Home > Staff and students > Services and divisions > Information Management and Technology > Online guides and FAQs > Email > How to Set Up Outlook 2003/2007/2010 for Exchange Email Connection

 

How to Set Up Outlook 2003/2007/2010 for Exchange Email Connection

Introduction

This document describes the use of Microsoft Outlook to remotely connect to the School's Microsoft Exchange Email system via an Internet Service Provider (ISP) or direct connection from School laptop plug-in points. This type of connection synchronises your email, calendar, task list and provides access to the global address list and public folders.

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.

Requirements

You should be familiar with Windows and Outlook before following this document. You will need a computer with access to the Internet via dial-up, broadband, wireless or wired network.

Configuration and Connection

Connecting from an LSE plug-in point:
If you are setting up your Outlook from a plug-in point in Residences or on campus, please follow the instructions under LSE Plug-in Point below.

Connecting from off-site:

Windows 2000/XP:
You can set up Outlook using VPN  (Virtual Private Network) or RPC over HTTPS (Outlook over a web link).

Windows Vista/7:
You can set up Outlook using RPC over HTTPS only

Note:

VPN

RPC over HTTPS (Outlook over a web link)

Required if accessing H: Space and U: Space in addition to Email.

For accessing Email only. It is simpler to set up and requires Outlook 2003 or Outlook 2007 running on Windows XP SP2 or Windows Vista.

Basic Steps:

LSE Plug-in Point

Off-Site



VPN Setup (Windows 2000/XP only)

RPC Over HTTPS Setup (Windows XP/Vista/7 only)

1. Set up an email profile|

1. Connect to the VPN server

1. Set up an email profile|

2. Connect to the server|

2. Set up an email profile|

2. Connect to the server|


3. Connect to the server|


 

Set up an email profile:
1. Click Start | Control Panel. The Control Panel window will be displayed

2. Double click the Mail icon
The Mail Setup dialog box will be displayed.

Please note that the Mail icon WILL NOT appear unless you have Outlook installed

3. Click on Show Profiles...

4. Add a new profile

If you already have a profile: (as shown below)

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

If you do not have an existing profile or you are setting up Outlook for the first time:

Ensure that the option Always use this profile is selected
profile

5. Click Add...

6. Enter a friendly name (e.g. your LSE username) for the new profile
This is the name that you will see when starting Outlook if you configure Outlook to prompt you for a profile to use

7. Click OK

8. Open the Mail Setup dialog once more by repeating steps 1 and 2.
Select E-mail accounts... The Account Settings dialog will pop up

9. In the E-mail tab, click the New... icon. The Add New Account dialog will pop up.

10. Tick Manually configure server settings or additional server types and then click Next


man

11. Select Microsoft Exchange or compatible service, then click Next.

12. In the Microsoft Exchange server box, type exchangeserver.lse.ac.uk

13. Select an option for Cached Exchange Mode

To use Cached Exchange Mode: Ensure that the check box Use Cached Exchange Mode is ticked

If you do not need Cached Exchange Mode or if in doubt:
Untick Use Cached Exchange Mode

If you use a dial-up connection:
Ensure that the check box Use Cached Exchange Mode is ticked

Note: Cached Exchange Mode is similar to offline folders in previous versions of Outlook. It stores a copy of your exchange mailbox on your computer in order to reduce the network traffic to the Exchange server. This feature is great for remote users with limited network capacity or slow connections

14. In the User Name box, enter your mailbox name in the form Surname,IJ
This example is for a student with the email address i.j.surname@lse.ac.uk
Note: There is no space between the surname and initials

If you are using RPC Over HTTPS, follow steps 1 to 13 below, otherwise go straight to step 15.

1. Click on More Settings...
Wait for this process to complete. There may be a delay, please be patient

2.
If you see the following error message, click OK
clog
3. If a logon box appears click on Cancel

4. Click on the Connection tab

5. Tick Connect to Microsoft Exchange Mailbox using HTTP
conn1


6. Click on Exchange Proxy Settings...
The Microsoft Exchange Proxy Settings dialog box will be displayed
proxy

7. In the textbox Use this URL to connect to my proxy server for Exchange:, enter exchange.lse.ac.uk

8. Tick Connect using SSL only   

9. Untick Only connect to proxy servers... 

10. Tick On fast networks, connect using HTTP first, then connect using TCP/IP 

11. Tick On slow networks, connect using HTTP first, then connect using TCP/IP 

12. From the drop-down list select NTLM Authentication 

13. Click OK 

Now go to step 15 below

15. Click Check Name
You will be asked to logon
logon

16. Enter your username preceded by LSE\
e.g LSE\surnameij

17. Enter your password and click OK
After a few seconds your name should be underlined to show verification by the exchange server

18. Click OK, and/or Next, Finish and OK or Close buttons until you are back to the desktop and the Control Panel window

Connect to the server:1. Open Microsoft Outlook and click on the Connect button if necessary

2. When you connect to the Exchange server you will need to log in with your LSE username and password. Enter your username preceded by LSE\
e.g LSE\surnameij

3. Enter your password and click OK

Note:
After your login details are verified, Outlook will connect to the LSE Exchange server and display your server Inbox. This may take some time particularly if your Inbox has many messages. Wait for this process to complete

4. 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. When synchronisation is complete, Outlook will close

Troubleshooting

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

exchangeserver.lse.ac.uk

If you receive an error message saying that the exchange server cannot be found, it is likely that you need to manually select your server; 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 Students with surnames starting Q - Z

The rest of the guide provides information for people who use a dial-up connection and those who wish to work when they are not connected to the Internet.

