Manual configuration of Microsoft Office Outlook 2010 with Microsoft Exchange 2010

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1 Manual configuration of Microsoft Office Outlook 2010 with Microsoft Exchange 2010

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3 INTRODUCTION With the introduction of Exchange 2010 we highly reccommend using Outlook 2010 on Windows PC as the messaginmg client of choice in all cases. If you are reading this document that means you ve not got an SRV record created as described in our Automatic setup guide for Outlook 2010 and also within this guide. We really do seriously urge you to get that situation resolved as without it a number of features of both the client and server are just not going to work for you. Notwithstanding that this document was written to guide you through the manul installation and configuration process involved in getting Outlook 2010 operational for you. The manual configuration instructions included in here can be used successfully with your exsiting Outlook 2003 or 2007 installation although you will be missing out on a range of exciting new features if doing so. We don t expect any of our customers to have any more technical skills other than to know how to use a keyboard and mouse. This document is therefore intended to be as simple to follow as possible as our philosophy here are at Simply Mail Solutions is that you shouldn t have to be rocket scientist to be able to read your ABOUT THE AUTHOR Hi there I am Barry, one of the Technical Support Engineers here at Simply Mail Solutions. For people that don t know what my role is, I am basically one of the guys that answers the phone or responds to your when you need help with technical issues. I m also a fully fledged Microsoft Certified Systems Engineer with a specialisation in Exchange. I ve also got similar qualifications in messaging systems from other software vendors and have been doing this kind of technical support work for well over 15 years. So no matter which version of Outlook you have, this guide will show you how to setup and configure your new Exchange 2010 mailbox. We hope you like it just as much as we do, and we hope this guide helps you in some way, have a better experience. Kind regards, Barry M Wiggins Technical Support Engineer

4 PRE-REQUISITES BEFORE YOU START Preparation is key, so before we begin configuring Microsoft Outlook 2010 on your PC, and we know you are chomping at the bit to configure it, you will need to capture some information before you start. You are going to need your Exchange mailbox address and its password. If you ve not created your mailbox yet then now would be a good time to do so via our control panel, if you are not lucky enough to have access to that due to you not being the billing account holder then you ll need to get this done or the information regarding your account from them. If you are the account holder a reminder of the addresses and initially assigned passwords for all of the Exchange accounts you have created can be found in the MyDocs\Downloads\Info section of our control panel. You ll need to have installed Microsoft Outlook 2010 on your PC on one of the supported operatiing systems. If you haven t got a copy of that yourself then you can download one from our control panel along with a document containing activation codes and unlock passwords. The above is enough to get you started however we would like to draw your attantion to the first of our Pro Tips below for additional settings that will help with the smooth operation of the software later on. PRO TIP Thisi is the most important piece of information in this document. It is worth doing this so that you don t have to follow the rest of this guide and just use the automated methid instead. To get Microsoft Outlook 2010 to work properly, you will need to setup a Service Record (SRV Record) in your Domain Zone file. The record will need to look like; Name of the Service and Protocol :- _autodiscover._tcp.<domain Name> Type of the record :- SRV Priority :- 0 Weight :- 5 Port :- 443 Target :- exchange.simply.ms So this should end up looking like :- _autodiscover._tcp.<domain Name> SRV exchange.simply.ms If your hosting provider will not allow you to add this record, never fear, help is here. As a part of your service we offer FREE Domain Zone file hosting, and will setup the Zone file for you with the relevant records you require. Drop us a line, or call us, and we will discuss the options for you, on how you change this information.

5 CHANGING DOMAINS TO POINT TO US A lot of people ask us about how hard it is to point your Domain Name (the bit after sign) to another server. People instantly think that you need to transfer it over, where you will be charged again for the registration. You will be glad to know that that is rubbish, and so long as you have a valid mailbox with ourselves, we will do this for you FREE of charge. That t right, FREE of charge for you so long as you have a mailbox with us. Before we begin hosting your Domain Zone file however we will need you to a little leg work for us, and gather some information to make it a little easier with the process, as we try to get it right, and get it right first time if we can. So what are you waiting for? Let us begin by compiling your Domain Zone File information ready to update our Name Servers for you. DOMAIN ZONE FILE INFORMATION An Example your of your Domain Zone file will probably look very similar to the information below; Name of Service Type of Record Priority Value NS NS ns1.simplymailsolutions.com MX 10 MX 20 mx20.exchange.simply.ms www. A _autodiscover._tcp SRV exchange.simply.ms The form below is setup ready for you to input the information you require for your current Domain Zone file. All that is required of you is to fill in the blanks accordingly. Name of Service Type of Record Priority Value NS - NS - NS MX www. A - A - CNAME - CNAME - SRV TXT

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7 MICROSOFT EXCHANGE MAILBOX CONFIGURATION The following part of this guide applies to people who have an Microsoft Exchange 2010 Mailbox on our Shared Hosting platform. To really get the best out of your Microsoft Exchange mailbox we recommend you configure it using the Microsoft Exchange Connector that is built into Microsoft Outlook By configuring it using this Microsoft Exchange Connector that is built into the software it will allow you to get full syncronisation of the Microsoft Exchange features such as; Calendar, Contacts Tasks Out of Office Assistant Are you ready? If so let s begin.

