Creating a highly customized email system

[Jim L]

Hi,
I am a (junior) developer for an office of about 15 users. We use MS
Exchange Server 2003 with Outlook 2003. Recently my boss has given me a task
of redesigning our email system to better facilitate our business processes
(ie: user interfaces that are faster and easier to use/navigate than what is
provided by default in Outlook, inter-connectivity with 3rd party
applications, validation/control of data upon entry, and automation of
certain tasks). I understand that all or most of these can be solved using
Outlook forms, Macros, VBA projects, ADO, etc., and I would prefer to use
these technologies to leverage on the functionality of Outlook. However, I
and more importantly my boss is not confident that these options will be
supported when Microsoft decides to release future versions of Office and/or
Windows, causing all of my hard work and his spent money to be wasted.
Another concern of mine is that I want to be able to make updates to my
“pieces†without having to install or modify on a per machine basis. Would I
be able to make a form or VBA Project available from a server to access it
using each client’s Outlook application, or does the form have to be included
in each client’s software?

At this point I have identified two possible approaches to my task of
designing my email system; 1. Leverage on the hard work of the people at
Microsoft by using forms, Macros, VBA projects, etc. (which makes available
aesthetically appealing graphics, and the familiarity of Outlook to our
users) or 2. Create an entirely independent system from Microsoft products by
creating new databases and user interfaces which could also interface with
Outlook or Exchange, but most importantly we know that it will be relatively
easy to maintain and update.

Which of the 2 options would you recommend to a novice like me? If you think
number 1 is best – do you have any suggestions to help me convince my boss
that it isn’t a bad decision to rely on Microsoft products?

I would appreciate any help and/or comments about this.
Thanks in advance!

 

[Kkat]

If your primary concern is time spent in development, I would definitely
recommend against building your own databases and trying to reinvent the
wheel. Use as many tools as possible that have already been built for you by
microsoft. check on the office.microsoft.com site for official add-ons and
such.

as for worrying about the shelf-life of a piece of software, if you were to
try and plan everything you do based on speculation of future software, you
would get nowhere in a big hurry. Scripts and tools can be updated much more
quickly and cheaply than outright software builds. By the time you finish
developing, testing, and applying your own solution, your company may not
need it any more, or it may be obsolete, unless the tools you are building
are simple (<10 day dev), or you don't plan to test them first (not
recommended).

#1: use pre-designed tools as often as possible, look for low- or nil-cost
solutions where applicable (free add-ons/releases from MS, etc).
#2: scratch development is risky in terms of needing stability, rapid
development, and reusability, and could also end with a non-working product.

If your boss's concern is that Microsoft is just bad in general, there will
be nothing you can do to convince him/her otherwise, except to show your boss
the amount of risk involved in using and/or developing untested software as
opposed to spending a little more money and going with a known product.
Research the actual costs (purchasing, training, development, etc) of the
specific products you would like to use and try to prove that using supported
solutions will end up being cheaper, though maybe not at first. make sure
you thoroughly research and/or test-drive whatever parts you are looking at
before you purchase, to make sure you are buying what you expect.

Another option would be to shift completely away from Exchange and move to
Novell or another similar solution. Keep in mind this would create a whole
new learning curve and other associated training costs and upkeep issues. If
your company is already licensed and setup for exchange, this would
definitely NOT be recommended (new servers, software, environments, etc.)

just my $0.02

- These suggestions are based on info given and without complete knowledge
of your specific situation. Follow them only at your own discretion. -

Hi,
I am a (junior) developer for an office of about 15 users. We use MS
Exchange Server 2003 with Outlook 2003. Recently my boss has given me a task

<snip>

 

[Jim L]

Thanks Kkat, I'll definately try to convince him that Microsoft is the way to
go, but I'm still not sure if I can make updates or changes to the additions
I make without having to do something at each machine...I would like to be
able to push updates from a server, or just make changes in one place and
have all machines be updated. I guess I still need to do some research...

Jim