Generic Instructions:
Note: An example account name was used through the instructions. Please substitute your POP3 email address information for the account used in the instructions.
The example address is: name@domain.com
Account name is: name@domain.com
Domain is: domain.com
Configuration Steps:
1. Start your email program.
2. Find the Options/Accounts menu where you can input a new account. Look for key words such as your incoming/POP3 Server or outgoing/SMTP Server.
3. Go through the steps to add a new account to your email program, so that whenever you check mail using this email program it will check your POP3 email account.
4. When you are asked to enter specific information regarding your new account, use the following as a reference:
Your Name: Enter your name as you'd like it to appear in the From field on your emails.User name/Account Name/Subdomain/Alias: Enter the whole email address (yourname@yourdomain.com)Email address: Enter your POP3 email address .Incoming/POP3 Server name: POP3.ChangeIP.comOutgoing/SMTP Server name: SMTP.ChangeIP.comPassword: Enter your POP3 account password.
5. If you are unsure about what to enter in a specific field within your email program, please email Support@ChangeIP.com. Please include your email program name, your domain name, and the areas that you are unsure about so that we can help you solve the problem.
Follow the steps detailed below to use Microsoft Office Outlook to send/receive Email.
- Start Microsoft Office Outlook On the Tools menu, Select EMAIL ACCOUNTS.
- Select ADD NEW E-MAIL A/c and click NEXT
- Choose POP3 and click NEXT.
- Enter NAME of COMPANY OR PERSON and Add E-mail Address [name@domainname.com] .
- Mention INCOMING MAIL SERVER as (mail.domainname.com / domainname.com) and OUTGOINGMAIL SERVER as (mail.domainname.com / smtp.domainname.com).
- Specify USER NAME as Complete email account for E.g.: name@domainname.com, Enter PASSWORD: ****** and Select On REMEMBER PASSWORD [If you wish to avoid entering password every time] – Recommended
- Go to MORE SETTINGS choose Outgoing Server, select My Outgoing Server Requires Authentication.
- Further Select the 2nd point, "LOG On Using" and specific user name as (email@domainname.com) and Enter password and check Remember Password for your convenience and Click "OK".
- Your Email account is successfully incorporated - to check this click on Test Settings. You should not get any error in this test and a test mail will be received in your Inbox in some time.
- Once All tests are completed successfully. Click Close to continue and then Next.
- Click Finish to save the settings you have made.
- Click send/receive mails to get a test mail from Microsoft Office Outlook Test Center.
- You have successfully incorporated your email account with Microsoft office Outlook.
Microsoft Outlook
Microsoft Outlook is Microsoft's email client, and is included with the Microsoft Office suite. It is designed to operate as an independent personal information manager, as an Internet mail client, or in conjunction with the Microsoft Exchange Server for group scheduling, email, and task management. It manages email, calendars, contacts, tasks, to-do lists, and documents or files on the hard drive. Outlook helps you communicate through email, phone support, and group scheduling capabilities. Outlook also helps you share information by means of public folders, forms, and Internet connectivity.
Outlook juggles scheduling, groupware, personal information (contacts, tasks), email, and documents all in one place, and allows you to create and view information using a consistent interface.
You can find information easily with Windows shortcuts, which let you navigate to any private, public, or file system folders. Outlook Journal helps you find a document based on creation date and name.
Outlook lets you arrange information any way you want to see it. You can apply any of Outlook's standard five views to information, or you can customize a view using the Field Chooser and Group By Box features.
Tip 1: Find out where your Outlook data file is and backup
Regularly
How can you be sure that your Outlook data is being backed up if you don't know where it is?
I am frequently surprised with the number of users who have no idea where their Outlook data is
actually saved on their computers.
Unless you are part of a corporate network using MS Exchange, all your Outlook data is stored in
one Personal Folders file. This file has a .pst extension and is saved somewhere on your
computer. This one file contains all your Outlook folders, e-mails, contacts, tasks, calendar items,
journal entries and notes inside it.
So, where is this file on your computer?
The exact location depends on the version of Outlook and Windows you are using but
unfortunately it is almost never saved in a place you will remember to backup.
To find out where your Outlook data is:
1. Go to your Inbox and makes sure that the list of folders is displayed
2. Right-click the top-level folder and select Properties
3. Click the Advanced button. The filename will be displayed in the box labeled File Name.
You need to make sure that you regularly backup this file to a CD, DVD or external hard-disk.
Tip 2: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving
based on dates.
Outlook can automatically reduce the size of your data file by removing old e-mails and putting
them in a separate file. TURN THIS OFF NOW!
We will show you a better method of archiving later.
Why shouldn’t you use Auto Archive?
Your work is logically divided into projects or cases. Some projects can take months whereas
others may take years. Until a project is complete, all e-mails for the project should be visible in
one place.
