- Setting Up Profiles
The first time Outlook runs, you're presented with a setup wizard to guide you through
setting up your first account and profile. The first screen asks whether you want to
configure Outlook to connect to a mail server. Select Yes if you're going to use Outlook
for email, or select No if you're using Outlook only for your calendar, tasks, and contacts.
This rest of this section assumes that you selected Yes and are setting up an email
account. If you choose No, Outlook creates a no mail profile for you. To add email
accounts later, follow the steps in the task "Add Additional Accounts to Your Profile,"
later in the hour.
The first thing you need to do is tell Outlook what kind of email account you're using (see
Figure 2.1). If you use multiple mail servers or have more than one account, the wizard
walks you through the setup of your default email account.
Figure 2.1. Choose your account type from the Server Type dialog and choose Next.
You have the following mail server choices:
• Microsoft Exchange Server— This option is normally used only in corporations.
In most cases, the administrator preconfigures Exchange accounts for you.
- • POP3— In a POP3 account, messages are typically downloaded from the server
and stored locally. If you aren't sure what kind of email account you have, it's
probably a POP3 account.
• IMAP— When you use IMAP, the messages are stored on the email server and
Outlook downloads copies. IMAP accounts are common on college campuses.
• HTTP— HTTP is used to download Web-based email accounts to Outlook.
Currently, only Hotmail and MSN addresses support HTTP accounts.
• Additional Server Types— Additional server types include Fax Services, Lotus
Notes, Microsoft Mail (Workgroup Post Offices), and GroupWise. You won't have
any services listed unless you've installed the appropriate software, such as the
Windows Fax software or Notes connector. In most cases, you won't choose
Additional Server types when setting up your default email account.
Select the appropriate account type for your main email account. If you're unsure what
type of account you have, check with your ISP or email provider.
At this time, only Hotmail and MSN support HTTP access. Other
Web-based accounts, such as Yahoo!, don't support the WebDAV
protocol needed for HTTP access. If your Web-based mail service
doesn't offer POP3 or IMAP service, you won't be able to use
Outlook to check your email unless you use a third-party utility.
AOL uses proprietary email protocols, not POP3 or IMAP, so you
must continue to use AOL's email client or use a third-party utility to
pull the mail from AOL if you want to use Outlook.
Several enterprising developers have created utilities that enable you
to use any popular email client with AOL or Yahoo! and other Web-
based email servers. Search Google.com using the keywords Yahoo
AOL Outlook for the latest offerings, including AOL2POP,
Web2POP, and Izymail (POP3Hot).
MS Mail is not a supported server type in Outlook 2003. If you use
an MSMail post office and are upgrading to Outlook 2003, see
http://www.outlook-tips.net/msmail.htm for more information.
Task: Create Your First Outlook Profile
For this exercise, we're using a POP3 account because POP3 is the most popular account
type. In most cases, the information required is the same for any account type: your
display name, email address, server names. Outlook completes the setup based on the
- account type you select. If you have an IMAP or HTTP account, see "Add Additional
Accounts to Your Profile," which follows this section.
1. Enter your name as you want it to appear on your outgoing mail in the Your Name
field. In most cases, you'll want to use your full name, but some people use their
email address or a nickname.
2. Press the Tab key to move to the next field: E-mail Address. Enter the email
address you use for this account.
3. The next field is Incoming Mail Server (POP3). Enter the name of your POP3
server. If you're unsure what to use, check with your ISP or email service's online
help. In many cases, the POP3 server name is mail.domain-name.com, where
domain-name is the domain your provider uses (see Figure 2.2).
Figure 2.2. Enter your basic account information on the Internet E-mail Settings
4. The Outgoing mail server (SMTP) is next. Again, if you're unsure of what to enter,
check with your provider. In many cases, it's either mail.domain-name.com or
5. Enter the User name and Password required to access your email account. Check
the Remember Password box only if your computer is secure; otherwise, anyone
can open Outlook and check your email.
- 6. If your email provider requires secure password authentication, add a check to the
Log on Using Secure Password Authentication (SPA) box. If you aren't sure, leave
it blank, you probably don't need it.
Secure Password Authentication (SPA), also known as NTLM (NT
LanMan), is a form of password authentication supported by
Windows servers. Unless your email account is hosted on a
Windows server and SPA is enabled, you won't use SPA. When SPA
is required, your ISP or administrator will tell you.
8. Choose the Test Account Settings button to see whether your account information
allows Outlook to connect to your mail server. When you click the button, a dialog
appears like the one shown in Figure 2.3.
Figure 2.3. Use Test Account Settings to verify that the information you entered is
correct. If you entered an incorrect username, password, or server name, you'll
receive an error indicating where the problem is.
9. Choose the More Settings button. Although the account is usable after completing
the E-mail Accounts screen, additional configuration options are available.
10. On the General tab, enter a friendly name for your account to replace the server
name Outlook uses by default (see Figure 2.4). By default, Outlook uses your
incoming mail server name for the account, adding a number to the name for
additional accounts that use that server; for example, mail.server.com and
mail.server.com (1). Suggestions include your email alias, name, or nickname.
- Figure 2.4. If you use two or more email addresses and want all the replies to your
messages to go to one address, enter the address in the Reply E-mail field.
11. Complete the Organization and Reply E-mail fields. In most cases, the email
address you entered on the E-mail Accounts screen is also your reply to address
and you can leave this field blank. However, you can use this field to redirect
replies to another email account. If you're using your account at work, you might
want to include your company name in the Organization field; otherwise, most
users leave it blank.
12. Use the Outgoing Server tab if your SMTP server requires authentication or
requires POP before SMTP, which means you must log on to the server to check
mail before you send mail (see Figure 2.5).
- Figure 2.5. Use the Outgoing Server tab to configure the settings needed to
connect to your outgoing email server. If you don't know if you need to change
these settings, check your email provider's help files before making changes; in
many cases, the default settings are correct.
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