Answers to Frequently Asked Questions about MetaFrame and Outlook

On April 24, Information Systems introduced to the Clinical and Standard Workstations (SWS/CWS) an application called MetaFrame. This application will allow Information Systems to provide Microsoft Outlook and, in the future, Internet Explorer to SWS and CWS users. The following are some of the more often asked questions regarding MetaFrame and Outlook.

1. How do I register for OUTLOOK on my SWS or any CWS?

2. What if I have a Lotus Notes or CCC email account?

3. What is MetaFrame and what does it have to do with OUTLOOK?

4. Why use MetaFrame?

5. Who will be Effected by MetaFrame?

6. How do I use OUTLOOK on the SWS and CWS through MetaFrame?

7. Why does my OUTLOOK-MetaFrame application shut down after I have not used it for awhile?

8. How do I have Outlook close a message after I "REPLY to" or "FORWARD" it?

9. How can I have Outlook notify me when new mail arrives?

10. How can I have the Netware Directories accessible from Outlook?

11. Why does my browser not launch when I double-click on a URL?

12. Why do MS Access97 attachments open as read only when launching from Outlook?

13. When I try to reply to a message I’ve received, the message window minimizes and becomes a button on the task bar. How can I complete the reply and send the message?

14. Attaching files to Outlook Messages from Netware Mappings

15. What is the difference between a Clinical Workstation (CWS) and a Standard Workstation (SWS)?

16. Why doesn’t the OUTLOOK or other MetaFrame-based application icon appear on my SWS or CWS?

 

Q What is MetaFrame and what does it have to do with OUTLOOK?

A MetaFrame is a technology that enables applications to run on a central computer file server and be accessible by individual workstations on the CareGroup network.

The application appears to run locally on the individual workstation; however, the central computer file server is actually running the application and simply sending screen updates to the individual workstation in response to the your keystrokes and mouse movements.

This enables you to access "MetaFramed" applications on the Standard Workstation (SWS) and Clinical Workstation (CWS). Microsoft Outlook and Internet Explorer are two examples of applications that would otherwise not be available on SWS or CWS.

 

Q How do I register for OUTLOOK on my SWS or any CWS?

A You need a Microsoft Exchange account. Exchange is the back-end server to which OUTLOOK clients connect. OUTLOOK is one of several clients that can connect to Exchange. The other client supported within CareGroup is OUTLOOK WEB EXPRESS or OWA. OUTLOOK is more feature-rich than OWA. You already have an Exchange account if you use OWA through a browser.

If you don’t have an OUTLOOK account, request an "NT Network Account/ Microsoft OUTLOOK" form from the IS Support Call Center (x48080). Complete the User section and have your Manager complete the Management section. "File & Print Sharing" is not needed for OUTLOOK. FAX the form to x48099.

The Support Call Center will contact you by telephone with your User Name and temporary password. They will also specify a date/time when your OUTLOOK account will be available on your SWS or any CWS.

Information Systems will be able to add about 25 new Outlook users per week. The first priority will be given to existing Outlook users who only have access through OWA.

There is on-site Outlook training available on Mondays. Call Geoff Brigham at x48732 to schedule training.

After installing OUTLOOK, your Outlook Account will still be available from a web browser by navigating to http://home.caregroup.org/ and choosing WEBMAIL (left Pane on the Web Site). The user name and password will be the same as if you logged in through OUTLOOK.

Q What if I have a Lotus Notes or CCC email account?

A If you have a CareGroup LOTUS NOTES account, new email will be directed to your OUTLOOK "inbox" at the time you convert. The day following your conversion, Information Systems will copy your Lotus Notes "inbox" (with its folder structure) to your new Outlook account. Please call the IS Support Call Center x48080 if your folders and messages do not come across as expected. Your Lotus Notes account will remain available to you for 2 weeks to copy and reference addresses, calendar entries, etc. No email can be sent or received through Lotus Notes during this time. After 2 weeks, your Lotus Notes Account will be deleted.

Prior to converting to OUTLOOK, we ask that you delete any unnecessary folders and messages in Lotus Notes to lighten the conversion load.

For CCC E-MAIL USERS, your Inbox will remain as is in CCC and not be copied over to Outlook and your Exchange Account. You will continue to be able to send email messages from CCC, however all new messages sent to you will be received in Outlook.

