Get started with Outlook 2000

Set up your email profile:

Important: From 8th November 2004 it will be necessary to use a  VPN connection| to access H:Space and U:Space from off campus. This also affects those using Outlook as an Exchange client.

Introduction

This document describes the use of Microsoft Outlook 2000 to remotely access the School's Microsoft Exchange electronic mail system via an Internet Service Provider (ISP) or direct connection from School campus. You will need a computer with access to the Internet via dial-up, broadband, wireless or wired network. It is assumed that you have successfully set up your PC to connect to the Internet. 

You should be familiar with Windows and Outlook 2000 before following this document.

Remote connection options in Outlook

Synchronisation allows you to:

  • Work with your mailbox at home in the same way as you do in School, keeping your mailbox view at work and at home virtually identical. By default only the Inbox, Outbox, Drafts, Deleted Items, Sent Items, Calendar, Tasks, Contacts and Journal are synchronised. 
  • Enable folders you have created yourself for synchronisation. 
  • Use filters to limit the messages collected (by size, subject, name etc.)
  • Send and receive mail without using synchronisation to reduce connection times (eg during peak hours)
  • Access public folders while online. 

This can be a lot of information and connection times may be lengthy.

Configuration:

  1. If you are connecting from outside the LSE domain (not from school or halls of residence) you will need to modify the DNS configuration in the network control panel.
  2. Set up an email profile.
  3. Connect to the exchange server.

 

  1. Click on the Start button on the Windows taskbar and highlight Settings. Then click on Control Panel on the Settings menu.
    The Control Panel window will be displayed.
  2. Double-click on the Mail (or Mail and Fax) icon.
    The Profiles Properties dialog box will be displayed. If, however, you have not previously set up a mail profile, the Mail dialog box will be displayed and you can skip step 3. If you see an accounts dialog box, go to 'reconfigure outlook for exchange support')
  3. Click on the Show Profiles button.
    The Mail dialog box will be displayed.
  4. Click on the Add button.
    The Microsoft Outlook Setup Wizard will run.
     


  5. Make sure that only Microsoft Exchange Server is ticked and click on the Next button.
    Note: The list of information services on your PC may differ from that shown above.
  6. If you are prompted to give your Profile a name, then do so by entering, for example, JBrown, and click on the Next button.
    You will then be prompted for the name of the Microsoft Exchange server and your mailbox name.

     


  7. Enter the name of your Exchange server, for example EXF2.
    Currently, the School has four Exchange servers - two for staff and two for students. You must select the server corresponding with the first letter of your surname.

    EXF1 - Staff with surnames starting A - K
    EXF2 - Staff with surnames starting L - Z
    EXF3 - Students with surnames starting A - K
    EXF4 - Students with surnames starting L - Z
  8. Enter your mailbox name in the form Surname,IJ.
    Note: there is no space between the surname and initials. This example is for a student with the email address i.j.surname@lse.ac.uk
  9. Click on Check Name. You should be asked to Log on. After a few seconds your name should be underlined to show verification by the exchange server. (NB If you receive an error message saying that the exchange server cannot be found, it is likely that your Internet Service Provider is blocking port 139 for antivirus reasons. Please try using the LSE Remote Desktop)
  10. Click the OK button
  11. Select Yes to the prompt 'Do you travel with this computer?' and click on Next.
  12. Change the name of the personal address book to reflect the name you gave to your profile and click on Next.
    Note: This change is optional but is recommended, particularly if more than one mailbox is accessed from your PC.
  13. Click on the option 'Do not add Inbox to the StartUp group' and click on Next.
  14. Then click on the Finish button.
    The Mail dialog box will be displayed.

     


  15. Select the new profile you have just created from the drop down list at the bottom.
  16. From the list of profiles at the top of the dialog box, highlight the one you have just created and then click on the Properties button.
    The MS Exchange Settings Properties dialog box will be displayed.

     

  17. Click on the Services tab, select Microsoft Exchange Server from the list and click on the Properties button.
    The Microsoft Exchange Server dialog box will be displayed.

     

  18. If you use a broadband or wired network connection: Use the default connection settings.
  19. If you use a dial-up connection: From the General tab make sure that 'Manually control connection state' is selected and that there is a tick against 'Choose the connection type when starting'. Under 'Default connection state', select 'Work offline and use dial-up networking'.
  20. Click on the Advanced tab and under 'Logon network security' choose None from the drop-down list.
  21. Click on Offline Folder Settings.
    The Offline Folder File Settings dialog box will be displayed.
  22. Change the name of the file to reflect the name of your profile if more than one mailbox is to be accessed from your PC and click on the OK button. Click OK to create the file if necessary.
  23. Ensure that 'Enable Offline Use' is selected in the Microsoft Exchange Server dialog box.
  24. If you use a dial-up connection: Click on the Dial-Up Networking tab and select the connection you use from the drop down list. If you wish to connect automatically, select 'Use the following settings at logon' and enter the username and password you use for your ISP connection.
  25. Click OK and Close buttons until you are back to the desktop and then close the Control Panel window.

