Outlook 2010 IMAP

Transcription

Outlook 2010 IMAP

Configuring Microsoft® Office Outlook® 2010
Dualog® Connection Suite™ Ship & IMAP4
Prepared for: Microsoft® Office Outlook® 2010 Users
Author
Date
Description
Revision Number
Chris Walton
2013-06-28
Configuring Outlook® 2010 – Connection Suite™ Ship
1.2 (2013-09-03) DRAFT
THIS DOCUMENT CONTAINS CONFIDENTIAL AND PROPRIETARY INFORMATION
Dualog AS
Alkeveien 14
N-9015 Tromsø
Norway
Configuring Microsoft Office Outlook 2010 (IMAP4)
TABLE OF CONTENTS
1
OVERVIEW ..................................................................................................................................... 3
1.1
Rights and Trademarks .......................................................................................................... 3
1.2
Prerequisites .......................................................................................................................... 3
2
POP3 - IMAP4 COMPARISON / CONSIDERATIONS ................................................................... 4
3
CONFIGURATION REQUIREMENTS............................................................................................ 5
4
3.1
Name / IP Address ................................................................................................................. 5
3.2
Connection Suite – SMTP and IMAP4 Ports ......................................................................... 7
3.3
Connection Suite – User Details ............................................................................................ 8
3.4
Access Dualog WebMail (Automatic Folder Creation) ........................................................... 8
CONFIGURING OUTLOOK 2010................................................................................................. 11
4.1
New Account Creation (Wizard) ........................................................................................... 13
4.2
Internet E-Mail Account (IMAP) ........................................................................................... 15
4.3
Internet E-Mail Settings (More Settings) .............................................................................. 16
5
DEFAULT E-MAIL ACCOUNT...................................................................................................... 19
6
SENT ITEMS AND DELETED ITEMS FOLDERS (SELECT) ...................................................... 21
7
TESTING THE NEW ACCOUNT (OUTLOOK 2010) .................................................................... 25
8
USING MULTIPLE ACCOUNTS................................................................................................... 27
9
SETTINGS AND PREFERENCES ............................................................................................... 28
9.1
Send / Receive ..................................................................................................................... 28
9.2
E-Mail Format ....................................................................................................................... 29
APPENDIX I - USING OUTLOOK AND DUALOG WEBMAIL .............................................................. 30
APPENDIX II – CONFIGURATION TABLE........................................................................................... 31
Dualog © 2013
This document contains confidential and proprietary information
Page 2 of 31
1 Overview
This document describes configuration of Microsoft® Office Outlook® 2010 for use with Dualog®
Connection Suite™ Ship via the Internet Message Access Protocol (IMAP) (version 4).
Descriptions are provided, where applicable, regarding variations between the Microsoft® Windows
XP®, Microsoft® Windows Vista® and Microsoft® Windows 7® operating systems as well as
navigational differences determined by configuration of the Windows® “Start Menu” (“Standard Start
Menu” or “Classic Start Menu”).
1.1
Rights and Trademarks
Microsoft® Windows XP® operating system is hereafter referred to as Windows XP.
Microsoft® Windows Vista® operating system is hereafter referred to as Windows Vista.
Microsoft® Windows 7® operating system is hereafter referred to as Windows 7.
Microsoft® Windows® (operating system) is hereafter referred to as Windows.
Microsoft® Office Outlook® 2010 messaging software is hereafter referred to as Office Outlook,
Outlook or Outlook 2010.
Dualog® is hereafter referred to as Dualog.
Connection Suite™ is hereafter referred to as Connection Suite or Connection Suite Ship.
Dualog® WebMail™ is hereafter referred to Dualog WebMail or WebMail.
1.2
Prerequisites

Outlook 2010 should be fully and correctly installed. If Outlook is being used for the first time (and
depending on various options chosen during the installation of Microsoft Office) the installation
disk for Microsoft Office might be prompted for.

Dualog Connection Suite should be fully and correctly installed. To verify that the Outlook user’s
account is present, and configured as required, it is recommended that a test message is first sent
using Dualog WebMail. (The user can send a message to himself / herself to verify that the
account is correctly configured.)

