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(Regular Price: $10 each)

Contacts and Calendar Sync Transfer Email To Gmail

Get the full sync solution – contacts andcalendars in addition to your email

Very detailed instructions fortransferring your old email to Gmail.

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http://www.easy-email.net/download-guides/check-out/add_to_cart/38-outlook-2010-contacts-and-calendar-synchronization

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Easy-Email Essential Guide

to Outlook 2010



Copyright © 2010, 2011 Ayoro SAS

The Easy-Email guides are the copyright of Ayoro SAS, Cap Omega, Rond Point BenjaminFranklin, CS 39521, 34960 Montpellier, CEDEX 2, France.

All rights reserved.

No part of this guide may be reproduced in another format or altered in any way without priorwritten permission from the authors.

Disclaimer:

Every effort has been made to ensure that this guide contains accurate and currentinformation. However Ayoro SAS, Easy-Email guides and the authors shall not be liable for anyloss or damage incurred as a result of following these instructions.

We are not responsible for how the software referenced or recommended in this documentworks.

Unless expressly mentioned, we receive no commissions or other payments from the suppliersor owners of software mentioned in this book.

Important! Before you begin setting up the Easy Email solution we highly recommend thatyou make a backup of your emails.

We provide information about how to use certain third-party products, but we do not endorse ordirectly support third-party products and we are not responsible for the functions or reliabilityof such products.

Apple Mail®, Mac® and iPhone® are registered trademarks of of Apple Computer, Inc.

Entourage®, Outlook®, Exchange®, and Outlook Express® are registered trademarks of Microsoft Corporation.

Thunderbird™ is an unregistered trademark of the Mozilla Foundation.

All other company and product names may be trademarks of the respective companies withwhich they are associated.



Important!

This document is protected by copyright.

You are welcome to distribute this document,however you are not allowed to modify it in any way.



Naughty Outlook

Before you set up Easy-Email synchronization for Outlook, there is one issue that wewant to be sure you know about.

We refer to it as “Naughty Outlook” because Outlook sends emails on your behalf without asking your permission and quite frankly we think that's a bit naughty! And it issomething Microsoft has known about since 2007 and hasn't fixed which makes it aDouble Naughty...

It's not in all versions of Outlook and it only affects emails requesting read receipts soit may not ever be an issue for you.

Fortunately it looks as if Outlook 2010 does not suffer from this problem.

Please click here to read an article for a full discussion of this issue - and your choices.

http://www.easy-email.net/naughty-outlook




Table of Contents

1 Introduction................................................................................................................................. 101.1 Who can use these guides?.............................................................................................10

1.2 How to use this document...............................................................................................11

2 Getting Started.......................................................................................................................... 142.1 Try before you decide......................................................................................................142.2 The example used in the guide.......................................................................................14

3 Setting up Gmail for email synchronization........................................................................203.1 Setup a Gmail account....................................................................................................213.2 Setup Gmail to download emails from webmail accounts................................................213.3 Setup Gmail to download email from other email accounts............................................223.4 Enable Email Synchronization.........................................................................................223.5 Summary.........................................................................................................................22

3.6 More stuff you can do......................................................................................................23

4 Setting up Outlook 2010 for email synchronization..........................................................254.1 Modify existing accounts (POP).......................................................................................264.2 Create a new email account in Outlook 2010 to access Gmail........................................264.3 Set the Gmail account as the default email account (optional).......................................424.4 Enable mail notifications.................................................................................................444.5 Change the Outlook startup folder..................................................................................454.6 Known issues...................................................................................................................464.7 Testing email synchronization.........................................................................................474.8 More stuff you can do......................................................................................................49

5 Setting up Gmail for multiple email addresses...................................................................52

6 Setting up Outlook 2010 for multiple email addresses....................................................54

7 Optimize your settings............................................................................................................. 567.1 Downloading emails for offline use..................................................................................567.2 Deleting messages and the Gmail All Mail folder.............................................................587.3 Using the Gmail Spam filter for all your messages.......................................................... 597.4 Why is my unread count different in my email client and on Gmail?...............................597.5 Storage space on Gmail..................................................................................................597.6 Turn off your old email and stay with Easy-Email............................................................607.7 Turn off Easy-Email and stay with your old email setup...................................................61

8 Now what?................................................................................................................................... 638.1 Donations gladly accepted!.............................................................................................648.2 Simplify your email life even further with the Advanced Guide.......................................64

9 Appendix: Gmail.......................................................................................................................... 689.1 Backup and restore your emails......................................................................................699.2 Hide the All Mail folder from other email clients..............................................................759.3 Export contacts...............................................................................................................779.4 Import contacts...............................................................................................................78

9.5 Create a signature...........................................................................................................799.6 Backup your Google Calendar.........................................................................................809.7 Restore your Google Calendar.........................................................................................829.8 Backup Google Docs........................................................................................................89



10 Appendix: Outlook 2010 .........................................................................................................9110.1 Backup and restore your emails....................................................................................9210.2 Backup your emails in Outlook 2010.............................................................................9210.3 Restore from backup in Outlook 2010...........................................................................9610.4 Download emails to Outlook 2010 for offline use........................................................10010.5 Copy old emails to Gmail from Outlook 2010..............................................................10610.6 Turn off an email account............................................................................................108

10.7 Export contacts from Outlook 2010.............................................................................11110.8 Import contacts into Outlook 2010..............................................................................11510.9 Create a signature in Outlook 2010.............................................................................11910.10 Group emails by thread in Outlook 2010...................................................................12210.11 How to find your mail server settings........................................................................123

11 Appendix: How to find the information you need...........................................................12811.1 Check the setup in your current email program..........................................................12811.2 Search on Google........................................................................................................12811.3 Visit www.Easy-Email.net............................................................................................. 12911.4 Contact your email provider........................................................................................129

12 Appendix: Understanding sending and receiving emails................................................130



Easy-Email Essential Guide To Outlook 2010- Introduction -

1 IntroductionEasy-Email extends your existing email setup, so you can:

✔ Manage all your email addresses in one window with one login on any computer!

✔ Work with your webmail offline on your own computers.Read and write emails on the plane, the bus and the beach!

✔ Synchronize your email on as many computers as you would like. Automatically!Get your Outlook email anywhere! (...or any other email client)

Easy-Email is changing the way people use email.

No more:

✗ Logging in to several different email accounts to check all your email addresses.

✗Difficulties using email clients on more than one computer.

✗ Emailing yourself copies of emails from one email account to another just so you cankeep yourself informed :-)

Your email is streamlined, efficient, accessible anywhere, from any computer – easy!

Whether you currently use webmail or an email client, whether you use one email address onmultiple computers or you have multiple email addresses on multiple computers, we can saveyou heaps of time and hassle.

You do not need to purchase new software – you simply setup your existing email clientsoftware or use free email software. In fact, our favorite email client, Thunderbird, is free todownload and works on Mac, Linux and Windows.

The Easy-Email solution works with most popular email clients (Outlook, Thunderbird, Live Mail,Apple Mail etc.), you can use webmail and many mobile devices (Android, iPhone, BlackBerry,Palm webOS, Symbian, Windows Mobile and more) to access your email. The solution alsoworks on Windows, Mac OS X and Linux.

