1. ibm.com/redbooks Redpaper
Domino Access for
Microsoft Outlook
Ravinder Dhaliwal
Advantagesto using Domino Access for
Microsoft Outlook (DAMO)
Architecture and deployment
scenarios
An installation guide
Front cover
2.
3. Domino Access for Microsoft Outlook
September 2004
International Technical Support Organization
8. vi Domino Access for Microsoft Outlook
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ibm.com®
IBM®
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Notes®
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Other company, product, and service names may be trademarks or service marks of others.
10. viii Domino Access for Microsoft Outlook
John Bergland is a Project Leader at the International
Technical Support Organization, Cambridge Center. He
manages projects that produce Redbooks about Lotus
Software products. Before joining the ITSO in 2003, John
worked as an Advisory IT Specialist with IBM Software
Services for Lotus (ISSL), specializing in Notes and
Domino messaging and collaborative solutions.
Thanks to the following people for their contributions to this project:
Alan Lepofsky
IBM, Cambridge, MA, USA
Brendan Crotty
IBM, Cambridge, MA, USA
Carl Tyler
Instant Technologies, Durham, NH, USA
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11. Preface ix
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14. 2 Domino Access for Microsoft Outlook
1.1 Overview
With the release of the Domino 6.5.1 platform, IBM Lotus is delivering all Domino
based collaboration products on a common set of operating systems, languages
and supported browsers.
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.
DAMO delivers the leading messaging, calendaring, scheduling, and personal
information management of Domino to the Outlook 2000 or 2002 client.
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.
Organizations can greatly improve the reliability and scalability of their
messaging infrastructure, by upgrading from Microsoft Exchange to Domino,.
DAMO allows organizations to accomplish this without needing to change clients.
This is significant in helping to minimize end user disruption and to drastically
reduce the costs of messaging migration, client deployment and most importantly
end user training.
Also, by moving from Exchange to Domino, organizations will be migrating to a
secure, reliable, and scalable Domino messaging infrastructure that can utilize
the hardware, operating system, and directory of their choice. This gives
organizations far more deployment flexibility than Microsoft Exchange and allows
them to more effectively leverage the performance, scalability, and reliability of
different types of hardware, and more significantly a multitude of non Windows®
based operating systems.
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.
15. Chapter 1. Introduction 3
DAMO takes the form of a standard MSI installer package which can be easily
installed through an organization’s existing software distribution tool. An MSI
package also has the advantage of being easily tailored for an organization’s
specific needs.
DAMO also a very small desktop “footprint” (approximately 30 MB), which also
helps ease its deployment.
Once DAMO is installed, instead of accessing Microsoft Exchange servers,
Outlook users will be accessing Lotus Domino servers. This is transparent to
Outlook users and provides an increased quality of service owing to the benefits
of Domino’s integrated SPAM prevention, streaming replication, network
compression, increased network security and most significantly its advanced
automated server failover and load balancing features.
As a result, the Microsoft Outlook user experience is unchanged with DAMO, as
Outlook users simply continue to work with their mail, calendar and task data on
Domino instead of Microsoft Exchange. What they are transparently receiving
now however are all the additional benefits of Lotus Domino servers.
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.
1.2 Key advantages of DAMO with Domino
As mentioned previously, DAMO gives Microsoft Outlook users the additional
benefits of numerous out of the box Domino features that are not available with
Microsoft Exchange. Some of these key benefits are:
Multiple operating system support - Lotus Domino servers are supported on
multiple hardware platforms and software operating systems (such as Linux®,
Solaris, AIX®, OS400, S/390® and Windows), as well as multiple LDAP
directories. This gives organizations far more deployment choices and allows
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.
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.
16. 4 Domino Access for Microsoft Outlook
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
17. Chapter 1. Introduction 5
Reducing the amount of unwanted mail makes users more productive,
eliminates wasted storage, and reduces network bandwidth usage.
Ease of installation - One of the biggest costs associated with messaging
infrastructures and messaging migrations is the cost in deploying new client
software and re-training end users.
As DAMO installs easily using standard MSI technology, user workstations
can be automatically updated using a company's standard software delivery
system (such as SMS or Active Directory Services).
