Exchange2go.net
User’s
Guide
© Synapse UK Limited 2005
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Prepared By: Company: Synapse UK Limited Address: W1F 8BH Tel: 0870
366 9330 Fax: 0870
166 0571 Date: 15
July 2005 |
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Technical Support |
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Document
Revisions
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Date |
Details |
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15 July 2005 |
Release 3.0 Updated for new server
details BE037 Note *** server
BE037.mail.lan replaces server MAIL007.mail.lan |
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Contents
- Setup and Accessing Your Mailbox
1.1 Welcome
1.2 Change the Mail (MX DNS) Record for Your Domain
1.3 Setup Outlook 2003 for Access to Microsoft Exchange
1.4 Setup MS Outlook to Connect via RPC Over HTTP
1.5 Upgrading to MS Outlook 2003 From a Previous Version
1.6 Enabling Cached Mode in MS Outlook 2003
1.7 Tips to Speed Up Microsoft Outlook 2003 Access
1.8 Access Your Mailbox From Any Browser via Outlook Web Access
1.9 Macintosh Access
1.10 Setup Any Email Client for POP3 Access
1.11 Setup Any Email Client for IMAP Access
1.12 Access Your Mailbox From Your Phone or PDA (Outlook Mobile Access)
1.13 Wireless ActiveSync for PocketPC and SmartPhone
1.14 Importing Previous Contacts, Calendar and Mail Folders into the new Mailbox
- Additional Features and Productivity Enhancements
2.1 Using the Outlook 2003 SPAM Filter
2.2 Accessing Public Folders as File Folders in Windows Explorer
2.3 Scheduling Resources: Meeting Rooms, AV Equipment, etc
2.4 Creating an Email Signature
2.5 Setting Message Options
2.6 Building a Distribution List of Multiple Contacts
2.7 Sorting Email with Rules
- Sharing and Delegating Access to Colleagues
3.1 Sharing or Delegating … What’s the Difference?
3.2 Levels of Access
3.3 Sharing Folders
3.4 Delegating - Owner’s Outlook – Setting Delegate Permissions
3.5 Delegating - Delegate’s Outlook – Open Another User’s Mailbox
- Troubleshooting
4.1 Recovering Deleted Items
4.2 Resetting the Nickname and Automatic Completion Cache
4.3 Disabling Outlook’s Email Merge Virus Warning
4.4 Error: 0x8004010F, Object could not be found
4.5 Outlook 2003 Message Body is Blank When Viewed
4.6 Error: The specified default store could not be opened…
4.7 Your Calendar entries are not up-to-date on the server
- Miscellaneous
5.1 Do You Need a VPN? Testing Port 135 Connectivity
5.2 Setup VPN Connection for Outlook Access
5.3 Testing Outlook Connection to the Exchange Server
5.4 Creating a New Outlook Profile
5.5 Using a Blackberry device with your Mailbox
1.1
Welcome
Congratulations and welcome on board - this guide will
get you started in no time!
1.
Once you’ve heard
from us that your mailboxes have been created you are ready to setup your
Microsoft Outlook to connect to our Exchange servers. Instructions for Outlook
2003 can be found in this guide.
2.
Update the MX
records for your domain's DNS. If you’re
unsure what this is or how to go about this see section 1.2. Feel free to email us at support@synapseuk.com and we’ll be
more than happy to assist.
3.
Congratulations -
you are now all set up!
4.
Send us an e-mail
to support@synapseuk.com if you have
any questions or problems.
Some features
to explore:
1.
Check your mailbox
from any browser, anywhere: log into your account via Outlook Web Access (OWA): Simply browse to either https://mail.exchange2go.net. This is an easy way to check your account
when you're travelling or are out and about.
2.
Manage your
account online by logging in to the Control Panel at http://www.exchange2go.net/login with your
email address and password.
Once logged in you can change your password and view your setup information.
3.
Explore using Public Folders to share with
co-workers:
Whilst connected in Outlook, scroll down in the folder list (if you don't see
it, click on View->Folder List),
a) click on the "+" next to Public Folders,
b) click on the "+" next to All Public Folders,
c) right-click on your company's domain name,
d) click on New Folder.
e) In the "Create New Folder" window that pops up, enter
"Customer A" and click on OK.
f) Next, right click on the "Customer A" folder and click on New
Folder, and create another folder named "Contacts" and for Folder
Contains, select Contact Items, and click on OK.
g) Next, right click on the "Customer A" folder and click on New
Folder, and create another folder named "Calendar" and for Folder
Contains, select Calendar Items, and click on OK.
h) Next, right click on the "Customer A" folder and click on New
Folder, and create another folder named "Files", and click on OK.
i) Next, right click on the "Customer A" folder and click on New
Folder, and create another folder named "Email Correspondence ",
and click on OK.
You have now created a sample set of folders which are visible by all employees
in your company. This will help you share information easily about Customer A
with your colleagues.
1.2
Change the
Mail (MX DNS) Record for Your Domain
To receive e-mails at your exchange2go.net domain you will need
to:
First, setup forwarding while your DNS changes take affect (24-48
hours) so that no e-mails get lost.
Second, change
your mail (MX) record to the exchange2go.net mail servers so that e-mails are
delivered immediately to your new mailbox.
1.
Forwarding:
most ISP's have a control panel where you can setup a forwarding address;
otherwise you will have to contact your administrator or your ISP directly.
Setup forwarding from your current e-mail account(s) to your exchange2go.net Alternate E-mail Address. This address can
be found in your exchange2go.net Control Panel by selecting Add/Change/Delete
Users and then View Outlook Setup Info.
2.
MX
Record: As your domain registrar (e.g. Network Solutions, Register.com, etc.)
with whom you registered your domain to change your Mail or MX record in your
DNS settings.
Here are the Mail or MX servers for exchange2go.net
Primary / priority = 0; Server Name = mx1.exchange2go.net
Secondary / priority = 5; Server Name = mx2.exchange2go.net
If you want to
lookup the current MX records for your domain see www.exchange2go.net/mxlookup.htm.
Please email support@synapseuk.com if have questions
or need help in changing your MX records.
1.3
Setup Outlook
2003 for Access to Microsoft Exchange
NOTE: If you are using Windows XP and will be using Outlook 2003
please follow the steps in section 1.4.
Section A - Pre-requisites: before
you can configure Outlook 2003, you will need the following:
1.
The welcome
e-mail from exchange2go.net with details of your username, password, mail
server, etc or you can login to the exchange2go.net Control Panel at http://www.exchange2go.net/login
and click on View setup information.
2.
A
working connection to the Internet -- You will not be able to fully configure
the software unless your system can connect to the mail server.
3.
Microsoft
Outlook 2003 installed with the latest Service Packs & patches:
see http://office.microsoft.com/officeupdate/mainCatalog.aspx.
Section B - Steps to Configure Outlook:
1.
Close
Microsoft Outlook if it is open.
2.
Test
whether you need a VPN by following the steps in Section 5.1.
3.
Download
the Outlook Pre-Setup software at www.exchange2go.net/support and select Save. Run
OLSetup.exe and follow the prompts to finish the setup.
4.
