Configuring the Outlook 2002 Email Client



Configuring the Outlook 2002 Email Client

The Outlook 2002 client supports the full range of email protocols remote users need to access information located on the Exchange Server on the corporate network. You can use Outlook 2003 to gain access to information on the Exchange Server using secure and unsecured forms of the SMTP, POP3, IMAP4, and Exchange RPC protocols.

The following procedures can be performed on the Outlook 2002 client to allow it to use the full range of mail access protocols to connect to the published Exchange Server on the internal network:

• Install Office XP Service Pack 1

• Install the Root CA Certificate on the Outlook 2002 Client

• Configure the Outlook 2002 Client for Secure SMTP/POP3 Connections

• Configure the Outlook 2002 Client for Secure SMTP/IMAP4 Connections

• Configure the Outlook 2002 Client for Secure RPC Connections

Install Office XP Server Pack 1

Outlook 2002 will not retain the SMTP password when you configure the Outlook 2002 client to connect to secure SMTP servers if Office XP Service Pack 1 is not installed. You can download the Office XP Service Packs and fixes at Run the Windows Update service and install all the updates listed by the service to bring your Office XP installation up to date.

Install the Root CA Certificate on the Outlook 2002 Client

The root CA certificate must be in the user certificate store on the machine attempting to make a secure connection to the Exchange Server or secure SMTP relay. While it is possible to make a secure connection in some instances when the root CA certificate is not installed on the OE client, the user will be presented with error dialog boxes that may be confusing and generate Help Desk support calls. You can circumvent this problem by installing the root CA certificate on the OE client machine.

Please refer to ISA Server 2000 Exchange Server 2000/2003 Deployment Kit document How to Import the Root CA Certificate into Email Client Certificate Stores for details on how to import the root CA certificate into the OE client’s certificate store.

Configure the Outlook 2002 Client for Secure SMTP/POP3 Connections

The combination of SMTP and POP3 protocols are the most common methods used to send and receive email from an Exchange Server from a remote client. Almost all users are familiar with SMTP/POP3 email and therefore it is often the remote mail access method of choice.

Perform the following steps to configure the Outlook 2003 client to use SMTP/POP3 to access mail on the published Exchange Server:

1. Right click the Outlook 2002 icon on the desktop and click the Properties command (figure 1).

Figure 1

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2. In the Mail Setup – Outlook dialog box (figure 2), click on the E-mail Accounts button in the E-mail Accounts frame.

Figure 2

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3. Select the Add a new e-mail account option in the E-mail Accounts page (figure 3).

Figure 3

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4. On the Server Type page (figure 4), select the POP3 option.

Figure 4

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5. Fill in the text boxes on the Internet E-mail Settings (POP3) page (figure 5). Enter either a FQDN or IP address in the Incoming mail server (POP3) and Outgoing mail server (SMTP) text boxes. If you use an IP address, make sure the IP address is the same IP address you use in the POP3 and SMTP Server Publishing Rules. If you use a FQDN, then make sure that FQDN resolves to the address on the external interface of the ISA Server firewall that you used in the SMTP and POP3 Server Publishing Rule.

Note that if you wish to use secure POP3 and secure SMTP connections, you must use FQDNs. The FQDN you use in the Incoming mail server (POP3) and Outgoing mail server (SMTP) text boxes must be the same as the common name in the server certificate used by the POP3 or SMTP service you connect to.

In this example we have bound a Web server certificate to the POP3 and SMTP services that have the common name mail.. Therefore, we enter mail. in the SMTP and POP3 text boxes. If you are not using secure connection, then you can enter an IP address in these text boxes instead of a FQDN.

Click the More Settings button (figure 5).

Figure 5

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6. In the Internet E-Mail Settings dialog box (figure 6), click on the Outgoing Server tab. Put a checkmark in the My outgoing server (SMTP requires authentication checkbox if you are publishing your own SMTP server and require authentication.

