Middlebury

Difference between revisions of "Email configuration"

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[[Category:Helpdesk]]
 
==Set-up Exchange on Outlook or Entourage==
 
  
====Outlook====
+
We advise connecting to Middlebury's Office 365 and Exchange Online email system as directly as possible using the recommended clients. These methods offer superior functionality, organization, and security, keeping your Middlebury email separate from other personal accounts you may have.
* Standard Outlook (MAPI protocol) [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/outlook/set-up/] may be more stable than Outlook Anywhere, and also can use Domain authentication, making login simpler.
 
* Outlook Anywhere configuration: [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/outlook/set-up/outlookanywhere.htm]
 
  
====Entourage connect-anywhere settings====
+
== Recommended Email Apps ==
See [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/entourage/entourage2004/entourage2004config.htm Entourage 2004] and [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/entourage/entourage2008/entourage2008config.htm Entourage 2008] setup articles if needed. Once configured with HTTPS settings, can connect from anywhere on-campus or off-campus.
 
* Setup new account -> on an Exchange server -> Configure account manually
 
* Enter account name (label), (full) Name, (midd) Email address
 
* '''Account ID''' is Midd username; Domain is MIDD
 
* We recommend '''leaving password blank'''; user is prompted for pw every time accesses Entourage. Won't forget it that way.
 
* Exchange server: '''https://mail.middlebury.edu'''
 
* Under "Advanced" tab:
 
** Public folders server: '''https://mail.middlebury.edu'''
 
** LDAP server: '''ad.middlebury.edu'''
 
** Everything else at default settings
 
  
==POP and IMAP connections==
+
<br/> '''When using your own device or a computer assigned for your regular use:'''
The POP protocol will download all mail from the server (Inbox only) onto the user's computer and the mails will be deleted from the server (It is, however, possible to select an option to leave the messages on the server for a specified amount of time). IMAP, on the other hand, ''keeps'' all mail on the server and accesses it remotely.  IMAP allows one to 'subscribe' to some or all email folders.  Neither provide access to Calendar, Contacts, Notes, or Journal folders on server.  Such items are stored locally, if supported by the client software - thus the advantage to Exchange client.
 
  
--[[User:Burt|Burt, Nate]] 22:22, 17 July 2008 (EDT)
+
*Windows computer - Microsoft Outlook with Exchange account
 +
*Macintosh computer - Microsoft Outlook with Exchange account (Mac Mail does not include some Office features.)  
 +
*Phone/Tablet - Microsoft Outlook app with Exchange account in tandem with Microsoft's Authenticator app to support multi-factor authentication.
  
====Setting up IMAP====
+
'''When on the road -or- in a lab (not using your device):'''
* '''Incoming mail''' server should be '''mail.middlebury.edu'''. If you are using IMAP, incoming mail '''does''' require SSL encryption. This server also requires authentication, which means that you need enter your middlebury username and password to receive mail. Your mail program will give you an option to save this username and password so you don't have to enter it every time you want to receive mail. We recommend that you do not choose this option if you need to reset your password frequently.
 
* '''Outgoing mail''' server should be '''ssmtp.middlebury.edu''' and does require TLS encryption if it's available, otherwise SSL encryption. Also requires authentication w/ same credentials as incoming server. Do not use secure password authentication.
 
* You cannot send mail using this configuration (can you by ''any'' configuration?) if you are on the midd_unplugged network - unless you are using a VPN connection.
 
  
==Accessing other e-mail accounts from on campus==
+
*Outlook Web App (Webmail): [http://mail.middlebury.edu http://go.middlebury.edu/webmail]
There is '''only one server''' that is permitted to send mail from inside the Middlebury network. That server is ssmtp.middlebury.edu . '''Any other outgoing servers''' will not work from on campus! This means that people who come to Middlebury with external accounts already configured will be able to ''receive'' mail, but not ''send'' mail, while they're here. These accounts should be configured to send mail from the Middlebury SMTP server for the time they are on campus, then afterwards they will need to be set back to the way they were.
 
