Outlook 2000/2003 Email / Calendar
/ Folder / Task Management:
Remote Access Options
Outlook offers a variety of ways for your
company’s laptop or home users to work when they are out of
the office if they wish to connect back to the office network without
physically being there. We call this, "Outlook Phone Home."
This type of connectivity is often called "Remote Access."
Each remote access method has its pros and cons. Typically, the
more features, the slower the transaction and the more steps involved.
Since the options are varied and sometimes confusing, DON’T
WORRY INC. offers this White Paper to help our clients decide upon
the best remote connectivity method to suit their needs. There is,
as of yet, no perfect solution.
Not all of the following remote access
options will be available or possible at all companies.
Options:
Here’s a simple matrix of the remote
access methods and their basic functionality:
Email Only
Email and Calendar
All Outlook Functions
Full Network Access
4) Mailstart.com
8) Exchange Server Web Interface
3) Internet Direct
1) RAS Direct Dial
5) Popmail
to your Exchange Server
2) VPN via
Internet
6) Popmail
to your ISP
7) Outlook
Express Popmail to your Exchange Server
9) Autoforward
email to Exchange mailbox.
10) Autoforward email to web mailbox.
Here’s a more detailed matrix that explains each remote access
method in detail and describes the pros and cons of each:
Name
Description
Pros
Cons
1) RAS – Direct Dial
Laptop directly dials your office server via phone line and
attaches to the modem on your NT server. ("RAS" stands
for Remote Access Server. This is Microsoft’s name for
their Windows-to-Windows modem connection technology. It is
built into Windows95 and Windows98.
Offline composition.
Drives map to your server so you can directly access the server
storage areas and transfer files back and forth, save files
on your server, etc.
Relatively most secure.
Synchronizes mail (if your laptop gets deleted or stolen, you
can get your mail back)
Synchronizes calendar
Synchronizes folders
Synchronizes tasks
Your computer works generally the way it does in your office
-–you can File Open files on your server, print to network
printers, etc. No dial up ISP account required.
Works with the Internet is down or busy or if your ISP is down
or busy.
Long distance phone calls and associated fees are required for
long distance calls. Phone line quality problems can arise more
commonly with long distance lines.
Slower elapsed time to access email than pop solutions.
Your computer works generally the way it does in your office
– BUT – it operates much slower. A RAS modem connection
is 1/300th of the speed of the standard LAN connection in your
office.
Quality or lack of quality of phone lines at main office can
have a significant impact on reliability of the connection.
2) VPN via Internet
Laptop dials or connects to the Internet, then accesses your
NT and Exchange Server through the Internet. VPN stands for
"Virtual Private Network" – this means that
the connection to your server via the Internet is encrypted
for security reasons. VPN is built into Windows98.
Offline composition.
Drives map to your server so you can directly access the server
storage areas and transfer files back and forth, save files
on your server, etc.
Relatively secure.
Synchronizes mail (if your laptop gets deleted or stolen, you
can get your mail back)
Synchronizes calendar
Synchronizes folders
Synchronizes tasks
Your computer works generally the way it does in your office
-–you can File Open files on your server, print to network
printers, etc.
Lack of long distance fees if your ISP has a phone number local
to your location.
Slower elapsed time to access email than pop solutions.
Dial-up ISP account required.
Your computer works generally the way it does in your office
– BUT – it operates much slower. Actual speed varies
depending on the type of internet connection on both ends of
the line. (For example, you can use an Internet cable modem
or DSL at a home office to increase the speed). VPN with a modem
is a bit slower than RAS with a modem. VPN with a cable modem
or DSL is faster than RAS with a modem.
Some sites report occasional hangs and pauses when composing
email on-line. We suspect this is confined to Windows95 systems,
but we have insufficient data to know if it affects Windows98
users.
3) Internet direct
Laptop dials or connects to the Internet, then accesses your
Exchange Server through the Internet.
Offline composition.
Synchronizes mail
Synchronizes calendar
Synchronizes folders
Synchronizes tasks
Lack of long distance fees if your ISP has a phone number local
to your location.
