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Oracle Connector for Outlook

Oracle Connector for Outlook is a calendaring and messaging service provider that extends and improves Outlook's functionality with real-time calendaring, advanced group and resource scheduling capabilities and unified messaging functionality by providing one central Inbox for your e-mail, voice mail and fax messages.

A key advantage to using Oracle Connector for Outlook is that you can continue to use the familiar Outlook interface on your desktop while accessing Oracle's calendar server and e-mail server instead of Microsoft Exchange Server.

Oracle's calendar server stores all users' calendars together in a single database. Each time you look at another user's free/busy time, you are seeing up-to-the-minute information about their schedules, including unconfirmed meetings. Likewise, each time you open a meeting in your Calendar folder, you are getting the latest version directly from Oracle's calendar server, instead of opening a copy of an e-mail describing a meeting that may have been moved or changed without your knowledge.

Calendaring with Microsoft Exchange Server, by contrast, is message-based: all meetings are created, stored, forwarded and retrieved as e-mail messages. There are a number of limitations with this method. For example, between the time you create the meeting and the time your co-worker accepts it, nobody else can know when that meeting exists by looking at your co-worker's calendar. In fact, nobody else can tell that the meeting exists at all, because it doesn't exist in your co-worker's Calendar folder until he or she accepts it.

• Installation instructions
  • System requirements

  • Installing Oracle Connector for Outlook

• Configuring Oracle Connector for Outlook
  • Managing your profiles using Outlook 98/2000

  • Managing your profiles using Outlook 2002

  • Connecting to the calendar server

  • Connecting to the IMAP mail server

  • Connecting to the SMTP mail server

• Frequently asked questions

• Troubleshooting

Installation instructions

System requirements

Table 2-1 System requirements for Oracle Connector for Outlook

Requirement	Values
Operating system	Windows NT Windows 98 Windows 2000 Windows XP Professional NOTE: You must have administrative privileges to install Oracle Connector for Outlook on Windows NT, 2000 and XP.
Microsoft Outlook	Outlook 98 Outlook 2000 Outlook 2002
Calendar server	Oracle Calendar server 5.4 or later
Conduits for PDA synchronization	PocketMirror 2.0.4 or 3.0 (3.0 is recommended) PocketJournal Desktop To Go 2.5 Desktop To Go 2.509 (for Outlook 2002 only) PSIWIN 2.3 or 2.31 ActiveSync 3.0, 3.1 or 3.5 HotSync Manager 4.0 (for Windows XP only)

Installing Oracle Connector for Outlook

Installing Oracle Connector for Outlook is quick and easy. All you have to do is launch the Oracle Connector for Outlook executable file and follow the instructions provided by the Installation Wizard.

NOTE: Outlook 98 and 2000 must be installed in Corporate/ Workgroup mode. Verify your Outlook configuration before installing Oracle Connector for Outlook See the following for more information: Outlook 98: http://support.microsoft.com/?kbid=184029 Outlook 2000: http://support.microsoft.com/?kbid=196041

1. Exit all Windows applications before starting the Oracle Connector for Outlook installation process.

2. Double-click the con_outlook_904.exe file.

3. Follow the on-screen instructions.

Configuring Oracle Connector for Outlook

Managing your profiles using Outlook 98/2000

Creating a new profile

When creating a new profile using the Oracle Connector for Outlook service, you will need to provide a variety of information for connecting to your mail and calendar servers.

1. Close Outlook.

2. Click the Windows Start button, and select Settings.

3. Select Control Panel from the pop-up list, and double-click the Mail icon.

4. Click Show Profiles.

5. Click Add.

6. Select the Use the following information services option and select the Oracle Connector for Outlook check box.

7. Enter a name for the profile in the Profile Name field and click Next.

The setup wizard opens:

• On the first screen of the Oracle Connector for Outlook setup wizard, select the Corporate radio button to connect to your organization's calendar server over a LAN or VPN connection. Select the ASP radio button if your calendar and mail services are provided by a third-party reseller. Select the I do not have an Oracle Calendar account yet check box to skip configuring your calendar server connection and move on to your e-mail server connections. Click Next to proceed.

