Set Up Outlook 2010 for Exchange

Outlook 2010 is part of the Microsoft Office 2010 suite of programs for Windows computers. It is the CUMC IT standard supported email client. If you do not have Outlook 2010 installed, please contact us or download and install the program from Columbia's Microsoft Site License page.
Instructions on setting up Outlook 2007 are the same as those found below.

Prior to setting up Outlook with an Exchange account please make sure you have done the following:

1. Request and receive your Exchange account username and password information. Once the online request form is submitted and approved by your DA, it can take up to two business days for the account to be created. The person who submitted the request will receive the account and initial password information from CUMC IT via email and/or phone; when possible we will contact the account holder as well.
2. Verify that your Exchange account is active by logging in to the Outlook Web App.
   • If you already have an MC Domain (computer login) account, your password for Exchange will be the same as the one used to log in to your computer. These accounts use the same credentials.
   • If you only have an Exchange account, follow these instructions to set up a profile and manage your Exchange password via the mypassword site. This allows you to immediately change, reset or unlock your password if problems arise while you are using Exchange.
3. Your account configuration is not complete until you set up mail forwarding from your default Columbia account to Exchange by following these instructions. If you neglect to set up forwarding, you will have to check email in both your general Columbia account and Exchange.

Please also check the following regarding moving existing email, calendar and other information when setting up your Exchange account in Outlook.

• If you are upgrading to Outlook 2010 from Outlook 2007 and had already been using it with CUMC IT Exchange, your email, folders, contacts, calendars etc. will all transfer over automatically.
• If you have been using Outlook 2007 with a non-CUMC IT Exchange account and have data stored in it (email messages, appointments, tasks, personal contacts, etc.) that you need to keep, you should export and import that content into the CUMC IT profile; see step by step instructions on the Exporting and Importing Mailbox Content page.
• If you have been using a different email program and need to transfer items into Outlook 2010, contact us at 5-Help, extension 5.

Configuring Your Exchange Account in Outlook 2010

1. Open the Mail settings on your computer: from the bottom left corner of your computer screen select the Start icon, then the Control Panel. In the Control Panel select the User Accounts and Family Safety link, then the Mail icon.

   

2. From the Mail Setup window select Show Profiles.
   NOTE: If your computer does not have any Outlook profiles already set up, you will not see the Mail Setup window and can skip to step 3.

   

3. Select the Add button near the middle of the Mail window.

   

4. Type your desired Profile Name in the New Profile window; we recommend using CUMC.
   NOTE: If more than one account is set up on the computer, Outlook will prompt you to select the account you'd like to log in to from the list of Profile Names.

   

5. The Add New Account window will appear. Make sure the E-mail Account option is selected, then type in Your Name and your full CUMC IT Exchange email account address. It is typically formatted as youruni@cumc.columbia.edu, where youruni is your individual Columbia UNI.

   

6. Type in your Exchange account password twice, once each in the Password field and again in the Retype Password field.
7. Select the Next button in the lower right corner of the Add New Account window. You will see a message that Outlook is Configuring e-mail server settings... It may take a few moments to connect to your Exchange account.
8. Once Outlook has found your Exchange account, the Windows Security - Mail Application login window will appear.

   

   Type mc\yourUNI (where yourUNI is your actual Columbia UNI) into the User name field your Exchange account, then your Exchange password in Password field, and select OK. You may be prompted to type this in twice.
   • If the Mail Application - Connecting login prompt appears more than twice and you are using a computer that is not on the CUMC campus, it may be faster to set up your Exchange account when you are connected to VPN. Please cancel any open windows, connect to VPN and try again.
   • If you are entering your Exchange account password incorrectly, your account will automatically lock after three attempts. You will not see an error message but will continue to be prompted to type in your username and password. To unlock your account immediately use the myPassword site.
   • If you are still not able to set up your Exchange account in Outlook, please click here to see instructions on configuring your account manually.
   1. Click Cancel in the Windows Security - Mail Application window to close it.
   2. In the Add New Account window, select the Manually configure server settings or additional types option near the bottom.
   3. The Choose Service window will appear. Select Microsoft Exchange or compatible service and then click the Next button in the bottom right.

      

   4. At the next Server Settings window you will need to type in the Server name. Please click here and log in with your UNI to see the server name.
      Make sure that you have typed this in correctly and that there are no spaces after the server address; even a blank character space after the server address can mean you will not be able to connect to Exchange to configure your account.
   5. In the User Name field, type in your UNI.

      

      IMPORTANT: If the computer you're using is a laptop that will be used off-campus, click here to see additional required configuration steps.
   1. If you are off-campus while configuring, you must first login to CUMC VPN to be able to connect to the Microsoft Exchange server and complete the steps below.
   2. Select the More Settings... button. The computer may pause and give an error that "The action cannot be completed...", just select OK and then Cancel to move past the error.
   3. The Microsoft Exchange window will appear. Select the Connection tab at the top.

      

   4. Towards the bottom of the window under the Outlook Anywhere heading, check the box to Connect to Microsoft Exchange using HTTP.
   5. Select the Exchange Proxy Settings button that is now available.
   6. In the Microsoft Exchange Proxy Settings window that appears, select the following:
      1. In the first field under Use this url to connect to my proxy server for Exchange, type: mail.cumc.columbia.edu
      2. Make sure the next option to Connect using SSL only is checked, but that the box immediately below it to Only connect... is not checked.

      

      3. Under the Proxy authentication settings, use the drop down arrow to change to Basic Authentication. Selecting this will make the Connect using SSL only option unavailable, which is fine.
      4. Select OK to close the Proxy Settings window, then OK again to close the Microsoft Exchange window.
   6. Select the Check Name button to the right of your UNI. The cursor will change to an hourglass as the computer contacts the Exchange Server to find the account. This may take more than a few moments to complete.
9. Once you have successfully logged in, your UNI will change to the full Exchange account user name. Select the Next button in the lower right to continue.
10. The Add New Account dialog box displays a congratulatory message. Click Finish.

    

11. The profile you created now appears in the Mail dialog box. Select Apply and then OK.
    NOTE: If you wish to use more than one Outlook profile on the computer (for example, one for CUMC IT and the other for a personal email address), select the Prompt for a profile to be used option. When Outlook starts, you will be prompted to select the profile you would like Outlook to use for that session. Otherwise you can leave Always use the profile selected.

    

12. To open Outlook: select Start in the lower left of your computer screen, then Programs, then Microsoft Office and select Microsoft Office Outlook 2010. Outlook will open, prompt for your password and connect to your Exchange account.
13. To verify that you are fully connected, send yourself or a co-worker a test message and make sure it is properly received.

To familiarize yourself with Outlook 2010 please read Using Outlook Email and Calendar.

• Managing another person's calendar
• Recalling a message after sending
• Setting junk mail options
• Using Auto Archive
• Creating an Email Signature
• Using Bcc