Difference between revisions of "Outlook Configuration"

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== Configuring Outlook Anywhere Access to Exchange in Outlook 2003  ==
Outlook Anywhere (aka RPC over HTTP) allows you to use the fully-functional Outlook client on any network, anywhere in the world and communicate with Middlebury College’s Exchange servers to send and receive e-mail messages and to manage your calendar, contacts, and tasks. The VPN client is not required!
To configure your computer to use Outlook Anywhere, do the following:
# Start Outlook.
# From the Tools menu select E-mail Accounts. The E‑mail Accounts wizard opens.
#* To add a new profile select the Add a new e‑mail account radio button then follow the instructions for adding a profile in the document Configure A Profile In Outlook 2003 On A Windows Computer, making modifications in the procedure to mirror those below.<br>
#* To modify an existing profile select the View or change existing e‑mail accounts radio button
# Click [[Image:]].<br>
# In the Microsoft Exchange Server field type panther.middlebury.edu. Your Lastname, Firstname should already appear in the User Name field.<br>
# Click [[Image:]]. The Microsoft Exchange Server dialog box opens.<br> # Select the Connection tab.<br>
# Click to check the Connect to my Exchange mailbox using HTTP check box.<br>
# Click [[Image:]]. The Exchange Proxy Settings dialog box opens.<br>
# In the Use this URL to connect to my proxy server for Exchange field type mail.middlebury.edu.
# Click to check the check boxes for these selections:
#* On fast networks, connect using HTTP first, then connect using TCP/IP<br>
#* On slow networks, connect using HTTP first, then connect using TCP/IP.<br>
#* From the Use this authentication when connecting to my proxy server for Exchange drop-down list select NTLM Authentication.
#Click [[Image:]] on the Exchange Proxy Settings dialog box.<br>
# Click [[Image:]] on the Microsoft Exchange Server dialog box.<br>
# Click [[Image:]] on the E-mail Accounts wizard. An authentication dialog box will open.
#* In the User name field type your username preceded by MIDD\ (i.e. MIDD\tjones).<br>
#* In the Password field type your e-mail password.<br>
#* Click [[Image:]].
# Click [[Image:]].<br>
# Click [[Image:]] on the Mail Setup – Default Outlook Profile dialog box.
On subsequent logins to the Exchange server using Outlook the Connect to PANTHER.middlebury.edu dialog box will be displayed. In the User name field type MIDD\your‑username. Login attempts will fail if you do not use MIDD\ in combination with your username.<br>
== Configuring Outlook 2003  ==
The initial setup of Outlook 2003 is different from previous versions. This document will guide you through a few simple adjustments to your settings that others have found extremely helpful. Here are some of the differences you may notice:
*The items in your Outlook folders are grouped by date rather than in one long list.<br>
*The default view includes a navigation pane that groups your mail folders into '''Favorite Folders '''and '''All Mail Folders'''. This view does not include any Public Folders. You can change the view to display your Folder List.<br>
*The navigation pane (on the left) includes buttons that change the views using defaults that are different.<br>
*The choice of what to do with an open message after moving, deleting, replying to, or forwarding it may not be what you want.<br>
*Toolbars appear on one row so familiar buttons may not be visible.<br>
*Your Contacts folder may not function properly when you first begin to use Outlook.
==== Add Or Remove The Group View  ====
If you prefer to see your messages in one long list rather than broken into groups by the selected sort criteria (usually by Received date and time), you can change the view by pointing to '''Arrange By '''on the '''View '''menu, and then selecting '''Show in Groups '''from the submenu. This is a setting that must be changed for each folder. It may be added and removed quickly for any way you may want to group your messages.
==== Display The Folder List  ====
To display the Folder List click the Folder List button,&nbsp;[[Image:Folder List button.PNG]] or [[Image:Folder List 2 button.PNG]], depending upon the configuration of your view. This changes the left pane to display the Folder List, including Public Folders which appear at the bottom of your Folder List.
If you wish to keep the Folder List view, you must click on the icons within this list to move between Outlook modules such as your calendar or task list. Clicking on the Mail button ([[Image:Mail button.PNG]]) at the bottom of the navigation bar shows only your own mail folders. Click on&nbsp;[[Image:Folder List button.PNG]] or&nbsp;[[Image:Folder List 2 button.PNG]] again to reset the view to the Folder List.
