Knowledge Base |

# MAIL.WRI from Windows for Workgroups 3.11

Article ID: 109518

Article Last Modified on 1/8/2000

APPLIES TO

- Microsoft Windows for Workgroups 3.11

This article was previously published under Q109518

## SUMMARY

The following information was taken from the Microsoft Windows for Workgroups version 3.11 MAIL.WRI file.

## MORE INFORMATION

    Additional Notes About Using Mail with Microsoft Windows for
    Workgroups Version 3.11
    ____________________________________________________________________

    This document contains information about using Mail and administering
    the Workgroup Post Office (WGPO). For additional information about
    Microsoft Windows for Workgroups that does not pertain to Mail, see
    "Other Online Documents" at the end of this document.

    Using Write to View This Document

    To make this document easier to read, you can enlarge the Write
    window to its maximum size. To do so, click the Maximize button in
    the upper-right corner of the window. Or open the Control menu in the
    upper-left corner of the Write window (press ALT+SPACEBAR), and then
    choose the Maximize command.

    To move through the document, press PAGE UP or PAGE DOWN. Or click
    the arrows at the top and bottom of the scroll bar along the right
    side of the Write window.

    To print the document, choose Print from the File menu.

    For Help on using Write, press F1.

    To read other online documents, choose Open from the File menu.

    Contents
    This document contains information about the following topics:

    1.0  Using Mail
         1.1  Frequency of Checking for New Mail and Sending Mail
         1.2  Sending a Bitmap as an Attachment
         1.3  Connecting to a Post Office on a Novell NetWare Server
         1.4  Mail and Protocols
         1.5  Setting Up Mail for Multiple Users on One Computer

    2.0  Managing the Mail System Files
         2.1  Changes Made to Files When You Create a WGPO
         2.2  Recreating the Mail Initialization Procedure
         2.3  Backing Up the MSMAIL.MMF File
         2.4  Backing Up the MSMAIL.INI File
         2.5  Restoring the MSMAIL.INI File
         2.6  Creating and Accessing Other Message Files

    3.0  Managing a Workgroup Post Office
         3.1  Workgroup Post Office Share Names
         3.2  Compressing Shared Folders
         3.3  Postoffice Manager and the Post Office Administrator
         3.4  Changes Made to Files When You Create a WGPO
         3.5  Workgroup Post Office Must Be at the Root of Share
              on Server
         3.6  Setting Up a Post Office on Another Computer
         3.7  Changing the Post Office Administrator
         3.8  Changing the Name of Your Workgroup Post Office
         3.9  Moving Your Workgroup Post Office
         3.10 Removing Your Workgroup Post Office

    4.0  Using Mail with Other Message Systems

    5.0  Creating Schedule+ Resources

    6.0  Other Online Documents

    Microsoft and MS-DOS are registered trademarks and Windows is a
    trademark of Microsoft Corporation.

    AT&T Easylink is a service mark of American Telephone and Telegraph
    Company.
    AppleTalk is a registered trademark of Apple Computer, Inc.
    Banyan is a registered trademark of Banyan Systems, Inc.
    Dutch is a trademark of Bitstream, Inc.
    CompuServe is a registered trademark of CompuServe, Inc.
    Infonet is a registered trademark of Computer Sciences Corporation.
    Data General is a registered trademark of Data General Corporation.
    Da Vinci Systems is a trademark of Da Vinci Systems Corporation.
    All-In-1, DEC, and VMS are registered trademarks of Digital Equipment
    Corporation.
    IBM, OfficeVision, and PROFS are registered trademarks of
    International Business Machines Corporation.
    cc:Mail is a trademark of cc:Mail, Inc., a wholly owned subsidiary of
    Lotus Development Corporation.
    Lotus Notes is a registered trademark of Lotus Development Corporation
    Novell and NetWare are registered trademarks of Novell, Inc.
    Retix is a registered trademark of Retix.
    Soft-Switch is a trademark of Soft-Switch Inc.
    Unisys is a registered trademark of Unisys Corporation.
    UNIX is a registered trademark of UNIX Systems Laboratories.
    WANG is a registered trademark of Wang Laboratories.
    Paintbrush is a trademark of ZSoft Corporation.

    1.0 Using Mail

    This section discusses how to use Mail.