As a result of using standard MSI technology DAMO installations can be fully
scripted and tailored to an organizations specific needs. There are also many
solutions and consulting services available from IBM and its Business
Partners that can assist with migration and installation.
Choice of client access - DAMO supports inter operability between Lotus
Notes and Outlook users, including the ability to send and receive e-mail and
perform free and busy time lookup and calendar functions for users, rooms
and resources. For example, if you have some users using the Lotus Notes
client and others using Outlook, they can each view the others’ busy time
calendar information and send meeting invitations, without knowing which
client the other is using. Also, you can provide your Outlook users access to
their mail, calendar, and PIM data via a Web browser (including users running
Mozilla on Linux).
Domino Preferences in Outlook - DAMO adds a new Domino Preference tab
to Outlook’s Options display menu. 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
– Set some general preferences for their mail and calendar
Greatly reduced migration costs - When migrating existing Exchange users
and servers to Domino, organizations may choose to switch all users over at a
single time, or more typically to have periods of co-existence where both
systems are in production.
Domino includes a built in set of automated migration tools for Exchange (as
well as numerous other messaging and directory products), called Domino
Upgrade Services (DUS).
With DUS, organization have complete flexibility when it comes to the
migration and configuration of users from Exchange to Domino, but with no
additional costs for migration tools.
DUS in concert with DAMO therefore gives organizations complete flexibility
and control over their migration as it allows them to automate the migration
18. 6 Domino Access for Microsoft Outlook
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
1.3 Deployment scenarios for DAMO
Figure 1-1 on page 7 shows a typical scenario of an Outlook client with DAMO
installed accessing their mail on a Domino Server.
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.
19. Chapter 1. Introduction 7
Figure 1-1 Using DAMO with Domino mail servers
In some instances an organization may want to utilize an existing LDAP directory
for user and group names.
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.
This scenario is described in Figure 1-2 on page 8.
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.
20. 8 Domino Access for Microsoft Outlook
Figure 1-2 Using DAMO with Domino mail servers and a corporate LDAP directory
1.4 Why Outlook support is important
Lotus Domino is widely regarded as superior to Microsoft Exchange as a
messaging and calendar server.
This is largely because Domino offers a consistent, enterprise grade
architecture, better reliability, built in automated failover and load balancing
together with virus handling and anti spam protection features that are
significantly more robust than those of Microsoft Exchange.
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.
21. Chapter 1. Introduction 9
Having a common platform for all client messaging options however helps reduce
the total cost of ownership (TCO) of a messaging and collaboration environment.
It is also quite common for organizations to operate multiple messaging systems
which may comprise both Lotus Domino and Microsoft Exchange. This is often
typically the case when organizations merge or when one company purchases
another.
In such cases, standardizing on a common Lotus Domino backed for messaging
and collaboration would help reduce TCO but the cost of deploying a new
messaging client and retraining users may be prove to be prohibitive.
Figure 1-3 The Microsoft Outlook client
Bearing these points in mind, DAMO is therefore best utilized by:
Existing Outlook/Exchange customers who are looking for alternatives to
Microsoft Fault Tolerance.
Mixed environments moving towards standardization who want value add
rather than simply replacing one e-mail system with another.
22. 10 Domino Access for Microsoft Outlook
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.
This is important as it addresses the key purpose of DAMO, namely giving
Outlook users the increased functionality, reliability and security of Domino
without having to retrain them.
1.5.1 Domino mail in Outlook
Figure 1-4 shows an Outlook client connected to a Domino mail file. In this
instance the Domino server is clustered for load balancing and failover and is
actually running on Linux.
Figure 1-4 Using Domino mail with Outlook
23. Chapter 1. Introduction 11
This is transparent to the Outlook user but the look and feel of the mail
environment is exactly the same as when the Outlook user was connected to an
Exchange server back end.
1.5.2 Domino calendar in Outlook
Figure 1-5 shows Outlook displaying exactly the same data as the Notes client.
Notice how the calendar entries appear in the regular Outlook format “look and
feel”.
Figure 1-5 Using Domino calendar entries in Outlook
24. 12 Domino Access for Microsoft Outlook
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.
