OOOCTA Version 4.1. Installation and Users Guide.

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Sharon Hoover
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1 OOOCTA Version 4.1 Installation and Users Guide

2 Contents Introduction... 2 Pre-Requisites... 2 Changes from Version Changes from Version Installation and Setup... 4 Upgrade from previous versions... 4 OOOCTA OOOCTA Installation... 4 Directory and Exchange Permissions Configuration... 5 IIS Configuration... 7 Using OOOCTA...12 OOOCTA Landing Page...12 Example Set and Enable an OOF...13 Example Set and Schedule an OOF...15 Reporting on Enabled out of offices...18 Example report

3 Introduction The Out of Office function is a very useful tool for customers working within organizations to let people know their whereabouts. However people do forget at times to set their Out of Office before they leave, which can result in delays in getting responses to queries from people who mail a person who is out of the office for a prolonged period of time as they do not know that they perhaps should be speaking to someone else. It is common for managers to call ICT Service Desks or HR departments asking for someone s Out of Office to be configured. This tool allows for this to be delegated through a centralized and simple management interface. Pre-Requisites The following are the pre-requisites for the OOOCTA. Windows Server 2008 R2 IIS 7.0.NET Framework 3.5 or above Exchange 2010 Service Pack 2 or above Exchange 2010 Management Tools installed on the primary OOOCTA server The OOOCTA Application Service Account will require Exchange Organization Management rights, you will also need the account that you use to install the software has these rights as well. It is recommended that you install the OOOCTA on a Client Access Server within your environment. Whereas this is not essential to the operation of the tool it makes the setup easier. Changes from Version 3.5 The following changes have been made since version 3.5 of the OOOCTA: Now only support Exchange 2010 SP 1 and above there is not support for previous version of the Exchange. Version 3.5 is now no longer supported by me. Complete re-write from version 3.5 now has the ability to configure and report on OOF settings for users in real time. Removed the need for a server side agent and Microsoft SQL Server. Simplified installation process. Simplified user interface. Enhanced stability and error handling. Changes from Version 4.0 BUG FIX: Fixed problem with an Exception being thrown when either the Internal or External Message contains either a ' or " 2

4 New Feature: Added in the ability to configure the target audience for external replies (All, Contacts or None) New Feature: Added in an operational status which reports the result of an configuration change. 3

Installation and Setup Upgrade from previous versions OOOCTA 3.5 There is no supported upgrade path from previous versions of the OOOCTA. If you have installed OOOCTA 3.

0 of the OOOCTA by running the self-extracting archive as per the installation instructions below.

5 Installation and Setup Upgrade from previous versions OOOCTA 3.5 There is no supported upgrade path from previous versions of the OOOCTA. If you have installed OOOCTA 3.5 or any of the associated patches you should un-install them. OOOCTA 4.0 You can upgrade from version 4.0 of the OOOCTA by running the self-extracting archive as per the installation instructions below. You do not have to re-create the service account, application pool, IIS application or modify and Exchange permissions. The directory paths are maintained between the two versions to allow for serviceability. Installation Ensure that you have downloaded the setup binaries from: to a location on your primary server. Double click on the setup file click on the OK button within the dialog which is shown in figure 1 to begin the setup process. Figure 1 Choose an installation location (or accept the default which is recommended) and then click on the unzip button as shown in figure 2. Figure 2 4

$c:\oooctav4\ directory) at the prompt type in:.\createoooctasvc_ad.$

6 When the extractor has completed click on the OK button shown in figure 3. Figure 3 Directory and Exchange Permissions Configuration Open an Exchange Management Shell window and navigate to the PrepScripts (which is located in the c:\oooctav4\ directory) at the prompt type in:.\createoooctasvc_ad.ps1 This is shown in figure 4. Figure 4 5

The script performs the following: Creates an OU in Active Directory called OU_OOOCTASVC Creates a Service Account within the OU called OOOCTASVC_V4 Sets the password of the account to: OooCTA3250!

$\addrolegroup.ps1 This adds the Service Account into the Exchange Organization Management Group this is shown in figure 5.$

7 The script performs the following: Creates an OU in Active Directory called OU_OOOCTASVC Creates a Service Account within the OU called OOOCTASVC_V4 Sets the password of the account to: OooCTA3250! It is recommended that you change the password of the account once it has been created. Allow for directory replication to take place if you have a domain with more than one Domain Controller then from the same Exchange Management Shell window, type in the following command:.\addrolegroup.ps1 This adds the Service Account into the Exchange Organization Management Group this is shown in figure 5. Figure 5 You can check to see if the above command has been successful by running the following command from the Exchange Management Shell: Get-RoleGroupMember identity Organization Management 6

