Set up and Use Email Service

The Desktop version of CTI Navigator sends email out through whatever email program and email account is set in Windows (or in the Desktop mode of Windows 8) as the default for email service. You can click here to select the appropriate instructions to setup your preferred Email Program as the default email handler in your Windows (or scroll down to the Index of Topics below).   

The browser based CTI Navigator Web sends email out through CTI's national email provider by default (no setup is necessary and it doesn't matter whether your device is running a Windows or Apple computer operating system). CTI  Navigator Web also can be set to send out email through your personal Gmail account instead of through CTI's email provider. Your Gmail account can be set to send mail (such as MLS reports) as if From a non-Gmail address. Click here for instructions on using Gmail in CTI Navigator Web. Note that MLS reports emailed from CTI Navigator Mobile on your smartphone or tablet are sent through the same email provider as set in CTI Navigator Web (either CTI's national provider account or your Gmail account). 

Overview and General Information

Normally your Internet Service Provider (ISP) gives you instructions to setup access to their email service in other email programs, such as Windows Live Mail (for Windows 7), Windows Mail (for Vista), Outlook Express (for XP),  Office Outlook, or Mozilla Thunderbird. Some dedicated email providers also can be setup to send and receive email through Outlook Express or Office Outlook. However, "Webmail" programs that are strictly Internet based (such as MSN Hotmail or the free version of Yahoo! Mail) use HTTP servers that do not share data objects (such as HTML links or file attachments) inside Windows, and therefore cannot be used to directly email MLS reports out of Windows. Windows Mail in Vista does not support HTTP email.  (See note under Yahoo! Mail Plus for a free proxy service that may be used to access a free Yahoo! Mail account in Windows.)  

Microsoft offers two options for free (advertisement supported) e-mail through their "Windows Live" suite of services. The options are for Windows based "Windows Live Mail", or for web-based "Windows Live Hotmail". Microsoft also offers a paid "MSN Premium" account that allows you to send and receive email through Outlook Express or Office Outlook XP (2002) and later.

Yahoo.com offers a paid "Mail Plus" POP3 service that allows you to send and receive email directly through Outlook Express or Windows Live Mail (see "Yahoo! Mail Plus" in related articles below). Google's free Gmail (See "Gmail Help" in related articles) can be configured in Windows Live Mail, Outlook Express, Office Outlook, or Thunderbird to send and receive Gmail email through Windows (see related article, "Gmail POP Troubleshooter").  AOL uses IMAP servers to interface with email in Windows.  

Click here for a description of the special email issues with Windows 7, 8 and RT. 

Before you start to setup email service in a third party email client program or device, you need to know the following (from your ISP or email provider - or click Email Provider Server Setup Summary at the end of this webpage for typical setup information): 

Index of Topics

In the topic list below, click on the email service or program that you are using to go directly to appropriate setup instructions (or contact your email provider for setup instructions):

Other information on using email with CTI Navigator:

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Setup Outlook Express (or Windows Mail* in Windows Vista) to use your email service:

Unless some other email application (such Office Outlook, Mozilla Thunderbird, or Windows Live Mail) is installed, Outlook Express is the default mail handler in Windows XP and earlier, and Windows Mail is the default mail handler in Windows Vista. (Windows 7 does not include a default email handler.) To setup these parts of Windows to send and receive your email through the account you have with an email provider (such as Alltel, AOL, AT&T/BellSouth, Comcast, Embarq, Gmail, RoadRunner, Verizon, or Windstream):  

  1. Open Outlook Express in Windows XP (or Windows Mail in Windows Vista)
  2. If prompted to make Outlook Express (or Windows Mail) the default mail handler, select Yes. (You can set or confirm this later under Tools > Options > click the "Make Default" button beside "This application is the default mail handler.")
  3. At the top menu select Tools > Accounts
  4. Click Add button > select Mail. This starts the Internet Connection Wizard.
  5. On the "Your Name" screen, type your name as you want it to appear in your email > click Next
  6. On the "Internet Email Address" screen, type your email address > click Next
  7. On the "Email Server Names" screen, use the information specified by your email provider (see Email Provider Server Setup Summary section for most common provider information) to:
  8. On the Internet Mail Logon screen:
  9. On the Internet Accounts screen, click the Mail tab > highlight your default account > click the Properties button
  10. Click the General tab. If you prefer (i.e., this is an option), you can:
  11. Click the Servers tab. Under Outgoing Mail Server:
  12. Click the Advanced tab if you want to specify how email is downloaded from your Internet mail server into Outlook Express. (The steps below are optional and are not typically set by most users.)
     

  13. Click Close on the Internet Accounts screen.

  14. Ensure that the security settings in Outlook Express allow sending MLS reports (see "Configure Security in Outlook Express" in the related articles below). 

