Configuring Outlook Profiles for the Client Mail

March 19, 2007

I work in a company that provides various kinds of services. We have a pretty distributed corporate network throughout the country. Many people use our mailing server to collaborate with each other. Some work in local offices, some go out for a business trip. Add here the never-ending flow of incoming clientèle and you’ll probably see yourself as it’s you are talking from this blog. Nothing that unusual. We know it’s our normal quite serene working day in IT department. No matter where we are actually working in. Routine. Returning back to what I have in my corp. As we also have external offices this adds the additional complexion. We definitely needed some way to separate client accounts at least to differentiate between customers and workers. The standard way to answer the task is to use outlook profiles. That’s what we did.
We started with quite a brute way of making this. We wrote down the guide on the corporate intranet site describing the steps the new user should take himself to setup outlook profiles. Again nothing that comes extremely unusual, just the standard multi-step follow-up to guide user through the manual configuration. Except that the diversity of users forced us to enhance the guide to handle several basic configurations of used version of Outlook and the operating system it runs on.
Here I will go a little bit aside to talk about intentions and decisions. (Sometimes they differ, huh?) First I wasn’t thinking about showing you that ‘guide’ we created. I just didn’t want to attack you with additional strings of ASCII bytes to narrow the excess and cancel the empty non-informative noise. But then I come thinking of why not to show you our errors and describe the underlying story a bit more detailed to get it more descriptive and explanatory. This would bring some humor and joy and allow some of you to not repeat my errors. Sometimes it gets the positive result if someone learns from the errors of your own. So I decided to include that our user manual and put some extra info to show how we found the the way to resolve the problem settled down the internal and external collaboration to run in a fully automated way. Here it is in all its glance though in a slightly abridged form (I cut down the specific info).

How to set up Outlook profiles to work with your mail in the XYZ corporation network

Operating System: Windows 98
Outlook client: Microsoft Outlook 2000

1. Click Start
2. Select Settings\Control Panel to open the Control Panel window
3. Locate the Mail or Mail and Fax icon and double-click on it to launch the applet
4. In the Mail dialog box opened Add button to start the Inbox Setup Wizard
5. In the wizard page opened select the Use the following information services radio button and check the Microsoft Exchange Server check box in the scrolling field below
6. Click next to move to next wizard dialog box
7. Click into Microsoft Exchange server field and type the following in it
mail.xyz.com
8. Switch to second field on the wizard dialog box and type your last name
9. Click next to move to next wizard dialog box
10. Click No when prompted to ask “Do you travel with this computer?” question
11. Click Finish to close the wizard
12. Select the created profile and click Properties button
13. On the XYZ Corporation Properties mailbox dialog box select the Microsoft Exchange Server and click Properties button
14. In the Microsoft Exchange Server dialog box opened check you’ve entered correct settings for the mail server address and the name of your mailbox we put previously in steps 7 and 8. Revise if the mail server address was typed correctly and listed as
mail.xyz.com
as you wouldn’t be able to work with mail if the address was incorrectly set
15. Click OK to close the window
16. Now double click the Outlook icon on your desktop to start mailing program.
17. In the Enter password dialog box type
18. Your login name into the User Name field
19. XYZ in the in the Domain Name field
20. Your password into the Password field
Note: if you don’t know your your login and password check with your supplementary Account setup form list or contact system administrator by phone to get them BEFORE proceeding with next step
21. When entered click OK to proceed with settings and log in to mailbox

Note: if you need to create multiprofile setup, refer to How to create multiprofile mail setup document on the http://intranet/techinfo/mail/outlook/ompmbseetup.doc

Operating System: Windows 2000, Windows XP
Outlook client: Microsoft Outlook 2002, Microsoft Office Outlook 2003

1. Click Start
2. Control Panel to open the Control Panel window
3. Locate the Mail icon and click on it to launch the applet
4. In the Mail dialog box opened Add button and enter the profile name in the New Profile dialog box
5. In the Mail Setup – Outlook dialog box click on the E-mail Accounts… button to launch the E-mail Accounts wizard
6. Select Add a new e-mail account radio button to be able to add your new Outlook account
7. Click Next to go to next wizard dialog box
8. On the Server type dialog select Microsoft Exchange Server radio button and click next
9. On the Exchange Server Settings dialog box fill in the field with the data contained in the supplementary Account setup form list or contact system administrator by phone to get the info
10. In the Microsoft Exchange Server field enter mail.xyz.com as the address to be used by Outlook to connect and retrieve your personal mail
11.1 If you are using Office Outlook 2003 check the Use Cached Exchange Mode checkbox below
11.2 If that is not true and you are using the previous version of Microsoft Outlook go to next step
12. In the User Name field enter the name to be used for your mail box. If you don’t know your username, click Start and use the name written in the caption of the Start menu
13. Click Check name to verify the entered name and avoid conflict with existing names (if any)
14.1 If you are using Windows XP, enter username@xyz.com in the User name field and fill in the password in the field below
14.2 If you are using Windows 2000, enter your username in the User name field, fill in the password in the next field and enter xyz in the Domain name field
15. If Microsoft Outlook notification message box appears notifying you about existing personal folders appears, go to step 17
16. Setup is now finished. Click Finish button the save settings and exit the Outlook configuration wizard
17. Click Yes button to confirm and continue
18. Start the Mail Setup – Outlook dialog box (see step 5 above) click on the E-mail Accounts… button to launch the E-mail Accounts wizard
19. Select View or change existing e-mail accounts radio button and click Next button
20. In the E-mail Accounts dialog select Microsoft Exchange Server entry within the Outlook processes e-mail for these accounts in the following order
21. Server will ask you to authenticate. Enter the data as discribed in steps 14.x above
22. Change delivery target in the Deliver new mail to the following location drop-down list and choose Mailbox – Username, where Username will be the name you used to authenticate and click Finish

Pretty complicated, isn’t it? I bet you agree. Imagine how complex this comes for the person who doesn’t need to know deep in IT and just wants to concentrate on his personal work responsibilities. Twenty steps to complete to just configure mail profile. That last not too long until we realized that this mess cant last any longer and we should implement something to smooth the process for users and, if possible, make it completely automatic and transparent for the user.

How to create a new e-mail profile in Outlook 2007 and in Outlook 2003
Overview of Outlook e-mail profiles

Create a new e-mail profile in Outlook
Manage Outlook profiles
Get the version number for your Office program and information about your computer
Use Outlook Anywhere to connect to your Exchange server without VPN
What is a Microsoft Exchange account?
Change the password for your .pst file

Scan and repair corrupted Outlook data files
Turn on or off Cached Exchange Mode

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