Microsoft Outlook Setup With Exchange Server. Outlook

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1 Microsoft Outlook Setup With Exchange Server Outlook Revised 12/1/2014

2 CONTENTS SUMMARY... 3 I. OUTLOOK SETUP... 4 II. PERSONAL FOLDERS SETUP... 7 III. RULES SETUP... 9 Rule #1: Move Inbox Messages From Mailbox To PST... 9 Rule #2: Move Sent Items From Mailbox To PST Rule #3: Move Lists To PST Rule #4: Clear Categories (if not already visible) IV. ADDITIONAL SETTINGS APPENDIX A OPTIONAL SETTINGS FOR USERS WITH EXISTING RULES APPENDIX B USING OUTLOOK IN ONLINE MODE APPENDIX C ACCESS OUTLOOK WITHOUT LOGIN PROMPT CCAS IT Services Microsoft Outlook Setup 2

3 SUMMARY This guide shows how to setup Microsoft Outlook 2007, 2010 and 2013 with Microsoft Exchange. There are several ways to configure Outlook when using an Exchange Server. This guide will focus on delivering everything (calendar, contacts & messages) to the mailbox while using a personal folders file (PST) for storing messages only. Moving messages from the Exchange mailbox to the personal folders due to mailbox size limitations is a best practice and this procedure can be done automatically or manually. Section II highlights how to use rules to automatically move messages out of the mailbox. There are two other ways to configure Outlook: Personal Folder (PST) delivery or mailbox delivery with no rules. EXCHANGE SIZE LIMITATIONS With the increased storage limit for Exchange 2010 mailboxes, the use of a Personal Folders file with Rules is optional, but should be encouraged. Exchange 2003: Smaller storage limit 90MB Exchange 2010: Large storage limit 800MB EXCHANGE SERVER UPDATE NOTIFICATION (January 2014) The Exchange 2010 environment is now available to all LC religious and RC consecrated members. Lay employees will continue to utilize Exchange 2003 mailboxes until further notice. In some cases, it may not be clear which Exchange server a particular user mailbox is using. To verify, access the respective Outlook Web Address links and attempt to login. A successful login will determine which server the mailbox is using. Exchange 2003 Exchange 2010 https://owa01.lcred.net https://owa10.lcred.org OUTLOOK / EXCHANGE COMPATIBILITY CONSIDERATIONS With the introduction of Exchange 2010, it is important to understand how this impacts Microsoft Outlook Supported Not Support Exchange 2003 Microsoft Outlook 2003, Microsoft Outlook 2013 Exchange 2010 Microsoft Outlook 2003, 2007, 2010, 1013 EXCHANGE AUTHENTICATION TRUSTED CERTIFICATE Access to Exchange using Outlook requires a trusted certificate authority. Reference the CA Trusted Root installation guide. CCAS IT Services Microsoft Outlook Setup 3

4 1. Open Control Panel, click Mail icon. I. OUTLOOK SETUP 2. If Outlook has previous configurations, select Show Profiles. If this is a NEW setup, click Add. 3. Type in your Full Name or your assigned Username, press OK. CCAS IT Services Microsoft Outlook Setup 4

5 4. Outlook will attempt to automatically insert your account information. During that attempt, click Manually configure server settings or additional server types. Click Next. 5. Select Microsoft Exchange. Click Next. 6. Configure Microsoft Exchange. I.) Microsoft Exchange Server: Use the server name based on which Exchange server (see Step I box) II.) Check the box Use Cached Exchange Mode. III.) User Name box: Type your domain username. IV.) Click More Settings. STEP I Enter the server name. Exchange 2003 BTPVMEXCHLCRED1.lcred.org Exchange 2010 Owa10.LCRED.org STEP II Check the box Use Cached Exchange Mode. STEP III Type your domain user name or alias here. (ex: YOURNAME) STEP IV Click More Settings CCAS IT Services Microsoft Outlook Setup 5

6 7. Select the Connection tab, check the box, Connect to Microsoft Exchange Using HTTP. Click Exchange Proxy Settings. 8. Make the following changes: In the HTTPS box, type the OWA address For Exchange 2003: owa01.lcred.net For Exchange 2010: owa10.lcred.org Mark the boxes for On fast networks and On slow networks. Change the Proxy Authentication Settings to Basic Authentication. Click OK. Then OK again to return to the Check Name window. 9. Click the Check Name button. When prompted, type your LCRED username & password (use the format LCRED\USERNAME); click OK. After a few moments, the server and mailbox fields will change and appear underlined. This is your indication that Outlook has been successfully configured. Click Next and then Finish. CCAS IT Services Microsoft Outlook Setup 6

