ExchangeIt!

From Nitix Knowledgebase

ExchangeIt! Overview

Integrated with the Nitix server operating system, ExchangeIt! is a cost-effective alternative to the webmail, scheduling, task- and contact-sharing features provided by Microsoft® Exchange Server. ExchangeIt! works seamlessly with Microsoft Outlook® to help you create, organize, and share information quickly and easily. When you use the Microsoft Outlook mail client with ExchangeIt!, several features are added to its functionality:

• Schedule Management: Create, track, manage and share calendars.
• Meeting Invitation: Invite users to meetings; when they accept, the event appears in their calendar. View the free/busy times for meeting invitees and resources when scheduling a meeting.
• Team Tasks/Calendars/Contacts: Create, track and manage team projects with personal calendars and contact lists.
• Remote Mail: Access your email and contacts from any computer connected to the Internet.
• Access and Folder Permissions: Give other users permission to view, edit or change calendar, contact list and task list information. For more information on how to use Outlook with ExchangeIt!, please refer to the Net Integration Technologies’ ExchangeIt! Usage Guide.

ExchangeIt! Server Configuration

Enabling ExchangeIt!

ExchangeIt! server software comes fully integrated and pre-installed on Nitix operating system versions 3.72 or higher. In order to utilize ExchangeIt!, an ExchangeIt! license for the user account on Nitix is required. Depending on the version of Nitix you have purchased, you may receive a number of free licenses pre-installed. Additional licenses can be purchased separately. Please contact your Net Integration Technologies representative for details.

To enable ExchangeIt!:

1. Log in to Nitix’s WebConfig screen.
2. Select Email from the Server Setup menu on the left side of any WebConfig screen.
3. The Email Setup screen will be displayed.
4. Scroll down to “ExchangeIt! Server (Requires MySQL and both WWW servers)” and select "Enable".



5. Click Save Changes.

Downloading ExchangeIt!

1. Log in to WebConfig.
2. Select Software Update from the menu on the left side of any WebConfig screen.
3. The Software Update screen will be displayed with a Notices box at the top of the screen.
4. In the Notices box, click on the [Download] link in the ExchangeIt! Client Access Licenses section:



You can also find the Download link at: http://www.nitix.com/downloads/exchangeit/

5. If the Security Information window displays, click Yes.
6. The File Download window will be displayed. Click Save.
7. Browse to the location where you wish to save the ExchangeIt! executable plugin.
8. Click Save.

Assigning Clients

ExchangeIt! licenses can be allocated statically or dynamically. Dynamic licenses are assigned and returned based upon client plugin contact with the Nitix server. If all licenses are being used, additional clients will not be able to access any of the Groupware functionality of ExchangeIt!. This includes sharing of calendars, contacts, tasks, and notes. To allocate a license to a user so that the user is guaranteed to maintain ExchangeIt! access, it is recommended that you assign the user a static license. All licenses that have not been statically assigned return to the pool of dynamic licenses.

To see how many ExchangeIt! licenses you have, and whether they are static (assigned) or dynamic (unassigned):

1. Log in to WebConfig.
2. Select System Status from the menu on the left side of the WebConfig screen.
3. Scroll down to ExchangeIt! Server in the Services Status Snapshot box.
4. The ExchangeIt! Server status light should be green. The description section will tell you how many licenses you currently have, for example:

To assign licenses: Administrator account required to assign new clients.

1. Log in to WebConfig.
2. Select User Setup from the menu on the left side of the WebConfig screen.
3. In the User Setup box, scroll down to the user to whom you wish to grant an ExchangeIt! license.
4. Click on the Edit button (circle with three dots “...”) under the Action column for that user.
5. In the Modify User screen, scroll down to Allocate ExchangeIt! License and select "Yes":



6. Click Save Changes.
7. Repeat this process for every user to whom you want to grant an ExchangeIt! license.

Outlook Configuration

In order to use ExchangeIt!, you must have a user account on Nitix. ExchangeIt! requires Microsoft Outlook 2000, Microsoft Outlook 2002, Microsoft Outlook 2003, or Microsoft Outlook 2007, running on a Windows 2000, Windows XP or Windows Vista platform.

