Setting Up Outlook 2000

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Most companies include Outlook as a part of their Office 2000 installation (by default). You can also acquire and install the program separately.

The first time you run Outlook, you'll need to configure it for the current user. You'll need to supply a user name and e-mail address, provide mail servers (if you haven't already set up e-mail on the computer), and specify whether to set up Outlook with the Internet Only configuration, the Corporate Or Workgroup configuration, or the No E-Mail configuration. Table 23-1 summarizes some key features of each type of Outlook configuration.

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Use the Corporate Or Workgroup configuration only if you need Exchange Server or other mail service support. The Internet Only configuration is highly optimized for Internet E-Mail and, in general, performs much faster for Internet-based e-mail than the Corporate Or Workgroup configuration does.

To configure Outlook 2000 for a new user in your company, follow these steps:

  1. Launch Outlook 2000 from the Programs folder of the Start menu.
  2. If a previous version of Outlook is installed on the computer, specify whether Outlook is used for e-mail. Clicking Yes will retain all settings from the older Outlook version and finish the configuration process.
  3. If other e-mail programs are on the computer, such as Outlook Express, Eudora, or Netscape Messenger, Outlook lets you use settings from any of these programs. Select the program from which to import settings, or select None Of The Above, and click Next.
  4. Select which configuration of Outlook 2000 to use, as shown in Figure 23-1.
  5. click to view at full size.

    Figure 23-1. Outlook configuration choices.

  6. If you haven't set up an e-mail account on the system yet, the e-mail part of the Internet Connection Wizard is displayed, walking you through e-mail account setup. Provide the user name, Post Office Protocol (POP) or Internet Message Access Protocol (IMAP) server settings, and any other information it requests.

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You can change your Outlook configuration at any time after Setup completes by choosing Options from the Tools menu, clicking the Mail Services or Mail Delivery tab, and then clicking the Reconfigure Mail Support button. You won't have to reboot, but you may have to exit Outlook using Exit And Log Off from the File menu and restart Outlook. You will also need access to the Office 2000 installation files.

Table 23-1. Differences between Outlook 2000 configurations

FeatureInternet OnlyCorporate Or WorkgroupNo E-Mail
Calendar and ContactsYesYesYes
Internet e-mail (POP3/SMTP)YesYesNo
IMAP4 foldersYesNoNo
LDAP directory supportYesYesNo
Send/receive faxesWith WinFax Starter EditionWith Windows 2000's Fax ServiceNo
Exchange Server supportVia POP/SMTP (Exchange 5 or later) and IMAP4 (Exchange 5.5+)YesNo
Exchange Server public folder supportNoYesNo
Exchange Server Global Address ListVia LDAP (Exchange 5 or later)YesNo
Voting, message recallNoVia Exchange ServerNo
Read receiptsVia Message Disposition Notifications standardVia Exchange Server and Message Disposition Notifications standardNo
Delivery receiptsNoVia Exchange ServerNo
Autodial for e-mailYesNoNo
Send and receive meeting requestsYesYesNo
Send iCalendar meeting requestsYesYesNo
Read iCalendar Free/Busy infoYesYesYes
See Free/Busy detailsNoVia Exchange ServerNo
Direct booking of resourcesNoVia Exchange ServerNo
Newsgroup supportVia Outlook Express (installed)Via Outlook Express (installed)Via Outlook Express

Adding and Modifying Accounts and Services

Once you've configured Outlook 2000, you'll want to set up multiple mail accounts so that a user can send and receive mail on several different e-mail accounts or message services. When you install Outlook, the Setup program helps you establish your primary message account, but you can easily establish additional accounts any time after Setup completes.

The first point to remember about establishing additional Outlook 2000 mail accounts or services is that some differences exist between the Internet Only and the Corporate Or Workgroup configurations. Both are easy to set up, but just to simplify matters, we'll look at each configuration separately.

