--- TIC-TECH message:
After reading of Wes's experiences with Outlook and OWA, I was very
concerned. Many of the behaviors Wes encountered are serious deviations from
the functionality that should be available. I had our email folks take a
careful look to make sure that Outlook and OWA are still functioning as we
intended. Here are the results of several days of testing. (Wes, please
email or call me so we can schedule a site visit to determine what is
causing some of the problems you've observed.)
Before we get into specifics, it's important to keep in mind that we are
dealing with a single email system - Microsoft Exchange. There are two
district-supported clients for accessing Exchange email - Outlook (the "full
client") and Outlook Web Access (OWA). What this means is that
administrative staff and instructional staff are accessing the same database
with the same enabled services whether they are using Outlook or OWA. The
functional limits imposed by web access account for the variations in
available services between the two clients.
So - on to specifics:
1. [Snip] Your e-mails stay on the Server until you delete them (With an
interesting exception). [Snip] If you go back and forth between OWA and
Outlook 2000, you will find the messages that you kept on OWA disappearing
from OWA and appearing on Outlook. The e-mails stay on the Server, but OWA
only displays new messages. Once Outlook picks them up, they disappear from
OWA.
We weren't able to duplicate this problem. Both Outlook and OWA should
display all messages in the Inbox, whether read or unread. A possible
explanation is that the Outlook client is configured as a POP or IMAP client
rather than MAPI, and that it has not been set to leave the messages on the
server. It is also possible to change the drop down box in the top of OWA to
"unread messages" instead of "messages". If you do this, you will only see
unread email. However, that setting reverts to "messages" each time you log
out of OWA so it wouldn't account for Wes's experience.
2. [Snip] You can search for SSD e-mail addresses for Exchange accounts, VAX
accounts, and CKS accounts.
We do have a directory synchronization between Exchange and VAX mail.
Unfortunately, Exchange's address list doesn't include CKS addresses. The
only way to get them into your address list is to add them to your contacts
manually.
3. [Snip] There are a number of features that OWA can do that it appears are
not setup on our SSD system, such as Calendar and Group Scheduling.
Both calendaring and scheduling are set up in the SSD Exchange system and
are available via both Outlook and OWA. You can "invite" a group into a
meeting via OWA. When you do that, you have access to group scheduling by
clicking on the attendee availability tab. The resulting schedule shows
free/busy time for each invitee. OWA supports "all-day meetings" as long as
you specify a start and end time. It also supports recurring meetings.
4. [Snip] You can setup a Calendar and supposedly share it with other
people. (This sharing appears to not be activated on our SSD Exchange
Server).
Calendar sharing is active in Exchange. Setting up a shared calendar or
accessing someone else's calendar are available with Outlook but not with
OWA.
5. [Snip] One of these is a Spell-Checker [Snip] ... AutoSignature line
including graphics
As Wes observed, these are available in Outlook but not with OWA.
6. [Snip] Another is Distribution Lists
Distribution lists can be created in Outlook, but not in OWA. As we roll out
each complete school with Exchange email, we are creating two distribution
lists for each school -- one for all staff and one for all teachers. These
distribution lists can be used from OWA. Once you start entering a name, you
can then click on the "check addresses" icon and OWA will suggest possible
completions from the global address list. There will also be a designated
admin user at each school who can maintain the distribution lists.
7. [Snip] You can also create Folders to divide up and organize e-mail
messages as well as create topic threads.
This feature is available in both Outlook and OWA. In OWA, click on the
little folder icon in the toolbar to add a new folder. If you want to delete
a folder, activate it and then click on the "Delete Folder" icon. Once you
have created a folder, you can then move or copy messages to it from another
folder. You can't drag and drop messages from one folder to another in OWA.
The features and limitations list Wes found appears to be from a web site
that is a bit out of date. Also, there are two features mentioned in the
list that are not activated in SSD. The unactivated features are anonymous
access to public folders and creation of Outlook forms. Here are the items
that vary from the included listing:
Sending and receiving rich text or HTML mail messages - rich text is
definitely supported; I haven't located an HTML message to check yet, but we
believe it is supported also.
Tracking acceptance by meeting attendees - not available in meeting view,
but you do receive email notification of acceptance or non-acceptance.
All-day or multiple-day events - can create all day and recurring events
Auto-resolving of addresses - not completely automatic but accomplishes the
same thing using the check address feature
Viewing free/busy details - available in meeting view
Thanks,
Judy
JMCNAMEE@seattleschools.org
-----Original Message-----
From: Wes Felty [mailto:wfelty@gte.net]
Sent: Saturday, February 17, 2001 12:56 PM
To: TIC-TECH@tic.ssd.k12.wa.us
Subject: Tic-Tech: OWA (Outlook Web Access) vs Outlook 2000
--- TIC-TECH message:
I've just completed installing Outlook 2000 on all of our Office Staffs'
computers. Most of the time, I kept wondering why Outlook 2000 for Office
Staff and OWA for the teachers? I'm now using both systems at school and
home and I think that I have it pretty much figured out. But, I've got to
tell you that you get some real wierdnesses when you shift back and forth
between OWA and Outlook 2000.