• If you selected the Corporate radio button, you will have to provide the network name or address of your server, followed by a comma, followed by the node-ID or alias of your calendar server node, in the Server name box. If you are using a master node configuration, enter the master node server name only. A node-ID is not required. Specify the user name and password of your calendar account in the other boxes of this screen. In a master node configuration, your user name must be your user ID. Consult your system administrator for the necessary information. Click Next to proceed.

• If you selected the ASP radio button, you will have to provide the Domain ID used by your service provider to identify your company, as well as the host name or names of your provider's calendar domain service hosts. Your service provider contact should be able to provide you with this information. Enter the user name and password for your calendar account in the other boxes on this screen. Click Next to proceed.

• Configure your IMAP4 server connection for incoming mail. If you do not have an account or wish to skip this step, select the I do not have an IMAP4 account yet check box. Otherwise, enter the host name of your IMAP4 server in the Server name box. You can select the Use same settings as my Oracle Calendar Server check box if your mail and calendar accounts have the same user name and password. Click Next to proceed.

• If you did not select the Use same settings as my Oracle Calendar Server check box, you will have to enter the user name and password for your incoming e-mail account. Click Next to proceed.

• Configure your SMTP server connection for outgoing mail. If you do not have an account or wish to skip this step, select the I do not have an SMTP account yet check box. Otherwise, enter the host name of your SMTP server in the Server name box. If your outgoing e-mail server requires a user name and password, select the The server requires authentication check box. You can select the Use same settings as my IMAP4 server check box if your outgoing and incoming e-mail accounts have the same user name and password. Click Next to proceed.

• If you specified that your SMTP server requires authentication and not to use the same settings as your IMAP4 server, you will have to provide the user name and password for your SMTP server. Click Next to proceed.

• Enter the name and e-mail address that you want displayed in your outgoing e-mail. Click Next to proceed.

• If you want to enable the offline capabilities of Oracle Connector for Outlook, select the I will use this computer while not connected to the network check box. Select the Choose a connection type next time you log on using this profile check box to select at startup whether you want Outlook to connect to your mail and calendar servers or to work offline. Click Next to proceed.

• Confirm that all the information you have entered is correct, and click Next to proceed.

• Specify the location of your personal folder file, or choose a new location if you do not yet have a personal folders file. Click Next to proceed, and click Finish to complete your Oracle Connector for Outlook setup.

Adding Oracle Connector for Outlook to an existing profile

When adding Oracle Connector for Outlook to an existing profile, the setup wizard is not available. Instead, you will enter the information outlined earlier directly in the Oracle Connector for Outlook Profile Settings dialog box.

1. Close Outlook.

2. Click the Windows Start button, and select Settings.

3. Select Control Panel from the pop-up list, and double-click the Mail icon.

4. Click Show Profiles.

5. Select the appropriate profile and click Properties.

6. Select Oracle Connector for Outlook and click Properties. The Oracle Connector for Outlook Profile Settings dialog box opens.

7. Follow step 10 in Creating a new profile in the Managing your profiles using Outlook 2002 section .

Disabling Outlook Add-ins

It is recommended that you disable Outlook Add-ins that are specific to Microsoft Exchange to avoid conflicts with Add-ins installed with Oracle Connector for Outlook. For details, see the Configuring Add-ins section of the Oracle Connector for Outlook online help.

Managing your profiles using Outlook 2002

Creating a new profile

When you create a new profile using the Oracle Connector for Outlook service, you must use the Oracle Connector for Outlook Profile Settings dialog box to enter a variety of information to connect to your mail and calendar servers.

