Outlook 2000 - Corporate

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 "Corporate or Workgroup" directly under the Microsoft Outlook 2000, then you have the right instruction sheet. Otherwise, if you see "Internet E-mail", you will then have to use the Outlook 2000 Internet E-mail Instructions. To switch from Internet E-mail Mode to Corporate 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 Corporate or Workgroup, 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". However, if you are configuring Outlook 2000 to check your CalWeb mail as well as another mail server (such as Microsoft Exchange server), then follow these instructions.

1. You will be presented with a "Outlook 2000 Setup" screen. Click Next.
2. If you have another e-mail program installed on your computer, you may be presented with a "E-mail Upgrade Options". Select None of the above, then click Next.
3. You will then be presented with a list of "E-mail Service Options". Select Corporate or workgroup, then click Next.
4. You will be presented with a "Information Services" screen. Make sure that Use the following information services is dotted, and check off Internet E-Mail. Click Next.
5. You will be presented with Internet E-mail screen. Click on the Setup Mail Account.
6. The "Mail Account Properties" screen comes up with four tabs marked General, Servers, Connection, and Advanced. Click on the General tab and enter 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 email address is being protected from spambots. You need JavaScript enabled to view it. (i.e. This email address is being protected from spambots. You need JavaScript enabled to view it.)
  • Reply Address: Leave blank.

7. Click on the Servers tab. Enter 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.

8. Click on the Connection tab. Under the "Connection" section, make sure that Connect using my phone line is dotted. Under the "Modem" section, make sure that CalWeb is selected. Then click OK to save the settings.
9. You will return to the "Internet E-mail" screen in the Microsoft Outlook Setup Wizard. Click Next.
10. You will be prompted for the location of the "Personal Folders". Leave as-is and click Next.
11. The wizard will then say that you are ready to use Microsoft Outlook. Click Finish.

Adding A New E-Mail Account
1. Click on Tools, then Services.
2. Click on Add to add the mail account.
3. You will be prompted with a "Add Services to Profile" screen. Select Internet E-mail and click OK.
4. The "Mail Account Properties" screen comes up with four tabs marked General, Servers, Connection, and Advanced. Click on the General tab and enter 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 email address is being protected from spambots. You need JavaScript enabled to view it. (i.e. This email address is being protected from spambots. You need JavaScript enabled to view it.)
  • Reply Address: Leave blank.

5. Click on the Servers tab. Enter 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 Connection tab. Under the "Connection" section, make sure that Connect using my phone line is dotted. Under the "Modem" section, make sure that CalWeb is selected. Then click OK to save the settings.
7. You will get a message saying "The service you have just added will not start until you choose Exit and Log Off on the File menu and then restart Microsoft Outlook." Click OK.
8. Click OK to close out of the "Services" box.
9. Click on File and select Exit and Log Off.
10. Restart Microsoft Outlook.

Verifying E-mail Account
1. Click on Tools, then Services.
2. You will be presented with a "Services Screen" with a list of different services. The e-mail accounts will be begin with "Internet E-mail - accountname". Select the account and then click on Properties.
3. 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 email address is being protected from spambots. You need JavaScript enabled to view it. (i.e. This email address is being protected from spambots. You need JavaScript enabled to view it.)
  • Reply Address: Leave blank.

4. 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.

5. 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.

6. Click OK to save the changes.
7. You will get a message saying "The configuration changes you have made will not take effect until the next time you log on to Internet E-mail." Click OK.
8. Click OK to close the "Services" screen.
9. Click on File and select Exit and Log Off.
10. Restart Microsoft Outlook.

Multiple E-mail Accounts
The Corporate mode of Microsoft Outlook supports multiple users through the use of profiles. To set up for multiple profiles:

1. Click on Tools and select Options.
2. Click on the Mail Services tab.
3. In the "Startup settings section", click on Prompt for a profile to be used. This will allow you to select between profiles each time you start Microsoft Outlook. Then click OK.
4. Click on File and select Exit and Log Off. Then restart Outlook.
5. When you restart Microsoft Outlook, a "Choose Profile" screen appears. Click New to create a new profile.
6. You will be presented with a "Information Services" screen. Make sure that Use the following information services is dotted, and check off Internet E-Mail. Click Next.
7. You will be prompted for a name of the profile. Type in a descriptive name (i.e.
Joe User's Mail) and click Next.
8. You will be presented with Internet E-mail screen. Click on the Setup Mail Account.
9. The "Mail Account Properties" screen comes up with four tabs marked General, Servers, Connection, and Advanced. Click on the General tab and enter 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. This email address is being protected from spambots. You need JavaScript enabled to view it.)
  • Reply Address: Leave blank.

10. Click on the Servers tab. Enter 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 not checked.

11. Click on the Connection tab. Under the "Connection" section, make sure that Connect using my phone line is dotted. Under the "Modem" section, make sure that CalWeb is selected. Then click OK to save the settings.
12. You will return to the "Internet E-mail" screen in the Microsoft Outlook Setup Wizard. Click Next.
13. You will be prompted for the location of the "Personal Folders". Click Browse.
14. Type a name for the mailbox (i.e.
joeuser) and click Open.
15. You will return to the "Personal Folders" screen. Click Next.
16. The wizard will then say that you are ready to use Microsoft Outlook. Click Finish.
17. Click OK to use the profile.
18. You will get the normal Microsoft Outlook screen, and mail is ready for use!

By following these steps, you can create a profile for each mail account. In order to switch between profiles, you must close out of Outlook each time.

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 Internet E-mail tab. In the middle of the screen, make sure that "Check my local network for new mail every" is checked and enter a time interval in minutes. Click OK.

Prompt For Password
Click on Tools, then Services. 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 all the way out, the click on File and select Exit and Log Off. Restart Microsoft Outlook.

Mail Left On Server
If you are leaving messages on the server: Click on Tools, then Services. Select the account, and then click on Properties. Click on the Servers tab. 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 Services. Select the account, and then click on Properties. Click on the Servers 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 Internet E-mail tab. Make sure that "If using dial-up connection hang up when finished sending and receiving mail". Click OK.

Large Message
The Corporate mode of Microsoft Outlook 2000 doesn't allow filtering based upon message size.

Message Splitting
The Corporate mode of Microsoft Outlook 2000 doesn't allow large messages to be split up into multiple parts.

Send Messages Immediately
In the Corporate mode of Microsoft Outlook 2000, messages are sent out immediately.

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 Services. 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 all the way out. Click on File and select Exit and Log Off. Restart Microsoft Outlook.

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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Note: Links to external web sites are provided for informational purposes only, and are neither endorsed nor supported by CalWeb Internet Services.