Deploying the Client for Microsoft Exchange Server 2007 : Outlook 2007 Auto Account Setup, Understanding Deployment Options

1. Outlook 2007 Auto Account Setup

Regardless of the method used to get Outlook to the desktop, when an administrator combines Exchange Server 2007 and Outlook 2007, the configuration of the Outlook client is easier than ever before.

The first time a user opens Outlook 2007 on a workstation, the client utilizes a new technology called the Autodiscover service to help with the client configuration. The Outlook client checks the credentials of the logged-on user and automatically fills in the username and email address, as shown in Figure 1.

Figure 1. Autodiscover of username and email address.

After the username and mailbox have been selected, the user clicks Next, and the Autodiscover feature continues with the client setup—establishing a network connection to the Exchange server, searching for the username, and logging on to the messaging server. All remaining client configuration is completed automatically, as shown in Figure 2.

Figure 2. Email client configuration.

Users no longer have to remember complicated server names because the location of the user mailbox is automatically managed by Outlook and Exchange. Even if a user mailbox is moved to a new location, all user configuration information is updated automatically thanks to the autodiscover technology.

2. Understanding Deployment Options

When deploying the Outlook client, administrators can take advantage of several existing Microsoft technologies that have been designed for software distribution. In addition, by utilizing tools found in the Microsoft Office Resource Kit (ORK), custom installations and settings can be preconfigured and deployed using one of several software distribution methods.

As organizations begin the planning process, administrators can pick and choose from the available deployment methods and can implement custom client installations that are based on the specific need for each type of client desktop.

Available Methods of Deployment

With Outlook 2003 and Outlook 2007, the installation of the client software to the desktop can be performed in ways not available for previous versions. By implementing the tools available in the Microsoft ORK, administrators can elect to use one or more of the following methods for deploying the Outlook client:

• Manual installation— Manual installation enables administrators to incorporate wizards, profile generation tools, and configuration files into the client installation process. Using these methods, administrators can define baseline settings and standard configuration settings, and they can manually test the installation when complete.

• Windows 2003 Group Policy— Leveraging Windows Group Policy Software deployment technologies and Microsoft Office Security Templates, Outlook clients and client updates can be pushed to desktop systems on the network. Using Group Policy, administrators can also centrally configure Outlook security and user options to enforce a baseline configuration to all client systems on the enterprise.

• Imaging technologies— Whether upgrading to a newer version of Outlook or deploying Outlook in a new environment, organizations can image the Outlook clients to the desktop or refresh the entire desktop image to implement updates or the latest company standards.

• Systems Management Server— Using Microsoft Systems Management Server (SMS), you can centrally deploy and push the Outlook client and updates to large numbers of desktop systems in multiple locations throughout the enterprise. This option also enables tracking and reporting information to manage a full Exchange Outlook client deployment.

Outlook Profile Generation

Often, one of the biggest challenges Exchange administrators face when deploying Outlook is configuring the profiles to communicate with the Exchange server. To automate this task, profiles can be scripted using tools available with the ORK from Microsoft.

Outlook 2003 client profiles and their associated Exchange server settings can be configured using the Office 2003 Custom Installation Wizard (CIW) and configuration files can be created with Outlook option settings.

Outlook 2007 can be similiarly prepared utilizing the new Office Customization Tool (OCT). The OCT is a new application that is included with Microsoft Office 2007. With the OCT, administrators can preconfigure components and settings within the Office 2007 suite to simplify deployments.

Creating Custom Profiles by Using PRF Files

By creating an Outlook profile (PRF) file, administrators can quickly create Messaging Application Programming Interface (MAPI) profiles for Microsoft Office Outlook users. A PRF file is a text file that contains syntax that Microsoft Outlook uses to generate a profile. By utilizing a PRF file, an administrator can configure new profiles, or modify existing ones, without affecting other parts of your Outlook (or Office) installation. PRF files can be manually edited to include custom Outlook settings or MAPI services that are not included in the Custom Installation Wizard interface.

Because Outlook PRF files are executable, administrators can update profiles by double-clicking the filename to run the file directly. When executing a PRF file, Outlook ensures that services that should be unique are not added more than once.

The easiest way to create a PRF file is by using the Custom Installation Wizard (CIW) for Office 2003, or the OCT for Office 2007. Administrators can specify the settings desired, and then export the settings to a PRF file. The PRF file can then be manually edited if the need should arise, for example, if your organization wants to add a new service that is not included in the CIW or OCT. The PRF file can be manually edited in any text-editing application (such as notepad.exe).

PRF files can be applied to Outlook in several ways:

• Import the PRF file in the CIW or the OCT to specify profile settings in a transform, and then include the transform when you deploy Outlook.

• Specify the PRF file as a command-line option for outlook.exe, without prompting the user, as follows:

  outlook.exe /importprf \\server1\share\outlook.prf

• Specify the PRF file as a command-line option for outlook.exe, but prompt the user before importing the PRF file, as follows:

  outlook.exe /promptimportprf \\localfolder\outlook.prf

  Note

  Although the PRF file can be located on a network share (as shown in the first example), it will not be applied if the file is not found or if the user account used to execute the installation process does not have the appropriate permissions to access the file.

  
  

• Because the PRF file is an executable file, administrators can launch the file directly on a user’s computer by double-clicking the file.

• Administrators can also configure the Registry to trigger Outlook to import the PRF file upon startup. Both the CIW and the Custom Maintenance Wizard contain a feature that allows you to Add/Remove Registry Entries.

Using the CIW or the OCT to preconfigure Outlook options and apply the initial profile configuration through PRF files is a very effective means of deploying Outlook.

Configuring Outlook Client Options

Even after the Outlook client software has been installed, administrators can define configuration settings and apply them dynamically to the existing clients. This task can be accomplished in one of several ways.

Custom Installation Wizard

To deploy the Outlook 2003 client to desktops on the network with configuration options predefined, powerful tools such as the CIW, along with Office configuration files such as PRF files, can be leveraged to define Outlook client options for large deployments that have the need to specify client user options. Using these tools can potentially eliminate the need for administrators to visit each desktop to configure profile settings and Outlook options.

Office Customization Tool

What the CIW is to Office 2003, the OCT is to Office 2007. Administrators can preconfigure components and settings to simplify the deployment of the product.

Windows Server Group Policy

Another effective configuration option is the centralized management available through security templates for Outlook. With the Group Policy feature of Windows Server 2003, standard and advanced options can be configured and established after the client software has been deployed.

This option can also be useful when deploying new settings to existing clients after a policy change.

Transforms

The final option for defining Outlook client setting and configuration options is the use of Office transforms. Transforms are configuration files that can be used with the Windows Installer and contain information and modifications that will be applied to the Outlook client during installation.

Office transforms are created using the CIW or the OCT and have a .MST file extension.

Deploying Non-Windows Systems

In organizations with non-Windows–based systems, such as a Macintosh desktop, special considerations must be made for accessing an Exchange environment.