Chapter 2 Installing and Configuring the Software on Your Desktop

The Sun Java System Connector for Microsoft Outlook software must be installed and configured on every user's desktop, but after it's installed it will become virtually invisible to you. It will operate automatically, in the background, and will require no maintenance whatsoever.

The system administrator of your network has prepared a special installation package for you, called the Setup Wizard, to install and configure the Sun Java System Connector for Microsoft Outlook on your desktop. These installation packages are designed to simplify and automate the installation process, to spare you much of the time and hassle of having to enter technical information and make technical choices by yourself. Your Setup Wizard also contains a conversion program that can automatically convert any existing Outlook data stored on your desktop— your old messages, address books, contacts, calendar data and so forth— to the new format that the Connector for Microsoft Outlook software can use.

About the Setup Procedure

The procedure to install the Sun Java System Connector for Microsoft Outlook on your desktop may follow any of several different paths, depending on your current system setup, the volume of data (if any) that you want to convert from the old Outlook format to the new format, and other factors. This guide explains all of the screen displays that may appear to various users, but it's a rare case that any single user would see them all, and the ones that don't apply to you will be skipped.

System Requirements

The Sun Java System Connector for Microsoft Outlook requires:

• Operating System: Windows 2000 (Service Pack 3 or higher) or Windows XP (Service Pack 1 or higher). The Setup Wizard will not start under any other operating system.

• Your default email client must be one of these versions of Microsoft Outlook:

  • Outlook 2003

  • Outlook 2002 with Office XP Service Pack 2 or higher

  • Outlook 2000 in Corporate Mode (not in Internet Mode), with Office 2000 Service Pack 3 or higher.

Profiles that May Be Converted

The Setup Wizard can convert the following profile types to Outlook profiles that work with the new Sun Java System Connector:

• Exchange profiles, and POP profiles;

• IMAP profiles from Outlook 2002/XP and Outlook 2003 (but not from Outlook 2000, where IMAP profiles cannot exist in Corporate Mode).

• Sun Java System Connector profiles earlier than version 7 2005Q4 from Outlook 2000 and Outlook 2002/XP (but not from Outlook 2003) can be upgraded toConnector for Microsoft Outlook 7 2005Q4.

Folder Hierarchies for Migrated Data

The Sun server supports only one top-level folder within Outlook for each type of data— Contacts, Notes, Calendar, Tasks or Journal. If the source folder hierarchy contains more than one top-level folder for any one data type (as shown inFigure 2–1 below), only the primary (first-listed) folder appears in the top level after the migration. The other folders of the same data type are migrated to a new second-level folder named My [DataType], also shown in Figure 2–1.

Figure 2–1 Folder Hierarchies for Migrated Data

If a Large PST File Conversion Is Interrupted

If the conversion of a large file is interrupted before its completion (by a power failure, for example), the Setup Wizard offers a Recovery feature that lets you complete a conversion in progress rather than having to start over from scratch. If this should happen to you, please see If a Personal Folder (.pst) File Conversion Is Interrupted.

The Setup Procedure

This section describes the steps to follow in order to install and configure Sun Java System Connector for Microsoft Outlook on your desktop.

Step 1: Starting the Setup Wizard

Your network administrator will tell you how to start your Sun Java System Connector for Microsoft Outlook Setup Wizard—most likely by finding the program name through your Start button, or by an icon on your desktop, or by browsing to a particular location in your network. But no matter how you start the Setup Wizard, the procedure begins with the display of the Welcome screen shown in Figure 2–2.

Figure 2–2 Setup Wizard: Welcome Screen

To Start the Setup Wizard

Steps

1. Read the Welcome message, and click the Next button.

   The Setup Wizard then examines your system to verify the following:

   • Microsoft Outlook is designated as your default email client, and your version of Outlook is supported by this Connector software.

   • the Sun Java System Synchronization program (previously known as the Sun ONE Sync program), which is incompatible with this Connector software, is not installed.

   If Outlook is not set as your default email client, or if an incompatible Sun synchronization program is installed, the Wizard notifies you and prompts you to acknowledge the notice and exit the program. (You will be able to run this Setup Wizard again after you correct the problem.) To resolve either of these problems, see the instructions in Chapter 8, Troubleshooting under:

   • If Microsoft Outlook Is Not Your Default Email Client

   • If a Sun Synchronization Program Is Installed, and Must Be Removed

   Similarly, if your version of Outlook is not supported, the Wizard notifies you of the problem and prompts you to exit the program, and you may rerun the Setup Wizard after you upgrade to a supported version of Outlook.

