Chapter 4. Managing Clients

Table of Contents

Client Administration
Enabling Mail Client Users
Enabling Outlook Client Users
Enabling Netscape Messenger Client Users
Enabling Eudora Mail Client Users
Enabling KMail Client Users
Enabling IMP Webmail Client Users
Managing Client Preferences
Preferences
Users
Aliases

Client Administration

Mail client software must be configured to authenticate with and receive messages from the Messaging Server. Configuration procedures are explained in “Enabling Outlook 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”. 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.

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.

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 included with Microsoft Office. 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.

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.

Outlook 2000 and Outlook 98 Requirements

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

Corporate/Workgroup

required configuration if Steltor CorporateTime Outlook Connector is in use.

Internet Email Only

required configuration if CorporateTime Outlook Connector is not in use.

no email

not supported for Messaging Server use.

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/

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 configures two Internet Accounts for Outlook Express clients:

  • Internet email - Messaging Server

  • LDAP - Messaging Server

The Outlook Configuration Tool prepares Outlook clients depending on their mode:

Internet Email Only mode

Configures two Internet Accounts:

  • Internet email - Messaging Server

  • LDAP - Messaging Server

Corporate/Workgroup mode

Installs CorporateTime Outlook Connector and creates the "Volution Messaging Server" MAPI profile, which contains the following accounts and services:

  • IMAP mailbox

  • Outlook Address book (includes LDAP information)

  • calendar information

  • Personal Folders

When the user starts Outlook 2000 in Corporate/Workgroup mode, the "Volution Messaging Server" profile should be selected. Refer to your Microsoft Outlook 2000 documentation for further information regarding the usage of Profiles and setting a default Profile.

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 creates a shortcut on the Desktop and a shortcut in the Outlook shortcut bar, which when selected bring up a browser window that displays the main screen of the Messaging Server user interface. It also adds a Volution menu with a button that launches the Messaging Server user interface.

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

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.

    Note

    If you are running an Outlook 2000 or Outlook 98 mail client, your mail administrator might direct you to configure your mail client in either Corporate/Workgroup mode or Internet Email Only mode. If this is the case, you must configure your mail client before running the Preferences Manager.

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

    https://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 Run this program from its current location.

    Note

    If you are using the Netscape browser, you may see a dialogue window indicating ``Unknown File Type''. If you see this message:

    1. Click on Pick App in the dialogue window. A new dialogue window displays.

    2. Type ``wscript'' in the box and click on OK. A new dialogue window displays.

    3. Select the Open It checkbox and click on OK.

    You can now proceed to the next step.

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

    During the installation, you might be 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 Corporate/Workgroup or Internet Email Only depending on your Mail Administrator's instructions. 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.

    You might see a dialog box informing you that your Outlook client is configured in Internet Email Only mode. If this is correct, click on Yes to continue. If not, click on No to cancel the installation, configure your Outlook client in Corporate/Workgroup mode, and restart the Client Setup procedure.

    If the CorporateTime Outlook Connector is being installed on your system, you see progress displays on the Silent Installation screens.

  8. The InstallShield Wizard informs you that it is preparing to install the Volution Messaging Server Com-Addin if it is not already present on your system. Click on Next to continue.

    After a short time, you are informed that Volution Messaging Server Com-Addin files are being copied to your system. Click on Finish when prompted by the InstallShield Wizard, and click on OK when Volution Messaging Server configuration is complete.

This completes mail client configuration. When you start your Outlook client, you will be able to receive email with your new account. If the CorporateTime Outlook Connector is installed, you must log in with your Messaging Server UserID.

Note

The Outlook Configuration Tool indirectly configures Outlook XP by setting up Internet Email Accounts. When Outlook XP is started after running the Outlook Configuration Tool, it will prompt the user to import the new Internet Email Accounts that it has found. The user must click on Yes to have these new accounts configured within Outlook XP. Note that the LDAP address book for the Messaging Server will be configured but will not appear in the list of address books until Outlook XP is restarted after importing the accounts.

You must also instruct mail users to set mail preferences with Preferences Manager as described in “Managing Client Preferences”.

Outlook Sent Items Folder

When you configure your Messaging Server mailbox as a POP3 mailbox, the Sent Items folder functions as expected because the messages are physically stored and managed on the client. However, with IMAP mailboxes (the Messaging Server default), the messages physically reside on the server. You can still configure Outlook to save copies of outgoing messages to the Sent Items folder in the Outlook Personal Folders collection (Outlook Today). You do not need a separate Sent Items folder under your IMAP Messaging Server Inbox.

If you want to store the contents of your Sent Items folder on the Messaging Server, use the Rules Wizard to create a rule that selects all outgoing messages and specifies that they be copied to a folder of your choice, including a folder on the Messaging Server.

You can also create a new folder under your IMAP Inbox by right-clicking on your IMAP Inbox and selecting New Folder. Periodically drag the contents of the Sent Items folder to this new folder under your IMAP Inbox.

