Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

1. Setting up GIZ mail accounts 2

1.1. More settings 5

1.2. Sharing Outlook with colleagues 10

1.3. Opening Outlook for the first time 11

1.4. Send and receive settings 12

2. Personal folders (archive files) 16

3. Contacts in Outlook – address book 17

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

1. Setting up GIZ mail accounts

To set up and manage mail accounts, please open the Control Panel (Start –

Settings – Control Panel) and click on the Mail icon.

Give the GIZ account a meaningful

name.

Select “Add a new e-mail account”

and click on Next.

Please activate the checkmark for manual configuration!!!

Click on “Manually configure server settings or additional server types”, then click

on Next.

itsc@giz.de

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

Select “Microsoft

Exchange Server”

and click on Next.

Enter cas.giz.de

as the Microsoft

Exchange Server

plus your user

name (note: your

user name and

password for e-

mail are the same

as for the

intranet). It is

essential that you

leave the “Use

Cached

Exchange Mode" option set.

cas.giz.de

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

Cache mode means that the mailbox is mirrored. E-mails, appointments, contacts

and the GIZ address book are stored locally on your computer. You can work

completely independently of the state of the connection. If the line is available,

Outlook sends and receives straight away. If there are interruptions or the

connection is blocked, e-mails are held in the Outbox. Ideally, you won’t notice the

interruption at all. As soon as the connection is available again, Outlook notices this

and automatically synchronises with the mail server.

Hints and tips – Check Name –

Please don’t click on Check Name yet on this screen, because the connection to the

cas.giz.de mail server cannot be established until you have entered additional

information.

To do this, click on “More Settings”.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

1.1. More settings

You don’t have to change anything on

the General tab, but if your Internet

connection is often poor, you should set

the timeout to at least 60 seconds.

On the Advanced tab, both the

“Use Cached Exchange Mode”

and the “Download Public Folder

Favorites” options should be set.

Then click on Offline Folder File

Settings.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

When cache mode is set up, an offline

folder (…\outlook.ost) is

automatically created. This dialog must

be confirmed. The entire contents of

your Exchange server mailbox are

mirrored in this file, and it is used as

the basis for offline mode.

On the Security tab, please select

Password Authentication (NTLM).

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

The Connection tab is used to define

whether Outlook should connect to

the Internet. If you are initially setting

up the connection manually, or if you

have a permanent Internet

connection, leave Connect using my

Local Area Network (LAN) set.

If you want Outlook to connect itself

via a modem when required, select

the middle option (“Connect using

my phone line”). You can also find

these general connection settings in

the Control Panel.

This setting enables you to

access the Exchange Server

from outside the GTZ

network. Activate Connect

to my Exchange Mailbox

using HTTP, then click on

Exchange Proxy Settings.

The URL for connecting to

the Exchange proxy server

is: owarpc.giz.de

owarpc.giz.de

msstd:owa.giz.de

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

Once you have entered the proxy settings, Outlook can connect to the server in

Eschborn in order to check your user name. To do this, open the window containing

the Exchange server

settings again.

The entries you

made at the start

should still be there,

so all you need to do

is click on Check

Name.

Please enter your GTZ user name and

password into the appearing login window, but

note that the login will only work if you prefix

your user name with the domain “giz”. Enter

your user name in the format "giz\<Your user

name>“.

cas.giz.de

giz\itsc

cas.giz.de

CAS.GIZ.DE

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

Hints and tips – Logon data –

NB: Windows may sometimes suggest the wrong logon data, e.g.

"cas.giz.de\username", "gtz\username" or "kenya\username". If this happens,

please change the incorrect entry so it always starts with "giz\...".

If the mail server recognises the user name as being valid, your name will appear in

this input field exactly as it is held in the GIZ address book, instead of your user

name. This confirms that you have connected to the mail server and logged in

successfully.

To complete the setting up

of your GIZ mail account,

please click on Finish.

If you want to set up an additional private mail account (e.g. GMX or WEB.DE) as

well as the GIZ mail account, then restart the “E-mail account” setup for the second

account, configuring it in line with the relevant mail provider’s details.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

1.2. Sharing Outlook with colleagues

You manage Outlook

profiles by clicking on

Show Profiles. This is

useful if several different

people are working on one

computer, or if one person

wants to be able to use

several separate mail

accounts. You should

always create a separate

profile for the GIZ mailbox

if you want to use Outlook with a different (POP3) account, in order to avoid any

clashes or problems.