   Otherwise, if a supported version of Outlook is set to be your default email client, and if no Sun synchronization program is installed: The Setup Wizard copies the necessary files to your computer, and examines your system to see whether the Microsoft Web Publishing Wizard (WPW) is installed. The WPW is a component that lets you share your free/busy schedule with coworkers.

2. Determine whether or not Microsoft Web Publishing Wizard is already installed.

   • If WPW is already installed: The Wizard moves on to the next phase of this installation and setup process. Skip ahead toStep 3: Selecting an Outlook User Profile to Convert .

   • If WPW is not installed: The Setup Wizard prompts you to install it now. Go on to Step 2: Installing Microsoft Web Publishing Wizard.

Step 2: Installing Microsoft Web Publishing Wizard

This screen will not appear (and you may skip this step) if the Setup Wizard finds the Microsoft Web Publishing Wizard (WPW) already installed on your computer. If, however, WPW is not installed on your computer, you should install it now.

Your system administrator has previously specified the file name and location (path) of an installable copy of WPW in your network, and the Setup Wizard displays that information here, as shown in Figure 2–3.

Figure 2–3 Setup Wizard: Checking for Minimum Installation Requirements

To Install Microsoft Web Publishing Wizard

Steps

1. Click Next.

   The Setup Wizard then displays the WPW License Agreement for you to read and accept or decline.

2. Read the entire License Agreement, and click either Yes or No to indicate whether you accept or decline its terms.

   If you answer Yes: The installation kit installs WPW on your computer, and the Setup Wizard moves on to the next phase of the installation process. Go on to Step 3: Selecting an Outlook User Profile to Convert.

   If you answer No: The installation kit does not install WPW on your computer, and the Setup Wizard aborts the entire Sun Java System Connector installation process. (The Setup Wizard will install WPW and proceed with the installation only if you accept the WPW License Agreement by clicking the Yes button.)

Step 3: Selecting an Outlook User Profile to Convert

The screen shown in Figure 2–4appears only if your administrator has configured your Setup Wizard to convert an existing profile, and if the Setup Wizard:

• finds two or more eligible Outlook user profiles connecting to Exchange server(s) on your computer, or

• finds only one eligible profile that is not set as your default.

Figure 2–4 Setup Wizard: Select Outlook User Profile to Convert

An “eligible” profile is any Outlook profile that:

• includes message services of at least one type previously designated by your mail administrator (e.g., Microsoft Exchange, MS POP, MS IMAP, or an earlier version of the Sun Java System Connector)

• has not yet been fully converted (all of its .pst files converted) by a previous run of this Setup Wizard

If the Wizard finds only one eligible user profile, and the profile is designated as your default profile, the Wizard will skip this screen on the assumption that you want to convert the one eligible profile for the new software. Skip ahead to Step 4: Selecting Personal Folders (.pst) Files to Convert.

Similarly, if the Wizard finds no eligible user profile to convert and your administrator has configured the Wizard to create a new user profile in that case, this step 3 does not apply to you— in fact, you can skip steps 4 and 5 too, and resume at Step 6: Entering New Account Login Information.

To Select a Profile for Conversion

This screen prompts you to select a single Outlook user profile to convert for use with the new Sun Java System Connector software. It is very similar to the dialog box you likely see when you start Outlook.

Steps

1. Use the drop-down list box to select the profile you want to convert.

2. Click Next.

Next Steps

You may use the Setup Wizard to convert more than one profile, but only one at a time. You must run the Setup Wizard again for each profile you want to convert.

When you click Next, the Setup Wizard finds all of the Personal Folders (.pst) files associated with the user profile you have selected. Go on to Step 4: Selecting Personal Folders (.pst) Files to Convert.

Step 4: Selecting Personal Folders (.pst) Files to Convert

This screen appears only if you are converting an Exchange profile, and if the Setup Wizard finds one or more “large” .pst files (exceeding a size limit specified earlier by your mail administrator). If you are converting a POP or IMAP profile, or are upgrading to Sun Java System Connector for Microsoft Outlook 7 2005Q4 from a previous version, you may skip this step and the next, and resume at Step 6: Entering New Account Login Information below.