Using Outlook Offline

When you are working offline, you are working with a copy of your Outlook files on your computer. This allows you to keep working while travelling or away from your desk. People who find performance unacceptable when using a slow connection, such as dial-up connections, also need to set up their Outlook so that they can work offline and then synchronise when online.

In order to work offline you need to set up Outlook to use Cached Exchange Mode or Offline Folder.

Cached Exchange Mode is a feature similar to offline folders in previous versions of Outlook. It enables you to work offline and frees you from having to set up Send/Receive groups, picking folders you want available offline, and keeping those folders synchronised; it's all handled by Outlook automatically.

Setting up  Outlook to work offline for the first time can be a slow process if you have a large mailbox and a slow network connection. The best way to avoid the delay is to take your computer to a location that has a fast Internet connection (e.g. LSE plug-in point, broadband) and enable offline settings at that time.

To set up Cached Exchange Mode:
Outlook 2003:

  1. Open Outlook
  2. Click Tools | Email Accounts..., or Tools | Account Settings...
  3. Select View or change existing e-mail accounts and click Next
  4. Select Microsoft Exchange Server 
  5. Click Change
  6. Tick Use Cached Exchange Mode
  7. Click Next | Finish
  8. Exit and restart Outlook

Outlook 2007/2010:

  1. Click the File tab
  2. Click Info | Account Settings | Account Settings...
  3. On the E-mail tab, select the Exchange account and then click Change.
    The Change Account dialog will pop up
  4. Under Server, select the Use Cached Exchange Mode check box
    Cached Exchange Mode
  5. Click Next and then Finish
  6. Exit and restart Outlook 

How to change the Cached Exchange Mode connection setting:
1. Outlook 2003:
Click File | Cached Exchange Mode

Outlook 2007/2010:
On the Send/Receive tab, click Download Preferences

2. Select one of the following: 
Download Full Items:  Outlook downloads the header, body, and attachments of e-mail items at the same time. Use this option when you have a fast network connection with the Exchange server 

Download Headers and then Full Items:  Outlook downloads all the headers first and then the complete items, including attachments. Use this setting to quickly see all the item headers. When you click a header, the full item is downloaded immediately. 

Download Headers:  Outlook downloads the headers only. The full item, including attachments, is available on demand when you preview or open the item. Use this setting when you want the amount of data that is transferred to be as small as possible. 

If you would like Outlook to download both headers and full items even when a slow connection is detected, untick On Slow Connections Download Only Headers.

To manually control connection state:
By default Outlook will use whatever connection is available to the Internet, but this behaviour is configurable.

1. Open Outlook

2. Outlook 2003:

1. Click Tools | Email Accounts...
2. Select View or change existing e-mail accounts and click Next
3. Select Microsoft Exchange Server

    Outlook 2007/2010:

1. Click the File tab
2. Click Info | Account Settings | Account Settings...
3. Select Microsoft Exchange Server

3. Click Change

4. Click More Settings...

5. From the General tab select Manually control connection state

6. Tick Choose the connection type when starting

7. If you use a dial-up connection: under Default connection state, select Work offline and use dial-up networking

8. Click OK, and/or Next, Finish and OK or Close buttons

9. Exit and restart Outlook

Synchronising your mail manually:
Outlook gives you the option of synchronising all available folders or the current folder. If a folder has not been made available offline (see below) and you are not using Cached Exchange Mode (see above) the option will not be shown. Manual Send/Receive actions are not necessary in Cached Exchange Mode. 

Outlook 2003:
1. Click Tools | Send/Receive

2. Select All Folders or This Folder.
Outlook will send your messages. It will then synchronise all the available folders or just the current folder according to your selection

Making additional folders available when offline:
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 may be empty. 

To make a folder available offline:

Outlook 2003:
1. Select the folder in the folder list

2. Click Tools | Send and Receive | Send/Receive Settings | Make This Folder Available Offline
make

Synchronising your mail automatically:
Outlook 2003:

1. Click Tools | Send/Receive | Send/Receive Settings | Define Send/Receive Groups

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

 sync

 3. Click Close

To make a group of folders available offline: 
Outlook 2003:

1. Click Tools | Send/Receive | Send/Receive Settings | Define Send/Receive Groups

2. Click Edit

3. Select the folders you wish to make available

4. If you use a slow connection, Untick Download offline address book and click OK
folders

Use filters to limit the messages collected:
When synchronising, filters (restrictions) can be applied to each folder by size, name, subject, category and field.

Outlook 2003:
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:

If you are not using Cached Exchange Mode, 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.

To work offline:
1. Start Outlook

2. Outlook 2003:
Click Work Offline at the prompt to use your offline folders, or click File | Work Offline

You can prepare messages as normal using your contact list but unless you have downloaded the offline address book (see above) 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 Send, messages will be stored in your Outbox until you synchronise. 

Access public folders while online:
1. Start Outlook

2. Outlook 2003:
Select Connect if prompted
Outlook will connect to your Exchange server and synchronise folders

3. Browse through the public folders to find the folder you need
Note: 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 synchronise

5. Disconnect from your ISP if necessary

Share:Facebook|Twitter|LinkedIn|