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IceWarp Outlook Sync User Guide

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1. IceWarp Options 35 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 Ice Warp Options Dialog Rules 4 IceWarp Options EN A Check boxes Tick the box es next to the rule s that you want to have active 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 arrows Click the appropriate arrow to move the selected rule up or down Order of rules in the list affects the order how they are performed 36 IceWarp Outlook Sync User Guide Figure 2 Rule Dialog r Where From message header matches some words C Where To message header matches some words C Where Subject message header matches some words C Where Cc message header matches some words C Where Reply To message header matches some words C Where Date message header matches some words CI Where Message priority is value Actions Accept Reject Delete Spam Quarantine Stop pro
2. Create new profile page click the Next button Figure 2 Create New Profile Page Icel l arp create newprofie Tool for creating new profile IceWarp Options 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 21 22 IceWarp 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 on page 4 chapter step 7 Click the Next button Figure 4 Incoming Server Page IceWarp Options 23 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 4 chapter step 8 Click the Next button Figure 5 Outgoing Server Page ico Ice Wa r p Outlook Sync login credentials idos 24 IceWarp Outlook Sync User Guide 6 Onthe New profile summary page click the Finish button Figure 6 New Profile Summary Page Ice Ya r p New profile summary IceWarp License Clicking this button reveals th
3. Outlook and launch the IceWarp Outlook Sync installer It will detect IceWarp 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 Ice Ya r p Repair or uninstall 3 On the Uninstall summary screen review an uninstallation message and click the Finish button to close the wizard Figure 2 Uninstall Summary Screen Icell arp vrnirsat summary IceWarp Outlook Sync has been successfully removed Uninstallation 47 48 IceWarp 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 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
4. 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 on page 43 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 on page 13 chapter and Import of pst Backup File on page 13 one Upgrade from Outlook Connector 13 Upgrade from Outlook Connector Actually a plain upgrade is not available The recommended way is to uninstall MS Outlook Connector 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 A 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 4 chapter This will create a new profile All data then will be r
5. 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 Itis 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 installs release version of Redemption settings persist for update og installer produces installation logs to a file installer will not ask for profile details and will not create a new profile Advanced IceWarp Outlook Sync Background 49 noprofman installer will not install a profile manager use only if you are experiencing troubles with permission granting Example outlook sync exe silent NOTE Redemption is a third party library for access to MS Outlook items and their properties
6. IceWarp Unified Communications IceWarp Outlook Sync User Guide Version 10 4 Icel arp gt Printed on 28 March 2012 Contents IceWarp Outlook Sync User Guide 1 Installation ia iia 2 installationPresrequisit s ocular lolas licita lado 3 installation Step DysStepttialasscn lala lancia ica 4 A E O O NN 11 Installation Crossroads caridad iii cdas 12 Upgrade from Outlook Connect cate 13 importof pst Backup File wss 2 nates a eae ences ea ented os eee eee sieves 13 Folder Sharing Folder Access Rights wi ccssciesecccicesdevgszcseccesscesvegeaet d 14 Troubleshooting nan ana heen anes ween dd 17 IceWarp Outlook Sync versus ANtiViruS cccccsscccssesssessssesssecseeessseesesecsuecssseesseesesesseesseseesessseuessueeesseesenessnes 17 Missing Installation Prerequisite File S ccsccsscccssscsssecsssesseecsseeessscsseeceseceseessseesacecsseesseeseaeeseneseeessssesseessnes 17 Vista Installation Issue ai 18 ICE Warp OPTIONS eee ee ee aa ee gee I a Haha ed get as Uinta 19 Create IceWarp Profile Profile Manager ccssccsssscsssesssscessscsssessnecsseesseeesssecsuessssessaeeseuessueeenseessnesenetensess 19 IC Warp Lic a A candace ies Mandi Adnan Alas 24 Online Activation seceeeactsesteedew caida 24 Offline Activa 26 SIN CAFONIZE citrato ds a de e o e dd e 27 FOIMEPSYNG io diia 27 O 28 Login Credentials ica 28 O E OA 29 Subscription iii iii as 31 ii Contents Appearance csi aa 32 Et
7. P or WebDAV IceWarp Options 29 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 Folder synchronization threshold messages 1024 in folder Threshold for full download MB 0 70 Download files fully Pause between processing ms 20 POP3 Server Server port Disable TNEF requires Outlook restart EA 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 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 30 IceWarp Outlook Sync User Guide Po be s
