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.
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.