COLT

1

COLT

Contents

1.Introduction

2.Outlook Web Access (OWA)

2.1.Prerequisites

2.2.Accessing Outlook Web Access

2.2.1 Connecting Via the Internet

2.2.2 Security

2.2.3 Client

2.2.4 Logging On

2.2.5 Logging out of Outlook Web Access

2.2.6 Changing your Password

3.Outlook Mobile Access (OMA)

3.1.Connecting to Outlook Mobile Access

3.2.Setup Instructions

4.POP3 and IMAP4 Client Set Up Procedures

4.1.Client Configurations

4.1.1 Outlook 2000/2003 – POP3 Profile

4.1.2 Outlook 2000/2003 - IMAP4 Profile

5.Outlook Express – POP3 Account

5.1.Outlook Express – IMAP4 Account

1

COLT

  1. Introduction

Welcome to the COLT Managed Business Email service. This manual explains how to use e-mail accounts using the various methods available. These include Outlook web access and Outlook mobile access as well as the normal Outlook client software. Before you can use these services your system administrator will have to set up your account.

For help and assistance with your computer or the software used to access the COLT Exchange service please contact your on site system administrator. If you have any queries regarding the COLT service please report these to your system administrator. This nominated person has access to the COLT service desk.

  1. Outlook Web Access (OWA)
  2. Prerequisites

To access the full set of features and functionality withinOutlook Web Access, Microsoft Internet Explorer 6 with Service Pack 1 must be installed on the PC accessing the service. A list all operating systems that support Internet Explorer 6 SP1 are given below.

WindowsMe:

32 MB of RAM minimum

Full install size: 8.7 MB

Windows 98:

16 MB of RAM minimum

Full install size: 11.5 MB

Windows 98: 2ndEdition

16 MB of RAM minimum

Full install size: 12.4 MB

Windows NT4: with the high encryption version of Service Pack 6a and higher

32 MB of RAM minimum

Full install size: 12.7 MB

Windows 2000:

32 MB of RAM minimum

Full install size: 12.0 MB

Windows XP:

32 MB of RAM minimum

Full install size: 12.0 MB

If Microsoft Internet Explorer 6 SP1 is not installed please refer to the following link to confirm what other browsers aresupported.

2.2.Accessing Outlook Web Access

Open your browser and type the following in the address window

2.2.1 Connecting Via the Internet

If you are accessing Outlook Web Access from the internet the following login screenwill appear

Login to your Outlook Web Access account using the domain (EU) and your login name together (separated by a slash) in the Domain\User Name field, then key in your password and click the Log On button

2.2.2Security

If you are accessing Outlook Web Access from a home PC select the Private computer option. This is considered a safe environment and will allow idle sessions of 2 hours before you will be logged off from Outlook Web Access

If you are accessing Outlook Web Access from an untrusted PC, such as from an internet café or any other public area choose Public or shared computer. This is considered an unsafe environment and as such if you leave your Outlook Web Access session idle for 15 minutes or more, you will need to login again before access to your email can be restored.

2.2.3 Client

For normal everyday use select the Premium option when connecting to Outlook Web Access. This will ensure you have access to the full functionality of the Outlook Web Access client.

Accessing Outlook Web Access with the Basic option can be beneficial when using a slow dial up connection when travelling or other times when you are out of the office and access to the basic functionality is all that is required

2.2.4Logging On

Once the options have been selected click the Log On button to open Outlook Web Access

Outlook Web Access will then load into the Browser window

2.2.5Logging out of Outlook Web Access

When leaving for the day or when you have finished using Outlook Web Access from a public computer be sure to click the Log Off button in the top right hand corner of the tool bar to close Outlook Web Access.

A confirmation will appear to confirm you have been logged off

2.2.6Changing your Password

To change your password within Outlook Web Access click the Options button in the bottom left hand corner

Then click Change Password

A Change Password window will appear, type the old password and then the new password in the new password and confirm new password fields then click OK. (be sure to make this password at least 8 characters in length and a mixture of alpha numeric characters)

Click the link to return to the main Outlook Web Access window

  1. OutlookMobile Access (OMA)

This section is a guide for COLT Managed Business Email customers wishing to use the Outlook Mobile Access service to gain text based access to their email from their mobile phones or windows mobile devices.

By using Outlook Mobile Access, users of the COLT Managed Business Email platform can browse their Exchange mailbox using a device such as a Smartphone or Pocket PC that is powered by Microsoft Windows or a cHTML-capable device. Wehave also enabled our system to allow users to use devices that are not officially supported by Microsoft, but which are likely to function correctly with only minor compatibility issues by enabling unsupported devices to use Outlook Mobile Access. These devices include many commonly used mobile phones from NOKia, Sony Ericsson and the like.

3.1.Connecting to OutlookMobile Access

As mentioned previously it is our intention to support as many devices as possible for use with Outlook Mobile Access. The following link gives details of an up-to-date list of all mobile devices that are supported for use with Outlook Mobile Access.

Because of the number of mobile devices that are in use we cannot guarantee that all devices will work and we will only provide general set up instructions. If your device is not supported and you still wish to use this service then you may need to contact your mobile device operator to confirm if you have the necessary device and contract to connect to this service.

3.2.Setup Instructions

The following instructions show how to configure Outlook Mobile Access on a Windows Mobile device. The url will be the same for all devices, however, each device will differ in the way the internet connection is set up.

