Glossary

Glossary of terms related to Microsoft Exchange and Mobile Messaging

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4

4G

4G refers to the fourth generation of mobile data services, beyond the original analog services, then 2G, 2.5G and 3G. The 4G system is being built to handle multimedia streaming over handsets in addition to messaging. Sprint Nextel is the only carrier currently offering 4G service in the US.

A

A Record

An A Record is the commonly used abbreviation for Address Record. An A Record is a DNS setting used to point a domain name to an IP address. Specifically, the A Record specifies which IP address a website resolves to. There are other types of records such as a CNAME or MX Record which can be used to customize which IP addresses resolve for different services on a domain. Using one IP address for an A Record and another for an MX record allows one company to host a website, and another to be the email host.

Access

In reference to email and messaging, Access is the method by which a user is able to view and make changes to messages, contacts and calendar entries. Typical Access methods include the use of a desktop client such as MS Outlook or MS Entourage, web browsers such as Internet Explorer, Firefox, Safari or Chrome using Outlook Web Access, or mobile devices with Data Synchronization.

Account

The term Account is short-hand for User Account. In the context of MS Exchange, an account is synonymous with a user's Mailbox. Users access their account / mailbox to send or retrieve messages, set their calendar, etc.

Activation

This is the process of enabling a digital service. When used in reference to mobile phones, this means starting mobile wireless voice and data services with a carrier such as AT&T, T-Mobile, Verizon or Sprint. When used in reference to Exchange, Activation means the process of setting up an Exchange account on the server. The term Activation is also typically used in reference to both mobile devices and Exchange, referring to the process of connecting a mobile device to the Exchange Server. Blackberry devices require activation using Blackberry Enterprise Server in order to connect to an Exchange server.

Active Directory

Active Directory is a Microsoft technology which builds on the open LDAP standard to provide a way to manage user access, accounts and policies across large numbers of users, servers and remote locations.

Activesync

Activesync a two-way Data Synchronization program from Microsoft that provides users of Microsoft Exchange with a method of accessing and updating their email, calendars, and address books using their mobile phone or portable devices. Activesync is most commonly used with phones running Windows Mobile or Pocket PC. The Apple iPhone3G and the original iPhone with version 2.0 software also use ActiveSynch to synchronize with Microsoft Exchange. Phones running a Linux operating system such as those form Nokia or Motorolla typically use Goodlink for data synchronization. Blackberry phones use the proprietary Blackberry Enterprise Server. The current version is Activesync 4.5.

ActiveX

ActiveX is a Component Object Model, or COM, developed by Microsoft for Windows operating systems. By using Active X runtime, developers can create software components that perform a particular set of functions. Many Microsoft applications such as Internet Explorer, Microsoft Office and Windows Media Player use ActiveX controls to build their feature set and encapsulate functionality as ActiveX controls so that the functionality can be embedded in other applications. Many websites built on Windows Servers using IIS will use Active X to embed functionality such as media players and interactive components. Active X is not supported by other browsers such as Firefox, Safari and Chrome and is thus losing popularity.

Address Book

Is a database used for storing your email contacts. Software that manages your Address Book is called a Personal Information Manager, or PIM. Address Book systems provide a variety of fields for storing information about both people and companies, called Contacts. Most systems store contact entries in alphabetical order based on last name of the contact, or the company name. Microsoft Exchange Server has the ability to manage a Global Contact List, which makes these users available to all Exchange Mailbox users in an organization. Data Synchronization systems such as Active sync, Blackberry Enterprise Server and Goodlink synchronize changes made using your desktop client with your mobile device, and vice versa.

Admin Tools

The Admin Tools are a setup of utility programs that system administrators of Microsoft Operating System servers can use to perform routine administrative and maintenance functions. The software package contains tools such as Component Services, Event Viewer, Internet Information Services, Performance Monitor, and more. Tools in this folder are used for managing servers, the network as well as remotely maintaining workstations.

AIM

This is an acronym for AOL Instant Messanger program. AIM is available for a number of computer systems including Windows, Mac OS X and Linux operating system. AIM has versions specially designed for Windows Mobile and iPhone and ipod touch. Version 6.1 and higher have spanish language versions. AIM is available as a free download.

Alltel Wireless

Alltel is the fifth largest wireless corporation in the Unites States. Alltel has it's own network in 34 states and makes up the largest network in the United States by area. Alltel focuses on small to medium size cities but provides wireless services to residential and business customers in all 50 states. Alltel has consistently ranked highest in customer satisfaction and network quality according to organization including Consumer Reports. Verizon Wireless acquired Alltel in July 2008.

Android

Android is a software platform developed by Google for mobile devices that includes an operating system, middleware and key applications. Based on the open source Linux Kernel, this mobile platform provides the tools and APIs necessary for development of applications on the Android platform using Java programming language. Google has made most of the Android platform available under the Apache free-software and open source license. The first phone available with Google Android is the G1 from HTC. When first released, the G1 and Android do not offer compatibility with Activesync and are not able to remotely access Microsoft Exchange Server accounts. Android is not the first Linux operating system for mobile phones. Symbian has been offering their mobile Linux OS since 1998.

Android

Android is the mobile operating system launched by Google. Originally launched on the Google G1 phone and offered by T-Mobile in the US, Android is the most recent mobile phone OS to be launched on a commercial scale.

Antivirus Software

The term Antivirus refers to a software program that searches your hard drive and disks for any known potential viral, worm, trojan horses or other malware threats. When the software detects harmful programs it will quarantine the infected file or messages, or remove any threats found. Antivirus programs work in two modes: Heuristic and Definition.

AOL Instant Messenger

Also abbreviated as AIM, this is a popular instant messaging program from America Online allows registered users to type real time conversations. It was first released by AOL in May 1997 and is available for Microsoft Windows, Mac OS X and Linux. Mobile versions of AOL instant messenger are also available for use on most mobile phones and PDAs with web access. There are also software programs that are AIM compatible, allowing users to have IM conversations across multiple accounts at one time.

