Oracle Beehive Extensions for Outlook Help - Supplement to Client Help

What is Oracle Beehive Extensions for Outlook?

Oracle Beehive Extensions for Outlook provides a more collaborative environment within Outlook's integrated e-mail, calendar, contact, and task-based functionality. Using Oracle's robust collaboration features, you can easily save, organize, find, and share your project content.

Through Oracle Beehive Extensions for Outlook, you can access Oracle Beehive team and personal workspaces, folders and documents remotely. If you like to access e-mail from your phone, you can even configure your mobile device to receive notifications sent to your Oracle Beehive Extensions for Outlook account.

For more information on how to configure your mobile device to receive Oracle Beehive notifications, refer to the Configuring Mobile Devices Help page.

What features are included in Oracle Beehive Extensions for Outlook?

Oracle Beehive Extensions for Outlook includes the following features:

• Integrated Oracle Beehive Conferencing (schedule and join)

• Enhanced document control and management:

  • Sensitivity control on folders and documents

  • Explicit document lock/unlock

  • Document version control:

    • Configuration

    • Check-in/check-out/cancel check-out

• Efficient document sharing and collaboration (context menu options)

• Expanded document properties (copy URL, labels, version, lock status, version history)

• New Server-side rules

• Server-side directory search on users, resources, and groups

• Reminders on day events

What operating systems does Oracle Beehive Extensions for Outlook support?

Oracle Beehive Extensions for Outlook supports Microsoft Windows 2000, XP, and Vista operating systems, with the following versions of Microsoft Outlook: 2000, 2002, 2003, 2007.

How do I access Oracle Beehive Extensions for Outlook?

Oracle Beehive Central provides direct access to all Oracle Beehive hosted applications.

To download the Oracle Beehive Extensions for Outlook client, follow the steps described in Where do I download Oracle Beehive Extensions for Outlook?.

To access Oracle Beehive Extensions for Outlook, users must provide credentials for authentication.

Where do I download Oracle Beehive Extensions for Outlook?

Oracle Beehive Central provides links to each Oracle Beehive application available for download.

To download Oracle Beehive Extensions for Outlook:

1. Access the Download Center by clicking Downloads.

2. On the Download Center page, click to download Oracle Beehive Extensions for Outlook.

3. After downloading, locate the Oracle Beehive Extensions for Outlook client on your system, and click the Oracle Beehive application icon to begin installing.

What is my Username and Password?

Your company will have assigned each user specific credentials to use for Oracle Beehive Extensions for Outlook. Your username is typically your e-mail address. Check with your Oracle Beehive system administrator for your assigned password.

How do I move or copy a folder from one workspace location to another within Oracle Beehive Extensions for Outlook?

To move or copy a folder from one Workspace location to another, simply right-click the folder, and select Copy [folder name] or Move [folder name]. In the Copy [or Move] Folder window, select the new folder location, then click OK.

How do I move or copy a document into a workspace?

You can move a document from one location (either in or outside of) Oracle Beehive Extensions for Outlook to a Beehive workspace by using drag-and-drop, or cut-and-paste functionality. To copy a document, you can simply copy and paste, leaving the original document in place, with a copy pasted into another Oracle Beehive Extensions for Outlook workspace.

To move (drag and drop) a document into a workspace:

1. Locate and select the document you want to move, (either within in Oracle Beehive Extensions for Outlook, or in another location on your system).

2. In Oracle Beehive Extensions for Outlook, drag and drop the document (such as from Windows Explorer Folders view) into the workspace folder you select (such as Documents) in the Oracle Beehive Extensions for Outlook Folder List.

To move (cut and paste) a document into a workspace:

1. Locate and select the document you want to move, then type Ctrl+X to cut the document from the current location. (Optionally, in Oracle Beehive Extensions for Outlook, click the Edit menu, and select Cut.)

2. In the selected workspace folder, type Ctrl+V to paste the document into the new location.(Optionally, click the Edit menu, and select Paste.)

To copy (copy and paste) a document into a workspace:

1. Locate and select the document you want to copy, then select the document and type Ctrl+C to cut the document from the current location. (Optionally, in Oracle Beehive Extensions for Outlook, click the Edit menu, and select Copy.)

2. In the selected workspace folder, type Ctrl+V to paste the document into the new location. (Optionally, click the Edit menu, and select Paste.)

How do I check my current server storage space usage?

You can periodically check the current storage space usage by looking at your workspace quota within Oracle Beehive Extensions for Outlook.

