Setting up Microsoft Outlook 2003 to work with imap.appstate.edu email and Microsoft Exchange Calendar Server
These instructions are for those using Windows 2000 or XP using MS Outlook 2003 for email and an Exchange Server account for shared calendars.
After adding an Exchange Server Account you need to configure your Outlook 2003 so that your email and address book will work correctly.
The Exchange Server is used only for the shared calendars and not for email. Email can not be sent through the Exchange Server.
Check these settings in Outlook 2003 only if you have added an ASU Exchange Server account for your shared calendar.
1. Making imap.appstate.edu your default email account.
2. Disabling Exchange from sending or receiving email.
3. Setting up your default Contacts / Address Book.
4. Setting up the default folder for reading email when Outlook starts up.
5. Accessing your Exchange Calendar with a web browser.
6. Setting up a rule to move email from Exchange Server Inbox to the imap.appstate.edu Inbox.
7. Setting up a rule to copy sent email to your imap.appstate.edu Sent Items Folder instead of Exchange Server.
8. Checking that email you forward from your Sent Items Folder uses the imap.appstate.edu Server.
9. Resolving "this message has not been fully downloaded" error.
10. Deleting incorrect addresses which appear in the auto-complete area when typing an address.
1. Make imap.appstate.edu your default account for sending email.
If using a PDA to sync your exchange calendar and contact information,
the Exchange Server account should be listed first in your account directory.
In Outlook click on Tools and select Email Accounts - View or change existing e-mail accounts should be selected - click Next.
In the image below we are checking to make sure imap.appstate.edu is the (Default) email server.
Under the Deliver new e-mail to the following location: select the Exchange Server user account name - By selecting this the
Exchange Server will display as the first account in the Mail Folder directory list, so when you sync up with your PDA it will
sync your shared Exchange Calendar information and Contacts. Click finish when done. Restart Outlook.
Click on Tools and select Options and then click on the Mail Setup Tab as in the image below:
Now click the Send/Receive button and you will get a window like the one below:
The Inbox for imap.appstate.edu Account should be the only folder checked under the Folder Options.
Now click on Microsoft Exchange icon under Accounts on the left hand side and you will get the window below:
Simply uncheck all the boxes after you click on Microsoft Exchange - A red X should appear on the Exchange account.
Click Ok to close all the windows.
If you have several contacts listed as address books you can remove the contacts from the address book list by clicking
on the contacts tab in Outlook. Then right click on the contact you don't wish to use as an address book and select properties.
Click on the Outlook Address Book tab and uncheck the box titled - Show this folder as an e-mail Address Book.
I believe the first Contact list shown is the one that will be used on the PDA and Exchange, so I leave that one as the
Address Book and uncheck all the others. You can also rename the Contact Name here as well.
Click Apply or OK to save the settings and close the window.
Now click on Tools and select Address Book - when the Address Book window appears click on Tools Menu and select Options.
Select the Contacts that have your addresses from the drop down menu and make sure the same Contacts list is used
in the second selection titled Keep personal addresses in. You can click on the properties button to get the properties of the contacts list.
If you wish you can highlight the Global Address List to remove it - This is the exchange server's user list.
Click Apply and OK to close the window.
Click on Tools and select Options then select the Other tab and click the Advanced Options:
Click on the Browse Button and select the Inbox from the imap.appstate.edu account.
After you highlight the Inbox under the imap.appstate.edu account click OK on each dialog box to close all windows.
Using a browser type in the address: webits3a.appstate.edu/exchange and you will be prompted for a username and password.
This should be your university username and password.
If you need to access someone elses shared calendar you will have to use the address below.
Replace the word username with the person's username of the calendar you wish to access.
The web Outlook tools should look the same as the desktop application. Some browsers might limit what you can view.
You can access your calendar, but you can't send email through the exchange server.
Remember to logout and quit the browser when you are done viewing your calendar.
When you forward email from your Sent Items folder in Outlook 2003 you need to check which account or server is sending the email.
Email is not sent through the Exchange Server so it will simply be returned to you. It is important to make sure imap.appstate.edu is selected.
Again, this is usually just for email being forwarded from your Sent Items Folder - But it could also happen when replying to a message in your Inbox.
When you click on a message in your Sent Items Folder and click Forward a new message window appears with the email to be forwarded.
You can check the text below the Send button and above the To... address to see which Accounts the email will be sent with.
In the first image below the message will be sent via the Exchange Server. This is wrong and the email will be returned to you.
For your email to be sent you must change this by clicking the Accounts button and selecting imap.appstate.edu
Notice that after selecting the imap.appstate.edu account the text reads - This message will be sent via imap.appstate.edu.
This is all you need to do to make sure your email gets sent correctly.
9. Resolving "this message has not been fully downloaded" error.
You will get the error below when trying to open an email message in your imap.appstate.edu account if Outlook 2003 is offline.
Make sure that Outlook 2003 is not offline. If this email application is offline you usually have an offline notice in the bottom right corner of Outlook.
Go under the File Menu in Outlook 2003 and see if Work Offline is checked. Make sure you view all the choices under the File Menu.
Selecting Work Offline again should remove the check and resolve this issue. Call Support at 6266 if this does not resolve the issue.
When typing an address auto-complete will attempt to finish the address with addresses from your address book or that you have typed before.
The problem is that Outlook 2003 will remember incorrect addresses and these need to be removed.
1. When typing an email address a window will display below with similar addresses for you to choose from. If you see addresses that are incorrect use the arrow keys to highlight the address and hit delete. This should remove them from showing up.