Gmail is used as your webmail client. You can still send and receive email with your Hotmailand other webmail addresses except the free Yahoo Mail. For more details read Will I have touse Gmail as my webmail client?

See it in action in our videos here. And you can find real life use cases on our website here.

1.1 Who can use these guides?

These guides are designed to be used by anyone with a moderate level of computer ability.

There are screenshots and step by step instructions for almost every step, even showing youwhere to find menu items and what buttons to click on.

This is the reason why a simple solution needs such a long explanation!

If you have set up your own email accounts with incoming and outgoing servers (not justwebmail) you should be fine.

If you are not comfortable doing the setup yourself just call your IT “go to” person or a handyteenager and give them this guide! Once Easy-Email is set up you do not need to do anythingto enjoy the benefits.

If you are a more technical user you will find plenty of interesting tips in this document and theforum on our website for discussions and questions. And of course following this guide will still

save you lots of time over researching it yourself.

Email a friend - 10 - Send us feedbackBuy us a coffee! Buy the Advanced Guide

http://www.easy-email.net/general/the-solution/why-gmail


http://www.easy-email.net/videos

http://www.easy-email.net/use-cases

http://www.easy-email.net/forum

mailto:[email protected]?subject=A%20great%20new%20way%20of%20managing%20your%20email!&Body=Hello%20all,%0A%0AI%20have%20come%20across%20a%20great%20new%20email%20solution.%0A%0AI%20now%20have%20all%20my%20email%20from%20all%20my%20email%20addresses%20in%20one%20window%20with%20one%20login!%20And%20I%20can%20get%20to%20it%20from%20any%20computer%20or%20mobile%20device....including%20sent%20emails%20and%20old%20emails,%20not%20just%20new%20ones.%20%0A%0AIt%20works%20with%20Outlook,%20Thunderbird,%20Blackberries,%20iPhones,%20Gmail,%20Hotmail,%20Live%20Mail%20and%20many%20more...%0AAnd%20it%20is%20all%20automatically%20synchronized!%0A%0AI%20can%20even%20get%20my%20webmail%20offline%20from%20my%20own%20computers.%0ACheck%20it%20out%20at%20www.Easy-Email.net.%0A%0ACheers,%0A%0A

mailto:[email protected]?subject=Hi%20Easy-Email,%20I%20have%20some%20feedback%20for%20you...

http://www.easy-email.net/donate

http://www.easy-email.net/download






http://www.easy-email.net/videos

http://www.easy-email.net/use-cases





Easy-Email Essential Guide To Outlook 2010- Introduction -

1.2 How to use this document

This document contains a fair number of pages but as you'll see most of the pages arescreenshots!

You can make it easier to find your way around the document if you open the Table of Contentson the left hand side of the PDF reader.

The way to do this varies from PDF reader to PDF reader, but here is a screenshot showing youwhat it looks like:












The first hour Easy-Email saves youpays for the Advanced Guide!

If we save you just one hour(and we will save you much, much more)

you have already earned back

what you paid for the Advanced Guide(depending on how much you make per hour of course!)

Go get your Easy-Email Advanced Guide now.




Preparation



Easy-Email Essential Guide To Outlook 2010- Getting Started -

2 Getting Started This section contains important information to help you get the job done smoothly.

2.1 Try before you decide

We have designed the Easy-Email instructions so you will keep the old way of working with youremail active while you try out the new solution.

For the Easy-Email Essential setup you will create a new account only for this purpose.

For the Easy-Email Advanced setup you will be downloading your emails twice until youdecide which solution to keep. However it also means that you can – at any time – go back toyour old system. And it is easy!

Once you are comfortable that Easy-Email works for you, you can turn off the old way of

getting your emails.See Turn off your old email and stay with Easy-Email on page 60 and Turn off Easy-Email andstay with your old email setup on page 61 for specific instructions on how to do this.

2.2 The example used in the guide

To make the instructions easier to follow we have created an example person, John Doe, whowe use throughout the Easy-Email guides.

He has four email addresses:

Gmail: [email protected] This email address is mainly used for email synchronization.

Work: [email protected] This is John's work email address, and it has a mailbox attached.Gmail needs to pick up the mail from the pogo-card mailbox.

Personal: [email protected] This is John's personal email address and it is forwarded to the Gmail address, it doesnot have its own mailbox.

Webmail: [email protected] This is a personal email address which John uses when he is away from his computers.













2.2.1 Part 1: Email synchronization (Essential and Advanced guides)

In part 1 we will setup email synchronization for John using a Gmail address. All his email

clients will automatically be updated no matter what he does to his email. Sent email andread/unread marks etc. will all be synchronized for his Gmail account.

The Essential Guide allows you to try the Easy-Email system of automatic synchronization soyou can see if this is for you. With the Essential Guide you will not be synchronizing yourpersonal email. The instructions for this are only included in the Advanced Guide.













2.2.2 Part 2: Multiple email addresses (Advanced Guide only)

In part two we will extend John's setup, so he can send and receive email using his personal

email addresses.

He can also neatly manage all of his email addresses in one window with one login. He can useGmail, Thunderbird, Outlook or any other email client.













John's multiple inboxes in Gmail

John wants each email address to have a separate Inbox and Sent Mail. And he wants to beable to manage all his addresses from Windows Live Mail on his home computer, from OutlookExpress on his netbook and from Gmail when he is on the road without the netbook.

John will be able to send an email from [email protected] using Gmail and no one cantell it was not sent from the office.

Note! Part 2 is only included in the Advanced Guides.












Don't know what to do now?

We're here to help!

Post your questions on the forum:

www.Easy-Email.net/forum





9TxJ191mFrnf2DZHRGi5

Email Synchronization



Easy-Email Essential Guide To Outlook 2010- Setting up Gmail for email synchronization -

3 Setting up Gmail for email synchronization This chapter explains how to setup Gmail for email synchronization.

If you buy the Advanced Guide you will also be guided through downloading emails from otheremail accounts (both webmail and non-webmail accounts).

At the end of the chapter you will find references to more information which is relevant forworking with Gmail and Easy-Email.

Note!

The purpose of the Essential Guide is to show you the value of the Easy-Email system by

setting up Email Synchronization for one Gmail address.

We recommend you set up the system on two or more computers or mobile devices.

After you have completed the setup you can see the advantages of the Easy-Emailsystem in live action, specifically:

➢ Read an email on one computer and it is marked as read on all your computers

➢ Send an email from one computer and it will appear in the Sent Mail folder on allyour computers

➢ Move an email to a folder on one computer and it will be moved automatically onall your computers

➢ Your email Inbox is automatically synchronized on all your computers

➢ You can synchronize your email on your mobile device too

➢ You can access your email from Gmail when you are away from your owncomputers

Once you have seen the system in action you can purchase the Advanced Guide toextend the Easy-Email system to include sending and receiving email from your ownpersonal email addresses.

Another advantage of the Easy-Email Advanced system is that you can manage all yourpersonal email addresses with one login from Gmail when you are away from your own

computer.













