How to Configure Microsoft Outlook 2007 to work with your Colony One Account via IMAP advanced

IMAP (Internet Message Access Protocol). The purpose of IMAP is to allow a client to have server-based email management. With IMAP, a client does not need to download and store its own messages. All messages can be manipulated and stored on the server.

Note: The instructions below are specific to Outlook 2007, but in other versions of Outlook, they should be somewhat similar.


1) Open up Outlook and navigate to Tools > Account Settings from the menus above.



2) Under the Email tab, click New.



3) Select Email Service listing IMAP and click on Next to continue.



4) Click the check box labeled Manually configure server settings or additional sever types and click on Next to continue.



5) Click Internet E-mail as a Service and click on Next to continue.



6) Fill out the account information accordingly (see screen shot below) and click on "Next" to continue

* Your Name: Type your Full First and Last Name
* E-mail Address: User@Domain.Com should be replaced with your actual e-mail address
* Account Type: Choose, "IMAP"
* Incoming Mail Server: Type, "mail.colony1.net"
* Outgoing mail server (SMTP): This should be replaced with your Internet Service Provider's (ISP) outgoing mail server address. You can obtain this information from your ISP directly. Note: The "Log on using Secure Password Authentication (SPA)" box should NOT be checked.
* User Name: User@Domain.Com should be replaced with your actual e-mail address.
* Password: Enter the password for this e-mail account. Also check Rember Password.
Note: The "Log on using Secure Password Authentication (SPA)" box should NOT be checked.



7) Click on the "Finish" button to complete the setup

Important IMAP Tips

--Subscribe (Sync) Folders in IMAP
Folders can be set to Subscribed (Sync) so all messages and sub-folder within them will be downloaded automatically.
On the Tools menu, click IMAP Folders.
Click Query.
In the Folders box, click the folder you want to subscribe to. To select multiple folders, hold down CTRL while clicking folder names.
Click Subscribe.

--Download headers and/or all items in an IMAP folder
By default IMAP will only download Message Headers. You can download the entire Message content including attachments so everything is available in Outlook even when offline.
On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click Define Send/Receive Groups.
Click a group that contains your IMAP account, and then click Edit.
Under Accounts, click your IMAP account.
In the list, select the check box for each folder you want to include when checking e-mail, and then select Download complete item including attachments.

--Purge Deleted items in IMAP
When you delete email in Outlook on an IMAP folder it puts the line through the message, but doesn't remove it from the server. This may result in mailbox going over the allocated size quota.
 The messages can be permanently deleted by going to Edit > Purge Deleted Messages
A button can be added to do that as well:
1. Go to View > Toolbars > Customize
2. Choose Commands tab
3. Select Purge Deleted Messages and drag-and-drop it to your toolbar:

--Hide Deleted items in IMAP
Messages can also be hidden when deleted.  This will help hide the messages once deleted and allow your view in Outlook to automatically move to the next message. Remember you will still have to Purge your deleted items as mentioned below in order to remove them from the server.
To hide the deleted messages, go to: View > Current View > Hide Deleted Items.