Division of Information Technology

Outlook 2007 on Exchange

Guide for installing and configuring Outlook 2007 to access SF State E-mail on Microsoft Exchange.

 

Prerequisites
     Obtain software
      Obtain account details
Download and install latest software updates
Configure Outlook 2007
Using Outlook 2007 on Exchange
     Server-based e-mail
     Address separators
     User Guides and Training

 

Prerequisites

  • A computer running Microsoft Windows
  • A connection to the Internet
  • Microsoft Office 2007
  • Account details for your SF State e-mail account on the Exchange server

Obtain Software

Microsoft Outlook 2007 is available for free to SF State faculty and staff for use on University-owned computers.  Outlook 2007 comes packaged with Microsoft Office 2007 Enterprise, Professional, Small Business, and Standard editions. It is not available in the Microsoft Office 2007 Home & Student Edition.

  • To obtain Outlook 2007 for a University-owned computer, contact your department office/IT support person.
  • To obtain Outlook 2007 for a personally-owned computer that is used to do work at home (work at home rights), purchase a copy of Microsoft Office 2007 from the SF State Bookstore.

If you have Office 2007, but do not have Outlook 2007 installed, refer to the How to install and repair 2007 Office features guide on Microsoft's website.

Obtain Account Details

  1. Login to SF State E-mail Account Services. If you do not know your password, use the SF State password service.
  2. On the Account Details page, click your e-mail address and note the following:   Account name, Forwards to, and Mail server.
  3. If you are currently forwarding your e-mail and would like to access it using Outlook 2007, remove your e-mail forwarding address.
  4. If your Mail server is not exchange.sfsu.edu, you should first switch to Exchange.

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Download and Install latest software updates

Windows XP

Using Internet Explorer, go to the Microsoft Office Downloads Site and click Check for free updates in the upper right area of the screen. Install any required updates.

Windows Vista

Launch Windows Update. To access this utility, click on the Windows Start button then All Programs. Windows Update should be listed among the programs and will check for all Microsoft updates. Install any required updates.

Verify Outlook 2007 is installed

    1. Click the Windows Start button.
    2. Click All Programs.
    3. Click Microsoft Office. If Microsoft Office is not listed, see the Prerequisites - Obtain Software section.
    4. Click Microsoft Office Outlook 2007.
    5. If asked to install, click Yes.
      If you are not asked to install and the program starts, click the Cancel button.
    6. On the Outlook 2007 Startup window, click the Cancel button.
    7. When asked if you want to quit the wizard, click the Yes button.

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Configure Outlook 2007

  1. If you have an existing Profile

    • If you have an existing profile (i.e., you have Outlook set up with another account) it is highly recommended that you create a new profile and configure it to connect to your SF Stae Exchange account. To do this continue at step 2. -- If your profile is not already configured to connect to an Exchange server you can configure it to connect to Exchange but you may experience reduced funtionality. E.g., autofill from the Exchange Globlal Address List may not work. To configure your existing profile to connect to your SF State Exchange account, skip to Configure Outlook Options.
    • If your existing profile is configured to connect to an Exchange server you must create a separate profile. Continue at step 2.

  2. Open Mail Setup

    1. Close Outlook and all other connections you have to the Exchange server (e.g., Outlook Web Access (OWA), another e-mail program, etc.).
    2. Click the Windows Start button, then click Control Panel.
    3. Click Switch to Classic View, if available.
    4. Double-click Mail. 
    5. If the Mail setup window appears, click Show Profiles
      Show Profiles
  1. Add New Profile

    2. The Mail window shows a list of existing Outlook profiles. Outlook uses profiles to store accounts and settings. A profile may contain different e-mail accounts, address books, and calendars. You may only configure one Exchange connection per profile.