In this chapter:

➢ Setup a Gmail account

➢ Setup Gmail to download emails from webmail accounts

◦ Transfer contacts and email from your webmail account to Gmail

◦ Setup Gmail to download new email from your webmail account

➢ Setup Gmail to download email from other email accounts

➢ Enable Email Synchronization

➢ Summary

➢ More stuff you can do

3.1 Setup a Gmail account

If you do not have a Gmail address already create one now. Go to www.gmail.com and sign up.It is free.

3.2 Setup Gmail to download emails from webmail accounts

This section is only included in the Advanced Guide.

3.2.1 Transfer contacts and email from your webmail account to Gmail


3.2.2 Setup Gmail to download new email from your webmail account



http://www.gmail.com/








http://www.gmail.com/





3.3 Setup Gmail to download email from other email accounts


3.4 Enable Email Synchronization

IMAP stands for Internet Message Access Protocol and it is the function that allows you tosynchronize mail between different accounts.

➢ Log on to your Gmail account.

➢ Click the little gear at the top right hand corner of the page, then click Mail Settings.

➢ Click Forwarding and POP/IMAP.

➢ Click Enable IMAP then Save Changes.

3.5 Summary

Gmail will now:

➢ on a regular basis download emails from your mailbox at your Internet Service Provideror Webmail provider (only included in the Advanced Guide).

➢ send mails as if you were sending them from your other addresses (only included inthe Advanced Guide).

➢ allow other email clients to synchronize email with Gmail

This completes the Gmail setup.













3.6 More stuff you can do

In the appendix you will find more interesting information on how to get the most out of your

email:➢ Backup and restore your emails

We strongly recommend you backup your emails before you setup Easy-Email. This section explains how you do this. And it explains how you restore your emails if youshould need to do that.

➢ Hide the All Mail folder from other email clients The All Mail folder in Gmail is your email archive. This is where your emails are storedwhen you remove them from the Inbox unless you explicitly delete them. Typically youdo not need to synchronize this folder for offline use with other email clients. This section explains how to hide the All Mail folder from your other email clients.

➢ Export contacts from Gmail

If you have contacts stored on Gmail and you want to copy them to other email clientsthis section explains how you do this.

➢ Import contacts into GmailIf want to copy contacts stored on other email clients to Gmail this section explains howyou do this.

➢ Create a signature in Gmail This section explains how you create a signature in Gmail.

You can find many more tips and tricks on using Gmail and managing your email on thewebsite: www.Easy-Email.net


http://www.easy-email.net/












Is getting to your email hard work?

Set up Easy-Email for multiple email addresses (Advanced Guide)

and have your email come to you!

Access all your email from one window with one login

and respond from any email address you choose!





Easy-Email Essential Guide To Outlook 2010- Setting up Outlook 2010 for email synchronization -

4 Setting up Outlook 2010 for email

synchronization This chapter explains how to setup Outlook 2010 for email synchronization.

At this point you should have completed the setup of Gmail for email synchronization.

At the end of the chapter you will find references to more information which is relevant forworking with Outlook 2010 and Easy-Email.

Important! If you have not done so already please read the article “Naughty Outlook”.

In this chapter:

➢ Modify existing accounts (POP) (page 26)

➢ Create a new email account in Outlook 2010 to access Gmail (page 26)

➢ Set the Gmail account as the default email account (optional) (page 42)

➢ Enable mail notifications (page 44)

➢ Change the Outlook startup folder (page 45)

➢ Known issues (page 46)

➢ Testing email synchronization (page 47)

➢ More stuff you can do (page 49)

Important!

Backup your emails before you start!

You can find instructions for how to do this in Backup and restore your emails on page 92.

Easy-Email does not accept responsibility for any data loss under any circumstance.















4.1 Modify existing accounts (POP)


4.2 Create a new email account in Outlook 2010 to access Gmail

This step tells Outlook to synchronize with Gmail so you can download copies of your emails.

Note! For the Essential Guide we only show you how to send email from your Gmail address.Sending email from your personal address and setting up multiple email addresses is explainedin the Advanced section of the guides.

Follow these steps:

➢ Start Outlook 2010.













➢ Click File → Add Account.

➢ Enter the following information:For Your Name enter your name, for John that is John Doe.For E-mail Address enter your Gmail address, which for John [email protected] Password enter your Gmail password twice.













Click Next.













➢ Wait while Outlook searches for your account settings. This can take a couple of minutes.













➢ Tick Manually configure server settings.Click Next.













➢ Click More Settings...













➢ On the general tab enter a descriptive name for the mail account.For John we enter My Mail (IMAP).

➢ Click on the Sent Items tab.Select Do not save copies of sent items.Gmail automatically does this for us now.













Click OK .













➢ Click Finish.

➢ Outlook tests your account settings.Click Close.













➢ Your mail is synchronized with Gmail. This could take some time depending on how many emails you have. You can Delete the test email from Outlook.













➢ Select the [Gmail] → Sent Mail folder. The sent folder view includes From instead of To.What you want to see here is who you sent emails to.













➢ Click on View → Change View → Save Current View As a New View

➢ Enter My Sent View as the name of the view.

Click OK .













➢ Click View Settings.

➢ Click Columns...













➢ Select the Sent and To fields. Tip! Hold down the Ctrl key when you click on the second field to select both fields atthe same time.Click Add.

➢ Move the fields so To is located below From and Sent is below Received.













➢ Select the From and Received fields.Click Remove. Then click OK .

➢ Click OK .













➢ Now we can see who we sent our emails to.













4.3 Set the Gmail account as the default email account (optional)

If you want your new Gmail account to be the default when you send email follow these steps:

➢ Go to File → Account Settings → Account Settings..













➢ Select the My Mail (IMAP) account.Click Set as Default.Click Close.













4.4 Enable mail notifications

Outlook does not automatically notify you when new mail arrives in an IMAP account.

To make this happen follow these steps:














4.5 Change the Outlook startup folder

You can change the default startup folder for Outlook.














4.6 Known issues

➢ Draft emails are stored in the local folder on the computer – not the Gmail drafts folder.

This is due to a limitation in Outlook. This means you cannot start an email in anotherclient and finish it in Outlook or vice versa.

➢ Outlook 2010 always creates a Junk E-mail folder. This folder will also appear in Gmail.

➢ The first time Outlook 2010 synchronizes with Gmail it can take a long time – please bepatient.













4.7 Testing email synchronization

Now that you have set up the basic Easy-Email system with one Gmail address on two (or

more) computers it is time to test how it works.➢ Start Outlook 2010 on computer 1.

◦ From another email address (not your new Gmail address) send two emails to yournew Gmail address. One with a subject of ”Test 1” and one with a subject of ”Test 2”.

◦ Verify that the emails arrive in your Gmail inbox.

◦ Open the email with a subject of ”Test 1” and reply to the email.

◦ Verify that the email is marked as Read.

◦ Verify that the reply is in your [Gmail]->Sent Mail folder.

◦ Create a new folder in the Gmail account. Name it ”Test Folder”.

◦ Move the ”Test 1” email into the ”Test Folder”.

◦ Close down Outlook 2010 on computer 1.

➢ Start Outlook 2010 on computer 2.

◦ Verify that you have the “Test 2” email in your inbox and that it is marked unread.

◦ Verify that you have the “Test Folder” and that the “Test 1” email is in the foldermarked as read.