Using Auto Archive will split your e-mails into multiple files which will compound the problem of
finding e-mails while a project is active and of archiving e-mails once the project is completed.
To turn off Auto-Archiving:
1. Click Tools-Options
2. Select the Other Tab.
3. Click the Auto Archive button.
4. Remove the tick next to Run Auto Archive.
Tip 3:
This technique will stop your e-mail file from getting bloated, slow and eventually corrupting itself and dying.
Outlook by default saves all its e-mails into one file.
Prior to Outlook 2003, there was a limitation of 2 GB to your Outlook data file. Although 2 GB
seems like a lot, this space can be filled quickly particularly if you receive a lot of attachments.
Once you reach that limit, there is no real warning. Outlook just slows down, e-mails start getting
lost and in some cases Outlook just stops opening altogether. Retrieving your e-mails from this
corrupt PST is a nightmare.
In Outlook 2003, you have the option of using the new Unicode format of Outlook data file which
can hold much more data. However if you upgraded Outlook from an earlier version then chances
are that you are still using the older format with the 2 GB limitation.
Irrespective of whether you are using the new or old format data file, you should split your
Outlook data into at least 2 files.
You main PST file should not be used like a filing cabinet for old e-mails. Create a separate PST
file to save e-mails that you want to keep for future reference. This leaves you main Outlook data
file lean and mean so that Outlook is able to open up quickly.
To create a new Outlook data file:
1. Click File-New-Outlook Data File
2. Outlook 2003 Only: Outlook 2003 uses two types of Outlook data files. If you will be using the
data only in Outlook 2003 or later, choose MS Outlook Personal Folders File. Otherwise
choose the Outlook 97-2002 option.
3. Outlook suggests a default location for the file. I recommend that you change this to a folder
that you backup regularly, possible a sub-folder in your My Documents.
4. Enter a filename and click OK to create the file.
You can create as many Personal Folder files as you need. Most users only need to create one in
addition to the one that Outlook creates by default.
PST 1: Default Folder created by Outlook
PST 2: Use to store Project E-mails
You will be moving e-mails from PST 1 to PST 2 as explained later in this book.
If you have a very high volume of e-mails (particularly with large attachments) you may want to
have 2 PST files for your Project E-mails, one for Active projects and one for Completed projects.
Tip 4: File your e-mails using the same folder structure for emails
as you do for your paper files
Filing e-mails into folders makes it much quicker and easier to file, find and archive e-mails later.
I have seen clients with thousands of e-mails in the Inbox and Sent Items folders. I have even
seen clients using there Deleted Items folder to store old e-mails. Do you use your trash can to
file your important papers?
Many of our clients file paper copies of their e-mails because they don’t have a system for filing
electronic copies. Even if you file paper copies of your e-mails, having an e-mail filing system will
make it significantly faster and easier to locate correspondence.
How should you file your e-mails?
How should you file your e-mails?
The same way you file paper documents – create a separate folder inside Outlook for each
project and then file all e-mails for the project into the folder.
Under the Active Projects folder create separate folders for each active project that you are working on. Whenever you receive or send an e-mail that you want to keep, move it to its appropriate project folder.
Name the folders anyway you like. The three common ways are:
1. Have a separate folder for each client
2. Have a separate folder for each project
3. Have a separate folder for each client and then have folders under it for each project for that particular client.
We use project based filing (and not client based filing at out office). However we name our folders in a way that makes it very easy to know both the project and client. Our folder naming convention is:
This structure works well because:
1. When you open the Projects folder, you get to see a list of all current projects in one place.
2. Multiple Projects for a client are shown right next to each other because of they way the
folders are named.
3. It is easy to archive old projects – When a project is completed simply drag its folder from the Projects folder to the Projects Completed folder. You don’t need to then find the client folder first.
Tip 5: Setup Outlook so that it is easy to drag and drop e-mails
to the correct folders
If you are not using QuickFile then the easiest way to move e-mails is to drag and drop.
BONUS TIP! Remove all effort required to file e-mails to the
correct folders
Most E-Mail Filing Systems FAIL because of the extra time and effort needed to move e-mails to the correct folders – particularly from the Sent Items folder.
The filing method outlined in this report is based on creating and using separate folders for each of your e-mails. The standard method to move e-mails into these folders is by dragging and dropping.
Unfortunately this takes a lot of effort and many users find themselves slipping back to their old ways. The Sent Items folder is particularly easy to ignore as it isn’t as “in your face” as the Inbox.
We created Quick File 4Outlook in solve this very problem.
Quick File 4Outlook is an inexpensive Outlook add-on that works inside Outlook by adding two buttons called Quick File and Send & File to your Outlook.
It doesn't change Outlook in any other way.
It won't force you to change the way you have always used Outlook.
