FAQ's

I want Outlook to display my public contact folder while I am composing a new email.

Launch Outlook.
Right-click on your contact folder and left-click on "Properties"
Select the "Outlook Address Book" tab.
Check the box "Show this folder as an email Address Book"
Click "Ok"

You should now be able to search through your contact folder when composing an email. (Additional considerations: Contacts that do not contain email addresses will not be visible when you compose a new email.)

I can't see the spam/not spam buttons.

Under normal circumstances, within Outlook 2000, 2002, and 2003 you will see an additional Toolbar for the 2b1mail/Kerio Outlook Connector. This Toolbar contains two buttons for marking messages as "spam", or "not spam". These buttons can be used in situations where the mail server incorrectly marked a message as spam and you want to inform the mail server that the message was actually not spam (or vice-versa), in order to decrease the possibility of similar mistakes in the future. Another symptom is that some or all of the Kerio specific menus tabs are missing from the Options within Outlook. The "About Kerio Outlook Connector" option may also be missing from the Help menu.

In case you cannot see the Kerio Outlook Connector Toolbar, there are several possible solutions:

Make sure Outlook has all the latest updates and service packs. Refer to http://officeupdate.microsoft.com
Make sure you are running the latest version of 2b1mail / Kerio MailServer, and that the Outlook Connector version matches the build of the server.
Try creating a new profile from the Mail item in the Control Panel, located from the Start menu -> Settings.
Make sure that no items have been disabled (2002 and 2003 only). Disabled items can be viewed under the "Help -> About Microsoft Office Outlook". Disabled items can be re-enabled from this dialog.

I see "Unknown Error 0x80041004" when sending mail

Outlook users report that when attempting to send mail, they receive the error: "Task 'Kerio Mailserver - Sending' reported error (0x80041004): 'Unknown Error 0x80041004'". Mail remains in the Outbox.

This can occur when the 2b1 Mail / Kerio Outlook Connector profile in Outlook is set to use a "Default Delivery Location" which is not the Kerio Outlook Connector Store. For example, you may have it set to "Personal Folders". For the 2b1 Mail / Kerio Account, the data store should always be the Kerio Outlook Connector Store.

Solution:

Go to Tools -> E-mail Accounts. The "Deliver new e-mail to the following location" setting should be "Kerio Outlook Connector Store". It should not be "Personal Folders" or any other setting.
Restart Outlook.
Delete mail files in all Outboxes. This includes Personal Folders if you have them.

How many nested folders can I create when using the Kerio Outlook Connector?

There is an upper limit of 248 characters on the total path length to a file located on Windows Operating Systems. This includes nested folders. You may have as many nested folders as you wish, as long as the complete folder name does not exceed 248 characters.

Example: You have a user called bob@2b1mail.com. Bob has an INBOX folder. Inside the INBOX folder, he also has a FINANCIAL PLANNING folder. Inside the FINANCIAL PLANNING folder, he has a YEAR 2005 folder.

The complete folder name for the YEAR 2005 folder is "~bob@2b1mail.com/INBOX/FINANCIAL PLANNING/YEAR 2005".

You may have problems importing a PST file into the 2b1 Mail / Kerio Outlook Connector if a total folder length from the PST file exceeds this 248 character limit. If this occurs:

Create a POP3 account in Outlook, using the PST file.
Rename or move folders until the total length of a complete folder path is less than 248 characters.
Save as a new PST folder.
Import the PST folder.

How do I import PST files into my 2b1 Mail account?

Outlook uses PST files for local mail storage. You may have these from previous POP3 accounts. They are not necessary when using IMAP or the 2b1 Mail / Kerio Outlook Connector. This article will describe the method to import your PST files to your Kerio Outlook Connector account.

PLEASE NOTE: Because of the way 2b1 Mail Server displays its message list to IMAP/Webmail clients, imported items will all be dated as of the time the import occurred. This problem exists only in versions prior to 6.1.0. All current versions of 2b1 Mail Server are not affected. Messages displayed in a list are properly dated.

Note: It is assumed you have a properly working 2b1 Mail / Kerio Outlook Connector account. The steps given are for Outlook 2003.