◦ Verify that you have the reply to the “Test 1” email in your [Gmail]->Sent Mail folder.

◦ Open the “Test 2” email so it is marked as read.

◦ Close down Outlook 2010 on computer 2.

➢ Open your Gmail account in an internet browser.

◦ Verify that you have the “Test 2” email in your inbox and that it is marked read.

◦ Verify that you have the “Test Folder” and that the “Test 1” email is in the foldermarked as read.

◦ Verify that you have the reply to the “Test 1” email in your [Gmail]->Sent Mail folder.

➢ If you have a mobile device setup the Gmail account on that device too, and completethe tests.

◦ You can find instructions for setting up mobile devices by clicking here.

Now that you have seen how easy the Easy-Email system is (it works automatically once it hasbeen set up), you are most likely eager to expand the system to work with your personalemail address(es).

Configuring multiple email addresses and Sent Mail from your personal email addresses is nottrivial. However we have made it easy for you by documenting every step in the Easy-EmailAdvanced Guide.

You can purchase the Advanced Guide from our web site by clicking here.

You have already seen how much time you can save with a fully automated emailsynchronization system, so you know the guide will pay for itself very quickly.


http://www.easy-email.net/mobile-devices/mobile-devices-setup/mobile-devices-setup


http://www.easy-email.net/general/download/
















An added benefit of the Advanced version of the system is that you can manage all youremail addresses from Gmail with one login when you are away from your own computers.No more logging into several different email accounts!













4.8 More stuff you can do

In the appendix you will find more interesting information on how to get the most out of your

email:➢ Backup and restore your emails

We strongly recommend you backup your emails before you setup Easy-Email. This section explains how you do this. And it explains how you restore your emails if youshould need to do that.

➢ Download emails to Outlook 2010 for offline use This section explains how to make your emails available for use without an internetconnection. You will be able to read and respond to emails on a plane or train forinstance. Once you get an internet connection again your emails will be sent.

➢ Copy old emails to Gmail from Outlook 2010 This section explains how you can copy your old emails from Outlook 2010 to Gmail.

This will make the emails available to any client you synchronize with Gmail.

➢ Turn off your old email account You have setup email synchronization without making changes to your old email setup. This allows you to try out Easy-Email without affecting the way you manage your emailtoday. This section explains how to phase out your old email setup once you are comfortablewith Easy-Email.

➢ Export contacts from Outlook 2010 If you have contacts stored on Outlook 2010 that you want to copy to other email clientsthis section explains how you do this.

➢ Import contacts into Outlook 2010

If want to copy contacts stored on other email clients to Outlook 2010 this sectionexplains how you do this.

➢ Create a signature in Outlook 2010 This section explains how you create a signature in Outlook 2010

➢ Group messages by thread in Outlook 2010 If you like the way Gmail organizes emails in threads or conversations this sectionexplains how you can get a similar view in Outlook 2010.

➢ How to find your mail server settingsIf you do not know your mail server settings this section explains where you can locatethis information in your current setup.

And that completes the setup of Outlook 2010 for email synchronization.












How many hurdles do you have to jumpto get your email?

Bring all your email together with the Easy-Email Advanced Guide.

Work with all your email in one place.





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Multiple Email Addresses



Easy-Email Essential Guide To Outlook 2010- Setting up Gmail for multiple email addresses -

5 Setting up Gmail for multiple email addresses

To get this chapter please buy the Advanced Guide.

We have included the table of contents here for your information.

This chapter explains how to setup Gmail to work with multiple email addresses. You will beguided through creating labels, setting up email receiving and sending, creating filters andsignatures.

At the end of the chapter you will find advice on writing and replying to emails and a few trickson how to make your Gmail experience even better.

In this chapter:➢ Create labels

➢ Setup email receiving

➢ Setup email sending

➢ Setup filters

➢ Setup signatures

➢ Write emails

➢ Reply to emails

➢ Other recommended options












Set Yourself Free!

Take control of your email – don't let your email control you!





Easy-Email Essential Guide To Outlook 2010- Setting up Outlook 2010 for multiple email addresses -

6 Setting up Outlook 2010 for multiple email

addresses



This chapter explains how to take the basic email synchronization setup for Outlook 2010 to thenext level with multiple email addresses.

You will be guided through renaming your My Mail (IMAP) account, adding accounts to sendemail via your own outgoing mail server and via Gmails outgoing mail server. You will change

the setup of Outlook 2010 so only one account downloads email and finally you will createmultiple signatures and learn how to write and reply to emails.

In this chapter:

➢ Refresh the folder list from Gmail

➢ Rename the My Mail (IMAP) account to Gmail

➢ Add account to send email via your own outgoing mail server

➢ Add account to send email via Gmail's outgoing mail server

➢ Set the default account

➢ Select folders for each email account

➢ Create multiple signatures

➢ Write emails

➢ Reply to emails












Finishing Touches



Easy-Email Essential Guide To Outlook 2010- Optimize your settings -

7 Optimize your settingsWhen you have completed the Easy-Email setup there are a some things you should be awareof. A few things work in a slightly different way than you might expect, and you need to makesome choices as to how you would prefer to work.

In this chapter:

➢ Downloading emails for offline use (page 56)

➢ Deleting messages and the Gmail All Mail folder (page 58)

➢ Using the Gmail Spam filter for all your messages (page 59)

➢ Why is my unread count different in my email client and on Gmail? (page 59)

➢ Storage space on Gmail (page 59)

➢ Turn off your old email and stay with Easy-Email (page 60)➢ Turn off Easy-Email and stay with your old email setup (page 61)

7.1 Downloading emails for offline use

What do you want to have available offline?

All your emails will be stored on Gmail from now on. You can choose which emails to have alocal copy of on your computer(s) by adjusting the Synchronization Settings.

If you do not have many emails or if you have plenty of disk space on your computer you cansafely download all emails to each email client. This will be the case for most people.

When you download emails they will be available offline. So if you like to do your email on thebus in the morning this is the way to go. Synchronize before you go to work and then you canread and reply to your emails on the bus. Once you get an internet connection again youremails will automatically be synchronized with Gmail. Easy!

If you have a large number of emails you can select certain folders to download for offline use.Some Wallet-PCs and netbooks have limited disk space for instance.

We recommend that you work with the following settings:













Folder Synchronization Option Comment

Inbox All Messages Hmm... yes, you guessed it: your inbox

All Mail Don't Synchronize Contains your messages archive.

See Deleting messages and the Gmail All Mailfolder on page 58 for more details.

Drafts All Messages Draft messages. Includes draft messagescomposed on other email clients. Useful!

Sent Mail All Messages Sent Mail. Also very useful if you need to remindyourself what you have told people.

Spam All Messages Why synchronize the spam folder? Because youwant to see if any real mails end up in the spam

filter. It does happen occasionally – even with thebest spam filters!

Starred All Messages These are the messages marked with a flag or astar because you want them to get specialtreatment.

Trash All Messages Useful to synchronize in case you ever need topull something back up from the trash can.

Personal folders All Messages These are the folders you create to organize youremail. You may not need to synchronize allfolders on all email clients. For instance you

might leave out work folders on your homecomputer.

