IceWarp Server Outlook Sync User Guide
Contents
1. Settings button License tab See the Settings chapter License section Page 10 IceWarp Server Outlook Sync User Guide Installation Crossroads This chapter describes possibilities how to connect IceWarp Outlook Sync with an email account and provides links to detailed procedures During IceWarp Outlook Sync Installation This possibility allows you to connect IceWarp Outlook Sync with an existing account during IceWarp Outlook Sync installation The whole procedure is described in the Installation Step by Step chapter AN NOTE This existing account has to be of the IMAP or POP3 IMAP type After No Profile IceWarp Outlook Sync Installation Mass or command line installations can be performed as no profile ones It means that IceWarp Outlook Sync is installed but Sync type profile is not created After this installation you can bind IceWarp Outlook Sync with an existing Outlook profile Find detailed description in the Bind this Profile with Server Account chapter After Upgrade Backup Data Import This method is suitable either after upgrade from any previous connector sync version or when you want to import a backup pst file Procedures are described in the Upgrade from Outlook Connector chapter and Import of pst Backup File one Page 11 IceWarp Server Outlook Sync User Guide Upgrade from Outlook Connector Actually a plain upgrade is not available The recommended way is to uninstall MS Outlook Conn2. IceWarp Server Outlook Sync User Guide icel arp Contents ig 3 re A 2 orae N 4 ls tallatiOn Pre regu SNES osiin n E E T E a 4 instalation step Dy STEP aoni a 5 PCUV AUIG ida vecascssdnce sets e AN REA E N E E E ERA 10 installation Crossroads conreen ensa EEEE EAE RETT 11 Upgrade from Outlook Connector sssssssssseessseersssreressrrressrrressrrressreressrrrrssrrresserressereesserresseeee 12 Import otl OSE BICKUD File arne N N N N NAON 12 Folder Sharing FolderAcCcess RIG Mts secor a a E E UO 13 MRO UOVES OO UNAS Aam a E E A N A a O A eee eones 16 IceWarp Outlook Sync versus AntiViruS cccccssscccccssseccccsesecceceeeeceecaeeceeseeeeceesanseceeseees 16 Missing Installation Prerequisite File s cccccccssssseecccecceeseeccceeeeeeseceeeeseeeeeeeeeeeseaeeees 16 Vista IMStallation ISSUC s 2celecccn cages na e n A eaelenaeeimeeet a Roeser eta 16 CEW O OOUIO MIS 21 535 nese pecentucnmcaus ivsiueanosvaed wandobianenncssac ie ebewed tance uote secadoenctenectusneacantemactwansbeasoonatens 17 Create IceWarp Profile Profile Manager cccccsseeccccesssececeeseceeeseesceceseuceessaeeeeesaeasees 17 IceWarp LICENSE rnei AAE dove EASE AATE eae 21 Online ACTIVATION esaia a a 21 OMNE ACTIVATION oieri s aaRS 22 SVOG ONZE reese E N eee Ee 23 EEE VE SVG TATAEE APEE ON ONI EE EES PESEE PETO OS OEE EAN OET EA 23 SENE S erre on E A N A OAR OAT ees 24 Losine redentidlS zaini iea E AOE N 24 Adano da e A E ees 25 Sy
3. Memoirs Tick the box es next to the rule s that you want to have active Add Click the button to add a new rule The Rule dialog opens Click the button to modify an existing rule The Rule dialog opens Delete Click the button to delete the selected rule Multiple rules can be selected for deletion by holding the Ctrl key and clicking multiple rules A range of rules can be selected by clicking the first rule of the range and then clicking the last one while holding down the Shift key Up down Click the appropriate arrow to move the selected rule up or down Order of rules in the list affects the order arrows how they are performed Page 31 IceWarp Server Outlook Sync User Guide Figure 2 Rule Dialog Conditions In this area you can select the properties of the message that you wish to perform some test on Multiple conditions can be tested by ticking multiple boxes The same condition can be added multiple times by double clicking the condition when it is checked Actions In this area you select the action s that you want to perform on the message if the rule evaluates as true Multiple actions can be selected by ticking multiple boxes Logic The buttons below the Actions block are used to add logic to the rule SULON The exclamation mark will negate NOT the condition you are currently modifying The up and down arrows will move the conditions up and down within the rule The X button
4. Outlook you use In the case the version is not correct tick the Disagree with detection box this will enable the Select version list and select the correct one Click Next It is highly probable the detected version will be correct Page 5 IceWarp Server Outlook Sync User Guide Figure 2 Outlook Version Detection Page E ewe Out Se Orta en Ice Va r p Outlook version detection Installer has detected you have a version Outlook 2010 64 bit F detected version is not corect please change it in the dropdown box otherwise please continue on next step MS Outlook 2010 64bit 5 Inthe case the installer detects any required prerequisites missing their list is shown on the Prerequisites page Click the Install button Message is shown These prerequisites are included in the installation package you do not need to look for them anywhere Figure 3 Prerequisites Page 5 sceworp Outlook Syne 2011 reewarp sa UU lel i Ice Va r p Prerequisites Missing Primary Interop Assemblies 7010 Page 6 IceWarp Server Outlook Sync User Guide 6 NOTE If you already have all items installed this page is not shown On the SmartDiscover page decide whether you want to use this feature Figure 4 SmartDiscover Page EJ IceWarp Outlook Sync 2011 IceWarp Ltd IceVW arp smarviscover SmartDiscover YES i Fill in the Email address and Password fields and click Next The install
5. Shapes 9 11 2009 17 22 ali My Videos 9 8 2009 18 02 J obrazky 5 11 2011 09 38 OneNote Notebooks 5 19 2010 17 11 db Outlook Files 6 8 2011 15 48 di pokusy 5 31 2011 15 09 db pomucky 5 21 2010 09 16 J Pozn mkov bloky aplikace OneNote 9 11 2009 17 23 Visual Studio 2010 6 3 2011 13 44 P 5 5 2010 12 34 Recent Ploces Desktop Libraries Computer Network Click OK to finish activation If you are unable to register the IceWarp Outlook Sync contact your support helpdesk or IT administrator please Synchronize Synchronize Click this button to synchronize items in the selected folder immediately Folder Sync FA Folder sync Click the button to synchronize whole folder structure added or deleted folders immediately Page 23 IceWarp Server Outlook Sync User Guide Settings Login Credentials This tab allows you to manage your login to a server and connection with it dias bart 143 Use secured connection Always trust certificate Enter your username for your mail server It is filled in during installation Password Enter your password for your mail server It is filled in during installation If changed after installation change it also here Email address Enter your email address It is filled in during installation Remember Tick the box if you do not want to be asked for your password always when you launch IceWarp Outlook password Sync Enter the hostname of your mail server The defa
