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Creating Multiple Profiles
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For situations in which you need to create many profiles, such as when you are installing Office 2003 for multiple users or setting up a server to allow users to install Office automati cally, you can turn to the Office 2003 Resource Kit for some helpful tools. One of these tools is the Custom Installation Wizard, which helps you customize the Office setup process, apply security settings for Office deployment, and provide the means to create and deploy precon figured Outlook profiles.
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33, Deploying and Managing Outlook in a Network, and Article 4, Office 2003 Resource Kit, cover the Custom Installation Wizard and Office 2003 Resource Kit, respectively. 33 also covers other tools in the Resource Kit for deploying Outlook and controlling Outlook with group policy.
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Switching Profiles
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You can configure Outlook either to use a specific profile automatically or to prompt you to select a profile at startup. If you want to change profiles, you need to exit Outlook and restart, selecting the appropriate profile. Follow these steps to specify the default profile and use it automatically when Outlook starts:
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1 On the desktop, right-click the Outlook icon and choose Properties. Alternatively,
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open Control Panel and double-click the Mail icon.
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2 In the Mail Setup dialog box, click Show Profiles. 3 On the General tab (shown in Figure 2-7), select Always Use This Profile. In the dropdown list, select the default profile you want Outlook to use.
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Part 1: Working With Outlook
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2
Figure 2-7. You can specify a default profile on the General tab.
4 Click OK.
Specifying the Startup Profile
If you work with multiple profiles and switch relatively often, you ll probably want to configure Outlook to prompt you to choose a profile at startup. This saves you the trouble of changing the default profile each time you want to switch. For example, assume that you use one profile for your personal accounts and another for your work accounts. Have Outlook prompt you for the profile when the program starts, rather than configuring the settings each time to specify the default profile. Follow these steps to configure Outlook to prompt you to choose a profile:
1 On the desktop, right-click the Outlook icon and choose Properties. Alternatively,
open Control Panel and double-click the Mail icon.
2 In the Mail Setup dialog box, click Show Profiles. 3 Select Always Use This Profile, select the profile you want Outlook to display as the
initial selection in the list, and then select Prompt For A Profile To Be Used.
4 Click OK.
Set the initial profile You probably noticed in step 3 that you enabled an option and then immediately disabled it by selecting Prompt For A Profile To Be Used. In effect, you re accomplishing two tasks: setting the default profile and also configuring Outlook to prompt you for a profile. In the drop-down list, select the profile you use most often, which saves you the effort of selecting it when prompted at startup.
Part 1: Working With Outlook
Advanced Setup Tasks
Configuring Online and Offline Data Storage
The previous section explained how to add e-mail account services and discussed data stores. This section provides a more detailed look at storage options in Outlook and how to config ure those options. Like earlier versions of Outlook, Outlook 2003 offers three options for storing data: your Exchange Server mailbox, PST files, and Offline Folder (OST) files. Outlook 2003 adds a new twist, however. Outlook 2003 can use Cached Exchange Mode in conjunction with an OST file to create a local copy of an Exchange Server mailbox. With Cached Exchange Mode, Outlook works from the cached local copy of the mailbox and automatically handles syn chronization between the local cache and the server. Your mailbox is therefore always available, even when the server is not. When you connect to the network, Outlook automatically detects server connection status and synchronizes the Outlook folders.
See 34 to learn how to configure an Exchange Server client, including enabling and disabling Cached Exchange Mode.
Regardless of its location, a store holds your Outlook data, including your Contacts, Calen dar, and other folders. You can have only one default store. This means your e-mail, contacts, schedule, tasks, and other information are all stored in the same set of folders. Outlook directs all incoming e-mail to your default store. The single exception to this is an IMAP account, which stores its e-mail folders and messages separately from your other data.
For detailed information on configuring and using IMAP accounts and how Outlook stores IMAP folders and messages, see Using IMAP Accounts, page 155.
Although you can have only one default store, you can add other store files to a profile. You can use the other stores to organize or archive your data. For example, if you have a profile with an Exchange Server account and a POP3 account, the profile might be configured to deliver all mail to the Exchange Server mailbox. You might want to add another set of folders that you can use to separate your Internet mail from your workgroup mail, or perhaps you want to use a different store to separate your personal messages from your work-related mes sages. Another use for a second store file is to share data with others without exposing your default store. Whatever the situation, you need to decide which type of store is most appro priate for your default store as well as for your additional stores.
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