Smith College Technology And Resource Adviser

ACCESSING SMITH MAIL & CALENDAR FROM APPLE MAIL

This page provides instructions for configuring Apple Mail (Mac OS X) to use with your Google Apps/Smith Mail account.

Required preliminary steps
Configuring Apple Mail for use with Smith Mail
Adding your Calendars
Synchronizing your Contacts

Important Preliminary Steps

There are two important steps to complete in your new Google Apps/Smith Mail account before you add your Smith Mail account to Apple Mail.

Set Up IMAP Access in Smith Mail

You must enable IMAP or POP access on your Smith Mail account in order to check your email through Apple Mail. We recommend using the IMAP protocol. (This guide provides configuration details for IMAP only.)
1. To open Smith Mail, go to: http://mail.smith.edu
2. Log in with your username and password and accept the usage agreement if you haven't already.
3. Click the Options button (Gear icon) at the top right of the Smith Mail window and choose Mail Settings.
4. The Settings window will open with the General tab selected. Click the Forwarding and POP/IMAP tab.
5. In the IMAP Access section, choose Enable IMAP.
Turn off IMAP labels
1. Still in the Settings window, click on the Labels tab and scroll down to the Labels section (below System Labels).
2. For every label in the Labels section, uncheck the Show in IMAP box.
  
  (Don’t touch the System Labels at the top unless you want to hide your Priority Inbox and Chats.)
3. Scroll to the bottom of the Settings window and click Save Changes.

HIGHLY RECOMMENDED: Back up your Apple Mail account.

If you are already using Apple Mail to access your Groupwise account on your Mac, we recommend making a backup of your inbox and sent mail on your Mac before continuing.

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Configuring Apple Mail for Use with Smith Mail

Open Apple Mail.
If you are using Apple Mail for the first time, the New Account window will appear automatically. Skip ahead to step 6.
If you already use Apple Mail, open the Mail menu and select Preferences. The Accounts window will appear.
If you already have a Groupwise account in Apple Mail, do not remove it until you are sure all your messages have transfered to your new Google Apps/Smith Mail account. Instead, simply disable your Smith Account, as follows:
1. Select the account on the left, then click the Advanced button.
2. Uncheck Enable this Account.
3. Uncheck Include when automatically checking for new messages.
To add your new Smith account, click the Addition (+) button in the lower left corner of the Accounts window. The New Account window will appear.
In the Full Name field, enter your name as you wish it to appear on your outgoing email messages.
In the Email Address field, enter your username@smith.edu email address.
The Password field can be left blank. If you don't enter and save a password now, you will be prompted to enter it later when checking your email.
Click Continue and the Incoming Mail Server screen will appear.
From the Account Type dropdown menu, select IMAP.
In the Description field, enter a name for the account, i.e. Smith Google Apps.
In the Incoming Mail Server field, enter: imap.gmail.com
In the User Name field, enter your full Smith email address. For example, if your email address were ocromwell@smith.edu, your username would be ocromwell@smith.edu.
The Password field can be left blank. If a password is not entered and saved, you will be later prompted to enter it when checking your email.
Click Continue and the Incoming Mail Security screen will appear.
Check Use Secure Sockets Layer (SSL).
From the Authentication dropdown menu, select Password.
Click Continue and the Outgoing Mail Server screen will appear.
In the Description field, enter a name for the account, like Smith Mail.
In the Outgoing (SMTP) Mail Server field, enter: smtp.gmail.com
Check Use only this server.
Check the box marked Use Authentication and enter your full Smith email address in the username field. The password field can remain blank for now.
Click Continue and the Outgoing Mail Security screen will appear.
Check Use Secure Sockets Layer (SSL).
From the Authentication dropdown menu, select Password.
Click Continue and the Account Summary screen will appear.
Verify your settings, then click Create to finish the account creation process.

Note: If you use a signature, remember to attach signature files to your new Smith Mail account. You can find this under Preferences in the Signatures tab.

Adding Your Calendars

Note: If you were already using iCal to manage your Groupwise calendar, please add the Smith Calendar by simply clicking the Add Account button (+).

Open iCal.
Open your Preferences.
Click the Add Account button (+) on the lower left hand side of the window.
Select Google as the Calendar Acount type.
Enter your Smith email address and password.
Click Create and iCal will now sync your Smith Calendar.

Synchronizing Your Contacts

Note: You should already have a Smith LDAP directory (see: figure below). This step will sync your address book contacts with your Google account.

Open Address Book.
Go to Preferences.
Select On My Mac (Local).
Choose Syncronize with Google.
A window will pop up asking you to agree to the process of allowing Google access your account contacts for the purpose of syncronization. The process could possibly overwrite, change or delete your existing local contacts. Please, before preceding, make a backup of your local contacts.
If you've either created a backup or you understand the risks and want to continue, click Agree.
For your Google Account, enter your full Smith Email address and password, then click OK.
Your menubar will now display the sync icon. Click it to syncronize now.
Your contacts and calenders wil now automatically sync to your Mac.