Connecting to your Exchange Mailbox
How to add other person's mailbox to your IMAP Outlook profile?
Note: First you are to be given permissions to access somebody’s mailbox.
In Outlook 2002 or 2003:
1. On the Tools menu, click E-Mail Accounts.
2. In the E-Mail Accounts dialog box, click View or change existing e-mail accounts, and then click Next.
3. Click Add.
4. Choose IMAP Server Type and click Next.
5. On the Internet E-mail Settings (IMAP) page please fill out the following information:
- Server Information: Copy incoming and outgoing server names from your mail IMAP e-mail account.
- User information: fill out another user’s information
- Logon information:
- Username should be set in the form:
ExchDomain/YourUserName/OtherMailboxPrimaryEmailAddress.
or
ExchDomain/YourUserName/OtherMailboxUsername
- Password: your mailbox password
6. Click More Settings.
- On the Outgoing Server tab please check ‘My outgoing server (SMTP) requires authentication’ option.
- On the Advanced tab please check "This server requires an encrypted connection (SSL)" for both incoming an outgoing servers.
7. Click OK, Next and Finish.
What is SMTP Relay?
SMTP relay allows you to send outbound email via your Hosted
Exchange
Account. If you are using POP or IMAP to read your mail, you must
configure the SMTP server per the instructions found on your Mailbox Manager
Setup screen. Please note that our servers do require that
your client is set to both SSL and SMTP Auth for security reasons. We need to enable your mailbox for SMTP relay
or allow you to enable it via Mailbox Manager.
Using your Hosted Exchange server for SMTP requires that you
make an
outbound connection to it on Port 25. Some ISPs have chosen to block
outbound Port 25 connections from their netspace to any
mailserver other than the SMTP server that they provide for their
clients. This is mainly done by the ISPs to prevent infected user
machines on their system from sending large amounts of spam without
being detected. If you cannot send mail outbound via your Hosted
Exchange server, you should check to see if your outbound Port 25
connections are being blocked.
Some ISPs will open
Port 25 for individual customers. If your ISP is
unwilling to do this, you can use their SMTP server for your outbound
mail connection or send outbound mail via the Outlook Web Access
site. In some cases an alternate SMTP port may be
available that will allow you to connect directly to your Hosted Exchange server.
When starting Outlook, I get the error: 'Exchange is currently in recovery mode...' How do I fix this?
The error "Exchange is currently in recovery mode. You can either connect
to your Exchange server using the network, work offline, or cancel this
logon." indicates that Outlook has detected differences between the
cached copy of your mailbox stored on your local computer and the copy
that is stored on the Exchange server. You will need to take
Outlook out of cached exchange mode (follow the instructions in "How to enable Cached Exchange mode in Outlook 2003" only
unchecking the cached exchange mode checkbox) start Outlook, quit Outlook, then
re-enable cached mode.
How to enable Cached Exchange mode in Outlook 2003 and 2007
Cached Exchange mode may improve the performance of Outlook on some internet connections. Cached Exchange mode
creates a local copy of the data stored on the Exchange Server. Outlook accesses this cached copy for most
operations, speeding response times. Outlook and the Exchange Server synchronize the local and server data
periodically.
In Outlook 2007
To enable Cached Exchange mode, follow these steps.
- In your Outlook: Go to the Tools menu and choose Account Settings...
- On the E-mail tab, highlight "Microsoft Exchange Server" and
click on "Change" button
- In the Exchange Server Settings window, check the "Use Cached Exchange
Mode" checkbox and click 'Next'.
- You should be back at the E-mail Accounts window. Click on Finish.
You should get a popup window that advises you to restart Outlook in order
for the change to take effect.
When you re-launch Outlook 2007 it will begin to make a copy of your Mailbox
contents onto your local computer. This will take some time. Not all items
will be immediately available. In the case of large mailboxes and or on slow
internet connections this can take an hour or more.
In Outlook 2003
To enable Cached Exchange mode, follow these steps.
- In your Outlook: Go to the Tools menu and choose Email Accounts.
- Select "View or change existing e-mail accounts" and click
on Next
- In the E-mail Accounts window, highlight "Microsoft Exchange Server" and
click on Change
- In the Exchange Server Settings window, check the "Use Cached Exchange
Mode" checkbox and click 'Next'.
- You should be back at the E-mail Accounts window. Click on Finish.
You should get a popup window that advises you to restart Outlook in order
for the change to take effect.
When you re-launch Outlook 2003 it will begin to make a copy of your Mailbox
contents onto your local computer. This will take some time. Not all items
will be immediately available. In the case of large mailboxes and or on slow
internet connections this can take an hour or more.
You can find more information about Cached Exchange Mode in
Microsoft KB.
How do I manually connect Microsoft Outlook 2003/2007 to my Microsoft Exchange 2003/2007 server?
