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Adding an Outlook Profile

An Outlook profile contains specific information about an account.  When Outlook is installed, a profile is automatically created for you. You can modify this profile or you can create additional profiles. If you share a computer, each person needs to have their own profile to keep Outlook information separate.  A profile contains the following information:

  • Information Services – a list of information services and the properties of each of them.
  • Delivery – the location to which new email should be delivered, and where other Outlook items are saved. Delivery also defines the order that Outlook uses information services when attempting to send email.
  • Addressing – the default address book to use when addressing email, the address book in which you want to save information about new contacts, and the order in which address books should be searched to verify recipients’ email addresses.

If you share a computer and need more than one profile, typically you will have Outlook prompt you to choose which profile you want to use each time you login.  Following are instructions to create new profiles and to configure Outlook to prompt for a profile on login. 

Windows users:
Outlook 2000
Outlook 2002/2003

Mac users:
Outlook 2001

If you need assistance with these instructions please call the IT Customer Service Center at 864-8080.

Outlook 2000 for Windows

To create a new profile:

  1. From the Windows desktop, click Start, then click Control Panel.
  2. Double-click Mail. If there is already at least one profile configured on your machine, the Properties dialog box appears containing information about the services in the default profile.  If there is not a profile already configured, you will be taken directly to the Mail dialog box where you can create a new profile.  If the latter is the case, skip to step 4. 
  3. Click Show Profiles.... The Mail dialog box appears with a list of profiles currently on your computer.
  4. Click Add.... The Microsoft Outlook Setup Wizard leads you through a series of windows in which you set up the information services for the profile.
  5. Select only Microsoft Exchange Server. Click Next.
  6. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click Next.
  7. In the Exchange server field type in the name of the server: exchange.ku.edu
  8. Type your username in the Mailbox: field. (This is what is before the @ in your e-mail address.) Click Next.
  9. The last window tells you that everything has been installed. Click Finish.
  10. The Mail dialog box displays the new profile. Be sure the new profile is selected and click Properties. The Properties dialog box for that profile appears.
  11. Be sure Microsoft Exchange Server is selected in the list of information services set up with the profile and click Properties.
  12. Click the Check Names button.
  13. You may be prompted to enter your username, the domain, which is home, and your password. Click OK. Your username in the Mailbox: field should have been changed to your display name and been underlined. The Microsoft Exchange Server field should show your server name underlined, e.g. SKYLARK.
  14. Click OK twice.
  15. At the bottom of the window under When starting Microsoft Outlook, use this profile select the profile you just created.
  16. Click Close.
  17. Close the Control Panel.
  18. You should now be able to launch Outlook and logon.

Change Outlook settings to Prompt for Profile:

  1. In order to proceed with the following steps, there must be at least one profile set up on your computer.  To verify that there is:
    1. From the Windows desktop, click Start, then click Control Panel.
    2. Double-click Mail.  If there is already at least one profile configured on your machine, the Properties dialog box appears containing information about the services in the default profile.  If there is not a profile already configured, you will be taken directly to the Mail dialog box where you can create a new profile.  Follow the steps above and return here to step 2 after you've completed the creation of a profile. 
  2. Open Outlook.
  3. Click the Tools menu and select Options.
  4. Click the Mail Services tab.
  5. Select Prompt for a profile to be used.
  6. Click OK to close the Options dialog box. The next time you open Outlook the Choose Profile dialog box appears allowing you to select which profile you want to open. Next to the Profile Name: field, click the down arrow and select your profile. Click OK to proceed with the start up process.

