by Steve Galloway | Jun 5, 2015
Update your email account settings when your email account password changes, your mail server or the security settings change, or when you want to customize settings, such as how your name is displayed to other people.
The settings you can change vary by account type. For example, if you’re using an Exchange account, only the Exchange server admin can change your name as it appears to other people. To manage an email account:
1. Click File > Account Settings > Account Settings.
2. Select the email account you want to change, and then click Change.
Update your email account password
If you want to change the password used to access your mail server, follow the instructions provided by your email account provider. After your password for the mail server changes, then change the password saved in Outlook.
Under Logon Information, in the Password box, type your password.
If you don’t want to be prompted to enter your email account password each time you send and receive messages, select the Remember password check box.
If you select the Remember password check box, your account is accessible to anyone who has access to your Windows computer account.
Update your email address
Occasionally, your email address might change. For example, anne@contoso.com might become anne1@contoso.com. You can update the server setting in your account settings.
1. Under User Information, in the Email Address box, type your email address.
2. Click More Settings.
3. On the General tab, under Other User Information, if you specified an email address in the Reply email address box, make sure it’s still correct. If you leave Reply email address blank, when people reply to your email, the address you entered in step 1 is used.
With an Exchange account, only your Exchange admin can update your email address.
Update your email server
Sometimes the server you connect to in order to receive and send email might change.
For example, your ISP notifies you the outgoing mail server is changing from outgoing.example.com to smtp.example.com. You can update the server setting in the account settings. Your email provider can give you the correct server names.
- Under Server Information, in the Incoming mail server and Outgoing mail server boxes, type the server names. The name can be the same for both, but usually is different.
Change the way your name is displayed to other people
- Under User Information, in the Your Name box, type your name the way you want it to appear to other people.
With an Exchange account, only your Exchange admin can update your name.
Additional settings
- Click More Settings, and then you can change the following (options vary by account type):
- On the General tab, under Mail Account, type the name you want to show in the Folder Pane and the From box (if you have added multiple email accounts).
- If you are using an IMAP email account, you can control when items are deleted. Under Purge Options, check or uncheck Purge items when switching folders while online.
- On the Folders tab, you can choose where mail you send from this account is saved.
- On the Outgoing Server tab, you can specify whether your outgoing SMTP mail server requires authentication. This is almost always required if your ISP allows you to send email messages through your ISP email account when you are not directly connected to the ISP network. For example, if you want to send an email message with your home ISP email account and you are away from home connected to your work network, you usually must select this option.
- On the Connection tab, you can configure how Outlook connects to the mail server.
- If you are instructed by your ISP or email admin to change the port numbers or encryption method used by your email server, you can make the change on the Advanced tab.
Exchange accounts have these options:
- On the General tab, under Mail Account, type the name you want to show in the Folder Pane and the From box (if you have added multiple email accounts).
- On the Advanced tab, you can specify additional Exchange mailboxes to open. This can be used if another person has given you access to some of his or her Exchange folders or someone has granted you Delegate Access permissions.
- To reduce the size of your offline Outlook Data File (.ost), on the Advanced tab, click Outlook Data File Settings, and then click Compact Now.
- Security settings can be changed on the Security tab. Don’t change these settings unless instructed to do so by your Exchange admin.
- When you’re away from the office, Outlook Anywhere enables you to connect Outlook to your Exchange account from any Internet location without a using a virtual private network (VPN) connection. To turn on Outlook Anywhere, on the Connection tab, under Outlook Anywhere, check Connect to Microsoft Exchange using HTTP, and then click Exchange Proxy Settings. Your Exchange admin must enable this feature and provide you the proxy settings
by Steve Galloway | Apr 26, 2015
A “Resource” is a “contact” in an Exchange/Outlook Calendar that represents a room or a piece of equipment. In the same way that a person can have an email address and can be assigned to meetings, rooms and equipment can be treated the same way in Exchange.
Equipment can include anything from a mobile phone to a fleet vehicle.
Resources are established by an Exchange administrator by creating a unique name and assigning an email address to the resource. Users who have access to Exchange can access a resource list to create a meeting and they can “invite” the resource to the meeting just like setting up a meeting with a person. Network administrators are needed to create and configure resource accounts because these kinds of accounts are created and managed in Exchange Active Directory, which requires expert knowledge.
If the resource is available for a “meeting”, it can be reserved by the user. That resource is then removed from the list of available resources until its “meeting” is finished. If the resource is already reserved for a meeting, it cannot be used. Values can be attached to resources, too. For instance, a limit can be set so that a room can only accept a maximum number of people at a meeting. Also, equipment limits can be set so that a laptop can only be in use once.
