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How to configure Outlook XP/2002 as an Exchange client

Set up your email profile:

Important: It is 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 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 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.)
  • 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 may need to modify the DNS configuration in the network control panel.|

2. Set up an email profile.|

3. Connect to the exchange server|.

4. Click on the Start button on the Windows taskbar and select Control Panel.
The Control Panel window will be displayed.

5. Select Other Control Panel Options

6. Click on the Mail icon. 
The Mail Setup dialog box will be displayed.

7. If you do not have an existing profile, you will be prompted to create a new one. Enter your LSE username if necessary, otherwise go to step 5. (To create a new profile for another user or because the existing profile is corrupt, see creating a second profile|)

8. Click on the Email Accounts button. 

9. Select Add a new e-mail account and click Next.

10. Select Microsoft Exchange Server and click Next 

11. Enter the name of your Exchange server, for example AD1.lse.ac.uk

The LSE has a number of Exchange servers, for staff and students. The following server name routes you to the correct connection:

AD1.lse.ac.uk

If you wish, select the server corresponding to the first letter of your surname:

EXCHF1.lse.ac.uk Staff with surnames starting A - F

EXCHF2.lse.ac.uk Staff with surnames starting G - P

EXCHF3.lse.ac.uk Staff with surnames starting Q - Z

EXCHS1.lse.ac.uk Students with surnames starting A - F

EXCHS2.lse.ac.uk Students with surnames starting G - P

EXCHS3.lse.ac.uk Staff with surnames starting Q - Z

12. Deselect 'Use Cached Exchange Mode'

13. Enter your mailbox name in the form Surname,IJ and click on the Next button.
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

14. Click on Check Name. You should be asked to Log on.

Windows 2000 and Outlook2002/XP:

  WindowsXP and Outlook2002

15. 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|.

16. If you use broadband or wired network connection you should not need to change the connection settings below. Go straight to the mail delivery check|.                             

17. If you use a dial-up connection:

18. Click on the More Settings button.

19. 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, then click on the Offline Folder File Settings button.

21. Click OK, then Yes, to create the file.

22. Click on the Connection tab and select Connect using my phone line.

23. Select the connection you wish to use from the drop down list.

24. Click OK and Close buttons until you are back to the desktop and the Control Panel window.

Important: Check your mail delivery configuration.

1. Click on the Mail icon in the Control Panel to re-open the Mail Setup dialog box and click the Email Accounts button.

2.  Select 'View or change existing email accounts and click Next. Log on, if necessary.

3. Ensure that your mailbox is shown under 'Deliver new email to the following location' (not personal folders)

4. Click Finish, Close and then close the Control Panel.

Connect to the LSE Exchange server:

1. If you are not already connected, connect to your ISP in the normal way

2. Open Microsoft Outlook in the normal way (NOT Outlook Express).

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 in the normal way.
Outlook will now synchronise all of the default folders. This can take some time if your mailbox is large.

6. When synchronisation is complete, Outlook will close.

7. Disconnect from your ISP if necessary.

Synchronizing your mail manually

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

1. Select Send/Receive from the Tools menu.

2. Select All Folders or This Folder.
Outlook will dial your ISP, if necessary, 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 your selection.

Outlook will then disconnect from your ISP automatically, if necessary.
 
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. Select the folder in the folder list.

2. From the Tools menu, select Send/Receive Settings and Make This Folder Available Offline

Synchronizing your mail automatically

1. On the Tools menu point to Send/Receive, point to Send/Receive Settings and then click Define Send/Receive Groups.

2. Select 'Perform an automatic Send/Receive when exiting' or choose to schedule every few minutes if you have a high speed connection.

3. Click Close.

To make a group of folders available:

1. From the Tools menu, select Send/Receive Settings and Define Send/Receive Groups...

2. Click on the Edit button.

3. Select the folders you wish to make available. Click on the Filter Selected Folder button if necessary.

4. Deselect Download offline address book 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. Click on 'Filter...'

4. Select the required filters from Messages, More Choices and Advanced.

5. Click OK twice.

Working offline using Synchronised Mail

When opening Outlook 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| above.

Start Outlook 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.

Access public folders while online

To access public folders while online:

1. Start Outlook .

2. Select 'Connect' when prompted. Outlook  will dial your ISP, if necessary, 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 and allow it to synchronize.

5. Disconnect from your ISP if necessary.

Creating a second profile:

1. Close Outlook if it is open

2. Click on the Start button on the Windows taskbar and select Control Panel.
The Control Panel window will be displayed.

3. Select Other Control Panel Options

4. Click on the Mail icon. 
The Mail Setup dialog box will be displayed.

5. Click the 'Show Profiles' button

6. Check 'Prompt for a profile to be used'. This will allow you to choose from the available profiles when starting Outlook.

7. Click the 'Add' button, enter a friendly name for the new profile then click OK.

8. Follow steps 6-20 above|.

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