 

Q Why use MetaFrame?

A In 1999, Information Systems embarked on a multi-year project to upgrade all PC’s to Microsoft NT. A decision was made to ‘freeze’ the software code on the Standard Workstations at that time. This meant a SWS user could only access an Outlook account through OWA since the SWS did not have an OUTLOOK client installed. This proved acceptable for limited use, but unsatisfactory for people with high email volumes.

The CareGroup community needs access to OUTLOOK for e-mail and calendaring. MetaFrame enables Information Systems to give you the full OUTLOOK client on Standard and Clinical Workstations without major reconfiguration or hardware upgrades.

The SWS also is limited to an older version of browser technology; Netscape 3.0. Many web applications being offered at CareGroup require a more up-to-date browser. CareGroup has standardized on Microsoft’s Internet Explorer 5.0. MetaFrame also allows us to give access to IE-5 on the Standard Work Stations.

 

Q Who will be Effected by MetaFrame?

A Individuals who use a Clinical or Standard Workstation and require the full OUTLOOK client will need Metaframe. IS is converting email users at a rate of 25 per week.

As other web-based applications are introduced in the future, MetaFrame may be needed if the applications require IE-5 and the user has a SWS or CWS.

 

Q How do I use OUTLOOK on the SWS and CWS through MetaFrame?

A For Clinical Workstation (CWS) Users beginning April 24, 2000, you login as you normally do with "CLIN". This will give you the OUTLOOK 2000 icon on the Desktop.

For Standard Workstation (SWS) users, the OUTLOOK icon will be added to your account after you follow the steps specified in "How do I register for OUTLOOK on my SWS or any CWS?" at the beginning of this document.

Once you have your Outlook account and access to the OUTLOOK icon, launch OUTLOOK and logon to the ITS domain with the username and password that the Support Call Center has given you.

Q Why does my MetaFrame application shut down after I have not used it for a while?

A MetaFrame is licensed by concurrent user of which we have 300. To prevent inactive sessions from tying up licenses, Information Systems set a 10 minute time-out. If your session times-out, simply re-launch the OUTLOOK-MetaFrame Application as required.

For the same reason, only intranet access will be permitted through Metaframe when the IE-5 icon is added in the future to the SWS and CWS desktops. Also, applications that are already available on the SWS or CWS such as CCC will not be added to Metaframe.

Q How do I have Outlook close a message after I "REPLY to" or "FORWARD" it?

A Go to TOOLS->OPTIONS->PREFERENCE Tab->EMAIL OPTIONS button and choose "Close original message on reply or forward." Note: this has to be done at each session start-up until May 5, 2000 when, once set, it will stick for all future sessions.

 

Q How can I have Outlook notify me when new mail arrives?

A Go to TOOLS->OPTIONS->PREFERENCE Tab->E-MAIL OPTIONS button and choose "Display a notification message when new mail arrives." Note: this has to be done at each session start-up until May 5, 2000 when, once set, it will stick for all future sessions.

 

Q When I am attaching or detaching files in Outlook, I do not see my Netware Directories (F:, G:, H: etc.). How can I have the Netware Directories accessible from Outlook?

A See the METAFRAME HOW-TO: Attaching files to Outlook Messages from Netware Mappings.

 

Q If I receive a Web Address (URL) within an email message, why does my browser not launch when I double-click on the URL?

A The MetaFrame version of Outlook is part of the Office 2000 suite located on the MetaFrame server. When you double-click a URL, Outlook tries to locate the Internet Explorer 5.0 browser and all you have access to as a SWS/CWS user is Netscape 3.0 Gold. You must copy the URL, launch Netscape 3.0 Gold and paste the URL into the Location Box on your Browser.

 

Q Why do Microsoft Access97 attachments open as read only when launching from Outlook?

A Since Outlook 2000 is part of the Office 2000 suite, any MSOffice document will appear as an Office 2000 document, even if the original was in Office 97 format. This is not a problem for all Office documents except Access, which is not backward compatible. If you receive an Access .mdb file, always save it first and then open it with Access97.

 

Q When I try to reply to a message I’ve received, the message window minimizes and becomes a button on the task bar. How can I complete the reply and send the message?

