Professional Documents
Culture Documents
An installation guide
Ravinder Dhaliwal
ibm.com/redbooks Redpaper
International Technical Support Organization
September 2004
Note: Before using this information and the product it supports, read the information in
“Notices” on page v.
This edition applies to Domino Access for Microsoft Outlook, Version 6.5.1
Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Trademarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
The team that wrote this Redpaper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
Become a published author . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viii
Comments welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix
Chapter 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.2 Key advantages of DAMO with Domino . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3 Deployment scenarios for DAMO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.4 Why Outlook support is important . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.5 DAMO overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
1.5.1 Domino mail in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
1.5.2 Domino calendar in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.6 Domino preferences in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1.6.1 Password and security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.6.2 Out of office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
1.6.3 Replication settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
1.6.4 Calendaring and scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
1.6.5 Domino help in Outlook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
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This paper discusses the many advantages of using the Outlook client with Lotus
Domino servers and provides some typical deployment scenarios. A detailed
look at the DAMO architecture is given, together with the ability to use IBM®
Lotus Instant Messaging (formerly Sametime®) with the Outlook client. This
paper also provides DAMO installation instructions for both Outlook 2000 and
Outlook XP.
Alan Lepofsky
IBM, Cambridge, MA, USA
Brendan Crotty
IBM, Cambridge, MA, USA
Carl Tyler
Instant Technologies, Durham, NH, USA
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Preface ix
x Domino Access for Microsoft Outlook
1
Chapter 1. Introduction
Domino Access for Microsoft Outlook (DAMO) is an important new addition to the
Domino 6.5.1 extended products. DAMO allows Outlook client users to easily
access mail and calendar data stored on Lotus Domino servers.
This chapter discusses the many advantages of using the Outlook client with
Lotus Domino servers, as well as providing some typical deployment scenarios.
This is a significant step in the release, testing and support of these products and
most importantly ensures that when installing or upgrading, customers can be
confident that all of the 6.5.1 products will work seamlessly with one another as
well as being backwards compatible with previous releases.
Domino Access for Microsoft Outlook (DAMO), is an important part of the 6.5.1
platform and represents IBM Lotus’ continuing commitment to integrate its
technology with software from other vendors, while bringing the many inherent
strengths of the Domino collaboration products to bear.
Once installed, users continue to read their mail, perform calendar and
scheduling tasks, and manage their contacts in Outlook just as they always have,
however, no retraining is required.
There are several similar solutions to DAMO currently available from other
vendors (including Microsoft), however, these generally require the Lotus Notes®
client to also be installed on the same workstation as Outlook. In this case, each
desktop in the organization has to have new software installed resulting in a
significant deployment cost which largely negates the benefit of allowing end
users to continue using the Outlook client. DAMO is unique, because it simply
installs as a plug-in to the existing Outlook client on the user’s workstation.
DAMO also a very small desktop “footprint” (approximately 30 MB), which also
helps ease its deployment.
Important: All of these features (and many others not covered here), are built
in to Domino, and therefore require no additional product purchases or
installation.
These benefits are discussed in more detail in the next section, 1.2, “Key
advantages of DAMO with Domino” on page 3, and throughout the rest of this
chapter.
Note: As previously discussed, DAMO is part of the 6.5.1 platform and can be
downloaded from the Lotus Passport Advantage® Web site. It is also
important to note that DAMO will be shipping as a standard feature of Domino
Release 6.5.2.
Chapter 1. Introduction 3
them to leverage the increased scalability, reliability and performance
available on non Windows based operating systems.
Clustering - A cluster is a group of Domino servers which provide clients with
automatic load balancing and failover if a server or servers in the group are
not available. Servers may be inaccessible due to planned outages such as
upgrades, or due to unplanned outages such as hardware failures.
Clustering is a built in Domino server feature and has been available since
Release 4. As it works at the Domino server level it is completely independent
of the underlying hardware and operating system thus allowing a cluster to
contain servers with completely different hardware and operating systems.
This gives organizations far more deployment choices for load balancing and
failover and also allows them to leverage the scalability, reliability and
performance available with different operating systems. For example a cluster
can contain servers running Windows 2000, Linux, Solaris and AIX but the
load balancing and failover is automatic and transparent to the client
regardless of whether the client is Outlook, the Notes client or even a browser.
DAMO therefore takes full advantage of Domino’s built-in advanced clustering
features, providing Outlook users with a fully reliable messaging system at all
times without any client side configuration or having to purchase any
additional failover / load balancing products.
