Configuring Your Client: Outlook Express

Transcription

1 Configuring Your Client: Outlook Express Information in this document created by Webmail.us and provided by Bare Feet Studios.

2

3 Table of Contents Chapter 1. Introduction What is an Client? Who Should Read This Manual? How Does Work? POP Server SMTP Server What is IMAP? What is SSL? POP, IMAP, and SSL: Which Protocol Should I Use? What s In This Manual? Typographical Conventions Special Components Chapter 2. Configuring Outlook Express Overview Prerequisites Performing the Configuration Chapter 3. Configuring Outlook Express for IMAP Overview Prerequisites Performing the Configuration Chapter 4. Configuring Outlook Express for SSL Overview Prerequisites Performing the Configuration Table of Contents iii

4 iv Configuring Your Client: Outlook Express

5 Chapter 1 Introduction Chapter 1. Introduction What is an Client? An client is an application that allows you to view and send . The manual will describe how to configure the following client: Outlook Express Who Should Read This Manual? This manual is intended for all users and System Administrators who must configure clients. Note: After reading this chapter, you should be able to determine which type of configuration is best for you. After determining your configuration, you need to read only the chapter on that configuration. How Does Work? An system has two parts: An client, which runs on your computer and allows you to view and send . An server, which resides with your provider and processes your . The server runs two programs (called server programs) that process your . POP Server program SMTP Server program These programs are described in the sections below. Introduction 1-1

6 POP Server POP stands for Post Office Protocol. When you read your , your client talks to the POP server program on the server. The POP server: 1. Authenticates your account information (your user name and password), which is sent by your client when you login. 2. Sends a list of messages to your client. These messages are then stored on your computer. 3. After the POP server sends the messages to your client, you can view and delete these messages. SMTP Server When you send , your client talks to the SMTP server program on the server. The SMTP server: 1. Authenticates your account information (user name and password), which is sent by your client when you login. 2. Receives the outgoing message sent by your client. 3. Looks at the message to determine your address and the recipient s address. 4. Using the recipient s address, the SMTP server determines where to send the outgoing The SMTP server uses DNS to find out where the recipient s SMTP server lives. 6. The SMTP server communicates with recipient s SMTP server. 7. The recipient s SMTP server accepts the message and sends it to the recipient s POP server. What is IMAP? Typically, users configure their clients to use the POP protocol. The POP protocol is convenient, allows users to include formatted text in their messages, and allows users to store messages on their own computer. However, you can use IMAP, another protocol, to access your account. IMAP stands for Internet Message Access Protocol. Like POP, IMAP allows you to view your from a client. Unlike POP, IMAP does not download the messages to your computer. Instead, you view the message directly on the server. Because you do not download messages to your computer, when you view , your list of message will appear identically, whether you access your account from work or from at home. Note: Currently, any folders you create in an IMAP client will not appear when you access your through a web-browser, and any folders you create when accessing your through a web-browser will not appear in your IMAP client. What is SSL? SSL is an additional service you can purchase with your service. SSL stands for Secure Sockets Layer. SSL is a protocol for sending secure messages over the Internet. To send secure messages, clients communicate with a secure server. This secure server performs the POP/IMAP and SMTP functions described above. However, all messages 1-2 Configuring Your Client: Outlook Express

