Tag Archives: Email

Outlook 2011 For Mac – Auto Archiving Mail – KB10392215


Outlook 2011 For Mac – Auto Archiving Mail

This article explains how to create a rule to automatically archive email in Outlook 2011 for Mac.

Archiving in Outlook 2011 for Mac is achieved using rules to automatically copy over messages older than a set number of days into a local folder. These steps demonstrate how to automatically move mail out of your Exchange mailbox, and place it on your local computer’s hard drive. Please keep in mind archived messages will not be viewable through Outlook Web App (OWA) because they are no longer stored on the Exchange server. Once this mail is moved out of the Exchange mailbox system, you will be the only one who has a copy.

Viewing Local Folders

Ensure you can see the On My Computer folder in Outlook 2011.

      1. In Outlook 2011, click on the Outlook menu at the top of your screen, choose Preferences, thenGeneral.
      2. Uncheck the box that says Hide On My Computer folders.
      3. Close the General Preferences window.

Creating Local Folder to hold Archived Mail

      1. Right-click (or ctrl-click) the On My Computer heading (probably at the bottom of your folder list) and choose New Folder.
      2. Give your folder a name such as Archived Mail.

Creating Archiving Rule

      1. Go to Tools > Rules.
      2. With Exchange selected from the On My Computer section, click the + near the bottom of the window to create a new rule.
      3. Name the rule from “untitled” to something meaningful like “180 Day, Auto Archive.”
      4. In the section called When a new message arrives: define the criterion as “Date Received” + “is Greater than or equal to” + “180” … days old to apply to messages older than 180 days (for a 6-month archive rule).
      5. In the section called Do the Following: define the action as “Move message” + “Archived Mail (On My Computer)”
        Note: If you do not see the folder you wish to archive to, you will need to click on the drop-down arrow next to “Move Message” and select Choose Folder… then search for the archive folder. Under the folder name, the location “On My Computer” should be displayed.
      6. Click the checkbox for Enabled.
      7. Click OK.
      8. Close the Rules window.

Running the Archiving Rule

    1. To apply it to all mail in your inbox that is already six months or older, highlight the proper inbox, then select Message > Rules > 180 Day, Auto Archive. The first time this rule is run, it can take several minutes.
      Note: If you have arranged your inbox folder into sub-folders, you will need to run this rule on each folder individually.

Viewing the Archives

To access your archived mail, click on the folder you designated under the On My Computer section.

WordPress WP-EMAIL-SMTP plugin setting for Office 365 – KB10392186


To get a WordPress website to be able to email through Office 365 use the WP-EMAIL-SMTP plugin and use the following settings.

SMTP Host: smtp.office365.com
Type of Encryption: TLS
SMTP Port: 587
Use Authentication: YES

Username: (the email address you are sending from)
Password: email accounts password

Link to the plugin: wp-mail-smtp

Outlook 2010 / 2013 AutoArchive KB10392154

~ Please note these setting are identical in 2010 and 2013 ~

Step 1: Click on the File tab and click on Options


Step 2: Click on Advanced then the AutoArchive Settings button in Outlook Options window.



Step 3: Now configure AutoArchive feature in AutoArchive window.

  1. Check the option of Run AutoArchive every x days;
  2. It’s optional to click the Browse button behind the Move old items to: box, and specify a new destination folder for older items.
  3. Click the button of Apply these settings to all folders now.

Note: If you select the Permanently delete old items option, mails will not be archived.


Step 4: Click all OK buttons to finish the configuring.


~ done ~

Outlook 2007 Auto Archiving – KB10392143


Open Outlook and click on Tools Options



Now click on the Other tab and click the AutoArchive button.


This opens up a whole menu of options and settings to pick from:


you can choose how often AutoArchive runs in X days. Also confirm how old the archived emails should be under During AutoArchive

Once its all configured Make sure to click the Apply these settings to all folders now button

Once you are done go to File then Archive



Click the Mailbox and then Ok



after you hit Ok the above window will go away

Look down into the bottom corner of Outlook and you will see this Archiving animation 



Once the Archiving animation disappears you are done

Outlook 2007 IMAP / POP3 setup KB10392121

Step 1

On your computer, click the Start Menu and select Control Panel.

