Setup PPD IT How-to Guides June 2010

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1 Setup Cntents Infrmatin... 2 IMAP and POP3 settings... 2 Cnfiguring Micrsft Outlk Archiving mail... 3 Cnfiguring AutArchive in Micrsft Outlk Access frm ff site... 4 Cnfiguring Micrsft Outlk 2007 t use HTTPS... 4 Web access... 5 Access frm ther perating systems... 5 Mac OS X... 5 Enturage Linux... 6 Spam filtering... 7 Cntact SPBU IT Helpdesk with any further questins, cmments r crrectins. 1

2 Infrmatin Yur STFC s are kept in tw places:- Yur current mailbx, calendar and any public flders yu use are stred n the jint PPD- CLF Exchange server, EXCHANGE09. Archived s depend n hw Outlk s AutArchive is cnfigured, but the usual lcatin is yur Hme area (the H drive), which is n the PPD file server HEPWIN2003F. There is als a RAL webmail server IMAP and POP3 settings When cnfiguring an client ther than Outlk (e.g. Pine, Mzilla Thunderbird), yu need the fllwing settings:- IMAP POP3 Incming mail: imap.stfc.ac.uk:993 (with SSL) Outging mail: utbx.rl.ac.uk:25 (withut TLS) n-site r thrugh PPTP authbx.rl.ac.uk:587 (with SSL) n- r ff-site exchstmp.stfc.ac.uk:25 Incming mail: pp.rl.stfc.ac.uk (with SSL) Outging mail as abve. Cnfiguring Micrsft Outlk 2007 The fllwing instructins are fr Windws perating systems. Fr Mac OSX r Linux instructins, see belw. 1. Open the Start Menu, and pen Cntrl Panel (Classic View). 2. Windws Vista Select View 32-bit Cntrl Panel items, and then Mail. Windws XP Select See Als and then Other Cntrl Panel Optins. 3. Click Add and give the new prfile a suitable name, befre clicking OK. 4. The settings fr this prfile shuld be autmatically gathered. These shuld be exchange09.fed.cclrc.ac.uk fr the server name and yur federal username. Click OK. 5. Select the new prfile, and click Prperties > Accunts 6. Select Micrsft Exchange frm the list and then Change 7. Verify the details abve and g t Mre Settings 8. On the General tab, give the accunt a suitable name (e.g. yur STFC address). 9. On the Advanced tab, yu can add additinal mailbxes t pen in Outlk alngside yur STFC accunt. Ensure yu type the name crrectly, and are given access by the peratr f that accunt. 10. On the Cnnectin tab, ensure Cnnect using my Lcal Area Netwrk is selected. 11. Click Next > Finish, then clse the remaining windws. Nw when yu pen Micrsft Outlk, it shuld lad yur mailbx. 2

3 Archiving mail Outlk has an AutArchive feature that autmatically mves ld s t an archive file (PST) at scheduled times. Cnfiguring AutArchive in Micrsft Outlk In Outlk, frm the tlbar at the tp f the windw, click n Tls > Optins In the dialg bx that appears, pen the Other tab and click n AutArchive 3. Frm here yu can set it up t run as ften as yu like, and t archive/delete messages lder than a given time. 4. The archive flder (where it says Mve ld items t) shuld be H:\Outlk\archive.pst 5. Click Apply these settings t all flders, and then OK. 6. T set up different rules fr specific flders:- Right-click that flder in the Mail pane n the left-hand side, and click Prperties; G t the AutArchive tab, and cnfigure as apprpriate. Over time, yur archive.pst file will get very large. T avid filling up yur H drive quta, mve this file t yur user archive area (T:\users\user-archive\<yur-federal-ID>). Cnfiguring Mzilla Thunderbird Thunderbird can be set up t receive STFC remtely frm RAL:- 1. In Thunderbird, frm the tlbar, click n Tls > Accunt Settings 2. Under Server Settings set the server name as imap.rl.stfc.ac.uk prt 993, and put yur federal ID as the username. 3