7 from your client to the secure server will be encrypted, and all messages from the secure server to your client will be encrypted. This does not mean that you will not be able to read the messages. Your outgoing and incoming messages are encrypted only during transit. When you send messages, the recipient will be able to read them. When you receive messages, you will be able to read them. But those messages cannot be captured and read while they are traversing between your client and the secure server. POP, IMAP, and SSL: Which Protocol Should I Use? POP Best when you will be primarily accessing your from a single location, like your office or home. When you leave your office or home, you can still access your from a web browser. Downloads message to your computer, so you don t have to worry about exceeding the size of your mailbox. When you access your account through a web browser, you may not see previous messages that were downloaded to Outlook Express. IMAP Best when you will be accessing your from multiple locations. Allows you to create portable folders in Outlook Express. These folders will appear in each Outlook Express client you use to access your account. For example, the Outlook Express client for your account will look the same at work, at home, and at your friend s house. Because your messages are stored on the server, you must monitor your mailbox size and delete messages to avoid exceeding your mailbox storage capacity. SSL You can use SSL with either a POP client or an IMAP client. Allows you to send and receive secure, encrypted . Note: Not all accounts support SSL. To determine if your account includes SSL access, contact Customer Support. What s In This Manual? This manual is organized as follows: Chapter 2. Configuring Outlook Express for POP. Perform the steps in this chapter if you will be using the POP protocol, without SSL. You can skip the other two chapters. Chapter 3. Configuring Outlook Express for IMAP. Perform the steps in this chapter if you will be using the IMAP protocol, without SSL. You can skip the other two chapters. Chapter 4. Configuring Outlook Express for SSL. Perform the steps in this chapter if you will be using SSL. You can skip the other two chapters. Introduction 1-3

8 Typographical Conventions The following typographical conventions are used throughout this manual: Italics Bold Used for proper titles of documents and chapters/sections in documents; also used to emphasize a word or phrase. Used for menu names, commands, and options, for example, the Edit command. Courier New Courier New Bold Used to denote text that is displayed at the command line. Used to denote text that must be entered at the command line. < > Used when referring to a key on your keyboard. For example, press <F3>, means to press the F3 function key. [ ] Used when referring to a button on your screen. For example select [Cancel], means to select the button called cancel. SMALL CAPS Used for window and dialog box names. For example From the INSERT HYPERLINK dialog box. Special Components Note: This icon means that the information that follows is in addition to the information contained in the main text. It is important, but not urgent. Help: This icon means that a helpful hint follows. Caution: This icon means that you should stop and think carefully before proceeding; otherwise, you could lose some or all of your work. Warning: This icon means that an action can result in significant loss of data or corruption of your software. 1-4 Configuring Your Client: Outlook Express

9 Chapter 2 Configuring Outlook Express for POP Chapter 2. Configuring Outlook Express for POP Overview This chapter will describe how to configure Outlook Express for POP. To determine if this is the version of Outlook you are running, perform the following: 1. Open Outlook. 2. Go to the Tools menu. 3. Select About Microsoft Outlook Express. 4. If you are running Express, you should see the following: Configuring Outlook Express for POP 2-1

10 Prerequisites Before performing the steps in this chapter, you must: Install Outlook Express. Sign-up for an account. Know your address and password. Performing the Configuration 1. Establish an Internet connection to your ISP. If you have an always-on connection, like a cable modem or DSL, you do not have to perform any tasks. If you are part of a corporate LAN, you do not have to perform any tasks. If you have a dial-up account, you must dial-up your ISP. 2. Start-up Outlook Express. 3. Select the Tools menu and choose Accounts. 4. The INTERNET ACCOUNTS dialog box appears. 2-2 Configuring Your Client: Outlook Express

11 5. In the INTERNET ACCOUNTS dialog box, Select the [Add] button and choose Mail. 6. The Internet Connection Wizard starts. The YOUR NAME dialog box appears. 7. In the YOUR NAME dialog box, enter the following: Display Name. Enter the name you want to appear in the From field when you send . Usually, this is your first and last name. Select the [Next] button. 8. The INTERNET ADDRESS dialog box appears. Configuring Outlook Express for POP 2-3

12 9. In the INTERNET ADDRESS dialog box, enter the following: Select I already have an address that I d like to use. Address. Enter your full address, in the format username@domain.com. Select the [Next] button. 10. The SERVER NAMES dialog box appears. 2-4 Configuring Your Client: Outlook Express

13 11. In the SERVER NAMES dialog box, enter the following: My incoming mail server is a. Select POP3. Incoming mail (POP3, IMAP, or HTTP) server. Enter pop. srvr.com Outgoing mail (SMTP) server. Enter smtp. srvr.com Select the [Next] button. 12. The INTERNET MAIL LOGON dialog box appears. Configuring Outlook Express for POP 2-5