In the guide for each email client we have described where to adjust the SynchronizationSettings. For Outlook 2010 you can find the instructions in Download emails to Outlook 2010 foroffline use on page 100. For other email clients please see the corresponding documentation.

The options are generally:

Don't Synchronize -> Do not download messages. You can only see the content of thefolder in Gmail.

All Messages -> Download all messages and their contents to the computer. You canthen read and respond to messages offline.

New Messages Only -> Only download messages arriving from now on.

Headers Only -> Only download the subject and sender information, not the messagecontents. The contents can only be accessed when you are connected to the internetand will be downloaded if you click on the message.

Tip! On Gmail you can hide the All Mail folder from your all of your email clients in one go. SeeHide the All Mail folder from other email clients on page 75 for more information.













7.2 Deleting messages and the Gmail All Mail folder

Gmail's system for managing and searching for emails is very efficient however it may take a

bit of getting used to if you do not know it.Gmail works with the concept of labels. Labels correspond to folders on other email clients.When an email is received, Gmail automatically labels it 'Inbox'.

When you read your email you might want to add another label, say 'Work' for example. Doingthis will make the message appear under both the Inbox and Work labels. In other words, anemail can have more than one label, which means it exists in more than one folder if you'recomparing it to other email clients.

In Gmail you can Archive a message or you can Delete it.

➢ Archiving a message basically just removes the Inbox label. The message still exists inthe All Mail folder and you can still search for it. It's a great way of cleaning up yourInbox.

➢ Deleting a message moves it to the Trash folder, where it will wait for 30 days before itis finally deleted. This gives you some time to change your mind.

On an email client other than Gmail, pressing Delete will remove the email from the currentfolder. If an email exists in more than one folder it will still appear in the other folders. In otherwords pressing Delete is the same as archiving in Gmail.

If you do want to send an email to the trash can you may do so by dragging the email to the Trash folder under [Gmail].

So the All Mail folder has a copy of every email you have sent or received – apart from theemails you have sent to the trash can.

You can also change this behavior so an email is automatically moved to the Trash instead of the All Mail folder. Read this article for more information: How to delete Gmail IMAP emails.

If you wish to access the All Mail folder offline you will need to synchronize it for offline use.However you will most likely have all the messages you need in your Inbox, Sent Mail and yourpersonal folders.

Google has a great article on How do actions sync in IMAP?


http://www.easy-email.net/gmail/gmail-tips/how-to-delete-gmail-imap-emails

http://mail.google.com/support/bin/answer.py?answer=77657








http://www.easy-email.net/gmail/gmail-tips/how-to-delete-gmail-imap-emails

http://mail.google.com/support/bin/answer.py?answer=77657





7.3 Using the Gmail Spam filter for all your messages

Since you are now receiving all your email messages through Gmail, their spam filter will

automatically catch any baddies coming in.Gmail's spam filer is extremely good. Effectively this means you do not have to purchase aseparate spam filter. Once you decide to stay with Easy-Email you can turn off your emailclients spam filter. You will find the instructions for how to do this in the appendix if this isrelevant for your preferred email client. This is only relevant for some email clients, like Outlookand Windows Live Mail. For other email clients such as Thunderbird this is not relevant.

If you occasionally do find a spam message in your Inbox you can mark the message as spamby dragging it into the [Gmail]/Spam folder. Gmail will pick it up from there.

You should make a habit of regularly verifying that the emails in the [Gmail]/Spam are reallyspam messages – every now and again a real email ends up in the spam folder. If this happensyou can mark it as “not spam” in Gmail and it will be moved back to your inbox. On your emailclient you can drag the message from the spam folder to any other folder and it will also markthe message as “not spam”.

Tip! It is a good idea to save the email addresses of newsletters and mailing lists that you areexpecting to receive in your Contacts. That way Gmail recognizes them as wanted emails.

7.4 Why is my unread count different in my email client and on Gmail?

Gmail organizes emails in threads. In some email clients threads are called conversations. Therefore Gmail looks at the unread count in a slightly different way than other email clients.Don't worry – you still have all your emails.

7.5 Storage space on Gmail

If you find you are running out of space on Gmail you have a lot of emails! They give you 7.5Gbof space for free.

Fortunately it is easy to buy more Gmail space... in Gmail go to Settings → Accounts andImport → Add additional storage for the details.













7.6 Turn off your old email and stay with Easy-Email

You need to:

➢ Tell Gmail to remove downloaded email from the mailbox

➢ Turn off your old way of downloading emails

➢ Change your email forwarding addresses

7.6.1 Tell Gmail to remove downloaded email from the mailbox

For each email address where Gmail is picking up the emails you need to tell Gmail to removedownloaded email from the mailbox. This ensures you will not run out of space.

For your webmail addresses we recommend that you still leave email on the server.

To have Gmail remove downloaded emails follow these steps:

➢ Go to Settings → Accounts and Import and click edit info.

➢ Uncheck Leave a copy of retrieved messages on the server.Click Save Changes.













7.6.2 Turn off your old way of downloading emails

If you are using Outlook 2010 you can find the instructions for how to do this in Turn off an

email account on page 108.Otherwise please refer to the corresponding document for the email client you are using.

7.6.3 Change your email forwarding addresses

Gmail only collects email from your mailboxes once per hour. If you have email addressesforwarding mail to your other mailboxes you might want to change the forwarding address tobe your Gmail address instead. This will ensure your email arrives as soon as possible.

7.7 Turn off Easy-Email and stay with your old email setup

We would love to hear why you do not think Easy-Email is for you! Please send us an email at

[email protected] and tell us what we can do to make this work better for you.

Turning off Easy-Email is very easy to do:

➢ If you are using Outlook 2010 you can find the instructions for how to do this in Turn off an email account on page 108. Otherwise please refer to the corresponding documentfor the email client you are using.

➢ Remember to turn off all the accounts you might have created with Easy-Email, andensure that your old account is turned on.


mailto:[email protected]








mailto:[email protected]




Are you lost in the email maze?

We will guide you to the ultimate setup for email management.

Our easy to follow Easy-Email Guides take you every step of the way.

If you have any questions our forum is the place to go:www.Easy-Email.net/forum

For the ultimate solution go get your Easy-Email Advanced Guide now.






Easy-Email Essential Guide To Outlook 2010- Now what? -

8 Now what?Make sure you sign up for news and updates at www.Easy-Email.net/easy-email-news so we cankeep you informed. We continue to develop and search for improvements for these guides andwe often send out free bonuses or tips that will be very useful.

Now your email life is really simple! You can access your work emails from home, your homeemails from an internet cafe, your hotmail emails from Outlook, your Outlook emails fromGmail... it's brilliant! Have fun!

You probably recall that we designed the Easy-Email instructions so you will keep the old way of working with your email active while you try out the new solution. It does mean that you will bedownloading your emails twice until you decide which solution to keep.

Remember! Once you are comfortable that Easy-Email works for you, you can turn off the oldway of getting your emails.

See Turn off your old email and stay with Easy-Email on page 60 and Turn off Easy-Email andstay with your old email setup on page 61 for specific instructions on how to do this.