8. 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 Important icewarpdemo com will be stored in the Important folder Note the colon used to separate the user s alias from the folder name Copy to folder 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 Encrypt message 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 Send message 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 Edit message header 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 Ic
9. cause 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 18 IceWarp Outlook Sync User Guide Vista Installation Issue You can obtain the Insufficient Rights error message when installing IceWarp Outlook Sync under Windows Vista Solution Itis necessary to run installation as Administrator or within an account with administrator permission IceWarp Options 19 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 Create IceWarp Profile E Icewarp License 2 Synchronize Zz Folder sync x Settings Y Edit IceWarp Rules am Edit IceWarp Auto Responder Menu Commands Custom Toolbars In the case I
10. ceWarp Outlook Sync is not bound with any existing profile this tab is different Home Send Receive Folder View Add Ins McAfee Anti Spam Create IceWarp Profile Bind this profile with server account Menu Commands A NOTE In the case you use MS Outlook 2007 find these options under the Tools main menu item In This Chapter Create IceWarp Profile Profile Manager ccccccssesstessssesseestessees 19 ICOWAarp LICENSE ccc cs ee cass es cas case id 24 SVMC HONZ aussi 27 FOIdGRSYNC siii EAN AA a 27 SEINES O 28 Edit Rules for IceWarp Server cccscecsssessseseseeseeseseseneessaeesseessaeesseeeees 35 Edit Responder for IceWarp SerVeT oococnoccnocccoonnoonnononnnannnanononnnnnnnncnnnnnnns 41 Bind this Profile with Server ACCOUNt ococoncciccnoccccnnnnnonanancnccanarancnnnonncnnos 43 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 20 IceWarp Outlook Sync User Guide Follow these steps 1 Click the button The Create new profile dialog appears Click the Yes button Figure 1 Create New Profile Dialog This operation will restart Outlook do you want to continue 2 On the
11. cessing more rules E A 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 itis 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 buttons The buttons below the Actions block are used to add logic to the rule 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 will delete the current condition We recommend experimentation with these buttons to familiarize yourself with their function This will show the rule you are building or modifying and will change dynamically as you select Ice Warp Options 37 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 The following table details individual conditions and actions Condition Where From message header matches some words Where To message header matches some words Where Subject message header ma
12. count In this case right click the account name and select the Account Access Rights item Continue with step 2 B 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 Troubleshooting 17 Troubleshooting IceWarp Outlook Sync versus AntiVirus In some 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 be
13. d 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 IceWarp Options 27 Figure 3 Entering license xml File a o If you have already generated a license xml file through the web site you may enter it here to activate the license Look in F My Documents e e Far Name gt Date modified fa My Pictures 9 8 2009 18 02 3 My Shapes 9 11 2009 17 22 ali My Videos 9 8 2009 18 02 obrazky 5 11 2011 09 38 OneNote Notebooks 5 19 2010 17 11 Outlook Files 6 8 2011 15 48 pokusy 5 31 2011 15 09 pomucky 5 21 2010 09 16 Pozn mkov bloky aplikace OneNote 9 11 2009 17 23 Visual Studio 2010 6 3 2011 13 44 Web Page Maker 5 5 2010 12 34 Click OK to finish activation If you are unable to register the IceWarp Outlook Sync contact your
14. e License dialog On the License tab see the Activation on page 11 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 IceWarp Options 25 Figure 1 Ice Warp WebClient Licenses Integration la Licenses Integration IceWarp Outlook Sync Outlook Sync is needed to use sharing and other advanced features of Microsoft Outlook 2007 2010 eJwBhwB4 0029 0YM 30h5b WSVfcQxZIC3nunFARcFQvOghL 0601 Te5ZF 8QwJ6rNcPv1KnxbjSuXC2ABxLbi3wC8ybpr9WSRtD6 SFqZvvRimnDRVEMS96fIX9HLXAIPLFWiQx3 1Du 6 TauJFk32XPai9V MSRtD6Euu0D6XAvREC4 c aEl1Z Y Download Outlook Sync In the License dialog select the Online Activation tab Copy paste your activation key into the Activation Key field Click the Activate License button The button will only be active if you enter a correctly formatted activation key Figure 2 License Dialog Online Activation Tab 1 Acquire your activation key via WebClient Tools Licenses me
15. e 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 Ifyou 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 InThis Chapter Import of pst Backup File ooooooconcccooccnocncnocononncannnonanonononannnaronononononnnns 13 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 including currently existing folders folder items can be duplicated ZB To avoid data duplication it is really easier to give up on importing and just uninstall create a new profile and let it j synchronize all data from the server Outlook import feature can deal with import duplicities but it is not sure it will be 100 successful 14 IceWarp Outlook Sync User Guide Folder Sharing Folder Access Rights You may wa
