If your workgroup is upgrading gradually to Outlook, some Outlook users may need to exchange e­mail with Microsoft Mail 3.x users. While Outlook users are able to exchange e­mail freely with Microsoft Mail 3.x users, e­mail messages composed using Outlook may not appear the same when viewed by users of Microsoft Mail 3.x.

Outlook users and Microsoft Mail 3.x users can share e­mail messages by sending e­mail back and forth, or by making messages available in shared folders. The way Outlook and Microsoft Mail 3.x clients work with e­mail messages is the same in either case.

Note   If an Outlook user sends e­mail to a Microsoft Mail 3.x user who has a delegate account, then Outlook redirects the message to the delegate account. However, if the Outlook user sends the message while offline, then Outlook cannot send the message to the delegate and the message is delivered only to the original Microsoft Mail 3.x user.

Exchanging Messages

When an Outlook user opens a message created by a Microsoft Mail 3.x user, Outlook recognizes all of the features of the message. However, when a Microsoft Mail 3.x user opens an e­mail message created by an Outlook user, the Microsoft Mail 3.x client may not recognize some of the advanced features that the Outlook user is able to include in the message.

Message Size

Outlook can create and read a message of any size (subject to available system resources). However, Microsoft Mail 3.x clients have some size restrictions for messages (32 KB for text and approximately 100 MB for attachments). Although Microsoft Mail 3.x users may not be able to open a very large message created by an Outlook user, they can save the message to a file or print it.

Rich Text

Outlook users can format text in a message using rich text attributes such as bold, italic, indent, center, and justify. When an Outlook message with rich text is opened by a Microsoft Mail 3.x client, however, all the rich text attributes are replaced by plain text.

Note   A Microsoft Mail 3.x for MS­DOS user can set some color attributes to characters in a message, but Outlook (as well as other Microsoft Mail 3.x clients) does not recognize these attributes and displays the text in the default color.

Attachments and Embedded Objects

The methods Outlook and Microsoft Mail 3.x use for attaching files and embedding objects in messages are completely compatible. Outlook users can open attachments or objects within messages created by Microsoft Mail 3.x, and vice versa, as long as the appropriate application is installed.

The single exception is that Outlook users can attach a message to another message, but
Microsoft Mail 3.x does not recognize the attached message.

Embedded Hyperlinks

If an Outlook user clicks a Web­style hyperlink (a URL address of an Internet or intranet Web site) in a message from another Outlook user, Outlook goes to the appropriate Web site using the registered Web browser. If a Microsoft Mail 3.x user opens a message with a hyperlink, however, the hyperlink is displayed in the message as plain text only.

Extended Properties

When a Microsoft Mail 3.x client opens an Outlook message, extended properties (such as the Sensitivity property) that are not recognized by the Microsoft Mail 3.x client are ignored. However, all Microsoft Mail 3.x message properties are recognized by Outlook.

Custom Forms

Custom Outlook forms opened by Microsoft Mail 3.x users are displayed using the Microsoft Mail 3.x standard message form. Custom forms sent by Outlook users and opened by Microsoft Mail 3.x users, or vice versa, are displayed using the appropriate custom form handler, provided that the custom form is registered in the receiving user's MSMail.ini or Shared.ini file.

Any custom forms opened by Microsoft Mail 3.x for MS­DOS or Microsoft Mail 3.x for the Macintosh are displayed using the standard message form.

Sharing Public Folders

Outlook users can create, open, read, write, and delete Microsoft Mail 3.x public folders. If an Outlook user stores an Outlook form in a public folder, a Microsoft Mail 3.x user can open the message with the same restrictions and exceptions described in "Exchanging Messages" earlier in this chapter. Similarly, if a Microsoft Mail 3.x user stores a Microsoft Mail 3.x form in a public folder, an Outlook user can open it with the restrictions described previously.

This section describes the differences between Outlook and Schedule+ 95 for Schedule+ 95 users who are upgrading to Outlook. Outlook includes all the features of Schedule+ 95, including appointments, events, contacts, and tasks. Outlook also provides the following features not available in Schedule+ 95:

• Integrated e­mail functions, along with journal and note items
• Additional views for calendar, contact, and task information
• Advanced custom view capabilities
• Task delegation
• Advanced printing options

Can I upgrade to Outlook and maintain my current e­mail and scheduling configuration?   Except for changes in the user interface and other features, you can continue working with your calendar, contact, and task information in Outlook just as you did in Schedule+ 95.

