Computing Center

Setting Up and Using Exchange with Microsoft Outlook 2007 through ROH

Introduction

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.

This documentation is specifically intended for students and for those who wish to connect to their exchange mailboxes with Outlook 2007 from off campus. In the past, one would have to establish a VPN (virtual private network) to connect to the Trinity network. This documentation will show you how to set up Outlook to use ROH, so that you can connect to your exchange mailbox from off campus without the need to establish a VPN.

E-mail Accounts and Passwords

You should know their NT account, password, and e-mail address. If you don't already have this info please call the Help Desk at x2100.

INFORMATION YOU'LL NEED BEFORE YOU BEGIN 



E-mail
Username:__________________________________________________

E-mail
Password:__________________________________________________

E-mail
Address:___________________________________________________
System Requirements:	Outlook 2007
			Working Internet Connection

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). Go to the Control Panel, which is located in the Start menu, and double-click on the Mail Control Panel.

Next, you will be prompted to create your Outlook 2007 profile. Make sure Always use this profile is selected and click Add.

Enter your Trinity College username as the Profile Name and click OK.

At the Add New E-mail Account window, make sure Manually configure server settings is checked and click Next.

Select Microsoft Exchange and click Next.

Enter HICKORY for the Microsoft Exchange server name and enter your Trinity username. Then click Check Name.

NOTE: If you are doing this setup from a network external to Trinity College you may receive the following error message: "The action could not be completed. the connection to the Microsoft Exchange Server is unavailable. Outlook must be online or connected to complete this action."

Clicking OK on the error message will open up the screen below.

Simply click OK to move on to the following settings window. Click on the Connection tab and check Connect to Microsoft Exchange using HTTP and then click on the Exchange Proxy Settings button.

Enter webmail.trincoll.edu under the section Use this URL to connect to my proxy server for exchange.

Then check the box Only connect to proxy servers that have this principal name in their certificate and enter msstd:webmail.trincoll.edu in the corresponding field.

Make sure On fast networks... and On slow networks... are both checked.

Finally, change the Proxy authentication settings to Basic Authentication.

Click OK, Apply, OK, Next, and Finish in the following windows to finish the setup wizard.

 

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 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.

Forwarding and Responding to a Message

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.

Attaching Files to Messages

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.

Creating Mailboxes

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).