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IMAP Set Up For Email Clients

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The Settings You Need

 
OUTLOOK

Note: In these examples we use generic user names and passwords.
 
IMAP if SSL is Off:
Useryourname@yourdomain.com 
Passwordyour specific email password 
Incoming mail server name:   secure.emailsrvr.comPort:  143
Outgoing mail server smtpsecure.emailsrvr.comPort:  587
 
 
IMAP if SSL is On
Useryourname@yourdomain.com 
Passwordyour specific email password 
Incoming mail server name:  secure.emailsrvr.comPort:  993
Outgoing mail server smtp:secure.emailsrvr.comPort:  465

Need more info on SSL?

SMART PHONE

Here are step by step directions to set up most smart phones

 

Using IMAP with MS Outlook

 
 
If you are planning on using IMAP protocol with Outlook, there are a few differences compared to using POP3 protocol.  

Because an IMAP account (in Outlook) will exactly mirror the folder structure on the mail server, Outlook will create an entirely new top-level folder, that will be similar to the "Personal Folder" created in Outlook by default.

See the screen capture to the right showing the second set of folders that appear after adding a new IMAP account to Outlook.

(Note: in this example, we have named the folder "AccuNet IMAP".  Your folder can be any name you like.  It does not have to include the word IMAP.)
 

Deleted Items (Trash) in Outlook 2003 and 2007

 
Note that when you delete a message in Outlook 2003 or 2007 (on an IMAP account), the message is not moved into the Deleted Items folder, it is "marked for deletion" and it will show in your message list with a line through it.  It is removed from webmail (and not available in the webmail Trash folder).

Outlook 2010 and 2013 do work as expected - and will move the message to the trash folder.
 

Sent Messages with IMAP

 
One of the major annoyances with IMAP in Outlook, is that contrary to what you might expect, sending messages with your new IMAP account does not place a copy of the message in the IMAP sent folder, it places it in the default sent folder, which is under "Personal Folders"

If one of the reasons for choosing IMAP, is to keep a backup copy of your incoming and outgoing messages on the server, then this presents a problem because your sent messages would not be saved on the server, only in Outlook.

Fortunately, there is a work around.  
In Outlook 2007 and up, it is a simple settings change.  SEE ARTICLE BELOW
In Outlook 2003, you need to create a new Rule to have Outlook automatically copy the sent messages to the correct folder.
 

Settings Change in Outlook 2007 & 2010

 
Outlook 2007 & 2010 allows you to select where you want your sent items to be saved.  (This assumes you've already created your IMAP account in Outlook).

To change your settings,
2007: go to Tools > Account Settings.  
2010: go to File-> Account Settings-> Account Settings.
Double-click on the IMAP account you wish to edit.  
Click "More Settings" button.  In the pop-up, select the "Folder" tab.  On this screen, choose the second option, then choose the sent folder as indicated below.
Click OK.  Finish the process by clicking "Next" then "Finish".  Close the remaining Accounts window.
 

Outlook 2003 - Creating a Rule to Save Sent Messages

 
The work around for Outlook 2003 is to create a rule to move a copy to the sent items folder under the IMAP top-level folder.

Tools > Rules and Alerts
Select the IMAP account under "Apply changes to this folder"
New Rule
Start from a blank rule > Check messages after sending
Next
Check "uses the form name form"
Under Step 2: Click the link "form name"
Select Application Forms > Message > Add (button), then Close (button)
Next
Check "move a copy to the specified folder"
Under Step 2: Click the link "specified"
IMPORTANT: Select the "Sent" folder under the IMAP top level folder (NOT under Personal Folders)
Ok
Next
Next
Name your Rule, something like "Copy Sent Items for IMAP"
Finish
OK

Now if you send (Using the IMAP account) the sent message will now ALSO be in the IMAP sent folder.


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