Introduction to the Oracle Connector for Outlook

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1 Introduction to the Oracle Connector for Outlook

2 1. Introduction to the Oracle Connector for Outlook c. System Requirements for the Oracle Connector for Outlook d. Entry Differences between Oracle Calendar and MS Outlook 2. How to obtain the Oracle Connector for Outlook software 3. Installation and Configuration of the Oracle Connector for Outlook c. Backing Up Your Current Outlook Data d. Installing the Oracle Connector for Outlook e. Configuring the Oracle Connector for Outlook with the Oracle Connector for Outlook Configuration Wizard f. Configuring the Oracle Connector for Outlook from within Outlook 4. Use of the Oracle Connector for Outlook c. Creating an Appointment d. Creating Recurring Meetings e. Setting Reminders f. Making Meetings with Other People g. Inviting a Resource h. Accepting/Refusing a Meeting i. Assigning Delegates j. Creating a Task k. Creating a Day Event l. Printing the Calendar. 5. Troubleshooting Tips a. Synchronizing Windows Mobile Devices with ActiveSync and Oracle Connector for Outlook 1

3 Important Note: All screen shots for this document were made using the Oracle Connector for Outlook, version in Outlook XP on a computer running Windows XP Professional configured with the Windows Classic Display Theme. If you are using the default Windows XP Display Theme, your windows will look somewhat different, but the options should be the same. If you are using Outlook 2003, your windows will display differently and some of the options may be located differently. Also, future versions of the Oracle Connector for Outlook may look differently. 2

4 1. Introduction to the Oracle Connector for Outlook Oracle Outlook Connector is a calendaring and messaging service provider that gives the Microsoft Outlook client access to Oracle s calendar server and the UGAMail IMAP4- compliant server. Oracle Connector for Outlook does not change the core functionality of Microsoft Outlook, which means that the methodology used for the actions in other Oracle Calendar clients may be different in Microsoft Outlook. A. System Requirements for the Oracle Connector for Outlook Operating Systems Microsoft Windows 2000 Microsoft Windows XP (Administrative privileges are required to install Oracle Connector for Outlook on Microsoft Windows 2000, and Microsoft Windows XP.) Microsoft Outlook Versions Microsoft Outlook 2002 with Service Pack 2 (SP2 or higher) Microsoft Outlook 2003 The user of the Oracle Connector for Outlook will also need a UGA Calendar account. If you do not have one, you can apply for one at: https://calendar.uga.edu/cgi-bin/create_account.cgi Also, the user will need an UGAMail account (this account is also called a MyID). If you do not have one, you can apply for one at: https://www.uga.edu/myid/ 3

5 B. Entry Differences between Oracle Calendar and MS Outlook Note: Since Outlook and the Oracle Calendar operate differently, the user should take care to peruse the tables below to make sure that they understand what each component thinks each calendar event is called, and how its importance is labeled. Entry mapping Outlook and the Oracle Calendar server use separate terminology for the types of meetings and events. When Oracle Connector for Outlook stores and retrieves meetings and events, it maps the events according to the table below. From client to server: Outlook Meeting Appointment All-Day Event Holiday Task Recurring Meeting, All-Day Event Recurring Task Oracle calendar server Meeting Meeting (w/ no person or resource invited) Day Event Day Event Task Repeating Meeting, Day Event Unconnected (non-recurring) Tasks From server to client: Oracle calendar server Meeting Day Event Daily Note Holiday Task Outlook Meeting All-Day Event (time shown as Busy) All-Day Event (time shown as Busy) All-Day Event (time shown as Free) Task 4

6 Importance Level Mapping Outlook and the Oracle Calendar server also use different terminology for the importance level of a calendar event. When the Oracle Connector for Outlook stores and retrieves meetings and events, it maps their importance level according to the following tables. From client to server: Outlook High Normal Low Oracle calendar server High Normal Low From server to client: Oracle calendar server Highest High Normal Low Lowest Outlook High High Normal Low Low 5

7 2. How to obtain the Oracle Connector for Outlook software To obtain the Oracle Connector for Outlook software, go to and download it to your computer. 6

8 In order to download this software you will need to verify your UGA affiliation by logging in with you MyID (https://www.uga.edu/myid/) and password. Be sure to save it to a location you can find (For example, save it to a folder such as C:\My Downloads\.). 7

9 3. Installation and Configuration of the Oracle Connector for Outlook Now, we move on to the installation of the Oracle Connector for Outlook on your computer. Firstly, let s backup your current Outlook Personal Folder. A. Backing Up Your Current Outlook Data Before you install the Outlook Connector, it is strongly recommended that you backup your current Outlook data into an Outlook.pst file. 1. Open Outlook and select File -> Import and Export 8

