• Exchange only works with Outlook 2003 and Windows XP with Service Pack 2.
• These instructions can be used from off-campus or on-campus. The Cisco VPN software is not required to access Exchange off-campus but it is recommended.

Pre-requisites: before you can configure Outlook, you will need the following:

• The welcome e-mail from SSC with details of your username, password, mail server, etc or you can call the SSC Help Desk at (310) 206-2821.
• A working connection to the Internet --You will not be able to fully configure the software unless your system can connect to the mail server.
• Import your mailboxes from Eudora or Outlook Express before you setup your Exchange email account. Follow the instructions from the FAQ above.
• Microsoft Outlook installed with the latest Service Packs & patches: http://office.microsoft.com/officeupdate/mainCatalog.aspx.

1) Close Microsoft Outlook if it is open.

2) Click the Start button in the lower left corner of your screen.

3) Depending on your system, either select Control Panel or select Settings and then Control Panel.

4) Double-click the Mail icon.

4.5) If the menu looks like the one below, click on Show Profiles.

5) In the Window that opens, click on the Add button.

6) In the Profile Name type a unique name for this profile i.e. your name or your email address and click OK.

Select Add a new e-mail account and click Next. If you are using Outlook 2007, click on "Manually configure server or additional server types" and click Next.

E-Mail Accounts: Server Type: Select Microsoft Exchange Server, click Next.

E-Mail Accounts: Exchange Server Settings:

• Microsoft Exchange Server: “SSCBE.ss.ucla.edu”
• User Name:
• Check the box that says "Use Cached Exchange Mode."
• DO NOT click on Check Name

7) Click on More Settings

8) If you are prompted to login, click Cancel.

9) Click on the Advanced tab, check "Use Cached Exchange Mode" and also check "Download Public Folder Favorites".

10) Click on the Connection tab.

11) Check “Connect to my Exchange mailbox using HTTP”

12) Click on Exchange Proxy Settings…

13) For "https://" type in exchange.ss.ucla.edu

14) Check "On fast networks, connect using HTTP first, then connect using TCP/IP."

15) Click on OK to continue. Click OK again.

16) Click Next and Finish.

17) Click OK to close the Mail window.

18) If you had already setup Outlook to receive mail using a Personal Folder on your PC, the system will warn you that mail from Exchange Server will be delivered to the Personal Folder and ask if you want to continue. Click Yes.

19) Click Finish.

20) From the Control Panel, click the mail icon again.

21) Click E-mail accounts button again.

22) Select "View or change existing e-mail accounts" then click Next. IMPORTANT! At the bottom of the window, you will see an item that says "Deliver new e-mail to the following location". Make sure that this is set to Mailbox - Name, where name is your name. Do NOT set it to be Personal Folder, otherwise your mail will be removed from the server and it will only be kept on your computer.

23) Click Finish.

24) Click OK.

24.5) If you used Outlook before, click on Control Panel and click the mail icon again.

24.75) Click on Show Profiles. Under "When starting Microsoft Office Outlook..." choose "Always use this profile" and select the profile you just created for Exchange.

For security reasons, each time you start Outlook, you will be prompted to logon with your username and password. Always use the format:

• For username type: SS\Your.username

The Cisco VPN software isn't required to access Exchange through Outlook, but it is recommended.

Open Outlook and click on Help | About Microsoft Office Outlook

If Outlook doesn't say Outlook 2003 or above, you will need to upgrade.

Do NOT use the SSC Webmail client to set a vacation message. Doing so may result in a delay in receiving email. Only use Outlook Web Access or the following:

A vacation message can be created through OWA or Outlook. For instructions on how to create a vacation message in OWA, click here.

1) Open Outlook and click Tools - Out Of Office Assistant.

2) In the Out of Office Assistant box, click on "I'm currently out of the office" and type in a message that will be sent to users that email you.

3) Click OK.

The best way to import your Eudora mailboxes into Outlook is to first import your mailboxes into Outlook Express and then import the mailboxes into Outlook. Follow the instructions below to import your Eudora mailbox into Outlook Express and then into Outlook.

1) Open Outlook Express

2) Select File | Import | Messages

3) Select Eudora Pro or Light (through v3.0) and click Next

4) Click Browse and select the location of your Eudora mailboxes (normally c:\Program Files\Qualcomm\Eudora) and click Next

5) Select the folders you want to import (typically, select All folders) and click Next

6) Follow the directions below to import your mailboxes into Outlook.

1) Open Outlook

2) Select File | Import and Export …

3) Select Import Internet Email and Addresses and choose Next

4) Select Outlook Express 4.x, 5.x, 6.x

5) In the Import Addresses dialog box, choose your preferred option and click Finish

6) Look over the Import Summary and click OK.

1) In Outlook, select File – Import and Export.

2) On the Import and Export Wizard, highlight “Export to a file” and select Next.

3) On the Export to a File box, highlight “Personal Folder File (.pst)” and select Next.

4) On the Export Personal Folders box, select “Personal Folders” and select Include subfolders

5) On the next Export Personal Folders box, select Browse and select a folder and filename that you can easily find and navigate back to. This can include My Documents, or any familiar folder. Click on Finish.