6. available in the dialog The Function drop down box offers six options for the string test the option chosen effects the content required in the String text box Contains list of strings semi colon Popul he Strin ith a list of strin for rate items usin separated opulate the String box with a list of strings to test for Separate g semicolons Matches RegEx Populate the String box with a regular expression ainsi Looks for the string specified in the String box at the start of the tested condition acl Looks for the string specified in the String box at the end of the tested condition Tests whether the tested condition is exactly equal to the string specified in the String box Contains a value from a file or pattern _ P The String box should contain the path to a text file containing a list of strings you wish to test for Press the button to open a file dialog to navigate to a file where you can specify strings one per line Check this box to take string case into account Match whole word onl Check this box to perform a standard whole word check against the string The following actions are available when a condition is evaluated TRUE Multiple actions can be selected by checking multiple boxes Selecting an action will add the action to the Description area For some actions you can click the text in the description to define the action further Details follow Reject Accept Delete Spam Quarantine ject p
7. dialog highlight a user and click the Select button to place this user to the Selected field Click OK 4 Inthe Folder Access Rights dialog select access rights for individual users for both Items and Folders You can either select a combination from a list All Read Write None Custom in this case these access rights apply for both Items and Folders or tick the individual check boxes For access rights description see the table below Click OK 5 Repeat steps 3 and 4 for other wished users Page 14 IceWarp Server Outlook Sync User Guide NOTE You may want to share whole your account In this case right click the account name and select the Account Access Rights item Continue with step 2 NOTE Do not set any rights for Anyone unless you want to grant access to all server users NOTE To remove access rights select a user in the Folder Access Rights dialog click the Remove button and click OK Access Right Description Item Folder Administer Full rights including the one to change permissions for this folder Read Right to see items in the folder folder itself respectively Write Right to create add new items into the folder create new subfolders respectively Delete Right to delete items included in the folder delete subfolders respectively Modify Right to modify items in the folder Page 15 IceWarp Server Outlook Sync User Guide Troubleshooting IceWarp Outlook Sync versus AntiVirus In s
8. shown see step 3 of the Bind this Profile chapter Figure 2 Add New Account Existing Outlook Data File Internet E mail Settings Each of these settings are required to get your e mail account working Test Account Settings recommend you test your account by diding the button hetowvy Req res network connection F Test Account Settings by diding the Next button Deliver new messages bo New Outlook Data File Existing Outlook Data File Require logon using Secure Password Authentication SPA 2 Install IceWarp Outlook Sync without creating a profile This is possible using command line installation with the noprofile parameter see the Advanced IceWarp Outlook Sync Background chapter Command Prompt Installations section 3 Perform binding of this POP3 account as described in the Bind this Profile chapter Page 40 IceWarp Server Outlook Sync User Guide Miscellaneous Clean Ignore List Open in New Window New Folder Rename Folder Copy Folder Move Folder Delete Folder feel Bd Eg Properties Las e ce Clear ignore list ce Add Shared Account Sometimes item download from a server to your email client can fail When download fails three times this item is included into an ignore list Your email client does not attempt to download these items emails invitations etc After some time the problem with this item s can be solved In this case you may want
9. to download missing items Select the appropriate folder right click its name and select Clear ignore list Missing items are downloaded Page 41 IceWarp Server Outlook Sync User Guide Uninstallation To uninstall IceWarp Outlook Sync follow these steps 1 If running close MS Outlook and launch the IceWarp Outlook Sync installer It will detect Ice Warp Outlook Sync is installed and switch to the uninstallation mode 2 On the Repair or uninstall screen select the Uninstall option and click the Next button Figure 1 Repair or Uninstall Screen E IceWarp Outlook Sync 2011 IceWarp Ice I la r j Repair or uninstall 3 On the Uninstall summary screen review an uninstallation message and click the Finish button to close the wizard Page 42 IceWarp Server Figure 2 Uninstall Summary Screen Lise lceWarp Outlook Sync 2011 IceWarp td Ice H Ia r p Uninstall summary Page 43 Outlook Sync User Guide IceWarp Server Outlook Sync User Guide Advanced IceWarp Outlook Sync Background About IceWarp Outlook Sync is based on a classical POP3 SMTP account The SMTP account is set to use an existing IceWarp Server whilst the POP3 account is set to be inactive Therefore IceWarp Outlook Sync does not deal with sending emails at all So digital signatures encoding invitation sending etc are handled by MS Outlook itself POP3 server is set to 127 0 0 1 port of 5110 IceWarp Outlook Sync listens
10. The positive answer is desirable Click Next Figure 7 Incoming Server Page Page 8 IceWarp Server Outlook Sync User Guide 9 On the Outgoing server page if the same server is used for outgoing emails tick the Same as incoming box For Port numbers see lower In the case of a different server enter your Username Password and email server Hostname or IP address By default the Port number is 25 In the case the secured connection is used https tick the Use secured layer box the Port number is 465 To test the entered values you can click the Test settings button The positive answer is desirable Click Next Figure 8 Outgoing Server Page 10 On the Select installation folder page the default installation folder is shown If you want to change it click the Select button and browse for the wished location Click Next 11 On the Installation in progress page wait for the Installation finished message and click Next 12 On the Installation summary page click the Finish button to complete the installation Page 9 IceWarp Server Outlook Sync User Guide Activation After a successful installation IceWarp Outlook Sync works in 30 day evaluation mode and will stop working if not activated before the evaluation period expires To activate your license have your activation key ready and proceed to the IceWarp License chapter for more information To check your license validity select the Add Ins tab