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If you chose to import settings from another e-mail program or a previous version of Outlook that had multiple mail accounts configured, Outlook 2000 preserves these mail settings, probably obviating the need to configure additional accounts.

Adding Accounts to the Internet Only Configuration

The Outlook 2000 Internet Only configuration is optimized for sending and receiving standards-based Internet e-mail, and you can set up Outlook to send mail using Simple Mail Transport Protocol (SMTP), to receive mail using both POP3 and IMAP4, and also to search LDAP directories. To set up additional accounts like this, follow these steps:

  1. Choose Accounts from the Tools menu. Outlook displays the Internet Accounts dialog box, shown in Figure 23-2.
  2. click to view at full size.

    Figure 23-2. The Mail tab of the Internet Accounts dialog box.

  3. To add an e-mail account, click the Add button, choose Mail from the shortcut menu, and use the Internet Connection Wizard screens to configure the account's POP or IMAP server information, e-mail address, and other settings.
  4. To add an LDAP directory service account, click the Add button and then choose Directory Service from the shortcut menu. Use the screens provided to enter the LDAP server name for the account, to enter the user's account name and password, and to specify whether this LDAP server should be used to check names when sending e-mail.

Adding Services to the Corporate Or Workgroup Configuration

Outlook 2000's Corporate Or Workgroup configuration supports a wide variety of messaging services, such as Internet E-Mail, Exchange Server, Microsoft Mail, Lotus cc:Mail, Fax, and LDAP directories. To use these services you need to add them to your Outlook profile, which is based on the Windows Messaging/Exchange client. (You can view your profile or set up additional profiles by using the Control Panel tool labeled Mail or Mail and Fax.) To set up these services, follow these steps:

  1. Choose Services from the Tools menu. The Services dialog box appears, shown in Figure 23-3.
  2. To add a service, click the Add button, select the service to add from the Add Service To Profile dialog box, and click OK. Use the dialog boxes presented to enter the necessary information about the service you're adding.
  3. Figure 23-3. The Services tab of the Services dialog box.

Changing Where Your Outlook Data Is Stored

By default, Outlook stores all of its local data in a single file with a .PST file extension called a personal folders file. This file is stored in the following hidden folder: \Documents and Settings\username\Local Settings\Application Data\Microsoft\Outlook\outlook.pst.

However, you might find it more convenient to relocate this file or to specify an existing file if a user already has a personal folders file. Outlook's Internet Only configuration is somewhat limited in the methods of changing the location of the default personal folders file, while the Corporate Or Workgroup configuration provides a little more flexibility. Use the appropriate method depending on which Outlook configuration you're setting up.

Changing Locations in an Internet Only Configuration

Unfortunately, the Internet Only configuration doesn't provide a simple way to change the location of the default personal folders file, where all Outlook items are stored. The reason for this is somewhat mysterious, but regardless of the Microsoft Office development team's decisions, you can circumvent this limitation in a couple of ways. The following two sections explain how.

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To find out where the personal folders file is currently stored, right-click Outlook Today on the Outlook Bar and choose Properties. Then click Advanced and take note of the path listed in the Path box.

Opening a Different Folder If you're using the Internet Only configuration, the easiest way to move your personal folders file is to open the personal folders file you want to use, have Outlook deliver your e-mail to this personal folders file, and then close the old personal folders file. To do this, follow these steps:

  1. To create a new personal folders file to use as your default personal folders file, choose New from the File menu, and then choose Personal Folders File from the submenu. Enter a name and location for the file, and then click Create.
  2. To use an existing personal folders file for the Outlook folder store, choose Open from the File menu, and then choose Personal Folders File from the submenu. Locate the file, and click Open.
  3. Display the folder list by choosing Folder List from the View menu.
  4. Right-click the root of the personal folders file in the folder list you want to use, and then choose Properties from the shortcut menu.
  5. Select the Deliver POP Mail To This Personal Folders File check box, shown in Figure 23-4, and then click OK.
  6. Figure 23-4. The General tab of the Properties window for a personal folders file.

