Outook XP/2002 - IMAP Configuration

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Outlook caches all IMAP data in a local .pst file, which cannot be used as your default information store. Also, Outlook provides no way to purge this cache, except by deleting the .pst file and starting over with a new one.

As implemented natively in Outlook, IMAP folders support only message and post items, not Outlook's special contact, appointment, task, journal and sticky note items.

Outlook normally files items sent via an IMAP account file into the default Sent Items folder in the local Personal Folders .pst file. To have items file instead into a folder in the IMAP hierarchy, for Outlook 2000, you can use the Rules Wizard, as described in the article at OL2000 (IMO) How to Save Sent Items on an IMAP Server. For Outlook 2002, you will need SP2 to use that technique.

Also See:

• OL2002- How to Use an IMAP Account with Outlook 2002
• OL2002 How to Configure Outlook to Receive Messages from an IMAP Server
• OL2002 Only Subscribed IMAP Folders Appear After Upgrade
• OL2002 Message Copy Remains in the Outbox When You Send Through a Hotmail or IMAP Account While Offline
• OL2002 Messages Marked for Download Are Not Downloaded
• OL2002 Unable to Delete Custom Folders Created on IMAP Servers
• OL2002 Sent Items Folder Does Not Populate the To and Sent Boxes When Your email Profile Is Configured to Use an IMAP Server - post - SP2 hotfix available
• OL2002 Data in To Field Is Not Downloaded as Part of the IMAP Folder Display
• OL2002 Views in the Internet Message Access Protocol Inbox Are Not Retained
• OL2002 Sent Items Folder Does Not Populate the To and Sent Boxes When Your email Profile Is Configured to Use an IMAP Server
• OL2002 Error Message Your Server Has Reported a UID Which Does Not Comply with the IMAP Standard
  

Configuration of email Account

Double-click the icon to start up Outlook.

If Outlook has been previously used on your PC, click on “Tools”, then “email Accounts”.

In the “email Accounts” window, click on Add a new email account then “Next”.

If this is the first time you have opened Outlook since installing it, then the “Outlook 2002 Startup Screen” will be displayed.  Click the “Next” button to move to the “email Account” screen.  Click “Yes” to confirm you want to create a new account then click the “Next” button.

In the “Account Type” window, click on “IMAP” then click the “Next” button. The “email Accounts” window will appear as shown be

.

Complete the details using your own full name and email address.

The Incoming mail server is the IP address of your Igaware Server Appliance

The Outgoing mail server is IP address of your Igaware Server Appliance

The User Name and Password boxes should contain your email username and your email password respectively.  Click on ‘Next’ when you have finished, then click “Finish”.

A new icon will be added to the shortcuts bar in outlook called after the IMAP server e.g. "server1" or "192.168.2.252"

Click on this icon to view all the messages in your INBOX.

Upgrading to the latest Service Patches

Open up a web browser (Internet Explorer or Netscape) and type in the address as:

http://office.microsoft.com/productupdates/

In the “Check for Office Updates” section, click on the “Go” button in the section that says “Scan my computer to find Office updates I need.” 

After a few seconds, a list of available updates will be shown in the browser window.

Click on “Office XP Service Pack 2 (English version)” so that a tick appears in the box next to it.

Click on the “Start Installation” button.

A confirmation window will be displayed.  Click “Install Now”.

A window will open reminding you to have your Office XP CD to hand.  Click “Continue”.

A disclaimer window appears - click “Accept” to accept the disclaimer and being the installation.

During the installation, you may be prompted for your Office XP CD.  If so, insert the Office XP CD into your CDROM drive and click “OK” to continue.

After the installation has completed, a status window will open.

Check that the installation shows as successful and click “Close this window”.

In the browser, click “Return to Product Updates Home Page”.

Run another check for updates by clicking on the “Go” button in the section that says “Scan my computer to find Office updates I need.”

From the list of updates, click on “Outlook 2002 Update: January 22, 2003” then click “Install Now”.

