E-mail

3.1 Using Outlook Express

To configure your Outlook Express, for mail accounts, you'll need to know the type of mail server you use, your account name and password, the name of the incoming mail server and, the name of an outgoing mail server. The following instructions explain how to configure the email client.

3.1.1 First Time Configuration for Outlook Express

  1. Lauch Outlook Express by double clicking the icon.
  2. In the menubar, go to the Tools drop-down menu and click Accounts….

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  3. In the Internet Accounts dialog box, click the Mail Tab, Add Button and then Mail… from the pop-up.

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  4. In the Internet Connection Wizard window key-in your display name ( for example Umamaheswari ) as it should appear in outgoing messages. Click Next.

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  5. Type your email address to which you want the e-mails to be sent in the form "yourname@domain.com". Click Next.

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  6. In the E-mail Server Names dialog box,


    a) Select Incoming Mail Server as POP3 server.
    b) Enter the Incoming Mail Server IP address and outgoing Mail Server IP address, as the IP address of your Rainmail Server ( in this example 192.168.1.22).
    c) Click Next.

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  7. In the Internet Mail logon dialog box,

    a) Enter the Username and the password given by your System Administrator. Alternatively, you can obtain this information from the " Get User Profile from Email Address" link in your Intranet Page. In case of multiple domains enter the Account Name in the form "username@domain.com".
    b) Check the Remember Password box to avoid entering it every time you check or send emai
    l.You can uncheck this box if you do not want others to access your account.
    c) Click Next.

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  8. In the Congratulations dialog box that appears , click Finish.

3.1.2 Configuring Outlook Express to use address book

"Rainmail Server" comes with a centralized address book of all your contacts. This can be accessed from anywhere in your LAN. You can also use this to check for email addresses, when sending mails.  In this section, we will look at

  1. How to configure an email client to make use of this address book.

    With address book of "Rainmail Server" following information about a person can be stored:

    • Name
    • Telephone Number
    • Address
    • Email address
    • Title
    • Company
    1. In the Outlook Express menubar, go to the Tools drop-down menu and click Accounts….

    2. In the Internet Accounts dialog box, click the Directory Service Tab.





    3. In the Internet Accounts dialog box, click Add Button, and select Directory Service… from the pop-up.



    4. In the Internet Directory Server Name dialog box, enter IP address of "Rainmail Server" (in this case: "192.168.1.4") and click Next.

    5. In the Check E-mail Addresses dialog box , select Yes radio button and click Next.


    6. In the Congratualations (final) dialog box, click Finish . Now the local address book has been added as a directory service.


    7. Before we can start using the directory service, we will need to configure one more detail. We have to specify for what domain we are setting up this address book for. To do that,
    • Go to the Tools menu and select Accounts.
    • In the dialog that comes up, choose the directory service we added (in this case 192.168.1.4).
    • Click on "Properties" button.



    • In the 192.168.1.4 Properties dialog that comes up, click on the Advanced tab.




    • In the 192.168.1.4 Properties dialog, enter your domain name in Search base field as above. Suppose your domain name is "carizen.com", you should enter "dc=carizen, dc=com" in the above dialog.
    • Press OK for the changes to take effect.

     

  2. Making Outlook Express get email addresses from address book

    Once Outlook Express has been configured properly as above, it can convert the names we type in into email addresses. This way, there will be no need to remember email addresses.

    • Your users can type name of the person (part of full) they want to send mail to as shown in the screen below:

    • Press Alt+K.

    • This action will make Outlook Express search the email address of the person in address book and place it in the To field.

3.1.2.1 Composing a New message

  1. From the File menu go to New and select Mail message or alternatively from the Message menu select New Message. The New Message window appears.





  2. In the New Message window that appears ,

    1. Here enter the e-mail address in the To: field for example priya@carizen.com. or alternatively you can select the address directly from the address book by clicking the addressbook icon beside the To: field
    2. You can attach an document by browsing for the file to be attached, send a carbon copy of the message, or reply-to an existing mail.
    3. Enter the subject for example,test mail. Type the message.
    4. After completing the mail you can spell check for errors.
    5. You can either save it as a draft by clicking save which is stored in outbox,  or send it immediately by clicking the Send button.
    6. The mail is sent and stored in the sent folder.

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3.1.2.3 Automatically adding contacts to Address Book

The Address Book provides a convenient place to store contact information for easy retrieval by programs such as Microsoft Outlook Express.With your Address Book, you have a place to store e-mail addresses, home and work addresses, phone and fax numbers, digital IDs, conferencing information, instant messaging addresses, and personal information such as birthdays, anniversaries, and family members. You can also store individual and business Internet addresses, and link directly to them from your Address Book.  

  1. From the Tools menu select Options.

  2. In the Options window, click the Send tab. Here enable Automatically put people I reply in my Address Book to store addresses.

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3.1.2.3 Sending & Receiving Mails

Clicking Send and receive all button will send all the mails from the outbox to the respective e-mail addresses and also you will be receiving all incoming mails in the inbox.

