Configuring Outlook 2010

Configuring Outlook 2010
Contents
1.
Configuring Outlook 2010 ............................................................................................................... 1
2.
Add the new IMAP email account to Outlook ................................................................................ 2
3.
Change Start-up default Inbox ........................................................................................................ 8
4.
Setup Saved & Deleted Items ......................................................................................................... 9
5.
IMAP Folders: ................................................................................................................................ 12
6.
Add/Change your signature. ......................................................................................................... 13
7.
Transfer email from old POP3 email account to new IMAP account. .......................................... 15
7.1.
Drag and Drop moving email between accounts.................................................................. 15
7.2.
Move and create Sub Folders ............................................................................................... 16
7.3.
Create a new folder............................................................................................................... 17
7.4.
Remove old POP3 BTConnect account ................................................................................. 19
1.
Configuring Outlook 2010
The following instructions show how to configure Outlook 2010 so that your email complies with
company policy.
Microsoft Outlook 2010 should not be confused with Outlook Express, which has far fewer features
than Outlook and differs in many other ways. Outlook 2010 is similar but not identical to previous
versions of Outlook, so you may notice that some options are different if you are using a different
version. For instance, Outlook 2007 is very similar, but has menus at the top of the screen rather
than the new “Ribbon Bar”.
The following server details are required for you to connect to send and receive email.
Setting
Incoming mail server
SSL encryption
SSL port
Outgoing mail server (SMTP)
SSL encryption
SMTP port
1
Value
secure.emailsrvr.com
Yes
993
secure.emailsrvr.com
Yes
465
Configuring Outlook 2010
2.
Add the new IMAP email account to Outlook
If you already have Outlook configured to receive email , from within Outlook on the menu bar at
the top of the screen click the File tab:
Next click Account SettingsAccount Settings, followed by “New” in the Account Setting window
that will now appear
If you have a brand new installation when you open Outlook for the first time you will see this
screen, click “Next” to continue.
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Configuring Outlook 2010
A “wizard” will now start and its first screen looks like this:
Click “Next” to continue
Click “Manually configure server settings or additional server types” followed by “Next”. The
following screen will appear:
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Configuring Outlook 2010
Ensure “Internet E-mail” is selected and click “Next”. In the following screen, you must enter the
details provided by the IT helpdesk.
Enter your account details in the fields as shown below, ensuring that you choose “IMAP” from the
“Account Type” drop down menu part way down this page. Tick the “Remember password” box near
the bottom of the page.
Once complete click on the “More Settings” button as shown below.
NOTE: Your username is your FULL email address, Outlook will auto-complete
this field with the wrong information, you MUST change it!
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Configuring Outlook 2010
A new window will appear as shown below;
Click on the “Outgoing Server” tab and tick the box labelled “My outgoing server (SMTP) requires
authentication” then ensure the radio button is selected for “Use the same settings as my incoming
mail server” as shown;
Next click on the “Advanced” tab to display the following menu. As shown below change the drop
down menus for both Incoming and Outgoing servers to “Use the following type of encrypted
connection” to “SSL”. Then change the Incoming server port number to be 993 and the Outgoing
server port number to be 465 as shown;
Click OK to save these changes and return to the main Account menu;
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Configuring Outlook 2010
Click on “Next” to finish the setup and run a test send/receive. If all these steps have been followed
correctly then Outlook should now send and receive email from the new account, if not then please
return to the start of these instructions and double check all your settings.
If you receive the following pop-up message then you have entered the username, password or
server settings as shown above incorrectly, click “Cancel” and double check the information
entered.
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Configuring Outlook 2010
Once complete click “Finish”.
You will now be back at the account page.
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Configuring Outlook 2010
3.
Change Start-up default Inbox
Outlook will default at start up to the old email inbox, to change this to the new inbox you have just
setup click on “File” then “Options”. Select “Advanced” then from the “Outlook start and exit” click
on “Browse”
Scrolls down and expand the new account, select the new Inbox and click OK, OK to save and close
the change
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Configuring Outlook 2010
4.
