Calmblue

This  guide will explain how to set up an email account that supports IMAP, with Microsoft Outlook 2003

This guide is also applicable for Microsoft Outlook 2002 (XP)

You will need the following information to complete this guide:

• The email address of your IMAP enabled email account.
• The address of the server you connect to to retrieve your emails (incoming mail server).
• The address of the server you connect to to send emails (outgoing mail server or SMTP server) and whether it requires authentication.
• The user name for your IMAP email account (this is often the same as your email address or the part before the ‘@’ symbol).
• The password for your email account.
• The ports that your provider’s incoming and outgoing server uses and whether they use secure password authentication (SPA) and SSL/TLS

Setting up Outlook 2003 with your Calmblue email account?
Check our Calmblue email page for the information.

If this is the first time you have run Outlook 2003 you will be presented with the Accounts wizard so you can skip this first bit…

Go to the menu ‘Tools’ and click on ‘E-mail Accounts…’ if you cannot see ‘Email Accounts…’ click the two blue arrows at the bottom of the menu to reveal all the options.

You will be presented with the Accounts wizard, click on ‘Add a new e-mail account’ then click ‘Next’

Now select IMAP and then click ‘Next’ again

Now click on ‘More settings …’. You will be presented with another window that has four tabs: General, Outgoing server, connection and Advanced. In the ‘General’ tab you can enter your organisation name or ‘private’ if you like, then your email address again, although this is not essential.

Change to the ‘Outgoing server’ tab, this is where we set up how you send emails. Tick ‘My outgoing server (SMTP) requires authentication’ if yours does – most do. Then leave ticked ‘Use same settings as my incoming mail server’ as this will normally be the case. If your outgoing server requires different login details then you will need to tick ‘Log on using’ and enter them in there.

Finally, click on the ‘Advanced’ tab to select the ports Outlook should connect to you sever on and whether the server uses SSL.

• Under ‘Incoming server (IMAP), tick ‘This server requires an encrypted connection (SSL)’ and the port should change to 993. This will be correct for most secure servers.

• Under ‘Outgoing server (SMTP) tick ‘This server requires an encrypted connection (SSL)’ then manually change the port to 465. This will be correct for most secure servers*. For example:

*When using Outlook 2002 (XP) with a server that supports TLS you should leave the outgoing (SMTP) server port as 25.

After clicking ‘OK’ you will be dropped back at the ‘Email accounts wizard’ where you can click ‘Next’ followed by ‘Finish’ to finish setting up your account.

It may not be immediately clear where your IMAP mail and folders are because they do not appear in the ‘Personal’ (local) folders. However if you look on the left, below the personal folders you should see an icon with the name of your IMAP account to the right of it. Click the small ‘+’ symbol to expand the folder and reveal all of your IMAP folders and emails.

Managing IMAP email with Outlook 2003 tips:

Deleting and moving emails

You may find that when you delete an email from one of your IMAP folders or move one from one folder to another that Outlook does not behave as you would expect. This may be because when you tell Outlook 2003 to delete an email it just marks it for deletion, which is portrayed to you by the email having a line through it, it does not move it to a ‘deleted’ folder. When you tell Outlook 2003 to move an email from one folder to another it copies it to the new folder and just marks the old one for deletion.

To delete emails which are marked for deletion you need to go to the ‘Edit’ menu and click on ‘Purge deleted messages’.  Note, this will only ‘purge’ the emails in the currently selected folder.

If you like the idea of having a ‘deleted items’ folder in operation you could move mails to your ‘Personal’ ‘Deleted items’ folder then purge the IMAP folder they were moved from before you exit Outlook.

To move an email, right click on it then click on the option ‘Move to folder …’ and choose which folder to move it too.

With all this purging it might be nice to have a quick short cut to ‘Purge’:

• Go to the ‘Tools’ menu and click on ‘Customize’
• Choose the ‘Commands’ tab and select ‘Edit’ from the box on the left hand side.
• Find ‘Purge deleted Messages’ in the right hand box and drag it to your tool bar (just next to the delete button for example)

Sound a little complicated? It is. I recommend Thunderbird.

This Calmblue guide by Simon Bell is licensed under a Creative Commons Attribution-Share Alike 2.0 UK: England & Wales License

This guide was carried out on Windows XP SP3 and should also be applicable for Windows 2000

WebDAV can be viewed as a network filesystem suitable for the Internet. It is an open, IETF proposed standard.

To connect Windows XP/2000 to a WebDAV share you will need to know the following infomation:

• The server address where the WebDAV is (this will most likely be a sub domain ie. dav.example.com).
• The folder (directory) name you wish to access.
• Whether you should connect securely (over https) or not.
• Any user names and passwords necessary to view/edit files contained in the share.

Once you have this information handy, click on the Start button in the bottom left of the screen followed by My Network Places. If you cannot see My Network Places, open My Computer then click on My Network Places under the Other Places heading on the left hand side.

Once you have the My Network Places window open, click on Add a Network Place:

You will now be presented with the Add Network Place Wizard. Click Next then, leaving Choose another network location selected, click Next again.

You will now be asked what the address of the network location is. Format it as follows; if you are connecting securely enter:

https://

Otherwise enter:

http://

Next you need to add the server address to that, followed by the directory you wish to access eg.

https://dav.example.com/webdav

Click Next again and Windows will connect to the server. Depending on the server configuration you may be asked for a User name and Password, enter them and then choose a name for your shortcut icon.

From now on, when you go to My Network Places you will have a shortcut to the WebDAV net share.

Possible problems:

1. As far as I am aware it is not possible to connect Windows XP/2000 to a WebDAV share running on a non default port ie. It has to be on 80 (http) or 443 (https).

This Calmblue guide by Simon Bell is licensed under a Creative Commons Attribution-Share Alike 2.0 UK: England & Wales License