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Working with Outlook (2002 or 2000) Address Books »»

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Electronic mail is an important resource for learning at the university. CMU provides an email account for all students, faculty, and staff. All accounts are accessible via a web interface and include a calendaring component and access to address book services. Faculty and staff customers are allocated 160 MB of space while students receive 200 MB of space for email.

General Questions
down arrow Unsolicited Commercial Email (UCE aka Spam)
 
Student Email
down arrow Where is the student email link?
 
Outlook Email and Calendar Setup Questions
down arrow How do I configure Outlook to access my email and Calendar on campus?
down arrow How do I configure Outlook to access my email and Calendar off campus?
down arrow How do I configure Outlook to access my email and Calendar off campus if I am not using MERIT as my ISP?
down arrow How do I configure Outlook to query LDAP (the CMU address book) for email addresses?
down arrow How do I synchronize my Palm Pilot with Outlook Calendar?
down arrow If I discover that I do not like the Exchange server interface, and want to use IMAP or POP, what are the ramifications of switching back?
down arrow When I go to Tools > Services and add a mail account in Outlook 2000, the Exchange service is not available. Why?
down arrow When I change the mail support in Outlook 2000 to Corporate/Workgroup mode, Outlook restarts. When it restarts, it prompts for a CD. What should I do?
down arrow Is it okay to install Outlook 2000 and Outlook 2002 on the same computer?
down arrow How do I get Outlook to prompt me for a username and password every time, instead of automatically logging me in?
down arrow How do I set up Outlook to support multiple profiles?
 
General Outlook Questions
down arrow How are resources handled in Outlook Calendar?
down arrow How do I control who does and does not receive email notifications when I create a meeting?
down arrow How do I schedule appointments for someone else?
down arrow What do the different access rights mean?
down arrow If I want to delete a meeting I scheduled, how do I delete the meeting for all the attendees?
down arrow How do I get the Global Address Book, the LDAP directory, and the personal address book to work together the way I want them to?
down arrow How do I set access permissions on Outlook Calendar?
down arrow How do I view another person’s calendar/agenda in Outlook Calendar?
down arrow How do I schedule appointments in Outlook Calendar?
down arrow How do I create a signature file in Outlook email?
down arrow How do I get my password for Outlook email and Calendar?
down arrow How do I set up a vacation message on the new Exchange server?
down arrow How do I forward email on the Exchange server?
down arrow How are logon-by accounts handled in Outlook?
down arrow How do I change personal information (Name, Reply-to address, etc.) in Outlook 2000?
down arrow How do I backup my exchange information to prevent data loss?
down arrow How do I use message filters?
down arrow How do I create a new folder, either on the server or locally?
down arrow Can I store a copy of all outgoing messages to a folder other than “Sent Items”?
down arrow How do I send an attachment in Outlook?
down arrow How do I open an attachment sent to me in Outlook?
down arrow How do I organize my email by sender, subject, or other criterion?
down arrow How do I attach to multiple accounts?


GENERAL QUESTIONS


Unsolicited Commercial Email (UCE aka Spam)
Spam has become a serious problem at CMU as a result of its sheer volume. Due to the strain it places on system resources, CMU has implemented anti-spam technologies. All outbound mail is currently being scanned for viruses and spam and being blocked accordingly. This serves to protect the university from being black-listed by other service providers and helps to ensure timely communication.

Inbound spam scanning is also in place. Default settings for new customers should stop a significant portion, but not all, of the inbound spam. Customers may visit https://myaccount.cmich.edu and choose a different service level including more aggressive scanning, tagging-and-passing (which requires the customer to set up rules in their mail client) or opting out entirely (inbound virus scanning is still in effect). If you believe you are experiencing difficulties sending or receiving mail as a result of the spam scanners, please contact the IT help desk at 774-3662 or helpdesk@cmich.edu. Alternatively, forward any problematic messages, along with expanded email headers and incident numbers to spambusters@cmich.edu.

 STUDENT EMAIL


Where is the student email link?
Click on the My Email / Logins button at the top left of any page on this site and select one of the email options.

