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Outlook Features



How to add other person's mailbox to your Exchange Outlook profile?

In Outlook 2000:

1. On the Tools menu, click Services.
2. Click Microsoft Exchange Server in the service list and click Properties.
3. On the Advanced tab, click Add.
4. Type the name of the Mailbox owner in Add Mailbox.
5. Click OK twice.

In Outlook 2002 or 2003:

1. On the Tools menu, click E-Mail Accounts.
2. In the E-Mail Accounts dialog box, click View or change existing e-mail accounts, and then click Next.
3. Click Microsoft Exchange Server in the service box, and then click Change.
4. For the Exchange Server Settings, click More Settings.
5. On the Advanced tab, click Add.
6. In the Add Mailbox box, type the name of the mailbox owner.
7. Click OK twice.

Note: You need access permission assigned to the top folder (the mailbox itself), as well as each individual folder of the mailbox you add.

How do I open another person's Calendar or other folders?

Before you can access another person's mailbox data, they will have to grant permissions to you.

1. On the File menu, point to Open, and then click Other User's Folder.

2. In the Name box, type the name of the person who owns the folder or select Name for a list of users.

3. Click the folder that you want to open, and then click OK.

Note: If you use the "Open Other User's Folder" method as outlined, only the primary Outlook folders (Contacts, Inbox, Journal, Notes, Tasks) may be accessed; subfolders are not available. In order to access other than Primary Outlook Folders, you must share the entire mailbox.

How do I share (let other see) my Outlook folders?

You may want to allow others on your Exchange hosting account to see things in your Outlook folders. You can control access to things like you Calendar, Contacts, Inbox, etc.

This article shows two types of access; Partial or Complete access. If you want someone to simply view, for example, your Calendar and then only to be able to View or Change appointment and meetings, use the first method; "Grant partial/selected access". To allow another person, perhaps an executive assistant or partner more complete access, you can use the second method "Grant Complete Access".

Grant partial/selected access.

This procedure allows other persons to have limited access to selected types of information in your Exchange Mailbox. If you want to grant more complete access, refer to the section below. These steps are performed in Outlook.

1. Choose the folder you wish to share.

For Calendar, Contacts and Task, the default Outlook 2003 Task Pane (the area on the left) shows "Share My <whatever>". This will take you directly to the Permission area as mentioned in step 3 below.

For other versions, or if your view is no longer set according to the default, you can make your selections from the Folder List view. If you can not see the Folder List, go to the Go menu and choose "Folder List". In the Folder List, click the icon for the folder you want to share.

2. On the File menu, click on Folder, and then click Properties for folder name.

3. Click the Permissions tab.

4. Click Add to add the name of the user that you want to grant access to, or select Default.

5. In Permissions, select the desired options, and then click OK.

Once you granted this access, the other party will need to open your shared resource in their instance of Outlook.

Grant complete access

This procedure allows almost complete access to a mailbox. You might use this to share mailboxes for your organization such as Info, Sales, Customer Service, and Support.

From MailBox Manager go to Advanced. NOTE: The Advanced tab may not be usable in MyMailboxManager; the account administrator would have to have granted access to this feature from HostPilot.

    1. Click on the Modify button below the Mailbox Access Permissions field.
    2.  In the pop-up Set Permission window, click the checkbox for the name(s) of the mailbox user(s) you wish to GRANT access to the current mailbox.
    3. Click OK.
    4. Click on the Save Changes button in the bottom right corner of the Screen.

Once you granted this access, the other party will need to open your shared resource in their instance of Outlook.

How to create an Outlook profile manually?

1. Use the following steps to add a user profile to your computer:

  • Click Start, point to Settings, and then click Control Panel.
  • Double-click either the Mail or the Mail and Fax icon.
  • Click Show Profiles. In the Mail and Fax dialog box, click Add.

Or  

  • Right-click Microsoft Outlook icon on your Desktop and select "Properties".
  • Press Show Profiles button and choose Add option.

2. Follow the below steps to configure a user profile:

- In Outlook 2002 (XP) / Outlook 2003:

  • Specify a  profile name (anything you want) and go Next.
  • Select "Add a new email account" in the "Email Accounts" window then press "Next"
  • Choose 'Microsoft Exchange Server' as a Server Type, go Next.
  • Type in Exchange Server name and your mailbox username.
  • Press “Check Name” to get your username resolved. You will get a prompt to enter mailbox username, password and Exchange domain.
  • Press “More Settings” to select Advanced tab. We usually advise to set "None" authentication at "Logon Network Security" section. Press OK, go Next and Finish.
  • Note if new profile is set to use when starting Outlook and Close Mail profiles window.

- In Outlook 2000:

  • Select "Microsoft Exchange Server" as ‘Use the following information  services” option and press "Next"
  • Specify a profile name (anything you want) and go Next.
  • Type in Exchange Server Name and you mailbox username . Go Next, then Finish.
  • Select new profile from the list and open Properties to get Microsoft Exchange server Properties tab.
  • On General tab you need to press “Check Name” to get your mailbox username resolved.
  • You will get a prompt to enter mailbox username, password and Exchange domain.
  • Open Advanced tab and check "Logon Network Security" section. We usually advise to set "None" authentication option. Press OK twice to close Properties windows.
  • Note if new profile is set to use when starting Outlook and Close Mail profiles window.