Apple

Officially named Apple, Inc it ss an American corporation which designs and manufactures electronics and software products. Apple was Established in Cupertino, California in 1976 by Steven Wozniak and Steve Jobs and was called "Apple Computer Inc." for the first 30 years. Apple is best known for it's line of Macintosh personal computers, the iPod and most recently the iPhone.

Apple Mail

This is an email program included with Apple Inc's Mac OS X operating system. Apple Mail uses the SMTP, POP3 and IMAP protocols. Microsoft Exchange email accounts can be accessed via IMAP. However, an IMAP connection does not allow for full Exchange functionality and users will not be able to synchronize their calendars and contacts with their Exchange account.

Application Programming Interface

An application programming interface, or API, is a specification for a how an application or operating system can can request or provide services to another program or system. Implemented by software developers when building a program or system, an API specification may include protocols, classes, data structures or routines and is typically accompanied by documentation telling engineers how to use a particular API.

Archiving

Email Archiving is a process of centrally storing and preserving messages. Exchange archiving increases usable Exchange Mailbox capacity, thus saving costs. It is also important for disaster planning. Additionally, a data archiving is required in some industries for compliance with governmental regulations such as HIPAA, GLBA and SOX. Archiving allows email users to have more mailbox capacity and fast access to years worth of email. Archiving solutions have two components: Storage, and retrieval. Storage is the mechanism for automatically archiving older messages. Retrieval is the method for accessing the archived messages.

ASP

This is an acronym that means Application Service Provider. An Application Service Provider hosts software and provides access to the software services and use of those services to clients over the internet for a fee. This allows client companies to quickly acquire needed services without having to purchase software, servers, computers and eliminates their overhead of hiring IT staff. Companies can rent some or all of their resources from a service provider. Exchange3G is a Microsoft Exchange ASP service. Other common ASP services include the Amazon EC2 platform, and hosted telephony from companies such as Phone Power or GotVMail.

Asynchronous

The standard definition is "Processes that proceed independently of each other until one process needs to interrupt the other process with a request.". For messaging services, Asynchronous Messaging refers to the ability to send messages at the same time messages are being received. This allows for faster delivery of messages and better response times when connecting to email servers. The Blackberry BES, Goodlink service and Activesync all provide asynchronous mobile connections. Desktop clients such as Outlook or Entourage also provide asynchronous connections to Exchange server.

AT&T

AT&T is an American telecommunications corporation providing local and long distance telephone services, DSL internet access and mobile phone and data services. It was founded in 1983 as Southwestern Bell Corporation as part of the breakup of the original AT&T, or American Telephone and Telegraph which was founded by Alexander Graham Bell. Southwest Bell, and its mobile division Cingular were acquired by AT&T in December 2006. AT&T headquarters are located in St. Louis, Missouri. The brands Southwest Bell and Cingular are no longer used as the company has chosen to use the much more established AT&T brand for all of its services.

AT&T Blackberry

Mobile phone manufacturers create custom versions of their mobile devices for each wireless carrier. RIM has created a number of Blackberry devices for the AT&T network.

AT&T Wireless

AT&T Wireless is division of AT&T that offers mobile communication services such as cell phone service and EDGE internet access cards. AT&T originally provided mobile services through a joint venture with Bellsouth called Cingular Wireless. SBC later purchased AT&T, then purchased Bellsouth. AT&T now wholly owns Cingular and has rebranded those services as AT&T Wireless.

Audio Codec

An Audio Codec is a digital method representing audio information, including voice mail, music and streaming audio.

Auto Reply

Also called an Out of Office responder, this is a feature used in most email applications to send an automatic reply to emails received. For example, if a user will be out of the office for a certain amount of time, the user can set the Auto Reply to automatically send those who have sent the user a message a response letting them know when the user will return. The user can also confirm incoming email messages, automatically forward emails or send a custom email template.

Autodiscover

Autodiscover is a service in Microsoft Exchange that allows desktop clients including Outlook 2007 and later and some mobile devices using Activesync to automatically configure themselves on the Exchange Server.

Automatic Speech Recognition

Automatic Speech Recognition, or ASR, is a technology that lets a computer recognize human speech and transcribe the speech to text. Automatic Speech Recognition is commonly used by voicemail systems to provide email transcriptions of messages.

B

Blackberry

Manufactured by Research in Motion, the Blackberry is a popular brand of mobile communications device. Blackberry was the first wireless device that synchronized with a company's mail system so that users did not require a different email address when traveling. Blackberries were also the first mobile messaging systems that used Push technology to deliver messages to mobile devices as soon as the message was sent. Blackberry Push services are provided by the Blackberry Enterprise Server which also provides email, calendar and address book synchronization. Early Blackberry devices only had messaging features, with no phone. Phone features were added in the early 2000's. Originally intended only for business use, Blackberry phones have only started to include popular consumer features such as cameras and multimedia capabilities in the last couple of years.

Blackberry Calendar

Offered as a standard feature with all Blackberry models, the calendar is capable of synchronization with a user's Exchange account, so appointments added on the mobile device are updated on their desktop client, and appointments entered using their desktop client appear in the Blackberry Calendar. The system also enables users to check coworkers shared calendars and send meeting requests from their mobile device. Users who do not have a BES account can use the Blackberry Desktop Manager to synchronize their calendar with their computer calendar using a USB cable or Bluetooth.

Blackberry Enterprise Server

The Blackberry Enterprise Server, or BES as its abbreviated, is a component of the Blackberry Enterprise Solution. It is a software that acts as a centralized link between wireless devices, enterprise applications and wireless networks. Blackberry Users wishing to connect to an Exchange Server must have access to a Blackberry Enterprise Server to provide this connectivity, as well as a Blackberry Data Plan form their mobile carrier.

