Microsoft Outlook settings with the university E-mail

Introduction:

This guide is intended to identify the user with the appropriate settings for the Outlook 2007 is running on the new postal system of the University of KAU.

Beneficiaries:

This guide is intended for all Researches in King Abdul Aziz University of academics and employees subject to the availability of e-mail to the user on the scope of the university, if you do not get an email prior coordination with the customer service at the Deanship of Information Technology to create a new mail.

Requirements:

To take advantage of this service must provide the following:

The user should consider the following points when starting the settings:

• After the unification of user names and passwords for all the services of Virtual University has become imperative for the beneficiaries of the mail service when you enter the page University Web use Job number consisting of eight digits (Example: 00,011,207) in addition to the same password consolidated to be able to surf the mail
• The user in mind that despite the standardization of user names and passwords to the postal address of the employees of the university still is a short name for the employee, for example, (username@kau.edu.sa) which is used in the transceiver operations.
• Microsoft Outlook or any other program that serves the mail does not deal only with the mailing address for the user, regardless of the common user name within the university network.
• When you modify the PIN should be consolidated on the employee access to e-mail from the university page (Web) for once at least use ALL new password in order to access data is updated on new servers, mail service provider.
• When any amendment to the password the user should update data in Outlook so that the program can connect to your mail servers.
• Notice:To help keep your google account secure, we recommend that you keep "Allow less secure applications" disabled only In some cases, when login the mail account from any application is blocked, ex: Outlook, You need to enable the "allow less applications" feature, by following these steps:
  • Log in to google account.
  • Then go to " Manage my account", then "Security".
  • Then go to "the applications that can access the account".
  • Turn on "Allow less secure apps".

Sitting are explained in three parts so the user at the beginning learn how to access e-mail from a Web page, then activate the POP protocol or IMAP end adjust the settings on the Outlook .

Access to the mail from the web page:

After moving to the page devoted to re-enter the university site the user using a user name and password for the network name so that it is made up of eight digits.

Activating the protocol POP or IMAP:

1. Go to (Settings):



2. From settings page click on (Forwarding and access via POP / IMAP).
3. If you want to use POP with Outlook software to download the new and previous messages, press the option (Enable POP for all mail until the messages that have already downloaded).
4. If you want to use POP with Outlook software to download new messages only, press the option (Enable POP for mail that arrives from now on).
5. If you want to use IMAP with Microsoft Outlook to download messages, press the option (to enable access via IMAP).

Adjust the settings for Outlook :

After confirming the validity of the Kau-email account and activate the protocol POP or IMAP and the availability of Microsoft Outlook ,both protocol being set to be used to download mail with a slight technical differences. This will be detailed in the following:

1. Open the Outlook program on your computer, then choose Account Settings from the list to setup account settings to download mail.
2. A settings window will be shown, press the button (new) to create a new postal account settings.



In newer version of outlook



3. A new window will appear to add a new account, then check the box (configure server settings or additional server types manually) from the window of the new account, then press (Next).
4. Window will appear with the settings can be packaged in two ways, according to the protocol used either POP or IMAP methods will be explained separately.

i. POP settings :

1. Enter in Name field: the user name (ex: Professor. / Name of the person shown).
2. Register your e-mail in E-mail address field (ex: username@kau.edu.sa).
3. Choose Account Type: POP3 .
4. Incoming mail server: type server address for service provider POP3 protocol, namely (pop.gmail.com).
5. Outgoing mail server (SMTP): type server address for service provider SMTP protocol namely (smtp.gmail.com).
6. The user name: the user to re-register the e-mail address in this box to enable Microsoft Outlook to access the source to download mail messages (example: username@kau.edu.sa).
7. The password field: the user password registration statements within the scope of the university.
8. After the completion of all fields, go to additional settings by clicking the button (more settings).
9. In additional settings window, move to the branching point (outgoing mail server).
10. Check the box SMTP mail server and then choose the first item in the group (Use same settings as my incoming mail server).
11. Port number of POP3 for incoming mail server is (995).
12. Choose server encrypted connection (SSL) for incoming mail server.
13. Port number of SMTP for outgoing mail server is (587) for newer version of outlook (465).
14. Choose server encrypted connection (TLS) for outgoing mail server. also choose "Leave a copy of messages on server" so that it can browse messages from the Web.
15. After the completion of all the additional settings the user presses the button (OK).
16. After returning to the main settings window the user can test the settings by clicking on the (Test Account Settings).
17. If the test is successful, the user settings by clicking on the OK button, in the case of the lack of success For User Review the settings or read alerts in the directory.

In newer version of outlook

ii. IMAP settings:

1. Enter in Name field: the user name (ex: Professor. / Name of the person shown).
2. Register your e-mail in E-mail address field (ex: username@kau.edu.sa).
3. Choose Account Type: IMAP.
4. Incoming mail server: type server address for service provider IMAP protocol, namely (imap.gmail.com).
5. Outgoing mail server (SMTP): type server address for service provider SMTP protocol namely (smtp.gmail.com).
6. The user name: the user to re-register the e-mail address in this box to enable Microsoft Outlook to access the source to download mail messages (example: username@kau.edu.sa).
7. The password field: the user password registration statements within the scope of the university.
8. After the completion of all fields, go to additional settings by clicking the button (more settings).
9. In additional settings window, move to the branching point (outgoing mail server).
10. Check the box SMTP mail server and then choose the first item in the group (Use same settings as my incoming mail server).
11. Port number of IMAP for incoming mail server is (993).
12. Choose server encrypted connection (SSL) for incoming mail server.
13. Port number of SMTP for outgoing mail server is (587) for newer version of outlook (465).
14. Choose server encrypted connection (TLS) for outgoing mail server. also choose "Leave a copy of messages on server" so that it can browse messages from the Web.
15. After the completion of all the additional settings the user presses the button (OK).
16. After returning to the main settings window the user can test the settings by clicking on the (Test Account Settings).

In newer version of outlook

Application Password:

If you use the 2-step verification feature ,and error message "Incorrect password" is displayed when logging into Outlook, you can try to use an "application password" which allows you to log into your Google account from applications on devices that do not support two steps verification, if the application does not provide the "sign in with Google account" feature,notice that in most cases, the "application password" is entered only once per application or device, so there is no need to remember it.

1. Click on (Manage your Google Account).
2. Choose from the list (Security).
3. Then go to App Passwords. At the bottom of the page, click (Choose an application) and choose the application that is used, then click (Choose a device) and choose the device that is used, then press (Create).
4. Follow the instructions to enter "App Password". It is a 16-character passcode in the yellow bar on your device.

For any questions, please send it to the management of applications of university portal e-mail address, below:

help@kau.edu.sa