Outlook 2000 - EMail Only

NOTE: These instructions were written with Outlook 2000 in Internet E-mail only mode. To determine this in Outlook 2000, click on Help and select About Microsoft Outlook. If you see the words "Internet E-Mail Only" directly under the Microsoft Outlook 2000, then you have the right instruction sheet. Otherwise, if you see "Corporate or Workgroup", you will then have to use the Outlook 2000 Corporate Instructions . To switch from Corporate Mode to Internet E-mail mode, click on Tools and select Options. Click on the Mail Services tab, then click on the Reconfigure Mail Support button. Put a dot by Internet Only, then click Next. You will get a warning screen. Click Yes. Outlook 2000 will then quit. Have your Office 2000 CDs ready and restart Outlook. It will take a few minutes for the conversion process to complete.

Also, in Outlook 2000, some options in the pull down menus may be hidden away. If the option doesn't appear in a pull-down menu, click on the two arrows pointed down at the bottom of the list to show all of the options.
First Time Configuration
The first time you run Outlook 2000, you may be prompted for the type of mail account. It is recommended that you use "Internet E-mail Only". You may then be asked to either "Use Existing Settings" or "Create A New Account." If so, then select "Create A New Account".

You will then be taken through the Internet Connection Wizard. Proceed to Step 3 of Adding A New Account.

Adding A New E-Mail Account
1. Click on Tools, then Accounts.
2. Click on Add and select Mail.
3. You will be prompted for a Display Name. Enter your name as your would like it to appear when you send mail and press Next.
4. Select "I already have an e-mail account that I'd like to use". Enter your CalWeb e-mail address in the box and click Next.
5. Specify that "My incoming mail server is a POP3 server". For incoming mail server, enter pop.calweb.com. For outgoing mail server, enter smtp.calweb.com. Click Next.
6. Enter your login name as account name (no @calweb.com or .ppp), and enter your CalWeb password in the password box. Make sure "Remember Password" is checked and "Log on using Secure Password Authentication (SPA)" is unchecked. Click Next.
7. You will be prompted for a connection type. Select "Connect using my phone line" and click Next.
8. Select "Use an existing connection", then select your CalWeb connection. Click Next.
9.You will receive confirmation that the mail account is set up. Click Finish.
10. If you are prompted to import an address book from a previous program, select "Do not import at this time", and click Next. You will then get a confirmation screen telling you how you import messages in the future. Click Finish.
11. If you are at the "Internet Accounts" screen, click Close.
Verifying E-mail Account
1. Click on Tools, then Accounts.
2. Click on the Mail tab.
3. Select the mail account you use to get mail from CalWeb and select Properties.
4. Click on the General tab and verify the following:
  • Under Mail Accounts, enter CalWeb or pop.calweb.com . (This is a friendly name used to refer to this mail account)
  • Name: Enter your real name as you would like it to appear when you send out mail (i.e. Joe User)
  • Organization: Leave blank or enter your organization's name.
  • E-mail address: This e-mail address is being protected from spambots. You need JavaScript enabled to view it (i.e. This e-mail address is being protected from spambots. You need JavaScript enabled to view it )
  • Reply Address: Leave Blank.
  • Include this account when receiving mail or synchronizing should be checked.

5. Click on the Server tab and verify the following:

  • Incoming mail (POP3): pop.calweb.com
  • Outgoing mail (SMTP): smtp.calweb.com
  • Account name: Login name for account (i.e. joeuser, no @calweb.com or .ppp)
  • Password: The account password
  • Make sure "Log on using Secure Password Authentication" is unchecked.

6. Click on the Advanced tab, and verify the following:

  • Outgoing Mail (POP3) is set to 25, and that "This connection requires a secure connection (SSL)" is not checked.
  • Incoming Mail (SMTP) is set to 110, and that "This connection requires a secure connection (SSL)" is not checked.
  • It is highly recommended that "Leave a copy of message on server" is not checked.

