Outlook Actions

The Create Profile and Create 365 Profile actions use functionality and configuration tasks similar to those involved in configuring Outlook Exchange Accounts using the Office Customization Tool.

For further information about the Office Customization Tool, see this Microsoft documentation.

In this section:

Configure a Create Profile Action

This action creates an Outlook mail profile for managed users and is primarily used for on-premises Exchange accounts. To add this action, select or create a node or condition on a User trigger and select Outlook > Create Profile from the Actions ribbon. There are three main tabs to configure: Profile, Cached Mode and Outlook Anywhere.

Profile

Complete the following fields:

  • Profile Name - The display name for the profile on endpoints, visible through the Mail Properties Control Panel or through Outlook when selecting a profile from startup. A profile is not created if one of the same name exists on the endpoint.
  • Mailbox Name - The name of the Mailbox Account for the given user. This is typically the username of the logged on user and so is initially populated with the %USERNAME% environment variable as a placeholder.
  • Exchange Server - The name of the computer running the Exchange server.
  • Configure any additional mail boxes to which users require access. Click Add and enter the Display Name and Mailbox Distinguished Name for the required mailbox. The Mailbox Distinguished Name looks up the LegacyExchangeDN attribute from the users AD account. Repeat to add further mailboxes.

Cached Mode

Select Use Cached Exchange Mode and configure the following properties:

  • Download shared folders - Synchronize shared mail and non-mail folders.  
  • Download public folder favorites - Synchronize public folder favorites.
  • Path and filename of the Outlook data file - The location of the offline data file (OST) on endpoints. This is optional and if left blank is saved to the default location for the operating system in the profile.
  • Directory path to store Offline Address Book files - The location of the offline address book. This is optional and if left blank is saved to the default location for the operating system in the profile.
  • Mail to keep offline - The amount of data that is saved offline. Any mail older than the selected period is not synchronized.

Outlook Anywhere

Configure the following properties:

  • Configure Outlook Anywhere - Enable users to connect with Outlook Anywhere.
  • Use this URL to connect to my proxy server for Exchange - The URL of the required Exchange server.
  • Connect using SSL only - Users can only connect using Secured Sockets Layer (SSL).
  • Mutually authenticate the session when connecting with SSL - The server and client must authenticate each other before a connection can be made using SSL.

  • Principal name for the proxy server - The name of the proxy server to which clients connect.

    The principal name for the  proxy server must be prefixed with msstd:
    For example, msstd:mail.company.local.

  • On fast networks, connect using HTTP first then connect using TCP/IP - On fast networks clients attempt to connect using HTTP. If this is unsuccessful, they attempt to connect using TCP/IP.
  • On slow networks, connect using HTTP first then connect using TCP/IP - On slow networks clients attempt to connect using HTTP. If this is unsuccessful, they attempt to connect using TCP/IP.
  • Use this authentication when connecting to the proxy server for Exchange - Select the authentication type:
  • Password Authentication (NTLM)
  • BasicPassword Authentication

Configure a Create 365 Profile Action

Note: The creation of a profile action for Office 365 is not supported for Microsoft Office 2016 and later.

This action creates a mail profile specifically for connection to Outlook 365 accounts. To add this action, select or create a node or condition on a User trigger and select Outlook > Create 365 Profile from the Actions ribbon. There are two main tabs to configure: Profile and Cached Mode.

Profile

Complete the following fields:

  • Profile Name - The display name for the profile on endpoints, visible through the Mail Properties Control Panel or through Outlook when selecting a profile from startup. A profile is not created if one of the same name exists on the endpoint.
  • User Email - The email address for the given user. This field is blank by default which uses the autodiscover service to look up domain users' mail connection.

Configure any additional mail boxes to which users require access. Click Add and enter the Display Name and Mailbox Distinguished Name for the required mailbox. The Mailbox Distinguished Name looks up the LegacyExchangeDN attribute from the users AD account. Repeat to add further mailboxes.

Cached Mode

Select Use Cached Exchange Mode and configure the following properties:

  • Download shared folders - Synchronize shared mail and non-mail folders.  
  • Download public folder favorites - Synchronize public folder favorites.
  • Path and filename of the Outlook data file - The location of the offline data file (OST) on endpoints. This is optional and if left blank is saved to the default location for the operating system in the profile.
  • Directory path to store Offline Address Book files - The location of the offline address book. This is optional and if left blank is saved to the default location for the operating system in the profile.
  • Mail to keep offline - The amount of data that is saved offline. Any mail older than the selected period is not synchronized.

Configure an Update Mailboxes Action

  1. This action adds and deletes additional mailboxes for existing Outlook profiles.
  2. In the Policy Configuration navigation tree, select or create a node or condition on a User trigger.
  3. In the Actions ribbon, select Outlook > Update Mailboxes.

  4. Enter the Profile Name to be modified. This is the display name for the profile on endpoints, visible through the Mail Properties Control Panel or through Outlook when selecting a profile from startup.

    The configuration steps for opening and removing mailboxes are the same.

  5. Click Add.
  6. Enter a Display Name and the Mailbox Distinguished Name for the mailbox. The display name must be unique within the action. If more than one mailbox has the same display name, only the first will be added to the profile.
  7. Repeat steps 4 and 5 to configure further mailboxes to add or remove.
  8. Click OK to save the action.

When the action is triggered, the selected profile opens and the mailboxes specified are added or removed as configured in the action. If the entered profile does not exist the action fails.

Configure an Email Signature Action

Configure an Outlook signature file for managed users.

  1. In the Policy Configuration navigation tree, select or create a node or condition on a User trigger.
  2. In the Actions ribbon, select Outlook > Email Signature.
  3. Enter a Name to identify the signature.
  4. Configure the text for the signature. You can configure different signatures for New Messages and Replies and Forwards or select Also use this signature for replies and forwarding to use the same message for all.
  5. Click OK to save the action.

Related topics

Action Management