Retrieve Password

How to Retrieve E-mail Account Password

If you have a POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) e-mail account, and you have a problem with your account password, the following dialog box appears.

You can fix the problem by doing the following:

1. Contact your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.), and ask the ISP to assign your account a new password. Your old password cannot be retrieved from Outlook.
2. Update your e-mail account settings with your new password.

· On the Tools menu, click E-mail Accounts

· Click View or change existing e-mail accounts, and then click Next.

· Click the e-mail account you want, and then click Change.

· Make sure that the settings you see match the information you received from your ISP. You have the option of having Outlook remember your password by typing it in the Password box and selecting the Remember password check box. Although this means that you won't have to type your password each time you access the account, it also means that the account is vulnerable to anyone who has access to your computer.

· To verify that your account is working, click Test Account Settings. If any information is missing or incorrect, such as your password, you are prompted to type or correct it. Make sure your computer is connected to the Internet.

· If necessary, make your changes to the appropriate information. If you want to change additional settings, click More Settings. Otherwise, click Next.

· Click Finish.

Note Unless specified by your ISP, all server and address entries are typed in lowercase letters. Some ISPs require a combination of lowercase and uppercase letters for passwords to add further security, for example, passWorD. Check with your ISP to see if it requires a case-sensitive password. Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

Personal Folders file (.pst) Password

If you have password protected a Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.), when you try to open the .pst file in Outlook, a dialog box similar to the following appears.

Important Make sure you remember your password. Without the password, you cannot open the .pst file, and you cannot access any of the items or folders it contains. Microsoft is not able to retrieve lost file passwords.

How to Add Password

How to add Password Your Personal Folder File

Adding a password to your personal folders (.pst) file in Outlook 2000 protects the contents of your file from others who might have access to your computer or to the server location where you've stored the file. It also enables you to view the file when you've logged on using a different name.

To add a password to your personal folders file

Follow the Step

1. If the Folder List is not displayed, on the View menu, click Folder List.
2. Do one of the following:
• If you're using Outlook in the Internet Mail Only configuration, right-click Outlook Today - [Personal Folders], and then click Properties For Personal Folders on the shortcut menu.
• If you're using Outlook in the Corporate or Workgroup configuration, right-click Personal Folders, and then click Properties For Personal Folders on the shortcut menu.
3. On the General tab, click Advanced.
4. Click Change Password.
5. In the New password box, type your new password. In the Verify password box, type the new password again.
6. Make sure that the Save this password in your password list check box is cleared. This insures that you (or anyone with access to your computer) will be prompted for the password each time you run Outlook.

The next time you start Outlook, you'll be prompted to type a password for the .pst file.

Additional considerations for securing your .pst file

Utilities that can remove or bypass the password on a .pst file are available on the Internet. These utilities are not endorsed or supported by Microsoft. To protect any sensitive e-mail stored in a .pst file from these utilities, consider taking the following additional precautions:

• If you're using Outlook in the Corporate or Workgroup configuration, move all sensitive e-mail from the .pst to your mailbox on the Exchange Server.
• If you need to use a .pst file that is located on a file server or in a shared directory, control which users can access the .pst file. If you're running Microsoft Windows® NT, you can use the Windows NT File System (NTFS) to enable only the owner to access the .pst file. For more information about controlling access to files, see Help for the operating system you're using.
• If you use a .pst file that's located on your computer, limit access to the computer by using a password-protected screen saver, locking the computer, or locking the office where the computer is located.

Deleting a Profile

If you no longer need a profile, it should be removed from your computer. Remember,

profiles can be deleted only from the Windows desktop, not from within Outlook.

1. From the Windows desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel dialog box appears.

3. Double-click Mail. The Properties dialog box appears containing information about

the services on your computer.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to delete.

6. Click Remove.

7. Click Yes to confirm the deletion. The Mail dialog box reflects the change you just

made.

8. Click Close.

9. Close the Control Panel.

Editing Profiles

Editing Profiles form the Windows Desktop

The greatest advantage of using the Windows method for editing profiles is that you can

easily select any profile that’s available to you.

1. From the Window’s desktop, click Start.

2. Point at Settings and click Control Panel. The Control Panel appears.

3. Double-click Mail. The Properties dialog box appears containing information about

your current default profile.

4. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

5. Select the profile you want to edit and click Properties. The Properties dialog box

appears listing the information services for the selected profile.

6. Click any of the following:

7. Add -- add an information service to the profile.

8. Remove -- remove an information service from the profile.

9. Properties -- examine and change an information service’s properties.

10. Copy -- make a copy of an information service.

11. About -- see information about an information service.

12. When you have finished making changes, click OK.

13. Click Close.

14. Close the Control Panel.

Editing Profiles from within Outlook

When you edit a profile from within Outlook, you can edit only the profile that is

currently being used. Before Outlook starts, it must know which profile to use. After

Outlook has started, you can not switch between profiles.

