out of Office" messages.
</para>
<sect2 id="exchange-delegate">
<title>Delegating and Acting as a Delegate</title>
<para>
You can allow other people in your organization's Global
Address List to access your calendar, address
book, and messages, and they can let you manage theirs.
Delegation allows people to do anything from check on each
other's schedules to completely manage their personal
information.
</para>
<para>
To add someone to your list of delegates, click the
<guibutton>Add</guibutton> button and select them from the
Global Address List. You may choose which folders they can
handle, grant read-only, or read and write privileges.
</para>
<para>
To see the list of people who have granted you access to
their folders, click the <guilabel>Acting as a
Delegate</guilabel> tab. Their folders will appear in your
normal folder tree under their account names.
</para>
</sect2>
<sect2 id="exchange-out-of-office">
<title>Setting an Out of Office Message</title>
<para>
An <guilabel>Out of Office</guilabel> message is
an automatic reply that you can send to emails, explaining why
you aren't going to respond to their message. For example, if
you go on vacation for a week and will be away from email, you
can set an automatic reply so that people who write to you know
that you aren't ignoring them.
</para>
<para>
To create an <guilabel>Out of Office</guilabel> message,
select <menuchoice> <guimenu>Tools</guimenu>
<guimenuitem>Settings</guimenuitem>
</menuchoice> and then click the <guibutton>Out of
Office</guibutton> button.
</para>
<para>
Then, click <guilabel>I am currently
out of the office.</guilabel>. Then, enter a short message in
the text entry box. Click <guilabel>OK</guilabel>.
</para>
<para>
Your message will be sent automatically to
anyone who sends you mail until you return and click
<guilabel>I am currently in the office</guilabel>.
</para>
</sect2>
</sect1>
<sect1 id="full-advantage">
<title>Scheduling Appointments with Free/Busy</title>
<para>
When you schedule a meeting with your calendar on the
<application>Exchange</application>server, you can check when
other local Exchange users are busy according to their
<application>Exchange</application>calendars. To do so:
</para>
<figure>
<title>Scheduling With Free/Busy Information</title>
<screenshot>
<screeninfo>Using the Free/Busy Feature</screeninfo>
<mediaobject><imageobject>
<imagedata format="PNG" fileref="figures/schedule" srccredit="Aaron Weber"/>
</imageobject></mediaobject>
</screenshot>
</figure>
<note id="reminders-in-exchange">
<title>Reminders In Exchange</title>
<para>
Reminders for appointments in your Exchange calendar will
not work until you have run Evolution at least once after
logging in. This is different from locally stored reminders,
which will work from the moment you log in, regardless of
whether you have run Evolution in the session.
</para>
</note>
<orderedlist numeration="arabic">
<listitem>
<para>
Open a new appointment in the calendar.
</para>
</listitem>
<listitem>
<para> Choose <menuchoice> <guimenu>Actions</guimenu>
<guimenuitem>Schedule Meeting</guimenuitem>
</menuchoice> in the meeting editor window.
</para>
</listitem>
<listitem>
<para> Add attendees, either by entering their email
addresses into the list, or by clicking the
<guibutton>Invite Others</guibutton> button. If you choose
to so, it's best to use the Global Address List (GAL).
Choose the GAL from the drop-down list of address sources
at the top of the dialog box.
</para>
</listitem>
<listitem>
<para>
Choose <guilabel>Options</guilabel> and then
<guilabel>Update Free/Busy</guilabel> to check participant
schedules and, if possible, update the meeting in all
participants' calendars.
</para>
</listitem>
</orderedlist>
<tip id="autopick">
<title>Using Autopick to Adjust Meeting Times</title>
<para>
If meeting attendees are not available during the times you
have scheduled a meeting, you can "nudge" the meeting forward
or backward to the nearest available time. To do so, just
click the arrows to the left or right of the
<guilabel>Autopick</guilabel> button. The autopick tool will
move the meeting to the nearest time during which all
attendees are available. If you aren't satisfied with those
results, you can drag the edges of the meeting time to the
hours that you want to select.
</para>
</tip>
</sect1>
</chapter>
