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Setting Up Outlook 2007

System requirements: Windows

Description:

The following instructions assume that your computer is connected to the UT Arlington network - either through network connections on-campus or UTA wireless. If you are off-campus, clients need to use Outlook Web Access.

How to Get:

Microsoft Outlook 2007 is part of Microsoft Office 2007 Suite.

UTA faculty, staff, and students can purchase Microsoft Office 2007 for home use from the UT Arlington Computer Store at a discounted price.

Microsoft Office 2007 can be installed on UT Arlington equipment following the instructions listed on the Microsoft Office 2007 page.

How to Use:

The following instructions assume that your computer is connected to the UT Arlington network - either through network connections on-campus or UTA wireless.  If you are off-campus, clients need to use Outlook Web Access.

E-Mail Management: Quota, Organization, Rules, etc

Setup Outlook Profile
Add an Additional Profile
Delete a Profile
Create a Personal Folder
Share a Calendar/Folders
View Shared Calendar/Folders
Getting Help
Delegating Permissions to Resource mailbox
Add Mailbox to your Outlook Profile

Setup Outlook Profile

  1. Right-click on the Microsoft Outlook icon on your Desktop and click Properties in the pop-up menu. If you do not see MS Outlook icon on your Desktop, click on Start, go to Control Panel, and double-click on Mail icon.

  2. Click Add in the Properties window.

  3. Specify a name for your profile and click OK.

  4. Type your name, e-mail address, and password and click Next. MS Outlook 2007 will try to automatically configure your e-mail account based on the e-mail address you enter. If there are more than one possible matches, you will be asked to select the correct name/account and click OK.

    add account

  5. Click Finish when Outlook wizard confirms creation of the profile.

    finish setup

  6.  In Outlook, turn off cached mode by following these instructions.

If you receive an error message during the automatic configuration of the profile, you can switch to manual setup:

  1. Check the option Manually configure server settings or additional server types on in the bottom left corner at any point during the profile setup process.

    manually_configure

  2. Select Microsoft Exchange Server as the Server Type and click Next.

    server_type

  3. Enter mavmail1.uta.edu in the Microsoft Exchange Server field.

  4. Enter your NetID in theUser Name field and click Check Name.; If there are more than one possible matches, you will be asked to select the correct name/account and click OK. Once your full name is displayed in the User Name field, click Next. (If prompted, enter your NetID ( you may have to type uta\ in front of your NetID (no space between) in the User Name field and then your password in the password field.).

  5. Click Finish when Outlook wizard confirms creation of the profile.

  6. In Outlook, turn off cached mode by following these instructions.

Add an Additional Profile

Additional profiles need to be added when more than one person uses the computer and MS Outlook or when a person has access to more than one Exchange mailbox.; A separate profile is needed to manage the properties of all the additional mailboxes.

  1. Right-click on the Microsoft Outlook icon on your Desktop and click Properties in the pop-up menu.; If you do not see MS Outlook icon on your Desktop, click on Start, go to Control Panel, and double-click on Mail icon.

  2. Click on Show Profiles.

  3. Click the Add button from the Mail window.

  4. Enter a name for the new profile and click OK.

  5. Check the option Manually configure server settings or additional server types on in the bottom left corner.

    manually conf

  6. Select Microsoft Exchange Server as the Server Type and click Next.

    server type

  7. Enter mavmail1.uta.edu in theMicrosoft Exchange Server field.

  8. Enter your NetID or the address of the mailbox you are adding a profile for. For example, oittraining@exchange.uta.edu is a shared mailbox and we would enter oittraining for the User Name when setting up a profile for it. If there are more than one possible matches, you will be asked to select the correct name/account and click OK. Once the correct name is displayed in the User Name field, click Next.

  9. Click Finish when Outlook wizard confirms creation of the profile and you should be back at the original Mail window displaying a list of profiles.

  10. Select the option Prompt for profile to be used under When starting Microsoft Outlook, use this profile section.

  11. Click Apply and click OK to close the mail setup window.

  12. In Outlook, turn off cached mode by following these instructions.

Delete a Profile

  1. Right-click on the Microsoft Outlook icon on your Desktop and click Properties in the pop-up menu. If you do not see MS Outlook icon on your Desktop, click on Start, go to Control Panel, and double-click on Mail icon.

  2. Click on Show Profiles.

  3. Click on the profile name that needs to be deleted and click Remove.

  4. Select the option Always use this profile select your profile from the drop-down list.

  5. Click Apply and click OK.

Create a Personal Folder

  1. Login to your MS Outlook profile.

  2. Click File > Data File Management.

  3. Click on Add in the Data File Management window.

    data_management

  4. Select Personal Folder File (.pst) as a Type of Storage and click OK.

    pst

  5. Create or Open Outlook Data File dialog box will appear. Click on the drop-down box next to Save In and select a location where you would like to save your personal folder file. Personal Folders should NOT be stored on your J:\ drive or departmental servers, per Microsoft.  For more information regarding this restriction please refer to the Microsoft's support page: Personal Folder Files are not Supported.  The recommended storage locations are your local hard drive or an external hard drive.