To check your current workspace quota:

1. In the Tools menu, select Workspaces, then Workspace Quota.

   View the Hard quota, Soft quota, Used space, and Status.

2. Click Close.

How do I start Oracle Beehive Extensions for Outlook offline?

To switch to offline mode in Oracle Beehive Extensions for Outlook, click the File menu, and select Work Offline.

How do I configure synchronization settings in Microsoft Outlook 2002, 2003 or 2007?

When connected to the network, Oracle Beehive Extensions for Outlook will refresh folders automatically based on notifications from the Beehive server whenever changes in data occur. However, whether you are online or offline, you can change settings such as how frequently synchronizations occur, and which folder or folder items you want to synchronize.

For information on configuring offline settings (synchronizing between online and offline states), refer to the section Working Offline in the Oracle Beehive Extensions for Outlook client Help.

To set up synchronization with Beehive using Outlook 2002, 2003 or 2007:

1. From the Tools menu, select Send/Receive then Send/Receive Settings, then Define Send/Receive Groups.

2. In the Send/Receive Groups window, ensure that the Include this group in send/receive (F9) option is selected (by default).

3. Optionally, if you want synchronization to occur at scheduled intervals (versus manual synchronization), then select the Schedule an automatic send/receive every option, and select a time interval in the minutes box.

   
   

   Note: In most cases, you will not need to manually synchronize your data because the Beehive server is configured to notify all Beehive clients and automatically reconciles changes.

   
   

4. In the box above, select the All Accounts group name and click Edit.

5. In the Send/Receive Settings window for the selected group, under Account Options, choose from the following manual synchronization options. (Optional.)

   1. If you want to only perform manual synchronizations, then select Refresh folder when notified.

   2. If you want the refresh to occur in scheduled intervals then select the Refresh folder every option, and select a time interval in the minutes box.

6. In the Folder Options window, select the folders/items and their subfolders/items you want to synchronize, and set the synchronization levels for each item:

   • None: No items in the folder are synchronized.

   • Headers: Only item headers are synchronized. (This option is only available for e-mail folders and document folders.)

   • Full: All data, including attachments, for items in the folder are synchronized.

7. When finished, click OK, then Close.

How can I turn off Calendar e-mail notifications?

To turn off Calendar e-mail notifications:

1. From the Tools menu, select Options.

2. Click the Beehive tab.

3. Under Notifications, click Notify Options.

4. Clear the I want to receive notifications option.

5. Click OK.

How do I purge deleted messages from my Inbox?

From the Tools menu, select Expired Messages, then choose either Delete Permanently, or Clear Expiry Flag.

Why do I get a Your server is slow... message?

Occasionally, when the server is busy processing requests you may notice a pop-up message that appears above your system tray. The message notifies you of possible temporary delays in downloading new items from the server or delays in synchronizing/uploading local changes to the server. You can continue to use the Oracle Beehive Extensions for Outlook without any issues while this occurs.

What is the difference between Deleted Items and Trash folders?

When you delete an item in Outlook, the item is moved to the Deleted Items folder. However, different applications use different folder names for deleted contents. If you delete an item in an IMAP application (such as Thunderbird), the item is moved to the Trash folder. The Trash folder is the default folder for items being deleted in Thunderbird, whereas the Deleted Items folder is the default folder for items being deleted in Microsoft Outlook.

How do I recover from a synchronization issue?

In general, synchronization issues occur when items could not be successfully updated on the server from Outlook. Synchronizations errors are uncommon. However, in cases of intermittent network/server instability, these errors may occur more frequently. Other cases in which a synchronization issue may occur may include when a meeting cannot be created due to a resource that was already booked.

How do I resolve a meeting scheduling error?

Most meeting scheduling errors are caused by booking conflicts with resources or in rare cases, inviting attendees who set the option not to be invited to any meetings. In the latter case, a system tray notification appears. Clicking the pop-up notification will show the synchronization issue item in the Synchronization Issues dialog box.

From the Synchronization Issues dialog box, you can determine the cause of the issue for that meeting by viewing the Error Details section. If the cause of the synchronization issue is due to a booking conflict with a resource, the Error Details section lists the name of the meeting causing the issue, and show the reason (in this case, which resource could not be booked), and provide ways to troubleshoot the issue.

• Resource Conflicts For issues with a resource conflict, try one of the following actions:

  • Move the meeting to another time when the resource is not booked

  • Remove the resource from the meeting

What should I do if I suspect Outlook folder contents are not in sync with the server?

