Microsoft Outlook 2000/XP & 2003
Microsoft Outlook is usually considered a corporate email solution and is often included as part of Microsoft Office. There are regular updates made available for users of Microsoft Office so it is a good idea to regularly visit Office Update (top right hand corner if you use the link below).
Homepage: http://office.microsoft.com/en-au/FX010857931033.aspx
Create Accounts
- Setup a Mail Account
- Setup a Mail Account using MS Exchange
- Setup a New Identity/Profile
Things to Check
- Mail Account Settings
- Hang up After Send and Receiving
- Blocked Senders List
How to
- Switch Identities
- Leave Mail on Server
- Backup and Restore your Email
Setup a Mail Account
- Click on the Tools menu and select Email Accounts
- Select Add a new e-mail account and click the Next button
- Select POP3 and click the Next button
- Fill in the Appropriate Details
Your Name .............................. People see what you type here in the ‘From’ section
E-mail Address......................... Your email address, e.g. username@eftel.com
Username................................ Your username is your full email address
Password ................................ Type in your password, tick Remember password
Mail Server (POP3)................... mail.eftel.com (This can vary)
Mail Server (SMTP)................... mail.eftel.com (This can vary)
Typically mail servers are the last part of your mail address, e.g. test@q-net.net.au would mean the mail servers would be mail.q-net.net.au, test@izone.net.au mail servers would mail.izone.net.au.
- Click the Next button to continue
- Click the Finish button
Setup a Mail Account using MS Exchange
To setup a connection to a Microsoft Exchange Server make sure you have exited Microsoft Outlook, then go to the control panels folder, i.e.
- Click on the Start button
- Click on Control Panel (or Settings and then Control Panel)
- Click on Mail
- Click on the E-mail Accounts button
- Type in the name of your Microsoft Exchange Server
- Type in your User Name for the Exchange Server
- Click the Next button to continue
- Click on the Yes button to continue
- Fill in the appropriate details as provided by your System Administrator
- Click on the OK button to continue
- Click the Finish button
Setup a New Identity/Profile
If you have more than one email address, one computer and different people sharing the computer then separate profiles may be for you. Please make sure Microsoft Outlook is not currently open.
- Click on the Start button
- Click on Control Panel (or Settings and then Control Panel)
- Click on Mail
- Click on the Show Profiles button
- Click on the Add button
- Type in a name for your new profile
Setup the mail account as shown in one of the following options
- Setup a Mail Account
- Setup a Mail Account using MS Exchange
Once complete, proceed as shown.
- Select the option Prompt for a profile to be used
- Click the Apply button the OK
- Open Microsoft Outlook
- When prompted, choose the appropriate profile and click OK
Depending on which profile you select will now determine which “inbox” you will see on the screen, to change profile, close Outlook and when prompted choose an alternative.
Mail Account Settings
- Click on the Tools menu and select Email Accounts
- Select View or change e-mail accounts and click the Next button
- Highlight the mail account you wish to edit, e.g. mail.eftel.com
- Click on the Change button
- Check the details are correct
Your Name .............................. People see what you type here in the ‘From’ section
E-mail Address......................... Your email address, e.g. username@eftel.com
Username................................ Your username is your full email address
Password ................................ Type in your password, tick Remember password
Mail Server (POP3)................... mail.eftel.com (This can vary)
Mail Server (SMTP)................... mail.eftel.com (This can vary)
Typically mail servers are the last part of your mail address, e.g. test@q-net.net.au would mean the mail servers would be mail.q-net.net.au, test@izone.net.au mail servers would mail.izone.net.au.
- Click the Test Account Settings button to continue
- If there are any problems it will display an error, check your settings again
- Click on the More Settings button
- The General settings can be customized to suit, but Organization and Reply E-mail would normally remain blank.
- Click on the Outgoing Server tab to continue
- Your settings should resemble those shown above
- Click on the Connection tab to continue
- These settings may vary, you can alter to suit however in most cases leave as shown
- Click on the Advanced tab to continue
- Your settings should be similar to those shown above
If you are experiencing timeout errors sending/receiving email (usually because of large attachments) you can increase the server timeouts by moving the slider to the right.
- Click on the OK button
- Click on the Next button
- Click the Finish button
Hang up after Send and Receiving
This is a common problem that causes you to be disconnected from the Internet without any prior warning each time you check your email, it can sometimes be re-enabled after a windows update automatically.
- Click on the Tools menu and select Options
- Click on the Connection tab and un-tick Hang up after sending and receiving.
- Click the OK button to close the Options window
Blocked Senders List
- Click on the Tools menu and select Accounts
- You can Add, Modify or Remove blocked senders using this screen
- Click on the Add button to continue
- Type in the Email Address of the person you would like to block
- Select the preferred option, e.g. Mail Messages
- Click the OK and then OK again to close the Blocked Senders window
Switch Identities
- Click on the File menu and click on Switch Identity…
- Click on your alternate identity, type in the password (if required) and click OK.
You should now be in the inbox of your new identity; to go back to your original identity repeat the process (often the Main Identity will be your first account).
Leave Mail on the Server
- Click on the Tools menu and select Accounts
- Click on the Mail tab shown at the top
- Highlight your email account, e.g. mail.eftel.com
- Click on the Properties button
- Click on the Advanced tab
- Tick the box Leave a copy of messages on server
You can also tick Remove from server after x day(s) so that your mailbox doesn’t exceed it’s quota in the future, this however is optional.
- Click on the OK button to close the Mail Properties window.
Backup and Restore your Outlook Express Email
To backup your email you will need to back your ‘Identities’, for all the different users on your system they will have an identity if they have used Outlook Express. It is often easiest to backup the entire Documents and Settings folder so that you have backups of all users, you can however narrow it down to a particular user as shown in the below example where we are dealing with the user ‘Administrator’.
Once you have a backup of your Documents & Settings folder you can then continue with importing the information back into Outlook Express.
Importing Backed Up Email
- Click on the File menu, then select Import and then click on Messages…
- Highlight Microsoft Outlook Express 6
- Click on the Next button to continue
- Select the option Import mail from an OE6 store directory
- Click on the OK button to continue
- Click on the Browse button
- Locate the identity that you backed up earlier (e.g. CD-ROM)
You will need to navigate to the Outlook Express folder under the specific identity, otherwise when you click OK, no messages will be found.
- Click on the OK button to continue
- Click on the Next button to continue
- Select the option All Folders
- Click on the Next button to continue
- Click on the Finish button to complete the Import Wizard
Import the Address Book
The address book is usually stored in the Application Data/Microsoft/Address Book section of Documents and Settings, as long as you backed up the entire folder for a specific user (e.g. Administrator) as shown in the below example you may be able to import it into Outlook Express.
The following steps show how you would ordinarily go about restoring a backed up address book using Outlook Express.
- Click on the File menu, then select Import and then click on Address Book…
- Locate the Application Data folder that you backed up earlier (e.g. CD-ROM)
You will need to navigate to the Address Book folder under the Microsoft folder for you selected user, otherwise you will not be able to find the *.wab (Windows Address Book file).
- Highlight the address book and click on the Open button to continue.
- The address details should now start to be imported.
- If it has finished successfully, click the OK button
Your messages and address book details should now be restored to how they were previously. Should you encounter any problems, please refer to http://support.microsoft.com where you may be able to get further assistance.
