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

NOTE 2: These instructions explain the configuration to the UCCS Webmail server. They will not work if you use the UCCS Exchange server (email addresses: first.lastname@ufp.uccs.edu).

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.


2. Select Yes then click Next.


3. Select IMAP then click Next.


4. Enter the following information then click "More Settings".

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: This is optional. If you enter your password, you must remember to change it when you change your password every 90 days


5. Click the Advanced tab.


6. Click to place a checkmark next to "This server requires an encrypted connection (SSL)" for both Incoming and Outgoing servers. Click the OK button. Click OK again and then the Next button.


7. Click Finish.


8. If you did not enter your password in the previous step, you will need to enter it here. If you entered your password, this screen will not appear.

9. Continue with step 16.

Secondary Configuration of Outlook: This will occur when Outlook has already been configured for use with another e-mail account.


10. In Outlook, click the Tools menu and select Email Accounts.


11. Select "Add a new e-mail account" and click Next.


12. Select "IMAP" and click Next.


13. Enter the following information then click "More Settings".

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: This is optional. If you enter your password, you must remember to change it when you change your password every 90 days


14. Enter your email address in the first text box in the General tab. Then click OK and then Next.


15. Click Finish to complete the addition of your e-mail account.


16. If you did not enter your password in the previous step, you will need to enter it here. If you entered your password, this screen will not appear.

Update Folder List If all of your folders are not listed in Outlook, follow these steps. Otherwise skip to step 20.


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...


18. Click the Query button.


19. Select all of the folders you want displayed and then click the Subscribe button. Then click OK.


20. Click on the Tools menu and select Options. Click the Mail Format tab. If you select HTML for your 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.


21. Click the Choose Font... button for "composing a new message." Arial font is not supported by all computers and 9 point is small. Suggest choosing Times New Roman at size 12 or Verdana at size 10. Click the OK button.


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.


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. 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....


25. Type a name for your new folder. Click to highlight imap.uccs.edu in the list of folders. Click the OK button.

Note: If you create a folder under Local Folders, it will store messages on your computer instead of the server. They will not be accessible if you check your email from another computer, and if your hard drive crashes, you could lose these messages.

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.

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.

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.)


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 Close button. Close the Address Book window when completed.

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.

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.