16. eWarp Options 41 Edit Message 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 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 Select this option to have the priority of the message changed Click the Normal link to select to value the priority to be assigned Set message flags 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 42 IceWarp Outlook Sync User Guide Figure 1 Ice Warp Options Dialog Responder Dear From_Name a can not respond to your email message because of my well eamd vacation Ml be back at my d
17. ect the message size criteria Select Greater or Lower and specify its size in kB Checks the message body for a string condition In the rule description click the some words link to create the string condition explained below 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 is the string condition to test for Example 38 IceWarp Outlook Sync User Guide Where Any message header matches some words Where Attachment name matches some words Where message contains attachment Where Sender matches some words Where Recipient matches some words Where sender recipient is local remote MyHeader jim bob john Would check the MyHeader header for any of the strings jim bob or john Checks all headers for a string condition In the rule description click the some words link to create the string condition explained below Checks the attachment name for a string condition In the rule description click the some words link to create the string condition explained below Checks whether the message has an attachment Checks the sender for a string condition In the rule description click the some words l
18. es 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 IceWarp Options 31 Subscription 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 is detected E AA Folders for automatic Tick folders that you want to have synchronized automatically Other folders are synchronization synchronized when entered or when you select a manual synchronization the Synchronize button Synchronize folder structure Select time in minutes Folder structure added or deleted folders will be synchronized in after N minutes this interval Use Outlook Settings Tick this box if you want to use synchronization settings as set for the original Outlook POP3 account Synchronize selected folders Select time in minutes Folders will be synchronized in this interval each N minutes Synchronize selected folders Tick the box if you want to have the selected folders synchronized every time you perform immediately after local change any action within them adding event editing contact etc is detected 32 IceWarp Outlook Sync User Guide Appearance This tab allows you to select the IceWarp Outlook Sync language as well as s
19. esk from August 21st I l be glad to help you Best regards 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 this mode if you want every sender email address to be responded only once 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 after Days Select the Respond again after a period mode and fill in the appropriate period to this field The message defined here will be sent to the same sender after this period Provided that this sender will send a new email Use the buttons to specify a period when the message will be sent Fill in your email address Specify a response subject It is possible to use the Subject variable This will copy the original subject See the figure above Word your response here It is possible to use server variables within the message text IceWarp Options 43 Pe E g the From_Name one will copy the sender s name see the figure above Bind this Profile with Server Account 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 n
20. et new emails notifications New mail options Show desktop notification Delay before close seconds Play sound when new message arrives Default sound Select sound file L pr ston Select a wished language from the list Show desktop notification Tick the box if you want to have shown notifications of incoming messages Delay before close seconds Set how long time is this notification to be shown Play sound when new message Tick the box if you want to be notified by playing sound arrives Default sound Tick the box in the case you want to have the default sound played 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 Test sound Click the button if you want to test the sound you have selected IceWarp Options 33 License This is an alternative way how to manage your license Clicking the Open license dialog button reveals this dialog For details about it refer to the Activation on page 11 and IceWarp License on page 24 chapters Outlook Sync license expiration date is also shown Outlook Sync expires 2013 12 11 Logs This tab allows you to manage logging Level of logging Maintenance Show logs directory Prepare logs from last two days Clear logs Y Delete logs Delete after specified days 34 IceWarp O