10 2. Select Export to a file and click Next> 3. Select Personal Folder File (PST) and click Next> 9

11 4. Select Personal Folders and click Include subfolders and click Next> 5. Select a location for the copy of your Outlook data (PST file) to be written to and a unique filename, and click Next> 10

12 6. Select a unique Personal Folder name for the copy, so you'll be able to recognize it when you open it in Outlook; for example, Backup Copy, and click OK. 7. A progress box will open. If you have a complicated Outlook calendar, it can take a long, long time to export your data, so have patience. It might appear to be stalled, even, but wait a while; it might not be. It will say that it's exporting your Calendar, your Notes, etc. 8. You might want to open it in Outlook when you're done just to make sure it worked out OK. Go to File -> Open -> Outlook Data File...: 11

13 9. A file open dialog box opens; find the file that you just created (the file name you selected in step 5), and select it. 10. It will open in Outlook with the Name you selected in step 6 as the heading. Click the little down arrow at the end of the name to open the folder list, and then check the various Outlook folders to make sure everything is there. 12

14 B. Installing the Oracle Connector for Outlook Let s install the Oracle Connector for Outlook now. 1. Go to the location where you down loaded the Oracle Connector for Outlook, and double-click on the downloaded executable: 2. Upon running the Oracle Connector for Outlook installer, the following dialog box should appear on your display. Click on the Next > to begin the installation process. 13

15 3. After clicking on Next >, you should see the Customer Information window. Here you will input your Name and Organization (if it is not already populated with the information from previous software installs) as you do during other software installs. Then, you will click on Next > again. 4. The next window you should see is for the destination folder where the software to reside. We recommend that you accept the default location. This window also gives you the opportunity to place shortcut to the Oracle Connector Configuration Wizard on your desktop for your convenience. Finally, you will want to click on Next > to continue. 14

16 5. The window that follows will give you the opportunity to add or remove languages for the Oracle Connector. English should already be chosen. Click on Next > to continue. 6. Next, you will see the Ready to Install window. Click on Install to begin installation. 15

17 7. While it is installing, the installation progress bar should appear on your display. 8. When installation is complete, the InstallShield Wizard Completed window will be visible. Click on Finish to end the installation routine. If the Start Oracle Connector Configuration Wizard is checked, when you click on Finish, the Configuration Wizard will start. 16

18 C. Configuring the Oracle Connector for Outlook with the Oracle Connector for Outlook Configuration Wizard 1) Basic Configuration Let us configure the Oracle Connector for Outlook for use with the UGA Calendar system. If you just completed the installation with the Start Oracle Connector Configuration Wizard checked, the wizard should start. You can also access the Configuration Wizard from your desktop (if checked during installation), or via the Start Menu -> All Programs -> Oracle Connector for Outlook -> Oracle Connector Configuration Wizard in Windows XP (or via the Start Menu -> Programs -> Oracle Connector for Outlook -> Oracle Connector Configuration Wizard in Windows 2000). 1. When the Configuration Wizard starts, you should see the welcome window. Click Next > to begin configuring the product. 17

19 2. The next window is the Profile Settings. We recommend creating a new profile, instead of merging it with current profile. 3. When the new profile window opens, you can create your new profile for use with the Oracle Connector for Outlook (for example, Oracle Connector for Outlook). 18

20 4. Upon clicking OK, you will be returned to the Profile Settings window. Click Next > to continue. 5. The next window you should see is the Service Settings: Connector. When you finish filling out the necessary information, click Next > to continue. 19

21 Service Settings Information: Calendar Server Name: Account Name: Password: calendar.uga.edu This is the name from your Account Creation Request Form. It is in the form of First Name Last Name. This is not your MyID. (for example, Joe User) This is the password for your UGA Calendar account. Mail Incoming Server Name (IMAP): Account Name: Password: Outgoing Server Name (SMTP): Display Name: Address: .uga.edu This is the same as your MyID This is the password for your UGAMail account. .uga.edu The name you want displayed on your . (for example, Joe User) Your UGAMail address (for example, 20

22 6. Once you complete filling in the information and click Next >, the nest window is the final window for the Configuration Wizard. On this window, there is a check box to make the Oracle Connector for Outlook profile your default profile for Outlook. However, this is not recommended if you have multiple Outlook profiles. Click Finish to complete the configuration process. Note: You can return to the Oracle Connector for Outlook configuration at any time by clicking on the Configuration Wizard icon on your desktop (if checked during installation), or via the Start Menu -> All Programs -> Oracle Connector for Outlook -> Oracle Connector Configuration Wizard in Windows XP (or via the Start Menu -> Programs -> Oracle Connector for Outlook -> Oracle Connector Configuration Wizard in Windows 2000). However, Outlook needs to be closed to change most of the connector s settings. 21

