microsoft outlook 2003 installation & setup - utorweb · these instructions are relevant if you...

November/08 INformatIoN CommoNs Help Desk – Help.IC.utoroNto.Ca page �

INstallINg outlook

before you start...If you have local computer support staff in your department, they will likely be responsible for the installation of any software on your computer and you may already have Outlook installed. Check with them before you start. If you already have Outlook 2007, go to Activate Your Exchange Account. If you are responsible for the maintenance of your computer and do not have Outlook installed, it can be purchased as part of the Microsoft Of-fice suite or as a standalone application. You can get educational versions at either the Information Commons Licensed Software Office or at the UofT Computer Shop.

Install outlook from a CDThese instructions are relevant if you are installing Outlook 2003 as part of Microsoft Office or as a standalone product.

1. Insert the Office or Outlook CD into the CD drive.

2. If an installation window automatically appears, skip to step 3, otherwise go to Start / Computer, browse to the CD drive and double-click the setup.exe file.

3. In the first few installation screens, you will need to fill in your product key, personal information and agree to the license condi-tions. Click Next to complete each step.

4. Choose the type of installation you want and click Next.

5. When the installation is complete, click Finish.

aCtIvate your exHaNge aCCouNtBefore you configure Outlook for Exchange, you must activate your Exchange account. This will start the process of migrating your online email folders to the Exchange server so you can access them through your Exchange account.

1. Go to www.utorid.utoronto.ca and click I would like to mi-grate to Exchange.

2. Follow any instructions that appear.

personal folders and Contacts Your Personal Folders/Local Folders etc. in your old IMAP account will not be automatically migrated across with your online folders. This is because personal folders sit locally on your computer rather than on the mail server. To keep these folders and contacts, you must re-attach or import them to your new Outlook Exchange account. If you are currently using Outlook for your email, make note of the location of these files as well as make backup copies BEFORE you create your new Outlook profile for Exchange. See the section Locate Outlook Personal Folders at the end of this document. Once you’ve finished configuring Outlook for Exchange, you can re-at-tach/import personal folders and contacts.

CoNfIgure outlook for exCHaNgeYour email account configuration settings are stored in a profile. Your profile can include an Exchange server account, Internet mail accounts and personal folders. If several people share the use of a computer, each must have their own Outlook profile on that computer. Whether you already use Outlook to access your email, or are setting it up for the first time, you will need to set up an Exchange account profile. If you are already using Outlook, we recommend you set up a separate profile for your Exchange account and keep your IMAP profile as an archive.

1. Close Outlook if you have it open.2. Open the Microsoft Office Profile Manager:

• In Vista, go to the Control Panel and type Mail into the search box (see a in the image below). Select the Mail applet (see b in the image below).

• In Windows XP, go to Start / Settings, and choose Control Panel. In Classic View, double-click the Mail icon.

3. Click Show profiles (if you don’t have a profile already set up, you won’t see this window. Proceed to step 4).

4. Click Add.

5. Under Profile Name, type UTORexchange, and click OK.

Microsoft outlook 2003 INstallatIoN & setupWINDoWs xp aND vIsta

U TO R E XC H A N G E : C A l E N dA R i N G A N d E m A i l U p G R A d E w i T H m i C R O s O f T E XC H A N G E

a

b


6. Choose Add a new e-mail account and click Next.

7. Choose Microsoft Exchange Server and click Next.

8. Type arborexch01.utorarbor.utorad.utoronto.ca in the Micro-soft Exchange Server field. Make sure Use Cached Exchange Mode is checked and type your UTORid in the User Name field. Click More Settings.

9. After a short period you will see a failure notification. Click OK.

10. In the next window, click Cancel.

11. In the window that appears next, go to the Connection tab, en-able Connect to my Exchange mailbox using HTTP and click Exchange Proxy Settings… .

12. Set the Exchange Proxy Settings:

(a) Type autodiscover.utoronto.ca under Use this URL to connect to my proxy for Exchange.

