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How to Configure Exchange Server Always Up-To-Date Notifications

 

Topic Last Modified: 2007-12-26

Published: December 01, 2004

By Vanitha Prabhakaran

  • How AUTD Works
  • How to Configure Your Server
  • How to Configure Your Client Devices
  • Troubleshooting

Exchange ActiveSync is a Microsoft Exchange Server 2003 feature that lets you synchronize your mailbox data to a mobile device. Exchange ActiveSync can be configured to synchronize your mobile device with your Exchange server mailbox at intervals as frequent as every five minutes. Additionally, Pocket PC Phone Edition devices or Smartphones running either Microsoft Windows Mobile 2003 software or Windows Mobile 2003 Second Edition can be configured for self-updating, using a companion feature named Always-up-to-date (AUTD).

Because you cannot synchronize items on a scheduled basis at intervals less than five minutes, your device might not always have the latest information on it. Additionally, you might incur charges for synchronization sessions even when no data is transferred. The Always-up-to-date notifications feature¡AUTD¡enables Exchange ActiveSync users to configure their Pocket PC Phone Edition or Smartphone device that is running Windows Mobile 2003 software to stay up-to-date with the Exchange server.

In this article, you get a brief introduction to how AUTD works. I also explain how to configure AUTD on your servers and your supported mobile devices. I decided to provide detailed steps for configuring the client devices. Help your users to configure their own devices with the "How to Configure Your Client Devices" section later in this document. Feel free to customize these instructions for your corporate environment.

Exchange ActiveSync enables you to synchronize one or more mailbox folders (except for Tasks and Journal folders) to a mobile device. When a new message is delivered to a folder that has been configured for synchronization, an Exchange store event is generated in a user’s Exchange mailbox account. This event triggers a Short Message Service (SMS) control message to be sent to the user’s mobile device.

noteNote:
The SMS control message is different from a regular SMS because it does not appear as an SMS message in the Inbox. The control message does not include any sensitive data and, therefore, should not pose any security concerns.

After the device receives the SMS control message, it initiates synchronization with the Exchange server without intervention on the user's part.

The following figure shows an example topology using Exchange ActiveSync and Exchange AUTD.

e9fb2aeb-0cbc-491f-9183-d6c539778f02

When a user's mobile device running Windows Mobile 2003 synchronizes for the first time with an Exchange server that supports AUTD, a bubble (prompt) is displayed on the mobile device prompting the user to set up AUTD. If the user clicks Yes, the page used to configure AUTD is displayed. If the user clicks No, this page does not appear. If the user later decides to set up AUTD, he or she can do so by selecting the synchronization option When new items arrive.

noteNote:
The AUTD bubble is not displayed if a user's mobile device is located in its cradle (attached to the computer). The bubble is not triggered until the device is removed from the cradle.

After a user correctly configures a mobile device to use AUTD, Exchange Server automatically configures itself with binding and device information. Bindings can be created in all e-mail folders (except for Tasks and Journal), calendar folders, and contacts folders. When a binding is created, a hidden message is saved in the folder that enables Exchange ActiveSync to monitor that folder for new items. Information about the user’s devices, folders that are set up to receive notifications, and the device state information is stored in the user's mailbox.

noteNote:
The first time a user configures a mobile device for synchronization, only the Inbox, Calendar, and Contacts folders can be set up for AUTD. After the first synchronization has successfully completed, the mobile device contains the complete mailbox folder hierarchy (except for Tasks and Journal), and the user can configure additional folders for AUTD.

For more information about how the Exchange ActiveSync Always-up-to-date notification feature works, see What is the Exchange ActiveSync Up-to-date feature and how does it work on the Microsoft Exchange Team Blog.