Replication and Network Compression - DAMO enables the Outlook client to
use Domino’s advanced streaming replication technology to synchronize the
native Outlook PST storage file located on the user’s machine, to a Domino
based mail file residing on the Domino server. Users work with their mail and
calendar offline, and their data is synchronized with the server next time they
connect, thus greatly improving end user performance while reducing network
bandwidth usage
DAMO therefore takes full advantage of the Notes Remote Procedure Call
(NRPC) protocol to send mail from client workstations to the Domino server,
and for mail routing between servers. Domino’s built-in compression
significantly decreases the number of bytes sent during these transactions
thus reducing network bandwidth usage, leading to reduce costs.
Preventing Unwanted / Unsolicited e-mail - DAMO allows Outlook users to
leverage Domino server’s anti-spam technology. This allows administrators to
manage SPAM at the server level, therefore drastically reducing the amount
of unwanted mail that reaches the user’s inbox. Some of the many Domino
anti SPAM features include:
– Domino Name System (DNS) Blacklists which allow incoming e-mails to
be checked against lists of know SPAM offenders
– Server based mail rules where administrators can set filtering conditions
based on specific criteria and then define actions to take
Chapter 1. Introduction 5
and configurations of user, their mail and calendar entries either on an
individual user basis, or for logical groups of users e.g. by Exchange server,
department or geographic location without the cost of purchasing additional
migration tools
The Outlook client user simply logs on to their Windows file server as normal (for
example an NT4 or Windows 2000 server), and through the Single Log On
feature in DAMO is able to access their mail which is now on a Domino server.
Notice how the Domino servers in this scenario are clustered for failover despite
being on completely different operating systems.
Domino clustering allows for active users on both servers and these users can be
any mixture of Notes client, Web Browser or Outlook with DAMO users.
As Domino fully supports the LDAP protocol, DAMO could be used in a scenario
where an Outlook user’s mail is stored on a Domino mail server, but the Domino
mail server is using a corporate LDAP directory for name and group lookups.
Note: If the user in the scenario described in Figure 1-2 on page 8 was
logging in to Active Directory (as opposed to say Windows NT®), then Active
Directory could also act as the Corporate LDAP directory for both the Outlook
client and the Domino servers.
It should also be noted, that the Domino Directory itself can also be used as a
corporate LDAP directory and is frequently deployed by organizations as one.
Chapter 1. Introduction 7
Figure 1-2 Using DAMO with Domino mail servers and a corporate LDAP directory
However, despite these features, changing the Outlook client is often strongly
resisted by end users as change = trauma. This in turn can lead to a loss in user
productivity and therefore an overall rise in costs.
Chapter 1. Introduction 9
1.5 DAMO overview
Before delving in to the detailed architecture of DAMO it is important to
understand what the Outlook user experience is like when using Domino as the
back end.
Chapter 1. Introduction 11
Calendar entries
Figure 1-6 shows in more detail how an individual calendar entry in the Notes
client appears in Outlook. Notice how the information from the Notes calendar
data is displayed in the regular Outlook format.
Chapter 1. Introduction 13
Contacts in Outlook
Figure 1-8 shows how contacts appear in Outlook. Again, note how they are
presented in the regular Outlook format that users are familiar with.
Notice how the Domino Directory simply appears as an additional directory in the
regular Outlook directory pull-down menu.
This greatly assists users with mail addressing and retrieving user information
and is particularly helpful in any periods of co-existence between Domino and
Exchange (as user entries will typically be split between both mail systems
during a migration).
Chapter 1. Introduction 15
The fact that Domino is able to make other corporate LDAP directories available
to Outlook users means that users can very easily gain access to a greater
amount of corporate data.
DAMO installs these preferences in to the Outlook client and makes them
available from the usual Outlook options menu.
Outllook users, therefore, have the ability to change their Notes password from
within the Outlook client and can also import and export certificates (for example,
an X.509 certificate) into their Notes ID.
Chapter 1. Introduction 17
Figure 1-12 Single Log On options installed in to the Outlook client by DAMO
Not only is the single log on feature extremely convenient for end users, it also
helps to greatly reduce the administrative tasks associated with password
maintenance.
More importantly though, it gives Outlook client users all the added benefits of
Notes/Domino’s robust private/public key security architecture.
More information about the Single Log On option can be found in 4.1,
“Installing DAMO” on page 48.
