Outlook
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Configuring Microsoft Outlook XP
This article contains information on manually configuring Microsoft Outlook XP on Microsoft Windows XP computers at the Graduate Center. Using these instructions, users may configure Microsoft Outlook XP on one PC to open multiple mailboxes. For example, you may configure Microsoft Outlook XP to access your mailbox as well as your departmental/research center mailbox (note: only authorized users may access departmental and research center mailboxes).
To access your GC e-mail from your home PC using Microsoft Outlook XP, please establish a Virtual Private Networking (VPN) connection first, then follow the instructions in this article to manually configure Microsoft Outlook XP on your home PC. For instructions on establishing a VPN connection to the GC, please visit VPN
Please note: Manual configuration of Microsoft Outlook XP is not required when using public and classroom PCs at the GC. Public and classroom PCs auto-configure Microsoft Outlook XP during user login.
Creating a Microsoft Outlook Profile
On the Windows desktop:
- Right-click on the Microsoft Outlook icon
- Select "Properties" from the context-sensitive menu
In the "Mail Setup" window:
- Click Show Profiles…
In the "Mail" window:
- Click Add…
At the "New Profile window:
- Name the profile
- Click OK
At the "Email Accounts" window:
- Click "Add a new e-mail account"
- Click Next
At the "Server Type" window:
- Click Microsoft Exchange Server
- Click Next
At the "Exchange Server Settings" window:
- Enter the Exchange server name as "mailbe.acad.gc.cuny.edu" (without the quotation marks) in the box provided
- Enter the mailbox you wish this profile to access in the box provided
- Click Check Name
- After the mailbox appears as Last Name, First Name or Department, click Next >
Note: You must have permission to access departmental / research center Mailboxes. Contact the Help Desk (x7300) for assistance.
Click Finish when done
On the screens that follow, click OK to complete the process
Editing a Microsoft Outlook Profile
On the Windows desktop:
- Right-click the Microsoft Outlook icon
- Select "Properties" from the context-sensitive menu
At the "Mail Setup" window:
- Click E-Mail Accounts… if the edit is to be made to your personal account
- Click Show Profiles… and select the correct profile if the edit is to be made to a departmental mailbox. Click through the prompts until you are returned to the Email Accounts window
To edit the Exchange Server setting, click Change…
Edit the Exchange server name in the "Microsoft Exchange Server:" box. Enter the mail server as "mailbe" (without the quotation marks) Click Check Name
After your name appears as Last Name, First Name, click Next
The mail set up now returns to the E-mail Accounts window
Click Finish
At the main "Mail Setup" window:
- Click Close
Launch Microsoft Outlook, if desired
Accessing GC E-mail using POP3 or IMAP
This article provides basic setup and configuration steps for accessing GC e-mail through an e-mail program by using Microsoft Outlook Express as an example. The Office of Information Technology does not endorse Microsoft Outlook Express or any other POP3 or IMAP e-mail program.
NOTE: The Office of Information Technology recommends using Microsoft Outlook Web Access https://wa.gc.cuny.edu to access e-mail from off-campus locations. These instructions are provided as a courtesy to users who wish to configure a POP3 or IMAP e-mail program to access Graduate Center e-mail. OIT staff members do not support users’ home computers and they do not support or assist users with configuring e-mail programs.
Important Notices and Cautions
- This article provides basic setup and configuration steps for accessing GC e-mail through an e-mail program by using Microsoft Outlook Express as an example. The Office of Information Technology does not endorse Microsoft Outlook Express or any other POP3 or IMAP e-mail program.
- GC e-mail servers require POP3, IMAP, and SMTP services to use secure connections (SSL). Information for configuring Microsoft Outlook Express with SSL is included in this article.
- Different e-mail programs may have different options, settings and configuration screens. Your e-mail program configuration screens may appear different from the images in this article.
- E-mail programs configured to use the POP3 protocol may download messages from GC e-mail servers and then delete the original messages from GC e-mail servers unless the ‘Leave a copy of messages on the server" option is enabled in the e-mail program’s configuration.
- Configuring and using Microsoft Outlook Express or any other POP3 or IMAP-based e-mail program on GC computers is not supported and may result in lost messages.
Configuring your account settings
- Launch Microsoft Outlook Express and click Tools | Accounts
- Click Add then Mail.....
- Enter your name as you want it displayed on sent e-mail, i.e., Jane Doe, then click Next
- Enter your Graduate Center e-mail address, i.e., jdoe@gc.cuny.edu then click Next
- Select POP3 or IMAP as your incoming mail server type, as desired and enter the following e-mail server names:
*Incoming: mail.gc.cuny.edu *Outgoing: enter your Internet Service Provider’s outgoing mail server name
NOTE: If you are unable to obtain a server name from your Internet Service Provider, use the same name as the incoming mail server. If you enter the same name as the incoming mail server, remember to select “My Server Requires Authentication” later in these settings.
Differences between POP3 and IMAP POP3:downloads messages from GC e-mail servers; allows users to work with e-mail messages when offline. IMAP: real-time access to GC e-mail servers; requires users to be online when working with e-mail.
- Enter your GC computer account username and password and check "Remember password," if desired. Then click Next
- Click Finish
Setting your account properties
- Highlight the mail.gc.cuny.edu account then click Properties
- Click the General tab and enter "The Graduate Center" as the name for this connection or enter another name to distinguish this connection from other connections on this computer
- The reply address may be entered to match the e-mail address or left blank
- Do not click OK yet
- Click the Servers tab
- Check "Remember password," if desired
- If using the Graduate Center's Outgoing MAil (STMP) server, you must check "My Server Requires Authentication"
- If using your ISP's outgoing mail server, check with your ISP for the proper settings
- Do not click OK yet
- Click Advanced tab
- For Outgoing mail: check "This server requires a secure connection (SSL)" if you are using the Graduate Center's outgoing mail server. If you are using your ISP's servers, check with our ISP for settings.
- For Incoming mail: Check the box for "This server requires a secure connection (SSL)"
*POP users: check "Leave a copy of messages on the server" and click OK
NOTE: If left unchecked, e-mail will be downloaded to Outlook Express on the computer and deleted from the Graduate Center e-mail server. Downloaded and deleted messages will not be available when reading email at the GC.'
- Click Close
- When sending or receiving GC e-mail, enter your GC username and password when prompted
- NOTE: Only enter your GC account information in the Logon window titled "Logon - The Graduate Center"
If you are having connectivity problems using Microsoft Outlook Express, try accessing your GC e-mail via Outlook Web Access to verify that your user name and password are correct.
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