7 II. PERSONAL FOLDERS SETUP The section shows how to setup Personal Folders in Outlook. A Personal Folder is a data file on your local computer where Outlook messages are stored. This file uses the extension (.PST) Reference the best practices below when using Personal Folders. - Each user is assigned a mailbox which physically resides on the Exchange Server. This mailbox contains your contacts, calendar items and messages. Due to capacity constraints on the Exchange Server, there is limit to how much data can be stored in your mailbox. To ensure that your mailbox doesn t fill up, it is necessary to periodically move messages out of the Exchange Server mailbox to a Personal Folders file. This can be done manually or automatically using rules (see Section III on how to setup rules) - For easy management of messages, create a new Personal Folders (.PST) file each year and label the folder based on the year. For example, at the end of the year, create a PST file called Archive YEAR. Over time, historical messages can be accessed by expanding the annual Archive PST folder by year. - You can add as many personal folders files to your Outlook as you like. Microsoft recommends individual PST files never exceed 2GB in size. To check the size of a Personal Folders file, simply right-mouse click the root Personal Folder, select Data File Properties. Click Folder Size. To stay under the 2GB recommendation, the Total Size should never go higher than 2,000,000 KB. If it does, create a new Personal Folders file and store any new messages there. CCAS IT Services Microsoft Outlook Setup 7

8 Whenever you need to create a new Personal Folders file, follow this process. 1. With Outlook open, click the following: Outlook 2007 a. Click File Data File Management Outlook 2010 / 2013 a. Click File Account Settings b. Select Data Files tab, click Add c. Select Outlook Data File (.pst), click OK. d. Navigate to the folder where the (.pst) files are stored. Typically this is in My Documents Outlook Files. If you don t see this folder, create it. Change the File Name to reflect the year (for an Archive PST) or other name. Click OK. For Outlook 2007 users only, another window will appear, click OK. e. Click Close. The (.pst) file will now appear in the Outlook Mail area. CCAS IT Services Microsoft Outlook Setup 8

9 III. RULES SETUP Rule #1: Move Inbox Messages From Mailbox To PST 1. Once Outlook is Open, click Tools Rules and Alerts. If you get an error here, see the Appendix to switch Outlook to Online mode. 2. Click New Rule. 3. Select Check messages when they arrive, click Next. 4. Select Where my name is in the To or Cc box, click Next. 5. Select Move it to the Specified folder, then select the specified link in the Step 2 area. 6. Select the Inbox under Personal Folders, click OK. Click Next. 7. Select Except if it is a meeting invitation or update and Except if it uses the form name form, then click form name in the Step 2 area. CCAS IT Services Microsoft Outlook Setup 9

10 8. In the drop down menu, select Application Forms. Select each item below, then click Add for each item. After each item is moved to Selected Forms, click Close. Accept Meeting Response Decline Meeting Response Tentative Meeting Response 9. In the Step 1 box rename the rule to Move Inbox To PST. Click Finish. A message will appear, This rule is a client-only rule, and will process only when Outlook is running. Click OK. CCAS IT Services Microsoft Outlook Setup 10

11 Rule #2: Move Sent Items From Mailbox To PST 1. From the Rules & Alerts Window, click New Rule. Select Check messages after sending. 2. Select On this machine only. Click Next. 3. Select Move a copy to the specified folder. In Step 2, click specified, then select the Sent Items under Personal Folders. Click OK. CCAS IT Services Microsoft Outlook Setup 11

12 4. In Step 1, rename the Rule to Move Sent Items To PST. Click Finish. A message will appear, This rule is a client-only rule, and will process only when Outlook is running. Click OK. Close the Rules window. CCAS IT Services Microsoft Outlook Setup 12

13 Rule #3: Move Lists To PST 1. From the Rules & Alerts window, click New Rule. 2. Select Check messages when they arrive, click Next. 3. Select Where my name is not in the To box, click Next. 4. Select Move it to the specified folder and Stop Processing More Rules. Then select the specified link in the Step 2 area. Select the Inbox under Personal Folders. Click Next. 5. Click Next. In Step 1, rename the rule to Move Lists To PST. Click Finish. Rule #4: Clear Categories (if not already visible) 1. In Rules & Alerts, select New Rule, select Check messages when they arrive. 2. Select Assigned to any category, click Next. 3. Select Clear Message s Categories, click Finish. CCAS IT Services Microsoft Outlook Setup 13

14 IV. ADDITIONAL SETTINGS If using Rules to automatically move messages from the Exchange mailbox to a Personal Folders (.pst) file, perform the additional settings provided here. 1. Click Tools Options. Under Preferences tab, click Options. Uncheck Save copies of messages in Sent Items folder. Click OK. 2. Select Other tab. Click Advanced Options. Click Browse. Select the Inbox under Personal Folders. Click OK and close all remaining windows. CCAS IT Services Microsoft Outlook Setup 14

