In Microsoft Outlook, how can several people use the same computer to access Exchange mail?

To allow multiple Outlook users on a single computer, you must enable profiles, and then create one for each user. Each user must create a new profile when starting Outlook for the first time. If you do not do this, even if you log into the correct domain account, you will receive an error message informing you that Outlook could not open the Inbox.

Note: The following instructions require you to know if you have the 32-bit or 64-bit version of Windows; see In Windows 7 or Vista, how can I tell whether I have the 32-bit or 64-bit version?

On this page:

• Enabling profiles
• Creating profiles
• Removing profiles

Enabling profiles

Note: You only need to do this once; you can create subsequent new profiles starting with the instructions in the "Creating profiles" section.

Windows 7 or Vista

1. From the Start button, click Control Panel.
   
   
2. In the upper right-hand corner of the window next to "View by:", select "Small icons" or "Large icons" from the drop-down list.
   
   
3. If you are using 32-bit versions of both Windows and Office, or 64-bit versions of both Windows and Office, select the Mail icon and click Show Profiles... .

   If you are using a 64-bit version of Windows and a 32-bit version of Office, click View 32-bit Control Panel Items. Then select the Mail icon and click Show Profiles... .

4. Select Prompt for a profile to be used, and then click OK.

Windows XP and earlier

1. From the Start menu, click Settings, and then click Control Panel. If you are using a 64-bit version of Windows, select Control Panel, and then View 32-bit Control Panel Items.

   Note: If this doesn't match what you see, refer to About navigation settings in Windows.

2. Double-click the Mail icon, and click Show Profiles... .
   
   
3. Select Prompt for a profile to be used, and then click OK.

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Creating profiles

1. Exit and restart Outlook. When the program prompts you to choose a profile, click New.
   
   
2. Under "Profile Name", enter the user's username or real name. Click OK.
   
   
3. Choose Add a new e-mail account and click Next.

   Note: Outlook 2010 and 2007 will attempt to set up the profile automatically using the credentials of the user currently logged into the computer. Check Manually configure server settings or additional server types to continue.

4. Choose Microsoft Exchange Server and click Next.
   
   
5. In the "Microsoft Exchange server" field, enter ads.iu.edu .

   Note: In Outlook 2010, 2007 and 2003, you will also see a checkbox for the optional Use Cached Exchange Mode feature; see In Outlook, what is Cached Exchange Mode, and how do I enable or disable it?

6. In the "User Name" field, enter the user's ADS username and click Check Name. The username should resolve to a "Last Name, First Name" format. Click Next.
   
   
7. On the next screen, click Finish.

Users will now be prompted to select their profiles when starting Outlook. If the workstation has a default login, or if the person who logs in accesses multiple accounts, you must set network security to None for the appropriate profile(s). For help, see In Outlook 2003, what is the "Logon network security" setting, and how do I change it?

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Removing a profile

Windows 7 or Vista

1. From the Start button, click Control Panel.
   
   
2. In the upper right-hand corner of the window next to "View by:", select "Small icons" or "Large icons" from the drop-down list.
   
   
3. If you are using 32-bit versions of both Windows and Office, or 64-bit versions of both Windows and Office, select the Mail icon and click Show Profiles... .

   If you are using a 64-bit version of Windows and a 32-bit version of Office, click View 32-bit Control Panel Items. Then select the Mail icon and click Show Profiles... .

4. Choose the profile you wish to delete, and click Remove.

Windows XP and earlier

1. From the Start menu, click Settings, and then Control Panel. If you are using a 64-bit version of Windows, select Control Panel, and then View 32-bit Control Panel Items.
   
   
2. Double-click the Mail icon, and click Show Profiles... .
   
   
3. Choose the profile you wish to delete, and click Remove.

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