For more information on using Windows Mail, see the related article, "Using Windows Vista and Windows 7 ." For Microsoft's Windows Vista instructions, see the related articles below, "Setting Up Windows Mail Account from Start to Finish" and "Using Windows Mail in Vista". 

Note: If User Account Control (UAC) is enabled in Vista, Windows Mail (or Office Outlook if installed) typically must be closed before MLS reports can be transferred from CTI Navigator into Windows Mail (or Office Outlook) using Microsoft's email coding. Otherwise, Vista's UAC may treat the email transfer as a separate login attempt and block it. To fix a "Login Failed...clsSendMail_Send" error message, close Windows Mail (or Office Outlook) and use the Windows Task Manager to end the WinMail.exe process (or Outlook.exe process) if it is still running (described in the instructions for Vista in the related article, "CLS Send or Mapi error in Email").

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Setup Email Service in Office Outlook 2010

Microsoft provides detailed instructions online for how to add or remove an e-mail account in Outlook 2010 (see "Add Email Account in Microsoft Outlook 2010 " in the related articles at the end of this webpage). Following is a summary of the basic information to setup email in Microsoft Outlook 2010. 

  1. Outlook 2010 has an "Auto Account Setup" feature that starts automatically when your either start Outlook for the first time or click the File tab and select "Add Account" under "Account Information". 

    By entering your e-mail account name, address and password, then clicking Next on the "Add New Account" screen, Outlook will attempt to automatically configure your e-mail account. (Note: Microsoft Outlook Hotmail Connector must be installed to add a hotmail.com or msn.com account.) If the auto setup initially fails, you can click Next a second time and Outlook will attempt to setup an unencrypted connection to your e-mail server. 
  2. This opens the Add New Account screen.

  3. If both auto setup attempts fail, or if you are not using a major e-mail provider account, check "Manually configure server settings or additional server types" on the Add New Account screen, and then click Next.
  4. This open a "Choose Service" screen. Confirm "Internet E-mail" is selected, then press Next.

  5. This opens an Internet E-mail Settings screen. Here you enter the details about your e-mail account as specified by your e-mail provider:

    1. User Information
      • Your Name: your name the way you want it to appear in your e-mail messages
      • E-mail address: your full address (including @...)
    2. Server Information  (see Email Provider Server Setup Summary section for most common provider information)
      • Incoming mail server (POP3 or IMAP): enter the address of your E-mail provider's POP3 or IMAP server (if you want to download messages into this computer. If you only want to send messages out of Outlook, you can leave this field empty) 
      • Outgoing mail server (SMTP): enter the address of your E-mail provider's SMTP server
    3. Login Information
      • User Name: your name in the form required by your email provider to log into your email account
      • Password: password required by your email provider (usually this is case sensitive)
      • Remember password: check this box if you want Outlook to be able to automatically access your email
    4. Test Account Settings: you can click this button to verify that Outlook can access your email account using the information you entered
    5. Deliver new messages to: select either "New Outlook Data file" (the default setting) or "Existing Outlook Data file"
    6. Check "Require Logon using Secure Password Authentication SPA" if SPA is required by your email provider
    7. More Settings (available only after you enter server info): click this button if your email provider requires outgoing mail authentication or special port settings
      • Select the "Outgoing Server" tab to set check or uncheck (as directed by your email provider )"My outgoing server (SMTP) requires authentication". If authentication is required, either:
        • select "Use same settings as my incoming mail server"; or
        • select "Log on using" > enter the User Name and Password specified by your email provider > check "Remember password".
        • Only check "Log on using Secure Password Authentication (SPA)" if this is specified by your email provider. SPA is rarely used.
      • Select the "Advanced" tab to specify Server Ports (as instructed by your email provider) or to Leave a copy of messages on your email provider's server (so they can also be read on the Internet or on another computer) 
    8. Click Next then Finish.

Outlook Collaboration Fix: Unlike previous versions of Office Outlook, Microsoft does not provide collaboration code (CDO) to allow Outlook 2010 to accept e-mail messages created by Windows programs (like CTI Navigator) that are not part of the Microsoft Office suite.  Therefore CTI has created special programming to allow CTI Navigator to transfer MLS reports through Windows into the default (32-bit) version of Outlook 2010 (and also Outlook 2007 and 2003). For 64-bit versions of Outlook see 64-bit Outlook Note below. These files from CTI will only affect e-mail originating from CTI Navigator. After these special files have been installed on a computer where Outlook is the default mail handler, e-mail reports from CTI Navigator will send out through Outlook whether or not it was already open. 

To install this special programming to e-mail MLS reports or MLS contacts through Outlook, first close CTI Navigator and Office Outlook. Then download and unzip the CDO Fix file appropriate for your version of Windows (CDO_Fix.exe for 32-bit Windows and CDOx86Fix.exe for 64-bit Windows). Do not change the "unzip to folder" from "C:\" unless you installed CTI Navigator in a non-standard location. 

