Setting up Outlook for Gnosis Hosting SmarterMail Accounts

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Judith Newman
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1 Setting up Outlook for Gnosis Hosting SmarterMail Accounts The following steps will add full mail, calendar, contacts and tasks synchronization to Outlook 2007 or later. This will allow you to have multiple devices connected to your and ensure that changes on one device (read status, refilling to new folder, etc.) are reflected on all devices immediately. Note: Versions of Outlook prior to 2007 are not supported for syncing of calendars, contacts and tasks; however, you may still follow steps 1 through 7 below to connect your . Connecting Your SmarterMail 1. Open Outlook and if necessary, go to the Add A New Account option a. For older versions of Outlook, select Tools Accounts b. For newer versions, select the File menu tab then open Account Settings 2. Choose New or Add and Account option to display the Add Account Wizard. 3. Select Manual configuration and press Next Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 1

2 4. Choose Internet and press Next 5. Setup your account basic information. Be sure to select IMAP as indicated in the graphic below. This will ensure that your synchronizes with the server to ensure that your , calendar and task list looks the same independent of what computer you use to login. 6. Before clicking next, click on the More Settings button as there are a couple of additional settings to make to increase the reliability of your mail service: a. First, on the Outgoing Server tab, check ON the My outgoing server (SMTP) requires authentication. Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 2

3 b. Second, switch to the Advanced tab and change the port number for the Outgoing server (SMTP) to 8500 as shown below. You may press OK when completed. 7. Before pressing Next, you may wish to press the Test Account Settings button to make sure that everything has been entered correctly. If you get an error, go back and check all of your settings, otherwise, press Next, then, if prompted, press Finish. Your basic connection to Outlook is now configured. The next section deals with synchronizing your Calendar, Contacts, Notes and Tasks. Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 3

4 Synchronizing Calendar, Contacts, Notes & Tasks This section discusses how to synchronize the non- items in Outlook with your SmarterMail server. Overview There are two approaches used to synchronizing these items. 1. Add to Outlook Method 2. SmarterMail Sync If you need a recommendation for which type of Synchronization to use, we invite you to contact Connect4 support to review your needs and get some input. Add to Outlook Method The Add to Outlook method provides continuous synchronization, but, is not as easy to use due to its need to add additional folders to sync with rather than use the standard Calendar, Contact Note and Task folders. The benefit of this approach is a Set-and-forget approach to synchronization where the server automatically synchronizes non- items with all supported clients that you connect. Here are the steps. 1. First, we will hookup your calendar synchronization. a. If not already running, run Outlook now and login. b. If not already running, open a web browser to your SmarterMail web mailbox at and login. c. Switch to the calendar view in your SmarterMail web interface and click on the Actions menu, then, Add to Outlook Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 4

5 d. A dialog window then pops-up that gives you some connection options. Choose your version of Outlook, and, specify a description for the synchronization destination in the Description field, and, a unique name for your calendar in your Outlook so that you can easily distinguish it from other calendars. When done, press OK e. Outlook will pop-up a dialog to confirm that you want to add the calendar. It mentions a SharePoint Calendar don t worry, it is not a SharePoint calendar, it just uses the same technology to connect. If you wish, you can press the advanced button and change the name of the calendar to something like Steve s Calendar. When you are done, press Yes. f. Now that your SmarterMail calendar has been added as an Outlook calendar, you can rearrange your outlook to make it your primary calendar if desired. Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 5

6 g. In Outlook s Calendar View (shown below), you will now see two calendar s listed the default Outlook Calendar (A), and, the new calendar that you just added (B). h. If you do not need the default calendar for any reason, you can un-check the checkbox next to it to hide the default calendar. i. If you wish, you can also rearrange the calendars by dragging your new calendar into the top My Calendar s group and deleting the Other Calendar s group to make things more organized. 2. Add your Contacts synchronization by repeating these steps for your Contacts instead of your Calendar. 3. Add your Tasks synchronization by repeating these steps for your Tasks instead of your Calendar. Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 6

7 4. Finally, you can also hide your unused folders and calendars from the Favorites list in the Mail view to get rid of unused clutter and then add your new SmarterMail folders to your favorites list by right-clicking on the desired folders and selecting Add to Favorites. SmarterMail Sync The SmarterMail Sync option uses an outlook add-in that synchronizes your non- outlook items with the SmarterMail server which then synchronizes those items with any other supported client that you connect. Here are the steps: 1. Make sure Outlook is closed and not running in your taskbar. (Outlook has two types of icons that show it as running check to make sure that neither of these exists in your taskbar in the bottom right hand corner of your monitor. a. - The regular Outlook is Running Icon b. - The Outlook is Shutting Down icon 2. If not already running, open a web browser to your SmarterMail web mailbox at and login. Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 7

8 3. On the SmarterMail web mailbox page, click on the Settings icon, then, on the SmarterMail Client Utilities option. a. On the right hand side of the page, click on the SmarterMail Sync for Outlook 2003 and above - Download link. b. If you are asked if you want to view only secured content, answer No. c. Save the downloading file to a location that you can remember. d. When the download finishes, open the downloaded file to run and install it. 4. Press Next through the install wizard pages, accepting the license agreement and then lastly click on Install to begin the installation. 5. Once the installation is complete, Start Outlook 6. Switch to the Add-Ins menu/tab and select SmarterMail Sync Account Settings to configure your SmarterMail account for Calendar/contacts/Tasks/Notes sync. Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 8

9 7. Press the Add button to add your account information. You will enter the credentials here that you use to login to your SmarterMail webmail interface. a. Display Name Generally your name or abbreviation for your account. b. URL c. Address Your full address d. Password your SmarterMail account password 8. Press Next and you should see a display similar to the one below. If any failure messages appear, press back and return to the previous item above to correct the problem and try again. 9. Press Next. If you have multiple folders for any of Calendar, Tasks, Contacts or Notes in SmarterMail or Outlook, Select the folder(s) that you want to synchronize, otherwise, press Next to continue 10. On this next page, select whether you would like to automatically sync when you open and/or close Outlook. You may manually sync at any time. Press Next when you are done. 11. You are now returned to the main accounts screen. Press Finish to leave the Sync application. When you wish to manually Sync, select the Synchronize menu option on the Add-ins menu/tab bar. Setting Up Outlook for Gnosis Hosting SmarterMail Accounts V1.0 P a g e 9

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