Re: changing identity with Outlook Express

  • From: "david the wild-thing" <d.h.whitehead@xxxxxxxxxxxx>
  • To: <jfw@xxxxxxxxxxxxx>
  • Date: Tue, 7 Dec 2004 12:45:03 -0500

 How to Create and Use Identities in Outlook Express 5.x and 6.0
(Q209169)

The information in this article applies to:

. Microsoft Outlook Express versions 5, 5.01, 5.5 for Windows 95
. Microsoft Outlook Express versions 5, 5.01, 5.5 for Windows 98
. Microsoft Outlook Express versions 5, 5.01, 5.5 for Windows NT 4.0
. Microsoft Outlook Express versions 5.01, 5.5 for Windows 2000
. Microsoft Outlook Express, version 5.5 for Windows Millennium Edition
. Microsoft Outlook Express Version 6 for Windows 2000
. Microsoft Outlook Express Version 6 for Windows 98
. Microsoft Outlook Express Version 6 for Windows 98 Second Edition
. Microsoft Outlook Express Version 6 for Windows Millenium Edition
. Microsoft Outlook Express Version 6 for Windows NT 4.0

SUMMARY

In earlier versions of Outlook Express, you can distinguish between multiple
users by creating user profiles. In Outlook Express 5 and later, a new
feature
called identities performs this function. This article describes how to
create, use, and manage identities in Outlook Express. The following topics
are described fully in the "More Information" section of this article:

. Managing identities

. * Creating a new identity
. * Switching between identities
. * Changing the default identity
. * Setting a password

. Managing contacts

. * Creating subfolders
. * Sharing contacts
. * Moving contacts

NOTE: This article and the additional articles that are referenced in this
article assume that each user already has an e-mail account to view e-mail
messages.  If you do not have an e-mail account, you must obtain one from an
Internet service provider (ISP) before you can use Outlook Express to view
e-mail messages.
Furthermore, this article does not describe how to configure an e-mail
account, including what to type for the e-mail address, e-mail server type,
incoming and outgoing e-mail servers, or password. For additional
information about how to configure an e-mail account, see the "References"
section of this article.

If you have more than one person in your house who uses the same computer
for e-mail, each person can have a separate message store in Outlook
Express.
This means that each person can have separate messages, contacts, and
personal settings. You can do this by creating multiple identities. After
you create
the identities, you can switch between those identities without shutting
down your computer or losing your Internet connection.

If you do not have multiple people in your house who use the same computer
for e-mail, but you have multiple e-mail accounts that you use to view
e-mail
messages, you do not need to use multiple identities. You can view all of
your e-mail messages by using the same identity.

Do not confuse identities with e-mail accounts. For separate people to keep
their e-mail completely separate, you need to configure each identity with a
separate e-mail account. To do this, start Outlook Express by using the
identity, and then add or configure the appropriate e-mail account.

For example, if you want two different people to view their e-mail messages
separately, each person's identity needs to be configured with each person's
own e-mail account. If you create two separate identities for two different
people, but you configure each identity with the same e-mail account, both
people receive the same e-mail messages. Similarly, if you create a new
identity for a different person, but you do not configure the new identity
with any e-mail accounts, the identity does not receive any e-mail messages.

Managing Identities

When you first start Outlook Express, a default main identity is created.
The main identity is used until you switch to another identity or until you
set another identity as the default. Because you are not using user
profiles, you do not have to restart your computer to use a different
identity, but you do have to quit and restart Outlook Express.

You can manage identities by using Identity Manager. You can use Identity
Manager to modify existing identities, create new identities, and change
default identities. To start Identity Manager, use one of the following
methods:

. * On the File menu, click Switch Identity, and then click Manage
Identities.
. * On the File menu, point to Identities, and then click Manage Identities.

Creating a New Identity

To create a new identity:

1. View the New Identity dialog box by using one of the following methods:

. * On the File menu, point to Identities, and then click Add New Identity.
. * On the File menu, point to Identities, click Manage Identities, and then
click New.
. * On the File menu, click Switch Identity, click Manage Identities, and
then click New.

2. In the Type your name box, type a name for the identity.

3. If you want to set a password for your identity, click to select the
Require a password check box, type a password in the New Password and
Confirm New Password boxes, and then click OK.

4. Click OK. If you want to switch to the new identity now, click Yes.
Otherwise, click No, and then click Close.

When you create a new identity, a new entry is created in the registry, and
a new folder is created on the hard disk for that identity's message store.

Identity information is stored in the following registry key

HKEY_CURRENT_USER\Identities\account_ID

where account_ID is the full path to the folder where the message store is
located. The default location of the message store is in the
Windows\Application Data\Identities\account_ID folder.