21. he string only Description 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 Adds an action to reject default the message 40 IceWarp Outlook Sync User Guide Spam Quarantine Click the Reject link in the Description area to select Reject Accept Delete or mark the message as Spam Stop processing more Stops any further rules from being processed if the rule connected with this action is evaluated rules as TRUE Forward to email Forwards the message to an email address 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 Extension as the folder name When this is specified IceWarp
22. hether the Senders IP address is in the trusted list address is trusted Where Spam score is In the rule description click the 0 0 link to define a greater than or less than value to check the value spam score against Where SMTP AUTH Checks whether this message was delivered using an SMTP authorized connection Where Local time Checks whether a message meets time criteria defined in the Time Criteria dialog meets criteria All messages A special condition that evaluates TRUE for all messages use with care 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 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 Populate the String box with a list of strings to test for Separate items using semicolons semi colon separated Fania olor te sepa e surne borat eend ote weed coraan CO ATA Contains a value from The String box should contain the path to a text file containing a list of strings you wish to test a file or pattern for Press the button to open a file dialog to navigate to a file where you can specify strings one per line Matehcase Check this box to take string case into account Match whole word Check this box to perform a standard whole word check against t
23. ink to create the string condition explained below Checks the recipient for a string condition In the rule description click the some words link to create the string condition explained below Checks the location of the sender or recipient In the rule description click on local remote to 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 ignore 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 IceWarp Options 39 Where Sender s IP Checks the remote IP address for a string condition In the rule description click the some address matches some words link to create the string condition explained below words Where rDNS PTR Checks the rDNS PTR record for a string condition In the rule description click the some matches some words words link to create the string condition explained below Where Sender s IP Checks w
24. install every important MS Outlook update offered by Microsoft 4 IceWarp 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 B 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 Icell arp weon Welcome This installer walks you through the Ice Warp Outlook Sync installation in a few simple steps sanz 3 On the License confirmation page tick the Accept license box and click Next 4 Installation On the Outlook version detection page the installer detects the version of MS 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 Figure 2 Outlook Version Detection Page Installer has detected you have a version Outlook 2010 64 bit If detected version is not correct please change it in the dropd
25. nnnonanononnonnnnonos 14 TrOUDIESHOOTING cccecccessessseesseessseecseecsaeesseeseaeeseeseeesseessaeessaeessnesses 17 ICOW AFP SA e e a E AE S a A aiea 19 Uninstallati M caci csncacsnadessesascucestecsetcoetacexassesrsacest sancadsteseeaestesesssacececesaae 46 Advanced IceWarp Outlook Sync Background ooocoooccocccoocnononononncannnonos 48 2 IceWarp Outlook Sync User Guide Installation This chapter lists installation pre requisites and details step by step installation procedure In This Chapter Installation Pre requisites c ccescessecsssesseesseesseessseeeseessaeesseesseessesee 3 Installation Step by Step cccccesecsecsseesseesseesseessseesseessaeesseessseesseeses 4 Installation 3 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 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 the Windows Task Manager If it is listed shut it down End Task before you start installation You should be familiar with MS Outlook Ifusing 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 si
26. nt 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 BB Add Shared Account 2 Synchronize folder Structure 2 Synchronize The Folder Access Rights dialog opens Folder Sharing Folder Access Rights Figure 2 Folder Access Rights Dialog E User is able to change permissions for this folder items Folders E Read E Read E Write E Write E Modify F Delete E Delete stos os ce 2 In the Folder Access Rights dialog click the Add button The Select Users dialog opens Figure 3 Select Users Dialog 15 16 IceWarp Outlook Sync User Guide 3 In the Select Users 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 NOTE You may want to share whole your ac
27. nu or from your administrator or purchase a client license from http www icewarp com purchase eJwBhwB4 5e86YximilU1GLOK74W 25RQOiTOJ960Lwyewp DEc9ceg Wt UrD Kia Ligh Wp 3E8Aw e HJzU0F Qzk Identification Key 4C8ECAES 268B75AF 92A7FECD CB79DCE1 MW quid Purchase License Activate License Click OK to finish activation 26 IceWarp Outlook Sync User Guide 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 Outlook Sync will inform you that additional licenses need to be purchased e If 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 Ice Warp Outlook Sync registration or request a new activation key Offline Activation To activate your license offline follow these steps 1 To register IceWarp Outlook Sync off line because your computer cannot access the license server you nee