Setup Saved & Deleted Items
Outlook will put sent items into the old folder, to change this click on “File” and select “Account
Settings”
Next click Account SettingsAccount Settings
Double click on the IMAP/SMTP account you have just created
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Configuring Outlook 2010
Click on “More Settings”
Select the Sent Items tab
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Configuring Outlook 2010
Select the “Save sent items in the following folder on the server” option and scroll down and select
the “Sent Items” folder
Select the Deleted Items taband set “Move deleted items to the following folder” and select the
deleted items foler. Next tick the “Purge items when switching folders” options
NOTE: Deleted items are NON-RECOVERABLE, once deleted they are gone for good, if you require to
keep email for archive purposes move them into another folder.
Click “OK”, “Next”, “Close” to save these changes.
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Configuring Outlook 2010
5.
IMAP Folders:
Folders should sync automatically with an IMAP account; however, if you have added folders in
Webmail and they are not showing in Outlook, perform the following steps:
Select Folder / IMAP Folders and Click the Query button.
Select the newly added folder(s), click the Subscribe button and click the OK button.
Restart Outlook to update the folder list.
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Configuring Outlook 2010
6.
Add/Change your signature.
The following disclaimer is automatically added you the end of all email you send;
Please refer to our company email disclaimer at http://www.edmundson-electrical.co.uk/disclaimer,
which is deemed incorporated into this email.
If you still require a personalised signature on your email you can do the following;
Click the File tab, followed by “Options”:
In the “Outlook Options” box, click “Mail”, on the left hand side:
Clicking the “Signatures” button brings up the following screen:
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Configuring Outlook 2010
Click “New”. The following box will pop up:
Enter a name for the signature (e.g. “EEL”) and click “OK”. Carefully enter your signature in the
lower half of the screen in accordance with SPI 548 (section 4.3). Next to “New messages” and
“Replies/Forwards”, select your signature:
Click “OK” on this screen and then on the “Outlook Options” screen. You are now ready to send
your confirmation message in accordance with SPI 1285.
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Configuring Outlook 2010
7.
Transfer email from old POP3 email account to new IMAP
account.
There are now two accounts setup on your PC and each of them will have email stored in them. Your
old POP3 email account from BT will not be receiving any new email and is only an archive now, but
you may have folders and email that you wish to continue working on. To do this you can move
email between the two “inboxes”.
7.1. Drag and Drop moving email between accounts
Expand both your inboxes by clicking on the grey arrow as highlighted below.
To move email stored in your old inbox, if you select the emails required by holding down the shift
key and clicking on the top and bottom emails so they are highlighted in blue as shown below;
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Configuring Outlook 2010
Next drag and drop the selected emails down to the inbox of the new account.
7.2. Move and create Sub Folders
If you use subfolders you will need to drag and drop them down into your new IMAP account.
Select the folder in your old POP3 account and drag it down and drop it into the new Inbox as shown
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Configuring Outlook 2010
7.3. Create a new folder
If you require any new folders you can add them simply by right clicking on the new IMAP inbox and
selecting “New Folder”
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Configuring Outlook 2010
Name your new folder and click “OK”
The new folder will now show under the Inbox.
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Configuring Outlook 2010
7.4. Remove old POP3 BTConnect account
If you are seeing an error message pop up where it is asking for a password for “pop.outlook.com”
then you will need to delete the old BT acocunt off your PC. This step should also be followed for
newly migrated accounts to ensure this error message doen’t occour.
Click on “Cancel” to close this error message.
Click on “File” and “Account Settings”
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Configuring Outlook 2010
From the list of available accounts select the POP/SMTP account as shown and click on “Remove”
Click yes to confirm the deletion
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Configuring Outlook 2010
You will now be left with just one account. Click Close to finish
There will still be two accounts in the left hand folder list, but the only one collecting any new email
will be the new one we created in the above steps. You can minimise the old email folder to avoid
confusion.
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Configuring Outlook 2010