Middlebury

Email configuration

Revision as of 11:06, 12 November 2009 by Christopher Hunt (talk | contribs) (Added See Also)

See also

Choosing the right Email options for me - and why use Middlebury's Email system?

  • While you may forward your Email to another system, permissions for various campus services rely on group membership (such as sending email to a class list) - these will not work using your external Email account
  • What service(s) are right for me?
    • My own device or a computer assigned for my regular use:
      • Windows computer - Microsoft Outlook - configure as Exchange Server client; Outlook Anywhere suggested, if portable
      • Macintosh computer - Entourage - configure manually as Exchange server client (note: some versions of Entourage do not support this; contact Helpdesk for more information)
      • PDA/Phone

Microsoft Exchange Email Services: An Overview

  • details include common program settings for key services
  • from most to least recommended in terms of reliability, access to information, and available support
    • - Outlook Web Access [1]
      • Pros: accessible on any computer on the Internet
      • Cons: Light version lacks support for Public Folders, editing of Distribution Lists, and more
    • - Outlook - Exchange Server (MAPI) [panther.middlebury.edu]
      • Pros: reliable, single sign-on with Domain login
      • Cons: Windows only, on-campus or VPN only
    • - Outlook Anywhere access for Outlook 2003 or 2007 [panther.middlebury.edu w/ "Outlook Anywhere" via https://mail.middlebury.edu - see documentation!]
      • Pros: access to account from off campus, same features as with MAPI
      • Cons: additional login required even when already authenticated to Windows domain
    • - "Entourage Anywhere" - Microsoft Entourage manually configured as Exchange server client [see documentation]
      • Pros: most Exchange services accessible, most of those that are work off-campus too
      • Cons: no support for server-based distribution lists, notes, journals;
    • - Exchange ActiveSync for handheld devices [mail.middlebury.edu]
      • Pros: variety of devices, accessibility off campus, calendar/contact support
      • Cons: configuration varies, limited features
    • - SMTP – ssmtp.middlebury.edu [ssmtp.middlebury.edu - authentication required, TLS required
      • Pros: works off campus - most of the time, for use to SEND email in conjunction with POP3 or IMAP4 accounts (see below)
      • Cons: see limitations of POP3 & IMAP4 listed below
    • - IMAP4 – mail.middlebury.edu
      • Pros: supports access to all email folders in account (may have to subscribe); low bandwidth if only header information is downloaded, supported by most programs, accessible off campus
      • Cons: no calendar/contact information from server, relies on SMTP for sending
    • - POP3 – mail.middlebury.edu
      • Pros: supported by almost all email programs, easy to use
      • Cons: only accesses email, and only from the Inbox; removes email from server by default, no calendar/contact information from server, relies on SMTP for sending

Set-up Exchange on Outlook or Entourage

For troubleshooting advice on the programs Outlook or Entourage, see Microsoft Office.

Note: The instructions below assume you are on campus and connected to a secure network while doing the setup. Once you do the setup once on our network, you should be able to access your email from off-campus. However, you may not be able to complete the initial setup without additional steps not listed here if you are not on one of our secured networks.

Outlook

  • Add a new e-mail account->Microsoft Exchange
  • Microsoft Exchange Server: panther.middlebury.edu
  • User Name: Middlebury username (before the @middlebury.edu in your email address)
  • Next->finish.
Troubleshooting Outlook
  • Standard Outlook (MAPI protocol) [2] may be more stable than Outlook Anywhere, and also can use Domain authentication, making login simpler.
  • Outlook Anywhere configuration: [3]
  • Problems with configuring Outlook: When basic troubleshooting fails and you've already checked network connection / IP settings, try creating a new Outlook profile.
    • Control Panel -> Mail
    • Show Profiles -> add new profile, set as default

Entourage connect-anywhere settings

See Entourage 2004 and 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:

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.

  • previously listed as ad.middlebury.edu, but this will not allow SSL for LDAP lookup - puma or desertcat will allow SSL

POP and IMAP connections

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.