28. o E E NN 33 POSS E E E A E T E E E A E E NE EA EAER EO EO E 33 Abolici n O E ee 34 Edit Rul s forilceWanp Servel cui ied ee A R 35 Edit Responder for ICO WAPA a E eee E E ae 41 Bind this Profile with Server ACCOUNT arsine aiie iE iaae EEA EEA K E Ea aa 43 Non POP3 Account Binding ScenariO oconocccconoccccnoncnonanancnonnncncnonenononnncn cnn ono ronncnnnnn oca rnnn eco rannnnnannncacns 44 Unitistallatiom iii A ees 46 Advanced IceWarp Outlook Sync Background ccescceseesssesssecssecstecssecseecsseeceueceseessseeseneseseessaeesaceseaeeeseeeseessneesaeess 48 A nec leen beled ed ado de 48 Mass Installation A A A AAA AA 48 CHAPTER 1 IceWarp Outlook Sync User Guide IceWarp Outlook Sync allows you to synchronize information between your IceWarp Server account and Microsoft Outlook This manual describes how to install it register the product and quickly set up some of its features as well as performing of some advanced procedures ENE Warning very important Note or tip good to know NOTE Areas Note within a table Figure link click the link to reveal the figure Click it again to close it Works only in the CHM format In This Chapter Install cr 2 ACTIVACION sc cesessascteccssscenssesceeoiets carrier rachas 11 Installation Crossroads 12 Upgrade from Outlook Connector coococcoccnocccoccnonnnonononancnanononnnnnnnnannnonos 13 Folder Sharing Folder Access RightS ooocoooccnocococccooconornno
29. ot 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 with the noprofile parameter For more information on this installation type refer to the Advanced IceWarp Outlook Sync Background on page 48 chapter A NOTE 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 28 chapter 3 During the first MS Outlook launch after IceWarp Outlook Sync installation you may be presented with the Initial Synchronization dialog Initial Synchronization OOO Existing data detected This data will be uploaded to the server possibly causing duplication If this data already exists on the server then you should delete this Do you want to delete this data e If your local Outlook pst file includes any data emails contacts etc it probably does and you want to keep them click No 44 IceWarp Outlook Sync User Guide B This can cause duplication of
30. own box otherwise please continue on next step MS Outlook 2010 64bit Disagree with detection 6 IceWarp Outlook Sync User Guide 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 ES IceWarp Outlook Sync 2011 IceWarp Ltc Icel l arp Prerequisites Please wait while Windows configures Microsoft Office 2010 Primary interop Assemblies B NOTE If you already have all items installed this page is not shown 6 Installation 7 On the SmartDiscover page decide whether you want to use this feature Figure 4 SmartDiscover Page Ice Var y SmantDiscover SmartDiscover YES i Fill in the Email address and Password fields and click Next The installer 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 Fig
31. 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 possible 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 SA New B Repair W Change Setas Default X Remove 4 IMAP SMTP send from this account by default john d icewarp com Selected account delivers new messages to the following location Change Eolder Outlook Data File Inbox in data file C Users Qutlook 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 see Bind this Profile with Server Account on page 43 chapter In MS Outlook 2010 When creating this dumm
32. support helpdesk or IT administrator please Synchronize 2 Synchronize Click this button to synchronize items in the selected folder immediately Folder Sync l Folder sync Click the button to synchronize whole folder structure added or deleted folders immediately 28 IceWarp Outlook Sync User Guide Settings Login Credentials This tab allows you to manage your login to a server and connection with it Sevan torso O O dias bart icewarp com Remember password server icewarp com 143 Use secured connection Always trust certificate E A Username 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 password Tick the box if you do not want to be asked for your password always when you launch IceWarp Outlook Sync Enter the hostname of your mail server The default port number for IMAP service is 143 Use secured connection Tick this box if you use secured connection https to your mail server In this case the port number selected in the Port field is different by default it is 993 Always trust certificate If this box is ticked every server certificate is trusted no validation fails when secure connection is used IMA