Click
the Start button in the lower left corner of your screen.
5.
Depending
on your system, either select Control Panel or select Settings
and then Control Panel.
6.
Double-click
the Mail icon.
7.
In the
Window that opens, click on the Add button.
8.
In the
Profile Name type a unique name for this profile ie your name or your email
address and click OK.
9.
Select
Add a new e-mail account and click Next.
10.
E-Mail
Accounts: Server Type:
Select Microsoft Exchange Server, click Next.
11.
E-Mail
Accounts: Exchange Server Settings:
a. Microsoft Exchange Server: ("Exchange Server" – from A-1
above. E.g.: "BE037")
(warning! … the name is cAsE sEnSiTiVe)
b. Mailbox: <your e-mail address>
c. DO NOT click on Check Name
d. Click on More Settings
e. If you are prompted to login, click Cancel.
f. Click on the Advanced tab, check "Use Cached Exchange Mode"
and also check "Download Public Folder Favorites".
g. Click on OK to continue.
h. Click Next and Finish.
i. Click OK to close the Mail
window.
Go directly to item 19.
12.
If you
had already setup Outlook to receive mail using a Personal Folder on your PC,
the system will warn you that mail from Exchange Server will be delivered to
the Personal Folder and ask if you want to continue. Click Yes.
13.
Click Finish.
14.
Click E-mail
accounts button again.
15.
Select
"View or change existing e-mail accounts" then click Next.
16.
IMPORTANT! At the bottom of the window, you will see an item that says "Deliver
new e-mail to the following location". Make sure that this is set to Mailbox
- Name, where name is your name. Do NOT set it to be Personal
Folder, otherwise your mail will be removed from the server and it will
only be kept on your computer.
17.
Click Finish.
18.
Click OK.
19.
You're
ready to use Outlook! Every time you start Outlook, you will be prompted to
logon with your username (e-mail address & password).
1.4 Setup MS Outlook to Connect via RPC Over HTTP
Microsoft
Outlook 2003 can connect over port 443, using RPC over HTTP (HTTPS to be
technically correct) to our Microsoft Exchange 2003 servers. This avoids having
to use a VPN connection if your ISP is blocking port 135.
Section A -
Pre-requisites: before you
can configure Outlook 2003 for RPC over HTTP, you will need the following:
1.
Microsoft
Windows XP: Home or Professional edition
2.
At
least Service Pack 1 for Windows XP: use Windows' Auto Update or download from www.microsoft.com/WindowsXP/pro/downloads/servicepacks/sp1/default.asp.
3.
Microsoft
Outlook 2003
4.
Windows
XP RPC Patch (not necessary if XP Service Pack 2 is installed)
www.exchange2go.net/downloads/Q331320_WXP_SP2_x86_ENU.exe
5.
Windows
XP Patch #2 (not necessary if XP Service Pack 2 is installed)
www.exchange2go.net/downloads/RPCpatch2.exe
6.
The welcome
e-mail from exchange2go.net with your username, password, mail server, etc. Or,
you can log into the exchange2go.net Control Panel at http://www.exchange2go.net/login and click on View setup information.
7.
A
working connection to the Internet -- You will not be able to fully configure
the software unless your system can connect to the mail server.
8.
Microsoft
Outlook 2003 installed with the latest Service Packs & patches. http://office.microsoft.com/officeupdate/mainCatalog.aspx
Section B -
Configuration:
1.
Close
Microsoft Outlook if it is open.
2.
Download
the pre-setup software from www.exchange2go.net/support and select Save. Run OLSetup.exe and follow
the prompts to finish the setup. Make sure that the Use VPN checkbox is clear.
3.
Click
the Start button
in the lower left corner of your screen.
4.
Depending
on your system, either select Control Panel or select Settings and then Control Panel.
5.
Double-click
on the Mail icon. If
you do not have this icon, then double-click on Outlook from the Start menu.
6.
In the
Window that opens, click the E-mail Accounts button.
7.
Select
"Add
a new e-mail account"
and click Next.
8.
E-Mail Accounts: Server Type: Select Microsoft Exchange Server, click Next.
9.
E-Mail Accounts: Exchange Server Settings:
• Microsoft
Exchange Server:
("Exchange Server" - from Section A-6 above. E.g.: "BE037")
(warning! … the name is cAsE
sEnSiTiVe)
• Use
Cached Exchange Mode:
leave this box checked
• User
Name: your e-mail address.
• Click on More Settings
• After 30-90 seconds, it will time out and you will get a message similar to
this: Outlook could not log on. OR The action could not be completed. The connection to the
Microsoft Exchange Server is unavailable. Outlook must be online or connected
to complete this action. *This
is normal* - click on the OK button
• A new window will open, which asks for "Microsoft Exchange Server"
and "Mailbox". Click on the Cancel button
10.
Microsoft Exchange Server: A new window will open, which has 5 tabs starting with
"General"
• Click on the Advanced tab
• Use
Cached Exchange Mode: tick
box
• Download Public Folder Favorites: tick box
• Click on the Apply button
• Click on the Connection
tab
• Check the box for Connect to my Exchange mailbox using HTTP
• Click on the Exchange Proxy
Settings button. (If you
don't see this button, then you haven't run the Windows XP RPC Patch - see
Pre-requisite number 4 at top of this page.)
Exchange
Proxy Settings:
• https://: mail.exchange2go.net
(no
spaces anywhere)
• Connect
using SSL only: tick box
• Mutually
authenticate the session when connection with SSL: tick box
• Principal
name for proxy server: msstd:mail.exchange2go.net
• On
fast networks, connect using HTTP first, then connect using TCP/IP: Microsoft say to tick this only if this
is a desktop PC and your ISP does block port 135 but we would advise ticking it
first and only removing the tick if you encounter problems
• On
slow networks, connect using HTTP first, then connect using TCP/IP: tick box
• Use
this authentication when connecting to my proxy server for Exchange: Basic Authentication
• Click the OK button
• Click the OK button
11.
E-Mail Accounts: Exchange Server Settings:
• Click on Check Name - this may take 30-90 seconds
12.
Connect to BE037 window pops up:
• User
name: <your e-mail
address>
• Password: <your password>
• The server name and user
name should now be underlined. If not, double-check both in your welcome e-mail
and that you have internet connectivity
• Click on the Next button.
You will get the Connect to BE037 window again - use the same info as above
13.
If you
had already setup Outlook to receive mail using a Personal Folder on your
laptop, the system will warn you that mail from Exchange Server will be
delivered to the Personal Folder and ask if you want to continue. Click Yes.
14.
Click Finish.
15.
Click E-mail accounts button again.
16.
Select
"View
or change existing e-mail accounts" then click Next.
17.
IMPORTANT: At the bottom
of the window, you will see an item that says "Deliver new e-mail to the
following location".
Make sure that this is set to Mailbox - Name, where name is your name. Do NOT set it to be Personal Folder, otherwise your mail will be removed from
the server and it will only be kept on your computer.
18.
Click Finish.
19.
Click OK.
20.
You're
ready to use Outlook! Every time you start Outlook, you will be prompted to
logon with your username & password.