4 3. Under Outging Server (SMTP), add authbx.rl.ac.uk prt 587, with the same username. 4. Click OK. Access frm ff site Yu can access yur frm utside RAL using Outlk just as yu wuld while at RAL. Hwever yu must first cnnect t the PPD netwrk via PPTP. An alternative is t set up Outlk fr use with secure transfer prtcl (HTTPS). Cnfiguring Micrsft Outlk 2007 t use HTTPS It is best t set up a separate Outlk prfile fr use with HTTPS:- 1. Using the instructins abve, create a new Outlk prfile, giving it a suitable name. 2. Select the new prfile, and click Prperties > Accunts 3. Select Micrsft Exchange frm the list and then Change 4. Verify the details abve and ensure Use Cached Exchange Mde is ticked. Then, g t Mre Settings 5. On the Cnnectin tab, tick Cnnect t Micrsft Exchange using HTTP and click Exchange Prxy Settings 6. In the address field, type webmail.rl.stfc.ac.uk. 7. Ensure Cnnect using SSL nly is ticked, and tick the bx directly belw. 8. In the text field (Only cnnect t prxy servers ), type msstd:webmail.rl.stfc.ac.uk. 9. Windws CP users - msstd:webmail.stfc.ac.uk 10. Optinally, tick the ptin t cnnect using HTTP first n fast netwrks. 11. In the drp-dwn bx, select Basic Authenticatin and click OK. 4

5 12. Click Next > Finish. Nw clse the remaining windws t return t Mail settings. 13. This prfile is nw ready t use, and yu can nw select t always use this prfile r prmpt fr which prfile t use. Lastly, yu can use the web access feature, althugh this has limited functinality cmpared with Outlk, and isn t suitable fr heavy use. Web access Yu can access yur STFC frm a web brwser at the fllwing address:- https://webmail.rl.stfc.ac.uk/ Enter yur federal ID and passwrd, and make sure Public cmputer is selected if yu are nt using an STFC cmputer. Access frm ther perating systems Mac OS X Yu can set up an accunt in Apple Mail t use the web access server as fllws:- 1. Open Mail frm the dck r Applicatins flder. 2. Click File > Add Accunt. 3. Fill in yur name, address, federal ID and passwrd. 4. Set as bth the incming mail server and the Outlk Web Access server webmail.rl.stfc.ac.uk. 5. Select RAL as the utging mail server. Enturage 2008 If yu have Enturage installed yu can set it up similarly:- 1. In Enturage, g t Edit Accunt. 2. Fill in yur name, address, federal ID (dmain is CLRC) and passwrd, and set the Exchange server as 3. Ensure This DAV service requires a secure cnnectin is ticked, and click OK. T get access t STFC s glbal address list, see here: T use the LDAP server:- 4. G t the Advanced tab, and set as the Public flders server:- exchange09.fed.cclrc.ac.uk/public/. 5. Set as the LDAP server hepwin2003b, and ensure This server requires me t lg n is ticked. 6. Click OK. 5

6 Linux If yu are using Linux, with an client such as Pine (IMAP nly), yu can cnfigure them using the details given abve fr the POP and IMAP servers. Detailed instructins fr Mzilla Thunderbird can be fund abve. 6

7 Spam filtering All mail cming t STFC addresses is filtered by icritical and given a scre based n hw likely it is t be spam. Mst spam is autmatically deleted and never reaches the user, but sme with a mderate scre will get thrugh and yu will receive a ntificatin, like the ne belw:- If the in questin is spam, then the message can be ignred. If it is genuine, it can be released via the hyperlink in the ntificatin message. Hwever, icritical will nt remember this actin fr future s frm the same sender. If yu receive a spam mail that has nt been detected by icritical, and are using Outlk, yu can put it in the autmatic #SPAM flder. If a genuine message is marked as a pssible spam, it can be cpied t the #NOT SPAM flder. T mve an t ne f these flders, simply right-click the message, click Mve t Flder, and in the list that appears, expand Public Flders, and then All Public Flders. Select the flder yu wish yu mve it t and click OK. These autmatic flders will help t cnfigure icritical s detectin f spam, but will nt apprve r blck a certain sender immediately. If s frm a legitimate surce are repeatedly being marked as spam, r yu are getting repeated spam frm the same sender, cntact the helpdesk. Fr mre infrmatin n icritical, see the fllwing web page:- 7

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