ITS Documentation

Set Up Entourage 2008 with Exchange on a Macintosh

S4359 • August 2010

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

It refers specifically to the Exchange Service provided by Information and Technology Services (ITS). Some schools and departments provide their own Exchange services.


Table of Contents


What Is Exchange?

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 Entourage 2008 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.

  • listen to your U-M voice mail as an e-mail attachment.

  • delegate (or proxy) your e-mail and calendar.

  • sync with a PDA (such as Windows Mobile, Blackberry, or Palm).

Keep Your Software Updated

Entourage 2008 is a component of Microsoft Office 2008. If you have an active Internet connection when installing Microsoft Office 2008, it automatically checks online for the latest version and updates itself.

Both Microsoft Office 2008 and your Macintosh are configured to regularly check for updates. We highly recommend you install all updates as you learn they are available.

WEB SERVICES EDITION: In late 2009, Microsoft released Entourage 2008 Web Services Edition, a free upgrade. This version fixed some of the worst behaviors of previous versions of Entourage. We highly recommend you use this edition. Not sure? Under the Entourage menu, click About Entourage to determine the version you're using.

Your Windows Active Directory Password

Even though you have a Macintosh, you must create a Windows Active Directory password before you can use your Exchange account. 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?.

Configuring Entourage

NOTES:

  • If you previously used Entourage 2004 on the same computer that you're installing Office 2008, Entourage 2008 can copy your settings. Therefore, you do not need to perform these configuration instructions.

  • The following configuration is for computers being used exclusively on campus. For off campus access, please see Accessing Exchange From Off Campus.

  1. From the Entourage menu, select Account Settings.

    Entourage menu with Account selected

  2. In the Accounts window, click the down arrow next to New, and select Exchange.

    Accounts window with Exchange selected from the New button

  3. In the Setup a Mail Account window:

    Setup a Mail Account window

    1. in the E-mail address field, enter your e-mail address.

    2. click the right arrow.

  4. In the Account Information window:

    Account Information window

    1. in the Domain field, enter umroot.

    2. in the Account ID field, enter your uniqname.

    3. in the Password field, enter your Exchange/Windows Active Directory password.

    4. click OK.

  5. You should see your Exchange account being built within Entourage. Microsoft only provides a message at this stage if there is an error.

AUTO SETUP INCOMPLETE? You may need to configure Entourage for Exchange manually.

MAKE SURE YOU GET YOUR EXCHANGE E-MAIL: E-mail sent to you from other Exchange users is available only in an Exchange client such as Entourage. If you only use Entourage, this is not a problem. However, if you sometimes read your e-mail in other e-mail programs — such as the web-based webmail.umich.edu — you will not see messages sent to you from other Exchange users. This can be confusing. because you'll see all your e-mail within Entourage but only some of it in, for example, webmail.umich.edu.

Setting Up Spam Filtering

Exchange uses the Brightmail spam detection system. To take advantage of Brightmail, you need to create a spam filter.

USING MORE THAN ONE COMPUTER? Entourage only stores the Brightmail setting on the computer you set it up on. If you access your Exchange account from more than one computer — from one at work and at home, or from a desktop and a laptop — you have two options for the Brightmail spam detection system to work on all of your computers:

  • if one of your computers runs Windows or you have access to a Windows computer, you only need to configure Brightmail once using Outlook. Outlook stores the Brightmail settings on the Exchange server, so you always have spam protection regardless of the computer you use.

  • configure Entourage using the following steps. You must create this filter on every Macintosh computer you use.

  1. Select your Exchange Inbox. Refer to the image in step 2.

  2. Under the Tools menu, select Rules.

    Tools menu with Rules selected

  3. In the Rules window, click the down arrow next to New and select Exchange.

  4. In the Edit Rule window:

    Edit Rule window

    1. create a name for the filter such as Brightmail or Spam so that you can recognize it later in the Rules window.

    2. from the first pull-down menu, select Specific header.

    3. in the next field, enter exactly
      X-Spam-Flag
      HINT: Copy the above text and paste it into the field.

    4. from the next pull-down menu, select Is.

    5. in the next field, enter — in all upper-case letters —
      YES

    6. from the next pull-down menu, select Move message.

    7. from the next pull-down menu, select Choose a folder.

  5. In the Choose Folder window:

    Entourage Choose Folder window

    1. under Exchange, select the Junk E-Mail folder.

    2. click Choose.

  6. Your Edit Rule window should now look like this. Click OK.

    Entourage Edit Rule window

KEEP SPAM IN ITS PLACE: If you create other rules, your spam rule must always be first in the list for it to work.

Entourage Edit Rule window

  1. Newly created rules always appear first in the Rules window. After creating one, select the spam filter you created above.

  2. Click the Up arrow until your spam filter is first in the list.

  3. Close the Rules window.

Accessing Exchange From Off Campus

When you're not on campus — for example, at home or traveling — there are several ways to connect your Mac to your ITS Exchange account.
NOTE: These methods also work on campus.

Determine Mailbox Size

  1. Click Edit and then click Folder Properties.

    Size

  2. Size

Additional Resources

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

Also visit the Entourage for Mac 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.


Manually Configuring Entourage for Exchange

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

  1. In the error message window, click Configure Account Manually.

    Error message window

    ALREADY CLOSED THE WINDOW? Follow Configuring Entourage steps 1 through 3. However, in step 3, after entering your e-mail address, click Configure Entourage Manually.

  2. In the Edit Account window:

    Edit Account window with the Account Settings tab active

    1. select the Account Settings tab.

    2. in the Account Name field, enter a name that will identify this e-mail account; for example, "Exchange."
      NOTE: This is solely for your personal use.

    3. in the Name field, enter your name as you want it to appear in the From field of your e-mail messages.

    4. in the E-mail address field, enter your e-mail address.

    5. in the Account ID field, enter your uniqname.

    6. in the Domain field, enter umroot.

    7. in the Password field, enter your Exchange/Windows Active Directory password.

    8. in the Exchange server field, enter — in lower-case letters — exchange.umich.edu.

    9. click the checkbox next to This DAV service requires a secure connection (SSL).

    10. select the Advanced tab at the top of the window.

      Edit Account window with the Advanced tab active

    11. in the Public folders server field, enter — in lower-case letters — exchange.umich.edu.

    12. click the checkbox next to This DAV service requires a secure connection (SSL).

    13. in the LDAP server field, enter — in lower-case letters — ldap.adsroot.itcs.umich.edu.

    14. click the checkbox next to This LDAP server requires a secure connection (SSL).

    15. click OK.

  3. You should see your Exchange account being built within Entourage. Microsoft only provides a message at this stage if there is an error.

  4. Read Make Sure You Get Your Exchange E-mail, then follow the steps for Setting Up Spam Filtering.