Archive for the 'Tips' Category

Exchange Server: How to synchronize a public calendar with users’ private calendars?

Exchange public folders are a great enhancement of co-operation and work efficiency in companies that run Exchange Server. Thanks to them you can view common calendars, read company mail and work with shared company contacts. All these things work great when you’re on Microsoft Outlook with a full access to your Exchange account, but there are some limitations though. For instance, if your workflow requires a bit of automation, e.g. synchronizing data between Exchange folders without users’ interference, or you need to use a less advanced mail client, e.g. an Active Sync smartphone, you’re in a pickle.

Let us show you how to easily apply automatic folder synchronization tasks on Microsoft Exchange Server with CodeTwo Exchange Sync. This easy-to-use, but yet powerful application, will let you synchronize data between various types of Exchange folders, in real time and in many different ways.

Things shown in this article will help you:

Synchronize public folders with users’ private Exchange folders.
Synchronize Exchange public folders with Android, iPhone, iPad and other mobile devices.
Update many private Exchange calendars from one place.
… and a whole lot more.

Continue reading on Outlook-center.com…

How to create a shared company Inbox in Outlook?

Published by Gniewko Oblicki on November 24, 2011 in CodeTwo Public Folders and Tips. 0 Comments Tags: CodeTwo Public Folders, common inbox, company inbox, company mail, Outlook, shared inbox.

If your company uses a single POP3 email account for receiving general inquiries from customers and business partners, you’d probably like to know how to make it accessible for a larger group of employees via Microsoft Outlook. In this short tutorial I will show you how to create a shared company Inbox in Outlook without investing huge sums of money in servers and costly server-dedicated software. All you need to achieve this goal is the free trial version of CodeTwo Public Folders installed on all machines in your office.

To cut a long story short, CodeTwo Public Folders lets you create public folders in the Outlook folder tree that can be easily accessed by your office-mates from other PCs. It also allows sharing private Outlook folders with others and set detailed access rights for all shared items. Today we will cover only a small selection of use cases that this powerful collaboration tool has – a shared company inbox.

To see how to install CodeTwo Public Folders, watch this short video:

If you already have CodeTwo Public Folders installed on all machines in your network, we can move on to configuring the shared inbox.

Step 1

Choose one workstation in the office that will be responsible for receiving mail from your general email address (e.g. info@company.com) and configure an Outlook account on it that will use the general email address.

If you need any help with configuring a POP3 account in Outlook, you can use a free tool by CodeTwo, CodeTwo Outlook AutoConfig that will do it for you automatically.

Step 2

Create a public mail folder in the C2PublicFolders folder tree that will receive data from your general email address and act as a common Inbox.

Create a public folder

Learn how to create a public folder in Outlook using CodeTwo Public Folders

Step 3

Create a new rule in Outlook that will move all received messages from the default Inbox to the public mail folder created in the previous step.

Create a mail rule in Outlook

Learn how to create a rule in Outlook moving mail to another folder

Step 4 (optional)

In the Administration Panel of CodeTwo Public Folders set access rights for the common Inbox according to your needs. The Administration Panel is located on the machine equipped with the Syncing Master. You will find it in the Windows Start Menu.

Ok, that’s it. Now all messages sent to your company’s general email address can be read and processed by all employees in the network, even though they use their individual email accounts in Outlook. All messages received by the PC configured in Step 1 will be synchronized in real time and visible in the common Inbox on all other machines. You can also choose to extend this feature by installing CodeTwo CatMan, the free Outlook category manager that will allow your workmates to assign statuses for messages, e.g. pending, processed etc. For more details watch the CodeTwo CatMan video:

The example described in this article is only one of many team work scenarios that can be applied using CodeTwo Public Folders. For more examples of application see the CodeTwo Public Folders product page.

Learn more about CodeTwo Public Folders
Read about creating a common Inbox in CodeTwo Public Folders Manual
Download CodeTwo Public Folders 30-day trial
See free tools for Outlook by CodeTwo

5 Top Most popular free Outlook Add-ons

Published by Liwia Klich on August 31, 2011 in Freeware and Tips. 0 Comments Tags: best add-ons, configure outlook, export outlook, free tool, Freeware, most downloaded, most popular, outlook add-ins, outlook add-ons, outlook supply, plugins, sync outlook, top, unblock attachment.

We are presenting 5 top wanted freewares from CodeTwo, designed for Microsoft Outlook users*. The list below depicts the most frequently downloaded Outlook boosters that you can find on CodeTwo’s website and many popular on-line software services, such as Cnet, PC World, Brothersoft or Tucows.

Check out the ranking below and find out why people esteem these apps!

