To ease the introduction of Outlook within College we are deploying it on a department-by-department basis. If your department is now being offered the chance to use Outlook instead of Mulberry, it should already be installed for you automatically on your College PC. If it hasn't been installed, please email helpdesk@gold.ac.uk with your name, department and username.

It should also be available to use on any Open Access PC if you have a staff username.

Please note that at the moment it is optional to replace Mulberry with Outlook. See the Why Use Outlook?section above to help you decide.

[See the Getting Started with Outlook guide section 1.3]

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1) From the main menu, choose Tools ==> Options ==> click on the Mail Format tab.

2) Select the Signatures button at the bottom of the tab to open the Create Signature dialog box.

3) Click the New button to open the Create New Signature dialog box, and follow the steps to create a personal signature.

4) Enter Default in the Enter a name for your new signature field.

5) Click on Next.

6) Type your signature text into the Signature text field. Your signature should be in the following branded format for College emails. Please replace items in bold italics with your own details:

Firstname Surname
Job title or department (please use 'Department of XXXX' and not 'XXXX Department')
Goldsmiths, University of London
New Cross, London SE14 6NW
t: +44 (0)20 7XXX XXXX
e: e.mail@gold.ac.uk
www.goldsmiths.ac.uk

7) Click Finish, then OK to close the Create Signature dialog box.

8) Click on the down arrow for Signature for new messages option and select Default

9) Do the same for Signature for replies and forwards.

10) Click Apply followed by the OK button to close the Options dialog box.

[See the Getting Started with Outlook guide section 2.2.2]

View Screenshots: Exporting from Mulberry | Importing into Outlook | Success! | Troubleshooting Importing into Outlook

Exporting from Mulberry:

1) Click on the Contacts Tab.

2) Double-click on your username (e.g. css01mj) under IMSP.

3) Select Address ==> Export Addresses ==> Outlook.

4) Save the file with an appropriate filename (e.g. contacts.txt)
.

Importing into Outlook:

5) Open Outlook and click on the Contacts button (in the bottom left-hand corner of the Outlook window).

6) Select File ==> Import and Export… from the main menu.

7) Select Import from another program or file and click Next.

8) Select Tab separated values (Windows) and click Next.

9) Outlook may prompt the user to say that it needs to install some components. You should allow it to do so.

10) Select Browse to find your export file from Mulberry (e.g. contacts.txt).

11) Select Allow duplicates to be created and click Next.

12) The destination folder Contacts should already be selected. Click Next.

13) Ensure that your selected file to be imported is ticked and click Finish.

Outlook should import your contacts, which you will see displayed in the Contacts panel.

Troubleshooting Importing into Outlook:

If some contact information appears not to have been imported, repeat steps 5-10, and then follow the instructions below.

11) Select Replace duplicates with items imported and click Next.

12) The destination folder Contacts should already be selected. Click Next.

13) Ensure that your selected file to be imported is ticked, and select Map Customs Fields….

14) The fields shown in the left hand pane are the fields from Mulberry, and on the right the fields that are available in Outlook. Make sure that all fields that you need from Mulberry are dragged and dropped into the corresponding field on the right hand pane.

15) Click OK then Finish.

Outlook should import your contacts, which you will see displayed in the Contacts panel.

[See the Getting Started with Outlook guide section 3.2]

If you have distribution lists/groups created in Mulberry (or another mail client), see the guide: Creating Outlook Distribution on how to recreate them in Outlook.

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If you have used Mulberry or Webmail, you will be familiar with messages you have sent being accessible from various computers. This functionality is not available the way we would like it to be in Outlook. However we do have a work around, involving a “rule” which copies your outgoing emails to the IMAP sent-mail folder on the server. In order to apply this rule, perform the following steps:

1) In the main Outlook window, select Tools ==> Rules and Alerts…from the main menu.

2) Click the Options button and then the Import Rules… button.

3) Navigate to K:\computer\supported_software\outlook and click on the file named sent-mail.rwz followed by Open.

4) Click OK to return to the Rules and Alerts window.

5) Tick the box to the left of the sent-mail rule.

6) Under Rule Description, click on the underlined value ‘sent-mail’ and point it to the correct sent mail folder. Click OK when done.

7) Click Apply followed by OK to save the rule and return to email.

[See the Getting Started with Outlook guide section 2.3.8]

You may find that the To column (identifying the message recipient) is not displayed in the message list in your outgoing mail folder. In order to add the To column to your outgoing mail folder, follow the instructions below:
1) Click the folder that stores your outgoing mail, i.e. sent-mail.
2) Right-click the From column header above the list of messages, and select Remove this column.
3) Right-click one of the remaining column headers (e.g. Subject), and select Field Chooser.
4) In the Field Chooser window, ensure that the Frequently-used fields option is selected.
5) Scroll down until you find the To field.
6) Drag and drop the To field from the Field Chooser window onto the column headers area in the sent-items mail folder, positioning it to the left of the Subject column header.
7) Close the Field Chooser window by clicking the x in the top right hand corner.

If the To column is too narrow, you can extend it by dragging to the right the line which separates it from succeeding column.

The search facilities provided in Outlook are sufficient for performing basic searches that involve the message subject line and the date/time when the message was sent or received.

However users who require more advanced search facilities involving the actual contents of the message or From/To details are advised to use Mulberry to perform the search (for those who have not used it, Mulberry is an email client software package like Outlook, which is installed by default on all staff workstations at Goldsmiths).

