Before you can have Outlook with Calendar installed you must ensure that:

• You have read, understood and accepted the Known Issues mentioned above and in section 3.4 of the Getting Started with Outlook with Calendar document.
• You do not share your PC with another user.
• You have a calendar account. Please complete the form in the Request an Oracle Calendar Account section of the Oracle Calendar web page.

Once you have completed the above, please send an email to helpdesk@gold.ac.uk with the subject Outlook with Calendar.

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]

View Screenshot

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.

Outlook with Calendar uses the Sent Items folder to store copies of outgoing mail. To ensure that all email clients that you use store outgoing mail in the same location please follow the instructions below.

Mulberry

1. Click File | Preferences.
2. If not selected, select the Simple option on the right hand side under the Ok and Cancel buttons.
3. At the bottom of the window there is a box labelled “Copy outgoing messages” with a field labelled “Default” with the contents “INBOX.sent-mail”. Click the downward facing triangle to the right of this field and select “INBOX.Sent Items” from the list. If the list is too long, enter this information.
4. Click the Save Default button followed by the Ok button.

Squirrel Mail (aka Webmail)

1. Click Options | Folder Preferences.
2. For the “Sent Folder” field select “INBOX.Sent Items” from the drop down list.
3. Click Submit button in the bottom right hand corner to save changes.

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.

Mailboxes which have been shared will appear under the Oracle - Shared Folders hierarchy. Sharing mailboxes 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. Single left click Oracle - Shared Folders on the left hand side, so that it is highlighted.
2. In the main menu, click Tools | IMAP4 Folders | Show All Folders.

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 5.5.4]

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.

1. Click on Calendar in the Navigation Pane.
2. Click File | Open | Other user's folder.
3. Click the Name button.
4. Enter the name of the person whose diary you would like to view in the field labelled Type Name or Select from List.
5. If it finds a matching name in the Oracle - Global Address List, simply double click the entry to add it to select it.
6. When it returns to the first screen, click the Ok button to display the calendar.

If you cannot find the name of the person whose diary you would like to view, this means that they do not use the College's recommended calendaring application.

1. Click on Calendar in the Navigation Pane.
2. Click File | Open | Other user's folder.
3. Click the Name button.
4. Enter the name of the person whose diary you would like to view in the field labelled Type Name or Select from List.
5. If it finds a matching name in the Oracle - Global Address List, simply double click the entry to add it to select it.
6. When it returns to the first screen, click the Ok button to display the calendar.

If you cannot find the name of the person whose diary you would like to view, this means that they do not use the College's recommended calendaring application.

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):

'

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.

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 password here.

1. Click Tools > IMAP4 Folders > Subscribe/Unsubscribe.
2. Single left click Oracle - <First_name last_name>, followed by clicking the Show Sub-Tree button.
3. Click Apply > Ok buttons to return to Outlook.
4. Click Tools > IMAP4 Folders > Show All Folders.

The only way to resolve this is to reinstall the application, for which you will need to contact the Applications Group.

1. In Outlook, right-click the affected folder and select "Properties"
2. In the Properties window, go to the "Administration" tab and click on the "Reset" button.
3. If you get a message about local changes being synchronised, please wait and try again in a few minutes. If you decide to go ahead and ignore the warning you will lose your messages.
4. Then wait a few moments for the Reset process to complete.
5. Click "Ok" to complete process and return to Outlook.

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 retain this test folder should you encounter the same problem in future.