Setting up IMAP for Outlook 2007 and 2010 Overview

The purpose of this guide is to providing instructions on setting up IMAP in Outlook.

Outlook email accounts can be linked to XPLAN via IMAP, allowing users to copy files from Windows Explorer and emails from Outlook into the Document Library.

Setup IMAP in Outlook

1. Open Outlook
   
2. Select the File tab
   
   
   
   
3. Click Add Account
   
   
   
4. The Add New Account dialog box opens
   
   
   
   
5. Select Manually configure server settings or additional server types, then click Next.
6. Select POP or IMAP, then click Next.
   
   
   
   
7. Enter the following information:
   
   
   
   
   • Your Name
   • Email Address
   • Account Type - IMAP
   • Incoming mail server - wealthaxis.xplan.iress.com.au
   • Outgoing mail server (SMTP) - wealthaxis.xplan.iress.com.au
   • User Name - in the form of xplanusername@wealthaxis
     • Write-only: xplanusername@wealthaxis or xplanusername/writeonly@wealthaxis
     • Read and Write: xplanusername/full@wealthaxis
   • Password - your XPLAN password.
     
     

     Write-only Access Write-only access only allows you to upload new content to XPLAN, and you cannot access any existing Document Notes in the IMAP folder. When using Write-only access, the IMAP client folders will appear to be empty. Emails dragged onto the Inbox folder will be uploaded to your XPLAN server. If Automatically attach to entities that match email addresses is ticked in IMAPSystem Settings XPLAN will attempt to automatically add the email as a Note to clients based on email address.  Read and Write access  Read and Write access allows you to upload emails as per Write-only access, and also allows you view Document Notes for your clients in the IMAP folder.  Controlling your IMAP Access Access to Write-only IMAP is determined by the format of the user name to log into IMAP

8. Click More Settings. The Internet Email Settings dialog box opens.
9. On the General Tab you can set the name of the account. This is how the folder name will be displayed in Outlook. You can change this if you wish.
   
   
   
   
10. Active the Advanced tab, then select SSL for Use the following type of encrypted connection. Ensure that the Incoming server (IMAP): number has changed to 993.
    
    
    
    
11. Click Ok. The Internet Email Settings dialog box closes.
12. Untick the Test Account Settings by clicking the Next button checkbox. As you cannot send email via the XPLAN server this test will fail.
    
    
    
    
13. Click Next, then Finish

Set Outlook to not automatically check the IMAP connection

While running Outlook 2010:

1. At the top of the Outlook window select the Send/Receive tab
2. Click Send/Receive Groups, then select Define Send/Receive Groups
   
   
   
   
3. The Send/Receive Groups dialog box opens
   
   
   
   
4. Assuming that the XPLAN IMAP account is in the All Account group, ensure that All Accounts is highlighted and click Edit.
5. The Send/Receive Settings dialog box opens.
6. In the Accounts list on the left, select the XPLAN IMAP account, then untick the Include the selected account in this group checkbox.
   
   
   
   
7. Click Ok. The Send/Receive Settings dialog box closes.
8. Click Close.

Get the list of folders in Outlook 2010

While in Outlook 2010:

1. In the email folders list, right-click the XPLAN IMAP root folder, then select IMAP Folders. The IMAP Folders dialog box opens.
   
   
   
   
2. The following box will open:
   
   
   
   If you get an error message when trying to open this folder. Close Outlook and reopen to try again.
   
   
3. Click Query. A list of all accessible IMAP folders is listed. The available folders are defined in the XPLAN IMAP System Settings.
4. Select the folders you wish to subscribe to. To show all clients, Untick the box When displaying hierarchy in Outlook, show only subscribed folders. You do not have to subscribe to any folders using this option.
   
   
   
   
5. Click Apply, then click OK.

View the IMAP folders

1. Click on the arrow to open the IMAP Folder.
2. Click the Arrow to Open the Inbox Folder.
3. Click the Arrow to Open the Client Folder. This will give you the list of client folders by Surname.
4. Click the Arrow for the Surname of the client.
5. Click the clients’ Name. This will show you any file notes under the client (assuming that you have set up you IMAP connection with Read and Write access).
   
   

Save an Email via IMAP

There are two options when saving a file note to a client via IMAP.

1. If the clients email address is not in XPLAN or the email is coming from an email address that does not belong to the client:
   • Open the client folder via the IMAP hierarchy list.
   • Move back to the Outlook folder where the email is currently sitting (Inbox).
   • Click on the email and drag it to the client folder. Drop it in the client folder.
2. If the clients email address is in XPLAN and the email has come from that address:
   • Click on the email and drag it to the IMAP folder. Drop it in the IMAP Folder. 

XPLAN will find the correct client by using the client email address.

You will now be able to see this email in the clients File Notes in XPLAN

To manage folder subscriptions

While in Outlook:

1. In the email folders list, Right-Click the XPLAN IMAP root folder, then select IMAP Folders.
2. The IMAP Folders dialog box opens.
3. Click Query. A list of all accessible IMAP folders is listed.
4. Highlight one or more Folders, then click Subscribe.
   
   
   
   An icon displays next to folders to be subscribed to.
   
   
5. Check the box for When displaying hierarchy in Outlook, show only subscribed folders.
6. Click Apply.
   
   
   
   You can select the Subscribed tab to view a list of all folders that you are currently subscribed to.
   
   
   
   To unsubscribe from an IMAP folder Highlight the folders to be unsubscribed, then click Unsubscribe. The selected folders are removed from the subscribed Folders list. Click Apply.