Chapter 5. Managing Clients

Table of Contents
5.1. Client Administration
5.2. Enabling Mail Client Users
5.2.1. Enabling Outlook Client Users
5.2.1.1. General Outlook Client Requirements
5.2.1.2. Outlook 2000 and Outlook 98 Requirements
5.2.1.3. Outlook Client Configuration Tool
5.2.1.4. Managing Outlook Client Configuration
5.2.2. Enabling Netscape Messenger Client Users
5.2.3. Enabling Eudora Mail Client Users
5.2.3.1. Initial Configuration With the Eudora Setup Wizard
5.2.3.2. Modifying Eudora Configuration
5.2.4. Enabling KMail Client Users
5.2.5. Enabling IMP Webmail Client Users
5.3. Managing Client Preferences
5.3.1. Preferences
5.3.2. Users
5.3.3. Aliases

5.1. Client Administration

Mail client software must be configured to authenticate with and receive messages from the Messaging Server. Configuration procedures are explained in "Enabling mail client users", with instructions for mail client users to run client configuration tools on their personal systems.

Once mail client software is configured and mail accounts created as described in "Managing mail users", mail users can set their own mail preferences with the Preferences Manager as described in "Managing client preferences". See also the Client User's Guide.

Most mail client software allows multiple mailboxes. That is, a mail client user could access several mail accounts from the same mail client and manage the mailboxes separately. The guidelines in Messaging Server documentation for configuring mail clients assume that only Messaging Server accounts will be configured on the client. Although other mail accounts can be created or might already exist, you might want to set a policy regarding your support of multiple accounts.

5.2. Enabling Mail Client Users

To enable a mail client user to access their mail from a Messaging Server server:

  1. Create a Messaging Server email account as described in "Managing mail users".

  2. In some cases, you must inform users whether to select IMAP or POP in the server configuration selection screens.

  3. Provide this account information to the user so they can access the Preferences Manager and configure their mail client software.

  4. If you are migrating existing mail users to a Messaging Server installation, you might need to inform them of potential changes to the appearance and behavior of their mail client software.

Follow the instructions in this section to enable these mail clients:

Note: Online Help screens in the Preferences Manager provide detailed configuration instructions from the Client User's Guide. These instructions are derived from information presented in the following sections.

5.2.1. Enabling Outlook Client Users

Both Outlook and Outlook Express can be configured to use the mail and LDAP directory services of the Messaging Server. Outlook Express is mainly a mail client and is distributed as a component of Internet Explorer, which is included with Microsoft Windows operating systems. Outlook is a full-featured messaging and collaboration client application that is also included with MS Windows operating systems. Under normal circumstances, only one of these clients is used at a time, although they can be run simultaneously.

A Messaging Server Outlook Configuration Tool is available to automatically configure these clients.

5.2.1.1. General Outlook Client Requirements

Before running the Outlook Configuration Tool, the client MS Windows system must have:

  • networking installed and configured.

  • Internet Explorer 5 or greater.

  • no running copies of Outlook.

No special configuration is required for Outlook Express.

5.2.1.2. Outlook 2000 and Outlook 98 Requirements

Outlook 2000 and Outlook 98 can be installed in three configurations:

  1. no email

  2. Internet Email Only

  3. Corporate/Workgroup

You must configuring Outlook 2000 for Internet Email Only mode; the Corporate/Workgroup configuration is not supported in this Messaging Server release.

For more information regarding use of Outlook 2000 features, refer to your Microsoft documentation. In addition, the Microsoft Knowledge Base article Q197636 describes using Outlook 2000 with an IMAP4 server. See also the Microsoft document Microsoft Outlook 2000 Features and Configuration Guide available on the Microsoft website at http://www.microsoft.com/office/outlook/

5.2.1.3. Outlook Client Configuration Tool

The Outlook Configuration Tool can detect and configure both Outlook and Outlook Express clients. When a user downloads the Outlook Configuration Tool from the Preferences Manager, a custom configuration data file for that user is generated and downloaded with the configuration program. This data file contains email address, directory binding, and calendar information specific to the user who downloads it.

The Outlook Configuration Tool stores user email account passwords in the "LDAP - Messaging Server" Internet Account. The password is used when Outlook or Outlook Express clients query Messaging Server for email address information. If a mail account password is changed on the Messaging Server, the password must also be changed in the Outlook and Outlook Express "LDAP - Messaging Server" directory configuration. In addition, if the user has manually configured the "Internet email - Messaging Server" Internet Account to remember their email account password when sending/receiving email with the Messaging Server, the user will also need to update the password in the "Internet email - Messaging Server" Internet Account.

