Outlook 2011 on Exchange Guide

Prerequisites

Obtain Software

Obtain Account Details

Download and Install Latest Software Updates

Migrate to Outlook 2011 from Entourage

    Configure Outlook 2011

    Add a New E-mail Account

    Using Outlook 2011 with Exchange

     

    Prerequisites

    • Microsoft Office 2011
    • Mac OS X (minimum required version: 10.7)
    • An SF State E-mail account (If you do not already have an account, sign up for one at: www.sfsu.edu/email)
    • A connection to the Internet

    Obtain Software

    Outlook 2011 is available for free to SF State faculty and staff for use on University-owned computers. Outlook 2011 comes packaged with Microsoft Office 2011 for Mac.

    • To obtain Outlook 2011 for a University-owned computer, contact your department office/IT support person.
    • To obtain Outlook 2011 for a personally-owned computer that is used to do work at home (work at home rights), purchase a copy of Microsoft Office 2011 for Mac from the SF State Bookstore.
    • If you have Microsoft Office 2011 installed but do not have Outlook 2011, try reinstalling Microsoft Office 2011.
    • If you have Entourage 2008, upgrading to Outlook 2011 is required.

    Obtain Account Details

    1. Login to SF State E-mail Account Services at www.sfsu.edu/email. (If you do not know your password, go to www.sfsu.edu/password.)
    2. Under Accounts (section 1) click your e-mail address.
    3. On the Account Details page note the following:   Account name, Forwards to, and Mail server.
    4. If you are currently forwarding your e-mail and would like to access it using Outlook 2011, remove your e-mail forwarding address.

     

    Download and Install Latest Software Updates

    1. Open Outlook from the Dock, or navigate to where Outlook is installed (e.g., Macintosh HD > Applications > Microsoft Office 2011> Outlook), then double-click Microsoft Outlook to open.
    2. On the Help menu, click Check for Updates.
    3. On the Microsoft AutoUpdate window, click the button Check for Updates. Follow instructions to install any recommended updates or click OK if no updates are available, then close the Microsoft AutoUpdate window.
    4. If you installed updates, check for updates again. If more updates are available, install them. Repeat until no new updates are available.

     

    Migrate to Outlook 2011 from Entourage 2004 or 2008

    1. Open Outlook.
    2. Click on File on the Outlook menu bar and select Import.
    3. In the Begin Import window, select "Entourage information from an archive or earlier version." Click the right arrow button.
    4. In the Choose an Application window, select the version of Entourage you are importing from. Click the right arrow button.
    5. In the Import Items window, select the items that you want to import by clicking on the item's checkbox. By default, all items will be checked. Click the right arrow button.
    6. In the Select Identity window, click Browse, and select Main Identity Click Choose. (This is based on the assumption that you have only one identity and/or you have not renamed it. Otherwise, select your identity).
    7. In the Select Identity Window, verify that your identity is selected. Click the right arrow button.
      • If prompted: "Outlook does not support synchronization with all versions of Exchange server," click OK.
      • If prompted: "Microsoft Outlook wants to use your confidential information stored in "Exchange" in your keychain," click Always Allow.
    8. In the Import Complete window, click Finish.

     

    Configure Outlook 2011

    1. Open Outlook.
    2. For new installations: click on Add Account on the Welcome to Outlook for Mac window.
      For existing installations: click on Tools on the Outlook menu bar and select "Accounts..."
    3. The Accounts window will open. Click on the Exchange Account button.
      Step 3

       

    4. Enter your Exchange account information:
      • E-mail address: your SF State e-mail address (e.g., jdoe@sfsu.edu)
        Method: User Name and Password
      • User name: your SF State e-mail address (e.g., jdoe@sfsu.edu)
      • Password: your e-mail password
      • Make sure Configure automatically is checked.
      • Click on Add Account.
        Step 4

         

    5. Provide an Account description and verify that your Personal information is correct.
      Step 5

       

    6. Close the Accounts window.
       

    Add a New E-mail Account

    1. Open Outlook.
    2. On the Outlook menu bar, click on Outlook, and select Preferences.
    3. In the Outlook Preferences window, select Accounts under the Personal Settings section.
    4. Click the plus (+) sign on the bottom left corner of the Accounts window, and select Exchange.
    5. Continue with Step 4 of the Configure Outlook 2011 section.

    Using Outlook 2011 with Exchange

    Server-based e-mail

    The mailboxes and folders you see under your new account (e.g., jdoe@sfsu.edu) reside on the e-mail server, not on your computer.  As a result:

    • If you move a message from one of these folders to Trash on a computer or mobile device, it will be in Trash on all other computers and mobile devices that you use to check e-mail.
    • Items are automatically deleted from Trash and the Exchange server two weeks after being moved to Trash.
    • Once a message is deleted from the server, it is not easy to have it restored.  It is not possible after 30 days.
    • If you want to delete specific messages from the server, but keep them locally on your computer, copy them to a subfolder under the On My Computer account before deleting them from your Exchange account. 
    • The time it takes to refresh a folder on the server increases with the number of messages in the folder.  To minimize refresh time, try to keep the number of messages in any folder below 1000.  The Inbox on the server is refreshed every time your e-mail program checks for new messages. So it is especially important to keep the number of messages in the Inbox low.

    Folders

    • Your new account uses the Outbox found under the Folders on My Computer category.
    • The Deleted Items folder under your new account (e.g., jdoe@sfsu.edu Exchange) will contain any messages deleted from your new Inbox.
    • The Sent folder under your new account (e.g., jdoe@sfsu.edu Exchange) will contain any new messages sent from your account.
    • To permanently remove messages marked as deleted, hold down CTRL, and then click the Deleted Items folder in the folder list. Click Empty Deleted Items, and then click Empty.

    User Guides and Training

    To access Outlook guides and training materials, from the Help menu, select Outlook Help.