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Lab Handbook |
Outlook 2003 IMAP (SSL) Setup
UPDATED 2006-09-09
Table of Contents
Creating the IMAP Account
Creating and defining the view for the Sent mail folder
Viewing headers in your Sent mail folder
Moving Sent mail to the IMAP Sent mail folder
Turning off the Send/Receive schedule
Some final options to consider
Creating subfolders
This is information for setting up Microsoft Outlook 2003 for connecting to CRL's IMAP server. IMAP is the preferred method for accessing e-mail from various locations. These same mail folders are shared between CRL's web mail (http://crl.ucsd.edu/mail), Mozilla, Thunderbird, Evolution, and the terminal-based mail programs, Pine and Mutt.
If you are using Rules to automatically route e-mail to specific folders, follow the instructions on exporting rules. You can re-import these rules into the new IMAP account.
If you have a POP mail account defined, do not delete that account before setting up this IMAP account. It is possible to move all mail folders from the POP account to the IMAP account. Steps for moving mail from a POP account to an IMAP account are not documented here, but you can find your nearest system administrator to help you with this.
Creating the IMAP account
If you are running Outlook for the first time, skip this step. You will start with the window in the next step.
Select E-mail Accounts... from the Tools menu. |
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Click Add a new e-mail account. Click Next. |
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Click the Add... button. |
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Click IMAP. Click Next. |
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User Information
Enter your own name and e-mail address in the fields shown. In most cases, your E-mail address should be your @ucsd.edu address, not your @crl.ucsd.edu address.
Server Information
Incoming mail server: crl.ucsd.edu
Outgoing mail server: smtp.ucsd.edu
(only on the UCSD network or if you filled out the form to allow access from off the UCSD network at https://popmail.ucsd.edu/cgi-bin-auth/smtpauthcgi)
Login Information
Enter your username and password.
Click More Settings... |
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| In the General tab, you can leave crl.ucsd.edu as the Mail Account name.
Leave the other two fields blank.
Click the Advanced tab. |
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| For secure connections, so your password is not transmitted in clear text to everyone in the world (a good idea), check the box This server requires an encrypted connection (SSL).
NOTE: This will force a warning each time you check mail. To get rid of the warning, install the certificate that is provided by CRL at http://crl.ucsd.edu/handbook/ssl. Do this now, then come back to this document.
Click OK.
Click Next.
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Click Finish. |
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Creating and defining the view for the Sent mail folder
| If a folder named Sent does not appear under the crl.ucsd.edu heading in your mail folder list in the main Outlook window, you will want to add one so your sent mail can be saved on the IMAP server.
To add a Sent folder, right-click on crl.ucsd.edu (as shown) and select New Folder...
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| Enter Sent in the Name field.
Click OK.
The folder will now appear under the CRL IMAP heading as shown below. |
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| You will want to change the view settings for this folder since you want to see who the message is from rather than who sent the mail (which is always you).
Select the folder Sent so that it is highlighted as shown here. |
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| From the View menu, select Arrange By -> Current View -> Define Views.... |
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| Select IMAP Messages from the list and click the Copy... button. |
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| Name the new view IMAP Messages Sent.
Click OK. |
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| Click the Fields... button. |
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| Select Sent in the left pane.
Click Add ->.
Select To in the left pane.
Click Add ->.
Select From in the right pane.
Click <- Remove.
Select Received in the right pane.
Click <- Remove. |
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| Now slide those items you just added and arrange them in the same positions as the ones you removed. The order is shown on the right.
You can also click on the item and use the Move Up button to slide them into position.
Click OK. |
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| Click the Sort... button. |
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| Sort items by Sent.
If you prefer to sort your mail from oldest at the top to newest at the bottom, click Ascending, otherwise, leave the Descending button selected. |
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| Click the Apply View button to set these options for your Sent folder. |
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| This new view will be available directly from the View menu if you have other IMAP folders that you want arranged this way. |
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Viewing headers in your Sent mail folder
| Your Sent folder will not display the headers unless the message is downloaded. To do that, select all the messages in the Sent mail folder.
Right-click the selection (right-click one of the messages in the list).
Select Mark to Download Message(s) from the menu. |
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| Finally, pop up the Send/Receive button menu, and choose This Folder (crl.ucsd.edu). This may take a while depending on the number of messages you have in your Sent folder. Do not do anything in Outlook until this process is complete or you may cause Outlook to lock up or crash. |
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Moving Sent mail to the IMAP Sent mail folder
Note that when you send mail, messages will go into your Personal Folders Sent Mail folder. You will need to occasionally move messages from Sent Mail to your IMAP Sent folder if you want to view them in other IMAP mail clients. If you want to automatically save messages in the IMAP Sent folder, see these instructions.
Turning off the Send/Receive schedule
| Because IMAP connections are persistent (as long as you have a mail folder selected, it will display messages as they come in), you might want to turn off the automatic Send/Receive schedule. If you have a large number of messages in your mail folders, this can slow Outlook to a crawl.
To disable the schedules, choose Options... from the Tools menu.
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| Click the Mail Setup tab.
Click the Send/Receive... button.
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| Uncheck Schedule an automatic send/receive every 5 minutes.
Click Close.
If you can't live without this option, please do not set the value to less than 15 minutes. |
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Some final options to consider
Back at Options, click the Mail Format tab.
CRL recommends composing messages in Plain Text to be universally friendly with all e-mail clients. Also, if you uncheck the boxes as shown here, you will use the built-in editor in Outlook which is a little faster to load than the Microsoft Word editor. |
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Finally, click the Other tab.
Click AutoArchive.... |
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Uncheck Run AutoArchive every ....
IMAP messages cannot be archived.
Click OK.
Click OK. |
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Contacts, calendar events, notes, to-dos, etc., are all saved in your Personal Folders (on the local computer) and cannot be saved on the IMAP server. Therefore, if you access e-mail from multiple locations with multiple machines, you will need to find some way to manage these items.
Creating subfolders
You can create subfolders for arranging your mail. It's important you understand the IMAP definitions of "mail folders" and "folders". These are slightly different than Outlook folders.
Mail folders are files in which mail messages are stored.
Folders are directories in which mail folders and other folders can be stored.
In the following example, we are going to create a folder "personal" in which we can store multiple mail folders.
| To create a "personal" folder, right-click your IMAP account in your Mail or Folder list and choose New Folder... from the pop-up menu.
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| Type the name of the folder followed by a forward slash(/). |
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| You can now create mail folders within this folder, as shown.
You can never create folders within mail folders, however you can create folders within folders.
You also cannot store mail messages within a folder.
You will receive an error if you try to perform an operation that is not allowed by the IMAP server. |
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