14 13. In the INTERNET MAIL LOGON dialog box, enter the following: Account Name. Enter your full address, in the format Password. Enter your password. Select the [Next] button. Caution: Do not select Log on using Secure Password Authentication (SPA). 14. The CONGRATULATIONS dialog box appears. 15. In the CONGRATULATIONS dialog box, select the [Finish] button. 2-6 Configuring Your Client: Outlook Express

15 Caution: You are not yet done with your configuration. 16. From the main Outlook Express screen, select the Tools menu and choose Accounts. 17. The INTERNET ACCOUNTS dialog box appears. Select the Mail tab. 18. In the Mail tab, Highlight pop. srvr.com Select the [Properties] button. 19. The POP. SRVR.COM PROPERTIES dialog box appears. Select the Servers tab. Configuring Outlook Express for POP 2-7

16 20. In the Servers tab, Select My server requires authentication. Select the [Apply] button and then the [OK] button. 21. If you will frequently be accessing your from a web browser, select the Advanced tab. 22. In the Advanced tab, Select Leave a copy of messages on the server. Caution: This option will store copies of all your messages on the server. This allows you to see all past messages through your browser. However, be aware your mailbox size, because eventually this option could cause your mailbox to exceed the 2-8 Configuring Your Client: Outlook Express

17 storage capacity limit of your mailbox. You will have to periodically delete messages to stay within your mailbox size. To periodically remove messages from the server, select the Remove from server after check box, and then enter a number of days in the box. To delete messages from the server when you empty your Deleted Items folder, select Remove from server when deleted from Deleted Items. Select the Select the [Apply] button and then the [OK] button. 23. You should now be able to use your Outlook Express client to access your account! Configuring Outlook Express for POP 2-9

18

19 Chapter 3 Configuring Outlook Express for IMAP Chapter 3. Configuring Outlook Express for IMAP IMAP stands for Internet Message Access Protocol. Like the POP protocol described in the earlier chapters of this manual, IMAP allows you to use your client to view messages that are stored on the server. However, unlike POP, IMAP does not require you to download the messages from the server. IMAP allows you to view the messages directly on the server. The advantage of IMAP is that it allows you to access your from more than one computer. For example, if you have an IMAP client at work and another IMAP client at home, you can view your from either location. Since your messages are not moved off the server, your list of messages will appear the same from any IMAP client. Note: Currently, any folders you create in an IMAP client will not appear when you access your through a web-browser. and any folders you create when accessing your through a web-browser will not appear in your IMAP client. The sections in this chapter will describe how to configure your client for IMAP. Overview This chapter will describe how to configure Outlook Express for IMAP. To determine if this is the version of Outlook you are running, perform the following: 1. Open Outlook. 2. Go to the Tools menu. 3. Select About Microsoft Outlook Express. Configuring Outlook Express for IMAP 3-1

20 4. If you are running Express, you should see the following: Prerequisites Before performing the steps in this chapter, you must: Install Outlook Express. Sign-up for an account. Know your address and password. Performing the Configuration 1. Establish an Internet connection to your ISP. If you have an always-on connection, like a cable modem or DSL, you do not have to perform any tasks. If you are part of a corporate LAN, you do not have to perform any tasks. If you have a dial-up account, you must dial-up your ISP. 2. Start-up Outlook Express. 3. Select the Tools menu and choose Accounts. 3-2 Configuring Your Client: Outlook Express

21 4. The INTERNET ACCOUNTS dialog box appears. 5. In the INTERNET ACCOUNTS dialog box, Select the [Add] button and choose Mail. 6. The Internet Connection Wizard starts. The YOUR NAME dialog box appears. Configuring Outlook Express for IMAP 3-3

22 7. In the YOUR NAME dialog box, enter the following: Display Name. Enter the name you want to appear in the From field when you send . Usually, this is your first and last name. Select the [Next] button. 8. The INTERNET ADDRESS dialog box appears. 3-4 Configuring Your Client: Outlook Express

23 9. In the INTERNET ADDRESS dialog box, enter the following: Select I already have an address that I d like to use. Address. Enter your full address, in the format username@domain.com. Select the [Next] button. 10. The SERVER NAMES dialog box appears. Configuring Outlook Express for IMAP 3-5

