MS Outlook 2010 and 2013 for Windows

To Use Outlook 2010 or 2013 With UW Email (Deskmail)
  • You must be eligible to use UW Email (Deskmail). Students generally are not eligible.
  • You must activate your UW Email (Deskmail) Inbox.
  • You must forward your personal UW NetID email to UW Email (Deskmail)

Not sure? You can check your eligibility, activate your email account, or forward your email yourself.

Microsoft Outlook is a personal information manager, personal calendar, and email program included with Microsoft Office for Windows, which is available to the UW through agreements with Microsoft.

Images in this document are made with earlier version of MS Outlook and may be different in the more recent versions of the application. Please rely on the text in the instruction.

Set Up an Account on Outlook

  1. StepsActions
  2. Start Outlook.
    • If you are configuring Microsoft Outlook for the first time, you will be prompted to create a new mail account.
    • If you have an existing account in Outlook, begin from "File" -> "Add Account" to start configuration process. Select "Yes" and press "Next"

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  3. Click "Manually configure server settings or additional server types" and press"Next".
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  4. Click "Internet E-mail" and then "Next"
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  5. Fill out all required fields. Detailed information is provided below.
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  6. Enter Your Name in the box labeled "Your Name"
  7. Enter your_uwnetid@u.washington.edu in the box labeled "E-mail Address"
  8. Set the "Account Type" to IMAP
  9. Enter your_uwnetid.deskmail.washington.edu in the box labeled "Incoming mail server (IMAP)".
  10. Enter smtp.uw.edu in the box labeled "Outgoing mail server (SMTP)".
  11. Enter your_uwnetid in the box labeled "User Name".
  12. Leave the box labeled "password" blank.
  13. Remove the check box next to "Remember password".
  14. Click "More Settings".
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  15. In the window that appears, click on the "Outgoing Server" tab.
  16. Check the box next to "My outgoing server (SMTP) requires authentication".
  17. Confirm that "Use same settings as my incoming mail server" is selected.
  18. Click on the "Advanced" tab.

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  19. Under "Incoming server (IMAP)" select "SSL" for the box labeled "Use the following type of encrypted connection:".
  20. 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).
  21. Select "TLS" for the box labeled "Use the following type of encrypted connection:" and after that change the port number to 587 under "Outgoing server (SMTP)".
  1. In the Folders section, in the box labeled "Root folder path", type mail.
  2. Click OK to close the "Internet E-mail Settings" window.
  3. Click "Next" in the "Add New E-mail Account" window
  4. 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.

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

Account setup is done. Now, continue on to configure Outlook itself.

Configure Your Folders

Make Sure All Your Folders Will Be Visible

  1. StepsActions
  2. Right-click on one of your UW email folders and select "IMAP folders"
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  3. Clear the check mark next to the option labeled "When displaying hierarchy in Outlook, show only subscribed folders." This will allow you to see all your folders. Click "OK" to finish the configuration.

Set Where to Save Your Sent Mail

Outlook-2010

  1. StepsActions
  2. Click "File" -> "Account Settings" -> expanded button "Account Settings".
  3. In the E-mail tab click on the UW deskmail account and press "Change" or double-click the account to expose account properties.
  4. Click "More Settings" button and then open "Sent Items" tab. Make sure that the radio button "Save sent items in the following folder on the server" is selected.
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  5. In the list of folders find folder "sent-mail" and click it. Press "OK" and "Next" until all configuration windows are closed. If a "sent-mail" folder does not appear in the list of existing folders, click "New Folder" to create a folder named "sent-mail".
  6. Restart Outlook.

Outlook 2013

Outlook-2013 no longer provides the ability to change the location where it stores copies of sent mail.  Folder "Sent" is the default and THE ONLY location for this purpose in this version of Outlook. Note that it is NOT the "Sent Items". Just "Sent".

We propose you change the configuration on the UW deskmail servers to point to the folder "Sent" instead of the folder "sent-mail".

