Getting Started with Microsoft Outlook with Exchange Online Software from Time Warner Cable Business Class

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1 Getting Started with Microsoft Outlook with Exchange Online Software from Time Warner Cable Business Class A Guide for Users

2 Table of Contents Requirements... 3 Create & Verify Password... 4 Create Password... 4 Verify Password... 4 Download & Install Client (Full Access)... 5 Install Outlook (Windows Computers)... 5 Install Entourage (Mac Computers)... 8 Other Clients... 9 Connect to Mobile Devices ActiveSync BlackBerry Access Add-On Still need help? GSG Page 2

3 With Microsoft Outlook with Exchange, you can have access to advanced communication features from virtually any device to help drive productivity and collaboration. Get anytime, anywhere access to , contacts, calendars and tasks using multiple devices. The following diagram provides an overview of the typical steps required to set up Outlook with Exchange. Steps to Activate Outlook with Exchange 1. Activate & Setup Online Software Account 2. Create & Verify Password *3. Download & Install Client 4. Change DNS Records *5. Migrate Previous (optional) *6. Connect to Mobile Device (optional) User Admin User Admin Admin User / Admin *Steps for Full Access version only. This guide details the steps that are typically done by end users. If you are an administrator and wish to see details on all six steps, see the Outlook with Exchange Getting Started Guide for Administrators available at Requirements Before you get started, you must have the following: User account on the Online Software portal. For instructions on activating your account, see the Online Software Quick Start Guide for Users at Outlook with Exchange service assigned to your account. You should see Microsoft Outlook with Exchange listed in the My Services section of your Online Software Home page (login at address that was created for your Outlook account by your company s Online Software administrator. Note that this address may be different from your login ID for the Online Software portal. If you have been assigned other Microsoft products (i.e., SharePoint and Office Communicator), the address will be the same across all Microsoft products. In order to use Outlook with Exchange, your computer will need: Windows XP with Service Pack 2 or higher, or Mac OS X version or later Internet connection, broadband speeds recommended Outlook Web Access requires Internet Explorer 6.0 or later or Firefox 3.0 or later WinZip application to install Outlook or Entourage (see for more information) To access Outlook on your mobile device, you will need a device with data access plans and Outlook s Full Access version. If you have any questions or need assistance with these requirements, please contact your company s Online Software administrator. GSG Page 3

4 Create & Verify Password If you have already been assigned Microsoft SharePoint or Office Communicator, the and password for these services will also be used with Outlook. Skip the Create Password section and go directly to the Verify Password section. Create Password 1. Go to the Home page or login at 2. Click on the MY PROFILE tab in the main menu and select the My Services link. Click on the Change Service Password icon ( ) in the Actions column beside Microsoft Outlook with Exchange. 3. Create a password for your Outlook account. The password must be at least eight (8) alphanumeric characters; the password cannot include any special characters. Note that this password will also be used if you are assigned Microsoft SharePoint and/or Office Communicator in the future. Verify Password Verify the address and password by opening a new browser. Go to and login with your Outlook address and the password created in the previous section, or else use the password that is used with your SharePoint and/or Office Communicator services. NOTE: An alternate way of accessing Outlook using the web is through the Online Software portal. After logging into the portal at click on the Microsoft Outlook with Exchange in the My Services section of the home page. This option allows you to access Outlook by using your Online Software login ID and password. GSG Page 4

5 Download & Install Client (Full Access) If you have been assigned Microsoft Outlook with Exchange Full Access, you will be able to access your via the web or client. This section describes how to download and install Outlook 2007 for Windows and Entourage 2008 for Mac computers. NOTE: If your computer uses Windows XP, Service Pack 2 or higher must be installed. Install Outlook (Windows Computers) 1. Go to the Online Software portal home page or login at 2. In the Setting Up Services section, click on the Outlook 2007 link under Microsoft Outlook with Exchange. If the following Security Warning appears Do you want to view only the webpage content that was delivered securely? select No. 3. When prompted, select the Save option. Note the location where you save the file. Due to the large size of the file (over 200 MB), it will take some time to download, depending on the speed of your Internet connection. 4. After the download is finished, browse to the location of the file, Outlook_2007_English.zip. Double click to open the file. If you receive a security question about wanting to run this file, click Run. NOTE: You will need the ability to open WinZip files. For more information on this application, please see 5. Select all the files in the folder by selecting Ctrl A on your keyboard. All the files will be highlighted. Click on the Extract icon at the top. 6. Specify a location where you want the files to be extracted. Note the location where you save the file. Select Extract. GSG Page 5

