How to set up Outlook 2007/10/13 to access your exchange mail account

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[Type here] How to set up Outlook 2007/10/13 to access your exchange mail account A DOCUMENT FOR UNIVERSITY OF BRIGHTON STAFF FROM HOME FROM A LAPTOP The easiest way to access your Exchange account

1 [Type here] How to set up Outlook 2007/10/13 to access your exchange mail account A DOCUMENT FOR UNIVERSITY OF BRIGHTON STAFF FROM HOME FROM A LAPTOP The easiest way to access your Exchange account ( , calendar etc) from home is by using your web browser and connecting to However, if you have a Windows 7 PC with Office versions installed on it and a broadband connection to the internet, you should be able to use the full Outlook client. This document explains the steps you have to take to set-up Outlook to access the staff mail servers. These instructions do not describe the setup for a Windows 8 computer Last updated 15 th July 2015 This document and other Information Services documents are held online on our website:

2 University of Brighton Information Services Contents Before you start:... 3 Technical bit... 3 How to set-up Outlook 2007/10/ Using Outlook from outside the University... 6 Don t forget... 7 Page 2 15 TH July 2015

3 How to set up Outlook 2007/10/13 to access your exchange mail account 1 Before you start: Do you have a PC running Windows Vista or Windows 7? If yes, read on Have you got the latest Windows Service Packs installed? To check: click on the Start menu, then click on Computer; next click on System Properties. Now look under the heading Windows edition You should see Service Pack 1 listed. Is your anti-virus software up-to date? If yes, read on. If not, you should not attempt to use Outlook as described in this document. Do you have Office 2007, 2010 or 2013 installed on your computer? If yes, skip to the next paragraph. If not, as a member of university staff, you may be entitled to install and use office (including Outlook) on your home computer. See for further details. Finally, ask yourself, is it worth the effort? You can access your account using the staffmail service via the web. This allows you to: access your , calendar and tasks list with full searching and sorting facilities, set-up Out of Office, and use spell checking etc. All this is described in IS document 752, Using the staffmail web access service share calendars with other university staff 2 Technical bit The service described below allows you to use Outlook and enjoy secure access to our Exchange 2010 servers from outside the university firewall. It uses the Web protocol port for transport and so is not likely to be blocked by external organisations while data is in transit between your client and the server. Printed Monday, 27 July 2015 Page 3

4 University of Brighton Information Services 3 How to set-up Outlook 2007/10/13 The most convenient way is to Add a new Outlook Profile. To do this follow the instructions very carefully. If you do anything differently, you may not be able to access your What you do What you ll get 1 Navigate to Control Panel and double click the Mail or Mail (32 bit) icon, to see the Mail Setup Outlook dialog box: 2 Click the Show Profiles button 3 Click the Add button, to create a new Profile Page 4 15 TH July 2015

5 How to set up Outlook 2007/10/13 to access your exchange mail account 4 Give your new Profile a recognisable name, eg UoB Staff mail and click OK. You will then see the Accounts wizard. 5 Complete the Auto Account Setup page as shown here. Use your full address in the form your name@brighton.ac.uk click Next 6 Enter your University of Brighton password twice, then click Next 8 Enter your UoB password 9 Click Remember my credentials? And click OK 10 When Set-Up has completed, you will be prompted to Exit from Outlook and open it again. When you open Outlook you may have to wait several minutes while it downloads your Inbox. Printed Monday, 27 July 2015 Page 5

6 University of Brighton Information Services 4 Using Outlook from outside the University It s all about cached mode really You will be working in Cached Mode. This means that Outlook will create a copy of all your , calendar and tasks on your hard drive. It will do this invisibly, while you are connected to the server. The first time you connect to Outlook after following the instructions above, you may have to wait several minutes while Outlook copies all your messages etc. If you have lots of old messages, it could take even longer. Please be patient and wait for it to finish. The copied (cached) messages will be in secure folders, so only someone knowing your university username and password will.be able to access them (hopefully that is just you!). This information will remain on the servers as well as being copied on to your local hard disk. It won t be obvious to you that this has happened. You should just carry on using Outlook as normal. One advantage of working in cached mode is that if your network connection is temporarily interrupted you can carry on working with the information stored on your computer, reading and replying to messages. Any messages you send will actually be stored in your Outbox until your connection is restored. You should also be aware that even when you are connected to the mail server, the mail messages you send are not sent to the recipients immediately. Outlook will check your Outbox every few minutes and see if there are any messages waiting to be sent. In the same way, you will not receive messages from others instantly. Outlook will pick up your new mail every few minutes. If, like me, you are impatient and wish to check for comments on your marvellous suggestions instantly, then you can click on the Send Receive button to see if anyone has replied. The Send/Receive button is in the Outlook toolbar. Once a copy (cache) of your Exchange folders has been created on your computer, you can access that information even if you are not connected to the network. When you open Outlook, you will first see the cached copies of your messages and calendar etc. Outlook will then attempt to connect to the Exchange server. If it is successful, it will look for new messages (and other changes to the information stored on the server) and update the information on your computer. This may take a minute or two. Note that sending an attachment from within Word, Excel, PowerPoint etc. may not work in cached mode. If you want to send a file you are working on by , you are recommended to save it on your hard disk and then use Outlook to attach the file to a mail message. Page 6 15 TH July 2015

7 How to set up Outlook 2007/10/13 to access your exchange mail account 5 Don t forget It is very important that you keep your home PC, or laptop, secure and updated if you choose to use this service. Note that you can use this method of connection on campus as well as off-campus. The first connection you make to your mail account will take some time to download all its relevant information so expect a delay and do not be tempted to cancel. Printed Monday, 27 July 2015 Page 7

educ Office 365 email: Remove & create new Outlook profile

educ Office 365 email: Remove & create new Outlook profile Published: 29/01/2015 If you have previously used Outlook the with the SCC/SWO service then once you have been moved into Office 365 your Outlook will need to contact the SCC/SWO servers one last time