Figure 1-6 Domino calendar entries in Outlook
25. Chapter 1. Introduction 13
Free time lookups
Figure 1-7 shows how the Notes and Outlook clients both display free time in
their respective calendars. Users can easily search for free time on other Domino
users’ calendars regardless of what clients are being used.
Figure 1-7 Free time lookups in Outlook
26. 14 Domino Access for Microsoft Outlook
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.
Figure 1-8 Contacts in Outlook
27. Chapter 1. Introduction 15
Accessing directories in Outlook
Figure 1-9 shows how the Domino directory (and any additional corporate
directories such as an LDAP directory or the Exchange Global Address list)
appear in Outlook.
Figure 1-9 Accessing the Domino directory in Outlook
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).
28. 16 Domino Access for Microsoft Outlook
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.
1.6 Domino preferences in Outlook
Existing Lotus Notes client users will already be familiar with a number of specific
Notes client preferences that relate to areas such as security, out of office and
replication settings.
DAMO installs these preferences in to the Outlook client and makes them
available from the usual Outlook options menu.
This section takes a closer look at these preferences.
Figure 1-10 Domino Preferences tab in the Outlook options menu
29. Chapter 1. Introduction 17
1.6.1 Password and security
Figure 1-11 shows the Notes user password and security preferences installed in
to the Outlook client by DAMO.
Figure 1-11 Domino password and security options in Outlook
Unlike Microsoft Exchange, Notes/Domino does not rely on the underlying
operating system security, but contains a highly secure and robust private/public
key mechanism.
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.
30. 18 Domino Access for Microsoft Outlook
Figure 1-12 Single Log On options installed in to the Outlook client by DAMO
Important: The DAMO installation includes a Single Log On option which if
selected, keeps the Notes ID password synchronized with the operating
system password. Outlook users are also provided with the check box options
highlighted in red in Figure 1-12.
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.
31. Chapter 1. Introduction 19
1.6.2 Out of office
Figure 1-13 shows the Out Of Office preferences installed in to the Outlook client
by DAMO.
Figure 1-13 Domino out of office settings in Outlook
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.
32. 20 Domino Access for Microsoft Outlook
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.
Figure 1-14 Domino replication settings in Outlook
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.
33. Chapter 1. Introduction 21
1.6.4 Calendaring and scheduling
Figure 1-15 shows the Calendaring and scheduling options installed in to the
Outlook client by DAMO.
Figure 1-15 Domino calendaring and scheduling in Outlook
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.
34. 22 Domino Access for Microsoft Outlook
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.
Figure 1-16 Domino help in Outlook
36. 24 Domino Access for Microsoft Outlook
2.1 Detailed DAMO architecture
This section describes the DAMO architecture and the design criteria for DAMO.
2.1.1 Key design criteria for DAMO
The key design criteria for DAMO are:
The need to keep the Outlook storage (.PST) file in sync with user’s mail file
on a Lotus Domino server.
To use Domino replication as the mechanism between the Outlook client and
Domino.
This is the key architectural component of DAMO, enabling Domino and
Outlook data to be interchanged.
Also, as Domino data is replicated to a local.PST file, which helps to reduce
network bandwidth usage, the Outlook user experiences much faster
performance.
Standardization of the installation package and client upgrade. The DAMO
installation program is written using the standard Windows MSI Installer and
as such can be distributed in a multitude of ways and with a multitude of
software distribution tools. Because it is an MSI package, the installation can
also be easily scripted and tailored for an organization’s specific needs.
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
2.1.2 Overview of DAMO architecture
DAMO acts as an intermediary layer of what can be thought of as a three layer
architecture.
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).
37. Chapter 2. DAMO architecture 25
The first layer is the Outlook client itself which as can bee seen in Figure 2-1 has
not had any of its native code altered. Outlook continues its normal operations by
interacting with its various service providers such as those for accessing its
message store (the .PST file) and its address book.
Figure 2-1 Overview of DAMO architecture
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).
The second or middle layer is DAMO itself which acts as the “binding” layer
between the Outlook client and the Domino server.