Continue reading ‘5 Top Most popular free Outlook Add-ons’

UsingTemplate Editor’s status bar to work easily with complex and fancy e-mail signatures

Published by Liwia Klich on April 27, 2011 in CodeTwo Exchange Rules Pro and Tips. 2 Comments Tags: complex signature, email footer, email library, email signature, exchange administrator, modify style, professional signature, status bar, template editor.

Hi Exchange admins! Let’s focus today on the next feature of CodeTwo Exchange Rules Pro which definitely deserves your attention – the status bar in your Template Editor. As you already know, CodeTwo Exchange Rules Pro is an e-mail management software, providing a sophisticated Template Editor that allows you to create beautiful and stylish e-mail signatures, banners and footers. Bearing in mind how important it is to maintain a professional look of your brand identity, the application has been equipped with highly advanced edit features that let you efficiently and pleasantly work even with the very complex signature layouts.

See below an exemplary e-mail signature, imported from the built-in signatures library of CodeTwo Exchange Rules Pro.

As you can see, all the top elements of the signature are placed in the table. It is obviously a preview table that will not be visible in a message (unless you set a border size above 0). You can identify at the first sight, some of the most popular edit functions displayed in the Template Editor’s ribbon. So if you want to modify your signature details, such as a phone number, e-mail address or web page name, you might highlight them like in the image below:

The next thing you are most likely to do, is to go to the top ribbon’s section called Font and select a proper font type, size, colors etc. Will it work this way? Yes, it certainly will work in this case, but how about modifying the table’s cell or row? You will not do it analogically, because the visible ribbon’s settings do not apply to the HTML elements, such as row, cell or a whole table. If, for example, you want to change a background color of the chosen single cell, you should now look at the bottom bar of the editor. It is more functional that you may expect as it displays the selected HTML elements of the table, e.g. <BODY>, <TABLE>, <TR> or <TD>. See in the picture below, the whole cell is being selected, so the <TD> element is being highlighted in the bottom status bar.

Now you can access a full palette of options and modify the selected element according to your needs. You just need to use the Properties section that appears on the right hand side. Notice that the Properties table also informs you what HTML element has been tagged (see the name next to the Tag cell in the second column of the table). Using the Properties options, you can easily change a background color of the selected cell (let’s select a blue color for the presented cell) or go to the Style window to work with more advanced settings of the cell’s fonts, background and border. For the exemplary e-mail signature, the cell’s border-style is being now selected as grooved, thick and green. See below:

This is what it looks like after the settings have been applied:

As you can see, each HTML element of your signature or footer can be modified within a few clicks. This is all you need to know about the status bar. Just remember that this feature is always at your fingertips to streamline your design work when making complex e-mail signatures.

If you want to find out more about Template Editor’s functions, see our user’s manual. If you do not have a program yet and wonder if it suits your company’s needs, go to the program’s information page and see all its main features.

CodeTwo Exchange Rules Pro overview
CodeTwo Exchange Rules Pro – download
CodeTwo Exchange Rules Pro – take a tour
Compare the program with MS Exchange

How to trace your rules and messages in CodeTwo Exchange Rules Pro

Published by Liwia Klich on March 11, 2011 in CodeTwo Exchange Rules Pro and Tips. 0 Comments Tags: actions performed, creating rules, e-mail administration, exchange server, message processing trace, message tracking, mpt, rule tester, rules summary, test rules.

Hi again CodeTwo Exchange Rules Pro Users! Read about our new tip which you may find useful while creating your own rules from scratch…

CodeTwo Exchange Rules Pro gives you the possibility to set up conditions, exceptions and actions of your rules exactly the way you want it. The application offers you many functions to choose from. Owing to this, can be sure that the constant email flow in your company is well managed and controlled. The created rules determine, e.g. if the message should be rerouted, blocked, encoded, stamped with a signature or auto-replied. The range of CodeTwo Exchange Rules Pro features is quite extensive. The picture below presents a list of available actions, while there is a similar number of conditions and exceptions accessible in this e-mail management program.

Continue reading ‘How to trace your rules and messages in CodeTwo Exchange Rules Pro’

Active Directory dynamic fields on MS Exchange Server

Published by Liwia Klich on January 13, 2011 in CodeTwo Exchange Rules Pro and Tips. 0 Comments Tags: active directory, dynamic content, dynamic fields, email signature, message, placeholder.

Our newest program CodeTwo Exchange Rules Pro is getting more and more of your attention, so we’ve decided to post practical tips regarding its functions. We want to tell you about some of the useful features this powerful email management software offers, and which may be not obvious for first-time users. Let’s focus today on Active Directory dynamic fields.

What are dynamic fields?

They are placeholders of our personalized email signature template referring to particular information, such as message sender details, images, message subject or even current date. So why do we call them ‘dynamic’? It’s because they dynamically retrieve data from Active Directory, from a location on the hard drive (images) or from message properties.

