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Outlook
98 Configuration
(Internet E-Mail)
|
| NOTE:
These instructions were written with Outlook 98 in Internet
E-mail only mode. To determine this in Outlook 98, click on Help
and select About Microsoft Outlook. If you see the
words "Internet Mail Only" directly under the
Microsoft Outlook 98, then you have the right instruction
sheet. If you see "Corporate or Workgroup", then
you have to use the Outlook
98 Corporate Instructions. |
| First
Time Configuration |
The
first time you run Outlook 98, a Internet Connection Wizard
will come up. Proceed to step 3 of adding a
new e-mail account. |
| Adding
A New E-Mail Account |
1.
Click on Tools, then Accounts.
2. Click on Add and select Mail.
3. Outlook 98 will ask for a display name.
This is the name that people will see when you send out
e-mail. Enter your real name and press Next.
4. You are then prompted for a e-mail address. Enter your
CalWeb e-mail address (i.e. joeuser@calweb.com)
and click Next.
5. You are prompted for the mail servers. Make sure POP3 is
selected, enter pop.calweb.com
as your incoming mail server and smtp.calweb.com
as your outgoing mail server. Click Next.
6. You are prompted for a password. Make sure "Log on
using" is checked. Enter your CalWeb account name (i.e.
joeuser,
no .ppp or @calweb.com) and your password. Click Next.
7. You may be prompted for a friendly name for this account.
Enter CalWeb
and click Next.
8. You are prompted for a connection selection:
- Connect using
my phone line. Click Next and select a
connection. Click Next.
- I will
establish my Internet connection manually. Click Next.
9. If you selected
"Connect using my phone line" in the previous
step, then select "Use an existing dial-up
connection", select "CalWeb", then click Next.
10. You will receive a screen saying that you have completed
the setup. Click Finish.
11. If necessary, click Close to close the accounts
screen.
|
| Verifying
E-mail Account |
1.
Select Tools, then Accounts.
2. Select the Mail Tab.
3. Click on the mail account for CalWeb, then click on the Properties
button.
4. Select the General tab, then verify the following:
- Mail Account:
CalWeb (this is a friendly name to reference the mail
account)
- User Name: The
name which people will see when you send out e-mail.
- Organization:
Leave blank or enter the organization name.
- E-mail address:
Your CalWeb e-mail address (i.e. joeuser@calweb.com)
- Reply address:
Leave blank.
5. Click on the Servers
tab, then verify the following:
- Incoming Mail
(POP3): pop.calweb.com
- Outgoing Mail (SMTP):
smtp.calweb.com
- In the Incoming
Mail server, make sure that "Log On Using"
button is selected.
- Account Name:
Your CalWeb login name (i.e. joeuser,
no @calweb.com or .ppp)
- Password: Enter
your CalWeb password
- Under Outgoing
Mail Server, make sure that "My server requires
authentication" is NOT checked.
6. Click OK,
then Close. |
| Multiple
E-mail Accounts |
| If you
are checking multiple e-mail accounts, we can set up mail
filters so that, based upon the e-mail address, the mail
gets sent to the proper folder. To accomplish this:
1. Make sure
"Inbox" is selected, then click on Tools,
then Rules Wizard.
2. If necessary, click on New to add a rule.
3. A screen comes up with asking "What type of rule do
you want to create?" Select "Check Messages when
they arrive" and click Next.
4. Under "Which condition(s) do you want to
check?", check off "with specific words in
the recipient's address".
5. In the "Rule Description", click on specific
words. A box will appear with the search phrase. Enter
your CalWeb e-mail address (i.e. joeuser@calweb.com),
then click OK. Click Next.
5. Under "What do you want to do with the
message?", check "move it to the specified
folder."
6. 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.
7. A screen comes up asking if you want any rule exceptions.
Click Next.
8. 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. The screen
should look like this:
Click Finish.
9. If you want to create additional rules, repeat steps 2-8.
10. 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
and select Rules Wizard.
2. Click on New to create a new message rule.
3. Select "Check Messages when they arrive" and
click Next.
4. Check off "with specific words in the
subject". In the Rule description, click on specific
words. Type in *****SPAM*****,
then click OK. Click Next.
5. Check off "delete it". Then, scroll down to the
bottom of the list and select "stop processing more
rules". Click Next.
6. Outlook will ask for any exceptions. Click Next.
7. For the name of the rule, enter "SPAM Mail".
Make sure that "Turn on this rule" is checked.
Your screen should look like this:
Click Finish.
8. If necessary, highlight the "SPAM Mail" rule
and click on the Move Up button so that it is the
first rule to be processed.
9. Click OK.
Then, whenever a
message is marked as a Spam message, it will be sent
immediately to the 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
Select Tools, then Options. Click on the Mail
Delivery tab. Under Mail Account Options, make sure that
"Check for new messages every [blank] minutes" is
checked, and enter an interval in minutes. Click OK.
Prompt
For Password
Select Tools, then Accounts. Click on the Mail
tab. Select the CalWeb mail account, then select Properties.
Select the Server tab. Make sure a 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 click 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
Select Tools, then Options. Click on the Mail
Delivery tab. Under Dial-up options make sure that
"Warn before switching dial-up connections" is
checked and "Hang up when finished sending, receiving,
or updating" is not checked. Click OK.
Large
Message
Select 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 an 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
Select Tools, then Accounts. Click on the Mail
tab. Select the CalWeb mail account, then select Properties.
Select the Advanced tab. In the Sending section,
check "Break apart messages larger than" and enter
a size in KB (recommend 1000). Click OK, then click Close.
Send
Messages Immediately
Select Tools, then Options. Click on the Mail
Delivery tab. Under Mail Account Options, make sure that
"Send messages immediately" is selected. Click OK.
Folders
List
To view the folder list, click on View and select Folder
List. The folder list should appear on the left side of
the screen.
Message
Preview
Click on View and select Preview Pane. Because
some e-mail can contain malicious HTML code, it is
recommended that you do not have Preview Pane
selected.
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.
Click on the Mail tab. 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 (i.e. joeuser,
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, bring up the entire
message. 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 April 4th, 2004.
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|
Serving California Since 1993.