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
Mail.boxNSF
Extension
Manager
Replication
Layer
Mapping
Module
Mail.boxCache
Message
Store
PST
Address
Book
Transport
Provider
Service Provider Interface
MAPI
Free/Busy
Addin
Preference
Addin
DominoDAMOOutlook
NRPC
6.51
or higher
38. 26 Domino Access for Microsoft Outlook
The DAMO layer provides the programming extensions necessary for Outlook
and Domino to interact, a replication layer to handle the synchronization of data
between the Outlook client and the user’s Domino mail file as well as a mapping
module which determines how Domino specific elements map to their
corresponding elements in Outlook.
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.
2.1.3 The DAMO Extension Manager
The Extension Manager allows an executable program library (a DLL), to register
a callback routine called when Domino performs selected internal operations.
Figure 2-2 The DAMO Extension Manager
Extension
Manager
Mail.boxCache
MAPI
Outlook
Events
Replication
Layer
Mapping
ModulePST
NRPC
39. Chapter 2. DAMO architecture 27
The Extension Manager is used to tie in to the standard, proven and reliable
Domino replication engine.
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.
2.1.4 The DAMO replication layer
The Replication Layer is the heart of DAMO and acts to bind all the other
components together (whether they be Outlook or Domino components).
Figure 2-3 The DAMO replication layer
The replication layer provides the replication management options provided in
the Outlook client (see Figure 1-14 on page 20) such as the interval for polling for
new mail.
Replication
Layer
Extension
Manager
Mail.boxCache
MAPI
Outlook
Events
Mapping
ModulePST
NRPC
40. 28 Domino Access for Microsoft Outlook
The polling interval in the replication layer is optimized to use the mail database
sequence number, therefore there are less transactions and no open database
sessions.
This optimization provides a significant performance improvement for Outlook
users.
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.
2.1.5 The DAMO mapping module
The function of the Mapping Module is to handle the document mapping and
translation between the Outlook client’s mail storage (.PST) file and the Domino
mail file.
Figure 2-4 The DAMO mapping module
Mapping
Module
Replication
Layer
Extension
Manager
Mail.boxCache
MAPI
Outlook
Events
PST
NRPC
41. Chapter 2. DAMO architecture 29
For example, a Notes document (e.g., a mail message or calendar invitation) is
“mapped” to and from the corresponding Outlook entry (mail, invite).
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.
Figure 2-5 Replication with the DAMO Mapping Module
Mapping
Module
Outlook
Entry
Notes
Document
Message Appointment
Contact Meeting Notice
Message Appointment
Contact Meeting Notice
Properties Items
42. 30 Domino Access for Microsoft Outlook
2.1.6 Outlook service providers
The Outlook client’s operations are dictated by “service providers”.
Figure 2-6 Outlook service providers
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).
PST
Service Provider Interface
MAPI
Message
Store
Provider
Address
Book
Provider
Transport
Provider
43. Chapter 2. DAMO architecture 31
Service providers in use
Figure 2-7 gives examples of how some of the other Outlook service providers
function.
Figure 2-7 Service providers in use
44. 32 Domino Access for Microsoft Outlook
2.1.7 Add-ins integrate with Outlook
As previously mentioned, the DAMO architecture has been designed in such a
way as to leverage existing Outlook capabilities.
This can be clearly demonstrated by the Free/Busy time and Domino
Preferences add-ins that are installed as part of the DAMO layer.
Figure 2-8 Add-ins integrate with Outlook
These add-ins are seamlessly integrated with the Outlook user interface as
additional items in the Outlook client’s options menu.
Figure 2-9 The Domino Preferences add-in
As can be seen in Figure 2-9 and Figure 2-10 on page 33, the integration of
these add-ins is seamless.
45. Chapter 2. DAMO architecture 33
To Outlook client users, the options and their “look and feel” are familiar and
therefore easy to use.
Figure 2-10 Free/Busy time add-in
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.
48. 36 Domino Access for Microsoft Outlook
3.1 Instant messaging with Microsoft Outlook
For a number of years now, IBM Lotus has been the leading provider of secure
and scalable enterprise wide instant messaging and presence awareness with its
IBM Lotus Instant Messaging product (formerly Sametime).
Microsoft also offers an Instant messaging and presence awareness solution.
However, this involves organizations having to “rip and replace” their entire file
and print infrastructure and upgrade to Windows 2003 Server, as well as
designing and implementing an Active Directory solution. In addition, Microsoft’s
Live Communications Server needs to be deployed and then presence
awareness is only available for Office and Outlook 2003.
