Set Up Outlook 2007

These instructions for students describe how to set up Outlook 2007 for Windows to connect to your UCSF e-mail account. If you have Outlook 2003, see Set Up Outlook 2003. 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 setup.

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. Mail Control Panel:

   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. (If no Mail control panel exists, start Outlook, then skip to Step 4.)
   3. In the Mail control panel, select Add. For the profile name, use UCSF Exchange. Select OK.
      

4. Auto Account Setup:

   1. Leave the 4 text fields blank.
   2. Select the checkbox called Manually configure server settings or additional server types.
   3. Select Next.

   (Auto Account Setup works well only for computers joined to the domain, and typically those are computers for only faculty and staff.)
   

5. Choose E-mail Service:
   Select Microsoft Exchange, then select Next.
   

6. Microsoft Exchange Settings:

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

   5. On the General tab, ensure that the account name says UCSF Exchange.
      

   6. Select the Security tab.
      
   7. In the Encryption section, ensure that the checkbox for Encrypt data between Microsoft Office Outlook and Microsoft Exchange is selected (checked).
   8. In the Logon network security picklist, ensure that Negotiate Authentication is selected.
   9. Select the Connection tab.
      
   10. In the Outlook Anywhere section, select the checkbox for Connect to Microsoft Exchange using HTTP, then select Exchange Proxy Settings.
   11. Complete the dialog as shown below, then select OK.
       
   12. The Connection tab of the Microsoft Exchange dialog appears. Select OK.
       
       The Microsoft Exchange Settings dialog appears. Select Check Name.
       

7. Use the Check Name feature to confirm your account:
   Outlook attempts to confirm the name you specified with the server.

   1. If it finds your name, your name will become underlined in the User Name field.
   2. If it doesn't find your name, enter only your last name, then select Check Name. A list of everyone at UCSF with your last name appears. Scroll through the list to find your name. If necessary, use the Properties method below to distinguish among similar or identical names.
   3. If it finds multiple occurrences of your name, that means that other people at UCSF also share your name. For example, if a dialog like this one appears:
      Select Properties for each name.
      

   Can't find your name?

   If you can't find your name when browsing through any of these lists, your primary e-mail privacy setting is probably set to No (do not release). See Step 2 above to resolve this problem.

   What if the server name changed?

   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. Accounts are distributed among numbered servers beginning with exvs.

   Ready to continue

   After your name has been verified, select Next.
   
   Follow the instructions that appear to complete the setup. When the setup process is finished, start Outlook.

8. 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 campus followed by a backslash followed by 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: See Lost or forgotten password.

   

   If all goes well, Outlook opens and begins setting up your mailboxes, which can take a few minutes depending on how much mail is in your account.

Congratulations! You have successfully set up Outlook 2007. 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