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Configure Outlook 2003 for Windows XP - I

Note: Before you can configure Outlook, you will need a mailbox on the SCS Corvid mail system and a Kerberos mail-instance password. If you don't have a mailbox, or you aren't sure, contact <help@cs.cmu.edu> or call the SCS HelpDesk, x8-4231. If you haven't yet created your Kerberos mail-instance, used only for mail access, follow the how to create Kerberos instances procedure.

If your Outlook client is already configured to access incoming messages, you can jump directly to Phase II and secure your outgoing email.

On this page

Phase I - Access incoming email via Corvid

E-mail accounts dialog Configuring Microsoft Outlook for the SCS Corvid server involves using the "new account" wizard. Select the "Tools" menu item and the "E-mail Accounts" option. This will bring up a dialog box which allows you to add a new e-mail account, as seen at right.

Select the "Add a new e-mail account" option and click the "Next" button to bring up the next window, which requests you to select the type of e-mail server you will use.
Server-type dialog Select the "IMAP" server type and click the "Next" button to go on to the next window, where you will enter several personal settings.



For "Your Name", enter your first and last name, as you would like to see it on your outgoing e-mail. For your "E-mail Address" setting, enter your preferred SCS e-mail address. This is normally your SCS userid, with an optional plus sign if necessary and the host name "cs.cmu.edu." For example, SCS user "bovik" would most likely use the e-mail address "bovik+@cs.cmu.edu."
E-mail settings (IMAP) Always set "Incoming mail server (IMAP)" to "imap.srv.cs.cmu.edu" and "Outgoing mail server (SMTP)" to "smtp.srv.cs.cmu.edu."

Under "Login Information", enter your SCS account name (e.g. "bovik" in the example above). If you prefer to have your e-mail password cached (that is, stored locally on your machine), you can check the "Remember password" box and enter your Kerberos .mail instance password. Note that this procedure is insecure: Anyone who can access your computer can then read your e-mail and send mail as you.
IMAP settings - General Click on the "More Settings" button and you will get a "General" settings window, where the "Mail Account" string that associates the account with you. You can leave it as the default "imap.srv.cs.cmu.edu" or choose another setting. You can also set the "Organization" field, which is included in outgoing e-mail and identifies the organization or affiliation of your choice.
IMAP settings - Advanced Click the "Advanced" tab for additional settings and there click "This server requires an SSL-secure connection." Click "OK" to confirm these changes, and then the "Next" button back on the main settings page to confirm all of your data. You will then see a "Success" page indicating that your account has been set up. You can click "Finished" to complete the process.

Moving Mail to the Corvid Server

Migrating to IMAP Typically, by the fall of 2007, all SCS users have accounts on the Corvid e-mail system. Some, however, may still have locally-stored messages, perhaps remaining from a previous configuration using the POP protocol.

Once you've configured Outlook to access the SCS mail system, you can move any local mail to your account on the Corvid server. This arrangement will exploit Corvid's real power. Storing all your email — both read and unread — on the Corvid server provides the following advantages:

  • SCS Computing Facilities maintains and backs up the Corvid server, regularly monitoring the system for errors.
  • Your mail is accessible even if your desktop system is unavailable, crashed, or down for repair
  • You can access your mail from a laptop or home computer in the same way you do from your office
  • Messages on Corvid are available through the SCS webmail interface: http://webmail.cs.cmu.edu [offsite link, opens a new window]

Procedure

Moving your mail from a local Outlook folder to the Corvid server is simple. As you can see from the following picture, when you have the Corvid server set up in Outlook, you will have two different "Inbox" folders: one under the Corvid server account and one under your local folders (under the "Outlook Today - [Personal Folders]" account).

If you want to copy the folder "Test" from your local folders to the Corvid server, simply right-click on the folder "Test", and select the "Copy" operation from the pop-up menu. For the destination folder, select the "Inbox" folder under the "imap.srv.cs.cmu.edu" (or whatever you called it) account and click "OK". The folder "Test" and all of the contents will be copied to the Corvid server and will appear under "Inbox". Facilities suggests that you use the "copy" operation rather than the "move" operation so that you can verify that the folder and messages made it to the Corvid server correctly before removing the local folder.

If you want to move individual messages, you can simply select them from the local folder, right-click and select "copy" as above. You can use the "shift-click" operation to select more than one message to move, or you can use "Control-A" to select all messages in a folder.

Common Problems and Solutions

This section notes several difficulties that users have reported while configuring Outlook to use the Corvid server. As always, feel free to contact the SCS HelpDesk, <help@cs.cmu.edu> or x8-4231, with any other questions or problems.

Outlook asks you to confirm a security certificate when started

picture of security warning Because the Corvid server now supports SSL for secure connections between your client and the server, you may be presented with a warning box when you start up Outlook.

You can click the "Yes" button to continue using Outlook, and you can avoid this problem in the future by downloading and installing the CMU web certificate [offsite link, will open in a new window]. In the middle of the page, right-click the link to "Download the Carnegie Mellon Certificates" and select "Save target as." Choose a temporary location for the certificate file (your desktop, for example) and click "OK" to save it.
Install root certificate When you have downloaded the file, double-click on it to bring up the "Certificate Information" window. Click on the "Install Certificate..." button, and accept all defaults throughout the wizard. Once you have installed the CMU root certificate on your machine, you will no longer get the "Internet Security Warning."

Outlook hangs when moving large messages

Occasionally, when moving a large mail message (most likely with a large attachment), Outlook will stop responding for an extended period of time (several minutes) and then respond with an timeout error. SCS Computing Facilities is currently investigating this problem, which appears to be a particular interaction between Outlook and Corvid (other clients do not seem to exhibit this problem).

Currently, the best workaround to move the problem message to Corvid is to mail the offending message to yourself at the Corvid server.

'Invalid mailbox name' error

You cannot move folders with any "special" characters in it (slashes, brackets, shift+any number, question marks, etc.) If you try to move a folder containing any of these characters, you will receive the error message "Can't move the items. The server responded: 'Invalid mailbox name'." You can, however, create a folder directly on the Corvid server with most of those characters, and then move the messages from the local folder (containing those characters) to the folder on the Corvid server.

Users should rename any local folder with those characters before moving it.

On to Phase II

Next, to minimize security risks, be sure to complete Phase II, which enables encryption of outgoing mail.