And don't forget to send us feedback and testimonials on how it's helped you in your life. Just click on the feedback link in the footer. We review all feedback and incorporate commentsand suggestions to improve the quality of our products and website. Thanks!


http://www.easy-email.net/easy-email-news








http://www.easy-email.net/easy-email-news





8.1 Donations gladly accepted!

The Easy-Email Essential solution makes your life a lot easier. Even if you do not need the

Advanced Guide you can still help us to extend Easy-Email to include more email clients andother useful guides such as Calendar Synchronization etc.

How much is the Essential Guide worth to you? How much easier is your life after Easy-Email?Only you know, so feel free to donate an amount of your choice to support the furtherdevelopment of Easy-Email.

You can also help by spreading the word to your friends. Click the link in the footer, and we will

write the email for you. Of course you can change the text before you send the email and youchoose who to send the email to.

8.2 Simplify your email life even further with the Advanced Guide

8.2.1 What is in the Advanced Guide?

This video shows the Advanced setup using Gmail and Thunderbird:http://www.youtube.com/watch?v=uUsAo9Dijy4

The result is the same in any other email client so it's worth a look!

With the Easy-Email Advanced Guide you can:➢ Work with all your email addresses in one window with one login

◦ No need to log in to different webmail clients

◦ No need to install more than one email program on your computer

◦ Work with all your email from all your email addresses on your mobile device

➢ Give each email address its own inbox and outbox

➢ Respond to email using the correct email address and signature automatically (most butnot all email clients, see known issues)

➢ Backup all your email with one program

After John has completed the Easy-Email Advanced Guide his Gmail looks like this:


http://www.youtube.com/watch?v=uUsAo9Dijy4

http://www.easy-email.net/known-issues-webmail-and-email-clients










http://www.youtube.com/watch?v=uUsAo9Dijy4

http://www.easy-email.net/known-issues-webmail-and-email-clients





John has three separate inboxes for his Gmail address, work address and personal address. Hecan also organize his emails in To Do and To Read sections. John is managing three differentemail addresses in one window with one login.

Note! In most email clients the inboxes, sent mail and personalized folders are shown in listform.

With the Easy-Email Essential setup, sent email may appear as sent 'on behalf of' or with'sender' information depending on which email client the recipient is using.

The Advanced Guide shows you how to set up your sent email so that, even while working inGmail, your email is in fact sent via your own mail server!













Appendices



Easy-Email Essential Guide To Outlook 2010- Appendix: Gmail -

9 Appendix: Gmail This appendix has more information on Gmail and how it works with Easy-Email.

In this appendix:

➢ Backup and restore your emails

➢ Hide the All Mail folder from other email clients

➢ Export contacts

➢ Import contacts

➢ Create a signature

➢ Backup your Google Calendar

➢ Restore your Google Calendar

➢ Backup Google Docs













9.1 Backup and restore your emails

Important!

The method described here is the recommended way to backup your emailswhen you have setup Easy-Email.

When you use a new method of backup for the first time it is important to verifythat you can restore your precious data again.

Consider creating a temporary Gmail account to test the backup and restore function.

There are a number of different backup programs available. And since we promised you did nothave to buy any software we will start with the free software first.

➢ Gmail Backup, which runs on both Windows and Linux, is our preferred option.Get it here: www.gmail-backup.com Note! Gmail-Backup has some limitations on label names. No special characters areallowed.

➢ IMAPSize is another free option, but it only runs on Windows.Get it here: www.broobles.com/imapsize Note! We have experienced some difficulties restoring data with this program. If youchoose this program make sure you test the restore function.

➢ BackupGoo.com has both a free and a paid for version. It runs on Windows, Linux andApple Mac.

➢ A commercial solution is Gmailkeeper. It runs on Windows only.Get it here: www.gmailkeeper.com

➢ A rather technical solution for Apple Mac can be found here.


http://www.gmail-backup.com/

http://www.broobles.com/imapsize

http://en.backupgoo.com/

http://www.gmailkeeper.com/


http://blog.rectalogic.com/2007/11/automated-gmail-backup-via-imap.html










http://www.broobles.com/imapsize

http://en.backupgoo.com/







9.1.1 Backup your emails in Gmail using Gmail Backup

The instructions here are for Windows, but the Linux version is virtually identical. If you do use

another platform please check our web site www.Easy-Email.net for the latest backupinstructions.

To get your backups going on Windows follow these steps:

➢ If you have hidden your All Mail folder as described in Hide the All Mail folder from otheremail clients on page 75 you should unhide it before you start the backup.

➢ Download Gmail-Backup here: www.Gmail-Backup.com Download the .exe file for Windows. You have to scroll down to find the link.

➢ When the download is complete install Gmail Backup by executing the downloaded file.Follow the instructions and keep all default values.

➢ The installation creates an icon for Gmail Backup on the desktop.Double click the icon to start the program.

➢ Specify your Gmail login and Gmail password.For Server enter imap.gmail.com.Select your preferred backup folder and give the backup file a name.Tip! The naming of the file: GmailBackup-YYYY-MM-DD.zip is not a coincidence. The dateformat will ensure that your backup files are listed in date order and the .zip file

















extension tells Gmail Backup to save the backup in a zip file.We do recommend that you create a folder specifically to hold the backup files.Note! If you have been using Gmail for a while you might have to change the dateinterval to backup all your emails. The date interval can be used to speed up

subsequent backups by omitting emails which have been backed up already.Click Backup.

➢ Note! If you see the message below after you click Backup it is because your All Mailfolder is hidden.Follow the instructions in Hide the All Mail folder from other email clients on page 75 to













unhide the folder before you start the backup

➢ When you see the message below the backup is complete.

➢ Hide the All Mail folder again as described in Hide the All Mail folder from other emailclients on page 75.













9.1.2 Restore your emails to Gmail using Gmail Backup

To restore your emails from a backup follow these steps:

➢ Start Gmail Backup.

➢ Gmail Backup remembers your Gmail login and the name of the last backup file.Enter your password.Verify that the name of the backup file is correct.Click Restore.













➢ When you see the message below the restore is complete.

➢ Tip! You can backup from one Gmail account and restore to another Gmail account. Thiscan be useful if you want to test the restore function or if you want to move emails fromone Gmail account to another Gmail account.













9.2 Hide the All Mail folder from other email clients

The All Mail folder in Gmail is your email archive. This is where your emails are stored when you

remove them from the Inbox unless you explicitly delete them.Apart from when you want to backup your emails you have no need for this folder. That is, youdo not need to synchronize this folder for offline use.

The exception is if you are using Thunderbird 3, which has an archive feature that works withthe Gmail All Mail folder. If you wish to make use of that feature you need to enable the All Mailfolder. Otherwise you will not be able to access the archive from Thunderbird.

One option is to deselect the All Mail folder in your email clients when you configure them foremail synchronization. Instructions for this option are in the guides for each email program.

Another option is to hide the All Mail folder in Gmail. You just need to do this once and thefolder will be hidden in all email programs. Follow these steps:

➢ Log in to your Gmail account.➢ Click Settings at the top right hand corner of the page.

➢ Click the Labs tab.

➢ Find the Advanced IMAP Controls lab feature and click Enable.

➢ Click Save Changes.

➢ Click Settings → Labels.

➢ A new option has been added for each label: Show in IMAP.For All Mail untick this option.













