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Exchange Server Frequently Asked Questions

While this page is being updated, you can also find Exchange FAQs for Entourage 2004 here.

About Exchange

  1. What is Exchange?
  2. Can I use Exchange Server for personal or small business use?
  3. What is Outlook Web Access?

Functionality

  1. How do I set up an Out of Office message?
  2. How do I send and receive Tasks through Exchange?
  3. How do I synchronize my Notes with Exchange?
  4. How do I modify a distribution list on the Exchange server?
  5. When someone sends me a message he gets a return message indicating I have deleted the message without reading it even if I have read the message. How do I turn this off?
  6. How do I use a Group Calendar in Entourage?
  7. How do I use a Group Contacts list in Entourage?

Public Folders

  1. Why can't I see any files in Public Folders?
  2. Why do I only have read access to Public Folders?

Troubleshooting

  1. Why do none of my Bcc recipients receive my mail message when all my To and and Cc recipients to do?
  2. I'm receiving 'Verification Failed: "Logon failure: unknown user name or bad password.' What's wrong?
  3. Blank Messages from senders using Outlook Web Access

About Exchange

  1. What is Exchange?

    Microsoft Exchange Server is the brand name for Microsoft's email server software and is typically found in corporations running Microsoft Windows Server. In addition to email Exchange Servers also provide centralized company address books, shared calendars and web browser access. For more information see the Microsoft Exchange Server product page.


  2. Can I use Exchange Server for personal or small business use?

    Yes. Microsoft's Hosted Exchange Server Partner Directory lists a variety of service providers with rate plans for personal and small business use.


  3. What is Outlook Web Access?

    Outlook Web Access (OWA) is a form of webmail for Exchange Servers. OWA allows someone with an Exchange Server account to connect with a web browser to send and receive his email, check his calendar and view his contacts list. It provides basic Exchange Server service while providing easy to use access through any web browser. It is ideal for someone traveling or needing to access work email from home where Entourage is not available.


Functionality

  1. How do I set up an Out of Office message?

    Entourage 2004 does not support setting an Out of Office message. This page lists alternatives to sending automatic Out of Office messages through Exchange Server.


  2. How do I send and receive Tasks through Exchange?

    Entourage 2004 does not support sending and receiving Tasks through Exchange Server. The following are alternatives to sending and receiving Tasks through Exchange:

    • Email messages sent through Exchange can be converted to Tasks by selecting Create Task From Message from the Applescript menu.
    • For occasional access to Outlook and its Exchange/Tasks features use Remote Desktop Connection for Mac to access an available Windows XP Professional computer or Terminal Services Server.

  3. How do I synchronize my Notes with Exchange?

    Entourage 2004 does not support synchronizing Notes with Exchange Server. The following is an alternative to synchronizing Notes with Exchange:

    a. Select the Exchange account in the Folders list in Entourage.

    b. Select the New and Folder... commands from the File menu.

    c. Name the folder something like "My Notes". Do not name the folder "Notes". This will conflict with the actual Notes folder on the Exchange Server.

    d. To add a note to the folder select the New and Post commands from the File menu. Do not create a new Note. Notes will not be saved into mail folders on Exchange Servers.

    e. Edit the Post as if it were a Note and save. Posts in this mail folder will by synchronized like any mail message.


  4. How do I modify a distribution list on the Exchange server?

    Entourage 2004 does not support Groups or Distribution Lists on an Exchange Server. A local distribution list can be created using a received message by doing the following:

    a. Open the message and select the recipients in the message.

    b. Right-click or Control+click any one of the selected recipients and select Copy.

    c. Select the New and Group commands from the File menu.

    d. Click in the bottom field and select Paste from the Edit menu.

    e. Rename and save the group. It will be saved to the locally stored Address Book [On My Computer].

    Note: If the Exchange Server Distribution List is changed then the local Group will not reflect those changes.


  5. When someone sends me a message he gets a return message indicating I have deleted the message without reading it even if I have read the message. How do I turn this off?

    Entourage 2004 itself is not sending the message receipt nor is it sending a deliberate instruction to the Exchange Server to send the receipt. The following are some possible causes and fixes:

    • The sender may have enabled Delivery and Read Receipts in Outlook for Windows' Tracking Options and the Entourage 2004 user may have enabled the Always send a response feature in Outlook Web Access (OWA).
    • To disable the response log in to OWA and select Options from the left column. Under Privacy and Junk E-mail Prevention disable Always send a response when choosing how to respond to requests for read receipts.
    • The Exchange Server administrator may have enabled the account to always respond. He will have to disable responses on the server.

  6. How do I use a Group Calendar in Entourage?

    Group Calendars can be shared using Public Folders.

    To view an existing Group Calendar locate it in Public Folders. Drag it into the Favorites folder for quick access and to keep it synchronized with the Exchange Server. Users must have the correct permissions, which are set by the calendar's owner, to be able to modify the calendar.


  7. How do I use a Group Contacts list in Entourage?

    Group Contacts can be shared using Public Folders.

    To view an existing Group Contacts list locate it in Public Folders. Drag it into the Favorites folder for quick access and to keep it synchronized with the Exchange Server. Users must have the correct permissions, which are set by the contact list's owner, to be able to modify the list.


Public Folders

  1. Why can't I see any files in Public Folders?

    Microsoft Entourage 2004 only supports mail messages, calendars and address books in Public Folders. The following are alternatives to using Entourage to view files in Public Folders:

    • Use Microsoft Outlook for Windows.
    • Select Connect to Server from the Finder's Go menu and enter the name of your Public Folders server in the form of http://server.domain.com/public.

  2. Why do I only have read access to Public Folders?

    Exchange Server 2003 must be patched to at least SP2 and an update must be applied. For more information see Knowledge Base article 888619.

    Exchange Server 2000 must be patched to at least SP3 and an update must be applied. For more information see Knowledge Base article 892986.


Troubleshooting

  1. Why do none of my Bcc recipients receive my mail message when all my To and and Cc recipients to do?

    Check for a malformed email address in the Bcc field. One malformed address can cause all blind-copied recipients to not receive the message. The sender will not be notified of the error. A malformed email address in the To and Cc fields will generate a failed message from the Exchange server.


  2. I'm receiving 'Verification Failed: "Logon failure: unknown user name or bad password' What's wrong?>

    Various situations can cause this problem. Try the following fixes.

    • If possible use a web browser to verify the Exchange Server account name and password still work. If not then the problem lies with the server. Contact the Exchange Server's administrator for assistance.
    • If Entourage normally connects to the Exchange account automatically then the Mac OS X Keychain is storing the password. Open the Keychain Access application found in the Utilities folder inside the Applications folder. Select the Keychain First Aid command from the File menu.
    • Try resetting the Exchange Server account password. Some servers have complexity requirements that must be incorporated into the password. Typically, use at least eight characters with any combination of UPPER and lower case letters plus at least one number. For example, "Pa55w0rd" meets this requirement. Resetting the password can not be done through Entourage.

  3. Blank Messages from senders using Outlook Web Access (OWA)

    Recently, many Entourage users have reported receiving blank messages from senders using Outlook Web Access (OWA). It turns out that a recent OWA update introduced this issue. Fortunately, a version 2 of this update is now available and should resolve it. You can download it here: