Setting up Apple Mail in Panther for Exchange

Apple Mail is included with and requires Mac OS X. Because it is bundled with Mac OS X, you cannot install it separately.

The following instructions apply to the Mac OS X 10.3 ("Panther") version of Mail. Versions of Apple Mail before Panther's do not specifically understand Exchange accounts. (You can check your Exchange mail using the IMAP account type in earlier versions of Apple Mail.

Note: The key benefit of using the Exchange account type in Apple Mail, rather than using the IMAP account type, is that the Exchange account type understands some of Exchange's special folders in your mailbox (such as "Calendar" and "Journal"). Apple Mail does not work with the data (such as calendar and journal items) stored in these folders, so it ignores them. The IMAP account type does not ignore the folders, so you have the possibility of seeing more kind of information than the program understands -- or even mis-filing information into these special folders.

Launch Apple Mail for the first time

If you have never used Apple Mail before, it starts up and asks for basic setup information. If you have previously used Apple Mail, then you can skip to the "Enter your e-mail settings" heading.

  1. Launch Apple Mail. The setup assistant appears.
    PantherMail-E2kSetupAsst: PantherMail-E2kSetupAsst
  2. Select "Exchange" from the "Account Type" pop-up menu.
  3. Enter your full name in the "Your name" field. Whatever you enter here is added automatically to each outgoing e-mail and newsgroup message sent from Mail. ITS recommends that you enter at least your first initial and last name in this field.
  4. Enter your RIT e-mail address in the "Email Address" field. An address in the form of "abc1234@rit.edu" is typical.
  5. Enter "mymail.rit.edu" in the "Incoming Mail Server" field.
  6. Type your RIT computer account username in the "User Name" field. Your username should have a combination of three initials and four numbers ("abc1234") or three initials followed by a department code ("abcdef"). Make sure your username is in lowercase letters. This is not an e-mail address -- do not enter an @ symbol or anything that would follow that symbol if you were typing an e-mail address.
  7. Enter the password for your RIT account in the "Password" field.
  8. Type "smtp-server.rit.edu" in the "Outgoing Mail Server (SMTP)" field.
  9. Enter "mymail.rit.edu" in the "Outlook Web Access Server" field.
  10. Click on the "OK" button to proceed. Apple Mail will try to connect to your Exchange account but it will fail with the following warning. (The failure is caused by security settings which you will turn on in the next section.)
  11. Click on the "Continue" button to go on. Apple Mail will continue to launch, and you will see the "Import Mailboxes" dialog box.
    PantherMail-SetupImport: PantherMail-SetupImport
  12. Click "No" in the "Import Mailboxes" dialog box; if you need to import e-mail from another program, you can do it after the setup process is complete. The "Welcome" dialog box will appear.
    PantherMail-SetupWelcome: PantherMail-SetupWelcome
  13. Click on "No" in the "Welcome" dialog box. You should now see the main Apple Mail viewer window.

You are done with the first launch of Apple Mail. Please go on to the next section to finish setting up your Exchange mailbox in Apple Mail.

Enter your e-mail settings

Your basic e-mail settings may have been entered in the Setup Assistant when you first started up your computer, or after you installed Mac OS X on your computer.

If settings on the screen are not mentioned here, either ITS has no specific advice for the setting, or the setting is unimportant to using your RIT e-mail account in Apple Mail.