The system is scalable and can cope with large volumes and types of resources including equipment. Universities use Exchange resource accounts to manage their rooms and equipment distribution on campus.
Outlook’s includes a scheduling assistant which graphically charts availability of resources.
There are two kinds of resource mailboxes:
1. Room mailboxes – A room mailbox is a resource mailbox that’s assigned to a physical location, such as a conference room, an auditorium, or a training room. After an administrator creates room mailboxes, users can easily reserve rooms by including room mailboxes in meeting requests.
2. Equipment mailboxes – An equipment mailbox is a resource mailbox assigned to a resource that’s not location specific, such as a portable computer, projector, microphone, or a company car. After an administrator creates an equipment mailbox, users can easily reserve the piece of equipment by including the corresponding equipment mailbox in a meeting request.
Resources can be reserved in a calendar using Outlook Web Access or with desktop installed versions of Outlook. If other users need to see resource usage, consider shared calendars or group calendars. Once you have decided how to organize your calendar, follow these steps for OWA or Outlook client for desktop.
1. Reserving rooms resources using Outlook Web Access (OWA)
– log in to OWA at http://mail.office365 using your email address and password.
– click down the app menu, and then click on Calendar, as this screenshot shows:
– in Calendar, click “new” to create a new event:
– Fill in the form, making sure the event is something that is meaningful when viewed in the calendar. There are two ways to reserve a location or a room. Firstly, you can click the “add room” button to display the room resource available. Secondly, you can click open the Scheduling assistant to find a view of resources that are already committed to meetings. The scheduling assistant is useful because it show what resources might already be reserved when you want to use it. You can add rooms using the scheduling assistant.
You can reserve rooms and equipment for one meeting. To add equipment, you must select it from the “attendees” button which sits behind the dropdown menu in the illustration below. When you have finished creating your event, be sure to click “save”.
2. Reserving equipment resourcing using Outlook Web Access (OWA)
The process for reserving equipment resources differs from the method for reserving rooms. Firstly, there is not a button like the “add room button illustrated above. Instead, equipment is selected from the attendees button which you can see in the illustration below. Lastly, equipment cannot be selected in the scheduling assistant, although the scheduling assistant lists equipment which is being used. Unless you are sure the equipment you want is available for a meeting, you should always check the scheduling assistant to save work.
Note that in this example, a room resource has already been assigned to the meeting. The location reserved is Workshop 1, and the room is included in the “Attendees” field. Also, the “add room” button has changed to “change room”. When you select equipment, it will be added to “Attendees”.
When you have finished creating your event, be sure to click “save”. You will receive an email either accepting or declining the event. Events are usually declined because of conflicts, or because the reservation duration or date falls outside the scope of scheduling.
by Steve Galloway | Dec 16, 2014
This article explains how to connect Outlook 2007 to Exchange Online email services on Office 365. Business Premium and Enterprise users should download Office 2013 App suite from the Office 365 portal. . Outlook 2007 can be connected to Exchange Online, however its architecture was not designed with any anticipation of Microsoft’s Cloud computing services in mind. Outlook 2010 was the first release of Outlook that included considerations for Office 365.
In this respect, Outlook 2007 is not an ideal solution for business users. Outlook 2007 users who do not want to purchase Outlook 2013 for desktop, or do not have access to Outlook 2013 App via their Office 365 subscriptions, should consider using Outlook Web Access (OWA). OWA is a fully specified browser-based alternative to desktop Outlook solutions, and we have experience of companies using OWA as their principle email client to save licensing costs.
Connect Outlook 2007 to Exchange Online
NOTE: Outlook 2007 supports only one Exchange connection per Outlook profile. If Outloo returns an error when you try to add a second Exchange connection to an Outlook 2007 profile, you may need to create a new profile before you can use an Exchange connection with Outlook 2007. For information, see “What else do I need to know?” later in this article.
- Open Outlook 2007. If the Outlook 2007 Startup wizard displays automatically, on the first page of the wizard, click Next. Then, on the E-mail Accounts page of the wizard, click Next again to set up an email account. If the Outlook 2007 Startup wizard does not appear, navigate to the Tools menu and click Account Settings. In the Account Settings dialog box, on the E-mail tab, click New.