1. If it’s not already, start Outlook. When asked, select the profile you are wanting to

edit.

2. Click the Tools menu and select Services…. The Services dialog box appears with a

lists the services in the profile Outlook is currently using.

3. From the Services dialog box, click any of the following options:

• Add -- add an information service to the profile.

• Remove -- remove an information service from the profile.

• Properties -- examine and change an information service’s properties.

• Copy -- make a copy of an information service.

• About -- see information about an information service.

4. When you have finished making the changes you want, click OK.

Outlook 2000 Creating Profile

When Outlook is installed, a profile is created in order for you to access your Exchange

account. If you share a computer, or need to access more than one account such as a

departmental account, each account needs to have its own profile to keep Outlook

information separate. Learn to modify your own profile or to create additional profiles.

This document was created to support the Outlook documentation. There is not a specific

course on Working with Profiles offered by Academic Computing Services (ACS). Use

this document to enhance what you know about message management. This document

discusses the fundamentals of Working with Profiles using Outlook 2000. Upon

completion of this document you should be able to:

• create new profiles

• edit profiles

• delete profiles

Outlook Profiles

When Outlook is installed, a profile is automatically created for you. 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.

Your profile information, stored in the Windows registry, contains information that

defines how Outlook works 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.

Profiles can be created, viewed, and modified from the Windows desktop or from within

Outlook. Copying and deleting profiles can be done only from the Windows desktop not

from within Outlook.

Creating a new Profile from the Windows desktop

If you share a workstation with another or you need to configure options for a

departmental resource such as a room, create a new profile for each user.

1. From the Window’s desktop, click Start.

2. Point at Settings.

3. Click Control Panel. The Control Panel dialog box appears.

4. Double-click Mail. The Properties dialog box appears containing information about

the current service on your computer.

5. Click Show Profiles…. The Mail dialog box appears with a list of profiles available

on your computer.

6. Click Add…. The Microsoft Outlook Setup Wizard leads you through a series of

windows in which you set up the information services for the new profile.

7. Select Microsoft Exchange Server. Click Next.

8. In the Profile Name field, type a name for the new profile (e.g. John Doe). Click

Next.

9. In the box below the Mailbox Exchange server: field, type

skylark.mail.ukans.edu if you are staff or faculty or hawk.mail.ukans.edu if

you are a student.

10. Type the new Exchange account name of the profile in the Mailbox: field (e.g.

jdoe@ukans.edu). Click Next.

11. If you travel with your computer, select Yes. If not, leave No selected. Click Next.

12. The last window tells you that everything has been installed. Click Finish.

13. The Mail dialog box displays the new profile. Be sure the new profile is selected and

click Properties. The Properties dialog box for that account appears.

14. Be sure Microsoft Exchange Server is selected and click Properties.

15. Click the Advanced tab.

16. Under the Logon network security: field, click the down arrow and select None.

17. Click OK twice.

18. Click Close.

19. Close the Control Panel.

20. Open Outlook.

21. Click the Tools menu and select Options…. The Options dialog box appears.

22. Click the Mail Services tab.

23. Select Prompt for a profile to be used.

24. 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.

How to Use Outlook Web Features

Managing Communications on Your Intranet

Microsoft Outlook 2000 provides the following ways to manage information from the Internet or your intranet. Users can use the Contacts folder to do the following:

• Keep track of contacts’ Web sites.
• Open the Web history folder from within Outlook 2000.
• Share a catalog of Web sites in a public folder.

Browse Web pages in Outlook

In Outlook 2000, you can select a Web page from the Favorites menu or use the Web toolbar to enter a URL and display a Web page in Outlook. Or you can send the Web page that you are currently viewing in Outlook as the body of an e-mail message by clicking Send Web Page by E-Mail on the Actions menu.

System Policy Tip If you do not want your users browsing the Web from Outlook 2000, you can disable commands on the Web toolbar by using a system policy. In the System Policy Editor, disable the commands in the Microsoft Outlook 2000\ Disable items in user interface\Predefined category that you do not want available to your users. For more information, see Using the System Policy Editor.

Create home pages for folders

Because you can view Web pages in Outlook 2000, it is easy to create a home page for a public folder. A folder home page can be used to provide the following:

• Information about the purpose and use of a public folder.
• A primary or secondary customizable view of the folder contents.

To add a folder home page in Outlook 2000

1. In the Outlook Folder list, right-click the folder, and then click Properties.
2. In the Properties dialog box, click the Home Page tab.
3. Select all the options that you want to set up the home page.

