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Outlook Integration

Connecting your Outlook™ users

Mailtraq Professional provides all the functionality you need to enable your users to share mail, address books, and calendars - all without the expense and complexity of Microsoft®  Exchange™.  Mailtraq's emphasis on usability and performance provides the ideal solution to work in partnership with your Outlook clients.

Important note:
Microsoft recommend using the 32-bit version of Office in almost all cases.
This is still true for Office 2016 and for all 64-bit machines.

Centrally stored and shareable mailboxes
Mailtraq enables you to store mail on the mail server, easing backup and restore issues, and allowing messages to easily be shared with colleagues whilst preventing duplication and facilitating workflow management.  Read more...

Calendars and Tasks - save money, time and resources
Advanced shared Calendaring - manage your diary and tasks lists with this easy and powerful system. Calendars link to Outlook - so staff can update calendars, and colleagues can view them. Read more...

Mailtraq Outlook Synchronizer (MOS)
Set up contact and calendar sharing between MS Outlook users on your local network using MOS as the MAPI client. Read more...
 How to  guides
Using Outlook with IMAP to store and share your mail centrally
How to use calendars for project management
How to share Outlook contacts and calendars using MOS
How to Import messages to Mailtraq from a PST file
Fixing common problems - the FAQ page

Client configuration - how to setup Outlook

KB08032501 Outlook 

KB02012807 Outlook XP & 2003


Older versions of Outlook
KB02012805 Outlook '97
KB02012806 Outlook '98 and Outlook Express
KB06061301 Outlook 2000 - IMAP

Outlook 365 [formerly known as Outlook Web App and Outlook Web Access (OWA)] is designed to integrate with Office 365 and is not a like for like replacement for Office 2016 or previous versions of Office. Mailtraq does not provide integration support.

KB08122901 Troubleshooting client connections 

KB07011601 Problems with Winmail.dat
KB05111704 Connecting mobile devices

 Microsoft Outlook
Mailtraq recommends Microsoft Outlook as the most appropriate email client program for corporate use.

Mailtraq uses industry standard protocols to leverage Outlook's client-side usability with the server-side power and affordability of Mailtraq.



Mailtraq provides Outlook users with the server functionality needed to store and share the most important collaboration information: mail, address books and calendars.

Mailtraq is the logical choice for organizations needing a powerful yet affordable solution.

Configuration Tips

Important note:
Microsoft recommend using the 32-bit version of Office in almost all cases.
This is still true for Office 2016 and for all 64-bit machines.

Using Outlook with IMAP
(Mailbox / folder sharing etc)

New users should be aware that there are differences in message handling in, say Outlook 2003, between POP3 and IMAP. Two of the most common are deleting messages and filing copies of sent items. These are Outlook IMAP features and are not related specifically to Mailtraq.

Deleting Messages

Message deletion in Outlook IMAP is typically a two step process. First the message marked for deletion has a line drawn through it, but it is not actually removed until a separate Purge action is taken. This is intended to protect the user from unintentionally deleting a message.

You must Purge from time to time to prevent your mailbox filling up with unwanted emails.    Microsoft provide the following Purging advice for Outlook 2003 and for Outlook 2007 etc

For example: Outlook | Edit | Purge deleted messages

Outlook offers you a couple of additional settings:

To hide messages already marked for deletion in Outlook:
Select View | Current View | Hide Messages Marked for Deletion from the menu.

  • In Outlook 2003, select View | Arrange By | Current View | Hide Messages Marked for Deletion.
  • Select View | Reading Pane | <desired setting> to re-enable the preview pane.

Purge Deleted Messages Automatically in Outlook when you leave a folder:

  • Select a Folder.
  • Select Edit | Purge | Purge Options... from the menu.
  • Make sure Purge items when switching folders while online is checked.
  • Click OK.

WARNING: When you change folders, all the deleted items in the folder you left will be purged.
You will not be able to recover or 'undelete' purged messages.


Filing Copies of Sent Items

Outlook does not automatically save a copy of 'sent items' on the server - it only saves them locally. You can change this preference in the Mail Account - Folder setting

(Outlook 2003 and earlier)
You can use the Tools | Rules & Alerts object in Outlook to create a custom rule to do this. Remember that there needs to be a User Profile created in Windows - Control Panel - Mail to access this object within Outlook.

Troubleshooting Outlook

Important note:
Microsoft recommend using the 32-bit version of Office in almost all cases.
This is still true for Office 2016 and for all 64-bit machines.

There are a number of known issues with Outlook and IMAP (some of which depend on the edition of Outlook you are using), for example: Outlook may not handle sub-folders of the Inbox. If you are experiencing problems using IMAP with Outlook we suggest you set up a test IMAP account using Outlook Express or Microsoft Live to check your configuration.

Microsoft Live
Microsoft Live is the replacement free desktop email client for the earlier Outlook Express.
It is available from Microsoft as part of the Essentials Suite. It it is possible to install just the mail component - simply pay attention to the options offered to you and only select what you want at install time. Live is available for XP, Vista, W7 and W2008.

Backup then Re-create
Many issues can be resolved by deleting the Outlook IMAP account, restarting Outlook, and then remaking the account. Microsoft explain how to backup older Outlooks here...  and current Outlooks here...

Web Resources
There are a number of web resources to help you troubleshoot Outlook - here is one and there are others here.

Microsoft provide this guide to using Outlook with IMAP and there are many other guides available.  Microsoft say that there are significant improvements to Outlook's IMAP performance in more recent versions such as Outlook 2010, which supports the direct ability to store Sent items on the server, and also performs tasks in the 'background'.

Capturing transport logs
Outlook supports the logging of the communications that occur between Outlook and e-mail servers. These logs can be helpful when you troubleshoot problems with the transfer of messages between Outlook and Mailtraq. Read: How to enable transport logging in Outlook

Microsoft links on resolving large PST problems
Note that in general Outlook does not respond well to very large PST files. It also requires fast access hard-drives - adding RAM does not help. As PST files increase in size the problems can become acute.

  1. Outlook performance problems here


Microsoft links on resolving common Outlook Profile  problems

  1. Outlook e-mail Profiles explained here   
  2. Detect & Repair for O2003 and O2007 here
  3. Outlook 2010 & 2013 & 2016 here
  4. Use of the Inbox Repair Tool here and here

Third party links - here


Mailtraq Highlights...
 SMTP Server     Mailtraq SMTP email server video IMAP Server     Mailtraq IMAP email Server video
 POP3 Server     Mailtraq POP3 email server video Proxy Server     Mailtraq proxy email server video
 Webmail Server     Mailtraq webmail email server video Mailing-list Server     Mailing list email server video
 Groupware Services     Mailtraq groupware email services video Spam and Virus control     Spam and virus control email server video


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