Configuring and Using Outlook 2003


Setting up Outlook 2003 to Access a Whitman E-mail Account

This documentation page is for Microsoft Outlook 2003 running under Windows XP.

This documentation covers setting up Outlook 2003 to access a Whitman E-mail account and configuring necessary and optional settings.   


Adding an Account and Configuring Incoming Mail Settings

Follow the steps below to configure Microsoft Outlook 2003 to access your Whitman E-mail account using the IMAP protocol.

  • Open Outlook 2003
  • If you have never opened Outlook 2003 and the E-mail accounts wizard starts automatically, skip to the step below the picture
  • If you have opened Outlook 2003 before and the connection wizard does not start automatically, continue with the next step
  • Select the Tools menuand then select E-mail Accounts


Your screen should now look like this:

Your screen should look like this after you have opened the E-mail accounts wizard
  • Under the E-mail heading, make sure Add a new e-mail account is selected, then click Next
  • Select IMAP for the server type, then click Next
  • Fill in your E-mail settings:

User information:

  • Your Name: >>> fill in the name you wish to appear on outgoing E-mail (i.e. John Doe)
  • E-mail Address: >> enter your full Whitman email address (i.e.

Logon Information:

  • User name: >>> this is your Whitman email address without the (i.e. your Whitman username)
  • Password: >>> this is your Whitman E-mail password.  Keep in mind that Whitman passwords are case-sensitive. If you wish for Outlook to remember your password, check the Remember password box.  Leaving this box unchecked is more secure, but it means that you will be prompted for your password every time you open Outlook.

Server Information:

  • Incoming mail server (IMAP): >>> for
    Faculty and staff
    Staff using Zimbra enter
    Students please visit WhitMail's IMAP support page for more information
  • Outgoing mail server (SMTP): >>> enter

Your screen should now look like something like this:



Configuring Outgoing E-Mail Settings  

  • Click on the More Settings button and then click on the Outgoing Server tab
  • Check the box that says My outgoing server (SMPT) requires authentication
  • Make sure that Use same settings as my incoming mail server is selected


Your screen should now look like this:

Configure outgoing server settings


Configuring Secure IMAP 

  • Next, click on the Advanced tab
  • Check the box This server requires an encrypted connection (SSL).   Make sure that the three numbers in the Incoming Server (IMAP) port box are set to 993.  This should happen automatically when you check the encryption required.
  • Check the box  This server requires an encrypted connection (SSL) then change the numbers for the Outgoing server (SMTP) port to 2525
  • Click the OK button and when you get back to the E-mail Settings screen, click Next and then click Finish


Setting Up the Online Directory (LDAP)

Setting up the online directory for Outlook 2003 makes it so you can search for contact information for people at Whitman College easily and conveniently.  Setting up the directory is not required for your Whitman E-mail account to work in Outlook 2003.  However, it makes looking up contact information much easier.

  • Go to Tools >>> E-mail Accounts make sure that Add a new directory or address book is selected and click Next
  • Make sure that Internet Directory Service (LDAP) is selected and click Next
  • Enter as the server name


Your screen should now look like this:


  • Click on the More Settings ... button
  • Click on the Search tab
  • Under Search Options, Enter ou=People, dc=whitman, dc=edu as the Search Base


Your screen should now look like this:

  • Click OK and when you get back to the Directory Service Settings page, click Next
  • Outlook may display a message letting you know that the settings you just changed will not take effect until you restart Outlook 2003.  If this message displays, click OK
  • Click Finish
  • Close Outlook 2003 and restart it

Using Outlook 2003

See basic usage instructions for Outlook 2003 for more information about using this software.


Configure Miscellaneous Options in Outlook 2003 (optional)

Save sent messages to the server...

Follow the steps below to configure Outlook to save any messages you send in the "sent-mail" folder on the Whitman mail server.  This is useful because then if you log into WebMail, messages you have sent with Outlook will appear in your WebMail sent mail folder.   

  • Go to Tools >>> Rules and Alerts
  • Click New Rule
  • Select Start from a blank rule, select Check messages after sending, and click Next
  • Check the Through the specified account box.  In the bottom half of the window, click on the underlined link that says specified.  Select your Whitman E-mail account and click OK
  • Click Next
  • Check the Move a copy to the specified folder box.  In the bottom half of the window, click on the underlined specified link that just appeared.
  • Navigate to the sent-mail folder under your Whitman E-mail account.  Make sure that you do not select the sent folder under "Personal Folders".  Once you have selected the sent-mail folder, click OK
  • Click Next
  • Click Next again
  • You can give this new rule a name such as "whitman sent mail" or any name that will help you remember what this rule does
  • Click Finish
  • When you are back to the Rules and Alerts wizard, Click OK

Add a Purge Deleted Messages button on the button bar...

  • Select the imap account Inbox to display the email in your inbox
  • Click on the Tools menu, select Customize , select the Commands tab
  • In the Categories: box, click on Tools
  • In the Commands: box, scroll down to Empty Deleted items
  • Drag Empty Deleted items up to the toolbar next to Send/Receive
  • Now right-click on Empty Deleted items on the toolbar, then hold the cursor over Change Button Image and click on the trashcan icon
  • click Close in the Customize window if it doesn't automatically close.


E-Mail Troubleshooting


Folders Are Not Appearing

If you are sure that you have some folders on the Whitman mail server that are not showing up in the folder list under Outlook 2003, follow the steps below to confirm that Outlook is showing all your folders.

  • Select your Inbox folder
  • Click Tools and then IMAP Folders
  • Click the Query button - this should result in a list of folders (this may take a few seconds)
  • Select all folders displayed in the results window
    • Click the first item in the list to select it
    • Scroll to the bottom of the list
    • While holding down the Shift key, click the last folder listed
  • Click the Unsubscribe button
  • Uncheck the When displaying hierarchy in Outlook, show only subscribed folders checkbox
  • Click OK
  • Restart Outlook 

Was this guide helpful?

Check all that apply

Additional Comments:

Contact Info (Optional)

If you would like us to contact you, please include your contact details below.
Name: Email or phone number: