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This guide will help you install and configure Outlook 2003 to access your SFSU E-mail. Be sure to read the Prerequisites and ensure that you have all the required information. If you are installing for the first time, start with the "Install Outlook 2003" instructions. If you already have Outlook 2003 installed, but are not currently using IMAP, then start with the "Switching from POP to IMAP" section.

Prerequisites
     Obtain Software
     Obtain Account Details
Install Outlook 2003
Initial Setup
Configure Outlook 2003
Switching Outlook 2003 from POP to IMAP
     Adjusting to using IMAP

Prerequisites

• Outlook 2003
• Microsoft Windows
• An SFSU Internet account
• A connection to the Internet.

Obtain Software

Microsoft Outlook 2003 can be purchased as a stand alone application or packaged with Microsoft Office 2003 Enterprise, Professional, Small Business, and Standard editions. It is not available from the Microsoft Office 2003 Home & Student Edition.

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 mail server in the account set up.
5. If you do not already know your password, select Change Password. This will be the password you use in your Account set up.

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Install Outlook 2003

Outlook 2003 is installed with certain versions of Microsoft Office 2003. If you have Office 2003, but do not have Outlook 2003 installed then refer to the How to install and repair 2003 Office features guide on Microsoft's web site. See the Prerequisites section for more information.

Initial Setup

1. Open Outlook 2003. If you are running Outlook 2003 for the first time, the Outlook 2003 Startup wizard runs automatically. If the Startup wizard is running, select Next then continue with step 2. If the Startup wizard is NOT running, go to step 1b. under Configure Outlook 2003.

    


2. If you are asked if you want to upgrade from another mail client select Do not upgrade then select Next.

    


3. Select Yes to configure your e-mail account then select Next.

    


4. Continue with Step 2 in the Configure Outlook 2003 section.

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Configure Outlook 2003

1. Add an e-mail account.
1. Open Outlook 2003.
2. On the Menu bar, select Tools > E-mail Accounts...
3. Select "Add a new e-mail account"
4. Select "Next"

    


2. Select "IMAP" then select Next

    
    


3. Enter the Internet E-mail Settings.
1. Enter Your Name
2. Enter your E-mail Address. The E-mail Address is your accountname@sfsu.edu. Refer to the Prerequisites section if you do not know your Account Name.
3. Enter your Incoming mail server (IMAP) and Outgoing mail server (SMTP). Your mail server (e.g., mail01a.sfsu.edu) will be your incoming and outgoing server in the account set up . Refer to the Prerequisites section if you do not know your mail server.
4. If not already entereed, type your Account Name in the User Name field (e.g., jdoe).
5. Remove the default selection of "Remember password" to secure access to your mail.
6. Select More Settings.

    


4. Leave the Mail Account name with the default value provided by Outlook. (e.g., mail01a.sfsu.edu)
1. Enter your e-mail (e.g, jdoe@sfsu.edu) in the Reply E-mail field.
2. Select the Outgoing Server tab.

    


5. Select My outgoing server (SMTP) requires authentication then select the Advanced tab.

    


6. Verify both of the This server requires an encrypted connection (SSL) boxes are selected. Change the Outgoing mail (SMTP) port number to 465 then select OK.

    


7. Select Next.
   
       
   
8. Select Finish.

    


9. The Internet E-mail dialog box will open automatically. Your User Name (e.g., jdoe) will appear and you will be prompted to enter your Password. Enter your password then select OK.

    


10. Open the IMAP Folders window:
    1. Right-click your account (e.g., mail01a.sfsu.edu)
    2. Select IMAP Folders from the context menu that opens.
       
           
       
11. In the IMAP Folders window, uncheck When displaying hierarchy in Outlook, show only subscribed folders then select OK.

    


12. Set your account inbox as the default folder to open when Outlook 2003 is started. Select Tools > Options from the menu. Select the Other tab on the Options Screen then select Advanced Options.

    


13. Select Browse.

    


14. Select the Inbox folder under your account (e.g., mail01a.sfsu.edu) then select OK.
    
        
    
15. Select OK on the Advanced Options window and select OK again on the Options window.
16. Congratulations! Your e-mail is configured and ready to be used.

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Switching Outlook 2003 from POP to IMAP

Before you begin, backup your e-mail data. For information, visit the Backups in Microsoft Windows:  Protecting Your Computer Data Web page. If you have other computers set up to access your mail using POP, make certain the POP mail clients are not running. These other mail clients should also be changed to use IMAP instead of POP to access your mail.

To change your Outlook 2003 configuration from POP to IMAP, you should do the following:

Delete the POP Configuration

1. Open Outlook 2003.
2. On the Menu bar, select Tools > Options...
1. Select Mail Setup
2. Select E-mail Accounts...

    


3. Select View or change existing e-mail accounts then select Next.

  

4. Select current POP account and select Remove, if asked to confirm the delete select Yes, then select Finish.

    


5. To finish removing the POP account select Yes.

    


6. Select Add.

    


7. Continue with the Configure Outlook 2003 section at Step 2.

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Adjusting to using IMAP

• Critical Information: The folders you see under your new account (e.g., mail01a.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 and 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 Personal Folders.
• The new Inbox under your new account (e.g., jdoe@sfsu.edu) will contain your new incoming mail.
• The first time you send a message, you may be prompted to choose a folder to save copies of your sent messages for the e-mail account. You may select Use Default Folder, which is the Sent Items folder, or you may choose another folder.
• To permanently remove messages marked as deleted, select Edit > Purge > Purge Marked Items in All Accounts from the menu.
• To keep Outlook's response time fast, store as few messages in your Inbox as possible. If you create folders on the server to save your messages in, they will be available to view from any computer where you use IMAP to access your mail.

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Last Modified: 30 April 2008
doit@sfsu.edu