Microsoft Outlook Help

Step to Deleting a Profile

If you no longer need a profile, it should be removed from your computer. Remember,

profiles can be deleted only from the Windows desktop, not from within Outlook.

1. From the Windows desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel dialog box appears.

3. Double-click Mail. The Properties dialog box appears containing information about

the services on your computer.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to delete.

6. Click Remove.

7. Click Yes to confirm the deletion. The Mail dialog box reflects the change you just

made.

8. Click Close.

9. Close the Control Panel.

Editing Profiles form the Windows Desktop

The greatest advantage of using the Windows method for editing profiles is that you can

easily select any profile that’s available to you.

1. From the Window’s desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel appears.

3. Double-click Mail. The Properties dialog box appears containing information about

your current default profile.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to edit and click Properties. The Properties dialog box

appears listing the information services for the selected profile.

6. Click any of the following:

7. Add -- add an information service to the profile.

8. Remove -- remove an information service from the profile.

9. Properties -- examine and change an information service’s properties.

10. Copy -- make a copy of an information service.

11. About -- see information about an information service.

12. When you have finished making changes, click OK.

13. Click Close.

14. Close the Control Panel.

Editing Profiles from within Outlook

When you edit a profile from within Outlook, you can edit only the profile that is

currently being used. Before Outlook starts, it must know which profile to use. After

Outlook has started, you can not switch between profiles.

1. If it’s not already, start Outlook. When asked, select the profile you are wanting to

edit.

2. Click the Tools menu and select Services…. The Services dialog box appears with a

lists the services in the profile Outlook is currently using.

3. From the Services dialog box, click any of the following options:

• Add -- add an information service to the profile.

• Remove -- remove an information service from the profile.

• Properties -- examine and change an information service’s properties.

• Copy -- make a copy of an information service.

• About -- see information about an information service.

4. When you have finished making the changes you want, click OK.

Outlook Creating Profile

When Outlook is installed, a profile is created in order for you to access your Exchange

account. If you share a computer, or need to access more than one account such as a

departmental account, each account needs to have its own profile to keep Outlook

information separate. Learn to modify your own profile or to create additional profiles.

This document was created to support the Outlook documentation. There is not a specific

course on Working with Profiles offered by Academic Computing Services (ACS). Use

this document to enhance what you know about message management. This document

discusses the fundamentals of Working with Profiles using Outlook 2000. Upon

completion of this document you should be able to:

• create new profiles

• edit profiles

• delete profiles

Outlook Profiles

When Outlook is installed, a profile is automatically created for you. A profile contains

the following information:

Information Services – a list of information services and the properties of each of

them.

• Delivery – the location to which new email should be delivered, and where other

Outlook items are saved. Delivery also defines the order that Outlook uses

information services when attempting to send email.

• Addressing – the default address book to use when addressing email, the address

book in which you want to save information about new contacts, and the order in

which address books should be searched to verify recipients email addresses.

Your profile information, stored in the Windows registry, contains information that

defines how Outlook works for you. You can modify this profile or you can create

additional profiles. If you share a computer, each person needs to have their own profile

to keep Outlook information separate.

Profiles can be created, viewed, and modified from the Windows desktop or from within

Outlook. Copying and deleting profiles can be done only from the Windows desktop not

from within Outlook.

Creating a new Profile from the Windows desktop

If you share a workstation with another or you need to configure options for a

departmental resource such as a room, create a new profile for each user.

1. From the Window’s desktop, click Start.

2. Point at Settings.

3. Click Control Panel. The Control Panel dialog box appears.

4. Double-click Mail. The Properties dialog box appears containing information about

the current service on your computer.

5. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

6. Click Add…. The Microsoft Outlook Setup Wizard leads you through a series of

windows in which you set up the information services for the new profile.

7. Select Microsoft Exchange Server. Click Next.

8. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click

Next.

9. In the box below the Mailbox Exchange server: field, type

skylark.mail.ukans.edu if you are staff or faculty or hawk.mail.ukans.edu if

you are a student.

10. Type the new Exchange account name of the profile in the Mailbox: field (e.g.

jdoe@ukans.edu). Click Next.

11. If you travel with your computer, select Yes. If not, leave No selected. Click Next.

12. The last window tells you that everything has been installed. Click Finish.

13. The Mail dialog box displays the new profile. Be sure the new profile is selected and

click Properties. The Properties dialog box for that account appears.