- On the Auto Account Setup page, Outlook may try to automatically fill in the Your Name and E-mail Address settings based on how you are logged on to your computer. If the settings are filled in and they are correct, click Next so that Outlook can establish your settings. If the settings in the Auto Account Setup page are not filled in or are inaccurate or wrong, do the following:
- If the settings on the Auto Account Setup page aren’t filled in for you, type the correct settings based on the information that was provided to you by the person who manages your email account.
- If the name in the Your Name box is not correct, you may need to reset the options on the Auto Account Setup page before you can edit your name. To reset the options, select and then clear the check box next to Manually configure server settings or additional server types.
After you click Next on the Auto Account Setup page of the wizard, Outlook will perform an online search to find your email server settings.Outlook 2007 will display a message that asks you to allow a website to automatically set up your account. Outlook must connect to that website periodically to make sure your account is up to date. If you don’t want to see this message every time Autodiscover runs, select Don’t ask me about this website again, and then click Allow.
Outlook 2007 will continue setting up your account. You will be asked for your user name and password before Outlook 2007 can connect to your account. Make sure you enter your full email address (for example, tony@contoso.com) as your user name. You may be prompted to enter your user name and password several times before you connect.
- If Outlook is able to set up your account, you will see the following text: Your email account is successfully configured to use Microsoft Exchange. Click Finish.
- If Outlook is not able to set up your account, see “What else do I need to know?” later in this topic.
What else do I need to know?
- If your email account is the type that requires registration, you need to register it the first time you sign in to Outlook Web App. You won’t be able to connect to your email account using Outlook if you haven’t registered your account through Outlook Web App. After you sign in to your account, sign out. Then try to connect using Outlook. For more information about how to sign in to your account using Outlook Web App, see Sign in to Outlook Web App.
- If Auto Account Setup can’t successfully connect you to your account, do one or more of the following:
- Wait a few minutes and try again.
- If you need to connect to your email account immediately, use a Web browser or an email program that supports POP or IMAP to connect to your account using Outlook Web App. For information about how to connect using a Web browser, see Sign in to Outlook Web App. For information about how to connect using a POP or IMAP email program, see Use IMAP or POP email programs.
- If you know the name of the person who manages your mailbox (sometimes called an email administrator), contact them and report the error you’re getting when you try to connect with Outlook.
- Outlook 2007 supports only one Exchange email account per Outlook profile. If you try to add a second Exchange connection while Outlook is running, you may get the following error. You cannot add a Microsoft Exchange account to this profile while Outlook is running. Exit Outlook and use the Mail icon in the Control Panel to add a Microsoft Exchange account.
- If you already have an Exchange connection in your Outlook profile, you may need to delete the current profile or create a new profile before you can follow the steps in this topic. For more information about Outlook profiles, see Add or remove an email account at the Microsoft Office Online Web site.
by Steve Galloway | Nov 25, 2014
In-Place Archiving eliminates the need for Outlook personal store (.pst) files and allows users to store historical messages in an archive mailbox accessible in Microsoft Outlook 2010 and later and Microsoft Office Outlook Web App.
In Microsoft Exchange Server 2013, In-Place Archiving provides users with an alternate storage location in which to store historical messaging data. An In-Place Archive is an additional mailbox (called an archive mailbox) enabled for a mailbox user. Outlook 2007 and later and Outlook Web App users have seamless access to their archive mailbox. Using either of these client applications, users can view an archive mailbox and move or copy messages between their primary mailbox and the archive. In-Place Archiving presents a consistent view of messaging data to users and eliminates the user overhead required to manage .pst files.
You can provision a user’s archive on the same mailbox database as the user’s primary mailbox, another mailbox database on the same Mailbox server, or a mailbox database on another Mailbox server in the same Active Directory site. This provides flexibility to use tiered storage architecture and to store archive mailboxes on a different storage subsystem, such as near-line storage. In cross-premises Exchange 2010 and later deployments, you can also provision a cloud-based archive for mailboxes located on your on-premises Mailbox servers.
by Admin | Nov 25, 2014
There is a growing inventory of Microsoft and third party apps for integration into Outlook Web App and Outlook for desktop, ranging from in-line adress detection and mapping/directions to email routing analysis and routing.
Organisations face increasing risks to data leakage. Data leakage happens when organisations allow data about their customers or even their own organisation to “leak” into the public domain, quite often unwittingly. For instance, employees who have mobile phones to connect to Exchange services can sometimes download third party apps which assume access rights to information an organisation holds which isneverthless prohibited under data protection laws.
Among tools available to ComStat’s engineers to help educate users and organisations alike, our network administrators are able to define policies for organisations which manage availability and distribution of apps to users who have access to organisational services.
