Important Notice: This document was tested for accuracy and technical quality assurance using Microsoft Windows 98 Second Edition through XP Professional with Service Pack 2. If your results do not match those here, please consult your department computer support person or contact your campus Help Desk for assistance in obtaining updates and patches for your computer. You can also update your computer by visiting http://windowsupdate.microsoft.com and http://officeupdate.microsoft.com. Please note you will need to use Internet Explorer to obtain the updates.
In establishing criteria for e-mail reading software at Rutgers, the
University Office of Information Technology (OIT) adopted two
special security measures to help protect the University community
using the Rutgers Network: first, encryption technology called Secure
Sockets Layer (SSL) for all e-mail, Telnet access, file transfers, and
other file access; the second is SMTP authentication, often called SMTP
"Auth" for short.
SSL encrypts and protects passwords and message contents from being
intercepted while en route between a computer and an e-mail server. The
technology is similar to the type used by online retail outlets to
protect credit card numbers and other personal information from
electronic "eavesdropping" during transactions. So using SSL does not
encrypt data while it resides on a computer, just while it is in
transit.
SMTP Authentication allows e-mail to be sent only when it is verified with a valid NetID and password. This feature prevents the Rutgers e-mail systems from being used to send out viruses or junk e-mail messages. Those who use Outlook Express to send e-mail on RCI and Eden are required to use smtp.rutgers.edu as the outgoing mail server.
OIT also strongly recommends Outlook Express be used with the IMAP
software protocol for sending and receiving e-mail. IMAP (Internet
Message Access Protocol) permits "client" e-mail programs to retrieve and manipulate messages from a desktop computer at
home, a workstation at the office, or a laptop computer while traveling
without the need to transfer messages or files back and forth between
those computers as required by the older and less efficient POP
protocol.
Note: If this is your first time using Outlook Express
please first read Addendum I
at the end of this document, then return to Part A to configure the
software.
Part
A: Configuring the mail program.
- Start
Outlook Express.
-
From
the Outlook Express main menu, select Tools
and select Accounts.
-
Click
on Add and select Mail.
-
The
Internet Connection Wizard
screen will appear. Enter your full name (e.g. John Smith). That name
will be seen by e-mail recipients in all the messages you send.
-
After
entering your name click on Next
>.
-
The circle next to I already have an e-mail address that I'd like to use should be checked. If it does not, click the circle so that a dot appears in it.
-
Enter
your e-mail address. That address will be used in all mail
messages.
For students the e-mail address has the format:
your_eden_netid
@eden.rutgers.edu
For faculty/staff [RCI users] the e-mail address has the format:
your_rci_netid
@rci.rutgers.edu
Replace the italicized text above with your actual Rutgers NetID in all lower-case letters.
-
After
entering your e-mail address, click on Next
>.
-
Select an e-mail server type, and supply the names of
the Incoming mail server and the
Outgoing mail (SMTP) server.
Make sure the pulldown menu next to My incoming mail server is a is set to IMAP.
-
Enter the following information in the appropriate boxes.
- Incoming
mail server:
eden.rutgers.edu
[for Eden users]
rci.rutgers.edu
[for RCI users]
- Outgoing
mail server:
smtp.rutgers.edu
-
Click on Next
>.
- Type your Rutgers NetID all in lower case letters into the box labeled Account name:.
OIT strongly recommends securing your
e-mail account by NOT choosing to have Outlook Express store your
password. Outlook Express will later open a dialog box in which you
enter your password later, when you retrieve your mail from the server.
If you choose to save your password in Outlook Express, this will allow
anyone who uses the same computer to read your e-mail.
-
Click on Next
>.
- Though a Congratulations message should appear, you have not yet completed configuring Outlook Express for Rutgers e-mail.
Click Finish to complete that part of the setup. Now SMTP Authentication needs to be set.
- In the Internet Accounts window, select the Rutgers e-mail account and click the Properties button.
- In the new Properties window, click the tab labeled Advanced.
-
Check the boxes next to This server requires a secure connection (SSL) for both the outgoing and incoming mail servers. Notice the outgoing mail server is the SMTP Authentication setting; the port number should read 25.