Can I continue to exchange e­mail, share information, and perform group scheduling tasks with users who have not upgraded to Outlook?   You can freely exchange group scheduling information with Schedule+ 95 users. You also have the option of retaining Schedule+ 95 as your primary calendar and using Outlook for e­mail and other functions.

To upgrade, install Outlook and import the Schedule+ 95 data file; Schedule+ is not removed from your computer. For more information about installing Outlook, see Chapter 4, "Installing Microsoft Office."

Importing the Schedule+ 95 Data File

After Outlook is installed, you can import the Schedule+ data file (SCD).

To import a Schedule+ SCD file

1. On the Outlook File menu, click Import and Export, and then click Import from Schedule+ or another program or file.
2. In the Select file type to import from box, click Schedule+ 7.0.
3. In the File to import box, enter the SCD file name, or click Browse to find the file.

   This dialog box also includes several options for dealing with entries in the SCD file that duplicate entries you already have in your Outlook Calendar, Contacts, or Tasks folders.

4. To replace duplicate entries in your Outlook folder with Schedule+ entries, click Replace duplicates with items imported.

   – or –

   To allow duplicate entries to be imported, click Allow duplicates to be created.

   – or –

   To avoid importing duplicate entries, click Do not import duplicate items.

5. If requested, enter the password for the schedule file.
6. In The following actions will be performed box, select the items you want to import and their destination folders.

   To change the destination folder for an item type, click Change Destination. To alter the way Schedule+ fields are imported into Outlook, click Map Custom Fields.

By default, Outlook imports Schedule+ information into the following Outlook folders:

• Appointments and events are imported into the Calendar folder.
• Contact data is imported into the Contacts folder.
• Task data is imported into the Tasks folder.

The SCD file is not modified or deleted during the import process. You may import schedule files at any time after Outlook is installed using the Import and Export command (File menu).

Note   The Covey Seven Habits tool in Schedule+ 95 is not included in Outlook. In addition, because its object model is very different, Outlook does not recognize Automation (formerly OLE Automation) interfaces in Schedule+ 95.

Why do Outlook and Schedule+ synchronize my calendar differently? Both Outlook and Schedule+ allow you to keep synchronized copies of the calendar folder on the server and on your hard disk. However, the two applications use different methods for keeping offline and server copies of the folder synchronized. For group scheduling, Schedule+ always maintains a copy of your calendar on the server. Every time you connect to the server, Schedule+ automatically synchronizes the server and the local copies, and continues to keep them synchronized as you make changes to the calendar. Because Schedule+ always keeps a server copy of the calendar when you are working online, you may not be aware that the calendar is being synchronized with the local copy. Outlook, on the other hand, allows you to keep folders on the server, on a hard disk, or both. If you choose to have both a server and local copy of a folder, you can configure Outlook to synchronize the folder automatically when you exit using options in the Options dialog box (Tools menu). Or you can synchronize the folder manually using the Synchronize command (Tools menu). Synchronization conflicts (for example, an assistant accepts a meeting request while your local copy of the schedule is offline) are handled automatically with Schedule+. In Outlook, however, you may receive a conflict resolution message and must resolve conflicts manually if updates are made to your Calendar folder while you are offline.

If your workgroup is upgrading gradually to Outlook, some Outlook users may need to exchange e­mail and share public folders with Schedule+ 95 users. Although Outlook and Schedule+ have been designed to make sharing information easy, Outlook uses a different format for storing information.

There are several areas in which Outlook and Schedule+ users can share information, as is described in the following sections.

Managing Group Scheduling

Outlook and Schedule+ users can freely send and receive meeting requests and responses for group scheduling. Both sets of users can also, with proper permission, view each other's free and busy status. With the proper permission, an Outlook user can open a Schedule+ calendar and view a Schedule+ user's free and busy details; however, a Schedule+ user cannot open an Outlook calendar or view an Outlook user's free and busy details.

Schedule+ recognizes attached files in a meeting request, but not attached Outlook items. If an Outlook user embeds an Outlook item (such as a contact or journal item) into a meeting request and sends it to a Schedule+ user, Schedule+ does not display the item. If the Outlook user attaches a file to the meeting request, however, the Schedule+ user receives the attached file correctly.