For many organizations, it is not feasible to replace an entire network
infrastructure, and every Outlook Client simply to get Instant Messaging and
presence awareness functionality. This effort involves too much disruption, time,
and has a significantly large cost.
IBM has partnered with Instant Technologies to provide the instant messaging
and presence awareness capabilities of Sametime for use with the Outlook
client.
Instant TeamMessenger for Microsoft Outlook supports IBM Lotus Sametime
and the Outlook 2000 client and higher.
Similar to IBM Lotus Domino Server, Sametime runs on a multitude of operating
systems, such as Windows, AIX, and Solaris.
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).
49. Chapter 3. Instant Team Messenger for Microsoft Outlook 37
Similar to DAMO, this Instant TeamMessenger simply installs as a plug-in to the
user’s existing Outlook client.
Figure 3-1 shows the Who is Online feature that Instant TeamMessenger installs
in to the Outlook client.
Figure 3-1 Who is online feature in Outlook
Presence awareness and user status are available as a simple pop-up.
Figure 3-2 on page 38 shows the user Buddy List that Instant TeamMessenger
installs into the Outlook client.
Note: For more information about Instant TeamMessenger, refer to Instant
Technology’s Web site at:
http://www.instant-tech.com/
50. 38 Domino Access for Microsoft Outlook
Figure 3-2 Buddy List feature in Outlook with Instant TeamMessenger
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.
51. Chapter 3. Instant Team Messenger for Microsoft Outlook 39
Figure 3-3 shows a number of e-mail messages that have been selected by the
user and automatically added to the buddy list.
Figure 3-3 Adding users to the buddy list automatically
Increasingly for legal and compliance reasons, organizations are required to
keep copies of e-mail and instant 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).
52. 40 Domino Access for Microsoft Outlook
Figure 3-4 shows an example of journaled chats stored by date, together with a
meaningful description.
Figure 3-4 Journaling chats
53. Chapter 3. Instant Team Messenger for Microsoft Outlook 41
Instant TeamMessenger also has the ability to show presence awareness for a
user’s contacts as shown in Figure 3-5.
Figure 3-5 Presence awareness for a user’s contacts
54. 42 Domino Access for Microsoft Outlook
Instant TeamMessenger does not only function from within a user’s e-mail. It is
also possible for users to add and check presence awareness from within the
Outlook calendar as depicted in Figure 3-6.
Figure 3-6 Presence awareness in the Outlook calendar
3.1.1 Deployment scenarios for Instant TeamMessenger
By using IBM Lotus Sametime in concert with Instant TeamMessenger an
organization can very easily leverage the strengths of both the Domino and
Sametime server platforms while continuing to utilize their present file and print
infrastructure and desktop mail client software.
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.
55. Chapter 3. Instant Team Messenger for Microsoft Outlook 43
There is no need to “rip and replace” or change the network operating system or
user’s Outlook client software with the IBM Lotus solution.
Figure 3-7 on page 44 demonstrates this scenario.
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.
56. 44 Domino Access for Microsoft Outlook
Figure 3-7 Outlook with DAMO and Instant TeamMessenger using Domino mail and Sametime
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.
This scenario is described in Figure 3-8 on page 45 .
57. Chapter 3. Instant Team Messenger for Microsoft Outlook 45
Figure 3-8 Outlook with DAMO & Instant TeamMessenger using Domino mail and Sametime with LDAP
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.
60. 48 Domino Access for Microsoft Outlook
4.1 Installing DAMO
This section gives you the hardware and software requirements and
prerequisites for installing DAMO, along with the installation instructions.
4.1.1 End-user minimum hardware requirements for DAMO
Intel® Pentium® P133 processor or higher
136 MB RAM
Microsoft Outlook 2000/2002 with SP 2
Microsoft Windows 2000 and Windows XP
4.1.2 Administrator software requirements
Lotus Domino server 6.5.1 or higher
Domino Administrator Client 6.5 or higher (6.5.1 recommended)
4.1.3 Microsoft Outlook 2000
Here are the prerequisites, installation and post installation instructions for
installing DAMO for Microsoft Outlook 2000.