By default, all users are enabled for AUTD on the server side. You can change these settings at the organizational level or on a per-user basis. A mobile carrier (also referred to as a mobile operator) is a wireless service provider that enables wireless data transfer to and from a mobile device. You can specify the mobile carriers that you want your users to use. For information about configuring mobile carriers, see Adding Carriers, later in this article.

noteNote:
For more information about Exchange ActiveSync and Exchange Server 2003 Service Pack 1 (SP1), see the Exchange Server 2003 Service Pack 1 (SP1) Release Notes.

By default, all Exchange ActiveSync-related features are enabled. However, you can easily (and globally) disable AUTD. Additionally, you can disable users from using user-specified mobile carriers. Disabling user-specific carriers forces your users to only receive notifications that are sent through one of the mobile carriers you have configured in Exchange System Manager. For information about configuring mobile carriers, see Adding Carriers, later in this article.

Use Exchange System Manager to configure organization-wide options.

To configure organization-wide options:

  1. In Exchange System Manager, expand Global Settings.
  2. Right-click Mobile Services, and then select Properties.
  3. In the Mobile Service Properties dialog box, on the General tab, under Exchange ActiveSync, enable or disable the global options that are appropriate for your organization (see the following figure):
    • Enable user initiated synchronization. Select this option to let users initiate synchronization of the data in their Exchange mailbox to their mobile device.
    • Enable up-to-date notifications. Select this option to let users use AUTD. With this option, your users can keep their Windows Mobile 2003 mobile devices up-to-date with information in their mailbox.
    • Enable notifications to user specified SMTP addresses. Select this option to let notifications be sent directly to the SMS address of the device, as specified by the user. If this check box is not selected, your users can only receive notifications that are sent through a mobile carrier that you have configured in Exchange System Manager.
      a370c923-e8da-4102-9eb1-7d87a5749779

Besides the ability to configure Exchange ActiveSync settings globally, you can also enable and disable most of these settings on a per-user basis using Active Directory Users and Computers. You can use the Exchange Task Wizard to enable or disable these features for a group of your users.

noteNote:
The setting for enabling and disabling notifications to user-specified Simple Mail Transfer Protocol (SMTP) addresses only applies at the global level.

To configure settings for an individual user:

  1. In Active Directory Users and Computers, open the <User Name>Properties dialog box of the user you want.
  2. On the Exchange Features tab, under Mobile Services, select a feature, and then click Enable or Disable depending on the user (see the following figure).
    noteNote:
    If you disable User Initiated Synchronization, AUTD is also disabled for the user.
    773b0093-7639-4b66-b984-48ef5466153a

You can add specific mobile carriers that you want your users to use. Specifying mobile carriers can make it easier for your users to configure AUDT. Additionally, when used in conjunction with clearing the Enable notification to user specified SMTP addresses option, you can control the carriers to which your users connect.

noteNote:
After you configure your mobile carriers, your users can select a mobile carrier from the Service Provider Name drop-down list when configuring their devices for AUTD.

If you do not configure mobile carriers for your users, users that are configured with the Enable notification to user specified SMTP addresses option can specify a mobile carrier by entering the SMS address of their device. This address uses the same format as an SMTP address (for example, <PhoneNumber>@<MobileCarrier>).

importantImportant:
Not all mobile carriers and devices support AUTD. One reason is because the mobile carrier and the device must specifically support the conversion of SMTP e-mail messages into SMS messages. For information about AUTD requirements, see Mobile Carrier Considerations and Compatible Devices, later in this article.

To create a new mobile carrier:

  1. In Exchange System Manager, right-click Mobile Services, select New, and then select Mobile Carrier.
  2. In the Properties dialog box, in the Name field, type a display name for the carrier. The name you use here is the name displayed on the mobile device.
  3. In SMTP domain, type the SMTP domain being served by the carrier, for example, type tmomail.net if your carrier is T-Mobile (see the following figure).
    e3a20cd3-003c-4e0e-aa49-7a79ce73fb21

With Windows Mobile 2003 software, you have control over how and when your device synchronizes. You have three synchronization options: AUTD, scheduled, and manual (see the following table). Besides the three options, you also have control over these three synchronization methods, which are configured using the peak time and off-peak time settings.

