Setting Up and Using
Microsoft Exchange Services

Microsoft Exchange is a messaging client designed to manage fax and e-mail services. Services can be added to Exchange in a manner similar to the way application programs are added to Windows 95. Once added, the installed services share a common address book, message composer, and folder organization. Separate profiles may be set up for different users.

Installing Services and Adding Them to Exchange

Three services are included with Windows 95 that may be configured for use with Exchange. These services include Microsoft Mail, Microsoft Fax, and The Microsoft Network. During installation you are given the option of choosing which of these services to install. If Windows 95 is already installed and you wish to add a service provided with Windows 95, follow the steps below.

1. Click Start, click Settings, then click Control Panel.

2. Double-click the Add/Remove Programs icon.

3. Click the Windows Setup tab.

4. Do one of the following, depending on the service you wish to install (one or more of the following services may already be installed; if this is the case, skip to the paragraph following step 5):

   Select Microsoft Fax

   OR

   
   Select The Microsoft Network

   OR

   
   Click Microsoft Exchange, click the Details button, then select Microsoft Mail Services and click OK.

5. Click OK. Windows 95 copies files from the CD. When finished, you may be asked to restart your system.

To add a service to Exchange after it is installed

1. Right-click the Inbox. Click Properties.

2. If a profile has never been set up on the system, the Microsoft Exchange Profiles dialog displays. If adding a service to an existing profile, skip to step 6.

3. Click Add. The Inbox Setup Wizard starts.

4. Click Manually configure information services, then click Next.

5. You will be prompted for the profile name. Enter a profile name or accept the default, "MS Exchange Settings", and click Next.

6. The profile properties dialog displays. Click Add.

7. Select the service from the list and click OK.

   NOTE: Some services are not included with Windows 95 and are installed directly by another program. One example is CompuServe’s Exchange service included on the Windows 95 CD (in the \Drivers\Other\Exchange\Compusrv directory). If you are adding this type of service, run the setup program that installs it. The service will then appear on the list of installed services that you can add to your profile.

8. You may be asked for some information required by the service. For example, if you are adding the Microsoft Mail component, you will be asked for the location of the Microsoft Mail Post Office. (Refer to the "Microsoft Mail" section below for more information on setting up a Post Office.) Once all the required information is entered, you will be returned to the profile properties dialog. (You will be allowed to change this information later, as well.) Click the Properties button to further customize the service currently highlighted, or click OK to continue.

9. 9. The Inbox Setup Wizard now asks if you want Exchange to run automatically whenever Windows 95 is started. Note that the e-mail and fax cannot be used unless Exchange is currently running. Choose one of the two options and click Next.

10. 10. Click Finish. The service has now been added to Exchange. Click Close to exit the profile properties dialog.

Managing Profiles in Exchange

All of the services integrated into Exchange are arranged into profiles. By default Exchange uses one profile for all services. You may wish to add profiles if more than one person will be using an Exchange service on a single computer. To add a profile:

1. Right-click the Inbox. Click Properties.

2. The original profile’s properties dialog displays. Click Show Profiles. The Microsoft Exchange Profiles dialog displays.

3. Click Add. Select the information services you wish to use with this service and click Next.

4. Type a profile name that will help distinguish this profile from others. Click Next.

5. The Inbox Setup Wizard now verifies the settings for each service selected in step 3. When all settings have been verified, click Finish to complete the setup of the new profile. Click Close on the Microsoft Exchange Profiles dialog.

When Exchange is started, a dialog is displayed asking you to choose which Exchange profile you wish to use. Select it from the drop-down list box and click OK.

Each profile uses a set of Personal Folders into which incoming e-mail and faxes are stored. If multiple profiles are on the system, you may wish to create separate Personal Folders for each profile.

Note that when a new profile is created, by default it uses the same Personal Folders file as the original profile. You can change this during the Inbox Setup Wizard by specifying a different filename when it asks for the location of the Personal Folders file. The default filename used for Personal Folders is MAILBOX.PST, and its default path is the Exchange directory located on the same hard drive as Windows 95. If the filename is not found in the Exchange directory, a new file is created. A new file cannot be created in a directory, other than Exchange, when first setting up Exchange; although, you can use a Personal Folders file that already exists in another directory.

To add or delete Personal Folders for a profile:

1. Right-click the Inbox. Click Properties.

2. The original profile’s properties dialog displays. Click Show Profiles. The Microsoft Exchange Profiles dialog displays.

3. Select the profile to be changed. Click Properties. The profile’s properties dialog displays.

4. To remove a Personal Folder, select it from the list of services and click Remove. If this is the only set of Personal Folders in the profile, you are asked to confirm the removal.

   To add a Personal Folder, click Add. The Add Service to Profile dialog displays. Select Personal Folders from the list and click OK. The system now prompts for the path and filename of the Personal Folders file. Note that in this case you will be allowed to use ANY directory or filename, whether or not a Personal Folders file already exists there. Click OK when completed.

