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Google Apps - Managing your email in Outlook, on multiple computers (IMAP) |
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 If
you've chosen to use the fantastic "Google Apps" solution
which we have customised for your company, then here are some helpful
tips on its use and configuration for Outlook, on multiple computers. This means that if you read an email on one machine, ti will appear as read on all your other computers. Deleted emails are gone from all your email interfaces, and replies are also synchronised. Bear in mind that it does require more memory and processing power from Outlook on your PC, but if your computer is relatively recent, you shouldn't have any problems!
Logging in to webmail:
- Go to your login page, located at http://email.yourdomain.com - e.g. http://email.3bweb.com (note that there is no www in the address!)
- Log in using your username and password (the username is the part before the @ in your email address)
- Click on "settings" at the top right of the screen
- Click on "Forwarding and POP/IMAP" in the dark yellow bar
- Under "IMAP Access" click to "Enable IMAP"
- Click on "Save Changes" at the bottom of the screen
- Fire up Outlook, and let's play with the settings in there so you can manage those emails effectively!
- Click on the "Tools" Menu in Outlook
- Choose "E-mail Accounts" from that menu
- Click on "Add a new e-mail account"
- Choose "IMAP" as the type of server and click on "Next"
- Put your name how you would like it to appear (We like this layout: NAME - COMPANY NAME)
- Put your email address as the one you would like to send emails FROM
- Choose the incoming mail server (POP3) as: imap.gmail.com
- Choose the outgoing mail server (SMTP) as: smtp.gmail.com
- Put your username as the entire email address
- Put your password in as you would use to log in to webmail
- Click on "More Settings"
- Click on the "Outgoing Server" tab
- Tick "My outgoing server (SMTP) requires authentication and ensure it is set to "use same settings as my incoming mail server"
- Click on the "Advanced" tab
- Tick both Incoming and Outgoing servers require "an encrypted connection (SSL)"
- Ensure the Incoming (IMAP) server port number is set to 993
- Ensure the Outgoing (SMTP) server port number is set to 465
- Move the "Server Timeouts" slider to the right, to approximately 5 minutes
- Click all the appropriate "OK" "Next" and "Finish" buttons to get back to Outlook, and hit the "Send and Receive" button...
- You'll see there is a whole new folder now in the left-hand column of Outlook, and in it will be all the folders you recognise - Spam, Inbox, etc. Any "labels" you make in GMail online will also appear (as folders), and you can move your old emails in Outlook into those "labels" in order to have them synchronised as well.
Some things to bear in mind:
- Google have decided that any email you send will be kept in
your "Sent Items" and so will not deliver to your Outlook any emails
you send to yourself. They will however appear through the web mail
interface. Anyone else you copy in on the same email will receive it as
normal.
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