Relatively least secure.
No remote drive mappings – so you can’t access files
on your server.
No file transfer except via email file attachments.
Slightly slower email than pop – but not bad.
Dial-up ISP account required.
4) Mailstart.com
Mailstart.com is a free web site that you can connect to through
the Internet using only a web browser. You fill in your email
address and your password on the screen, and the web site will
connect with your email mailbox and you can read and reply to
your mail.
This method is very easy to use.
Fast email access sometimes (fast at night and off-peak hours,
known to be slow sometimes during the day)
Outlook not required
Can be done on any computer in the world that has Web access
– so you are not dependent on your laptop. This is a nice
method to use at a friend’s house or on a client’s
computer.
Works with any pop mailbox – on Exchange Server or ISP
mailbox.
Lack of long distance fees if your ISP has a phone number local
to your location.
Slow email access sometimes (daytime mostly due to peak usage)
No off-line composition unless you cut and paste from Word or
some other file editor.
Since it is a free web site, no one knows if they will disappear,
morph into another company, or charge for the service in the
future.
You are limited to email access – you don’t get
Outlook calendar, task, or folder synchronization until you
return to your office and plug your laptop in.
No remote drive mappings – so you can’t access files
on your server.
No file transfer or file attachment capabilities.
ISP account required.
Relatively recent web browser version required – older
versions of Netscape or Internet Explorer don’t work.
Mailstart’s web site can be very slow some days.
Not dependable for your principal method of email access –
this method is an auxiliary method.
Does not handle MIME encoding or HTML email messages –
these are two types of standards that people you correspond
with might use. So you can’t read mail from these people.
Non-DON’T WORRY INC. supported product.
Not secure. Using this site involves sending your email password
across the Internet.
5) Popmail to your Office Exchange Server
Outlook or Outlook Express can "pop" or connect directly
through the Internet to your mailbox on your company’s
Microsoft Exchange Server.
Fast email access
Offline composition
Lack of long distance fees if your ISP has a phone number local
to your location.
You can access mail through the Internet or by direct dialing
the modem attached to your office NT server.
You are limited to email access – you don’t get
Outlook calendar, task, or folder synchronization until you
return to your office and plug your laptop in.
No remote drive mappings – so you can’t access files
on your server.
No file transfer except via email file attachments.
Requires somewhat detailed and time-consuming DON’T WORRY
INC. configuration of the laptop, OR, requires you to change
the configuration of Outlook when you leave the office and again
when you return to the office (you have to change back and forth
between Pop mode and normal Exchange server mode and synchronizes
calendars, folders, and tasks).
Exchange Server required.
Email is all sent to your laptop (it does not synchronize with
the Exchange server) so that you can lose all of your mail if
your laptop breaks or is stolen.
6) Popmail to your ISP.
Outlook can "pop" or connect directly through the
Internet to your mailbox located on your ISP’s server.
Fast email access
Offline composition
Lack of long distance fees if your ISP has a phone number local
to your location.
Requires that your mail boxes be maintained by your ISP (some
consider this a Pro)
You are limited to email access – you don’t get
Outlook calendar, task, or folder synchronization because you
have no Exchange Server and ISP’s don’t support
Exchange Server. All Outlook calendars and tasks are stored
locally on your computer and can’t be shared.
No remote drive mappings – so you can’t access files
on your server.
No file transfer except via email file attachments.
No advantages of Exchange Server (shared folders, shared contacts,
shared calendars, and shared tasks or the ability for others
to access your calendar or task list).
Email is all sent to your laptop (it does not synchronize with
the ISP) so that you can lose all of your mail if your laptop
breaks or is stolen.
Dial-up ISP account required.
Email between users at your company is not secure – since
all email is sent to the ISP.
Not secure in general – the mail is on the Internet and
accessible by employees of the ISP.
7) Outlook Express Popmail for use on the road with Exchange
Server. Normal Outlook for use in the office or for certain
uses on the road.
