Access, Outlook automation, and terminal services

[Thomas Kroljic]

I have the following environment:

1. Dell PowerEdge server (JMserver) running SBS 2000 (with Exchange Server)

2. Dell PowerEdge server (TermServer) running w2k in Terminal Server
Application mode

I have an access database on the Termserver server. This application is used
by 10 - 15 remote users (they access the server via a DSL VPN connection.)

Within the access database application I just added the following code to
add appointments to their OUTLOOK calendar:

Dim outobj As Outlook.Application
Dim outappt As Outlook.AppointmentItem
Set outobj = CreateObject("outlook.application")
Set outappt = outobj.CreateItem(olAppointmentItem)
With outappt
.Start = Me.txtTicklerDate + #9:00:00 AM#
If Form_Contacts.CompanyName > " " And _
Form_Contacts.Institution = True Then
.Subject = Form_Contacts.CompanyName
Else
.Subject = Form_Contacts.LastName & ", " &
Form_Contacts.FirstName
End If
.Body = Me.txtTicklerText
.Location = Form_Contacts.StoreDesc
.ReminderMinutesBeforeStart = 10
.ReminderSet = True
.Save
End With
' Release the Outlook object variable.
Set outobj = Nothing
Set outappt = Nothing


This appears to be working but there appears to be a lag time before their
Outlook Calendar is updated, is this normal? The users use the OUtlook that
is located on their local desktop, not the one located on the Terminal
server desktop. Will this cause any problems? The user will normally make a
connection to the JMserver (SBS 2000) via a VPN connection and then
synchronize their outlook application.

Will running the above code within an Access application on the terminal
server work properly in my clients environment since all the remote users
are using their local Outlook and synchronizing with the Exchange Server?
Should I be using a different method?

In testing it appears to work even though there is a lag time of 30 seconds
to 2 minutes. Am I using the right method/approach?

Thank you,
Thomas J. Kroljic

 

[david epsom dot com dot au]

Looks OK to me, but I haven't actually done it myself.

30 sec to 2 minutes lag sounds reasonable to me. The
server copy of Outlook has to write back to the Exchange Server,
then the local copy of Outlook has to query the Exchange Server.
Both the Write and the Read take place as background tasks

There should be no conflict between using the server copy of
Outlook and the local copy of Outlook.

I am surprised that you have not said anything about the security settings
for outlook: is that working OK?

(david)

 

[Thomas Kroljic]

Security settings for Outlook...Not sure where to look. Do I need to change
settings on the Outlook software or in the Exchange Server?

Now I have one or two users who have Outlook 2003 telling me that the Access
code is not generating the appointments. Is there something different
between 2002 and 2003 that will cause the vba code not to work properly
under Outlook 2003?

If I have the outlook 2003 user do the following it appears to work:

First have them log into the terminal server and open up the remote
version of Outlook (which is 2002). Next, go into the Access application and
select the appropriate options that cause Access to execute the VBA code to
create an appointment. Close Access. If they look in their remote Outlook,
they will see the appointment. Final, close the remote version of Outlook
and log out of the Terminal server and disconnect. Now go into their local
Outlook (2003) and synchronize with the Exchange Server. Now the appointment
appears.

Any thoughts on this?

Thank you,
Thomas J. Kroljic

 

[david epsom dot com dot au]

1) Outlook security is just the stuff that asks you "Is this program
authorised to use Outlook?", and "Is this program authorised to send
e-mail?" If it is not a problem, no need to change anything.

2) On your description, the system IS working properly with Outlook
2003 - after both the local and the server copies have synchronised,
which will happen eventually anyway. That sounds ok to me - unless
you are trying to set up an immediate appointment.

3) Outlook security does change with each release and service pack,
so it is POSSIBLE to have problems, where Outlook suspects that your
code might be another virus trying to send e-mail.

4) But your description is just that the synchronisation of the local
Outlook 2003 happens on a different/slower schedule. Not anything to
worry about.

(david)

 

[Thomas Kroljic]

David,
<< But your description is just that the synchronisation of the local
Outlook 2003 happens on a different/slower schedule. Not anything to
worry about.>>

Is there a way to increase this synchronization process?

Thanks again for your response.

Thomas J. Kroljic

 

[david epsom dot com dot au]

Is there a way to increase this synchronization process?

Don't know. You could ask in an Outlook group.

(david)

 

[Thomas Kroljic]

David,
I'll do just that. Thanks again for your help and valuable information.
I do appreciate it.

Thomas J. Kroljic