Requirements to be able to configure Microsoft Outlook 2003/2007
to connect to Microsoft Exchange 2003/2007:
- Supported version of Microsoft Windows. You need to have either:
- Microsoft Windows XP with Service Pack 2
- Windows Server 2003 with Service Pack 1
- or a later operating system
- Outlook 2007 or Outlook 2003.
Note: If you utilize Outlook
2007, it's recommended that you perform a clean install of it before configuring it to connect to your Exchange server.
If you already have a previous version of Outlook installed on your PC, please uninstall this version
(from Control Panel > Add/Remove Programs), reboot your PC, and then install Outlook 2007. After performing a clean
install of Outlook 2007, you're now ready to configure it to connect to your Exchange Mailbox.
Steps to configure Microsoft Outlook
2003/2007 to connect to Microsoft Exchange 2003/2007:
Note: You may wish to print this page as the following instructions may
require that you use your internet browser to visit other webpages to collect information or review other instructions.
Tip: If during the following procedures you encounter a popup
window that asks you to login, simply press cancel. You may get an error message or additional login request, press cancel again.
- For a new Outlook profile:
- Go to your Outlook mail settings from Start >
Control
Panel > Mail.
- Click the ‘Show Profiles’ button and
press ‘Add’ for a new profile.
- Specify your Profile Name and click
OK.
- If you use Outlook 2003:
- Choose Add a new Email account
and click Next.
- Select Microsoft Exchange Server
and hit Next
If you use Outlook 2007:
- Ignore the Auto Account Setup Page, click on the check box next to 'Manually
configure server settings or additional server types' and then click
Next.
- Choose ‘Microsoft Exchange’ and click
Next.
- Specify your Server FQDN as Exchange server name on
the Next page and type your
Exchange
Mailbox Username. Also make sure that the box next to 'Use Cached Exchange Mode' is
checked for Offline use.
- Click the ‘More Settings’ button. If prompted
for a password, click Cancel.
- Navigate to the Connection tab.
- Check the ‘Connect to Microsoft Exchange using HTTP’ option and click
the ‘Exchange Proxy Settings’ button
- Specify Exchange Proxy Settings:
- Type the URL for your Proxy Server in the 'Use this URL to connect
to my proxy server for Exchange:' field.
- Make sure that both ‘On fast networks...’ and ‘On
slow networks...’ options are checked.
- Choose ‘Basic Authentication’ as ‘Proxy
Authentication settings’
- Press OK, Apply, OK, Next and Finish and
OK to save changes.
- Start Outlook.
Note:
- Please use your
Primary Email Address for the Username field when starting
Outlook and prompted for login credentials.
- When using RPC over HTTP, Outlook is
not able to store or otherwise remember your login information for you. You
will have to type these in manually when you launch Outlook.
How to setup Outlook to connect to your Exchange mailbox?
If you are a mailbox user, please follow the instructions located at Setup page in the Mailbox Manager.
NOTE: When asked for your mailbox login or username, this is the "user name" for the mailbox. This may not
have anything to do with your person name or email address. For example. A user named John Smith with a
email address of john@mycompany.com might have a mailbox username like "john14". If you are unsure of your mailbox username,
you can look it up in Mailbox Manager.
How do I manually configure Outlook 2003 for RPC over HTTP?
Requirements to be able to configure
Outlook 2003 for RPC over HTTP in Windows XP:
- Supported version of Microsoft Windows. You need to have either:
- Microsoft Windows XP with Service Pack 1
with Q331320 hotfix
-- OR --
- Microsoft Windows XP with Service Pack 2.
- Outlook 2003 (can be downloaded from Mailbox Manager at Download
Outlook page).
Steps to configure Outlook 2003
for RPC over HTTP:
Note: You may wish to print this page as the following instructions
may require that you use your internet browser to visit other webpages to collect
information or review other instructions.
Note: We always recommend that you use Outlook
Profile Helper tool to automatically configure Outlook
profile (you can download this application from Mailbox Manager Setup page).
Tip: If during the following procedures you encounter a popup
window that asks you to login, simply press cancel. You may get an error message
or additional login request, press cancel again.
- For existing Outlook 2003 profile:
- In Outlook navigate to Tools > Email Accounts > View
or Change Existing Accounts and click Next button.
- Click Change button.
- Click ‘More Settings’ button. If prompted
for a password, click Cancel.
- Navigate
to Connection tab.
- Check ‘Connect to my Exchange mailbox
using HTTP’ option and click ‘Exchange Proxy Settings’ button
- Specify Exchange Proxy Settings:
- Type the URL for your Proxy Server in the 'Use this URL to connect
to my proxy server for Exchange' field.
- Make sure that both ‘On fast networks...’ and ‘On
slow networks...’ options are checked
- Choose ‘Basic Authentication’ as ‘Proxy
Authentication settings’
- Press OK, Apply, Next and Finish to
save changes.
- Restart Outlook for changes to take
effect.