    Enter your NetID for the filename and click OK to create and save the file. Your personal folder file will now have a name of your_netID.pst.

    netid

  6. Specify a name for your Personal Folder. This is the name it will show up under in the list of your folders in MS Outlook; It is recommended that you do not set an encryption or a password on the file. The password cannot be retrieved if you forget it. Click OK to save the settings.

    encrypt_or_not

  7. Click Close to close the Data File Management window and return to your MS Outlook.

The Personal Folders will appear in the folder list on the left side of your Outlook client. You can use the Personal Folders just as you would your Exchange folders; you can create new folders inside the Personal Folders then drag and drop messages to those folders. Messages saved in your Personal Folders do not count against your e-mail quota. The quota limit on the Personal Folders depends on the size limit of the storage area. 

Personal Folders cannot exceed 2 GB, which is the limit imposed by Microsoft.

Share Calendar/Folders

Before anyone can view your mailbox folders you must add them as a delegate:

  1. Create a separate profile for the mailbox to be shared.

  2. Log into that new profile.

  3. Right-click on the folder that you want to share (Mailbox, Inbox, Calendar, Contacts, etc) and select Properties.

    1. Click on the Permissions tab.

    2. Click Add, choose the correct individual from the Global Address Book, and click Add. Repeat this step for as many users as necessary and click OK.

      permissions users

    3. Highlight the individual's name from the resulting list and select the appropriate Permission Level from the drop-down box. Note: the person will need to have Editor access to be able to send e-mails and modify entries.

      editor

    4. Click Apply and click OK.

  4. Grant Send on Behalf of permissions:

    1. Click on Tools and select Options.

    2. Click on Delegates tab.

    3. Click Add, choose the correct individual from the Global Address Book, click Add, and then OK.

      addusers

    4. The Permission window will be displayed. Select appropriate permission level for each folder you want to share and click OK. Note: the person will need to have Editor access to be able to send e-mails and modify entries.

      delegate_permissions

    5. Click Apply and OK.

View Shared Calendar/Folders

To view a folder:

  1. Click File, select Open, and choose Other User's Folder.

  2. Enter the mailbox name or click on Name and select the appropriate person or mailbox from the Global Address Book.

  3. Select the Folder Type you are trying to access: Inbox, Calendar, Contacts, etc, and click OK.

    box_type

To view a mailbox:

  1. Click on Tools and select Email Accounts. Choose View or change existing e-mail accounts and click Next.

  2. Select to highlight Microsoft Exchange Server and click Change.

  3. Click More Settings option In the Exchange Server Settings window.

    more settings

  4. Click on Advanced tab and click Add button.

  5. Type the name of the mailbox you wish to add in the Add Mailbox window that pops-up and click OK.

    mail box

  6. Click Next and click Finish to complete the process.

The new mailbox should show up in the list of your folders now. Note: If your folder list is not visible, click on the Folder List icon from the Navigation Pane in the bottom left corner.

folder_list

Getting Help

You can get help at any time while using Outlook by pressing the Help button in MS Outlook.

The Help button should appear at the far right of the toolbar in Outlook.

Delegating Permissions to Resource mailbox for Windows XP (not Vista)

Step 1 - Mailbox Owner Must Give Permission(s) to User

  1. Right click the mailbox folder in the folder list in Outlook. Generally, it will appear as Mailbox - MAILBOX_NAME.
  2. Click Properties.
  3. Click on permissions tab.
  4. Click Add and select the name from the list and click OK.
  5. Select the Owner permission.
  6. Click Apply and OK.


Step 2 - Mailbox Owner Making User a Delegate

  1. From the MAILBOX_NAME Outlook profile, click Tools then Options.
  2. Click the delegates tab.
  3. Click Add and select the name from the list and click OK.
  4. Select the permission desired, click Apply, and click OK.


Step 3 - Delegated User Must Setup Profile in Outlook on Their PC

  1. Right click the Outlook icon on desktop and click Properties or click Mail icon under control panel.
  2. Click the Show profiles button.
  3. Click Add.
  4. Type MAILBOX_NAME and click OK.
  5. Click Next.
  6. Select Exchange server and click NEXT.
  7. Type mavmail1.uta.edu in server field. Uncheck cached mode box.
  8. Type MAILBOX_NAME in the Username field.
  9. Click check name and the Username should appear with a line under it.
  10. Click Next.
  11. Click Finish and profile should now show the mailbox listed.
  12. Change the 'When Starting Outlook' to use this profile option at the bottom to 'prompt for profile'.
  13. Click Apply and Finish.


Step 4 - Delegated User Setup of Mailbox on Their Outlook Profile on Their PC

  1. Open Outlook.
  2. User should right click on their mailbox in the folder list in left windows pane of their Outlook.
  3. Click Properties.
  4. Click Advance button and then the advance tab.
  5. Click Add button for the open these mailboxes.
  6. Type MAILBOX_NAME and click OK.
  7. Click Apply and OK.
  8. The MAILBOX_NAME mailbox should now appear in folder list of their Outlook.
  9. After doing all these steps, user should close Outlook and reopen it.




Known Issues:

Cached Mode (UTA recommends NOT RUNNING in cached mode in Outlook 2007)
Instant Search helps you to quickly find items in Microsoft Office Outlook 2007