Free Microsoft Outlook Resources & Whitepapers

Phantom Client

First the basics...we are using Exchange Server 2003 and have recently
updated to Office 2007, although this problem started with Office 2003.

I have a user (User 1) that left our district over a year ago. User 1 was
removed from AD and the mailbox was deleted. Another user (User 2) had given
User 1 share permissions on her calendar and set her up in a distribution
list. User 2 has removed User 1 from both of these options, yet everytime
User 2 sends out an email from the distribution list, all of the users on the
list get the following email:

The following recipient(s) cannot be reached:

User 1 on 11/1/2007 3:12 PM
The e-mail account does not exist at the organization this
message was sent to. Check the e-mail address, or contact the recipient
directly to find out the correct address.

It is driving everyone crazy. I can't find User 1 anywhere, so where is
this coming from?

Post your answer or comment

comments powered by Disqus
My email account is generally OK, I can send and receive email normally.
However, recently (in the past few weeks) I have noticed that the send /
receive dialog box is telling me that I am sending a number of messages when
I know I do not have any in my outbox. Nothing appears in my sent items
I have read the other threads about phantom emails and I have checked the
read receipt setting on my client, and it is set correctly, so I know they
are not automatic read receipts.
I have noticed that the outgoing phantom messages always occur, if they do
occur, on the next send / receive after I receive some spam. I am worried
that I am getting spam that contains a virus. I run NOD32 as my anti virus,
but have this week also tried the free versions of AVG, Ad-aware and
Trendmicro Housecall, and none of them can find anything to report. I am
reporting this as a seperate question because, unlike the other questions, in
my case, my genuine email is working fine.

I'm posting this solution here because it caused me many hours of
frustration trying to figure it out. There was a similar problem
posted here as far back as 2003, but no solution was listed with it.
Perhaps this will help the next victim of Outlook's horrendous support
for importing iCal files...

I just spend about 4-hours between yesterday afternoon and this
morning trying to import an iCal file into Outlook 2003. No errors
occurred during the numerous importing attempts, but afterwards the
events did not appear on the days that they should have. Yet the
number of unread/upcoming events next to the calendar name increased
every time I tried to import.

I tried searching for the missing items using the Advanced Find
dialog, but they would never appear in the results. I even tried
exporting the whole calendar as an Excel file using a very wide date
range (all events from 1970 through 2038), but the events were not
listed in the export either.

Finally, I tried applying the predefined "By Category" filter to the
standard Calendar view (available in the Advanced toolbar group).
There were all of my phantom events - they included no information
whatsoever and were in fact listed as email items rather than calendar
items. I was able to delete them from that view and return my item
count back to normal.

Now I just had to get around the importing problem. After searching
various resources for an explanation, the best that I could come up
with is that Outlook doesn't like some Timezone data that tends to get
included in iCal files that originate from a Mac client. No other
information was included on what in particular Outlook didn't like or
if there was a direct work around, so I did some experimentation on my
own. The solution is actually easier then you might expect. First, I
imported the offending iCal file into a new Google calendar. Then, I
downloaded Google's rendition of the file from the Private iCal link
under the Manage Calendars panel. Finally, I imported this new iCal
file into Outlook using the normal Import/Export dialog. Now the
events appear as expected.

If you're interested in trying to this all yourself, you can find the
original iCal file at -
Import the file as-is into Outlook, then apply the "By Category"
filter to see where they went to.

(Cross posted to


Is there a way to guarantee that a server rule will never be converted to a client rule. It is driving me nuts.
The server rule (an auto reply) works for a while and then just stops while I can see that the rule is still active.

I wish there was a more reliable way to do this as opposed to log to the mailbox and create the rule from there

Thanks for your precious advice.


Hi All,

Two issues.

1/ I'm trying to setup Exchange so that members of the Directors group can send e-mail as 'directors' rather than from their individual mail accounts.

2/ The exchange admin has created a group called directors, but it seems a 'phantom group' has also been created. I need to get rid of the phantom group.

Bit more background

The directors requested that the group Directors be given "Send As" rights to the email address we changed the email address on the 'Directors' group to and renamed the group to 'SeniorManagement'. We then created a new Public Folder called 'Directors' with the email address   'Send As' rights were then granted to the 'Senior Management' group and this has proven to work without any issues. Also, the 'Directors' public folder was set so that any email sent to is then forwarded to the 'Senior Management' group.   The only people who seem to be experiencing a problem with sending email to are the directors and this is possibly due to their cached Outlook address list. From what I can tell the problem only occurs when one of the directors sends an email to the cached Directors (DIRECTORSF64BE372....) entry as emails sent any other way work perfectly.