7. Click OK, then Close.
Multiple E-mail Accounts
1. Bring up the accounts screen by clicking on Tools, then Accounts.
2. If you need to add additional e-mail accounts, click on Add, then Mail, then follow the instructions for creating a new e-mail account .
3. Click on the Mail tab. Select each mail account and select Properties. Make sure that the General tab is selected, and give a more descriptive name for the "Mail Account" field. (The default name is pop.calweb.com.) Click OK, then Close to exit the Accounts menu.
4. We will now create some rules so that mail will be put into separate folders. Make sure "Inbox" is selected, then click on Tools, then Rules Wizard.
5. If necessary, click on New to add a rule.
6. A screen comes up with asking "What type of rule do you want to create?" Select "Check Messages when they arrive" and click Next.
7. Under "Which condition(s) do you want to check?, check off "when received through the specified account".
8. Under the rules description, click on the "specified account", select the mail account. Click OK, then Next.
9. Under "What do you want to do with the message?", check "move it to the specified folder."
10. Under "Rules description", click on "move it to the specified folder". A list of folders comes up. If the folder that you need does not come up, click on New. Enter the name of the folder, and that "Folder contains:" that mail items is selected, then click OK. You may be prompted "Would you like a shortcut to this folder added to your Outlook Bar?" Usually, this should be No. Then, select the folder where your want your messages to be stored and click OK. Click Next.
11. A screen comes up asking if you want any rule exceptions. Click Next.
12. You are then prompted for a name of the rule. Enter a name in the "Name Of This Rule" box. Make sure that "Turn on this rule" is checked. If you want to filter previously received messages, make sure that Run this rule on messages already in "Inbox" is checked. The screen should look like this:
Mail Rules
Click Finish.
13. If you want to create additional rules, repeat steps 5-12.
14. Click OK to close the Rules Wizard.
Spam Filtering
CalWeb employs a Spam filtering system called Spam Assassin which marks suspected Spam messages with the word *****SPAM***** in the subject line. To transfer the messages to the Deleted Items folder, follow these instructions:

1. Click on Tools, then Rules Wizard.
2. If necessary, click on New to create a new message rule.
3. Select "Check messages when they arrive" and click Next.
4. In the rules conditions section, check "with specific words in the subject". (You may have to scroll down the list).
5. In the rule description, click on "specific words". Another window will appear. Enter the word *****SPAM***** and click on the Add button. Then, click OK, then Next.
6. Check "delete it". Scroll down to the bottom of the list and check off "stop processing more rules". Click Next.
7. You will be prompted for exceptions. Click Next.
8. You will be asked for a name of this rule. Enter "SPAM Mail". "Turn on this rule" should already be checked. The screen should look like the following:
SPAM Rule
If you want to apply this rule, to the Inbox, check "Run this rule now on messages already in Inbox". Click Finish.
9. If necessary, click on "SPAM Mail" to highlight it, then click on the Move Up button to make sure that the SPAM filtering rule is the first rule processed by Outlook. This will also make sure that the SPAM Mail doesn't get processed by any other mail rules you may have set up.
10. Click OK to close out the Rules Wizard.

What will happen is that messages that are marked as spam will be moved to your Deleted Items folder.
File Attachments
To send a file attachment
While composing a message, either click on the paperclip icon or click on Insert and select File. You will be given a screen to select the file to attach. Select the file, then click Attach.

NOTE: Consider the end user. Large attachments take a long time to both upload and download. Attachments larger than 3MB may be rejected by the mail server.

To open a file attachment
From the preview screen: Select the message. You will see a yellow paperclip. Click on the paperclip and select the file. You will receive a file attachment warning. Select either "Save it to disk" to save the attachment on your computer or "Open it" to open the attachment.

When the entire message is displayed: At the bottom of the screen, you will see a series of icons representing your file attachments. By double-clicking on the icon, you will receive a file attachment warning. Select either "Save it to disk" to save the attachment on your computer or "Open it" to open the attachment. Alternatively, by right clicking on the icon, you can bring up a options menu allowing you to open, print, or view the attachment.

WARNING! Many computer viruses can be transmitted through file attachments. Before opening a file attachment, be sure you know who is sending you the attachment and if you were expecting the attachment. It is recommended that you have a virus-scanning program installed and the latest anti-virus definitions installed. CalWeb is not responsible for any damage to your computer if you open an virus-infected file.
Common Issues
Message Checking Interval
Click on Tools, then Options. Click on the Mail Delivery tab. Under "Mail Account Options", make sure that "Check for new message every" is checked and enter a time interval in minutes. Click OK.

Prompt For Password
Click on Tools, then Accounts. Click on the Mail tab. Select the account, and then click on Properties. Click on the Servers tab. Under "Incoming Mail Server", make sure that the password is entered and that Remember Password is checked. Click OK, then Close.

