Lab Handbook

Click on the certificate icon above to download our SSL Certificate. Installing this will prevent you from seeing warnings each time you access your mail. Internet Explorer users can choose to open this link directly after clicking it. If you use other browsers, you will need to download the certificate first. Then you can double-click the certificate to install it.

Detailed instructions for installing our certificate can be found at http://crl.ucsd.edu/handbook/ssl/.

Select E-mail Accounts... from the Tools menu.

If you are starting up Outlook for the first time, you will see this screen.

Click Next.

If you have already run Outlook and/or already have another account set up in Outlook, you will not see this screen. Instead, you will need to select Account Settings... from the Tools menu. Then, click the New... button. Choose the Internet E-mail option, click Next, and begin following the steps below.

Obviously, you want to set up e-mail, so check Yes.

Click Next.

Check the box to manually configure the server settings. This will save you some time from having to configure several items later.

Click Next.

Select Internet E-mail.

Click Next.

Confirm the following in this window:

Your name: Your own full name

E-mail Address: This should be the e-mail address you want people to reply to. This can be anything, including a Google or Yahoo mail account.

Account Type: IMAP

Incoming mail server: crl.ucsd.edu

Outgoing mail server: smtp.ucsd.edu

User Name: Your CRL username (not necessarily your UCSD username)

Password: Your CRL password (not necessarily your UCSD password)

You can check the box to remember your password.

Please click the More Settings... button. Do not click Next yet.

[not shown] In the General tab, type crl.ucsd.edu in the Mail Account section.

Click the Advanced tab.

Pop up the two menus for encrypted connections and set them to TLS.

If you are setting up a portable computer or setting up Outlook from a home computer, you must authenticate to UCSD's SMTP server in order to send mail.

Click the Outgoing Server tab.

Check the box as shown and use your UCSD network username and password in these fields. You may check the box to remember the password so you won't need to enter it each time you send e-mail.

If you do not have a valid UCSD network username and password, you will not be able to send e-mail. Please contact your nearest system administrator for help in this case.

You do not need to authenticate with the outgoing mail server if you are on the UCSD network, including UCSD's VPN.

Click OK.

Click Next.

Click Finish.

At some point, you will see this window pop up.

You can safely choose Yes.

Select the line for your crl.ucsd.edu account.

Click the Change... button.

Click the Folders tab.

If you do not already have a Sent folder listed, select the line crl.ucsd.edu, and click the New Folder... button.

Create a folder named Sent.

While the Sent folder is highlighted, click OK.

Click the Preferences tab.

Click the Junk E-mail... button.

In the Options tab, choose No Automatic Filtering.

Click OK.

If you wish to have Junk Mail filtered to an alternate mailbox, contact CRL's system administrator for a server-side method of filtering mail using procmail.

Click the E-mail Options... button.

Uncheck the box next to Remove extra line breaks in plain text messages.

Click OK.

Click the Mail Setup tab.

Click the Send/Receive... button.

Uncheck the box next to Schedule an automatic send/receive every 30 minutes.

This is an option that is more suited for POP mail rather than IMAP mail. In IMAP mail, new messages will instantly appear when you have a mailbox (such as your Inbox) highlighted.

Click Close.

Finally, click the Other tab.

Click the AutoArchive... button.

Uncheck the box next to Run AutoArchive every 14 days.

Click OK.

Click OK.

To understand the differences between collapsable folders and mail folders, we define the following terms:

1. Collapsable folder - a folder in which mail folders reside.
2. Mail folder - a container for holding mail messages.
3. Mail message - a single e-mail message, either received or sent.

You can create collapsable subfolders or mail folders for organizing your mail, but there are some limitations:

1. You cannot create a collapsable folder within a mail folder.
2. You cannot store mail messages directly within a collapsable folder.

To create either a collapsable folder or a new mail folder, make sure you have your mail folder pane visible.

To create a collapsable folder, right-click the IMAP server (crl.ucsd.edu) or right-click an existing collapsable folder depending on where you want to create the folder.

Choose New Folder....

Type in the name followed by a forward slash. For example,

personal/

Click OK.

To create a new mailbox in which to store messages, right-click the IMAP server (crl.ucsd.edu) or right-click an existing collapsable folder and type in the name of your mail folder. For example,

budget

Click OK.

Because your Sent mail will grow over time and because a large Sent mail folder can slow down access to your mail, it is recommended that you either delete old sent mail or move old sent mail to other mail folders. One option (shown) is to create mail folders named by year and move messages from your Sent mail folder into one of these other mail folders.

Moving a large number of messages from one mail folder to another can take a long time, so move them in small groups (100 messages or less). While the messages are being moved, you should not click on any other mail folders or perform any other mail operation until the messages are moved. If you do, your mail client could lock up indefinitely.

Your sent mail folders need to be sorted differently than others because you want to see who you sent them to rather than who sent them.

To sort them properly, click on a Sent mail folder and choose View > Current View > Sent To.