8 The output can been seen in figure 6. Figure 6 IIS Configuration Open the Internet Information Services Manage and expand [ Your Server -> Application Pools ] right click on the Application Pools entry and from the context menu that appears select the Add Application Pool option, shown in figure 7. Figure 7 7

Figure 8 When you have created your application pool right click on

9 Within the Add Application Pool dialog box, complete the details as per figure 8 below. Figure 8 When you have created your application pool right click on it from within the IIS Manager and from the context menu that appears select Advanced Settings shown in figure 9. Figure 9 8

From the advanced settings page select the dotted button next to the

Figure 10 Complete the Application Pool Identity settings be selecting

Directory Service account that was created in the earlier steps.

10 From the advanced settings page select the dotted button next to the Identity section located under Process Model shown in figure 10. Figure 10 Complete the Application Pool Identity settings be selecting Custom Account you will need to provide the details of the Active Directory Service account that was created in the earlier steps. This is shown in figure 11 click OK until you are back at the main IIS Management Page. Figure 11 9

From within the IIS Services manage right click on the entry for Default Web

shown in figure 13 ensure that you click on the Select button next to

11 From within the IIS Services manage right click on the entry for Default Web Site from the context menu that appears select Add Application shown in figure 12 below. Figure 12 From the Add Application dialog box complete all of the fields as shown in figure 13 ensure that you click on the Select button next to Application Pool and select the AP_OOOCTAv4 pool that you created earlier, when done click on OK until you are back in the main IIS interface. Figure 13 10

When you are back in the main IIS interface select your new OOOCTA application and then from the right hand window select Authentication ensure that you setting match those in figure 14.

12 When you are back in the main IIS interface select your new OOOCTA application and then from the right hand window select Authentication ensure that you setting match those in figure 14. Figure 14 You should now be able to access the OOOCTA from the following URL(s): If you have not enabled SSL: If you have enabled SSL: 11

Using OOOCTA OOOCTA Landing Page The OOOCTA landing page allow for you to configure and review the Out of Office settings for a particular user. The landing page is shown in figure 15. Figure 15 1.

13 Using OOOCTA OOOCTA Landing Page The OOOCTA landing page allow for you to configure and review the Out of Office settings for a particular user. The landing page is shown in figure 15. Figure Enter in the samaccountname of the user that you wish to configure clicking on the Person icon to the right retrieves the information on the selected user. 2. This area gives you re the current OOF status of the selected user this will either be: a. Disabled b. Scheduled 12

14 c. Enabled If the status is either Enabled or Scheduled you can click on the Person icon with the Red Cross to quickly disable the OOF. 3. If you tick the Scheduled Time check box the screen will change to allow for you to pick a specific date and time for the OOF for the selected user to be enabled. 4. In the Internal out of Office Message area, you can provide the OOF message which will be sent to recipients within your organisation. 5. In the External out of Office Message area you can provide the OOF message which will be sent to recipients outside your organisation. 6. Click on this button to set the configuration changes to the users OOF. Example Set and Enable an OOF The example in figure 16 shows an OOF which is not scheduled but enabled (e.g. it is on, and will remain on until the user or an admin disables it). Both an Internal and External message are configured however, you do not have to provide both. Figure 16 13

15 Figure 17 shows that the OOF has been set for our user. Figure 17 14

16 Example Set and Schedule an OOF By checking the Scheduled Time check box the page will change to look like the example in figure 18. Select the Date and Time from and to and then click on the Set Configuration button (at the bottom of the screen). Figure 18 15

17 In version 4.1 of the OOOCTA there is an additional option on the landing page which is relevant to Out of Office messages which are sent to external recipients this option is highlighted in red in figure 19: Figure 19 The options are: All sends the external OOF to all external recipients (this is the default setting) Known Sends the external OOF to only external recipients who are in your contact list. None External OOF messages will not be sent. 16

18 Figure 20 shows that settings in the Users out of Office settings. Figure 20 17

Reporting on Enabled out of offices If you click on the Report button (located at the top of the screen) you will be taken to the reporting page, from

Figure 21 Figure 22 There are two buttons on this page (labelled in figure 20 as 1

19 Reporting on Enabled out of offices If you click on the Report button (located at the top of the screen) you will be taken to the reporting page, from here you can report on the names of the users in your organisation that have an OOF either enabled or scheduled. Figure 21 shows this page. Figure 21 Figure 22 There are two buttons on this page (labelled in figure 20 as 1 and 2). 1. Clicking button 1 (the icon that looks like a person) will execute the report (this can take some time to complete in large environments). 2. Clicking on button 2 allows for you to export the report to CSV. Example report 18

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