General Notes on POP and IMAP:

  1. SSL can be enabled for incoming mail at mail.middlebury.edu, however it requires manually setting the port to 995 instead of 110 for POP, or the port to 993 instead of 143 for IMAP. At least gmail and outlook, and likely other clients allow the port to be set manually.
  2. TLS can't be enabled for incoming mail using POP in outlook, but when using IMAP, TLS can be enabled and allows a connection to mail.middlebury.edu over the default port 143.
  3. Outgoing mail requires TLS to connect to ssmtp.middlebury.edu. TLS works in outlook if the port specified is port 25.
  4. SSL cannot be used to connect to ssmtp.middlebury.edu over port 25 in Outlook. The error message in outlook is: "Send test e-mail message: Your server does not support the connection encryption type you have specified. Try changing the encryption method. Contact your mail server administrator or Internet service provider (ISP) for additional assistance."
    SSL does appear to work to connect to ssmtp.middlebury.edu over port 25 using Macmail.

Setting up POP or IMAP

  • Incoming mail server should be mail.middlebury.edu. You are not currently required to use SSL for either POP or IMAP, but it is highly recommended. If you wish to use SSL, make sure to change the port to 995 (for POP) or 993 (for IMAP). Our incoming mail server does 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, as you are required to change your Middlebury password every six months.
  • Outgoing mail server should be ssmtp.middlebury.edu and does require TLS encryption using port 25. SSL may also work. Also requires authentication w/ same credentials as incoming server. Do not use secure password authentication.
  • You can send email while connected to midd_unplugged or off-campus networks using the above configuration, including POP, IMAP, and Exchange.

Accessing other e-mail accounts from on campus

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.** 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. Webmail 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 ssmtp.middlebury.edu on port 25 will be blocked.
    • If you wish to use ssmtp.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 ssmtp.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.

External e-mail via POP or IMAP with Middlebury's smtp server

Outlook 2007

As of 7/20/2009

          It is highly advisable to create a new profile before attempting the following so as not to affect the settings of any current accounts. See above section for potential issues.

  1. Tools->Account Settings, select new. (Note that this may get confusing if they already have one account setup for their external address, again, consider creating a new profile)
  2. Select Microsoft Exchange, POP3, IMAP or http and click next
  3. Check the manually configure server settings box at the bottom of the page and click next
  4. Select Internet E-mail and click next
  5. Enter your Middlebury e-mail address in the email address box
  6. Select the appropriate incoming account type, POP or IMAP
  7. Enter the external address's incoming mail server in the incoming mail server box (e.g. imap.gmail.com)
  8. Enter ssmtp.middlebury.edu in the outgoing mail server box.
  9. Enter the account information for your external e-mail address in the logon information area (check logon using SPA as required by the external e-mail address)
  10. Click "More settings..."
  11. and select the "Log on using" radio button, and enter your Middlebury account information
  12. Under the advanced tab, in the incoming server area, select the port and encryption type required by the incoming mail server of the external e-mail address
  13. Under the advanced tab, in the outgoing server area, select port 25, and choose TLS as the encyrption type.
  14. Click next, then finish, and the e-mail account should be all set.

Accessing email on other applications and devices

Generally, if the correct steps are taken, any mail client should be able to access Middlebury email.

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

iPhone 3G, iPhone v2 and iPod Touch

Warning: Syncing with an exchange server will DELETE any existing contacts and calendar entries in your iPhone/iPod touch.

Note: If you don't see the "exchange" option, you may need an update for your iPod touch, see http://www.apple.com/ipodtouch/softwareupdate.html.
Note: The following settings likely only work if you are on the Middlebury campus connected to midd_secure.

  1. Click on Settings
  2. Choose Mail, Contacts, Calendars (see note above if you do not have this option)
  3. Add Account...
  4. Choose Exchange
  5. Enter email address, domain, username and password (per example)
  6. Next
  7. Accept the certificate
  8. Next
  9. Verify options - default is to synchronize Mail, Contacts, Calendars
  10. hit Done.

More details here: http://www.helpdesk.ilstu.edu/kb/index.phtml?kbid=1420

Nokia from At&t

  1. Menu > Messages > Message
  2. Set up new mail
  3. Enter email: username@middlebury.edu
  4. Enter password
  5. Enter username (sometimes is asked again)
  6. Enter domain name: midd
  7. Enter host server: puma (this need to be changed later)
  8. It will start downloading
  9. It will ask if u want to install Mail for Exchange and say 'Yes' to that.
  10. Once done, edit profile and change host name to "https://mail.middlebury.edu"
  11. Enable Syncing..
  12. Your middlebury mail can be checked from the folder "Mail for Exhange".
  13. Enjoy!

