Office of Information Technology

Accessing Your AU E-mail using Outlook 2003

Faculty and Staff Instructions



Microsoft Outlook 2003 is an e-mail client, calendar, task list, and contact manager that you can use to connect to your AU e-mail. Outlook is primarily designed to connect to Microsoft Exchange servers in corporate environments, so unfortunately it is a bit cumbersome for standard Internet mail. If you are already familiar with Outlook, you may want to use it as your mail client. Otherwise, we recommend the free Mozilla Thunderbird e-mail client which is easier to configure and has more features that are relevant to the type of mail protocol used at AU.

 

Gathering the Required Configuration Information

Before you configure Outlook 2003, you will need to know the name of your AU e-mail server.

  1. Log into the my.american.edu Web portal. 
  2. Click the TECHNOLOGY link and select the MY CONTEXT AND INCOMING MAIL SERVER link. 
  3. Please write down your incoming mail server, since it will be one of AU's seven mail servers.
  4. You may need to contact the Help Desk to determine if your mail is on a mail server that allows IMAP connections.

 

Configuring Outlook 2003

The first time you launch Outlook 2003 you will be greeted with the Startup Screen that will guide you through setting up your e-mail.

  1. From the Startup Screen, click NEXT to continue.
    • If you are prompted to upgrade from Outlook Express, select DO NOT UPGRADE and click NEXT. The next screen will ask you if you would like to configure an e-mail account. Select YES and click NEXT
    • If you are not automatically prompted to begin the process of adding your e-mail and Outlook simply opens to a Folder List, click on the TOOLS menu in Outlook and select E-MAIL SETTINGS. Then, select ADD A NEW E-MAIL ACCOUNT.
  2. The rest of the steps will be the same regardless of whether you started on the Outlook 2003 Startup Screen or started the process manually through the E-Mail Accounts screen.
    1. Select IMAP for the SERVER TYPE. Then, click NEXT. You will see the following screen:
      Screenshot
    2. Enter your NAME, and E-MAIL ADDRESS
    3. Enter your INCOMING MAIL SERVER that you wrote down from the portal. 
    4. Enter mailout.american.edu for your OUTGOING MAIL SERVER (SMTP)
    5. Enter your USER NAME and PASSWORD
    6. Click the MORE SETTINGS button in the bottom right. 
    7. Click the OUTGOING SERVER tab and check the box for MY OUTGOING SERVER (SMTP) REQUIRES AUTHENTICATION
    8. Select LOG ON USING. Then, enter your USER NAME and PASSWORD again. 
    9. Click the ADVANCED tab. You will see the following screen:
      Screenshot
    10. Check the box to select THIS SERVER REQUIRES AN ENCRYPTED CONNECTION (SSL) for the INCOMING SERVER (IMAP)
    11. Change the port number to 993
    12. Check the box to select THIS SERVER REQUIRES AN ENCRYPTED CONNECTION (SSL) for the OUTGOING SERVER (SMTP)
    13. Change the port number to 465
    14. Click OK
    15. Then, click NEXT, and FINISH
    16. Close the E-mail Accounts Window, if it is still open. 
    17. Enter your PASSWORD, if prompted. Also, allow Outlook to download new folders, if prompted. 
    18. Right-click on the INBOX from the folder list for your new AU mail server and select IMAP FOLDERS
    19. Click the QUERY button. Highlight the folders you want to display in Outlook and click SUBSCRIBE
    20. Remove the check from the box that says, WHEN DISPLAYING HIERARCHY IN OUTLOOK, SHOW ONLY SUBSCRIBED FOLDERS
    21. Click OK.

     

    Tips

    1. If are not able to log into your AU e-mail, log in to my.american.edu, click on the TECHNOLOGY link, and then click SYNCHRONIZE MY PASSWORDS. Wait ten minutes and your problem should be resolved.
    2. If you still experience login problems, try changing the short version of your user name to your complete name with a space between the First and Last names. For example, if someone with the user name smith tries to login to IMAP, the server will see several people with the last name of Smith and it will not know who to select. If Smith logs in with the full name John Smith, the server will find only a single match.