The Outlook Configuration Tool configures two Internet Accounts for Outlook Express clients:

  • Internet email - Messaging Server

  • LDAP - Messaging Server

The Outlook Configuration Tool prepares Outlook clients in Internet Email Only mode by configuring two Internet Accounts

  • Internet email - Messaging Server

  • LDAP - Messaging Server

Note: The Outlook Configuration Tool does not alter existing mail accounts. If any existing accounts need to be modified or removed, this must be done manually.

The Outlook Configuration Tool will also create a shortcut on the Desktop and a shortcut in the Outlook shortcut bar which when clicked will bring up a browser window that displays the main screen of the Messaging Server user interface.

For Outlook and Internet Explorer 5.0 (and later), a button that launches the Messaging Server user interface in the browser window is added to the toolbar and to the Tools menu.

When the Outlook configuration program completes, it will remove itself from the system.

5.2.1.4. Managing Outlook Client Configuration

If the user's mail client has not already been configured for the Messaging Server, instruct them to do so:

  1. Close Outlook or Outlook Express if you are currently using it.

  2. Log into Preferences Manager by pointing your browser at:

    http://hostname/msg

    where hostname is the system name supplied by the mail administrator for Preferences Manager access.

  3. Enter your mail account name and password when the Preferences Manager screen appears.

  4. Click on the Client Setup in the Preferences menu. This displays configuration information used by your mail client software to communicate with the Messaging Server.

  5. Run the client configuration program by clicking the Configure button. The client configuration screen includes instructions on how to respond to further prompts.

  6. In the File Download dialogue window, select Open this file from its current location.

  7. When prompted to configure your system with the Messaging Server, click on Yes.

  8. After a short time, you are informed that Outlook is being started. If this is the first time Outlook has been run on your system, you will be prompted to select a networking mode; select Internet Email Only. If you are prompted to create an email account, click on Cancel or Close to exit the account creation dialog; it is not necessary to configure an account at this time.

  9. After a short time, you are informed that Volution Messaging Server Com-Addin files are being copied to your system. You are then prompted to close Outlook if it is still running. Click on OK to continue.

  10. When prompted to install the Volution Messaging Server Com-Addin, click on the large square Install button to do so.

This completes mail client configuration. When you start your Outlook client, you will be able to receive email with your new account.

Note: When you first start Outlook XP after configuring Messaging Server support, answer "Yes" when prompted to import mail account information. Otherwise, your mail accounts will not be available .

You must also instruct mail users to set mail preferences with Preferences Manager as described in "Managing client preferences".

5.2.2. Enabling Netscape Messenger Client Users

Netscape Messenger can be configured to use the mail and LDAP directory services of the Messaging Server. The Messaging Server also supports Netscape Address Book; for more information, see Netscape Help.

If the user's mail client has not already been configured for the Messaging Server, instruct them to do so:

  1. Close Netscape Messenger if you are currently using it.

  2. Log into Preferences Manager by pointing your browser at:

    http://hostname/msg

    where hostname is the system name supplied by the mail administrator for Preferences Manager access.

  3. Enter your mail account name and password when the Preferences Manager screen appears.

  4. Click on the Client Setup in the Preferences menu. This displays configuration information used by your mail client software to communicate with the Messaging Server. Keep this screen available or print its contents.

  5. Start Netscape Messenger.

  6. In the Edit menu, select Preferences, then open Mail & Newsgroups.

  7. In the Identity preferences panel of Mail & Newsgroups, enter your user information in the boxes. The Your name and Email address fields are required, and the Your name field in Netscape Messenger must have the same contents as the Name field in the Client Setup display.

  8. In the Mail Servers preferences panel of Mail & Newsgroups, click on Add under Incoming Mail Servers to add the Messaging Server machine.

    1. Under the Mail Server Properties General panel:

      Server Name 

      enter the machine name on which the Messaging Server resides.

      Server Type 

      select IMAP Server or POP3 Server.

      User Name 

      enter the Account name from the Preferences Manager client configuration display.

    2. If you selected IMAP Server, under the Mail Server Properties Advanced panel:

      IMAP service directory
        

      enter user.name, where name is the value you entered for User Name.

  9. In the Mail Servers preferences panel of Mail & Newsgroups under Outgoing Mail Server:

    Outgoing mail (SMTP) server
      

    enter the machine name on which the Messaging Server resides.

    Outgoing mail server user name
      

    enter value you entered for User Name.

This completes mail client configuration. When you restart Netscape Messenger, you will be able to receive email with your new account.

