PolyU Staff Service. Outlook 2007 Client. Connection Setup Guide

Transcription

1 PolyU Staff Service Outlook 2007 Client Connection Setup Guide Version 5.1 Last Update: 15 August 2012 PolyU Staff ITS HelpCenter Support: ITS Help Center Support Hotline:

2 Steps to setup PolyU Staff in Outlook Client 2007 By default, all new Outlook profile and the cache mailbox (OST/PST) are stored in c:\users\<username>\appdata\local\microsoft\outlook. However, it is not easy to locate and backup. User may un-aware of the growth of the size of the OST/PST files which may take up all the storage space of Windows system volume. Therefore, it is recommended to change the default path for these files to D: drive or E: drive, provided that there have enough free space. To do the changes, please download a pre-defined registry files from the user Guide section (select Additional Files link) of the Staff website and double-click on it. There are 4 registry files in the downloaded zip file: 1. SetStaffMailPath_D_2007.reg Set the default path to D:\Staff Data, for Outlook 2007 client 2. SetStaffMailPath_E_2007.reg Set the default path to E:\Staff Data, for Outlook 2007 client 3. SetStaffMailPath_D_2010.reg Set the default path to D:\Staff Data, for Outlook 2010 client 4. SetStaffMailPath_E_2010.reg Set the default path to D:\Staff Data, for Outlook 2010 client Please execute ONE of the above registry file ONLY. In order to let user to have a better experience on using Outlook client when switching from GroupWise, a customized toolbar for Outlook 2007 (named outcmd.dat found in the downloaded zip file) was created. It puts all the commonly used functions in the toolbar easy access by user. Before start up the Outlook client, please copy this outcmd.dat to: C:\Users\<user name>\appdata\roaming\microsoft\outlook 2

3 Setup Outlook Profile 1. Click the Start button and select Control Panel 2. Double click Mail 3. Click Show Profiles 3

4 4. Click Add 4

5 5. Type Staff and click OK. 6. Click Microsoft Exchange, POP3, IMAP or HTTP and click Next 5

6 7. Type Your Name, Your Staff Login Username (i.e. in Address and Your NetPassword in Password field for 2 times, click Next. itsammy@polyu.edu.hk 8. You will see the screen with 3 ticks when finished successfully. 9. Click Finish itsammy@polyu.edu.hk 6

7 10. The account setting will return to the follow Mail screen 11. Select Always use this profile and select Staff as the default profile 7

8 Start and Log into Outlook 1. Double Click on the Outlook icon to startup Outlook. 2. Enter your Staff Login username (i.e. and password (NetPassword) in the log in box. 3. You will see the following screen after successfully logged in and startup. 8

9 Recommended Settings in Outlook client: o Download of Messages: At bottom right corner click Connected to Microsoft Exchange Select Download Headers and then Fill Items Select On Slow Connections Only Download Headers also Make sure the Work Offline DOES NOT selected, otherwise you has to click Send/Receive button manually to get new messages or send new items o Select Tools > Options In Preferences tab Click Options, select o Save copies of messages in Sent Items Folder; and o Automatically save unsent messages; o Click Advanced Options, select: AutoSave items in: 3 minutes (can adjust to shorter period, if necessary); Allow comma as address separator; Automatic name checking; and Suggest names while completing To, CC, and Bcc fields Click Junk o Safe Senders, select Also trust from my Contacts In Mail Setup tab In Send/Receive section, select o Send immediately when connected option Click Send/Receive, select o Include this group in send/received (F9) o Schedule an automatic send/receive every 5 minutes o Perform an automatic send/receive when exiting Under When Outlook is Offline section, select o Include this group in send/receive (F9) o Schedule an automatic send/receive every 15 minutes In Spelling tab, select Always check spelling before sending 9

10 In Others tab, select AutoArchive, deselect o Run AutoArchive every XX days o Turn on Bcc field when composing new messages Click New Message or File > New > Mail Message In composing new message dialog box, click Options > Show Bcc 10