Middlebury

Email configuration

Revision as of 10:51, 11 March 2009 by Nathan Burt (talk | contribs)


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 - using SSL, authentication required, TLS also for clients that specify]
      • 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

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.

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.

Setting up POP or IMAP

  • 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.

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:
    1. In Server Settings, for Security Settings, use "TLS Encryption, If Available" with secure authentication.
    2. 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.)
    3. Under Outgoing Server, set the outgoing server as ssmtp.middlebury.edu and set it to use secure connection "TLS, if available".
  3. 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.
  4. 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.
  5. 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.

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.

Accessing email on other applications and devices

  • 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.

  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. hit done.

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

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.

E-mail troubleshooting

Problems connecting to Middlebury e-mail

  • Can log in to Novell?
  • Check basic things like IP and registration status.
  • If user is connected both to Eth wired network and to midd_unplugged, Outlook might be trying to connect through wireless network. To test this, disable wireless network & try again.

--Hunt, Christopher 09:48, 11 July 2008 (EDT)

Configuration problems

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) --Nate