NOTE: If user profiles are enabled, the location of the message store is in
the Windows\Profiles\user_name\Application Data\Identities\account_ID
folder, where user_name is the name you use to log on to Windows, and
account_ID is the full path to the folder where the message store is
located.

Switching Between Identities

To switch to a different identity when Outlook Express is already running:

1. On the File menu, click Switch Identity.

2. Click the identity that you want to switch to. If you set a password for
the identity, type the password in the Password box.

3. Click OK. When you do so, Outlook Express automatically quits and
restarts by using the identity you selected.

NOTE: When you switch identities while you are sending and receiving
messages, Outlook Express 5.5 may quit unexpectedly. For additional
information about
this issue, click the article number below to view the article in the
Microsoft Knowledge Base:

Q271741 OLEXP: Outlook Express 5.5 Quits When You Switch Identities

In addition, when you switch identities, Outlook Express 5.5 may stop
responding (hang). For additional information about this issue, click the
article number below to view the article in the Microsoft Knowledge Base:

Q274017 OLEXP: Outlook Express Stops Responding or Does Not Start

To switch to a different identity when Outlook Express is not already
running, start Outlook Express, and then click the identity that you want to
switch to when you are prompted to do so.

NOTE: If you do not log off from your current identity before you quit
Outlook Express, you may not be able to log on by using a different
identity. In addition, other people may be able to start Outlook Express by
using your
identity, even if you set a password for your identity. To work around this
issue, log off from the current identity before you quit Outlook Express.

To log off from the current identity:

1. On the File menu, click Switch Identity.

2. Verify that the current identity is selected, click Log Off Identity, and
then click Yes.

After you perform these steps, the next time that you start Outlook Express
you are prompted to select an identity.

Changing the Default Identity

To change the default identity:

1. Start Identity Manager using one of the following methods:

. * On the File menu, point to Identities, and then click Manage Identities.
. * On the File menu, click Switch Identity, and then click Manage
Identities.

2. Click the identity that you want to use as the default identity, click
Make Default, and then click Close.

If the default identity is successfully changed, "default" is displayed next
to the new default identity.

Setting a Password

To set a password for an existing identity:

1. Start Identity Manager.

2. Click the identity that you want to set a password for, and then click
Properties.

3. Click to select the Require a password check box, type a password in the
New Password and Confirm New Password boxes, and then click OK.

4. Click OK, and then click Close.

Managing Contacts

The Address Book provides a convenient place to store contact information
for easy retrieval by programs such as Outlook Express. In the Address Book,
you
can keep contacts in your main folder or organize contacts into subfolders.
If you have contacts that you want to share with other people who use
Outlook Express on the same computer, you can move the contacts into the
Shared Contacts folder, where other identities can view them when they use
the Address Book.

To open the Address Book, click Address Book on the Tools menu.

In the Address Book, if you cannot see the folders on the left, click
Folders and Groups on the View menu.

Creating Subfolders

To create a subfolder:

1. In the Address Book, click New Folder on the File menu.

2. Type a name for the folder in the Folder Name box, and then click OK.

A new folder is automatically created in the Address Book when you create an
identity in Outlook Express.

Sharing Contacts

The two folders that automatically exist in the Address Book are the Main
Identity's Contacts folder and the Shared Contacts folder, a folder that you
can use to share contacts with other identities. Neither of these folders
can be deleted, but folders for additional identities are created as new
identities are created.

You can make a contact available to other identities by putting the contact
in the Shared Contacts folder. You can either create a new contact in the
Shared Contacts folder or move one of your existing contacts into the
folder.

NOTE: If you move a contact to the Shared Contacts folder, the contact no
longer exists in the original folder. You can make a copy of the contact
information for your folder, but changes that you make there are not
reflected in the Shared Contacts folder or vice versa.

Moving Contacts

To move contacts:

1. In the Address Book, click the contact that you want to move.

2. Drag the contact from the list on the right to the group or folder on the
left that you want to move the contact to.

NOTE: When you drag a contact to a group, a copy of the contact remains in
the original folder, but when you drag a contact to a folder, the contact is
moved and the contact no longer exists in the original folder. In addition,
subfolders cannot be moved within an identity's folder list.

REFERENCES

The Outlook Express Help is an excellent reference for detailed information
about configuring and using identities. For more information about
identities, click Contents and Index on the Help menu, click the Search tab,
type identities in the Type in the keyword to find box, and then click List
Topics to view all of the topics about identities.

For additional information about adding e-mail accounts:

. Click Contents and Index on the Help menu, click the Search tab, type add
mail account in the Type in the keyword to find box, and then click List
Topics to view the "Add a mail or news account" topic.

. Click the article number below to view the article in the Microsoft
Knowledge Base:

Q171163 OLEXP: How to Configure Outlook Express for Internet Mail





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