'''Note: '''There are some neat new features available using the buttons so they are worth exploring. For example, you can view calendars side by side using the '''Calendar''' button ([[Image:Calendar button.PNG]]).
==== Minimize Buttons In The Navigation Pane  ====
Your Folder List may be partially obscured by large rectangular buttons, like [[Image:Folder List button.PNG]].
To shrink these larger buttons to small icons like this one [[Image:Folder List 2 button.PNG]], do the following:
#Look for this divider: [[Image:Divider button.PNG]].
#Hover with your mouse over the divider until your cursor ([[Image:Cursor.PNG]]) changes to a double-headed arrow ([[Image:Double headed arrow.PNG]]).
#Click down on the mouse and drag downward until all buttons are reduced to small icons in one line at the bottom of the Folder List. It should look like this: [[Image:Icon ribbon.PNG]]
==== Message Handling Options  ====
If the default message handling choices do not fit your needs you can change them on the Options dialog box using the following steps:
#From the '''Tools '''menu, select '''Options'''. The '''Options '''dialog box opens.
#Click [[Image:Email options button.PNG]]. The '''E-mail Options''' dialog box opens.
#From the '''After moving or deleting an open item '''drop-down list, you may select from the following:<br>[[Image:Bullet.PNG]]&nbsp; Open the previous item<br>[[Image:Bullet.PNG]]&nbsp; Open the next item<br>[[Image:Bullet.PNG]]&nbsp; Return to the mailbox
#Click to select or deselect '''Close original message on reply or forward''', depending upon your preference.
#Click&nbsp;[[Image:Ok 2000 button.PNG]] twice to return to your Mailbox.
==== Adjust Toolbar Options  ====
You may not see all the toolbar buttons in a new message window. Microsoft now uses only one row to display their Standard and Formatting toolbars. If you wish to see the full toolbars, follow these instructions for this one-time procedure:
#Open a new mail message.
#Right-click somewhere in the gray area of the toolbar (not on a button) and select '''Customize '''from the pop-up menu. The '''Customize '''dialog box opens.
#Click on the '''Options '''tab.
#Click the checkbox for '''Show Standard and Formatting toolbars on two rows'''.
#Click [[Image:Close2000 button.PNG]].
'''Note: '''This setting can be changed in Word, Excel, and PowerPoint as well.
==== Change The Format For Message Composition  ====
Outlook 2003 uses HTML format to compose messages which may create problems for your intended recipient because some mail programs are not sophisticated enough to handle HTML. To change the format of your outgoing mail messages follow these steps:
#From the '''Tools''' menu, select '''Options'''. The '''Options''' dialog box opens.
#Click the '''Mail Format''' tab.
#From the '''Compose''' '''in this message format''' drop-down list, select your desired format. Your choices are '''HTML''', '''Rich Text''', and '''Plain Text'''.
#If you want to use MS Word to compose messages, click the checkbox for '''Use Microsoft Word 2003 to edit e-mail messages'''.
#To change fonts for outgoing messages, click [[Image:Fonts2000 button.PNG]] and then click [[Image:Choose font button.PNG]] for each message type to select your preferences.
'''Note: '''There are many other options that can be changed in the '''Options '''dialog box. It might be useful to click other tabs to see what is available.
==== <br>Make Your Contacts Folder Visible In The Address Book List  ====
If your Contacts do not work or if the Contacts folder is not visible in the Address Book list, follow the one-time procedure below.
#From the '''Tools '''menu, select '''E-mail Accounts'''. The E-mail Accounts wizard opens.
#Click on the '''Add a new directory or address book '''radio button, and then click [[Image:Next button.PNG]].
#Click on the '''Additional Address Books '''radio button, and then click [[Image:Next button.PNG]].
#In the '''Additional Address Book Types''' list, select '''Outlook Address Book''' and then click [[Image:Next button.PNG]].
