Setting Up and Using Microsoft Outlook 2003
Electronic mail, or "e-mail," has become an
indispensable tool for intra- and inter-office communication. It allows
computers to send messages to people all over the world, as well as
Trinity students, faculty and staff. Outlook
is used in reading, storing, and sending e-mail messages over the
Internet. These pages provide information on how to
set up
Outlook, and some basic instructions in its
use.
E-mail Accounts and Passwords
Both faculty and staff should know their NT account,
password, and e-mail address. If you don't already have this
info please call the 2100 Help Desk.
INFORMATION YOU'LL NEED BEFORE YOU BEGIN
E-mail
Username:__________________________________________________
E-mail
Password:__________________________________________________
E-mail
Address:___________________________________________________
Note: Before you can setup Outlook
on your computer, you must logon to the CMPCNTR domain.
Setting up logging on to the CMPCNTR
Domain:
Right click on My Computer and
choose Properties. Click on the 2nd tab, Computer Name.
Click on the "Change..." Button. In the next box, type your user name
in the Computer Name field. Next, mark the circle next to domain
and type "cmpcntr.tc.trincoll.edu" (without quotes) into the
field. You will then be prompted to enter your user name and password:
in the user name field type "cmpcntr\username" (without
quotes), where username is your user name.
All the students on campus and
everyone off campus who whishes to use the Outlook as their
E-mail program have to use the VPN (Virtual Private Networking)
connection in order to properly authenticate their computers.
Otherwise the Outlook will not be able to connect to the E-mail server
and you will get the "response timeout error". For the instruction on
how to set up the VPN connection on your computer please follow the link
below.
http://caribou.cc.trincoll.edu/depts_cc/documentation/comm-dialin/VPN/default.htm
Part I: Configuring Outlook
Before you can get your email
through Outlook, it must first be configured. This simply means
telling it your name, your email account, and where it's all stored
(after all, it has to know where and what to look for when it's getting
your mail). The first time you open Microsoft
Outlook, the following window should open. |
Insert your first and last name as you want it to look on
outgoing email messages. Then click OK. On the next screen make sure the
button next to "Add a new e-mail account" is checked. Then click Next.
In the next window you will be asked to choose the type
server for your email account. Check the box next to "Microsoft Exchange Server"
and then click Next.
On the next page you will need to enter the following
information. If you are a student, in the box next to "Microsoft Exchange
Server:" enter "hockberry". However, if you are faculty/staff, in
the box next to "Microsoft Exchange Server:" enter "hickory". In the box
where it asks for your User name, enter you username, which is usually your
first initial and up to seven letters of your last name (e.g. Jack
Kerouac becomes jkerouac but
Allen Ginsberg becomes aginsber). Then, click on Check Name.
Students:
Faculty/Staff:
Outlook will look for your exchange account, and if your account is found,
the box next to "Microsoft Exchange Server:" will read either "hockberry" or "imap.trincoll.edu"
and in the bottom box, your name should be underlined. If it is not able to find
your name, call the Help Desk at x2100
You may have been asked for a username and password when you clicked Check
Name. If you get the following window, enter cmpcntr\your
username in the first box, and then your password in the next box.
You will have been provided with your username when you first got your e-mail
account activated. It is important to note that all usernames and
passwords are supplied in lower case. The mail system is case sensitive. Epound
is not the same as epound. Some people will also have numbers attached at the
end of their usernames (to distinguish all the jsmiths for example).
Then press OK. If you get a message saying the password is
incorrect, call the Help Desk at x2100.
If you did not get asked for a password here, just continue and you will get
asked some time later. Follow the above steps any time you are asked for a
username or password.
After Outlook has found your account, you should still see the screen that says
HICKORY or HOCKBERRY and your name. Click on the More Settings... button.
The following window should come up. In the first box, it should say "Microsoft
Exchange Server". Click on the tab labeled "Security".
Under "User identification" check the Always
prompt for username and password box. At the bottom of the page under
"Logon network security" leave the default option. Then press OK.
At this point it may ask you for your username, password, and domain. Follow the
instructions described above.
Click on Next to get the following screen. Click Finish to
complete the setup. You are now ready to use Outlook.
Part 2: Other ways to Configure Outlook
There are ways to configure Outlook if you can't do it the way described
above. Use the following method if:
- The steps detailed above did not work for some reason
- You did something wrong in the steps above and need to fix it
- You do not get the window that prompts you to create a new profile
- You need to change your settings at any point in time
When you start to use Outlook, you will need to create a profile for yourself
that stores all your email information. If you have not used Outlook, and do not
have a profile follow the instructions in "Creating a New Profile".
