Outlook 2003 for Windows 2000 and XP Installation Guide with SSL/TLS

This software cannot be installed on Windows '95, 98 or ME machines.

Important Note: If your computer is attached to a local area network (LAN), you should contact your LAN administrator or technical support person before downloading and installing this software.

NOTE: For advanced users who want to quickly configure SSL for their client, CLICK HERE, for SSL settings

Contents

  • Step 1. Configure Outlook 2003 for SSL/TLS
  • Step 2. Fine-Tuning Outlook 2003 for IMAP use 
    • 2.1 Disable periodic new mail check
    • 2.2 Remove unnecessary IMAP folder subscriptions
    • 2.3 Purge Deleted Messages
    • 2.4 Note about Outlook 2003 and Outlook 97-2002 PST files

These steps are explained in detail below. Commands are shown in bold type.

Note 1: The Information Commons Help Desk and UTM Help Desks do not provide support for Microsoft Outlook

Limited support is provided by the UTSC Help Desk. This page is provided to help users properly configure Outlook for use with UTORmail.

 

Note 2: If You Are Also Using an Exchange Server

You may be using Outlook in an environment that includes a connection to an Exchange server. If you are using Outlook 2003 in this environment, you should not set up UTORmail Internet Mail on your own. Please consult with your departmental computer support staff for help configuring Outlook 2003.

 

Note 3: Apply the Latest Service Pack

Computing & Networking Services strongly recommends you apply the latest updates to Office 2003 before using Outlook 2003 as an IMAP client. The latest updates include important patches that enable proper behaviour of Microsoft Outlook with UTORmail email servers and directory servers. Please see Microsoft's Office Downloads page for details on obtaining the latest service pack.

Summary: Microsoft Outlook 2003 is a personal information manager, group calendar, and email program that is included with Microsoft Office 2003. It can be used for a wide range of functions, including IMAP-based Internet email. This page explains how to properly configure Outlook 2003 for use as an email client with UTORmail servers.

PLEASE SEE ALSO: Which Email Package is best for me?

Step 1. Configure Outlook 2003 for SSL/TLS

When starting Outlook 2003 for the first time

1.      Begin by clicking Start > All Programs > Microsoft Office > Microsoft Office Outlook 2003 which will display the following screen.

2.      Click Next to continue

3.      If viewing or changing an existing Outlook Email account you will see the window below. Then proceed to step 5

 

 

4.      In the Account Configuration window below choose Yes and click Next to proceed

5.      In the Email Accounts window choose IMAP

6.      Click Next

7.      In the Email Accounts window for Internet Email Settings (IMAP) follow the steps below

8.      Enter Your Name in the box labeled "Your Name"

9.      Type your UTORmail e-mail address in the E-mail Address field. For example: terry.lee@utoronto.ca.

10. In the Incoming mail server (IMAP) field, type mailboxNN.utcc.utoronto.ca where NN is the configuration number assigned to you when you opened your UTORmail account. For example, if your configuration number is 100, the entry would be mailbox100.utcc.utoronto.ca

11. In the Outgoing mail server (SMTP) field, type postofficeNN.utcc.utoronto.ca again substituting the NN for your configuration number. Click Next. For example, if your configuration number is 100, the entry would be
postoffice100.utcc.utoronto.ca

12. Enter your UTORid in the box labeled User Name.

13. Leave the box labeled Password blank.

14. Remove the check box next to Remember password.

15. Click More Settings

NOTE: If you are using an Internet Service Provider other than UTORdial or via the U of T connection through Sympatico HSE or Rogers Cable, you may have to use that provider's Outgoing mail server (also referred to as an SMTP server). A number of ISPs have begun to require this as a way to control certain kinds of email abuses. Check with your provider

For details, read Using an Outside ISP at the Network Services Group website

16.  In the More Settings of the Internet E-mail Settings window click on the Outgoing Server tab.

17. Click the check box next to My outgoing server (SMTP) requires authentication.

18. Confirm that Use same settings as my incoming mail server is selected.

19. Click on the Advanced tab.



20. Under Incoming server (IMAP) click the box labelled, This server requires a secure connection (SSL).

21. Confirm that the server port number for the incoming server changed to 993 (this will happen automatically when you check the box in the previous step).