An important point to note if you are using Mulberry to perform advanced searching is that when you first log into Mulberry you MUST perform the following configuration steps:

1. Log into Mulberry;
2. Select File > Preferences > Advanced option (on the right hand side, beneath the OK and Cancel buttons);
3. Select the Mailbox tab from along the top;
4. Untick the option labelled ‘Move read messages in INBOX to INBOX.saved-messages’;
5. Click the Saved Default button followed by the Ok button to save your preference.

NOTE: Failure to perform the above steps will mean that the read email in your Inbox will automatically be transferred to a saved-messages folder and disappear from your Inbox when you exit Mulberry (this is the Mulberry default behaviour, but can cause confusion when you return to using Outlook).

Further information on How to Search in Mulberry can be found in the guide: Searching in Mulberry

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You can view the messages in mailboxes, which others have shared with you. This can be useful for departmental email accounts or if someone is going on leave and needs another person to monitor their email.

At present some shared mailboxes do not appear automatically. To work around this issue:

1) Click Inbox under Goldsmiths Email.

2) Click Tools | IMAP Folders.

3) Untick the 'When displaying hierarchy in Outlook, show only subscribed folders'.

4) Click the Apply and OKbuttons.

You cannot share your mailboxes from within Outlook yourself. To allow a person access to a mailbox owned by you, please email the Systems Administrators Team with your username, the name of the mailbox(es) you would like to share, and the username(s) of the person(s) with whom you would like them to be shared.

[See the Getting Started with Outlook guide section 2.5.4]

If you are responsible for managing an account apart from your own, for example, a departmental account, then please view the document Additional Imap Accounts for instruction on how to do this.

Outlook does not allow this functionality.

If you need shared access to a departmental account, an authorised person within your department will have to make a request to the System Administrators Team. An email to the team should include the username and name of the mailbox which needs to be shared, and the username of the person who should have access to it.

You will need to do the same if you would like another staff member to have access to your own mailbox.

View Screenshot 1 | View Screenshot 2
There are two ways to do this:

In Mail

Type the person's name in the To, Cc or Bcc field of a message and the Goldsmiths LDAP Directory will automatically be searched. If a name is successfully found, it will appear in the To: field with an underline (note this does not always occur, it depends what options you have configured). Otherwise you can search for matching addresses quickly by typing ALT-K, and selecting an address from the list of results.

In Contacts

Type the person's name in the search field and press Enter on your keyboard. When an exact match is found, the details will be displayed as shown in screenshot 1. If multiple matches are found then all matches will be listed as shown in screenshot 2: in this case simply double-click on the required entry to view its details.

The College does not run an Exchange server which would enable you to do this within Outlook. Our recommended calendaring software is Oracle Calendar (formerly known as Corporate Time). This will allow you to view others' calendars.

This facility is activated via a webpage available here.

Please read the information on the page carefully before submitting.

The College uses SIEVE scripts to move SPAM emails from your “Inbox” to a folder called “spam”. To activate the SIEVE script for your account, please complete the web form available here.

Unfortunately IT Services do not provide support to users who are installing Outlook off-campus. We recommend that you access your College email using Webmail, which is available from the following link.

If you have email software installed already at home, such as Microsoft Outlook, it can be configured to access your College email account using the following settings (the following details are typical settings for Outlook, but individual email clients show variations in specific labels and descriptions):

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1. Select Tools | Email Accounts from the menu bar along the top.
2. Select the option Add a new e-mail account listed under E-mail, followed by the Next button.
3. Select IMAP for the server type, followed by the Next button.
4. Enter Your Name, Email Address and User Name fields with your details, where your username is similar to exs01jb.
5. Enter 'imap.gold.ac.uk' for the Incoming Mail Server (IMAP) field.
6. Enter 'post.gold.ac.uk' for the Outgoing Mail Server (SMTP) field.
7. Click the More Settings button. Enter a name for the account in the field at the top.
8. Click the Outgoing Server tab.
9. Tick box labelled My outgoing server (SMTP) requires authentication.
10. Select option labelled Use same settings as my incoming mail server.
11. Click the Advanced tab.
12. Tick boxes labelled This server requires an encrypted connection (SSL) for both the Incoming and Outgoing server fields.
13. Ensure the text field for Incoming Server (IMAP) reads 993.
14. Ensure the text field for Outgoing Server (SMTP) reads 2525.
15. Click the Ok button, followed by the Next button.
16. Click the Finish button to complete the setup.

Mobile devices which are able to synchronise with Outlook are not being supported at present due to the wide variety of machines available. We are investigating a number of devices within the College, and once a standard range of supported devices is approved, we will provide support for them.

We can however provide you with the server details which may assist in setting up your mobile device to access your email. These details can be found in the Other Email Clients section.

Please note that the IT Services Helpdesk will not be able to assist with any problems experienced whilst setting up and using your handheld device.

Outlook will only be supported for laptop PCs which are connected to the College network using a currently valid College login name and password. In effect this means running Outlook from within College offices or wireless hotspots on Campus.

Please read the information on this page before you change your password.

Change your passwordhere.

1. Create a new mail folder called "test" under Goldsmiths Email > Inbox.
2. Drag and drop the emails from your Outbox to the test folder.
3. Log out and back into Outlook.
4. Go to your test folder, open the emails one by one, and click the Send button.
5. Wait until it disappears from the Outbox and repeat the step above until all emails from your test folder have been sent.
6. You can leave this test folder to use should this ever happen to you again.

This issue arises when the PST file which stores message information on your computer reaches its 2GB capacity. To overcome this issue you will need to delete any unnecessary emails and then contact ITS to reinstall Outlook. The mailboxes which are usually the largest are the Inbox, saved-messages and sent-mail folders.

Please note that you can continue to access your emails using either Mulberry or Web Mail.