 Note: If you are unsure whether your Windows is 32-bit or 64-bit, you can determine its version by going to Start > Control Panel > System > in the System section under the "System Type", look for either 32-bit or 64-bit Operating System.

Windows Vista or Windows 7 with User Account Control ON (the default setting)

Windows Vista or Windows 7 with User Account Control OFF

If User Account Control is OFF in Windows Vista or Windows 7, you can install CTI's CDO Fix files either as described above, or using fewer steps as described for Windows XP below. 

Windows XP or earlier

64-bit Outlook Note: The default installation for Office 2010 is 32-bit. Unless you require Excel spreadsheets that are larger than 2 gigabytes, Microsoft recommends that the 32-bit version of Office (rather than the 64-bit version) be installed on both 32-bit and 64-bit Windows (see "Microsoft 64 bit editions of Office compared to 32-bit" in the related articles below). The 32-bit version of Office provides the same functionality as the 64-bit version and allows for better compatibility with Windows controls, add-ins, and third-party applications. To email MLS reports through a 64-bit version of Office Outlook 2010 (which is not widely used), install Microsoft's "Outlook Hotmail Connector 64-bit" instead of CTI's special codes. The free "Outlook Hotmail Connector 64-bit" connects e-mail and contacts from Windows Live Hotmail (which accepts text links from CTI Navigator) into 64-bit Outlook. Click here to download Microsoft Outlook 2010 Hotmail Connector 64-bit. Then use your free Windows Live Hotmail account in your 64-bit Outlook 2010. 

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Setup Email Service in Office Outlook 2007

To setup email in Office Outlook 2007: 

  1. Open Outlook > select Tools > Account Settings > New
  2. In the Add New E-mail Account screen, select POP3 (or as directed by your email provider) > click Next
  3. In the E-mail Accounts screen, enter the information specified by your email provider:
    1. User Information
      • Your Name: your full name
      • E-mail address: your full address (including @...)
      • Password: password required by your email provider
    2. Click on Manually configure server settings or additional server types > click Next.
    3. Click Internet E-mail > click Next
    4. Internet E-mail Settings: (see Email Provider Server Setup Summary section for most common provider information)
      • Your Name: your full name
      • E-mail Address: your full address (including @...)
      • Account Type: type of e-mail account
      • Incoming mail server (POP3 or IMPA): enter the address of your E-mail provider's POP3 or IMAP server (if you want to download messages into this computer. If you only want to send messages out of Outlook, leave this field empty or enter a bogus address.)
      • Outgoing mail server (SMTP): enter the address of your E-mail provider's SMTP server
      • HTTP Service Provider: if using an HTTP account, specify the service provider for this account 
      • User Name: your name in the form required by your email provider to log into your email account
      • Password: password required by your email provider
      • Remember password: check this box so Outlook can automatically access your email
      • Require login using Secure Password Authentication (SPA): check only if required by your ISP
    5. Click Test Account Settings to have Outlook verify that it can access your email account using the information you entered
    6. Click More Settings to open the Internet E-mail Settings screen where you may further modify your account information
    7. Click Next > then Finish.

  4. Download and install either CTI's CDO Fix files that work just for email from CTI Navigator (see Outlook Collaboration Note above; or install Microsoft's Collaboration Data Objects (CDO) for Office 2007 to collaborate with any Windows based, email program not part of Microsoft Office (see "Download Collaboration Data Objects for Office Outlook 2007" in the related articles below). 

  5. Ensure that the security settings in Office Outlook allow sending MLS reports (see "Configure Office Outlook Security" in the related articles below). 

For Microsoft's detailed instructions, see Configure E-mail Accounts in Office Outlook 2007, 2003 & 2002 in the related articles below. 

UAC Note:  When using Microsoft's Collaboration Data Objects (CDO) in a version of Windows with User Account Control enabled, Office Outlook 2007 needs to be closed before MLS reports can be successfully transferred from CTI Navigator into Outlook. 

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Setup Email Service in Microsoft Office Outlook 2003, 2002 and 2000

