Set Up Outlook 2003

These instructions for students describe how to set up Outlook 2003 for Windows to connect to your UCSF e-mail account. If you have Outlook 2007, see Set Up Outlook 2007. For other methods of connecting to UCSF e-mail, see Set Up E-mail. If you encounter a problem during setup, see Resolve E-mail Problems.

Understanding the risks

Before you set up email as described below, we want you to know that by doing so you agree to potential financial liabilities and possible disciplinary action if you fail to keep confidential legally protected patient care data.

1. Federal and state laws and University policy state or imply that information security is your responsibility.
2. You cannot predict when someone you work with will send unencrypted confidential information to your email account.
3. You cannot predict when you might lose your device or it is stolen.
4. Not all smartphones and handheld computers store and delete data securely (e.g., stored encrypted, deleted by writing the medium with multiple passes of data).
5. Even devices thought to be secure might later be found to be insecure. Examples: Apple Patches iPhone SMS Security Hole With Software Update and Hacker Says iPhone 3GS Encryption Is 'Useless' for Businesses.
6. When you report a lost or stolen device in a timely manner, ActiveSync-connected devices can be remotely erased upon request, and both your timely reporting and the device's timely erasure significantly increase the chances that the penalties will be less severe or none at all. If later found or returned, your device can be restored from a backup you might have.
7. If applicable, you will be held personally liable -- up to $250,000 per violation.
8. Even if you are found personally liable, that does not necessarily exonerate the University from financial liability, and the University also has an interest in protecting its reputation.
9. If applicable, CalOHII might notify the licensing board of a violation, which could affect your ability to practice.

Setup Instructions

1. Update Windows and Office:
   Ensure that you have installed all service packs and security updates for both Windows and Office by visiting update.microsoft.com. If these are not current, you might not be able to complete the set up instructions.

2. Set your Primary E-mail Privacy Setting to Release:
   Ensure that your primary (UCSF) e-mail privacy setting in the Student Portal is set to Yes (release). If it is not, change it, then wait at least 24 hours before continuing to set up Outlook.

   After you set up Outlook, if you so desire, you may change your primary e-mail privacy setting back to No (do not release), but doing so will prevent other UCSF faculty, staff, and students from finding your name and e-mail address in the Exchange global address list.

3. Prepare to Enter Mail Settings:

   1. If Outlook is open, close it. Outlook cannot be open when setting up an Exchange account profile.
   2. Select Start > Control Panel > User Accounts > Mail.
   3. Follow the instructions in the Mail control panel to add a new mail account. If you are asked to provide a profile name, use UCSF Exchange.

   If no Mail control panel exists, start Outlook, then continue with Step 4.

4. Specify the Server Type:
   When you encounter the Server Type dialog, select Microsoft Exchange Server, then select Next.
   

5. Specify Exchange Server Settings:
   In the Exchange Server Settings dialog:

   1. The Exchange server name is exvs06.net.ucsf.edu -- note that's a zero, not an oh, after exvs.
   2. Select the checkbox for Use Cached Exchange Mode.
   3. In the User Name field, type your last name followed by a comma and space followed by your first name.
   4. Select the More Settings button.
      
      A Microsoft Exchange Server dialog appears.

   5. Select the Security tab.

      In the Encryption section, select the checkbox for Encrypt data between Microsoft Office Outlook and Microsoft Exchange Server.

      In the Logon network security picklist, ensure that Kerberos/NTLM Password Authentication is selected, then select the Connection tab.

      
   6. After selecting the Connection tab, in the Exchange over the Internet section, select the checkbox for Connect to my Exchange mailbox using HTTP, then select the Exchange Proxy Settings button.
      
   7. The Exchange Proxy Settings dialog appears. Complete the dialog as shown in the image below, then select the OK button.
      
   8. The Connection tab of the Microsoft Exchange Server dialog appears. Select the OK button.
      
      The E-mail Accounts dialog appears.