As can be seen in Figure 1-13, the functionality available in the Notes client is
now reproduced in the Outlook client.
Outlook users have the ability to set specific out of office preference handling
options.
Chapter 1. Introduction 19
1.6.3 Replication settings
Replication is the pivotal mechanism used by DAMO for mail and calendar data
synchronization between the Outlook client and Domino servers.
These preferences allow users to control which server they replicate their data
with, the replication schedule, what to do if their server mail file exceeds it quota
and most importantly these options give Outlook users the ability to encrypt and
compress their replication sessions with the Domino server.
This ensures that network communications between the Outlook client and the
Domino server are both optimal and secure.
Again, these options help demonstrate how Outlook clients are able to easily
take advantage of Domino’s superior replication, compression and security
features.
These preferences give Outlook client users the ability to set their Time Zone, to
define the hours and days their calendar is made available, as well as the ability
to automatically process specific types of calendar invites.
For example users can automatically accept or decline meeting invitations and
users also have the ability to send automatic responses to invitations from
specific users.
Chapter 1. Introduction 21
1.6.5 Domino help in Outlook
Figure 1-16 shows the help information installed in to the Outlook client by
DAMO.
The ability to readily access help information from within the Outlook client
significantly improves the end user experience as well as helping to reduce the
number of queries for administrators.
Note: DAMO has a very small “footprint” on the user’s workstation. The
MSI package itself is approximately 30 MB and once installed, takes up
approximately only 70 MB of additional disc space (not including the
user’s.PST file).
The ability to change Domino preferences from within the Outlook client.
DAMO, therefore, adds a new Domino Preferences page to Outlook’s Options
window. This integrated display add-in provides users access to many
Domino features and settings. Some of the many features users can access
from Outlook are:
– Change the password for their Notes ID
– Enable/Disable the Out of Office agent
– Manage replication settings
Free/Busy
Addin
Preference
Addin
NRPC
Extension
Manager
Replication
MAPI 6.51
Layer
or higher
Service Provider Interface
Mapping
Module
NSF Mail.box
Cache Mail.box
PST
Outlook DAMO Domino
Skipping ahead slightly, the third layer is the Domino server which is now hosting
the user’s mail file. The mail file contains the user’s mail and calendar data that
has been previously migrated from a Microsoft Exchange server (using Domino’s
built-in Domino Upgrade Services tools).
Note: For more detailed information about Domino Upgrade Services, refer to
the redbook Migrating from Microsoft Exchange 5.5 to Lotus Domino 6,
SG24-6955, which can be found at:
http://publib-b.boulder.ibm.com/Redbooks.nsf/RedbookAbstracts/sg246955.html?
Open
The second or middle layer is DAMO itself which acts as the “binding” layer
between the Outlook client and the Domino server.
As the DAMO layer is built up of components that interact with each other, future
DAMO enhancements and features are easier to develop and deploy.
The DAMO layer also provides additional add-ins to allow the Outlook client to
interrogate Domino calendar and scheduling features as well as the add-in that
allows Domino specific preferences to be modified in the Outlook client.
The following sections discuss these modules and layers in greater detail.
Outlook
Events
Extension
NRPC
Manager
Replication
Layer
MAPI Mapping
PST Module
Cache Mail.box
The Extension Manager interface details notification events and data types and is
exposed in the Domino software development kit.
Exposing the interface in this way allows the Extension Manager to be easily
modified and as future Domino server versions are released and newer features
are added, enhancements can easily be made to DAMO.
Outlook
Events
Extension
NRPC
Manager
Replication
Layer
MAPI Mapping
PST Module
Cache Mail.box
The replication layer also controls things such as folder management (create,
delete, rename) as well as “Outlook events” (such as, send mail, send invitation
etc.).
Finally, the replication layer handles the management of local cache information
for things such as read/unread marks. Caching this information locally also
provides significant performance gains for Outlook client users.
Outlook
Events
Extension
NRPC
Manager
Replication
Layer
MAPI Mapping
PST
Module
Cache Mail.box
The mapping module efficiently itemizes entry properties and document items for
translation and interacts with the replication layer to map them appropriately
when replication occurs.
The mapping module also ensures outgoing Outlook client mail is mapped to the
Domino Mail.box facilitating mail routing. It is also responsible for attachment
support.
Figure 2-5 shows how the mapping module translates and maps items between
Domino and Outlook when replication occurs.
