Restricting/blocking a few things in Outlook 2003

  • Thread starter Thread starter jasonwilliams74
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jasonwilliams74

I need to restrict a few settings inside Outlook 2003 for ALL my users.

I currently run Windows Server 2003 and Outlook 2003 for about 50
users. I need to take away the following:

-The ability to change stationary and fonts (specifically background
"pretty" images.)
-Take away HTML type e-mails, which I think can help with the above.
-Don't want my users inserting pictures into e-mails, but only allow
pictures (our company logo) in their signatures.

Is it possible to do all of that?

I did find this previous thread:

http://groups.google.com/group/micr...in+outlook+2003&rnum=3&hl=en#0b61079badb38b39

Was a little confused.
I was planning on doing this via Group Policy. I have downloaded the
2003 ORK files and installed them. I installed the OUTLOOK .adm
template under User configuration -> Admin templates.

This is where I get a little confused.
There is reference that i need to make a registry change, followed by
making a new .adm template from what I can see, to accomplish the
registry change on all Users Outlook. That correct?

This is where I fall short and could use some help.

I appreciate the help.

Jason
 
Your intentions are good but contradictory. It is not possible to take away the ability to create mail in HTML format, only to mandate one particular format. If you mandate plain text, you can't put pictures in signatures. If you mandate RTF, non-Outlook recipients won't be able to open attachments.

So, you have to decide what's most important to you.

If you want to follow the suggestion in the earlier thread, you can either set the necessary registry values with a login script or create a new .adm file for use with the Group Policy Editor, that .adm file containg the registry value (i.e. NewStationery) that isn't covered in the Outlk11.adm file that Microsoft provides.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
After reasing this further, i've found further links and information.

Looks like using GPO is my best bet.

Per the thread, how would I accomplish the following:

""I researched this for my "Configuring Microsoft Outlook 2003" book
(see signature). There are several other steps you need to take:

1) Create a NewStationery value in the
HKEY_CURRENT_USER\Software\Policies\Microsoft\Office\11.0\Common\MailSettings
key and leave it blank to prevent users from choosing any default
stationery. You can create a new .adm file if you want to add that to
the group policy editor.

2) Use the group policy editor to disable certain toolbar commands in
both Outlook and Word, IDs below:

Outlook

Actions | New Message Using More Stationery 5611 ""



Specifically, number 2 which is using GPO.

I am fuzzy about how to set this up in GP.
Where would i drill down to?
User-configuration --> Administrative Templates --> Microsoft Outlook
2003 --> ?

would it be under "Disable items in user interface" --> "custom"
Put the code in there?
Will this disable the ability for any users to use any stationary,
except the default standards?

I'd still like to see if there is a way to disable sending HTML e-mails
if possible.

Thanks,

Jason
 
Yes, "Disable items in user interface" is where you disable toolbar and menu commands, but as my post explained, you have only one Outlook command to disable, but several in Word, which has its own .adm file for GPO.

Remember that disabling those commands is only part of the process. They don't prevent the user from setting stationery in Tools | Options. THat's what the NewStationery value is for.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
Hi Sue,

Appreciate your help.

When you say that when using RTF, non-Outlook recipients won't be able
to open attachments, is that all attachments? .PDF's, .doc, .xls? That
threw me a bit and was taken back.

I've never been a huge fan of HTML e-mails (i used MUTT for a long time
and it drove me nuts when people would post or send me e-mails in HTML
format). The ability to hide exploits in HTML e-mails is something that
lurks in the shadows and can be a cause for a concern.

If i did decide to use RTF with Word for the editor, as long as we
could communite with our clients, that would be ok.

Also, when you say that I could create my own .adm templates, is there
a website that shows me how to do it? I would prefer to mandate the use
of RTF for everyone and not be able to pick stationary via GPO.

Thanks again.
 
Yes, all attachments in RTF-format messages are unavailable to non-Outlook recipients. The reason is that that the attachments are embedded in the Winmail.dat attachment that holds the RTF content, and only Outlook can decode Winmail.dat. If you use RTF, only your clients using Outlook will be happy with the messages they get from you. I recommend strongly against it.

HTML mail is quite safe in Outlook. The last significant vulnerability was eliminated when the <iFrame> element was blocked, and that was several years ago. Still, I recommend that admins use GPO to block the View | View in Internet Zone command, which a user can employ to make an HTML message act like a web page (including running code, which Outlook normally blocks). Most if not all other reputable email clients have similar restrictions.

There is documentation at http://msdn.microsoft.com on creating .adm templates, but it's really more than you should need. I just opened up any existing .adm file in Notepad and tinkered with it for a while to grasp the essence of its hierarchical format.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
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