11. ad receipt Logs Outlook Sync User Guide Ask me before sending a response after reading an email message you will be asked whether a read confirmation should be sent in the case a message sender has requested it Always send a response a read confirmation will be sent automatically in the case a message sender has requested it Never send a response a read confirmation will not be sent at all Click the Edit button to change read receipt text Simple editor opens You can use variables here TO extracts a recipient from the original message your name or email address in this case and uses it on the appropriate place SUBJECT extracts a subject from the original message and uses it on the appropriate place SENT shows the time date when the original message was sent READ shows the time date when the original message was read This tab allows you to manage logging Enable logs Level of logging Show logs directory Peres Summ ee eee Prepare logs from last two days Clear logs Delete logs Delete after specified days Enable logs Tick the box if you want to have logged IceWarp Outlook Sync traffic Level of logging Show log directory In the case IceWarp Outlook Sync works without problems do not change the default setting Otherwise ask your administrator what level to set In this case do not use the Clear button Click t
12. e Any message header Checks all headers for a string condition In the rule description click the some words link to matches some words create the string condition explained below Where Attachment name Checks the attachment name for a string condition In the rule description click the some words matches some words link to create the string condition explained below Where message contains Checks whether the message has an attachment attachment Where Sender matches some Checks the sender for a string condition In the rule description click the some words link to create the string condition explained below words Page 33 IceWarp Server Outlook Sync User Guide Where Recipient matches Checks the recipient for a string condition In the rule description click the some words link to some words create the string condition explained below Where sender recipient is Checks the location of the sender or recipient In the rule description click on local remote to local remote open the following dialog Figure 3 Sender Recipient Dialog Sender Recipient Sender Recipient Select whether you want to check the the sender or recipient address Local Remote Select whether you want whether the chosen address is a local account or a remote one Ignore Account exists Account does not exist Select whether you want to check whether the account exists does not exist or ignor
13. e Windows Task Manager If it is listed shut it down End Task before you start installation You should be familiar with MS Outlook f using WIndows XP you need to have Service Pack 3 installed You should have your account name password and server name hostname at hand you will need these to configure your account You should have downloaded the latest version of the IceWarp Outlook Sync from the IceWarp web site or from your local provider of IceWarp Server e g http mydomain com install or from the WebClient interface in the Tools Licenses Integration IceWarp Outlook Sync section You need to have installed NET Framework version 3 5 Even if you have NET Framework version 4 installed you still need to install also version 3 5 If you intend to use the msi installation file format you do not need to look for NET Framework as it is a part of the installation package You will just be asked whether you want to install it You need Activation Key for its registration e mailed from your administrator or available from the WebClient interface in toolbar Tools Licenses Integration IceWarp Outlook Sync section This is not necessary when you will use the SmartDiscover feature within the installation You may be required to insert your original MS Outlook installation media Make sure that you have your original MS Outlook installation media available before you intend to change your Outlook co
14. e this check Only available for local accounts Member of Checks whether the account belongs to a particular domain group mailing list etc Press the button to open the Select Item dialog Only available for local accounts that you check the existence or non existence of Where Sender s IP address Checks the remote IP address for a string condition In the rule description click the some matches some words words link to create the string condition explained below Where rDNS PTR matches Checks the rDNS PTR record for a string condition In the rule description click the some some words words link to create the string condition explained below Where Sender s IP address is Checks whether the Senders IP address is in the trusted list Where Spam score is value In the rule description click the 0 0 link to define a greater than or less than value to check the spam score against Where SMTP AUTH Checks whether this message was delivered using an SMTP authorized connection Where Local time meets criteria Checks whether a message meets time criteria defined in the Time Criteria dialog All messages A special condition that evaluates TRUE for all messages use with care Page 34 IceWarp Server Outlook Sync User Guide Clicking the some words link in a new condition or the string itself in a condition already defined will open the String Condition dialog box There are four options
15. ector install IceWarp Outlook Sync and activate the new license using the activation key The activation key is the same as before available from IceWarp WebClient or e mailed from your administrator All user s data will be re downloaded from the server to the new profile Follow these steps 1 Uninstall Outlook Connector via Control Panel Programs and Features Uninstall or change a program then install IceWarp Outlook Sync see the Installation Step by Step on page 5 chapter This will create a new profile All data then will be re downloaded from the server to a new pst file 2 To preserve an existing pst file you need to back it up before un installing this is rather for someone who never used a Connector or stopped using it Then run the IceWarp Outlook Sync installer it will guide you to create a new Outlook profile 3 If you wish to import data from your existing profile mind not to name the new IceWarp Outlook Sync profile with the same name as the old one as the old one would be deleted if names match Import of pst Backup File You may want to import data from the old MS Outlook profile to the new IceWarp Outlook Sync one using Outlook features for this File Open Import Import from another program or file Outlook Data File pst During this import you can select folders that are to be imported the old ones that do not exist on the server In the case you will import the whole structure