Updated by Isaac Sadaqah -- warning: This may not apply to all At&t Nokia phones.

Thunderbird

How to configure Thunderbird version 2.0.0.16 to connect to Midd email using IMAP.

  1. Follow account wizard using normal IMAP configuration as directed above. Type IMAP, incoming server mail.middlebury.edu.
  2. Go into Account Settings to make some manual changes:
  3. In Server Settings, for Security Settings, use "TLS Encryption, If Available" with secure authentication.
  4. In Copies & Folders, configure to place a copy of sent messages in "Other" folder: "Sent Items" folder on that account. (Saves on server in same folder as Outlook saves sent items.)
  5. Under Outgoing Server, set the outgoing server as ssmtp.middlebury.edu and set it to use secure connection "TLS, if available".
  6. Close Account Settings window and click on the new account's Inbox in the Folders view at left. If all is connected correctly, you should be able to enter the password and see the inbox mail as normal.
  7. Right-click on the email address listed above Inbox in the Folder view at left and choose "Subscribe". A list of all folders associated with that account will appear; click the checkbox next to each folder that you want to add to Thunderbird's mailbox view.
  8. User should be all set. Verify that he can send / receive mail, that all messages show up in the folders they are in, and that sent items show up in "Sent Items" folder.

Mac Mail

In OS 10.6

Use default configuration - picks up information from autodiscover.middlebury.edu. Works well on campus.

  • Notes from midd_unplugged? Off-campus?

Other Versions as of 8/31/2009

  1. Either open Mail for the first time or Mail->Preferences, select the accounts tab, and click the plus button under the list of accounts.
  2. Enter your name and your Middlebury username  and password, then click continue
  3. In the Incoming Mail Server window:
  4. Select IMAP or Exchange as the account type
  5. Incoming mail server: mail.middlebury.edu
  6. User Name and password are your current middlebury credentials
  7. If you selected Exchange as the account type, use mail.middlebury.edu as the Outlook Web Access Server
  8. In the Outgoing Mail Server window:
  9. Outgoing Mail Server: ssmtp.middlebury.edu
  10. Check use Authentication
  11. User Name and Password are you current middlebury credentials
  12. Click Continue, then Create.

If these steps don't work, we'd recommend that you backup all e-mail from an account, delete it, and re-add it.

Gmail

As of 9/23/2009

First log in to your gmail account. Click Settings->Accounts and Import tab. Then:

To Send As your Middlebury account through Gmail:

  1. Click the 'send email from another address' button
  2. In the window that opens enter your name and middlebury email address, then click next step
  3. Select Send through middlebury.edu SMTP servers
  4. SMTP Server: ssmtp.middlebury.edu
  5. Username: Middlebury username (if this does not work, try including @middlebury.edu)
  6. Password: Middlebury password
  7. Leave always use a secure connection unchecked
  8. Port: 25
  9. Click add account
  10. Enter the code you will be sent in an email or click the verification link, you should be all set.

To receive mail from your Middlebury account: (note that this will cause all email in your Middlebury inbox to be placed into your Gmail inbox. Depending on the settings you choose here, all past and future email may be unrecoverably deleted off of your Middlebury account. Remember the helpdesk does not officially support Gmail and you will be responsible for troubleshooting any issues you may encounter.)

  1. Click the  'Add POP3 mail account' button
  2. Enter your full Middlebury email address, then click next step
  3. Enter your Middlebury username and password. (if it fails this way, try adding the @middlebury.edu part of your username)
  4. POP Server: mail.middlebury.edu
  5. Port: 110 (or Port 995 with 'Always use a secure connection (SSL) when retrieving mail' checked)
  6. Just to be safe, it is best to check 'Leave a copy of retrieved messages on the server'. This prevents gmail from deleting any messages on our servers. Note that unless you periodically delete messages from your mailbox at go.middlebury.edu/mail your Middlebury inbox may eventually fill up.
  7. Leave 'Always use a secure connection' unchecked
  8. Click add account.

Forwarding Middlebury e-mail

You can forward your Middlebury email to another account using go/forward.

Very important caveats:

  • You cannot forward one Middlebury account to another Middlebury account, just to an external account.
  • Never forward multiple Middlebury accounts to the same external account.
  • You must login to your Middlebury account if sending to a list that has special permissions, such as a class list.