  1. Open Internet Explorer on the Windows Mobile Device
  1. Hit the menu button and select Add Favourite
  1. Name the Favourite something like OMA
  1. Add to the Address (URL): text field then click Add
  1. Now select the newly created Favourite to connect to the Outlook Mobile Access service
  1. After a few seconds a window will appear where you will be prompted to enter your username and password
  1. Enter it in the format eu\loginname then enter your password, check the Save password option if you do not wish to be prompted for it each time you connect to Outlook Mobile Access
  2. Click OK once you have entered your user credentials to initiate the connection

  1. After a short period the Outlook Mobile Access main page will be displayed in the browser window.
  1. Your are now free to access new emails, reply to emails, view your calendar etc

  1. POP3 and IMAP4 Client Set Up Procedures

This section details the step by step procedures to configure Outlook Express and Outlook 2000/2003 profiles for connecting to the COLT Managed Business Email POP3 and IMAP4 services offered under the Exchange service offering

4.1.Client Configurations

4.1.1Outlook 2000/2003 – POP3 Profile

Before proceeding with the set up of the Outlook Profile be sure to have your user account logon information and email address to hand.

  1. On the desktop PC open Control Panel and double click the Mail Icon
  2. Click Show Profiles then click Add
  3. Type a suitable Profile Name then click OK
  4. Click Next to start the new email account wizard
  5. On the Server Type window select POP3 then click Next
  1. On the Internet Email POP3 Settings page under the User Info section add your full name and email address
  2. On the Server info section add pop.colttotal.net to the POP3field and relay.colttotal.net to the outgoing mail server field
  3. In the Logon info section add your user logon name

9.Click the more settings button

  1. Click on the Outgoing Server tab
  2. Check the box against “My outgoing server(SMTP) requires authentication” then click the Advanced Tab
  1. Under Incoming Server POP3 check the option for “This server requires an encrypted connection(SSL)”then click OK
  2. Should you require to leave a copy of your messages on the server be sure to check the option “Leave a copy of messages on server” and then state your preferences for how long to keep them for and when they should be deleted
  1. Click the Test Account Settings button to initiate a connection to the server to test the configuration
  1. To confirm a successful logon was achieved all 5 tasks will display as completed
  2. Close the Task window and then click Next then Finish to complete the POP3 client profile setup
  3. Outlook is now configured and ready for use

4.1.2Outlook 2000/2003 - IMAP4 Profile

Before proceeding with the set up of the Outlook Profile be sure to have your user account logon information and email address to hand

  1. On the desktop PC open Control Panel and double click the Mail Icon
  2. Click Show Profiles then click Add
  3. Type a suitable Profile Name then click OK
  4. Click Next to start the new email account wizard
  5. On the Server Type window select IMAP then click Next
  1. On the Internet Email POP3 Settings page under the User Info section add your full name and email address
  2. On the Server info section add pop.colttotal.net to the IMAP field and relay.colttotal.net to the Outgoing mail server field
  3. In the Logon info section add your user logon name
  4. Uncheck the Remember Password check box
  1. Click the more settings button
  2. Click on the Outgoing Server tab
  3. Check the box against “My outgoing server(SMTP) requires authentication” then click the Advanced Tab
  1. Under ServerPort numbers check the box against “This server requires an encrypted connection” then click OK
  1. Click Next then Finish to complete the IMAP4 profile set up
  2. Outlook is now configured and ready for use

  1. Outlook Express – POP3 Account

Before proceeding with the set up of the POP3 account in Outlook Express be sure to have your user account logon information and email address to hand

  1. Click Start - Programs - Outlook Express
  2. In Outlook Express on the Tool Bar select Tools-Accounts
  3. Click Add then select the Mail option
  1. On the Internet Connection wizard start up page type your full name then click Next
  1. Type your email address, then click Next
  1. On the Email Server names window leave the mail server option as POP3
  2. Add pop.colttotal.net to the Incoming mail POP3 server field and relay.colttotal.net to the outgoing mail SMTP server field then click Next
  1. Add your account name (this will be your domain login name) then add your password then click Nextthen Finish
  1. A new mail service named pop.colttotal.net will now be visible in the Internet Accounts list, click this mail service and select Properties
  1. Select the Servers tab then under Outgoing Mail Server check the box for the option “My server requires authentication”then click Apply
  1. Then click the Advanced Tab under the Incoming Mail (POP3) section
  2. check the box against “This server requires a secure connection” then click Apply
  1. Under the delivery option check the box against Leave a copy of messages on server should you wish to retain your email messages and then configure your preferences for how long
  1. Your Outlook POP3 account is now ready for use
  2. Outlook Express – IMAP4 Account

Before proceeding with the set up of the IMAP4 account in Outlook Express be sure to have your user account logon information and email address to hand

  1. Click Start - Programs - Outlook Express
  2. In Outlook Express on the Tool Bar select Tools-Accounts
  3. Click Add then select the Mail option
  1. On the Internet Connection wizard start up page type your display name and then click Next
  1. Type your email address then click Next
  1. On the Email Server names window change the incoming mail server to IMAP then add pop.colttotal.net to the POP3 server field and relay.colttotal.net to the SMTP server field then click Next
  1. Add your account name (this will be your domain logon name) then click Nextthen Finish
  1. A new mail service named pop.colttotal.net will now be visible in the Internet Accounts list, highlight this mail service then select Properties
  1. Select the Servers tab then under Outgoing Mail Server check the box for the option “My server requires authentication”then click Apply
  1. Then click the Advanced Tab under the Incoming Mail (IMAP) section
  2. check the box against “This server requires a secure connection” then click Apply then OK
  1. A dialog box will be received asking which folders should be download, click Yes to view a list of folders
  1. A Show/Hide IMAP folders windows dialog box will be received, you can select which folders you wish to download the contents of from here by highlighting each folder and clicking the show button
  1. Once all the required folders have been selected click OK, the folder list and the contents of each selected folder will then be downloaded

1