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Integration with Microsoft's Exchange Server allows you to add, update, or delete appointments in the Public Calendar of any user with a mailbox on the server. Users who do not have a Microsoft Exchange mailbox are sent e-mails notifying them of the appointment or any changes. Be aware of the following when using Microsoft Exchange Server with Bridgeway Suite:
§ Integration is at system-level only; no user-level options exist.
§ A public Contacts folder must exist on the Microsoft Exchange server; there is no link to the Global Address list.
Create an administrative account on the server for use with Bridgeway Suite. This system-level ID must have access to the mailboxes of all Bridgeway Suite users since all appointments and tasks are stored in and sent from this account. It is recommended that a descriptive name be used, such as "Legal Dept. Administrator," rather than a general name, such as "Admin".
Appointments
When a new appointment from within Bridgeway Suite is created or changed through the Calendar tab, e-mail is sent from the administrative account to all invited users in the form of a meeting request, which allows them to respond and add it to their public calendar. The subject line for updated appointments includes the name of the user creating the calendar item.
When an appointment is deleted, it will be deleted from the public calendar of all invitees who have a mailbox on the Microsoft Exchange server. Outside invitees will receive an e-mail message notifying them of the deletion.
Tasks
Tasks work differently. For invitees with a Microsoft Exchange server mailbox, new tasks are added to their task list, but if the task is modified, all users are sent a notification message by e-mail; it is not updated or deleted. The existing task must be manually changed.