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.
61. Chapter 4. Installing DAMO 49
Figure 4-1 Verifying the Outlook installation
5. Your Domino Server(s) must be Domino Server 6.5.1 or higher.
6. You must know the hierarchical name of your home Domino Server (for
example, ServerA/East/Acme). You will need to enter this information during
the installation/setup process.
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.
62. 50 Domino Access for Microsoft Outlook
6. The next window prompts you for the Install Directory. The default directory is
c:Program FilesDominoForOutlook. Either change the path to a desired
path or select Next to accept the default.
7. The Custom Setup window appears next, where you can enable the Single
Logon feature if desired. Select Next.
Figure 4-2 Enabling the single logon feature in DAMO
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.
63. Chapter 4. Installing DAMO 51
Figure 4-3 Enter user and Domino Server name
10.Another installation window will appear, and will show you the status of the
setup (such as "Creating Domino environment and configuring MAPI profile").
64. 52 Domino Access for Microsoft Outlook
Figure 4-4 Installation progress and creating the 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.
Figure 4-5 MAPI profile successfully created
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.
65. Chapter 4. Installing DAMO 53
Figure 4-6 Outlook prompt for profile
After this profile prompt, you may also be prompted with a Domino Password
dialog box. Again, this may depend on your current Outlook settings.
Figure 4-7 Domino user ID password prompt
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!
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.
66. 54 Domino Access for Microsoft Outlook
Figure 4-8 Welcome to IBM Lotus Domino Access for Microsoft Outlook e-mail
4.1.4 Microsoft Outlook XP
Here are the prerequisites, installation and post installation instructions for
installing DAMO for Microsoft Outlook XP.
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.
67. Chapter 4. Installing DAMO 55
5. You must know the hierarchical name of your home Domino Server (for
example, ServerA/East/Acme). You will need to enter this information during
the installation/setup process.
6. If you have a pre-6.5.1 release of Domino Access for MS Outlook installed on
your system, you must uninstall it first before installing Domino Access for MS
Outlook 6.5.1.
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.
Figure 4-9 Configuring e-mail accounts in Outlook 2002 (XP)
2. Run the C563HIE.EXE
3. The InstallShield Wizard will load. Select Next on the Welcome to IBM Lotus
Domino Access for MS Outlook window.
4. After reading the License Agreement, select I accept the terms in the
license agreement and select Next.
5. On the next installation 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
6. Then select Next. This particular set of instructions follows the path where
Only for me has been selected.
68. 56 Domino Access for Microsoft Outlook
7. The next window prompts you for the Install Directory. The default directory is
c:Program FilesDominoForOutlook. Either change the path to a desired
path or select Next to accept the default
8. The Custom Setup window appears next, where you can enable the Single
Logon feature if desired. Select Next.
Figure 4-10 Enabling the single logon feature in DAMO
9. The next window will display a progress bar which will show the progress of
the installation.
69. Chapter 4. Installing DAMO 57
Figure 4-11 Installation progress and creating the MAPI profile
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.
70. 58 Domino Access for Microsoft Outlook
Figure 4-12 Browse for User ID if not in the person document
11.When you browse to your User ID and then select Next, you will be prompted
to enter your Domino password.
Figure 4-13 Domino user ID password prompt
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.
71. Chapter 4. Installing DAMO 59
Figure 4-14 MAPI profile successfully created
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
Figure 4-15 Outlook prompt for profile
After this profile prompt, you may also be prompted with a Domino Password
dialog box. Again, this may depend on your current Outlook settings.
72. 60 Domino Access for Microsoft Outlook
Figure 4-16 Domino user ID password prompt
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!
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.
73. Chapter 4. Installing DAMO 61
Figure 4-17 Welcome to IBM Lotus Domino Access for Microsoft Outlook e-mail
76. ®
REDP-9126-00
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create timely technical
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solutions more effectively in
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For more information:
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Redpaper
Domino Access for
Microsoft Outlook
Advantages to using
Domino Access for
Microsoft Outlook
(DAMO)
Architecture and
deployment
scenarios
An installation guide
This Redpaper describes Domino® Access for Microsoft®
Outlook (DAMO), 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 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.
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