    1. Click Add to create a new profile.
      Profiles
    2. In the New Profile window that appears, type a name for the profile. This name is for your reference.
    3. Click OK.
      New Profile

  2. Cancel Adding a New E-mail Account

    1. In the Add New E-mail Account window click Cancel.
    2. When asked if you want to create a profile with no e-mail accounts, click OK.
    3. In the Mail window click OK

  3. Configure Outlook Options

    1. Open Outlook.
    2. Select Tools > Options to open the Options window.
    3. Disable the Junk E-mail Filter
      1. Select the Preferences tab
      2. Click Junk E-mail to open the Junk E-mail Options window.
      3. In the Options tab select No Automatic Filtering then click OK.
    4. Set the Message Format.
      1. Select the Mail Format tab.
      2. In the Message Format section set Compose in this message format: to HTML.
    5. Disable AutoArchive
      1. Select the Other tab.
      2. Click on AutoArchive to open the AutoArchive window.
      3. De-select the Run AutoArchive every check box (i.e., there should not be a check mark in the check box) then click OK.
    6. Click OK to close the Options window.

  4. Open Mail Setup

    1. Close Outlook and all other connections you have to the Exchange server (e.g., Outlook Web Access (OWA), another e-mail program, etc.).
    2. Click the Windows Start button, then click Control Panel.
    3. Click Switch to Classic View, if available.
    4. Double-click Mail. 
    5. If the Mail setup window appears, click Show Profiles. If you have more than one profile, select the one you will configure to use Exchange. Click Properties.

      6. Show Profiles

  1. Add New E-mail Account

    1. In the Mail Setup window for your selected profile click E-mail Accounts.
    2. In the E-Mail tab in the E-mail Accounts window click New.
    3. In the Choose E-mail Service window verify that Microsoft Exchange, POP3, IMAP, OR HTTP is selected then click Next.
    4. In the Add New E-mail Account window, enter your name.  This will appear in the From field of mail messages that you send from this account.
    5. Enter your e-mail address (e.g., jdoe@sfsu.edu).
    6. Enter your SF State password twice.
    7. Click Next.
      8. Auto Acct

  2. Automatic Configuration

    3. Outlook will attempt to establish a connection. Wait while Outlook searches for your server settings. If asked whether you want to allow this Website to configure server settings, click Allow.

    New Email Account

  3. Enter your User Name and Password

    1. When prompted for your User name and Password enter your full e-mail address (e.g., jdoe@sfsu.edu) for User name.
    2. Enter your password
    3. Click OK.
      login

  4. Finish

    1. Click Finish on the Add New E-mail Account window.
    2. Click OK to close the Mail profiles window.
      3. congratulations

    3. Open Outlook 2007 from the Start menu to begin using e-mail.

  5. Configuring Multiple Profiles

    1. If you have more than one profile you will be given the option to select which profile to use when you open Outlook.
      1. Select the profile you want to use in Profile Name:.
      2. If this is the Profile you expect to use most often, select the Set as default profile check box (i.e., click on the check box if it does not have a check mark in it).
      3. Click OK to open Outlook using the selected profile.
    2. If you want information (e.g., contacts) or messages from a previous profile you will need to:
      1. Open Outlook using that profile
      2. Export the information or messages you need.
      3. Close Outlook.
      4. Re-open Outlook using the profile with Exchange configured.
      5. Import the information or messages.

     

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    Using Outlook 2007 on Exchange

    Server-based e-mail

    The mailboxes and folders you see under your new account (e.g., jdoe@sfsu.edu Exchange) reside on the e-mail server, not on your computer.  As a result:

    • If you move a message from one of these folders to Trash on one computer, it will be in Trash on all computers you use to check e-mail.
    • Items are automatically deleted from Trash and the Exchange server two weeks after being moved to trash.
    • Once a message is deleted from the server it is not easy to have it restored.  It is impossible after thirty days.
    • If you want specific messages removed from the server but saved locally on a computer, you can make local folders then move the messages from the server into the local folders.
    • The time taken to refresh a folder on the server increases with the number of messages in the folder.  To minimize refresh time, try to keep the number of messages in any folder below 1000.  The inbox on the server is refreshed every time your e-mail program checks for new messages, so it is especially important to keep the number of messages in the Inbox low.

    Address separators

    By default, Outlook 2007 requires semicolons between e-mail addresses in the To field.
    To change your Outlook 2007 preferences to accept commas:

    1. On the Tools menu, click Options…
    2. On the Preferences tab click the E-Mail Options… button
    3. Click the Advanced E-Mail Options… button
    4. Check the box Allow comma as address separator
    5. Click OK.

    User Guides and Training

    See related links to the right.

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