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Adding an Outlook Profile

An Outlook profile contains specific information about an account.  When Outlook is installed, a profile is automatically created for you. You can modify this profile or you can create additional profiles. If you share a computer, each person needs to have their own profile to keep Outlook information separate.  A profile contains the following information:

  • Information Services – a list of information services and the properties of each of them.
  • Delivery – the location to which new email should be delivered, and where other Outlook items are saved. Delivery also defines the order that Outlook uses information services when attempting to send email.
  • Addressing – the default address book to use when addressing email, the address book in which you want to save information about new contacts, and the order in which address books should be searched to verify recipients’ email addresses.

If you share a computer and need more than one profile, typically you will have Outlook prompt you to choose which profile you want to use each time you login.  Following are instructions to create new profiles and to configure Outlook to prompt for a profile on login. 

Windows users:
Outlook 2007
Outlook 2002/2003
Outlook 2000

If you need assistance with these instructions please call the IT Customer Service Center at 864-8080.

Outlook 2007 for Windows

  1. This configuration can be used by faculty, staff, and students everywhere on campus, except for the KU residence halls. If you want to use Outlook 2007 from a residence hall, you will use the IMAP configuration.

    When off campus, KU faculty and staff will need to start the KU Anywhere service before they configure Outlook and each time they use Outlook.

  2. From the Windows Desktop, open the Control Panel by clicking on Start or Windows Icon in the bottom left corner of the screen, then choosing Control Panel from the resulting menu.

  3. The Control Panel will appear. Look in the list for User Accounts or Mail, depending on whether the list is in Category or Classic view. If you see the Mail icon, skip to step 4.

    Double-click on User Accounts and look for Mail on the resulting screen.

  4. Double-click on Mail. The following screen will appear if an Outlook profile has already been created on the computer.

    Note: If you are creating the first Outlook profile, the screen will look like the one pictured in step 5. If that is the case, skip to step 6 and proceed from there.

  5. Click Show Profiles. The Mail dialog box will appear.

  6. Click Add to create a new profile. Type the email username (the part of your email address before @ku.edu) in the Profile Name: field and click OK.

  7. CRITICAL CONFIGURATION NOTE: The Add New Email Account dialog box appears. Before typing anything, check Manually configure server settings or additional server types. Then click Next to continue.

    If you do not manually configure server settings, a default configuration is created that removes items from the email server and stores them on your computer.

  8. Click on Microsoft Exchange, then click Next to continue.

  9. On the resulting screen, enter the following information and click Next to continue:

    • Microsoft Exchange Server = exchange.ku.edu
    • Uncheck the Use Cached Exchange Mode checkbox
    • User Name = Type your Exchange username (usually the same as your KU online ID)

  10. You will then be prompted to sign in using your username and password.

    • User name = home\username
    • Password = Type your email password

    Click OK to continue.

  11. If everything has been entered correctly, the following screen will appear. Click Finish.

  12. You will be returned to screen listing the installed Outlook profiles.

    If there is more than one profile, and you want to be able to choose which account to sign in to each time you start Outlook, click Prompt for a profile to be used and click OK. You’re DONE!

    If there is only one profile OR if you don’t want to be offered a choice of accounts each time you sign on, make sure that Always use this profile is selected and click OK. You’re DONE!

Outlook 2002/2003 for Windows

To create a new profile:

  1. Close Outlook.
  2. From the Windows desktop, click Start, then click Control Panel.
  3. Double-click Mail.
  4. Click Show Profiles.  The Mail profiles dialog box appears.
  5. Click Add. 
  6. Give the new profile a name and click OK.  The E-mail Accounts wizard appears. 
  7. Select Add a new e-mail account and click Next.
  8. From the list of server types, select Microsoft Exchange Server.  Click Next. 
  9. In the box labeled Microsoft Exchange Server enter exchange.ku.edu.  In the box labeled User Name: enter the part of your email address before the @ symbol.  Note: if you are using Outlook 2003, ensure that the box labeled Use Cached Exchange Mode is cleared. 
  10. Click the Check Name button.A box will appear that prompts you to sign in to Outlook. Enter the following, depending on which email program you're using:

