| | Product Information Help and How-to Training Templates Related Products and Technologies Support and Feedback Technical Resources Additional Resources | Warning: You are viewing this page with an unsupported Web browser. This Web site works best with Microsoft Internet Explorer 6.0 or later, Firefox 1.5, or Netscape Navigator 8.0 or later. Learn more about supported browsers.
Work with personal mail at work
| Applies to |
|---|
| Microsoft Outlook® 2002 |
There may be times when you want to read or send a message via your personal e-mail account while at your work location. Outlook gives you that ability by allowing you to combine multiple e-mail accounts in one view. But, if you want to keep separate Inboxes for each account, you can. For example, you might not want an e-mail message from your personal Internet service provider (ISP) account to be stored in the same Inbox as your work messages.
Outlook 2002 also introduces Send/Receive groups, which you can use to specify how frequently your e-mail servers are checked for new messages, how frequently outbound messages are sent, and how often folders are synchronized, among other functions.
 What are POP3, IMAP, SMTP, and HTTP servers?
When you set up an e-mail account, you'll notice that that the E-mail Accounts Wizard includes several types of e-mail servers, including POP3, IMAP, and SMTP. POP3 and IMAP are used to retrieve your e-mail, while SMTP is used to send e-mail.
- Post Office Protocol version 3 (POP3) allows Outlook to retrieve your e-mail from the server. When using POP3, Outlook can only access your server inbox and cannot read any other public or private folders. POP3 is not intended to provide full manipulation of e-mail on the server. Although messages can be flagged and left on the server, e-mail is usually only downloaded and then deleted from the server. POP3 itself does not handle sending e-mail; this functionality is handled by the SMTP protocol.
- Internet Mail Access Protocol (IMAP) allows a client to access messages in private and public folders on a server. Outlook users can access e-mail in their Microsoft Exchange Server mailbox or ISP server, if supported, without downloading entire items, including any attachments. Outlook can retrieve specific messages or portions of a message, such as an attachment. IMAP does not send e-mail; this functionality is handled by Simple Mail Transfer Protocol (SMTP).
- Simple Mail Transfer Protocol (SMTP) is the Internet standard for transporting and delivering electronic messages. SMTP has become the defacto standard for sending e-mail over the Internet.
- Hypertext Transfer Protocol (HTTP) has been in use on the Web since 1990 and is commonly associated with Web pages. Some ISPs and Internet e-mail services, such as Hotmail, provide access to your e-mail account to retrieve and send messages from anywhere that you have access to a Web browser. Outlook support for MSN and Hotmail HTTP accounts provides many of the benefits of an IMAP e-mail account, including downloading headers only and e-mail management on the server.
Receive e-mail at work from your personal ISP account
Most personal e-mail accounts are with ISPs that use e-mail servers that have the POP3, IMAP, and SMTP protocols. (Services such as MSN, Hotmail, and AOL, however, are HTTP-based services. If you are using one of these providers, please consult the ISP for further assistance.)
- On the Tools menu, click E-mail Accounts, and then follow instructions on your screen to set up your account. You should be able to connect and retrieve your messages just as you do at home.
If you want to be able to retrieve your messages both at home and at work, you must set up Outlook to leave a copy of your messages on the e-mail server when you're at work.
- On the POP3 page of the E-mail Accounts Wizard, click More Settings, and then click the Advanced tab. Select the Leave a copy of messages on the server check box.
Send e-mail at work from your personal ISP account
Sending e-mail via your personal ISP while at work is a bit more complicated because of e-mail server security designed to help prevent unauthorized access.
Depending on your situation, there are three possible ways to send your e-mail from work via your personal ISP.
Use your work SMTP server to send all e-mail
Set up your personal ISP account to receive e-mail by connecting to the incoming e-mail server (POP3 or IMAP) as usual, but for the outgoing e-mail server (SMTP), insert your work location's SMTP server information. Note that you can modify the reply-to field so that the message will appear to the recipient's e-mail program as if it originated from your home account. The reply-to field is the e-mail address the response will be sent to if the recipient clicks Reply. You can modify the reply-to field by clicking More Settings when creating or viewing an e-mail account in Outlook.
If the recipient views the source or e-mail header information, they are able to tell the true source the message was sent from. Also, for security reasons, some companies and ISPs restrict their SMTP servers from sending messages with reply-to domain names other than that of the e-mail server. In this case, you will not be able to alter the reply-to field so that you can use the SMTP server.
Use a dial-up connection to connect to your personal ISP SMTP server
Set up your personal ISP account to receive (POP3 and IMAP) and send (SMTP) e-mail normally. Each time you want to send messages via this ISP, establish a dial-up connection to the ISP.
This option is not possible in most work environments due to the business telephone systems or due to lack of a modem.
Use your work network to connect to your personal ISP SMTP server
Set up your personal ISP account to receive (POP3 and IMAP) and send (SMTP) e-mail normally. Each time you want to send messages via this ISP, connect to the ISP e-mail server via your work location's network.
This option requires that your personal ISP allow some level of e-mail relaying.
What is mail relaying?
Mail relaying is the practice of using an SMTP server that's not within your own network to deliver your message to an e-mail server in yet another network, different from the network of the e-mail server you're using. Most ISPs block mail relaying, because it's most commonly used by senders of bulk unsolicited commercial e-mail (UCE) to employ another organization's e-mail server to send UCE. The advantages to a junk e-mail sender of doing this are: It can avoid violating service agreements with its own ISP, and it shifts the burden of sending the e-mail to another organization's resources.
Your ISP is able to tell you what options are available to you. These options could include:
- Require POP3 authentication first before sending (SMTP) e-mail. When you access your e-mail via a POP3 server at the ISP, the IP address you are using is granted permission to also send e-mail via the SMTP e-mail server. This feature is enabled in Outlook by clicking More Settings when creating or viewing an e-mail account, and then clicking the Outgoing Server tab. Make sure Log on to incoming mail server before sending mail is selected.
- Require a password for accessing an SMTP server. This feature is enabled in Outlook by clicking More Settings when creating or viewing an e-mail account, and then clicking the Outgoing Server tab. Make sure My outgoing server (SMTP) requires authentication is selected and that you provide user name and password.
- Allow mail relay from specified IP addresses or domains. For example, your personal ISP may configure their e-mail server to accept e-mail coming from your work location IP address. Your ISP can tell you if this option is available.
Use folders and rules to separate multiple accounts Inboxes
By default, Outlook places all new e-mail in the Inbox folder. You can even add a column to the view (Account) that will display which account the e-mail was retrieved from. However, if you'd like to keep e-mail from each account separate, folders and filters will achieve this.
In the Folder List, under Inbox, create a new folder with an underscore at the beginning, such as "_Inbox-Personal Mail" . The underscore will keep the new Inbox right below the main Inbox. You can create one of these custom Inboxes for each account.
Now you need to create filter rules so that when Outlook checks for new e-mail, the messages will automatically be sent to the correct folder.
- On the standard toolbar, click Organize.
-
- Click Rules Wizard, and then click New.
- Click Start from a blank rule, click Check messages when they arrive, and then click Next.
- Select the through the specified account check box, and then in the box below, click the underlined word, specified.
- Click the name of the secondary e-mail account, click OK, and then click Next.
- Select the move it to the specified folder check box, and then in the box below, click on the underlined word, specified.
- In the list, click the secondary Inbox folder, click OK, and then click Next twice.
- In the Please specify a name for this rule box, type any description you want, and then click Finish.
|
United States
Email this link
Printer-Friendly Version
Share
Hide All
