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Configuring Outlook 2002/2003 for Windows for UW Email

Note 1: UW Exchange Service
The Microsoft Collaborative Applications Initiative is currently underway to develop central support for MS Outlook and other products that use the UW Exchange server. The following text provides basic information on how to configure Outlook for use with IMAP email servers for people installing and configuring their own Outlook software. For more information about configuring and using Outlook, please contact your departmental technical support staff or send email to
Note 2: If You Are Also Using an Exchange Server
You may be using Outlook in an environment that includes a connection to an Exchange server. If you are using Outlook 2002/2003 in this environment, you should not set up UW Internet Mail on your own. Please consult with your departmental computer support staff for help configuring Outlook 2002/2003.
Note 3: Apply the Latest Service Pack
UW Technology strongly recommends you apply the latest updates to Office XP /Office 2003 before using Outlook 2002/2003 as an IMAP client. The latest updates include important patches that enable proper behavior of Microsoft Outlook with UW email servers and directory servers. Please see Microsoft's Office Downloads page for details on obtaining the latest service pack.

Summary: Microsoft Outlook 2002/2003 is a personal information manager, group calendar, and email program that is included with Microsoft Office XP/2003. It can be used for a wide range of functions, including IMAP-based Internet email. This page explains how to properly configure Outlook 2002/2003 for use as an email client with UW IMAP servers.

Included on this page:

Quick Reference For Experienced Users

If you are experienced configuring Web and email client software, just use the values in the Values Summary box below.

Use These Values to Configure Outlook 2002/2003

When Outlook asks you for the: It is looking for the: You Enter: Advanced
Email address Your "@u." email address*
Incoming server UW IMAP Server *   Encryption is required
User name your mail account your_uwnetid
Root folder path
IMAP directory path mail
Outgoing mail server
UW SMTP server** 
Encryption and authentication are required
LDAP settings, Server name
UW LDAP server
LDAP settings, Search Base LDAP search root o=University of Washington, c=US

Where "your_uwnetid" is replaced by your actual UW NetID.

**If using an Internet Service Provider (ISP) OTHER than the UW then use the SMTP server configuration provided by your ISP.

Creating an Account in Outlook 2002/2003

  1. Start Outlook.
  2. Click Tools and select E-mail Accounts.
  3. Select Add a new email account and click Next.
  4. Select IMAP and click Next.
    IMAP Settings
    Note: If you wish to check settings on an existing account, at step 3 above, choose "View or Change existing e-mail accounts", then select the account you wish to adjust, and click "Change".
  5. Enter Your Name in the box labeled "Your Name"
  6. Enter in the box labeled "E-mail Address"
  7. Enter in the box labeled "Incoming mail server (IMAP)".
  8. Enter in the box labeled "Outgoing mail server (SMTP)".

    Note: If you use an Internet Service Provider (ISP) other than the UW, you need to use the SMTP server name it provides. Contact your ISP for this information.

    For details, read Using an Outside ISP and About SMTP

  9. Enter your_uwnetid in the box labeled "User Name".
  10. Leave the box labeled "password" blank.
  11. Remove the check box next to "Remember password".
  12. Click "More Settings".
  13. In the window that appears, click on the "Outgoing Server" tab.
  14. Click the check box next to "My outgoing server (SMTP) requires authentication".
  15. Confirm that "Use same settings as my incoming mail server" is selected.
  16. Click on the "Advanced" tab.
  17. Under "Incoming server (IMAP)" click the box labeled "This server requires a secure connection (SSL)".
  18. Confirm that the server port number for the incoming server changed to 993 (this will happen automatically when you check the box in the previous step).
  19. Change the port number to 587 under "Outgoing server (SMTP)", and place a check mark in the box labeled "This server requires a secure connection (SSL)".
    Note: Using 587 is strongly recommended, but it may not work. If you have Outlook 2002 or Outlook 2003 (SP1), using the value of 587 may result in error messages similar to the following: "Sending reported error (0x800ccc7D): Your Outgoing (SMTP) server does not support SSL-secured connections..." If you encounter this problem, you should install this Microsoft hotfix for Outlook 2002 or this Microsoft hotfix for Outlook 2003, which usually resolves the problem. For further information about the hotfix, see Microsoft Article 839629. If after trying the hotfix you still cannot send email try these alternatives in sequence:
    1. Try 25. This may work, although many ISPs are blocking port 25 as an anti-spam measure.
    2. If 25 also does not work, try 465. This would be a non-standard use of port number 465 but it is currently supported by many ISPs.
  20. In the Folders section, in the box labeled "Root folder path", type mail.
  21. Click OK to close the "Internet E-mail Settings" window.
  22. Click "Next" in the "E-mail Accounts" window
  23. At this point you will be prompted for your UW NetID password, to allow you to log in to your newly created account. Type your password in the box labeled "password", and click OK.