16. en entered or when you select a manual synchronization the Synchronize button Select time in minutes Folder structure added or deleted folders will be synchronized in this interval Tick this box if you want to use synchronization settings as set for the original Outlook POP3 account Select time in minutes Folders will be synchronized in this interval Tick the box if you want to have the selected folders synchronized every time you perform any action within them adding event editing contact etc Page 27 IceWarp Server Outlook Sync User Guide Appearance This tab allows you to select the IceWarp Outlook Sync language as well as set new emails notifications New mail options Show desktop notification ean ater seconds Play sound when new message arrives Select sound file Handle read receipts Handling Content of the read receipt Select a wished language from the list Show desktop Tick the box if you want to have shown notifications of incoming messages notification Delay before close Set how long time is this notification to be shown seconds Play sound when new Tick the box if you want to be notified by playing sound message arrives Select sound file You may want to have another sound played Use the button to browse for the appropriate file It should be of the wav format The adequate sound length is 1 1 5 second Page 28 IceWarp Server Content of the re
17. er will obtain all information needed from the server ii In the next step the License activation dialog is shown If you have a license for IceWarp Outlook Sync on the server click Yes If not or if you want to use IceWarp Outlook Sync within the scope of 30 day trial period first click No You will proceed to the Outlook Profile page with its fields filled in Also fields on the Incoming Server and Outgoing Server pages will be filled in Just check that values are correct and click Next Figure 5 License Activation Dialog Setup will attempt to activate the product automatically Skipping the activation will give you 30 days of free tral but you will need to activate the license later Do you wish to activate your license on this machine rz SmartDiscover NO i Tick the Skip SmartDiscover and continue manually box and click Next On the Outlook Profile page fill in the Profile name your Email address and Display name fields Click Next Page 7 IceWarp Server Outlook Sync User Guide Figure 6 Outlook Profile Page ES IceWarp Outlook Sync 2011 IceWarp Ltd arp Outlook Sync 2 rp 8 On the Incoming server page enter your Username Password and email server Hostname or IP address By default the Port number is 143 In the case the secured connection is used https tick the Use secured layer box the Port number is 993 To test the entered values you can click the Test settings button
18. ge 36 IceWarp Server Outlook Sync User Guide remember that the last header name character have to be a colon You can also add your own named headers e g MyHeader The first rule shown in the screenshot above modifies the From header it adds the string URGENT to the begining of the header Note the use of the IceWarp Server system variable from here which is the value of the original From header Any system variable can be used The second rule simply deletes the From header Set message priority to value Select this option to have the priority of the message changed Click the Normal link to select the priority to be assigned Set message flags l l l l Select this option to set a message flag Click the flags to set the flag s you wish Edit Responder for IceWarp Server Click this button to open the IceWarp Options dialog Responder tab Here you can set how email messages will be replied during your absence Figure 1 IceWarp Options Dialog Responder 2011 08 12 al 2011 08 20 al Dear 44From_Name ti m can not respond to your email message because of my well eamd vacation ll be back at my desk from August 21st MI be glad to help you Bart Select one of modes Disabled use this mode when you are at your desk hard working or you do not want emails to be responded Respond always select this mode if you want every email message to be responded Respond once select t
19. h the noprofile parameter For more information on this installation type refer to the Advanced IceWarp Outlook Sync Background chapter A BE AWARE Only accounts that use the POP3 protocol as the default one can be bound with IceWarp Outlook Sync profile How to Use 1 Launch MS Outlook In the Choose Profile dialog select the appropriate profile that you want to bind with IceWarp Outlook Sync Click the OK button 2 On the Add Ins tab click the Bind this profile with server account button The Settings dialog opens Fill in all needed fields see the Settings on page 24 chapter 3 During the first MS Outlook launch after IceWarp Outlook Sync installation you may be presented with the Initial Synchronization dialog Page 38 IceWarp Server Outlook Sync User Guide Boasting data detected This data will be uploaded to the server possibly causing duplicaton If this data already exists on the server then you should delete this Do you want to delete this data If your local Outlook pst file includes any data emails contacts etc it probably does and you want to keep them click No B This can cause duplication of some items not necessarily If you want to delete all previous data click Yes Non POP3 Account Binding Scenario You may face the situation when you are using a non POP3 account and you want to bind it with IceWarp Outlook Sync profile without a groupware data loss This is also p
20. he Activate License button The button will only be active if you enter a correctly formatted activation key Page 21 IceWarp Server Outlook Sync User Guide Figure 2 License Dialog Online Activation Tab License License Online Activation Enter License Offline 1 Acquire your activation key via WebClient Tools Licenses menu or from your administrator or purchase a client license from http www cewap com purchase 2 In order to obtain the license enter the activation key into the below field and press Activate License onsa FA Uw N YyJ3mnp 1W oks WiL vk Muo A 9N Mst MVA C Moxos KK Bx TGTJDSJ K158Xa 1 P FS Hro Unuv 8cetuodMI eww BhwB4 5e86 adil U1GLOk 4 25 ROO TOJ960Lwyewp DEcSceq Wat UrD Kia Lig Vp 3EdAw e HJz U0F Hzk Identification Key 4CoECAES 2638 5AF 944 FECD CB SDCE1 MWaquid Click OK to finish activation An error message is shown in the case the activation failed License registration may fail for the following reasons e The activation key is expired obtain a new one and repeat the registration e The computer is blocked from accessing the Internet or access to the licensing server is temporarily unavailable e The number of client licenses has been exceeded for your organization IceWarp licensing servers track how many systems have been activated using a given license If the number of activated clients exceeds the total for the license IceWarp Outl