Before SSD came up with these standards, I was preparing to setup my own
teachers with Outlook Express (back when it still worked with cks as a POP3
Server). I couldn't stand to see them telnetting into cks and using Pine.
But, Outlook Express and most other GUI e-mail systems bring your e-mail
down to the local computer. This isn't acceptable to have a teacher's
e-mail on a local computer where other teachers or students can see it.
Outlook Express does offer password protection, but its pretty weak. And,
non-existent if the user forgets to logout each time.
So, down to OWA and Outlook 2000 ... Both of these applications leave your
e-mail and file attachments on the SSD Server unless you download them to
your local computer. To my thinking, this is the best feature of these two
systems. They are also both alike in being Client-Server applications.
The actual applications in both cases run on the Server.
But, how do they differ and why might you use one over the other? OWA is
quick and dirty. It requires no configuration at all on the local
computer. It only requires a Web Browser that can do frames and a few
other slightly advanced Web operations. Internet Explorer 5.0 or later
should be used. A lower version may be used but not as well. OWA does a
good job of sending and receiving e-mails. Your e-mails stay on the Server
until you delete them (With an interesting exception). You can search for
SSD e-mail addresses for Exchange accounts, VAX accounts, and CKS accounts.
There are a number of features that OWA can do that it appears are not
setup on our SSD system, such as Calendar and Group Scheduling.
Outlook 2000 has a lot of advanced features. One of these is a
Spell-Checker. Another is Distribution Lists which are personal e-mail
lists that are very easy to setup. It only takes a couple of minutes to
make or modify e-mail lists for your whole school. You can setup an
AutoSignature line including graphics. You can setup a Calendar and
suppossedly share it with other people. (This sharing appears to not be
activated on our SSD Exchange Server). You can also create Folders to
divide up and organize e-mail messages as well as create topic threads.
This ability to easily create Distribution lists of e-mail addresses is
probably the most important reason for having the Office Staff use Outlook
2000. And, a spell checker can make e-mails look more professional. And,
the ability to sort and organize messages is more important when you need
to handle a lot of data.
If you go back and forth between OWA and Outlook 2000, you will find the
messages that you kept on OWA disappearing from OWA and appearing on
Outlook. The e-mails stay on the Server, but OWA only displays new
messages. Once Outlook picks them up, they disappear from OWA.
If anyone is interested in how to setup Outlook 2000 (you have to have an
Exchange "@seattelSchools.org" account), or how to use Outlook Express with
CKS and still send e-mails out, let me know. They are both quite simple.
-Wes
wfelty@gte.net
The following is from a Web Page that gives more exacting information on
what OWA lacks that the full Outlook has.
Outlook 2000
Microsoft Outlook Web Access
Supported and Unsupported Features
Outlook Web Access gives you secure access to your e-mail, calendar, group
scheduling, and public folder information on Microsoft Exchange Server
using only a Web browser.
The Outlook Web Access user interface varies slightly from other Outlook
client family products, because it requires special optimizations to work
within a Web browser.
Features
You can access Outlook Web Access and take advantage of the following
features:
Basic e-mail. Outlook Web Access users can address mail using the Microsoft
Exchange Global Address Book, send and receive file attachments and
hyperlinks, set messaging priorities, and request delivery and read
receipts. Also, they can use hierarchical folders and the Outlook bar, and
group and sort messages in a folder based on standard fields or a
conversation thread.
Basic calendar and group scheduling. Users can create one-time or recurring
appointments in a personal calendar, and access daily and weekly views of
the calendar. Also, they can view free/busy times for multiple users and
resources when scheduling a meeting, and automatically send and respond to
meeting requests by using e-mail.
Basic public folder access. Users can access custom table views in public
folders, and group and sort messages in a folder based on standard fields
or a conversation thread. Users can access public folders anonymously,
allowing customers and employees to post various types of requests for
information, such as sales or product data, via the Internet.
Collaborative applications. In addition to basic public folder support,
users can develop custom forms by using Microsoft Visual InterDev(tm) and
display them in Outlook Web Access.
Limitations
Outlook Web Access is not intended to satisfy advanced e-mail and
collaboration requirements addressed by the other products in the Outlook
client family. It does not include the following advanced features:
Personal address books
Spell-checking
Sending and receiving rich text or HTML mail messages
Auto-resolving of addressees
Message flags and inbox rules
Three-pane view
Dragging and dropping to a folder
Searching for messages
WordMail and Microsoft Office integration
Monthly view and other customized views of a calendar
Displaying discontinuous days side by side
Appointment list views
Viewing free/busy details
Dragging and dropping to move an appointment
Tracking acceptance of meeting attendees
All-day or multiple-day events
Task lists and task management
Outlook forms
Microsoft Exchange digital encryption and signatures
Synchronizing local offline folders with server folder
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