6 7. Double click on the setup.exe file to start installation. 8. When prompted for the Product Key, type in the License Key that is listed underneath the Outlook 2007 link in the Setting Up Services section of the Online Software portal home page. XXXX-XXXXX-XXXXX-XX Follow the directions in the wizard to complete the installation process. 10. After Outlook is installed, go back to the Online Software portal home page. In the Setting Up Services section, click on the Profile Connector Tool (Outlook 2007) link under Microsoft Outlook with Exchange section. 11. Select the Open option when prompted. Double click on the rpbcsetup_outlook2007.vbs file. If a security warning appears due to the VBS file type, select Yes to open the file. 12. A message will appear stating that a RPC/HTTPS MAPI profile will be added to your computer. Select Yes. 13. When prompted, enter your Outlook address and password that was created in the Create & Verify Password section. ATTENTION: If the address is entered incorrectly in this step, you will need to start over by going back to Step When prompted to restart Outlook, click OK. GSG Page 6

7 15. When Outlook starts up again, enter your Outlook address and password. 16. You will receive another window which asks for your Outlook user name and password a second time. Enter your Outlook address and password again. A window will appear indicating that Outlook is preparing for first time use. It may take several minutes to complete this step. GSG Page 7

8 Getting Started with Microsoft Outlook with Exchange: User Guide TWCBC Online Software Guides Install Entourage (Mac Computers) If you have a Mac computer, then following these steps to install Entourage. 1. Go to the Online Software portal home page or login at //newengland.twcbcstore.com. 2. In the Setting Up Services section, click on the Entourage 2008 (Mac) link under Microsoft Outlook with Exchange. If the following Security Warning appears Do you want to view only the webpage content that was delivered securely? select No. 3. When prompted, select the Save option. Note the location where you save the file. You might want to save the file to your Desktop so that you can easily find it. Due to the large size of the file (over 400 MB), it will take some time to download, depending on the speed of your Internet connection. 4. After the download is finished, browse to the location of the file, Mac Entourage 2008 English.zip. Double click to open the file. If you receive a security question about wanting to run this file, click Run. NOTE: You will need the ability to open WinZip files. For more information on this application, please see 5. Select all the files in the folder by selecting Ctrl A on your keyboard. All the files will be highlighted. Click on the Extract icon at the top. 6. Specify a location where you want the files to be extracted. Note the location where you save the file. You might want to create a new folder on your Desktop so that you can easily find it. Select Extract. 7. Double click on the Office Installer icon to startt installation. Time Warner Cable Business Class is a trademark of Time Warner Inc. Used under license Time Warner Cable. All rights reserved. GSG Page 8

9 8. Follow the directions in the wizard to complete the installation process. 9. After installation is complete, open Entourage. Select Tools from the menu bar and then Accounts. 10. Click on the drop-down arrow to the right of New and select Exchange. 11. In the Account Settings dialog box, enter the following information: Account name: A descriptive name to identify the mailbox account (e.g., My Outlook Account) Name: Display name (e.g., Steve Johnson) Address: Outlook address (e.g., steve.johnson@acmeco.com) In the Authentication section, click on Use my account information and fill in the following information: Account ID: Based on your Outlook address, type the first eight (8) characters of the domain name, followed by an underscore ( _ ), and then the first eleven (11) characters of the alias. Note that characters include letters, numbers, periods, underscores and other special characters. Here are some examples: - steve@mycompany.com = mycompan_steve - steve.johnson@mycompany.com = mycompan_steve.johns - steve@acmeco.com = acmeco.c_steve Domain: Enter shared Password: Outlook password (created in the Create and Verify Password section) Save password in my Mac OS keychain: Check this box to save the password on the computer Exchange Server: Type in mail.securembox.com/exchange/[your Outlook address] (e.g., mail.securembox.com/exchange/steve.johnson@mycompany.com) This DAV service requires a secure connection (SSL): Check this box 12. Click the OK button. s will be synchronized between the Exchange Server and Entourage. This step may take several minutes to complete. Other Clients If your company uses other clients, please contact your company s Online Software administrator for assistance. GSG Page 9

