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Configuring Outlook 2002-2003 for UCCS E-Mail

Last Update: 08/04/09

This helpsheet uses Microsoft Office Outlook 2003 as a source of screenshots. Version 2002 (also called XP) is very similar. This helpsheet should give you a guide on the general method for configuring Outlook 2002 to communicate with the UCCS E-Mail system.

NOTE: Older versions of Outlook are not recommended as they do not support IMAP.

Initial Configuration of Outlook: If Outlook has never been configured on your computer before, you will see a screen simlilar to the following when you start Outlook. If this screen does not appear, please go to step 9.

1. Click Next on the Startup Wizard Screen.
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2. Select Yes then click Next.
3. Select IMAP then click Next.
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4. Enter the following information:
  • Your Name: The name you would like to appear on your email
  • E-Mail Address: Your UCCS email Address (i.e. username@uccs.edu)
  • Incoming Mail Server (IMAP): imap.uccs.edu
  • Outgoing Mail Server (SMTP): smtp.uccs.edu
  • User Name: Your UCCS IT Username
  • Password: Leave the password blank and uncheck Remember password. This prevents another person from sitting down to your computer and accessing your email.
When you're finished, click More Settings.
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5. Click the Outgoing Server tab. Click to place a checkmark next to My outgoing server (SMTP) requires authentication.
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6. Click the Advanced tab. Click to place a checkmark next to This server requires an encrypted connection (SSL) for both Incoming and Outgoing servers. Change the Outgoing Server port to 465. Click the OK button. Click OK again and then the Next button.
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7. Click Finish.
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8. You will need to enter your password here.
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Continue to step 17.

Secondary Configuration of Outlook: This will occur when Outlook has already been configured for use with another e-mail account or if the Startup Wizard Screen does not appear at startup.

9. In Outlook, click the Tools menu and select Email Accounts...
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10. Select Add a new e-mail account and click Next.
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11. Select IMAP and click Next.
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12. Enter the following information:
  • Your Name: The name you would like to appear on your email
  • E-Mail Address: Your UCCS email address (i.e. username@uccs.edu)
  • Incoming Mail Server (IMAP): imap.uccs.edu
  • Outgoing Mail Server (SMTP): smtp.uccs.edu
  • User Name: Your UCCS IT Username
  • Password: Leave the password blank and uncheck Remember password. This prevents another person from sitting down to your computer and accessing your email.
When you're finished, click More Settings.
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13. Click the Outgoing Server tab. Click to place a checkmark next to My outgoing server (SMTP) requires authentication.
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14. Click the Advanced tab. Click to place a checkmark next to This server requires an encrypted connection (SSL) for both Incoming and Outgoing servers. Change the Outgoing Server port to 465. Click the OK button. Click OK again and then the Next button.
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15. Click Finish to complete the addition of your e-mail account.
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16. You will need to enter your password here.
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Update Folder List: If all of your folders are not listed in Outlook, follow these steps. Otherwise skip to step 19.

17. Right-click your e-mail account on the folder list (this may say imap.uccs.edu or your e-mail address) and select IMAP Folders...
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18. Click the Query button.
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19. Select all of the folders you want displayed and then click the Subscribe button. Then click OK.
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20. Click on the Tools menu and select Options. Click the Mail Format tab. If you select HTML for Compose in this message format, you'll be able to change fonts, use bold or underlining, change font colors and sizes, etc. Click the Fonts... button under Stationery and Fonts.
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21. Click the Choose Font... button for composing a new message. Arial font is not supported by all computers and 9 point is small. We suggest using Times New Roman at size 12 or Verdana at size 10. Click the OK button.
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22. Repeat the above step for replying and forwarding and composing and reading. Then click to select Always use my fonts. Finally click OK on this window.
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23. Click the Other tab. Click the Advanced Options... button. Click the Browse button. Click the + (plus) to the left of imap.uccs.edu if necessary to see the subfolders. Click the Inbox to highlight it and click the OK button. Then click the OK button on the Advanced Options windows. Finally click the OK button on the Options window.
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This is the end of the necessary configuration for Outlook. The following instructions show you how to perform various tasks.

Create a Folder

24. Click on the File menu, select Folder, and click on New Folder...
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25. Type a name for your new folder. Click to highlight imap.uccs.edu in the list of folders. Click the OK button.
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Note: If you create a folder under Local Folders, it will store messages on your computer instead of the

Move a Message into a Folder

26. Right-click on the message to move and select Move to Folder. Click to highlight the destination folder. Click the OK button.
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Delete a Folder

27. Right-click on the folder to delete and select Delete. Click the Yes button. If you get an error, click the Inbox. Now right-click and delete the folder.
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Caution: Do NOT delete the Spam_Trashcan. This collects spam automatically and prevents it from clogging your Inbox. Check periodically for email that might have been captured erroneously and delete the spam.

Add Someone to the Address Book

28. Click to open the message in the panel. Right-click the sender's name and select Add to Outlook Contacts... (This is a quick and dirty method. You may want to open the address book and add information about the person.)
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29. Click on the Address Book icon on the toolbar to open the Address Book. Click the New Entry icon. With New Contact highlighted, click the OK button. Fill in the information and click the Save and then Close button. Close the Address Book window when completed.
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Create a Mailing Group

Note: You must add the people individually to your address book first.

30. Open the Address Book and click the New Entry icon as above. Click to highlight New Distribution List. Type a Name for the group. Click the Select Members button. Scroll down as necessary and click to highlight a person. Click the Members - > button to copy the person to the group. Repeat as needed. Click the OK button. Close the Distribution List window and click the Save button. Close the Address Book window when completed.
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Delete Someone from a Mailing Group

31. Open the Address Book. Scroll down as necessary and double-click on the group. (Groups are written in bold.) Click to highlight a person. Click the Remove button. Close the Distribution List window and click the Save button. Close the Address Book window when completed.
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