Well, that's not strictly true, if I configure Outlook 2003 as an IMAP client then no problems but
Outlook Express, Thunderbird, ProfiMail etc etc can not see any attachments sent to and from
an internal Exchange 2003 account. If the message originates from the Internet, not problems, all
attachments are visable.

I have disabled fast message retrieval and only use plain text in the VIRTUAL IMAP SERVER config,
the exchnage server is patched to SP2 and all other MS service and security releases. I know this should
work, I've had it tested on another Exchange site.........

Some of the clients that can not see the attachments do recognise that there is one there and
reports the file size but on download... nothing. Outlook Express doesn't even recognise that there
is something there.

I'm probably missing something really simple but I just can't spot it!

Any help appreciated.


I am working with a client company that has deleted their "First Administrative Group" following proper procedures. Unfortuantely there are now two problems:

1. The first administrative group Free / Busy folder is still there. It seems that there are many users that are posting their Free / Busy to this folder. This is causing problems viewing Free / Busy etc as you would expect.

2. Many accounts still show "First Administrative Group" as their administrative group on the Advanced tab in AD.

Has anyone ever seen this before?

Is there anything special that needs to be done to see and manage exchange tasks in Active Directory Users and Computers from a client PC? If it is opened on the DC or Exchange box the Exchange Tasks and Tabs are showing, however if it is run from a client PC Exchange Tasks and Tabs not showing in AD.

Any help would be greatly appreciated.

Many thanks in advance.

hey there,
the problem i m having relies only on client machines running windows 2000.
When deploying my new Exchange 2003 server, outlook 2003 on windows 2000 machines keeps on freezing and a connection with the exchange server cannot be established.

other machines running winXP with outlook 2003 do not have this problem at all.

i have tried logging in with a user account and an admin account but still the same result: outlook2003 freezing or in case it doesnt no data transfer with server..

thanx for the help.

I am attempting to configure all the address lists on our Exchange Server to not display disabled user accounts.  To do this, I have edited the filter rules to include the condition:


This works exactly as intended for Address Lists I have created, however it's behaviour is unusual for the built-in Address Lists.  On the server, they appear to work correctly, after I alter the filter and click the preview button it lists the objects that I want it to.  However, after the GAL has been updated on the client side, it still lists disabled user accounts.

I would appreciate any suggestions as to how to remedy this.

Last Friday we switched internet providers and updated all of the dns settings in our Exchange server. Since then, and not all the time, some clients are prompted for a user name and password when they open Outlook. If they type in the user name and password nothing happens - it doesn't accept the credentials. Sometimes if they reboot they can access Outlook without the logon box. For one client, it took nearly 5 reboots to get her computer to finally open up Outlook.

There is nothing in the event log about bad logon attempts or anything. The only errors seem to be dns related and a problem with the smtp not connecting to the new dns addresses. I've verified the information again with our ISP and they claim everything is good on their end.

Exchange, dns and dhcp are running on the same server. Exchange is also a domain controller with the global catalog.

Does anyone know what might be causing this?

I have a user that is requesting to have outlook send any out going email immedietaly, which is fine. But they also want outlook to check for new emails every 15 minutes verus's the as the arrive which is default for an exchange server client.

Is there a way to configure this or are they stuck on the as they arrive?



Hi All, I have a POP3 client with outlook2003 and want to know how can I confirgure for this user so that able to see global address book? Any guidance? Thanks.

Hi all,

Can anyone tell me what are all the Email servers and Email clients available..?
as like Microsft Exchange-Outlook,IBM domino servers->Lotus notes..........

Thank you,
Mohan R

Originally, only 1 exchange server, added 1 more and setup as front-end (the new exchange) and back-end  (original exchange became back-end).

1) Do mapi clients' setting in outlook need to be changed to point to front-end now or do they still connect to the original exchange which is now the back-end? 

2) And also there are other Mapi client users who are not in our domain who belong to another domain that have mailboxes on our exchange, no trusting relationship set between the domains.   And they need to authenticate when accessing email via outlook on our exchange server since the domain is different.
Do these Map client users need to change their outlook setting to point to the front-end server or do they still connect to the original exchange which is now the back-end?  FYI, all the ports are opened to these users and not using rpc or http/https.


Hello Friends & experts,
I have installed exchange 2003 successfully, the reason I want to use this in my organization is to keep things centralized on one server. I mean with all email, contacts, calander, notes etc.
OWA is also working perfect.
I am configuring Outlook Client using IMAP
But one thing is if I make any changes in account logging in via OWA that doesnt reflects in Outlook Client, lets take example of "contacts" if I add any contact via OWA it doesnt appear in Outlook Client. and vice-versa.
If I subscribe for "Contacts" from "IMAP folders" and see for contacts its displaying the contacts as email and not in "Contacts" section of Outlook Client.

By any chance is there any way to achive this?

In simple, Want to keep all things on server, nothing should be downloaded on clients PC.