1.5 Upgrading to MS Outlook 2003 From a Previous Version
If you're
upgrading from a previous version to Microsoft Outlook 2003, please make sure
to follow the following instructions:
1.
Follow
the Setup Outlook 2003 Instructions above and skip section B. Please follow it completely even
if you've previously been using our service with an older version of Outlook.
2.
Make
sure to enable Cached Mode: see section 1.6.
1.6 Enabling Cached Mode in MS Outlook 2003
For optimal
performance, you should use Cached mode in Microsoft Outlook 2003. This will
dramatically speed up your experience using our MS Exchange Hosting service.
NOTE: This guide
is only if you have already installed Outlook 2003 and successfully attached it
to our Microsoft Exchange servers.
1.
If
Outlook 2003 is open, close all Outlook 2003 windows.
2.
Click
on Start -> Settings -> Control Panel -> and
double-click on Mail
3.
Select
View or change existing e-mail accounts and click on Next
4.
In the
E-mail Accounts window, highlight Microsoft Exchange Server and
click on Change
5.
In the
Exchange Sever Settings window, check the Use Cached Exchange Mode
box. Click on More Settings. (Note the server will display
BE037.mail.lan and not mail007.mail.lan)
6.
In the
Microsoft Exchange Server box, click on the Advanced tab, check
the Download Public Folder Favorites box, and click on OK.
7.
You
should be back at the Exchange Server Settings window. Click on Next.
8.
You
should be back at the E-mail Accounts window. Click on Finish.
When you launch Outlook 2003 next, it will download and make an
offline copy of all your Mailbox folders and any Public Folders that are in
your Public Folder's Favorites.
1.7 Tips to Speed Up Microsoft Outlook 2003 Access
Here are some
tips on speeding up Microsoft Outlook 2003 for use across the Internet for our
Exchange servers.
Microsoft Outlook 2003:
·
Make
sure that you're setup for "Exchange Cached Mode". To check: in
Outlook -> Tools -> E-mail Accounts -> Next -> highlight
"Microsoft Exchange Server" and click on "Change" ->
below "Microsoft Exchange Server", make sure that "Use Cached Exchange
Mode" is checked.
·
Make
sure you've run our Pre-Setup software to optimize your experience - even if
you already have Outlook connected and running. It can be found at www.exchange2go.net/downloads/OLSetup.exe - select "Save". Run OLSetup.exe and follow the prompts.
·
Disable
integration of Instant Messaging in Outlook: From Outlook, click on "Tools"
in top menu, click on "Options", click on "Other"
tab, and make sure that "Enable the Person Names Smart Tag" is
unchecked.
·
Update
your Outlook and Office to the latest patches. Go here, click on "Check for
Updates" and follow the instructions http://office.microsoft.com/officeupdate/default.aspx to install the latest patches and updates.
Make this registry change to speed up the startup and operation of
Outlook:
Download the file at www.exchange2go.net/downloads/RPCBindingOrder.reg
and double-click on this file to execute it.
Accept the warning prompt about importing data into the registry. NOTE:
Do this ONLY if your network is running TCP/IP protocol only (ask your system
administrator if you're unsure).
1.8 Access Your Mailbox From Any Browser via Outlook Web Access
You can access
your entire mailbox (including your e-mail in all your folders, contacts,
calendar, Public Folders) via any browser from anywhere on the Internet.
Note: Using
Microsoft's Internet Explorer is recommend for an optimal experience. However,
using any other browser (especially Opera or Netscape) is usually faster.
To use Outlook
Web Access (OWA) browse to https://mail.exchange2go.net
(or www.exchange2go.net and click on
the Outlook Web Access button) and login with your normal email address and
password.
1.9 Macintosh Access
If you use an Apple
Mac, your options for connecting to Microsoft Exchange Server are:
·
MS
Outlook 2001 for Mac - download a free copy to connect to MS Exchange.
Requires: Mac OS 8.6 - 9.x or Mac OS X Classic.
http://www.microsoft.com/mac/downloads.aspx?pid=download&location=/mac/download/outlook2001/outlook2001.xml&secid=50&ssid=1&flgnosysreq=True
·
MS
Entourage X. Requires: Mac OS X 10.1 or higher. You must install this update.
http://www.microsoft.com/mac/downloads.aspx?pid=download&location=/mac/DOWNLOAD/OFFICEX/exchangeupdate.xml&secid=5&ssid=14&flgnosysreq=True
·
Outlook
Web Access - the web browser based client. Log in and follow the link.
·
Any
e-mail client that support POP3 or IMAP. But, this option will not give you
full access to MS Exchange's features, i.e. shared calendaring, backup, public
folders, Global Address List, etc.
More information can be found at http://www.microsoft.com/mac/support.aspx?pid=exchange.
1.10 Setup Any Email Client for POP3 Access
E-mail clients,
such as Eudora, Outlook Express, Netscape Mail, Pine, etc., cannot access MS
Exchange via the default protocol (MAPI) created by Microsoft. Instead, they
must access e-mail via POP3 or IMAP.
Note: POP3
access does not allow access to most features of MS Exchange. It only gives
access to just receiving and sending e-mail.
Here is the
information that you will need to setup a POP3 client:
Incoming Server Name: pop3.exchange2go.net
Outgoing Server Name: smtp.exchange2go.net
Username: This is your primary email address: user@company.com
To enable outgoing e-mail, you need to tell your e-mail client software that
the outgoing server requires authentication and that it is the same as the
incoming server settings.
1.11 Setup Any Email Client for IMAP Access
E-mail clients,
such as Eudora, Outlook Express, Netscape Mail, Pine, etc., cannot access MS
Exchange via the default protocol (MAPI) created by Microsoft. Instead, they
must access e-mail via POP3 or IMAP.
Note: IMAP
access does not give access to most features of MS Exchange. It only gives
access to just receiving and sending e-mail.
Here is the
information that you will need to setup an IMAP client:
Incoming Server Name: imap.exchange2go.net
Outgoing Server Name: imap.exchange2go.net
Username: This is your primary email address: user@company.com
To enable outgoing e-mail, you need to tell your e-mail client software that
the outgoing server requires authentication and that it is the same as the
incoming server settings.
1.12
Access Your Mailbox From Your Phone or PDA
(Outlook Mobile Access)
If you have a
mini-browser on your mobile phone or PDA that can access Internet websites you
can use Outlook Mobile Access (OMA) to access your exchange2go.net
mailbox. This is a much simpler and
quicker interface than the regular Webmail interface (Outlook Web Access).
To access your
mailbox from your mini-browser:
·
Make
sure that you have Internet connectivity by browsing to www.google.com.
·
Go to http://oma.exchange2go.net/oma/
·
Enter
your username: <your Email Address> and your password <your normal
Outlook password>
Note: You should
try it first from your PC’s browser by visiting http://oma.exchange2go.net/oma and
logging in.
Once logged in,
this is what OMA access looks like:
Inbox (2 new)
Calendar
Contacts
Tasks
Find Someone
Compose New
Preferences
Mail Folder Tree
About
1.13 Wireless ActiveSync for PocketPC and SmartPhone
Exchange2go
Wireless ActiveSync will allow PocketPC 2002/2003 and Microsoft SmartPhone
users to wirelessly synchronise their calendars, contacts and inbox with an
Exchange2go account. These devices
include those made by Dell. HP/Compaq, etc and can be used on WiFi networks or
on mobile phone networks.