Can I use any IMAP or POP client or am I forced to use Outlook?
Exchange users may access their email with any standards-compliant POP2 or IMAP client. Those customers wishing to utilize Exchange's calendaring functionality must use Outlook (Entourage on the Mac) or the web interface.

Can I access my Outlook Calendar and email through the Web?
Yes. To access email or calendar via the Web, visit the site: https://mail.cmich.edu/exchange. You can sign into this site using your Active Directory (CENTRAL) user ID and password.

What is my quota on the Exchange server?
Faculty/staff members will receive 160 megabytes of storage, and students will receive 200 megabytes by default. To check what current consumption levels are, right-click on Mailbox – John Doe, and select properties. Click on Folder Size. Examine the number labeled "Total Size (Fld+SubFld)". For a rough estimate of usage, slide the decimal 3 places to the left. The value will indicate the number of megabytes used.

What are the differences between Outlook and Outlook Express?
There are vast differences between Outlook and Outlook Express in terms of functionality. Outlook express will not connect to the Exchange server correctly and lacks many of the functions that Outlook possesses. Outlook Express is Microsoft's free "bundle" application that comes on most windows machines. Outlook Express does not support the new campus calendaring system.

OUTLOOK EMAIL AND CALENDAR SETUP QUESTIONS


How do I configure Outlook to access my email and Calendar on campus?
See the Migration Quick Guides or contact the Help Desk at (989) 774-3662.

How do I configure Outlook to access my email and Calendar off campus?
Off campus access through Outlook using the Exchange Service is not supported. To access your email off campus you either need to use IMAP or the Web interface.  The IMAP/POP/SMTP server is mail.cmich.edu. The Web interface is located at: https://mail.cmich.edu/exchange. Regardless of the method you use to connect, the username and password remain the same.

How do I configure Outlook to access my email and Calendar off campus if I am not using MERIT as my ISP?
If you are using a client utilizing IMAP or POP to check your mail, you need to set your SMTP server to a server provided by your local ISP. If using the Web interface to access your email, no changes are required.

How do I configure Outlook to query LDAP (the CMU address book) for email addresses?
See the Migration Quick Guides or contact the Help Desk at (989) 774-3662.

How do I synchronize my Palm Pilot with Outlook Calendar?
There is a great deal of software available facilitating synchronizing data between PDAs and Outlook (for both the Palm and PocketPC platform). Whether it works "out of the box" is dependent on a variety of factors including age of the PDA, OS version, Outlook version, and bundled software, just to name a few variables. If your Palm OS-based PDA does not include the requisite conduit software, several  such as DataViz’s Desktop To Go and Puma Technology’s Intellisync are available at nominal cost. {Mention of third-party products does not constitute endorsement of mentioned products by the University.]

Listed below is an example of how to synchronize your Palm Pilot with Outlook Calendar:
  1. Install Palm Desktop software from CD that comes with Palm Pilot.
  2. Set Palm Desktop to synch the Palm with Exchange.
  3. Install Pocketmirror software from CD that comes with Palm Pilot (this may be "hidden" in subdirectories).
  4. It may take a couple of synchs before the process starts fully working.
If I discover that I do not like the Exchange server interface, and want to use IMAP or POP, what are the ramifications of switching back?
Calendar is only available through the Exchange service. If you connect through IMAP or POP, you will have access to a local calendar, but you will not be able to see meetings/events previously scheduled on your calendar or see other agendas and/or schedule meetings with others. Further, other users will be unable to see your calendar. Depending on whether you store your contacts locally or on the server, you may lose access to email addresses you have saved; however, you will still have access to the CMU directory. If you are unsure of whether your contacts are stored locally or on the server, look under the Folder List. Check and see which "contacts" folder contains your saved email addresses. If it is the one under "personal folders," then it is stored locally. If it is the one under your mailbox, then it is stored on the server. There are also a few other special items, like Journal entries and task lists, which can either be stored locally or on the server. In the event that you use those functions of Outlook, you may also experience ramifications when switching to IMAP or POP.