For current Exchange users, the Setup Wizard can convert Contacts, Journal and Notes data from the Exchange server to the Sun Java System Connector profile. The Wizard will automatically convert any .pst files if finds on your desktop that do not exceed the size limit specified by your administrator. If none of your .pst files is “large,” the Setup Wizard simply converts all of your .pst files, and you may skip ahead to Step 5: Entering Exchange Account Login Information. But if the Wizard finds one or more “large” .pst files, the program asks you to specify which files (if any) you want to convert at this time, as shown in Figure 2–5.

Figure 2–5 Setup Wizard: Select Personal Folders (.pst) Files to Convert

The Setup Wizard will convert only those files that are checkmarked in the boxes to the left of the corresponding file names. The displayed list may also include one or more smaller .pst files, automatically checkmarked for conversion and grayed out (so that you cannot unmark them).

The Wizard converts these files to make the mail addresses “live.” Unconverted email messages would still be readable, but you would be unable to reply to them because the unconverted addresses would be in a form that is unfamiliar to your new server. On the other hand, converting large volumes of old messages can take a long time, even several hours if your personal stores happen to run into gigabytes of data. The conversions can run in the background, freeing you and your computer for other work, but it may slow the performance of your other applications. For this reason, if you have some personal stores that are very old, so that the need for a future reply is highly unlikely although you'd like to be able to keep and read the data, you can elect to not convert it. Another option is simply to defer the conversion of larger files to a later time, such as during a lunch break or even overnight.

To Select the .pst Files to Convert

Steps

1. Verify that all the files you want to convert now are marked, and that the files you do not want to convert are not marked.

   To add or remove a checkmark, simply click in the box.

2. Click Next.

   The Wizard then prompts you to provide your personal login information for your old Microsoft Exchange mailbox. Go on to Step 5: Entering Exchange Account Login Information.

Step 5: Entering Exchange Account Login Information

The screen shown inFigure 2–6 appears only if you have previously used Outlook on this computer, and your system is configured to prompt you for this information when you login to use the selected user profile. If you are a new email user who does not have an existing account on the Exchange server, or if your system is configured to not require this information when you log in, this screen will not appear and you may skip ahead to Step 6: Entering New Account Login Information.

To Enter the Requested Information for Your Microsoft Exchange Mailbox

Steps

1. Enter your User name: the Windows account name associated with your Exchange mailbox.

2. Enter your Domain: the domain in which your Windows account resides.

3. Enter your Password: the password for your Windows account.

4. Click the Next button.

   The Setup Wizard then prompts you to provide your personal login information for your new Sun Java System account. Go on to Step 6: Entering New Account Login Information.

   Figure 2–6 Setup Wizard: Enter Microsoft Exchange Mailbox Information

   
   

Step 6: Entering New Account Login Information

This screen, shown in Figure 2–7, appears as part of the Setup procedure for all users, to request your login credentials for the new Sun Java System server.

Figure 2–7 Setup Wizard: Enter Microsoft Exchange Mailbox Information

Some of the fields in this screen may appear grayed out if your network administrator has already entered this information for you. Similarly, the Save user name and password checkbox will not appear if your administrator has pre-configured your software to always or never require this information upon login to Outlook.

To Enter the Requested Information for Your New Account

Steps

1. Enter your Full name: the name that appears in the From field of your outgoing mail messages. This is the “friendly” name displayed to the recipients of your messages.

2. Enter your Email address: your Internet email address.

3. Enter your User name: your account name.

4. Enter your Password: the password for your Sun Java System accounts.

5. If the Save user name and password checkbox appears in this screen: Check or uncheck the option to indicate whether you want to be able to start Outlook without being prompted for this login information every time.

6. Click the Next button.

Next Steps

The Setup Wizard then checks to see if any of the Personal Folders (.pst) files scheduled for conversion are password-protected. Go on to Step 7: Entering Passwords for Protected Personal Folders.