It works on both incoming and out-going e-mails.
Quick File is a fantastic time-saver for anyone who wants to use a client or project based filing system in Outlook.
Tip 6: File things out of your Inbox as soon as you have read the
e-mail
Your Inbox should only have e-mails that you need to take action on.
Once you have your folder structure in place, you are ready to shift e-mails out of your Inbox.
If you have left your e-mails in the Inbox until now, it may take you some time to move all the emails out to the appropriate folders. You can do it now or do it later but DO IT.
In the meantime make sure that at least the new e-mails that you receive are filed properly.
Ideally, you should move your e-mails out of your Inbox IMMEDIATELY after reading them.
If you are not using Quick File, drag the e-mails from the Inbox to the appropriate folder.
Remember, not everything needs to be kept. If you need to keep a copy of the e-mail then MOVE IT NOW to the appropriate folder. If not DELETE it.
Tip 7: File the e-mails in your Sent Items folder.
The e-mails that you write to your clients can be crucial for clarification and dispute resolution
later.
E-mails that you send are moved from the Outbox to the Sent Items folder after they have been sent.
You must move the e-mails that you want to keep for future reference from the Sent Items folder to the appropriate folders in your E-mail Filing System. Any remaining e-mails can be deleted (or left in the Sent Items folder if you want).
If you are not using Quick File, you should set aside some time periodically (at the end of the dayor week) to move these e-mails to the correct folder.
Tip 8: Think carefully before using Outlook Rules
Rules can cause you to miss taking action on certain e-mails and also filing them into incorrect folders.
If you are using Outlook Rules, you may want to consider using a tool like QuickFile 4Outlook
instead. The two main problems with Rules are:
1. E-mails get moved out of the Inbox without you seeing them: Your Inbox is meant to be an
action-list. It should show you, in one place, all e-mails that you still need to read and work on.
Rules shift e-mails out of your Inbox before you have a chance to see them. This means that
you have to remember to check other folders for your action list which can result in e-mails
getting over-looked.
2. E-mails get moved into the wrong folder: If you are working with the same person on more
than one project, it is very difficult for an automated system to actually decide what project the
e-mail relates to. There is no way to ensure that every e-mail for a project has a word in it that
your Rules filter catches.
Using a tool like Quick File 4Outlook let you decide where the e-mail should be filed and only
automates the actual filing.
Tip 9: Use Sorting and Simple Find to locate specific e-mails
Once your e-mails are in a project folders it is reasonably easy to find e-mails simply by looking through the folder.
You can click on column headings to change the sort order of the e-mails displayed e.g. you can click on the Received column to view the e-mails by date giving you a timeline of the e-mails. You can click on the To or From columns to sort e-mails on the recipient or sender.
In some cases you may want to use Outlook’s Find function to look for specific e-mails in folders that have a lot of e-mails.
1. To access this function, go to the e-mail folder you are interested in and click the Find button on the toolbar. This places the Find Row at the top of the folder you are currently viewing.
2. Enter the text you are searching for in the Look For box.
3. If you are using Outlook 2000 or 2002, tick the Search All Text in the Message box. In
Outlook 2003, all text will be searched anyway.
4. Click the Find Now button.
Your e-mails will be filtered to only show the e-mails that have what you were searching for.
To show all e-mails again click on Clear or Clear Search.
Close the Find Toolbar once you are finished by clicking on the X on the right hand side of the toolbar or clicking on Find again.
Tip 10: Archive e-mails with other electronic documents
File all electronic documents including e-mails for a project in one place after the project is
Completed. When a project is complete, you may want to file all electronic documents for the project away in one place (most probably zipped up to save space)
You can export all e-mails for a project easily into a separate PST file if you have been using the Project based e-mail filing
1. Click File-Import & Export.
2. Choose Export to a file and click Next.
3. Choose Personal Folder File (PST) and click Next.
4. Use the next screen to select the folder that contains your project e-mails.
5. Tick Include Subfolder if appropriate.
6. Click Next.
7. Click the Browse button to select a folder and enter a NEW filename. This is the file in which your e-mails for this project will be saved.
8. Click Finish.
Even after exporting e-mails, I prefer to keep the e-mails in Outlook as well. However I separate my completed projects from active projects.
To do this I have a separate top level folder called Completed Projects. When a project is
completed I drag its Project folder out of the Active Project folder and into the Completed Projects folder.
Conclusion
Microsoft Outlook is the most widely used e-mail client by professionals around the world.
The book has presented tips for the best way to setup Outlook for business e-mails. If you follow these tips, you will find that you have an E-mail Management System that is safe from corruption, organized and integrated with your core business functions.
Quick File 4Outlook was introduced as an inexpensive easy-to-use Outlook add-on that greatly simplifies the day to day use of your e-mail system.