6. Use the Check Name feature to confirm your account:
   In the E-mail Accounts dialog, select the Check Name button. Outlook attempts to confirm the name you specified with the server. If it finds your name, it will reappear underlined in the User Name field. If it doesn't find your name, enter only your last name, then select the Check Name button. A list of everyone at UCSF with your last name appears. Scroll through the list to find your name.

   

   If the name check fails, you might also see this:
   This dialog is handled similarly: enter only your last name, then select the Check Name button. A list of everyone at UCSF with your last name appears. Scroll through the list to find your name.

   If you cannot find your name when browsing through the global address list, your primary e-mail privacy setting is probably set to No (do not release). See Step 2 above to resolve this problem.

   During the Check Name confirmation process, the Exchange server name might change from exvs06.net.ucsf.edu to exvs05 or some other exvs-numbered name. If this happens, don't worry -- it's normal. User accounts are distributed among numbered servers beginning with exvs.

   After your name has been verified, select Next in the Exchange Server Settings dialog, then follow the instructions that appear to complete the setup. When the setup process is finished, start Outlook.

7. Log in:
   You'll be asked to log in. This is particularly confusing because the user name here is not the same as the user name in the previous step.

   Use the following settings:

   User Name	Your user name is your SAA User ID.
   Password	New students: Your password was provided to you in your SAA welcome letter. Your e-mail password is the same as your SAA PIN. If you have misplaced or never received your welcome letter, please contact the Office of the Registrar (415/476-8280, Millberry Union 200W) to obtain a duplicate copy. Continuing students: If you have lost or forgotten your password, see Lost or forgotten password.
   Domain	campus

   

   If you encounter an error message while logging in, see Resolve E-mail Problems.

8. About Leaving Mail on the Server: When Outlook downloads messages, it can either remove them from the server or keep them on the server depending on how you have Outlook configured. To access your e-mail through Outlook and still have most of your messages accessible through Outlook Web Access, you can configure Outlook to keep all your unarchived e-mail on the server.

   Your disk space on the server is limited to 1,000 MB.

   You can optionally use the AutoArchive feature in Outlook to automate the process of moving older e-mail messages from the server to your computer.

   1. Configuring Outlook to Leave Mail on the Server (recommended): In Outlook, choose Tools > E-mail Accounts > View or change existing e-mail accounts (then click Next). In the Deliver new e-mail to the following location picklist, select the option called Mailbox - Firstname Lastname where "Firstname Lastname" is your name. Example: "Mailbox - Claudius Galen". Select Finish to save this change.

      

      Choosing Personal Folders downloads e-mail to your computer and removes it from the server.

      Choosing Mailbox - Firstname Lastname leaves e-mail on the server. This lets you check e-mail at home with Outlook and at school with Outlook Web Access and everything is synchronized until messages are autoarchived. When a message has been autoarchived, it is stored only on your computer -- not on the server -- so these archived messages no longer appear in Outlook Web Access. Archived messages are stored by default in the Archive Files mail folder in Outlook.

   2. Using AutoArchive to Automatically Move Messages from the Server to Your Computer (optional): In Outlook, choose Tools > Options > Other > AutoArchive. Set the settings as you desire. We recommend running AutoArchive every day and cleaning out items older than 2 weeks. Select OK in the AutoArchive dialog, then select OK in the Options dialog.

      

Congratulations! You have successfully set up Outlook e-mail. Next step: Configure e-mail.

Questions?

If you encounter a problem during setup, see Resolve E-mail Problems.

Before selling or disposing of your computer

If your computer contained any unencrypted and legally protected information, California and federal laws and University policy require you to securely erase the computer's hard drive so that thieves cannot retrieve any confidential data that you might have deleted but which remain on the device undetectable by you. Details: See column 2 at Computer Recycling.

Report a lost or stolen computer

California and federal laws and University policy require you to report a lost or stolen computer, USB drive, cdrom, dvdrom, etc., if it stored any unencrypted and legally protected information. Email is a common way for such information to be delivered. For details about reporting requirements, see About Privacy.

Related Links

How to connect to UCSF wireless

Go To: Set Up E-mail