Configuring Microsoft Outlook 2000

You need to have Microsoft's Web Publishing Wizard installed in order for the free/busy services to work with Outlook 2000 on Windows 2000. If this has not already been installed on your computer you can download the installation file from: http://www.microsoft.com/downloads/release.asp?ReleaseID=22658

Configuring Email

If you are already using Outlook 2000 for your email in Internet mode, select Tools > Accounts. Click Add > Mail. The Internet Connection Wizard screen will appear. Jump to Step five (5).

If this is your first time using Outlook 2000, start at step one (1).

1. Open Microsoft Outlook 2000. Corporate Mode Microsoft Outlook is not supported. Please go to Tools > Options > Mail Delivery and click Reconfigure Mail Support to reconfigure Outlook to "Internet Only" mode. [If you are unsure how to accomplish this, please refer to your Office 2000 documentation].
2. The User Name screen will appear.
3. Enter your Name and Initials. Click OK.
4. The Internet Connection Wizard screen will appear.
5. Enter your Display name (this is the name that will appear on your outgoing email). Click Next.
6. Enter your Email Address. Click Next.
7. The next screen will ask, “My incoming email server is a ____ server.” Select "IMAP" from the server drop-down list.



• We recommend that you use an IMAP email server. However, ExchangeIt! will work with POP3 email servers, but you may lose your ability to have your mail remotely accessible.
8. Enter the name of your incoming mail server (this is the name of the Nitix-powered server).
9. Enter the name of your outgoing mail server (this is the name of the Nitix-powered server).
10. Click Next.
11. Enter your Account name and Password (password is optional). Ensure that the Log on Secure Password Authentication (SPA) is not checked.



12. Click Next.
13. Select which method you want to use to connect to the Internet (local area network).
14. Click Next.
15. Click Finish.

Directory Services Setup

1. In Outlook, select Tools > Accounts.
2. Select Add > Directory Services.
3. The Internet Connection Wizard screen will appear.
4. Enter your Internet directory (LDAP) server name (this is the name of the Nitix-powered server). Click Next.



5. It will ask, “Do you want to check Addresses using this directory service?” Click Yes.



6. Click Next.
7. Click Finish.
8. Click Close.
9. Close Outlook.

Configuring Microsoft Outlook 2002

Configuring Email

If you are already using Outlook 2002, select Tools > Accounts, then click Add > Mail. The Internet Connection Wizard screen will appear. Jump to Step five (5).

If this is your first time using Outlook 2002, start at step one (1).

1. Open Microsoft Outlook 2002.
2. The Outlook 2002 Startup screen will appear.
3. Click Next.
4. The Account Configuration screen will appear.
5. Click Yes.
6. Click Next.
7. The Email Accounts screen will appear, asking you to select your email server type. Select "IMAP".



• We recommend that you use an IMAP email server. However, ExchangeIt! will work with POP3 email servers.
8. Click Next.
9. Enter your User Information, Server Information, and Logon Information.



Ensure that the Log on Secure Password Authentication (SPA) is not checked.

10. Click Next.
11. Click Finish.
12. The User Name screen will appear. Enter your Name and Initials. Click OK.
    • The User Name screen only appears if it your first time using Outlook.

Directory Services Setup

1. From Outlook, select Tools > Email Accounts.
2. The Email Accounts screen will appear.



3. Under Directory, choose Add a new directory or address book.
4. Click Next.
5. Select Internet Directory Service (LDAP).



6. Click Next.
7. Enter the Server name.



8. Click Next.
9. The Add Email Account screen will appear, asking if it is okay to exit Outlook. Click OK.
10. Click Finish.