21. he button to open a directory with log files Here you can find daily files with traffic logs E g 07 26 2011 txt Page 29 IceWarp Server Outlook Sync User Guide Prepare logs from Clicking this button allows you to generate and save IceWarp Outlook Sync logs from last two days In last two days the case of problems these logs are to be sent to IceWarp Technology via your administrator Clear logs Click the button to delete content of the current day log file Delete logs Tick the box to enable automatic logs deletion Delete after Enter time period in days after what automatically generated logs will be deleted This does not apply specified days for logs generated by clicking the Prepare button About This tab informs you about IceWarp Outlook Sync itself and its version E IceWarp Outlook Sync Settings arp y g lce Warp Outlook Sync IceWarp Ltd Version 10 4 0 4518 10 4 0 4518 2012 02 07 Outlook 2007 2010 to work with email journals stored in Ice Warp Server and keep the data in perfect sync Page 30 IceWarp Server Outlook Sync User Guide Edit Rules for IceWarp Server Click the button to open the IceWarp Options dialog Rules tab Here you can create and edit rules that can help you to catch spam and viruses as well as to sort messages and direct them to wished folders Figure 1 IceWarp Options Dialog Rules IceWarp Options Spam score He Sms ra Viagra etc lt
22. his mode if you want every sender email address to be responded only once Page 37 IceWarp Server Outlook Sync User Guide Respond again after a period select this mode if you want a response to the same sender to be sent after a period specified in the Respond again after Days field Respond again Select the Respond again after a period mode and fill in the appropriate period to this field The after Days message defined here will be sent to the same sender after this period Provided that this sender will send a new email Respond only if Use the buttons to specify a period when the message will be sent between From Fill in your email address Subject Specify a response subject It is possible to use the Subject variable This will copy the original subject See the figure above Message text Word your response here It is possible to use server variables within the message text E g the From_Name one will copy the sender s name see the figure above Bind this Profile with Server Account aly Bind this profile with server account This option is only accessible when IceWarp Outlook Sync is installed and the profile currently selected in MS Outlook is not bond to it This situation can also occur when you delete the account that was originally connected with IceWarp Outlook Sync during its installation Another possibility is that you have installed IceWarp Outlook Sync using the command line wit
23. ile summary page click the Finish button Figure 6 New Profile Summary Page E IceWarp Outlook Sync 2011 IceWarp Icel i arp Nev pore summan Page 20 IceWarp Server Outlook Sync User Guide IceWarp License Clicking this button reveals the License dialog On the License tab see the Activation chapter you can check your license validity If it reads License subscription expires on with some date in near future you need to activate your license Two other tabs let you activate your license either online or offline Online Activation To activate your license online follow these steps 1 Obtain your activation key from your administrator Another way is to get it via IceWarp WebClient From its main menu select the Tools Licenses Integration items In the IceWarp Outlook Sync dialog section click the Show license link to get the activation key Figure 1 IceWarp WebClient Licenses Integration fag Licenses Integration IceWarp Outlook Sync Outlook Sync is needed to use sharing and other advanced features of Microsoft Outlook 2007 2010 eJwBhw84 0029 0 M430N5b WSVicQxziCanunFnRcFQvOghL 0601 Te52F 8QwJ6rmcPvi KnxbjSuxC2ABx_LbGwC8ybprowSrRtpe SFqZvvR 1 mnDRVEMS96FIX9HLXAIPLAWiOx3 IDu 6 TauJFk32XP anv MSRID6BEUUODEXAVREC4c aEllZ y Download Outlook Sync 2 Inthe License dialog select the Online Activation tab Copy paste your activation key into the Activation Key field Click t
24. including currently existing folders folder items can be duplicated lt 4 To avoid data duplication it is really easier to give up on importing and just uninstall create a new profile and let it synchronize all data from the server Outlook import feature can deal with import duplicities but it is not sure it will be 100 successful Page 12 IceWarp Server Outlook Sync User Guide Folder Sharing Folder Access Rights You may want to share some of your IceWarp Outlook Sync folders to other users To do it follow these steps 1 Inthe MS Outlook folder tree select the folder you want to share right click it and select the Folder Access Rights item Figure 1 Right click Menu Open in New Window Rename Folder Copy Folder Move Folder Delete Folder Move Up cai 4 a Da Move Down Add Shared Account Bg ig Synchronize folder Structure ED synchronize The Folder Access Rights dialog opens Page 13 IceWarp Server Outlook Sync User Guide Figure 2 Folder Access Rights Dialog Folder Access Rights Contacts Inheritted gt aca w Em User is able to change permissions for this folder Read F Read Write Write Modify Delete Delete 2 Inthe Folder Access Rights dialog click the Add button The Select Users dialog opens Figure 3 Select Users Dialog 3 Inthe Select Users
25. ly To header for a string condition In the rule description click the some words link to create the string condition explained below Where Date message header matches some Words Checks the Date header for a string condition In the rule description click the some words link to create the string condition explained below Where Message priority is Sane Checks the priority of a message In the rule description click the Normal link to select a priority Where Message is spam Checks if the message has been marked as spam Where Message is size Checks the message size Click the O KB link to select the message size criteria Select Greater or Lower and specify its size in kB Where Message body Checks the message body for a string condition In the rule description click the some words matches some words link to create the string condition explained below Where Custom message header matches some words Checks the Custom message header for a string condition In the rule description click the some words link to create the string condition explained below NOTE This rule has an unusual format for the string condition Format lt header gt lt string condition gt where lt header gt is the name of your custom header lt string condition gt is the string condition to test for Example MyHeader jim bob john Would check the MyHeader header for any of the strings jim bob or john Wher