23 2) Advanced Configuration On the third window of the Oracle Connector for Outlook Configuration Wizard, there is a More Settings button that will allow the user to access some more advanced settings of the Oracle Connector for Outlook. a. Open the Oracle Connector for Outlook Configuration Wizard by clicking on the Configuration Wizard icon on your desktop (if checked during installation), or via the Start Menu -> All Programs -> Oracle Connector for Outlook -> Oracle Connector Configuration Wizard in Windows XP (or via the Start Menu -> Programs -> Oracle Connector for Outlook -> Oracle Connector Configuration Wizard in Windows 2000). b. Hit the Next > button twice. Be sure on the second window to choose the Outlook profile that you are using for the Oracle Connector (for example, Oracle Connector for Outlook profile). c. On the third window of the Oracle connector, click on the More Settings button: 22

24 Note: Clicking on the More Settings button will bring up a window that displays advanced settings for Calendar, Incoming Mail, Outgoing Mail, Storage, and Other. On the Calendar tab, you can set the Address Book Display format, allowing you to change how the Global Address List is sorted in Outlook. The options include the Oracle Calendar Default; First Name Middle Initial Last Name; Last Name, First Name, Middle Initial; Last Name First Name; Last Name, First Name; and First Name Last Name. Server Port should not need to be changed. 23

25 On the Incoming Mail tab, you can edit Incoming Mail (IMAP) settings. The General settings include Server Port and secure server connection options. According to the configuration document for UGAMail using Outlook located at it is recommended that IMAP connections should require a secure connection (SSL). When SSL is selected the Server Port: should change from 143 to 993. Note: If you experience connection problems to UGAMail, try selecting None (the port number should switch back to 143 from 993) to see if the problem resolves itself. 24

26 The Mappings settings on the Incoming Mail tab allow you to configure the folders used for Drafts, Sent Items, Deleted Items, and Junk . You only need to change these if you are using different folders than those that are the defaults for Outlook and Outlook Express. You should not change the Namespaces settings on the Incoming Mail tab. 25

27 On the Outgoing Mail tab, the General settings allow you to configure the Server Port, Retry interval, Server timeouts, and secure server connection settings. It is recommended that you select to use TLS for secure server connections. The Authentication settings on the Outgoing Mail tab allow you to change settings for outgoing server authentication. According to the configuration document for UGAMail using Outlook located at it is recommended that you check The server requires authentication box, then enter your user name and password. 26

28 The settings on the Outgoing Mail tab allow you to set your Organization and Reply . 27

29 On the Storage tab, the General settings allow you to choose the location where your local folders will be stored. The Reset settings on the Storage tab allow you to reset all local folders or only those you choose. 28

30 The Backup settings on the Storage tab allow you to set Oracle Connector to make backups of your local folders when you reset them, and also the location of the backup files. The Other tab provides for other settings. 29

31 b. Configuring the Oracle Connector for Outlook from within Outlook Synchronization Settings You can specify a time interval at which Oracle Connector for Outlook will automatically query the mail and calendar servers for new and modified items. To change these settings: 1. Go to Tools > Send/Receive Settings > Define Send/Receive Groups (in Outlook 2003, Tools > Send/Receive > Send/Receive Settings > Define Send/Receive Groups ) 2. Check the Schedule an automatic send/receive every box and enter the interval at which Oracle Connector for Outlook should check for new items. Note: The minimum interval is 1 minute. This means that will be at least a minute lag time for events posted to your calendar. 30

32 Viewing Calendar Data Older Than One Week One difference between using the Oracle Calendar client and the Oracle Connector for Outlook is that the default setting for Outlook is to only show the previous week s worth of Appointments, All Day Events and Meetings, whereas the Oracle Calendar client will show all the previous items on your calendar. However, the Outlook Connector can be configured to show more than the previous week s calendar entries. To configure the Outlook Connector for Outlook to show more past data: 1. Open Outlook and make sure to use your profile created for the Oracle Calendar to connect to the service. 2. Go to Tools > Options. 31

33 3. Select the Oracle Connector tab and click the Calendar Options button. 4. Select the Display Range settings and set the desired date range to display for your calendar and other users calendars. 5. Click OK to exit the Oracle Connector Calendar window. 6. Click OK to exit the Options window. 7. Select your Calendar folder on the Folders List or the Outlook Bar (whichever one you have visible). 32

