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Configuring Microsoft Outlook 2007 for Windows for UTORmail

Summary: Microsoft Outlook 2007 is a personal information manager, group calendar, and email program that is included with Microsoft Office 2007. It can be used for a wide range of functions, including IMAP-based Internet email. This page explains how to properly configure Outlook 2007 for use as an email client with UTORmail servers.

Before You Start

Quick Reference For Experienced Users

Creating an Account in Outlook 2007

1. Start Outlook.
2. Click Tools > Account Settings...
   
   
3. Click New...
   
   
   
   
   
4. Check Manually configure server settings or additional server types and click Next
   
   
   
   
5. Select Internet E-mail and click Next
   
   
   
   
6. Enter Your Name in the box labeled Your Name
   
   
   • Enter your @utoronto.ca in the box labeled E-mail Address
   • Set the "Account Type" to IMAP
   • Enter your mailbox server in the box labeled Incoming mail server (IMAP). For example, if your configuration number is 57, your mailbox server is mailbox57.utcc.utoronto.ca
   • Enter smtp.utoronto.ca in the box labeled Outgoing mail server (SMTP).
   • Enter your UTORid in the box labeled User Name.
     
     
     
     
     
7. Click More Settings.
   
   
   
   
8. In the window that appears, click on the Outgoing Server tab.
   • Click the check box next to My outgoing server (SMTP) requires authentication.
   • Confirm that Use same settings as my incoming mail server is selected.
     
     
     
     
     
9. Click on the Advanced tab.
   
   • For the box labeled Use the following type of encrypted connection:, under Incoming server (IMAP) select SSL.
   • Confirm that the server port number for the incoming server changed to 993 (this will happen automatically when you check the box in the previous step).
   • Change the port number to 587 under Outgoing server (SMTP), and select TLS for the box labeled Use the following type of encrypted connection:.
     
     
     
     
     
10. Click OK to close the Internet E-mail Settings window.
11. Click Next in the "Add New E-mail Account" window
12. 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 labeled "password", and click OK. You may be notified that the root folder path has changed, and that "Outlook has flushed all cached folders". This is normal. Click OK to continue.
13. 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.
   
   outlook-2007-config_files/SendReceiveSettings-7.jpg
   

Remove Unnecessary Subscriptions

1. Click on one of your email folders.
2. Click Tools -> IMAP folders
   
   outlook-2007-config_files/IMAPFolders-8.jpg
   
   # Click Subscribed, then Query. You should see a list of subscribed folders. We recommend that you not subscribe to any folders, because subscribing causes you 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.
3. Click on any folders that have the subscription icon, then click Unsubscribe. To select all folder click the first folder, scroll down, hold down SHIFT key and click the last folder in the list.
4. When all are unsubscribed, clear the check next to the option labeled "When displaying hierarchy in Outlook, show only subscribed folders." This will allow you to see all your folders.
5. Click OK and restart Outlook.

Purge Deleted Messages

Outlook in IMAP configuration does not delete messages. It merely marks them for deletion, so many people find after a while that their INBOX is clogged with megabytes of "deleted" mail.

"Deleted" messages have a strikethrough line. There are two ways to PURGE these messages.

CAUTION! The procedure(s) outlined below will PERMANENTLY delete marked messages.

Purge deleted messages via a menu choice

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 and select Purge Deleted Messages->Purge Marked Items in "[foldername]" 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 the until you find Purge Deleted Messages.
6. "Grab" Purge Deleted Messages 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, gray divider.
   
   outlook-2007-config_files/PurgeToolbar-9.jpg
   
   # After releasing your mouse, you have a new button named Purge Deleted Messages. DO NOT close "Customize" dialog box.
7. 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:
   
   outlook-2007-config_files/PurgeToolbarStep2.jpg
   
   The remaining steps explain how to rename the button. The Customize dialog box must still be open to the Commands tab.
   
   # 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.
8. Close the Customize dialog box. This is the way your tool bar will look after all. Pressing Purge button will get rid of the marked for deletion messages.
   
   outlook-2007-config_files/PurgeToolbarStep3.jpg