Campus UMail System - How To

Entourage Overview

Entourage traditionally has been more of a personal productivity tool rather than a group collaboration tool. This is changing, but there are some rough edges as Microsoft makes the transition. Some things still use the personal productivity model such as tasks and notes and can't be shared or delegated. This will change over time.

UMail supports secure POP and IMAP. While Entourage is the preferred client, other clients that support these protocols can be used. If you are of the mindset to avoid anything Microsoft, Apple's Mail is a good alternative.
You won't have access to all the collaboration features, but it does a good job interfacing with the UMail Exchange server for basic email and some calendar features. Use the Exchange setup option in Mail.

Entourage Issues

SSL

UMail requires SSL for some functions. The SSL option in Entourage doesn't work for some collaboration features. Delegation and directory access (see below) are impacted because of this. This is a known issue and Microsoft is working to fix it.

Delegation

At this time, you can not set someone up as your delegate using Entourage. Work around: set up delegation through Outlook.

Address Book

Entourage is not able to access the UMail Global Address book because of the SSL issue mentioned above. The work around has been to create a directory server that doesn't require SSL. Set up directory access from Tools > Accounts > Directory Service tab, click New. The server is 'adam.umail.utah.edu'. Click Advanced Options, check Override default LDAP port and use port 3268. Do NOT check the server uses SSL box. This server is only available from campus IP address space. If you're coming through an off-campus ISP, use a VPN connection.

Appointments

When you accept an appointment in Entourage, it isn't updated on the server. To a sender using Outlook, it appears as if you haven't accepted the appointment. We've reported the bug to Microsoft and they are working on it.

Scheduling

Some people have reported problems with the scheduling (busy search) feature. We're investigating to see what the problem might be.

Group Scheduling

Can't use a group in the address book to schedule a meeting (busy search). Workaround: Enter the group name on the To: line. Click on the group name. This opens the To Address box. Control click on the group name and select Expand Group from the pop-up menu.

Time Zone

The UMail Exchange server uses a different time zone notation than the Mac system notation. Occasionally, you may get a message that the event and server time zones don't match and the event time has been adjusted. The time zone notation (MT, MST, MDT, etc.) is not consistent between exchange server, desktop OS, and/or the desktop application. The appointment time in the client is correct; the warning message is a nuisance. (This can happen in Windows, too.)

Public Folders

Shared documents do not show up in the Public Folders list.

Resources

You need to manually set up access to resources. Select Open Other User's Folder from the file menu, select resource type, click the address book next to the User text box. Type the resource name in the Find text box and click Find. Highlight the resource name and click the Advanced button. Modify the server address to: 'https://www.umail.utah.edu/exchange/resourcename' where resourcename is the name of the resource. You can also specify the uNID to access an individual's resource. For more detailed instructions, see:
http://www.it.utah.edu/services/helpDesk/emailWebhelp/entourage2.html.

Missing Features

Autopick Next

This is the ability to have Entourage automatically pick the next available time for a meeting based on participant free times. This is not available.

Drag and Copy

This is the ability to drag an item and copy it to another type of item. For example, drag a task and make it an appointment.

Redirect

The ability to forward a message and maintain the original sender in the From line. Not available using the UMail Exchange server.

Out of Office Assistant

This automatically creates and sends an Out of Office reply to new messages. Workaround: Use the web interface (www.umail.utah.edu). After logging in, click the Options button. The first option is the Out of Office Assistant.