Microsoft Exchange Outlook 2007 Creating Additional Profiles

This document assumes that the following prerequisites have been met:

• Outlook 2007 is installed on your computer.

• You have an account on the ISAD Exchange System.

You have the appropriate permissions to be able to access the mailbox.

• You have already setup your university mail to be used with Outlook.

Section 1

The following instructions detail how to configure your Outlook 2007 Client to access an

additional / shared mail box by creating a new profile. When created, the new profile will sit

beside your default profile (which will normally be your personal mail box) in Outlook. When

Outlook starts you will have a choice to select which profile you want to use.

Creating an additional profile is a very useful tool when using a shared mail box. To give an

illustration of how it works, consider this example: I access my personal mail by loading up

Outlook and launching the default or Outlook profile. However, If I want to send from a shared

Mail box rather than my own email account I can load up Outlook choose the profile for my

shared mail box and launch Outlook in this mode. This way I have both account separated.

Multiple profiles can be created using the steps below.

For Windows XP:

1) Click Start > Settings > Control Panel > Mail. If you cannot see the Mail icon it is likely

that you have category view selected. To change this click switch to ‘Classic view’

located in top left corner of the control panel display. Under classic view your screen will

look something like this:

For Windows 7:

Click Start > Control Panel > Mail. If Mail is not displayed you should change the ‘view by’ in the

top right hand corner of the screen from ‘Category’ to either ‘Large’ or ‘small’ icons. You should

then be able to select mail.

(2 Open Mail and the Mail dialogue box appears:

(3 Click Show Profile and the below dialogue box appears. Click ‘add’ to add a new profile.

(4 The create new profile box appears. Type in the name that you would like to call your new

profile and click OK. (See the screen shot below).

(5 Outlook 2007 comes with a very useful auto configuration facility. Simply type the email

address of the mail box you wish to open into email address field and click next. If you are

prompted for additional information, type your name in the name field and input your

university password into the password fields.

(6 Outlook will now attempt to automatically configure your shared mailbox. Please note that

you will need to have the appropriate levels of permission on the mail box you wish to open.

Otherwise the authentication process will fail. If you need any help with this please call the IT

Help Desk on 01392 723934

(7 Place a tick in the Manually configure server settings box and click Next.

(8 Ensure that Cached Exchange mode is not ticked. Click Finish to complete your setup. (see

below).

(9 Upon clicking finish you will return to the Mail profiles screen. From here you can see all the

profiles you have in Outlook. Your new profile should now appear in the list. Ensure that

“Prompt for a profile to be used” is selected and click OK. (see screen shot below).

(10 Launch Outlook: Start > All Programs > Microsoft Office > Outlook 2007. The prompt for

profile box will now display.

(11 Click the drop down list and choose the profile you would like to load. Press okay to Launch

Outlook with the profile you have selected.

Section 2

Adding Additional Mail Boxes to your Outlook Profile

(1 If you would like to open multiple mail boxes within one profile follow the instructions

below. This is useful if you have multiple mail boxes that you want to keep an eye on.

(2 Right click on the name of your mail box located in the upper left hand corner. From the drop

down list click properties. (see screen shot)

(3 In the Properties dialogue box, clik Advanced.

(4 Click on the Advanced tab and click ‘Add’ to add the mailbox into your Outlook profile. You

will be prompted to input the username name of the mailbox that you would like to open.

(5 Ensure that you enter the username of the mailbox rather than its full name. Click okay to

any boxes you have open and restart outlook for the changes to take effect.

(6 The new mail box will appear at the bottom left hand side of the screen below your default

mail box. Please see below screen shot.