Mapping
Module
Outlook Notes
Entry Document
Properties Items
MAPI
Message Address
Transport
Store Book
Provider
Provider Provider
PST
Service providers are specified in a user profile and include the message store
provider which stores and retrieve messages from the .PST file, the address
book provider for contact information and a transport provider to handle the
sending and receiving of messages.
The DAMO layer hooks in to these standard Outlook providers, thus allowing the
Outlook client to continue with its normal operations, while the components in the
DAMO layer handle the interaction with the Domino server.
For example, DAMO uses its hook to the transport provider to send and receive
messages from the Outlook client via the replication layer (which in turn handles
the synchronization with the Domino server).
These add-ins are seamlessly integrated with the Outlook user interface as
additional items in the Outlook client’s options menu.
As can be seen in Figure 2-9 and Figure 2-10 on page 33, the integration of
these add-ins is seamless.
These add-ins are designed using the Component Object Model (COM) add-in
architecture and housed in ActiveX DLLs (in-process servers).
The integration of these add-ins with the Outlook client is achieved via the
Outlook object model and the Windows Registry.
IBM has partnered with Instant Technologies to provide the instant messaging
and presence awareness capabilities of Sametime for use with the Outlook
client.
This gives organizations more hardware and software options, together with a
greater level of deployment flexibility, while at the same time helping them to
leverage the inherent scalability, reliability, and performance of many of the
non-Windows based operating systems.
While providing a highly secure and scalable solution, IBM Lotus Sametime also
fully supports the LDAP protocol. This allows organizations to leverage existing
corporate directories with no need to maintain and administer additional user and
group repositories and passwords.
More significantly, by using IBM Lotus Sametime with the Outlook client there is
no requirement to “rip and replace” the underlying operating system. Also,
because Instant TeamMessenger supports Outlook 2000 and higher there is no
need to upgrade the end user’s Outlook client either.
As a result, by using IBM Lotus Instant Messaging with the Outlook client and
Instant TeamMessenger, organizations gain massive total cost of ownership
savings (while having the added benefit of not disrupting end users).
Figure 3-1 shows the Who is Online feature that Instant TeamMessenger installs
in to the Outlook client.
Figure 3-2 on page 38 shows the user Buddy List that Instant TeamMessenger
installs into the Outlook client.
The buddy list can be added to manually from a corporate directory (which for
IBM Lotus Sametime can be any LDAP v3 compliant directory), or dynamically by
selecting names from the user’s mail messages.
IBM Lotus Sametime has the facility to log all chats at the server, however it may
also be convenient for day to day working purposes for users to be able to save
chats locally and retrieve them for future reference.
With Instant TeamMessenger, chat sessions can be stored to the user’s journal.
Aside from being readily available for reference, the chat sessions are also
stored by date and time order.
This can be particularly useful for following the progress of a chat over a period of
time (for example, the status of a current project).
Attention: The various scenarios in this section refer to both DAMO and
Instant TeamMessenger being installed with the Outlook client.
It should be noted that these products are independent of on another and can
be installed together or individually depending on an organization’s
requirements.
The Outlook client user simply logs on to their Windows file server as normal (for
example an NT4 or Windows 2000 server), and through the Single Log On
feature in DAMO is able to access their mail which is now on a Domino server.
With the Instant TeamMessenger software also installed in the Outlook client, the
user also has Instant Messaging and presence awareness available which is now
using the IBM Lotus Sametime server.
Notice how the Domino servers in this scenario are clustered for failover despite
being on completely different operating systems.
Domino clustering allows for active users on both servers and these users can be
any mixture of Notes client, Web Browser or Outlook with DAMO users.
Notice also how the Sametime server is also using a different operating system.
This ability to use a variety of operating systems gives organizations far greater
deployment flexibility than with Microsoft’s instant messaging solution which is
based entirely around migrating to the Windows 2003 and Active Directory
platform.
As with the scenario discussed previously for DAMO (see Figure 1-2 on page 8),
in some instances an organization may want to utilize an existing corporate
LDAP directory for user and group names.
As Domino and Sametime both fully support the LDAP protocol, DAMO and
Instant TeamMessenger could be used in a scenario where an Outlook user’s
mail is stored on a Domino mail server, but the Domino mail server and
Sametime server are both using a corporate LDAP directory for name and group
lookups.
Note: If the user in this scenario was logging in to Active Directory (as
opposed to say Windows NT) then Active Directory could also act as the
Corporate LDAP directory for both the Outlook client and the Domino /
Sametime servers.
