Configuring MS Outlook 2003

Mithi Connect Server

MS Outlook 2003 Configuration Guide

Page 2 of 46MS Outlook 2003 configuration guide Copyright © 2000-2006 Mithi Software Technologies

Introduction .........................................................................................................................................................................................3 Configuration of Outlook XP/Outlook 2003 ......................................................................................................................................3

Profile ..................................................................................................................................................................................................3 Configuring Outlook XP/Outlook 2003 for email access using POP.................................................................................................5 Configuring Outlook XP/Outlook 2003 for email access using IMAP ..............................................................................................9 Subscribe to more folders on the server ...........................................................................................................................................12 Save sent messages to the server......................................................................................................................................................13 Preventing attachments going as winmail.dat ..................................................................................................................................20 Configure for SMTP authentication.................................................................................................................................................21

Directory and Address Books using the LDAP protocol ................................................................................................................25 Configuration...................................................................................................................................................................................25 Search ..............................................................................................................................................................................................27

Spam Filter for Outlook 2003 ...........................................................................................................................................................29


MS Outlook 2003 Introduction MS Outlook is a full-featured email .It is simple to use, powerful, and customizable, MS Outlook supports IMAP and POP mail protocols, as well as HTML mail formatting. It easily imports your existing email accounts and messages.

The MS Outlook client can be used to access mail from a mail box hosted on a Mithi Connect Server.

Configuration of Outlook XP/Outlook 2003 Adding a Profile.

Introduction:

On machines that are used by more than one person, a profile must be setup for each person. Profiles are used so that Outlook knows what e-mail account to access.

Steps to setup a profile

• In control panel click on mail dialogue box.

• This opens the Mail Setup Outlook screen.Click on the ‘Show Profiles’ button.


• Click on ‘Add’ button.

Note: If you have more then one profile in outlook, you will also need to select the ‘Prompt for a profile to be used’ option.

• Enter the name of profile, and click on ok.


• Add the new email account. (Follow the same steps mentioned in the document to create an account.) • Now start the Outlook. Choose a profile.

Click on ‘ok’.

• Type in your password and then you will be able to start using Microsoft Outlook for your account. Configuring Outlook XP/Outlook 2003 for email access using POP

• Note

For configuring Microsoft Outlook using pop3s please enable the SSL option.

• Start Outlook XP or Outlook 2003

• From the Tools menu, click on the E-mail Accounts... menu item.

• From the E-mail section select Add a new e-mail account option and click the Next button.


• Choose the POP3 protocol and click Next button.

• Specify the following details:


1. User Information: Enter your full name and complete email id, as shown in the following picture.

2. Server Information: Specify the IP/Host name of Mithi Connect Server.

3. Logon information: Enter your email id and password.

• Click on the Next button.

• After specifying the above details click on the Test Account Settings button.


• This test will verify the specified account details and send a test mail to the given id. Close the test window to proceed.

• Click on the Finish button to complete the configuration.


Configuring Outlook XP/Outlook 2003 for email access using IMAP

• Start Outlook XP or Outlook 2003.

• From the Tools menu, click on E-mail Accounts.

• From the E-mail section select Add a new e-mail account option and click the Next button.


• Choose the IMAP protocol and click Next button.

• Specify the following details: User Information: Enter your full name and complete email id, as shown in the following picture. Server Information: Specify the IP/Host name of Mithi Connect Server. Logon information: Enter your email id and password.


• Click on the Next button.

• Click on the Finish button to complete the configuration.

• Outlook automatically enlists the subscribed folders and synchronizes them locally.


Subscribe to more folders on the server

• Select Inbox from the folder list and select IMAP folders from the Tools menu.

• Outlook will show you a list of folders in your account on the server. This interface allows you to select the folders that you want to see (subscribe) in the client. Select an un-subscribed folder and click on the Subscribe button to subscribe to that folder. Similarly you can un-subscribe (hide) a folder by selecting it and selecting the un-subscribe button.


Tip: Subscribing to more folders than you need will increase response time and reduce server performance since the client needs to synchronize those folders.

• Click on the OK button. Save sent messages to the server This will ensure that mail sent via web mail and outlook will be stored saved in the Sent Items folder on the server. This is done via adding a filter as described below: • Subscribe to the Sent Items and Drafts folders using steps above. The folders will now be visible in the mail folder

and message view. • Select Rules and Alerts from the Tools menu.

• To add a new rule, click on the New... button in the window that comes up.


• Select the option Move messages sent to a distribution list to a folder. Click on the Next button.


• Follow steps in same sequence as shown below


• Outlook will ask you to confirm that this rule will be applied to all messages you send. Please select Yes on this confirmation box.

• Select Next on the window which comes up.


• Select Next on the window which comes up.


