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Prerequisites
     Obtain Software
     Obtain Account Details
Install Outlook Express
Configure Outlook Express
Switching Outlook Express from POP to IMAP
     Adjusting to using IMAP

Prerequisites

• Outlook Express for Windows Version 6 or higher
• Windows XP (replaced by Windows Mail in Vista)
• An SFSU Internet account.
• A connection to the Internet.

Obtain Software

Outlook Express comes pre-installed with Windows XP. If you do not have Outlook Express, it can be obtained by downloading the latest Service Pack from Microsoft.

Obtain Account Details

You will need:

1. Your account details: login to SFSU E-mail Account Services. Note the text under Account, Forwarding to..., and Your Mail Server. If you do not already have an account sign up for one.
2. If you are currently forwarding your e-mail and would like to access it using this e-mail program you should remove e-mail forwarding.
3. Your Account (e.g., jdoe@sfsu.edu) will be your IMAP e-mail account address.
4. Your Mail Server (e.g., mail01a) will be your Incoming and Outgoing (SMTP) Mail Server in the account setup.
5. If you do not already know your password, select Change Password. This will be the password you use in your Account setup.

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Install Outlook Express

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Configure Outlook Express

1. Open Outlook Express.
1. If told Outlook Express is not currently your default client, select Yes to make it your default client.

    


2. If an Internet Conection Wizard window opens, select Cancel to close it. If you are asked "Are you sure you want to exit the wizard" select Yes.

    


3. If you see an Outlook Express Import window, select Do not import at this time then select Next.

    


The Import not Complete window will appear. Select Finish.

2. On the Menu bar, select Tools > Accounts.
1. Select "Add"
2. Select "Mail..."

    


3. Enter your "Display Name" (e.g., Juana Doe) then select Next.

    


4. Enter your "E-mail Address" (e.g., jdoe@sfsu.edu) then select Next.

    


5. Change "POP3" to "IMAP" in the drop down box. Verify that "IMAP" is selected. Enter the name of your mail server in the Incoming mail server and Outgoing mail server boxes (e.g., mail01a.sfsu.edu). Refer to the Prerequisites if you do not know your mail server. Select Next.

    


6. Leave the Account name field (e.g., jdoe) with the default value provided by Outlook Express.
1. Uncheck "Remember password"
2. Leave "Log on using Secure Password Authentication (SPA)" unchecked.
3. Select Next.

    


7. Select Finish. Continue to the next step for additional settings required for your account setup.

    


8. Select your account from the list then select "Properties". If you do not see this screen, it can be opened by selecting Tools > Accounts from the Menu bar.

    


9. If not already selected, select the "General" tab.
   1. Enter your e-mail address in the E-mail address: field.
   2. Select the "Servers" tab.
      
      
      
10. Configure the Server settings.
    1. Select "My server requires authentication" under "Outgoing Mail Server".
    2. Select the "Advanced" tab.
       
       
       
11. Configure the Advanced settings.
    1. Select "This server requires a secure connection (SSL)" under both "Outgoing mail (SMTP)" and "Incoming mail (IMAP)".
    2. Change the Outgoing mail (SMTP) port number to 465.
    3. Select OK.
       
       
 
12. Select Close.
    



13. If you are asked if you would like to download folders from the mail server you added, select Yes.
    
    If not asked, right-click on the folder named for your server, (e.g., mail01a.sfsu.edu) and select IMAP folders.
    
    You will be asked to enter your password. Enter it then select OK.
    
    
  
14. The Show/Hide IMAP Folders window will open.
1. Select your account (e.g., mail01a.sfsu.edu).
2. Any folder that does not have an icon to the left of its name is a hidden folder (e.g., Archive). Select any folders that do not have icons and that you want to display in Outlook Express.
• Do not select .mailboxlist if you see it.
3. Select Show.
4. Select OK.
   
   
15. Congratulations! Your e-mail is configured and ready to be used.

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Switching Outlook Express from POP to IMAP

To change your Outlook Express for Windows configuration from POP to IMAP, you should do the following:

Delete the POP Configuration

1. Open Outlook Express.
2. On the Menu bar, select Tools > Accounts.
1. Select the POP Account name(e.g., mail01a.sfsu.edu ) that you wish to change to IMAP.
2. Select Remove.

    


3. When prompted, confirm that you want to delete the account from Outlook Express by selecting Yes.

    


4. Follow the instructions to Configure Outlook Express.

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Adjusting to using IMAP

• Critical Information: The mailboxes and folders you see under your new account (e.g., jdoe@sfsu.edu) reside on the mail server, not on your computer.  As a result:
• If you delete a message from one of these folders on one computer it will be gone from every computer you check mail from.
• Once a message is deleted from the server it is not easy to have it restored.  It is impossible after thirty days.
• If you want specific messages saved locally on a computer, you can make local folders then copy or move the messages from the server into the local folders.
• The time taken to refresh a folder on the server increases with the number of messages in the folder.  To keep refresh time down, try to keep the number of messages in any folder below 1000.  The inbox on the server is refreshed every time your mail client checks for new messages, so it is especially important to keep the number of messages in the inbox low.
• You do not lose messages you received before switching to IMAP; they will remain in the Inbox under Local Folders.
• The new Inbox under your new account (e.g., jdoe@sfsu.edu) will contain your new incoming mail.
• The Sent Items folder under your new account (e.g., jdoe@sfsu.edu) will contain any new messages sent from your account.
• To permanently remove messages marked as deleted, select Edit > Purge deleted messages from the menu.
• Keep your inbox to less than 1000 messages.

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Last Modified: 29 May 2008
doit@sfsu.edu