It should also be noted, that the Domino Directory itself can also be used as a
corporate LDAP directory and is frequently deployed by organizations as one.
Prerequisites
1. Your computer must be running the Windows 2000 or Windows XP operating
system.
2. The following release of MS Outlook 2000 with SP2 must be installed on the
system before you can install Domino Access for MS Outlook 6.5.1.
3. Microsoft Outlook must be set as the Default Email Client. To verify, open your
Microsoft Internet Explorer (IE) browser and select Tools → Internet Options
→ Programs.
4. Microsoft Outlook must be installed in Corporate or Workgroup mode as
opposed to Personal mode or No Email mode. To verify the release and mode
of MS Outlook, select Help → About Microsoft Outlook from its menu. A
dialog box will appear and will display your Outlook release and mode at the
top.
Installation
1. Run the C563HIE.EXE file
2. The InstallShield Wizard will load. Select Next in the Welcome to IBM Lotus
Domino Access for MS Outlook window.
3. After reading the License Agreement, select I accept the terms in the
license agreement and select Next.
4. On the next install window, type your user name and organization, then select
the desired choice under Install this application for:
– Anyone who uses this computer (All users)
– Only for me
5. Then select Next. This particular set of instructions follows the path where
Only for me has been selected.
8. The next window will display a bar which will show the progress of the
installation.
9. Once the files have been installed a Setup window appears. Enter your name
and your Domino server name in the boxes provided. For the Domino Server
name, be sure to enter the hierarchical name, for example,
ServerA/East/Acme. Select Next.
10.Another installation window will appear, and will show you the status of the
setup (such as "Creating Domino environment and configuring MAPI profile").
11.Next, a Domino Mail dialog box appears. The purpose of this dialog is to
inform you that, for a MAPI profile to be successfully configured, Outlook must
be set as the default mail client. When you see the dialog, select OK.
Post installation
When you first start MS Outlook, you will likely be prompted for a profile to use (a
Domino profile, or some other profile). However, this depends on the current
settings in Outlook's preferences.
After this profile prompt, you may also be prompted with a Domino Password
dialog box. Again, this may depend on your current Outlook settings.
Note: This box will not appear if the single logon feature was installed, or if
you clicked the Save your Password option on the password dialog box.
When you load Microsoft Outlook, an e-mail will appear in your Inbox from
"System Administrator" with the subject:
Welcome to IBM Lotus Domino Access for Microsoft Outlook!
Prerequisites
Before you install DAO 6.5.1 on Outlook XP, the following prerequisites must be
met:
1. Your computer must be running the Windows XP or Windows 2000 operating
system.
2. Microsoft Outlook 2002 with SP2 (also known as MS Outlook XP) must be
installed on the system before you can install Domino Access for MS Outlook
6.5.1.
3. Microsoft Outlook must be set as the Default Email Client. To verify, open your
Microsoft Internet Explorer (IE) browser and select Tools → Internet Options
→ Programs.
4. Your Domino Server(s) must be Domino Server 6.5.1 or higher.
Installation
1. Install Outlook 2002 (XP) on the workstation. When setting up, choose to not
configure an e-mail account by selecting No in the Account Configuration
dialog box.
9. The next window will display a progress bar which will show the progress of
the installation.
10.Please note that if your User ID is not attached to your Person document
which is stored in the Domino Directory, you will see a dialog box with the
message:
Setup could not find your ID file on the server. If you have a disk with
your Notes ID, then enter the file name below. If you don't have a User ID,
please contact your administrator.
11.When you browse to your User ID and then select Next, you will be prompted
to enter your Domino password.
12.Another installation window will then appear, and will show you the status of
the setup (such as "Creating Domino environment and configuring MAPI
profile").
13.Next, a Domino Mail dialog box appears. The purpose of this dialog is to
inform you that, for a MAPI profile to be successfully configured, Outlook must
be set as the default mail client. When you see the dialog, select OK.
Post installation
When you first start MS Outlook, you will likely be prompted for a profile to use (a
Domino profile, or some other profile). However, this depends on the current
settings in Outlook's preferences
After this profile prompt, you may also be prompted with a Domino Password
dialog box. Again, this may depend on your current Outlook settings.
Note: This box will not appear if the single logon feature was installed, or if
you clicked the Save your Password option on the password dialog box.
When you load Microsoft Outlook, an e-mail will appear in your Inbox from
"System Administrator" with the subject:
Welcome to IBM Lotus Domino Access for Microsoft Outlook!
REDP-9126-00