When I go to Tools > Services and add a mail account in Outlook 2000, the Exchange service is not available. Why?
Typically this indicates that the mail support in Outlook is not set to Corporate/Workgroup mode. To reconfigure your mail support in Outlook 2000, do the following:
  1. Click the Tools Menu, and select Options.
  2. Click on the Mail Services tab.
  3. Click on the button Reconfigure Mail Support….
  4. Select the Corporate or Workgroup option and click next.
  5. A screen will pop up asking for confirmation and informing you that Outlook 2000 will need to restart.
 
When I change the mail support in Outlook 2000 to Corporate/Workgroup mode, Outlook restarts. When it restarts, it prompts for a CD. What should I do?

Either insert the original installation CD, or:

  • If you are on a machine that logs in to the CENTRAL domain, you can reinstall Office through SMS. In order to do this, you must cancel out of screen prompting you for the CD, go to the desktop Start > Settings > Control Panel, select the Advertised Programs control panel, then run the Office 2000 typical install. When the installation wizard starts, tell it to reinstall Office. Once Office is reinstalled through SMS, it will look to the network for updates instead of to a CD. You can now go back and change the mail support in Outlook 2000 to Corporate/Workgroup mode without the application prompting for a CD.

  • If you are faculty/staff, you can get a copy of the CD by purchasing it from the Help Desk or by checking it out from Media Services. One word of caution when using this CD: It is possible that this CD is not the same release that you have installed on your machine. (The Help Desk currently distributes Office 2000 SR-1.) If this is the case, it WILL NOT work. In this case, you need to first use the CD to upgrade your version of Office, and then you can use it to change the mail support in Outlook 2000.
Is it okay to install Outlook 2000 and Outlook 2002 on the same computer?
While it is possible to install Office 2000 and Office XP on the same machine, Outlook 2000 and 2002 will interfere with each other. Microsoft recommends that you do not install both packages on the same machine.

How do I get Outlook to prompt me for a username and password every time, instead of automatically logging me in?
For Outlook 2000:
  1. Go to the Tools menu and select Services.
  2. When the Services dialog box comes up, select Microsoft Exchange Server from the list, and click Properties.
  3. When the Microsoft Exchange Server dialog box comes up, click the Advanced tab.
  4. At the bottom, change the Logon network security: option to None.
  5. Restart Outlook 2000.

For Outlook 2002:
  1. Click Start, select Settings, and then Control Panel.
  2. Double-click the Mail or Mail and Fax icon.
  3. Click the Email Accounts button.
  4. Select View or change existing email accounts and click Next.
  5. Select the Microsoft Exchange Server profile and click Change.
  6. Click the More Settings… button.
  7. When the Microsoft Exchange Server dialog box comes up, click the Advanced tab.
  8. At the bottom, change the Logon network security: option to None.
  9. Click Apply.
  10. Outlook 2002 should now be configured to prompt for username and password every time you start it.
 
How do I set up Outlook to support multiple profiles like I used to do with Netscape?

How to Add a User Profile
  1. If outlook is open, click the File menu, then select Exit and Log Off.
  2. Click the Start button, select Settings, and then click Control Panel.
  3. Double-click either the Mail or the Mail and Fax icon.
  4. Click the Show Profiles button.
  5. In the Mail and Fax dialog box, click Add.
  6. Follow the prompts of the Inbox Setup Wizard.

How to Receive a Prompt for a User Profile
If you have set up more than one profile on your computer, you can configure Outlook to prompt you for the profile when it starts. To do this:

For Outlook 2000:
  1. Start Outlook.
  2. On the Tools menu, click Options.
  3. On the Mail Services tab, click Prompt for a profile to be used, and then click OK.
  4. On the File menu, click Exit and Log Off.

For Outlook 2002:
  1. Click the Startbutton, select Settings , and click Control Panel.
  2. Double-click the Mail or Mail and Fax icon.
  3. Click the Show Profiles button.
  4. Click the Prompt for a Profile to be used button, then click Ok.
This change will take effect the next time Outlook is started.






