Skip to main content

Office of Information Technology (OIT)

UT Arlington
OIT: Office of Information Technology

helpdesk@uta.edu · · Work Order · 817-272-2208 · System Status

Outlook 2003

System requirements: Windows

How to Get:

Microsoft Outlook 2003 is part of Microsoft Office 2003 Suite.

Microsoft Office 2003 can be installed on UT Arlington equipment following the instructions listed on the Microsoft Office 2003 page.

How to Use:

The following instructions assume that your computer is connected to the UT Arlington network - either through network connections on-campus, UTA wireless, or ResNet; and if you are off-campus or using UTA dial-up, you have successfully established a VPN connection first.

Setup Outlook Profile
Add an Additional Profile
Delete a Profile
Create a Personal Folder
Share a Calendar/Folders
View Shared Calendar/Folders
Managing your Quota
Getting Help

Setup an 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. Select Add a New Email Account under Email and click Next.
    Select Email Account
  5. Select Microsoft Exchange Server as the server type and click Next.
    Select Exchange Server
  6. Enter mavmail1.uta.edu in the Microsoft Exchange Server field.
    Enter Server Name
  7. Enter your NetID in the User 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.)
    Enter Account Info
  8. Click Next and finally Finish when Outlook wizard confirms creation of the profile.
  9. Once in Outlook, turn off cached mode. Instructions are available here.

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.
    Show Profiles
  3. Click the Add button from the Mail window.
  4. Enter a name for the new profile and click OK.
  5. Select Microsoft Exchange Server as the server type and click Next.
    Select Exchange Server
  6. Enter mavmail1.uta.edu in the Microsoft Exchange Server field.
  7. 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.
    Select Email Account
  8. 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.
  9. Select the option Prompt for profile to be used under When starting Microsoft Outlook, use this profile section.
  10. Click Apply and click OK to close the mail setup window.
  11. Once in Outlook, turn off cached mode. Instructions are available here.

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.
    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.
  4. Select Personal Folder File (.pst) as a Type of Storage and click OK.
  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. It is recommended that you create the file on your J: drive so that it will be backed up regularly.
  6. 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.
  7. 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.
  8. Click Close to close the Data File Management window and return to your MS Outlook.
  9. 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 and drop and drag 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, like J: drive or your hard drive.

Share your 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.
    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.
    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.
    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.
    5. Click Apply and OK.

View a Shared Mailbox or Folder

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.

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.
  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.
  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.

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.

Known Issues:

Cached Mode (UTA recommends NOT RUNNING in cached mode in Outlook 2003 or 2007)

Suggestions and Comments

These instructions were: Helpful Not Helpful

If you did not find these instructions helpful, how could we improve?

For a response, please include your e-mail address:

Please leave this field blank:

Office of Information Technology, Box 19318, Arlington, Texas 76019-0318
Phone 817-272-2208 | Fax 817-272-2063
Questions about this site? E-mail us.

©2008 The University of Texas at Arlington. All rights reserved.