Note: For Netscape Messenger Release 4.7, there is no Messaging Server support for using the Messaging Server LDAP directory for roaming access.

You must also instruct mail users to set mail preferences with Preferences Manager as described in "Managing client preferences".

5.2.3. Enabling Eudora Mail Client Users

If the user's mail client has not already been configured for the Messaging Server, instruct them to do so:

  1. Close Eudora Mail if you are currently using it.

  2. Log into Preferences Manager by pointing your browser at:

    http://hostname/msg

    where hostname is the system name supplied by the mail administrator for Preferences Manager access.

  3. Enter your mail account name and password when the Preferences Manager screen appears.

  4. Click on the Client Setup in the Preferences menu. This displays configuration information used by your mail client software to communicate with the Messaging Server. Keep this screen available or print its contents.

Further configuration depends upon whether they are:

5.2.3.1. Initial Configuration With the Eudora Setup Wizard

The first time Eudora is launched, the Eudora New Account Setup Wizard will appear. Proceed through the setup screens, entering information as requested and clicking on Next to continue.

  1. In the Account Settings screen, select Create a brand new email account.

  2. In the Personal Information screen, enter Your Name from the Name field in the Preferences Manager Client Setup display.

  3. In the Email Address screen, enter the Email Address from the Preferences Manager Client Setup display.

  4. In the Login Name screen, enter Login Name from the Name field in the Preferences Manager Client Setup display.

  5. In the Incoming Email Screen screen:

    • enter Incoming Server from the Server Name field in the Preferences Manager Client Setup display.

    • select POP or IMAP according to administrator guidelines.

      If IMAP is selected, an IMAP Location Prefix screen will be displayed. Leave the Location Prefix box blank.

    • select Never from the Secure Sockets when Receiving list.

  6. In the Outgoing Email Screen screen:

    • enter Outgoing Server from the Server Name field in the Preferences Manager Client Setup display.

    • select Never from the Secure Sockets when Receiving list.

  7. Click on Finish to complete configuration and exit the Setup Wizard. When you restart Eudora, you will be able to receive email with your new account.

5.2.3.2. Modifying Eudora Configuration

  1. In the Eudora Tools menu, select Options.

  2. Click on Getting Started, then enter:

    Real Name 

    from the Name field in the Preferences Manager Client Setup display.

    Return Address 

    from the Email Address field in the Preferences Manager Client Setup display.

    Mail Server 

    from the Server Name field in the Preferences Manager Client Setup display.

    Login Name 

    from the Account Name field in the Preferences Manager Client Setup display.

    SMTP Server 

    from the Server Name field in the Preferences Manager Client Setup display.

    Allow Authentication 

    check the box (this should be the default).

  3. Click on Checking Mail, then enter:

    Mail Server 

    from the Server Name field in the Preferences Manager Client Setup display.

    Login Name 

    from the Account Name field in the Preferences Manager Client Setup display.

    Secure Sockets when Receiving
      

    select Never.

    other fields 

    use defaults.

  4. Click on Incoming Mail, then enter:

    Server Configuration 

    select POP or IMAP according to administrator guidelines.

    Authentication Style 

    select Passwords.

    other fields 

    use defaults.

  5. Click on Sending Mail, then enter:

    Return Address 

    from the Email Address field in the Preferences Manager Client Setup display.

    SMTP Server 

    from the Server Name field in the Preferences Manager Client Setup display.

    Secure Sockets when Receiving
      

    select Never.

    other fields 

    use defaults.

  6. Click on OK to complete configuration and exit. When you restart Eudora, you will be able to receive email with your new account.

5.2.4. Enabling KMail Client Users

If the user's KMail client has not already been configured for the Messaging Server, instruct them to do so.

  1. Close KMail if you are currently using it.

  2. Log into Preferences Manager by pointing your browser at:

    http://hostname/msg

    where hostname is the system name supplied by the mail administrator for Preferences Manager access.

  3. Enter your mail account name and password when the Preferences Manager screen appears.

  4. Click on the Client Setup in the Preferences menu. This displays configuration information used by your mail client software to communicate with the Messaging Server. Keep this screen available or print its contents.

  5. Log into your Caldera OpenLinux system and start KMail. If this is the first time KMail has been run, click on OK to create a Mail subdirectory in your home directory.

  6. In the KMail Settings menu, select Configuration .

  7. Click on Identity, then click on New Identity. Enter New Identity from the Account Name field in the Preferences Manager Client Setup display, and select "With empty fields".

  8. When your New Identity is displayed, enter:

    Name 

    from the Name field in the Preferences Manager Client Setup display.