Using Tools menu -> E-mail Accounts, create a new POP3 account. Leave the mailserver information blank, or use invalid information.
After the account has been created, return to Tools menu -> E-mail Accounts. View your accounts. Highlight the POP3 account you've created.
Find the "New Outlook Data File" next to "Deliver new e-mail to the following location". Click the "New Outlook Data File" button. Select "Office Outlook Personal Folders File (.pst)".
Browse to your .pst file and select it. Information on the PST file will appear. Change the Name: field to a new value, such as "Import Old Mail". Press OK to finish.
In the E-mail Accounts window, change "Deliver new e-mail to the following location" to the name of the PST you've just selected. Do this only for your POP3 account. Press 'Finish'.
Go to File menu -> Import. Select "Import from another program or file", then select "Personal Folder File". On the next screen, select the PST file you wish to import.
Choose also how to handle duplicate items. In the default case you will not have duplicates; choose "Do not import duplicates".
On the next screen, choose the folder that you've created for the POP3 account as the "folder to import from". Make sure "Include subfolders" is checked.
Select "Import items into the same folder in: ", and choose "Kerio Outlook Connector Store" from the drop-down box.
Press "Finish". Your items will now import. Depending on the size of your .pst file, this makes take several minutes to hours.
After this has completed, check your Kerio Outlook Connector account to make sure they imported as expected.
When you are satisfied with the import, remove the POP3 account by going to Tools menu -> E-mail accounts.

How do I configure Outlook 2003 to use a certificate for digitally signed and encrypted email?

Note: For details not covered in this article, please see Microsoft Outlook Help. This article assumes you are using Outlook 2003. If you are using Outlook 2002/XP, please visit the Knowledge Article here.

Answer

In order to send digitally signed or encrypted email, you will need a digital certificate. After obtaining a digital certificate, you will need to import it into Outlook. Finally, in order to send or receive encrypted email, you will need the digital certificate of your contact.

Obtaining a Digital Certificate

Digital certificates for email signing and security are available from SSL certificate vendors. Thawte provides a free email certificate.

If presented with a choice, choose an S/MIME certificate, also known as an X.509 certificate. You will need to get this certificate to a "Personal Information Exchange - PKCS" format. This format can be imported into Outlook.

Typically this certificate will be saved to your certificate store.

Exporting Your Certificate from the Certificate Store

Open Internet Explorer. Select the "Tools" menu, and then select "Internet Options". Select the "Content" tab, then select the "Certificates" button.

Select your certificate from the list and press the "Export" button to start the Wizard.

When prompted, choose to export your private key.

Choose to export as Personal Information Exchange - PKCS #12. Enable the "strong protection" checkbox.

Enter a certificate password when prompted. Do not forget this password, as you will need it to import the certificate into Outlook.

Choose a filename and location for the export file.

Press "Finish" and "OK" until you receive confirmation that the file has exported. You should now have a .pfx certificate file!

Importing Your Certificate into Outlook

Open the "Tools" menu, and choose "Options". Select the "Security" tab. Under "Digital IDs", click the "Import/Export" button.

Browse to your digital certificate file, and select it. Your browser may not support display of this image.

If you set a password on the digital certificate when creating it, enter it here. Enter your Digital ID name. This is typically your email address. Your browser may not support display of this image.

Press "OK". If you receive a pop-up about "creating a protected item", press "OK". Your browser may not support display of this image.

Return to the "Security" tab under "Options". If the import was successful, you will see: "My S/MIME settings (your email address)" in the "Default Setting" field.

Enable the "Add digital signature to outgoing messages" if you wish all outgoing email to be digitally signed.

Congrats, your digital signature has been imported!

Sending Digitally Signed Email

To send digitally signed email, click on the Digitally Sign icon in the New Message window. This icon looks like a mail icon with a red ribbon. It is located to the right of the "Plain Text / Rich Text / HTML" selection box. Once clicked, the icon will remain highlighted.

Verifying a Digitally Signed Email

A mail that is digitally signed will show a signed icon on your email list, and will show a signed icon in the preview pane.