Synchronization and configuration options

Synchronization configuration options Description

Manual Sync

Initiate synchronization manually to update the mobile device.

Scheduled Sync

Configure the mobile device to synchronize at scheduled intervals.

AUTD

Configure the mobile device to automatically synchronize whenever new messages arrive in a mailbox that is configured for synchronization.

To maximize the usefulness of the AUTD feature, you should configure it to keep your data "always up to date" 24 hours a day, 7 days a week. This configuration is appropriate for most mobile device users. However, you should be aware that using the AUTD feature during periods of extremely heavy e-mail message traffic may affect the battery life of your device, for example, if you receive 60 or more messages a day. Additionally, you may also be incurring costs associated with each time that you synchronize.

As an alternative to configuring AUTD to keep your data synchronized 24 hours a day, 7 days a week, you can use the peak and off-peak time settings to configure your device for optimal synchronization management. For example, consider using AUTD during periods of low e-mail message activity (off-peak time) and using scheduled synchronization (every 15?30 minutes is best) during periods of high e-mail message activity (peak time). With this configuration, your data is kept up-to-date with the least amount of effort and the lowest impact to your device and connection plan.

Because AUTD uses SMS messages to automatically trigger synchronization, it is highly recommended that your wireless plan include unlimited incoming SMS messages. Although many plans include unlimited incoming SMS messages, if your plan does not, you may be charged for each SMS message received. For additional details, contact your wireless service provider.

importantImportant:
Not all mobile carriers support AUTD. Before you try to configure your device, confirm that your mobile carrier supports AUTD.

AUTD is compatible with Pocket PC Phone Edition devices and Smartphones running either Windows Mobile 2003 software or Windows Mobile 2003 Second Edition software.

Before you set up a mobile device, make sure you meet the following requirements:

  • Contact your wireless service provider and confirm that they can convert inbound SMTP e-mail messages into SMS messages. If they cannot, AUTD is not available to you. If they can perform the conversion, you should ask them what your SMS address is because you need it to configure your device.
  • Have a Pocket PC Phone Edition device or Smartphone running either Windows Mobile 2003 software or Windows Mobile 2003 Second Edition software. For information about upgrading a Smartphone, contact your Smartphone dealer.
  • Have ActiveSync 3.7.1 or later installed on your computer. To download the latest version of ActiveSync, see Downloads and Applications on the Windows Mobile site.

importantImportant:
Not all mobile carriers support AUTD. Before you try to configure your device, confirm that your mobile carrier supports AUTD.

To configure your Pocket PC Phone Edition device:

  1. Set up a data connection for your device, either General Packet Radio Service (GPRS) or dial-up. For more information, see Help and How-to on the Windows Mobile site.
  2. Set up the mobile device to synchronize with the correct server running Exchange ActiveSync (see the following figure). For more information, see Help and How-to on the Windows Mobile site.
    ee1b679a-6b50-4c61-8da4-a96dfb4ece98
  3. Start ActiveSync and manually synchronize your device. If you used desktop pass-through, remove your device from the cradle now.
  4. If your server and account support AUTD, your device prompts you to start using AUTD (see the following figure).
    575fb431-50b9-4685-8b2a-bf70e13b2173
    If the ActiveSync bubble comes up, click Yes and move on to Step 6. If you do not see the bubble, proceed with Step 5.
  5. Check that the mobile device is enabled for AUTD. To do so, click Start, click ActiveSync, click Tools, click Options, and then click Mobile Schedule. Click one of the synchronization frequencies for peak or off-peak times. If your device is enabled for AUTD, you should see the option When new items arrive (see the following figure).
    498beec7-6335-4ea3-9aa2-86ad9e55c687
    noteNote:
    If you do not see When new items arrive, your device may not support AUTD. However, if you are sure your device does support AUTD, confirm that you have synchronized successfully to a server running Exchange ActiveSync and that you meet the requirements listed in Requirements, later in this article. Then, try restarting the device and repeat the previous steps. If you still do not see When new items arrive, contact your system administrator. If you are a system administrator, see "Troubleshooting" later in this article.
  6. In the Mobile Schedule screen, specify how frequently you want the device to synchronize during peak times and off-peak times (see the following figure).
    noteNote:
    The default Peak Times setting is 8:00 A.M. to 6:00 P.M. To learn how to customize the Peak Times setting, see Step 7.
    8212b5bf-1393-4305-8a97-5c8065b0bddf
    You can configure the following options:
    • Use During peak times, sync and During off-peak times, sync to specify how often you want your device to synchronize during peak times and off-peak times.
      To enable AUTD, select When new items arrive.
      To specify a synchronization interval in minutes, select an interval in minutes.
      noteNote:
      For more information about configuring these settings, see "Synchronization Schedules."
    • Select Sync outgoing items as they are sent to force thedevice to synchronize after you have composed e-mail messages or marked items to be downloaded. This option works even if the device is not configured for AUTD.
    • Set When roaming, sync to Manually to control costs by disabling automatic synchronization when you are roaming. You can tell if your device is roaming by tapping the connectivity icon at the top right; if a triangle is shown in the connectivity bubble, your device is roaming. Mobile devices are determined to be roaming based on your wireless service plan and your wireless service provider's billing system. Therefore, being in roaming mode may not mean that your roaming connectivity is more expensive than in your home area. Refer to your calling plan to change this setting appropriately.
      noteNote:
      You may receive a prompt to configure your device address for AUTD. If so, see Step 9.
  7. You can adjust the scheduling options to define your own peak times (when you receive a greater influx of mail). To make this adjustment, click Peak Times (see the following figure).
    1edcaa09-8181-4f65-a8a7-a7c964fe4d01
  8. Click OK. If you have never set up your device to use this feature, you receive a message letting you know that you need to provision your device address. Click OK.
  9. In the Device Address screen, to specify how to address your device to synchronize new items as they arrive, do one of the following:
    noteNote:
    If you are not at the Device Address screen, click Start, click ActiveSync, click Tools, click Options, click Server, click Options, and then click Device Address.
    • Standard method. Click Corporate Service Provider, select your service provider from the drop-down list, and then enter your device's phone number into the Device Phone Number field (see the following figure).
      058aef4d-bfea-489d-bb25-00e9bf7c63b3
    noteNote:
    If you do not see your service provider in the list or if the Corporate Service Provider option is unavailable, try the following: Configure your device to manually synchronize (that is, disable AUTD), synchronize the device, re-enable AUTD, and then synchronize again. If this procedure does not expose your service provider, try clearing Inbox, Contacts, and Calendar to synchronize with the server, and then select them again. However, if you clear the Inbox, all synchronized data is deleted from the device. If you still don't see your service provider in the list, you need to manually enter your device SMS address by using the following alternative method instructions.
    • Alternative method. Manually enter your SMS address. Click Device SMS Address and enter your device's SMS address as shown in the following figure.
      Some examples of common SMS address formats include the following:
      Example phone number: (425) 555-0101
      T-Mobile: <1+area code+number+@tmomail.net>
      Example: 14255550101@tmomail.net
      AT&T Wireless: <area code+number+@mobile.att.net>
      Example: 4255550101@mobile.att.net
      9f5d29f9-7f06-4f51-b5a9-80a279a5e4f2
  10. Click OK to close the Device Address screen. If you enabled your device to use AUTD currently, your device automatically provisions itself. When that succeeds, you have successfully configured your Pocket PC Phone Edition.