14. Be sure Microsoft Exchange Server is selected and click Properties.

15. Click the Advanced tab.

16. Under the Logon network security: field, click the down arrow and select None.

17. Click OK twice.

18. Click Close.

19. Close the Control Panel.

20. Open Outlook.

21. Click the Tools menu and select Options…. The Options dialog box appears.

22. Click the Mail Services tab.

23. Select Prompt for a profile to be used.

24. Click OK to close the Options dialog box.

The next time you open Outlook the Choose Profile dialog box appears allowing you to

select which profile you want to open. Next to the Profile Name: field, click the down

arrow and select your profile. Click OK to proceed with the start up process

Step to print E-mail

1. In the message list, select but do not open the message that you want to print.

2. On the File menu, click Print.

1 Message with attachment

2 Message list

3 File menu

4 Print command

3. To print the attachments, select the Print attached files check box.

I don't see the Print attached files check box

If you don't see the Print attached files check box, you might have clicked Print on the File menu of a message that is open. Close the message, and with the message still selected in the message list, click Print on the File menu.

Note Attachments are printed only to the default printer. For example, if you set printer A as the default, and you choose to print a message with an attachment on printer B, the message will be sent to printer B, but the attachment will be sent to printer A.

Outlook does not impose any size limit on attachments. However, most e-mail server administrators and Internet service providers (ISPs) do set limits on the overall message size, which is the sum of all attachments plus the content of the message itself. Typically, premium-level services provide more e-mail file storage space and allow larger messages than standard-level services. For more information on the maximum allowed message size, contact your ISP or the e-mail server administrator in your organization.

If you are attaching a very large file, you should first compress the file by using a zip program. Outlook files that are saved in the default Open XML Formats with the following file extensions are automatically zipped: .docx, .dotx, .xlsx, .xltx, .pptx, .potx, and .ppsx.

Problems with .zip files

If files that you attach are zipped when you do not expect them to be, check to see whether a zip utility has been installed in Outlook as a COM add-in. You can disable this sort of add-in by doing the following:

1. On the Tools menu, click Trust Center, and then click Add-ins.
2. In the Manage list, click COM Add-Ins, and then click Go.
3. In the COM Add-ins dialog box, clear the check box next to the add-in name, and then click OK.

Attach an item to a message

You can attach items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and other messages to a new message:

1. On the File menu, click New, and then click Mail Message.
2. On the Message tab, in the Include group, click Attach Item

3. In the Look in list, click the folder that contains the item that you want to attach.

4. Click the item that you want, and then click OK.

You can also attach an item from the new message's Insert tab.

Step to attach file

1. On the File menu, click New, and then click Mail Message.

2. On the Message tab, in the Include group, click Attach File.

In the Insert File dialog box, browse to and select the file that you want to attach, and then click Insert.

If you don't see the file that you want in the appropriate folder, make sure that All files (*.*) is selected in the Files of type box, and that Windows Explorer is configured to show file name extensions.

You can also attach file from the new message's Insert tab.

By default, Outlook blocks potentially unsafe attachments (including .bat, .exe, .vbs, and .js files) that might contain viruses. If you attach such a file to an e-mail message, you will be asked whether you want to send a potentially unsafe attachment. If you answer Yes, Outlook will send the attachment. If you answer No, you can then remove the potentially unsafe attachment.

You can attach multiple files simultaneously by selecting the files and dragging them from a folder on your computer to an open message in Outlook.

If you are not using Outlook with Microsoft Exchange Server, Outlook stores all of its data in a .pst file. If you want to back up or to export a particular folder, such as a Contacts or a Calendar folder, go to the "How to export .pst data." section .

Use the following steps to back up the whole .pst file:

1. Quit any messaging programs such as Outlook, Microsoft Exchange, or Microsoft Windows Messaging.

2. Click Start, point to Settings, and then click Control Panel.

3.Double-click the Mail icon.

4. Click the Show Profiles button.

5. Click the appropriate profile, and then click Properties.

6.Click the Data Files button.

7. Click the Personal Folders Service that you want to back up. By default, this service is called Personal Folders. However, this service may have been named something else.

Note You may have more than one Personal Folders service in your profile. If this is true, you must back up each set of .pst files separately.

If there are not any Personal Folders services in your profile and you have been able to store information such as messages, contacts, or appointments in Outlook, your information is most likely being stored in a mailbox on an Exchange Server. If this is true, see the "Data on a Microsoft Exchange Server" section.

8.Click Settings, and then note the path and file name that is listed.

Note The .pst file contains all data that is stored in the MAPI folders that are used by Outlook in that file. If the file may be too large to place on a floppy disk. If this is true, use a CD-ROM or other portable drive device. You can reduce the size of a .pst file when you click Compact Now.

9. Close all of the Properties windows.

10. Make a copy of the file that you noted in step 5 by using Windows Explorer or My Computer.

You may have to restore a .pst file from a removable media, such as a floppy disk drive, a portable drive device, a CD-ROM, a magnetic tape drive, or any other storage media. To do so, copy the backup copy of the file that you just created from the storage media back to the computer hard disk drive.

