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The Microsoft Outlook E-Mail and Fax Guide
Last Updated 7/27/2009 2:10:28 PM
Chapter 8: Setting Up Other Information Services
You can expand the capabilities of Microsoft Outlook with additional information services. This chapter works out a general procedure for installing new services, then looks at specific setup issues for some of those most commonly used with Outlook.
You can expand the capabilities of Microsoft Outlook with additional information services. These plug into your profile to allow you to connect to different types of mail systems. Many are available for sampling as downloads from the Internet, and usually install directly in your Outlook profile. If you use Microsoft Exchange Server, you may also be able to send mail with these services through a connector or gateway attached to the server. That’s a topic beyond the scope of this book. See your Exchange Server administrator for details.
In this chapter, we work out a general procedure for installing new services, then look at specific setup issues for some of those most commonly used with Outlook.
OTHER INFORMATION SERVICES
Here’s a list of just a few of the services offered by Microsoft and other companies:
The Microsoft Network (MSN): Included with Windows 95
CompuServe Mail: Download from CompuServe
Lotus Notes: Obtain from Lotus (http://www.lotus.com<) for Notes version 4.6.2 or later
Lotus cc:Mail: Included in Valupack folder on Office 97 or Outlook 97 CD, with updates posted at Microsoft (http://www.microsoft.com/)
Personal Fax for Windows NT: Download from Microsoft (http://www.microsoft.com)
WinFax PRO 8.0: Obtain the LiveUpdate to WinFax 8.0 from Symantec (http://www.symantec.com)
AT&T Mail: Download from AT&T (http://www.att.com)
HP OpenMail: Obtain from HP (http://www.ice.hp.com)
GENERAL INSTRUCTIONS
Installing a new service in Outlook usually consists of three steps:
- Install the necessary files and registry entries by running the setup program for the new service.
- Add the service to your Outlook profile through the Mail and Fax applet in the Control Panel. (See “Working with Services” in Chapter 3.)
- Examine the default settings and make any necessary adjustments.
For services downloaded from the Internet, you may first need to prepare a setup folder to get the setup files ready to install. Before installing any new service, you should quit Outlook if it’s open. Choose File, Exit and Log Off to make sure that all Outlook components are shut down.
Preparing a Setup Folder
When you download a service from the Internet, you usually get a single .exe or .zip file that contains all the components for the service. For some .exe files, starting the program both extracts the component files and runs the setup program automatically. For other .exe files and all .zip files, you must prepare a folder containing the individual setup files. Follow these steps:
- Create a new folder on a drive that has a sufficient amount of free space.
- If you downloaded a .zip file, extract the files to this new folder using your unzip utility (for example, Pkunzip, WinZip).
- If you downloaded an .exe file, copy it to the new folder you created in step 1. Then run it to extract the setup files into the new folder.
After step 2 or 3, the folder should contain either Setup.exe or Install.exe or something similar. This is the program you run in the next phase.
A couple of tips on using downloaded software:
- Save the file you downloaded in a separate location, on a backup disk or tape, in case you need to install it again in the future.
- Look for a Readme.txt file or a file with a similar name and be sure to read it before you install the software. It should contain essential information to help you decide whether you really want to use this service and whether your system is compatible.
Running the Setup Program
In the setup folder, which could be on your hard drive, a diskette, a CD, or a network drive, run Setup.exe, Install.exe, or whichever program the documentation for the service directs you to use. The setup program performs several tasks:
- It copies the necessary files to your Windows, Windows\System, Winnt, Winnt\System32, and possibly other folders.
- It updates the Mapisvc.inf file and the registry with details about the new service.
- In some cases, it adds the new service to your default Outlook profile.
Mapisvc.inf, which is stored in the Windows\System folder in Windows 95 and the Winnt\System32 folder in Windows NT, contains settings used to set up services in Outlook profiles.
If you dual-boot Windows 95 and Windows NT — and the service supports both — you must run the setup program twice, once under each operating system.
Some applications, such as Personal Fax for Windows NT, Lotus Notes, and WinFax PRO 8.0, include Outlook services as a small part of a larger program. In such cases, running the setup program for the main application updates your system to make the Outlook service available. There is no separate setup program specifically for the Outlook services related to these applications. You will, however, need to add the service to your Outlook profile.
Adding the Service to Profiles
Some setup programs offer to add the service to your default Outlook profile automatically. Go ahead and take advantage of this shortcut feature, if it’s available. You can always remove the service later if you don’t want it in the default profile.
After the setup program completes its work, run the Mail and Fax applet in the Control Panel. If the service has not been added to any profile, add it using the techniques in Chapter 3.
If you plan to use this new service in more than one profile, add the service to a single profile first, then check the settings, as described in the next section. Start Outlook and test the service to make sure it’s working correctly. After the service is configured just right in one profile, return to the Control Panel and copy it to other profiles.
Checking the Configuration
Once the service is part of a profile, select it in the Mail and Fax applet’s profile properties dialog box, then choose Properties to check the settings for the service. Review the entries on all the tabs, and be sure to press F1 to bring up the help file for any settings you don’t understand.
In the next few sections, we look at the settings for some Outlook services you’re likely to see.
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