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Message addressed to an If a message is addressed to someone outside the organization or a group that external recipient contains an external recipient, MailTips warns the user in case the message contains confidential company information. 12 Reply to BCC If you reply to a message where you were on the BCC list, MailTips prompts you that you were BCCd and that if you reply the other recipients will know you received the original message.
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If you attempt to send a message that exceeds the maximum message size for the organization or for one of the message recipients, MailTips tells you that Exchange won t deliver the message. Of course, MailTips can t warn you that an external organization will have problems with a message of a certain size. Messages sent to a moderated group have to be approved by the moderator, so MailTips warns you that there could be a delay before the message is approved. Moderators of the group or anyone explicitly allowed to receive messages addressed to the group do not see this MailTip. Administrators can configure mailboxes and groups so that only certain users can send them messages. If you attempt to send to one of these recipients, MailTips warns you that your message won t be accepted. Administrators and group owners can configure custom MailTips, including the ability to localize the text so that users see the MailTip in their own language. For example, you might want to set up a MailTip for a mailbox used for human resources queries so that users know that any message sent to the mailbox will be dealt with within 24 hours. A recipient s custom MailTip is not displayed if a user does not have the right to send to the recipient.
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Figure 12-12 provides a good illustration of what a user will see if MailTips are configured when he composes a message using OWA. In this case, three conditions have been detected. The user is not allowed to send to the Sales Executives group, so he gets the option to remove the recipient; the number of recipients in the message header exceeds the value of the large audience limit as determined in the organization configuration (the default is 25), so the user has the opportunity to consider whether he really wants to send the message; and custom MailTips are displayed for a mailbox.
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The exclamation mark shown in the Infobar is red . The user can hide all these warnings by clicking it the equivalent of the user telling OWA that she really knows what she is doing .
Outlook 2010 is the other client that supports MailTips. If configured in cached Exchange mode, Outlook depends on details of MailTips that are held alongside other recipient attributes in the OAB. However, when it is configured to work online, Outlook fetches MailTips data in the same way as OWA does. In Figure 12-13, you can see that Outlook presents a slightly different view of MailTips to the user. In this case, we have addressed the message to the same three recipients as our previous example. Outlook displays that we can t send a message to the Sales Executives group and also displays the name of the group in a lighter
12
MailTips and group metrics
color than the Exchange 2010 Interest List. We can also see the MailTip displayed for the individual EMEA Help Desk mailbox.
Figure 12-12 MailTips in action.
Figure 12-13 Outlook 2010 and MailTips.
However, there s no sign of the warning that we are sending to 50 recipients! This is because Outlook allows a user to configure the MailTips that she wants to see (Figure 12-14), whether to have the MailTips bar available at all times, and whether to expand the MailTips bar if multiple tips are available. OWA does not include any user interface to configure MailTips. However, if you click the button in the toolbar to collapse the Infobar that contains the MailTips, OWA saves the state across sessions and MailTips will not be revealed again until the user decides to reveal the Infobar again. Behind the scenes, OWA continues to check for MailTips and will change the color of the button to indicate when some MailTips information is available for review. You cannot manipulate the MailTips settings for a mailbox through EMC or EMS.
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