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Outlook Express - general account setup (Oct06 mail servers)

Getting into the 'account settings'

The first steps are:

  1. Open Outlook Express and wait until any startup activity has finished (e.g. Send and Receive Mail)
  2. Select the Tools option from the action list just below the Window title bar (bright blue at the top of the window)
  3. then choose Accounts... as shown in the list to the right. This option is usually the second from the bottom in the 'Tools' list

Of the Tabs across the top - all but the 'Mail' Tab are irrelevant for average users. Click on the Mail Tab to display all of your e-Mail accounts as shown in the example to the left.

You should then double-click on the account you want to change. For your information - that is equivalent to selecting the account (single click) and then clicking upon 'Properties'.

The first (top) item you can change is the name that only you see and it is only shown when doing a 'Send/Receive' and when Exporting and Importing Internet account files. We suggest that you keep this short - 12-16 characters.

Under 'User Information' you should fill in the Name and E-Mail address to whatever degree of anonymity (or otherwise) you choose. Obviously you want to receive replies so the E-Mail address needs to be one of:

  • One of our wildcard addresses at your domain. This allows you to prevent Spam and without administrative effort OR loss of e-mails. Please contact us for details if this is might be a service that is of interest to you
  • a 'fixed' alias (address - not account) at your domain - we will have set at least one of these up when your web site / e-mail service was set up.
  • your actual account name - BUT PLEASE DO NOT USE this without discussing the matter with us first because of the (Spam) problems you will experience in the future.

Leave Reply address blank as the one above will then be used, adding a reply-to address only gives more food to Spam harvesters.

If you only have one e-mail account then set the 'Include this acc...' ticked

Leave the 'Include when...' blank IF you are creating more than one outgoing e-mail address that you want to be able to select when sending but the Incoming address is already in another account that IS included - i.e. box ticked elsewhere.

The Servers Tab will always be unique to the server that you are using to send and receive mail. For our servers we keep it simple by having the names of both Incoming and Outgoing servers the same. Your account name MUST have the '@' and domain name appended to your User Name.

'Secure Password Authentication' must be UN-checked and conversely:

'My server requires authentication' must be CHECKED as shown to the right.

As of October 15th 2006 the physical server name is: ventura.xssl.net but to save you having to go through this again in 2-3 years time when we again upgrade to a new server, please use: post-man.co.uk - either of which can be used in both boxes (POP3 and SMTP) as shown to the left. This server name can also be used for secure access to e-mail using a web browser, you will have been sent a link for this as it is lengthy.

If you prefer to use your own mail server name then please use mail.yourdomain.co.uk (or .com) where yourdomain is the piece after the www. in your own web site address.

Note that secure e-mail is only possible using the physical (mentor) server unless you wish to purchase a certificate for your own web site which we can install and maintain for you.

On the Connection Tab it will depend upon how you connect to the Internet but as a rule of Thumb:

  • If it is working correctly don't change it no matter what is said below
  • Dial-Up users should have the box UN-checked
  • Users with real LANs (Local Area Network) should probably have the box ticked and the LAN selected.
  • Broadband users will depend upon their suppliers (of Broadband) and the technology they have used. If users are getting disconnected and the 'Disconnect after Send/Receive' ISN'T CHECKED in Outlook Tools -> Options -> Connection (Tab) then try unchecking this one.

The Security Tab (not illustrated) is for advanced users only everything will be unchecked and '3DES' will be displayed as an algorithm. If anything IS filled in then it is beyond the scope of this short Web page to explain what needs to be filled-in.

The Advanced Tab (shown to the Left) can be left with everything unchecked and Out/In ports set to 25 and 110 as shown.

However, if you use SquirrelMail (The name for WebMail on our servers) you MAY wish to keep temporary copies of Incoming e-Mails on the server for use when using Squirrelmail - offsite for example.

If you choose this option then you will need to manage within your disk quota as exceeding it will cause e-Mail delays and even rejection - I.E. LOST e-MAILs. So please:

  • Do not use an expiry period of greater than 22 days
  • Remember to delete your 'Trash' folder on the server very regularly if you delete e-Mails in Squirrelmail prior to opening Outlook
  • Ensure that e-Mails with large attachments are deleted as quickly as possible - for instance - when the attachments have been detached and a reply (with original text perhaps) has been made.

I hope that has been useful. Any Comments, suggestions or corrections to: Contact us please. This would be especially useful if the software environment you have is different to mine and the headings, text or prompts are different.

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