This can be done with Web Alpine <http://alpine.washingtonl.edu>
After you log in click on the "Settings" near the top right corner of the Web Alpine tool bar, select General Preferences on the left and change the folder name in the "Name of your Sent mail folder (also called "Fcc":"  from "sent-mail" to "Sent".
Click "Save Settings" on the top tool bar and close Web Alpine.
Now copies of sent mail from Alpine, and Web Alpine as well as Outlook will be kept in the "Sent" folder.

You may want to move messages from the (no longer used) "sent-mail" folder into the "Sent" and after verifying that they are in the "Sent" folder, delete "sent-mail" folder.

Configure Outlook to Use the UW Directory

The UW Directory can be used to look up UW email addresses by the name of the person.

  1. StepsActions
  2. Start Outlook.
  3. Click "File" -> "Account Settings" -> expanded button "Account Settings".
  4. Click on the Address Books tab.
  5. Click the "New..." button
  6. Select "Internet Directory Service (LDAP) and click Next.
  7. In the "Server Name" box, type directory.washington.edu

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  8. Click "More Settings"
  9. You will get a warning "You must restart Outlook for these changes to take effect". Click "OK".
  10. A new "Microsoft LDAP Directory" window will appear. Click the "Search" tab, click radio button "Custom" in the Search base field, and type: o=University of Washington, c=US

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  11. Click "OK"
  12. In the "Add New Account" window, click "Next", then "Finish".
  13. Restart Outlook to activate the use of directory service.

If search for the address in the UW Directory, when you type the person's name, fails to produce a result, review and correct if necessary the LDAP directory configuration and verify that all Microsoft Office updates Microsoft's Office downloads are installed.

Additional Information

Check Eligibility and Activate UW Email (Deskmail) Inbox and Forwarding

  1. StepsActions
  2. Go to Manage Computing Services to check the status of your email service.
    • If "UW Email Inbox" is not listed, then you are not eligible for this service. Most students are not eligible to use UW (Deskmail) Email.
    • If "UW Email Inbox" is listed, but not checked, check the box. Then click "Subscribe".
  3. Go to Manage Email Forwarding to verify and set your UW NetID personal email forward to "UW Deskmail".
    • Click on the "Forward to UW Deskmail" checkbox, if is not already chosen, then click on "OK"
  4. To verify the new settings:
    • Open Web Alpine.
    • Click "Inbox" in the left column to see the messages in your Inbox. Next, click on "Compose", create a test message, address it to your UW NetID personal address (your_UW_NetID@uw.net) and send the message.
    • Wait a few seconds then click "Check Mail" to see your message arrive.

    If you encounter problems confirming a working email account with Web Alpine, then ask for help and get that resolved before proceeding with the instructions below.

 

Summary of Outlook Settings

Configuring any Email client software for use with the UW (Deskmail) Email service requires entering a small number of specific configuration values. For reference, here's a table of the values needed:

Use These Values to Configure Outlook 2010 and 2013
Name Value Notes
Your Email address Your-UW-NetID@uw.edu Your personal UW NetID email address. Replace Your-UW-NetID with your own UW NetID.
IMAP (incoming) server Your-UW-NetID.deskmail.washington.edu Where your email is stored. Replace Your-UW-NetID with your own UW NetID.
IMAP server connection Security (SSL) must be on, use default port 993 The IMAP (incoming) server port number should get automatically set to 993 when you select encryption (SSL)
Root Folder Path, IMAP default path (prefix) or IMAP Server Directory mail Email folders are stored in the "mail" directory on the UW server. Not setting this value may make it difficult to find folders.
SMTP (outgoing) server smtp.uw.edu How your mail is sent.
SMTP server connection Security (TLS or STARTTLS) must be on, select port 587 The default port (25) may be blocked by 3rd party service providers.
Using the optional port #587 usually works around that issue.


*
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.

Last modified: March 27, 2014