Email Setup

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Contents:

• • IMAP and POP3 settings
• Configuring Microsoft Outlook 2007

• • Configuring AutoArchive in Microsoft Outlook 2007

• • Configuring Microsoft Outlook 2007 to use HTTPS
• Web access

• • • Entourage 2008
  • Linux
• Spam filtering

Contact PPD IT Helpdesk with any further questions, comments or corrections.

E-mail Information

Your STFC emails are kept in two places:

• Your current mailbox, calendar and any public folders you use are stored on the Exchange server, OUTLOOK.STFC.AC.UK.
• Archived emails depend on how Outlook's AutoArchive is configured, but the usual location is your Home area (the H drive), which is on the PPD file server HEPWIN2008F
• There is also a RAL webmail server http://webmail.stfc.ac.uk

• IMAP and POP3 settings

When configuring an email client other than Outlook (e.g. Pine, Mozilla Thunderbird), you need the following settings:

• IMAP

• • Incoming mail: imap.stfc.ac.uk:993 (with SSL)
  • Outgoing mail: outbox.rl.ac.uk:25 (without TLS) on-site or through PPTP
    authbox.rl.ac.uk:587 (with SSL) on- or off-site
    exchstmp.stfc.ac.uk:25

• POP3

• • Incoming mail: pop.stfc.ac.uk: (with SSL)
  • Outgoing mail as above

Configuring Microsoft Outlook 2007

The following instructions are for Windows operating systems. For Mac OSX or Linux instructions, see below:

1. Open the Start Menu, and open Control Panel (Classic View)
2. Windows Vista/7 -select view 32-bit Control Panel items and then mail, Windows XP - Select See Also and then Other Control Panel Options

1. The settings for this profile should be automatically gathered. These should be outlook.stfc.ac.uk for the server name and your federal username. Click OK
2. Select the new profile, and click Properties > E-mail Accounts...
3. Select Microsoft Exchange from the list and then Change...
4. Verify the details above and go to More Settings...
5. On the General tab, give the account a suitable name (e.g. your STFC email address)
6. On the Advanced tab, you can add additional mailboxes to open in Outlook alongside your STFC account. Ensure you type the name correctly, and are given access by the operator of that account
7. On the Connection tab, ensure Connect using my Local Area Network is selected
8. Click Next > Finish, then close the remaining windows

Now when you open Microsoft Outlook, it should load your mailbox.

Archiving mail

Outlook has an AutoArchive feature that automatically moves old emails to an archive file (PST) at scheduled times

• Configuring AutoArchive in Microsoft Outlook 2007

1. In Outlook, from the toolbar at the top of the window, click on Tools > Options...

1. From here you can set it up to run as often as you like, and to archive/delete messages older than a given time
2. The archive folder (where it says Move old items to) should be H:\Outlook\archive.pst
3. Click Apply these settings to all folders, and then OK
4. To set up different rules for specific folders:

• Right-click that folder in the Mail pane on the left-hand side, and click Properties Go to the AutoArchive tab, and configure as appropriate
• Over time, your archive.pst file will get very large. To avoid filling up your H drive quota, move this file to your user archive area (T:\users\user-archive\<your-federal-ID>).

Configuring Mozilla Thunderbird

Thunderbird can be set up to receive STFC email remotely from RAL:

1. Under Outgoing Server (SMTP), add authbox.rl.ac.uk port 587, with the same username
   
2. Click Ok

Access off site

You can access your email from outside RAL using Outlook just as you would while at RAL. However you must first connect to PPD network via PPTP.

An alternative is to set up Outlook for use with secure transfer protocol (HTTPS).

• Configuring Microsoft Outlook 2007to use HTTPS

1. Using the instructions above create a new Outlook profile, giving it a suitable name

1. In the address field, type webmail.rl.stfc.ac.uk
2. Ensure Connect using SSL only is ticked, and tick the box directly below

1. Windows CP users - msstd:webmail.stfc.ac.uk
2. Optionally, tick the option to connect using HTTP first on fast networks
3. In the drop-down box, select Basic Authentication and click OK
4. Click Next > Finish. Now close the remaining windows to return to Mail settings
5. This profile is now ready to use, and you can now select to always use this profile or prompt for which profile to use.

Web access

You can access your STFC email from a web browser at the following address:

https://webmail.stfc.ac.uk/

Enter your federal ID and password, and make sure Public computer is selected if you are not using an STFC computer.

Access from other operating systems

• Mac OS X

1. 1. Open Mail from the dock or Applications folder
   2. Click File > Add Account
   3. Fill in your name, email address, federal ID and password
      
   4. Set as both the incoming mail server and the Outlook Web access server webmail.rl.stfc.ac.uk
   5. Select RAL as the outgoing mail server
      

• Entourage 2008

1. 1. In Entourage, go to Edit Account
   2. Fill in your name, email address, federal ID (domain is CLRC) and password, set the Exchange server as http://webmail.rl.stfc.ac.uk
   3. Ensure This DAV service requires a secure connection is ticked and click OK

1. 1. Go to the Advanced tab, and set as the Public folders server: exchange09.fed.cclrc.ac.uk/public/.
   2. Set as the LDAP server hepwin2003b, and ensure This server requires me to log on is ticked.
   3. Click OK.

• Linux

Spam filtering

All mail coming to STFC addresses is filtered by iCritical and given a score based on how likely it is to be spam. Most spam is automatically deleted and never reaches the user, but some with a moderate score will get through and you will receive a notification, like the one below:

If the email in question is spam, then the message can be ignored. If it is genuine, it can be released via the hyperlink in the notification message. However, iCritical will not remember this action for future emails from the same sender.

If you receive a spam mail that has not been detected by iCritical, and are using Outlook, you can put it in the automatic #SPAM folder.

If a genuine message is marked as a possible spam, it can be copied to the #NOT SPAM folder.

To move an email to one of these folders, simply right-click the message, click Move to Folder, and in the list that appears, expand Public Folders, and then All Public Folders. Select the folder you wish you move it to and click OK.

http://intranet.dl.ac.uk/network/email/icritical_faq.htm