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UTORmail: Configuring Outlook 2003 for UTORmail

Summary: Microsoft Outlook 2003 is a personal information manager, group calendar, and email program that is included with Microsoft Office 2003. It can be used for a wide range of functions, including IMAP-based Internet email. This page explains how to properly configure Outlook 2003 for use as an email client with UTORmail servers.

Before You Start

Quick Reference For Experienced Users

Configuring Outlook 2003

If it's not your first time configuring Outlook 2003, please:

• Go to the Tools menu > E-mail Accounts ...
• Begin at step 3

1. Begin by clicking Start > All Programs > Microsoft Office > Microsoft Office Outlook 2003 which will display the following screen. Click Next to continue
   
   
   
   
   
2. The following window appears. Choose Yes and click Next to proceed
   
   
   
   
   
3. Select Add a new email account and click Next.
   
   
   
   
   
4. Select IMAP and click Next
   
   
   
   
5. In the Email Accounts window for Internet Email Settings (IMAP) follow the steps below
   
   
   • Enter Your Name in the box labeled "Your Name"
   • Type your UTORmail e-mail address in the E-mail Address field
   • In the Incoming mail server (IMAP)field, type mailboxNN.utcc.utoronto.ca where NN is the configuration number assigned to you when you opened your UTORmail account. For example, if your configuration number is 100, the entry would be mailbox100.utcc.utoronto.ca
   • In the Outgoing mail server (SMTP) field, type smtp.utoronto.ca
   • Enter your UTORid in the box labeled User Name
   • Leave the box labeled Password blank
   • Remove the check box next to Remember password.
     
     
     
     
     
6. From the Email Accounts dialog (above), click the More Settings... button
   The next Internet E-mail Settings dialog box appears containing four tabs.
   
   
7. Click on the Outgoing Server tab. The Outgoing Server information displays.
   • Click the check box next to My outgoing server (SMTP) requires authentication
   • Leave the default setting to Use same settings as my incoming mail server.
     
     
     
     
     
8. Click on the Advanced tab.
   • Click the two boxes labeled This server requires a secure connection (SSL) for both Incoming server (IMAP) and Outgoing server (SMTP).
   • Leave the Incoming mail port at its default of 993, but change the Outgoing mail port from 25 to 465.
     
     
     
     
     
9. Click OK to close the Internet E-mail Settings window.
   
   
10. Click Next in the E-mail Accounts window
    
    
11. At this point you will be prompted for your UTORid password, to allow you to log in to your newly created account. Type your password in the box labelled password, and click OK.
    
    
12. Click Finish in the E-mail Accounts window.
    
    
    

Additional Fine-Tuning Configuration Information

Disable Periodic new mail check

1. Click Tools > Options, and choose the Mail Setup tab.
   
   
   
   
   
2. Click the Send/Receive button.
   
3. Find Schedule an automatic send/receive every XX minutes line and remove the corresponding check mark.
   
   
   
   
   
4. Click Close, then click OK
   
   
   

Remove unnecessary IMAP folder subscriptions

1. Click on the Inbox email folder or any other IMAP folder.
   
2. Click Tools then IMAP folders to see this screen.
   
   
   
   
   
3. Click Subscribed, then Query. You should see a list of subscribed folders
   
   
   
   
   
4. We recommend that you not subscribe to any folders, because subscribing causes Outlook to check the folder for new messages unnecessarily. Since most users need to monitor only their inbox, you don't need to use folder subscriptions
   
   
5. Click on any folders that have the subscription icon, then click Unsubscribe. To select all of the folders at once click the first folder, scroll down, hold down SHIFT key and click the last folder in the list.
   
   
   
   
   When all are unsubscribed, clear the check next to the option labelled When displaying hierarchy in Outlook, show only subscribed folders. This will allow you to see all your folders.
   
6. Click OK and restart Outlook.

Purge Deleted Messages

In Outlook 2003, "Deleted" messages have a strikethrough line.

There are two ways to PURGE messages in Outlook 2003:

• The Purge Deleted Messages in the Edit Menu
• Create a Purge button on the toolbar

Purge deleted messages via the menu.

1. Purge deleted messages via a menu option. In order to use this option one needs to be in the Outlook email menu (not calendar or any other).
2. Open Edit menu, select the Purge Deleted Messages command. Click Yes to confirm the deletion.

Create a Purge Button on the Toolbar

1. Open Tools menu in Outlook.
2. Select Customize.
3. Select the Commands tab.
4. In the left window pane select Edit in the Categories list.
5. In the right window pane scroll down until you find Purge Deleted Messages.
6. "Grab" the Purge Deleted Messages label with your left mouse button and drag it up to the toolbar so that it will land just to the right of the "X" that deletes messages. A vertical marker line will indicate the correct position as illustrated below. Drop it between the "X" and the vertical, grey divider.
   
   
   
   
   
7. After releasing your mouse, you have a new button named Purge Deleted Messages. DO NOT close the "Customize" dialog box.
   
8. The name of the button may be too large. It may have caused some buttons to disappear from the right of the toolbar. Here is the new toolbar. Notice how wide the purge button is and how it caused buttons to drop off the right end:
   
   
   
   
   

The remaining steps explain how to rename the button. The Customize dialog box must still be open to the Commands tab.

1. Right-click Purge Deleted Messages button and edit the name of the button to have Purge only. Press ENTER on your keyboard to save the change.
2. Close the Customize dialog box. This is the way your toolbar will look after all. Pressing Purge button will get rid of the marked for deletion messages.
   
   
   
   
   

Note about Outlook 2003 and Outlook 97-2002 PST files

According to Microsoft, there is an incompatibility between non-Unicode PST files created in Outlook 97 – Outlook 2002 and Unicode formatted Outlook 2003, preventing native viewing of older PST files in Outlook 2003.

http://office.microsoft.com/en-us/assistance/HA011190371033.aspx

However, it is possible to convert older PST files to the new Unicode format in step 2.) of the above link, making them accessible in Outlook 2003.

http://office.microsoft.com/en-us/assistance/HA011190371033.aspx