10 Connect to Mobile Devices If you have Outlook Full Access, you can connect Outlook to mobile devices that are compatible with ActiveSync. If you use a BlackBerry, follow the steps in the BlackBerry section. ActiveSync ActiveSync allows you to access Outlook with Exchange through mobile devices that are compatible with ActiveSync, which includes iphone, ipad, Windows Mobile, Android and Palm devices. ActiveSync is included with the Outlook with Exchange Full Access version and can be used to automatically synchronize e- mail, contacts, calendar and other information from Outlook to mobile devices. Due to the large number of phones that offer ActiveSync access, it is not possible to provide detailed instructions for all devices. However, the instructions that are described for Windows Mobile and iphone devices will generally be applicable across other devices. For specific details on other models, please review the device s owner manual. Regardless of the device type, the following information will need to be entered into the device to set up ActiveSync: Server: mail.securembox.com Username: [user s Outlook address] Password: [user s Outlook password] Requires SSL: [Make sure this is checked or selected] Domain Name: shared Configure Windows Mobile 5.0+ Device 1. Start the device and navigate to Programs. Click on the ActiveSync icon on the lower right corner. GSG Page 10

11 2. Click on set up your device to sync with it link or else go to Menu and select Configure Server option. 3. When prompted for the Server Address, type in the mail.securembox.com. Make sure that This server requires an encrypted (SSL) connection checkbox is selected. Click Next. mail.securembox.com GSG Page 11

12 4. Enter your Outlook address and password. For Domain, enter shared. To automatically log into the Outlook account from the mobile device, select Save Password option. [Outlook address] [Outlook password] shared 5. Select which data should be synchronized between the mobile device and Outlook with Exchange (i.e., Contacts, Calendar, , Tasks). Click Finish. 6. If you receive the following system alert, click OK to continue. Exchange server mail.msecurembox.com must enforce security policies on your device to continue synchronizing. Do you want to Continue? 7. Once you are finished with these steps, synchronization will begin between the phone and Exchange server. GSG Page 12

13 Configure iphone Backup contact and calendar data since the data will be erased during the ActiveSync setup process. 2. Select the Settings icon. 3. Go to Mail, Contacts, Calendars. GSG Page 13

14 4. Select Add Account. 5. Select Microsoft Exchange. GSG Page 14

15 6. Enter the following information: [Outlook address] Username: [Outlook address] Password: [Outlook password] Server: mail.securembox.com Domain: [leave blank] Description: [account description] 7. Select Next. 8. Select which data should be synchronized between the iphone and Outlook with Exchange (i.e., Mail, Contacts, Calendars). 9. Press Save. 10. Once you are finished with these steps, synchronization will begin between the iphone and the Exchange server. *NOTE: iphone 3.0 supports just one Exchange account. GSG Page 15

16 BlackBerry Access Add-On You can access Outlook with Exchange through your BlackBerry device using the BlackBerry Access Add-on. Your Online Software administrator will have to purchase this add-on and assign the service to you. The following activation steps will have to be done within 72 hours of when your administrator assigns the BlackBerry license to you. If you have any questions, contact your administrator. 1. Perform a hard reset of the BlackBerry device to restore the phone to factory default settings. A hard reset will erase all stored data so back up any data you wish to save. For details, see the device s owner manual. 2. From the BlackBerry device s home screen, select Applications and then Options. Next go to Advanced Options and then Enterprise Activation. 3. Enter your Outlook address. For the password, enter: Click on Activate. [Outlook address] Initial synchronization will begin. If you change to a different BlackBerry device, you will have to go through a similar activation process. Please see your Online Software administrator for details. Still need help? Refer to the links available in the Setting Up Services in the Online Software portal home page. If you still need help setting up Online Software, contact your administrator or call us at GSG Page 16