Note: This
service is only available to users with Plan 300 or Plan 1000 mailboxes.
Section A - Prerequisites:
1.
An
exchange2go.net mailbox on Plan 300 or Plan 1000.
2.
A
Microsoft PocketPC 2002/2003 device or any Microsoft SmartPhone. NOTE: PocketPC 2000 and older are not
supported.
3.
You
must be able to access the Internet from the device.
4.
Outlook
2003 successfully configured and attached to your exchange2go.net mailbox.
5.
Contact
support@synapseuk.com to request
your ActiveSync username and password.
Section B – Installation
Steps:
1.
Sync
your device with your current setup.
2.
Uninstall
any existing ActiveSync software. NOTE:
do *NOT* skip this step.
3.
Restart
your PC.
4.
Download
and run the latest version of ActiveSync (version 3.8 at the time of writing):
http://www.microsoft.com/windowsmobile/downloads/activesync38.mspx
5.
Click
on Next. At the “Get Connected” window
connect your device to the PC and turn it on.
6.
Your
device should now connect – if it does not, you must contact your device
manufacturer – we cannot assist you with this step.
7.
At the
“Set Up a Partnership” window select “Standard Partnership” and click Next.
8.
At the
“Specify how to synchronize data” window select “Synchronize with Microsoft
Exchange Server and/or this desktop computer” and click Next.
9.
At the
“Enable synchronization with a server” window use the following details:
Server name: activesync.exchange2go.net
Username: [contact support@synapseuk.com
to request your ActiveSync username]
Password: [contact support@synapseuk.com
to request your ActiveSync password]
Domain: MAIL
Select Save Password
Select Enable SSL if you see the
option (depends on your version of Windows)
10.
At the
“Items of this information type may already exist on your device” window select
either option. We recommend Delete any items on my device…
11.
At the
“Enable synchronization with a server” window select the items that you want to
be synchronised.
12.
At the
“Select Number of Partnerships” window select the appropriate choice. We recommend Yes and click Next.
13.
At the
“Select Synchronization Settings” window select the items that you want to
synchronise.
14.
Click Finish.
Section C – Sync
Wirelessly:
1.
Connect
to the Internet by browsing to www.google.com.
2.
Click
on Start -> ActiveSync -> SYNC
Enjoy your new freedom to access your exchange2go.net mailbox from anywhere,
anytime!
1.14 Importing Previous Contacts, Calendar and Mail Folders into the new Exchange Mailbox
After migrating
to Exchange, contacts and calendar are empty and your previous mail folders are
in the "Personal Folders" section. Use this procedure to import your
previous Contacts, Calendar and Mail folders into your new Exchange Mailbox.
Procedure
:
1.
Open
Outlook
2.
File | Import and export
3.
Select
"Import from another program or file", click Next
4.
Select
"Personal Folder File (.pst)", click Next
5.
Select
the PST file and click Next.
NB: The default name and location of the PST file is
C:\Documents and
Settings\YourLoginName\Application Data\Microsoft\Outlook\outlook.pst
NB: If you have used the Office Tool "Configure OUTLOOK PST File
Location" then you have to take the PST file from the location you have
previously specified!
6.
Under Select
the folder to import from, ensure that Personal Folders is selected,
Include Folders is checked on, Import items into the same folder in:
should be selected, and Mailbox - Your Name should be selected from the
dropdown below.
7.
Leave
the default selection and click Finish. The import process will start
and may take a few moments depending on the amount of data to be imported.
Detailed
Procedure with Screenshots:
1.
Open
Outlook
2.
File | Import and export
3.
Select
Import from another program or file, click Next
4.
Select
"Personal Folder File (*.pst)", click Next
5.
Select
the PST file and click Next.
NB: The default location of the PST file is
C:\Documents and
Settings\YourLoginName\Application Data\Microsoft\Outlook\outlook.pst
NB: If you have used the Office Tool "Configure OUTLOOK PST File
Location" then you have to take the PST file from the location you have
previously specified !
6.
Leave
the default selection and click Finish.
NB: The import process may take a few moments depending on the amount of
data that have to be imported.
2.1
Using the
Outlook 2003 SPAM Filter
Microsoft
Outlook 2003 includes a basic SPAM filter. Here are the steps to enable it:
1.
Make
sure that Microsoft Outlook 2003 is operating in Cached mode. If the word
"Online" or "Offline" appears in the bottom right corner of
MS Outlook, then you need to switch to Cached mode (details elsewhere in this
guide).
2.
To
turn on the SPAM filter, click on Actions in Outlook's top menu bar,
then click on Junk E-mail, and then click on Junk E-mail Options.
Screenshot:
3.
In the
Junk E-mail Options, choose High - this is the most effective
setting:
4.
Microsoft
Outlook 2003 will from this point on move any e-mails that it deems to be SPAM
into the Junk E-mail folder. You need to go through this folder once in
a while to clean it out AND to check for e-mails caught mistakenly by the SPAM
filter.
5.
If
there is an e-mail in the Junk E-mail folder that is not SPAM, right
click on the e-mail, click on Junk E-mail -> Mark as Not Junk.
Welcome to a more productive world!
2.2
Accessing
Public Folders as File Folders in Windows Explorer
It is possible
to access your Public Folders as regular folders (called "Web
Folders") under Windows 2000 and Windows XP.
Benefits:
·
Can be
used as your company's central File Server, except that it's available in three
ways: a) As a virtual folder on your C drive, b) Microsoft Outlook's Public
Folders, and c) any browser through Outlook Web Access.
·
Be
able to open and save files - from any application - to/from your Public
Folders directly (no need to save locally before opening/saving)
·
Access
files in your Public Folders as if they were in regular folders on the C drive
on your PC
·
Easiest
way to move a set of folders and files to the Public Folders
How to Setup:
1.
Click
on the Start button, click on My Computer, under Other Places, click on My Network
Places, and then on the top left of the window under Network Tasks, click on Add
a network place.
2.
Press Next. If you get a window "Where
do you want to create this
3.
For
"Internet or network address", type http://webfolders.exchange2go.net/public, click Next. Type your username/password. For
convenience, you may want to select Remember
my password.
4.
Type a
name - e.g. Public Folders on
exchange2go.net. Click on Next
5.
Click Finish. This adds a new entry in the
list of network places.
6.
To
create an easier shortcut, right click on the name you gave it in step 6 and
click Copy. Browse all the way up to
the top, right click on My Documents,
and click Paste. This will create a
shortcut to your Public Folders from inside My Documents. You may also want to create another shortcut from
your C drive: click on My Computer,
right click on your C drive under
Hard Drives and click Paste.
7.
You
will now be able to browse the Public Folders as if they were normal folders on
in your My Documents folder and your
C drive.
If you want to mount your mailbox also, use http://webfolders.exchange2go.net/exchange as the address in step 3
and repeat steps 1-7 for this.