    1.1  Frequency of Checking for New Mail and Sending Mail

    The setting in the Options dialog box that determines how often Mail
    checks for new messages also determines how often Mail checks the
    Outbox for messages to submit to the post office. A message first
    waits in the Outbox for the amount of time specified, and then waits
    again for the same amount of time until Mail checks for new messages.
    For example, if you specified that Mail should check for new messages
    every three minutes, it can take up to six minutes before you receive
    new mail.

    If it takes longer than you expect to receive your messages, try
    specifying a lower value.

    1.2 Sending a Bitmap as an Attachment

    In a mail message, if you include a bitmap that was created with
    Paintbrush or another graphics application, the recipient may not be
    able to view the bitmap if he or she is using a display adapter that
    has a different resolution from yours.

    1.3  Connecting to a Post Office on a Novell NetWare Server

    When you connect to an existing WGPO by using Mail, Mail displays a
    network-share browser which enables you to select the network server
    and share on which the post office resides. For NetWare servers, you
    must have previously attached to the server. Then, in the Network
    Path box, you can specify the path to the post office directory.

    1.4  Mail and Protocols

    You must have the Microsoft Windows Network installed to use Mail to
    communicate by electronic mail with others in your workgroup. Mail is
    not dependent on any particular protocol.

    1.5  Setting Up Mail for Multiple Users on One Computer

    You can set up one computer so that more than one person can use Mail
    on it. A separate .MMF file will be maintained for each user on the
    Post Office computer. Note that there must be enough disk space
    available on the Post Office computer for all inboxes that are stored
    there.

    The setup steps should be followed by the Post Office administrator.
    For detailed information about the first four steps, refer to Chapter
    4, "Mail" and Appendix A, "Maintaining Mail" in the Microsoft
    Workgroup Add-On User's Guide.

    To set up a computer for multiple Mail users:

    1. Set up the Workgroup Post Office. The Post Office must be set up on a
       different computer.

    2. Set up the accounts for each user, rather than having each user set up
       his or her own account.

    3. Start Mail and logon using the mailbox name of the most frequent user.
       The first account created is the default account name used when
       starting Mail.

    4. In the Welcome to Mail dialog box, select Connect to An Existing
       Postoffice.

    5. From the Mail menu, select Options.

    6. Select the Server button.

    7. In the Storage section, check the Postoffice check box, and then choose
       OK.

    8. From the Mail menu, select Exit and Sign Out.

       One user can now use Mail.

    9. Logon to Mail as each user, and repeat steps 5 through 8.

    Once setup is complete, anyone who has been added by the administrator can
    logon to Mail. The logon dialog box will display the mailbox name of the
    first account created, so other users will need to type their mailbox name.
    All users on the shared computer must Exit and Sign Out each time they
    leave Mail.

    2.0 Managing the Mail System Files

    Each user and the WGPO has two Mail system files:

       The message file: MSMAIL.MMF

       The Mail file: MSMAIL.INI

    The message file, MSMAIL.MMF, stores messages, message folders, and
    the Personal Address Book. This file is updated as messages are
    received.

    The Mail file, MSMAIL.INI, controls the way Mail works.

    Your MSMAIL.MMF and MSMAIL.INI files are located in the directory
    where you set up Windows for Workgroups (the default is C:\WINDOWS).

    When you create a WGPO or connect to a post office, these files are
    automatically modified as described below. You need to edit the Mail
    system files only when you want to change functionality or restore
    these files to a particular state. For example, if you set up a WGPO
    and then delete it, you need to modify your MSMAIL.INI file to
    connect to a different post office.

    2.1 Changes Made to Files When You Connect to a WGPO

    When you connect to a WGPO, the following occurs:

       The following commands are added to the [Microsoft Mail] section
       of your MSMAIL.INI file, which is in the Windows directory:

          ServerPath=\\computername\sharename
          Login=mailbox_name

       A message file is created for you. The default name is MSMAIL.MMF.

    2.2 Recreating the Mail Initialization Procedure

    When you first run Mail, you are given the option to connect to an existing
    post office or create a new post office. After you make your selection, you
    cannot go back and change your selection. Use the following procedure if
    you chose to set up a new post office, and you did not want to.