   The Create Microsoft Personal Folders dialog displays. At this point the name of the Personal Folder can be changed and other settings can be configured. Click OK when completed.

5. Click OK on the next two dialogs if you are finished making changes to the properties of this profile.

Removing a Personal Folders file does not delete any of the information contained in it. The file remains on the hard drive, and can be added back into a profile later.

Using Exchange

To run Exchange, double-click the Inbox. Exchange may ask for a password and/or selection of a profile. Once this is done, the Exchange window displays. Click View, then click Folders. Two panes are displayed, one containing a folder tree and the other showing the messages in the current open folder, the Inbox. The four folders-- Deleted Items, Inbox, Outbox, and Sent Items -- cannot be renamed or removed. Exchange uses these folders for basic management of incoming and outgoing messages. New folders can be added by clicking the File menu, then clicking New Folder. If the New Folder option is grayed out, check to see if the Microsoft Exchange folder is currently highlighted. New Folders cannot be created to branch off from the Microsoft Exchange folder.

Note that these folders do not exist as actual directories on the hard drive, and cannot be edited, moved, or renamed outside of Exchange. All the data stored in them exists in the profile’s *.PST file.

Microsoft Mail

The Microsoft Mail service is used to exchange e-mail among networked systems. To use Microsoft Mail, the Client for Microsoft Networks must be installed on the system.

In addition, one of the users on the network will be responsible for setting up and administering the Microsoft Mail Post Office. The Post Office directory must be shared with full access to all users with a Post Office account (created by the administrator). Once a Post Office has been created, a Post Office Address List displays all existing accounts and enables users to send e-mail to anyone with an account.

When the Microsoft Mail service is first installed, the Inbox Setup Wizard asks to specify the location of the Post Office. If a Post Office has not yet been created, or if you do not currently have access to the computer on which the Post Office resides, follow the steps below.

1. Type C:\ for the location of your Post Office, then click Next to continue through the wizard.

2. The wizard informs, as expected, that the Post Office cannot be found at this location. Click Next again, then type an X for both the mailbox name and password.

3. Continue through the Inbox Setup Wizard. When finished, restart your computer: click Start, click Shut Down, click Restart the computer?, then click Yes.

4. When your computer has finished restarting, click Start, click Settings, then click Control Panel. The Control Panel displays.

5. 5. If you wish to create a new Post Office, double-click the Microsoft Mail Postoffice icon and follow the steps for creating a new Post Office. Enter a path on the hard drive for the Post Office. Microsoft Workgroup Postoffice Admin creates a subdirectory called WGPO0000. You will need to share this directory with full access to the users of the Post Office. Enter your administrator account details to finish creating the Post Office. Once the Post Office is created, you can use the Microsoft Mail Postoffice icon to administer the Post Office and add mailboxes for other Post Office users.

   OR

   If you wish to connect to a Post Office accessible on the network, double-click the Mail and Fax icon. The profile properties dialog displays. Select Microsoft Mail, then click Properties. Enter the network path to the Post Office directory or click Browse to find it on the workgroup. When finished, click the Logon tab and enter your mailbox name and password as these were set up for you by your Post Office administrator. Click OK on this dialog and the one behind it. You can now connect to the Post Office by running Exchange.

Microsoft Fax

If the Microsoft Fax service has been added to the Exchange profile, a small fax icon appears on the taskbar, next to the time, when Exchange is run. This icon indicates that Microsoft Fax is currently monitoring the modem for incoming calls. If it detects an incoming fax transmission, it alerts you and allows you to activate Microsoft Fax in order to receive the file. Microsoft Fax does not answer automatically when first run. However, it can be configured to answer automatically by following the steps below.

1. From Exchange, click Tools, click Microsoft Fax Tools, then click Options.

2. The Microsoft Fax Properties dialog displays. Click the Modem tab.

3. Click Properties. The Fax Modem Properties dialog displays.

4. In the Answer mode group box, click Answer after 3 rings.

5. Select the number of rings after which you want Microsoft Fax to attempt to receive a transmission, then click OK on both this dialog and the properties dialog behind it.

   NOTE: If you have an answering machine on the same line, either Microsoft Fax or the answering machine may intercept the call and prevent the other from activating, depending on how long each device waits to answer an incoming call.

When Microsoft Fax is monitoring, you can still make use of the phone line and/or modem for other purposes; however, use of the line does prevent incoming calls or transmissions from being received.

The Microsoft Network

The Microsoft Network (MSN) is an online service designed to take advantage of the new architecture and features of Windows 95. MSN provides a variety of services covering business, leisure, art, education, computers, and other areas of common interest. Included in MSN are file libraries which give access to a large variety of software, while message areas and chat rooms allow views to be exchanged with other MSN members. In addition, MSN provides access to the Internet within the same graphical interface as MSN's native services.

Joining The Microsoft Network

To use MSN, double-click The Microsoft Network icon on the desktop. Doing so begins the sign-up process as described below.