Blackberry Internet Service

Abbreviated as BIS and provided by RIM, this is the standard data service for Blackberry devices provided by wireless carriers. When a user or company adds a a Blackberry device to their wireless plan, the phone must be signed up with the carrier's plan that includes Blackberry Internet Service. For Exchange users, they must also add the Blackberry Enterprise Server to their plan in addition to BIS.

Blackberry Models

Blackberry models can fit into two categories: Corporate models and consumter models. Originally created for corporate users, Blackberry has only recently started to add consumer features such as cameras, video, and media capabilities with models such as the Bold for AT&T and the Storm for Verizon. Previous consumer models such as the Curve and Pearl were meant to allows consumers to use the refined Blackberry Os without the cost of support for the BES and Exchange connectivity.

Blackberry OS

Short for Blackberry Operating System, this is the operating software made by Research In Motion for their Blackberry line of handheld wireless products. This software is comparable with Windows Mobile, Symbian, Android and the version of Mac OS that Apple has installed on the iPhone. The Blackberry OS stands out in it auto-completing text features, and intuitive integration of menus, which makes using Blackberries fast and easy. New versions allow for synchronization with Microsoft Exchange, GroupWise and Lotus Notes.

Bluetooth

Named creatively after a god from Norse mythology, this a wireless protocol for short-range communications and transmission of data between fixed or mobile devices. Bluetooth uses a radio technology called "Frequency Hopping Spread Spectrum" to ensure connectivity and prevent interference. It chops up the data being sent and transmits chunks of it on up to 79 different frequencies. Blue tooth technology is frequently used to allow mobile devices to synchronize with desktop computers, and for mobile phone accssories. Some cars have built-in Bluetooth capabilities that lets a driver use their phone's voice services hand-free.

C

CA

CA is an acronym for Certificate Authority.

Cached Mode

Exchange Cached Mode is a setting that users can select in their desktop client. Supported by both Outlook and Entourage, this can provide a better user experience. Exchange server downloads a copy of the user's contacts, calendar and email to their local computer so they can access this information even when a connection to the Exchange server is not available due to problems with an internet connection. This allows users to check and respond to emails, which can be sent automatically as soon as a connection with the Exchange server has been restored.

CAL

See: Client Access License

CAL

Acronym for Client Access License

Calendar Sharing

Calendar Sharing is a feature of Microsoft Exchange and other groupware software that provides additional calendar features. Shared calendars let users on the same domain who use an Exchange Server view each others calendars so coworkers can then check each see if all participants are available for potential a meeting time (though the details of other users' meetings are not shared with coworkers). Users can even send meeting requests to multiple people to attend a meeting. Users can accept a meeting, decline the meeting, or mark themselves as tentative. The meeting organizer is notified who will attend. Personal users of Exchange services have found the ability to share calendars one of hte most compelling features. Many third party systems such as VOIP phone software integrate with hosted Exchange calendars to provide even more functionality.

Calendars

Calendars allow users to keep track of appointments using a visual display. Microsoft Outlook and Entourage have integrated calendars that have additional features such as alarms and reminders for appointments, as well as the ability to set recurring events that happen on the same day of the week or month, or same time of day each day. When users on an Exchange account enter a calendar event, that information is sent to the Exchange server so it can be synchronized with a wireless device, and available through Outlook Web Access.

Carrier

See: Wireless Carrier

CDMA

CDMA is an acronym for Code Duplication Multiple Access. CDMA is one of several data communications technologies used to provide wireless and mobile voice and data access. In addition to CDMA, other technologies include GSM, GRPS, EDGE and 3G. Only phones with built-in support for CDMA can connect to a CDMA network. CDMA is not compatible with GSM. Verizon Wireless and Sprint are the major wireless companies to use this technology. However, this is falling out of favor as 3G networks come online.

Cell Phone

A Cell Phone is a mobile phone or electronic device used for mobile voice or data communication. Calls and data are transmitted over a network of specialized base stations known as cell sites. Each cell site can handle a certain number of connections or call. When capacity exceeds what a cell can handle, or a user moves out of range, the cell seamlessly passes the mobile phone to the next closest cell, or the closest one with available capacity. This provides a seamless user experience and allows users to move throughout a city and have uninterrupted phone calls and data access.

Certificate

A certificate is an encrypted digital file issued by a Certificate Authority. A Digital Certificate is used to establish and verify the identity of a user, computer or website.

Chat

The term Chat is often used interchangeably with Instant Messaging. It is a term used for any kind of conversation or communication over the internet, but has grown over time to mean specifically communications that happen over the internet in real time. Text Chat refers to typed chat or instant messaging, while video chat refers to a two-way video and audio conference. Chat rooms usually refer to a free forum where any user can enter into the conversation. The expression "Chat" comes from the word chat, which means informal conversation. Online chat is often abbreviated for speed of typing.

Checksum

A checksum is a unique value calculated based on the contents of a file using an algorithm such as MD5. The contents of a file can be verified against the checksum to determine if the file is corrupted.

Cingular

Cingular was formed as a joint venture by SBC communications and Bellsouth as a soncumer brand to provide wireless voice and data services. SBC, now AT&T, purchased Bellsouth and Cingular is now a wholly owned wireless subsidiary of AT&T Inc. The Cingular brand is no longer actively used to market products, though many users still refer to AT&T wireless as Cingular.

Cingular Blackberry

See: AT&T Blackberry

Client

When used in reference to messaging and groupware, a Client is a software program that can be used to interact with the Exchange server. The most common clients for Exchange are MS Outlook and MS Entourage. However, web browsers can be considered Exchange clients as they can provide Exchange connectivity using OWA.

Client Access License

A Client Access Licenses, or CAL, is a software license that is required for client computers to access a server. Microsoft requires a Client Access License for each Exchange mailbox. This is in addition to the Exchange server licensing. CAL fees are paid annually, and unused licenses are not refundable.

