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Mac OS Mail.app Configuration for those new to Simon's Rock, or with new computers (text only)

Note: If you have previously been using the Mac Mail program at Simon's Rock, and want information on adjusting your system for the results of the Jan 2007 mailserver upgrade, see New Mail Server 2007.

New Macs: If you have another Mac that you have been using for email at Simon's Rock, you may be able to copy all of your email settings from your older Mac to your new Mac. Even if you do not wish to copy your entire account, you may wish to copy some of your old email from that computer to your new computer. Please contact ITS for help or details.


New Account Setup

These instructions are based on Mail.app for OS 10.4, Tiger. Other versions of the OS may be slightly different, but the basic ideas should be similar.

  • Start the Mail program.
  • If you have not used Mail for any email account, the New Account dialog window will automatically open. Skip ahead one step.
  • Otherwise, if you have been using the Mail program previously, you will need to add a new account for your Simon's Rock email:
    1. Choose the Mail>Preferences... menu item.
    2. Click the Accounts icon in the row at top of the Preferences window, and then . An Accounts list is shown at the left of the Preferences panel.
    3. Click the + icon below the Accounts list. The New Account dialog window will open.

  • Click the Continue button in the lower right-hand corner of the New Account window to go to the General Information page.
  • On the General Information page:
    1. Set the Account Type menu to IMAP.
    2. In the Account Description, enter an identifier for this account, e.g. Simon's Rock email.
    3. In the Full Name field, enter your name as you want it to appear with your email address.
    4. Set the Email Address field to your full e-mail address.
    5. Click the Continue button to go to the Incoming Mail Server page.
  • On the Incoming Mail Server page:
    1. Set Incoming Mail Server to mail.simons-rock.edu
    2. Confirm that the Username field, has your Simon's Rock username (the part of your email address before the @).
    3. Set the Password field to your Simon's Rock account password.
    4. Continue to the Incoming Mail Security page.
  • On the Incoming Mail Security page (if shown; otherwise, skip to the next step):
    1. Check the checkbox for Use Secure Sockets Layer (SSL).
    2. Set Authentication to Password.
    3. Continue to the Outgoing Mail Server page.
  • On the Outgoing Mail Server page:
    1. Set the Outgoing Mail Server field to mail.simons-rock.edu
    2. Confirm that Use Authentication is checked.
    3. Confirm that Username and Password were automatically filled.
    4. Continue to the Outgoing Mail Security page.
      • Note: Mail may attempt to connect to the server, and will fail because it needs SSL. Press continue.
  • On the Outgoing Mail Security page:
    1. Check the checkbox for Use Secure Sockets Layer (SSL).
    2. Set Authentication to Password.
    3. Continue to the Account Summary page.
  • On the Account Summary page:
    1. Make sure SSL On is listed for both sending and receiving. If not, you may fix it later from Mail > Preferences...
    2. Continue again to the Conclusion page.
    3. Click Done to close the New Account dialog.
  • Now adjust the Outgoing Mail Server port:
    1. Choose the Mail>Preferences... menu item.
    2. Click the Accounts icon in the row at top of the Preferences window.
    3. An Accounts list is shown at the left of the panel. Select your Simon's Rock account in this list.
    4. Confirm that Outgoing Mail Server (SMTP): at the bottom of the window shows, "mail.simons-rock.edu". (Your user name may be shown after the server name.)
    5. Click the Server Settings... button below the mail.simons-rock.edu item.
    6. Set Server Port to 465
    7. Confirm that Use Secure Sockets Layer (SSL) is checked.
    8. Confirm that Authentication is set to Password, and that the User name and Password fields have your Simon's Rock user name and password.
    9. Click OK to close the server settings dialog.
  • Set Mail to keep everything on the server:
    1. Click the Mailbox Behaviors button at the top center of the Accounts panel.
    2. Check all items in this list to keep Drafts, Sent, Junk, and Trash in their mailboxes on the server.
    3. Under Junk, change the drop down menu labeled Delete junk messages when: from Never to One week old (or less, if you will check your Junk folder often).
  • Turn on Mail's junk mail filtering:
    1. Click Junk Mail in the row of icons at the top of the Mail > Preferences... window.
      • If prompted, Save the changes to the Accounts section.
    2. Check the checkbox Enable junk mail filtering.
    3. In the section, When junk mail arrives:, select Move it to the Junk mailbox (Automatic).
    4. Now close the preferences window.
  • Now try getting your mail. Each Simon's Rock account has special mail boxes Sent, Trash, and Drafts. Use the Mailboxes > Use this mailbox for > menu to have Mail use these mailboxes for the proper function. See below for details.

IMAP Special Mailboxes

Each Simon's Rock email account has IMAP mailboxes named Sent, Trash, and Drafts, which are intended to be used for mail you have sent, mail you wish to delete, and mail that you have started editing but have not yet sent. Using these mailboxes for these functions assures that your computer's mail program will be consistent with the Simon's Rock webmail interface.

You use the Mac OS Mail program's Mailbox > Use This Mailbox For menu command to tell show the program the location on the server of these special mailboxes.

When you first attempt to get mail from your new IMAP account, the Sent, Trash, and Drafts mailboxes should appear as blue folders in the Mailbox list at the left edge of the Mail window. If you have created some other mailbox folders on your Mac, or have setup other email accounts, your Simon's Rock IMAP folders will appear grouped under an @ icon named with your Account Description (e.g. @ Simon's Rock email). Click the triangle next to this icon to see the list of special folders.

  • To identify these "special" IMAP mail folders to the Mail program, do the following for each folder:
    1. Select one of the special folders from the list at the left edge of the mail window, e.g. Sent.
    2. Choose the Mailbox > Use This Mailbox For menu command, which will drop-down a sub-menu with choices Drafts, Sent, Trash, and Junk.
    3. Select the item from the sub-menu that identifies the purpose of the selected mailbox, e.g. Sent.
    4. After you specify the function for a special folder, Mail will redraw the Mailbox list with the special folder moved to the corresponding Sent, Drafts, Trash, or Junk mailbox icon at the top of the Mailbox list.

Organizing Your Mail

In addition to the built-in special Sent, Trash, and Drafts mailboxes, you can create as many additional mailbox folders on the server as you need to sort your mail as you desire. It is possible to nest mailbox folders inside of mailbox folders to create a hierarchical structure. If you create these mailboxes on the Simon's Rock server instead of on your Mac, the folders will be available to any IMAP mail client on any computer, as well as from the webmail interface.

To create a new top-level mailbox folder, click outside of any mailbox icon on the list at the left of the Mail window, and then choose the Mailbox > New Mailbox... menu item. In the New Mailbox dialog, set the Location: drop-down item to your IMAP account, then type a name for the new mailbox, and click OK.

To make a mailbox inside of another mailbox, select the "parent" mailbox in the list before choosing the Mailbox > New Mailbox... menu item.

(Make sure the new mailbox Location: is not "On My Mac" or all mail that you place in this mailbox will only be available from this computer, not via webmail or from your other computers. Mail on your Mac cannot be backed-up by ITS.)

NOTE: Before the Jan 2007 mail server upgrade, all IMAP mailbox folders on the server were located inside of your INBOX mailbox. With the new server, the IMAP mailbox folders on the server are not within INBOX. For best results, do not create new mailboxe folders inside of INBOX. (E.g., from the Mac Mail program, do not have your Inbox selected when choosing the Mailbox>New Mailbox... command.)