GENERAL OUTLOOK QUESTIONS


How are resources handled in Outlook Calendar?
Resources are just shared mailboxes with special names. To configure Outlook to open a shared mailbox, follow the instructions below. Once configured, you can access the resource’s inbox, calendar, or any other information associated with that resource. To accept appointments on a resource, you need to accept them just like you would accept appointments on your own calendar.

For Outlook 2000:
  1. Click the Tools menu and select Services.
  2. When the Services dialog box comes up, select Microsoft Exchange Server from the list, and click Properties.
  3. When the Microsoft Exchange Server dialog box appears, click the Advanced tab.
  4. Click the Add button and type in the name of the shared mailbox to be added. ou can add multiple shared mailboxes.
  5. Restart Outlook 2000.

For Outlook 2002:
  1. Click the Start button, select Settings, and click Control Panel.
  2. Double-click the Mail or Mail and Fax icon.
  3. Click the Email Accounts button.
  4. Select View or change existing email accounts and click Next.
  5. Select the Microsoft Exchange Server profile and click Change.
  6. Click the More Settings… button.
  7. When the Microsoft Exchange Server dialog box appears, click the Advanced tab.
  8. Click the Add button and type in the name of the shared mailbox you want to add. You can add multiple shared mailboxes.
  9. Click Apply.
  10. Outlook 2002 should now be configured to prompt for username and password every time you start it.
 
How do I control who does and does not receive email notifications when I create a meeting?
Email notifications are sent to all members of the meeting, or no email notifications are sent at all. All members automatically receive email notification by default. If you wish to avoid sending email invitation, click Cancel Invitation before clicking Save and Close. This will still create the meeting in all attendees’ Calendars but will not send a notification.

How do I schedule appointments for someone else?
  1. Select File > Open, and then click Other User's Folder.
  2. Choose Calendar from the Folder pull-down menu.
  3. Click the New button to search for the employee whose agenda you would like to view.
  4. Click the OK button.
  5. You should now be able to view the employee’s agenda.  If not, the particular employee may have his/her access rights set up where others are unable to view his/her agenda.
  6. If you have the appropriate access rights, you can also schedule appointments for this person at this time.
 
What do the different access rights mean?
Create Items: Allows a user(s) to create Calendar Appointments, etc.
Read Items: Allows a user(s) to read Calendar Entries, etc.
Create Subfolders: Allows others to create subfolders with your Calendar Account.
Folder Visible: Makes your Calendar Folders visible to others.
Folder Owner: Allows users total control of your Calendar Folder.

If I want to delete a meeting I scheduled, how do I delete the meeting for all the attendees?
Once a meeting is scheduled, you can only remove it from your own calendar. You can, however, cancel a meeting that you’ve scheduled. When doing so, the rest of the employees in that meeting will receive a message letting them know that the meeting has been canceled. Cancellation messages are only delivered to meetings that have invitation messages.
  1. Double-click on the meeting that you would like to cancel.
  2. In the Appointment window, click the Actions menu and select Cancel Meeting.
  3. You are then prompted with two different messages.  You can either Send a cancellation to all attendees and then delete the meeting, or Delete the meeting without sending a cancellation.

How do I get the Global Address Book, the LDAP directory, and the personal address book to work together the way I want them to?
See the Migration Quick Guides or contact the Help Desk at (989) 774-3662.

How do I set access permissions on Outlook Calendar?
  1. Right-click on the Calendar icon located in the Outlook Shortcuts.
  2. Select Properties.
  3. Click on the Permissions tab.
  4. To set permissions for an individual user, click the Add button.
  5. You can then type in the person’s name, or locate him/her from the list.
  6. Once you have found the user, click Add.
  7. After you have selected the user(s) that you would like to give permissions to, click the OK button.
  8. You will then be able to allow the user to read and/or create items in your Calendar.
 
How do I view another person’s calendar/agenda in Outlook Calendar?
  1. Click the File menu, select Open, and click Other User’s Folder.
  2. Choose Calendar from the Folder pull-down menu.
  3. Click the New button to search for the employee whose agenda you would like to view.
  4. Click the OK button.
  5. You should now be able to view the employee’s agenda. If not, the particular employee may have his/her access rights set up where others are unable to view his/her agenda. Since this is the default option, may run in to this problem frequently.
 