Configuring Microsoft Outlook 2003

Configuring Email

If you are already using Outlook 2003, select Tools > Accounts, then click Add > Mail. The Internet Connection Wizard screen will appear. Jump to Step five (5).

If this is your first time using Outlook 2003, start at step one (1).

1. Open Microsoft Outlook 2003.
2. The Outlook 2003 Startup screen will appear.
3. Click Next.
4. The Account Configuration screen will appear.
5. Click Yes.
6. Click Next.
7. The Email Accounts screen will appear, asking you to select your email server type. Select "IMAP".
   • We recommend that you use an IMAP email server. However, ExchangeIt! will work with POP3 email servers.
8. Click Next.
9. Enter your User Information, Server Information, and Logon Information.



Ensure that the Log on Secure Password Authentication (SPA) is not checked.

10. Click Next.
11. Click Finish.
12. The User Name screen will appear. Enter your Name and Initials. Click OK.
    • The User Name screen only appears if it your first time using Outlook.

Directory Services Setup

1. From Outlook, select Tools > Email Accounts.
2. The Email Accounts screen will appear:



3. Under Directory, choose Add a new directory or address book.
4. Click Next.
5. Select Internet Directory Service (LDAP).



6. Click Next.
7. Enter the Server name.



8. Click Next.
9. The Add Email Account screen will appear, asking if it is okay to exit Outlook. Click OK.
10. Click Finish.

Configuring Microsoft Outlook 2007

1. Open Microsoft Outlook 2007.
2. Click Tools, then Account Settings. The Account Settings screen with display.



3. From the E-mail tab, click New...
4. The Auto Account Setup window will display. Select the Manually configure server settings... check box and click Next.



5. The Add New E-mail Account window will display. Make sure that Internet E-mail radio button is selected, then click Next.



6. In the Internet E-mail Settings, enter your User Information, Server Information, and Logon Information.



Ensure that the Log on Secure Password Authentication (SPA) is not checked.

7. When you are done, click Next, then Finish.

Installing Client Plugin

You must be logged in as the Administrator to install the ExchangeIt! plugin. Installing the plugin using a user account may not install the plugin properly. You must configure Outlook before installing the ExchangeIt! plugin.

1. Go to where you placed the ExchangeIt! plugin.
2. Double-click the ExchangeIt! plugin.
3. The ExchangeIt! Plugin for Microsoft Outlook Setup: License Agreement window will be displayed.
4. Click I Agree to accept the license.
5. The ExchangeIt! Plugin for Microsoft Outlook Setup: Installation Folder window will be displayed.
6. Click Install to install the ExchangeIt! plugin in the default destination, or select a different folder by using the Browse button, then click Install..
7. Once installation is complete, click Close.

Configure Outlook to use ExchangeIt!

1. Open Outlook.
2. The ExchangeIt! Login window will be displayed:



3. Select the Message Store you wish to have synchronized. The default store is “Personal Folders.”
4. Enter the name of your Nitix-powered server. The default name is calendar.
5. Enter your User name and Password.
6. Click OK.

To Enable Synchronization

1. From the Outlook Tools menu, select Options.
2. Click on the ExchangeIt! tab.
3. Ensure that "Automatically synchronize with server every..." is checked.



4. Choose how often you wish the ExchangeIt! server and Outlook to synchronize data.
5. Click OK.

Using ExchangeIt!

Sharing Information with Outlook Folders

ExchangeIt! enables you to share any of your Calendar, Contacts, Tasks, Notes, or Journal files in your Personal Folders with other user(s). These shared folders are only open to those who are given permission by the creator or the "owner" of the folder. (By default, no one but you has permission to access your Personal Folders).

If you are part of a Nitix “team account” you can also create shared folders in the Public Folders. These shared folders are useful if you want to allow other team members to see information such as an office-wide boardroom calendar or staff contact list.

For more detailed information on sharing folders, please see the ExchangeIt! Usage Guide.

