MS Outlook

Internet and Email access

Using the Microsoft Exchange Server at CGIAR (email) and Microsoft Outlook


Once you have joined ILRI/ICRAF, you will be provided with an email address This e-mail address is protected from spambots and you will need JavaScript to be enabled on your computer to be able to view it

For example a staff with the name Elizabeth Williams will have an email address to use as long as she stays at ILRI/ICRAF. All addresses of ILRI/ICRAF and other hosted organizations staff are automatically put in the global address book with the format Lastname, Firstname (Organization) and can be searched with the last name from the address book. For example if Elizabeth Williams works at IFPRI, her address is put in the global address book as Williams, Elizabeth (IFPRI). The address book may also contain additional information about the person like telephone number, office, title, etc. when applicable.

Searching individual addresses from the address book is done using the last name of the person.

In most cases (leaving those exceptional e.g when we get staff who have the same last name and first initial) the email address of a staff in the ILRI/ICRAF campus is in the format

Group mails are also included in the address book.

For example if one wants to send an email to the entire staff in the ILRI Ethiopia campus, he/she just has to follow the following steps.

  • Point to New and then Mail Message.
  • A new message window will appear
  • Click the To field. A dialog box Select Names will appear to give you an option to select addresses from the address book.
  • To view the available group addresses, click the down arrow on the Show Names from the: In our example if one wants to send email to everyone in the Ethiopia campus, we can see ILRI Ethiopia campus in the group list.
  • Close the drop down menu and type this group address in the Type Name or Select from List: box. Double-click the group address, which is ILRI Ethiopia Campus, in the Name field and click OK.
  • You will get the following window which lets you write your message and send to everybody in the ILRI Ethiopia campus.
Same applies to the other group mails in the Outlook. As a staff in the campus, you are provided with limited amount of space on the Microsoft Exchange Server at ILRI/ICRAF.

The longer you use Outlook, the more items you accumulate in your Outlook folders. You might want to manage your Outlook folders to reduce the amount of space they take up. A simple way to save space is to empty the Deleted Items folder.

You can also move items to personal folders. Personal folders reside in your hard disk and not the Exchange Server.

Another way is to automatically archive or delete items when they reach a certain age.

Personal folders (.PST files)

You can move messages and other Outlook objects into a Personal Folder file (or PST) on your hard disk. This is an offline folder on your personal computer.

Using it frees ups space on the Microsoft Exchange Server.

To create a PST file:

  1. On the File menu, point to New, and then click Outlook Data File.
  2. In the Types of storage area, click Office Outlook Personal Folders File (.pst) to create a new Outlook 2003 .pst file. Click Outlook 97-2002 Personal Folders File (.pst) to create a new Outlook .pst file that is compatible with earlier versions of Outlook.
  3. Click OK.
  4. Use the default Outlook folder location, or you can locate a different folder location.
  5. In the File name box, type a name for the new .pst file, or you can use the default name. Click OK.
  6. In the Name box, type a title for the .pst file, or you can use the default title of Personal Folders. The title that you enter in the Name box is the name that is used on the Outlook 2003 All Mail Folders list, and it is applied to any shortcuts that are made for the .pst file on the Outlook Bar. You can also select an encryption setting and a password for the .pst file. After you select the settings that you want, click OK.
  7. Note You cannot change the encryption setting after you create the .pst file. For more information about the encryption settings, see the "Security settings for .pst files".
  8. The new .pst file is added to the Outlook 2003 All Mail Folders list. To view the Folder List, click Folder List on the Go menu.
  9. Click OK. The PST file is now displayed in the Folder List.

Managing of messages to a PST file

To create a folder in the PST file, right-click the PST file you just created and point to New Folder. The Create New Folder dialog box appears.

Type a name for the sub folder of the PST file in the Name box and click OK. The new sub folder will appear under the PST file you created.

You can create as many PST files as you wish and folders under the respective PST files. To move messages (or any Outlook objects) into a PST file: Select the message or messages you want to move. Drag any of the selected messages to the destination folder in the Folder List.

Outlook Web Access

As a staff at the ILRI and/or hosted organizations, you can access your email using the Outlook Web Access on your internet explorer when you are traveling or are outside your office. If you are a staff at ILRI Addis or a hosted organization staff in the ILRI Addis campus, type on a web browser and press enter.

A Connect to Outlook Web Access page dialog appears.
Type in your account information (your windows login information at your office on your machine).
For example if the user Elizabeth Williams logs into her machine with the following information at her office: Username: ewillaims Password: 123456 Domain: ILRI

She has to fill the following information in the dialog box. User name: ilriewilliams Password: 123456 And click OK.
There you can access your folders on the exchange server. Please note that you will not be able to access the customized PST files you created on your machine on the Outlook Web Access.
Please make sure to Log Off after you check and/or send your emails on the Outlook Web Access if you are using it on a public place (say from an Internet Café).