Now the All Mail folder will not be made available for download for offline usage.

Important! Before making a backup from Gmail you need to enable All Mails via IMAP again.Otherwise you will not be backing up your email archive.













9.3 Export contacts

It is easy to copy the contacts you have stored on Gmail to other email clients. You simply

export them from Gmail and import them on the other email client.With some email clients you can automatically synchronize contacts with Gmail. This is truewith Thunderbird for example. Visit the web site www.Easy-Email.net for the latest informationor see the documentation for your preferred email client.

To Export your contacts, i.e. send them from Gmail to another email program:

➢ In the main Gmail window click Contacts.

➢ In the contacts window click Export.Select Outlook CSV as the output format. Then click Export.

➢ Save the file in a place where you can find it again.















9.4 Import contacts

It is easy to copy the contacts you have stored on another email client into Gmail.

First you export them from the other client, then you import them into Gmail.

With some email clients you can automatically synchronize contacts with Gmail. This is truewith Thunderbird for example. Visit the web site www.Easy-Email.net for the latest informationor see the documentation for your preferred email client.

To import contacts:

➢ In the main Gmail window click Contacts then Import.Browse to the file you wish to import and click Import.















9.5 Create a signature

To create a signature:

➢ Click on Settings.

➢ Under the General tab, enter the signature.

➢ Click Save Changes at the bottom of the page.













9.6 Backup your Google Calendar

To back your Google Calendar follow these steps:

➢ Log in to your Google Calendar at www.google.com/calendar

➢ Under My calendars click Settings.


https://www.google.com/calendar








https://www.google.com/calendar





➢ Click Export Calendars.

➢ Save the file in a safe place, which you include in your normal backup of your computer(you do backup, right?).













9.7 Restore your Google Calendar

Unfortunately restoring your Google Calendar is not easy. There are a couple of technical

challenges you face when you want to re-import your calendar.Google Calendar can be difficult when it comes to re-importing events that have been deleted.Surprisingly it actually refuses to import them. You will get the message: “Failed to import events: Some of the events in this file were not imported because you had imported them toGoogle Calendar before. Other events in this file have been imported..”

9.7.1 Unpacking the backup file

Google Calendar is helpful when you backup your calendar. It automatically zips it for you tosave space. However you cannot import the zip file again to Google Calendar. If you try you willget the following error:

Inside the zip file you will find an xxx.ics file. Extract this file to your file system. The xxx.ics file

can be imported to Google Calendar.

9.7.2 Restoring from a total loss of calendar data

If you have suffered a total loss of calendar data your best option is to create a new calendarand use that one in the future. This will allow you to import all your calendar data from yourbackup file.

Follow these steps:














➢ Click Create new calendar.

➢ Give your calendar a name and click Create Calendar.

➢ Your new calendar show up in the list.Click Settings.

➢ Click Import calendar.

➢ Browse to your .ics file. Important! Make sure you select your .ics file – not the .zip file.Select your new calendar, in John's case this is My new calendar.













Click Import.

➢ Your backup file is imported.Click Close.













➢ And your new calendar has all the appointments from your backup file.

➢ Optionally you can delete your old calendar.

9.7.3 Restoring from a partial loss of calendar data

If you have only lost parts of your calendar data you can restore your data to a new calendarand then selectively copy appointments back to your primary calendar.

Follow these steps:














➢ Click Create new calendar.

➢ Give your calendar a name and click Create Calendar.

➢ Your new calendar show up in the list.Click Settings.

➢ Click Import calendar.

➢ Browse to your .ics file. Important! Make sure you select your .ics file – not the .zip file.

Select your new calendar, in John's case this is My new calendar.













Click Import.

➢ Your backup file is imported.Click Close.

➢ Make sure both calendars are selected under My Calendars.As you can see here, entries in blue are on the primary calendar and entries in greenare on the new calendar. As the “Lunch with the boss” appointment is shown in green













only, it has been deleted from the primary calendar.

➢ To restore the lunch appointment click on the appointment. Then click More Actions → Copy to [email protected].

➢ Click Save to add the appointment to your primary calendar.













➢ And your appointment is restored.

➢ Repeat for any other appointments you wish to restore.

➢ Optionally you can delete the new calendar when you are finished.

9.8 Backup Google Docs

If you have documents stored in Google Docs this is the way to back them up.

➢ Open Google Docs.

➢ Select one item. It does not matter which item you select.













➢ Click More actions → Export...

➢ Select the All items tab.Click Download.Note! The export is limited to 2GB. If you have more than 2GB of documents you haveto repeat the export process. Select groups of documents, that are less than 2GB in size.

➢ Google Docs zips your files and the download will begin once the zipping process iscomplete.Save the file in a safe place.












Easy-Email Essential Guide To Outlook 2010- Appendix: Outlook 2010 -

10 Appendix: Outlook 2010 This appendix has more information on Outlook 2010 and how it works with Easy-Email.

In this appendix:

➢ Backup and restore your emails (page 92)

➢ Backup your emails in Outlook 2010 (page 92)

➢ Restore from backup in Outlook 2010 (page 96)

➢ Download emails to Outlook 2010 for offline use (page 100)

➢ Copy old emails to Gmail from Outlook 2010 (page 106)

➢ Turn off an email account (page 108)

➢ Export contacts from Outlook 2010 (page 111)

➢ Import contacts into Outlook 2010 (page 115)

➢ Create a signature in Outlook 2010 (page 119)

➢ Group emails by thread in Outlook 2010 (page 122)

➢ How to find your mail server settings (page 123)













10.1Backup and restore your emails

Outlook 2010 has a component, which makes it easy for you to take backups.

Important! This way of backing up your emails is not suitable for IMAP. Once emailsynchronization is set up you will need to use a different system of backup. Refer to Backupand restore your emails on page 69 for instructions on how to backup your emails with Easy-Email.

Outlook 2010 organizes information in Outlook Data Files (.pst files).

There is one main Outlook Data File, which contains email from local folders, the main contactsfolder, Calendar entries, Journals, Notes, Tasks and more.

Additionally each email account can have it's own pst file, which contains email and suggestedcontacts (automatically added) for that particular email account.

Main Data File ( ): Email only Data File ( ):

So please make sure that you backup the main file too for the Calendar, main Contacts andother information if required.

10.2Backup your emails in Outlook 2010

To backup your email follow these steps:

➢ Start Outlook.













➢ Go to File → Open → Import.













➢ Select Export to a file.Select Next.

➢ Select Outlook Data File(.pst).Click Next.













➢ Select the folder to export from.Click Next.

➢ Choose the destination where you want the backup file to be saved.Click Finish.













➢ Optionally enter a password to secure the backup file.Click OK.

➢ And your email and contacts are backed up.

10.3Restore from backup in Outlook 2010 ➢ Go to File → Open → Import.













➢ Select Import from another program or file.Click Next.













➢ Select Outlook Data File (.pst).Click Next.

➢ Now choose the backup file to import.Click Next.













➢ If you protected your backup with a password enter it here.Click OK .

➢ Select the folder to import from.Select the folder you wish to import the email and contacts to.Click Finish.

➢ And your email and contacts are restored.













10.4Download emails to Outlook 2010 for offline use

All your email is now stored on Gmail.