34 8. Open the Tools menu and choose Refresh this Folder. You should be able to see all the calendar data for the range you selected. Note: The maximum amount of time allowed for past data to be viewable in Outlook s Offline Folders is five years. Configuring Notifications of Events 1. Start Outlook. 2. Go to Tools -> Options and select the Oracle Connector tab. 33

35 3. Click on Calendar Options... and select the settings for Notifications. Make sure you have the following settings selected. 4. Click on the OK button two times to save your changes and exit the Options window. 34

36 5. Use of the Oracle Connector for Outlook Note: For many of the tasks performed within the Oracle Connector for Outlook there are multiple methods to do these tasks. For the sake of simplicity, I am going to focus this document on completing these tasks via the menus or visible buttons available within Outlook. Please refer to both the Outlook and Oracle Connector help files for alternative methods of performing these tasks. 1. Creating an Appointment 1. To create an appointment, open the Oracle Connector for Outlook Calendar. 2. Go to File -> New -> Appointment 3. This will bring up the Oracle Calendar Appointment window. 35

37 From this window, you would enter the Subject:, the Location:, the Start time: and the End time: of the appointment. There is a details section for writing any notes you may want include for information. You can set how this appointment is viewed on the Oracle Calendar, and label the appointment on the calendar. 4. To complete your appointment creation, click on the Save and Close button in the upper left corner of the Oracle Calendar Appointment window. 36

38 5. Your newly scheduled appointment will look as follows on your calendar: Daily View Work Week View Month View g. Setting Reminders In the process of creating an appointment on your calendar, you can also set for the Oracle Calendar to remind you of the appointment you have created. To set the reminders: From within your opened Oracle Calendar Appointment window, click on the Reminder: check box on the left hand side of the window above the Details section. Next to the check box is a drop-down menu which allows you to set how much time prior to your appointment you want to reminded about it. To the right of the drop-down menu is a button with a speaker on it which allows you to choose which sound will be used as the reminder alarm. Also pictured is an example of a reminder alarm. Note: reminders can also be set to occur. To configure this option, please see the Configuring Notifications of Events section of this document. 37

39 h. Creating Recurring Meetings Sometimes, you will want to create appointments on your calendar that repeat from time to time, whether it is daily, weekly, monthly, or yearly. To set your appointment to recur: 1. From within an open Oracle Calendar Appointment, click on Actions -> Recurrence. 2. This menu item will open the Appointment Recurrence window. From this window, you can set how frequently the appointment recurs, and for how long the recurrence will continue. 38

40 i. Opening Other People s Calendars One of the great advantages of using a group calendar system, such as the Oracle Calendar, is the ability to view other people s calendars. To see other s calendars: 1. Open Outlook and make sure the Oracle Connector for Outlook is connected to the Oracle Calendar. 2. This will open the Open Other User s Folder window. From this window, you can enter the name or some portion of the name into Name... field and click OK. If you put only a portion of the name in the field, it will open the Check Names window where you can select the person from the list of the suggestions, and click OK. 39

41 3. If you click on the Names... button, the Select name window opens. This allows the user to browse the Oracle Calendar Global Address List for the users and resources whose calendars you want to view by clicking on the drop-down menu on the upper right hand side of the window. 4. Upon clicking the OK button, the other user s calendar will open for viewing. (The Daily View is the default view that will open for you.) How much detail you will be able to see or if you will be able to add events to their calendar depends on how the user has their calendar rights configured. j. Making Meetings with Other People You can also invite others to meetings and have it added to everyone s calendar. 1. To create an appointment, open the Oracle Connector for Outlook Calendar. 2. Go to File -> New -> Meeting Request 40

42 3. This will bring up the Oracle Calendar Appointment window. From this window, you would enter the Subject:, the Location:, the Start time: and the End time: of the appointment. There is a details section for writing any notes you may want include for information. You can set how this appointment is viewed on the Oracle Calendar, and label the appointment on the calendar. 41

43 4. To invite others to your meeting, click on the Scheduling tab: 5. On this screen, the user can add invitees and view if their schedule conflicts with the proposed event. You can add a full name or a portion of the name which will bring up the Check Names window discussed in the Opening Other People s Calendars section. 6. You can also designate whether the invitee is a Required Attendee or an Optional Attendee by clicking on the icon to the left of the attendee s name. This will produce a drop-down menu where you can click on the type of attendee of each invitee. 42