2.3
Scheduling
Resources: Meeting Rooms, AV Equipment, etc
There are two
ways to schedule shared resources in your company. Examples of shared resources
are: conference rooms, vehicles, A/V equipment, etc.
1.
The
easiest method is to add each resource as a separate Exchange mailbox. Then use
Outlook to log in directly into each resource mailbox (you must setup your
Outlook as that resource user temporarily) and set the Resource Scheduling
options in Tools -> Options -> Calendar Options. It's a good idea
to create a sample item so that you can see it while testing scheduling. Grant
the Author role on the Calendar folder to the "All Users"
distribution list.
The users must book all appointments with a specific Outlook technique: On the
Attendee Availability tab of a meeting request, click Invite Others to
add one or more resources to the Resources box. Make sure you add
them as resources. If you add them as required or optional attendees, the resources
will not be automatically booked.
2.
The
other method is via the Public Folders. Users who want to schedule the resource
make appointments directly in the public folder - they cannot make it through
their own calendar! Set permissions on that folder to give Author role
to the "All Users" distribution list.
The two disadvantages of this method are that the folder resource's
availability is not shown in the Meeting Planner, where you see the free/busy
times for everyone else, and you cannot invite the folder resource to a
meeting. You must book it directly by making an entry in its folder.
2.4
Creating an
Email Signature
From
the menu bar select Tools, Options.
Select the Mail Format tab and click Signatures.
Follow the wizard to add a new signature (or edit / delete an existing
signature).
2.5
Setting
Message Options
Address
and compose the message.
On the menu bar
select View, Options (or click the Options
button on the message toolbar).
Importance marks messages as High,
Sensitivity marks messages as
Voting incorporates voting buttons into your messages
Tracking asks that you be notified when the message has been
delivered and / or read
Delivery Options indicate who receives replies to your
emails (if not you), choose where incoming mail is stored, and other options
2.6
Building a
Distribution List of Multiple Contacts
Within Outlook
select Contacts.
On the menu bar
click File, New, and Distribution List.
In the Name box type a name. The distribution list is filed in your
Contacts folder by the name you give it.
Click the Select Members button. In the Show
names from the list click the address book that contains the email
address(es) you want in your distribution list (eg Contacts).
Highlight each
member in turn and click the Members
button. When you have added all members
click OK.
Click Save and Close to return to your
Contacts screen.
Your Distribution List is now visible in your
Contacts.
2.7
Sorting Email
with Rules
A rule is a set of conditions and actions for processing and
organising your email messages automatically.
Conditions identify messages
for processing, and actions
determine what kind of processing is performed.
For example, you can setup a
rule that moves messages to a specified folder based on the sender or the
content. You can use the Organize button or Rules and Alerts Wizard to do this.
The Rules and Alerts Wizard allows you to setup automatic tasks that move,
delete, forward, or flag incoming and outgoing mail. To create a rule while viewing the Inbox:
From the menu bar click Tools, Rules and Alerts. Click New Rule.
Highlight the type of rule
you wish to create.
Click on the underlined
values to edit the rule and follow the rest of the wizard, giving the rule a
name.
Select Turn on this rule to activate this rule. Click Finish
to add the rule to the rules list.
Click OK.
3.1 Sharing or Delegating … What’s the Difference?
Use This:
|
To Do This:
|
Sharing Folders
|
Give one or more persons
permission to read, modify, create, or delete information in one or more of
your folders. Permissions are granted
one folder at a time.
|
Delegating Access
|
Give someone permission to send
messages on your behalf, accept meeting and task requests for you, or manage
information in your folders.
|
3.2 Levels of Access
In This Role:
|
You Can:
|
Owner
|
Create, read, modify, and delete
all items and files. Create
subfolders. Change the permission
levels others have for the folder.
|
Publishing Editor
|
Create, read, modify, and delete
all items and files. Create
subfolders.
|
Editor
|
Create, read, modify, and delete
all items and files.
|
Publishing Author
|
Create and read items and
files. Create subfolders. Modify and delete items and files that you
create.
|
Author
|
Create and read items and
files. Modify and delete items and
files that you create.
|
Reviewer
|
Read items and files only.
|
Contributor
|
Create items and files
only. The contents of the folder do
not appear.
|
3.3 Sharing Folders
If, for example, you wish to allow your colleagues to
be able to view your Calendar
right-click on Calendar on the main
Outlook screen.
Select Properties
and then the Permissions tab.
Change the Default
user to have Reviewer permissions.
Click OK.
Your colleagues can now view your Calendar by clicking
on File, Open, Other User’s Folder,
entering your name, selecting Calendar
in Folder type and clicking OK.
3.4 Delegating - Owner’s Outlook – Setting Delegate Permissions
Note: the delegate must be using Exchange
for this to work.
From the Tools menu, select Options then the Delegates tab. Click Add.
Select the person you wish to delegate to and click Add followed by OK.
Grant the required permissions and click OK.
You can choose to send your delegate an email summarizing these
permissions and also whether or not they have access to see your private items.
If you wish your delegate to receive meeting requests
and responses instead of you select Send
meeting requests and responses only to my delegates, not to me. Click OK.
At the main Outlook screen right-click on Mailbox – <your name> and click Properties for “Mailbox - …”.
Select the Permissions tab and click Add.
Select the person you wish to
delegate to and click Add followed
by OK.
Assign either Owner or Publishing Editor
Permission Level and click OK.
By default your delegate will only have
access to some of the top-level folders (calendar, contacts, inbox, journal,
notes, tasks) if you gave them permission.
If, for example, you require them to have access to your Sent Items folder or other sub-folders
as well you must perform the following steps.
[For
example, to delegate Sent Items in addition to the standard folders]
Right-click on Sent Items and select Properties. Select the Permissions tab.
Add the delegate, grant the necessary
permissions and click OK.
3.5 Delegating - Delegate’s Outlook – Open Another User’s Mailbox
From the Outlook Tools menu select Email
accounts followed by View or change
existing e-mail accounts and click Next.
Highlight Microsoft Exchange Server and click Change.
Click More
Settings.
Select the Advanced tab and click Add.
Type the name of the mailbox to open
(usually the first name will do) and click OK.
Outlook will now open the additional
mailbox (if you have been granted permissions!) as well as your own. Click OK.
Click Next.
Click Finish.
You should now see the other mailbox in
addition to your own in Outlook.
Click on the + (and if necessary the Folder
List icon (highlighted in orange) at the bottom left hand side of the screen)
to view all folders delegated to you.
Notice that by default you only have access
to some of the folders. If, for example,
the owner requires you to have access to their Sent Items folder or other
sub-folders as well ask them to perform the following in their Outlook.
To
be performed on the Owner’s Mailbox
[For example, to delegate Sent Items in addition to the standard folders]
Right-click on Sent Items and select Properties. Select the Permissions tab.
Add you (the delegate), grant the necessary
permissions and click OK.
The
result on the Delegate’s Mailbox
The next time you open Outlook you will see
that you now have sufficient permissions to see Sent Items as well.
In this example we also asked Trial User to grant us access to their Project X sub-folder too.