    To reinitialize the Mail initialization procedure:

    1. Open the MSMAIL.INI file in an ASCII text editor, such as Notepad.

    2. Disable the ServerPath= and the login= lines by typing a semicolon (;)
       at the beginning of each line.

    3. Add or edit the CustomInitHandler= line so that it appears as follows:

          CustomInitHandler=WGPOMGR.DLL,10

    4. Run Mail. The initialization procedure begins.

    2.3  Backing Up the MSMAIL.MMF File

    Since the MSMAIL.MMF file contains all your messages, you should back
    it up regularly. For instructions on backing up and restoring the
    MSMAIL.MMF file, see the Microsoft Workgroup Add-On User's Guide.

    In some circumstances, Mail may encounter problems in the MSMAIL.MMF
    file and you will be asked if you want Mail to repair the file.  If
    you choose Yes, Mail makes a backup copy of the MSMAIL.MMF file in
    the Windows directory or in the directory specified by the MailTmp
    parameter in the MSMAIL.INI file. Each time the file is repaired, a
    new backup file is created. The first such backup file will be named
    MSMAIL.BAK, and subsequent backup files will be named MSMAIL.001,
    MSMAIL.002, and so on. You can delete these backup files.

    2.4  Backing Up the MSMAIL.INI File

    In general, you don't need to modify your MSMAIL.INI file; however,
    you might want to restore it to a given state or alter it so that you
    can change the way Mail works. If you do change your MSMAIL.INI file,
    you should make a backup first.

    Important: After altering the MSMAIL.INI file, you must restart Mail
    for the changes to take effect.

    To back up your MSMAIL.INI file:

    1. In the Main group, choose the File Manager icon.

    2. Select your MSMAIL.INI file. It is in the directory where you set up
       Mail (the default is C:\WINDOWS).

    3. From the File menu, choose Copy.

    4. In the To box, type a name for your backup file—for example,
       MSMAIL.OLD.

    5. Choose the OK button.

    To restore your MSMAIL.INI file, you can rename a backup copy, if you have
    one, or you can edit your existing MSMAIL.INI file. How you edit the file
    depends on whether you created a WGPO or connected to one.

    2.5 Restoring the MSMAIL.INI File

    To restore your MSMAIL.INI file after creating a WGPO:

    If you made a backup copy of your MSMAIL.INI file, rename it as
    MSMAIL.INI, and move it to the directory where you set up Mail (the
    default is C:\WINDOWS).

    If you don't have a backup copy, follow these steps:

    1. Remove the following lines from the [Custom Commands] section of your
       MSMAIL.INI file:

          WGPOMgr1=3.0;Mail;;13
          WGPOMgr2=3.0;Mail;&Postoffice Manager...;14;
          WGPOMGR.DLL;0;;Manage Workgroup Postoffice;MSMAIL.HLP;2870

    2. Remove the following lines from the [Microsoft Mail] section of the
       MSMAIL.INI file:

          ServerPath=drive:\directory
          Login=mailbox_name

    2.6  Creating and Accessing Other Message Files

    You can create message files in addition to your primary message file by
    using the Backup command or the Export Folders command.

    To access these files, use the /f option to include the name of the file in
    the Mail command line, as follows:

       msmail.exe  /f  filename

    Mail starts offline, and then opens the specified message file instead of
    your primary message file. To revert to your primary message file, start
    Mail without using the /f option.

    3.0 Managing a Workgroup Post Office

    3.1  Workgroup Post Office Share Names

    The share name defined for a WGPO should not be longer than eight
    characters, and must not include spaces.

    3.2 Compressing Shared Folders

    When compressing shared folders in the Postoffice Manager, the
    administrator should ensure that the shared folders are not being
    used by Mail users.

    3.3 Postoffice Manager and the Post Office Administrator

    Postoffice Manager is the program used by the post office
    administrator to administer the WGPO. By default, Postoffice Manager
    is installed on the computer of the person who creates the WGPO.

    3.4 Changes Made to Files When You Create a WGPO

    When you create a WGPO, the following occurs in the administrator account:

       The WGPO directory is created in the specified location.