Step 2

If using Windows XP, double-click the Mail icon.



Double-click the Mail icon

If using Windows Vista, Windows 7 or above, type Mail into the search box at the top-right of the Control Panel window to quickly find the Mail icon. Then, double-click it.


Search for Mail and double-click the icon

Step 3

Click the E-mail Accounts button.


Click E-mail Accounts


Step 4

Under the E-mail tab, click the New button to add your 1&1 e-mail account.


Click New from the E-mail tab

Step 5

Check the box for Manually configure server settings or additional server types and then click the Next button.


Select ‘Manually configure…’ -> Next

Step 6

Select the Internet E-mail type of account and then click the Next button.


Internet E-mail -> Next

Step 7

Select IMAP from the Account Type drop-down box.  For POP3 select that instead


Select IMAP or POP3 depending on the setup

Step 8

Enter Your Name. This is the name that will appear when others receive your e-mail.

  • Enter Your Name. This is the name that will appear when others receive your e-mail. (A)
  • Enter your 1&1 e-mail address.
  • Make sure that IMAPis selected from the Account Type drop-down box. (B)
  • Enter 1and1.comas the Incoming mail server.
  • Enter 1and1.comas the Outgoing mail server (SMTP).
  • Enter your full 1&1 e-mail addressas the User Name. (C)
  • Enter the e-mail account’s Password.
  • Check the box for Remember passwordif you do not want to enter your password every time you check or send mail from this account.
  • Click the More Settings


Enter the information and click More Settings

Step 9

Select the Outgoing Server tab from the top of the new window that opens.


Select Outgoing Server

Step 10

Check the box for My outgoing server (SMTP) requires authentication and ensure that Use same settings as my incoming mail server is selected.

Next, click the Advanced tab at the top of the window.


Check the boxes and click Advanced

Step 11

Enter port 993 / 143 as the Incoming server (IMAP) port and ensure that SSL is chosen from the drop-down box.

POP3 will use 995 / 110 as the Incoming server port and ensure that SSL is chosen from the drop-down box.

Use the following type of encrypted connection drop-down box.


For the Incoming server, enter the 993 for the port number and select SSL

Step 12

Choose TLS from the drop-down box next to Use the following type of encrypted connection and enter 587 as the Outgoing server (SMTP) port.

Click the OK button to save your settings.


For the Outgoing server, enter 587 for the port number, select TLS, and click OK

Step 13

Now you can click the Test Account Settings button to verify that the e-mail account can send and receive mail.


Click Test Account Settings

Step 14

If the part of the test fails, go through the previous steps and double-check all of your settings in Outlook. If the test is successful, click the Close button.


Click Close

Step 15

Click the Next button.

Click Next

Step 16

Click the Finish button.

Click Finish

You may now launch Outlook 2007 and begin writing and checking your mail!


Removing Phone from Exchange / Trust Relationship – KB10391463


Description of Work
How to disable a Phone in Office 365 or Exchange 2007 / 2010 when you are disabling a user from accessing their company email

– Option to preform a remote wipe of the Exchange data on the phone

Steps to remove the trust Relationship that Exchange created with the phone

Estimated Time to Complete
Half Hour

Requirements before beginning Service Work
Which user account to disable phone on, Approval from Main contact, Access to Domain Controller


Exchange 2013 or Office 365

Logged into the admin account for the company

locate the user in Exchange management that the changes need to be made on

then Double click to open the properties windows noted below

Next select the “Edit Exchange Properties option


On this screen select the

– Disable Exchange ActiveSync

– Disable OWA for Devices

Select the “View Details” Option


This screen will allow you to

– Remove trust relationships from phones

– preform a remote wipe of the device ” Clear all Exchange Information on the phone ”

when on this screen

– first wipe and devices that need to be clear of exchange data “only if customer requests remote wipe of device