3. When you start Outlook you will be prompted for a mailbox name, password and Exchange domain name. If you have multiple profiles and want  Outlook to prompt you for the profile to use when it starts, please see "How to Receive a Prompt for a User Profile in Outlook". 

4. Make sure that HOSTS  file on your PC contains the correct entries for your Exchange server. If you use VPN to connect to Exchange, please modify HOSTS manually.

NOTE: Windows XP users with Outlook 2003 may wish to configure a profile for RPC over HTTP.

How to have Outlook prompt for profile to use?

If you would like to use more than one outlook profile on your computer, you can have Outlook prompt you for the profile that you want to use when it starts.

For Outlook  2000:

  1. Start Outlook. 
  2. On the Tools menu, click Options. 
  3. On the Mail Services tab, click Prompt for a profile to be used, and then click OK. 
  4. On the File menu, click Exit and Log Off. 
  5. You will be prompted for the profile that you want to use next time you start Outlook.
For Outlook 2002 (XP)/ 2003 :
  1. Close Outlook.
  2. Click Start, point to Settings, and then click Control Panel.
  3. Double-click the Mail icon.
  4. Click Show Profiles.
  5. Select Prompt for a Profile to Be Used, click Apply, and then click OK.

Outlook 2003 Junk Mail Filter

Outlook 2003 includes new and improved functionality to help reduce the amount of junk e-mail messages, or spam, you receive in your Inbox. The most notable of the new anti-spam features is the Outlook 2003 Junk E-Mail Filter with Microsoft SmartScreen Technology. This new state-of-the-art technology helps prevent unwanted e-mail from reaching you and, along with other new anti-spam features in Outlook 2003, also provides enhanced flexibility and control.

Microsoft SmartScreen Technology is based on the content of the message in general and uses advanced analysis of the message structure, message receiving day, the hour of the day when the message was received, and the time elapsed between the moments when the message was sent and when it was received to determine the probability that it is a junk e-mail message. Messages caught by the filter are moved to a special Junk E-mail folder, where you can access them later.

Please note, that Outlook 2003 Junk E-mail Filter state-of-the-art technology can be used only with the following types of e-mail accounts:

  • A Microsoft Exchange Server e-mail account in Cached Exchange Mode

  • An Exchange Server account that delivers to a Personal Folders File (.pst)

  • HTTP

  • POP3

  • IMAP

Please note, that Outlook Profile Helper doesn’t configure Outlook to work in the Cached Exchange Mode by default. You need to enable Cached Exchange Mode by checking ‘Use Cached Exchange Mode’ selection on the ‘Outlook > Tools > E-mal Accounts > View or change existing e-mail accounts > Change’ page.

In addition to the Microsoft SmartScreen Technology Microsoft Office Outlook® also offers Junk E-mail Lists.

There are three Junk E-mail Filter Lists: Safe Senders List, Safe Recipients List, and Blocked Senders List. Messages received from e-mail addresses published in the Safe Senders List are not scanned. Adding sender’s email address to your Blocked Senders List will block messages sent from this email address. A mailing list or group can be added to your Safe Recipients List so any messages sent to the email addresses or domain names in this list Junk E-mail Filter won’t scan.

Resource Scheduling in Outlook

To create the resource's schedule:

  • Create a new mailbox for the resource.
  • Start Outlook using this new mailbox (you need to configure a new Outlook profile for this).
  • In Outlook, on the Tools menu, click Options.
  • Click Calendar Options and then click Resource Scheduling.
  • Click to select all three Meeting Request options and then click Set Permissions.
  • Click Add to add the users who will be allowed to use the resource.
  • Assign at least Author permissions for each user.
  • OK out of all dialog boxes and quit Outlook.

To direct-book an appointment to the resource schedule:

You can book the resource at the same time you create a meeting. The free/busy information of the resource account is viewable in the "Plan a Meeting" form. To invite attendees and resources to a meeting, follow these steps:

  • Click your Calendar.
  • On the Actions menu, click Plan A Meeting.
  • In the Plan A Meeting dialog box, click Invite Others.
  • In the "Type name or Select from List" box, type the name of the person or resource you want at the meeting.
  • For each name entered, click Required, Optional, or Resources. (The required and optional attendees appear in the To box on the Appointment tab, and resources appear in the Location box.)
  • Click OK, and then use the scroll bars to view the free/busy time for invitees.
  • Click a time when all invitees are available. You can use AutoPick to find the next available free time for all invitees.
  • Click Make Meeting.

Why are messages, appointments and or meetings showing the wrong time?

In order for the time of an appointment or meeting invitation to be reflected properly, settings in Windows and in Outlook must be correct and they must match. There is no reason to suspect that our servers have the wrong time settings.

In Windows

Go to Start, Control Panel, Date and Time control panel. Click over to the Time Zone tab and be sure that the time zone and daylight savings settings are correct for your region.

In Outlook

Go to Tool > Options. In Options, in the General tab, click on the Calendar Options button. Click on the Time Zone button. Verify the time zone and "adjust for daylight saving time" settings are correct and agree with those set in the Windows Date and Time control panel.

In Outlook Web Access

Use the Options button and scroll down to the Date and Time Formats section. Verify the settings for Current Time Zone.




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