If you suspect that your Outlook folder or its contents may not be synchronized with the server (new messages or folders are not being downloaded, and/or modified, or moved messages are not uploaded to the server), then try the following actions to verify and correct the inconsistency:

• Open Zimbra On a supported browser, open the Zimbra Web application on the same machine to connect to Beehive. You should be able to verify the contents of the Outlook folder.

  
  

  Note: If no changes were saved to the server (not seen in Zimbra), or if you are not seeing changes in Outlook that are present in Zimbra, then try resetting the folders by checking folder Properties.

  
  

• Check folder Properties If you have changes that have not been saved on the server, copy the items (cached locally) to a backup .pst (personal) file, then reset the folders:

  1. Right-click the folder, and select Properties.

  2. Click the Administration tab.

  3. Under Folder Actions, click Reset.

  After all contents are downloaded, copy the backup items in the server folder of Outlook.

  
  

  Note: If the folder and its content still appear to be inconsistent after the reset, then copy any changes you have made locally into a .pst (personal) folder, then reset the Outlook profile. (Refer the section Modifying a Profile in the Oracle Beehive Extensions for Outlook client Help. After the profile is reset, copy the same local changes from the .pst folder back to your Outlook profile. You may want to contact your administrator for further assistance.

  
  

How do I reduce my Quota usage?

The best way to reduce the quota usage is to archive old messages from your server folders into to a .pst (personal) folder by using Outlook's Auto Archive feature.

Why does my meeting time appear to be off by an hour on Windows 2000?

On Windows 2000 operating systems, Oracle Beehive Extensions for Outlook may show scheduled meeting times offset by an hour. This could happen when the organizer schedules the meeting to occur in a month either during the standard or daylight savings time period, when the meeting itself was scheduled in the opposite time period.

This is due to lack of support for time conversion functionalities in Windows 2000. As a workaround, you may want to alert other Windows 2000 users of this limitation when scheduling meetings that will occur outside of the current time period (standard or daylight savings). Alternatively, you can use a calendar in another Beehive-supported time management application, or upgrade your Windows operating system. Microsoft has resolved this issue in Windows XP and later operating systems.

Why does my Global Address List show only some users and not the complete directory?

A new feature in Oracle Beehive Extensions for Outlook provides administrators with an option to control what users/groups are initially downloaded to the Global Address List in Outlook. By default, all new (or migrated) users see only an initial list that includes their manager, peers, direct reports, and groups. Additional contacts are downloaded and added to the local Global Address List as required by the task, such as when users send and receive e-mail.

Why aren't my working hours that I changed in Beehive Central reflected in Outlook?

Oracle Beehive Extensions for Outlook does not currently synchronize with working hours stored on the Beehive server. Therefore any changes you make to your working hours preferences in Beehive Central will not be reflected in the Oracle Beehive Extensions for Outlook client.

It appears Oracle Beehive Extensions for Outlook retains sensitivities when documents are added to folders. How do I change this?

When a user adds a document to a folder, Oracle Beehive Extensions for Outlook retains the sensitivity of the document even if it differs from the sensitivity of the folder. This behavior may have unintended results, especially if the intent is to move a private document to a public folder for wider distribution. If this is the case, you need to manually change the sensitivity of the document (Private) to match that of the destination folder (Public).

I don't see the Document Actions menu option. How do I check in/out [or lock/unlock] documents?

The Document Actions menu option becomes available from the Actions menu only when versioning on the parent folder or workspace is enabled. Follow the steps to enable versioning on your selected workspace or folder first (as described in the section Configuring Versioning in Oracle Beehive Extensions for Outlook Help).

To set versioning on a workspace or folder:

1. Right-click the folder or workspace containing the documents you want to set up for versioning, and select Properties. (If you select a workspace, the menu will show Properties for Workspace - [name].)

2. Click the Versioning tab.

3. Select the type of versioning you want to apply to all documents in the selected folder or workspace, then click OK.

Continue with steps to check in/out or lock/unlock your document as described in the section Document Control and Management in Oracle Beehive Extensions for Outlook Help.

I moved/copied a document to the Public folder, but users cannot access it.

Moving or copying a document to the Public folder does not automatically make the document available to all users. To ensure other users can access your document, you must manually set the sensitivity on the document to Public.

I upgraded to Microsoft 2007, and now Outlook won't start.

Oracle Beehive Extensions for Outlook must be installed on the new operating system before your Microsoft Outlook will start. Download the latest version of the Oracle Beehive Extensions for Outlook client from the Download Center on Beehive Central. (See also Beehive Central Help.)

How do I upgrade my version of Oracle Beehive Extensions for Outlook?