Continue reading ‘Active Directory dynamic fields on MS Exchange Server’

Email auto-responders on Exchange Server

Published by Szymon Szczesniak on December 2, 2010 in CodeTwo Exchange Rules Pro, Software, Tips and Videos. 7 Comments Tags: auto respond, auto responders, auto-reply, automatic reply, email auto-responders, exchange server.

The idea of auto-responders is not new but it turns out most of us don’t know how to use them properly, safely and, first and foremost, how to configure a server (or an email system) to send email auto replies to selected recipients or for particular addresses.

What are email auto-responders?

Email auto-responders are email replies sent automatically by servers when original recipients are unavailable or have to answer thousands of emails every day. Generally, mail auto-responders are created by (or for) people who are very busy and cannot read and write emails, are out of the office, on a holiday leave or no longer work for a given company. Frequently autoresponders are used in customer support or online sales services to instantly reply to all messages sent by clients or potential business partners. These types of auto-responders mainly are used to inform customers that their emails have been received and will be processed and answered anytime soon.

See more in a short video I prepared for you:

Continue reading ‘Email auto-responders on Exchange Server’

Email Disclaimers

Published by Gniewko Oblicki on November 5, 2010 in CodeTwo Exchange Rules, CodeTwo Exchange Rules 2007, CodeTwo Exchange Rules 2010 and Tips. 4 Comments Tags: court, disclaimer, email, footer, footnotes, law, lawsuit, legal regulations, signature.

isclaimer/Exclaimer Probably everyone who uses email has already had chance to see these mysterious faded lines attached under corporate messages. Email disclaimers are invaluable for businesses in these days when taking someone to court for no reason happens on a daily basis. No matter if you’re negotiating a big business deal or buying a watch in an on-line shop, it’s certain that you will find a short legal statement under a reply to your official email. And it is not only a matter of fashion or a popular whim that forces senders to add those stiff juridical sentences under the body of their emails. It is simply a must-have for everyone who wants to be in keeping with legal regulations and prevent him or herself from damaging implications of sending a business message.

Continue reading ‘Email Disclaimers’

Sync Outlook Between Two Computers

Published by Gniewko Oblicki on July 5, 2010 in CodeTwo Outlook Sync and Tips. 20 Comments Tags: share calendar, small network, sync outlook, synchronize outlook, synchronize two computers.

As the world’s favorite mail client, Microsoft Outlook is used in many scenarios, equally by students, small business sector and large companies all over the globe. It is perfect for organizing your mail, keeping track of calendar entries and works fine as a contact manager too. In larger organizations Outlook is often a part of a larger collaboration system. The Exchange Server – Outlook partnership enables co-workers to share Outlook folders between them and that makes them work faster and more efficiently. But what if I have to share Outlook only between two machines, e.g. a desktop and a laptop? Do I have to invest money in expensive server-based platforms in order to synchronize only two PCs? Obviously not.

Internet is full of various third party solutions designed for Outlook synchronization. If we take a closer look at them, most of these applications are outdated and do not support the latest editions of Outlook. The other ones are simply too complicated for a person who is not an IT specialist. Luckily a brand new solution has been developed by CodeTwo recently. It is called CodeTwo Outlook Sync, it’s for free, works with all the latest versions of Outlook and even a child would know how to use it. What is more, there’s no doubt CodeTwo Outlook Sync is a high-quality software, since it was developed by a company that holds several Microsoft certificates and is well experienced in creating reliable Outlook add-ins.

Continue reading ‘Sync Outlook Between Two Computers’

CodeTwo Channel on YouTube – Better Watch It…

Published by Gniewko Oblicki on July 2, 2010 in Tips and Videos. 2 Comments Tags: manual, Tips, tutorials, Videos.

What do you usually do when you hear about a movie based on an interesting book? Do you read the story first or watch the film? As a matter of fact, do you read the book at all?? When it comes to me, I have to admit that sadly it more often depends on time. There are plenty of books that are worth reading but yet there are lots of things to be done and our days just won’t extend over 24 hours (pity…). It’s the same with Manuals. We all know, we should read them but: a) There’s never enough time left, b) They are always too boring.

Continue reading ‘CodeTwo Channel on YouTube – Better Watch It…’

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CodeTwo Squad Blog

Archive for the 'Tips' Category

How to create a shared company Inbox in Outlook?

5 Top Most popular free Outlook Add-ons

UsingTemplate Editor’s status bar to work easily with complex and fancy e-mail signatures

How to trace your rules and messages in CodeTwo Exchange Rules Pro

Active Directory dynamic fields on MS Exchange Server

Email auto-responders on Exchange Server

Email Disclaimers

CodeTwo Channel on YouTube – Better Watch It…

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