Outlook 2010 works as you are used to, however it will synchronize with Gmail instead of downloading emails.

By default Outlook will download a copy of your emails so you can work offline as well. Thismeans you will be able to read and respond to emails when you are on a plane or a train forinstance. Once you get an internet connection again your emails will be sent.

You can choose which emails to have a local copy of on your computer by adjusting theSynchronization Settings. See Downloading emails for offline use on page 56 for a discussion of these settings.













To modify the synchronisation settings go to the Send / Receive tab.Click Send/Receive Groups → Define Send/receive Groups...













Click Edit...













Select the account you wish to change the settings for.Select Use the custom behaviour defined below. You can now modify the settings for each folder individually.If you download headers only you will not be able to see the contents of emails offline.

Click OK when you are done.













You can also choose which folders you wish to have access to on Outlook.Right click the name of your IMAP account.Click on IMAP Folders...

Click Query to see all the IMAP folders.













Folders you subscribe to will be available from Outlook.Here you can unsubcribe any folders you do not want to download.If you did not hide the Gmail All Mail folder in Gmail you can unsubscribe the folderhere.

Click [Gmail]/All Mail and Unsubscribe. Then click OK .













10.5Copy old emails to Gmail from Outlook 2010

If you have your old emails stored in Outlook you will probably want to copy them to Gmail.

This will make the emails available to any client you synchronize with Gmail. This is easy to do.

For the special folders (Inbox, Sent Items/Mail, Drafts, Trash, Spam and Starred) you have toselect all the emails in the folder and drag them to the corresponding folder under your new MyMail (IMAP) account.

Hint! Ctrl + A selects all emails in the current folder.

For folders you have created yourself (i.e. not the Inbox etc.) you can copy the entire folderfrom your old email account to your new email account.

Follow these steps:

➢ Right click on the folder you want to copy and click on Copy Folder.













➢ Select your new email account. For John this is My Mail (IMAP).Click OK .

➢ And the entire folder is copied across.













10.6Turn off an email account

Initially you setup email synchronization without making changes to your old email setup. This

allows you to try out Easy-Email without affecting the way you used to do email.When you have decided which solution is right for you, you need to turn off either your oldemail setup or the Easy-Email setup. This section explains how to turn off an email account.

In this context an email account is simply the settings in Outlook you use for downloading youremails. Turning off an account just means you will stop downloading emails the way you usedto. You can always come back at a later time and turn the account back on again should youwish to do so.

➢ To modify the synchronisation settings go to the Send / Receive tab.Click Send/Receive Groups → Define Send/receive Groups...













➢ Click Edit...













➢ Select the account(s) you want to turn off and uncheck Include the selected accountin this group.Note! Make sure you disable either your old account or the Easy-Email account(s) – notall of them.

Then click OK .













10.7Export contacts from Outlook 2010

It is easy to copy the contacts you have stored on Outlook 2010 to Gmail or other email clients.

To Export your contacts:

Go to File → Open → Import.













Select Export to a file.Click Next.

Select Comma Separated Values (Windows).Click Next.













Select the Contacts folder.Make sure you select the correct Contacts folder if there is more than one.Click Next.

Pick a location and a name for the file.Click Next.













Verify the action to be performed. Here you can also control which fields to export.Click Finish.

The resulting file can now be imported in Gmail or another email client.













10.8Import contacts into Outlook 2010

It is easy to copy the contacts you have stored on another email client into Outlook.

First you export them from the other client, then you import them into Outlook.

To Import your contacts:

Go to File → Open → Import.













Select Import from another program or file.Click Next.

Select Comma Separated Values (Windows).Click Next.













Select the file you wish to import.Choose how you wish to handle duplicates.Click Next.

Select the contacts folder where you want the new contacts to be stored.Make sure you select the correct Contacts folder if there is more than one.Click Next.













Verify the action to be performed.Click Finish.

Your contacts can now be used in Outlook.













10.9Create a signature in Outlook 2010

To create a signature follow these steps:

➢ Go to File → Options.













➢ Click Mail, then Signatures...













➢ In the Signatures and Stationary window you can create, edit and remove yoursignatures.Remember to specify if you want your signature attached to New messages andreplies/forwards.

Click OK when you are done.

And your new signature is working.













10.10 Group emails by thread in Outlook 2010

Gmail organizes emails in threads. Responses to an email are grouped with the original email

making it easy to follow an entire conversation.In Outlook email threads are called conversations.

To view messages in conversation order go the View tab.Click on Show as Conversations.

You can now choose to use conversation view for this folder only or for all folders.













10.11 How to find your mail server settings

Follow these steps to find the current settings for your mail server:

➢ Go to File → Account Settings → Account Settings...













➢ Select the account you wish to view the details for.Click Change...













➢ Make a note of the details in this window.Click More Settings.













➢ Click on the Outgoing Server tab.Make a note of the details in this window.













➢ Click on the Advanced tab.Make a note of the details in this window.

➢ Click Cancel twice to close the windows.












Easy-Email Essential Guide To Outlook 2010- Appendix: How to find the information you need -

11Appendix: How to find the information you need This appendix has more information on how you can find the information about your currentemail configuration you need to complete the Easy-Email setup.

Note! If you are not given any information about the port numbers and whether SSL is enabledor not assume your settings are the same as for our sample user, John Doe.

In this appendix:

➢ Check the setup in your current email program

➢ Search on Google

➢ Visit www.Easy-Email.net

➢ Contact your email provider

11.1 Check the setup in your current email program

If you have an email program already setup with the email address you want to use with Easy-Email you can get the settings from there.

If you do not know where to find your settings see How to find your mail server settings onpage 123.

11.2 Search on Google

Go to Google and search for “the name of your email provider ” + “email pop settings”. Forexample if you use Bigpond then you would search for “Bigpond email pop settings”.

Often the first result will have the information you need.












Easy-Email Essential Guide To Outlook 2010- Appendix: How to find the information you need -

In this case there is no information for port number and SSL, so assume the port number is 110and that SSL is not enabled. This is a very common setup.

11.3 Visit www.Easy-Email.net

If you are using a well known email provider our web site might have the information for you.

Look in the forum, and if you have no luck you can always post a question there.

11.4 Contact your email provider

If you have not found the settings using the methods above it is time to contact the help deskof your email service provider.














Easy-Email Essential Guide To Outlook 2010- Appendix: Understanding sending and receiving emails -

12 Appendix: Understanding sending and

receiving emails



This appendix describes how email sending and receiving works in relation to Easy-Email.

In this chapter:

➢ Understanding the three different ways of receiving emails

◦ Emails sent to our Gmail address

◦ Emails forwarded from another email address to our Gmail address

◦ Emails we have Gmail pick up from our other mailboxes

◦ So which option should I choose?

➢ Understanding the six different ways of sending emails

◦ Outgoing mail server – what it is and what your options are

▪ Sending emails using the Gmail mail server

▪ Sending emails from Gmail using your own mail server

◦ Sending emails

▪ Using your email client to send email via the mail server of your email address

▪ Using Gmail to send email from your Gmail address

▪ Using Gmail to send email from a personalized email address via the Gmail mail

synchronize your outlook 2010 email on multiple computers

Documents