Setting Up and Using Microsoft Outlook 2002

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.

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, put your last name and then your first name as shown below. 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 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 usually the first letter of your firstname, followed by up to seven letters of your last name. (e.g. Jack Kerouac becomes jkerouac but Allen Ginsberg becomes aginsber). It is important 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).

The last box, where it asks for "Domain Name:" enter "cmpcntr".  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 "Advanced".

At the bottom of this screen, under "Logon network security", there is a pull-down menu. If you are a student, choose the option "None" but if you are faculty/staff choose the option "Password Authentication". 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, start by right clicking on the icon for for Outlook and choosing "Properties" from the list that comes up. 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. 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:

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 in room 133 of MCEC.

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. For more information on attachments, please view the document Reading and Creating Mail Attachments.

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).

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Last Modified: 09/27/2004