1. Close Outlook.

2. Click the Windows Start button, and select Settings.

3. Select Control Panel from the pop-up list, and double-click the Mail icon.

4. Click Show Profiles.

5. Click Add.

6. Enter a name for the profile you are creating and click OK.

7. Select the Add a new e-mail account option.

8. Select the Additional Server Types option.

9. Select Oracle Connector for Outlook from the Additional Server Types list box and click Next.

10. Enter the following information in the Oracle Connector for Outlook Profile Settings dialog box:
    • If you do not have an Oracle Calendar account yet, select the I do not have an Oracle Calendar account yet check box on the Calendar tab to skip configuring your calendar server connection.

    • On the Calendar tab, enter the name or address of your server followed by a comma, followed by the node-ID or alias of your calendar server node, in the Server name box. If you are using a master node configuration, enter the master node server name only. A node-ID is not required. Specify the account name and password of your calendar account in the other boxes on Calendar tab. In a master node configuration, your user name must be your user ID.

    • If you do not have an IMAP4 account yet, select the I do not have an IMAP4 account yet check box on the IMAP4 tab to skip configuring your IMAP4 server connection.

    • On the IMAP4 tab, enter the host name of your IMAP4 server in the Server name box. You can select the Use same settings as my Oracle Calendar server check box if your mail and calendar accounts have the same account name and password. If they are not the same, enter your account name and password for the IMAP4 server.

    • If you do not have an SMTP account yet, select the I do not have an SMTP account yet check box on the SMTP tab to skip configuring your SMTP server connection.

    • On the SMTP tab, enter the host name of the SMTP server in the Server name box. If your outgoing e-mail server requires a user name and password, select the The server requires authentication check box. Click Settings. You can select the Use same settings as my incoming mail server check box if your outgoing and incoming e-mail accounts have the same account name and password. If they are not the same, enter your SMTP account name and password.

    • If you want to enable the offline capabilities of Oracle Connector for Outlook, select the Enable offline use check box on the Startup tab. Select the Choose a connection type check box to select at startup whether you want Outlook to connect to your mail and calendar servers or to work offline.

    • Click OK to create your profile.

Adding Oracle Connector for Outlook to an existing profile

The procedure for adding Oracle Connector for Outlook to an existing profile is very similar to creating a new profile. The only difference is that you must select an existing profile in the Oracle Connector for Outlook Profile Settings dialog box instead of adding a new one.

1. Close Outlook.

2. Click the Windows Start button, and select Settings.

3. Select Control Panel from the pop-up list, and double-click the Mail icon.

4. Click Show Profiles.

5. Select the appropriate profile and click Properties.

6. Click E-mail Accounts.

7. Select the View or change existing e-mail accounts option.

8. Click Next.

9. Select Oracle Connector for Outlook and click Change. The Oracle Connector for Outlook Profile Settings dialog box opens.

10. Follow step 10 in the Creating a new profile section.

Disabling Outlook Add-ins

It is recommended that you disable Outlook Add-ins that are specific to Microsoft Exchange to avoid conflicts with Add-ins installed with Oracle Connector for Outlook. For details, see the Configuring Add-ins section of the Oracle Connector for Outlook online help.

Connecting to the calendar server

The calendar server provides Oracle Connector for Outlook with your calendar, tasks, contacts, notes and journals.

To configure a calendar server connection:

1. Click the Calendar tab on the Oracle Connector for Outlook Profile Settings dialog box.

2. Fill out the fields provided:
   • You can select the I do not have an Oracle Calendar account yet check box to use Oracle Connector for Outlook for mail only.

   • You can specify your calendar server using either a Calendar Domain Service host name and Domain ID (for installations using a third-party service provider) or a host name and Node-ID (for corporate installations). If you are using a master node configuration, enter the master node server name only. A node-ID is not required. Consult your system administrator for the necessary information.

   • To use the third-party service provider (ASP) sign-in mode, click the This server Requires a Domain Service check box. Click Settings to specify a Domain ID and a list of Calendar Domain Service hosts.

