The Kopano OL Extension (KOE) serves as an enhancement to the already included ActiveSync support of Microsoft Outlook 2013 and 2016 (Windows only, but for both 32bit and 64bit systems). KOE is available as an msi package and can be installed before or after creating the actual ActiveSync account in Outlook.
- Z-Push 2.3.x is a requirement to use KOE
- To successfully synchronise the GAB the GAB-Sync script has to be run periodically (setup instructions in the Z-Push Wiki).
Creating a new profile
While creating a new profile is optional it always gives the advantage of starting with a clean environment. Technically it is possible to connect to multiple Z-Push enabled servers from within one Outlook profile and even mix it with other account types.
When it comes to the "Auto Account Setup" the "manual setup" method needs to be chosen
Afterwards "Exchange ActiveSync" can be selected as the account type (For Outlook 2013 this option was called "Oulook.com or Exchange compatible service"
Account details can be given on the next page. Users are able to either synchronise the whole mailbox or only one month of data for each folder.
After this step the account settings are tested and the account can be used.
Working with the Kopano OL Extension
Once installed KOE will add another tab to the Outlook Ribbon from which the user can control the extension.
Working with contacts from the GAB
Important fact about shared folders in ActiveSync
Due to the nature we achieve shared folder functionality in ActiveSync everything you open this way will be treated by the client as your own data. Causing for example notifications on additionally opened calendars (see https://jira.kopano.io/browse/KOE-12) and displaying information from items marked as private by its owner (With the introduction of https://jira.z-hub.io/browse/ZP-1063 in Z-Push 2.3.3 we therefore exclude the sync of private items in shared folders). In addition to this Outlook is currently only able to display one contact folder per ActiveSync account, we are researching ways around this limitation as part of https://jira.kopano.io/browse/KOE-14.
You can find some deeper technical information about the shared folder implementation over at the Z-Push Wiki.
The GAB wiill be displayed as an additional adressbook inside of Outlook
The address book folder will be auto selected to be listed when composing messages:
Setting out of office messages
In the Out of Office Assistant screen the user can enable his oof message. For convenience the previous oof message will also be fetched from the server, so that the user can easily adapt and reuse it.
KOE will at startup check if the oof message is active on the server and will ask the user if he wants to disable it.
Opening and closing shared folders (such as calendars)
The shared folder functionality can be easily accessed through the option "Shared Folder".
Once the user has clicked "Shared Folder" he will be presented with a dialogue allowing him to to choose between opening a folder from the public store or a specified user
Important to know
The lookup of usernames in this dialogue will only succeed if the GAB is synced to the client.
To be able to list folders of the desired user, at least the "list folders" right has to be given for the root of the mailbox)
When opening a folder the user also has the possibility to give the folder an unique name. KOE will suggest a folder name following the schema "Username - Foldername".
Once the user has clicked "Open" the folder will be added to the sync profile in Z-Push and will start added to Outlook with the next synchronisation..
A once opened folder can be closed through the same menu option by simply deselecting the checkbox in front of the folder. If there are no other folders opened from that specific user, then the user will not be displayed in this dialogue anymore when it is opened the next time.
Using send-as and delegation functionality
Since the release of version 1.1 of KOE it was already possible to manually add a differing From address and use this address to send mails (given that the user has the correct permissions to do so). Starting with KOE 1.2 the From address is automatically set to the email of the shared folder, when replying from this folder (to mirror the behaviour of WebApp and Outlook in general). Optionally this can be deactivated from the shared folder dialogue.
Changing advanced settings
In the settings screen the user can select from which ActiveSync account he wants to retrieve the GAB (by default KOE will retrieve the GAB from the first ActiveSync account). This screen can also be used to change the Loglevel to aid debugging issues with a developer.
Additionally the Plugin Debugger (which can be found as PluginDebugger.exe in the installation directory of KOE) can be used to disable certain parts of KOE, such as the GAB or the shared folder feature.
This tool can also be used to define a customer location for the PST file to store the local copy of the GAB.