Outlook Express 5 & 6 For Windows

First Time Configuration

First Time Configuration
The first time you run Outlook Express, you will be taken directly through a Internet Connection Wizard. (Note: You may be prompted if you want to use a previous account settings. If so, select "Create a new Internet mail account", then click Next.) Go directly to step 3 of Add New Account.
Adding A New E-mail Account
1. Click on Tools, then Accounts.
2. Click on Add and select Mail.
3.
You will be prompted for a Display Name. Enter your name as your would like it displayed when you send out mail and press Next.
4. Select "I already have an e-mail account that I'd like to use." Enter your CalWeb e-mail address in the box and click Next.
5. Specify that "My incoming mail server is a POP3 server". For incoming mail server, enter
pop.calweb.com. For outgoing mail server, enter smtp.calweb.com. Click Next.
6. Enter your login name as account name (no @calweb.com). Enter your password. Make sure "Remember Password" is checked and "Log on using Secure Password Authentication (SPA)" is unchecked. Click Next.
7. You may be prompted for a connection type. If so, select Modem, and then select the CalWeb connection.
8. You will receive confirmation that the mail account is set up. Click Finish.
9. If you are prompted to import an address book from a previous program, select "Do not import at this time", and click Next. You will then get a confirmation screen telling you how you import messages in the future. Click Finish.
10. If you see the "Internet Accounts" screen, click on Close.
Verifying E-mail Account
1. Click on Tools, then Accounts.
2. Click on the Mail tab.
3. Select the mail account you use to get mail from CalWeb and select Properties.
4. Click on the General tab and verify the following:
  • Under Mail Accounts, enter CalWeb or pop.calweb.com . (This is a friendly name used to refer to this mail account)
  • Name: Enter your real name
  • Organization: Leave blank or enter your organization's name.
  • E-mail address: This email address is being protected from spambots. You need JavaScript enabled to view it. (i.e. This email address is being protected from spambots. You need JavaScript enabled to view it.)
  • Reply Address: Leave blank.
  • "Include this account when receiving mail or synchronizing" should be checked.

5. Click on the Server tab and verify the following:

  • Incoming mail (POP3): pop.calweb.com
  • Outgoing mail (SMTP): smtp.calweb.com
  • Account name: login name for account (no @calweb.com or .ppp)
  • Password: The account password
  • Make sure "Log on using Secure Password Authentication" is not checked.

6. Click on the Advanced tab, and verify the following:

  • Outgoing Mail (POP3) is set to 25, and that "This connection requires a secure connection (SSL)" is not checked.
  • Incoming Mail (SMTP) is set to 110, and that "This connection requires a secure connection (SSL)" is not checked.
  • It is highly recommended that "Leave a copy of message on server" is not checked.

7. Click OK, then Close.

Multiple E-mail Accounts
There are two methods for handing multiple e-mail accounts using Outlook Express 5. The first one, using filters, is useful if you simply wish to sort through the mail. The other, Identities, is useful if two or more people have an e-mail account and use the same computer. Each identity would contain the person's inbox, outbox, and address book.

Message Rules
1. Add the account by clicking on Tools, then Accounts, then Add, then Mail. (See Adding A New Mail Account)
2. While in the Internet Accounts screen, select each mail account and select Properties. Under the General tab, make sure that each Mail Account has a friendly name (i.e. Joe Smith), since Outlook Express defaults to
pop.calweb.com with each account creation. Click OK to close out of each account screen. Click Close to get out of the Internet Accounts screen.
3. We will then add the message rules. Click on Tools, then Message Rules, then Mail.
4. If necessary, click on New to create a New Mail Rule.
5. Under "1. Select the Conditions for your rule:", check "Where the mail is from a specific account". (Note: You will have to scroll down the list).
6. Under "2. Select the Action for your rule", check "Move it to the specified folder."
7. Under "3. Rule Description", the rules now appear as "Apply this rule after the message arrives. Where the message is from the specified account. Move it to specified folder." We will now modify the selections.

8. Click on "specified account". Select the e-mail account and click OK.
9. Click on "specified folder". A list of folders appears. If the folder does not appear on the list, click on New Folder, enter a folder name, then click OK.
10. Select the folder where the mail is going to go and click OK.
11. Under "4. Name of the rule", enter a descriptive rule name (i.e. Joe User's Mail).
12. Click OK to save the rule.
13. Repeat steps 4-12 for each e-mail account.
14. You may wish to filter the mail that has been received now. Click on the Apply Now button. Click on Select All to select all of the mail rules, or just click on the specific mail rules. Verify that under "Apply to Folder", Inbox is selected, otherwise click on the Browse button and select the folder. Click on the Apply Now button. A message appears saying that "Your rule(s) have been applied to the Inbox folder", Click OK, then Close.
15. Click OK to save the rules.

Identities
1. Click on File, then Identities, then Add New Identity.
2. Enter a name for this identity. Make sure that Require A Password is not checked, then click OK.
3. You will get a message saying "Identity added. Do you want to switch to IdentityName now?" Click Yes.
4. The Internet Connection Wizard will then start. Proceed with setting up your e-mail account.

