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Configuring Outlook 2003 for use with Nexus


Contents

The method for setting up Outlook 2003 to connect to Nexus depends on whether or not you have previously used Outlook 2003 on your current computer to connect to another email account, such as Hotmail, Gmail, or an account with another University or Internet Service Provider.

If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Helpcentre for further assistance.

For information about the different Nexus features and how to use them with Outlook 2003, please follow the links in the Where next? section



1. Nexus configuration for new Outlook 2003 users

If you have not used Outlook 2003 before, these instructions will guide you through the process of setting up Outlook to connect to your Nexus account.

  1. When you run Outlook for the first time, it will automatically prompt you to set up an account, by opening the Outlook Startup wizard. Click Next to continue.

    Figure images/outlook1.png [Initial screen for Outlook Startup Wizard]

  2. Outlook may offer to import your settings from an existing email program. You want to set up a new account, so choose Do not upgrade and click Next.

    Figure images/outlook2.png [Step 2: Email upgrade options]

  3. You are now asked if you want to configure an email account. Make sure that Yes is selected, and click Next.

    Figure images/outlook3.png [Step 3: Choose whether to configure an email account]

  4. Choose account type Microsoft Exchange Server and click Next.

    Figure images/outlook4.png [Options available are Microsoft Exchange Server, POP3, IMAP, HTTP, and Additional Server Types]

  5. Enter nexusoutlook as the Microsoft Exchange Server, and your Single Sign-On username. Leave the Use Cached Exchange Mode box ticked. Do not click on the Check Name button at this point as it will fail. Click More settings....

    Figure images/outlook5.png [This screen has boxes for the server name and your username.]

  6. Go to the Connection tab. At the bottom of the screen, tick the box labelled Connect to Microsoft Exchange using HTTP and then click Exchange Proxy Settings...

    Figure images/ConnectionSettings.png [Further options for the Exchange server. Shows the Connection tab, with "Connect using my LAN" selected and "Connect to Microsft Exchange using HTTP" checked]

  7. Enter nexus.ox.ac.uk as the URL to connect to my proxy server for Exchange.
    Ensure that the three boxes marked Connect using SSL only, On slow networks, ... and On fast networks, ... are checked.
    Select Basic Authentication type and click OK, then click OK again.

    Figure images/ProxySettings.png [Shows the correct settings for the Exchange Proxy Configuration screen]

    You may see a message that you need to restart Outlook, if so, then please remember to do so once you have finished setting up your account. Click Next to continue.
  8. Click Finish on the Congratulations screen, to close the Account Wizard. There will probably be a short delay while Outlook establishes a connection with the Nexus server.

    Figure images/outlook7.png [Outlook informs you that you have successfully entered all the required information.]

  9. You will now be prompted to log in. Enter your University Single Sign-On username followed by @nexus.ox.ac.uk and your password. Click OK. There may now be a short delay while Outlook connects to your account.
  10. You should now see your inbox on Nexus.

If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Helpcentre for further assistance.

For information about the different Nexus features and how to use them with Outlook 2003, please follow the links to the relevant section:


2. Nexus configuration for existing Outlook 2003 users

If you are currently using (or have previously used) Outlook 2003 to connect to an email account on your current computer, you will already have an Outlook Profile. You can add your Nexus account to this existing profile, so that you can see it listed alongside your existing account(s). However, if you prefer to keep your new Nexus account completely separate you might wish to 3. Create an additional profile. If you are using Outlook 2003 to connect to an account on another Exchange server (as opposed to using it for your email only), you will also need to 3. Create an additional profile. If you wish to see your old Exchange calendar items when using Nexus, you can use the Import and Export option on the [File] menu. First export the old calendar, close the old calendar, open the new one (once you have configured Outlook to Nexus) and import the old calendar items.

  1. Close down Outlook if it is currently running. Click the Windows Start button and go to [Settings/Control Panel]. Double-click on the Mail icon to open up the Mail Set-up screen.

    Figure images/MailIcon.png [The Mail icon in control panel]

  2. Click on the E-mail Accounts button to open the e-mail account wizard.

    Figure images/MailSetup.png [Mail setup screen with button for Email accounts]

  3. Click on the Add new email account radio button and then Next to continue.

    Figure images/NewAccount.png [Shows a list of your existing accounts and points to the location of the "New" button]

  4. The Server Type screen appears. Select Microsoft Exchange Server and then click Next.

    Figure images/outlook03b.png [Screen where you can choose which type of account you want to set up]

  5. The Exchange Server Settings screen opens up. In the Microsoft Exchange Server field type in nexusoutlook. In the username box type in your Single Sign-On username. Leave the Use Cached Exchange Mode box ticked. Do not click on the Check Name button at this point as it will fail.

    Figure images/outlook03c.png [The screen has boxes for server name and user name and buttons 'Check name' and 'More settings' (in addition to Back, Next, and Cancel).]

  6. Click on the More Settings button. You may see a message stating that 'The action could not be completed...'.

    Figure images/error.png [Click "ok" to close the message box and go to the next setting option.]

  7. Click on the OK button. A new screen will appear showing you your account details:

    Figure images/outlook03j.png [The box has two fields: server name and mailbox. Both have been completed automatically.]

  8. Click the Cancel button. You will now see the Microsoft Exchange Server screen with five tabs across the top. Select the Connection tab.

    Figure images/outlook03d.png [A screen with five tabs across the top, one of which labelled 'Connection'.]

  9. Click on the checkbox next to Connect to my Exchange mail box using HTTP which can be found towards the bottom of the screen.

    Figure images/outlook03e.png [The screen have some radio buttons and, towards the bottom, a tick box labelled 'Connect to my Exchange mail box using HTTP'.]

