Exchange Setup on Your Laptop

Introduction

This document describes the use of Microsoft Outlook to remotely connect to the School's Microsoft Exchange Email system via an Internet Service Provider (ISP) or direct connection from School laptop plug-in points. This type of connection synchronises your email, calendar, task list and provides access to the global address list and public folders.

Synchronisation allows you to:

• Work with your mailbox at home in the same way as you do in School, keeping your mailbox view at work and at home virtually identical. By default only the Inbox, Outbox, Drafts, Deleted Items, Sent Items, Calendar, Tasks, Contacts and Journal are synchronised. 
• Enable folders you have created yourself for synchronisation. 
• Use filters to limit the messages collected (by size, subject, name etc.)
• Access public folders while online. 

This can be a lot of information and connection times may be lengthy.

Requirements

You should be familiar with Windows and Outlook before following this document. You will need a computer with access to the Internet via dial-up, broadband, wireless or wired network.

Configuration and Connection

Connecting from an LSE plug-in point:
If you are setting up your Outlook from a plug-in point in Residences or on campus, please follow the instructions under LSE Plug-in Point below.

Connecting from off-site:

Windows 2000/XP:
You can set up Outlook using VPN  (Virtual Private Network) or RPC over HTTPS (Outlook over a web link).

Windows Vista/7:
You can set up Outlook using RPC over HTTPS only

Note:

VPN	RPC over HTTPS (Outlook over a web link)
Required if accessing H: Space and U: Space in addition to Email.	For accessing Email only. It is simpler to set up and requires Outlook 2003 or Outlook 2007 running on Windows XP SP2 or Windows Vista.

Basic Steps:

 

LSE Plug-in Point	Off-Site
	VPN Setup (Windows 2000/XP only)	RPC Over HTTPS Setup (Windows XP/Vista/7 only)
1. Set up an email profile	1. Connect to the VPN server	1. Set up an email profile
2. Connect to the server	2. Set up an email profile	2. Connect to the server
	3. Connect to the server

Set up an email profile:
1. Click Start | Control Panel. The Control Panel window will be displayed

2. Double click the Mail icon
The Mail Setup dialog box will be displayed.

Please note that the Mail icon WILL NOT appear unless you have Outlook installed

3. Click on Show Profiles...

4. Add a new profile

If you already have a profile: (as shown below)

Select Prompt for a profile to be used. This will allow you to choose from the available profiles when starting Outlook.


If you do not have an existing profile or you are setting up Outlook for the first time:

Ensure that the option Always use this profile is selected

5. Click Add...

6. Enter a friendly name (e.g. your LSE username) for the new profile
This is the name that you will see when starting Outlook if you configure Outlook to prompt you for a profile to use

7. Click OK

8. Open the Mail Setup dialog once more by repeating steps 1 and 2.
Select E-mail accounts... The Account Settings dialog will pop up

9. In the E-mail tab, click the New... icon. The Add New Account dialog will pop up.

10. Tick Manually configure server settings or additional server types and then click Next

11. Select Microsoft Exchange or compatible service, then click Next.

12. In the Microsoft Exchange server box, type exchangeserver.lse.ac.uk

13. Select an option for Cached Exchange Mode

To use Cached Exchange Mode: Ensure that the check box Use Cached Exchange Mode is ticked

If you do not need Cached Exchange Mode or if in doubt:
Untick Use Cached Exchange Mode

If you use a dial-up connection:
Ensure that the check box Use Cached Exchange Mode is ticked

Note: Cached Exchange Mode is similar to offline folders in previous versions of Outlook. It stores a copy of your exchange mailbox on your computer in order to reduce the network traffic to the Exchange server. This feature is great for remote users with limited network capacity or slow connections

14. In the User Name box, enter your mailbox name in the form Surname,IJ
This example is for a student with the email address i.j.surname@lse.ac.uk
Note: There is no space between the surname and initials

If you are using RPC Over HTTPS, follow steps 1 to 13 below, otherwise go straight to step 15.