You have two options: Use same settings as my incoming mail server and Log on using. If you are publishing your own SMTP server, there is a good chance that the SMTP server belongs to the same domain, or a trusting domain, as the POP3 server and the user accounts database. In that case, you would use the Use same settings as my incoming mail server option. If the SMTP server uses a user database that is not the same as the POP3 server database, then configure the SMTP server credentials to be different than the POP3 credentials.

Figure 6

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7. Click the Advanced tab (figure 7). Put checkmarks in the This server requires an encrypted connection (SSL) checkboxes. This forces the client to negotiate a secure SSL connection with the POP3 and SMTP servers. You can leave the email on the Exchange Server if you put a checkmark in the Leave a copy of messages on the server checkbox. This is helpful if the user would like to be able to access the messages from the full MAPI connection when the user returns to the office.

Click OK.

Figure 7

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8. Click the Test Account Settings button to test if the current settings work correctly (figure 8).

Figure 8

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9. You will see the status of the SMTP and POP3 connections in the Test Account Settings dialog box (figure 9). Click close after all tests complete successfully.

Figure 9

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10. Click Next on the Internet E-mail Settings (POP3) page (figure 10).

Figure 10

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11. Click Finish on the Congratulations page (figure 11).

Figure 11

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12. Click Close on the Mail Setup – Outlook dialog box (figure 12).

Figure 12

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Configure the Outlook 2002 Client for Secure SMTP/IMAP4 Connections

You can use the combination of the SMTP and IMAP4 protocols to allow your users access to the entire folder hierarchy in their Exchange mailbox. The POP3 protocol only has access to the Inbox for the user’s account and the POP3 client, by default, downloads the entire contents of the Inbox. In contrast, the default setting on the IMAP4 client leaves the messages on the Exchange Server and downloads only the header information. The IMAP4 client is able to view information in all folders in the user’s mailbox.

Perform the following steps to configure the Outlook 2003 client to use SMTP/IMAP4 to connect to the Exchange Server:

1. Right click the Outlook 2003 icon on the desktop and click the Properties command (figure 13).

Figure 13

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2. In the Mail Setup – Outlook dialog box (figure 14), click on the E-mail Account button in the E-mail Accounts frame.

Figure 14

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3. Select the Add a new e-mail account option in the E-mail Accounts page (figure 15).

Figure 15

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4. On the Server Type page (figure 16), select the IMAP option.

Figure 16

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5. Fill in the text boxes on the Internet E-mail Settings (IMAP) page (figure 17). Enter either a FQDN or IP address in the Incoming mail server (IMAP) and Outgoing mail server (SMTP) text boxes. If you use an IP address, make sure the IP address is the same IP address you use in the IMAP and SMTP Server Publishing Rules. If you use a FQDN, then make sure that FQDN resolves to the address on the external interface of the ISA Server firewall that you used in the SMTP and IMAP Server Publishing Rule.

Note that if you wish to use secure SMTP and secure SMTP connections, you must use FQDNs. The FQDN you use in the Incoming mail server (IMAP) and Outgoing mail server (SMTP) text boxes must be the same as the common name in the server certificate used by the POP3 or SMTP service you connect to.

In this example we have bound a Web server certificate to the IMAP and SMTP services that have the common name mail.. Therefore, we enter mail. in the SMTP and IMAP text boxes. If you are not using secure connection, then you can enter an IP address in these text boxes instead of a FQDN.

Click the More Settings button (figure 17).

Figure 17

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6. In the Internet E-Mail Settings dialog box (figure 18), click on the Outgoing Server tab. Put a checkmark in the My outgoing server (SMTP) requires authentication checkbox if you are publishing your own SMTP server and require authentication.

You have two options: Use same settings as my incoming mail server and Log on using. If you are publishing your own SMTP server, there is a good chance that the SMTP server belongs to the same domain, or a trusting domain, as the IMAP server and the user accounts database. In that case, you would use the Use same settings as my incoming mail server option. If the SMTP server uses a user database that is not the same as the IMAP server database, then configure the SMTP server credentials to be different than the IMAP credentials.