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IMAP E-mail Client

3.1.3 Outlook Express IMAP E-mail Configuration

Using IMAP you can access your e-mail from any computer with an Internet connection. Once you set up your IMAP account, you can specify the folders you want to show and the ones you want to hide.
For mail accounts, you'll need to know the type of mail server you use, your account name and password, the name of the incoming mail server and, the name of an outgoing mail server.

  1. Start Outlook Express . Go to the Tools Menu and click Accounts….

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  2. In the Internet Accounts dialog box, click the Mail Tab, click Add Button, and then Mail….


  3. In the Your Name dialog box, key-in your display name (Example:priya) in the Display name text box. Click Next.

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  4. In the Internet E-mail Address window that appears , type your E-mail address to which you want the e-mails to be sent (Example:priya@carizen.com) in the E-mail address: text box. Click Next.

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  5. In the E-mail Server Names window that appears,

    a) Select Incoming Mail Server as IMAP.

    b) Enter the Incoming E-mail Server IP address and the outgoing Mail SMTP Server IP address as the IP address of your Rainmail Server ( in this example 192.168.1.1).

    c) Click Next.

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  6. Internet Mail Logon window appears.

    a)If you want the computer to remember your account name (Example: priya) and password so you don't have to enter them each time, type the information in the appropriate text boxes and check the Remember Password checkbox.

    b) Click Next.


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  7. Click Finish to complete the configuration of your Mail Account.


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  8. This will bring back the Internet Accounts window.
  9. You will see an entry on the left hand side of the screen under your existing POP mailboxes account, for the IMAP account you have created (in this case 192.168.1.1)
  10. Click Close to close all windows.
  11. The configuration changes are now complete.

3.1.3.1 Downloading folders

  1. If you have never used IMAP previously, the first time you select your IMAP account (in this case 192.168.1.1 ), the following message will appear:




  2. Click Yes. The following message appears:



  3. Click Yes to download folders.

  4. If you had earlier unchecked Remember Password checkbox, Logon dialog will prompt you to enter the password. Otherwise Outlook Express downloads folders from the Server and once downloaded , Show/Hide IMAP Folder dialog opens.





  5. Show/Hide IMAP Folders dialog shows all the folders that are available in the Server. These folders include default folders like Inbox, Sent Items and Drafts, as also user created folders like sample, sent-mail and temp. Click on OK to proceed to the main screen.




  6. In the Main Screen, click the IMAP account entry (in this case 192.168.1.1) to display the local folders as well as folders in your Rainmail Server. As an user you will have different options to store the Server folders. Server folders can be stored only in the Server or in the desktop or both . Synchronization Settings allows you to use this option.


3.1.3.2 Imap Synchronize

When you first synchronize your IMAP account, all the messages in all your folders will be downloaded unless you hide some of them or if you change their synchronization settings ( for example, from All Messages to Headers Only). You can change synchronization settings to specify whether you want to download headings, full messages, or only new messages

  1. Settings
    1. Select the folder.
    2. Click the Settings button, and then click to change the setting to one of the following:
      • All Messages
      • New Messages Only
      • Headers Only

    3. The checkbox will be checked with the appropriate setting for each folder for synchronization.

    4. If you do not want messages from a particular folder or newsgroup to be downloaded, click Don't Synchronize. The checkbox will be unchecked.





  2. IMAP Folders

    To Show and Hide IMAP folders as only the displayed folders will be downloaded when you synchronize the account, click the IMAP Folders button. The Show/Hide IMAP Folders dialog box appears.

    1. In the Show/Hide IMAP Folders dialog box, select a folder, and click Hide to prevent downloading its contents.

    2. Click Show to view the folder and download its contents. Only the displayed folders will be downloaded when you synchronize the account.

    3. Click Reset List to view the newly created folders.

    4. Click on the Visible tab to view the folders .

    5. Click on the All tab to view the all the folders.




    6. In the Show/Hide IMAP Folders dialog box, highlight the selected folder, click Go To go to the selected folder to read the messages in the folder.





  3. Synchronize Account

    To Synchronize Accounts, click an IMAP server (in this case 192.168.1.1) in the Folders list. Your mail folders will be displayed in the main window. Click on the Synchronize button. Any new messages waiting for you will be downloaded . Only the displayed folders will be downloaded when you synchronize the account.



3.2 Set mail forwarding/auto responder rules

From the User Links choose "Set Mail Forwarding/auto responder rules". This option is used to send a message when you are on vacation or when you will not be reading messages for a while.

 

  1. In the Intranet page , click the hyperlink Set Mail forwarding/auto responder rules.

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  2. Here enter your Username and Current Password. Using this page, you can forward mails to another address ( for example umamaheswari@eth.net). While forwarding you have the option of keeping a copy of the mail in the Server. This can be done by checking "Keep a copy of the mail on the server" checkbox.


  3. You can set an autoreply. When set , anybody who sends you a mail will get an automatic reply with the contents set. To set an autoreply, enter the text you want the mail sender to receive (in this example "I will not be reading mail for a while" ) in the autoreply field.

  4. You can set SMS Alerts to be sent to you to your Cellphone whenever an email comes to you. This is done by entering your cellphone number in the "Mobile Number" field.



  5. After entering the required details, click on Change to activate the changes.



  6. If the changes are successful you will get the following message.

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