  7. Click OK in the next dialog box and restart Outlook. When Outlook asks if you'd like to re-create the Outlook Bar, click Yes.
  8. You can transfer any data from your old personal folders file into your new one, and then close the old folder store by right-clicking the root of the folder store and choosing Close from the shortcut menu.

Trashing a File The second way to change the location of your personal folders file is to find it and move it. If you haven't used Outlook yet and therefore have no data in your Outlook folders, we suggest moving this empty folder file to the Recycle Bin. Note that this method doesn't work well with Outlook 98. (It's prone to throwing tantrums and refusing to work; if you have Outlook 98, we recommend using the approach described earlier.) Once you're rid of this unwanted file, follow these steps to open an existing personal folders file or to create a new file in the location of your choice:

  1. Launch Outlook and then click OK in the dialog box telling you that your personal folders file can't be located.
  2. In the Create/Open Personal Folders File dialog box, choose an existing personal folders file and click Open, or go to the folder in which you'd like to create a new personal folders file, enter a filename, and click Open.
  3. If you chose to create a new personal folders file, enter the name of the file into the Name text box of the Create Microsoft Personal Folders dialog box, shown in Figure 23-5.
  4. Figure 23-5. The Create Microsoft Personal Folders dialog box.

  5. Choose the type of encryption to use on the file. (This is supplementary to any NTFS file encryption you might be using.)
  6. Optionally, specify a password and then click OK. Outlook asks whether to re-create the Outlook Bar shortcuts. Click Yes to do so; otherwise, click No. (This will break all the standard Outlook Bar shortcuts.)

Changing Locations in a Corporate Or Workgroup Configuration

The technique for changing the location of your personal folders file (the container of all Outlook items) in the Corporate Or Workgroup configuration is a lot more sensible than that for changing it in the Internet Only configuration. While you can still simply delete your old personal folders file and then create a new one in the location of your choice, Outlook also provides an interface for managing different personal folders files and specifying which one to use for receiving e-mail as well as which Contacts folders to use as address books. (The Internet Only configuration has a limited ability to maintain multiple address books.)

To change the default personal folders file location, use the following steps; to learn how to manage different address books, see the next section, "Managing Address Books."

  1. Choose Services from the Tools menu.
  2. Click Add, choose Personal Folders, and click OK to add a new or existing personal folders file to your Outlook configuration; otherwise, skip to step 7.
  3. Name your new file or specify the location of your existing file and then click Open.
  4. If you chose to create a new personal folders file, enter the name of the file into the Name text box of the Create Microsoft Personal Folders dialog box, shown previously in Figure 23-5.
  5. Choose the type of encryption to use on the file. (This is supplementary to any NTFS file encryption you might be using.)
  6. Optionally, specify a password and then click OK. Outlook asks whether you want the Outlook Bar shortcuts re-created. Click Yes to do so; otherwise, click No. (This will break all of the standard Outlook Bar shortcuts.)
  7. Click the Delivery tab of the Services dialog box and, in the drop-down list box, choose the personal folders file to which you want your POP e-mail delivered, shown in Figure 23-6.
  8. Figure 23-6. The Delivery tab of the Services dialog box.

  9. To remove the old personal folders file from your Outlook configuration, click the Services tab, select the file from the list, and click Remove.
  10. When you next start Outlook, it asks whether you want the Outlook Bar shortcuts re-created. Click Yes to do so; otherwise, click No. (This will leave all of the standard Outlook Bar shortcuts pointing to your old personal folders file.)

Managing Address Books

The Outlook 2000 Corporate Or Workgroup configuration has a couple different address books that are available to users depending on the services they have installed. If the address books aren't set up optimally for users or if the users don't understand the differences between the address books, this can cause problems.