    Outlook 2002:
    Username = username
    Password = password
    Domain = home.ku.edu

    Outlook 2003:
    Username = home\username
    (For example, user imajhawk would sign into Outlook 2003 as home\imajhawk)
    Password = password

  11. After entering the requested information, click OK to continue. When your username, domain and password have been verified by the email server, the information typed into the Microsoft Exchange Server: field will change to something like mailboxone.home.ku.edu and the information typed into the User Name: field will change to your name (usually shows as lastname, firstname). Both will be underlined. Click Next to continue.
  12. A final screen informs you that you have successfully entered all the information required to set up your account.  Click Finish. 
  13. You are returned to the Mail dialog box. 
  14. Under When starting Outlook, use this profile: choose how you want Outlook to work with the new profile:
    1. Choose Prompt for a profile to be used if you want to select which profile to use each time you launch Outlook; or
    2. Choose Always use this profile and then select a profile to use if you to use the same profile each time you launch Outlook.
  15. Click OK. 
  16. Close the control panel. 
  17. You may now launch Outlook and begin using it.  If you chose option (a) in step 13, you will be prompted to select a profile prior to logging in. 

Outlook 2000 for Windows

To create a new profile:

  1. From the Windows desktop, click Start, then click Control Panel.
  2. Double-click Mail. If there is already at least one profile configured on your machine, the Properties dialog box appears containing information about the services in the default profile.  If there is not a profile already configured, you will be taken directly to the Mail dialog box where you can create a new profile.  If the latter is the case, skip to step 4. 
  3. Click Show Profiles.... The Mail dialog box appears with a list of profiles currently on your computer.
  4. Click Add.... The Microsoft Outlook Setup Wizard leads you through a series of windows in which you set up the information services for the profile.
  5. Select only Microsoft Exchange Server. Click Next.
  6. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click Next.
  7. In the Exchange server field type in the name of the server: exchange.ku.edu
  8. Type your username in the Mailbox: field. (This is what is before the @ in your e-mail address.) Click Next.
  9. The last window tells you that everything has been installed. Click Finish.
  10. The Mail dialog box displays the new profile. Be sure the new profile is selected and click Properties. The Properties dialog box for that profile appears.
  11. Be sure Microsoft Exchange Server is selected in the list of information services set up with the profile and click Properties.
  12. Click the Check Names button.
  13. You may be prompted to enter your username, the domain, which is home, and your password. Click OK. Your username in the Mailbox: field should have been changed to your display name and been underlined. The Microsoft Exchange Server field should show your server name underlined, e.g. SKYLARK.
  14. Click OK twice.
  15. At the bottom of the window under When starting Microsoft Outlook, use this profile select the profile you just created.
  16. Click Close.
  17. Close the Control Panel.
  18. You should now be able to launch Outlook and logon.

Change Outlook settings to Prompt for Profile:

  1. In order to proceed with the following steps, there must be at least one profile set up on your computer.  To verify that there is:
    1. From the Windows desktop, click Start, then click Control Panel.
    2. Double-click Mail.  If there is already at least one profile configured on your machine, the Properties dialog box appears containing information about the services in the default profile.  If there is not a profile already configured, you will be taken directly to the Mail dialog box where you can create a new profile.  Follow the steps above and return here to step 2 after you've completed the creation of a profile. 
  2. Open Outlook.
  3. Click the Tools menu and select Options.
  4. Click the Mail Services tab.
  5. Select Prompt for a profile to be used.
  6. Click OK to close the Options dialog box. The next time you open Outlook the Choose Profile dialog box appears allowing you to select which profile you want to open. Next to the Profile Name: field, click the down arrow and select your profile. Click OK to proceed with the start up process.