Mail Left On Server
If you are leaving messages on the server: Click on Tools, then Accounts. Click on the Mail tab. Select the mail account, and then select Properties. Click on the Advanced tab. Under the Delivery section, make sure that "Leave a copy of message on server" is not checked. Click OK, then Close.

To leave a copy of the message on the server: (not recommended) Click on Tools, then Accounts. Click on the Mail tab. Select the mail account, and then select Properties. Click on the Advanced tab. Under Delivery, check off "Leave a copy of message on server" is checked. We highly recommend that you also select "Remove from server after [blank] days" is also checked to avoid possible excessive disk usage charges and setting a reasonable number of days (5-15 should be sufficient). Click OK, then Close.

IMPORTANT! If you elect to leave mail on the server, we highly recommend that you periodically check your e-mail box using the CalWeb web mail interface to delete messages that are no longer needed, otherwise excessive disk usage charges will occur. (Note: Be sure to hit the Empty Trash button before logging out of the web mail interface to remove the deleted messages from the Trash folder.)

Hang Up After Downloading
Click on Tools, then Options. Click on the Mail Delivery tab. Under "Dial-up options", make sure that "Warn before switching dial-up connection" is checked and "Hang up when finished sending, receiving, or updating" is not checked. Click OK.

Large Message
If you would like to limit the size of messages received by Outlook 2000, click on Tools, then Options. Click on the Mail Delivery tab. Under "Dial-up options", make sure that "Don't download messages larger than" is checked and enter a size in KB. Click OK.

IMPORTANT! This will leave the large messages on our mail server. You should periodically check your mailbox using the CalWeb web mail interface to check and delete the large messages, otherwise excessive disk usage charges will occur. (Note: Be sure to hit the Empty Trash button before logging out of the web mail interface to remove the deleted messages from the Trash folder.)

Message Splitting
Click on Tools, then Accounts. Click on the Mail tab. Select the account, and then click on Preferences. Click on the Advanced tab. Under sending, check "Break messages apart larger than" and enter a size in KB (1000 recommended). Click OK, then Close.

Send Messages Immediately
Click on Tools, then Options. Click on the Mail Delivery tab. Under "Mail Account Options", make sure that "Send messages immediately when connected". Click OK.

Folders List
To bring up the folder list, click on View and select Folder List. A list of folders should appear. If you see a plus sign next to the "Personal Folders", click on the plus sign to make it a minus sign and display a list of folders.

Message Preview
To bring up a preview pane to preview the message, click on View and select Preview Pane to show a preview of the message prior to opening the message. Because some e-mail can contain malicious HTML code, it is recommended that you do not select Show Preview Pane.

Outside Access to CalWeb's Mail Server
If you are connecting from outside of CalWeb's network in order to access your e-mail, it is recommended that you use your provider's outgoing mail server. Alternatively, you can do the following in order to access our outgoing mail server. To do this, click on Tools, then Accounts. Select the CalWeb account, then click on Properties. Click on the Servers tab. Check off "My server requires authentication". Then, click on the Settings button. Dot off "Log On Using", then enter your CalWeb login name as your user name (no @calweb.com) and your CalWeb password. Make sure that "Remember Password" is checked and that "Log on using Secure Password Authentication" is not checked. Click OK, then OK, then Close.
Message Headers
Occasionally, it may be necessary for you to send us the complete message headers. These headers contain the complete path that the message took through the Internet rather than just the From, To, Subject, and Date that you see as part of the message. To send us the complete message headers:

From the message preview screen: Right click with the right mouse button on the message line, then select Options. Right-click with the right mouse button the "Internet headers:" box, then select Select All. Right click on the highlighted text, then select Copy. This will copy the text to the Windows clipboard. Click Close to exit out of the Options box. Now forward the original message (Click on Actions and select Forward), then click with the left mouse button at the top of the message body. Then, right-click with the right mouse button and select Paste to paste in the message headers.

With the entire message displayed: Click on View and select Options. Right-click with the right mouse button the "Internet headers:" box, then select Select All. Right click on the highlighted text, then select Copy. This will copy the text to the Windows clipboard. Click Close to exit out of the Options box. Now forward the original message (Click on Action and select Forward), then click with the left mouse button at the top of the message body. Then, right-click with the right mouse button and select Paste to paste in the message headers.
Other Links
For further information, please see the following:

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