#One of the following scenarios will occur:<br>[[Image:Bullet.PNG]] &nbsp;If the Outlook Address Book was successfully added: <br>&nbsp;&nbsp;&nbsp; a.&nbsp; A message is displayed that you must restart Outlook for the change to take effect.<br>&nbsp;&nbsp;&nbsp; b.&nbsp; Click [[Image:OK button.PNG]].<br>&nbsp;&nbsp;&nbsp; c.&nbsp; Restart Outlook, and continue at step 6.<br>[[Image:Bullet.PNG]] &nbsp;If this feature has already been enabled:<br>&nbsp;&nbsp;&nbsp; a.&nbsp; A message is displayed saying the account or directory already exists.<br>&nbsp;&nbsp;&nbsp; b.&nbsp; Click [[Image:OK button.PNG]]. <br>&nbsp;&nbsp;&nbsp; c.&nbsp; Continue at step 6 without restarting Outlook.
#Right-click [[Image:Contacts button.PNG]] in the Folder List and then select '''Properties '''from the pop-up menu. The '''Contacts Properties '''window opens.<br>'''Hint: '''If you don't see the '''Properties''' option click on the '''Folder List''' button ([[Image:Folder List 2 button.PNG]]) at the bottom of the navigation pane, then right-click on [[Image:Contacts button.PNG]] in the Folder List.
#Click the '''Outlook Address Book '''tab.
#Click the '''Show this folder as an e-mail Address Book '''check box if it is not already checked.
#Click [[Image:Apply button.PNG]].
#Click [[Image:OK button.PNG]]. Contacts will now appear in the Address Book list.<br>
== Configure a Profile in Outlook 2003 on a Windows Computer  ==
=== Before You Configure Your Profile In Outlook  ===
Before you configure your profile in Outlook 2003, you must set your Windows password. To do so, type '''go/activate '''in the '''Address '''field of your browser and press the '''Enter '''key.&nbsp; Identify yourself using your College&nbsp;ID number and your BannerWeb PIN to continue.&nbsp; Pay careful attention to the instuctions on the third screen regarding the length and content of your password.&nbsp; Call the Technology Helpdesk at 802-443-2200 if you don't know your College ID number or BannerWeb PIN.
=== Configure Your Profile  ===
#If you are a student in a residence hall, so to step 2. If you are in a college office environment, log onto the network as yourself (if another person has been using the computer, click [[Image:Start button.PNG]] and select '''Log Off ''username''''' where '''''username''''' is the username of the previous user of the computer.)
#Click [[Image:Start button.PNG]], point to '''Settings''', then point to '''Control Panel''', and click '''Mail''' (or '''Mail and''' '''Fax'''). The '''Mail Setup - Default Outlook Profile''' window opens.
#Click [[Image:E-mail accounts button.PNG]]. The '''E-mail Accounts''' wizard opens.
#Click the '''Add a new e-mail account''' radio button.
#Click [[Image:Next button.PNG]].
#Click the '''Microsoft Exchange Server '''radio button.
#Click [[Image:Next button.PNG]].
#In the '''Exchange Server '''field, enter '''panther'''.
#In the '''Username '''field, enter your username.
#Click [[Image:Check name button.PNG]]. The contents of the '''Exchange Server '''field might change, this is okay.If you are a student whose computer is not part of the MIDD domain you will be prompted for your username and password (this is domain authentication).<br>a.&nbsp; In the '''Username''' field type '''midd\''username'''''where '''''username''''' is your Middlebury username.<br>b.&nbsp; In the '''Password '''field type your email password.
#Click [[Image:Next button.PNG]], then click [[Image:Finish button.PNG]].
Now when you launch Outlook it will open your Inbox and prompt you for your password.
=== Configure an Additional Profile  ===
If you share a computer with other users, each person must have their own profile on the computer. Each additional profile is configured as follows:
#Open the '''Mail''' control panel (see step 2 in the ''Configure Your Profile'' section).
#Click [[Image:Show profiles button.PNG]].
#Click the '''Prompt for a profile to be used''' radio button.
#Click [[Image:Add button.PNG]]. The '''New Profile''' dialog box opens.
#In the Profile Name field type in the name of the account.
#Click [[Image:OK button.PNG]]. The E-mail Accounts wizard opens with the '''Add a new e-mail account '''radio button select.
#Click [[Image:Next button.PNG]].
#Click the '''Microsoft Exchange Server '''radio button.
#Click [[Image:Next button.PNG]].
#In the '''Exchange Server '''field, enter '''panther'''.