To change your device's SMS address:

  1. Click Start, click ActiveSync, click Tools, click Options, click Server, and then click Options.
  2. In the Server Synchronization Options screen, click Device Address (see the following figure). Then, follow the instructions beginning at Step 9 in the To Configure Your Pocket PC Phone Edition Device procedure.
    6a9219f6-213c-4fd9-ac1c-9e90b350ce62

To configure a mobile schedule for synchronization times

  1. Click Start, click ActiveSync, click Tools, click Options, and then click Mobile Schedule (see the following figure).
    3798f3ee-f64e-481b-8e06-3fbace3ac786
  2. Use the options to set your mobile synchronization schedule.

importantImportant:
Not all mobile carriers support AUTD. Before you try to configure your device, confirm that your mobile carrier supports AUTD.

To configure your smartphone:

  1. Set up a data connection for your device (GPRS or dial-up). For more information, see Help and How-to on the Windows Mobile site.
  2. Set up your Smartphone to synchronize with Exchange ActiveSync by doing the following:
    1. Ensure that the Smartphone is configured to synchronize with a server. Select Start, select ActiveSync, select Menu, select Options, select Server Settings, select Inbox, and select the Sync Inbox with a server check box (see the following figure).
      f8241476-3cb3-498d-8f63-c388f9962532
    2. Ensure that the device is set up to synchronize with the correct server running Exchange ActiveSync. Select Start, select ActiveSync, select Menu, select Options, select Server Settings, select Connection, and then enter the server name into the Server Name field (see the following figure).
      noteNote:
      You also need to enter your domain credentials.
      e2c06c87-875a-4383-ad4b-015d82533962
      For more information about configuring synchronization, see Help and How-to on the Windows Mobile site.
  3. Start synchronization manually, and wait for it to complete. If you used desktop pass-through, remove your Smartphone from the cradle now.
  4. If your server and account support AUTD, your device may ask you (with a pop-up balloon) whether you want to start using AUTD. If this occurs, click Yes and proceed to Step 6. If you do not see this pop-up balloon, proceed to Step 5.
  5. Check that your device is enabled for AUTD. Select Start, select ActiveSync, select Menu, select Options, and then select Mobile Schedule. Select one of the synchronization frequencies for peak or off-peak times. If your account is enabled for AUTD, you see When new items arrive as one of the available options (see the following figure).
    7f458e0b-adff-4e38-8aa3-ab09807f9fee
    noteNote:
    If you do not see the When new items arrive option, your device may not support AUTD. However, if you are sure your device does support AUTD, confirm that you have synchronized successfully to a server running Exchange ActiveSync and that you meet the requirements listed in "Requirements" later in this article. Then, try restarting your device and repeat the previous steps. If you still do not see When new items arrive, contact your system administrator. If you are a system administrator, see the "Troubleshooting" section later in this article.
  6. In the Mobile Schedule screen, specify how often you want your device to synchronize during peak times and off-peak times (see the following figure).
    noteNote:
    The default Peak Times setting is 8:00 A.M. to 6:00 P.M. To learn how to customize the Peak Times setting, see Step 7.
    0bb99e1e-88aa-4b4b-80ce-92f5b0e9b84b
    You can configure the following options:
    • Use Peak time sync and Off-peak time sync to specify how often you want your device to synchronize during peak times and off-peak times.
      To enable AUTD, select When new items arrive.
      To specify a synchronization interval in minutes, select an interval in minutes. For more information about configuring these settings, see "Synchronization Schedules" later in this article.
    • Select Sync outgoing items as they are sent to force the device to synchronize after you have composed e-mail messages or marked items to be downloaded. This option works even if the device is not configured for AUTD.
    • Use When roaming, sync to control cost by forcing the device to synchronize manually when it is roaming. You can tell if your device is roaming by selecting the connectivity icon at the top right; if a triangle is shown in the connectivity bubble, your device is roaming. Mobile devices are determined to be roaming based on your wireless service plan and your wireless service provider's billing system. Therefore, being in roaming mode may not mean that your roaming connectivity is more expensive than in your home area. Refer to your calling plan to change this setting appropriately. If you receive a prompt to configure your device address for AUTD, see Step 9.
  7. Now you can adjust the scheduling options to define your own peak times (when you receive a greater influx of mail). To access the Peak Times screen, from the Mobile Schedule screen, select Menu, and then select Peak Times (see the following figure).
    53f6d225-060f-4ea6-8747-50bb382c3594
  8. Select Done.
    noteNote:
    If you have never set up your device to use this feature, you may receive a message letting you know that you need to provision your device address. To configure your device address, proceed to Step 9.
  9. To specify how to address your device to synchronize new items as they arrive, go to the Connection screen (select Start, select ActiveSync, select Menu, select Options, select Server Settings, and then select Connection), and then do one of the following:
    • Standard method. In Address device using, select Service Provider. In Service Provider Name, select your service provider from the scrolling list, and then enter your device's phone number into the Device Phone Number field (see the following figure).
      3e2c7bea-fe81-4354-8b31-8397f33f0c5f
      noteNote:
      If you do not see this screen, you need to manually specify your device address (also called the SMS address) by following the alternative method instructions.
    • Alternative method. In the Text Message Address field, manually enter your device address (SMS address).
      Some examples of common SMS address formats include the following:
      Example phone number: (425) 555-0101
      T-Mobile: <1+area code+number+@tmomail.net>
      Example: 14255550101@tmomail.net
      AT&T Wireless: <area code+number+@mobile.att.net>
      Example: 4255550101@mobile.att.net
      edbdd428-5f24-45e9-b391-dc02a52c3447
  10. Select Done to close the Device Address screen. If you enabled your device to use AUTD, your device automatically provisions itself. When that succeeds, you have successfully configured your Smartphone.