   • Clear the This server Requires a Domain Service check box to use the corporate sign-in mode. Specify your server host name and node-ID, separated by a comma, in the Server name box.

   • Click the Save this password in your password list check box to avoid having to provide your calendar server password each time you connect.

   • The Advanced button provides the ability to specify a port for your calendar server if required, and your preferred display format for the names of calendar server users. For details, see the Choosing a name format section of the Oracle Connector for Outlook online help.

Connecting to the IMAP mail server

The IMAP server receives and stores your incoming mail.

To configure an IMAP server connection:

1. Click the IMAP4 tab on the Oracle Connector for Outlook Profile Settings dialog box.

2. Fill out the fields provided.
   • You can select the I do not have an IMAP4 account yet check box to use Oracle Connector for Outlook without the ability to access incoming mail.

   • Specify the IMAP server name in the Server Name box.

   • Specify your account name and password in the fields provided. Click the Use same settings as my Oracle Calendar Server check box to use the same user name and password you provided for your calendar server. Click the Save this password in your password list check box to avoid having to provide the password each time you connect.

   • Click Advanced to provide a port number for the IMAP server or specify a Secure Sockets Layer (SSL) connection.

     NOTE: If you specify that the server requires an SSL connection, the port is changed to the default SSL port.

If Transport Layer Security (TLS) is set up on your IMAP server, Oracle Connector for Outlook will take advantage of it automatically unless you specify an SSL connection. If you do, Oracle Connector for Outlook will use SSL instead of TLS.

Connecting to the SMTP mail server

The SMTP server sends your outgoing mail.

To configure an SMTP server connection:

1. Click the SMTP tab on the Oracle Connector for Outlook Profile Settings dialog box.

2. Fill out the fields provided.
   • You can select the I do not have an SMTP account yet check box to use Oracle Connector for Outlook without the ability to send outgoing mail.

   • Specify the SMTP server name in the Server Name box.

   • If your SMTP server requires a user name and password, click the The server requires authentication check box. Click Settings to specify your user name and password. You can click the Use same settings as my incoming mail server check box to automatically use the same account name and password you provided for your IMAP server. Click the Save this password in your password list check box to avoid having to provide the password each time you connect.

   • Enter your display name and e-mail address. You may also specify an organization and a reply-to address you would like to include in your outgoing mail. These two fields are optional, and will not be prompted for if left blank.

   • Click Advanced to provide a port number for the SMTP server, specify a Secure Sockets Layer (SSL) connection, and configure how often the SMTP server will automatically attempt to resend undelivered messages for you.

     NOTE: If you specify that the server requires an SSL connection, the port is changed to the default SSL port.

If Transport Layer Security (TLS) is set up on your SMTP server, Oracle Connector for Outlook will take advantage of it automatically unless you specify an SSL connection. If you do, Oracle Connector for Outlook will use SSL instead of TLS.

Oracle Connector for Outlook includes a number of other configuration options. See the Oracle Connector for Outlook online help for more information.

Frequently asked questions

• How does Oracle Connector for Outlook change the Outlook user experience?

• What are the main differences between the desktop clients, Oracle Connector for Outlook and the Oracle Calendar Web client?

• Why are there two online help systems included with Oracle Connector for Outlook?

• How are server-side rules and client-side rules different?

• Can Oracle Connector for Outlook users schedule with other Oracle Calendar users?

• Why do meetings disappear from my Calendar after I decline invitations?

• If I am using Oracle Connector for Outlook, can I use ActiveSync with my PocketPC device to synchronize with Oracle Calendar, as I was doing with Microsoft Exchange?

• Can I create recurring tasks and meetings?

• Can I respond to multiple meeting requests with a single command?

• How can I prevent my entire day from appearing busy when I accept all day events?

• Can I set my folder counts to automatically refresh?

• Can I schedule Oracle Web conferences using Oracle Connector for Outlook?

How does Oracle Connector for Outlook change the Outlook user experience?