#In the '''Username '''field, enter the username of the account being added.
#Click [[Image:Check name button.PNG]]. The contents of the '''Exchange Server '''field might change, this is okay.If you are a student whose computer is not part of the MIDD domain you will be prompted for your username and password (this is domain authentication).
#*In the '''Username''' field type '''midd\''username'''''where '''''username''''' is your Middlebury username.
#*In the '''Password '''field type your email password.
#Click [[Image:Next button.PNG]], then click [[Image:Finish button.PNG]].
== Assigning Delegate Access to your Exchange Folders  ==
=== About Delegate Access  ===
Microsoft Outlook makes it possible for a manager to grant permission to another person to access their Inbox and any other Outlook folder they want. Allowing someone to open folders, create items, and respond to requests for you is called '''Delegate '''access.
<br>The account owner determines the level of access the delegate has. If you grant someone access to your folders, that delegate has access to the personal items in the folders. To give a person any level of delegate access means that the person has permission to send messages on your behalf, and if that person has access to your Inbox, that person can reply to your mail on your behalf. With the right permissions the delegate can also organize meetings on your behalf and respond to meeting requests and task requests sent to you.<br>
=== <br>Delegate Access Permissions<br>  ===
With any delegate access permission listed below, you have '''send-on-behalf-of''' permission. This means that, as a delegate, you can add the '''From '''field (in a new message, on the '''View '''menu) to e-mail messages, and then send the messages on your manager's behalf. Messages sent this way contain both the manager's and delegate's names. Message recipients see the manager's name in the '''Sent On Behalf Of''' field and the delegate's name in the '''From '''field.
A delegate must have both '''Editor '''permission in a manager's Calendar or Tasks folder and '''Reviewer '''permission in the manager's Inbox to accept meeting or task requests for the manager.
If a manager selects the '''Send meeting requests and responses only to my delegates, not to me''' check box on the '''Delegates '''tab, then the delegate does not need reviewer permission in the manager's Inbox; the meeting requests and responses go directly to the delegate's Inbox.
{| cellspacing="1" cellpadding="1" border="0" width="600"
| '''With this permission<br>'''
| '''As a delegate, you can'''<br>
| '''Author '''<br>
| Read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf.<br>
| '''Editor'''<br>
| Read and create items, and modify and delete any item. For example, a delegate can reply to messages, task requests, and meeting requests for the manager.<br>
| '''None'''<br>
| No permission. Cannot open the folder.<br>
| '''Reviewer'''<br>
| Read items only. For example, read messages in another person's Inbox. <br>
<br>If you receive notification that you have been granted delegate access permission, you can open another person's Outlook folders. To do this, click the '''File '''menu, point to '''Open''', and then click '''Other User's Folder'''.<br>
'''Tip:''' If you set up your calendar for delegate access or you are a delegate, open a calendar from the network instead of your local machine to eliminate the chance of appointment conflicts. To open a calendar from the network, click '''Options '''on the '''Tools '''menu, click '''Calendar''' '''Options''', and then clear the '''Always use local calendar''' check box.<br>
=== <br>Designating A Delegate<br>  ===
A delegate automatically gets '''Send on the Behalf of''' permissions. This means they can send mail as though they were you. This privilege should only be given to trusted friends/colleagues.<br>
# Open your '''Inbox'''.<br>
# From the '''Tools '''menu, select '''Options'''.<br>
# Click the '''Delegates '''tab.<br>
# Click [[Image:Add 2000 button.PNG]]. The '''Add Users''' window opens.<br>
# Select the person you want to have access.<br>
# Click [[Image:Add 2 2000 button.PNG]], and then click [[Image:Ok 2000 button.PNG]]. The '''Delegate Permissions''' window opens.<br>
# From the drop-down lists, select the permissions to allow for each of the six categories and then click [[Image:Ok 2000 button.PNG]]. The name of the delegate should appear in the large field on the '''Delegates '''tab of the '''Options '''window.<br>&nbsp;&nbsp;&nbsp;&nbsp; [[Image:Delegate permissions dialog box.PNG]]<br>
# Close the '''Options '''window.<br><br>
[[Category:Outlook]] [[Category:Configuration]] [[Category:Helpdesk_Documentation]]

Latest revision as of 11:23, 12 April 2018

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