Client Access License

A Client Access License, or CAL, is a license that users must have to access a Microsoft server, including Windows and Exchange. There are different licenses and costs depending on the Microsoft server software being accessed. Client Access Licenses are included in the cost of Exchange web services, and users do not need to buy licenses from Microsoft.

Client Access Role

On a Windows network a server can be configured in the Client Access Role, which is a predefined set of configurations required to let users access the Exchange server using clients such as OWA, Activesync, POP3 and IMAP.

Cloned Configuration

A Cloned Configuration uses an XML file export of configuration information from an existing Edge Transport server and imports it into a new server that will act in the same role.

Closed Source

As opposed to Open Source, Closed Source refers to proprietary software where the source code, or "source" is not made available to users outside the manufacturer, or if the source code is made available then it comes with licensing or other restrictions that prevent users from accessing, modifying or distributing the source code or creating new products based on the source code. Similar terms include "Proprietary Software" and "Non-free Software".

Clustered Mailbox Server

A Clustered Mailbox Server is an Exchange 2007 or later server that is configured as part of a Windows failover cluster. Clustered mailbox servers help balance user load and prevent downtime in the event of a hardware failure. A clustered mailbox configuration is opaque to users, who may not know they operate in such an environment.

Clustering

This is a term used for server computers or networks that are linked together to provide improved performance and response time, and as a fail-safe against the failure of a single machine. Exchange clustering can be complex to setup, and typically requires the attention of dedicated, trained IT staff to keep optimized and running. Support costs for Exchange server increase significantly when clustering is required and is typically the point where customers consider a hosted Exchange implementation, which eliminates the maintenance and infrastructure costs.

CNAME

In the Domain Name System, CNAME is an abbreviation for a Canonical Name. This is effectively an alias, which allows a domain or subdomain to be directed at a server host name other than that specified by the A Record. In the DNS database a CNAME indicates the true, or canonical, host name of a computer that the alias is associated with. A computer hosting a web site has to have an IP address to connect to the web, but sometimes more than one domain name resolves to the same IP address. This is where the CNAME is useful.

Codec

A Codec, or Coder-Decoder, is a series of rules for how a computer program encodes or decodes a digital signal. Codecs are most often used with audio or video information to translate media files from one format to another.

Configure Exchange

Configuring Exchange Server correctly can be challenging. Because Exchange is integrated with Active Directory, a large scale installation of Exchange can require the configuration of multiple Exchange servers in a cluster, load-balanced Outlook Web Access servers as well as configuring dedicated backup and antivirus servers. While small companies don't need such a robust configuration, even the installation of a stand-alone Exchange Server can be challenging. Microsoft offers a number of training course just for Exchange configuration topics.

Connector

A Connector for Exchange Servers allows Exchange to connect and communicate with other systems such as a SQL server for database information. Exchange connectors can even be used to connect an Exchange installation with other messaging servers such a Zimbra, Lotus Notes or Novell Groupwise. Connectors are typically only needed in more complex installations for larger or specialized companies.

Contacts

A contact refers to an individual entry within an address book. Contacts can be either individuals or businesses. A contact usually consists of first and last names, company name, address, telephone numbers and email address entered into a database. Most systems store contact entries in alphabetical order as the owner of the database inserts details, but users can choose how to sort their contacts. MS Exchange has the ability to create Global contacts, which are updated and available to all Exchange accounts. This would typically be used to ensure everyone had the current information for an outside payroll company, vendor, or other contact.

Crackberry

This is an affectionate nickname given to Blackberry mobile devices. The name references how addictive using a Blackberry can be, and the ease with which one can get used to using a Blackberry, then come to rely upon it. Someone who loves their Blackberry may appreciate having their mobile phone called a Crackberry. Users of other phones may use Crackberry in a derogatory way.

CRM

An abbreviation of the term Customer Resource Manager, a CRM system is a software program that businesses use to keep track of customer information. A CRM system is often integrated with email, so records of client communications are available to anyone who speaks to the client in the future. CRM systems are typically used by customer service departments as well as by sales teams. CRM systems are offered by a number of vendors, including Microsoft Dynamics, Sugar CRM, Salesforce.com, and Avidian among others. Many companies choose to custom develop their CRM systems. Open Source CRM systems such as Sugar CRM are gaining popularity.

D

Database

A database is a structured collection of information or records in a computer system. A database allows more efficient storage and querying of information. Modern messaging systems and email servers such as MS Exchange Server store messages, calendar events, contacts and tasks in a database. Exchange database management can become challenging, particularly when the Exchange database size becomes too large. This is the primary reason that system administrators and Exchange hosting providers limit mailbox sizes.

Dedicated Hosting

This refers to web hosting where a client gets a dedicated web server, compared with shared hosting where many clients may be on the same physical server computer. Dedicated hosting has the benefit of being more reliable and providing better response times in many cases. Dedicated hosting also comes at a premium, as the hosting company needs to make the cost of the hardware, software, power, support and other costs from a single client.

Defrag

A shortened form of the word Defragment. This term refers to defragmenting the information on a hard disk. This has to be handled in a particular way for hard disks that store databases and that run messaging systems. A typical desktop computer defrag program is not suitable for an Exchange Server, which has its own defrag utilites included in the Admin Tools software pack.

Deleted Items

Deleted Items such as email messages, calendar items and contacts are stored by the Exchange backup systems. Additionally, message archiving can be very effective at protecting against accidentally deleted messages.

Desktop

A computer Desktop is a graphical user interface used by many modern computer systems. It is an efficient way of easily learning to use a computer system. The desktop of a smartphone is referred to as a Deck, instead of a Desktop. Conversely, a Desktop Computer refers to a computer that is not designed to be mobile. It typically only means end-user computers, not servers.

Digital Organizer

A digital organizer, or personal digital assistant, is a digital device that holds address book and calendar information. A digital organizer has no live data connection, and must be synchronized with a desktop client using a device such as a USB connection.

