Workspace Support Team
posted this on April 22, 2011, 22:21
You can use Microsoft Outlook 2007 to send and receive emails tied to your domain and mapped to your online account. There are two ways of doing this - POP and IMAP. POP is simply a one-way pull and can often lead to confusion if you use more than one email client or Smartphone.
With IMAP, you can also set up multiple clients (e.g., Outlook on computer at work and Mac Mail on computer at home). Folders and messages will be in sync across all email clients, your Web account, and your Smartphones and Tablets. IMAP is the recommended choice if you plan to use a Smartphone (like iPhone or Droid) in addition to your Outlook. However, your network must support fast broadband speeds for IMAP to work effectively.
To decide whether IMAP is right for you, please read IMAP verus POP by clicking here.
IMPORTANT: Before you set up your IMAP account in Outlook 2007, please be sure that you have the latest Microsoft Service Pack which has fixed a number of critical bugs related to IMAP. The link to download Service Pack 3 for Office 2007 (including Outlook 2007) is: http://www.microsoft.com/download/en/details.aspx?id=27838. Once you have the latest Service Pack installed on your PC, follow carefully the steps outlined below to set up your IMAP account in Outlook 2007:
2. In the Account Settings / E-mail Accounts pop-up, select the E-mail tab and click "New". In the Add New E-mail Account / Choose E-mail Service pop-up that follows, select "Microsoft Exchange, POP3, IMAP, or HTTP" and click Next.
6. In the Internet E-mail Settings, More Settings pop-up, enter the following information in the tabs:
General: Enter a name for your account to identify your email account. Leave other fields blank.
Check the "Purge items when switching folders online" option if you want to purge items. Read more to learn more about "Purge" in your Outlook 2007 IMAP account.
If you're new to IMAP, you're probably new to the concept of "Purge". When you delete emails in an Outlook 2007 IMAP account, they are shown as crossed out in Outlook while they are no longer visible on the server. These emails have been "Marked for Deletion" by Outlook. You can "undelete" such emails in Outlook and they will reappear on the server. This is basically like deleting an email and then restoring it from your Deleted folder on the server or other email systems that you may be familiar with.
When you "Purge" a deleted email in an Outlook 2007 IMAP account, the email is permanently deleted on both the server and in Outlook. You will not be able to "undelete" or restore an email that has been purged. So if you check the Purge Option to "Purge items when switching folders while online", your deleted items shown crossed out will be permanently deleted when you go from one folder to another or when you close Outlook and open it again.
Microsoft has adjusted the behavior of IMAP accounts in Outlook 2010 so that you can mimic behavior similar to most Webmail systems. You may wish to upgrade to Outlook 2010 if such behavior is important to you. Click here for a description of how IMAP accounts work in Outlook 2010.
Recommendation: select the "Purge items when switching folders while online" if you're fine with permanently deleting emails when deleting them. Otherwise, do not select it since "Purge" in Outlook 2007 is the same as permanent deletion. A few things to keep in mind with Purge:
a. You can undelete individual emails that have been marked for deletion.
b. You can choose to "Purge" or permanently delete all emails marked for deletion in a given folder (select the folder first) under Edit/Purge.
c. You can hide emails that have been marked for deletion in a given folder (select the folder first) under View/Current View.
Folders: Return to this tab after you set up your account. See Step 8B below.
Outgoing Server: Check My outgoing server (SMTP) requires authentication and select Use same settings as my incoming mail server
Connection: Leave unchanged
Advanced: Enter Server Port Numbers and Server Timeouts as shown and described below.
Incoming Server (IMAP): 143. Use this port number.
Outgoing server (SMTP): 587. Since most ISPs today block Port 25 (the default value), you should replace it with Port 587.
Server Timeouts: We recommend a value that is at least 5 minutes because email sizes are getting larger.
8A. Additional / More Settings: Folder Subscription
You can select the folders that you want to map to your IMAP account. By creating archive folders on the server and not subscribing to them in your IMAP, you can vastly improve performance since you will not be syncing thousands of emails every time you open Outlook.
To choose the email folders you want to subscribe to, right-click on the IMAP root-level folder than has the name of your IMAP account and select IMAP Folders. In the pop-up that will appear, subscribe or unsubscribe to folders in your account.
We recommend that you subscribe to Inbox, Drafts, Spam, Deleted Items, and Sent Items folders.
Hint: Limiting the number of folders you subscribe to will improve the speed and performance of your IMAP account.
8B. Additional / More Settings (Optional): Sent Items
Emails that you send from Outlook are not automatically saved on your Server unless you explicitly specify this in your Outlook. To do this, you must (a) choose Choose an existing folder or create a new folder to save your sent items for this account in and then (b) select the Sent Items folder.
To avoid duplicate items being saved in your Sent Items folders, please login to your Web account and in the Messages Section, go to Tools/Message Options/Message Processing and uncheckAutomatically save emails sent from POP/IMAP clients in Sent Items folder.
You can do this under Accounts/More Settings only after configuring your IMAP account (Steps 1 - 7) and subscribing to your email account folders (including Sent Items) in the above step.folder. To do this, you must return to Account Settings under Tools in your Outlook 2007 and then choose More Settings and the Folders tab in the Internet E-mail Settings popup.
8C. Additional/More Settings: Offline Settings
If you want to download more than the header of email messages so that you can read the full email when you're offline, you must define this under Tools, Send/Receive, Send/Receive Settings, Define Send/Receive Groups. Select and edit the Send/Receive Group in which your IMAP account belongs (you can also create a Send/Receive Group just for your IMAP account).
Below Receive mail items:
(1) Select Download complete items including attachments for subscribed folders if you want the full email, including email attachments, to be downloaded automatically during Send/Receive. It is important that you select this option if you want full offline access to unread emails. However, if you routinely Send/Receive "enormous" email attachments (defined by Microsoft as 5 MB or higher) and/or have limited Internet connectivity, we recommend that you do not select this option. Instead, select the option described in (2) below.
(2) Select Download headers for subscribed folders instead if you want faster performance. If you select this option, only the header information of your emails will be downloaded during Send/Receive. This results in faster Send/Receive with fewer opportunities for failure. You can always open or preview your email to download the full message content including any email attachments. This option is recommended if you routinely Send/Receive "enormous" email attachments (defined by Microsoft as 5 MB or higher)and/or have limited Internet connectivity.
You can also select Use the custom behavior defined below to improve performance by limiting the number of folders for which the entire email is downloaded. For example, you may want to download the entire email including attachments for the Inbox but only the headers for Deleted Items.