Setting up Microsoft Entourage v.X with Exchange Update (version 10.1.4 or later)

Overview

Microsoft Entourage v.X is an IMAP, SMTP, and partially WebDAV-enabled client for Microsoft Exchange support on Mac OS X (see Microsoft Entourage Exchange servers and protocols for more details). It is available on RIT's Microsoft Campus license agreement for RIT-owned computers. Entourage can be purchased with Microsoft Office v.X at an educational discount for home use by students, faculty, and staff from the RIT Campus Connections bookstore. In order to get the Exchange-related features, you must upgrade to Entourage 10.1.4 or later.

Entourage 10.1.4 is the first version that has the ability to connect to Microsoft Exchange servers for more than just e-mail. It can also let you work with your Exchange-based personal calendar and address book.

Depending on how you obtain Microsoft Office v.X, you may have to install one or more updates, available at the Microsoft MacTopia site, to Entourage v.X to get to version 10.1.4.

Note: If you are installing the software on an RIT-owned computer, you may also want to consider upgrading to Microsoft Office 2004 to get Entourage 2004, which provides even more Exchange capabilities.

To set up Microsoft Entourage, you will need to add an Exchange account to your profile.

Note: We recommend using the Exchange account type rather than the IMAP account type in Entourage 10.1.4 or later, as it provides more capabilities with your RIT Exchange account.

Set up an account with the Setup Assistant

The manual set up process is required to work with RIT's Microsoft Exchange servers. The guided setup process with the Entourage Setup Assistant will not work, but you can start with the Setup Assistant. See further instructions below.

Set up an account manually

  1. Select "Accounts" from the Tools menu.
    Erage017
  2. Click and hold the "New" button in the upper left corner of the "Accounts" window until the drop-down menu appears, then select "Exchange" from the list.
  3. Enter your RIT account name next to "Account ID" in the "Account Setup Assistant" window that appears.
  4. Enter your account password next to "Password."
  5. Enter "main.ad.rit.edu" in the "Domain" field.
  6. Click on the "Configure account manually" button in the bottom left corner of the "Account Setup Assistant" window.
  7. Enter a descriptive name next to "Account name." The choice of name will not have any effect on performance. (We suggest "abc1234@rit.edu (Exchange)" for this name.) 
  8. Confirm that your RIT account name is in the "Account ID" field.
  9. Enter your RIT computer account password in the "Password" field; it should appear as a series of dots.
  10. Confirm that "main.ad.rit.edu" is entered in the "Domain" field.
  11. Enter your "mymail.rit.edu" next to "Exchange server."
  12. Enter your full name next to "Name." This is the name that will appear in the "From:" header of messages you send. For best results on the recipient's side, we recommend using only a first and last name, separated by a space.
  13. Enter your e-mail address -- ending in "@rit.edu" -- next to "E-mail address." For example, "abc1234@rit.edu." As long as you are using RIT's Exchange mail system, we do not recommend filling in this field with any other e-mail address.
  14. Click on the "Mail" tab in the "Edit Account" window.
  15. Click on the "Click here for advanced receiving options" button under the "Receiving mail" heading a small pop-up dialog box appears.
    ErageExchangeEditAcctRecOpt
  16. Turn on the following advanced receiving options:
    Option Turn it on? Notes
    This IMAP service requires a secure connection (SSL) Yes Formerly required you to Add the RIT Certificate Authority with Microsoft Internet Explorer for Macintosh for a secure connection, but this is notcurrently needed
    Override default IMAP port No Not required if SSL (above) is enabled properly
    Always use secure password No Can cause Exchange login to fail if enabled
    Automatically synchronize Inbox with the Exchange server Yes Will update your Inbox with new mail periodically
    Partially receive messages Optional Will reduce initial mail download times for large messages, which can help on slower connections
    Check for unread messages in all folders Optional Will examine Exchange folders you have access to view, looking for new messages; can take a while to examine every folder
    Empty the "Deleted Items" folder when quitting Entourage Suggested Removes deleted messages, which can help you stay under your mailbox quota limit. When your messages are purged in this manner, you should be able to recover deleted items for up to 30 days from the RIT Outlook Web Access client at http://mymail.rit.edu/
  17. Click on the tiny close box in the top left corner of the advanced settings area to close the pop-up dialog box and save the changes.
  18. Enter "mymail.rit.edu" in the "SMTP server" field.
    Note: To successfully send calendar event invitations at RIT, Microsoft Entourage 10.1.4 requires that you use "mymail.rit.edu" as the outgoing mail server.
  19. Click on the "Click here for advanced sending options" button under the "Sending mail" heading. A small pop-up dialog box appears.
    Turn on SSL and authentication
  20. Enable the "SMTP service requires secure connection (SSL)" option.
  21. Turn on the "SMTP server requires authentication" option.
    Note: If you fail to enable SSL and authentication, or if your password is incorrect, you will not be able to successfully send mail.
  22. Enter "rit.edu" as the "Domain for unqualified addresses." Do not enter an at symbol ("@") with the "rit.edu."
  23. Click on the tiny close box in the top left corner of the advanced settings area to close the pop-up dialog box and save the changes.
  24. Click on the "Directory" tab.
  25. Put "main-gc.rit.edu" in the "LDAP server" field.
    Note: The "main-gc.rit.edu" Global Catalog server is for the "main" domain (recall entering "main.ad.rit.edu" as the domain earlier). With "main-gc," you may or may not be able to look up accounts in other domains, if others are implemented at RIT.
  26. Click on the "Click here for advanced options" button. A pop-up dialog box appears.
    Entourage 2004 Advanced Directory Service options for Exchange accounts
  27. Turn on the "This server requires me to log on" option.
  28. Disable the "This LDAP server requires a secure connection (SSL)" choice.
    Note: Encryption with SSL is not currently supported on "main-gc.rit.edu."
  29. Verify that the "Override default LDAP port" option is enabled, and set to port 3268.
  30. Close the advanced options dialog box.
  31. Click on the "Advanced" tab.
  32. Enter "mymail.rit.edu/public/" in the "Public folders server" field.
  33. Turn on the "DAV service requires secure connection (SSL)" option.
    Note: This option protects traffic sent and received by Entourage. You should turn it on to keep your data private while it is sent over the campus network or the Internet. In fact, it is required for successful connections to synchronize your calendar and other kinds of data in your Exchange account.
  34. Close the "Edit Accounts" window by clicking on the "OK" button. This saves your changes.
  35. Close the "Accounts" window by clicking on the close button in its title bar.