Disaster Recovery

Disaster Recovery is a set of processes, policies and procedures of restoring business-critical operations in the event of unplanned interruptions in services. This typically takes the form of a plan owned by the COO and/or CTO of an organization that has potential scenarios and planned steps if one of the scenarios occurs. For data and communications, this may mean the use of a secondary wireless provider, a contract from a provider to provide on-demand access to systems managed internally. Many companies find Exchange ASP service is a cost-effective disaster recovery option for their internal Exchange hosting, rather than maintaining duplicate Exchange servers.

Distribution List

A Distribution List is a list of multiple email addresses that can be addressed at one time by a single email address. A typical scenario would be to have a distribution list management@company.com. All users whose email addresses are assigned to the above distribution list would receive a copy of each email sent to the distribution list. It is wise for a company to have policies and guidelines for the use and access to distribution lists. For example, it may no be desirable for a low-level employee to email management@company.com, or for people outside of the organization to know of internal distribution list addresses.

Domain

A Domain is a word, when combined with a Top Level Domain, that is unique on the internet and refers to a specific numerical address. Domains were created to provide easy to remember names for internet addresses. Computers then use the Domain Name System to translate the Domain into an IP Address, which they use to access the internet location. In short, a Domain is translated into a number by computers on the internet.

Domain Name System

The Domain Name System is a hierarchical naming system for computers, services, or any resource participating in the internet. The Domain Name System is administered by ICANN, which authorizes registrars (resellers) to lease the use of a name for a yearly fee. Domains using DNS have two primary components: the Top Level Domain Extension, such as .com, .net, .org, etc and the Domain Name and the Domain Name itself. Domains can also have an unlimited number of subdomains. The domain registrar that provided your domain may handle your DNS needs, you may use a third party such as Zone Edit, or host your own DNS servers.

Download

Downloading is the process of copying digital information, files, and messages from a remote location to another location. The destination of the download can be the local computer or another remote server. With the advent of smartphone with html browsers, it is now just as likely that the destination of a download will be the mobile phone.

Draft

A Draft message is a message that is not complete and ready to send. Exchange clients allow users to save email messages as a draft, and complete and send the messages at a later date. This is useful for long emails. With an Exchange server, email drafts are stored on the server so they are available on a user's mobile device or with OWA.

E

EDGE

EDGE is a mobile data transmission technology. Considered one of the first high-speed mobile data methods, primarily used by the mobile carrier T-Mobile in the US. iPhones are capable of using EDGE, as are most Blackberry devices.

Encryption

Encryption is the process of obscuring the contents of a message so it cannot be read by anybody but the intended recipient. Messages to and from an Exchange3G Exchange account are encrypted using TLS encryption.

Enterprise

An Enterprise is a corporation organized across multiple divisions, business units and physical office locations. Software platforms such as Microsoft Exchange are created with Enterprise versions that support for the complex structure and distributed geography of large international or multinational entities.

Enterprise Activation

Enterprise Activation is a process used by Blackberry smart phones to connect to the BES, or Blackberry Enterprise Server, which provides the connection to the user's exchange account. Enterprise Activation is generally found in the Options menu on a Blackberry phone.

Ericsson

Ericsson is a mobile phone and smart phone producer based in Sweden. Purchased by Sony, the company still builds mobile devices that typically run the Windows Mobile operating system and can connect to an Exchange Account using Activesync.

Excel

Microsoft Excel is a commonly used spreadsheet program that is bundled as part of the Microsoft Office suite of applications. Many organizations use Sharepoint to centrally store Excel files that are read or updated my multiple users.

Exchange Client

An exchange client is a piece of software that is used to access an Exchange account. There are three types of Exchange clients: Desktop clients such as Entourage, Exchange or mail.app. Mobile clients such as Blackberry, iPhone or other Activsync enabled phones. Outlook Web Access which allows a user to access their Exchange account through a web browser.

Exchange Database

Microsoft Exchange stores all messages, contacts, tasks and calendar items in a database. This database is also called an information store. Database optimization and maintenance for exchange servers is one of the primary tasks for MS Exchange administrators.

Exchange Event Service

The Exchange Event Service is a function that runs on the Exchange Server and is used by Exchange administrators to monitor the performance and health of the the MS Exchange software.

Exchange Server

Microsoft Exchange Server is a messaging system and groupware collaboration platform that provides advanced email, calendar, contact management and project tasking capabilities. The first version was released in 1996, with the current version being Exchange Server 2007, its 6th major release. The MS Exchange platform is the premier platform in the space. Exchange servers were originally used by enterprise level clients, with mid-level companies and smaller organizations adopting the platform after the year 2000. Exchange is now available to many more businesses, and now personal customers through hosted Exchange solutions.

Exchange Server 2004

Exchange Server 2003 is available in two versions, Standard Edition and Enterprise Edition. Standard Edition supports one message database per server, and supports databases up to 16GB in size. Enterprise Edition allows a 16TB maximum database size, and supports up to 4 storage groups with 5 databases per storage group for a total of 20 databases per server. Standard Edition is usually adequate for small companies, while Enterprise Edition is needed for any organization with multiple locations or where fault tolerance capabilities are needed.

Exchange Server 2007

Exchange Server 2007 is a new version released as part of Microsoft's roll-out wave of new products released in late 2006. Key new features of the 2007 version include new clustering options, 64-bit support for greater scalability, voice mail integration, better search features, support for Web services, better filtering options, and a new Outlook Web Access interface. While gaining adoption, there are still some compatibility issued with third party software programs and Exchange 2007.

Export

An export is an extraction of data for use elsewhere. Users will export a PST file from MS Outlook to the import into their new Microsoft Exchange account.

F

Fax

Fax is short for facsimile. Faxes are a telecommunications technology used to transfer copies of documents, typically operating over a telephone network. Synonyms include telefax and telefacimile.

File Replication Service

The File Replication Service, or FRS, is used to files created on one Microsoft Exchange Server are replicated and synchronized with other Exchange Servers in the same cluster.