4.1
Recovering Deleted Items
Problem: You "hard deleted" items
(e-mails, contacts, etc.) from a folder either via Outlook or WebMail. A
"hard delete" is when you either 1) delete items from any folder,
which moves them to the Deleted Items folder, and then you subsequently delete
them from your deleted items folder, or 2) you pressed Shift + Delete when
deleting these items, in which case they bypass the Deleted Items folder.
Solution: To recover these items, you can do so one
of two ways:
1. Via Outlook: if the items that you
want to recover were emptied or deleted from the Deleted Items folder, then
click on Outlook -> Tools -> Recover Deleted Items. This will give you a
list of all the items that are recoverable from that particular folder.
Highlight the items that you need back, and click on Recover Deleted Items.
However, if you did a Shift + Delete from another folder, then you need to add
the following registry entry to enable the Recover Deleted Items option inside
any of the other folders:
1.
Start
Registry Editor (Regedt32.exe).
2.
Locate
and click the following key in the registry: HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Exchange\Client\Options
3.
On the
Edit menu, click Add Value, and then add the following registry
value:
Value name: DumpsterAlwaysOn
Data type: DWORD
Value data: 1
4.
Quit
Registry Editor.
5.
Restart
your computer.
2. Via WebMail (Outlook Web Access):
log in to WebMail normally, then right-click on the folder that you want to
recover items from, click on Open in New, and a new browser window will launch.
The URL in this new browser will have a "/?Cmd=contents" at the end;
change this to "?Cmd=showdeleted". The URL should look something like:
http://webMail.exchange2go.net/exchange/company.username/deleted
items/?Cmd=showdeleted
NOTE: these
deleted items are only available for two days after you've done a hard delete.
4.2
Resetting the Nickname and Automatic
Completion Cache
Symptoms: In Outlook 2003 the
Automatic Completion and Name checking is not working properly. Here’s how to reset the Nickname and
Automatic Completion Cache
Outlook 2002/3
maintains a nickname list that is used by both the automatic name checking and
the automatic completion features. The nickname list is automatically generated
as you use Outlook. If the nickname cache is corrupted, Outlook may not be able
to identify recipients, may offer incorrect recipients when automatically
completing the e-mail address, or may send the message to the wrong person.
Solution:
Use the following steps to
reset the Outlook 2002/3 nickname cache.
1.
Exit
Outlook 2002/3.
2.
Open C:\Documents
and Settings\<username>\Application Data\Microsoft\Outlook.
3.
Search
for File with extension *.NK2.
4.
Right-click
the .NK2 file with the name of the profile that you want to reset, and then
click Rename.
5.
Rename
the file to <profile_name.bak>
6.
Restart
Outlook 2002/3.
Outlook 2002/3
will generate a new nickname cache.
Note: If you try to locate a NK2 file with Start | Find on a
Windows 2000 or XP system, you need to be aware that Windows treats these files
as hidden files. In Windows Explorer, use Tools | Folder Options | View to
make sure that hidden files and folders are shown. By default the folder "Application
Data" is hidden by Windows.
4.3
Disabling Outlook’s Email Merge Virus Warning
Problem:
When doing an e-mail merge through Microsoft
Outlook 2000, Outlook 2002 (XP), or Outlook 2003, you continually receive the
warning:
A program is
trying to access an email address you have stored in Outlook. Do you want to
allow this? If this is unexpected, it may be a virus and you should choose
'No.'
Solution:
You can use a free
third-party tool from http://www.contextmagic.com/express-clickyes
to bypass this issue. NOTE: we do not support this tool and are not responsible
for any affects arising from its use.
4.4
Error: 0x8004010F, Object could not be found
While doing a
Send/Receive, you get this error: Task 'Microsoft Exchange Server' reported
error (0x8004010F) : 'The operation failed. An object could not be found.'
This is a normal
error message that occurs on the first day that a user that joins our service.
This error will go away on the next day and can be ignored.
Explanation:
This error message indicates that MS Outlook was not able to find and download
the offline Address Book. The offline Address Book for your company is
automatically created during the first night after your company has signed up
and become our customer.
4.5
Outlook 2003 Message Body is Blank When Viewed
Problem:
In Microsoft Outlook 2003,
when you view an e-mail, the body of the e-mail message is entirely blank. If
you view the e-mail message first via Outlook Web Access (OWA), you can see the
body. But, once you view it with Outlook 2003, the message body becomes blank
both in Outlook and OWA.
Cause:
A particular Outlook
plug-in, especially the PGP Outlook software, is not compatible with Outlook
2003. As the plug-in software processes the e-mail, it errors and destroys the
body, leaving a blank e-mail.
Solution:
Uninstall any Outlook
based software, especially the PGP software if you're using it. Check with the
software vendor to see if they have released an Outlook 2003 version.
Unfortunately, any e-mails that have lost their bodies are permanently lost if
your Outlook has synchronised the changes with the Microsoft Exchange Server.
4.6
Error: The specified default store could not
be opened…
While setting up
Microsoft Outlook, you get the error message: "The specified default
store could not
be opened. Please make sure you can access your default store and try again."
This error is
typically the result of a corrupted profile. To work around this error, you
need to delete the Outlook profile and create a new Outlook profile.
Outlook 2003:
Go to Control
Panel -> Mail -> Show Profiles
Click on
"Add..." and use "Exchange2go" for the Profile Name
Continue with
the setup instructions for Outlook 2003.
Once finished
creating the new profile, make sure to select "exchange2go" under the
"Always use this profile."
4.7
Your Calendar entries are not up-to-date on
the server
When colleagues
attempt to schedule meetings they see “No Information” is available for
you. To re-publish your calendar on the
server go to Tools, Options.
Select Calendar Options.
Select Free/Busy Options.
Enter the number
of months of Calendar information
you wish to be available on the server and click OK (three times to return to Outlook).
5.1
Do You Need a
VPN? Testing Port 135 Connectivity
This quick test will establish whether you
need a VPN to connect to our Exchange servers.
1.
Open
an MS-DOS Prompt:
• Windows 95/98/ME: Start -> Run -> type command and click OK.
• Windows NT/2000/XP: Start -> Run -> type cmd and click OK.
2.
Inside
the MS-DOS prompt, type telnet
69.25.74.37 135 and hit the Enter key.
3.
Result:
• Windows 95/98/ME: A new window named Telnet
will pop up. If you see a cursor blinking in the top left corner, then you
don't need a VPN. If you see an hourglass and the title of the window changes
to Telnet - (None), then you do need
a VPN.
• Windows NT/2000/XP/2003: If you see Connecting
To 69.25.74.34..., then you need a VPN. If all the text clears you see a
cursor blinking in the upper left corner, then you do not need a VPN.
4.
To
close out the MS-DOS Prompt, hit the X
in the top right hand corner of the window.
If you do need a VPN, follow the instructions in Section 5.2.
NOTE: If you are using Windows XP and Outlook 2003, then you bypass the
need for a VPN. Follow the instructions instead to Setup Outlook
2003 using RPC over HTTP in section 1.4.
5.2 Setup VPN Connection for Outlook Access
A VPN connection will enable you to connect
to the Exchange servers if your ISP is blocking port 135.