To help you deal with this issue, this section explains the different address books available in the Corporate Or Workgroup configuration. Then in the two sections that follow, you'll learn how to create a new Contacts folder and set it up as an address book, and you'll learn how to change the way Outlook handles these address books.

NOTE
The Internet Only configuration doesn't have the same ability to manage different address books as the Corporate Or Workgroup configuration does. You can set up multiple folders to store contacts and configure them as address lists just like the Corporate Or Workgroup configuration; however, you can't specify which Contacts folder should be checked first, and LDAP directories that you set up to function like an address book don't show up in the Address Book window (only in the address book available when sending messages).

The default address book in Outlook 2000 and the address book that we recommend you use to store all of your address information is the Contacts folder. This folder can contain just about any type of address information you'd like to store: e-mail, Exchange mailbox, X500, postal, telephone numbers, Web page addresses, and so on. It's also customizable and integrated extremely well into Outlook.

If you're connected to an Exchange server, you also have the Global Address List, a directory of mail accounts kept on the Exchange server. (You can also access this list by using the Internet Only configuration if your Exchange server is configured as an LDAP server.) This address list is read-only, but you can add addresses from the Global Address List to your personal address book (PAB) or Contacts folder (whichever one you have set up to store your personal addresses) by right-clicking the address and choosing Add To Personal Address Book from the shortcut menu.

The Corporate Or Workgroup configuration also allows you to use a .PAB file to store addresses. This feature was mainly retained for backward compatibility with old Exchange and Windows Messaging clients, which use the PAB as the default address book. We generally don't recommend using a .PAB file unless you need to maintain compatibility with one of these programs.

Configuring a Folder as an Address Book

Outlook 2000 can use any folder containing contacts as an address book—you're not limited to just one Contacts folder. To create a new folder in which to store contacts, and to make this folder available as an address book, follow these steps:

  1. Choose New from the File menu, and then choose Folder from the submenu.
  2. Enter a name for the folder in the Name text box, as shown in Figure 23-7.
  3. Figure 23-7. The Create New Folder dialog box.

  4. Select Contact Items from the Folder Contains drop-down list box.
  5. Choose the folder in your personal folders file or an Exchange Server mailbox in which to create your new Contacts folder, and then click OK. If Outlook asks if you'd like to create a shortcut to the folder on the Outlook Bar, click OK.
  6. Display the folder list by choosing Folder List from the View menu.
  7. Right-click the Contacts folder you created, and choose Properties from the shortcut menu.
  8. Click the Outlook Address Book tab.
  9. Select the Show This Folder As An E-Mail Address Book check box, and then click OK, as shown in Figure 23-8.
  10. Figure 23-8. The Outlook Address Book tab of the Properties window.

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This procedure works in the Internet Only configuration as well as in the Corporate Or Workgroup configuration; however, with the Internet Only configuration, the Contacts folder can't become your default address book. In addition, you need to use the View menu's Folders And Groups command in the address book in order to see other Contacts folders you've created.

Configuring Address Book Handling

Outlook lets you easily configure which address book to store your personal addresses in, which address book to display when addressing messages, and the order in which Outlook checks your address books when searching for an addressee, if you're using the Corporate Or Workgroup configuration. To configure these options, follow these steps:

  1. Choose Services from the Tools menu.
  2. Click the Addressing tab, shown in Figure 23-9.
  3. From the first drop-down list, choose the address book to be displayed first when you call up the address book.
  4. From the second drop-down list, choose the address book in which to store all new addresses.
  5. Use the Add button and the Remove button to change which address books are selected, and use the up and down arrows to adjust the order in which the address books are selected.
  6. Click OK when you're finished.
  7. Figure 23-9. The Addressing tab of the Services dialog box.



Microsoft Windows 2000 Server Administrator's Companion, Vol. 1
Microsoft Windows 2000 Server Administrators Companion (IT-Administrators Companion)
ISBN: 1572318198
EAN: 2147483647
Year: 2000
Pages: 366

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