Filter

A Filter is a system that processes, sorts and organizes email messages according to specified criteria. Most often this refers to the automatic processing of incoming messages, but the term also applies to the intervention of human intelligence as well as automated anti-spam technologies.

Financial Institution Privacy Act

The Financial Institution Privacy Protection Act of 2003 is an ammendment of the Gramm-Leach-Bliley Act, or GLBA. It provides additional protection for private user and customer information managed by financial institutions.

Firefox

Firefox is the name of a free open source software, or FOSS, web browser produced by the Mozilla Foundation. The Firefox browser can be used for Outlook Web Access.

Fonts

Fonts are a collection of all of the characters of a single typeface including letter, numbers, punctuation and special characters. Font support in email is handled through HTML formatting and HTML compliant fonts.

Foreign Connector

A Foreign Connector is another messaging server that connects to an Exchange Server through a method other than the Simple Mail Transport Protocol, or SMTP. The most common example of a foreign connector are fax servers that integrate with Microsoft Exchange

Forms Based Authentication

Forms Based Authentication is a method of gaining access to a user's email account by logging in to a website. The user's login information is stored in a cookie in their web browser. Outlook Web Access is the most common client that uses Forms Based Authentication for Exchange Server mail accounts.

Forwarding Address

A Forwarding Address is the destination email address for email forwarding. In this setup an email sent to email account 1 would be forwarded to email account 2 without the sender being notified. This is often used by people monitoring email from multiple domains.

Full Mesh Topology

Full Mesh Topology is an architecture for a physical computer network where any computer on the network can reach any other via a direct network connection.

Fully Qualified Domain Name

A Fully Qualified Domain Name, or FQDN, is a way of naming servers in the Domain Name System that is absolute to the root DNS. This is in contrast with relative names.

G

Global Address List

The Global Address List is the master directory on an Exchange Server with entries for every Exchange User, Group and Contact on the server.

Global Catalog

A Global Catalog is a global data repository of every object on a network that uses Microsoft's Active Directory technology. Microsoft Exchange data is part of the Global Catalog when the Exchange Server is part of the Active Directory structure.

Gmail

Gmail is a free web hosted email service offered by Google. Google also offers a Croproate Gmail solution that lets companies use their own domain name with Google's email interface.

Goodlink

Goodlink is a service offered by Good Technology, which is owned by Motorola. Its a system for managing mobile devices across a company, and providing secure mobile messaging. Goodlink Server provides many of the same features as Blackberry Enterprise Server, but on a variety of phone platforms including Windows Mobile, Symbian and Google Android.

Google Android

Android is a mobile phone operating system based on UNIX/Linux created by Google. It is meant to compete with Blackberry, Windows Mobile, Apple iPhone OS, WebOS for the Palm Pre and Symbian. Phones running Android are built by HTC and a number of other vendors and offered by T-Mobile in the US.

Google Talk

Google Talk is a Voice Over IP (VOIP) application that lets users make and receive calls outside the normal PSTN. Mobile users can access Google Voice through applications available for the Android and Blackberry operating systems.

GPS

GPS is an acronym for the Global Positioning System which is a series of satellites in orbit around the earth that transmit a signal that lets a GPS-enabled device locate itself with a high degree of accuracy. Modern mobile phones incorporate GPS capabilities and many applications, including mobile messaging, are being built to take advantage of these new capabilities.

Gramm Leach Bliley Act

Also abbreviated as the GLBA, the Gramm-Leach-Bliley Financial Services Modernization Act, enacted November 12, 1999 is a US federal lat that repealed part of the Glass-Steagall Act of 1933. The effect of the GLBA was opening up competition among banks, securities companies and insurance companies. The Glass-Steagall Act prohibited a bank from offering investment, commercial banking, and insurance services. The legislation also has strict privacy and personal data protection requirements that financial firms must adhere to.

Graphical User Interface

A graphical user interface is the set of visual standards, buttons, text fields, text, and other visual, on-screen elements that a user manipulates to give instructions to a computer and to get responses to those instructions. Graphical user interfaces often use standards defined by their operating system, but may also user their own. Unique websites are considered to have their own graphical user interface.

Groupware

Groupware is a generic name for a centralized collaboration and communications system. These often include email, schedule, task, project and instant messaging capabilities. Microsoft Exchange is a groupware server.

Groupwise

Groupwise is a popular enterprise groupware product offered by the Novell corporation.

GSM

GSM is an Acronym for Global System for Mobile communications. It is the most popular standard for mobile phones in the world. It's promoter, the GSM Association, estimates that 82% of the global mobile market uses the standard. Phones in the US called out as Tri Band or Quad Band include the GSM standard.

GUI

See Graphical User Interface

H

Handheld

Handheld is a synonym for smartphone, or a mobile phone that can sit in the palm of your hand and provide messaging and web services.

Hardware

The term Hardware refers to any physical computing device, or component of a device, needed to run a software program. For Microsoft Exchange services, hardware typically means the server computer, firewall, router, switches, power backup and data backup systems needed to maintain a reliable Microsoft Exchange service.

Health Insurance Portability and Accountability Act

The Health Insurance Portability and Accountability Act is a 1996 federal law that covers many topics related to medical practice and personal health insurance. One of the major features of HIPAA is strong privacy protection that governs how health care providers must protect patient privacy and information. Medical practices must ensure that their communications and messaging systems have special features that comply with the act.

Hosted Exchange

Hosted Exchange refers to Microsoft Exchange Server software offered as a web service that is hosted on another company's hardware. In this arrangement, a customer pays a fee per month for each user but does not need to pay for server hardware, software licensing or bandwidth and is often more reliable and secure than the alternative, an in-house installation of MS Exchange.

Hosting

Hosting is a service providing a server computer in a remote data center that is used to run websites or other software services. The company with the facilities that the server sits in acts as the host for the server.