44 7. When you have invited all the necessary people to the event, click on the Send button to notify all the invitees of the proposed event. k. Inviting a Resource In addition to inviting other people to your meeting, you might also want to schedule resources, such as conference rooms, automobiles, and laptops. However, this capability is only available for resources that have been added to the Oracle Calendar system. (You can request to have a resource added to system at ) Note: This is one area where Outlook does things differently from the way the Oracle Calendar is configured. Do not go to Actions -> Resource Scheduling... or click on the Resources... button to try and schedule resources on the Oracle Calendar. 43

45 To schedule resources: 1. Open a meeting request and click on the Scheduling tab. Under the All Attendees list, type in the name of your resource or a portion of its name. This will either add the name of your resource to the list or bring up the Check Names window. 2. You can also browse the list of resources by clicking on the Show More Names..., and this will bring up the Address Book window. To view the resources, choose All Resources from the drop-down menu on the upper righthand side of the window. 3. You can also open the address book by going to Tools -> Address Book. Be sure to choose All Resources from the drop-down menu on the upper right-hand side of the window. 44

46 l. Accepting/Refusing a Meeting Note: This is another area where Outlook does things differently from the way the Oracle Calendar is configured. The Oracle Connector for Outlook functions much like it does when Outlook is paired with Exchange [Outlook's interaction with Exchange is message-based (i.e. like )]. While the Oracle Calendar s back-end is a database, Outlook still works in its message-based fashion. For more information on this, see the Synchronization Settings section of this document. To Accept/Refuse a meeting: 2. To work with meeting requests, open the Oracle Connector for Outlook, and open the Inbox. from the Folder List or the Outlook Bar. You will notice additional messages in your Inbox. 3. Among these messages, you see some that look like this: 45

47 Or this: These are some example of meeting requests you will receive. Although these look like standard messages in your Inbox, they will not show up in any other client or via the UGAMail web interface. These messages are special communications between the Oracle Connector for Outlook and the Oracle Calendar server. 4. At this point you will need to make a choice whether to Accept, make a Tentative acceptance, Decline, or Propose a New Time for a meeting request. Once you choose, your choice will be applied to your calendar. If you Accept, make a Tentative acceptance, or Propose a New Time for a meeting, the entry will be added to your calendar. However, if you decline a meeting, Outlook automatically transfers the invitation to the Deleted Items folder. (The Oracle Calendar desktop client handles declined meetings differently.) You can set your Oracle Connector for Outlook preferences to show declined meetings in your agenda. If you do so, these entries are displayed with the declined meeting icon. Note: Be sure to make a choice before deleting the message because if you delete the invitation from you Inbox, without responding, it will remove the meeting from your calendar. 46

48 g. Creating a Task 1. To create a task, open the Oracle Connector for Outlook Calendar. 2. Go to File -> New -> Task 3. This will bring up the Oracle Calendar Appointment window. From this window, you would enter the Subject:, the Due Date:, the Start Date:, the Status:, the Priority: and the % Complete: of the task. There is a details section for writing any notes you may want include for information. The Priority: and Status: drop-down menus are as follows: 47

49 4. To complete your task creation, click on the Save and Close button in the upper left corner of the Oracle Calendar Appointment window. h. Printing the Calendar 1. To print your Oracle Calendar from within the Outlook Connector for Outlook, go to File -> Print. This will bring up the print dialog box: 48

50 2. From within this dialog you can set your desired print settings. Of importance is the Define Styles... and Page Setup... buttons which set how your calendar is displayed on paper, whether Daily Style, Weekly Style, Monthly Style, Tri-fold Style, Calendar Details Style, and Memo Style; and how the page will be formatted for each style. These buttons allow you to create new styles and page formats, so that you can print your calendar more to your liking. 5. Troubleshooting Tips a. Synchronizing Windows Mobile Devices with ActiveSync and Oracle Connector for Outlook QUESTION # 1 ========= If there is already Calendar data on the pocket pc and I need to reinstall OCFO or ActiveSync how do i make sure that no duplication will result after synchronization? ANSWER ======= It is important to do a hard reset on the pocket PC device before the initial synchronization. (Be sure to do a back up of your device before doing the hard reset since this will erase data and applications from the device.) Therefore the steps would be: 1) Disconnect the PDA from the PC 49

51 2) Uninstall Microsoft ActiveSync 3) Upgrade Oracle Connector for Outlook 4) Re-install Microsoft ActiveSync 5) Reboot the PC so that Microsoft ActiveSync gets registered to Microsoft Windows 6) Perform a hard reset on the PDA to restore to factory default. Since this will make the PDA "new" again there will be no entries to duplicate. 7) Launch Outlook / OCFO 8) Connect the PDA to the PC and follow the ActiveSync wizard to setup a new partnership and synchronize 50

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