information technology central services at the university of michigan
Setting Up Outlook 2003/Exchange on a Windows Computer

S4326 • March 2008

This document explains the ITCS Exchange Service, shows how to use Microsoft Outlook to create and access your Exchange account, and how to connect to your Exchange account when you are off campus.

The following configuration instructions are:

  • specific to the Exchange Service provided by ITCS. Some campus units — including the Business School, Business and Finance, and Institute for Social Research (ISR) — offer their own services that require different configuration information.

  • based on Outlook 2003 and Windows XP SP2. Earlier versions of Office and Windows operating systems may look different.

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What is the Outlook/Exchange Service

Exchange is Microsoft’s messaging system that provides e-mail, calendaring, and other features. It resides on a server rather than on your computer. Because of this, you'll never see an Exchange application on your computer.

Microsoft Outlook 2003 — part of the Office 2003 suite — allows you to access your Exchange account where you can:

  • maintain your e mail with folders and anti spam filtering

  • keep a personal calendar and schedule meetings with others

  • manage your contacts and tasks

  • use shared calendars, e mail groups, and task lists for collaborative projects

  • delegate (or proxy) your e-mail and calendar

  • sync with a PDA (such as a Palm)

You should already have received the QUICK Source help guide, Outlook 2003: Getting Started. If not, please check with your IT department.

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Software Recommendations

You must have Outlook 2003 SP 1 or later — part of Microsoft Office 2003 — and we highly recommend Windows XP Professional Service Pack 2 or later. Your department already owns the licenses to these products. This software combination allows you to take full advantage of Exchange’s features and the latest security.

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Your Exchange/Windows Active Directory Password

Before you can use your Exchange account, you must have a Windows Active Directory password. This is also your Exchange password.

If you don’t already have one:

1.Connect to https://accounts.www.umich.edu/kpasswd/.
HINT: Because you’re making a secure connection, be sure to add an s after “http” (https).
2.Log in with your uniqname and UMICH Kerberos password.
3.Set Windows Active Directory password

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Configuring Outlook

NOTES:
1.Begin with the following steps. HINT: If your Start menu does not look like this, please see Appendix A: Setting Your Start Menu.

Access Start Properties
2.In the Mail Setup window:

Mail Setup window
3.An E-mail Accounts Wizard will start.

E-Mail Accounts Wizard
4.In the Server Type window:

Server Type window
5.In the Exchange Server Settings window:

Exchange Server Settings window

If you are asked to authenticate, follow these steps; otherwise, proceed to step 6.

Connect to exchange.umich.edu window

WARNING! NEVER click the “Remember my password” checkbox. Doing so allows anyone gaining access to your computer to use your Exchange account. Among other things, that person can read your e mail and could send malicious messages in your name.
6.There will be a short delay after clicking Check Name (and authenticating, if required), then the information in the Exchange Server Settings window will change.

Updated Exchange Server Settings window
7.If you receive the following screen, click Yes, then please proceed to Appendix B: Setting Your Default E-Mail Delivery Location. If not, proceed to step 8.

Microsoft Outlook dialog box
8.In the Congratulations window, click Finish.
9.Back in the Mail Setup window, click Close.
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Accessing Your Exchange Account

1.Start Outlook.
2.If you do not receive the following screen, you are already authenticated. Proceed to step 3.

Connect to exchange.umich.edu window

WARNING! NEVER click the “Remember my password” checkbox. Doing so allows anyone gaining access to your computer to use your Exchange account. Among other things, that person can read your e mail and could send malicious messages in your name.
3.Read the Welcome Message from the ITCS Exchange Team for valuable information regarding your new Exchange account.
HINT: For more helpful information, visit the ITCS Exchange Service website.

MAKE SURE YOU GET YOUR EXCHANGE E-MAIL: E-mail sent to you from other Exchange users is only delivered to your Exchange account. If you only use Outlook, this is not a problem. However, if you sometimes read your messages from other U-M e-mail services — such as the web-based web.mail.umich.edu — you will not see messages sent to your Exchange account. This can be confusing, because you’ll always see e-mail sent to you at youruniqname@umich.edu in both Outlook and other U-M e-mail services.

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Setting Up Spam Filtering

Exchange uses the Brightmail spam detection system. To take advantage of Brightmail, you need to configure Outlook.

1.Open Outlook and log in.
2. Outlook Mail window
3. Select New Rule
4.A Rules Wizard will open.
a. Rules Wizard window 1
b.in “Step 1: Select condition(s)”:

Rules Wizard window 2
c.in the same window, move down to “Step 2: Edit the rule description”:

Rules Wizard window 3
d.in the Search Text window, it's important to enter the text string exactly. You can copy it here and paste it into the search field:

    X-Spam-Flag: YES
Rules Wizard window 4
e.back in “Step 2: Edit the rule description”:

Rules Wizard window 5
f.in the Rules and Alerts window:

Rules Wizard window 6
g.back in “Step 2: Edit the rule description”:

Rules Wizard window 7
5.In the Rules and Alerts window, click OK.

KEEP SPAM IN ITS PLACE: If you create other rules, this rule must always be the first in the list in order to take full advantage of Brightmail’s spam detection system.

    Brightmail rule at the top
6.Restart Outlook to activate the Brightmail spam detection system.

HINT: Brightmail places suspected spam in the folder you indicated (in this example, Junk E-mail). You should periodically check your designated folder to verify that it only contains spam. You can move any non-spam messages to your Inbox folder. Once verified, you can delete the contents of your designated folder.

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Connecting When You're Off Campus

When you're not on campus — at home, for example, or traveling — there are several ways to connect your Windows computer to your ITCS Exchange account.
NOTE: These methods also work on campus.

Additional Resources

More information is available at the ITCS Exchange Service's website.

Also visit ITCS’s Information System to obtain ITCS computer documentation and other resources. A list of relevant documents follows:

We welcome your comments; please send e-mail.

ITCS’s Online Help Desk provides a variety of computing help resources.

For further help with Outlook and the ITCS Exchange Service, send e-mail or phone (734) 764-HELP.

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Appendix A: Setting Your Start Menu

Windows XP offers two Start menu views. If your Start menu doesn't look like that seen in Setting Up Outlook, you are using the Classic (or Windows 2000 and earlier) mode.

1.To change the look of your Start menu:

Start menu Properties
2. Start menu Taskbar

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Appendix B: Setting Your Default E-Mail Delivery Location

Follow these steps if you received the window seen in step 7 of the Configuring Outlook section.

1.In the Congratulations window, click Finish.
2.Back in the Mail Setup window:

Mail Setup window
3.In the E-mail Accounts window:

E-mail Accounts window
4.If you are not logged into your Exchange account, you will receive the log in window.
5.In the next E-mail Accounts window:

E-mail Accounts window
6.Please proceed to Accessing Your Exchange Account.

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