Note: Some Internet Service Providers (ISPs) allow SMTP traffic to move only though their own servers. In
such cases you must use the ISP's SMTP server, and your ISP username
and password, to send mail. Therefore, leave the box for
This server requires a secure connection (SSL) unchecked for
the outgoing server, unless your ISP gives you other
instructions. Contact the technical support department of your ISP for
assistance since the Rutgers Help Desks can only provide support for
the Rutgers side of the connection.
- Click the Servers tab in the Propteries dialog box. In the Outgoing Mail Server section check the My server requires authentication box, which will make the Settings box available:
- Click the Settings box to open Outgoing Mail Server dialog box and use these settings:
- Click the Log on using radio button
- Enter your Rutgers NetID into the Account name: field
- For the security of your Rutgers e-mail account, the OIT strongly encourages unchecking the Remember password box
- Leave the Log on using Secure Password Authentication box unchecked
-
Click
OK. You will then return to the Internet
Accounts windows. Click on Close to
return to the main Outlook Express window.
-
You
will then be asked if you wish to download mail folders from the
Rutgers server:
-
Click
on Yes
and wait for your mail files to download. You will be asked for your
password. A
dialog box called Show/Hide IMAP Folder will appear
with the name of the account you just made highlighted as well as the Inbox.
Click on OK. Any messages will be downloaded now.
Note: Authorized users of departmental (on RCI) or organizational (on Eden)
accounts should log into those e-mail accounts the same as before. However,
when prompted for a user name and password to send e-mail messages, users will
need to enter their personal RCI or Eden NetIDs and the case-sensitive password
associated with each account. That is, they should
not use the departmental or organizational account name (with its
associated password) when
sending e-mail.
IMPORTANT:
When
Outlook Express is configured for mail using IMAP, it creates various
default settings. OIT recommends first configuring Outlook Express
then reviewing Addendums II
and III.
Close
Outlook Express and restart it to make certain the new settings
will be saved.
Addendum
I
When
Outlook Express is started for the first time, you should see an
initial setup screen as shown below. Click on Cancel,
then return to Part A:
Configuring the mail program and set up Outlook
Express.
Addendum
II
Outlook
Express is set to
automatically send outgoing mail in HTML (Hypertext Markup Language)
format. You may prefer to change the outgoing message setting to plain
text
since not every recipient of your e-mail messages may use a program
that can interpret messages sent in the HTML format associated with Web
pages.
To
change the setting to plain text::
From
the Outlook Express main menu, click on Tools
and select Options. In the
options window, click on the Send tab. Check Plain
Text option for Mail sending format and News
sending format. Then click on OK.
Addendum
III
Everyone
affiliated with Rutgers University is entitled to an e-mail account,
but each account has a set quota of disk space on the server.
In academic endeavors and in doing University business, people often
send attachments to their messages that can contain large files. Those
attachments can include Adobe PDF files for RIAS purchase requisitions,
word processing files, and speadsheets. Some may also send large
attachments like music, graphics, and games. All of those can quickly
use very large amounts of server space.
However, the space allotted to each user is limited to a certain amount of space, called the "disk quota."
When e-mail files in an account exceed a certain amount, no new messages will be
accepted for users by the system. However, Outlook Express will not notify you that your quota was exceeded; it will simply stop taking new
messages. To avoid the problem, OIT highly recommendeds that important messages be saved in a folder on the hard drive of the computer, and
that Outlook Express be set to purge all deleted messages every time the program is exited. Note: once messages are purged after exiting Outlook Express, the deletion is permanent. Make absolutely sure you want to delete and purge certain
messages:
To
set Outlook Express to delete and purge messages, make sure all of the
check boxes under Cleaning Up Messages are checked,
then click OK. Then restart Outlook Express.
Another way to monitor disk quota is to use the Webmail program, which contains a bar graph showing how much space is being used on the account. To use Webmail, open a Web browser to http://webmail.rutgers.edu and follow the appropriate link for your account.
Need
Help with Outlook Express?
If you need assistance please call the Computing Help Desk on your campus:
.
Copyright © 2006 Rutgers, The State University of New Jersey,
NBCS Help Desk. All rights reserved.
webmaster@nbcs.rutgers.edu
May 15, 2006