15 3. Since Drafts are stored on the Mailbox and not in the Personal Folders, it is necessary to create a short cut to the Drafts folder in Favorite Folders. To do this, expand the Mailbox, select the Drafts folder and drag it to Favorite Folders. 4. Perform the same process for the Junk- folder. From the Mailbox folder, select the Junk folder and drag it to the Favorite Folders. Due to the nature of SPAM filtering, it is common for some legitimate s to be marked as SPAM and be delivered to the Junk folder. It is highly recommended to go through this folder to find any non-spam messages placed here by mistake. Also, routinely empty this folder to reduce the data stored on the server. 5. Due to the limited space available on the server, each account is limited to 80MB of storage in the mailbox. If you go over this limit, you will receive an from the Administrator requesting to reduce this amount. The Personal Folders does not have this limitation and it is best to keep messages in this folder. To keep the size of the mailbox down, routinely check to make sure there are no messages in the Deleted Items or Sent Items folder in the Mailbox. If items are found in these folders, move the messages to the corresponding folder in the Personal Folders or delete them. To move the messages, select the message (Ctrl + A to select all messages) and drag to Personal Folders. CCAS IT Services Microsoft Outlook Setup 15

16 6. To display tasks and reminds correctly in the To-Do list, make the following changes to the Personal Folders file. a. Right-mouse click the Personal Folders file, select Properties for Personal Folders. b. In the General tab, mark the check-box: Display reminders and tasks from this folder in the To-Do Bar. 7. The Auto-Archive feature in Outlook can be more of a burden than a help. To disable this feature, click Tools Options. Select the Other tab. Click AutoArchive. Uncheck the box, Run AutoArchive every CCAS IT Services Microsoft Outlook Setup 16

17 APPENDIX A OPTIONAL SETTINGS FOR USERS WITH EXISTING RULES NOTE: Rules #1 - #3 created above must be listed at the bottom of the processing order. See EXAMPLE below. Existing New Rules Make sure Rules #1 - #3 are on the bottom of the list. To move existing rules, use the blue up and down arrows. For Each Additional Rule, the following item MUST BE ADDED. 1. Select the existing rule, click Change Rule Edit Rule Setting. Click Next. From the list of options, select Stop processing more rules. Click Finish. A message will appear, This rule is a client-only rule, and will process only when Outlook is running. Click OK. 2. Click Apply & OK. A message will appear. Click Yes. CCAS IT Services Microsoft Outlook Setup 17

18 APPENDIX B USING OUTLOOK IN ONLINE MODE When using Outlook with Exchange Mailbox delivery and Cached Exchange Mode, it is best to use Outlook in Online (connected) mode when on a LAN or VPN connection. In some cases, when opening Outlook it will open in Offline mode. If this happens, perform the following steps. HOW TO INDENTIFY IF OUTLOOK IS IN OFFLINE MODE Task Tray Icon appears with a red X. Outlook Status Indicator - Offline HOW TO RE-CONNECT OUTLOOK Select the File menu, and then click Work Offline. CCAS IT Services Microsoft Outlook Setup 18

19 APPENDIX C ACCESS OUTLOOK WITHOUT LOGIN PROMPT In order for Outlook to connect with the server and download messages, you have to provide a username & password. A login prompt will appear when Outlook is first opened. Windows has an option to save the login credentials for Outlook. By doing this, you can eliminate the login prompt when Outlook is opened. Complete Parts A & B. A. To allow Windows to save the login credentials for Outlook, open Outlook and when prompted, enter your LCRED or COL domain username & password and check the box, Remember My Credentials. Windows Logon Credentials Check to see if the logon credentials for Outlook have been saved. If you don t see any record, you can create the entry manually. WINDOWS VISTA / 7 / 8 1.) Open the Control Panel (change the view to Small Icons) Credential Manager. 2.) In the Windows Credentials section, you will see the saved login for owa01.lcred.net. If this entry is not found, click Add A Windows Credential to create it. WINDOWS XP 1.) Open the Control Panel (change the view to.. ) User Accounts. 2.) Select your user account. Click Manage My Network Passwords. 3.) Verify that an entry for owa01.lcred.net exists. If this doesn t exist, you can create the saved password by clicking Add. CCAS IT Services Microsoft Outlook Setup 19

20 B. Internet Explorer Security Zone Settings 1.) Open Internet Explorer, click Tools Internet Options 2.) Select Security tab. 3.) Select Trusted Sites, click the Sites button. 4.) Type the address of the Outlook Web Access site: Exchange 2003 https://owa01.lcred.net Exchange 2010 https://owa10.lcred.org After typing the domain, click Add. Click Close. 5.) Click Custom Level. 6.) At the bottom of the list, find User Authentication area. Select Automatic logon with current username & password. 7.) Click OK. Then click Yes to confirm. CCAS IT Services Microsoft Outlook Setup 20

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