Note: To switch between identities, click on File, then Switch Identity. You may also be prompted with which identity to use when starting Outlook Express.

Spam Filtering
CalWeb employs a Spam filtering system called Spam Assassin which marks suspected spam messages with the word *****SPAM***** in the subject line. To transfer the messages to the Deleted Items folder, follow these instructions:

1. Click on Tools, them Message Rules, then Mail.
2. If necessary, click on New to create a new message rule.
3. In section 1, check off "Where the Subject line contains specific words".
4. In section 2, check off "Delete it". Scroll down to the bottom of the list and select "Stop processing more rules".
5. In section 3, click on the blue line that says "contains specific words". Another window will appear. Type in the word
*****SPAM***** and click on the Add button. Then, click OK.
6. In section 4, name the rule "SPAM Mail.". Your screen should look like the following:
SPAM Filter

Tip: If you do not want the new messages to show up in the message count for deleted messages, then check off Mark it as read in section 2 as well.

7. Click OK to save the mail rule.
8. If necessary, click on "SPAM Mail" to highlight it, then click on the Move Up button to make sure that the SPAM filtering rule is the first rule processed by Outlook. This will also make sure that the SPAM Mail doesn't get processed by any other mail rules you may have set up.
9. Click OK to exit the message rules screen.

What will happen is that messages that are marked as spam will be moved to your Deleted Items folder.

File Attachments
To send a file attachment
While composing a message, either click on the paperclip icon or select Insert and select File Attachment. You will be given a screen to select the file to attach. Select the file, then click Attach.

NOTE: Consider the end user. Large attachments take a long time to both upload and download. Attachments larger than 3MB may be rejected by the mail server.

To open a file attachment
From the preview screen: Select the message. You will see a big paperclip. Click on the paperclip and select the file. You will receive a file attachment warning. Select either "Save it to disk" to save the attachment on your computer or "Open it" to open the attachment.

When the entire message is displayed: There will be a line that says "Attach". Double-click on the file. You will receive a file attachment warning. Select either "Save it to disk" to save the attachment on your computer or "Open it" to open the attachment.

If you cannot open a file attachment, or the file list is grayed out, then you have disabled the opening of file attachments. To enable this option, click on Tools, then Options. Click on the Security tab. Uncheck the option "Do not allow attachments to be saved or opened that could potentially be a virus." Then, click OK.

WARNING! Many computer viruses can be transmitted through file attachments. Before opening a file attachment, be sure you know who is sending you the attachment and if you were expecting the attachment. It is recommended that you have a virus-scanning program installed and the latest anti-virus definitions installed. CalWeb is not responsible for any damage to your computer if you open an virus-infected file.

Common Issues
Message Checking Interval
Click on Tools, then Options. Click on the General tab. Under Send/Receive Messages, make sure that "Check for new messages every" and select a time interval in minutes. Click OK.

Prompt For Password
Click on Tools, then Accounts. Click on the Mail tab. Select the mail account, and then select Properties. Click on the Server tab. Make sure that the password is filled in and that Remember Password is checked. Click OK, then Close.

Mail Left On Server
If you are leaving messages on the server: Click on Tools, then Accounts. Click on the Mail tab. Select the mail account, and then select Properties. Click on the Advanced tab. Under the Delivery section, make sure that "Leave a copy of message on server" is not checked. Click OK, then Close.

To leave a copy of the message on the server: (not recommended) Click on Tools, then Accounts. Click on the Mail tab. Select the mail account, and then select Properties. Click on the Advanced tab. Under Delivery, check off "Leave a copy of message on server" is checked. We highly recommend that you also select "Remove from server after [blank] days" is also checked to avoid possible excessive disk usage charges and setting a reasonable number of days (5-15 should be sufficient). Click OK, then Close.

IMPORTANT! If you elect to leave mail on the server, we highly recommend that you periodically check your e-mail box using the CalWeb web mail interface to delete messages that are no longer needed, otherwise excessive disk usage charges will occur. (Note: Be sure to hit the Empty Trash button before logging out of the web mail interface to remove the deleted messages from the Trash folder.)

Hang Up After Downloading
Click on Tools, then Options. Select the Connection tab. Make sure that "Ask before switching connections" is checked and "Hang up after sending and receiving" is not checked. Click OK.

Large Message
If you would like to limit the size of the messages that are received by Outlook Express, you will need to create a mail filter. To do this:

1. Click on Tools, then Message Rules, then Mail.
2. If necessary, click on New to create a new message rule.
3. Under the section "1. Select the Conditions for your rule:", check off "Where the message size is more than size". (Note: You will have to scroll down the list.)
4. Under the section "2. Select the Actions for your rule:", check off "Do not Download it from the server." (Note: You will have to scroll down the list.)
5. Under the "3. Rule Description", you will see the rule description describing what will occur. On the section that says "Where the message size is more than size", click on size.
6. Enter a size (in kilobytes) and click OK. (A recommendation is 100, thus any messages larger than 100KB will be skipped.)
7. Under "Name of the rule", type in "Large E-Mails"
8. Your screen should look like the following:
Large E-mail
Click OK, the Close.