How do I schedule appointments in Outlook Calendar?
  1. Click the File menu, select New, then click Appointment.
  2. Enter the Subject, Location, Start and End Time in the appropriate fields.
  3. Click the Attendee Availability tab to invite others to your meeting.
  4. Click in the box labeled Click here to add attendee to add an individual to your meeting.
  5. Repeat step 4 to invite other attendees.
  6. To save the appointment, click on Send.
  7. A confirmation email will sent to each attendee automatically.
 
How do I create a signature file in Outlook email?
  1. Click the Tools menu, and then Options.
  2. Click on the Mail Format Tab
  3. Click on the Signature Picker button that is located at the bottom of the Options box.
  4. In the Signature Picker box, click on the New button.
  5. Enter a name for your signature.
  6. Make sure the option Start with a blank signature is selected, then click Next.
  7. In the box labeled This text will be included in outgoing mail messages:, enter any signature text you wish to have attached at the bottom of outgoing email. When finished, click the Finish, and then the OK button.
 
How do I get my password for Outlook email and Calendar?
Your password for Outlook email and Calendar is your Active Directory (CENTRAL) password. Often this is the same as your current email and Calendar password. If you need your Outlook email and Calendar password, call the Help Desk at (989) 774-3662.


How do I set up a vacation message on the new Exchange server?
  1. Click on the Tools menu, and then Out of Office Assistant.
  2. Choose the option, I am currently Out of the Office.
  3. Enter the vacation message in the AutoReply only once to each sender with the following text box.
 
How do I forward mail on the Exchange server?
Log into https://myaccount.cmich.edu and select mail forwarding from the menu. Enter the external email address where you want your mail forwarded. If you have any questions, contact the Help Desk at (989) 774-3662.

How are logon-by accounts handled in Outlook?
Logon-by accounts are just shared mailboxes with special names.  To configure your computer to open a shared mailbox, follow the instructions below. Once configured, you can access the logon-by’s inbox, calendar, or any other information associated with that account.
  1. Click the Tools menu and select Services.
  2. When the Services dialog box appears, select Microsoft Exchange Server from the list, and click Properties.
  3. When the Microsoft Exchange Server dialog box appears, click the Advanced tab.
  4. Click the Add button and type in the name of the shared mailbox you want to add. You can add multiple shared mailboxes.
  5. Restart Outlook 2000.

For Outlook 2002:
  1. Click the Start button, select Settings , and then click Control Panel.
  2. Double-click the Mail or Mail and Fax icon.
  3. Click the Email Accounts button.
  4. Select View or change existing email accounts and click Next.
  5. Select the Microsoft Exchange Server profile and click Change.
  6. Click the More Settings… button.
  7. When the Microsoft Exchange Server dialog box appears, click the Advanced tab.
  8. Click the Add button and type in the name of the shared mailbox you want to add. You can add multiple shared mailboxes.
  9. Click Apply.
  10. Outlook 2002 should now be configured to prompt for username and password every time you start it.

How do I change personal information (Name, Reply-to address, etc.) in Outlook 2000?
This information is stored on the server, and cannot be changed by the user.  If you would like to have personal information changed, enter a request through the Help Desk at (989) 774-3662.

How do I backup my Exchange information to prevent data loss?
Outlook has an Auto Archive feature within the Properties option of each folder (Inbox, Calendar, etc); however, doing auto-archiving removes the information from your folder and archives it directly to your local PC. There is no server-based utility for archiving your information.