6) On the Create Microsoft Personal Folders, accept the defaults and click OK. Depending on the size of your mailbox, it may take a while to create the pst.

6b) After the PST is created, if you have not created your Exchange profile, follow the instructions above to setup your Exchange account.

7) After the pst file has been created, select Tools – E-mail Accounts.

8) Select View or change existing e-mail accounts and click Next.

9) On the E-mail Accounts box, click on New Outlook Data File.

10) On the new box, choose “Office Outlook Personal Folders File (.pst)”

11) Navigate to the pst you just created and click OK.

12) On the Personal Folders page accept the defaults and click OK.

13) On the E-mail Accounts page, make sure that the “Deliver new e-mail to the following location:” is set to Mailbox-USERNAME. If it is not set to Mailbox-USERNAME, then all new email will be removed from the server and only stored on your computer.

14) Click Finish.

A Personal Folders mailbox will now appear under Mailbox-USERNAME.

The Personal Folders mailbox will only show up on your computer. Personal Folders are not stored on the server.

Click on Go - Folder List in Outlook. You can now drag folders/contact items/notes/tasks from your Personal Folders into the corresponding Exchange folder.

To import your calendar:

1) Click on Go - Folder List

2) Click on the calendar in your Personal Folders which has all your old items.

3) Click on View - Arrange By - Current View - By Category.

4) After the Calendar is arranged in Categories, click on Edit - Select All. This will highlight all appointments/events in your calendar.

5) Drag all highlighted appointments into your Exchange calendar which is under Mailbox-USERNAME.

All your events will now be synchronized with the Exchange server.

1) In Outlook, click on Tools - Options.

2) Select the Mail Format tab and click on Signatures.

3) Follow the wizard to add a new signature (or edit / delete an existing signature).

4) If you have multiple email accounts, you can choose different email signatures for each account. In the Mail Format tab, select an email account under "Select signature for account" and select the appropriate signature.

5) Click OK.

1) In Outlook, click on Tools - Address Book.

2) In the new box, click on Tools - Options.

3) Under Addressing, under "Show this address list first" choose Contacts and click OK.

Sharing resources gives permission, to people you choose, to read, modify, create, or delete information. Permissions are granted one folder at a time.

Example: You want everyone to see your calendar.

Delegating access gives someone permission to send messages on your behalf, accept meeting and task requests for you, or manage information in your folders.

Example: You want someone to help you manage your email messages and your calendar (typically a Personal Assistant or Secretary)

You can only share your calendar (and any resource) with people who are on Exchange. This is also true for delegating. Please contact your department tech or call x62821 to request an Exchange account.

1) In Outlook, click on Calendar on the bottom left. Select “Share My Calendar.”

2) Click on Add.

3) From the Global Address List select the person you would like to view your Calendar and click on Add. You can select multiple people if you choose. Everyone you would like to share your calendar with has to have an Exchange account. Click OK.

4) Choose the permission level for the selected user. If you would like for users to read items but not modify or create any items, select “Read Items.” WARNING: if you give users the ability to edit or delete items, they can delete items in your calendar without your permission.

5) On the Outlook of the user you designated, click on Calendar on the bottom left side of Outlook and select open a shared Calendar.

6) In the “Open a Shared Calendar” box type in the name of the user’s calendar that is being shared; if you can’t remember the name click on Name and select the user from the Global Address List.

7) The shared calendar will appear under Other Calendars.

Note: the delegate must be using Exchange for this to work.

1) From the Tools menu in the owner's Outlook, select Options then click on the Delegates tab. Click Add.

2) Select the person you wish to delegate to and click Add followed by OK.

3) Grant the required permissions and click OK. You can choose to send your delegate an email summarizing these permissions and also whether or not they have access to see your private items.

4) If you wish your delegate to receive meeting requests and responses instead of you select Send meeting requests and responses only to my delegates, not to me. Click OK.

5) At the main Outlook screen right-click on "Mailbox-Username" and click on properties for “Mailbox-Username”.

6) Select the Permissions tab and click Add.

7) Select the person you wish to delegate to and click Add followed by OK.

8) Assign the appropriate Permission Level and click OK.

9) By default your delegate will only have access to some of the top-level folders (calendar, contacts, inbox, journal, notes, tasks) if you gave them permission. If, for example, you require them to have access to your Sent Items folder or other sub-folders as well you must perform the following steps.

10) Right-click on Sent Items and select Properties. Select the Permissions tab.

11) Add the delegate, grant the necessary permissions and click OK.

12) Follow the instructions in the next FAQ, to open mailboxes on the delegate's Outlook.

After you have completed the instructions in the previous FAQ, open Outlook of the delegated person.

1) From the Outlook Tools menu select Email accounts followed by View or change existing e-mail accounts and click Next.

2) Highlight Microsoft Exchange Server and click Change.

3) Click on "More Settings."

4) Select the Advanced tab.

5) Click Add. Type the name of the mailbox to open (usually the first name will do) and click OK.

6) Outlook will now open the additional mailbox (if you have been granted permissions) as well as your own. Click OK.