26. nen onza Oana aa a a a NN 27 PROD Sala INC ea r S E A a EA A 28 LOGS eei ea a A R A eS 29 ADOUT meo beer ce ves eta cantetrecencehcana teenie waheiataceetee eweademeansetapersatdsececanteneas 30 Edit Rules TOPICA WAI SERV CR ienna EN NEA 31 Edit Responder tor IceWarp Serye eneen in E E E A EEA E T 37 Bind this Profile with Server Account sssssssssssssseereessssssssssssrrrereeeesssssresseererreeeessssresseee 38 Non POP3 Account Binding Scenario esssenessssenssreerssrreressrrressrrresserressseress 39 Miscellaneous a ascoetece aE E E A ea uses dd ben eceaavaseds 41 CLEANS MORE LIST scpsvesatcy ccecadeeansctadced tondseanidtadayad tonianan EE E iira Eea daa 41 UIT SCAN MIO A asetscecces cca satycaedcae a cecnctnen Be abad averse coed oie caceeew a NA N 42 Advanced IceWarp Outlook Sync Background ssscccccssssececeeeecceseesececeaesecceseeaeceesauaeceesauanses 44 PD OUI aree a E A E EA a E R eaten ieaaen 44 Command Prompt Installations Synchronization Progress Window IceWarp Server Outlook Sync User Guide Installation This chapter lists installation pre requisites and details step by step installation procedure Installation Pre requisites Microsoft Outlook must be installed on the machine where you want to install IceWarp Outlook Sync but it should not be running B NOTE There are times when MS Outlook appears not to be running but it actually is You can check it by looking for OUTLOOK EXE in th
27. nfiguration IceWarp Outlook Sync will only install on systems where the user has administrative rights The user s rights can be changed to install the IceWarp Outlook Sync and then reset to the original rights Assure you have sufficient disk space depending on your email box size if you are not sure ask your server administrator what is adequate For smooth IceWarp Outlook Sync function it is necessary users to install every important MS Outlook update offered by Microsoft Page 4 IceWarp Server Outlook Sync User Guide Installation Step by Step To successfully install IceWarp Outlook Sync follow these steps 1 Launch the latest IceWarp Outlook Sync installer In the case you have any previous version installed you will be offered to Upgrade Uninstall it Perform upgrade wizard will guide you NOTE There are two types of installation files available The msi file and exe one Use the exe file for usual client based installations and msi one for mass installations launched from a server 2 On the Welcome page select the installation and IceWarp Outlook Sync language and click the Next button Figure 1 Welcome Page Ice iV Va r l Weme Welcome This installer walks you through the IceWarp Outlook Synce installation in a few simple steps 3 On the License confirmation page tick the Accept license box and click Next 4 On the Outlook version detection page the installer detects the version of MS
28. ok Sync User Guide Synchronization Progress Window After Outlook Sync launch its folders are synchronized with your server In the case higher numbers of new items are synchronized you may face a progress message window Figure 1 Part of Progress Message Synchronizing folder Calendar Downloaded 2020 uploaded 1 1 internal 17 21 Meaning of numbers is as follows Downloaded X Y Y is the number of messages in the synchronization queue waiting to be downloaded from the server X is the number of currently downloaded messages IceWarp Server to IceWarp Outlook Sync Uploaded X Y Yis the number of messages in Outlook waiting to be appended to the server X is the number of currently appended messages IceWarp Outlook Sync to IceWarp Server Internal X Y Yis the number of messages already downloaded from the server and waiting to be imported to Outlook X is the number of currently imported messages IceWarp Outlook Sync to Outlook Page 45
29. ome cases folder synchronization can last minutes This is caused by an antivirus that checks incoming messages During this time IceWarp Outlook Sync waits for an IMAP server response If the situation occurs it is not too often you will see a message similar to this one Synchronizing folder Calendar Obtaining remote changes Getting folder contents Solution To resolve this problem disable email checking in your desktop antivirus program As your IceWarp Server provides this service too you need not to be afraid of doing this You may want to have your outgoing messages checked by your antivirus program because it attaches a short message to them to ensure recipients that messages are safe It is possible as outgoing messages check does not cause synchronization delays You can disable only incoming messages check provided that your antivirus program supports it Missing Installation Prerequisite File s During an Outlook Sync launch you may obtain an error message announcing that some file library etc is missing This situation can be caused by incomplete or corrupted update of your operating system or e g Service Pack 3 in the case you are using Windows XP Solution Download the appropriate file and place it to the correct directory If the problem persists contact your administrator Vista Installation Issue You can obtain the Insufficient Rights error message when installing IceWarp Outlook Sync under Windo
30. on this port and simulates zero activity here MS Outlook connects to this port from time to time and asks for new emails IceWarp Outlook Sync always answers that there are not any new emails When performing synchronizations IceWarp Outlook Sync connects to IceWarp Server using its own protocol to download upload update individual items It is recommended to create a connector sync profile during IceWarp Outlook Sync installation all necessary values are set within this process The account created within this profile is the POP3 SMTP type one Mass Installations It is recommended administrators to use the msi file to perform remote mass installations together with Active Directory Group Policy a batch file or a third party tool This installer sets all needed parameters it is not necessary to set them manually Command Prompt Installations It is also possible to run installation using Command Prompt Use the outlook sync exe command with the following parameters installer will not show any interface implies the noprofile argument installs debug version of Redemption settings persist for update uninstall installer uninstalls IW Outlook Sync from the machine recommended with the silent argument og installer produces installation logs to a file Example outlook sync exe silent B NOTE Redemption is a third party library for access to MS Outlook items and their properties Page 44 IceWarp Server Outlo