Sending an Encrypted Email

To send encrypted email, you need:
A digital certificate
The digital certificate of the person who is receiving your email
An entry in your Contacts for the person who is receiving your email

The person receiving your email must also have a certificate. Once they do, you will need to receive the certificate and add the person, with certificate, to your Contacts list. Finally, you will be able to activate the 'encrypt' feature.

First, have the other person send you a digitally signed email. Select the person's name in the preview pane, right-click, and select "Add to Contacts".Your browser may not support display of this image.

When the Add Contact window appears, select the "Certificates" tab and verify that a certificate is listed.

Click "Save and Close".

Now you can send encrypted email to this user. Create a new email, and click the sign and encrypt icons.

Congratulations! You can now send encrypted email!

Rules and Alerts created in Outlook's Tools menu do not work or are not saved. Your browser may not support display of this image.

Problem: Rules and Alerts created in Outlook's Tools menu do not work or are not saved.

Solution: To create a mail filter in Outlook when using the 2b1 Mail Kerio Outlook Connector, you must use the Kerio Outlook Connector Store properties or the Mail filter in Web Mail. The 2b1Mail Server does not support the rules created in Outlook?s Tools menu. Filters created through the Outlook Connector or Web Mail are server-based so they would apply to all emails that are received via Outlook, Web Mail, Entourage, or any other IMAP4 client. Mac and Linux users can only create mail filter rules through Web Mail.

Managing Mail Filters in the Kerio Outlook Connector:

Right-click on Kerio Outlook Connector Store in your Outlook Navigation pane.
Select Properties for "Kerio Outlook Connector Store"...
Then go to the Rules tab. Filters created in the Outlook Connector can also be viewed and managed through Web Mail.

Managing Mail Filters in Web Mail:

Click on the downward-facing triangle next to the Settings button, to open the popup menu.
Select Mail filters.

In Outlook, a message is stuck in my Outbox. How do I make it send?

Sometimes a message becomes stuck in the Outbox for unknown reasons. The purpose of this article is not to discuss reasons why this happens, but is intended to help the end user recover when this happens.

Check the "Sent Items" folder to see if the message actually did go out, but was not removed from the Outbox. If it was sent, then simply remove the message and there is no need to proceed with these steps.
If the message was not sent, then drag it to the "Drafts" folder.
Go to the "Drafts" folder, and then open the message. Click "Send" and the message will be delivered again.

Outlook with the Outlook Connector is crashing or hanging!

There are many possible causes for Outlook to crash or hang. Outlook may be configured improperly. The Outlook profile may be corrupted. Add-on programs may cause problems with Outlook Connector. Antivirus programs can interrupt the normal flow of communication between the client and server.

We will address all of the common problems in this article, and how to solve them. If all else fails, you can contact Support.

Staying Up To Date

First, make sure that your operating system, Outlook, and Outlook Connector are all fully patched and up to date.

To check the status of your operating system, go to Windows Update and follow the prompts.

To check the status of Outlook, go to Office Update and follow the prompts.

To check the status of the Outlook Connector, check your version number by looking at Help -> About Kerio Outlook Connector. Compare this to the version at the 2b1mail download page. Update if there is a more current version.

Profile and Configuration

The Outlook profile is a frequent cause of problems. Many problems can be resolved by creating a new profile.

To create a new Outlook profile:

Open Control Panel -> Mail.
Open "Show Profiles". You will see a list of your current profiles.
Set "When starting Microsoft Office Outlook, use this profile" to Prompt for a profile to be used.
Click "Add" to create a new profile. Follow the steps and create an account of Additional Type, Kerio MailServer
Please make sure that you set "Default Delivery Location" to Kerio Outlook Connector Store. This is critical for Kerio Outlook Connector to function properly!
Complete the account with the information you have used to create prior Outlook Connector accounts
Do not create additional POP3 or IMAP accounts in this profile. This is not supported.

Note: When you create a new profile, you will not lose any mail, calendars or contacts. Your original profile will continue to be available. Your profile-specific settings will not be available in the new profile; these include default views, sorting options, and distribution lists.

Antivirus and Personal Firewalls

Antivirus programs and personal firewall programs can change or remove packets, rewrite files on disk, or alter the memory of running programs. All of these can cause problems for Outlook. Disable any antivirus programs and personal firewall programs.

Please note, this is a very common problem. Do not skip this step. If you contact Support and you have not disabled your antivirus and personal firewall programs, this is the first thing we will ask you to do.

AVG AntiVirus is known to cause problems with Outlook and the Outlook Connector. You need to disable the email scanning portion of AVG antivirus for Outlook to work properly. On most versions of AVG, the systray icon will change to a gray color when this is done.

Add-Ins for Outlook

Outlook add-ins (also called "plug-ins") can cause conflicts with the Outlook Connector.

To disable other Outlook Add-ins:

In Outlook, go to Tools -> Options -> Other -> Advanced Options
Click on Add-In Manager. Uncheck everything except for "Kerio Outlook Connector UI Extensions", and then choose OK.
Click on "COM Add-Ins" and be sure nothing is in there except perhaps the "Kerio Synchronization Add-In."

Other Causes

The Google Desktop Search can cause excessive memory use and hangs when used with the Outlook Connector. You should uninstall it to confirm that it is causing your problem. If it is not the cause, you may reinstall it.

I receive error 'MAPI_E_NO_RECIPIENTS' while using distribution list

This problem is caused by contact mapping in a distribution list. Outlook refer to contacts by its unique IDs, which are unavailable for the user.

Please note: This information is valid for 2b1 Mail/Kerio Server 6.2.0 and higher only.

The problem can be resolved by correct configuration of the user's Outlook. Follow procedure below to configure your Outlook:

In the folder which contains contacts used in your distribution list, enable Show this folder as an email address book option. The Show this folder as an email address book option can be found in folder properties: Right click the contact folder to which distribution list refer to and choose Properties, then Outlook Address Book tab.

This will make calendar folder available to a distribution list and distribution list will be able to expand contacts in the list. This should be applied to all contact folders to which distribution list refers.

Messages can be moved to Kerio Outlook Connector Store folder

Outlook will allow a user to move an email to the root level folder "Kerio Outlook Connector Store" as if it were a normal mail folder. Though the email moved will seem to disappear as if it were deleted, the email can be recovered using the following instructions.

Right-click on the "Kerio Outlook Connector Store" folder
Left-click on "Properties for Outlook Today"
Select the "Home Page" tab.
Uncheck "Show home page of this folder by default"
Click on the "OK" button.

The email can now be moved to a true mail folder. The same instructions can be used to re-enable the "Show Home Page" option after the email has been moved out of the Outlook Connector Store folder.

Please note that this issue can happen with any mail server that uses Outlook as an email client. This is not an issue specific to 2b1 Mail Server or the 2b1 Mail / Kerio Outlook Connector.

Problems with Microsoft KB946983 update and KB952142 update

We found many complaints in internet forums that KB946983 causes various problems with Microsoft Outlook. We were able to reproduce some of them and we reported them to Microsoft. Microsoft update KB946983 has possible problems and we recommend it shouldn't be installed until it will be fixed by some other update. We also found these problems are caused also by a newer version of this update - KB952142.

In order to resolve these problems follow one of these suggestions:

Microsoft released official update to address this problem named KB 950282 - Description of the Office Outlook 2007 hotfix package: March 20, 2008. It can be found at http://support.microsoft.com/default.aspx?scid=kb;EN-US;950282. However this update still cause similar problem and we recommend not using it / uninstalling it from your client machine. Contact Microsoft Customer Support center at http://support.microsoft.com/contactus/?ws=support to get appropriate update. Provide them with KB ID to point this issue.

According to following Microsoft's bulletin http://www.microsoft.com/technet/security/Bulletin/MS08-015.mspx, Outlook 2007 with Service Pack 1 isn't affected by security error which is solved by the update KB946983. So users which are using Microsoft Outlook 2007 can use following workaround:

nstall Service Pack 1 for Outlook 2007.

Remove security update KB946983 and security update KB952142.