Connecting to the Exchange E-Mail System
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The following instructions will walk you through the steps needed to configure Outlook to connect to the Microsoft Exchange server we will be using for all BPCC faculty/staff e-mail.
1. Prepare for the Process
To complete the process you will need to be logged into your computer and Outlook will need to be closed. If you are not logged in, do that now. Once logged in verify that Outlook is not currently running. If it is, you can exit it by clicking the “X” in the top right corner of the Outlook interface.
2. Open the Control Panel
We need to open the control panel. This can be found on the Start Menu. The exact location is a little different between Windows XP and Windows Vista. Figure 1a shows the location in Windows XP. Figure 1b shows the location in Windows Vista. Click on the item as indicated by the arrow.
3. Change the Control Panel View
Upon opening the control panel you should be presented with the screen as illustrated in Figures 2a and 2b. Figure 2a would be what a user using Windows XP would see. Figure 2b would be representative of a Windows Vista machine. If the control panel you see does not look like those shown in either Figure 2a or Figure 2b you may skip to step 4.
Windows XP Users:
Click on Switch to Classic View in the top left corner as illustrated by the arrow in Figure 2a.
Windows Vista Users:
Click on Classic View in the top left corner as illustrated by the arrow in Figure 2b.
4. Open the Mail Control Panel
From the list of available programs now shown you need to double click the Mail icon which is shown circled in the following figures. This is illustrated for Windows XP users in Figure 3a. Windows Vista users will see their equivalent in Figure 3b. After the completion of this step the interfaces for both versions of windows are the same.
5. Open the E-Mail Accounts Configuration
The new window that will open is shown in Figure 4. You need to click on the top-most button labeled E-mail Accounts. This button is circled in the illustration.
6. Create a new Account in Outlook
When the new window as shown in Figure 5 opens we need to click on the New button that is shown as circled.
7. Choose Exchange E-mail Service
The arrow in Figure 6 points to the appropriate selection Microsoft Exchange, POP3, or IMAP. Once this is selected click Next located at the bottom of the window and circled in the example.
8. Auto Account Setup
The next screen will display your user name and associated e-mail address. This information does not need to be changed. Some users may notice the e-mail that is in the box is not the e-mail address they normally use. This should be ignored as long as the name to the left of the @ sign is the same user name you use to log into your computer. DO NOT CHANGE IT. Click next at the bottom of the window circled in Figure 7.
9. Congratulations.
Figure 8 shows the final step in setting up your new Outlook email account. Click Finish in the lower portion of the form.
A warning, like that shown in Figure 9, will pop-up. Click OK, circled, and continue.
10. Setting the New account as the Default
You will now be returned to the Account Settings page as shown in Figure 10. First click once on the new account you created to select it. It will be the one with Exchange in the Type column. Refer to the arrow in the figure to clarify this. Once the new account is highlighted click on the Set as Default button shown as circled in the example.
Figure 11 shows the result of this action. The account with Exchange in the Type column should now be at the top of the list and have send from this account.. next to it. Click Close, circled, on this window as well as any other open windows.
11. Open Outlook
Open Outlook as you normally would. On the left hand side under Mail Folders you should see two sets of folders. One set labeled Mailbox – Your Name and the other Personnel Folders. The Mailbox – Your Name set of folders is the new account on our new e-mail server. This is the set you will use from this point forward. The other set, Personnel Folders, is the archive of the e-mail messages and content that was stored on the old e-mail server. Any e-mail received prior to the changeover you just completed, can be found there. Figure 12 shows an example of how the two folder sets will appear.
12. Conclusion
This should complete the process of connecting to the new Exchange E-Mail system. If you have any problems please contact first your department’s Administrative Assistant as they have received training on this process. If they are unable to resolve the problem you can contact Computer Services through the normal channels and we will do our best to resolve the problem. Thanks for your patience and help with this process.