Auto Printing Rules and Outlook Desktop Setup

To ensure auto-printing rules function correctly for service accounts, each account must be configured as the primary account within the Outlook Desktop client.

Account Association Requirements

• If the user’s NetID is linked to the service account:

  • You cannot add the auto printing service account alongside their personal account.
  • However, multiple service accounts may be added if needed.

• If the user’s NetID is not linked to the service account:

  • Both personal and service accounts can be accessed in the same Outlook Desktop profile.
  • Auto printing rules will carry over without issue.

Important: If the NetID is linked and the user’s personal account is already set up in Outlook, follow the removal steps below before proceeding to set up the service account. Otherwise, you may skip directly to the Setting Up the Outlook Desktop Profile section.

Removing Email Accounts from Outlook Desktop

If a personal account is already associated with Outlook Desktop, follow these steps to remove it:

1. Open the Windows search bar and type Control Panel, then press Enter.
2. In the top-right corner, search for Mail.
3. Click on Mail (Microsoft Outlook 2016).
4. Select Show Profiles.
5. Highlight the existing Outlook profile and click Remove.
6. Confirm by clicking Yes.

This process clears existing account settings, allowing for a fresh Outlook profile setup.

Setting Up the Outlook Desktop Profile

1. Open the Windows search bar and type Outlook, then press Enter.

2. If prompted to enter a profile name, any name is acceptable (e.g., “ServiceProfile”).

3. When entering the service account email, format it as follows:

   • Replace the “@” symbol after “library” with an underscore (“_”).
   • Replace the “.” between “wisc” and “edu” with an “@”.

   Example:
   Original email: memcircprint@library.wisc.edu
   Formatted email: memcircprint_library@wisc@edu

   This formatting is essential for auto printing rules to transfer correctly.

4. When prompted, enter NetID credentials using this format:

   • Username: serviceAccountName_library
     (e.g., memcircprint_library)
   • Password: Enter the service account password. If unknown, contact your supervisor. If they do not have the password, please have them reach out to LTG.

5. Click Log In to complete the account setup.

6. If no additional accounts are needed, click Done.
   To add more service accounts, repeat steps 3–5 for each account, using the same formatting. Use the Add Another Email Address option when prompted.