If you already have a profile, but you need to change it for some reason, follow
the steps outlined in "Changing a Profile".
Creating a New Profile:
If you start Outlook and do not get the prompt to create a new profile, or you
already have profiles on the computer and you want to create a new one,
go to the Control Panel and double
click on the mail icon. If you already have profiles set up, you will get
the following screen. Click on the button Show Profiles... to see a list
of the profiles already set up.
You should then get the following screen. Any profiles you
already have will be listed in the top box.
If you do not already have profiles set up already, you will go directly to
the screen shown above.
To create a new profile, click the Add... button. This will bring up the
following screen:
From here, follow the instructions described in "Part 1: Configuring Outlook"
to set up Outlook. When you are done, you should see the following screen again,
but this time it will have your new profile listed. At the bottom of this screen
are two buttons. You will probably want the button next to "Always use this
profile" checked. This will open your account every time you open Outlook. Click
OK and you should be all set to use Outlook.
Changing a Profile:
If you ever need to change your profile for some reason, this is easily done by
following these steps. First, right click on the Outlook icon and choose
"Properties" from the list that comes up. You will see the following screen come
up. Click on Show Profiles...
You should get the following screen with a list of existing profiles. Click
on the one you want to edit and click on Properties.
You should get the following screen. Click on E-mail Accounts...
You should get the following screen. Make sure "View or change existing
e-mail accounts" is checked and then click Next.
The next screen should look like the one shown below.
Under "Deliver new e-mail to the following location" it should say
Mailbox - Your Lastname, Your First name. Click on Change... to
make changes to your email account.
You should get the following screen. Follow the instructions outlined in the
first section to make sure your email account is configured properly.
Students:
Faculty/Staff:
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Part 3: Using Outlook
This section covers some of the basic
functions of Outlook, such as viewing,
sending, and forwarding
email. More information can be found using the help feature of Outlook,
which you can get to by choosing "Help" from the top menu bar. You can
also get more documentation by visiting the Help Desk on level B of the
Library & Information Technology Center.
Opening, Viewing and
Deleting Mail
When you open Outlook, you should be
prompted to enter your username, password, and domain. You should know
your username and password, and the domain should always be "cmpcntr".
Once this information is entered, Outlook will open and should take you
to your inbox, which is where all the messages you receive will first
come in. Outlook will check for new email messages and if you have any,
they will be shown in your inbox. Also, if you have any old messages
left in your inbox, you will be able to see those too. Any messages you
have not yet opened will be shown in bold. To open a message to read it,
simply click on the message and it will open in a box below the inbox.
You can delete a message while it is
open by hitting the Delete button on your keyboard or by clicking
on the Delete button in Outlook. The Delete button in Outlook
looks like an X and is in one of the toolbars above the inbox. Doing
this will move email to the "Deleted Items" folder, but they will not be
deleted permanently. You can get rid of the messages in the "Deleted
Items" folder by clicking on "Tools" in the menu bar and choosing 'Empty
"Deleted Items" Folder'.
Sending a Message
To create a new mail message, click
on the button in the toolbar labeled New.
A list will come up and you should choose the option Mail Message.
At this point, a new message window will appear, with the cursor
(now in the form of a blinking insertion point) situated at the start of
the "To:" field. The cursor can be traversed through these fields by
using the "Tab" key or by moving the cursor into a particular field and
clicking the mouse button. Write the address of the recipient in the
"To:" field. Another way to fill in this part is to
click on the "To:" next to the field, which will bring up a window in
which you can choose to add people from you address books. This will be
discussed in more detail below. In addition to the "To:" field,
the new message window also contains a "From:" field which has been
automatically been filled in with the return address. The subject line
should be filled out as a courtesy, a short line explaining what the
message is about should be typed here.
The other fields are optional and do not need to be
filled. The "Cc:" and "Bcc:" fields will send copies of the letter to
other people. Addresses listed in the "Bcc:" field will not show up to
the other recipient while the "Cc:" field will. Attachments will list
any files that are attached to the e-mail message.