(b) Check the box beside On fast networks, connect using HTTP first, then connect using TCP/IP.

(c) Check the box beside On slow networks, connect using HTTP first, then connect using TCP/IP.

(d) Select Basic Authentication under Use this authentication when connecting to my proxy server for Exchange.

13. Confirm all changes by clicking OK, OK, Next, and Finish.

14. Click OK to get back to the Mail window. Select Always use this profile and select your Exchange account from the pull-down menu. Click OK.

15. Start Outlook. In the Connect window, type utorarbor\UTORid (where UTORid is your actual UTORid) in the User name field and type your UTORid password in the Password field. Click OK.

16. Outlook immediately begins synchronization with the Exchange server. This process can take a long time, but happens only once. Leave Outlook running until the Outlook status bar displays: All folders are up to date.


outlook users

re-attach the personal folder/sent Items1. Go to File / Open and choose Outlook Data File.2. Outlook goes to the place where it expects your file to be and

presents it. You then just need to click on the file you made note of earlier (usually this file is called Outlook.pst).

3. If Outlook does not open up where your file is, browse to the correct location and select the file. If you did not make note of the pst file location earlier, you can use Windows Search to locate it by search-ing for *.pst.

4. Click OK. Your Personal Folders will appear in the left-hand list, with any emails that you put in there, plus your old sent items.

move Imap sent Items to exchangeIf you wish to keep your sent items, it would be a good idea to copy them into your Exchange Sent Items folder instead. To do this:

1. Click on your Sent Items folder to display the emails.2. Click on any email, and then click on the Edit menu and then Select

All (or ctrl + A).3. Select Move to Folder.. from the Edit menu.

4. In the list, select your Exchange Sent Items folder (make sure that you haven’t selected your IMAP Sent Items by mistake), and click OK.

Copy local Contacts to exchangeTo make a copy of your local Contacts to the Exchange server:

1. Click on the Contacts tab near the bottom of your Outlook screen. You should see a list of all the contacts that are currently in your Personal Folders. If not, click on Contacts in Personal Folders on the left hand side (or whatever name you gave your local contacts), click on one of your contact’s name, then press Ctrl+A. This should highlight all of your contacts

2. Press and hold the Ctrl key and drag the contacts to your Exchange Contacts folder (make sure not to put them in any of your local contacts folders if you have more than two folders).

3. Your contacts should now be on the Exchange server and should appear when you select the Contacts folder.

outlook users — loCate your outlook persoNal folDersIf you are using Outlook as your IMAP email client, your Outlook .pst files contain previous Outlook settings, including locally stored email, sent mail and contacts. You should make note of the location of these files BEFORE you create your new Exchange account outlined in the Exchange Profile Setup instructions as well as make backup copies. Once you have created the new profile for Exchange, you will not automatically have access to these folders. finding the location of your personal folders

1. In Outlook, click on the File menu and choose Data File Management..

2. Select the Personal Folders (you might have more than one) in the list, and click on the Open Folder.. button.

3. In here, you will see the .pst file that contains your Personal Folders highlighted. Make a note of the path in the address line (you could copy and paste into a Notepad file) and also make a note of the name of the file itself. It may look something like this:

C:\Documents and Settings\Your Login name\Local Settings\Applica-tion Data\Microsoft\Outlook

You have done this so that you can identify the file when you come to re-attach it.

4. You can backup .pst files by making a copy of the Outlook folders you found in the steps above and moving the copy to a safe place such as c:\mailmigrationbackup.

5. If you come to this section as part of the process of setting up your Exchange account, you can now return to Configure Outlook for Exchange in the Installation & Setup instructions to continue. Once you have configured and logged into Outlook, you can go through the section on re-attaching the personal folders and sent items earlier in these instructions.

loCate outlook persoNal folDersWINDoWs xp aND vIsta

persoNal folDers & CoNtaCtsWINDoWs xp aND vIsta