Thanks in advance.
hope to receive helpfull reply.


In the past I have always had Exchange as a Domain controller. My clients VPN in and in the past they can get to Outlook and exchange with just their username and password. After moving my Exchange server to a member server per Microsoft's recommendation. I have users that have to use one of three methods to logon...
1 - domainusername and password
2 - and password
3 - or sometimes they get 3 boxes with username password and domain.

Is there no way to just default the domain name for authorization? Why does the method (1,2,3) vary on different users P.C.'s

OWA works fine with just username and password,

Thanks, Scott.

Can someone please help me. I need to know if it is at all possible to minimise the traffic between clients and the exchange server.

Here is the scenario, the company I work for has 3 remote sites who connect directly over the network to get there email. Now obviously that brings the bandwidth down consideribly. Is there a way to get an eschange server running at the remote sites so they can connect to that exchange server.

I am sure this is possible but then there is the issue of data replication and backing up to the centralised location?

Any suggestions will be helpful?


Here is the scene, I have an Exchange Server 2003 running on Windows Server 2003. I have several POP3 clients that can not download emails with attachments over 1MB in size (sometimes event under 1MB), After 15 min Outlook will say something like receiving 5K of 6MB and increases VERY slowly. Clients are using Outlook 2007 running on both XP and Vista. For normal size emails that are around 1-5KB there is no problem. I have to login to their email accounts and delete the large emails so they can then download the normal size emails. Clients are using DSL/Cable.

Here is what I have done so far without any luck:

Delete user/mailbox then add back in AD.
Added to registry CheckPop3Tail value
Problem also occured when using Outlook 2003

Any Suggestions? If you need more detail please let me know.



We just implemented RPC over HTTP/S and I was wondering if anyone knows of a way to monitor client connection methods using Exchange System Manager. I know you can look under Logons and see the client version but this doesn't help because it only show they are using Outlook.

Any help or ideas would be appreciated.


I am looking for a solution to easily identify what version of Microsoft Outlook our clients our using, we are upgrading from Outlook 2000 to Outlook 2003 and before I can do that I need to know who is using what version. We did an upgrade a few months back but because it was done by an ex-employee I have no idea what machines were upgraded and which were not.
We have facilities all along the east coast and I thought maybe I could create a script that runs along with our exsiting logon script that I could somehow export to a text file?
Anyway I am open to any suggestions. Thanks all.

Hi all,
I have just installed my first exchange server. All seemed to go well untill I noticed that the internal clients (all using outlook 2007 on vista or xp) when downloading emails proceed extremely slow up to 2 minutes in some cases even with no mail. Clients connecting with OWA seem to connect and download just fine. I have searched the web and forums for days without getting any closer to resolution. I moved the exchange server to the same network segment to rule out any routing issues. Removed internal firewalls to test. Ran every performance counter I could think off and everythings ranges are well within the low norm. The network is very quiet at the moment with a top of about 30 users. Absolutely no error messages in the logs. As its new all the mailboxes are quite small. If anyone has any ideas to point me in the right direction I would be eternally gratefull. Also any tips on good troubleshooting methodology will be well recieved.

Shannon the exchange newbie


Please give some direction how could I resolve this issue. Company is using exchange server as email server and of course to use outlook, clients should first configure it (make the profile). Ok they could call to helpdesc and ask for help.
Of course they should do this just once for the first time for this pc. But if user comes to some other pc then he gets this problem again, and so on every time when some user changes workplace or need to use someone's else computer. It could be solved to configuring the default user profile for the right server name, but what happens when the exchange servers name will change.

My problem is that some time before exchange servers name was changed, so there are quite often issues when user comes to new pc and can't use Exchange immediately.

I think it should be done via gp, but can't find such option? I already add outlk11.adm template for gp but don't see such possibillity there too. Maybe I'm doing something wrong, my expierence with exchange is only about one year.

Thanks in advance.

We receive emails from most of our clients except for a handful whose email does not reach us and the senders do not get an NDR. I have asked them to flush their DNS but that did not help. Where are the emails going and why don't we receive them? Running exchange server 2003 enterprise, sp2. Any thoughts/suggestions would be appreciated. All spam and quarantine folders have been checked. Thanks for any help.

I have just performed an Exchange migration from Exchange 5.5 to 2003
I have just removed the Exchange 5.5 from the network and gone native 2003
My users have noticed a lag on there outlook client to the point of not responding..
If you clear out th outlook profile it seems to cure it?...
Just wondered if theres anything i can do to stop this happening rather than deleteing and re-adding outlook profiles
Also in the outlook profile along side exchange profile there is "Outlook Adress Book" Has this got anything to do with it maybe... could this be pointing at my old exchange?

Thanks in advance

John M

Not finding an answer? Try a Google search.