Technical Training Coexistence and Interoperability

Technical Training Coexistence and Interoperability

Coexistence and Interoperability

Gartner's E-mail network allows an associate on Outlook/Exchange to send and receive messages with associates on cc:Mail, OpenMail, or QuickMail as easily as with another Outlook/Exchange user. However, once the message reaches the client (the desktop software) some differences may be noticed. That is because each client (e.g., cc:Mail or Outlook) supports different features. Another way of saying this is that each client has “its own view of the world.”

These coexistence and interoperability issues are a result of using different E-mail systems within Gartner and will decrease as the company migrates to one system—Outlook/Exchange. In the meantime, we've identified some common issues and how to avoid (or at least work around) them. This list does not include all issues. So, if you find one that we missed, please send it to .

Sending from Outlook to a cc:Mail, OpenMail, or QuickMail recipient

Embedded graphics. Do not put graphics (pictures, spreadsheets, screen shots, etc.) in the body of a message. Embedded graphics are not supported by Gartner's legacy (cc:Mail, OpenMail, and QuickMail) messaging systems. They will not appear in the recipient's message. If you must send a graphic to a non-Outlook recipient, attach it as a file.

Long filenames. Native cc:Mail and OpenMail using the cc:Mail client do not support the naming of attachments with long filenames (that is, over the 16 bit limitation of 8x3). File attachments with long filenames will be truncated in cc:Mail to the first six characters of the name followed by ~1 (ex: intero~1.doc). To avoid filename confusion, rename files using long filenames prior to attaching them to messages to non-Outlook recipients.

Columns don't align properly. Because Outlook supports rich text, you may type a message in which you use the Tab key to align columns of data. Our legacy systems don't support rich text and such aligning in an Outlook message will not transfer properly to the recipient system. If you create columns of data in your Outlook message, format the text using a fixed field font (like Courier) before sending it to a non-Outlook recipient.

Rich text. You'll want to start using different fonts and colors to emphasize specific text in your messages. Outlook recipients will see it, but those using a legacy system won't. If you need to emphasize text in a message to a non-Outlook recipient, use a non-rich text method of doing so (e.g., CAPS, indent, or “underscore” with the dash key).

Sending from cc:Mail, OpenMail, or QuickMail to Outlook recipient

Message body appears as an attachment. A message that is Forwarded between systems may at one point turn into an attachment to the message. That is, the Outlook recipient may only see header information in the message with the actual message shown as an attachment. This occurs because the message passed through OpenMail at some point in its travels, and OpenMail tends to put everything into containers (attachments). If you receive such a message as an attachment and need to respond to it, open the attachment, then cut and paste it into a fresh message so that it is more readable to the next recipient.

Distribution Lists

Different systems have different names for them: private distribution lists, private mail lists, private address books, address books, and address lists. Such lists are created and maintained by the user. When a user migrates between E-mail systems, private distribution lists on which that user's name appears may become out of date. E-mail sent to a migrated user by way of an outdated private distribution list may bounce (be returned to the sender).

This problem exists independent of what E-mail system you are on. You may need to update your own distribution lists to reflect migrating users' entries. Or, if you are the person migrating to a new E-mail system, you need to tell those with whom you message to update their distribution lists.

To update private address books and address lists in QuickMail, run VERIFY. Since Exchange deployment is ramping up, it is a good idea to run VERIFY at least weekly. To do so: Select Verify Addresses under the Tools menu. A dialog box appears asking you to select the appropriate items to verify. Select those items and click Verify.

In native cc:Mail and cc:Mail/OpenMail, private mail list entries automatically update with address changes. If using cc:Mail Mobile, the update occurs when your "system updates" are processed at login. In Outlook private address book lists, you need to delete then readd the entry of the person who has migrated. If you have questions regarding how to update your private distribution lists, contact your local Technical Support.

A reason to use Forward instead of Reply

Consider this scenario: On Jan. 5, you send a colleague an E-mail. No urgency, so she saves it in her Inbox. On Jan 6 you migrate between Gartner E-mail systems (e.g., QuickMail to Outlook/Exchange). IS&T forwards your QuickMail messages to your new Outlook/Exchange account. On Jan. 7, your colleague decides to respond to your E-mail. But the E-mail's return address shows as QuickMail and you are now on Outlook/Exchange. When she does a “Reply To,” the message is sent to QuickMail who says “I don't know who you mean” and returns the message to the sender (aka bouncing). To help prevent bouncing E-mail, use Forward instead of Reply To on messages received from recently migrated associates.

I can't open the file attachment!

Possibly you've said that about a file sent to you as an E-mail attachment. Not only is Gartner in the midst of migrating to Outlook/Exchange, but we are also migrating to Office97. That means that if you are using Office95 and receive a file created under Office97, you may not be able to open it. To reduce file attachment interoperability issues, Office97 users should save their files in Office95 format (using Save As) prior to attaching them to E-mails. If you are using Office95, you can install a converter that will convert an Office97 file into Office95 format. (Formatting unique to Office97 will be lost when converting to Office95.)

The Word converter can be downloaded from:

Egham:

/

On the support server in the Data\common directory

San Jose: / S:\OFFICE 97 CONVERTERS
Stamford: / On the Infosys_CT server in tech support\software\pc\office97
Word converters for 95
Westboro: / G:\PGM5\WORD 97 CONVERTER
Internet: / http://www.microsoft.com/word/freestuff/ converters/wrd97cnv.htm

The PowerPoint converter can be downloaded from:

Egham: / On the support server in the Data\common directory
San Jose: / S:\OFFICE 97 CONVERTERS
Stamford: / On the Infosys_CT server in tech support\software\pc\office97 ppt
PowerPoint converters for 95
Westboro: / G:\PGM5\PP97 CONVERTER
Internet: / http://www.microsoft.com/PowerPoint/ FreeStuff/PP8to7.htm
Gartne Group© 1998 / Page 3
March, 1998