To Share Information Using the Personal Folder

1. Right-click on the Outlook Personal Folder you wish to share (i.e. Calendar, Tasks, Contacts, Journal) in either the Outlook Shortcuts or Folder List and select "Properties". If you wish to create a new folder to be shared, right-click on Personal Folders' and select "New folder..."
   • See the ExchangeIt! Usage Guide for more details.
2. Click on the ExchangeIt! Permissions tab.
3. Click Add.
4. Choose a user from the drop-down list with whom you wish to share the information.



5. Select a Permission Level to grant to that user from the drop-down list. Permission levels are used to grant different levels of access to users viewing public folders:
   • Read allows users to view information.
   • Read/Write allows users to view and add information.
   • Read/Write/Admin allows users to view and add information, modify permissions, and to create and delete subfolders.
6. To add more than one user at a time, click Apply and repeat steps 3-5. Continue to the next step.
7. Click OK.

To Share Information Using the Public Folder

1. Right-click on a team folder of which you are a team member in the Outlook Public Folder list in either the Outlook Shortcuts or Folder List and select "Properties". If you wish to create a new folder to be shared, right-click on the team folder of which you are a team member in Public Folders and select "New folder... "
   • New folders cannot be created under the Public Folders parent folder. You can only share and create new folders under team account files, or if another user has shared his or her file with you.
   • See the ExchangeIt! Usage Guide for more details.
2. Click on the ExchangeIt! Permissions tab.
3. Click Add.
4. Choose a user from the drop-down list with whom you wish to share the information.



5. Select a Permission Level to grant to that user from the drop-down list.
6. To add more than one user at a time, click Apply and repeat steps 3-5. Continue to the next step.
7. Click OK.

Team Access

Public Folders are automatically created for every team account on Nitix. All members of the team have full (Read/Write/Admin) access to the folder.

To Remove or Change a User’s Permissions

1. Right-click on the Outlook folder in the Outlook Shortcuts or Folder List and select "Properties".
2. Click on the ExchangeIt! Permissions tab.
3. Select the user name.



4. Use the Permission Level drop-down menu to change the permission, or click Remove to remove that user’s permissions for that folder.

To View Information in Public Folders

1. Double-click on Public Folders in the Folder List.
2. Double-click on the user name of the person whose information you wish to access.
3. Click on the Folder you wish to access. Public Folders will only appear in the Folder List if you have been granted permission to access information in the public folders. Information in Mail folders and Deleted Items cannot be shared.

To View the Permissions for a Public or Private Folder

1. Right-click on the Outlook folder in the Outlook Shortcuts or Folder List and select "Properties".
2. Click on the ExchangeIt! Permissions tab.
3. Here you will be able to view all users who have access to that folder and what Permission Level they have.

To Copy Information From a Public Folder to Your Private Folder

1. Open the folder containing the information you wish to copy.
2. Highlight the information you want, using the Ctrl key to select more than one item.
3. Right-click on the highlighted items and drag the mouse over the destination in your Folder List. If you have Admin permissions for a Public Folder, using the left mouse button instead of the right will move the information instead of copying it, thereby removing it from the public file.

To Copy a Public or Private Folder

1. Right-click on the Outlook folder in the Folder List and select Copy “folder name”.
2. The Copy Folder screen will appear.
3. Select the destination folder from the list.
4. Click OK.
5. The folder will appear as a sub-folder of the destination folder.
   • Permissions are not transferred when a folder is copied due to the manner in which Outlook performs Copy and Move operations.

To Move a Public Folder

1. Right-click on the Outlook folder in the Folder List and select Move “folder name”.
2. The Move Folder window will appear.
3. Select the destination folder from the list.
4. Click OK.
5. The folder will appear as a sub-folder of the destination folder, and the original folder will be deleted from the public folders.
   • You can only move a folder if you have Read/Write/Admin access to the folder.
   • Permissions are not transferred when a folder is moved due to the manner in which Outlook performs Copy and Move operations.

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