Sharing Other Information

Besides sending meeting requests, there are two additional tasks that Outlook and Schedule+ users can perform.

Direct Booking

With the appropriate permissions, a Schedule+ user can directly book a meeting into another Schedule+ calendar without sending a meeting request. An Outlook user can use direct booking to a Schedule+ calendar, but an Outlook user is not able to directly book a meeting into another Outlook calendar, except by opening the other calendar and modifying it.

Tip   If an offline Outlook or Schedule+ user sends a meeting request to a Schedule+ user such as a resource account, the request cannot be directly booked into the recipient's calendar. Instead, a normal meeting request is sent to the Schedule+ account. If you are upgrading your Schedule+ users to Outlook, upgrade Schedule+ resource accounts last. This allows Schedule+ users to continue to use these resource accounts.

Sender­Side Delegation

When using Microsoft Exchange Server, if a user sends a meeting request to another user who has a delegate defined, then the meeting request is automatically forwarded to the delegate. This works whether the sending or receiving users are using Outlook or Schedule+.

Using Schedule+ 95 as the Primary Calendar

Even though interoperability between Outlook and Schedule+ 95 has been designed to be as seamless as possible, there may be situations in which you may prefer to have everyone in your workgroup using the same scheduling application (for example, to use the Schedule+ direct­booking feature).

For this reason, Outlook allows you to keep Schedule+ 95 as your primary scheduling application.

Note   If multiple users use a single computer through Windows user profiles, then setting this option configures all users on the computer to use Schedule+ as their primary calendar.

To make Schedule+ 95 your scheduling application

1. On the Outlook Tools menu, click Options, and then click the Calendar tab.
2. Select the Use Microsoft Schedule+ 95 as my primary calendar check box.

When this option is set, Outlook uses Schedule+ for all scheduling functions, and you see the following changes:

• Outlook no longer has a folder shortcut for the Calendar folder on the Outlook Bar.
• Double­clicking meeting requests and responses launches Schedule+ forms instead of the Outlook equivalents.
• The Schedule+ button appears on the Outlook toolbar.
• The New Meeting Request command (Calendar menu) is unavailable.

If the Use Microsoft Schedule+ 95 as my primary calendar check box is subsequently cleared, these changes are reversed, and Outlook manages all scheduling tasks.

Computer\Outlook 97\ Use Schedule+

For more information, see "Using Windows System Policies to Customize Office" in Chapter 7, "Customizing and Optimizing Microsoft Office."

This section describes the differences between Outlook and Schedule+ 1.0 for Schedule+ 1.0 users who are upgrading to Outlook. Microsoft Outlook includes all the features of Microsoft Schedule+ 1.0, such as appointments, events, contacts, and tasks. Outlook also provides the following features not available in Schedule+ 1.0:

• Integrated e­mail functions, along with contact, journal, and note items
• Additional views for calendar, contact, and task information
• Advanced custom view capabilities
• Task delegation
• Advanced printing options

Can I upgrade to Outlook and maintain my current e­mail and scheduling configuration?   Except for changes in the user interface and other features, you can continue working with your calendar and task information just as you did in Schedule+ 1.0.

Can I continue to exchange e­mail, share information, and perform group scheduling tasks with users who have not upgraded to Outlook?   You can freely exchange group scheduling information with Schedule+ 1.0 users. However, whenever Outlook and Schedule+ 1.0 share information, Outlook uses Schedule+ 95 to read and interpret Schedule+ 1.0 data.

To upgrade, install Outlook and import the Schedule+ 1.0 data file (CAL); Schedule+ is not removed from your computer. For more information about installing Outlook, see Chapter 4, "Installing Microsoft Office."

Importing the Schedule+ 1.0 Data File

After Outlook is installed, you can import the Schedule+ data file (CAL).

Important   Outlook uses the Schedule+ 95 application to import the Schedule+ 1.0 CAL file. If Schedule+ 95 is not installed on your computer, Outlook does not give you the option to import a Schedule+ 1.0 CAL file.

To import a Schedule+ CAL file

1. On the Outlook File menu, click Import and Export, and then click Import from Schedule+ or another program or file.
2. In the Select file type to import from box, click Schedule+ 1.0.
3. In the File to import box, enter the CAL file name, or click Browse to find the file.