NOTE:
If you are using Windows XP and Outlook 2003, then you do not need to use a
VPN. Follow the instructions instead to Setup Outlook 2003 Using RPC over HTTP.
Setup for Outlook over VPN access:
1.
Email support@synapseuk.com and request that VPN access is enabled for
your account.
2.
Once
you have received confirmation that VPN access is setup, follow the
step-by-step instructions below to create a VPN connection.
3.
Go to
Start -> Control Panel -> Network Connections
4.
Click
on "Create a New Connection"
5.
If you
see a "Welcome" window, hit "Next"
6.
On the
"Network Connection Type" window, select "Connect to the network
at my workplace" and click on "Next:
7.
On the
"Network Connection" window, select "Virtual Private Network
connection" and click on "Next":
8.
On the
"Connection Name" window, type in "Exchange2go VPN" and
click on "Next":
9.
On the
"VPN Server Selection" window, type in
"vpn.exchange2go.net" and click on "Next".
10.
Select
“Anyone’s use” and click on “Next”.
11.
Select
“Add a shortcut to this connection to my desktop” and click “Finish”.
IMPORTANT: this is NOT the last
step. You MUST finish all of the steps
below.
12.
You
should see a “Connect Exchange2go VPN” application open. If so, click on “Properties”. If you don’t see this application open,
right-click on the shortcut icon for "Exchange2go VPN" on your desktop
and click on "Properties".
13.
Click
on the “Options” Tab
14.
Change
Redial attempts to 10, Time between redial attempts to 1
second and tick the Redial if line is
dropped box.
15.
Click
on the "Networking" Tab. Select "Internet Protocol (TCP/IP) to
highlight it and click on "Properties":
16.
On the
"Internet Protocol (TCP/IP) Properties" window, click on
"Advanced".
17.
On the
"Advanced TCP/IP Settings" window, under the "General" tab,
uncheck the box for "Use default gateway on remote network".
18.
Click
on "OK" three times.
19.
You
are now ready to connect. On the
"Connect to Exchange2go VPN" window, it will ask for:
User name: type your email address here
Password: your password
20.
Launch
the VPN Connection and make sure that you are connected - the icon for it
should be in the taskbar in the bottom right of Windows.
21.
Follow
the setup instructions for your version of Outlook making sure that you check
the box for "Setup for VPN Access" once you run OLSetup.exe.
Launching Outlook over VPN:
Once setup, you must follow this procedure every time you start Outlook:
1.
Launch the VPN
Connection and make sure that you are connected - the icon for it should be in
the taskbar in the bottom right of Windows.
2.
Launch Microsoft
Outlook. It is necessary to establish the VPN connection before
launching Outlook. Otherwise, Outlook will not be able to connect.
5.3
Testing Outlook Connection to the Exchange
Server
PROBLEM:
You are unable to connect
to our Microsoft Exchange servers.
SYMPTOM:
You get the error message: "Your Microsoft Exchange Server is
unavailable".
CAUSE:
A misconfiguration is
causing your MS Outlook to not be able to create a connection with the Exchange
servers. This can range from a lack of Internet connectivity to corrupt Outlook
settings.
SOLUTION:
This can be a complex problem to solve. Please follow this guide very
carefully. Make sure that you have run the OLSetup.exe setup tool (www.exchange2go.net/downloads/OLSetup.exe) already.
A. Check Internet connectivity to Exchange
server: Using your favourite browser (Internet Explorer, Netscape, etc.) go to
this website: http://mail007/ (without a
"www." and ".com"). If you see a window popping up asking
for your username and password, hit "Cancel" and process to step
"B" below. If you did not get a window asking for your username and
password, then do the following:
·
Open
an MS-DOS Prompt:
- Windows 95/98/ME: Start -> Run -> type "command" (without the
quotes) and click "OK"
- Windows NT/2000/XP: Start -> Run -> type "cmd" (without the
quotes) and click "OK"
·
Type
"ping mail007". Does it say this "Pinging MAIL007 [69.25.74.34]
with 32 bytes of data:" ? NOTE: if you've setup for VPN access, the IP
will be "[10.109.209.107]" instead. If no, then re-run the
OLSetup.exe software.
·
If
yes, then Internet connectivity across the Internet to the Exchange servers is
not working. Please contact your system administrator or your ISP.
·
Type
"exit" inside the MS-DOS Prompt to close it out.
B. Open the MS-DOS Prompt again. Type
"telnet mail007 135".
·
Windows
95/98/ME: A new window named "Telnet" will pop up. Is there a cursor
blinking in the top left corner? If this fails, then you will see an hourglass
and the title of the window will change to "Telnet - (None)"
·
Windows
NT/2000/XP/2003: The MS-DOS window should clear everything and the cursor
should blink in the upper right corner.
·
Is the
cursor blinking? If not, then either your company's firewall or your ISP's
routers are blocking the connection. Please contact your system administrator
to check whether your company firewall is blocking outgoing Port 135 TCP
connections. If that is not the case, please contact your ISP to request that
they unblock Port 135 TCP for you. If they refuse, please contact us to be
setup for VPN access.
·
To
close out the MS-DOS Prompt, hit the "X" in the top right hand corner
of the window.
If part A
succeeds and part B fails,
then your ISP is blocking port 135.
Follow the instructions below:
CAUSE:
In response to the MS Blast Worm that spread rapidly across the Internet on
August 11, 2003, numerous ISPs worldwide have blocked port 135 to mitigate the
spread of the worm. This worm exploits a vulnerability for the RPC process on
port 135. Unfortunately, this is the same port used by MS Outlook and MS
Exchange servers to communicate. As a result, any users using an ISP which has
chosen to block the port are not able to connect to Exchange and will get the
error message mentioned above.
SOLUTIONS:
There are two solutions:
1.
Ask
your ISP to unblock port 135 from their routers and firewalls. If they're
hesitant about unblocking it, ask them to unblock it only for your IP.
2.
Use
Virtual Private Networking (VPN) to connect to Exchange. This does involve making
changes to your computer and can be inconvenient. If your ISP refuses to
unblock the port, please follow the instructions to setup VPN Access.
Remember, you
can always access your entire MS Outlook mailbox via the web at: http://webmail.exchange2go.net
If both A and B succeed, but you get this message whilst setting up MS Outlook:
“Microsoft Exchange Server is unavailable”, then follow the instructions below:
PROBLEM:
While trying to
setup Microsoft Outlook to connect to Microsoft Exchange Server, you received
one of these errors:
Your
Microsoft Exchange Server is unavailable
OR
Outlook
could not log on. Check to make sure that you are connected to the network and
are using the proper server and mailbox name. The connection to the Microsoft
Exchange Server is unavailable. Outlook must be online or connected to complete
this action.
RESOLUTION:
You may have to
do one or both of the following to fix this error:
1.
Your
registry settings for RPC Client Protocols may be corrupted. Download the
following file and execute it http://www.exchange2go.net/downloads/RpcClientProtocols.reg.
2.
Accept
the warning prompt about importing data into the registry. Setup MS Outlook and
see if it works now.
3.
If
not, you’ll need to re-install TCP/IP.
