Email Documentation
Information Technology Resources
Lehman College


Using Microsoft Outlook with Lehman Mirapoint Email

for Faculty and Staff


Draft
last update 26 July 2005


The following instructions were developed on Outlook 2002.  They will not necessarily work with other versions of Outlook.  Comments, suggestions or corrections regarding this document should be sent via email to john@lehman.cuny.edu.

Contents


For users who have Outlook set up for Oracle Collaboration Suite
For users who are setting up Outlook for the first time
Using Outlook off-campus
Using Outlook
Synchronizing Calendars with SynQ


If  you currently use Outlook with the Oracle Collaboration Suite

We recommend that you not remove your Oracle Collaboration Suite (OCS) account from Outlook just yet.  OCS will remain available through September 30.  While you will not be able to send or receive mail through OCS after the changeover, you can continue to access existing mail folders.  Mail  residing on the OCS servers (with the exception of Deleted Items) will be copied to the Mirapoint server.  However, this process will not be completed until at least August 5.  Retaining your OCS account on Outlook will provide you with uninterrupted access to your old mail during the transition period.  The presence of the OCS Outlook Connector will not affect the Mirapoint setup.

If you have been using Outlook with OCS, you should see at least two collections of folders in your Outlook Folder List.  (If your Outlook Folder List is not visible, select View from the menu bar and then Folder List.).  One collection is usually named Outlook Today - [Personal Folders].  Folders in this category reside on your hard drive.  Your collection of OCS email folders will be labelled ocsimap.cuny.edu or something similar. 

To add your new email account to Outlook
  1. Start Outlook
  2. Select Tools from the menu bar
  3. Select E-mail Accounts from the Tools list
  4. Under E-mail, click the radio button for Add a new e-mail account
  5. Click Next
  6. On the Server Type page, select IMAP
  7. On the Internet E-mail Settings page fill the text boxes as follows

    Your name
    		 Enter your name as you want it to appear in the address header of your message
    E-mail Address
    		 Enter your full email address.  The email address is the same as your address on OCS.  In most cases this is firstname.lastname@lehman.cuny.edu.
    Incoming Mail Server (IMAP)
    		 Enter mail.lehman.edu
    Outgoing mail server (SMTP)
    		 Enter mail.lehman.edu
    User Name
    		 Enter firstname.lastname
    Note that this is different from OCS where the username was the same as your email address.
    Password
    		 Enter your password and leave check box selected if you do not wish to be
    prompted for password when you check your mail; leave password field blank and deselect checkbox if you wish to be prompted for your password at the start of each session.

    Passwords on Mirapoint have been reset to the default passwords.  We strongly encourage all users to change their passwords.  Passwords may only be changed using the web client (http://mail.lehman.cuny.edu) and must be at least eight characters.

  8. Click More Settings
  9. Select the Outgoing Server tab from the Internet E-mail Settings page
  10. Select the checkbox for My Outgoing Server (SMTP) requires authentication
  11. Click OK
  12. Click Next
  13. Click Finish
Outlook will then attempt to contact the Mirapoint email server and attemp to log you in.  You will be prompted for the password on the Mirapoint account if you did not enter your password during the initial setup. 

You should see a new folder collection in the Folder List labeled mail.lehman.edu under which Inbox will be listed. 

Unlike OCS, additional Mirapoint folders appear as subfolders of Inbox.  If subfolders exist you will see a plus symbol to the left of Inbox.  Clicking on the plus will expand the list of subfolders.  Your OCS email will appear as a subfolder under Inbox.  If you create a folder through WebMail Direct, it will appear as a subfolder under Inbox in Outlook.

Setting up Outlook for the first time

To add your new email account to Outlook
  1. Start Outlook

    If Outlook has never been run on your computer before you will immediately be prompted to add a new email account (Step 4).

  2. Select Tools from the menu bar
  3. Select E-mail Accounts from the Tools list
  4. Under E-mail, click the radio button for Add a new e-mail account
  5. Click Next
  6. On the Server Type page, select IMAP
  7. On the Internet E-mail Settings page fill the text boxes as follows

    Your name
    		 Enter your name as you want it to appear in the address header of your message
    E-mail Address
    		 Enter your full email address.  The email address is the same as your address on OCS.  In most cases this is firstname.lastname@lehman.cuny.edu.
    Incoming Mail Server (IMAP)
    		 Enter mail.lehman.edu
    Outgoing mail server (SMTP)
    		 Enter mail.lehman.edu
    User Name
    		 Enter firstname.lastname
    Note that this is different from OCS where the username was the same as your email address.
    Password
    		 Enter your password and leave check box selected if you do not wish to be
    prompted for password when you check your mail; leave password field blank and deselect checkbox if you wish to be prompted for your password at the start of each session.

    Passwords on Mirapoint have been reset to the default passwords.  We strongly encourage all users to change their passwords.  Passwords may only be changed using the web client (http://mail.lehman.cuny.edu) and must be at least eight characters.

  8. Click More Settings
  9. Select the Outgoing Server tab from the Internet E-mail Settings page
  10. Select the checkbox for My Outgoing Server (SMTP) requires authentication
  11. Click OK
  12. Click Next
  13. Click Finish
Outlook will then attempt to contact the Mirapoint email server and attemp to log you in.  You will be prompted for the password on the Mirapoint account if you did not enter your password during the initial setup. 

You should see a new folder collection in the Folder List labeled mail.lehman.edu under which Inbox will be listed. 

Unlike OCS, additional Mirapoint folders appear as subfolders of Inbox.  If subfolders exist you will see a plus symbol to the left of Inbox.  Clicking on the plus will expand the list of subfolders.  Your OCS email will appear as a subfolder under Inbox.  If you create a folder through WebMail Direct, it will appear as a subfolder under Inbox in Outlook.

Using Outlook off-campus

Procedures for adding a Mirapoint account to Outlook installed on a computer off-campus are the same as on-campus with the exception of the Outgoing Server (SMTP) setting.  You must use the outgoing erver of your ISP.  Not all ISPs allow the use of their outgoing server with another email system.  Contact your ISP its policy and setttings.. 

Generally you will be able to read your incoming mail whether or not you are permitted to send mail out through your ISP.


Notes on Using Outlook

Deleting Messages

When you delete (or move) a message from any of your Mirapoint folders through Outlook, the message is simply marked for deletion, typically wthi a line though the entry in the listing of  the folder contents.  The permanently delete the message:

Select Edit from the menu
Select Purge Deleted Messages

Since messages marked for deletion count against your quota, you should periodically purge deleted messages.

(OCS worked the same way.  However, the OCS add-in - the Outlook Connector - changed this default behavior.  Mirapoint does not have a comparable utility.)


SynQ

The SynQ add-in allows you to synchronize your Outlook calendar and contacts with Mirapoint web-based calendar and address book.