       The following commands are added to the [Custom Commands]
       section of the MSMAIL.INI file (which is in the Windows directory):

          WGPOMgr1=3.0;Mail;;13
          WGPOMgr2=3.0;Mail;&Postoffice Manager...;14;
          WGPOMGR.DLL;0;;Manage Workgroup Postoffice;MSMAIL.HLP;2870

       The Postoffice Manager command is added to the Mail menu on the
       computer from which the WGPO was created. The commands appear only on
       the Mail menu on this computer. To run Postoffice Manager on another
       computer, you must add the commands to the MSMAIL.INI file on that
       computer and delete them from the original computer.

       The following commands are added to the [Microsoft Mail] section
       of the MSMAIL.INI file:

          ServerPath=drive:\directory
          Login=mailbox_name

       A message file is created for the administrator account. The
       default filename is MSMAIL.MMF.

    3.5 Workgroup Post Office Must Be at the Root of Share on Server

    If you create a WGPO on a Microsoft Windows NT, LAN Manager, or
    similar network server, you must define a share on that server that
    has the WGPO directory as its root. When users run Mail to connect to
    a post office on the network, they can select only a post office that
    resides in the root of the share, not one in a subdirectory of the
    share.

    3.6  Setting Up a Post Office on Another Computer

    The WGPO can be set up on another computer across the network.
    For the following procedure, assume these conditions are true:

       The post office is set up and administered from computer 1, a
       Windows for Workgroups computer. The user on computer 1 is the post
       office administrator. Postoffice Manager runs on computer 1.

       The post office files are actually kept on computer 2, a computer
       with server/sharing capabilities such as one running Windows for
       Workgroups, Windows NT, LAN Manager, or Novell NetWare.

    NOTE: Novell servers require some special attention. Refer to the
    "Creating a WGPO on a Novell NetWare Server" section in this file.

    To set up a post office on another computer, the designated
    administrator of the WGPO should carry out the following procedure:

    1. On computer 1, from the Main group, start Mail.

    2. Choose Create A New Workgroup Postoffice.

    3. To connect to computer 2, choose the Network button.

    If computer 2 is running Windows for Workgroups, Windows NT, or is a LAN
    Manager server, type the server name and share name (\\server\share) where
    you want the post office created, and then choose the OK button. You must
    have access rights to the server and the share.

    If computer 2 is a Novell server, you must be logged onto the Novell server
    and have the correct permissions. Then, connect to the server and use one
    of these conventions:

       server/share:directory
       \\server\share\directory
       remapped drive:\directory

    4. After the WGPO is established, check to ensure that it is shared
       properly on computer 2.

    3.7 Changing the Post Office Administrator

    You can transfer WGPO administrator responsibilities from one person
    to another. In this procedure, the following conventions are used:

       Admin1 is the current Post Office Administrator.
       Admin2 will become the new Post Office Administrator.

    The following fields are required:

       Name:
       Mailbox:
       Password: (You must know the passwords for Admin1 and Admin2.)

    To change administrators:

    1. Copy the MSMAIL.INI file from the WGPO computer to a floppy disk so
       that you can use it later when establishing the Admin2 account.

    2. From Admin1's computer, sign on to Mail, select the Mail option, then
       select Postoffice Manager.

    3. Select the Details option, and write down the required information for
       Admin1 and Admin2 (obtain the passwords from the Administrators;
       passwords don't appear in the details dialog box).

    4. Admin1 should delete the user account for Admin2 and edit the details
       of the Admin1 account so that it matches the new Post Office
       Administrator's account (Admin2).

    5. Open Admin1's MSMAIL.INI file in a text editor (such as Notepad) and
       remove the following lines from the end of the [Custom Commands]
       section:

           WGPOMgr1=3.0;Mail;;13
           WGPOMgr2=3.0;Mail;&Postoffice Manager...;14;
           WGPOMGR.DLL;0;;ManageWorkgroup Postoffice;MSMAIL.HLP;2870

    6. Admin1 should exit and sign out of Mail.

    7. On Admin2's computer, open the MSMAIL.INI file that was copied to the
       floppy disk. Using a text editor (such as Notepad) cut the following
       lines from this file:

           WGPOMgr1=3.0;Mail;;13
           WGPOMgr2=3.0;Mail;&Postoffice Manager...;14;
           WGPOMGR.DLL;0;;ManageWorkgroup Postoffice;MSMAIL.HLP;2870

        Then, paste these lines into the [Custom Commands] section of
        Admin2's MSMAIL.INI file (located in the Windows directory). Be sure
        that these lines are the last lines in the [Custom Commands] section.