Follow the instructions below:
Windows XP (Repair TCP/IP):
1. Click on Start
2. Click on Run
3. In the text box, type "cmd" (without the quotes), and click on the
OK button
4. A new black window will open. Type: "netsh int ip reset
c:\resetlog.txt" (without the quotes), and press the ENTER key.
5. Type "exit" and press the ENTER key.
6. Restart your computer
7. Setup MS Outlook and see if it works now.
Windows 2000 (Uninstall and
reinstall TCP/IP):
1. Log on as the local administrator.
2. Close all open programs, and then disable any anti virus program.
3. Right-click My Network Places on your desktop, and then click Properties.
4. Right-click Local Area Connection, and then click Properties.
5. Click Internet Protocol (TCP/IP), and then click Uninstall.
6. You receive the prompt to uninstall TCP/IP, click Yes.
7. Restart your PC.
8. Log on as the local administrator
9. Right-click My Network Places on your desktop, and then click Properties.
10. Right-click Local Area Connection, and then click Properties.
11. Click Install, and then click Protocols.
12. Click Add.
13. Click Internet Protocol (TCP/IP), and then click OK.
14. Click Close in the Local Area Connection Properties dialog box, and then
restart your computer.
15. Setup MS Outlook and see if it works now.
5.4
Creating a New Outlook Profile
How to create
a new e-mail profile in Outlook 2003:
1.
Click
Start, and then click Control Panel.
2.
Click
Switch to Classic View, and then double-click Mail.
3.
In the
Mail Setup dialog box, click Show Profiles.
4.
On the
General tab, click Prompt for a profile to be used, and then click Add.
5.
In the
Profile Name box, type a descriptive name for the new e-mail profile, and then
click OK.
6.
In the
E-mail Accounts dialog box, click Add a new e-mail account, and then click
Next.
7.
Follow
the steps for Outlook setup from Section 1.3 or 1.4. Pick up from where it
refers to "Add a new e-mail account".
8.
NOTE:
in the previous step, while in the "Advanced" tab, do the following:
click "Offline Folder File Settings", and for "File",
change the default (typically "outlook.ost") to a new name, such as
"outlook jan10.ost" (use today's date). Click OK, and a prompt will
ask you "Would you like to create it?", click Yes.
How to configure Outlook to start with a specific e-mail profile:
1.
Click
Start, and then click Control Panel.
2.
Click
Switch to Classic View, and then double-click Mail.
3.
On the
General tab, click Always use this profile under When starting Microsoft Office
Outlook, use this profile.
4.
In the
Always use this profile list, click the profile that you want to use, and then
click OK.
How to configure Outlook to prompt you for a specific e-mail
profile:
1.
Click
Start, and then click Control Panel.
2.
Click
Switch to Classic View, and then double-click Mail.
3.
In the
Mail Setup dialog box, click Show Profiles.
4.
On the General
tab, click Prompt for a profile to be used under When starting Microsoft Office
Outlook, use this profile.
5.
Click OK.
5.5
Using a
Blackberry device with your Mailbox
This will help
you setup full two-way synchronisation (sending & receiving) of e-mail
between your Blackberry device and your hosted Exchange mailbox.
NOTE: We are
only able to help you with connecting your device to your Exchange mailbox. We
are not able to help you with any other issues, such as connecting the device
to your computer, to the Internet, etc.
NOTE: Calendar
synchronisation (if supported by your device) does not always work; this is due
to issues with the device software itself.
PREREQUISITES:
1.
A
Blackberry-enabled account active with us. Please send an email to support@synapseuk.com for this request. Please wait for a
confirmation email from us before proceeding with these instructions.
2.
A
Blackberry device with cradle connected to your computer
3.
An
existing wireless plan from a mobile provider, such as Vodafone or T-Mobile,
etc.
4.
You
are using Windows 2000 or XP
5.
MS
Outlook already setup and connected to your hosted Exchange account
SETUP
PROCESS:
Do you already
have the Blackberry Desktop Software installed on your PC? If so, you must do a
clean uninstall first.
Use
Add/Remove buttons to remove BlackBerry® Desktop Manager:
Go to Start
> Settings > Add/Remove programs.
Select BlackBerry
Desktop Software.
Select Remove.
Delete registry entries:
Go to Start
> Run > type Regedit > Select OK.
Delete the Research In Motion
folder within HKEY_CURRENT_USER\Software\.
Delete the Research In Motion folder within HKEY_Local_Machine\Software\.
Note: Modifying the computer registry can cause substantial damage to
the Microsoft Windows operating system. Document and back up the existing
registry entries prior to implementing any changes.
Delete folders from Windows® Explorer:
Open Windows
Explorer.
Delete the
Research In Motion folder within C:\Program Files\..
For any version,
including Service Pack 4, delete Research In Motion folder within C:\Documents
and Settings\<user name>\Application
Data\.
Note: If the user is unable to see Application
folder, it is probably in a hidden system folder. This can be made visible by
selecting Show Hidden Files and Folders option under Windows Explorer.
Delete C:\Program Files\Common Files\PUMATECH shared
folder.
Note:
Any other synchronization software for
other personal digital assistants (PDA) using the PUMATECH folder will need to
be reinstalled after a successful installation of BlackBerry Desktop Manager.
Restart the computer.
1.
Open
MS Outlook and make sure that you are logged in and properly connected to your
hosted Exchange mailbox.
2.
Download
and install the latest version of the BlackBerry Desktop Software from http://www.exchange2go.net/downloads/BlackBerry36SP3.exe. This download is about 20MB.
3.
At the
"Email Integration Options" window, choose "Integrate with
enterprise email account"
4.
At the
"Choose Email System" window, choose "Microsoft Exchange (typically
used with Microsoft Outlook client)"
5.
At the
"Email Redirection" window, choose "Redirect email using the
Blackberry Enterprise Server"
6.
If you
see a window with "The software you are installing for this hardware: RIM
Handheld has not passed Windows Logo testing ....", click on
"Continue Anyway"
7.
Finish
the installation and launch the Blackberry Desktop Manager
8.
Connect
your Blackberry device to your computer via the supplied cable or cradle.
9.
If
you're asked to log in, use your regular Outlook login information:
10.
If
you're asked to set a pin number, move your mouse around and follow the
instructions.
11.
Sync
your device, if prompted.
12.
In the
Desktop Manager, double-click on "Intellisync" and click on
"Synchronize now" and wait for it to finish.
13.
In order
to synchronise your Blackberry calendar wirelessly (only if your device
supports this): While still inside the "Intellisync" window, click on
"Configure PIM". Click on "Calendar", click on
"Choose", select "Blackberry Wireless Sync", and click on
"OK"
14.
Perform
another synchronisation: in the Desktop Manager, double-click on
"Intellisync" and click on "Synchronize now" and wait for
it to finish.
15.
In the
Desktop Manager, double-click on "Redirector Settings". Check on
"Redirect incoming messages to your handheld" and click on
"OK".
16.
Please
perform *another* synchronisation: in the Desktop Manager, double-click on
"Intellisync" and click on "Synchronize now" and wait for
it to finish.
Test by sending
a message; it often takes up to 15-20 minutes for the system to activate.