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Outlook 2007 for GIZ Field Staff

1. Setting up GIZ mail accounts 1.1. More settings 1.2. Sharing Outlook with colleagues 1.3. Opening Outlook for the first time 1.4. Send and receive settings 2. Personal folders (archive files) 3. Contacts in Outlook address book

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Outlook 2007 for GIZ Field Staff


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!!!

itsc@giz.de

Click on Manually configure server settings or additional server types, then click on Next.

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Outlook 2007 for GIZ Field Staff

Select Microsoft Exchange Server and click on Next.

Enter cas.giz.de as the Microsoft Exchange Server


cas.giz.de

plus your user name (note: your user name and password for email are the same as for the intranet). It is essential that you leave the Use Cached

Exchange Mode" option set.

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Outlook 2007 for GIZ Field Staff

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 wont 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 dont 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.

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Outlook 2007 for GIZ Field Staff


1.1. More settings

You dont 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.

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Outlook 2007 for GIZ Field Staff

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).

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Outlook 2007 for GIZ Field Staff

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
owarpc.giz.de

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

msstd:owa.giz.de

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Outlook 2007 for GIZ Field Staff


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
cas.giz.de

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

cas.giz.de giz\itsc

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Outlook 2007 for GIZ Field Staff


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 providers details.

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Outlook 2007 for GIZ Field Staff


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.

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Outlook 2007 for GIZ Field Staff

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. Its 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.

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Outlook 2007 for GIZ Field Staff


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.

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Outlook 2007 for GIZ Field Staff

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.

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Outlook 2007 for GIZ Field Staff

Problem: Lets 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.

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Outlook 2007 for GIZ Field Staff


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.

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Outlook 2007 for GIZ Field Staff

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 dont 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.

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Outlook 2007 for GIZ Field Staff


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 youre 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, youll need to attach your existing contacts folder as an Outlook address book, because Outlook only displays the global GIZ address book plus the mailboxs 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.

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