Category : Microsoft Office

Archiving Email in Outlook 2011 for Mac


One would think that a company such as Microsoft would remember to keep a key feature with one of its prime programs, Microsoft Outlook and archiving of email even if the program was made for a Mac machine. I recently ran across an issue where a client using a Mac ran out of mailbox space and did not know how to archive her email. In researching the issue I discovered there is no archiving or mailbox clean up utility function for Outlook:Mac 2011. Your best option is to 1) export your outlook items or 2) create a rule that will basically archive your mail.

Export to an Outlook for Mac file:
1. On the File menu, click Export
2. Click Outlook for Mac Data File
3. Select an option to filter by category or item type.
4. Click the right arrow to continue, you’ll need to select to “No, do not delete items” or “Yes, delete items after they are exported”
5. Click the right arrow to continue, and it will ask you where you want to save and then it will begin the export process. That’s
pretty much it on getting items exported out.

I did find that the second option where you create a rule to archive works best.

NOTE: The first thing you want to do is allow your hard drive to be seen in Outlook. To do this go to “Preferences” click on the “General” and then un-check the box for “Hide On My Computer folders”. This will allow you to archive locally.

Now onto the Rules creations…
1. Go to Tools menu and select Rules.
2. Select Exchange in the rules window, and click the “+” sign to add a new rule.

3. Name the rule and set the conditions ie: and list the days old. You will also have it set it to Do the Following: Move Message and tell it where you want it moved to (ie: place it in to a folder, I just created a folder called Archive on my computer). Once complete make sure the Enabled button is selected then click OK to close out of this window.

4. To apply this rule to your current mailbox go to the Message menu, select Rules, then the rule you would like to run.

Though Microsoft failed in getting a vital component into their application, the work around does resolve the issue when you need to clean up your mailbox.

Microsoft Office 365 – Cloud Based Services

Microsoft has recently launched their new cloud based product called Office 365 which is available to small businesses all the way up to enterprise level companies. It is also available to educational institutions and business professionals.

There are several plans available for this service which I will not go into much detail about, but here is what you can potentially get. You can get Office Professional Plus which includes Word, Excel, PowerPoint, and Outlook. This in turn of course comes with Microsoft Exchange online for your hosted email solution.  This will also include the Microsoft Office Web Apps which can easily be run from a web browser.

You can also get Microsoft SharePoint online which allows you to manage and share documents with coworkers, manage projects, have real time communications, and even protect content with document level permissions.

One of the newer and more advanced features that you can get is Lync Online. Lync is the newest version of what Microsoft used to call Office communications server. Essentially it allows you to collaborate in real-time through the use of instant messaging (IM), Video calls, and online meetings. There are also white boarding features available, as well as the ability to communicate with users external users with Lync Federation.

All in all, it is another cloud based service that has real potential. At bva we have done several of the exchange online implementations (before it was packaged into Office 365), and it has gone off without a hitch. For companies or users who do not want to purchase expensive hardware, this is a good route to go. It gives you all of the enterprise level tools you need for a good price. Plans begin anywhere from $6 to $27 (the latter for large enterprises) and are fairly simple to get going.

If you are thinking of going this route, let bva assist. We are Microsoft Gold Partner with a dozen Microsoft certified technicians. We have a decade’s worth of experience with small and medium sized businesses.

Outlook 2011 for Macs

Microsoft released Office 2011 for Mac, which for the first time, includes a Mac-specific version of Outlook. Outlook is the MAPI (Messaging API) client for Microsoft Exchange server, and so we’ve seen several clients of ours go out and buy Macs to put on their Windows Active Directory networks. This would be just fine, but they then find that they cannot get the new Outlook for Mac to work – it just cannot see their old Exchange server!
Our “Fine Print” department tells us that this new version of Outlook will only see Exchange 2007 or 2010. This is because it is not actually a MAPI client. It instead uses Exchange Web Services to access the Exchange data, something that was introduced with Exchange 2007 and carried into Exchange 2010.
The previous client for Macs, Entourage, made use of WebDAV and could connect to Exchange 2003 or 2007, but that functionality was removed with 2010.
So if you want your Macs to have full Outlook features, the solution is simple: convince your IT department, and the people who rule them, that it’s time to upgrade your Exchange servers!

Microsoft RemoteFX for Remote Desktop Services – Terminal Server

Windows introduces a new set of remote user-experience capabilities that enable a media-rich user environment for virtual and session-based desktops. RemoteFX can be deployed to a range of thick and thin client devices, enabling cost-effective, local-like access to graphics-intensive applications. RemoteFX also supports a broad array of USB peripherals to improve the productivity of users of virtual desktops. Microsoft RemoteFX leverages the power of virtualized graphics resources and advanced codecs to recreate the fidelity of hardware-assisted graphics acceleration, including support for 3D content and Windows Aero®.  RemoteFX is a new set of technologies that will be integrated into the Remote Desktop Protocol (RDP) to improve the remote end-user experience by building on the improvements Windows 7 and Windows Server 2008 R2 made related to bi-directional audio, Windows Media Player playback redirection to the client, and desktop composition (enabling remote Aero).
RemoteFX expands this rich end-user experience to other types of workloads, such as 3D applications, DirectX, WPF, Silverlight, and basically any media type, giving remote users an experience that’s equivalent to local execution. The exact technologies to be included are still being finalized and could change up until release time. RemoteFX builds on technologies Microsoft got as part of the Calista Technologies acquisition.  RemoteFX will be available to users who connect to Server 2008 R2 SP1 Remote Desktop Services or Windows 7 SP1 virtual desktops using the SP1 Remote Desktop Connection client.

Google Cloud Connect

Do you use Microsoft Office and want to try Google Docs? Do you use both Google Docs and Microsoft Office? Would you like to backup and access your Office files from anywhere? Well now you can with a new service that Google has launched called Google Cloud Connect.

What this program does is it allows users to backup and share their documents that have been created with the Microsoft Office Products and use them on Google Docs. Google Cloud Connect supports Word, Excel, and PowerPoint documents in the 2003-2010 versions of Microsoft Office.

It is fairly simple to setup. All you need to do is download a little plug-in for Microsoft Office and have a Google Docs account. A little toolbar is installed and it is as simple as selecting the sync button and it will sync it up to the cloud.

Check out the video below!

[youtube]http://www.youtube.com/watch?v=H12teRzulW0[/youtube]

Adding Public Folder Calendars to Your Outlook Profile

Here is a simple walk through on how to add public calendars to your outlook profile.

Within your outlook, go to the bottom left corner and click on the Folder List button (figure A). This will bring up additional folders that you do not normally see (Figure B).

If you expand public folders, you will see all of the public folders for your organization. These are all hosted on the Exchange server. If you would like to add a calendar to your profile you would browse down to the calendar and add it to your favorites.

In this case, you would expand Public Folders > All Public Folders > Calendars. Inside the calendars folder is the list of available calendars. Right click the calendar you want and select add to favorites. You will see the ‘add to favorites’ dialogue, and you just click add.

Once you have added the calendar to your favorites, you should be able to go to your calendars and the calendar you just added to your favorites should be listed under “other calendars.”

You should be able to repeat this process for any other public folder calendars that you want to add to your outlook profile.