Setting up UVa Exchange email on Outlook under Windows 7

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Overview

Outlook is the ITS supported desktop/laptop client for Exchange email on Windows 7 at this point. Using other clients is possible but there will not be any help available if problems occur.

Configuration

Currently both Outlook 2010 and Outlook 2013 are available and will work. The configuration process is similar between the two.

Note: You cannot set up your Exchange account while Outlook is running on Windows; close Outlook before proceeding.

Open Control Panel and start the 'Mail (32-bit)' app.

ControlPanelMailApp.JPG

From there:

A. If you don't have any accounts set up in Outlook already then when you open the app it will start off showing the 'Mail' window.

MailAppNoAccounts.JPG

Click the 'Add' button to start the process. This opens the 'New Profile' window where you enter the name of the profile that will be created.

MailAppNewProfileWindow.JPG

This is just a tag, but for ease of use your name or computing ID works best. Once entered, click 'OK'.


B. If you already have accounts set up in Outlook then opening the 'Mail (32-bit) app will open the 'Mail Setup' window.

MailAppExistingAccounts.JPG

Click the 'Email Accounts...' button to open the 'Account Settings' window, then click the 'New' button under the 'E-mail' tab.

MailAppAccountSettingsWindow.JPG

The 'Add New Account' window will open.

MailAppAddNewAccountWindow.JPG

Select the 'E-mail Account' option and click 'Next'.


Depending on which options you used the next window is titled either 'Add Account' or 'Add New Account'.

FilledInAccountAddWindow.JPG

Either way it contains the same function. Enter your name in the 'Your Name' field, your email address, (using the 'mst3k@eservices.virginia.edu' format) in the 'E-mail Address' field, and your email password in both the 'Password' and 'Retype password' fields, then click the 'Next' button.

Outlook will communicate with the eservices server and set up the account. It may prompt you for your password again, if so then make sure that your user ID is in the format 'eservices\mst3k - if need be you can use the 'Use other credentials' button to re-enter your ID and password.

Once it finishes successfully, and it can take several minutes, click the 'Finish' button to close the window. You should be able to open Outlook at this point. It will prompt you for your password again. Once logged in it will begin to synchronize your folders from the server to the local machine and you should start to see mail coming in.

If the account setup fails, and there are several ways that it can, then the best policy is to close the Mail app and start over.

Failures can be caused by using the wrong password, putting a typo in the email address or password, not using the '@eservices.virginia.edu' format when entering the email address, or because the Exchange account is not online yet. If those are all confirmed to be correct and working then the first step is to contact the ITS Help Desk (http://its.virginia.edu/helpdesk/).