How do I use message filters?
Message filters in Outlook are known as “Rules.”  Follow the below procedure for creating a new rule.
  1. Open Outlook, and click Tools > Rules Wizard.
  2. Click the New button to create a new rule.
  3. Select the type of rule to create. After selecting a rule, a description of the rule should appear. If the description has underlined/hyperlinked text, click it to specify parameters to filter. Click Next.
  4. If you wish to enable any other conditions under which to use the rule, click to place a check in the box to the left of the condition. Again, if the description has underlined/hyperlinked text, click it to specify parameters (e.g., sender information, subject lines, etc) to filter. Click Next.
  5. Choose what to do with messages caught by the rule.  Click to place a check to the left of the action. If the description has underlined/hyperlinked text, click it to specify parameters (e.g., sender information, subject lines, etc) to filter. Click Next.
  6. If you wish to add an exception, click to place a check to the left of the exception. If the description has underlined/hyperlinked text, click it to specify parameters to filter. Click Next.
  7. Specify a name for this new rule. This name can be anything, but it is suggested that it describe what the rule actually does.
  8. To run the rule against any mail already in the Inbox, click to place a check in the box to the left of Run this rule now on messages already in "Inbox". To enable the new rule, be sure that Turn on this rule is checked. Click Finish when completed. Click Ok to exit the Rules Wizard.
 
How do I create a new folder, either on the server or locally?
  1. Click the File menu, select New, and then click Folder.
  2. Specify a name for the new folder.
  3. Select the nature of the intended contents of the folder. Options include appointment, contact, journal, mail, note, and task items.
  4. Select a location to create the new folder. To create a folder on the server, select Mailbox – followed by the person’s name. To create a folder on the local machine (called “Local Mail” in Netscape), select Personal Folders.
  5. Click Ok to create the folder. You may be prompted to add a shortcut to the Outlook bar.
 
Can I store a copy of all outgoing messages to a folder other then "Sent Items"?
Unfortunately, Outlook does not provide a means to save all outgoing messages to a folder other than "Sent Items."  It is possible, however, to save individual outgoing messages to different folders. To do this, click the Options button while composing a new message. Verify that Save sent message to is checked, then click the Browse button. Select the folder to save the message in. Click OK and then Close. Send the message as normal, and the outgoing message should be saved to the location specified.

How do I send an attachment in Outlook?
  1. While composing a message, click the paperclip icon that should appear in toolbar).  If the icon does not appear, click the Insert menu and then File.
  2. Select the file or files to attach, and then click Insert.
  3. Send the message as normal.

How do I open an attachment sent to me in Outlook?
If the message is being viewed in the preview pane:
  1. Click the paperclip icon that appears in the upper-right corner of the message. A list of the attached files should appear.
  2. Click the attachment to open. If the file type is unknown to the operating system, a prompt may appear asking how to handle the file.

If the message is being viewed in a separate window:
  1. Attachments should be visible in a separate pane at the bottom of the window. To open the attachment, simply double-click it. A prompt may appear asking how to handle the file.
  2. To save attachments to the local machine, choose “Save it to disk” from the prompt described above. If the prompt described above does not appear; click the File menu and then Save Attachments. A save dialog will appear.

How do I organize my email by sender, subject, or other criterion?
To organize or sort mail by sender, subject, date, etc., click the column heading that corresponds with the field to sort by.  To sort by a field in the opposite direction (e.g. reverse alphabetical, etc), click the column heading a second time.

How do I attach to multiple accounts?
  • Exchange Server accounts:
    Unfortunately, Outlook only supports 1 Exchange server account per profile.  If additional Exchange server accounts need to be checked, set up additional profiles.

  • Shared Mailboxes:
    It may be possible to accomplish what you want to do through the use of shared mailboxes. You can use Exchange’s built in security and give one user access to open the other accounts.  You can then access the alternate Email inbox as if it were a logon-by account.
     
  • IMAP accounts:
    Microsoft does not supply a MAPI service that is required to check an IMAP account while Outlook is in Corporate/Workgroup mode (checking an Exchange server).
     
  • POP3 accounts:
    Click the Tools menu, then select Services. Click the Add button. Select Internet Email from the list of available information services, and then click the Ok button. Fill out all of the necessary information under both the “General” and “Servers” tabs.  Click the Ok button when completed, then Ok again on the Services window. Click the File menu, and then select Exit and Logoff. Restart Outlook.
     
  • Hotmail accounts:
    Although Microsoft Outlook Express supports Hotmail accounts, Microsoft Outlook does not support this functionality.


    • For additional assistance, contact the Help Desk at helpdesk@cmich.edu or (989) 774-3662.
     
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