Class C Email One-Time Set-up Instructions
IMPORTANT! Please print this document and the email message it came with so you
can activate your Email account on Day 1 of the Email Conversion.
Overview
Congratulations! You are part of the first phase of an exciting initiative to convert MSC’s email system to Microsoft
Office365, the latest in cloud based services for email that includes Outlook 2010. While this new system will look very
familiar and you will retain all of your Email history including email messages, contacts, task lists and calendar entries, email will now be available anywhere you have an Internet connection. Eventually the entire MSC organization will move to Office 365 but in this first phase, Class C associates will move effective immediately.
Please carefully read and follow the instructions in this communication to complete the following tasks: • STEP 1: Set up your new email account
• STEP 2: Apply your email signature
• STEP 3: Configure Microsoft Lync for instant messaging
Notes:
• PLEASE, Do not proceed without reading the following instructions first. • Complete each step exactly as they have been laid out.
• Have your MSC UPN login ID available for use during the set up process. It is included in the first page of the
instruction packet. It looks like “[email protected]”. Do not use your “[email protected]” email address.
• Time will vary from user to user based on your mailbox size and PC skills/comfort level, please plan for
approximately an hour to an hour and a half to complete this process. During most of this time, the system will rebuild your email history. Be patient but pay close attention as the process is completed.
• If you run into trouble, we are ready to assist! Please call the IT HELP DESK at 800-284-4787. Follow the
prompts carefully. We do anticipate slightly heavier call volume on Day 1 so please be patient as we work to assist everyone who calls in.
• You will not be able to access email on your computer until you have completed this one-time set up process.
DON’T DELAY. START NOW!!
STEP 1: Set up your new MSC Office 365 Email Account in Outlook 2010
Over the course of the past weekend, changes were made to your computer to make it easy to connect to your new
MSC Office 365 mailbox. Follow the steps below to configure your Outlook email application to connect to your new
mailbox:
1. Locate and double click the Microsoft Outlook 2010 icon to launch the email client. This icon can be found at the top of your Start menu, or in the following location:
Start Menu All Programs Microsoft Office Microsoft Outlook 2010
2. You will be presented with a “Microsoft Outlook 2010 Startup” screen. Click Next to continue
3. On the “Account Configuration” screen, select Yes to configure an E-mail account, and then click Next
4. On the “Auto Account Setup” screen, enter the following information: a. Enter your name within the “Your Name” input field
b. In the “E-mail Address” input field (Identified by the red arrow in the image below), enter the MSC UPN login ID provided to you in the first page of the instruction packet which came with this document. Example “[email protected]”
Note:
Do not enter your actual [email protected] email address.
c. In the “Password” and “Retype Password” fields, enter the password you use to sign in to your company computer, and then click Next
5. Outlook will begin to automatically search for your email server settings
Note:
This process can take 5 minutes or more, so please do not interrupt the process
6. Once the “Add New Account” process is complete, you’ll receive an update that states “Your e-mail account is successfully configured”. Click Finish
7. After clicking Finish, the Outlook mail client will launch and begin to download your email, calendar and contact data. You’ll see an alert in the bottom-right corner of your computer desktop informing you that “Outlook is setting up a local copy of your mailbox”. Please NOTE: This process can take an hour or more, depending upon the size of your mailbox. Do not close Outlook until this process has completed.
8. Once all of your mailbox data has been copied to your computer, you’ll see the following status information in the lower right-hand corner of your Outlook client window telling you that all of your Outlook folders are up to date and have been copied to your computer. You’re now ready to send new email messages, receive email messages and reply to email messages with your new MSC Office 365 email account.
STEP 2: Apply your E-mail signature
Overview
The company email signature you previously used when sending new email messages and replying to email messages is still saved on your computer. Follow the steps below to add your email signature to all newly created email messages and to all of the email replies to email messages you receive from other senders.
1. Open the Outlook 2010 mail application, click the “Home” tab, and then click the “New E-mail” icon to open a window to create a new email message
2. In the new email message window, find and click the “Signature” icon, then click the “Signatures…” option
3. In the “Signatures and Stationery” window, click the drop-down arrow next to “New messages”, and then select the name of your preferred email signature.
Note:
The name of the email signature may vary from the image above
4. While still in the “Signatures and Stationery” window, now click the drop-down arrow next to
“Replies/forwards””, and then again select the name of your preferred email signature.
Note:
Again, the name of the email signature may vary from the image above
5. Once you’ve selected your preferred signature file for both “New messages” and “Replies/forwards”, click OK to save your settings.
6. Close the new email message window. Your new email is now configured to add your preferred email signatures to both new messages and messages you reply to from other senders
STEP 3: Update your Microsoft Lync Client Sign-in
Please note: all of your old email messages, contacts, task lists and calendar entries have been copied to your new MSC
Office 365 mailbox. However you will have to manually re-add your instant messaging contacts back into the Microsoft Lync client.
1. Locate and double click the Microsoft Lync 2010 icon to launch the email client. You can find the icon here: Start Menu All Programs Microsoft Lync Microsoft Lync 2010
Note:
desktop. Double-click the icon to open your Microsoft Lync client
2. When the Microsoft Lync client opens, select the “Settings” icon , select “File” from the drop down menu and then click “Change Sign-In Address…”
3. On the “Lync – Options” page, enter the MSC UPN login ID provided to you in the email message which came with this document, (Example “[email protected]”) as the Sign-in address: and then click the OK button
Note:
Do not enter your actual [email protected] email address.
4. You will be prompted to sign out and then sign back in to Microsoft Lync. Click the OK button
5. When back in the Microsoft Lync window, select the “Settings” icon , select “File” from the drop down menu and then click “Sign Out”
6. On the next screen, the “Sign-in address:” will already be populated with your new MSC UPN login ID. Click the Sign In button
7. The Microsoft Lync client will begin “Contacting server and signing in…” When prompted, in the “Password:” field, enter the password you use to sign in to your company computer, be sure to check the “Save my
password” option, and then click Sign In
8.
9. You’ll now be signed in to the Microsoft Lync client, and you’ll be ready to begin re-adding your contacts and
sending instant messages to other company associates.
Note:
Your contact list will be empty at this point. If you’re not familiar with how to add contacts to your Microsoft
Lync contact list, please follow the steps in the next section to re-add your contacts.
Add Contacts to your Microsoft Lync client
1. With the Microsoft Lync client open, start typing part of the person’s name you’d like to add as a contact in the “Find a contact” field
2. Once you find the correct contact in the list, click the “+” icon and from the drop down, click one the options to add the person to your contact list
Note:
If you select the option to “Add to New Group”, the contact name will be added to your contact list and you’ll need to enter a group name in the highlighted field
3. Repeat steps 1 and 2 above to continue to add contacts and assign them to contact groups.