IMPORTANT! This will leave the large messages on our mail server. You should periodically check your mailbox using the CalWeb web mail interface to check and delete the large messages, otherwise excessive disk usage charges will occur. (Note: Be sure to hit the Empty Trash button before logging out of the web mail interface to remove the deleted messages from the Trash folder.)

Message Splitting
Click on Tools, then Accounts. Click on the Mail tab. Select the mail account, and then select Properties. Click on the Advanced tab. Under "Sending", check Break apart messages larger than, and enter a size in KB (recommend 1000). Click OK, then Close.

Send Messages Immediately
Click on Tools, then Options. Click on the Send tab. Under "Sending", make sure that Send Messages Immediately is checked. Click OK.

Folders List
Click on View and select Layout. To bring up a list of folders, check off the line that says Folder List, then click OK. A folder list should appear on the left side of the screen. If you see a plus sign next to "Personal Folders", click on the plus sign to make it a minus sign, thus listing all of the messages.

To have a button to turn on and off the Folder List, click on View and select Layout. Click on the Customize Toolbar button. A list of buttons comes up. Scroll the "Available Toolbar Buttons" until you see Folder List. Select Folder List, then click Add->. The button will move to the "Current Toolbar List". Click Close, then OK.

Message Preview
Click on View and select Layout. In the "Preview Pane" section, check off Show Preview Pane to show a preview of the message prior to opening the message. Because some e-mail can contain malicious HTML code, it is recommended that you uncheck Show Preview Pane.

To have a button to turn on and off the Preview Pane, click on View and select Layout. Click on the Customize Toolbar button. A list of buttons comes up. Scroll the "Available Toolbar Buttons" until you see Preview. Select Preview, then click Add->. The button will move to the "Current Toolbar List". Click Close, then OK.

Outside Access to CalWeb's Mail Server
If you are connecting from outside of CalWeb's network in order to access your e-mail, it is recommended that you use your provider's outgoing mail server. Alternatively, you can do the following in order to access our outgoing mail server. To do this, click on Tools, then Accounts. Select the CalWeb account, then click on Properties. Click on the Servers tab. Check off "My server requires authentication". Then, click on the Settings button. Dot off "Log On Using", then enter your CalWeb login name as your user name (no @calweb.com) and your CalWeb password. Make sure that "Remember Password" is checked and that "Log on using Secure Password Authentication" is not checked. Click OK, then OK, then Close.

Message Headers
Occasionally, it may be necessary for you to send us the complete message headers. These headers contain the complete path that the message took through the Internet rather than just the From, To, Subject, and Date that you see as part of the message. To send us the complete message headers:

From the message preview screen: Right click with the right mouse button on the message line, then select Properties. Click on the Details tab. Right-click with the right mouse button in the "Internet headers for this message" box, then select Select All. Right click on the highlighted text, then select Copy. This will copy the text to the Windows clipboard. Click OK to exit out of the Message properties box. Now forward the original message (Click on Message and select Forward), then click with the left mouse button at the top of the message body. Then, right-click with the right mouse button and select Paste to paste in the message headers.

With the entire message displayed: Click on File and select Properties. Click on the Details tab. Right-click with the right mouse button in the "Internet headers for this message" box, then select Select All. Right click on the highlighted text, then select Copy. This will copy the text to the Windows clipboard. Click OK to exit out of the Message properties box. Now forward the original message (Click on Message and select Forward), then click with the left mouse button at the top of the message body. Then, right-click with the right mouse button and select Paste to paste in the message headers.

News Configuration
To set up Outlook Express for reading Usenet news, follow these steps:

1. Click on Tools, then Accounts.
2. Click on Add, then News.
3. You will be prompted for a Display Name. Enter your name as your would like it displayed when you post news articles and press Next.
4. You will be prompted for your e-mail address. Enter your CalWeb e-mail address and press Next.
NOTE: In order to prevent your e-mail address from being harvested for spam, we recommend modifying your e-mail address. See our spam information pages.
5. You will then be prompted for the news server name.

  • If you are connected directly to CalWeb through dial-up, ISDN, or DSL access, the server is news.calweb.com. Do not check off "My news server requires me to log on" and click Next.
  • If you are connecting outside of CalWeb, the server is newsreader.calweb.com . Check off "My news server requires me to log on" and click Next. Enter your CalWeb login name as the Account name and your CalWeb password. Check off "Remember Password". "Log on using Secure Password Authentication (SPA)" should NOT be checked. Click Next.

6. You have finished setting up the news account. Click Finish, the click Close to close the accounts screen.
7. Outlook Express will then download a list of newsgroups available. This will take several minutes while the list of newsgroups is downloaded from our news server, then prompt you to select the newsgroups to subscribe to.

Other Links
For further information, please see the following:

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Note: Links to external web sites are provided for informational purposes only, and are neither endorsed nor supported by CalWeb Internet Services.