Hotsync

Hotsync is a generic term for a service that allows a user to synchronize information on a desktop computer messaging client such as Microsoft Outlook or Microsoft Entourage. Microsoft has their own proprietary hotsync system called Activesync that allows users to synchronize their Exchange mail account with their desktop client and mobile device.

I

IM

See Instant Messaging

IMAP

See Internet Message Access Protocol.

Instant Messaging

Instant Messaging is a form of messaging between two or more people where messages are delivered instantly and displayed onscreen. Free instant messaging is offered by a number of services including Yahoo!, AOL, Skype and others. HIPAA and GLBA require secure messaging that these free services do not provide. Microsoft Exchange messaging is secure and GLBA and HIPAA compliant.

Intellisynch

Intellisynch is a company offering third party information syncronization services for mobile devices and PDAs. The company was formed after Pumatech acquired Synchrologic in 2003 and renamed itself in late 2004.

Internet Explorer

Internet Explorer is the web browser software created by Microsoft. Currently at version 8, the web browser is designed to work well with Microsoft products such as Exchange and Outlook Web Access as well as being a full featured web browser.

Internet Message Access Protocol

Commonly abbreviated as IMAP, the Internet Message Access Protocol is one of the two popular methods for retrieving email messages. With IMAP, mail messages are stored centrally on the server and mail clients such as Entourage and Outlook view files on the server This is considered more fault tolerant than the alternative POP3 protocol. Microsoft Exchange can be configured to act as an IMAP server.

Internet Protocol

The Internet Protocol, or IP, is the core protocol of networks and the Internet, defining how information is broken into packets and sent from one computer to another.

iPaq

the iPaq is a product line of Personal Digital Assistants originally launched by Compaq Computers in 2000, and retained after Compaq's acquisition by Hewlett Packard.

iPhone

The iPhone is the first mobile phone created by the Apple Computing Company. It is known for its touch interface and ability to install third party applications. The first version of the iPhone is not capable of synchronizing with an Exchange Server.

iPhone 3G

The iPhone 3G is the second generation of the Apple iPhone, released in 2008. This version of the iPhone features a number of upgrades including faster data access and the ability to connect to an Exchange Server.

iPhone 3G s

The iPhone 3G s is the third generation of iPhone, released in 2009. It features enhanced functionality and interface application speed. Like the iPhone 3G, the iPhone 3G s is also compatible with Microsoft Exchange through Microsoft's Activesync technology.

iPhone OS

The iPhone operating system is a Linux-based system using a version of Apple's OS X software specially adapted for its mobile phones. Apple iPhone OS is currently in version 3.0.

J

Journaling

Journaling is type of error correction in a file system that logs file system changes to a journal before committing them to the main file system. Journaling file systems are less likely to become corrupted in the event of a power failure, system crash or hardware failure.

Junk Mail

Also referred to as SPAM, junk mail are unsolicited messages that come from marketers offering products for sale, or otherwise monetized. Junk Mail accounts for a large portion of all internet traffic. For business mail to be usable, Junk Mail filtering must be used to catch and segregate junk mail messages.

L

Latency

Latency is the time delay from the moment an operation is initiated until it is completed.

Licensing

Licensing provides permission to use software. Software licensing comes in many varieties ranging from free software that has no restrictions to highly restricted commercial licensing agreements. Microsoft Exchange uses a commercial Client Access License and Server License arrangement.

Live Office

Microsoft Live Office is an online collaboration service that is intended to compete with Google Docs. Instead of providing hosted application, Live Office hosts the data and file and users can open, edit and track changes using their Microsoft Office applications.

Log Files

Log files are files that store a record of every action or access on a server. For Microsoft Exchange, this includes records of when clients access the server, when messages are sent and received, calendar requests and all other client activity. Microsoft Exchange logs also include records of server functions such as replication, backups, and errors.

Lotus Notes

Notes is an enterprise groupware and messaging system created by Lotus and later acquired by the IBM Software Group. Lotus Notes includes both server software and client software. Lotus Notes is a competitor of Microsoft Exchange and Novell Groupwise.

M

Mail Hosting

Mail hosting is the service of providing email accounts using either the IMAP or POP3 protocols. This is usually in contrast to Exchange Hosting, which provides email in addition to shared calendars, centrally stored contacts and other benefits.

Mailbox

A mailbox is what contains messages on an email server or groupware server. Mailbox accounts hold received, sent and draft messages. Mail server administrators can set size limits for mailboxes.

Mailbox Limits

Mailbox limits is a setting configured by an Exchange Server administrator that creates a maximum size for a user's Exchange mailbox. The mailbox limits apply to the total size including received, sent and draft messages. Mailbox limits are generally put in place to control server resources and to prompt users to maintain their mailbox by removing unneeded messages. There is also a practical performance based mailbox limit of 6GB, above which an Exchange account will usually be to slow to be usable.

Managed Exchange

Another word for Hosted Exchange, Managed Exchange refers to the outsourcing of the support staff and services needed to operate Microsoft Exchange Server.

Memory Card

A memory card is a small data storage device that uses Flash memory. There are multiple formats of memory cards with different form factors, speeds and capacities. Memory cards are often used in mobile phones to provide storage for images, and can be read by inserting the memory card into a card reader of the correct format.

Messaging

Messaging refers to any technology used to relay an electronic message. It is commonly used as short hand for instant messaging, but this can be confusing as the term messaging applies equally well to text messaging or social network messaging.

Messaging Application Programming Interface

Also abbreviated as MAPI, the messaging application programming interface is a software architecture and component object model API for Microsoft Windows systems. MAPI allows client programs to become email messaging-enabled and messaging-aware by calling MAPI subsystem routines that interface with certain messaging servers.

Microsoft Outlook

See Outlook

MMS

See Multimedia Messaging Service

Mobile Services

Mobile services refer to additional messaging features for mobile phones beyond voice calls and voice mail. This generally included SMS and MMS services, mobile web browsing, mobile phone apps and other connectivity features.