To do this, please select Display profiles.

So that you can switch between your

different mailboxes, you need to specify

here that when Outlook is opened, it asks

you which profile it should load. If you

change the setting to Prompt for a profile

to be used, you will always see a selection

list containing all your mailboxes when you

launch Outlook.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

1.3. Opening Outlook for the first time

It may take several minutes to open Outlook 2007 in cache mode for the first time,

because the entire mailbox has to be downloaded from Head Office onto your

computer first. It’s best to use

Outlook Web Access (OWA)

beforehand to get an idea of how

many e-mails there are in the Inbox

and Sent Items folders. If your

connection is only slow (e.g. via a

modem), you should delete any large

e-mails in OWA first. This particularly

applies to employees who have previously only used their GIZ mailbox in OWA and

have not deleted anything, and also employees who have been transferred abroad

from Head Office, and have not done anything to their Sent Items folder since.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

1.4. Send and receive settings

If you still have connection problems despite using cache mode, it is possible to

modify the send and receive settings to reduce the quantity of data transmitted. For

each mail folder, you can specify whether the complete message should be

downloaded, or just the header. The complete e-mail plus attachments will then

only be transmitted if you click to request this.

You can adjust the settings for this via Tools-> Send and Receive -> Send and

Receive Settings -> Define Send and Receive Groups.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

On this screen, you can specify whether

and at what time interval the mailbox is

updated. Please check whether the

options are activated. This screenshot

shows the recommended settings.

You can now adjust the settings for each

individual mailbox folder. To do this, you

click on the Edit… button

You will now see lots of options that can be modified. To avoid causing any

problems, you should therefore only change something if you're sure what it means,

and you should ideally only make one change at a time.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

Problem:

Let’s assume you often receive messages with large attachments, which

tie up the connection. You therefore want to be able to decide yourself which

messages should be transmitted fully, and which you only want to read the first few

lines of.

Solution:

In Folder Options, activate Inbox with a checkmark. Activate either the

“Download only headers” option or, even better, activate “Download complete

item including attachments” and “Download only headers for items larger

than”. As a value here, we would recommend 100-200 KB for a very poor

connection, and up to 1000 KB (=1 MB) for a fast connection.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

In addition to these default settings, you

also have the option of deciding whether to

download complete messages or just

headers on an ad-hoc basis. This can be

done very simply using the Outlook status

bar. If you cannot see a status bar at the

bottom of your Outlook screen, you should

enable this via the menu option View ->

Status Bar.

Using the information on the status bar at the bottom right of the screen, you can

ascertain the current status of the connection to the Eschborn mail server. On this

screenshot, Outlook is displaying “Connected” and “All folders are updated”.

This means that there are no line problems, and all e-mails have been sent and

received.

If you click on the connection status, this opens a selection list in which you can

control the transmission of messages. So if temporary transmission problems occur,

you can quickly switch to “Download headers” here.

This fine tuning is intended to optimise the use of existing bandwidth and avoid

blockages. Whereas previously you could only delete large e-mails in OWA before

they were transmitted, you can now control this using the connection settings.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

2. Personal folders (archive files)

You can set up personal folders (PST

files) using Data Files. We

recommend you set up a personal

folder to archive e-mail, because the

GTZ mailbox is restricted to 120 MB.

If you don’t change its storage

location, the PST file will be created

with a path of C:\Documents and

Settings\<Your username>.

You can then archive e-mails

by dragging them either

individually or collectively with

the mouse from the Inbox to

your personal folder.

Hints and tips – Folder list –

You can see your personal folder in Outlook if you activate Folder list in the View

menu.

Outlook 2007 for GIZ Field Staff

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Information Technology Unit – IT-Service Center

3. Contacts in Outlook – address book

Recommendation: If you have already stored contacts in your personal folder, you

should move them to the contacts folder within your mailbox. This will enable you to

access these addresses even when you’re out of the office and using other

computers, because your original mailbox is located on the server in Eschborn, and

OWA always accesses the mail server directly.

Alternative: If you leave your contacts in the personal folder and you want to use

them to send mail, you’ll need to attach your existing contacts folder as an Outlook

address book, because Outlook only displays the global GIZ address book plus the

mailbox’s contacts folder as its address book.

Right-click on the contacts folder, then on Properties.

On the Outlook Address book tab, activate the checkmark next to “Display this

folder as e-mail address book”. Give the contacts folder a unique name, so you

can easily identify it later.