To change your device's SMS address:

  1. Select Start, select ActiveSync, select Menu, select Options, select Server Settings, and then select Connection.
  2. Follow the instructions beginning at Step 9 in the "To Configure Your Smartphone" procedure earlier in this article.

To configure a mobile schedule for synchronization times:

  1. Select Start, select ActiveSync, select Menu, select Options, and then select Mobile Schedule.
    b50971c3-896a-447f-b31f-4100f676c26d
  2. Use the options to set your mobile synchronization times.

If one or more of your users has problems setting up or synchronizing with AUTD, going through the following troubleshooting steps may help to resolve the problem:

  • Verify that the device is running Windows Mobile 2003 software and that the device is correctly configuration.
  • Verify that the device can manually synchronize with the Exchange server.
  • Verify that AUTD is enabled globally for the affected user.
  • Verify that the wireless service provider supports AUTD by verifying that they support the conversion of SMTP e-mail messages into SMS messages.
  • Verify that your device is capable of receiving SMS messages.
  • Verify that Urlscan or other filtering software on your Exchange Server 2003 computers is not blocking the OPTIONS command.
  • If you are using a server running Microsoft Internet Security and Acceleration (ISA) Server 2000:
    • Make sure that you are using ISA Server 2000 with Service Pack (SP1).
    • Add the following registry key:
      CautionCaution:
      Incorrectly editing the registry can cause serious problems that may require you to reinstall your operating system. Problems resulting from editing the registry incorrectly may not be able to be resolved. Before editing the registry, back up any valuable data.

       

      Key HKLM\System\CurrentControlSet\Services\W3Proxy\Parameters

      Value name

      PassOPTIONSToPublishedServer

      Data type

      REG_DWORD

      Data

      1

      Default

      0

      Comment

      Set this parameter to 1. The data can be any non-zero value.

    • Verify that nothing (for example, Urlscan or other filtering software) on the ISA Server computer is blocking the OPTIONS command.
  • Verify that the Exchange Server 2003 computer is not blocking the OPTIONS command.
  • Verify that your wireless service provider is not mistakenly blocking the SMS message because the provider has identified the message as unsolicited commercial e-mail (also known as spam). If your provider blocks the SMS message as spam, apply the updates discussed in the following Microsoft Knowledge Base articles to your Exchange back-end servers:
  • Run the Exchange Server Up-to-Date Notifications Troubleshooting tool, available from the Microsoft Download Center.
 
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