A Expand the minimized message window. If the original message does not appear, click on the REPLY button. The original message should appear. Type in your reply and hit SEND. If the message does not send immediately, check your OUT box, call up the message and SEND it again.

Q What is the difference between a Clinical Workstation (CWS) and a Standard Workstation (SWS)?

A Both have a preset group of applications in the desktop software image that have been extensively tested for interoperability. Both are being phased out and replaced by a new Microsoft NT image. The CWS is pre-logged to the network using a generic signon/password such as "clin", "bbank" or "EDMD". Users log into SWS individually.

 

Q Why doesn’t the OUTLOOK or other MetaFrame-based application icon appear on my SWS or CWS?

A Configuration changes to SWS and CWS are delivered from a central server when you reboot the PC. The new MetaFrame client software was not available for download until April 1, 2000. If your PC has not been rebooted since then, do so and the new client code will automatically be added to your desktop.

Once the reboot occurs, the CWS (i.e. those with generic logons such as "clin", "bbank", and "EDMD") needs to be logged off/on. The Outlook MetaFrame icon should load on the desktop.

For SWS users who log into their workstations individually, the icon will load after they logoff/logon assuming they have been given an NT/Outlook account by the IS Support Call Center.

Attaching files to Outlook Messages from Netware Mappings (SWS Only)

Background

When you use Outlook through MetaFrame, you are not automatically given access to your Netware Mappings for those who access files on Novell servers. The following procedure will enable you to see your Netware Drives (usually the F: and greater).

THESE PROCEDURES APPLY ONLY TO STANDARD WORKSTATIONS. CLINICAL WORKSTATIONS WHICH ARE LOGGED INTO THE NETWORK USING A GENERIC LOGIN/PASSWORD, E.G. "CLIN", SHOULD NOT HAVE DRIVES REMAPPED.

ONLY ADVANCED USERS SHOULD ATTEMPT THESE PROCEDURES. OTHER USERS SHOULD CONTACT THE IS SUPPORT CALL CENTER (4-8080) FOR ASSISTANCE.

Procedure

Once you have logged into the MetaFrame Outlook icon with the user name and password that the IS Support Call Center (x48080) has supplied to you, do the following:

      1. Click on the OTHER SHORTCUTS button on the bottom of the OUTLOOK BAR on the left of the screen (if you do not see the OUTLOOK BAR, go to VIEW menu and choose OUTLOOK BAR). This button is near the MY SHORTCUTS button.
      2. Double Click on the MY COMPUTER icon. You will see the Drive Mappings of which Outlook is aware.
      3. Go to the menu bar and choose TOOLS à MAP NETWORK DRIVE
      4. A dialog box will open. Select the Netware Mapping from the DRIVE drop-down list that you need to attach files. If that letter is not available, choose any available letter and remember that this new letter will point to the same location as your Netware MAPPING letter: see the example in step 7, below.
      5. Go to the white area toward the bottom of the MAP NETWORK DRIVE dialog box. Double Click the symbol of a computer with the word CLIENT printed next to it.
      6. Single Click the Letter from which you need to attach files. This will be the letter with which you are familiar. This letter will appear in the PATH drop-down list in the MAP NETWORK DRIVE dialog box.
      7. Example: K: points to BILLING\VOL2 and will be listed as CLIENT\K$ with TYPE = REMOTE. This letter will appear in the PATH drop-down list in the MAP NETWORK DRIVE dialog box. It might be that K: is listed as TYPE = LOCAL DRIVE in the DRIVE drop-down list and therefore was not available (see step 4, above). In this case you would have to select another letter to represent BILLING\VOL2, for instance L:
      8. Select the RECONNECT AT LOGON ballot box so that it contains a check mark.
      9. Select OK for the MAP NETWORK DRIVE dialog box..
      10. The Netware Mapping selected will now be available for file attachments.
      11. Example (where the DRIVE and the PATH have the same letter available): The PATH is K (the Netware Mapping) and K is available as the DRIVE.
        The choice to select will be: K$ on ‘Client’ (K:).
      12. Example (where the DRIVE and the PATH do not have the same letter available: Step 7 situation):
        The PATH is K (the Netware Mapping) and L is available as the DRIVE.
        The choice to select will be: K$ on ‘Client’ (L:).