PREPARING YOUR COMPUTER TO USE OUTLOOK FOR EMAIL MERGE

Windows users with Office 2007 or 2010 installed on their computer can use Microsoft Outlook to send mail-merged email messages. Note that mail-merged messages can be sent to any number of addresses because the Outlook configuration used bypasses Google's sending limits.

Using Outlook for email merge requires a series of initial setup steps, some of which you will perform yourself and some that will be assisted by ITS.

BEFORE You Begin: Please call the User Support Center at x4487 so USC staff can prepare to help you complete the final steps of the setup process.

Please allow about one hour to complete the following initial steps:

Step One: Change McAfee settings
Step Two: Enable IMAP Access and review label settings in Smith Mail
Step Three: Remove the Groupwise Desktop Client from your computer
Step Four: Run CCleaner to clean up old registry files
Step Five: Determine your Windows and Office version
Step Six: Get back in touch with User Support

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STEP ONE. Change your McAfee Settings

Before you can send bulk email messages in Outlook, you must change your McAfee settings so McAfee recognizes the messages as legitimate; otherwise they may be treated as spam.

1. Right- click on the McAfee icon in the lower right corner of your desktop and select VirusScan Console from the pop-up menu.
   
   Window 7 users: If you see a User Account Control window, click Yes to allow McAfee to make changes to this computer.
   
   
2. In the Task List on the left side of the window, double-click on Access Protection.
   
   
3. In the Categories list on the left, click Anti-virus Standard Protection. This will change the list of features displayed on the right.
   
   
   
   
   
4. From the features list on the right, remove the checkmarks in the Block and Report columns for Prevent mass mailing worms from sending mail. When done, the list should appear as shown below.
   
   
   5. Click OK when done, then close the VirusScan window.

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STEP TWO. Enable IMAP Access and Review Label Settings in Smith Mail

1. Go to Smith Mail (http://mail.smith.edu) and log in to whatever account you will use to send email merge messages.
   
   
2. Click the Options button (gear icon) at the top right of the Smith Mail page and chooseMail Settings.
   
   
3. Click the Forwarding and POP/IMAP tab.
   
   
4. In the IMAP Access section, choose Enable IMAP.
   
   
5. Click Save Changes.
   
   
6. Go back into Mail Settings and click on the Labels tab.
   
   
7. To prevent unneeded messages from being copied into Outlook, un-check the Copy to IMAP box beside every label except Sent Mail. (Note that you cannot remove the check mark beside Inbox.)

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STEP THREE. Remove the GroupWise Desktop Client from Your Computer

Windows XP

1. Click Start/Settings/Control Panel.
   
   
2. Double-click to open Add or Remove Programs.
   
   
3. When the list populates, select Groupwise and click the Remove button on the right.
   
   
4. If you see GroupWise Messenger, select and remove this as well.
   
   
5. Close the Control Panel window when done.

Windows 7

1. Click Start/Control Panel/Programs and Features.
   
   
2. When the list populates, select Groupwise and click Uninstall in the header bar.
   
   
3. If you see GroupWise Messenger listed, select and uninstall this as well.
   
   
4. Close the Programs and Features window.
   
   

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STEP FOUR. Run CCleaner to Clean Up Old Registry Files

1. If you don't already have CCleaner installed on your computer, download the program from the Smith software page.
   
   
2. Open CCleaner and click on the Registry icon at left.
   
   
3. Leave all the items selected by default under Registry Clean checked.
   
   
4. Click Scan for Issues. You'll see a progress bar and a list of potential issues.
   
   
5. Click Fix selected issues.
   
   
6. When prompted to back up the Registry, click Yes.
   
   
7. Choose a location on your H: drive to save the Registry backup (filename ends with .REG) and click Save.
   
   
8. Click Fix All Selected Issues, then click OK.
   
   
9. When all issues are fixed, click Close.

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STEP FIVE. Determine your Windows and Office Version

To ensure that the correct version of Outlook is installed on your computer, you first need to determine which version of Microsoft Windows and Microsoft Office are on the computer.

1. To determine which version of Office you have, click on Start/Programs/Microsoft Office and note the Word, Excel or PowerPoint version name in the menu (2007 or 2010). This is the same as your Office version.
   
   (You can also note the version name displayed when you open Word, Excel or Powerpoint.)
   
   
2. To determine which version of Windows you have, click on the Start button and note whether the Control Panel option appears in the top menu (Windows 7) or whether you must first click Settings to see the Control Panel option (Windows XP).
   
   
3. Write down your Windows and Office versions and proceed to Step Six below.
   

 

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STEP SIX. Get Back in Touch with User Support

When the previous five steps are completed and you know your Windows and Office versions, call User Support at x4487 to proceed with the next steps in the setup process.

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