    Email Address 

    from the Email Address field in the Preferences Manager Client Setup display.

    Reply To Address 

    from the Email Address field in the Preferences Manager Client Setup display.

    Signature 

    specify a file or enter a signature message in the box.

    Click on Apply to save your selections in the Identity screens.

  9. Click on Network and Sending Mail, then select:

    SMTP 

    Enter Server from the Server Name field in the Preferences Manager Client Setup display, and use the default port number (unless instructed otherwise by your mail administrator).

    Incoming Mail 

    Select Pop3, then enter:

    Name 

    from the Name field in the Preferences Manager Client Setup display.

    Login 

    from the Account Name field in the Preferences Manager Client Setup display.

    Password 

    of your choice; you can elect to have KMail remember this password.

    Host 

    from the Server Name field in the Preferences Manager Client Setup display.

    Port 

    use the default.

    other fields 

    Enter additional information as desired.

    Click on Apply to save your selections in the Network screens.

  10. Set Network Properties as desired and click on Apply to save your selections in the Network screens.

  11. Click on OK to complete configuration and exit. When you restart KMail, you will be able to receive email with your new account.

5.2.5. Enabling IMP Webmail Client Users

IMP client users do not need to enter configuration information from the Preferences Manager Client Setup display. To log into the IMP webmail client, they need only know:

  • their Messaging Server account name and initial password.

  • their Messaging Server email address.

  • the IMP client URL, usually:

    http://hostname/horde/imp

If the user's IMP account has not already been configured for the Messaging Server, instruct them to do so:

  1. Log into IMP by pointing your browser at:

    http://hostname/horde/imp

  2. Enter your account name and password.

  3. Click on Preferences and enter your Messaging Server account name and email address.

This completes IMP client configuration. To view and modify your Messaging Server user preferences, log into Preferences Manager by pointing your browser at:

http://hostname/msg

where hostname is the system name supplied by the mail administrator for Preferences Manager access. When you enter your mail account name and password, you will see the Preferences Manager screen.

5.3. Managing Client Preferences

Mail client users can set their own mail preferences with Preferences Manager. When they log in with a valid mail account name and password, they are presented the same user preferences as displayed on the administrative screens, although no other configuration options are presented:

You must instruct users on using Preferences Manager to set mail preferences:

  1. Close your email client software.

  2. Log into Preferences Manager by pointing your browser at:

    http://hostname/msg

    where hostname is the system name supplied by the mail administrator for Preferences Manager access.

  3. Enter your mail account name and password when the Preferences Manager screen appears.

  4. Enter, modify or display your email options.

  5. When you have completed email configuration, click the Logout button to exit Preferences Manager. Your new or modified preferences will be in effect the next time you start your email client.

Help screens are also available from the user preferences page.

5.3.1. Preferences

Your Profile 

Displays your personal information. To modify it, enter or edit the desired fields, and click the Apply button to enter your changes.

Forward email 

When set, forwards your email to the address you enter in the box.

  • To forward your mail, enter an email address and click on Apply.

  • To disable forwarding, erase the contents of the box and click on Apply.

Vacation email 

When set, sends a vacation message; that is, an automatic reply for all email you receive during a vacation or extended absence. A list of messages sent is also maintained.

  • To enable vacation email, click on Vacation email on. You can also customize the subject heading and content of your vacation message. If you do not enter a subject or content, the following defaults are set:

    Subject 

    Absence notification

    Message 

    This is an automated reply: This person is temporarily out of the office

  • To disable forwarding, click on Vacation email off. You may also want to clear your list of messages sent.

Note: Whenever you make a change to your vacation notification, it can take up to an hour for the change to propagate. Updates to user profiles are run by default on an hourly cron job.

Change Password 

To change your password, enter your old password, enter a new password, retype the new password, and click on Apply.

Client Setup 

Displays information required by clients to communicate with the Messaging Server. Clicking the Configure downloads this information to your email client.

Note: Downloading Outlook configuration information is usually performed only once per user. Outlook client users should not repeat this step unless instructed to do so.

5.3.2. Users

Find Users 

Allows you to search for users based on UserId, Name, and Email Address fields, and you can enter partial strings. You can also browse the complete list of email users by clicking the Show All. For each account listed, you can view their profile and aliases to which they subscribe.

5.3.3. Aliases

Your Aliases 

Displays aliases for which you are the Owner or a Member.

Find Aliases 

Allows you to search for aliases or browse a list of available aliases. You can also browse the complete list of email aliases by clicking the Show All.

Create Alias 

Allows you to create aliases.