24 11. In the SERVER NAMES dialog box, enter the following: My incoming mail server is a. Select IMAP. Incoming mail (POP3, IMAP, or HTTP) server. Enter imap. srvr.com Outgoing mail (SMTP) server. Enter smtp. srvr.com Select the [Next] button. 12. The INTERNET MAIL LOGON dialog box appears. 3-6 Configuring Your Client: Outlook Express

25 13. In the INTERNET MAIL LOGON dialog box, enter the following: Account Name. Enter your full address, in the format Password. Enter your password. Select the [Next] button. Caution: Do not select Log on using Secure Password Authentication (SPA). 14. The CONGRATULATIONS dialog box appears. 15. In the CONGRATULATIONS dialog box, select the [Finish] button. Configuring Outlook Express for IMAP 3-7

26 Caution: You are not yet done with your configuration. 16. From the main Outlook Express screen, select the Tools menu and choose Accounts. 17. The INTERNET ACCOUNTS dialog box appears. Select the Mail tab. 18. In the Mail tab, Highlight imap. srvr.com Select the [Properties] button. 19. The IMAP. SRVR.COM PROPERTIES dialog box appears. Select the Servers tab. 3-8 Configuring Your Client: Outlook Express

27 20. In the Servers tab, Select My server requires authentication. Select the [Apply] button and then the [OK] button. 21. You should now be able to use your Outlook Express client to access your account! Configuring Outlook Express for IMAP 3-9

28

29 Chapter 4 Configuring Outlook Express for SSL Overview Chapter 4. Configuring Outlook Express for SSL SSL stands for Secure Sockets Layer. SSL is a protocol for sending secure messages over the Internet. To send secure messages, Outlook Express will communicate with a secure server. This secure server performs the POP/IMAP and SMTP functions. This chapter will describe how to configure Outlook Express for SSL. To determine if this is the version of Outlook you are running, perform the following: 1. Open Outlook. 2. Go to the Tools menu. 3. Select About Microsoft Outlook Express. 4. If you are running Express, you should see the following: Configuring Outlook Express for SSL 4-1

30 Prerequisites Before performing the steps in this chapter, you must: Install Outlook Express. Sign-up for an account. Ensure that your account includes SSL access. Contact Customer Support if you are not sure. Know your address and password. Performing the Configuration 1. Establish an Internet connection to your ISP. If you have an always-on connection, like a cable modem or DSL, you do not have to perform any tasks. If you are part of a corporate LAN, you do not have to perform any tasks. If you have a dial-up account, you must dial-up your ISP. 2. Start-up Outlook Express. 3. Select the Tools menu and choose Accounts. 4. The INTERNET ACCOUNTS dialog box appears. 4-2 Configuring Your Client: Outlook Express

31 5. In the INTERNET ACCOUNTS dialog box, Select the [Add] button and choose Mail. 6. The Internet Connection Wizard starts. The YOUR NAME dialog box appears. 7. In the YOUR NAME dialog box, enter the following: Display Name. Enter the name you want to appear in the From field when you send . Usually, this is your first and last name. Select the [Next] button. 8. The INTERNET ADDRESS dialog box appears. Configuring Outlook Express for SSL 4-3

32 9. In the INTERNET ADDRESS dialog box, enter the following: Select I already have an address that I d like to use. Address. Enter your full address, in the format username@domain.com. Select the [Next] button. 10. The SERVER NAMES dialog box appears. 4-4 Configuring Your Client: Outlook Express

33 11. In the SERVER NAMES dialog box, enter the following: My incoming mail server is a. Select POP3. Incoming mail (POP3, IMAP, or HTTP) server. Enter secure. srvr.com Outgoing mail (SMTP) server. Enter secure. srvr.com Select the [Next] button. 12. The INTERNET MAIL LOGON dialog box appears. Configuring Outlook Express for SSL 4-5