Step 7: Entering Passwords for Protected Personal Folders

The screen shown in Figure 2–8 appears in the Setup procedure if any of the Personal Folders (.pst) files you have selected for conversion are protected by a password, and the password is not saved in the password list. The screen reappears for each password-protected .pst file that is scheduled for conversion. If none of your .pst files is password-protected, or if all of the files' passwords are saved in the password list, the Setup Wizard simply begins converting the selected user profile and .pst file(s), and you may skip ahead to Step 8: Monitoring the Progress Meter.

Figure 2–8 Setup Wizard: Enter Personal Folders (.pst) File Password

To Enter the Personal Folders (.pst) File Password

The screen displays the name, size and location (path) of a password-protected Personal Folders file (.pst file), and prompts you for the password that is required to open the file.

Steps

1. Enter the password associated with the named .pst file.

2. Click Next.

Next Steps

When you have entered the password for the last .pst file that requires a password, the Setup Wizard then begins converting the user profile. Go on to Step 8: Monitoring the Progress Meter.

Step 8: Monitoring the Progress Meter

The screen shown inFigure 2–9 illustrates the Wizard's progress as it converts the selected user profile and the “small” Personal Folders (.pst) files, and copies some data (Contacts, Notes and Journals) from your Exchange server to a local store, so you will have access to this data when you start using Outlook with your new Sun Java System server.

Figure 2–9 Setup Wizard: Converting User Profile (Progress Meter)

When these processes are complete:

• If no “large” Personal Folders (.pst) files are being converted: The Wizard simply displays a notification screen to let you know its work is finished. Go on to Step 9: Exiting.

• If any “large” Personal Folders (.pst) files are being converted: The Wizard notifies you that the profile conversion is complete, and prompts you to begin converting the large Personal Folders files, as shown in Figure 2–10.

Figure 2–10 Setup Wizard: Finishing PST as a Background Process

To Begin Converting Large Personal Folders Files

Step

Click Next.

The Setup Wizard then minimizes itself to your Task Bar, to run the conversion(s) in the background. Since the profile conversion is already complete, you may immediately begin using Outlook with the new Sun Java System server, even as the Wizard continues to convert your larger Personal Folders files. The large-file Personal Folders conversion(s) may proceed for several minutes, or even hours, depending on the size of the file(s) being converted.

Next Steps

The Wizard automatically displays a notification screen when the conversion is finished. Go on to Step 9: Exiting.

To View a Progress Meter in Real Time

Step

Restore the Setup Wizard from the Task Bar to its display window.

Next Steps

The Wizard automatically displays a notification screen when the conversion is finished. Go on to Step 9: Exiting.

Step 9: Exiting

The contents of this Exit screen will vary depending on whether the Setup Wizard has successfully installed the Sun Java System Connector for Microsoft Outlook. The title of the screen reports success or failure.

Setup Process Completes

This screen (e.g., Figure 2–11) simply reports the successful completion of the conversion(s) and of the overall Setup process. Just click the Exit button to clear this screen and close the Setup Wizard. Congratulations! Your Sun Java System Connector for Microsoft Outlook Setup procedure is now complete, and you may now begin using Outlook with the new Sun Java System server.

Figure 2–11 Setup Wizard: Completing the Setup

Setup Process Fails

The Setup Wizard has abandoned the installation process, and the text in this screen will explain why. When the Setup fails, this screen (Figure 2–12) offers a View Log button that will display the contents of the program’s log file, which may offer additional clues to help you diagnose a problem.

Figure 2–12 Setup Wizard: Setup Failed

A Setup failure will be due to one of these four problems:

• Microsoft Outlook is not set as your default email client. For more information and instructions to correct this problem, see If Microsoft Outlook Is Not Your Default Email Client in Chapter 6 of this User’s Guide.

• The Setup Wizard has detected the presence of an incompatible Sun synchronization program on your computer. For more information and instructions to correct this problem, see If a Sun Synchronization Program Is Installed, and Must Be Removed.

• You are running a version of Microsoft Outlook or an associated Office Service Pack that is incompatible with the Connector software. For more information about this problem, see System Requirements near the beginning of this Chapter 2.

• You have declined the License Agreement for Microsoft’s Web Publishing Wizard (WPW), which is a required accessory for the Sun Java System Connector for Microsoft Outlook. The Setup Wizard will not install the Connector software without the WPW, and it will not install the WPW without your acceptance of the License Agreement.

Regardless of whether the Setup Wizard successfully completed the installation: Click the Exit button to clear this screen and close the Setup Wizard.