    You may be notified that the root folder path has changed, and that "Outlook has flushed all cached folders". This is normal. Click OK to continue.

  24. Click "Finish" in the "E-mail Accounts" window.

Account setup is done. Now, continue on to configure Outlook to behave properly with IMAP.

Configure Outlook to behave properly with IMAP

Note: These steps are very important. By default, Outlook will periodically check for new mail and check all subscribed folders. This places unnecessary load on our mail servers, which slows mail down for everyone. Within the IMAP configured environment a mail server will notify a desktop mail client as soon as the new message enters the INBOX.

Disable periodic new mail check

  1. Click Tools -> Options, and choose the "Mail Setup" tab.
  2. Click the Send/Receive button.
  3. Find "Schedule an automatic send/receive every XX minutes". line and remove the corresponding check mark.
  4. Click Close, then click OK.

Remove unnecessary subscriptions 

  1. Click on one of your UW email folders.
  2. Click Tools -> IMAP folders
    IMAP Folders Settings
  3. Click Subscribed, then Query.  You should see a list of subscribed folders. We recommend that you not subscribe to any folders, because subscribing causes you to check the folder for new messages unnecessarily. Since most users need to monitor only their inbox, you don't need to use folder subscriptions.
  4. Click on any folders that have the subscription icon, then click Unsubscribe. To select all folder click the first folder, scroll down, hold down SHIFT key and click the last folder in the list.
  5. When all are unsubscribed, clear the check next to the option labeled "When displaying hierarchy in Outlook, show only subscribed folders."   This will allow you to see all your folders.
  6. Click OK and restart Outlook.

Purge Deleted Messages

Outlook in IMAP configuration does not delete messages. It merely marks them for deletion, so many people find after a while that their INBOX is clogged with megabytes of "deleted" mail.

"Deleted" messages have a strikethrough line. There are two ways to PURGE these messages.

   CAUTION! The procedure(s) outlined below will PERMANENTLY delete marked messages.

Purge deleted messages via a menu choice

  1. Purge deleted messages via a menu option.. In order to use this option one needs to be in the OUTLOOK email menu (not calendar or any other).
  2. Open Edit menu and select Purge Deleted Messages         command. Click Yes to confirm the deletion.

Create a Purge Button on the Toolbar

  1. Open Tools  menu in Outlook.
  2. Select Customize.
  3. Select the Commands tab.
  4. In the left window pane select Edit in the Categories list.
  5. In the right window pane scroll down the until you find Purge Deleted Messages.
  6. "Grab" Purge Deleted Messages with your left mouse button and drag it up to the toolbar so that it will land just to the right of the "X" that deletes messages. A vertical marker line will indicate the correct position as illustrated below. Drop it between the "X" and the vertical, gray divider.
  7. After releasing your mouse, you have a new button named Purge Deleted Messages.   DO NOT close "Customize" dialog box.
  8. The name of the button may be too large. It may have caused some buttons to disappear from the right of the toolbar. Here is the new toolbar. Notice how wide the purge button is and how it caused buttons to drop off the right end:
    screen shot of toolbar with a huge purge button The remaining steps explain how to rename the button. The Customize dialog box must still be open to the Commands tab.