    8. Save the changes made to the MSMAIL.INI file, then start Mail.

    NOTE: A message may appear that states Mail was unable to find your .MMF
    file. A dialog box then appears that displays the .MMF file that was
    detected. Select the detected .MMF file and then choose the OK button.

    9. Open Mail and select the Mail option to verify that Postoffice
       Administrator is now available on Admin2's computer.

    10.If necessary, create a user account for Admin1.

    3.8 Changing the Name of Your Workgroup Post Office

    Before you rename your WGPO, inform members of your workgroup that they
    will not be able to exchange messages until they reconnect to the renamed
    WGPO.

    To rename your WGPO:

    1. Ask all people in your workgroup to quit and sign out of Mail.

    2. In the Main group, choose the File Manager icon.

    3. Select the WGPO directory.

    4. On the toolbar, click the Share As button. Or choose Share As from the
       Disk menu.

    5. In the Share Name box, type the new name for your WGPO, and then choose
       the OK button.

    6. Edit the following line in the [Microsoft Mail] section of your
       MSMAIL.INI file to reflect the new name of the WGPO:

         ServerPath=drive:\directory
         or
         ServerPath=\\computername\sharename

    7. If your shared directory has a password, you need to delete or edit the
       line specifying the password for the shared directory.

    8. Inform people in your workgroup of the new name, and ask them to edit
       the following line in the [Microsoft Mail] section of their MSMAIL.INI
       file to reflect the new name of the WGPO:

          ServerPath=\\computername\sharename

    They may also need to delete or edit a line specifying a password for the
    shared directory.

    3.9 Moving Your Workgroup Post Office

    You may need to move your WGPO to a different directory—for example,
    if the computer on which you set up the WGPO runs out of disk space.
    Before you move your WGPO, inform people in your workgroup that they
    will not be able to exchange messages until they reconnect to the
    relocated post office.

    To move your WGPO:

    1. Ask all people in your workgroup to quit and sign out of Mail.

    2. In the Main group, choose the File Manager icon.

    3. Select the WGPO directory.

    4. From the File menu, choose Move.

    5. In the To box, type the new path for your WGPO, and then choose the OK
       button.

    6. Share your WGPO.

    7. Edit the following line in the [Microsoft Mail] section of your
       MSMAIL.INI file to reflect the new location of the WGPO:

          ServerPath=drive:\directory
          or
          ServerPath=\\computername\sharename

    8. If your shared directory has a password, you need to delete or edit the
       line specifying the password for the shared directory.

    9. Inform people in your workgroup of the new location for the WGPO, and
       ask them to edit the following line in the [Microsoft Mail] section of
       their MSMAIL.INI file to reflect the new location of the WGPO:

         ServerPath=\\computername\sharename

    They may also need to delete or edit a line specifying a password for the
    shared directory.

    3.10 Removing Your Workgroup Post Office

    You may need to remove a WGPO that you have just created, and then
    re-create it. Before you remove your WGPO, inform people in your
    workgroup that they will not be able to exchange messages until they
    reconnect to a new post office.

    To delete your WGPO:

    1. In the Main group, choose the File Manager icon.

    2. Delete the WGPO directory.

    3. Delete the following lines from the [Custom Commands] section of your
       MSMAIL.INI file:

          WGPOMgr1=3.0;Mail;;13
          WGPOMgr2=3.0;Mail;&Postoffice Manager...;14;
            WGPOMGR.DLL;0;;Manage Workgroup Postoffice;MSMAIL.HLP;2870

    4.0 Using Mail with Other Message Systems

    To connect a workgroup post office to another workgroup post office,
    you must purchase Microsoft Mail Postoffice Upgrade for Windows for
    Workgroups for each post office. To connect to another message
    system, such as X.400 or SMTP, the Microsoft Mail Postoffice Upgrade
    is required, as well as the gateway software which enables the two
    message systems to exchange information.

    Each message system can connect to the workgroup post office by using
    one or more specific gateways. The following table is a partial list
    of the Microsoft gateways needed for various message systems. If you
    use one of the message systems listed in this table, you need to
    purchase the appropriate gateway.

    Additional gateways that use the Microsoft Mail File Format API may
    also be available. If you are interested in a message system or
    gateway that is not listed, contact your local Microsoft subsidiary.