Laptop dials or connects to the Internet, then you use Outlook
Express to access the popmail box on your Exchange server for
email reading and composition while on the road. Outlook Express
is customized for popmail use.
Outlook Express is a free Microsoft email package that looks
and feels somewhat like Outlook, but does not include calendar,
contacts, tasks, etc.
Fast email access.
Offline composition.
Eliminates having to reconfigure your laptop when you come into
the office (change from Outlook pop mode to normal Outlook Exchange
server mode to access shared calendars, folders, and tasks)
Lack of long distance fees if your ISP has a phone number local
to your location.
Using two different email software programs can be confusing
– Outlook when in the office or when you want to use calendars,
tasks, or Outlook folders when on the road. Outlook Express
for email only when on the road.
You are limited to email access – you don’t get
Outlook calendar, task, or folder synchronization until you
return to your office and plug your laptop in.
No remote drive mappings – so you can’t access files
on your server.
No file transfer except via email file attachments.
Dial-up ISP account required.
Email is all sent to your laptop (it does not synchronize with
the Exchange server) so that you can lose all of your mail if
your laptop breaks or is stolen.
8) Exchange Server Web Interface
Laptop dials or connects to the Internet, then you use a Web
Browser to attach to your NT Exchange server to read your mail
and look at calendar and other Outlook information. Basically,
your NT server becomes a web page where you can view your email.
Relatively fast email access.
You get Outlook Email AND Calendar.
No special software to configure on the laptop.
No need to use an email software package – you only need
a Web browser.
Can be done on any computer in the world that has Web access
– so you are not dependent on your laptop. You can use
a friend’s or a client’s computer.
Lack of long distance fees if your ISP has a phone number local
to your location.
Relatively unreliable.
You don’t get all Outlook features – you get cut-down,
crippled features. For example, task lists are not supported
and many features of contacts don’t work.
No off-line composition.
You are limited to email, calendar, and public folder access
– you don’t get task, or folder synchronization
until you return to your office and plug your laptop in. Some
features of contacts work although they are very cumbersome
to use.
No remote drive mappings – so you can’t access files
on your server.
No file transfer except via email file attachments.
Dial-up ISP account required.
Outlook Explorer required for the web browser – older
versions don’t work. NOTE: Netscape Navigator does not
appear to work; though some versions might.
9) Autoforward email from the user’s office Exchange email
box to a special Exchange Server "on the road" mail
box. Then use Outlook Express to access this special box via
POP mail.
Whenever a user goes on a trip, the Systems Administrator or
the users can autocopy copies of all incoming email for a mailbox
to a special "on the road" email box located on the
Exchange server. The laptop dials or connects to the Internet.
The user can use Outlook Express to access the "on the
road" email box via popmail.
Fast email access.
Offline composition.
Eliminates having to reconfigure your laptop when you come into
the office (change from Outlook pop mode to normal Outlook Exchange
server mode to access shared calendars, folders, and tasks)
No risk of user deleting their mail boxes while on the road
(laptop broken or stolen) without being able to recover mail.
Lack of long distance fees if your ISP has a phone number local
to your location.
10) Autoforward email from the office Exchange server to a web-accessible
email box (such as Hotmail, Yahoo, Bigfoot, etc).
Whenever a user goes on a trip, the Systems Administrator can
autocopy copies of all incoming email for a mail box to a web-accessible
email box located on the Internet somewhere. Laptop dials or
connects to the Internet. The user can then use a web browser
to access that mailbox while on the road. Hotmail is a web site
that gives out free email boxes.
Fast email access.
Web Browser only is required – so no special software
or configuration.
Can be done on any computer in the world that has Web access
– so you are not dependent on your laptop. You can use
a friend’s or a client’s computer.
Lack of long distance fees if your ISP has a phone number local
to your location.
The Systems Administrator or the user has to make server adjustments
every time a user goes on a trip and comes back.
This following CON is not confirmed but we suspect it: When
the remote user sends an email message, the reply-to address
will generally be their web mail box – not their normal
mailbox at the office. So replies to email sent by the remote
user may go to the wrong location – this could mean that
the user will have to continue to check his/her web box after
they return from the trip for some time. (There may be workarounds
for this issue).
