|
Outlook
2000
(Internet
E-mail)
|
| 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:
username@calweb.com
(i.e. joeuser@calweb.com)
- 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:
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:
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:
Questions?
Comments? E-mail
us!
Note: Links to external web sites are provided for
informational purposes only, and are neither endorsed nor
supported by CalWeb Internet Services.
Document
last revised March 28, 2004.
|
|
Serving California Since 1993.