- For new Outlook 2003 profile:
- Go to your Outlook mail settings from Start > Control
Panel > Mail.
- Click the ‘Show Profiles’ button and
press ‘Add’ for a new profile.
- Specify your Profile Name and click
Next to Add a new e-mail account.
- Choose ‘Microsoft Exchange Server’ and
go Next.
- Specify your Exchange Server Name on
the Next page (you can find it from Mailbox Manager at Setup page) and type your
Exchange Mailbox Username.
- Click ‘More Settings’ button. If prompted
for a password, click Cancel.
- Navigate to Connection tab.
- Check ‘Connect to my Exchange mailbox
using HTTP’ option and click ‘Exchange Proxy Settings’ button
- Specify Exchange Proxy Settings:
- Type the URL for your Proxy Server in the 'Use this URL to connect
to my proxy server for Exchange' field.
- Make sure that both ‘On fast networks...’ and ‘On
slow networks...’ options are checked
- Choose ‘Basic Authentication’ as ‘Proxy
Authentication settings’
- Press OK, Apply, Next and Finish and
OK to save changes.
- Start Outlook.
Note:
When using RPC over HTTP, Outlook is
not able to store or otherwise remember your login information for you. You
will have to type these in manually when you launch Outlook.
How to Connect to Exchange Server Through Proxy or Firewall?
To connect to the Exchange server, you need to make sure that outbound TCP traffic to Exchange server is not
restricted on the following ports: 135, 1225-1228.
Or 443 port, if you are using RPC over HTTP.
Can I use Outlook Express to access my Exchange mailbox ?
You can use Outlook Express to access
your Exchange account and receive mail. POP3, IMAP4 and
SMTP protocols are supported. Before you configure Outlook
Express you need to check if they are enabled
for your mailbox(es).
To
obtain the settings needed to configure Outlook Express please navigate
to:
- Mailbox Manager at Setup page.
NOTE:
- POP3 provides dynamic access to Exchange server but
doesn't allow to work with mail stored at Exchange server. POP3
is a fast protocol, used mostly to download mail from Exchange server
to local computer. After downloading a copy of message is deleted from
Exchange Server by default if you didn't configure your POP3
client to leave a copy of downloaded message on Server.
- IMAP4
keeps downloaded messages on Exchange Server. That allows you to work
with mail on Exchange Server, use offline and remote storage of
messages, manager profiles, use common mailboxes.
How can I connect to my Exchange server using POP or IMAP?
If you want to connect to your
Exchange server using POP/SMTP
or IMAP/SMTP protocols, you may either take advantage of special
profile
configurators (Profile Configuration files) available for download on
our web-site
(recommended) or configure your mail client manually.
For users:
Using Profile Configuration files (for Outlook
2002 and Outlook 2003 only)
- Please login to MailBox Manager and navigate to
the Setup page.
- Find “Click here to
configure
Microsoft Outlook to connect via
IMAP/SMTP” (or “Click here
to configure Microsoft Outlook to connect via POP/SMTP”
depending on what you need)
under “IMAP/POP/SMTP” section. Click the link.
- When a new page loads, please follow instructions
on the screen to download the configuration file. The file must be run
on your
computer.
Configuring a mail
client manually
Browse to MailBox Manager
and login using your email address and mailbox password.
On the left side, click on
“Advanced” and make sure
that necessary services are enabled for your mailbox. Under the
“Advanced Settings”
Column, “Enable SMTP Relay” must be checked for
mailboxes using either POP or IMAP. Under the “Protocol
Settings” column, IMAP
and/or POP as appropriate should be checked.
To configure your mail client:
- In the left-hand menu, select Setup.
- Under POP/IMAP/SMTP, find “Click
here
to configure Outlook Express” under
“IMAP/POP/SMTP”
section. Click the link**.
Important:
If you are going to
configure POP/SMTP manually, you will most likely
want to select the option for leaving a copy of your messages on the
server; otherwise, mesages
will be removed from the server once they are downloaded by the mail
client
We provide
instructions for Outlook Express only. However those instructions are
generic and can be applied to any widely-used mail client (both desktop
and handheld-based).
What are the differences between MAPI, POP, and IMAP when connecting to Exchange mailboxes?
MAPI connections to the Exchange server allow you full functionality to all of the services Exchange has to offer using Outlook:
- Direct live connection to the Mail Server
- Shared Inbox, Calendar, Contacts, Tasks, Notes and Free/Busy information
for scheduling
- Public Folders
- Out Of Office Assistant
- Server Side Rules and Alerts
- Access to Outlook
Web Access via any Web Browser
- Optional Server Side SPAM Management
IMAP Connections to the Exchange Server allow limited functionality:
- Direct Live Connection to the Mail Server
POP Connections offer the least functionality:
- Send and Receive Email only!
All connection types allow you to keep messages on the server and to view your mailbox using Outlook Web Access.
