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Outlook 2010 Guide

System requirements: Windows

Description: This document provides instruction on how to setup Outlook 2010 for UT Arlington faculty and staff account use.  It also includes instructions on common task dealing with accounts, permissions, additional mailboxes, and delegations.

To setup or manage Outlook 2010 for UT Arlington use, you must be connected to the UTA campus network or UTA wireless network.  If you are off-campus, you can follow the instructions below after establishing a VPN connection.

Off campus network access to Outlook is provided using the Web Interface at https://owa.uta.edu

Information for having Office 2010 (including Outlook) installed on your UT Arlington computer is provided on the Microsoft Office 2010 software page.

  • E-Mail Management: Quota, Organization, Rules, etc
  • Profiles and Accounts

    Sharing and Delegation

    Help and Support



    Setup An Outlook Profile

    If you are logged into the domain using your NetID, the first time you start Outlook it will try to find your profile.  This works in most cases.  You can change the format of your name and initials when prompted, and then start using Outlook 2010.

    If there is more than one possible match (usually if your NetID and your E-Mail address are not the same), it will prompt you to select the appropriate account.

    If it is unable to find your account, or you are using the UTA network but are not using the UTA domain, you will need to follow the steps in the Manual Setup Instructions.

    Manual Setup Instructions / Add An Additional Profile

    1. Outlook 2010 IconRight click on the Outlook 2010 icon (in the start menu or on the desktop) and select the Properties menu item.

      Control Panel Mail Setup IconYou can also click on the Mail icon in the Control Panel.

    2. Mail Setup - Default ProfileIf the Mail Setup - Default Outlook Profile windows appears (shown right),  click on the Show Profiles button.  Otherwise, continue to step 3.
    3. MailIn the Mail window, click on the Add button.
    4. New Profile NameWhen the New Profile window appears, name the profile and click OK.  Your NetID is a good choice, especially if there are many profiles on the machine.
    5. Add New AccountIn the Add New Account window, select Manually configure server settings or additional server types and click Next.
    6. Choose ServiceIn the Choose Service screen of the Add New Account window, select Microsoft Exchange or compatible service and click Next.
    7. Server SettingsIn the Server Settings screen of the Add New Account window:
      1. Next to Server:, add the name mavmail1.uta.edu
      2. Uncheck Use Cached Exchange Mode if selected.
      3. Next to User Name:, enter your NetID.  Do not enter your e-mail address.
      4. Click on the Check Name button. 
      5. When prompted for a user name and password, enter your NetID and password and click OK.
      6. Outlook will contact the UTA Exchange server to find your account.
        1. In some cases, it may find several matches.  It will let you pick the correct account.
        2. In some cases, Outlook will change the name of the server.  Do not change it back if this happens.  The information is correct.
      7. If your profile is found, Outlook will underline the Server and user Name information.  Click Next.
    8. CongratulationsAt the Congratulations screen of the Add New Account window, click Finished.
    9. In the Mail window, you must decided how you want Outlook to start.
      1. Always Use ProfileTo have Outlook use the profile by default when Outlook is started:
        1. Select the Always use this profile option.
        2. Select the profile that you want Outlook to use when started.
      2. Prompt For ProfileTo have Outlook prompt for which profile to use when started each time:
        1. Select Prompt for a profile to be used.
      3. Click Apply to save your changes.  If Apply is greyed out, you have not changed any settings.
    10. In the Mail window, click OK.  You are now ready to use the profile when Outlook starts.
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    Delete An Outlook Profile

    1. Right click on the Outlook 2010 icon (in the start menu or on the desktop) and select the Properties menu item.

      You can also click on the Mail icon in the Control Panel.

    2. In the  Mail Setup - Default Outlook Profile window,  click on the Show Profiles button.
    3. In the Mail window, select the profile you want to delete.
    4. In the Mail window, select Remove.
    5. When prompted, confirm you want to remove the profile.  Selecting No will keep the profile.
    6. Click OK to close the Mail window.
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    Create A Personal Folder

    1. Login to your Outlook profile.
    2. Click the File tab.
    3. Click on the Account Settings button, and select Account Settings.
    4. Click on the Data Files tab in the Account Settings window.
    5. Click Add... in the Data Files tab.
    6. In the Create or Open Outlook Data File, select the location to store your data file.
      1. 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.
      2. It is recommended that you create the file on your local hard drive or an external hard drive (external hard drive must be connected to computer to access the Personal Folders stored on it).
      3. Type the file name for the folder.  This will be the name you see in Outlook.  You do not have to add the .pst extension to the name.
      4. Optionally, you may add a password.  If you forget this password, there is no way to recover the data in the folder.
      5. Click OK to create the folder.
    7. Click Close to close the Account Settings window and return to Outlook.
    8. The new folder will appear in the Folder Navigation bar.  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 upon the size limit of the storage area.
    9. Personal Folders cannot exceed 2 GB, which is the limit imposed by Microsoft.
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    Share A Calendar, Folder Or Resource Mailbox

    Resource mailboxes are shared by setting the share permission on each folder in the mailbox.

