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1 Apple Mail Setup Account Types 2 Exchange account 3 POP account 4 Maintenance Setting up an signature 6 Checking Storage 7 Archiving s 8 Troubleshooting Checking your Account Settings 9 Check Connection Doctor 10 Mailbox Rebuild 11 1

2 account type When you launch Apple mail and there are no accounts currently setup in mail, you will immediately be prompted with the following window, choose Exchange for an Exchange (which is preferable) account and Other Mail Account for either POP or IMAP If you are adding an addition account click Mail in the top left corner and then choose Preferences. In preferences, second from the left you will find accounts. At the bottom of the list of accounts, click on the plus (+) to add another account. Exchange accounts An exchange account will synchronise your Mail, Contacts and Calendars, and any changes will uploaded the server and mirrored on your other devices. POP accounts POP accounts are older, and the communication with the server is limited to downloading s and telling the server when to delete them, contacts and calendars are not uploaded and would only be stored locally on the one device. The best use of a POP account would be to store a copy of your s permanently. POP Accounts do not store server side sent items. IMAP An IMAP account is more or less halfway between the two, it will mirror changes to folder/ management like an exchange account but will not synchronise Calendars or Contacts. If in doubt you will most likely want an Exchange Account over a POP Account. 2

3 Setting up an Exchange account On the next screen, enter your name, address and Password. Then click Continue. Mail will then try to connect to the server and verify you re that you ve typed the correct information. Note that this can take a few minutes sometimes, and should just let it search and wait for it to give any kind of response before calling Network Support. Once verified, you ll get an Account Summary. Click Continue, and on the next page you can then pick which items to synchronise with the server. Tick Mail, Contacts and Calendar then click Done. 3

4 Setting up a POP/IMAP account Next type your Name, Address and Password, then click Create. A line below the password field will say you need to manually configure your account, Click Next On the next screen, pick whether you want an IMAP or POP (recommended) account enter the mail server as EXCHANGE.VICBAR.COM.AU and make sure your username is your FULL address. Click Next, and it will tell you additional account information required. Click Next again. For outgoing Mail Server the SMTP server is EXCHANGE.VICBAR.COM.AU and your full address for the username. Click Create and the account will verify. 4

5 You will now be viewing the account settings for your account, you need to then go to the Advanced Tab. And tick Remove copy from server, and in the dropdown set it to When moved from inbox. Not doing this will then require you to delete s from the server via the remote . Leaving your s in your inbox 5

6 Setting up an signature Click Mail in the top left corner, and then go to Preferences. In Preferences go across to the Signatures (1) near the right. 2. Select your Account This is where you choose which account you want to create the signature for. 3. Create a new Signature or select an Existing one Once you select the account, in this list you see all the signatures, to add a new signature click the plus (+) below the list to add a new signature. 4. Type up your Signature This section is where you type up your signature. Here the signatures are grouped by account (2), then you have a signature (3) and finally the preview of the signature you select. To Change the Font; size, style and colour click on Format at the top of the and choose what you want to change 5. Pick which signature to use Based on the account you select (2) you can pick quick signature to use with that account using the dropdown menu below Choose signature. 6

7 Checking Storage Your storage is the total size of your folders, contacts and calendars stored on the server. To check the size of your folders (for Exchange account users), Control Click (Or right click if enabled), on your Inbox. Go down to Get Account Info In Account info, make sure your looking at the correct account, in this case the Account is called Vicbar, which is an Exchange account. Below you ll see a breakdown of all the folders, and how much each folder is. In this case the Sent Items is the largest folder, taking up over half the default mailbox size. If the number of messages is low but the size is high, then the most likely cause is due to large attachments. 7

8 Archiving s Archiving is a matter of moving s from being stored on the server, and keeping them locally on your computer. There is only so much storage on the server, but there is several times that available on your computers local storage. In Mail, Click on Mailbox across the top of the screen in the grey bar. In the middle of the list you will find New Mailbox In the Window that appears, change the location to be On My Mac, otherwise creating a folder on the server will not reduce your mailbox size. Name the folder in a way that will The Folder you create will appear under the heading On My Mac, you can create multiple folders, and create subfolders to suit your filing desired filing system. All folders will with subfolders (another folder nested within a folder) will have an arrow next to the folder icon, as seen with the Archives folder in the below image. Clicking on the Arrow will hide and show the folders within that folder. 8

9 Apple Mail Troubleshooting Firstly you should try doing an update Click on the apple symbol top left, then Software Update, and make sure you re as up to date as you can be. The current version of mail is Version 7.3 as of May 2014 Check your Account Settings Mail top left, then Preferences Accounts will be the second from the left, in this window you ll find a list of all accounts setup in mail. Click on Vicbar and double check your username is the full address ie. If there is at the end, when you update that, you will then download your whole mailbox again. This is because it stores the s in mail based on username and will therefore think it s a different account. The Internal server will be one of the following: bclmail.bcl.local or exchange.vicbar.com.au Outgoing Mail Server should be [account description] then (Exchange). In my case my account description is Vicbar Vicbar (Exchange) 9

10 Check connection Doctor Window Across the top and then choose Connection Doctor. What you ll be looking for is the Description ie Vicbar Account type Exchange and then what it says in the details, if it reads; Connection and login to server succeeded then you need to perform a Mailbox Rebuild (skip to next step) If the details indicate you cannot connect go back into settings and change your internal server to read exchange.vicbar.com.au to do this you ll probably need to untick Use Autodiscover service (you do on my version). 10

11 Mailbox Rebuild (having to do this more than once isn t uncommon) Make sure you have Inbox (or the folder that isn t updating) selected Click on Mailbox across the top then; If you have more than one account) 5 th from the top Online status -> Take Vicbar Offiline If you only one account then just choose 2 nd from the top Take All Accounts Offine Once your account is offline, there will be a dot next to your Inbox with a lightning bolt. Click on Mailbox at the top again and choose Rebuild, which will be the last option in the list. If Rebuild appears to be greyed out, quit and then re-launch Mail. You will know the Rebuild is done as the inbox will appear empty, go to Mailbox at the top, and choose Take All Accounts Online, now click Get Mail your inbox should then start to populate again. 11

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