7) Click Next.

8) Click Finish.

9) You should now see the other mailbox in addition to your own in Outlook.

10) Click on the + (and if necessary the Folder List icon (highlighted in orange) at the bottom left hand side of the screen) to view all folders delegated to you.

Notice that by default you only have access to some of the folders. If, for example, the owner requires you to have access to their Sent Items folder or other sub-folders as well ask them to perform the following in their Outlook.

To be performed on the Owner’s Mailbox

Example: to delegate Sent Items in addition to the standard folders

11) Right-click on Sent Items and select Properties. Select the Permissions tab.

12) Add the delegate, grant the necessary permissions and click OK. The next time the delegate opens Outlook the Sent Items will appear.

Changing passwords can only be done through Outlook Web Access.

Follow the instructions here to change your password.

1) Open up your calendar in Outlook and create a new appointment.

2) To make an appointment private, click private on the bottom right and click "Save and Close."

3) Any user who you have shared your calendar with will now see "Private Appointment" for the appointment you have created. You can also make exisitng appointments private by click on the private checkbox.

There is not an automated way to make existing appointments private. Existing appointments will have to be manually made private.

1) To make all future appointments private, open Outlook - Tools - Forms - Design a Form.

2) Select Appointment and click Open.

3) On the Appointment Template, select the Private checkbox on the bottom right corner.

4) Click on Tools - Forms - Publish Form As

5) On the new menu, type Private in the display name field and click Publish.

6) Close the Appointment Template but do not save the changes when prompted.

7) In Outlook, click on the folder icon at the bottom left.

8) In your Mailbox, right click on Calendar and click on Properties.

9) In the Calendar Properties menu, under "When posting.." choose the Private form that you created above. Click Apply and click OK.

10) Every appointment you create will now be private.

1) To access the UCLA directory, open Outlook and select Tools - Email Accounts.

2) Select the option "Add a new directory or address book."

3) On the next menu, select "Internet Directory Service (LDAP)"

4) On the Settings menu for the Server name type in: ldap.ucla.edu.

5) Click on More Settings and click on the Search tab.

6) For the Search options type in exactly: ou=person,dc=ldap,dc=ucla,dc=edu

7) Click OK, click Next and click Finish.

8) Close and reopen Outlook.

9) To access the UCLA directory, compose a new email and click on the To button.

10) From the "Show Names from the" select ldap.ucla.edu.

11) Click on Advanced on the bottom left and select Find.

12) Fill in as many fields, typically First and Last and click OK.

13) Search results will appear based on the fields you filled.

14) Select the user you are trying to email and click on the To, CC, or BCC and click OK.

In order to recall a message, the receiving user(s) MUST also be on Exchange. The odds of a successful recall are very small if you are trying to recall a message that is sent to an outside account such as gmail, hotmail, or yahoo.

1) In Outlook, click on the Sent Items folder and double-click the message you are trying to recall.

2) From the sent message, click on Action - Recall This Message.

3) You can choose to either recall any unread messages or to replace the message with another email.

4) The Exchange server will try and retrieve the message that you sent. If the e-mail is unread it will retrieve it and depending on the action you selected above will either remove the messaage and/or replace it. You will receieve a success or failure notification in your inbox.

If you would like to send as another user on Exchange, please email exchange@ssc.ucla.edu. We will need verification from the other user.

After we have sent you a confirmation email that you can now send as another user, open Outlook and compose a new message.

In the From bar, type in the user that you would like to send as.

If the From bar does not appear, click on Options and click on Show From if you are using Outlook 2007. If you are using Outlook 2003, click on the black triangle next to Options and click on From.

Outlook 2007:

Outlook 2003:

Type in the information as you normally would, entering a message and also entering the recipients and click on Send. The message will be sent as the user in the From Bar. The message will NOT appear in the other user's Sent Items; it will appear in your Sent Items because you are the user who sent the message.

Yes. The UCLA Staff and Faculty List gets updated three to four times a year and can easily be added as an Address Book in Outlook.

In Outlook, click on Go - Folder List.

On the left side of the scroll down the Folder List until you see Public Folders and expand it.

Expand All Public Folders - Contacts and right click on UCLA Staff and Faculty and select Properties

In the UCLA Staff and Faculty Properties click on the Outlook Address Book tab at the top and check the box that says "Show this folder as an e-mail Address Book."

Click OK. To use your new address book, click New at the top left to compose a new message. Click To, or CC to bring up the Outlook Address Book.

Under Address Book in bold choose UCLA Staff and Faculty to choose your newly selected Address Book. You can now search the UCLA Staff and Faculty Address Book.

If you would like to set the UCLA Staff and Faculty Address Book as your default then refer to the FAQ above and change the default address book to UCLA Staff and Faculty.

If you would like to change the view of the UCLA Staff and Faculty Address Book to be sorted by "First Name Last Name" or vice versa, please click here.

To change the view of your Contacts, click on Tools - Account Settings.

Click on the last tab which is Address Books. Highlight Outlook Address Book and click on Change.

Under Show names by select "First Last" or "File As." Click on Close twice. You may have to restart your Outlook for the changes to take place.