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Using Directory Services to Look Up E-Mail Addresses
 within Eudora, Outlook or Web Mail
 Network & Technical Services
Author: George W. Miller
November 11, 2004
Updated: November 10, 2006

Introduction

 To ease the task of looking up campus e-mail addresses, the Office of Information Technology maintains a networked database of student, faculty, and staff information that may be accessed within Eudora, Outlook, web mail and other clients. Using a rules-based convention called LDAP (Lightweight Directory Access Protocol), users may look up one or more addresses based upon a number of critieria, such as name or department. For example, one may locate everyone in the Office of Network & Technical Services by entering "network" in a query box and a list of e-mail addresses will be returned. Some or all of the addresses may then be selected and transferred into a message "To:" field with a single click.
The process for setting up this capability depends upon the e-mail client that you use. Instructions for configuring directory services with Eudora 6 & 7 for Windows, Eudora 6 for Macintosh, Outlook 2003 and our web mail client follow. Instructions for other clients will be added to this document. The only LDAP Directory Services that are accessible from off-campus are via web mail. This will change in the future.

Eudora 6 & 7 for Windows

 > Setting up Directory Services in Eudora for Windows

On the top menu bar, under Tools, select Directory Services. You will see an appropriately marked tab at the bottom of the window that opens.

Direct your attention to the upper portion of the right panel, entitled Protocols.

1. Under Registered Drivers, click LDAP.
2. At the bottom of the Protocols section, click New Database ... .

 The Modify Database window will appear. On the Network tab:

 1. Type in some text that you wish to identify the server, for example, Drake University
 2. Under Server information, opposite Host Name, type in: sun2.drake.edu

 At the top of the Modify Database window, click the Search Options tab.

 1. Under Search Base, approximately mid-window, enter: dc=drake,dc=edu
 2. Under Word-wise Search Filter, enter (without spaces): (|(cn=*^0*)(department=*^0*))
 3. Note: in the above, 0 is a zero, not the letter O.
4. Click OK at the bottom of the window and you will be returned to the Modify Database window.
5. In the lower right corner of the Modify Database window under Databases, click the box to the left of the entry you just created.

> Accessing Directory Services within Eudora for Windows

 1. Under Tools in the top menu bar, select Directory Services. You may also use the short cut: CTRL-Y.
 2. In the upper left corner of the window, you may enter a query. The nature of the query depends upon how you configured the service.

Notes about queries:

The procedure detailed above allows for name and departmental unit queries. Simply type in one or the other.
 One or more entries will appear in the box immediately below the query.
If you highlight one of the entries, complete details will appear in the box in the lower left corner.

Adding search fields:

 You may expand the number of data fields searched by adding to the Word-wise Search Filter.
For example, the entry:

(|(cn=*^0*)(department=*^0*))

may be expanded to include telephone numbers:

(|(cn=*^0*)(department=*^0*)(telephonenumber=*^0*))


> Using Directory Service Search Results within Eudora for Windows

 1. You may add one or more of the entries returned from your query to the To:, Cc:, or Bcc: message fields.
2. To do this, select your recipients using CTRL-click, then click To, Cc or Bcc in the lower left corner of the Directory Services window.
3. A new message window will appear with your selected recipients in the To field.
4. The same process would be followed for the optional Cc and Bcc fields.

If you selected a group of recipients based on department unit, bear in mind that the actual select is dynamic. Because of staff changes, the people selected today may be different from those selected tomorrow.

If you are unsure of the department unit name to look for, perform a name search for someone you know who is part of that group. Examine the details for that person, paying particular attention to the ou. Search once again based on that ou, entering enough to be unique among all department unit names and enough to distinguish the department name from a portion of a common name.

Eudora 6 for Macintosh

 > Setting up Directory Services in Eudora for Macintosh

To fully utilize Directory Services within Eudora on a Macintosh, you will need to download a file named Esoteric Settings 5.1, from the eudora install folder on the public.drake.edu file server. For Eudora 6, running under Macintosh OSX 10, this file needs to be put in Documents/Eudora Folder. If Eudora is already open, you will need to close and re-launch it before proceeding.

On the top menu bar, under Special, select Settings.... In the panel of settings icons at the left of the Settings window, you should find LDAP. If not, the Esoteric Settings 5.1 file has not been properly installed.

Click on the LDAP icon and complete the following information:

 1. Under Directory Services Host, type: Ldap://sun2.drake.edu/dc=drake,dc=edu
2. Under Word-wise search filter template, type: (|(cn=*^0*)(department=*^0*))
3. Note: in the above, 0 is a zero, not the letter O.
4. Click OK at the bottom of the Settings window.

> Accessing Directory Services within Eudora for Macintosh
1. Under Window in the top menu bar, select Directory Services. You may also use the short cut: COMMAND-Y.
 2. In the upper left corner of the window, you may enter a query. The nature of the query depends upon how you configured the service.