  
==Accessing email on other applications and devices==
+
Some prefer Webmail for use on their regular computers as well.<br/> &nbsp;
* '''Exchange:''' Other than Outlook and Entourage, no email clients work w/ Exchange to my knowledge. Evolution (Gnome-Linux) can connect to Exchange 2000 and 2003 servers; unfortunately we have Exchange 2007 now.
 
* '''Thunderbird:''' you need to select TLS encryption for outgoing mail; Thunderbird cannot send mail through our servers with SSL encryption.
 
* '''Blackberry:''' college Blackberry server is limited to Blackberry devices purchased by the college. This applies to iPhones, iPod Touch, and various others. ActiveSync service available - server is '''mail.middlebury.edu'''
 
  
==E-mail troubleshooting==
+
== Email Apps and Multi-Factor Authentication ==
{{stub}}
 
====Problems connecting to Middlebury e-mail====
 
* Check basic things like IP and registration status.
 
* Can log in to Novell?
 
--[[User:Chunt|Hunt, Christopher]] 09:48, 11 July 2008 (EDT)
 
  
====Configuration problems====
+
Please note that not all email apps support multi-factor authentication (MFA).
Generally, if all the above is accomplished any mail client, including Mac Mail should work. Beyond that, the only other way I have fixed Mac Mail is to backup all e-mail from an account, delete it, and re-add it. --Petar
 
  
For troubleshooting without risk of data loss, creating a new profile (Outlook) or identity (Entourage) is preferable to deleting accounts and setting up fresh. After new profile/identity has been in use and proven to contain all connections to accounts, and local or network address books, calendars, and personal (archive) folders, the old may be safely deleted. (good idea to delete extra identities in Entourage, as they take up space, and keep email cached on the local hard drive)--[[User:Burt|Burt, Nate]] 13:32, 6 August 2008 (EDT)
+
&nbsp;
 +
 
 +
 
 +
==== Email Apps that have been '''tested and confirmed to support MFA''' ====
 +
 
 +
*Outlook Web App (Webmail)
 +
*Outlook.com (Part of Office 365)
 +
*Outlook for Mac 2016 (or newer)
 +
*Outlook for Windows 2016 (or newer)  
 +
*Outlook for iOS
 +
*Outlook for Android
 +
*Apple's Mail app (with MacOS Mojave or newer)
 +
*Apple's Mail app for iOS (iOS 11 or newer)
 +
*9Folders Nine v4 (Android App)
 +
 
 +
&nbsp;
 +
 
 +
==== Email Apps that '''should support MFA''', but have not been tested ====
 +
 
 +
*Outlook for Mac 2019
 +
*Outlook for Windows 2019
 +
 
 +
&nbsp;
 +
 
 +
==== Emails Apps that '''do not support MFA''' ====
 +
 
 +
*Spark email
 +
*Apple's Mail app (all versions of MacOS 10.13 and earlier)  
 +
*Any client that requires the use of the IMAP such as Thunderbird
 +
*Any client that requires the use of POP such as GMail
 +
 
 +
&nbsp;
 +
 
 +
== Middlebury-Specific Set Up Info ==
 +
 
 +
<br/> Here is Middlebury-specific information you'll need when following all of the general vendor setup instructions linked below:
 +
 
 +
*For your ''e-mail address'', use the full @middlebury.edu e-mail address for your account, e.g. '''jsmith@middlebury.edu'''.
 +
*For the ''Server'', use '''outlook.office365.com'''.
 +
*Leave the ''Domain'' field blank.
 +
*For the ''Username'' field, use your full @middlebury.edu email address'''.'''
 +
 
 +
&nbsp;
 +
 
 +
== Set Up Middlebury Email on a Computer ==
 +
 
 +
=== Outlook for Windows ===
 +
 
 +
*On Windows computers '''owned by the College''', Outlook should automatically set up your account when you launch it, providing you logged on to the computer using your Middlebury credentials.
 +
 
