Configuring Outlook 2007 to Connect via IMAP to KU Email

KU faculty, staff, and students can use these instructions to create a secure connection to the University of Kansas Exchange email servers. This document is divided into two sections: one contains instructions for configuring a new account and the other for reconfiguring an existing account.

These instructions assume that the user is using Outlook 2007.

Note: IMAP only connects to the email folders in the Exchange account; the Calendar and Contacts in the account are accessible only through Outlook Web Access, Outlook Mobile Access, or Outlook configured in full Exchange mode (off-campus use is restricted to Faculty and Staff using KU Anywhere).

New Account

Norton/Symantec Antivirus software users: You will have to disable email scanning before you will be able to send email from your account. Go to http://service1.symantec.com/SUPPORT/nav.nsf/docid/2001082921552806 and carefully follow the instructions before continuing.
From the Windows Desktop, open the Control Panel by clicking on Start or in the bottom left corner of the screen, then choosing Control Panel from the resulting menu.
The Control Panel will appear. Look in the list for User Accounts or Mail, depending on whether the list is in Category or Classic view. If you see the Mail icon, skip to step 4.
Double-click on User Accounts and look for Mail on the resulting screen.
Double-click on Mail. The following screen will appear if an Outlook profile has already been created on the computer.
Note: If you are creating the first Outlook profile, the screen will look like the one pictured in step 5. If that is the case, skip to step 6 and proceed from there.
Click Show Profiles. The Mail dialog box will appear.
Click Add to create a new profile. Type the email username (the part of your email address before @ku.edu) in the Profile Name: field and click OK.
CRITICAL CONFIGURATION NOTE: The Add New Email Account dialog box appears. Before typing anything, check Manually configure server settings or additional server types. Then click Next to continue.
If you do not manually configure server settings, a default configuration is created that removes items from the email server and stores them on your computer.
Click on Internet E-mail, then click Next to continue.
Fill in the following information:
Your Name = your first and last name
E-mail Address = your KU email address (username@ku.edu)
Account Type = Change to IMAP
Incoming mail server = imap.ku.edu
Outgoing mail server = authsmtp.ku.edu
User Name = your email username
Uncheck Remember password checkbox

Don’t click Next yet; click More Settings first.
You will need to enter information on several of the tabs on this screen.
1. On the General tab:
  Check Purge items when switching folders while online. This prevents you from having to manually purge deleted items from a folder.
2. On the Outgoing Server tab:
  Check My outgoing server (SMTP) requires authentication
  Select Use the same settings as my incoming mail server
3. On the Advanced tab:
  Incoming server = Use the following type of encrypted connection: SSL
  Outgoing server = Use the following type of encrypted connection: TLS
  Note: If you are an AT&T/SBC DSL customer or if your Internet Service Provider blocks port 25 for email, you will need to change the number next to Outgoing server (SMTP): from 25 to 587. Otherwise, leave it at 25.
4. Click OK to accept the changes and return to the Add New E-mail Account screen. Click Next to continue.
Click Finish on the resulting screen.
You will be returned to screen listing the installed Outlook profiles.
1. If there is more than one profile, and you want to be able to choose which account to sign in to each time you start Outlook, click Prompt for a profile to be used and click Apply to save your change. Don’t exit this screen because you still need to configure access to KU’s global address list.
2. If there is only one profile OR if you don’t want to be offered a choice of accounts each time you sign on, make sure that Always use this profile is selected and click Apply to save your change. Don’t exit this screen because you still need to configure access to KU’s global address list.
Next, you will need to set up access to KU's global address list. This will allow you to find the email addresses of most people on campus. Select the profile that you just created and click on Properties.
Click on E-mail Accounts.
Click on the Address Books tab on the resulting screen. Select New to create the connection to the Exchange global address book.
Make sure that Internet Directory Service (LDAP) is selected and click Next to continue.
In the Server Name field, type directory.ku.edu, then click More Settings.
Select the Search tab. Click on Custom and type ou=people,dc=ku,dc=edu
Click OK to exit.
Click Next to continue.
Click Finish at the next screen.
Click Close to exit.
Next, start Outlook so that you can make sure that you can see all of the email folders in your account. Enter your User Name and password when prompted, then click OK.
The main Outlook screen will appear. On the left side of the screen, you will see your KU account, (imajhawk@ku.edu in the example pictured below.)
Click on the + next to the account to see all the folders in the account.
1. If you can see all the folders that you have created in your Exchange account, you are done configuring your IMAP connection to Exchange.
2. If you can’t see all of the folders in your Exchange account, right-click on the account that you just created (imajhawk@ku.edu in the example shown below) and select IMAP Folders from the resulting list.
Click Query to see all of the folders in the account. A list of all of your email folders will appear. Those with a folder icon to the left of the folder name will appear in Outlook.
To display other folders, select each folder and click Subscribe. Do not click on Calendar or Contacts. When you're finished selecting all the email folders, click OK. You're DONE!