You must read and compose while on-line unless you cut and paste
from Word.
No remote drive mappings – so you can’t access files
on your server.
No file transfer except via email file attachments.
You are limited to email access – you don’t get
Outlook calendar, task, or folder synchronization until you
return to your office and plug your laptop in.
Dial-up ISP account required.
One Method vs. a Variety of Methods
As you can see, no one solution
may stand out as best for a given situation. "RAS Direct Dial"
and "VPN via Internet" are the most complete solutions.
But these solutions are slower than what some "road warriors"
desire and may have other drawbacks as well.
Many clients prefer to standardize on
one method of remote access for cost and ease of use reasons, but
multiple connectivity methods for the same company or from the same
laptop are possible.
Here are some actual scenarios
that DON’T WORRY INC. clients use (more combinations are possible):
1. RAS Direct Dial for everything. It
does it all. It works the way your computer works in the office
– so there is little to learn. Unfortunately, it is slow.
2. VPN for everything. Uses an ISP – so you can connect to
local ISP phone numbers when you travel to avoid long distance charges.
Works very much like RAS Direct Dial. Unfortunately, it is slow.
3. RAS Direct Dial COMBINED with Outlook Popmail when quick email
only access is needed. RAS is used to synchronize Outlook, calendar,
and transfer files. Some "road warriors" say they use
this when they have 20 minutes to hook up and they need the features
of RAS. When the "road warrior" wants email only and they
have five minutes, then they use Popmail.
4. VPN COMBINED with Outlook Popmail.
5. RAS Direct Dial COMBINED with mailstart.com.
6. VPN COMBINED with mailstart.com
7. Internet Direct COMBINED with Outlook Popmail.
8. Internet Direct COMBINED with mailstart.com
9. And, for the "road warrior" who really understands
when to use which method, RAS Direct Dial COMBINED with VPN COMBINED
with Popmail COMBINED with mailstart.com.
Travelers: It is not uncommon for an ISP connection
(CompuServe, etc) in another State or country to have slower connection
speeds than one would expect in the U.S. (Some are 9.6K instead
of 33K or 28K as we have here). This can cause email to take longer
to transfer, no matter the method.
Phone Line Quality: It
is common for a phone line at a specific location to not be capable
of a high-speed 28 or 33K connection. Some phone lines are not up
to that quality specification. A surprising note: Pac Bell in California
guarantees phone line modem speeds up to 4.8k and not above (yes
– that’s what we said, 4.8 K) – that is really
super slow. Pac Bell won’t fix the phone line if it can’t
go any faster than that.
Note on clients used to older
email software: some DON’T WORRY INC. clients who
are upgrading from older software systems are sometimes used to
faster email remote access and will experience slower access and
file transfer times than they may have been used to. This is because
software programs are getting bigger, files are getting bigger,
and the bandwidth of a standard phone line has stayed the same.
Example: a Microsoft Word file which is a one page memo or letter
can easily take up four times the space of an older Word Perfect
file or a Microsoft Word file from an older version --- even if
the file is the same one page memo or letter! So a file transfer
of a document via email could take four times longer to accomplish
simply because you are using a more "modern" word processor
than what you may have been used to. Unfortunately, we expect this
problem to only get worse until effective solutions for phone line
limitations become widely available
Alternative Internet Access Methods:
If you use a Cable Modem or DSL or ISDN Internet access from your
home location, the speed of all Internet related connectivity methods
above increases in proportion to the speed of your connection method.
These alternative connection methods are not available when on the
road.
Radio Modems: In some
areas, radio modems are a good connectivity method for the remote
user who can’t get to a phone line or where the phone lines
don’t work acceptably. Service coverage tends to be quite
limited and performance is slower than a standard phone line –
in the 14K range.
As we said, there is, as of yet,
no perfect solution. But these descriptions may help you sort through
your remote connectivity options to find the one, or ones, best
suited to your needs.
