Working with Profiles in Outlook for Macintosh

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1 Working with Profiles in Outlook Introduction When Outlook is installed, a profile is created in order for you to access your Exchange account. If you share a computer, or need to access more than one account (such as a personal and departmental accounts), each account needs to have its own profile to keep Outlook information separate. Learn to modify your own profile or to create additional profiles. Objectives This document was created to support the Outlook documentation. Use this document to enhance what you know about message management. This document discusses the fundamentals of Working with Profiles using Outlook. Upon completion of this document you should be able to: create new profiles edit profiles delete profiles Prerequisites You must have a SOM Exchange account and a working knowledge of Outlook. Outlook training available Outlook: Introduction Outlook Web Access Outlook: Message Management Outlook: Rules Management Outlook: Calendar Management Outlook: Tasks Management Outlook: Folder Management Outlook: Granting Folder Access This handout, along with additional supporting Outlook handouts, and other information can be found at Academic Computing Services 1 Working with Profiles in Outlook

2 Working with Profiles in Outlook When Outlook is installed, a profile needs to be created in order for you to access your Exchange account. A profile contains the following information: Information Services a list of information services and the properties of each of them. Delivery the location to which new should be delivered, and where other Outlook items are saved. Delivery also defines the order that Outlook uses information services when attempting to send . Addressing the default address book to use when addressing , the address book in which you want to save information about new contacts, and the order in which address books should be searched to verify recipients addresses. Your profile information, stored in the Outlook Settings control panel, contains information that defines how Outlook works for you. You can modify this profile or you can create additional profiles. If you share a computer, each person needs to have their own profile to keep Outlook information separate. Profiles can be created, viewed, and modified from the Apple Menu or from within Outlook. Copying and deleting profiles can be done only from the Apple Menu, not from within Outlook. Creating a new Profile from the Apple Menu If you share a workstation with another or you need to configure options for a departmental account, create a new profile for each user. 2. Click on Outlook Settings. The MS Exchange Settings Properties dialog box appears containing information about the current services on your computer Academic Computing Services 2 Working with Profiles in Outlook

3 list of profiles currently on your computer. 4. Click Add. The Microsoft Outlook Setup Wizard leads you through a series of windows in which you set up the information services for the new profile. 5. Select Manually create profile. Click Next. 6. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click Next. A Properties dialog box by the new profile name appears. 7. Click Add. 8. In the Add Service to Profile dialog box, click Add. 9. Select Microsoft Exchange Server from the list. Click OK. 10. In the box below the Mailbox Exchange server: field, type owa.med.wayne.edu 11. Type your username in the Mailbox: field. This is what is before in your address. 12. In the area labeled Connection, select the radio button for TCP/IP. 13. Click the Check Names button. 14. Enter your username, the domain, which is ukans, and your password. Click OK. Your username in the Mailbox: field should have changed to your display name and be underlined. The Microsoft Exchange Server field should be underlined as either MED-Core03 or MED-Core Click OK. 16. In the Properties dialog box by the new profile name, click Add again. 17. Select Personal Address Book from the list. Click OK. the User Personal Address Book dialog box appears. 18. If you have not used Outlook before, click New. If you have a Personal Address Book, select it and click Open; then click Next. 19. In Show names by section, select the option you want the addresses displayed and click OK. 20. Click OK. 21. Click Finish to close the Setup Wizard. 22. Click Close to close the Settings dialog box. 23. Open Outlook. 24. Click the Tools menu and select Options. The Options dialog box appears. 25. Select Prompt for a profile to be used. 26. Click OK to close the Options dialog box. The next time you open Outlook the Choose Profile dialog box appears allowing you to select which profile you want to open. Select your profile from the Profile Name: pop-up menu. Click OK to proceed with the start up process. Unless you specified a Profile password, leave the password field blank Academic Computing Services 3 Working with Profiles in Outlook

4 Editing Profiles from the Apple Menu The greatest advantage of using this method for editing profiles is that you can easily select any profile that s available to you. 2. Click on Outlook Settings. The MS Exchange Settings Properties dialog box appears containing information about the current services on your computer. list of profiles currently on your computer. 4. Select the profile you want to edit and click Properties. The Properties dialog box appears listing the information services for the selected profile. 5. Click any of the following: Add -- add an information service to the profile. Remove -- remove an information service from the profile. Properties -- examine and change an information service s properties. Copy -- make a copy of an information service. About -- see information about an information service. 6. When you have finished making changes, click OK. 7. Click Close. Editing Profiles from within Outlook When you edit a profile from within Outlook, you can edit only the profile that is currently being used. Before Outlook starts, it must know which profile to use. After Outlook has started, you can not switch between profiles. 1. If it is not already, open Outlook. When asked, select the profile you want to edit. 2. Click the Tools menu and select Services. The Services dialog box appears with a list of the services in the profile Outlook is currently using Academic Computing Services 4 Working with Profiles in Outlook

5 3. From the Services dialog box, click any of the following options: Add -- add an information service to the profile. Remove -- remove an information service from the profile. Properties -- examine and change an information service s properties. Copy -- make a copy of an information service. 4. When you have finished making the changes you want, click OK. Deleting a Profile If you no longer need a profile, it should be removed from your computer. Remember, profiles can be deleted only from the Outlook Settings control panel, not from within Outlook. 2. Click Outlook Settings. The MS Exchange Settings Properties dialog box appears. list of profiles available on your computer. 4. Select the profile you want to delete. 5. Click Remove. 6. Click Yes to confirm the deletion. The MS Outlook Settings dialog box reflects the change you just made. 7. Click Close Academic Computing Services 5 Working with Profiles in Outlook

Creating an Outlook Auto-Response Rule for Departmental Accounts

Ready Reference 120408 Creating an Outlook Auto-Response Rule for Departmental Accounts Introduction This document contains instructions on how to create a rule from a departmental account in order to