Setting up Mail in Outlook

Campus email is easy to setup to use on any computer connect to the Internet. Whether you are setting up your home PC to view email during breaks, or you are using a Windows PC on campus, setting up email is rather simple process.

As a brief note, this document will demonstrate how to setup email in a Windows XP environment, using Microsoft Outlook 2003. If you are using something different, the priciples will be about the same in most email programs.

To launch Outlook, use the Start Menu and click once on E-mail, Microsoft Office Outlook.

If Outlook is not currently set as your default email application you can change that in the INTERNET OPTIONS Control Panel

You can reach the account configuration Wizard by clicking on the TOOLS menu, and selecting E-MAIL ACCOUNTS.

Click ADD NEW E-MAIL ACCOUNT and then the NEXT button. You will be given the initial setup screen.

Here you will select the method that you will connect to the email server. Our server supports both POP3 and IMAP.

With a POP3 connection your email will be downloaded to your computer and then will be deleted from the email server so that it only resides on your computer. Although it is possible to set your account to leave your email on the server for a certain period of time, if you check your email from Webmail or another computer your mailboxes will not be synchronized. This option is recommended for users who WILL NOT be using Webmail and/or checking their mail from another computer or internet capable device (i.e. Cell Phone or PDA) very often.

With a IMAP connection your email will reside only on the email server until you delete it allowing you to synchronize mail folders between Webmail and other computers. This option is recommended for users who will also be using Webmail and/or checking their mail from another computer or internet capable device on a regular basis.

Next, you are prompted for your account information.

The user name (also known as short name) format is the first initial and a maximum of seven letters of the last name. As an example, we will use the fictitious student named Ima Student. Her short name is: istudent

The preferred email name (also known as the long name) for each account utilizes all the characters in a name. The structure for the preferred email name is the first name, followed by a period (.) and then the
last name --> firstname.lastname. Using the above example, Ima's preferred email name is: ima.student

Your E-mail Address, which should be what you give to people outside Franklin & Marshall, used on business cards or elsewhere, is this format: long.name@fandm.edu. Or in Ima's case: ima.student@fandm.edu

You are also given the option to put in your password and have the computer remember it, rather than having to type it in every time you open up Outlook. This may be convientient, but this is not recommended for security reasons. Make sure that check box is unselected and nothing is in the password field if you do not wish to have Outlook save your password.

After you complete this section click once on the NEXT button.

Congradulations, the account setup in finished. Click once on the FINISH button to close this window.

Another important aspect of setting up campus mail is to set up LDAP, which stands for Lightweight Directory Access Protocol, a phonebook of sorts for the whole campus. Email addresses and local phone numbers can be searched for via this protocol, which is very useful in putting together an address book for email.

Go to the TOOLS menu and open up E-MAIL ACCOUNTS if you are not already there.

Click the ADD A NEW DIRECTORY OR ADDRESS BOOK radio button and then click NEXT once.

Next, Select the INTERNET DIRECTORY SERVICE (LDAP) radio button and click NEXT once.

The Internet Directory Service Name window Appears. The address for Franklin & Marshall's LDAP server is ldap.fandm.edu. Type this into the SERVER NAME field in this window.

Next, click once on the MORE SETTINGS... button. In the window that appears, select the search tab.

Type in cn=users,dc=fandm,dc=edu into the SEARCH BASE field. Then click OK to exit that window.

Click NEXT in the E-MAIL ACCOUNTS window that you were previously in to proceed.

Click once on the FINISH button to proceed.

Now that LDAP is set up, let's see how Outlook can make use of this service.

You can search the Franklin & Marshall Directory by typing in the name you are searching for in the ADDRESS BOOK field located on the standard toolbar.

You can also go to the TOOLS menu and select ADDRESS BOOK or press Ctrl+Shift+B.

If you choose to select the Address Book option under the tools menu the Address Book window appears. Under SHOW NAMES FROM THE: make sure ldap.fandm.edu is selected.The entire directory should be listed in the box in the lower portion of this window. You can type in a name (or any part of it) to filter the list.