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
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
- From the
Startbutton, clickControl Panel.
- In the upper right-hand corner of the window next to "View by:",
select "Small icons" or "Large icons" from the drop-down list.
- If you are using 32-bit versions of both Windows and Office, or
64-bit versions of both Windows and Office, select the
Mailicon and clickShow 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 theMailicon and clickShow Profiles.... - Select
Prompt for a profile to be used, and then clickOK.
Windows XP and earlier
- From the
Startmenu, clickSettings, and then clickControl Panel. If you are using a 64-bit version of Windows, selectControl Panel, and thenView 32-bit Control Panel Items.Note: If this doesn't match what you see, refer to About navigation settings in Windows.
- Double-click the
Mailicon, and clickShow Profiles....
- Select
Prompt for a profile to be used, and then clickOK.
Creating profiles
- Exit and restart Outlook. When the program prompts you to choose a
profile, click
New.
- Under "Profile Name", enter the user's username or real
name. Click
OK.
- Choose
Add a new e-mail accountand clickNext.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 typesto continue. - Choose
Microsoft Exchange Serverand clickNext.
- 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 Modefeature; see In Outlook, what is Cached Exchange Mode, and how do I enable or disable it? - 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. ClickNext.
- 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?
Removing a profile
Windows 7 or Vista
- From the
Startbutton, clickControl Panel.
- In the upper right-hand corner of the window next to "View by:",
select "Small icons" or "Large icons" from the drop-down list.
- If you are using 32-bit versions of both Windows and Office, or
64-bit versions of both Windows and Office, select the
Mailicon and clickShow 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 theMailicon and clickShow Profiles.... - Choose the profile you wish to delete, and click
Remove.
Windows XP and earlier
- From the
Startmenu, clickSettings, and thenControl Panel. If you are using a 64-bit version of Windows, selectControl Panel, and thenView 32-bit Control Panel Items.
- Double-click the
Mailicon, and clickShow Profiles....
- Choose the profile you wish to delete, and click
Remove.
Last modified on October 22, 2010.







