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Exchange MAPI Setup

Important: This tutorial pertains to Outlook 2003 or newer.
If you are converting from POP3 to using Exchange please read this first on exporting/importing your .pst file.

Create a new mail profile

Open your computer's control panel, click "Classic View" on the lefthand pane, and locate the Mail icon:
Control Panel

Double click the Mail icon and then click on the "Show Profiles" button:
Mail Setup

At the Mail dialog box click the "Add" button to create a new profile and give it a name:
Add a new profile

Now you will be prompted to configure your Outlook account within this new profile; select "Add a new e-mail account" and click Next:
Add a new email account

For Server Type select "Microsoft Exchange Server" and click Next:
Microsoft Exchange Server

At the Server Settings window enter the fields as shown below, except replace the User Name with your own E-mail address and then click More Settings:
Note: After clicking More Settings you must wait for a few moments, please be patient.
Exchange Settings

At this point you will get an error, don't worry this is normal. Just click OK and then OK again to accept your settings. After this you will be prompted with the More Settings configuration window:
Normal error message, click OK twice

At the more settings window select the "Connection" tab and click the checkbox next to "Connect to my Exchange mailbox using HTTP". Then click the "Exchange Proxy Settings..." button:
Advanced Connection Window

Now at the Proxy Settings window fill in the fields as shown in the image below and be sure to select NTLM Authentication under the menu dropdown for "Proxy authentication settings" and click OK twice:
Exchange Proxy Settings

Once back at the original Exchange Server Settings window click on the "Check Name" button. You may be prompted your username and password, so be sure to enter your full E-mail address as your username:
Note: This process can take a long period of time, please be patient.
Enter your email address and password

Once you have authenticated with the server you will see your name in the "User Name" field. At this point click Next, then Finish:
Username authenticated

Back at the Mail Profile window click OK to finish creating your new profile:
Note: At this time its suggested that you select "Prompt for a profile to be used" until after this tutorial.
New profile created


Connect to Exchange

Now open Outlook 2003/2007 and select the profile you created from the previous steps, then click OK:
Select your new profile

Wait a moment and you will be prompted for your username/password. Please enter your full email address and password, then click OK:
Authenticate with Exchange

Please be patient because this process can take awhile. Your Outlook client is syncing up with the Exchange server and building a local .pst file because your profile is configure for "cached mode".

Once Outlook is open please wait a little longer until the folders have been updated. You can verify when this process has completed by watching the status bar at the lower right corner:
Please wait

Connection completed:
Finished updating

The final step is to remove the display of an error that you may see when clicking the "Send/Receive" button on your Outlook 2003 client. To do this click "Send/Receive" and check the box next to "Don't show this dialog box during Send/Receive":
Stop displaying the error
This error is not serious and everything is sending/receiving perfectly fine.


Exporting/Importing .pst files for Exchange

Exporting POP3 .pst file

Open your Outlook client normally and click "File" from the toolbar, then click "Import and Export...":
Select Import and Export

In the new window select "Export to a file" and click Next:
Export to a file

Now select "Personal Folder File (.pst)" and click Next:
Select Personal Folder File

At the 'Export Personal Folders' window click the name of your mailbox (in this case "Personal Folders") to include all your folders into the .pst. Failure to do so will only export your Inbox. Also be sure to click the checkbox next to "Include subfolders" and click Next:
Select your mailbox and subfolders

The default settings on the next window are fine, but if you wish you can change the name/location of the .pst file that will be exported. Then click Finish:
Name the exported .pst file


Importing POP3 .pst file into Exchange account

Open your Outlook client into your Exchange profile and select "File", then "Import and Export...":
Select your Exchange profile

Select Import and Export

At the new window select "Import from another program or file" and click Next:
Select Import from file

Now scroll down and select "Personal Folder File (.pst): and click Next:
Select Personal Folder File

Next you will be prompted to specify the name/location of the previously exported .pst file. If you left this at the default no changes should need to be made, otherwise find your .pst with the "Browse" button. Once selected click Next:
Locate and import your .pst

At the next window be sure to select the name of your POP3 mailbox "Personal Folders" and click the checkbox next to "Include subfolders". Also its best to "Import items into the same folder in:" and select your Exchange mailbox name, which typically is similar to what you see in this image:
Note: By default the correct mailbox to import into is selected if your Exchange profile was configured correctly.
Select your POP3 mailbox and import into your Exchange mailbox

After clicking "Finish" it can take some time to import your previously exported POP3 .pst depending on its size. Please be patient.

Before importing you will need to create your Exchange profile, so please go back to the top of this page for directions.

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