A user profile is a group of settings that define how Outlook is
set up for a particular user. For example, a profile may include access to a
mailbox on Microsoft Exchange Server, and specify that the Outlook Address Book
appear in the Address Book
dialog box. A profile can contain any number of information
You need some additional information to create a profile
that only your Internet service provider (ISP) can provide, or your system
administrator. This information includes your account name, password, and the
server names required to connect to the e-mail server. Please contact your ISP,
or systems administrator to obtain this information.
only need one user profile. If you sometimes need to work with a different set
of information services, it may be helpful to create an additional profile to
use those services. If more than one person uses the same computer, each person
should have a separate profile to keep personal items secure.
copy an existing user profile, rename it, and then modify it as needed to
create your profile. You can have Outlook start with the same profile every
time, or you can select a profile to use each time you start Outlook.
How to Add a User Profile
Use the following steps to add a user profile to your computer:
- Click Start, point to Settings, and then click Control Panel.
- Double-click either the Mail or the Mail and Fax icon.
- Click Show Profiles.
- In the Mail and Fax dialog box, click Add.
- Follow the prompts of the Inbox Setup Wizard.
How to Receive a Prompt for a User Profile
If you have set up more than one profile on your computer, you
can have Outlook prompt you for the profile that you want to use when it
starts. To do this:
- Start Outlook.
- On the Tools menu, click Options.
- On the Mail Services tab, click Prompt for a profile to be used, and
then click OK.
- On the File menu, click Exit and Log Off.
This takes effect the next time that you start Outlook.
Information services are settings that make it possible to send,
store, receive messages, and specify where to store addresses. Before you can
use an information service, you must add it to your user profile.
can have multiple information services in a user profile. For example, you can
have multiple sets of personal folders (.pst) files in a single profile. However,
you cannot always have two of the same e-mail services in a profile, for
example, two Exchange Server services. Personal folders (.pst) files and
Internet e-mail are the exception. If the service does not allow a duplicate in
your profile, for example the Exchange Server service, when you try to add the
second copy of the service ,you may receive the following error message:
Outlook can only support one Exchange Server account at
one time and you already have one setup.
You can specify the
delivery location for incoming messages, the location of your Personal Address
Book, and the use of any personal folders (.pst) files that you create with
information services. You can also set up information services to connect to
other e-mail systems. For example, you may have two information services in
your user profile, Exchange Server for sending and receiving messages and a
Personal Address Book for storing personal distribution lists.
Microsoft Exchange Server
The complete Outlook feature set is available with Exchange
Server, which supports a server-based message store, message transport, and
global address book. In the Corporate Workgroup configuration, Outlook offers
advanced e-mail features, group scheduling, personal information management,
document explorer, and custom groupware applications. NOTE
: The Exchange Server service is included with Outlook, but users
must acquire an Exchange Server client access license separately.NOTE
: It is not a recommended practice to include the Internet email
service in the same mail profile as the Exchange Server service.
For additional information about
this, click the following article number to view the article in the Microsoft Knowledge Base:
Error message: no transport provider was available
With the Internet e-mail service, Outlook functions as a full-
featured e-mail client integrated with desktop information management and the
Outlook document explorer. You store messages locally in a .pst file, and
remotely connect to and download messages from an Internet e-mail service
provider (ISP). You can store e-mail addresses in the Outlook Contacts folder
or a Personal Address Book.
If you use the Microsoft Mail service, you store messages locally
in a personal folders (.pst) file, but work connected primarily through the
Local Area Network (LAN) to a postoffice. The postoffice provides the messaging
transport and central address book or e-mail directory. In this configuration,
Outlook functions as a full-featured e-mail client integrated with basic group
scheduling, for example, sending and receiving meeting requests, personal
information management, and the Outlook document explorer.
How to Add an Information Service
Use the following steps to add an information service to a user
- On the Tools menu, click Services, and then click Add.
- In Available Information Services, click to select the information service that you want to add,
and then click OK.
- Follow the prompts for adding specific information for the
Information service that you selected.
If the information service you need is not in the list, you may
need to install it separately.
The following are the additional information services.Outlook Address Book
The Outlook Address Book is created from contacts in
your Contacts folder and includes an entry in the E-mail field or a Fax
telephone number field, and you can have multiple e-mail addresses for each
contact. When you update your contacts in the Contacts folder, the Outlook
Address Book is updated at the same time. The Contacts folder appears as a
separate entry under Outlook Address Book. A new feature in Outlook 2000 allows
you to create distribution lists from your contacts. To do this, open your
Contacts folder, and then click new Distribution List
on the Actions
menu.Personal Address Book
A Personal Address Book is best used to store personal
distribution lists that you frequently address messages to, such as a list of
everyone on the racquetball team. If you use Exchange Server, you can also add
an address for a public folder to the Personal Address Book. Personal Address
Book files have a .pab extension, and can be stored on a disk.NOTE
: The ability to create a Distribution List in your contacts may
eliminate the need for a Personal Address Book.Personal Folders (.pst) Files
Personal folders (.pst) files are folders that you
create to store messages on your hard disk, or on another server. You add a
main personal folders (.pst) file as a service to the user profile, and give it
a file name. Personal folders (.pst) files have a .pst extension.