Outlook Deleted Items Folder

Outlook does not does not copy messages deleted from an IMAP folder (that is, the Messaging Server mailbox) to the Deleted Items folder as it does for POP3 mailboxes. If you want this functionality, you must do one of the following:

  • When you want to delete a message from your IMAP folder, drag it to the Deleted Items folder. This action will make a copy of the message in the Deleted Items folder and will mark it as deleted in your IMAP inbox.

  • If you want to have your deleted messages stored on the server, create a folder for these messages under your IMAP inbox. Drag any messages that you want to delete from your IMAP inbox to this new folder. Again, this action will mark the message as deleted in your IMAP inbox.

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:

    https://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”.

To set up the Netscape Messenger LDAP address book to use the Messaging Server:

  1. Start Communicator.

  2. Select Communicator->Address Book.

  3. In the Address Book screen, select File->New Directory.

  4. Enter:

    Description : Volution Messaging Server
    LDAP Server : server_name
    Server Root : server_root
      
    You can obtain the Server Root value from the Client Setup screen as the Searchbase parameter.

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:

    https://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:

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.

SSL Configuration for Eudora Mail

Eudora Mail and the Messaging Server both provide SSL (Secure Socket Layer) security by default. Eudora provides a commercial Certificate Authority (CA) key, and the Messaging Server provides a demonstration key with the option of enabling a commercial key.

However, the Eudora default security configuration does not work correctly with the Messaging Server. Eudora tries to determine if TLS (Transport Layer Security) is supported by mail servers it connects with, and if not, to configure mail service without SSL. This check fails with this version of Messaging Server and Eudora 5.1; Eudora does not find the SSL alternate port and does not transfer mail.

To work around this problem, you must manually enable or disable SSL on your Eudora client. To do so:

  1. Start Eudora and select Tools->Options.

  2. Click on Checking Mail.

    The default value for the Secure Sockets when Sending field is Use TLS if Available. You must change it to one of the following entries:

    Never

    to receive mail without SSL security.

    Required, Alternate Port

    to receive mail with SSL security.

    Other selections will disable mail transfer.

  3. Click on Sending Mail.

    The default value for the Secure Sockets when Receiving field is Use TLS if Available. You must change it to one of the following entries:

    Never

    to send mail without SSL security.

    Required, Alternate Port

    to send mail with SSL security.

    Other selections will disable mail transfer.

  4. Restart Eudora.

    If you elected to disable SSL, this completes Eudora client configuration. Mail users can now use Eudora to send and receive email without SSL security.

    If you elected to enable SSL, you must have a server key and certificate of authority. If you have not already done so, you must use Webmin to generate a Certificate Signing Request (CSR) from a commercial Certificate Authority (CA) provider, or generate a self-signed certificate and key. For more information, see "Enabling SSL" in the Administrator's Guide.

    If you obtained a server key and certificate from a company for which Eurora already provides trusted client certificates (such as Verisign®), this completes Eudora client configuration. Verify that Eudora has accepted the server certificate:

    1. Select Tools->Options

    2. Click on Checking Mail.

    3. In the Last SSL Info, confirm that the server certificate is in the trusted list.

  5. If you did not obtain a server key and certificate from a company for which Eurora already provides trusted certificates or you generated your own key and certificate, you must manually configure Eudora to authenticate with the Messaging Server.

    Start Eudora and select Tools->Options You will be prompted to provide the password for your account, after which the download of the mail will fail.

    Attempt to download mail a second time; this will also fail, but the error message will indicate that Eudora does not trust the certificate supplied by the server.

  6. From the Eudora menu bar, select Tools->Options. Then click on Checking Mail and select Last SSL Info.

  7. In the Certificate Not Trusted dialog box, click on Certificate Information Manager. Select the server certificate for your mail server from the list of known untrusted server certificates, then click on Add to Trusted.

  8. Restart Eudora.

    This completes Eudora client configuration. Mail users can now use Eudora to send and receive email with SSL security.

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.

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:

    https://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 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.

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:

    https://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:

    https://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:

https://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.

Note

The IMP webmail client does not work consistently on Netscape 6.0 and 6.1 browsers; you must upgrade to Netscape 6.2. You can also connect to the Messaging Server from an IMP client on Netscape 4.7.

If you attempt to use the IMP webmail client to send a large attachment (greater than 1Mb), you might get an error message such as the following:

Warning: Undefined variable: attachments_size in
/home/httpd/html/horde/imp/compose.php3 on line 930

To resolve this problem, you must increase the value of upload_max_filesize in the /etc/httpd/php.ini to an appropriate value, as described in the Technical Article "I get an 'Undefined variable' warning when trying to attach a large attachment within Volution Messaging Server WebMail" (Ref.#116659) available from the Caldera Support Knowledge Base site:

http://support.caldera.com/caldera/

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:

    https://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.

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.

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.

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.