Outlook 2002/2003 for Windows

To create a new profile:

  1. Close Outlook.
  2. From the Windows desktop, click Start, then click Control Panel.
  3. Double-click Mail.
  4. Click Show Profiles.  The Mail profiles dialog box appears.
  5. Click Add. 
  6. Give the new profile a name and click OK.  The E-mail Accounts wizard appears. 
  7. Select Add a new e-mail account and click Next.
  8. From the list of server types, select Microsoft Exchange Server.  Click Next. 
  9. In the box labeled Microsoft Exchange Server enter exchange.ku.edu.  In the box labeled User Name: enter the part of your email address before the @ symbol.  Note: if you are using Outlook 2003, ensure that the box labeled Use Cached Exchange Mode is cleared. 
  10. Click the Check Name button.  You may be prompted to enter your username, the domain, which is home, and your password. Click OK. Your username in the User Name: field should have been changed to your display name and underlined. The Microsoft Exchange Server: field should show your server name underlined, e.g. skylark2.home.ku.edu. Click Next. 
  11. A final screen informs you that you have successfully entered all the information required to set up your account.  Click Finish. 
  12. You are returned to the Mail dialog box. 
  13. Under When starting Outlook, use this profile: choose how you want Outlook to work with the new profile:
    1. Choose Prompt for a profile to be used if you want to select which profile to use each time you launch Outlook; or
    2. Choose Always use this profile and then select a profile to use if you to use the same profile each time you launch Outlook.
  14. Click OK. 
  15. Close the control panel. 
  16. You may now launch Outlook and begin using it.  If you chose option (a) in step 13, you will be prompted to select a profile prior to logging in. 

Instructions for Mac Users:

To create a new profile:

    Note: If you are using Outlook 2001 under Mac OS X, you may have to luanch Classic Mode to access the Outlook Settings control panel.

  1. Quit Outlook.
  2. Under the Apple icon (upper left of your desktop) select Control Panels then Outlook Settings.
  3. Click Show Profiles.
  4. Click New

    .

  5. In the Type a name for the new profile box enter the name you want to use for this profile.
  6. In the Microsoft Exchange Server box enter the name of your new server: exchange.ku.edu
  7. In the Mailbox name box type your username or full name.
  8. Click Test Settings.
  9. When you are prompted by Outlook, click Create Profile.

Change Mac Outlook settings to Prompt for Profile:

  1. From the Apple Menu, open the Outlook Settings from the Control Panels.
  2. Highlight Microsoft Exchange Server.
  3. Click Show Profiles.... The profiles dialog box appears with a list of profiles currently on your computer.
  4. Click Add.... The Microsoft Outlook Setup Wizard leads you through a series of windows in which you set up the information services for the profile.
  5. Accept the default of Automatically Create Profile. Click Next.
  6. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click Next.
  7. Enter your server name in the box below the Mailbox Exchange server: exchange.ku.edu
  8. Type your username in the Mailbox: field. This is what is before the @ in your email address.
  9. Click the TCP/IP radio button. Click Next.
  10. If you travel with your computer, select Yes. If not, leave No selected. Click Next.
  11. To create a Personal Address Book, click Browse. Click New and enter a name for your Personal Address Book. Click Save. Click Next.
  12. The last window tells you that everything has been installed. Click Finish.
  13. The profiles dialog box displays the new profile. Be sure the new profile is selected and click Properties. The Properties dialog box for that profile appears.
  14. Be sure Microsoft Exchange Server is selected and click Properties.
  15. Click the Check Names button.
  16. Enter your username, the domain, which is home, and your password. Click OK. Your username in the Mailbox: field should have been changed to your display name and been underlined. The Microsoft Exchange Server field should show your server name underlined, e.g., SKYLARK2. If you receive an error, please reference the installation troubleshooting guide.
  17. Click OK twice.
  18. Click Close.
  19. Close the Control Panel.
  20. Open Outlook.
  21. Click the Tools menu and select Options.
  22. On the General tab, select Prompt for a profile to be used.
  23. Click OK to close the Options dialog box. The next time you open Outlook the Choose Profile dialog box appears allowing you to select which profile you want to open. Next to the Profile Name: field, click the down arrow and select your profile. Click OK to proceed with the start up process.