When you do this, make sure that the Read-Only attribute is cleared. If this attribute is selected, you may receive the following error message:

Follow the steps detailed below to use Microsoft Office Outlook to send/receive Email.

1. Start Microsoft Office Outlook On the Tools menu, Select EMAIL ACCOUNTS.
2. Select ADD NEW E-MAIL A/c and click NEXT
3. Choose POP3 and click NEXT.
4. Enter NAME of COMPANY OR PERSON and Add E-mail Address [name@domainname.com] .
5. Mention INCOMING MAIL SERVER as (mail.domainname.com / domainname.com) and OUTGOINGMAIL SERVER as (mail.domainname.com / smtp.domainname.com).
6. Specify USER NAME as Complete email account for E.g.: name@domainname.com, Enter PASSWORD: ****** and Select On REMEMBER PASSWORD [If you wish to avoid entering password every time] – Recommended
7. Go to MORE SETTINGS choose Outgoing Server, select My Outgoing Server Requires Authentication.
8. Further Select the 2nd point, "LOG On Using" and specific user name as (email@domainname.com) and Enter password and check Remember Password for your convenience and Click "OK".
9. Your Email account is successfully incorporated - to check this click on Test Settings. You should not get any error in this test and a test mail will be received in your Inbox in some time.
10. Once All tests are completed successfully. Click Close to continue and then Next.
11. Click Finish to save the settings you have made.
12. Click send/receive mails to get a test mail from Microsoft Office Outlook Test Center.
13. You have successfully incorporated your email account with Microsoft office Outlook.

Microsoft Outlook is Microsoft's email client, and is included with the Microsoft Office suite. It is designed to operate as an independent personal information manager, as an Internet mail client, or in conjunction with the Microsoft Exchange Server for group scheduling, email, and task management. It manages email, calendars, contacts, tasks, to-do lists, and documents or files on the hard drive. Outlook helps you communicate through email, phone support, and group scheduling capabilities. Outlook also helps you share information by means of public folders, forms, and Internet connectivity.

Outlook juggles scheduling, groupware, personal information (contacts, tasks), email, and documents all in one place, and allows you to create and view information using a consistent interface.

You can find information easily with Windows shortcuts, which let you navigate to any private, public, or file system folders. Outlook Journal helps you find a document based on creation date and name.

Outlook lets you arrange information any way you want to see it. You can apply any of Outlook's standard five views to information, or you can customize a view using the Field Chooser and Group By Box features.

How to Configure Outlook

Generic Instructions:
Note: An example account name was used through the instructions. Please substitute your POP3 email address information for the account used in the instructions.

The example address is: name@domain.com
Account name is: name@domain.com
Domain is: domain.com

Configuration Steps:

1. Start your email program.

2. Find the Options/Accounts menu where you can input a new account. Look for key words such as your incoming/POP3 Server or outgoing/SMTP Server.

3. Go through the steps to add a new account to your email program, so that whenever you check mail using this email program it will check your POP3 email account.

4. When you are asked to enter specific information regarding your new account, use the following as a reference:

Your Name: Enter your name as you'd like it to appear in the From field on your emails.
User name/Account Name/Subdomain/Alias: Enter the whole email address (yourname@yourdomain.com)
Email address: Enter your POP3 email address .
Incoming/POP3 Server name: POP3.ChangeIP.com
Outgoing/SMTP Server name: SMTP.ChangeIP.com
Password: Enter your POP3 account password.

5. If you are unsure about what to enter in a specific field within your email program, please email Support@ChangeIP.com. Please include your email program name, your domain name, and the areas that you are unsure about so that we can help you solve the problem.

Microsoft Outlook is Microsoft's email client, and is included with the Microsoft Office suite. It is designed to operate as an independent personal information manager, as an Internet mail client, or in conjunction with the Microsoft Exchange Server for group scheduling, email, and task management. It manages email, calendars, contacts, tasks, to-do lists, and documents or files on the hard drive. Outlook helps you communicate through email, phone support, and group scheduling capabilities. Outlook also helps you share information by means of public folders, forms, and Internet connectivity.

Outlook juggles scheduling, groupware, personal information (contacts, tasks), email, and documents all in one place, and allows you to create and view information using a consistent interface.

You can find information easily with Windows shortcuts, which let you navigate to any private, public, or file system folders. Outlook Journal helps you find a document based on creation date and name.

Outlook lets you arrange information any way you want to see it. You can apply any of Outlook's standard five views to information, or you can customize a view using the Field Chooser and Group By Box features.