Ch-23 Microsoft Outlook Configuration

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Microsoft Outlook

• Microsoft Outlook is a personal information manager from

Microsoft, available as a part of the Microsoft Office suite.
• Although often used mainly as an email application, it also
includes a calendar, task manager, contact manager, note
taking, journal, and web browsing.
• It can be used as a stand-alone application, or can work with
Microsoft Exchange Server and Microsoft SharePoint Server
for multiple users in an organization, such as shared
mailboxes and calendars, Exchange public folders,
SharePoint lists, and meeting schedules.

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Microsoft Outlook Version
Name Version Number Release Date Notes
Included in Office 97 and bundled with
Office Outlook 97 8.0 January 16, 1997
Exchange Server 5.5
Outlook 98 setup was based on Active Setup
Office Outlook 98 8.5 June 21, 1998
which also installed Internet Explorer 4.

Included in Office 2000 and bundled with

Office Outlook 2000 9.0 June 27, 1999
Exchange 2000 Server.

Office Outlook 2002 10 May 31, 2001 Included in Office XP

Included in Office 2003 and bundled with
Office Outlook 2003 11 November 20, 2003
Exchange Server 2003

Included in Office 2007, except Office Home

Office Outlook 2007 12 January 27, 2007
and Student edition
Included in Office 2010 Home and Business,
Office Outlook 2010 14 July 15, 2010
Standard, Professional and Professional Plus

Included in Office 2013, except Home &

Office Outlook 2013 15 January 29, 2013
Student edition

Office Outlook 2016 16 September 22, 2015 Included in Office 365

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Emailing Protocols

• Basically, a protocol is about a standard method used at each

end of a communication channel, in order to properly
transmit information.
• In order to deal with your email you must use a mail client to
access a mail server.
• The mail client and mail server can exchange information with
each other using a variety of protocols.

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Post Office Protocol version 3 (POP3)

• Post Office Protocol version 3 (POP3) is a standard mail protocol used to

receive emails from a remote server to a local email client.
• POP3 allows you to download email messages on your local computer and
read them even when you are offline.
• Note, that when you use POP3 to connect to your email account,
messages are downloaded locally and removed from the servers. This
means that if you access your account from multiple locations that may
not be the best option for you.
• On the other hand, if you use POP3, your messages are stored on your
local computer, which reduces the space your email account uses on
your mail server.
• By default, the POP3 protocol works on two ports:
• Port 110 - This is the default POP3 non-encrypted port
• Port 995 - This is the port you need to use if you want to connect using
POP3 securely

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Internet Message Access Protocol (IMAP)

• The Internet Message Access Protocol (IMAP) is a mail protocol used for
accessing email on a remote mail server from a local client.
• IMAP and POP3 are the two most commonly used Internet mail protocols
for retrieving emails. Both protocols are supported by all modern email
clients and mail servers.
• While the POP3 protocol assumes that your email is being accessed only
from one application, IMAP allows simultaneous access by multiple
clients. This is why IMAP is more suitable for you if you’re going to access
your email from different locations or if your messages are managed by
multiple users.
• By default, the IMAP protocol works on two ports:
• Port 143 - This is the default IMAP non-encrypted port
• Port 993 - This is the port you need to use if you want to connect using
IMAP securely

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Simple Mail Transfer Protocol (SMTP)

• The SMTP (Simple Mail Transfer Protocol) protocol is used by the Mail
Transfer Agent (MTA) to deliver your Email to the recipient’s mail server.
• The SMTP protocol can only be used to send emails, not to receive
them.
• By default, the SMTP protocol works on three ports:
• Port 25 - This is the default SMTP non-encrypted port
• Port 2525 - This port is opened on all SiteGround servers in case port 25 is
filtered (by your ISP for example) and you want to send non-encrypted
emails with SMTP
• Port 465 - This is the port used, if you want to send messages using SMTP
securely

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Outlook Data Files

• There are two types of Outlook Data Files used by Outlook. An Outlook Data File
(.pst) is used for most accounts. If you are using a Microsoft Exchange account,
your items are usually delivered to and saved on the mail server. To allow you to
work with your messages even when you can’t connect to the mail server, a
second type of data file that is named an offline Outlook Data File (.ost) is kept on
your computer.
• Outlook stores each user’s folders, messages, forms, and files in a special file
known as a Personal Folder file. You can save, copy, and even move a Personal
Folder (.pst) file, although you shouldn’t move it unless you have a specific reason
for doing so and know what you’re doing. Use Windows Search to find the file
quickly using the search string *.pst. Usually, this file is on the local drive.
However, if you’re on Microsoft Exchange Server, you might not have access to it.
In that case, you’ll need to talk with your administrator.
• In Outlook 2003 and Outlook 2007, the maximum size of a pst-file has indeed been
limited to 20GB. In Outlook 2010, 2013 and 2016, this limit has been set to 50GB.

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Archive Email

• All your emails in Outlook are stored in a special file called Outlook
• Data file with the extension .PST. When you archive your emails, they are
not copied but moved to a separate, compressed .pst file (normally called
archive.pst). By using the archiving feature in Outlook 2013, you are not
only archiving your emails but nearly all other items such as your calendar
and task data.
• There are two main approaches in archiving data in Outlook 2013. You can
configure it to archive your emails automatically using the AutoArchive
feature, or if you want more flexibility like, for example, choosing which
folder exactly to archive, you can do it manually. You may choose to use
either or both methods to archive your emails.
• When you archive your email into another .pst file, all the email you
choose to archive is moved into the archive file and is no longer available
in the main .pst file.

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Outlook Repair tool

• Scanpst.exe is an inbox tool used to diagnose and identify problematic PST

files. It specifies the error location to the computer, so that it does not
search through the entire mailbox. Instead, it looks only at the personal
folder files to determine whether data has been corrupted or if other
errors require repair.
• The scanpst.exe program assesses the state of the file structure. If it is no
longer organized in its appropriate structure, the Outlook inbox repair tool
will reconstruct the appropriate headers after correcting the error with a
reset.

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