That's it! Entourage will synchronize its local database with your Exchange mailbox on the Exchange servers.

Depending on the amount of data -- mail, calendar events, contacts -- stored in your Exchange account, that synchronization may take minutes or hours. As information is synchronized, it will appear in Entourage's views. Entourage will indicate that Exchange data is being synchronized in the progress bar at the bottom right corner of the main window.


Entourage 2004 Exchange synchronization indicator

Set up preferences

To use Entourage more effectively at RIT, we recommend you go through the following steps to set preferences in the program. If we don't mention a specific preference, we do not currently have any advice for setting it.

  1. Select "General Preferences" from the "Entourage" application menu.
  2. Click on the "Address Book" tab in the "General Preferences" window.
    ErageGeneralPrefsAddrBk: ErageGeneralPrefsAddrBk
  3. Enter "585" in the "Default area code" field.
  4. Turn on the three "Automatically link" options (if you have a G4 or faster computer) to enable some advanced information management features in Entourage:
    • Automatically link contacts with the messages I send to them
    • Automatically link contacts with the messages I receive from them
    • Automatically match message categories to senders' categories
  5. Click on "Calendar" tab.
    ErageGeneralPrefsCalendar: ErageGeneralPrefsCalendar
  6. Place checks in the checkboxes next to the days of your calendar work week in the "Calendar work week" section.
  7. Enter your work days starting and ending times in the "Work hours" section.
  8. Click the "OK" button to close the "General Preferences" window and save the changes.
  9. Select the "Mail & News Preferences" from the "Entourage" application menu.
    ErageMailNewsPrefsMenu: ErageMailNewsPrefsMenu
  10. Click on the "Read" tab in the resulting "Mail & News Preferences" window.
    ErageMailNewsPrefsRead: ErageMailNewsPrefsRead
  11. Turn off the "Hide IMAP messages marked for deletion" option.
  12. Click on the "Compose" tab.
    ErageMailNewsPrefsCompose: ErageMailNewsPrefsCompose
  13. Turn on the "Automatically check names when sending messages" option.
  14. Verify that the "Mail format" and "News format" pop-up menus are both set to "Plain Text."
  15. Verify that the "Encode for" pop-up menu is set to "Any computer (AppleDouble)."
  16. Turn on the "Append file name extensions" option.
  17. Click the "OK" button to close the "Mail & News Preferences" window and save the changes.

That's it! You are done setting up Microsoft Entourage to check your RIT e-mail, schedule events on your calendar, and synchronize your address book with our Microsoft Exchange system.