    Message system               Gateway
    ARCOM 400 Swiss PTT          X.400
    AT&T a Easylink               X.400
    AT&T Mail                    X.400 or AT&T Gateway
    Atlas 400                    X.400 (NF mark from Afnor)
    Banyana Mail                 MHS or X.400
    Beyond Mail                  MHS
    cc:Mail                      X.400, MHS, SMTP, or Office Vision*
    CompuServe                   SMTP or MHS
    The Coordinator              MHS
    Data Generala CEO            X.400
    DaVincia                     MHS
    DECa All-In-1                X.400, PROFS, SNADS, or SMTP
    DEC VMSA Mail                X.400 or SNADS
    Dutcha PTT                   X.400
    Envoy 100/Gemdes             X.400
    Fax                          Fax
    Fischer International        X.400 or SNADS
    Gold 400 UK                  X.400
    Higgins                      MHS
    IBMA AS/400 Office           SNADS, or through PROFS Distribution
                                 Manager, if you have a VM host
    IBM System 36                PROFS/OV
    IBM CMS NOTES                PROFS
    IBM DISOSS                   SNADS
    IBM OfficeVision. MVS        SNADS, or through PROFS Distribution
                                 Manager, if you have a VM host
    IBM PROFS                    PROFS
    Infonet                      X.400
    Internet                     SMTP
    Lotus Notes                  MHS, or the MS Mail-Notes Gateway built by
                                 Phoenix Systems, distributed by Corporate
                                 Software
    Mail for AppleTalk           Microsoft Mail connection
    NCR Corporation              X.400, or in some cases, the AT&T Gateway
    Novell NetWare               MHS
    Retix                        X.400
    Soft-Switch Central          SNADS
    Sprint TeleMail              X.400
    Telebox 400 German PTT       X.400
    Touch                        X.400
    Unisys                       X.400
    UNIX SMTP                    SMTP (SMTP is a part of TCP/IP, not a part of
                                 Unix. You can also have SMTP origination to a
                                 VAX or IBM host.)
    UUCP                         SMTP (requires connectivity to an SMTP host,
                                 which acts as a router to UUCP)
    Verimation Memo              SNADS
    WANG Office                  MHS, X.400, or PROFS

    5.0  Creating Schedule+ Resources

    To create a Schedule+ resource (for a conference room, overhead
    projector, or other shared equipment), the Post Office Administrator
    must do the following:

    1. Create a Mail account for that resource by using the Postoffice Manager
       command on the Mail menu.

    2. Exit and sign out of Mail.

    3. Sign in to Mail and Schedule+ by using the mailbox name and password
       that correspond to the resource.

    4. From the Schedule+ Options menu, choose the General Options command.

    5. Select "This account is for a resource," and then choose the OK button.

    6. Quit Mail and Schedule+ by choosing Exit & Sign Out from the Schedule+
       File menu.

    If you will be setting up resources from a computer that is used by another
    Mail account, this process will require you to sign in as multiple Mail
    users on the same computer. Resources do not receive mail, so in most cases
    there is no need to maintain separate message files for them. Therefore, if
    you are setting up resources on a computer that is used by only one other
    mail user (or no other mail users), set the passwords for all the accounts
    on that computer to be the same. You will be able to sign in as any of the
    accounts.

    6.0  Other Online Documents

    The following table describes other online documents that contain
    important information about Windows for Workgroups that is not
    included in the printed documentation or in Help:

    Document          Contains
    ______________________________________________________________________

    SETUP.TXT - Information about problems that may occur when you set up
                Windows for Workgroups.

    MAIL.WRI - Information about the MSMAIL.INI file and other Mail
               administration information.

    PRINTERS.WRI - Information about specific printers and fonts.

    NETWORKS.WRI - Information about running Windows for Workgroups with
                   specific network configurations.

    README.WRI - Information about using Windows for Workgroups with the
                 Multimedia Extensions version 1.0, specific display-adapter
                 and system configurations, and MS-DOS–based applications, and
                 information that was unavailable when the documentation was
                 printed.

    SYSINI.WRI - Information about the settings in the SYSTEM.INI file.

    WININI.WRI - Information about the settings in the WIN.INI file.

Additional query words: wfw wfwg 3.11

Keywords: KB109518