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This guide will help you install and configure Outlook 2007 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 2007" instructions. If you already have Outlook 2007 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 2007
Configure Outlook 2007
Switching Outlook 2007 from POP to IMAP
     Adjusting to using IMAP

Prerequisites

• Microsoft Office 2007
• Microsoft Windows
• An SFSU Internet account
• A connection to the Internet.

Obtain Software

Microsoft Outlook 2007 comes packaged with Microsoft Office 2007 Enterprise, Professional, Small Business, and Standard editions. It is not available from the Microsoft Office 2007 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 2007

Outlook 2007 is installed with certain versions of Microsoft Office 2007. If you have Office 2007, but do not have Outlook 2007 installed then refer to the How to install and repair 2007 Office features guide on Microsoft's website. See the Prerequisites section for more information.

1. Open Outlook 2007. Upon starting Outlook 2007, the Outlook 2007 Startup Wizard will begin running then select Next.

    


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

    


3. Continue with Step 3 in the Configure Outlook 2007 section.

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Configure Outlook 2007

1. Open Outlook 2007.
1. On the Menu bar, select Tools " Account Settings...
2. Select "New"

    


2. Verify "Microsoft Exchange, POP3, IMAP, or HTTP" is selected then select Next.

    


3. Select the "Manually configure server setting or additional server types" box then select Next

    


4. Verify "Internet E-mail" is selected then select Next.

    


5. 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. Select "IMAP" for your Account Type. Verify "IMAP" is selected.
4. 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.
5. Enter your Account Name in the User Name field (e.g., jdoe).
6. Remove the default selection of "Remember password" to prevent easy access to your mail.
7. Select More Settings.

     (change to Juana)


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

    


7. Set the Outgoing Server settings.
1. Select "My outgoing server (SMTP) requires authentication."
2. Verify that "Use same settings as my incoming mail server" is selected.
3. Select the Advanced tab.

    


8. For both of the "Use the following type of encrypted connection" boxes select SSL. Change the Outgoing mail (SMTP) port number to 465 then select OK.

    


9. Select Next.

    


10. Select Finish.

    


11. Select Close.

    


12. 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 then select OK.

    


13. Right-click your account (e.g., jdoe@sfsu.edu) and select IMAP Folders. The IMAP Folders window will display. Uncheck When displaying hierarchy in Outlook, show only subscribed folders then select OK.

    


14. Congratulations! Your e-mail is configured and ready to be used.

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Switching Outlook 2007 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 2007 configuration from POP to IMAP, you should do the following:

Delete the POP Configuration

1. Open Outlook 2007.
2. On the Menu bar, select Tools > Account Settings...
1. Select your current POP account (e.g., jdoe@sfsu.edu).
2. Select Remove.

    


3. Select Yes then select Close.

    


4. Continue with the Configure Outlook 2007 section.

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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 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 will 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 Tools > Empty "Deleted Items" Folder from the Menu bar.
• Keep your inbox to less than 1000 messages.

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Last Modified: 30 April 2008
doit@sfsu.edu