  1. Select "Preferences" from the Mail menu. The "Preferences" window appears. The "Preferences" window has a number of toolbar buttons, at the top of the window, for different settings.
  2. Click on the "Accounts" toolbar icon in the "Preferences" window.
    PantherMail-E2kAcctInfo: PantherMail-E2kAcctInfo
  3. Click on the name of your account in the "Accounts" list to highlight it.
  4. Verify that the "Account Type" is set to "Exchange."
  5. Enter your e-mail address followed by "(Exchange) in the "Description" field. For example, if your account were "abc1234," you would enter "abc1234@rit.edu (Exchange)" as the description.
  6. Enter your full RIT e-mail address -- such as "abc1234@rit.edu" -- in the "Email Address" field.
  7. Enter your full name in the "Full Name" field. Whatever you enter here is added automatically to each outgoing e-mail message sent from Mail. ITS recommends that you enter at least your first initial and last name in this field.
  8. Add "mymail.rit.edu" to the "Incoming Mail Server" field.
  9. Enter your RIT username in the "User Name" field. Your username should have a combination of three initials end four numbers ("abc1234") or a three initials followed by a department code ("abcdef"). Make sure your username is in lowercase letters. This is not an e-mail address -- do not enter an @ symbol or anything that would follow that symbol if you were typing an e-mail address.
  10. Enter your RIT password in the "Password" field. (If you are sharing your computer or Mac OS X user account with another person, you may want to leave this field blank so that Mail asks you for your password when it checks your mail account.)
  11. Click on the "Server Settings" button under the "Outgoing Mail Server (SMTP)" heading. The "SMTP Server Options" dialog box appears.
    Panther mail smtp settings
  12. Enter "smtp-server.rit.edu" as your outgoing mail server.
  13. Check the box next to "Use Secure Sockets Layer (SSL)"
  14. Select "Password" from the "Authentication" pop-up menu.
  15. Type your RIT username is in the "User Name" field. Your username should have a combination of three initials end four numbers ("abc1234") or a three initials followed by a department code ("abcdef"). Make sure your username is in lowercase letters. This is not an e-mail address -- do not enter an @ symbol or anything that would follow that symbol if you were typing an e-mail address.
  16. Enter your RIT password in the "Password" field. (If you are sharing your computer or Mac OS X user account with another person, you may want to leave this field blank so that Mail asks you for your password when it sends messages from your mail account.)
  17. Click on the "OK" button to close the "SMTP Server Options" dialog box.
  18. Click on the "Special Mailboxes" tab in the account settings window.
    PantherMail-E2kAcctsSpecBox: PantherMail-E2kAcctsSpecBox
  19. Turn on the "Store draft messages on the server" option.
  20. Turn off the "Store sent messages on the server" option. We recommend leaving this option off because it can have a large impact on your Exchange quota, even though it will allow you to view your sent messages from multiple computers. If you do enable it, you must routinely check your "Sent" folder and clear out unneeded messages so that you remain underquota on your account.
  21. Turn off the "Store junk messages on the server" option. This will keep messages marked as "Junk Mail" on your computer, not in your Exchange account. (You should still review Junk Mail messages periodically to make sure that Apple Mail is not incorrectly marking messages as Junk.)
  22. Turn off the "Move deleted messages to the Trash mailbox" option. This will allow you to delete messages even when you are close to or already exceeding your Exchange quota. Messages that you delete will be marked for deletion, but will still be in their original mailbox until you choose to erase them.
  23. Click on the "Advanced" tab in the account settings window.
    PantherMail-E2kAcctAdv: PantherMail-E2kAcctAdv
  24. Make sure the following options are turned on:
    • Enable this account
    • Include when automatically checking for new mail
    • Compact mailboxes automatically
    • Automatically synchronize changed mailboxes
    • Use SSL.
  25. Set the "Authentication" pop-up menu to the "Password" option.
  26. Click on the "OK" button to close the account settings dialog box and return the Preferences window.
  27. Click on the "General" button in the toolbar at the top of the window, and save the changes to the Exchange account when you are asked.
    PantherMail-AcctSave: PantherMail-AcctSave
  28. Set the "Check for new mail" option to "Every 30 minutes," or a larger interval. Or, set it to "Manually," so that Mail does not automatically check for new mail periodically.
  29. Click "Junk Mail" in the window's toolbar.
  30. Turn on Junk Mail filtering. This is a key feature of Apple Mail, and a very helpful one for reducing the amount of unwanted junk mail you receive.
    PantherMail-PrefsJunkTrain: PantherMail-PrefsJunkTrain
  31. Select an option for handling Junk Mail: you can either have the Junk Mail filter color-code messages as junk in your Inbox, or you can have the filter move the messages to a separate "Junk" mailbox. Either way, you should review the messages marked as Junk Mail, verify that none of them are legitimate messages, and then delete them. If you choose to turn on the "Automatic" mode at any time, you will be asked if you want to move existing junk messages to the "Junk" folder.
    PantherMail-PrefsJunkMove: PantherMail-PrefsJunkMove
  32. Turn on the following options for exempting messages from the Junk Mail filter, to help prevent legitimate e-mail messages from being marked as junk:
    • Sender of message is in my Address Book
    • Sender of message is in my Previous Recipients
    • Message is addressed using my full name.
  33. Click on the "Fonts & Colors" button in the window's toolbar.
  34. Turn on the "Use fixed-width font for plain text messages" option. This will make messages that rely on plain text formatting like tabs and spaces display better on-screen.
  35. Set the "Plain text font" to "Monaco" -- or another monospaced font, if you have a preference.
  36. Click "Composing" in the Preference window's toolbar.
    PantherMail-PrefsCompose: PantherMail-PrefsCompose
  37. Choose "Plain Text" from the "Format" pop-up menu.
  38. Turn on the "Automatically complete addresses" option.
  39. Click on the "Configure LDAP" button. A sheet containing a list of Mail's current LDAP servers appears; it will probably be empty at this point.
    PantherMail-PrefsLDAPBlank: PantherMail-PrefsLDAPBlank
  40. Click on the plus button to add a new LDAP server. The "Server Info" dialog box appears.
    PantherMail-PrefsLDAPAddRIT: PantherMail-PrefsLDAPAddRIT
  41. Enter "RIT Directory" in the "Name" field.
  42. Add "ldap.rit.edu" into the "Server" field.
  43. Type "ou=people,dc=rit,dc=edu" in the "Search Base" field.
  44. Turn on the "Use SSL" option. This secures the lookups you perform with the RIT Directory server.
  45. Set the "Port" field to "389" rather than 636. Even for secure lookups, the RIT Directory uses port 389. Turning on SSL, above, automatically switches the port to 636, but you must switch it back to 389 for successful lookups.
  46. Enter your RIT account username in the "User name" field.
  47. Enter your RIT account password in the "Password" field.
  48. Set the "Auth Type" to "Simple."
  49. Click on the "Save" button to return to the list of LDAP directories. The "RIT Directory" should be listed.
    PantherMail-PrefsLDAPList: PantherMail-PrefsLDAPList
  50. Click the "Done" button to return to the "Composing" preferences.
  51. Click on the "Signatures" button in the window's toolbar.
    PantherMail-PrefsSigRIT: PantherMail-PrefsSigRIT
  52. Click on the "Add Signature" button. The signature editing dialog box appears.
    PantherMail-PrefsSigEdit: PantherMail-PrefsSigEdit
  53. Type "RIT Basic" as the description.
  54. Enter some text you would like to appear at the end of every message. Typically, you would at least put your name in the second text field, but you can put whatever you want.
  55. Note: You can create as many signatures as you want and switch between them on a message-by-message basis.
  56. Click the "OK" button to return the "Signature" preferences.
  57. Select the new signature you created in the "Automatically Insert Signature" pop-up menu.
  58. Turn on the "Show signature menu on compose window" option.
  59. Turn on the "Place signature above quoted text" option.
  60. Close the Preferences window.

That's it, you have completed all of the settings changes you need to make in Apple Mail in order to connect with RIT's Exchange mail system!