Connect to the LSE Exchange server:

  1. If you are not already connected, connect to your ISP in the normal way.
  2. Double-click on the Microsoft Outlook icon on the Windows desktop (NOT the Outlook Express icon) to start Outlook 2000.
  3. Click on the Connect button.
  4. When you connect to the Exchange server you will need to log in with your LSE username and password (the 'Domain Name' is "lse" for most staff and "admin" for staff from the central Administration). After your login details are verified, Outlook will connect to the LSE Exchange server and display your server Inbox. NB This make take some time particularly if your Inbox has many messages. Wait for this process to complete.
  5. Exit from Outlook 2000 in the normal way.
    Outlook will now synchronise all of the default folders. This can take some time using dial-up if your mailbox is large - approximately 40 minutes for 1000 messages using a 56k dial-up connection.
  6. When synchronisation is complete, Outlook 2000 will close.
  7. Disconnect if necessary.

Synchronizing your mail

Outlook 2000 gives you the option of synchronizing the current folder or all available folders. If a folder has not been made available offline (see below) the option will be greyed out.

  1. Select Synchronize from the Tools menu.
  2. Select All Folders or This Folder.
    Outlook 2000 will dial your ISP, connect to your Exchange server (this may require your password) and send your messages. It will then synchronize all the available folders or just the current folder according to the mail rules you may have set.
  3. Outlook 2000 will then disconnect from your ISP automatically.
     
    By default only the Inbox, Outbox, Drafts, Deleted Items, Sent Items, Calendar, Tasks, Contacts and Journal folders are synchronised. Any additional folders you may have created will
    be visible but empty.

Making additional folders available when offline

To make a folder available:

  1. Right click on the folder and select Properties.
  2. Select the Synchronization tab.
  3. Under 'This folder is available' select 'When offline or online' and click OK.  

Use filters to limit the messages collected

When synchronizing, filters (restrictions) can be applied to each folder by size, name, subject, category and field.

  1. Right click on the folder and select Properties.
  2. Select the Synchronization tab.
  3. If necessary, under 'This folder is available' select 'When offline or online' and click OK.
  4. Click on 'Filter...'
  5. Select the required filters from Messages, More Choices and Advanced.
  6. Click OK twice.

Working offline using Synchronised Mail

When opening Outlook 2000 offline for the first time, only the contents of the default folders will be visible (Inbox, Outbox, Drafts, Deleted Items, Sent Items, Calendar, Tasks, Contacts and Journal). To view the contents of other folders see the instructions under Making additional folders available when offline| below.

Start Outlook 2000 and click on 'Work Offline' at the prompt to use your offline folders. You can prepare messages as normal using your contact list but unless you have downloaded the offline address book you will need to use full Internet email addresses, even for internal LSE recipients, for example i.j.surname@lse.ac.uk|

Create or reply to messages in the normal way. When you click on 'Send', messages will be stored in your Outbox until you synchronise.

Send and receive mail without using synchronisation

There may be times when it is more economical to send and receive messages without synchronizing and synchronize at another time. Be aware that your offline folders may contain different messages in different folders until you synchronize all folders.

  1. Click on the Send and Receive button on the toolbar.
  2. Outlook 2000 will connect to your ISP using Remote Mail, send all messages in your outbox and collect any new messages.
  3. Outlook 2000 will then automatically disconnect from your ISP.

Access public folders while online

To access public folders while online:

  1. Start Outlook 2000.
  2. Select 'Connect' when prompted. Outlook 2000, connect to your Exchange server and synchronize folders.
  3. Browse through the public folders to find the folder you need. Although public folders can't be synchronised, if you have been granted access, messages can be read online or copied to your own folder and then read offline.
  4. Exit from Outlook 2000 and allow it to synchronize.
  5. Disconnect from your ISP if necessary.

 

Reconfigure Outlook 2000 for Microsoft Exchange support

Microsoft Outlook 2000 can be reconfigured to provide support for Microsoft Exchange. Please ensure that you have your installation CD available before following the instructions below.

  1. From the tools menu select Options.
  2. Select the 'Mail Services' tab.
  3. Select 'Reconfigure Mail Support...'
  4. Select 'Corporate or Workgroup' and click Next.
  5. Return to instructions above.
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