– then remove all devices from the mobile devices list

Exchange 2007 / 2010

open the Exchange Management console on the server hosting exchange

select the user and right click on the name

in the drop down menu select “Manage Mobile User”

– if this option is not in the list the user has never paired a mobile device to the account and you can disregard the information

If the option is listed select the item


From this screen you can wipe a device

– select the device a from the list at the top

– select ‘Preform a remote wipe to clear the mobile phone data” – Only if the Company requests this to be done on the phone

select remove

– to remove partnership from the Exchange to phone select the phone from the list and ” remove mobile phone partnership” then select the remove button

remove all device from the exchange list. this will prevent any phone from accessing the Exchange server

with Exchange 2007 and 2010 a restart of IIS is needed

open a admin command prompt

and run command ” iisreset /noforce ”

this will restart the IIS services on the server and finish the removal of the partnerships on the phone

After Mobile devices are Disabled see article on how to Disable user in AD





Force Global Address List Update Outlook 2007 /2010 /2013 KB10391443

Outlook 2007

  1. In the Tools menu, point to Send/Receive, and then click Download Address Book.
    Exchange 2007 Download Address Book
  2. In the Offline Address Book dialog box, make sure that the Download changes since last Send/Receive check box is checked then click OK.
    Exchange 2007 Offline Address Book
  3. Your Outlook Global Address book is now up-to-date.

Outlook 2010

1. Close Outlook and Re-Open it
2. Select the Send and Receive tab
3. Locate Send/Receive Groups
4. And finally click the Download Address Book to download latest copy
Download Address Book
Try deleting the user’s oab files then have the user re-download the Address Book.
1. Go to C:UsersusernameAppDataLocalMicrosoftOutlook
2. Delete all files with .oab
3. Now follow the steps in “FORCE OUTLOOK TO UPDATE THE OFFLINE ADDRESS BOOK” to download the address book again
Download Address Book


Outlook 2013

  1. Select the Send/Receive tab in the upper left corner of Outlook.
  2. Click on the Send/Receive Groups drop down menu, then Download Address Book…

    Download Address Book

  3. The Offline Address Book window will appear. Make sure the following options are selected:
    • De-check the Download changes since last Send/Receive option
    • Make sure the Global Address List is selected from the Choose address book drop down menu

    Offline Address Book settings

    Click the OK button at the bottom.

  4. The most recent version of the Global Address List will be downloaded from the CUMC IT Exchange server. You may see a status window indicating the download’s progress, it will automatically disappear when completed.
  5. Close Outlook when the download has finished. Re-open Outlook and log in; the Global Address List should now contain the most recent information.

 KB10391443  pwillette 4/14/15

Force Update the Global Address List Exchange 2007 / 2010 KB10391439

1. Outlook Address List not showing newly created users or contacts
2. Users not receiving latest contacts in cached mode


1. Connect to your Exchange Server using RDP or any remote application
2. Now click on start and type Exchange Ma
3. And select Exchange Management Console from the list
Open EMC
1. Now Expand Microsoft Exchange > Microsoft Exchange On-Premises > Organization Configuration > Mailbox
Expand EMC2. Now Select the Offline Address Book tab
3. Locate your Default Offline Address book and Right Click on it then select Update. You can also click on the Update link located in the Action pane on the far right after highlighting the Default Global Address List.
Update GAL4. You will receive the following message, just select Yes
Update Warning

5. Now to force the update
6. Open a Admin Command Prompt
7. Type  net stop MSExchangeFDS
8. Type  net start MSExchangeFDS

Done after verification


Google Apps Distro List settings Location – KB10391213


Here we will show you how to access the distribution list settings in Google Apps. In a browser navigate to this link and input the admin creds


click ‘ Apps



on the next window click this



then ‘ Gmail ‘


on this window go click ‘ Email Addresses


on the top of this page hit the hyper link , ‘ Create and manage groups


on this page click the group name


here click ‘ Manage users in info


here we type in the users name and click ‘ Add ‘ 


to remove check the check box next to the users name and hit the ‘ Remove members ‘ button


Done !