It is assumed that the user is capable of using the Dualog Connection Suite Web interface and
has access to the configuration settings of Connection Suite itself.
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2 POP3 - IMAP4 Comparison / Considerations
When deciding whether to use POP3 (Post Office Protocol – version 3) or IMAP4 (Internet Message
Access Protocol – version 4) consideration should be given to the differences in terms of how and
where data (e-mail) is stored, how the different account types might impact users in terms of the
Outlook user interface and how recovery from hardware failure is achieved.
The following table describes some of the key differences between POP3 and IMAP4:
POP3
IMAP4
Mail storage location
Local computer (user linked PST file
by default)
Dualog computer (central mail store)
Backup options
Within Outlook / copy PST file (per
computer / per user)
Built-in automatic backup system –
all users’ folders and messages
Workstation recovery
Restoration of backup PST file
Automatic
Concurrent use of Dualog WebMail
No
Yes
In environments where computers are specific to location and user (e.g. Master’s office, Chief
Engineer’s office) POP3 can be used. The marginal advantage of POP3 (over IMAP4) is that it is
easier to configure.
If a user will use more than one computer to access the same e-mail account (e.g. a Captain who
uses Outlook from a computer in his / her office as well as a computer on the Bridge) IMAP4 provides
the advantage of access to the same e-mail account (and messages therein) from multiple locations /
computers.
When using POP3, messages are downloaded from the on-board Dualog mail server and then, by
default, deleted from it. The messages then reside only in Outlook’s PST (personal storage) file on the
client computer. POP3 can be configured to leave copies of received messages on the Dualog onboard mail server but this does provide full redundancy (i.e. because it does not include sent
messages) and over time it can lead to degradation in performance – i.e. because, during each POP3
session, the server must declare all received messages that it has for the user and Outlook on the
client workstation must then decide which of those messages have not yet been collected.
A potential disadvantage of IMAP4 is that all data is stored on the “Dualog computer” and is therefore
lost if the storage media fails. For this reason the Dualog Connection Ship software has options to
make backup copies of the mail store (and the system configuration) to any local or networked
location each day or week at a specific time. In cases where the “Dualog computer” fails and is
subsequently replaced the mail store backup can then be restored.
This document describes configuration of Outlook 2010 to communicate with the Dualog Connection
Suite Ship IMAP4 mail server.
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3 Configuration Requirements
Outlook communicates with the Dualog Connection Suite onboard mail server via SMTP (Simple Mail
Transfer Protocol) and IMAP4 (Internet Message Access Protocol version 4). Outlook sends mail via
SMTP and receives folder structure and message information / content via IMAP4.
In order to correctly configure Outlook, various items of information are required – some from the
Windows environment and some from the Dualog Connection Suite environment:

Name or fixed IP (Internet Protocol) address of the computer where Dualog Connection Suite
is installed

SMTP port upon which the Dualog Connection Suite mail server is listening (normally 25)

IMAP4 port upon which the Dualog Connection Suite mail server is listening (normally 143)

User E-Mail address

User display name

User password
Appendix II of this document contains a table that can be printed and used to record the above
information.
3.1
Name / IP Address
If the computer upon which Dualog Connection Suite is installed has a “fixed” (or “static”) IP address
then this can be used in the Outlook configuration.
Notes:

If the IP address of the Connection Suite computer is assigned by DHCP (Dynamic Host
Configuration Protocol) then it is recommended that the computer’s name is used. (IP
addresses assigned via DHCP can change when the computer is restarted or the DHCP lease
expires.)

If you are using Outlook and Dualog Connection Suite on a single computer (e.g. you don’t
have a Local Area Network on the ship) you can use the loopback IP address “127.0.0.1” or
the reserved host name “localhost” both of which are regarded as this computer.
The preferred method is to use the computer’s unique name.
To determine the name of the Connection Suite computer:

At the Dualog Connection Suite computer…

Click the “Start” button on the Windows taskbar (normally bottom-left)
Windows XP
Windows Vista
Windows 7

From the program menu that appears either select “Run…” (Windows XP) or enter the following
command directly into the “Start Search” (Windows Vista) or “Search programs and files”
(Windows 7) field:

Type CMD and click “OK”
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1
2

In the command window that appears type the following command (followed by enter / carriage
return):
ECHO %COMPUTERNAME%
In response to the command the name of the computer is “echoed” to the command window.
Make a note of the computer name – it will be used during configuration of Outlook.
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3.2
Connection Suite – SMTP and IMAP4 Ports
By default, the SMTP port is 25 and the IMAP4 port is 143. However, these can be altered (normally
for the onboard environment) so the port numbers should be checked in the Dualog Connection Suite
configuration:

Start the Dualog Connection Suite Ship Web interface and log on as an Administrative user.