The "Bcc:" field does not show up automatically, but you can choose to
add people to that field by clicking on the "To:" or "Cc:" buttons. This
will bring up a window that will let you choose to add people from your
address books. A list of names will come up and to add someone as a
recipient of the message, simply click on their name, and then click on
the button where you want to add them, either To->, Cc->
or Bcc->. You can choose to view people from different address
books by choosing from the pull down menu at the top of the window.
Address books are explained in more detail below. When you are done
choosing the message recipients, click OK and the addresses you
chose will be added to your message. Once the header is complete,
type the message to be sent in the large box below the header. When the
message is ready to be sent, click the Send button located at the
upper right-hand corner of the window.
To forward a message, click on the
Forward button on the toolbar above the inbox. This will open a
message window with the cursor in the "To:" field. Enter the email
addresses of the people you want to forward the message to. You can also
fill out the "Cc:" field to send copies to other people. The message box
will contain a copy of the original message. You can add a note to this
message if you like. When the message is ready to be sent, click on the
Send button in the upper right-hand corner of the window.
You can reply to a message by
clicking on the Reply or the Reply to All button.
Selecting Reply from
the toolbar menu to reply to a message. A new message window will
open with the "To:" and "From:" header already filled. Selecting
Reply to all from
the toolbar will send a reply to every
address listed in the "To:" and "Cc:" field.
It is possible to send a formatted document or binary
file such as a program to someone through e-mail.
Once you have composed a message, to add an attachment to it, click on
the button that has a picture of a paperclip. A box will
come up and will prompt you for the name of the file you wish to
attach. Navigate to the file's location, select the
file and click Insert.
This will attach the file to your email and the
name of the attached file should appear in the "Attachments:" field in
the header. You can now send the email with the
attachment.
To create a new mailbox, an alternative place to store
received mail, go to the File menu bar
and select New. Then select
Folder and a window should come up asking you to name the folder.
Give the folder a name of your choice. Also choose where you want this
folder to be from the list provided, and then click OK. It will
ask you if you want a shortcut to the folder from your Outlook bar,
which should be the leftmost bar on your screen. It is your choice if
you want a shortcut here. Then, a folder will be created where you can
store your email messages. You can create folders to organize your email
any way you like. Once a mailbox has been created,
you can transfer old messages into it. To do
this, click on the email message and drag it to the
folder you want. The mail will be automatically transferred from
one mailbox to another. To access this mail in the future,
click on the folder from the Folder List, which is on
the left-hand side of your screen.
Creating
an Address Book
Outlook provides you with a few
different address books that you can use to
look up and select names, e-mail addresses, and distribution
lists when you address messages. When you type a name in the
"To:" or "Cc:" field of an e-mail message, Outlook automatically
checks to see if the name you typed matches a name in
one of your address
books. If a name you enter is found, it will
become underlined and the way the name is displayed may change. The
types of address books available in Outlook are described below.
The Global Address List is a feature of
Microsoft Exchange Server that contains all user and distribution list
e-mail addresses in your organization. You do not
edit this address book yourself; the administrator creates and
maintains this address book. The Global Address List
you have access to at Trinity will list the email addresses of people
affiliated with the school who have Microsoft Exchange accounts. This
includes faculty, administration, staff, and some students. You can
access this list when creating a message by clicking on the To:
or Cc: buttons in the header of your new message. Make sure the
pull-down menu at the top of the window that comes up is set to "Global
Address List" and then choose the people you want to send the email to
from the list that comes up.
The Outlook Address Book is created
automatically and also contains the contacts
in your Contacts folder.
You can access the Outlook Address Book the same way as the Global
Address List, by clicking on the To: or Cc: buttons and
then choosing it from the pull-down menu at the top of the window. When
you send an email to someone, they will be automatically added to your
Outlook Address Book. In addition you can edit and use the
Contacts folder to store and retrieve
all types of information about others, such as street addresses, phone
numbers, e-mail addresses, fax numbers, and Web page addresses. When you
update your contacts, the Outlook Address Book is updated as well.
The Personal Address
Book is used to store distribution lists you use frequently, such as a
list of everyone on a sports team or club.
The personal address book is very similar to the Outlook Address Book,
but the Outlook address book has more features such as,
distribution lists, display (friendly) names, aliases, and other
features. However, the Personal Address Book
is available offline and
the Outlook Address book is not
For more
information:
You can contact the Help
Desk by visiting the desk on B level of the LITC, or calling x2100
(faculty and staff) or x2007 (students).
Return to Help Guides Index
Last Modified:
10/03/2007 |
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