Figure 18

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7. Click the Advanced tab (figure 19). Put checkmarks in the This server requires an encrypted connection (SSL) checkboxes. This forces the client to negotiate a secure SSL connection with the IMAP and SMTP servers. You can leave the email on the Exchange Server if you put a checkmark in the Leave a copy of messages on the server checkbox. This is helpful if the user would like to be able to access the messages from the full MAPI connection when the user returns to the office.

Click OK.

Figure 19

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8. Click Next on the Internet E-mail Settings (IMAP) page (figure 20).

Figure 20

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9. Click Finish on the Congratulation page (Figure 21).

Figure 21

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10. Click Apply and click OK in the Mail dialog box (figure 22).

Figure 22

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11. Open Outlook 2002. Right click on the IMAP account in the left pane of the application and click on the IMAP Folders command (figure 23).

Figure 23

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12. In the IMAP Folders dialog box (figure 24), select a folder whose headers you would like to automatically download from the list on the All tab. Click the Subscribe button.

Figure 24

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13. Notice how a folder icon appears to the left of the folder you subscribed to (figure 25).

Figure 25

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14. Click on the Subscribed tab (figure 25). This shows you a list of the folders you’re subscribed to. Click Apply and then click OK.

Figure 26

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15. Message headers appear in the Inbox. When you click on a message, the content of the message is downloaded to the Outlook 2002 client (figure 27)

Figure 27

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Configure the Outlook 2002 Client for Secure RPC Connections

Outlook can access the Exchange Server from a remote location using the Exchange RPC protocol. This mail access protocol provides the highest level of functionality to the Outlook 2003 client. The Outlook 2003 client has full access to the entire array of Exchange services when connecting via secure Exchange RPC.

Perform the following steps to configure the Outlook 2003 client to use secure Exchange RPC:

1. Right click on the Outlook 2003 icon on the desktop (figure 28).

Figure 28

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2. In the Mail dialog box, click the Add button to add a new profile (figure 29).

Figure 29

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3. In the New Profile dialog box (figure 30), enter a name for the profile in the Profile Name text box and click OK.

Figure 30

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4. Select the Add a new e-mail account option on the E-mail Accounts page (figure 31) and click Next.

Figure 31

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5. Select the Microsoft Exchange Server option on the Server Type page (figure 32). Click Next.

Figure 32

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6. On the Exchange Server Settings page, type in the FQDN of the Exchange Server. The FQDN is the name that resolves to the IP address on the external interface of the ISA Server firewall that you used in the secure RPC Server Publishing Rule. Put a checkmark in the Use Cached Exchange Mode checkbox to conserve bandwidth and allow you to access your mail when not connected to the Exchange Server.

In the User Name text box, type the name of the user account and click the Check Now button (figure 33).

Figure 33

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7. The name of the Exchange Server appears in the Microsoft Exchange Server text box and replaces the name you initially entered. The name of the server is underlined and the user name also is underlined after the connection to the Exchange Server is successful. Click the More Settings button (figure 34).

Figure 34

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8. On the Microsoft Exchange Server dialog box (figure 35), click on the Advanced tab. Put checkmarks in the When using the network and When using dial-up networking checkbox if you want to encrypt the communications between the Outlook 2002 client and the Exchange Server.

Click Apply and then click OK.

Figure 35

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9. Click Next on the Exchange Server Settings dialog box (figure 36).

Figure 36

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10. Click Finish on the Congratulations page (figure 37).

Figure 37

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11. Click Apply and then click OK on the Mail dialog box (figure 38).

Figure 38

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DNS Notes for Remote Outlook 2002 MAPI Client Access

There are special DNS considerations for the Outlook 2002 client. Please refer to the section DNS Notes for Remote Outlook 2000 MAPI Client Access at the end of the ISA Server 2000 Exchange Server 2000/2003 Deployment Kit document Configuring the Outlook 2000 Email Client for important details on DNS support for the Outlook MAPI client. I also recommend that you review ISA Server 2000 Exchange Server 2000/2003 Deployment Kit document Configuring DNS to Support Exchange Server Publishing.

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