ITS Documentation

Set Up Outlook 2007 with Exchange on a Windows Computer

S4348 •May 2011

This document explains the ITS Exchange Service, shows how to use Microsoft Outlook 2007 to create and access your Exchange account, and how to connect to your Exchange account when you are off campus.

PREVIOUSLY USED OUTLOOK 2003 WITH YOUR EXCHANGE ACCOUNT? If you're on the same computer, your settings from Outlook 2003 should transfer to your new installation of Outlook 2007. Follow these instructions only if Outlook 2007 does not automatically access your account.

The following configuration instructions are:

  • specific to the Exchange Service provided by ITS. Some campus units offer their own services that require different configuration information.

  • based on Outlook 2007 and Windows Vista. Other versions of Office and Windows operating systems may look different.
    Not USING OUTLOOK 2007? For information on other versions of Outlook, refer to Set Up Outlook 2010 with Exchange or Set Up Ooutlook 2011 with Exchange (Mac).

TIP: Keep your software up-to-date by using Microsoft Update.

Table of Contents

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 2007 — part of the Office 2007 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 2007: Getting Started. If not, please check with your IT department.

Software Recommendations

For this document, you must be using Outlook 2007 — part of Microsoft Office 2007. Your operating system can be Windows XP Professional Service Pack 2 or later, or Windows Server 2003. Your department already owns the licenses to these products. Any of these software combinations allow you to take full advantage of Exchange's features and the latest security.

OUTLOOK 2007 UPDATE: Please verify that you are using Outlook 2007 with at least Service Pack 2. To determine what version you're using, from the Help menu select About Microsoft Office Outlook.

We recommend you set your computer to automatically check for updates.

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 this password, follow the instructions at What is my Exchange password, and how do I change it?.

Using Auto Configuration for Exchange

SCREEN SHOTS: Although the screen shots in this document are from Vista, the steps are the same for other Windows operating systems.

DO NOT USE THE OUTLOOK 2007 STARTUP WIZARD! If you have opened Outlook and receive the Outlook 2007 Startup wizard, click Cancel. Click Yes in the dialog box asking if you are sure you want to exit the wizard. Outlook will quit.

  1. Close Outlook if you have it open.

  2. Click Start and select Control Panel.
    DON'T SEE CONTROL PANEL? You have probably modified your Start menu — right-click the Start button, select Settings, then Control Panel.

  3. In the Control Panel window, click User Accounts.
    DON'T SEE USER ACCOUNTS? You are probably viewing Control Panel in Classic mode. If so, click Mail and proceed to step 4's Already Have a Profile?.

  4. In the User Accounts window, click Mail.
    ALREADY HAVE A PROFILE? If you already have a profile in Outlook, you'll receive the following window. Click Show Profiles. Otherwise, proceed to step 5.

    Profile window

  5. In the Mail window, click Add.

    Mail window

  6. In the New Profile window:

    New Profile window

    1. In the Profile Name field, enter a descriptive name for this account — for example, Exchange.

    2. Click OK.

  7. In the Auto Account Setup window, your information will already be entered. Click Next.

    Auto Account Setup window

  8. In the next window, you'll see the progress of your auto-account setup. When successfully completed, you'll receive a congratulations notice. Click Finish.

    Congratulations window

AUTO CONFIGURATION FAILED? You may need to configure Outlook for Exchange manually.

Accessing Your Exchange Account

  1. Start Outlook.

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

    Authentication 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 ITS Exchange Team for valuable information regarding your new Exchange account.
    HINT: For more helpful information, visit the ITS 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 to read your e-mail, this is not a problem. However, if you sometimes read your messages from other U-M e-mail services — such as the web-based — 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 in both Outlook and other U-M e-mail services.

Setting Up Spam Filtering

E-mail delivered to Exchange is processed by a spam detection system. To take advantage of this, you need to configure Outlook.

HINT: The Exchange spam filter places suspected spam in the folder you indicate (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.

  1. Open Outlook and log in.

  2. In the Outlook main window:

    From Tools menu, selecting Rules and Alerts

    1. Select your Inbox.

    2. Click the Tools menu.

    3. Click Rules and Alerts.

  3. In the Rules and Alerts window, click New Rule.

    New Rule button

  4. In the Rules Wizard window:

    Rules Wizard window

    1. Uncheck the first item — with specific words in the subject.

    2. Check with specific words in the message header.

    3. Under Step 2, click specific words.

    4. In the Search Text window:

      Search Text window

      1. enter the following text exactly as it appears below.
        HINT: Copy the text below and paste it into the search field.

        X-Spam-Flag: YES

      2. Click Add.

      3. Click OK.

  5. Back in Step 2 of the Rules Wizard window, click specified.

    Step 2 of Rules Wizard window

    1. In the Rules and Alerts window:

      Authentication window

      1. Select a folder (for example, Junk E-mail) where you want suspected spam to be delivered.

      2. Click OK.

    2. Review the rule description you've created. If it's correct, click Finish.

      Clicking Finish in the Rules Wizard window

  6. In the Rules and Alerts window, click OK.

  7. Restart Outlook to activate your new spam rule.

KEEP SPAM IN ITS PLACE: This rule must always be first in the Rules and Alerts list. When you create other rules, they will automatically be added to the top of the list. Make sure you move the spam rule back to the top.

Moving the spam rule to the top of the list.

  1. Open the Rules and Alerts window. Need a reminder?

  2. Select your spam rule.

  3. Click the Move Up arrow until your spam rule is at the top of the list.

  4. Click OK.

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 ITS Exchange account.
NOTE: These methods also work on campus.

Additional Resources

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

Also visit the Outlook Solution Center Web page for more helpful information.

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

The ITS Service Center provides a variety of computing help resources.

For further help with this or any other topic, call 734-764-HELP [4357] or submit an online service request.

Appendix: Manually Configuring Outlook for Exchange

If you received an error message when using Outlook auto configuration for Exchange:

  1. In the left bottom corner of the error message window:

    Error window

    1. click the checkbox next to Manually configure server settings.
      ALREADY CLOSED THE WINDOW? Follow Using Auto Configuration for Exchange steps 1-6. In Step 7 — before clicking Next — click the checkbox next to Manually configure server settings. Proceed to step 2 below.

    2. click Next.

  2. In the Choose New Email Service window:

    Choose new email service window

    1. click the Microsoft Exchange radio button.

    2. click Next.

  3. In the Microsoft Exchange Settings window:

    Microsoft Exchange Settings window

    1. In the Microsoft Exchange server field, enter the text exactly as it appears below.
      HINT: Copy the text below and paste it into the field.

    2. Click Check Name.

    3. There will be a short delay after clicking Check Name (and authenticating, if required).
      NOTE: If your name is similar to other Exchange users, you will be asked to select your name from a list.
      When the check name process has been successfully completed, the information in the Exchange Server Settings window will change.

      Microsoft Exchange Settings window after name has been successfully checked

      • the server name has changed and is underlined; it may be different from what appears in this example

      • your name appears as last name first and is underlined

    4. Click Next.

  4. In the Congratulations window, click Finish.

  5. Proceed to Accessing Your Exchange Account and Setting Up Spam Filtering.

Appendix: Determine Mailbox Size

  1. Click Tools and then click Mailbox Cleanup.

    Outlook menubar showing the Tools menu

  2. On the Mailbox Cleanup dialog, click View Mailbox Size.

    Mailbox Cleanup dialog showing mailbox size