configuring outlook 2010 - edmundson electrical · 2 configuring outlook 2010 2. add the new imap...

1 Configuring Outlook 2010

Configuring Outlook 2010

Contents 1. Configuring Outlook 2010 ............................................................................................................... 1

2. Add the new IMAP email account to Outlook ................................................................................ 2

3. Change Start-up default Inbox ........................................................................................................ 8

4. Setup Saved & Deleted Items ......................................................................................................... 9

5. IMAP Folders: ................................................................................................................................ 12

6. Add/Change your signature. ......................................................................................................... 13

7. Transfer email from old POP3 email account to new IMAP account. .......................................... 15

7.1. Drag and Drop moving email between accounts .................................................................. 15

7.2. Move and create Sub Folders ............................................................................................... 16

7.3. Create a new folder............................................................................................................... 17

7.4. Remove old POP3 BTConnect account ................................................................................. 19

1. Configuring Outlook 2010

The following instructions show how to configure Outlook 2010 so that your email complies with

company policy.

Microsoft Outlook 2010 should not be confused with Outlook Express, which has far fewer features

than Outlook and differs in many other ways. Outlook 2010 is similar but not identical to previous

versions of Outlook, so you may notice that some options are different if you are using a different

version. For instance, Outlook 2007 is very similar, but has menus at the top of the screen rather

than the new “Ribbon Bar”.

The following server details are required for you to connect to send and receive email.

Setting Value

Incoming mail server secure.emailsrvr.com

SSL encryption Yes

SSL port 993

Outgoing mail server (SMTP) secure.emailsrvr.com

SSL encryption Yes

SMTP port 465


2. Add the new IMAP email account to Outlook If you already have Outlook configured to receive email , from within Outlook on the menu bar at

the top of the screen click the File tab:

Next click Account Settings�Account Settings, followed by “New” in the Account Setting window

that will now appear

If you have a brand new installation when you open Outlook for the first time you will see this

screen, click “Next” to continue.


A “wizard” will now start and its first screen looks like this:

Click “Next” to continue

Click “Manually configure server settings or additional server types” followed by “Next”. The

following screen will appear:


Ensure “Internet E-mail” is selected and click “Next”. In the following screen, you must enter the

details provided by the IT helpdesk.

Enter your account details in the fields as shown below, ensuring that you choose “IMAP” from the

“Account Type” drop down menu part way down this page. Tick the “Remember password” box near

the bottom of the page.

Once complete click on the “More Settings” button as shown below.

NOTE: Your username is your FULL email address, Outlook will auto-complete

this field with the wrong information, you MUST change it!


A new window will appear as shown below;

Click on the “Outgoing Server” tab and tick the box labelled “My outgoing server (SMTP) requires

authentication” then ensure the radio button is selected for “Use the same settings as my incoming

mail server” as shown;

Next click on the “Advanced” tab to display the following menu. As shown below change the drop

down menus for both Incoming and Outgoing servers to “Use the following type of encrypted

connection” to “SSL”. Then change the Incoming server port number to be 993 and the Outgoing

server port number to be 465 as shown;

Click OK to save these changes and return to the main Account menu;


Click on “Next” to finish the setup and run a test send/receive. If all these steps have been followed

correctly then Outlook should now send and receive email from the new account, if not then please

return to the start of these instructions and double check all your settings.

If you receive the following pop-up message then you have entered the username, password or

server settings as shown above incorrectly, click “Cancel” and double check the information

entered.


Once complete click “Finish”.

You will now be back at the account page.


3. Change Start-up default Inbox

Outlook will default at start up to the old email inbox, to change this to the new inbox you have just

setup click on “File” then “Options”. Select “Advanced” then from the “Outlook start and exit” click

on “Browse”

Scrolls down and expand the new account, select the new Inbox and click OK, OK to save and close

the change


4. Setup Saved & Deleted Items Outlook will put sent items into the old folder, to change this click on “File” and select “Account

Settings”

Next click Account Settings�Account Settings

Double click on the IMAP/SMTP account you have just created


Click on “More Settings”

Select the Sent Items tab


Select the “Save sent items in the following folder on the server” option and scroll down and select

the “Sent Items” folder

Select the Deleted Items taband set “Move deleted items to the following folder” and select the

deleted items foler. Next tick the “Purge items when switching folders” options

NOTE: Deleted items are NON-RECOVERABLE, once deleted they are gone for good, if you require to

keep email for archive purposes move them into another folder.

Click “OK”, “Next”, “Close” to save these changes.


5. IMAP Folders:

Folders should sync automatically with an IMAP account; however, if you have added folders in

Webmail and they are not showing in Outlook, perform the following steps:

Select Folder / IMAP Folders and Click the Query button.

Select the newly added folder(s), click the Subscribe button and click the OK button.

Restart Outlook to update the folder list.


6. Add/Change your signature.

The following disclaimer is automatically added you the end of all email you send;

Please refer to our company email disclaimer at http://www.edmundson-electrical.co.uk/disclaimer,

which is deemed incorporated into this email.

If you still require a personalised signature on your email you can do the following;

Click the File tab, followed by “Options”:

In the “Outlook Options” box, click “Mail”, on the left hand side:

Clicking the “Signatures” button brings up the following screen:


Click “New”. The following box will pop up:

Enter a name for the signature (e.g. “EEL”) and click “OK”. Carefully enter your signature in the

lower half of the screen in accordance with SPI 548 (section 4.3). Next to “New messages” and

“Replies/Forwards”, select your signature:

Click “OK” on this screen and then on the “Outlook Options” screen. You are now ready to send

your confirmation message in accordance with SPI 1285.


7. Transfer email from old POP3 email account to new IMAP

account. There are now two accounts setup on your PC and each of them will have email stored in them. Your

old POP3 email account from BT will not be receiving any new email and is only an archive now, but

you may have folders and email that you wish to continue working on. To do this you can move

email between the two “inboxes”.

7.1. Drag and Drop moving email between accounts

Expand both your inboxes by clicking on the grey arrow as highlighted below.

To move email stored in your old inbox, if you select the emails required by holding down the shift

key and clicking on the top and bottom emails so they are highlighted in blue as shown below;


Next drag and drop the selected emails down to the inbox of the new account.

7.2. Move and create Sub Folders

If you use subfolders you will need to drag and drop them down into your new IMAP account.

Select the folder in your old POP3 account and drag it down and drop it into the new Inbox as shown


7.3. Create a new folder

If you require any new folders you can add them simply by right clicking on the new IMAP inbox and

selecting “New Folder”


Name your new folder and click “OK”

The new folder will now show under the Inbox.


7.4. Remove old POP3 BTConnect account

If you are seeing an error message pop up where it is asking for a password for “pop.outlook.com”

then you will need to delete the old BT acocunt off your PC. This step should also be followed for

newly migrated accounts to ensure this error message doen’t occour.

Click on “Cancel” to close this error message.

Click on “File” and “Account Settings”


From the list of available accounts select the POP/SMTP account as shown and click on “Remove”

Click yes to confirm the deletion


You will now be left with just one account. Click Close to finish

There will still be two accounts in the left hand folder list, but the only one collecting any new email

will be the new one we created in the above steps. You can minimise the old email folder to avoid

confusion.

configuring outlook 2010 - edmundson electrical · 2 configuring outlook 2010 2. add the new imap...

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