 +
*'''Personally-owned''' Windows computers require you to add an account as follows:
 +
 
 +
:
 +
::[https://support.microsoft.com/en-us/kb/2758902 Outlook 365] 
 +
 
 +
&nbsp;
 +
 
 +
=== Outlook for Macs ===
 +
 
 +
*On Apple computers '''owned by the College''', Outlook will prompt you to supply your full email address and password when launched the first time to complete the account setup.
 +
 
 +
*'''Personally-owned''' Mac computers require you to add an account as follows:
 +
 
 +
:
 +
::[https://support.office.com/en-us/article/add-an-email-account-to-outlook-6e27792a-9267-4aa4-8bb6-c84ef146101b#picktab=outlook_for_mac Outlook 365] 
 +
 
 +
&nbsp;
 +
 
 +
== Set Up Middlebury Email on iPhone, iPad, iPod Touch ==
 +
 
 +
 
 +
=== Outlook for iOS ===
 +
 
 +
ITS recommends the use of the ''Outlook for iOS'' app in tandem with ''Microsoft's Authenticator'' app:
 +
 
 +
*[https://support.office.com/en-us/article/set-up-email-in-outlook-for-ios-mobile-app-b2de2161-cc1d-49ef-9ef9-81acd1c8e234?ui=en-US&rs=en-US&ad=US Set up email in Outlook for iOS mobile app]
 +
*[https://mediawiki.middlebury.edu/LIS/Microsoft_Authenticator_App Microsoft Authenticator App] -- how to get it and set it up
 +
*[https://support.office.com/en-us/article/add-a-shared-mailbox-to-outlook-mobile-f866242c-81b2-472e-8776-6c49c5473c9f <span dir="auto" style="box-sizing: inherit">Add a shared mailbox to Outlook mobile</span>]
 +
 
 +
&nbsp;
 +
 
 +
=== iOS Mail ===
 +
 
 +
The iOS ''Mail'' app may also be used.<br/> <br/> '''Warning''': Unless you are careful to select the option to keep existing information, syncing with an exchange server will DELETE&nbsp;any existing contacts and calendar entries in your iPhone/iPod Touch/iPad.
 +
 
 +
*[https://support.office.com/en-us/article/set-up-email-using-the-ios-mail-app-7e5b180f-bc8f-45cc-8da1-5cefc1e633d1 Set up email using the iOS Mail app]
 +
 
 +
'''Sync Options'''
 +
 
 +
By default, with your iDevice configured to synchronize Mail, it will only retrieve e-mail messages up to three days old. To synchronize e-mail messages that are more than three days old, do the following:
 +
 
 +
#Press the '''Home''' button.
 +
#Press '''Settings''' > '''Accounts & Passwords'''.
 +
#Under Accounts, select your Exchange account.
 +
#Press '''Mail days to Sync'''.
 +
#Select how far back you would like to synchronize email messages.
 +
#*'''No Limit''' retrieves '''all''' email in your Exchange mailbox. Depending on the volume of e-mail, your iDevice may not have adequate storage. 
 +
 
 +
&nbsp;
 +
 
 +
&nbsp;
 +
 
 +
&nbsp;
 +
 
 +
&nbsp;
 +
 
 +
== Set Up Middlebury Email on Android and Other Devices ==
 +
 
 +
ITS recommends the use of the ''Outlook for Android'' app in tandem with ''Microsoft's Authenticator'' app:
 +
 
 +
*[https://support.office.com/en-us/article/set-up-email-in-the-outlook-for-android-app-886db551-8dfa-4fd5-b835-f8e532091872 Set up email&nbsp; in Outlook for Android app.]
 +
*Obtain [https://www.microsoft.com/en-us/account/authenticator#getapp Microsoft's Authenticator app] on Google Play.
 +
 
 +
<br/> For other devices, search for instructions explaining how to set up an Exchange (ActiveSync) account on your particular operating system. Supply [[Email_configuration#Middlebury-Specific_Set_Up_Info|Middlebury-specific info]] (see above) when requested.<br/> <br/> &nbsp;
 +
 