1. Click on More Settings...
Wait for this process to complete. There may be a delay, please be patient

2. If you see the following error message, click OK

3. If a logon box appears click on Cancel

4. Click on the Connection tab

5. Tick Connect to Microsoft Exchange Mailbox using HTTP



6. Click on Exchange Proxy Settings...
The Microsoft Exchange Proxy Settings dialog box will be displayed


7. In the textbox Use this URL to connect to my proxy server for Exchange:, enter exchange.lse.ac.uk

8. Tick Connect using SSL only   

9. Untick Only connect to proxy servers... 

10. Tick On fast networks, connect using HTTP first, then connect using TCP/IP 

11. Tick On slow networks, connect using HTTP first, then connect using TCP/IP 

12. From the drop-down list select NTLM Authentication 

13. Click OK 

Now go to step 15 below

15. Click Check Name
You will be asked to logon

16. Enter your username preceded by LSE\
e.g LSE\surnameij

17. Enter your password and click OK
After a few seconds your name should be underlined to show verification by the exchange server

18. Click OK, and/or Next, Finish and OK or Close buttons until you are back to the desktop and the Control Panel window

Connect to the server:1. Open Microsoft Outlook and click on the Connectbutton if necessary

2. When you connect to the Exchange server you will need to log in with your LSE username and password. Enter your username preceded by LSE\
e.g LSE\surnameij

3. Enter your password and click OK

Note: After your login details are verified, Outlook will connect to the LSE Exchange server and display your server Inbox. This may take some time particularly if your Inbox has many messages. Wait for this process to complete

4. Exit from Outlook in the normal way. Outlook will now synchronise all of the default folders. This can take some time if your mailbox is large. When synchronisation is complete, Outlook will close

Troubleshooting

The LSE has a number of Exchange servers, for staff and students. The following server name routes you to the correct connection

exchangeserver.lse.ac.uk

If you receive an error message saying that the exchange server cannot be found, it is likely that you need to manually select your server; select the server corresponding to the first letter of your surname:

EXCHF1.lse.ac.uk Staff with surnames starting A - F
EXCHF2.lse.ac.uk Staff with surnames starting G - P
EXCHF3.lse.ac.uk Staff with surnames starting Q - Z

EXCHS1.lse.ac.uk Students with surnames starting A - F
EXCHS2.lse.ac.uk Students with surnames starting G - P
EXCHS3.lse.ac.uk Students with surnames starting Q - Z

The rest of the guide provides information for people who use a dial-up connection and those who wish to work when they are not connected to the Internet.

Using Outlook Offline

When you are working offline, you are working with a copy of your Outlook files on your computer. This allows you to keep working while travelling or away from your desk. People who find performance unacceptable when using a slow connection, such as dial-up connections, also need to set up their Outlook so that they can work offline and then synchronise when online.

In order to work offline you need to set up Outlook to use Cached Exchange Mode or Offline Folder.

Cached Exchange Mode is a feature similar to offline folders in previous versions of Outlook. It enables you to work offline and frees you from having to set up Send/Receive groups, picking folders you want available offline, and keeping those folders synchronised; it's all handled by Outlook automatically.

Setting up  Outlook to work offline for the first time can be a slow process if you have a large mailbox and a slow network connection. The best way to avoid the delay is to take your computer to a location that has a fast Internet connection (e.g. LSE plug-in point, broadband) and enable offline settings at that time.

To set up Cached Exchange Mode:
Outlook 2003:

1. Open Outlook
2. Click Tools | Email Accounts..., or Tools | Account Settings...
3. Select View or change existing e-mail accounts and click Next
4. Select Microsoft Exchange Server 
5. Click Change
6. Tick Use Cached Exchange Mode
7. Click Next | Finish
8. Exit and restart Outlook

Outlook 2007/2010:

1. Click the File tab
2. Click Info | Account Settings | Account Settings...
3. On the E-mail tab, select the Exchange account and then click Change.
   The Change Account dialog will pop up
4. Under Server, select the Use Cached Exchange Mode check box
   
5. Click Next and then Finish
6. Exit and restart Outlook