Working with Oracle Connector for Outlook is very similar to working with Microsoft Outlook/Exchange. To benefit from the added functionality of the Oracle Calendar server, you must sometimes use new menu options and features that are documented in the Oracle Connector for Outlook online help. While the core functionality of Outlook is not affected, certain Outlook features like message recall, mail merge and setting send options are currently not supported.

What are the main differences between the desktop clients, Oracle Connector for Outlook and the Oracle Calendar Web client?

For an overview of similarities and differences between these three clients, see Which Oracle Calendar client should I use?.

Why are there two online help systems included with Oracle Connector for Outlook?

Since Oracle Connector for Outlook does not change the core functionality of Microsoft Outlook, the procedures documented in Outlook's online help are still applicable to Oracle Connector for Outlook. Features that are specific to Oracle Connector for Outlook are documented in the Oracle Connector for Outlook online help.

How are server-side rules and client-side rules different?

Similar to the Client-Side Rules Wizard available in Outlook, Oracle Connector for Outlook enables you to set server-side rules. Server-side rules are performed directly on the server. Client-side rules are only performed when you are logged in to your mail client. The use of client-side rules often slows down the performance of Outlook.

Since server-side rules are performed on the server, the mail messages associated with rules you set are transferred into the appropriate folders before you even log in to Outlook.

Can Oracle Connector for Outlook users schedule with other Oracle Calendar users?

Yes. Oracle Oracle Connector for Outlook connects directly to Oracle calendar server's database so that you can schedule with other Oracle Calendar users and benefit from real-time calendaring. Outlook users gain all the benefits of the Oracle Calendar solution, including interoperability with the full range of Oracle Calendar clients (Windows, Mac, Unix, Linux and Web), wireless connectivity and PDA synchronization tools.

Why do meetings disappear from my Calendar after I decline invitations?

When 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 preferences to show declined meetings in your agenda. If you do, these entries are displayed with the declined meeting icon.

If I am using Oracle Connector for Outlook, can I use ActiveSync with my PocketPC device to synchronize with Oracle Calendar, as I was doing with Microsoft Exchange?

Yes. Oracle Connector for Outlook synchronizes with a variety of PDAs through third-party conduit software. The following sync conduits have been certified for Oracle Connector for Outlook, Release 2 (9.0.4):

• PocketMirror 2.0.4 or 3.0 (3.0 is recommended)

• PocketJournal

• Desktop To Go 2.5

• Desktop To Go 2.509 (for Outlook 2002 only)

• PSIWIN 2.3 or 2.31

• ActiveSync 3.0, 3.1 or 3.5

• HotSync Manager 4.0 (for Windows XP only)

Can I create recurring tasks and meetings?

You can create recurring meetings but you cannot create recurring tasks.

Can I respond to multiple meeting requests with a single command?

You can respond to multiple meeting requests with a single command if your response is the same for all of them. However, you can only respond to instances of recurring meetings one at a time.

NOTE: This feature is not available if you are using Outlook 98.

1. Select all the meeting requests you want to respond to.

2. Right-click any of the selected meeting requests and select Respond to all.

3. In the pop-up list, select Accept, Decline or Tentative.

How can I prevent my entire day from appearing busy when I accept all day events?

You can show time as free, tentative, busy or out of office for all day events and meetings in your calendar.

1. Right-click the Day Event in your calendar and select Show Time As.

2. In the pop-up list, select Free.

In addition to showing your time as free, you can also choose to show time as tentative, busy or out of office.

Can I set my folder counts to automatically refresh?

Yes, you can choose to have your mail folder counts automatically refreshed when you log in to Outlook. In addition, you can specify how often your mail folder counts should be refreshed during an Outlook session. This information must be set in the Other tab of the Oracle Connector for Outlook Profile Settings dialog box. See the Oracle Connector for Outlook online help for more detailed instructions on automatically refreshing your folder counts.

Can I schedule Oracle Web conferences using Oracle Connector for Outlook?