 +
== Access Other Email Accounts From On-Campus ==
 +
 
 +
There is '''only one server''' that is permitted to send mail from inside the Middlebury network. That server is mail.middlebury.edu . '''Any other outgoing servers''' will not work from on campus! This means that people who come to Middlebury with external accounts already configured in their desktop e-mail clients will be able to ''receive'' mail, but not ''send'' mail, while they're here. These accounts should be configured to send mail from the Middlebury SMTP server for the time they are on campus, then afterwards they will need to be set back to the way they were. Using an outside incoming mail server and middlebury's smtp server on the same account can be a difficult and time consuming, if not impossible task, depending on the client. '''Web access is highly recommended for non-Middlebury email accounts.'''
 +
 
 +
*There may be some exceptions to the above statement. You may be able to access external SMTP servers, but only if you meet a couple of criteria:
 +
 
 +
#You must authenticate to the external SMTP server.
 +
#You must use SSL or TLS to connect to the external SMTP server.
 +
#The external SMTP server must use a port other than 25 as all connections to SMTP servers other than mail.middlebury.edu on port 25 will be blocked.
 +
 
 +
*If you wish to use mail.middlebury.edu with an outside incoming mail server, note that you will have to use the outside account's username and password to authenticate to the incoming mail server and your middlebury webmail username and password to authenticate to mail.middlebury.edu. On outlook this is not straightforward, and on other clients it may be impossible. In addition, any email you send will appear to have been sent from your middlebury address rather than your outside address. Depending on the recipient's email client, any replies they send may or may not be sent to the outside address. Instead, replies may be sent to the middlebury address, which could cause confusion. Again, it is recommended to use web access for external accounts while you are on campus.
 +
 
 +
&nbsp;
 +
 
 +
== Forward Middlebury Email ==
 +
 
 +
You may forward e-mail sent to your Middlebury account to an off-campus e-mail address you specify using a forwarding utility. For usage instructions and important limitations, refer to [[Mail_Forwarding|Mail Forwarding]].
 +
 
 +
== See also ==
 +
 
 +
*[[Email_Issues|Email Issues]]
 +
*[[POP,_IMAP,_SMTP_Clients|POP, IMAP, SMTP Clients]]  
 +
 
 +
[[Category:E-Mail]] [[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Outlook]] [[Category:Mail]]

Latest revision as of 17:14, 2 September 2020

We advise connecting to Middlebury's Office 365 and Exchange Online email system as directly as possible using the recommended clients. These methods offer superior functionality, organization, and security, keeping your Middlebury email separate from other personal accounts you may have.

Recommended Email Apps


When using your own device or a computer assigned for your regular use:

  • Windows computer - Microsoft Outlook with Exchange account
  • Macintosh computer - Microsoft Outlook with Exchange account (Mac Mail does not include some Office features.)
  • Phone/Tablet - Microsoft Outlook app with Exchange account in tandem with Microsoft's Authenticator app to support multi-factor authentication.

When on the road -or- in a lab (not using your device):

Some prefer Webmail for use on their regular computers as well.
 

Email Apps and Multi-Factor Authentication

Please note that not all email apps support multi-factor authentication (MFA).

 


Email Apps that have been tested and confirmed to support MFA

  • Outlook Web App (Webmail)
  • Outlook.com (Part of Office 365)
  • Outlook for Mac 2016 (or newer)
  • Outlook for Windows 2016 (or newer)
  • Outlook for iOS
  • Outlook for Android
  • Apple's Mail app (with MacOS Mojave or newer)
  • Apple's Mail app for iOS (iOS 11 or newer)
  • 9Folders Nine v4 (Android App)

 

Email Apps that should support MFA, but have not been tested

  • Outlook for Mac 2019
  • Outlook for Windows 2019

 

Emails Apps that do not support MFA

  • Spark email
  • Apple's Mail app (all versions of MacOS 10.13 and earlier)
  • Any client that requires the use of the IMAP such as Thunderbird
  • Any client that requires the use of POP such as GMail

 

Middlebury-Specific Set Up Info


Here is Middlebury-specific information you'll need when following all of the general vendor setup instructions linked below:

  • For your e-mail address, use the full @middlebury.edu e-mail address for your account, e.g. jsmith@middlebury.edu.
  • For the Server, use outlook.office365.com.
  • Leave the Domain field blank.
  • For the Username field, use your full @middlebury.edu email address.

