Working with Profiles in Outlook for Windows

Transcription

1 Working with Profiles in Outlook Introduction 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. Objectives This document was created to support the Outlook documentation. Use this document to enhance what you know about message management. This document discusses the fundamentals of Working with Profiles using Outlook Upon completion of this document you should be able to: create new profiles edit profiles delete profiles Prerequisites You must have a SOM Exchange account and a working knowledge of Outlook. Outlook training available Outlook: Introduction Outlook Web Access Outlook: Message Management Outlook: Rules Management Outlook: Calendar Management Outlook: Tasks & Notes Management Outlook: Folder Management Outlook: Granting Folder Access This handout, along with additional supporting Outlook handouts, and other information can be found at Academic Computing Services 1 Working with Profiles in Outlook

2 Working with Profiles in Outlook 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 should be delivered, and where other Outlook items are saved. Delivery also defines the order that Outlook uses information services when attempting to send . Addressing the default address book to use when addressing , 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 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 1999 Academic Computing Services 2 Working with Profiles in Outlook

3 5. Click Show Profiles. The Mail dialog box appears with a list of profiles available 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 owa.med.wayne.edu 10. Type the new Exchange account name of the profile in the Mailbox: field (e.g. jdoe@med.wayne.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. Editing Profiles from 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 Academic Computing Services 3 Working with Profiles in Outlook

4 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 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: 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. 7. When you have finished making changes, click OK. 8. Click Close. 9. 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 Academic Computing Services 4 Working with Profiles in Outlook

5 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. 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 4. Click Show Profiles. The Mail dialog box appears with a list of profiles available 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 Academic Computing Services 5 Working with Profiles in Outlook