Outlook Configuration with Igaware Open-Xchange Server

The Open-Xchange Server will allow you to store appointments, contacts, tasks, emails, bookmarks, documents, and many more elements and share them with other users. This environment is accessible via any modern web browser and multiple fat clients like Outlook, KDE Kontact, Apples iCAL, Konqueror, Mozilla, and many more. This document explains how to setup Outlook for use with the Igaware Open-Xchange Server (OX).

In order to enable Outlook to communicate with the OX Server a piece of software called Outlook OXtender needs to be installed on each client computer. The latest version of OXtender is available from your Igaware admin interface; Administration=>Servers=>Open-Xchange Server

Before embarking on setting up a client computer ensure that it meets the following minimum requirements:

Client PC: Minimun - 256 MB RAM

Operating system: Windows XP Service Pack 2 (recommended) or Windows 2000 (Service Pack 3)

(Windows 95, Windows 98, and Windows NT are not supported)

MS Outlook: MS Outlook XP or MS Outlook 2000 (Service Pack 3, plus update from http://support.microsoft.com/?kbid=811167)
(Outlook 97 and Outlook Express are not supported)

With the help of the Outlook OXTender, Outlook users continue to use their Outlook functions in combination with Open-Xchange Server. The conversion to unusual working environments and differently structured screen layout can be avoided completely. With Outlook OXtender, the functionality of Open-Xchange typical functions can be used while continuing to work with the Outlook client.
The email functionality of the Open-Xchange Server is set up via POP3 account settings or via a typical Outlook IMAP based setup (select IMAP if email is to be accessed via OX Webmail).

Installation

Before starting installation, ensure Outlook has been setup to send and recieve email with the Igaware Box. (See Outlook Setup Guide.)

To install, you should follow the instructions found in the OXtender Manual that you will find in the zip file available for download above.

Important - You will need the following defaults for use during the installation process:

OX Server IP - the LAN IP address of your Igaware Box (e.g 192.168.2.252)

User Name - your Igaware user name

Password - your Igaware password

Proxy - leave blank

The OXtender update server should be entered using the LAN IP address of your Igaware Box as follows e.g. http://192.168.2.252/ox

IMPORTANT NOTE

When Outlook is configured as an IMAP client copies of sent messages are stored, by default, in the Sent Items folder on your computer. If you check your email from more than one place and want to be able to see your sent messages wherever you are, e.g. using Open-Xchange Webmail, then you need to create a rule in Outlook to move sent messages to a sent mail folder on Hermes.

The information in this FAQ covers setting up a rule in Outlook 2003, Outlook 2002 (XP) and Outlook 2000, and how to prevent a copy going to the local Sent Items.

Outlook 2003

• Start Outlook
• Select your Inbox under your Igaware account
• From the menus select Tools, Rules and Alerts...
• Select New Rule...
• Tick Start from a blank rule and highlight Check messages after sending then select Next
• In the Which condition(s) do you want to check? window select Next
• A message will appear asking if the rule should be applied to every message you send, select Yes
• In the What do you want to do with the message? window
  • Step 1: tick move a copy to the specified folder
  • Step 2: in the Edit the rule description window, select specified and navigate through the list to select the folder you want in your OX account (you also have the option to create a new folder)
• Select OK then Next
• Select Next again, skipping exceptions, then specify a name for your rule, then select Finish
• If a message appears specifying that this rule is a client-only rule, and will process only when Outlook is running, select OK
• Select Apply then OK
• Outlook 2002
• Start Outlook
• Select your Inbox under your Igaware account
• From the menus select Tools, Rules Wizard...
• In the Apply changes to this folder: box ensure your OX account is displayed
• Select New...
• Tick Start from a blank rule
• Select Check messages after sending then Next
• In the Which condition(s) do you want to check? window select Next
• A message will appear asking if the rule should be applied to every message you send, select Yes
• In the What do you want to do with the message? window
  • Tick move a copy to the specified folder
  • In the Rule description box select specified and navigate through the list to select the folder you want in your Igaware account (you also have the option to create a new folder)
• Select OK then Next
• Select Next again, skipping exceptions, then specify a name for your rule
• Select Finish then OK

Outlook 2000

• Start Outlook
• Select your Inbox under your Igaware account
• From the menus select Tools, Rules Wizard...
• Select New...
• Select Check messages after sending then Next
• In the Which condition(s) do you want to check? window select Next
• A message will appear asking if the rule should be applied to every message you send, select Yes
• In the What do you want to do with the message? window
  • Tick move a copy to the specified folder
  • In the Rule description window select specified and navigate through the list to select the folder you want in your OX account (you also have the option to create a new folder)
• Select OK then Next
• Select Next again, skipping exceptions, then specify a name for your rule
• Select Finish then OK

Preventing the local copy to Sent Items

If you have set up the rule you may want to stop Outlook automatically copying your sent messages to your local Outlook Sent Items folder as well as the folder on OX.

Note: the Sent Items rule can be disabled without warning if there is a network interruption. If local Sent Items is disabled and the rule becomes disabled, no copies of sent mail will be saved.

• Select Tools, Options
• From the Preferences tab select E-mail Options...
• Uncheck Save copies of messages in the Sent Items folder
• Select OK
• Select OK again