 

Set Up Middlebury Email on a Computer

Outlook for Windows

  • On Windows computers owned by the College, Outlook should automatically set up your account when you launch it, providing you logged on to the computer using your Middlebury credentials.
  • Personally-owned Windows computers require you to add an account as follows:
Outlook 365

 

Outlook for Macs

  • On Apple computers owned by the College, Outlook will prompt you to supply your full email address and password when launched the first time to complete the account setup.
  • Personally-owned Mac computers require you to add an account as follows:
Outlook 365

 

Set Up Middlebury Email on iPhone, iPad, iPod Touch

Outlook for iOS

ITS recommends the use of the Outlook for iOS app in tandem with Microsoft's Authenticator app:

 

iOS Mail

The iOS Mail app may also be used.

Warning: Unless you are careful to select the option to keep existing information, syncing with an exchange server will DELETE any existing contacts and calendar entries in your iPhone/iPod Touch/iPad.

Sync Options

By default, with your iDevice configured to synchronize Mail, it will only retrieve e-mail messages up to three days old. To synchronize e-mail messages that are more than three days old, do the following:

  1. Press the Home button.
  2. Press Settings > Accounts & Passwords.
  3. Under Accounts, select your Exchange account.
  4. Press Mail days to Sync.
  5. Select how far back you would like to synchronize email messages.
    • No Limit retrieves all email in your Exchange mailbox. Depending on the volume of e-mail, your iDevice may not have adequate storage.

 

 

 

 

Set Up Middlebury Email on Android and Other Devices

ITS recommends the use of the Outlook for Android app in tandem with Microsoft's Authenticator app:


For other devices, search for instructions explaining how to set up an Exchange (ActiveSync) account on your particular operating system. Supply Middlebury-specific info (see above) when requested.

 

Access Other Email Accounts From On-Campus

There is only one server that is permitted to send mail from inside the Middlebury network. That server is mail.middlebury.edu . Any other outgoing servers will not work from on campus! This means that people who come to Middlebury with external accounts already configured in their desktop e-mail clients will be able to receive mail, but not send mail, while they're here. These accounts should be configured to send mail from the Middlebury SMTP server for the time they are on campus, then afterwards they will need to be set back to the way they were. Using an outside incoming mail server and middlebury's smtp server on the same account can be a difficult and time consuming, if not impossible task, depending on the client. Web access is highly recommended for non-Middlebury email accounts.

  • There may be some exceptions to the above statement. You may be able to access external SMTP servers, but only if you meet a couple of criteria:
  1. You must authenticate to the external SMTP server.
  2. You must use SSL or TLS to connect to the external SMTP server.
  3. The external SMTP server must use a port other than 25 as all connections to SMTP servers other than mail.middlebury.edu on port 25 will be blocked.
  • If you wish to use mail.middlebury.edu with an outside incoming mail server, note that you will have to use the outside account's username and password to authenticate to the incoming mail server and your middlebury webmail username and password to authenticate to mail.middlebury.edu. On outlook this is not straightforward, and on other clients it may be impossible. In addition, any email you send will appear to have been sent from your middlebury address rather than your outside address. Depending on the recipient's email client, any replies they send may or may not be sent to the outside address. Instead, replies may be sent to the middlebury address, which could cause confusion. Again, it is recommended to use web access for external accounts while you are on campus.

 

Forward Middlebury Email

You may forward e-mail sent to your Middlebury account to an off-campus e-mail address you specify using a forwarding utility. For usage instructions and important limitations, refer to Mail Forwarding.

See also

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