  9. Right-click Purge Deleted Messages button and edit the name of the button to have Purge only. Press ENTER on your keyboard to save the change.
  10. Close the Customize dialog box. This is the way your tool bar will look after all. Pressing Purge button will get rid of the marked for deletion messages.
    screen shot showing smaller purge button

Configuring Outlook to Use the UW Directory Service (LDAP)

Note: Outlook 2002/2003 requires all updates to be installed to work properly with the UW Directory Service. If you see the error "Insufficient rights to browse the directory", you need to install service pack 2 or later. See Microsoft's Office downloads page for more information on available service packs.

  1. Start Outlook.
  2. Click Tools and select E-mail Accounts.
  3. Select Add a new directory or address book and click Next.
  4. Select Internet Directory Service (LDAP) and click Next.
  5. In the "Server Name" box, type
    LDAP Server Information Setting
  6. Click "More Settings"
  7. A new "Microsoft LDAP Directory" window will appear. Click the "Search" tab, and in the Search base field, type: o=University of Washington, c=US
    LDAP Search Timeout and Search Base Settings
  8. Click OK
  9. In the "E-mail Accounts" window, click Next, then Finish.
  10. Restart Outlook to activate the use of directory service.

Unlike Mozilla Thunderbird, Outlook will not find your recipient automatically after you enter the name (can be partial)  in the To: line in the new mail message composer window. You have to trigger search by presing the "Check Names" icon on the tool bar of the new mail message window. If  the LDAP lookups don't work, make sure that the LDAP directory configuration is correct and all Microsoft Office updates Microsoft's Office downloads  are installed.

Configuring Microsoft Outlook for Use as a News Reader at the UW

Unlike many other "mail" clients, Microsoft Outlook cannot function as a "news" reader.

UnPOPing an accidentally POPped Inbox

A common occurence for people doing their own configuration is to identify the incoming mail server as a POP server rather than IMAP. The first time they connect to their UW Email their Inbox disappears when viewed from an IMAP client.

This mysterious event occurs because the Outlook default settings for POP mail include the option to remove the messages from the server and put them in a folder on your local computer. To get those messages back to UW Email, perform the following steps:

  1. Start Outlook 2002/2003.
  2. Click Tools, Email Accounts, View or Change existing e-mail accounts. Click Next.
  3. Select the POP account (it will show "POP/SMTP" as its account type). Click Remove, then Yes to confirm.
  4. Create a New Account in Outlook 2002/2003 (using IMAP, as above).
  5. Go to the Inbox that contains the messages that were downloaded from the POP setup. It should be the main inbox under "Personal Folders".
  6. Drag the messages you need to the IMAP account inbox (under your UW email account).
  7. When all the messages have been moved, connect to your email host (Homer/Dante) and use Pine to verify that the email has been copied to your account.
  8. You can now safely delete the messages from the Outlook local inbox.

Changing Your Password

If you have saved your email account password as part of the configuration of Outlook, then you will need to change that stored password to match your mail account password whenever you change the password associated with your UW NetID. If you don't change this stored password, you will get a "password error" when you attempt to connect to the mail server (because it is using the old stored password). Since regularly changing your UW NetID password is a recommended procedure, we do not advise you to store your password within your email program.

To change the password stored in MS Outlook:

  1. 1. Start Microsoft Outlook. Select on a tool bar Tools -> E-mail Accounts to view window that looks similar to the one below.

  2. Select "View or change existing e-mail accounts" and press "Next" button.

  3. Your Microsoft Outlook window will look similar to the image below. Select your UW account and press "Change" button.

  4. Replace the entry in the "Password" field (which will always be shown as dots or asterisks with your new/current password as shown on the image below:

  5. 5. Click "Next", then close the window to apply this change. Verify that the UW email is accessible now.

If you need any further assistance, please contact UW Technology help at