    1. Select the Folder to share in the navigation bar
    2. Click Folder Permissions in the Folder Tab.

      You can also right click on the Folder or Calendar to share and select Properties.

    3. Click on the Permissions tab.
    4. Click the Add... button.
    5. Find the name of the person(s) you want to share the calendar or folder with.  Double click the name to add them to the Add field.
    6. Click on OK
    7. For each person, click on their name and then set the permissions they should have.  The Editor Level is the most common.
    8. Click Apply to apply the changes.
    9. Click OK to close the window.  The persons added can now view the shared calendar or folder.
    The person will not be able to send e-mail on behalf of the folder owner.  See Delegating Permissions To A Resource Mailbox for additional steps.

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    View A Shared Calendar Or Folder

    These instructions should not be used to view a Resource Mailbox.  See Add A Resource Mailbox to my Outlook Profile for more information.

    1. Click on the File Tab in Outlook.
    2. Click on Open and double click on Other User's Folder.
    3. Select the name of the user who has shared a folder with you from the address book.
    4. Select the item they are sharing with you from the Folder type: dropdown box.
    5. Click OK.  If you have permissions to view or edit the folder or calendar, it will appear in your Navigation bar.  If not, you will get an error message.  The other user must set the folder or calendar sharing permissions before you can add a folder or calendar.

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    Add A Resource Mailbox To Your Outlook Profile

    To request a resource mailbox, contact the Help Desk.

    To be able to send e-mail from the additional mailbox, see Delegating Permissions To A Resource Mailbox.

    To send mail from the resource mailbox, see Choose which e-mail account to use to send an e-mail message.

    1. In Outlook, select the File tab.
    2. Click the Account Settings button and select Account Settings.
    3. In the E-mail tab of the Account Settings window, select the Microsoft Exchange account.
    4. Click on the Change... button in the E-mail tab.
    5. Click on the More Settings... button in the Change Account window.
    6. Click on the Advanced tab in the Microsoft Exchange window.
    7. Click Add... in the Mailboxes field to add an additional mailbox.
    8. Enter the name of the account in the Add Mailbox window.  This is the address of the mailbox, without the @uta.edu.
    9. Click OK.  If the name of the mailbox is correct, it will appear in the Mailboxes field.
    10. Click OK to close the Microsoft Exchange windows and return to the Change Account Window.
    11. Click Next to make the changes.
    12. Click Finish to exit the Change Account window.
    13. Click Close to exit the Account Setting window.
    14. The resource mailbox will be visible in the folder navigation bar.  If you cannot see a folder that should be in the mailbox, please contact the mailbox owner and have them set the appropriate permissions on the folder.  (See Share A Folder Or Calendar)
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    Delegating Permissions To A Resource Mailbox

    To request a resource mailbox, contact the Help Desk.

    To share a folder or calendar with another user, see Share A Calendar, Folder Or Resource Mailbox.

    To send mail from the resource mailbox, see Choose which e-mail account to use to send an e-mail message.

    Setting up delegation is a multi-part process, and will involve both the mailbox owner and the person they are granting permissions to.

    Mailbox Owner Steps

    1. Follow the steps in Share A Calendar, Folder Or Resource Mailbox, giving the delegate user Owner permissions for each folder and calendar they will use.
    2. Switch to the profile of the mailbox to delegate access to.  If the mailbox does not have its own profile on your machine, you must add it using the instructions in Manual Setup Instructions / Add An Additional Profile, using the mailbox name for the User NameUsing these settings on your own mailbox will not set them on any shared mailbox.
    3. Click on the File Tab
    4. Click on the Account Settings Button
    5. Click on Delegate Access
    6. Click Add...
    7. Select the User from the Address Book.
    8. Give the desired permission.  In order to send E-mail, you must set Inbox to Editor.  Contacts should also be set to Editor.  Calendar can be set to Editor (default) or None, if it will not be used for scheduling.  All others can be left at default, unless there is a specific reason to change them.
    9. Select Automatically send a message to delegate summarizing these permissions.
    10. Click OK.
    11. Repeat steps 6 to 10 for each user.
    12. Click OK when done.

    Delegate User Steps

    If the mailbox does not have its own profile on your machine, you must add it using the instructions in Manual Setup Instructions / Add An Additional Profile, using the mailbox name for the User NameUsing these settings on your own mailbox will not set them on any shared mailbox.

    Once the mailbox permissions have been delegated, you will see the mailbox in your profile.  You should be able to send mail as the owner of the mailbox (send on behalf of).  If you cannot, make sure the profile has been added to your machine, and the owner has set the permissions AND given you delegate access using the mailbox profile.  If you still have problems, please contact the Help Desk to verify the server settings.

    To send from the other mailbox, select the other profile in the From field of the Message window.   If you do not see the From field, select the Options tab to open it.  If no other addresses appear in the pull down box, you need to add the profile to your machine before you can send e-mail from the mailbox.

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    Adding a Public Folder/Calendar to Your Favorite Folders/Calendars in Outlook

    • Navigate to Folder List view in Outlook.
    • Navigate to the Public Folders.
    • Right click on Public Folder/Calendar > Click Add to Favorites.
    • You will now be able to access the calendar in the calendar view.

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