<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-one-two">
<title>What's New in Connector 1.2</title>
<para>
Ximian Connector 1.2 has added some of the most frequently
requested features of Microsoft Exchange clients, including Public
Folder access and calendar delegation.
</para>
<variablelist>
<varlistentry>
<term>Preferences Dialogs</term>
<listitem>
<para>
The preferences dialogs have been completely overhauled for
Evolution and Connector 1.2. Select
<menuchoice><guimenu>Tools</guimenu><guimenuitem>Preferences</guimenuitem></menuchoice>
from the main Evolution window to change your settings.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Public Folders, Posting, and Delegation</term>
<listitem>
<para>
Public folders, posting to folders, and delegation
functions have been added. You may now set permissions on
folders to which you have appropriate access, and view the
folders of other users who have granted you permission to
view them.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Flag for Followup</term>
<listitem>
<para>
Flag for Followup now works properly in both Outlook and
Evolution, even when set in one and read in the other.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Improved vFolder Support</term>
<listitem>
<para>
vFolders now function better with Exchange accounts.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Notes</term>
<listitem>
<para>
The "Notes" and "Journal" folders in Exchange accounts are now readable, and you can drag items into them from other folders. Creating new Notes or Journal entries is not yet supported.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Direct Booking</term>
<listitem>
<para>
When creating a meeting request, resources such as rooms
and equipment can be checked and reserved without waiting
for a reply.
</para>
</listitem>
</varlistentry>
</variablelist>
</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>
<listitem>
<para>
Creation of an automatic "out-of-office" reply
messages.
</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="configure">
<title>Configuration</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 Configuration</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>Evolution Settings for Connecting to an <application>Exchange</application>Server</title>
<para>
Once you know that your server is ready for you to connect, start
Ximian Evolution and select
<menuchoice>
<guimenu>Tools</guimenu>
<guimenuitem>Mail Settings</guimenuitem>
</menuchoice>
from any mail view.
</para>
<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, 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>
<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 labelled
<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 labelled
<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>
Exchange Server: If your Exchange mailbox name
is different from your Windows name, enter your
mailbox name here.
</para>
</listitem>
<listitem>
<para>
Override Outlook Web Access Path: 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>
<listitem>
<para>
Active Directory: If you would like to use the
Global Address List (GAL), check the box
labelled <guilabel>Create a Global Address
List folder</guilabel> and enter the name
of the directory server. To avoid strain
on the server, the maximum number of
responses to any Active Directory query has
been set to 500. If you would like to
change that, you may do so here as well.
</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 labelled <guilabel>Receiving
Options</guilabel> and check the box labelled
<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 seperate 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 Is 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="full-advantage">
<title>Taking Full Advantage of the Exchange Server When Scheduling Appointments</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>