Select the “Configuration” tab (right).

Select the configuration option “System” (left).

In the main panel (middle) select “Current E-Mail System”.
1
2
3
Make a note of the “SMTP port” and “IMAP4 port” numbers – they will be used during configuration of
Outlook.
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3.3
Connection Suite – User Details
The user’s e-mail address, display name and password will be used to configure Outlook. To access
the user account information in Dualog Connection Suite:

Start the Dualog Connection Suite Web interface and log on as an Administrative user.

Select the “Users” tab

Select the configuration option “Users” (left)

Select the appropriate user account from the list (left)

If required, you can click “Change password” to change / set the user’s password prior to
configuring Outlook.
2
1
3
Make a note of the display name (“Name”), E-Mail address (“E-Mail”) and password – they will be
used during the configuration of Outlook.
3.4
Access Dualog WebMail (Automatic Folder Creation)
Outlook does not automatically create folders such as “Drafts” and “Sent Items” so it is therefore
necessary, before configuring and using Outlook, to access the mailbox via the Dualog WebMail
system.
Open a Web browser (e.g. Microsoft Internet Explorer) and navigate to the page
http://dualog_computer_name where “dualog_computer_name” is the name of the computer running
Dualog Connection Suite as previously determined.
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In the Connection Suite log-in dialogue enter (or select) the user account and password then click
“Log In”:
1
2
3
In the main Connection Suite user interface select (click) “My Page” followed by “WebMail”:
1
2
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When prompted regarding identity details click “Save”:
The system will now automatically create important folders (in addition to “Inbox”) which will be visible
in the folder navigation section – left:
The internet browser can now be closed.
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4 Configuring Outlook 2010
Start Outlook from the Windows program menu. By default, it is accessed as follows:
Start > [All] Programs > Microsoft Office > Microsoft Office Outlook 2010
Windows “Classic Start Menu” (Windows XP):
Windows “Standard Start Menu” (Windows XP):
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Windows “Standard Start Menu” (Windows Vista / Windows 7):
Note: When you start Outlook for the first time you might be prompted to import e-mail and account
information from other (detected) e-mail systems. Select “Cancel” for each prompt presented.
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4.1
New Account Creation (Wizard)

Select (click) “File” and click “Info” from the drop down menu that appears.

Select “Account Settings” then “Account Settings...”
1
2
3
4
.

Select tab “E-mail” and click “New...”:
1
2
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
Select (tick) option “Manually configure server settings or additional server type” and click “Next”:
2
1

Select “Internet E-mail” and click “Next”:
1
2
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4.2

Internet E-Mail Account (IMAP)
Select “Account Type” IMAP.
The following (user) configuration items are required at this stage:
o
Display Name , E-Mail Address , Password , Mail Server Name
1
2
IMAP
3
5
4
6
7
1
Display name – for “business” accounts this normally includes your rank and the ship name
2
E-Mail address
3
Name (or fixed IP address) of the Dualog Connection Suite computer
4
Name (or fixed IP address) of the Dualog Connection Suite computer (same as 3)
5
E-Mail address (full e-mail address required – same as 2)
6
Password
When the Internet E-Mail settings have been entered click
IMAP4 ports etc.
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to configure the SMTP and
4.3
Internet E-Mail Settings (More Settings)
In “More Settings”:

Select the first tab “General” and enter a meaningful name for the new account – normally, this
should include the word “Dualog”, the ship name and your rank:
1
2

Select the tab “Advanced” and check / adjust the SMTP and IMAP server ports if required:
1
2
3

Click “OK” to save the settings
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
Ensure “Remember password” is enabled then click “Next”:
1
2

When Outlook has finished testing the account configuration click “Close”:

Click “Finish” to complete the configuration:
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
Click “Close” to close the Account Settings dialogue:
The new e-mail account will display as a new set of folders (below “Personal Folders”) in the
navigation pane of Outlook:
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5 Default E-Mail Account
Note: This section is only applicable if you have more than one e-mail account configured in Outlook.