You will be notified when new software updates are available via your Windows system tray (lower right corner of your screen).

I'm unable to install Oracle Beehive Extensions for Outlook on Microsoft 2000, even after installing SP-3.

Your Microsoft Outlook configuration is not running in the proper mode. Oracle recommends changing your configuration to Workgroup mode. Follow the steps below to change to a Workgroup configuration:

To change your configuration mode:

1. From your Microsoft Outlook Tools menu, select Options.

2. Click the Mail Delivery (or Mail Services) tab, then select Reconfigure Mail Support.

3. On the E-mail Service Options page, select the Corporate Workgroup mail support option, then click Next.

4. At the confirmation dialog, click Yes. Microsoft Outlook will close.

5. Restart Microsoft Outlook. The Windows installer will start and install the required files.

I can't get Oracle Beehive Extensions for Outlook to shut down completely. The icon still appears in my Task bar.

Check your Windows Task Manager for Microsoft Outlook processes that may still be currently running, and end those processes.

To end all Outlook processes to close Outlook:

1. Access your Windows Task Manager by typing Ctrl+Alt+Delete, then click Task Manager.

2. Click the Processes tab.

3. Select the OUTLOOK.EXE process, then click End Process.

I'm unable to send e-mail in Rich Text format in Oracle Beehive Extensions for Outlook.

Oracle recommends changing your Microsoft Outlook option for e-mail composition format from Rich Text to HTML.

To change to e-mail formats:

1. From the Tools menu, select Options.

2. In the Options window, click the Mail Format tab.

3. Under the Message format section, choose HTML from the message format list.

4. Click OK.

All Rich Text formats will be converted to plain text using Oracle Beehive Extensions for Outlook.

What is the limit for the number of attendees I can add to a Calendar meeting invite?

You can create a meeting with up to 5000 attendees. The meeting can be either a single occurrence with the maximum number of attendees, or a recurring meeting totalling the maximum number of attendees at the end of the final occurrence. For example you may schedule a recurring meeting with 100 occurrences each with 50 attendees.

Can I view the e-mail MIME headers in Oracle Beehive Extensions for Outlook?

Oracle Beehive Extensions for Outlook does not use MIME to display e-mail in Microsoft Outlook, nor use IMAP/SMTP to submit e-mail to the server. Rather, Oracle Beehive Extensions for Outlook uses a proprietary Oracle/Beehive XML type encoding as payload of all its data between the client and the server.

If you need to access detailed MIME data, you can obtain header information by pointing an IMAP client to the same e-mail account. Check with your system administrator if you need further assistance.

Why can't I access the folders in my resource calendar?

When adding a resource calendar to your list of calendars that you frequently access, other folders are added automatically in the Folder list under that resource, such as contacts, tasks, inbox). However, by default, you do not automatically have access to the content in those folders.

Why can't I access any content in a team workspace?

You must be added as a team member to a workspace in order to access any of its content. Check with the team workspace owner to be sure you are added as a member, and grant you access to that workspace.

Known Issues

This section includes the following issues that are known to exist in this release:

• Copying a Folder Only Copies Part of its Contents (Particular Scenario)

• Delegate May Still Be Able to Access Delegator's Items After Delegate Has Been Removed

• Documents Opened in Preview Pane Do Not Show Changes Made By Others

• Changing Start Date of a Recurring Meeting or Day Event Unexpectedly Generates a Withdrawn Notification

Resolved Issues

This section includes the following issues that have been resolved in this release:

• Server-Side Rules Unexpectedly Reloaded Each Session

• Free/Busy Schedule of Logged On User is Unavailable When Creating an Appointment in a Team Workspace

• E-Mail Created By Resending, Sends Message Even After Silent Failure

• Unable to Convert Day-Event to Meeting When Only End Time Has Changed

• Forwarded Message May Remain in Outbox If Attachment was Not Downloaded in Original Message

• Change to Calendar Meeting Instance May Be Lost if Completed After Changing Series Before Upload

• Copying a Folder Only Copies Part of its Contents (Particular Scenario)

• Reminder Lead Time Set By Delegate May Be Lost

• May Be Unable to Accept/Decline Meeting Invitations

• Remove Change Password Option

• Oracle Beehive Extensions for Explorer Does Not Recognize PST Loading Option in Outlook

• Member Workspaces and Groups Not Updated in Global Address List (Limited Option)

• Meeting is Copied in Personal Calendar When Meetings/Attendees are Modified in Other Workspaces

• Oracle Beehive Extensions for Outlook Global Address List Adjustments for Scalability