Lookeen use case: How to work with Microsoft Exchange Servers

In Situations where the success of certain projects is depending on a number of participants, it is important that all information is highly available and without redundancy.

For many years companies use the so called groupware in such matters. Groupware is supposed to alleviate the working process in the teams and enable the project coordination on a timely and spacial basis. One of the most famous exponents of the groupware application is the Microsoft exchange server.

The Microsoft exchange server offers a wide spectrum of functions which allow a various number of operators to use different systems to work in cooperation together.

The most often used features of exchange servers are:

-E-Mails

-Appointments and calendars

-Tasks

-Contacts and addresses

-Notes

-Documents

All of the above mentioned elements are stored on a central server and are made available to a user-defined number of operators. Therefore the information’s are always without redundancy and up to date.

The benefit of this architecture is obvious.

Let’s assume, that you have a support section in your company and use for the contact address support@yourcompany.com an exchange inbox. Now all of your associates can see, which E-Mails have already been answered, what cases still wait for a reply and they can even see the proposal for solutions that have been made.

But the working day has changed a lot in the past years. May it be that projects are realized at the customer’s location, companies use more and more outwork or that companies have structures reaching around the entire world.

Security: Encryption with VPN

Users from outside the company network can offer their knowledge and participate through the so called VPN (Virtual Private Network). This ensures that the participants of projects always are provided with information’s up to date and without redundancy.

Using the online mode you work within the infrastructure of your company and adjust information’s in real time with your system. If the connection to the company network is disabled, you just turn your exchange server into the offline mode. This creates a copy of your inbox, which in turn allows you to still have fast access to your data.

This copy of your inbox is regularly updated by the mail server when you are online. Once the connection is enabled again, Microsoft Outlook will switch back into the online mode. Changes made by you, while there was no connection to the server, are automatically adjusted as soon as the connection is enabled again.

Of course the synchronization of the worldwide data is a challenge for the exchange server. For example, if an operator uses a cell phone and has an UMTS connection, an adjustment of large files would take way to long.

Therefore Microsoft uses the so called “cached mode” since the exchange server 2003. In the cached mode, the exchange application possesses an automatic online/offline-management, which is running in the background. This equilibrates the encumbrance of the connection to the exchange server because some of the contents aren’t aligned despite the connection to the exchange server is established.

Bulletin boards and product reviews that are dealing with search tools, often complain about the fact that most tools aren’t able to search and index all exchange inboxes in all modes.

Especially for this case of application, and for a professional environment in general, Lookeen was developed.

We at Axonic Informationsdienste GmbH are aware of the fact, that the base principle of development for Lookeen is the compatibility to exchange servers.

After the release of Lookeen the feedback is thoroughly positive and a huge amount of encouragement reached us. All involved in this dialogue profited of it.

Companies used the smooth support of exchange servers as the reason for choosing Lookeen over other search tools.

Archives or inboxes that are on the exchange servers are simply added in the Lookeen options and because of the Lookeen terms of references, we spoke about in a previous article, all particulars of the handling of the exchange servers and their clients can be individually configured.

Lookeen supports the exchange server indication in all modes, no matter if you are online or offline, if you are using the cached or the uncached mode. With Lookeen you search through all of your data in a few seconds, even on your exchange servers.

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