1. Click OK on the information dialog that appears.

2. Enter your area/city code and the first three digits of your phone number, then click OK.

3. Click Connect. MSN dials a 1-800 number and accesses a list of phone numbers that can be used to log on to MSN. When finished, it disconnects and displays a dialog asking for information in order to join MSN. Three buttons in the middle of the dialog outline the steps to be performed before joining:

   Tell us your name and address. Click this button and enter your first and last names, street address, city, and zip code. Other information is optional.

   Next, select a way to pay. Click this button and enter your credit card information.

   Then, please read the rules. Click this button and read the sign-up agreement provided. You must click I Agree to join MSN.

   Other buttons include Price, which gives you more details about the cost of the service, Details, which tells you more about MSN, and Join Now. The Join Now button remains disabled until the three steps mentioned above are completed.

4. Once Join Now has been clicked, you will be asked to choose an account name, password, and phone number to use for connecting to MSN. Depending on your location, a local number may or may not be presently available. From the list of phone numbers you will also be able to determine the maximum baud rate of the connection.

   Your account name cannot be changed through MSN after you have signed up, and will be used to identify you in chat areas on MSN, so choose your account name carefully. Your password, however, can be changed at any time.

Once connected there is a pause while data is being exchanged between the computer and MSN. A modem icon appears on the taskbar, next to the time, and the lights of the modem blink red or green when data is successfully passed. If the lights stop blinking for more than a minute, if the modem icon disappears, or if the connect dialog tells you that the attempt to connect failed, cancel and try again in a couple of minutes. Difficulty may be experienced when connecting if parts of MSN are being updated, if phone line conditions prevent data from being properly transmitted, or if the phone number you are dialing is experiencing high traffic. Times and dates of scheduled service updates are listed in MSN Today, which is displayed whenever beginning a connection to MSN. You may want to connect to another service or BBS in the meantime to ensure that the modem is working properly. If you can make other modem connections without difficulty, then try connecting to MSN later; in all probability the failure to connect will go away.

Once connected, the main MSN window displays, from which you can navigate further into the service. Where your mouse pointer changes to a small hand, you can click there to go to another part of the service or see more information about something.

Here are some things you can do to configure MSN:

• To change your password, Click the Tools menu, then click Password.

• To see your current subscription or to access other pricing information, click the Tools menu, click Billing, then click Subscriptions.

• To configure the way files are transferred from MSN to your computer, click the Tools menu, then click Transfer status. The File Transfer Status dialog displays. Click the Tools menu, then click Options. The default directory for file transfers is \Program Files\The Microsoft Network\Transferred Files on the same drive that Windows 95 was installed onto.

• To enable the MSN toolbar, click the View menu, then click Toolbar. The toolbar contains buttons that can make navigating MSN easier.

The Microsoft Network E-Mail Addresses

When signed on to MSN, your address book is able to display a list of all MSN members. To view this list, in Exchange click the Tools menu, then click Address Book. The Address Book dialog displays. In the Show Names from the: drop-down list, select Microsoft Network. Because the list of members is quite long, you may wish to perform a search to find members whose properties match the certain criteria. Click the Tools menu, then click Find. In the Find dialog, enter information in the text fields to determine search criteria, then click OK. All members whose properties match are then displayed in the Address Book. To add a member to your personal address book, right-click the member, then click Add to Personal Address Book.

You can edit your own listing in the list of MSN members in order to change the information that other members see when they view your member properties. Right-click your name in the address listing, then click Properties.

NOTE: Changing the properties of any entry in your Personal Address Book has no effect on the member properties listed in the MSN address list. You must change your properties in the Microsoft Network address list or in the search results list if you have performed a search on MSN addresses. You cannot change your account name anywhere in Exchange or MSN.

Exchange and Microsoft Office 95

When Office 95 is installed, it integrates parts of itself with Exchange. A smaller version of Microsoft Word, for example, is the default message composer for e-mail. Addresses in your Personal Address Book can be quickly added to documents in Microsoft Word. Schedule+ 7.0 can work closely with Microsoft Mail to set appointments with other members of the Microsoft Mail Post Office. For more information, review the Help files that come with Office 95.

The information in these articles is provided "as-is" without warranty of any kind, and all warranties are hereby disclaimed, whether express or implied, including, without limitation, the implied warranties of merchantability, fitness for a particular purpose and non-infringement. Gateway 2000 will not be liable for any damages whatsoever, whether direct, special, indirect, incidental, or consequential (including, without limitation, damages for loss of business profits, business interruption, loss of business information, or any other pecuniary loss) arising out of, or related to your use of, or inability to use the information in any such article, even if advised of the possibility of such damages. Because some states and jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages, the above limitation may not apply to you. You may not further distribute, reproduce, rent, sell, transfer or license these articles.

If our documentation hasn't helped you,
this might be a good time to send
an e-mail to Technical Support.

Copyright © 1996 Gateway 2000 Inc. All rights reserved.
Please see our Legal Information. Please send feedback to Webmaster Central.