What is an e-mail profile?

E-mail profiles are what Outlook uses to remember which e-mail accounts you use and where the data for each account is stored. Each profile provides Outlook Support with the following information:
What account information to use This information includes the user name, display name, e-mail server name, and Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) account password.
Where the e-mail data is delivered and stored In Outlook, data is delivered and stored either on the e-mail server or a in .pst file on your computer. This data includes rules, messages, contacts, calendars, notes, tasks, journals, Search Folders, and other settings.
Outlook e-mail profiles are stored in the Windows registry. When Outlook starts, it retrieves the profile information from the registry.
You use the Mail icon in Control Panel to access options for configuring Outlook e-mail profiles. The Mail icon won't appear unless you have Outlook installed and have run the program at least one time.
When you run Outlook for the first time, a startup wizard guides you through the process of creating a new profile. The profile thus created runs whenever you start Outlook. Most people maintain only one profile — however, you might sometimes find it useful to have more than one. For example, you might want to use one profile for work mail and a second profile for personal mail. Also, if other people use the same computer that you do, their accounts and settings can be kept in separate profiles that have different names.
You cannot use passwords to protect Outlook profiles. To help protect your Outlook data from intrusion by other people, you should use a password-protected Windows user account.
You cannot switch from one e-mail profile to another while Outlook is running.
A basic profile consists of one or more e-mail accounts and a storage file. A private individual might have an Internet e-mail account, such as a POP3 account, while corporate workers might have a Microsoft Exchange account. Accounts of other types (including IMAP4 and HTTP accounts) can be added to any profile, and so can additional storage files (such as an Archive.pst file for keeping older messages). Sometimes extra services, such as fax and address book directories, may be included as well.
While a profile can include multiple Internet-type accounts, it can include only one Exchange account.

Add names to your Safe Senders List


If the Junk E-mail Filter mistakenly marks an e-mail message as junk, you can add the sender of that message to the Safe Senders List. E-mail addresses and domain names that appear in the Safe Senders List are never treated as junk. Email Support and Outlook Support provided by certified technician..

1. On the Tools menu, click Options.
2. On the Preferences tab, under E-mail, click Junk E-mail.
3. Click the Safe Senders tab.
4. Click Add.
5. In the Enter an e-mail address or Internet domain name to be added to the list box, enter the name or address that you want to add. For example, you can add the following types of addresses:
§ someone@example.com
§ @example.com
§ example.com
6. Click OK.

If you want all of your Contacts to be considered safe senders, select the Also trust e-mail from my Contacts check box. Some people whom you correspond with may not be listed in your Contacts. If you want all such people to be considered as safe senders, select the Automatically add people I e-mail to the Safe Senders List check box. For more information, If is turned on (the default setting), messages from or to e-mail addresses or domain names that are in the Safe Senders List and the Safe Recipients List will be treated as exceptions, and external content (such as pictures) won't be blocked. An exception is made when the Permit downloads in e-mail messages from senders and to recipients defined in the Safe Senders and Safe Recipients Lists used by the Junk E-mail filter check box in the Automatic Picture Download Settings dialog box is cleared.
If you have existing lists of safe names and addresses, you can move that information into Outlook by saving the list as a text (.txt) file that has one entry per line, and then importing the list. For more information, see Import e-mail addresses into your Junk E-mail Filter Lists.
To quickly add a sender, domain name, or mailing list name to the Safe Senders List, right-click a message from a source that you consider safe. On the shortcut menu, point to Junk E-mail, and then click Add Sender to Safe Senders List or Add Sender's Domain (@example.com) to Safe Senders List.
To remove a name from the Safe Senders List, on the Safe Senders tab, click the name that you want to remove, and then click Remove.
To change a name in the Safe Senders List, on the Safe Senders tab, click the name that you want to change, and then click Edit.
If you are using a Microsoft Exchange account, all of the names and e-mail addresses that are in your organization's address book (also known as the Global Address List) are automatically considered safe.

How the Junk E-mail Filter works


The Junk E-mail Filter evaluates each incoming message based on several factors, including the time when the message was sent and the content of the message. The filter does not single out any particular sender or message type, but instead analyzes each message based on its content and structure to discover whether or not it is probably spam. The Junk E-mail Filter is turned on by default, and the protection level is set to Low. This level is designed to catch the most obvious spam. You can make the filter more aggressive by changing the level of protection. Also, the Junk E-mail Filter can be updated periodically to protect against the latest techniques that spammers use to spam your Inbox.

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What is e-mail accounts

Outlook supports Microsoft Exchange, as well as POP3 and some HTTP e-mail accounts. Your Internet service provider (ISP) or e-mail administrator can provide you with the configuration information that you need to manually set up your e-mail account in Outlook.

For most accounts, Outlook can automatically detect and configure the account by using just a name, an e-mail address, and a password. Exchange account users usually do not not have to type any information, because Microsoft Office Outlook 2007 can identify the network credentials used to connect to the Exchange account.

E-mail accounts are contained in profiles. A profile is comprised of accounts, data files, and settings that contain information about where your e-mail is stored. A new profile is created automatically when you run Outlook for the first time, and after that the profile runs each time that you start Outlook.

Most people need only one profile. However, sometimes you might find it useful to have more than one profile. For example, you might want one profile for work and another profile for home. Also, if other people use the same computer that you do, their e-mail accounts and settings can be kept in a separate profile, under a different profile name.

Note For Outlook Express users, profiles in Outlook are similar to identities in Outlook Express. Outlook profiles have no relation to the hardware and software profiles in the Microsoft Windows operating system.

Depending on your needs, you can add several e-mail accounts in a single Outlook user profile. For example, you can add an Exchange account to handle your business e-mail and then add an Internet e-mail account, such as a POP3 account from your ISP, to process your personal e-mail. Profiles can contain all of your e-mail accounts, but there is a limit of one Exchange account per profile.

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Microsoft Windows Share Point Services and Outlook 2007

Microsoft Office Outlook 2007 and Microsoft Windows Share Point Services 3.0 enable people to share information and work together on tasks and projects. By using Office Outlook 2007, you can access a variety of collaborative areas in Windows Share Point Services 3.0 that enable you to start discussions, share calendars, update common contact lists, maintain version control over jointly authored documents, and more.

The following table shows the features that Outlook offers for personal information management and the corresponding Share Point features that provide sharing across an organization.

Outlook feature

Share Point feature

My Calendar


My Documents

Document Libraries


Discussion Boards

Address Book/Contacts

Contact Lists


Task Lists