  10. The Exchange Proxy Settings button now becomes active. Click on this button to continue to the next screen. The Exchange Proxy Settings screen now opens.

    Figure images/outlook03f.png [The screen has a field preceded by 'https://' (under 'Use this URL to connect...'), three tick-boxes ('On fast networks..' and 'On slow networks..' both selected) and another field towards the bottom under 'Proxy authentication settings'.]

  11. Type in nexus.ox.ac.uk into the HTTPS box. Ensure that the three boxes marked Connect using SSL only, On slow networks, ... and On fast networks, ... are checked.
    Next in the Proxy Authentication Settings box select Basic Authentication. Finally click on OK. You will return to the previous screen where you should click on the OK button there. This now returns you to the Exchange Server Settings screen again.

    Figure images/outlook03c.png [The screen has boxes for server name and user name and buttons 'Check name' and 'More settings' (in addition to Back, Next, and Cancel).]

  12. If you now click on the Check Name button you will see an Authentication box appear. (In rare cases you may see a screen saying: "Microsoft Office Outlook does not recognize: [your name]" above a list of names. Select your name in the list and click OK)

    Figure images/outlook03h.png [Authentication screen with fields for username (completed) and password.]

  13. Enter your Single Sign-On username followed by nexus.ox.ac.uk. Enter your password and click OK. After a short delay your name/id in the User Name field and the address of the server will become underlined. This indicates that you have now made the connection to your Oxford Nexus account. Click the Next button.

    Figure images/outlook3m.png [E-mail accounts screen with server and user names underlined]

  14. A dialogue box will appear, commenting on how mail will be delivered to your local computer and not be stored on the server. Click on Yes for now (this setting is changed later, as detailed in the section on changing delivery location below).

    Figure images/outlook3k.png [Box saying "Mail from this Microsoft Exchange Server account will be delivered..." followed by two buttons: yes and no.]

  15. The Congratulations screen will now appear confirming that you have set-up the account. Click on the Finish button to complete the process.

    Figure images/outlook03g.png [Text: "Congratulations! you have successfully entered all the information required to setup your account. To close the wizard, click Finish.]

  16. As you are re-using an existing profile you now need to go in and change the delivery location for new mail. Go to the Control panel again ([Start] > [Control Panel]) and click on the Mail icon to open the Mail setup screen again:

    Figure images/MailSetup.png [Mail setup window with button for email accounts]

  17. Click on the E-mail Accounts... button and on the next screen choose View or change existing e-mail accounts. Click Next.

    Figure images/change-existing-account.png [Screen with four radio buttons. Check the one for 'View or change existing e-mail accounts']

  18. You may be asked to authenticate again:

    Figure images/outlook03h.png [Boxes for username (username@nexus.ox.ac.uk) and password]

  19. You will then be taken to the E-mail Accounts page. Click on Microsoft Exchange Server and, at the bottom of the screen under Deliver new e-mail to the following location:, select Mailbox – username from the drop-down list. Then click Finish.

    Figure images/save-location.png [Screen with list of email account(s) in the top box and a drop-down list (default 'Personal Folders') in the box below. Various buttons on the right (Change, Add, Remove, etc) ]

  20. An Account Manager message will appear, confirming that you have changed the default delivery location for your email. Click OK.

    Figure images/alert-save-location.png [Message box: "You have changed the default delivery location for your e-mail. This will change the location for your Inbox..."]

  21. Now start Outlook 2003. The first time you run Outlook it will take a short while to prepare your new account ready for use and it may prompt you for your username and password again, even if you clicked Remember my password earlier. Once Outlook has started up, you should see your inbox on Nexus alongside any existing accounts in Outlook.


2.1. Update folders

If you have migrated from Herald, or you have changed email clients, you may need to update your folder subscriptions in order to see all of your email folders:
  1. Right-click on your Nexus account name in the navigation pane on the left of the screen. Choose [IMAP folders...].
  2. Click Query to see a list of folders. In the resulting list, folders you are already subscribed to have a yellow folder symbol next to their name. To subscribe to other folders, highlight each one in turn and click Subscribe.
  3. When finished, click OK.


3. Create an additional profile

If you want to use Outlook to connect to accounts on two different Exchange servers, or if you prefer to keep your Nexus account in a separate Outlook profile, then you will need to create an additional Profile.

  1. To create a new Outlook 2003 profile, first close down Outlook. Then open the Windows Control Panel by clicking [Start->Settings->Control Panel]. Double-click the Mail icon to open the Mail Setup screen:
  2. Click on the Show Profiles... button.

    Figure images/MailSetup1.png [Screen offering options for changing mail setup]

  3. In the window that pops up, tick the radio button before Prompt for a profile to be used, and then click OK.

    Figure images/ProfileList2.png [Screen showing existing profile(s), with only one listed. Two radio buttons under list, the top one the one to tick]

  4. Re-start Outlook. You should now be prompted to choose a profile from the drop-down list, where the only option(s) is your current profile(s) (in this example 'Outlook').

    Figure images/ChooseProfile.png [Drop-down list of available profiles]

  5. Click on the New button to open the New Profile screen.

    Figure images/NewProfile.png [Screen prompting the addition of a new profile name into empty field]

    Type in a name for your new profile and click OK.
  6. Follow the instructions for adding a new account, starting at Step 3 in the Nexus configuration for existing Outlook 2003 users section.
  7. The next time you run Outlook, it will offer you a choice of profiles:

    Figure images/ChooseProfileNexus.png [Drop-down list of available profiles]

    Choose the new profile and click OK. Outlook will now launch the "Startup Wizard", as if you had never used Outlook before. Follow the instructions for new users at the Outlook Configuration instructions.


4. Where next?

Now that you have configured Outlook 2003 you may like to have a look at further information on what you can do with your Nexus account:

If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Helpcentre for further assistance.