31. ook Sync will inform you that additional licenses need to be purchased e f you need to re install IceWarp Outlook Sync software on a new system due to either hardware failure or system upgrade contact your support staff to assist you with removing the existing IceWarp Outlook Sync registration or request a new activation key Offline Activation To activate your license offline follow these steps ile To register IceWarp Outlook Sync off line because your computer cannot access the license server you need to obtain the license xml file from IceWarp website Go to http www icewarp com purchase click the Lic Maintenance button and in the Client License Activation section click the Activate License button Copy the content of the Identification Key field License dialog Online Activation tab see the above figure and paste it into the web page field of the same name Copy your activation key and paste it into the Activation Key web page field Click the Next button On the next page click the link to download your license xml file and save it into the wished directory In the IceWarp Outlook Sync License dialog Enter License Offline tab click the Enter License File button Browse for the license xml file and click Open Page 22 IceWarp Server Outlook Sync User Guide Figure 3 Entering license xml File Look in JF My Documents cf Ee Name 5 Date modified E My Pictures 9 8 2009 18 02 G3 My
32. ossible 1 Within the existing profile that includes your non POP3 account create a new dummy POP3 account and set it as a default one for this profile select this account and click the Set as Default button Figure 1 Account Settings Dialog Set as Default E mail Accounts You can add or remove an account You can select an account and change its settings E mail SA New SB Repair SP Change Setas Defaut X Remove Type IMAP SMTP send from this account by default Selected account delivers new messages to the following location Outlook Data File Inbox in data file C Wsers Outlook Files Outlook Data File Business pst In MS Outlook 2007 IMAP account emails are stored on your server no need to synchronize them For groupware items Contacts Events etc both accounts will use the same local Personal Folders Later binding will synchronize them all to the server Just click No when the Initial Synchronization dialog is shown see step 3 of the Bind this Profile chapter Page 39 IceWarp Server Outlook Sync User Guide In MS Outlook 2010 When creating this dummy POP3 account select the Existing Outlook Data File option click the Browse button and select the appropriate pst file profile_name pst Groupware items Contacts Events etc of both accounts are in this file and will be synchronized to the server Just click No when the Initial Synchronization dialog is
33. s alias from the folder name Copy the message to a folder Click the folder link in the Description area to select the folder to copy to NOTE Although the INBOX folder may be shown in the folder tree there is little point selecting this folder as this is the default folder that messages will come in to Check this option to have the message encrypted NOTE For this option to work there must be a copy of the user s public certificate located in a file called cert pem in the user s mailbox folder The message will be encrypted using this certificate and then can only be decrypted by the user using his private key in his email client Sends a message Click the message link in the Description area to open a dialog to define the message You can define To From and Subject fields the message text or a file to retrieve the text from the type of message text HTML or message with an attachment and whether the message is email an instant message or both Select this option to add edit or delete a message header Click the header link to open the Edit Message Headers dialog Figure 4 Edit Message Header Dialog Edit E Headers Click Add to add a new rule Select an already defined rule and click Edit or Delete to modify or remove a rule In the Action drop down you should select whether this rule will add edit a header or delete it In the Header field you should specify the header you want to change add Pa
34. t Spam a Adds an action to reject default the message Click the Reject link in the Description area to select Reject Accept Delete or mark the message as Spam Stop processing more rules ai i Stops any further rules from being processed if the rule connected with this action is evaluated as TRUE Forward to email address Forwards the message to an email address Click the email address link in the Description area to specify the email address You can also send an instant message or an sms using this option sms use sms lt number gt e g sms 0123456789 IM use xmpp lt jabberid gt e g bruce icewarpdemo com Move to folder Moves the message to a folder Click the folder link in the Description area to select the folder to move to Although the INBOX folder may be shown in the folder tree there is little point selecting this folder as this is the default folder that messages will come in to You can have email delivered to a specific mailbox folder by specifying Page 35 IceWarp Server Copy to folder Encrypt message Send message Edit message header Outlook Sync User Guide Extension as the folder name When this is specified IceWarp Server will look for a folder name within the email address and store the message to that folder if it exists Example A message sent to john Ilmportant icewarpdemo com will be stored in the Important folder Note the colon used to separate the user
35. te New Profile Dialog Create new profile J S This operation will restart Outlook do you want to continue Page 17 IceWarp Server Outlook Sync User Guide 2 On the Create new profile page click the Next button Figure 2 Create New Profile Page E keWarp Outlook Sync 2011 IceWarp Ice H lla r p Create new profile Tool for creating new profile 3 On the Outlook Profile page fill in the Profile name Email address and Display name fields Click the Next button Figure 3 Outlook Profile Page Page 18 IceWarp Server Outlook Sync User Guide 4 On the Outlook Sync login credentials Incoming server page fill in your Username Password server Hostname and Port For more information about server settings and the Use secured layer check box refer to the Installation Step by Step chapter step 7 Click the Next button Figure 4 Incoming Server Page 5 On the Outlook Sync login credentials Outgoing server page tick the Same as incoming box if the same server is used for outgoing emails or fill in your Username Password server Hostname and Port For more information about server settings and the Use secured layer check box refer to the Installation Step by Step on page 5 chapter step 8 Click the Next button Page 19 IceWarp Server Outlook Sync User Guide Figure 5 Outgoing Server Page E IceWarp Outlook Sync 2011 IceWarp Ltd 6 On the New prof