System Policy Tip You can specify folder home pages for your users by setting a system policy. You can also disable folder home pages through a system policy. In the System Policy Editor, set the policies in the Microsoft Outlook 2000\Miscellaneous\Folder Home Pages for Outlook special folders category to specify folder home pages options for your users.

Store URLs on the Outlook Bar

To keep track of interesting or important Web sites, you can add URLs to the Outlook Bar. You can also send a script in an e-mail message that automatically adds a URL to the Outlook Bar of every recipient.

Customizing the Outlook Bar

You can customize the Outlook Bar to include the shortcuts your users need either by customizing the Outlbar.inf file or by using the Outlook 2000 object model to programmatically create Outlook Bar shortcuts.

If you have not deployed Outlook 2000, and you want to add a shortcut to a Web page when you deploy the application, you can customize the Outlbar.inf file. The Outlbar.inf file is stored in the Program Files\Microsoft Office\Office\1033 folder. After you customize the file, replace the existing Outlbar.inf file on your administrative installation point with your new Outlbar.inf file, and then deploy Outlook 2000.

Outlook Bar groups are stored in an FAV file located in the Application Data folder. When Outlook 2000 detects that the Outlook Bar needs to be refreshed (for example, during Setup), it follows instructions in the Outlbar.inf file and then installs Outlook Bar groups and shortcuts accordingly. If the user already has an FAV file (from Outlook 97/98), the new Outlook Bar shortcut does not appear until the Outlook Bar is recreated.

To add a URL to the Outlook Bar

1. In Outlook 2000, use the Address box on the Web toolbar to go to the Web page that you want to add.
2. On the File menu, click New, and then click Outlook Bar Shortcut to Web Page.

When you click the URL in the Outlook Bar, the Web page appears in the right pane of the Outlook 2000 window.

System Policy Tip If you do not want your users to create Outlook Bar shortcuts to Web pages, you can disable this command by using a system policy. In the Microsoft Outlook 2000\Disable items in user interface\Predefined category, select the Disable command bar buttons and menu items policy. Then in the Settings for Disable command bar buttons and menu items area, select All folders: File | New | Outlook Bar shortcut to web page. For more information, see Using the System Policy Editor..

Save Web page addresses in Contacts

Outlook 2000 can store an Internet address for each contact in the Contacts folder so that you can go directly to a contact’s Web page from Outlook 2000. This feature is useful in individual contact lists, but it can also be used by a workgroup to keep track of important customer information.

For example, a sales department can maintain a list of customers in a public folder. The public folder can include a custom view that shows each customer name, business phone number, e-mail address, and Web site address.

To create a list of contacts’ Web addresses in a public folder

1. Create a new public folder, and then configure it to contain the information for your contacts.
2. Create or modify a view to show only the Full Name, Business Phone, E-mail address, and Web Page fields.
3. Add or import contacts to the public folder.

Toolbox The Microsoft Office 97/98 Resource Kit provides additional information about using public folders. This archive edition is included in its entirety as a downloadable CHM file. See the Office 97 Resource Kit Documentation download for more information.

Password protect Outlook

Currently there is no way to password protect Outlook on startup or to lock Outlook if you need to quickly walk away from your computer other than by using your Microsoft Windows® logon password or by using third-party software written specifically to password protect Outlook. However, you can set a password on your Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.). If you use an Internet e-mail account in Outlook, such as a POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) or HTTP (HTTP (Hypertext Transfer Protocol): Protocol that is used when you access Web pages from the Internet. Outlook uses HTTP as an e-mail protocol.) account, your e-mail messages are delivered to a .pst data file on your computer's local hard disk. You can use a password on your .pst file to help prevent accidental intrusion by other people whom you share your computer with.

How to:

1. On the Go menu, click Folder List.

2. Do one of the following:

If you have a POP3 e-mail account, right-click the Personal Folders folder, and then click Properties For "Personal Folders" on the shortcut menu.

If you have an HTTP e-mail account (not supported in Outlook 2000), such as MSN® Hotmail®, right-click the Hotmail folder, and then click Properties For "Hotmail" on the shortcut menu.

3. On the General tab, click Advanced.

4. Click Change Password.

5. In the Change Password dialog box, type your new password and verify it by typing it a second time. The password can be up to 15 characters.

Note Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

6.Make sure that the Save this password in your password list check box is cleared. This prevents the password from being cached, and you need to type the password each time you run Outlook. Don't forget the password.

7. Click OK three times.

Important The .pst password feature is not intended to provide security against hackers. It is just a way to prevent inadvertent intrusion by other people whom you trust and share your computer with, such as at home with your family. A more secure way of protecting your data on a computer that

you share with other people is to create a password-protected Windows user account for each individual using the comp