• Specify a name for the rule, if you wish to change the default name. Click on the Finish button.


• Click on OK in the window that comes up.


Preventing attachments going as winmail.dat If Microsoft Outlook is configured with SMTP/IMAP but is set to use the native formats of connection with Exchange, this problem is observed. Any attachment travels as an OLE object by the name of winmail.dat and is virtually unusable to the receiver. To prevent this, please perform the following configurations in Microsoft Outlook. • Select the Options menu item from the Tools menu.

• Select the Mail Format tab, and ensure the following selections are as shown (marked red). Click on the OK button.


Configure for SMTP authentication

• From the Tools menu, click on E-mail Accounts.

• Select View or change existing e-mail accounts option from the E-mail section.


• Select your account and click on the Change button.

• Click on More Settings button.


• In the Internet E-mail Settings window click on the Outgoing Server tab and then Select My outgoing server

(SMTP) requires authentication option. Click OK.


• Click on the Next button to exit the Email-Accounts window that appears.

• Now click on the Finish button to confirm the configuration and return to the main screen of Outlook XP.


Directory and Address Books using the LDAP protocol Configuration Follow the steps below to configure access to the Mithi Corporate Directory™ from Outlook XP/Outlook 2003:

• From the Tools menu, click on E-mail Accounts option.

• Select the Add a new directory or address book option from the Directory section.

• Select Internet Directory Service (LDAP) as the type of directory or address book.


• Specify the IP/Host name of the directory server.

Select This server requires me to log on option from the Logon Information section. Now specify the name and password of your email account, in the format specified below, and click on the More Settings button: The User Name should be given as shown below: ‘cn=your-user-id, ou=domain-name, o=cd, dc=connectserver’

E.g. the settings for [email protected] will be ‘cn=abc, ou=xyz.com, o=cd, dc=connectserver’. Note: The o=cd and dc= connectserver parameters do not change for any user. Please specify these as shown here. In the Password field, enter the password for your email account.


• After entering the server information when you press the More settings button, an information window will warn that the changes will become effective only after Outlook is restarted.

• Click OK to proceed. Search

• In the window that appears, enter the display name for you directory/Address Book. Click on the Search tab.


• In the Search base field, enter : ‘ou=<domain name>, o=cd, dc=connectserver’.

E.g. the settings for the xyz.com domain will be ‘ou=xyz.com, o=cd, dc=connectserver’ Note: Specify o=cd OR o=pab OR o=gab depending on the directory being configured Click Apply and then OK to exit this dialog box.

• Click Next in the window that appears.


• Click Finish button to confirm the settings and return to the main screen of Outlook XP/Outlook 2003.

Spam Filter for Outlook 2003 You can configure Outlook Express such that the incoming Spam is moved to any desired folder by doing the following:


• Note: the following configuration is applicable for POP account only. Imap account configuration is done via mail filters.

• Create a new folder

• Right click on Local folder and create a New folder.

• Example:bulk


• Click on the tools option in the menu

• This will open a popup menu. Here select Rules and Alerts.


• Select the first button New Rule.

• This opens a new screen. Select the following:

• Move messages with specific word in specific folder


• The following links will appear after selecting the above-mentioned options.

• The selection of the above two options creates the following links

• Contains specific words : Use this link and type in the following: ***PROBABLE SPAM***


• Click on the Add button. The following screen will then pop up.

• Click on Specified folder

• Use this link and select the folder created by you to store the Spam

• Example: bulk


• Click on Ok. The following screen will pop up

• Add any condition you want to check.

• Click on the Next button. Depending on what you want to do with the spam select one of the following options.


• Click on the Next button. Then select any necessary exception


.

• Click on the Next button and type in the name of the rule.


• Click on the Finish button. The following screen pops up, indicating a new rule that has been created.


• To delete a particular rule, Select a rule and then click on the Delete button.


• To modify a rule click on Change rule. The following options are available for modification of a rule.


• Edit rule settings: edit the conditions that were set earlier.

• Rename rule: rename the rule. The following screen will appear. Type in a new name for the rule.

• Move folder: Select were you want to move the folder.


• Alert message. Specify an alert message if required.

• Give priorities to rules (high or low)



• Delete a message.



Copyright (c) 2000-2006 Mithi Software Technologies Pvt. Ltd. All rights reserved. The information in this document is subject to change without notice. Mithi makes no warranty of any kind regarding this material and assumes no responsibility for any errors that may appear in this document. Mithi Software Technologies, Mithi Connect Server™, iThinkshop, IndiaInteractive, IndiaPage, mailjol, mailjol Unplugged are trademarks of Mithi Software Technologies. Product names mentioned in this document are for identification purposes only and may be trademarks or registered trademarks of their respective companies.

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Configuring MS Outlook 2003