Editing an existing account

Norton/Symantec Antivirus software users: You will have to disable email scanning before you will be able to send email from your account. Go to http://service1.symantec.com/SUPPORT/nav.nsf/docid/2001082921552806 and carefully follow the instructions before continuing.
From the Windows Desktop, open the Control Panel by clicking on Start or in the bottom left corner of the screen, then choosing Control Panel from the resulting menu.

The Control Panel will appear. Look in the list for User Accounts or Mail, depending on whether the list is in Category or Classic view. If you see the Mail icon, skip to step 4.
Double-click on User Accounts and look for Mail on the resulting screen.

Double-click on Mail. The following screen will appear.

Click Show Profiles. The Mail dialog box will appear.

Make sure that the profile that you want to edit is selected, then click Properties.

Click on E-mail Accounts. The Account Settings window will appear.

Select the email account that you want to modify, then click Change. Verify that the following information is entered.
Your Name = your first and last name
E-mail Address = your KU email address (username@ku.edu)
Account Type = Change to IMAP
Incoming mail server = imap.ku.edu
Outgoing mail server = authsmtp.ku.edu
User Name = your email username
Uncheck Remember password checkbox

Don’t click Next yet; click More Settings first.

You will need to check information on several of the tabs on this screen.
1. On the General tab:
  Check Purge items when switching folders while online. This prevents you from having to manually purge deleted items from a folder.
2. On the Outgoing Server tab:
  Check My outgoing server (SMTP) requires authentication
  Select Use the same settings as my incoming mail server
3. On the Advanced tab:
  Incoming server (IMAP) = Use the following type of encrypted connection: SSL
  Outgoing server (SMTP) = Use the following type of encrypted connection: TLS
  Note: If you are an AT&T/SBC DSL customer or if your Internet Service Provider blocks port 25 for email, you will need to change the number next to Outgoing server (SMTP): from 25 to 587. Otherwise, leave it at 25.
4. Click OK to accept the changes and return to the Add New E-mail Account screen. Click Next to continue.

Click Finish on the resulting screen.

You will be returned to screen listing the installed Outlook profiles.
1. If there is more than one profile, and you want to be able to choose which account to sign in to each time you start Outlook, click Prompt for a profile to be used and click Apply to save your change. Don’t exit this screen because you still need to configure access to KU’s global address list.
2. If there is only one profile OR if you don’t want to be offered a choice of accounts each time you sign on, make sure that Always use this profile is selected and click Apply to save your change. Don’t exit this screen because you still need to configure access to KU’s global address list.

Next, you will need to set up access to KU's global address list. This will allow you to find the email addresses of most people on campus. Select the profile that you just created and click on Properties.

Click on E-mail Accounts.

Click on the Address Books tab on the resulting screen. Select New to create the connection to the Exchange global address book.

Make sure that Internet Directory Service (LDAP) is selected and click Next to continue.

In the Server Name field, type directory.ku.edu, then click More Settings.

Select the Search tab. Click on Custom and type ou=people,dc=ku,dc=edu
Click OK to exit.

Click Next to continue.

Click Finish at the next screen.

Click Close to exit.

Next, start Outlook so that you can make sure that you can see all of the email folders in your account. Enter your User Name and password when prompted, then click OK.

The main Outlook screen will appear. On the left side of the screen, you will see your KU account, ("imajhawk@ku.edu" in the example pictured below.)

Click on the + next to the account to see all the folders in the account.
1. If you can see all the folders that you have created in your Exchange account, you are done configuring your IMAP connection to Exchange.
2. If you can’t see all of the folders in your Exchange account, right-click on the account that you just created ("imajhawk@ku.edu" in the example shown below) and select IMAP Folders from the resulting list.

Click Query to see all of the folders in the account. A list of all of your email folders will appear. Those with a folder icon to the left of the folder name will appear in Outlook Express.
To display other folders, select each folder and click Subscribe. Do not click on Calendar or Contacts. When you're finished selecting all the email folders, click OK. You're DONE!

If you have any questions, please contact the IT Customer Service Center by phoning 864-8080 or sending a message to itcsc@ku.edu.