Adding a shared Exchange e-mail account to Outlook 2007

If you would like to add a shared Exchange e-mail account to your Outlook mail client, (for example, a departmental e-mail such as "webservices@ccri.edu"), use the following steps.

Please Note: This tutorial assumes you are using Outlook 2007 and are adding an additional E-mail account, which is also an Exchange account, to your primary version of Outlook on your primary, on-campus computer and that you have already set-up your Exchange profile in that computer's copy of Outlook 2007. [ If you do not have Outlook 2007 installed, please visit this page first. ]

Instructions and Screenshots
Step 1 Open Outlook 2007 Make sure "Exchange" is selected in the "Profile Name:" drop-down menu Click "OK"
Step 2 Add a new e-mail account In Outlook, select: "Tools > Account Settings..."
Step 3 In the "Account Settings" box, click on the "New.." icon.
Step 4 In the "Add new E-mail Account" box, make sure that the "Microsoft Exchange, POP3, IMAP, or HTTP radio button is selected. then click the "Next" button.
Step 5 Choose to manually setup the new E-mail account Click the check-box labeled: "Manually configure server settings or additional server types" This will cause the name, address and password fields to become inactive Click the "Next" button
Step 6 Choose the E-mail Service Make sure the "Internet E-mail" radio button is selected Click on the "Next" button
Step 7 Fill-out the Internet E-mail Settings box In the "Your Name:" field, type in a name (or department name, etc.), as you would like it to appear to others when you reply or send e-mail from the new account. In the "E-mail Address:" field, type the e-mail address of the new account. Make sure that "POP3" is selected in the "Account Type:" field In the "Incoming mail server:" field, type: *webmail.ccri.edu* In the "Outgoing mail server (SMTP):" field, type: webmail.ccri.edu The "User Name:" field should already be filled out at this point --it automatically gets the username from the e-mail address you typed above. In the "Password:" field, type the password for this account and be sure that "Remember password" is checked. Click on the "More Settings..." button
Step 8 Choose the "Outgoing Server" Settings Select the "Outgoing Server" tab Click the "My outgoing server (SMTP) requires authentication check-box and make sure that, "Use same settings..." is selected. Choose the "Advanced" server settings Click on the "Advanced" tab The "Outgoing server (SMTP):" is "25" IMPORTANT: For e-mail accounts to which multiple people have access... If you want the e-mail from this account to also appear on another computer's (or person's) e-mail, then select the "Leave copy of messages on the server". This is very important in the case of a departmental e-mail to which multiple people have access. If you do not leave a copy of the message on the server, then it will be downloaded to your computer exclusively and no one else will be able to read it unless you forward it to them. *Because you are leaving e-mail on the server, you will need to periodically clean-up old e-mail messages.* For more information please see Cleaning-up Your E-mail Messages in Exchange. Click on the "OK" button
Step 9 Test the account settings After being returned to the "Add New E-mail Account" box, click on the "Test account Settings..." button. A "Test Account Settings" dialog box will appear and automatically run a test of your settings. When finished testing, the program will display the status of each step as "Completed". If all is well, a green check mark will appear next to: "Log onto the incoming mail server (POP3)" "Send test e-mail message" You can then select the "Close" button. A test message sent to the new account should appear in your Outlook inbox the next time the program checks for new E-mail. If you have entered the e-mail settings incorrectly or if there is some other problem, the "Test Account Settings" dialog bog will display error messages for either incoming or outgoing mail settings (or both). If this happens, check your settings and try it again. If the problem persists, call or e-mail the help desk at 401-825-1178 or helpdesk@ccri.edu

Instructions and Screenshots

Step 1

Open Outlook 2007
1. Make sure "Exchange" is selected in the "Profile Name:" drop-down menu
2. Click "OK"

Step 2

Add a new e-mail account
1. In Outlook, select: "Tools > Account Settings..."

Step 3

In the "Account Settings" box, click on the "New.." icon.

Step 4

In the "Add new E-mail Account" box, make sure that the "Microsoft Exchange, POP3, IMAP, or HTTP radio button is selected. then click the "Next" button.

Step 5

Choose to manually setup the new E-mail account
1. Click the check-box labeled: "Manually configure server settings or additional server types"
  1. This will cause the name, address and password fields to become inactive
2. Click the "Next" button

Step 6

Choose the E-mail Service
1. Make sure the "Internet E-mail" radio button is selected
2. Click on the "Next" button

Step 7

Fill-out the Internet E-mail Settings box
1. In the "Your Name:" field, type in a name (or department name, etc.), as you would like it to appear to others when you reply or send e-mail from the new account.
2. In the "E-mail Address:" field, type the e-mail address of the new account.
3. Make sure that "POP3" is selected in the "Account Type:" field
4. In the "Incoming mail server:" field, type: webmail.ccri.edu
5. In the "Outgoing mail server (SMTP):" field, type: webmail.ccri.edu
6. The "User Name:" field should already be filled out at this point --it automatically gets the username from the e-mail address you typed above.
7. In the "Password:" field, type the password for this account and be sure that "Remember password" is checked.
8. Click on the "More Settings..." button

Step 8

Choose the "Outgoing Server" Settings
1. Select the "Outgoing Server" tab
2. Click the "My outgoing server (SMTP) requires authentication check-box and make sure that, "Use same settings..." is selected.
Choose the "Advanced" server settings
1. Click on the "Advanced" tab
2. The "Outgoing server (SMTP):" is "25"
3. IMPORTANT: For e-mail accounts to which multiple people have access... If you want the e-mail from this account to also appear on another computer's (or person's) e-mail, then select the "Leave copy of messages on the server". This is very important in the case of a departmental e-mail to which multiple people have access. If you do not leave a copy of the message on the server, then it will be downloaded to your computer exclusively and no one else will be able to read it unless you forward it to them. Because you are leaving e-mail on the server, you will need to periodically clean-up old e-mail messages. For more information please see Cleaning-up Your E-mail Messages in Exchange.
4. Click on the "OK" button

Step 9

Test the account settings
1. After being returned to the "Add New E-mail Account" box, click on the "Test account Settings..." button.
A "Test Account Settings" dialog box will appear and automatically run a test of your settings. When finished testing, the program will display the status of each step as "Completed". If all is well, a green check mark will appear next to:
1. "Log onto the incoming mail server (POP3)"
2. "Send test e-mail message"
3. You can then select the "Close" button.
A test message sent to the new account should appear in your Outlook inbox the next time the program checks for new E-mail.
If you have entered the e-mail settings incorrectly or if there is some other problem, the "Test Account Settings" dialog bog will display error messages for either incoming or outgoing mail settings (or both).
1. If this happens, check your settings and try it again.
2. If the problem persists, call or e-mail the help desk at 401-825-1178 or helpdesk@ccri.edu

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