Follow the instructions on screen to complete the install of this patch.

After the installation completes, close down your browser window.

Saving Copies of Sent Mail

By default, copies of messages you send are saved to a ‘Sent Items’ folder in the Outlook default message store - known as a personal folder.  This folder is not part of your IMAP account but is used by Outlook when sending email messages.

To save messages to the ‘sent-mail’ folder on your IMAP account, you need to set up a rule within Outlook which will automatically move messages from the Outlook ‘Sent Items’ personal folder into your chosen IMAP ‘sent-mail’ folder.

To do this, you will need to follow the series of steps below:

1. Set up a rule to move sent mail from personal folders to your IMAP folder.
2. Disable saving of sent-mail to the Outlook personal folders.

If you do not do this, then copies of the email messages you send will not be saved in your sent-mail folder.

1.  Set up a rule to move sent mail from personal folders to your IMAP folder.

 Click on the ‘Tools’ menu and choose ‘Rules Wizard’.

This will open up the Rules window as follows:

Click on the ‘New’ button to open the next window as below:

 

 Click on ‘Start from a blank rule’.

Click on ‘Check messages after sending’

 The window should now look like this:

 

 Click the ‘Next’ button again without selecting anything from the list.

You will see the following warning message:

 

 Click on the ‘Yes’ button to confirm and move on to the next step.

 In the top pane of the window, click on ‘move a copy to the specified folder’ so that it has a tick next to it as shown above.

 Then in the bottom pane of the window, click on the underlined word ‘specified’.

 

This will open up a window showing the list of folders available.

Scroll down to ‘sent-mail’ below ‘192.168.2.252’.

If there is a plus (+) next to 192.168.2.252, click on the ‘+’ to expand the list of folders below it. Then click on sent-mail.

Once you have clicked on your ‘sent-mail’ folder, click on the ‘OK’ button.

This will return you to the previous screen.

 

The bottom pane should now read like this.

Click on the ‘Next’ button.

 

  Click on the ‘Next’ button without selecting anything from the list.

 

 Click on the ‘Finish’ button.

 

 This should return you to the initial rule wizard window which should now look like this.

 Click on the ‘OK’ button to save the settings.

 2.  Disable saving of sent-mail to the Outlook personal folders.

 Click on the ‘Tools’ menu, then on ‘Options’.  The following window is displayed:

 

 Click on the button ‘email Options’ button to display the email options window shown below:

 

Click on the setting for ‘Save copies of messages in Sent Items folder’ until the tick disappears from the box to the left.

The other settings on this screen are optional and you can choose which to have ticked according to your own preference.

Click the ‘OK’ button to close this window and return to the ‘Options’ window.

Click the ‘OK’ button again to close down the ‘Options’ window.

 Adding Shortcuts to the Outlook Bar

To add a shortcut to the outlook bar, first click on the ‘View’ menu then on ‘Folder List’.  A list of folders will be displayed alongside the Outlook Bar similar to that shown below.

 

If there is a plus (+) next to IMAP Server, click on the plus to expand the list to see the folders below it.

Click on the required folder with the right mouse button.  A menu will appear.  Choose ‘Add to Outlook Bar’ from the menu.

A shortcut to the selected folder will then be added to your Outlook bar.

Repeat for each required folder. When you have finished, click on the ‘View’ menu then on ‘Folder List’ to hide the folder list again.

 Removing Shortcuts from the Outlook Bar

 To remove a shortcut from the Outlook Bar, click on the shortcut with the right mouse button.  A menu will appear.  Choose ‘Remove from Outlook Bar’ from the menu.

You will be prompted to confirm deletion.  Click ‘Yes’ to remove the shortcut.

 Deleting Messages

 When an item is deleted from an IMAP folder, the item remains in the folder but will be crossed out with a line through it.  It is not moved to the ‘Deleted Items’ folder.  To remove the crossed out items from a folder, click on ‘Purge Deleted Messages’ from the ‘Edit’ menu.