Notes about queries:

The procedure detailed above allows for name and departmental unit queries. Simply type in one or the other.
 One or more entries will appear in the box immediately below the query.
If you highlight one of the entries, complete details will appear in the box in the lower left corner.

Adding search fields:

 You may expand the number of data fields searched by adding to the Word-wise Search Filter.
For example, the entry:

(|(cn=*^0*)(department=*^0*))

may be expanded to include telephone numbers:

(|(cn=*^0*)(department=*^0*)(telephonenumber=*^0*))
> Using Directory Service Search Results within Eudora for Macintosh

 1. One or more of the entries returned from your query may be used to the To:, Cc:, or Bcc: message fields.
2. To do this, use CTRL-click select your recipients, then click To, Cc or Bcc in the lower left corner of the Directory Services window.
3. A new message window will appear with your selected recipients in the To field.
4. The same process would be followed for the optional Cc and Bcc fields.

If you selected a group of recipients based on department unit, bear in mind that the actual select is dynamic. Because of staff changes, the people selected today may be different from those selected tomorrow.

If you are unsure of the department unit name to look for, perform a name search for someone you know who is part of that group. Examine the details for that person, paying particular attention to the ou. Search once again based on that ou, entering enough to be unique among all department unit names and enough to distinguish the department name from a portion of a common name.

Outlook 2003

 >Setting up Directory Services

Microsoft Outlook now offers the most sophisticated and flexible use of Directory Services. However, recent versions of Microsoft Outlook have been unable to access our current production LDAP server. The instructions in this section refer to a new server that is still under development. While it is generally available 24 hours a day, 7 days a week, it may be inaccessible for brief periods while new access provisions and data fields are put in place.

Under Tools in the top menu bar, select E-mail Accounts...

 On the E-mail Accounts window:

1. Under Directory, click Add a new directory or addressbook.
2. Click Next >
3. Click Internet Directory Service (LDAP)
4. Click Next >
5. Under Server Information, opposite Server Name, enter: sun2.drake.edu
6. Click More Settings ...

 On the Microsoft LDAP Directory window:

 1. Click the Search tab
 2. Under Search Options, type: dc=drake,dc=edu
3. Click OK and you will be returned to the E-mail Accounts window.

 On the E-mail Accounts window:

1. Click Next >
2. Click Finish

> Accessing and Using Directory Services within Microsoft Outlook

 There are several ways to address e-mail messages in Microsoft Outlook using Directory Service searches. Here's one.

1. On the tool bar, select New Mail Message.
2. On the new mail message window, click on the To: button.
3. On the Select Names window, under the Advanced drop down menu (lower left corner), select Find.
4. In the Find window, enter search text in one or more of the query boxes.
5. For example, to locate someone by last name, enter a portion of the name in the appropriate query box and click OK.
6. The Select Names window will return to the front, populated with the records returned by the search.
 7. Use CTRL-click or SHIFT-click to select the people to be included as recipients for a new e-mail.
8. Click on the To->, Cc->, or Bcc-> Message Recipient buttons, as desired.
9. Click OK, at the bottom of the Select Names window and the newly populated message window will return to the front.

You may also search Directory Services directly from the Address Books window, under Find Items. This might prove useful where no e-mail message is to be sent, for example, you just want to look up a telephone number.

Drake University Web Mail (Horde IMP) and the old Web Mail System

 > Setting up Directory Services

 To search Directory Services for a name or e-mail address from within Drake University web mail, no special set up is required. However, to search by department, the following steps must be taken after logging into web mail. Additional search field options will be set up on the server in the future.

1. On the menu at the top of the screen, click Options.
2. Under Other Options, click on Addressbooks.
3. In the Available Addressbooks window, click on Drake University Faculty/Staff Directory.
4. Move that directory to the Selected Addressbooks window by clicking on the hand that is pointing to the right.
5. Click on Drake University Faculty/Staff Directory once again.
6. Press and hold the CTRL key and click on Name, Email and Department in the search fields window, below the Available Addressbooks window.
7. Click on the Save Options button in the lower left corner of the Addressbooks window.

> Accessing and Using Directory Services

 1. Click the Compose icon on the top menu bar.
2. On the Message Composition window, just under the Subject field, click the Address Books option.
 3. On the Contact List window, enter a name e-mail address or, if you have configured it, department unit in the Find field.
4. Make certain Drake University Faculty/Staff is selected in the from field.
5. Click Search and the returned records will appear in the left window.
6. Use CTRL-click or SHIFT-click to select your message recipients.
7. Click the To:, Cc: or Bcc: buttons, as desired.
8. Click OK, in the lower left corner.
9. Complete your message and send.