1
2
3
4
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
Select tab “E-Mail” and if the new e-mail account is not at the top of the list select it and click “Set
as Default”:
1
3
2
4

Click “Close” to close the Account Settings dialogue.
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6 Sent Items and Deleted Items Folders (Select)
The “Sent Items” and “Delete Items” folders of the new (IMAP) e-mail account should be selected as
part of the account configuration.

Prior to selecting the folder click the “Send/Receive All Folders” button on the main toolbar (top)


1
2
3
4
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Select the “E-mail” tab, select the new e-mail account from the list and click “Change”:
1
3
2

Click “More Settings”:
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
Select tab “Sent Items” then option “Save sent items in the following folder on the server”

Expand (+) the new e-mail account (if required) and select folder “Sent Items”:
1
2
3
4

Click tab “Deleted Items” then option “Move deleted items to the following folder on the server”
Expand (+) the new e-mail account (if required) and select folder “Deleted Items”:
1
2
3
4
5

Click “OK” to close the Internet E-mail Settings dialogue
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
Click “Cancel” to close the Change Account dialogue:

Click “Close” to close the Account Settings dialogue:
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7 Testing the New Account (Outlook 2010)
To test the account (and SMTP and IMAP4 settings) you can send a “loop message” to your own email address.

On the main toolbar (top) click “New E-mail”:
Note: If you now have multiple e-mail accounts configured in Outlook please refer to the next section
which describes how to control which account is used when sending new messages.

Enter your own (Dualog) e-mail address in the “To” field, a subject and some message text. Once
the message is complete click “Send”:
1
4
2
3
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New messages are stored in the “Outbox” folder (“Personal Folders”) until the next “SMTP/IMAP4”
session with the server. To send the message to the mail server (Dualog) click “Send/Receive” on the
main Outlook toolbar (top):
The Dualog (on-board) mail server will switch the message and place it in your mailbox. If you do not
receive the test message in your inbox immediately click “Send/Receive” again after a brief pause.
The test message should arrive in your “Inbox” folder:
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8 Using Multiple Accounts
If you have multiple accounts in Outlook 2010 the “default account” is normally selected when you
create a new message. You can check / change the sender account, when creating a new message,
by clicking on the “From” button immediately to the right of the “Send” button:
Note: Outlook does not display the “From” button unless there are multiple e-mail accounts
configured.
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9 Settings and Preferences
9.1
Send / Receive
By default, Outlook sends new messages (to the on-board Dualog mail server) immediately and
periodically checks the IMAP4 mailbox for new received messages.
You can alter this behaviour – for example, you might not want Outlook to do anything automatically
(only send and receive when the “Send/Receive” button is clicked) or you might want to adjust the
frequency of checks for new incoming messages.
To configure the “Send/Receive settings:

Select “File” from the main toolbar (top) and “Options” from the menu that appears:
1
2

Select “Advanced” then scroll down the contents of the main panel (right) to access “Send and
receive” settings. You can enable/disable immediate sending (as required) and click the
“Send/Receive” button to access the separate form where timing can be configured:
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9.2
E-Mail Format
Messages in Outlook can be created in “plain text” or “HTML” (plain text + HTML) format.
If you do not need to use rich text effects (colours, underline, bold, italic etc.) it is strongly
recommended that you configure Outlook for plain text messaging. This greatly reduces message
size and, therefore, the cost of transmission to the shore system.
To access the message format settings:

Select “File” from the main toolbar (top) and “Options” from the menu that appears:
1
2

Select “Mail” and check the setting “Compose messages in this format”:
1
2
NOTE: Under no circumstances select “Rich Text” as this is proprietary to Microsoft and Outlook /
Exchange Server. Message recipients using e-mail clients other than Outlook (and mail servers other
than Exchange) will receive blank messages containing “WinMail.DAT” attachments that, by default,
they cannot open.
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Appendix I - Using Outlook and Dualog WebMail
With IMAP4 all folders and messages therein are centrally stored on the “Dualog computer” so the
same folders and messages are displayed in Outlook and Dualog WebMail.
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Appendix II – Configuration Table
Computer Running Dualog Connection Suite
Name / IP Address
3
SMTP Port
5
IMAP4 Port
6
Outlook Users
Display Name
1
E-Mail Address
2
Password
4
1
2
6
5
3
4
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Outlook 2010 IMAP

Transcription

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