33. tches some words Where Cc message header matches some words Where Reply To message header matches some words Where Date message header matches some words Where Message priority is value Description Checks the From header for a string condition In the rule description click the some words link to create the string condition explained below Checks the To header for a string condition In the rule description click the some words link to create the string condition explained below Checks the Subject header for a string condition In the rule description click the some words link to create the string condition explained below Checks the Cc header for a string condition In the rule description click the some words link to create the string condition explained below Checks the Reply To header for a string condition In the rule description click the some words link to create the string condition explained below Checks the Date header for a string condition In the rule description click the some words link to create the string condition explained below 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 Where Message body matches some words Where Custom message header matches some words Checks the message size Click the O kB link to sel
34. te 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 A Even if you have NET Framework version 4 installed you still need to install also version 3 5 B 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 configuration 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 A For smooth IceWarp Outlook Sync function it is necessary users to
35. ttings 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 Activation 11 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 on page 24 chapter for more information To check your license validity select the Add Ins tab Settings button License tab See the Settings on page 28 chapter License section 12 IceWarp 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 Ice Warp 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 on page 4 chapter A NOTE This existing account has to
36. ure 5 License Activation Dialog automatically Skipping the activation will give you 30 days of free trial but you will need to activate the license later Do you wish to activate your license on this machine mo SmartDiscover NO i Tick the Skip SmartDiscover and continue manually box and click Next 8 IceWarp Outlook Sync User Guide 7 On the Outlook Profile page fill in the Profile name your Email address and Display name fields Click Next Figure 6 Outlook Profile Page Installation 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 The positive answer is desirable Click Next Figure 7 Incoming Server Page mail server com 143 E Use secured layer 10 IceWarp 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 se
37. utlook Sync User Guide ED A Enable logs Tick the box if you want to have logged Ice Warp Outlook Sync traffic Level of logging 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 Show log directory Click the button to open a directory with log files Here you can find daily files with traffic logs E g 07 26 2011 txt Prepare logs from last Clicking this button allows you to generate and save IceWarp Outlook Sync logs from last two two days days In 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 specified Enter time period in days after what automatically generated logs will be deleted This does not days apply for logs generated by clicking the Prepare button About This tab informs you about IceWarp Outlook Sync itself and its version de ES IceWarp Outlook Sync Settings Eh gosesesesseseesessen IceWarp Outlook Sync IceWarp Ltd Version 10 4 0 4518 10 4 0 4518 2012 02 07 IceWarp Outlook Sync enables Microsoft Outlook 2007 2010 to work with email contacts calendar tasks notes files journals stored in Ice Warp Server and keep the data in perfect sync
38. y 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 shown see step 3 of the Bind this Profile see Bind this Profile with Server Account on page 43 chapter IceWarp Options 45 Figure 2 Add New Account Existing Outlook Data File Each of these settings are required to get your e mail account working Test Account Settings After filling out the information on this screen we recommend you test your account by dicking the button below Requires network connection Test Account Settings F Test Account Settings by dicking the Next button Y Remember password E Require logon using Secure Password Authentication SPA 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 on page 48 chapter Command Prompt Installations section Perform binding of this POP3 account as described in the Bind this Profile see Bind this Profile with Server Account on page 43 chapter 46 IceWarp Outlook Sync User Guide Uninstallation To uninstall IceWarp Outlook Sync follow these steps 1 If running close MS
39. ynchronized i e have been changed Threshold for full Up to this email size in megabytes whole emails are downloaded When email size exceeds download MB 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 Custom 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 Download files fully This feature is related to file type folders only If the box is ticked files are downloaded fully regardless of the download threshold set above Pause between Specify a pause between processing of single items Very advanced feature do not set to 0 processing ms zero Server port Specify the port POP3 server to listen on For more information about POP3 server refer to the Advanced IceWarp Outlook Sync Background on page 48 chapter Start Stop 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 on page 48 chapter Disable TNEF requires In the case you forward emails with HTML formating and recipients complain they receive the Outlook restart winmail dat file it includ

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