STEP 1: DONT START OUTLOOK JUST YET Yes that s right, you don t configure Outlook with it running, you actually do it through your Windows Control Panel.

8 STEP 1: DONT START OUTLOOK JUST YET Yes that s right, you don t configure Outlook with it running, you actually do it through your Windows Control Panel. So if you ve started Outlook already then please close it now. The fisrt thing you need to do is open the Windows Control Panel. To do that click your Start button usually located in the bottom left corner of your screen. On the menu that pops up you should see Control Panel, click that. This will then present a screen like in Figure 1, Double click the Mail icon which we ve highlighted with a red box in the Figure. FIGURE 1 PRO TIP If your control panel does not look anything like the above you ll need to change its view. On Windows XP and Windows Vista you do that by selecting Classic View from the menu on the left hand side. On Windows 7 you do it by changing the View by option at the top right to something other than Category.

2, in which case click on Show Profiles.

9 STEP 2: CREATE A PROFILE NAME We are now going to creare a profile for use with the Exchange account. If you ve got Outlook Profiles on your machine already you ll get the dialog box as shown in Figure 2, in which case click on Show Profiles. If you haven t got an Outlook Profile already you it will be taken straight to the Dialog shown in Figure 3. Click the Add Button and Give the Profile a name to identify it by later, in our example shown in Figure 4 we ve called it Exchange. It doesn t matter really what it s called so long as it is unique in the list of profiles. Click OK FIGURE 2 FIGURE 3 FIGURE 4

10 STEP 3a: MANUALLY CONFIGURING THE SERVER SETTINGS Select the option to Manually configure settings as shown in Figure 5 and click Next. Select Microsoft Exchange as shown in Figure 6 and click Next, FIGURE 5 FIGURE 6

Leave the Use Cached Exchange Mode box ticked and enter your full Excahnge mailbox e-mail address as the user name.

11 STEP 3b: MANUALLY CONFIGURING THE SERVER SETTINGS Enter the server name exchange.simply.ms in the server field as shown in Figure 7. Leave the Use Cached Exchange Mode box ticked and enter your full Excahnge mailbox address as the user name. Do not press any buttions other than More Settings. FIGURE 7 Click the Connection Tab, put the tick in the box to Connect to Microsoft Exchange using HTTP and press the Exchange Proxy Settings button that appears as shown in Figure 8. FIGURE 8

STEP 3c: MANUALLY CONFIGURING THE SERVER SETTINGS Enter the server name exchange.simply.ms in the URL field of the Proxy settings as shown in Figure 9. Enter msstd:*.simply.ms in the only connect to servers that have this domain name in their certificate.

12 STEP 3c: MANUALLY CONFIGURING THE SERVER SETTINGS Enter the server name exchange.simply.ms in the URL field of the Proxy settings as shown in Figure 9. Enter msstd:*.simply.ms in the only connect to servers that have this domain name in their certificate. Tick the box for On fast networks, connect using HTTP first... Change the Proxy Authentication Settings to Basic Authentication and leave all other tickboxes at their default settings as shown. Click OK twice. FIGURE 9

You can now press the Check Name button after which you ll be presented with a Login prompt asking for a password as shown in Figure 10.

13 STEP 4: VERIFYING THE SERVER SETTINGS Phew, that was a lot of steps... but definitely worth it to get it right first time. You should be back to the place you entered the server name at step 3a. You can now press the Check Name button after which you ll be presented with a Login prompt asking for a password as shown in Figure 10. Make sure that your full Exchange mailbox is listed in the user field and enter your mailbox password, wait a bit and then you should get the server settings dialog bos back but with a different server name and your name both of which should be underlined as shown in Figure 11. Press Next and then Finish as shown in Figure 12. FIGURE 10 FIGURE 11 FIGURE 12

STEP 5: ONE LAST CHOICE TO MAKE Home stretch now, not long to go before you can start using the sofware. You should be back at the profiles list as shown in Figure 13.

14 STEP 5: ONE LAST CHOICE TO MAKE Home stretch now, not long to go before you can start using the sofware. You should be back at the profiles list as shown in Figure 13. If the profile you ve just created is the only one in the list there is nothing more to do and you can click OK here. If you ve got other profiles listed then you need to decide if you want to be prompted to select a profile to use when Outlook starts or whether it s to always use the same profile every time in which case you need to use the radio buttons and drop down box to make sure the right settings and profile are selected. Again just click OK FIGURE 13 STEP 6: NOW YOU CAN START OUTLOOK Find your Outlook 2010 icon and double click it. You may be prompted for your password again if you didn t select the remember password box at step 4. You ll get a spalsh screen up just like the one shown in Figure 14 which will give you a countdown as to it s progress. If your mailbox on the server contains a lot of existing data you ll then need to wait for the status bar at the bottom to say All folders are up to date. before you close Outlook down again. FIGURE 14

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Outlook 2010 Exchange Setup Guide

Outlook 2010 Exchange Setup Guide Outlook 2010 Outlook Profile Configuration This section provides a quick overview of the settings needed to access Outlook client software and configure Outlook to connect to your hosted Exchange mailbox.