Motorola

Motorola is a US company that builds mobile phone handsets used by most of the major mobile carriers. Motorola handsets use the Symbian operating system. Motorola also owns Good Technologies, so users can access Microsoft Exchange accounts using Goodlink software.

Mozilla

Mozilla refers to the non-profit Mozilla Foundation that currently develops the Firefox web browser and other communication software. Based on the work of the now-defunct Netscape Communications Corporation, Firefox is one of the most popular web browsers along with Internet Explorer and Safari. Mozilla distributes Firefox for free under an open source license, but does have a marketing agreement with Google that provides it with large amounts of revenue.

Multimedia Messaging Service

The multimedia messaging service, or MMS, is a mobile phone technology that allows users to send multimedia files such as image, audio, or video attached to a short text message.

MX Records

Short for Mail Exchange records, this is a record in the Domain Name System that specifies which servers should handle email for a given domain. MX records allow you to specify priority of a server providing some load balancing and fault tolerance capability.

N

Network

A network is a group of computers that shares a live inbound and outbound data connection. Telecommunications networks are managed and operated using computers. Thus mobile phone networks are computer networks.

Nextel

See Sprint Nextel

Nokia

Nokia is a Finnish multinational communications corporation, headquartered in Keilamieni, Espoo. Nokia focuses on wireless and wired telecommunications, with over 100,000 employees in 120 countries. It is the world's largest manufacturer of mobile telephones. Nokia's subsidiary Nokia Siemens Networks produces telecommunications network equipments, solutions and services. Nokia mobile handsets run the Symbian operating system and are carried by all major US mobile providers.

O

Offline

Microsoft Outlook and Entourage can operate in an offline, or unconnected, mode when an internet connection or the Exchange Server is unavailable. Users can open, read and write email messages and modify calendar events and contacts. Changes are synchronized with Exchange when the client reconnects.

OOO

See Out of Office

Open Source

The term open source is a broad term that refers to a number of specific Voice Over Internet Protocol. The common feature between open source licenses is that they require any changes or modifications to the software to be distributed and shared at no cost. Some open source software allows others to sell the software, while other licenses restrict the sale of software.

Open Source Software

Open source software is software distributed under one of the available open source licenses.

Operating System

An operating system is the software that provides the basic user interface, peripheral connectivity and core functionality for a computing device. Popular operating systems for computers are Microsoft Windows, Mac OS X, and Linux. Popular operating systems for mobile devices are Windows Mobile, Blackberry OS, Symbian, Google Android, and iPhone OS.

Organizer

See Digital Organizer

OS X

Pronounced "OS ten", OS X is the standard operating system for Macintosh computers. First released in 2001, OS X is based on the BSD UNIX operating system with substantial layers of functionality which make it easy for end users to work with. Originally released as Mac OS 10.0, the current version is OS 10.5, code named Leopard. OS 10.6 is expected to be released in September of 2009.

Out of Office

An Out of Office message is an automatic response sent to people who send you messages, sending them a message you have created in advance. Typically this includes the dates you will be away and an alternate contact method or person to reach while you are away.

Outlook

Outlook is the desktop email client offered by Microsoft for power and business users. It can manage multiple email accounts including Pop3 and IMAP. Outlook is most powerful when paired with a Microsoft Exchange server account. Outlook 2007 is the current version of the software.

Outlook Web Access

Outlook Web Access provides users of Microsoft Exchange with a Webmail interface for checking messages when a user does not have access to their desktop client, or mobile phone access. Available with Exchange 2007, OWA is designed to work with Internet Explorer, providing users with access to their contacts list and calendars. Users accessing Outlook Web Access via Firefox or another non-Microsoft browser have most of the functionality, the main missing feature being access to email folders.

OWA

See Outlook Web Access

S

Software License

A software license is the agreement created by the owner or author of the copyright for a piece of software governing how the software can be used.

Sprint Nextel

Sprint Nextel is the fourth largest US mobile phone carrier behind AT&T, Verizon and T-Mobile. It is known for its Push to Talk services, and being the first US mobile provider to offer 4G data services.

U

UI

See User Interface

Universal Serial Bus

The Universal Serial Bus is a data bus standard allowing devices to connect to a host computer to exchange data. Universal serial bus devices offer a number of technical benefits for users including hot swap, and the ability for connected devices to receive power. Version 1.0 of the universal serial bus standard was released in 1996. The current USB 3.0 standard has been in effect since 2008.

USB

See Universal Serial Bus

User Interface

A user interface consists of the standard elements a user manipulates to interact with a program or operating systems. Computers and mobile phones use a graphical user interface, while other systems such as a PBX phone system may use an audio or phone user interface.

V

Virtual Private Network

A Virtual Private Network, or VPN, provides a secure, encrypted channel that lets remote computers connect to each other with similar security as if the computers all sat on the same physical network. Virtual Private Networking can be software based or hardware based.

Voice Mail

Voice Mail stores voice messages in a mailbox dedicated to an individual user for later playback. Many voicemail systems have advanced features such as message forwarding, away announcements, multiple greetings, and email notification of voicemail messages.

Voice Over IP

Voice Over IP, or VOIP, is a technology that allows telephone calls to be made and received over a computer networking using the Internet Protocol, or IP. Voice Over IP calls can be made through software only, or by specialized hardware. Voice Over IP solutions are appropriate for homes and businesses of all sizes. The main benefit is cost savings.

VOIP

VOIP is an acronym for Voice Over Internet Protocol.

Webmail is a service that lets users access their email accounts through a web browser. Many companies such as Yahoo! and Hotmail offer free webmail services. Microsoft Exchange webmail is called Outlook Web Access and provides access to calendars, contacts, tasks and other Exchange services which are synchronized with user's desktop clients.

Windows Firewall

The Windows Firewall is security software that is included with all versions of Windows following Windows XP SP2.