34 13. In the INTERNET MAIL LOGON dialog box, enter the following: Account Name. Enter your full address, in the format Password. Enter your password. Select the [Next] button. Caution: Do not select Log on using Secure Password Authentication (SPA). 14. The CONGRATULATIONS dialog box appears. 15. In the CONGRATULATIONS dialog box, select the [Finish] button. 4-6 Configuring Your Client: Outlook Express

35 Caution: You are not yet done with your configuration. 16. From the main Outlook Express screen, select the Tools menu and choose Accounts. 17. The INTERNET ACCOUNTS dialog box appears. Select the Mail tab. 18. In the Mail tab, Highlight secure. srvr.com Select the [Properties] button. 19. The SECURE. SRVR.COM PROPERTIES dialog box appears. Select the Advanced tab. Configuring Outlook Express for SSL 4-7

36 20. In the Advanced tab, Outgoing mail (SMTP). Enter 465 Select This server requires a secure connection (SSL). Incoming mail (POP3). Enter 995 Select This server requires a secure connection (SSL). If you will frequently be accessing your from a web browser, select Leave a copy of messages on the server. Caution: This option will store copies of all your messages on the server. This allows you to see all past messages through your browser. However, be aware your mailbox size, because eventually this option could cause your mailbox to exceed the storage capacity limit of your mailbox. You will have to periodically delete messages to stay within your mailbox size. To periodically remove messages from the server, select the Remove from server after check box, and then enter a number of days in the box. To delete messages from the server when you empty your Deleted Items folder, select Remove from server when deleted from Deleted Items. Select the [Apply] button and then the [OK] button. 21. You should now be able to use your Outlook Express client to access your account! 4-8 Configuring Your Client: Outlook Express

37 Configuring Outlook Express for SSL 4-9

38

39 Index A Account create new IMAP create new POP create new SSL Account Name , 3-6, 4-5 Authentication...2-7, 3-8 C Client definition Create new IMAP account new POP account new SSL account D Display Name , 3-4, 4-3 E Address , 3-5, 4-4 client definition server definition Server Names dialog box , 3-5, 4-4 I I already have an address that I d like to use , 3-5, 4-4 IMAP create account definition prerequisites for configuration imap. srvr.com...3-5, 3-7 Incoming mail (POP3) Incoming mail server , 3-5, 4-5 IMAP POP SSL Incoming server (POP3) port number SSL Internet Accounts dialog box , 2-6, 3-3, 3-7, 4-2, 4-6 Internet Connection Wizard dialog box...2-3, 3-3, 4-3 I (continued) Internet Address dialog box...2-3, 3-4, 4-3 Internet Mail Logon dialog box...2-5, 3-5, 4-5 L Leave a copy of messages on the server Log on using Secure Password Authentication (SPA)...2-5, 3-6, 4-5 M My incoming mail server is a...2-5, 3-5, 4-5 My server requires authentication , 3-8 N New IMAP account POP account SSL account O Outgoing mail (SMTP) Outgoing mail (SMTP) server...2-5, 3-5, 4-5 authentication , 3-8 Outgoing mail server...2-5, 3-5, 4-5 authentication , 3-8 SMTP...2-5, 3-5, 4-5 Outgoing server (SMTP) port number SSL P Password...2-5, 3-6, 4-5 POP create account definition prerequisites for configuration pop. srvr.com , 2-7 Port number SSL Prerequisites for configuration for POP configuration for SSL configuration Index i-1

40 R Remove from server after Remove from server when deleted from Deleted Items S Secure connection Secure Password Authentication , 3-6, 4-5 secure. srvr.com...4-5, 4-7 server definition Server authentication...2-7, 3-8 remove messages...4-7, 4-8 store messages Servers , 3-8, 4-7 SMTP authentication...2-7, 3-8 definition smtp. srvr.com , 3-5 SPA...2-5, 3-6, 4-5 S (continued) SSL create account definition incoming server (POP incoming server (POP3) port number prerequisites for configuration T This server requires a secure connection (SSL)4-7 V version determine...2-1, 3-1, 4-1 Y Your Name dialog box...2-3, 3-3, 4-3 i-2 Configuring Your Client: Outlook Express