OL98: (CW) How to Set Up Outlook for Multiple or Roaming Users

It is often necessary to have multiple users log on to the same computer or have a roaming user log on to different workstations on the network. In each of these cases, it is preferable that users access their own Microsoft Outlook 98 settings.

This article describes how to set up Outlook to have multiple computer users or, in the case of Microsoft Windows NT, roaming workstation users if Windows NT uses roaming profiles.

The files that store Outlook settings are normally located in the default Windows folder. These files are:

• Views.dat: Stores name space views
• Outlprnt: Stores print style settings
• Profile Name.fav: Stores Outlook Bar settings
• AutoSignature information files for the various mail formats. These include: profile name.rtf for Outlook Rich Text; profile name.txt, and profile name.htm for Plain Text.

You can move these files to a unique location for each user, and change the Windows Registry settings to point to them for anyone who uses the computer.

For multiple users, locate the first three of the preceding four files in a separate folder for each user.

For roaming users, locate the first three of the preceding four files in a server-based, private user folder. If Windows NT is set up for roaming profiles, these files are available from anywhere the user logs on to the network. See the "References" section for more information.

How to Change the Registry Settings

WARNING: If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Microsoft cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk.

To modify the registry to have multiple computer users or, in the case of Microsoft Windows NT, roaming workstation users:

• Back up the registry.
• Modify the Office Explorer registry key.
• Add a new value of Views to the Office Explorer registry key.
• Add a new value of Signatures to the Office Explorer registry key.
• Modify the path to the Outlprnt file.

Each step is explained in detail in the following sections. For multiple users, copy the following files to a separate folder on the computer for each user: For roaming users, copy the files to a server-based, private folder for each user.

Back Up the Registry

1. Click Start, and then click Run. In the Open box, type regedit, and then click OK to start Registry Editor.
2. On the Registry menu, click Export Registry File.
3. Type a name for the registry file, and then click Save.

Modify the Office Explorer Registry Key

1. In Registry Editor, locate the following registry key:
   HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Outlook\Office Explorer
2. Right-click the Office Explorer key, point to New, and then click String Value.
3. Type Favorites as the name of the new String Value, and then press ENTER.
4. Right-click Favorites, and then click Modify.
5. In the Value Data window of the Edit String dialog box, type the path to the user's private folder by using the following format:
   Drive:\Path\ (for Multiple Users)
   \\Servername\Sharename\ (for Roaming Users)
   IMPORTANT: The path must end with a trailing backslash (\), and the user must have read-write permission to the folder and the file.

Add a New Value of Views to the Office Explorer Key

1. In Registry Editor, right-click the Office Explorer registry key, point to New, and then click String Value.
2. Type Views as the name of the new String Value, and then press ENTER.
3. Right-click Views, and then click Modify.
4. In the Value Data window of the Edit String dialog box, type the path to the user's private folder by using the following format:
   Drive:\Path\ (for Multiple Users)
   \\Servername\Sharename\ (for Roaming Users)
   IMPORTANT: The path must end with a trailing backslash (\), and the user must have read-write permission to the folder and the file.

Add a New Value of Signatures to the Office Explorer Registry Key

1. In Registry Editor, locate the following registry key:
   HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Outlook\Office Explorer
2. Right-click the Office Explorer registry key, point to New, and then click String Value.
3. Type Signatures as the name of the new String Value, and then press ENTER.
4. Right-click Signatures, and then click Modify.
5. In the Value Data window of the Edit String dialog box, type the path to the user's private folder by using the following format:
   Drive:\Path\ (for Multiple Users)
   \\Servername\Sharename\ (for Roaming Users)
   IMPORTANT: The path must end with a trailing backslash (\), and the user must have read-write permission to the folder and the file.

NOTE: Because Outlook 98 can use multiple signature files, the name of the RTF file does not have to match the name of the profile. All RTF files need to be placed into the same folder.

Modify the Path to the Outlprnt File

1. In Registry Editor, locate the following registry key:
   HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Outlook\Printing
2. Right-click Print Settings File, and then click Modify.
3. In the Value Data window of the Edit String dialog box, change the path to the user's private folder using the following format:
   Drive:\Path\Outprnt (for Multiple Users)
   \\Servername\Sharename\Outprnt (for Roaming Users)
   IMPORTANT: The user must have read-write permission to the folder and the file.
4. Quit Registry Editor, and then restart Windows.

For additional information, click the article numbers below to view the articles in the Microsoft Knowledge Base: