XCLN: The Microsoft Exchange Client and Mobile Users

• Microsoft Exchange Windows 95 Client, version 4.0
• Microsoft Exchange Windows NT Client, version 4.0

This article contains a session summary from the Microsoft Exchange Planning Workshop held September 19-21, 1995, in Bellevue, Washington.

CONTENTS

Introduction

Modes of Operation

  Client Installation
  Architecture for Mobile Users
  Dial-Up Networking
  Installing and Configuring ShivaRemote on Windows 3.x
  Support for Roving Users and Messaging Profiles
  Roving User Support
  Microsoft Schedule+

INTRODUCTION

For the purposes of this document, a mobile user is defined as someone who typically accesses the Microsoft Exchange Server from a remote location over a slow link. Most roving users have a portable computer or laptop. The Microsoft Exchange solution for mobile user support is to establish a remote network connection to the Microsoft Exchange Server computer. Once a remote networking connection has been established, the mobile user has complete access and the same functionality that the LAN user has, but over a slow link.

The Microsoft Exchange client provides a number of slow-link optimizations, including the ability to work offline. Users can download all of their mail or selectively download items using the Remote Mail window, which lists only preview header information for each message. In addition, users can choose to have only important messages downloaded over the modem and download the other messages when a LAN connection is available. Also available in the Remote Mail window is the ability to set up scheduled connections that can remotely connect to a Microsoft Exchange Server computer at a pre-set time, download new mail, and disconnect automatically. Users of the Microsoft Windows 95 operating system can also take advantage of location settings, such as dialing prefixes and time zones, that ease the process of connecting remotely.

Files that reside on the user's workstation include personal folder files (.PST), personal address book (.PAB) files, and, optionally, an offline copy of the corporate address book. The corporate address book is configured on both the server and the client. On the server side, options such as the server-generated offline address book, and generation frequency are configured in the Administration program using the Site Directory Configuration Object. The offline address book is stored in a public folder and can be optionally replicated to other Microsoft Exchange Server computers. On the client side, users can download the address book on command either on the LAN or when connected remotely.

MODES OF OPERATION

Two basic modes of operation are available for remote use of Microsoft Exchange Server: a batch connection and a continuous connection. In a batch connection, users have a local inbox or message store, and they can selectively download mail using preview headers. Users can set up scheduled connections and/or use filters to download mail. For example, users could choose to only download messages sent directly to them or messages sent from their manager. In a batch connection environment, users typically have an offline copy of the corporate address book. The batch connection is the most efficient method of receiving mail remotely, although it does not allow access to public folders or Microsoft Schedule+ group scheduling, which are available with a continuous connection. Continuous connections also allow users to keep their inbox and corporate address book on the server.

Client Installation

Mobile users have a choice of installation options for the Microsoft Exchange client. If they have a network connection, either on the LAN or via a dial-up connection, they can install the Microsoft Exchange client from an installation point on a server. Users can also install the Microsoft Exchange client from compact disc or a disk set. Administrators can also preconfigure installations for users by using the Client Setup Editor, which ships with the Microsoft Exchange Administration utility.

Architecture for Mobile Users

It's helpful to understand the architecture that enables remote access to Microsoft Exchange. First, the server consists of a corporate network, Microsoft Exchange Server running on Windows NT, and a dial-up server. Dial-up servers include Windows NT RAS server, Shiva LanRover, and other third-party remote access servers. Other optimizations may include a phone switch that allows multiple users to connect remotely using the same telephone number. The client must have:

• Remote network connectivity
• Network operating system
• Network protocols
• Modem with driver support
• Microsoft Exchange client
• Messaging profiles

Dial-Up Networking

The following table lists available dial-up networking solutions for Microsoft Exchange.

   Windows NT client       Microsoft remote access service
                           (included with the operating system)

   Windows 95 client       Microsoft dial-up networking
                           (included with the operating system)

   Windows 3.x client      ShivaRemote
                           (included with the Microsoft Exchange client)

   MS-DOS client           ShivaRemote
                           (included with the Microsoft Exchange client)

Installing and Configuring ShivaRemote on Windows 3.x

To install ShivaRemote on Windows 3.x, select the ShivaRemote component during Microsoft Exchange client setup; this will install the Setup program. Run the Shiva setup program from the icon located in the Microsoft Exchange program group. Next, install and configure ShivaRemote Dial-In Driver and protocols (refer to Shiva's software configuration notes, CONFIG.HLP).

Support for Roving Users and Messaging Profiles

A number of files can be stored on a network share to support roving users. These include personal folders, personal address book, security files (.EPF), and messaging profiles. Messaging profiles contain configuration information such as folder and file locations, user preferences, and service information. Windows NT and Windows 95 use a key in the user's private branch of the registry. Windows 3.x profile information is stored as an .INI file in the user's WINDOWS\MAPI directory. MS-DOS keeps profiles as .PRO files in the user's EXCHANGE directory.

Roving User Support

The following table describes roving user support for Windows NT, Windows 95, Windows 3.x, and MS-DOS.

   Windows NT &   To store messaging profiles on a network file server,
   Windows 95     create and configure user profiles with User Profile
                  Editor and User Manager for Domains. Users must have
                  user rights on Windows NT computers and access to
                  appropriate domains.

   Windows 3.x    Clients can be installed on a network file server by
                  storing messaging profiles in the user's home directory
                  or network file server. Clients can also be installed
                  locally: In WIN.INI, under the [MAPI] section, add
                  ProfileDirectory16=<path to profile>.

   MS-DOS         Store messaging profiles in the user's home directory
                  on the network file server. Clients can also be
                  installed on a network file server.

Microsoft Schedule+

Schedule+ has two modes of operation: offline or group enabled mode. Group enabled mode requires a continuous connection to the Microsoft Exchange Server computer, either on the LAN or connected remotely. The user's Schedule+ file is stored both locally on the user's machine and in a hidden folder in the user's mailbox on the Microsoft Exchange Server computer. Changes to these files are synchronized when the user connects to the LAN either directly or with a dial-up connection. Synchronization is performed automatically by default every 15 minutes and can also be done manually. Only changes are sent over the wire during the synchronization process. Free/busy time is not available to users offline and is stored in a hidden public folder on the Microsoft Exchange Server computer.

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(C) 1995 Microsoft Corporation. All rights reserved. Microsoft, MS-DOS, and Windows are registered trademarks and Windows NT is a trademark of Microsoft Corporation.

Shiva is a registered trademark of Shiva Microsystems Corporation.