Yes, you can schedule and join Web conferences from Oracle Connector for Outlook. The Oracle Connector for Outlook online help describes how to perform these functions.

Troubleshooting

• Why can't I install Oracle Connector for Outlook on Windows NT, 2000 and XP?

• Why does the setup procedure fail when I attempt to install Oracle Connector for Outlook?

• I've created a new profile but my previous settings and files (personal address book, local mail messages) are not included. How can I add them to this new profile?

• How do I optimize performance over slow network connections?

• The Slow Connection Detection dialog box appears when I launch Oracle Connector for Outlook. What should I do?

• How do I skip a server connection at log on?

• Why isn't my Out-of-Office reply working?

• Why can't I view attendee availability and response?

Why can't I install Oracle Connector for Outlook on Windows NT, 2000 and XP?

In order to install Oracle Connector for Outlook on Windows NT, 2000 or XP, you must have administrative privileges on your computer.

Why does the setup procedure fail when I attempt to install Oracle Connector for Outlook?

NOTE: This issue applies only to Microsoft Outlook 98 or 2000.

This problem occurs because Microsoft Outlook was installed in Internet Only mode. To successfully install Oracle Connector for Outlook, you must install Microsoft Outlook in Corporate/Workgroup mode.

For Outlook 2000:

1. Start Outlook.

2. On the Tools menu, click Options.

3. Click the Mail Delivery tab.

4. Click Reconfigure Mail Support.

5. Select the Corporate or Workgroup option.

6. Follow the on-screen instructions.

Your e-mail configuration is now compatible with Oracle Connector for Outlook.

For Outlook 98:

You must re-run the Outlook setup program. Refer to the Outlook 98 documentation for further instructions.

Refer to Installing Oracle Connector for Outlook for installation instructions.

I've created a new profile but my previous settings and files (personal address book, local mail messages) are not included. How can I add them to this new profile?

These items are stored locally and will be different for each profile you create. However, you can add your personal folders and address book to each profile. See Microsoft Outlook's online help for instructions on how to do this.

How do I optimize performance over slow network connections?

To optimize performance over slow network connections, Oracle Connector for Outlook can disable certain features such as automatic folder refreshes, offline synchronization and client-side rules. For instructions on automatically detecting slow network connections, see the Oracle Connector for Outlook online help.

The Slow Connection Detection dialog box appears when I launch Oracle Connector for Outlook. What should I do?

If you set Oracle Connector for Outlook to detect slow network connections and select the Prompt option, the Slow Connection Detection dialog box appears when a slow network is detected when the IMAP4 and calendar server are polled at startup.

If you click Yes, some features that require more bandwidth, such as automatic folder refreshes, synchronization on exit and client-side rules will be disabled.

You can set Oracle Connector for Outlook to detect slow network connections and disable network-intensive features without displaying the Slow Connection Detection dialog box at startup. See the Oracle Connector for Outlook online help for instructions.

How do I skip a server connection at log on?

Skipping server connections at log on enables you to avoid connecting to a server you do not have an account for, or that is unavailable. Click Skip when the server name appears in the sign-in dialog box.

NOTE: The dialog box that enables you to skip a server connection will only be displayed if you enter an incorrect user name or password, or if a server is unavailable.

Why isn't my Out-of-Office reply working?

When you set an Out-of-Office reply, you must specify an expiry date. Verify that the expiry date you set hasn't already passed (Tools > Out of Office Assistant). You can extend your Out-of-Office reply by changing the expiry date in the Out of Office dialog box.

Why can't I view attendee availability and response?

If you cannot view attendee availability or attendee response (for meetings and events that you have created), it is possible that the Oracle Calendar Appointment Form is not correctly installed.

For instructions on installing the Oracle Calendar Appointment form, see the Oracle Connector for Outlook online help.

See also:

Welcome to the Oracle Calendar Resource Kit

Oracle Calendar Web client

Oracle Calendar Desktop Client

Oracle Calendar Synchronization Tools