36. the case of conflict Full synchronization Up to this number of emails these items are parsed and synchronized When number of emails threshold exceeds this number synchronization is based on Outlook information about items that need to be synchronized i e have been changed If there are many messages Outlook Sync does not loop over all messages but deals with a change report provided by Outlook Because Outlook sometimes does not inform about the changes 100 functionality is guaranteed only if we loop over all emails It is not recommended to set this value to much higher than 1024 because the processing is then very Page 25 IceWarp Server Outlook Sync User Guide Threshold for full download MB Download files fully Pause between processing ms Start Stop Disable TNEF requires Outlook restart Up to this email size in megabytes whole emails are downloaded When email size exceeds this number only email headers are downloaded Whole emails are downloaded in the moment they are clicked to open them This field is enabled only when the Custom option see lower is selected Select one of the following Custom this option lets you to specify the Threshold for full download feature Headers only email headers will be fully downloaded Full all emails will be fully downloaded This feature is related to file type folders only If the box is ticked files are downloaded fully regardless of
37. the download threshold set above Specify a pause between processing of single items Very advanced feature do not set to O zero Specify the port POP3 server to listen on For more information about POP3 server refer to the Advanced IceWarp Outlook Sync Background chapter Click the buttons to start stop this POP3 server Do not do stop the server unless you exactly know what you want to do For more information about POP3 server refer to the Advanced IceWarp Outlook Sync Background chapter In the case you forward emails with HTML formating and recipients complain they receive the winmail dat file it includes HTML formating or weirdly looking messages tick this box to disable creating of this file this solves the problem NOTE It is necessary to restart Outlook to apply Page 26 IceWarp Server Synchronization Outlook Sync User Guide This tab allows you to manage folder synchronization Synchronize folder structure after N minutes 60 Use Outlook Settings Synchronize selected folders after N minutes Synchronize selected folders immediately after local change 1s detected Folders for automatic synchronization Synchronize folder structure after N minutes Use Outlook Settings Synchronize selected folders each N minutes Synchronize selected folders immediately after local change is detected Tick folders that you want to have synchronized automatically Other folders are synchronized wh
38. ult port number for IMAP service is 143 Use secured Tick this box if you use secured connection https to your mail server In this case the port number connection selected in the Port field is different by default it is 993 Always trust If this box is ticked every server certificate is trusted no validation fails when secure connection is used certificate IMAP or WebDAV Page 24 IceWarp Server Outlook Sync User Guide Advanced This tab allows you to manage advanced settings Usually it is not necessary to change default values If in doubt consult with your administrator a Conflict resolution Folder synchronization threshold messages in folder Threshold for full download MB Pause between processing ms POPS Server Server port Authentication type Select authentication type you want to use Cram MDS server sends a string credentials to be encrypted with by a client Encrypted credentials are sent to the server It encrypts saved credentials with the same string and compares results Plain no encryption or base64 is used Conflict resolution It is possible to access a server using two or even more clients in the same time When some item contact event etc is changed from one client and changed to a different value from the other one the solution can be Server wins the data on the server are used in the case of conflict Client wins the last data change wins in
39. will delete the current condition We recommend experimentation with these buttons to familiarize yourself with their function Description This will show the rule you are building or modifying and will change dynamically as you select or de select conditions and actions NOTE Areas of the rules that can be modified are highlighted in this block and clicking them opens a further dialog box to allow you to define your test The name of the rule for identification purposes Page 32 IceWarp Server Outlook Sync User Guide The following table details individual conditions and actions Where From message header matches somewords Checks the From header for a string condition In the rule description click the some words link to create the string condition explained below Where To message header atthes some word Checks the To header for a string condition In the rule description click the some words link to create the string condition explained below Where Subject message header matches some words Checks the Subject header for a string condition In the rule description click the some words link to create the string condition explained below Where Cc message header matches some words Checks the Cc header for a string condition In the rule description click the some words link to create the string condition explained below Where Reply To message header matches sorne worde Checks the Rep
40. ws Vista Solution It is necessary to run installation as Administrator or within an account with administrator permission Page 16 IceWarp Server Outlook Sync User Guide IceWarp Options After a successful installation a new tab appears in the main menu of MS Outlook Its name is Add Ins This is the place where to manage IceWarp Outlook Sync settings Home send Receive Folder View Add Ins McAfee Anti Spam Gg Create IceWarp Profile lt a IceWarp License Synchronize Fa Folder syne Aa Settings F Edit IceWarp Rules i Edit IceWarp Auto Responder Menu Commands Custom Toolbars In the case IceWarp Outlook Sync is not bound with any existing profile this tab is different Home Send Receive Folder View Add Ins McAfee Anti Spam ka Create IceWarp Profile aig Bind this profile with server account Menu Commands AN NOTE In the case you use MS Outlook 2007 find these options under the Tools main menu item Create IceWarp Profile Profile Manager Clicking this button allows you to create a new IceWarp IceWarp Outlook Sync profile using a profile manager This situation can apply in the case two or more users share one computer one of them has installed IceWarp Outlook Sync and others have their accounts that have not been bound to any Connector or Sync type profile Follow these steps 1 Click the button The Create new profile dialog appears Click the Yes button Figure 1 Crea
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