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Outlook 2003 on Exchange

Guide for installing and configuring Outlook 2003 to access SF State E-mail on Microsoft Exchange.

 

Note: Upgrading to Outlook 2007 is recommended for improved performance for the individual user as well as for reducing load on the e-mail system as a whole.

Prerequisites
     Obtain account details
Download and install latest software updates
Configure Outlook 2003
Using Outlook 2003 on Exchange
     Important note regarding server-based e-mail
     User guides

 

Prerequisites

  • A computer running Microsoft Windows XP / Vista / 7
  • A connection to the Internet
  • Microsoft Office 2003
  • Account details for your SF State e-mail account on the Exchange server

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. Under Accounts (section 1) click your e-mail address.
  3. On the Account Details page note the following:   Account name, Forwards to, and Mail server.
  4. If you are currently forwarding your e-mail and would like to access it using Outlook 2003, remove your e-mail forwarding address.
  5. If your Mail server is not exchange.sfsu.edu, you should first switch to Exchange.

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Download and Install latest Outlook 2003 updates

Windows XP

Go to the Microsoft Office Downloads Site and click on the link Office Update in the left navigation under Updates. Install any required updates.

Windows Vista / 7

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.

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Configure Outlook 2003

If you have a Windows Mobile device you wish to sync with Outlook, visit Windows Mobile on Exchange to configure both your Windows Mobile device and Outlook simultaneously.

  1. Open Mail Setup

    1. Close Outlook and all other connections you have to the Exchange server (e.g., Outlook Web Access (OWA), another email program, etc.).
    2. Click the Windows Start Button, then click Control Panel.
    3. Click Switch to Classic View, if available.
    4. Double-click Mail. The Mail Setup window will appear. (On 64-bit systems, the 32-bit control panel needs to be opened first.)
    5. Click Show Profiles.  The Mail window will appear, listing any existing Outlook profiles.
      show profile

  2. Add New Profile

    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.
    2. In the New Profile window that appears, type a name for the profile. This name is for your reference only.
    3. Click OK.  The E-mail Accounts window will appear.
      Profiles

  3. Add New Email Account

    1. Select Add a new e-mail account.
    2. Click Next. The Server Type window will appear.
    3. Select Microsoft Exchange Server.
    4. Click Next. The Exchange Server Settings window will appear.

  4. Exchange server settings

    1. Enter email.sfsu.edu for Microsoft Exchange Server.
    2. Check the box Use Cached Exchange Mode.
    3. Enter your User Name (e.g., jdoe@sfsu.edu).
    4. Click More Settings. The Microsoft Exchange window will appear.

  5. Microsoft Exchange Server - Security settings

    1. Click on the Security tab.
    2. Check the box labeled Encrypt data between Microsoft Office Outlook and Microsoft Exchange.
    3. Click OK.
      Security

  6. Microsoft Exchange Server - Connection settings

    1. Click on the Connection tab.
    2. Check the box labeled Connect to my Exchange mailbox using http
    3. Click on Exchange Proxy Settings. The Exchange Proxy Settings window will appear. Connection

  7. Exchange Proxy Settings

    1. Enter email.sfsu.edu for proxy server for Exchange
    2. Check the box On fast networks, connect using HTTP first, then connect using TCP/IP
    3. Check the box On slow networks, connect using HTTP first, then connect using TCP/IP
    4. Select Basic Authentication for proxy authentication
    5. Click OK Proxy

  8. Check Name

    On the Exchange Server Setting page, click Check Name. Wait while your mailbox settings are verified. Your username will be converted to an underlined display name.

  9. Log in

    1. When prompted, enter your username and password.
    2. For your username enter your e-mail address (e.g., jdoe@sfsu.edu)
      login

  10. Finish Configuration

    1. Click Finish in the Add New E-mail Account window.
      congratulations

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    Using Outlook 2003 on Exchange

    Important note on 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.

    User guides

    Outlook Basics
    Outlook Tips

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