22. Click OK to close the Internet E-mail Settings window.

23. Click Next in the E-mail Accounts window

24. At this point you will be prompted for your UTORid password, to allow you to log in to your newly created account. Type your password in the box labelled password, and click OK.

25. Click Finish in the E-mail Accounts window.

Step 2. Fine-Tuning Outlook 2003 for IMAP use

Note: These steps are very important. By default, Outlook will periodically check for new mail and check all subscribed folders. This places unnecessary load on our mail servers, which slows mail down for everyone. Within the IMAP configured environment a mail server will notify a desktop mail client as soon as the new message enters the INBOX.

2.1 Disable periodic new mail check

  1. Click Tools then Options, and choose the Mail Setup tab.

 

  1. Click the Send/Receive button.
  2. Find Schedule an automatic send/receive every XX minutes line and remove the corresponding check mark.

  1. Click Close, then click OK.

2.2 Remove unnecessary IMAP folder subscriptions 

  1. Click on the Inbox email folder or any other IMAP folder.
  2. Click Tools then IMAP folders to see this screen.

  1. Click Subscribed, then Query.  You should see a list of subscribed folders


We recommend that you not subscribe to any folders, because subscribing causes Outlook to check the folder for new messages unnecessarily. Since most users need to monitor only their inbox, you don't need to use folder subscriptions.

  1. Click on any folders that have the subscription icon, then click Unsubscribe. To select all of the folders at once click the first folder, scroll down, hold down SHIFT key and click the last folder in the list.

  1. When all are unsubscribed, clear the check next to the option labelled When displaying hierarchy in Outlook, show only subscribed folders. This will allow you to see all your folders.
  2. Click OK and restart Outlook.

2.3 Purge Deleted Messages

Outlook in IMAP configuration does not delete messages. It merely marks them for deletion so many people find after a while that their INBOX is clogged with megabytes of "deleted" mail.

"Deleted" messages have a strikethrough line. There are two ways to PURGE these messages.

CAUTION! The procedure(s) outlined below will PERMANENTLY delete marked messages.

Purge deleted messages via the menu.

  1. Purge deleted messages via a menu option. In order to use this option one needs to be in the OUTLOOK email menu (not calendar or any other).
  2. Open Edit menu and select the Purge Deleted Messages command. Click Yes to confirm the deletion.

Create a Purge Button on the Toolbar

  1. Open Tools menu in Outlook.
  2. Select Customize.
  3. Select the Commands tab.
  4. In the left window pane select Edit in the Categories list.
  5. In the right window pane scroll down until you find Purge Deleted Messages.
  6. "Grab" the Purge Deleted Messages label with your left mouse button and drag it up to the toolbar so that it will land just to the right of the "X" that deletes messages. A vertical marker line will indicate the correct position as illustrated below. Drop it between the "X" and the vertical, grey divider.
     
  7. After releasing your mouse, you have a new button named Purge Deleted Messages.   DO NOT close the "Customize" dialog box.
  8. The name of the button may be too large. It may have caused some buttons to disappear from the right of the toolbar. Here is the new toolbar. Notice how wide the purge button is and how it caused buttons to drop off the right end:
    screen shot of toolbar with a huge purge buttonThe remaining steps explain how to rename the button. The Customize dialog box must still be open to the Commands tab.
  9. Right-click Purge Deleted Messages button and edit the name of the button to have Purge only. Press ENTER on your keyboard to save the change.
  10. Close the Customize dialog box. This is the way your tool bar will look after all. Pressing Purge button will get rid of the marked for deletion messages.
    screen shot showing smaller purge button

2.4 Note about Outlook 2003 and Outlook 97-2002 PST files

According to Microsoft, there is an incompatibility between non-Unicode PST files created in Outlook 97 – Outlook 2002 and Unicode formatted Outlook 2003, preventing native viewing of older PST files in Outlook 2003.

http://office.microsoft.com/en-us/assistance/HA011190371033.aspx

However, it is possible to convert older PST files to the new Unicode format in step 2.) of the above link, making them accessible in Outlook 2003.

March 29, 2007