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Internet Only Email

If you select Internet Only email you probably connect to the Internet using a modem and an Internet Service Provider (ISP). Your ISP has supplied you with a typical Internet email account that uses Internet communication protocols like POP3, IMAP, and SMTP. You use Outlook as your Internet email client to send and receive messages using your account.

The other reason that you may choose Internet Only email is in cases where you are physically connected to a network at your place of business, but your company does not operate a special network mail server with Microsoft Exchange Server software installed on it or another corporate email server software package installed on it. And so your company uses Internet email for its corporate communications. Again, you are taking advantage of Outlook's ability to manage your email account and send and receive standard Internet email.


ISP (Internet Service Provider) A commercial, educational, or government institution that provides individuals and companies access to the Internet.

POP3 (Post Office Protocol version 3) A set of rules used to download mail to your computer. Your ISP uses a POP3 host, or server, to get your mail to you.

SMTP (Simple Mail Transfer Protocol) A set of rules used to transfer Internet mail; your ISP goes through an SMTP host, or relay, server to get your mail to you.

IMAP (Internet Message Access Protocol) A set of software rules used by an email client to access email messages on a shared mail server as if the messages were stored locally.

The only features in Outlook that will be affected by your selection of Internet Only email will be your mail service and your fax service. The Calendar, Contacts, Notes, and Tasks features will operate the same. However, the way that you share Calendar and Contacts information with other users will be different than it would be on a corporate network using Exchange Server.

One other point concerning the two different email configurations in Outlook is the different formats that are available to you for sending mail. The Internet Only configuration allows you to send messages as Text Only and Rich Text (HTML). The Rich Text (HTML) format for the Internet Only configuration is really just HTML, so do not be confused by the Rich Text reference. When you send HTML messages, you can use special fonts, bold, underline, and other font attributes. If the person receiving the message has an email client that can read HTML, that person will see your special formatting.

The Corporate configuration provides you with the Text Only format and the Rich Text (HTML) format and adds a third format, Rich Text Format (RTF). This Rich Text Format is normally used for messages sent locally on your corporate network. Local mail networks at a company usually employ the same email client, and so each user can take advantage of this RTF format. This RTF format differs from the RTF (HTML) format because it is particular to proprietary email packages such as Microsoft Mail and was not really designed to be used for messages sent over the Internet. The term Rich Text really refers (in both the HTML and Rich Text formats) to the fact that the text in the message can be formatted using special text attributes such as bold, underline, and italic.

Configuring an Internet Email Account

When you start Outlook for the first time after the installation in which you chose Internet Only, you will be asked to configure your Internet email account. If your previous version of Outlook (or other Internet email client, such as Outlook Express) was configured for an Internet email account, this information is imported into Outlook 98 during the installation process (a screen during preinstallation asks you to select the email client that you want to import the information from).

If no previous configuration exists, the Internet Connection Wizard will walk you through the process of creating an Internet email account as shown in Figure 3.2.


Install It Any Time You can install your Internet email account at any time using the Connection Wizard. Click Tools, Accounts. In the Accounts dialog box's Mail tab, click Add, and then select Mail.

Figure 3.2. The Internet Connection Wizard helps you configure your Internet email account.

The Internet Connection Wizard will ask you to provide your name, your Internet email account address (probably yourname@company.com), and the names of your POP3 or IMAP Server (for incoming mail) and your SMTP Server (for outgoing mail). You need to get this information from your ISP or Network Administrator.

You will also be asked your POP account name and password. This information, again, must be provided to you by your ISP or Network Administrator.

The Internet Connection Wizard will also ask you to provide a "friendly" name for the account you are creating. This is the name that will appear in the Outlook Services box.

The final step in the Internet email configuration is to select the way that you will connect to the Internet. You can connect using your phone line (Outlook will help you make the connection each time you send mail), or connect using your corporate network as shown in Figure 3.3. A third choice is available if you want to manually connect to the Internet before attempting to send or receive mail using Outlook.

The final step in the process asks you to select an existing dial-up connection or create a new one to connect to the Internet (if you chose the Connect Using Your Phone Line option in the previous step).

Figure 3.3. Choose how you will connect to the Internet when you send and receive messages using your email account.

Dial-up connections dial the phone number of your service provider and connect you to their Internet server using your modem. If you configure a new dial-up connection, you must know your username, password, and the phone number for your ISP's Internet server.


Dial-Up Networking You must have the Windows 98/95 or NT Dial-Up Networking protocol installed to create new dial-up connections. See your operating system documentation to learn how to configure the Windows dial-up adapter.

After you configure your Internet email account, you are ready to send and receive messages.

Configuring Internet Only Fax Support

Outlook also allows you to send and receive faxes. If you configure Outlook for Internet Only and choose to send and receive faxes, Semantics' WinFax Basic version will be installed. WinFax can send faxes over your modem and answer your phone to receive incoming faxes.

The WinFax service is automatically installed during the initial installation of Outlook (if you choose Internet Only fax support during installation) and will appear as one of the accounts in the Accounts dialog box. Sending and receiving faxes in Outlook is discussed in Lesson 25, "Managing Faxes with Outlook."

Sharing Information on the Internet

Even if you are not connected to a corporate network that uses Microsoft Exchange Server to share Outlook folder information, you can share your Calendar and Contacts information with others by means of the Internet. Outlook 2000 contains a feature called Net Folders. These special folders allow you to share information on the Internet with anyone you can send Internet email to. Net Folders are discussed in Lesson 26, "Outlook 2000 and the Internet."

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