   This dialog box also includes several options for dealing with entries in the CAL file that duplicate entries you already have in your Outlook Calendar, Contacts, or Tasks folders.

4. To replace duplicate entries in your Outlook folder with Schedule+ entries, click Replace duplicates with items imported.

   – or –

   To allow duplicate entries to be imported, click Allow duplicates to be created.

   – or –

   To avoid importing duplicate entries, click Do not import duplicate items.

5. If requested, enter the password for the schedule file.
6. In The following actions will be performed box, select the items you want to import and their destination folders.

   To change the destination folder for an item type, click Change Destination. To alter the way Schedule+ fields are imported into Outlook, click Map Custom Fields.

By default, Outlook imports Schedule+ information into the following Outlook folders:

• Appointments and events are imported into the Calendar folder.
• Task data is imported into the Tasks folder.

The CAL file is not modified or deleted during the import process. You may import schedule files at any time after Outlook is installed using the Import and Export command (File menu).

Why do Outlook and Schedule+ synchronize my calendar differently? Both Outlook and Schedule+ allow you to keep synchronized copies of the calendar folder on the server and on your hard disk. However, the two applications use different methods for keeping offline and server copies of the folder synchronized. For group scheduling, Schedule+ always maintains a copy of your calendar on the server. Every time you connect to the server, Schedule+ automatically synchronizes the server and the local copies, and continues to keep them synchronized as you make changes to the calendar. Because Schedule+ always keeps a server copy of the calendar when you're working online, you may not be aware that the calendar is being synchronized with the local copy. Outlook, on the other hand, allows you to keep folders on the server, on a hard disk, or both. If you choose to have both a server and local copy of a folder, you can configure Outlook to synchronize the folder automatically when you exit using options in the Options dialog box (Tools menu). Or you can synchronize the folder manually using the Synchronize command (Tools menu). Synchronization conflicts (for example, an assistant accepts a meeting request while your local copy of the schedule is offline) are handled automatically with Schedule+. In Outlook, however, you may receive a conflict resolution message and must resolve conflicts manually if updates are made to your Calendar folder while you are offline.

If your workgroup is upgrading gradually to Outlook, some Outlook users may need to exchange e­mail and share public folders with Schedule+ 1.0 users. Although Outlook and Schedule+ have been designed to make sharing information easy, Outlook uses a different format for storing information.

Important   Whenever Outlook and Schedule+ 1.0 share information, Outlook uses Schedule+ 95 to read and interpret Schedule+ 1.0 data. This requires that Schedule+ 95 be installed on your computer. If Schedule+ 95 is not installed, Outlook cannot read any of the Schedule+ 1.0 information.

There are several areas in which Outlook and Schedule+ users can share information, as described in the following sections.

Managing Group Scheduling

Outlook and Schedule+ users can freely send and receive meeting requests and responses for group scheduling, although there are some restrictions in how Schedule+ users are able to interact with Outlook. These restrictions are discussed in the following sections.

Sending Meeting Requests and Responses

Outlook and Schedule+ users can freely send and receive meeting requests and responses for group scheduling.

However, advanced features in Outlook meeting requests — such as attachments, meeting locations, and recurring meetings — are not recognized by Schedule+ 1.0. If an Outlook user sends a recurring meeting request to a Schedule+ user, the Schedule+ user receives only the first request.

Viewing Free/Busy Information

Outlook users are able to see whether Schedule+ 1.0 users are free or busy in the Meeting Planner tab of an appointment, event, or meeting request item. Schedule+ users can also see whether Outlook users are free or busy in the Schedule+ Planner tab.

Viewing Free/Busy Details

Outlook users cannot display the free or busy details of Schedule+ 1.0 users as they can with Schedule+ 95 users. This feature is not available in Schedule+ 1.0.

Viewing or Editing Another User's Calendar

If an Outlook user has been given permission to view or edit another user's calendar, the Outlook user can open the other user's calendar by right­clicking the user's name in the Meeting Planner tab of a meeting request, and then clicking Open Attendee's Calendar. This capability is available whether the other user is running Outlook or Schedule+.

Note   While Schedule+ users can view details or edit calendars of other Schedule+ users, a Schedule+ user cannot open an Outlook user's calendar.