Mochabomb

Microsoft outlook is widely used and though it has some caveats, works well with Treo’s and Blackberry’s.

This tutorial will detail the set-up I use with my email and I believe works well. I access and send email from 3 different computers (desktop at home+work, laptop, + Treo 600). The standard Outlook configuration had to be tweaked - and thus this tutorial. Some may have a better way to configure all this - feel free to comment below.

1. Decide on which computer will be the “main” computer. I work primarily as a loan officer, so leaving sensitive docs on an email server for months scares me (as is the case with IMAP).

The main computer:

• Has Outlook 2000/2003/Latest version installed and working
• Most emails are sent from this computer.
• Saved emails are on this computer
• This is the only computer that can delete emails from my inbox - more on this later.

Once you have chosen the main computer, the rest (including your Treo/Blackberry) will be configured as “client” computers.

2. The other computers, AKA “clients” will be configured to read and send email, but not delete. Its best to have one computer that can do any deletions, this ensures an email is not accidentally deleted or stuck on another computer.

3. Main computer configuration:

1. Outlook: Tools - E-mail Accounts - Add new email account

2. Account type: select POP3

   

3. Enter your account information. The login will be your complete email address, and password is CaSe seNSiTiVe.

   

4. Configure your outgoing mail server - if you are on SBC/AT&T DSL, you must use their email server to send email.

   

5. This part is what makes the difference - in the “delivery section”, set the radio buttons as shown. This will keep messages on the server until they are deleted or moved to another folder besides “inbox” in Outlook.

   

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4. Client computers - including hand-helds.

There are two methods of retreiving email: POP3 and IMAP.

POP3: Connect, download new messages from the mail server to the computer, then delete the copy on the server (typical setup), then disconnect - do this every 15 minutes or so ” This is old and established way to do email. It is what allows for people to read messages offline since copies of the entire message were downloaded.

IMAP: Connect and stay connected, get message subject list from the server every few minutes, only view entire message and attachments when its read. Nothing is really downloaded - the message and other email boxes typically stay on the server - like browsing the internet except its your email. Must be connected to read any email. All messages are kept on the server - easier cause its only one inbox to deal with.

These will be configured for either POP3 or IMAP. POP3 settings are the same as above in step 4 except leave the checkbox “remove messages from server when deleted from “deleted items” un-checked.

To configure for IMAP:

1. Outlook: Tools - E-mail Accounts - Add new email account

2. Account type: select IMAP

   

3. Fill in email information - note login is complete email address, and password is CaSe seNSiTiVe

   

4. in More settings - Advanced tab - not much here, but here it is.

   

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Follow the IMAP or POP3 set-up for each client. Configuration for Thunderbird, Eudora, Treo email, and other mail programs is similar and here’s what is now set-up:

• The main computer: check all email and leave a copy on the server
• The main computer can filter spam and delete messages. When the “deleted items” in Outlook folder is emptied, those emails are removed from the server.

• Clients and Treo’s - can check and send email, since all mail remains on the server, it can be accessed.
• If traveling, the messages remain in the inbox, and there is a copy on the main computer (if it was left running). Later, at home boot the main computer, Outlook will upload all messages, and they can be sorted from there. No messages lost - or has happended to me - having the only copy of a message with an attachment stuck on a Treo 600 that can’t send attachments.

I have used this set-up for a year and it’s worked well to keep in contact and for a little more work to set-up, saved a lot of trips to the office just to read email.