PostMigration steps - Outlook for Windows

Overview

After reading this Overview proceed to Procedures:

• To complete migration for Outlook for Windows, need to add a Profile to connect successfully.  
• Once that is done and you open Outlook you will go through a series of login prompts that may vary slightly on whether they come up or not dependent on your profile and email client.  The important thing to remember is:
• Windows Security login prompt(s):  When prompted for a Windows Security login the credentials are:  win\RCSuserid and RCS password.  You may need to click More Choices to allow you to enter win\RCSuserid

[Windows Security words selected on the Mail Application window]

• Microsoft Sign in prompt(s):  When prompted for an MS login credentials are:  RPI email address and RCS password.

[Microsoft Sign in logo]

Procedures

1. Make sure WebEx client is not running - including in the lower right taskbar:

• to double check if it is running in the background go to the lower right of your taskbar - may need to click the ^ to see everything that is running
• Look for a webex icon:    OR 
• Right click on icon and click Exit

2. Connect to RPI network - either hardwire or WiFi wpa2 if on-campus or VPN if off-campus.  (VPN connection is not needed after successful migration but may be needed for this initial configuration)

3. In the windows search bar search:  control panel and click on Control Panel App

[Control Panel selected in the list]

4.  In the control panel app - upper right search on: mail and click on Mail icon

[Mail selected from the Mail - All Control Panel Items window]

5.  In the Mail Setup - Outlook click on: Show Profiles

[Mail Setup - Outlook window with Show Profiles selected]

6.  Mail - General tab - make sure Always use this profile is set to current profile (may not be called Outlook)

AND then click Add

[Mail window with the old Outlook profile selected along with Add and Always use this profile selected]

7.  New Profile - Enter Migration for the profile name - and click OK - and click OK

[General window with Profile Name Migration and OK selected]

8. Add Account screen - If information is not populated:

1. Enter your Your Name: FirstName LastName
2. Enter your RPI email address:  RCSUserid@rpi.edu
3. Enter your Email password: ***************
4. Retype your Email password: ***************
5. Click Next

[Add Account window]

9.  May be prompted for autodiscover - whenever you see this prompt it is safe to:

check Don't ask me about this website again - click Allow

[Microsoft Outlook window showing where to check "Don't ask me about this website again" option and the allow button selected]

10.  May be prompted for Windows Security prompt - come up at this point:

[Windows Security selected on the Mail Application window]

• If does not come up with win\RCSUserid - Click on More choices - Click Use a different account -Click OK
• User name:  win\Rcsuserid
• Password: RCS password
• Check to Remember my credentials - click OK

NOTE:  If you have multiple email accounts you may be prompted more than once for this login.

 

11. May be prompted for Microsoft login prompt (if prompted be sure to click on Work or School account and/or one showing your RPI email address.  If this defaults to win\rcsuserid, choose sign in with a different account to allow you to login with rcsuserid@rpi.edu.  

[Microsoft Sign in logo]

login is your RPI email address (not win\userid)  and email password - click Sign In

 

12. You will be prompted for Duo authentication.

13. Congratulations screen - IF you see "Set up Outlook Mobile on my phone too" make sure this box is UNCHECKED - click Finish

[Add Account window with "Set up Outlook Mobile on my phone and finish selected]

14. Click OK to close profile box

15.  open Outlook - will be Loading Profile

16. If prompted for Windows Security login again:

[Windows Security selected in the windows security window]

• If this windows does not come up with win\RCSUserid - Click on More choices - Click Use a different account -Click OK
• User name:  win\Rcsuserid
• Password: RCS password
• Check to Remember my credentials - click OK

17.  Prompted with Microsoft login:

[Microsoft Sign in Logo]

• enter your RPI email address - click Next
• if prompted - enter your RCS Password - click Sign in
• prompted for Duo authentication

18. Allow time for Outlook to load your email (this can take longer if you have a large email database) and wait a few additional minutes -- can click around and check on items -- bottom of task bar will say Updating.... of Send/Receive with a progress bar

19.  Outlook will be synched when you see on the bar at bottom say "all folders are up to date"

[Outlook bar showing "All folders are up to date" selected]

20.  If prompted again with autodiscover - whenever you see this prompt, it is safe to always

check Don't ask me about this website again - click Allow

[Allow this website to configure dialog box with Don't ask me about this website again and Allow selected]

21.  You may want to turn off Focused Inbox:

https://help.protectedtrust.com/turn-off/on-focused-inbox-in-outlook

This didn't work - what do I do?

If you run into a problem with this process you can access your email including shared mailboxes from a web browser:

https://itssc.rpi.edu/hc/en-us/articles/4660695807885-Accessing-Email-including-Shared-Mailboxes-from-Web-Browser

Then please submit a Support Request and we will assist with your email client configuration.

References

None at this time.

 

Last Reviewed:   23-Mar-2022