Configuring Outlook 2007 Configuring Outlook 2007
Outlook is a graphical email program than runs on Windows XP computers. Faculty and staff with Outlook/Exchange accounts can use either the full version (Outlook) or the web-based version (OWA, Outlook Web Access). Because the OWA is web-based, you do not need to configure it.
When College of Engineering accounts are created in Exchange, they are set to be "calendar only." That is ITS terminology for accounts that use Outlook/Exchange only for scheduling and use another account to read and send email. A calendar-only account is set to send all mail to the mail account, leaving only the calendar entries on the Exchange server to be read with Outlook or the OWA. For details about using Exchange in this way, read this ITS web page.
If you will be using your Outlook/Exchange account primarily to handle meeting requests and create appointments, you'll need to 1) set up the Outlook client, and then 2) set the rules to run. You can use either Outlook or the OWA to manage appointments.
After your Outlook/Exchange account has been created, call CSS, 335-5055, to get Outlook configured correctly.
In addition to using Outlook to read and reply to meeting requests, you can configure it to read mail coming to your engineering account. See Engineering IMAP below.
Outlook must be configured the first time you use it. Launch Outlook; go to Start | All Programs | Microsoft Office | Microsoft Office Outlook 2007. The set-up wizard starts. On the first screen select New. On the Add New E-mail Account screen, click at bottom "Manually configure server settings or additional server types" and Next. On the Choose E-mail Service screen, select Microsoft Exchange and Next. On the following screen, illustrated below, the name of the Microsoft Exchange Server is: exchange.uiowa.edu. Enter your User name and click Check Name. You will be prompted to login to the Exchange server. Once your name has been verified the wizard goes to the final screen. Click Finish.
You must use the Outlook 2007 client to set the rules. Information on setting
up Outlook are give above. Begin by starting Outlook
(Start | All Programs | Microsoft Office | Microsoft Office Outlook
2007) and login using iowa\hawkID and password. From the Folder List on the left side, select Public Folders
| All Public Folders | All Campus | Rules. If the folder list is not
shown when Outlook starts, click on Folder List 
.
If you do not see the Folder List as shown here ,
click on the folder icon (highlighted) that means "Folder List" to
expand the listings.
Once you have the Rules folder open, you see that there are three (3) rules (see illustration below). Run the rule named "Calendar Messages Keep-Delete...". Instructions for running the rules appear in the right-hand pane when you highlight a rule. Follow the directions for that rule, which keeps on the Exchange server any mail that is a appointment and deletes other mail from the Exchange server. That mail has already been sent to your target email address, usually your engineering mail account.
After setting the rule, you can use either the OWA or Outlook to read your Exchange mail that has appointment messages. You must use Outlook or the OWA to read and respond to appointment requests. You must accept, decline, or set the meeting as tentative using Outlook or the OWA to guarantee that it appears when others to a free/busy search. If you remove the message from your Inbox (delete it with your mail client, or forward out of Exchange using rules) without having accepted, declined, or set as tentative, the meeting will not appear on your calendar; thus no other Exchange user will see that meeting on your calendar.
Start Outlook. Go to Tools | Account Settings... and from the E-mail tab, select New.... Select Microsoft Exchange, POP3,IMAP, or HTTP and click Next. On the Add New E-mail Account screen, click "Manually configure server settings or additional server types" and then click Next. Select Internet E-mail and Next. Enter your name, email address, select IMAP for the Account Type, enter the incoming mail server -- mail.engineering.uiowa.edu -- and outgoing mail server -- mail.engineering.uiowa.edu -- and your account login ID, as shown below.
Click More Settings... then the Outgoing Server tab. Check "My outgoing server (SMTP) requires authorization"
and select "Use same settings as my incoming mail server". On the Advanced tab, under Incoming server (IMAP), select SSL from the "Use the following type of encrypted connection" pull-down menu. The number
in the box to the right of (IMAP) changes from 143 to 993. For Outgoing server (SMTP) select SSL from the "Use the following type of encrypted connection" pull-down menu. Change the
number that follows "Outgoing server (SMTP):" to 465,
as shown at right. Click OK. You can verify that your settings are correct by clicking Test Account Settings when returned to the Add New E-mail Account dialogue. Click Next and Finish to complete the setup.
When you open Outlook Mail, you'll see the mailbox on the Exchange server at top and the mailbox for the engineering mail at the bottom (shown at left).
When you write mail, after you have the message composition window open, there will be a pull-down menu "Account" under which will be listed "Microsoft Exchange Server" and "xxx@engineering.uiowa.edu" (shown at right) . To send mail from your engineering account, select xxx@engineering.uiowa.edu from that list.
To provide increased email security, CSS added TLS/SSL security to the server that sends email and requires authentication to that server. To send email on the engineering mail server, you need to set these things: 1) the correct SMTP address: mail.engineering.uiowa.edu; 2) allow or use TLS/SSL to send mail; and 3) authentication to the SMTP mail server. The setup shown above will correctly set your Outlook 2007 client for this required security.
Questions? Please call the consultants at 335-5055, stop by their office in 1253 SC, or email consultant@engineering.uiowa.edu
If you have any questions about configuring or using Outlook, see the consultants, 1253 SC, 335-5055, or send email.
General information about email programs can be found on the CSS email web page.
The University of Iowa Information Technology Services web pages contain documentation about Outlook and Exchange.
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