  1. Open Outlook > select Tools > E-mail Accounts
  2. In the E-mail Accounts screen select "Add a new E-mail Account" > click Next
  3. For Server Type, select POP3 (or as directed by your email provider) > click Next
  4. In the E-mail Accounts screen, enter the information specified by your email provider:
    1. User Information
      • Your Name: your full name
      • E-mail address: your full address (including @...)
    2. Login Information
      • User Name: your name in the form required by your email provider to log into your email account
      • Password: password required by your email provider
      • Remember password: check this box so Outlook can automatically access your email
    3. Server Information  (see Email Provider Server Setup Summary section for most common provider information)
      • Incoming mail server (POP3 or IMAP): enter the address of your E-mail provider's POP3 or IMAP server (if you want to download messages into this computer. If you only want to send messages out of Outlook, leave this field empty or enter a bogus address.) 
      • Outgoing mail server (SMTP): enter the address of your E-mail provider's SMTP server
    4. Test Account Settings: if available, you can click this button to verify that Outlook can access your email account using the information you entered
    5. More Settings: click this button if your email provider requires outgoing mail authentication or special port settings
      • Select the "Outgoing Server" tab to set check or uncheck (as directed by your email provider )"My outgoing server (SMTP) requires authentication". If authentication is required, either:
        • select "Use same settings as my incoming mail server"; or
        • select "Log on using" > enter the User Name and Password specified by your email provider > check "Remember password".
        • Only check "Log on using Secure Password Authentication (SPA)" if this is specified by your email provider. SPA is rarely used.
      • Select the "Advanced" tab to specify Server Ports (as instructed by your email provider) or to Leave a copy of messages on your email provider's server (so they can also be read on the Internet or on another computer) 
    6. Click OK then Finish.
  5. To set Outlook to send messages immediately click Tools > Options > Mail Setup tab > check "Send immediately when connected" under Send/Receive. (If send immediately is not checked, outgoing messages will go to the Outbox until they are manually selected and sent.) 
  6. Ensure that Microsoft's Collaborative Data Objects (CDO) feature has been installed and activated as part of your Office Outlook. To install Microsoft's CDO's, see "Fix Outlook Collaborative Data Object (CDO), Active X CDO or Unspecified Email Error" in the related articles below. For Outlook 2003, instead of or in addition to installing Microsoft's CDO, you can download and install CTI's Outlook CDO Fix files (see Outlook Collaboration Note above). 
  7. Ensure that the security settings in Office Outlook allow sending MLS reports (see "Configure Office Outlook Security" in the related articles below). 

Default Email Program Notes:

  1. Windows Vista and 7: For instructions on setting Windows 7 and Vista's default email program, see the related article, "Using Windows Vista and Windows 7".
  2. Windows other than Vista or Windows 7: To change the default email handler in Windows (other than Vista or Windows 7) from Office Outlook or web-base email to Outlook Express, follow the instructions above to setup Outlook Express.  To determine which program is set as the default mail handler in Windows (other than Vista or Windows 7), open the Windows Control Panel > select Internet Options (under Network and Internet in the Category View) > Programs tab > Email box. You can click the down arrow beside the email box to change the default mail handler in pre-Vista Windows. 

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Setup Windows Live Mail, Windows Live Hotmail, or Outlook.com 

Microsoft offers several options for free (advertisement supported) e-mail through their "Windows Live" suite of services. The options are for Windows based "Windows Live Mail"; or for web-based "Windows Live Hotmail" or "Outlook.com". (See note 1 in this section regarding using old grandfathered Hotmail accounts.)  Although it is not often used, you also can install a free Microsoft Outlook Connector add-in (see Outlook Hotmail Connector below) to access and manage your Windows Live Hotmail or Microsoft Office Live Mail accounts in Microsoft Office Outlook 2010, 2007 and 2003. 

  1. Windows Live Mail: You can install the Windows Live Mail program in Windows 8, 7, Vista or XP SP2 (or later) so you can access, compose and read e-mail messages even when your computer is not connected to the Internet. It provides many of the same features as Outlook Express. Windows Live Mail can be configured to work with Windows Live Hotmail, AOL mail, Google Gmail and Yahoo! Premium email services. Windows Live Mail can process all formats of MLS reports from CTI Navigator. Like other Windows e-mail programs, Windows Live Mail should be closed before sending MLS reports through Windows 8, 7 or Vista to avoid interference from the Windows "User Account Control" security feature.

    To install Windows Live Mail in your computer: go to http://windows.microsoft.com/en-US/windows-live/essentials-other-programs > click the Download Now button > select Mail > Run (or Save then Run) the WLsetup-web.exe file > follow Microsoft's installation prompts. 

    To add your e-mail account in Windows Live Mail: in the top ribbon, select Accounts (See notes below) > E-Mail+ > enter your existing e-mail account information. Windows Live Mail will automatically enter the server settings for AOL, Gmail, Hotmail, LiveMail or YahooPlus accounts (unless you check "Manually configure server settings for e-mail account"). Be sure to check "Remember this Password" and "Make this my default email account" as appropriate.  
    Warning: Sometimes this automatic setup fails to enter the correct outgoing SMTP server address and settings. (If needed, see Email Provider Server Settings Summary for common service provider setup information or contact your e-mail provider for details.) In this case, you can receive but will not be able to send messages from Windows Live Mail until the outgoing SMTP server address (and authentication required by your e-mail service provider, if any,) is corrected. 
    Note 1: To Add, View or Edit Properties, or Delete an email account in Windows Live Mail, click on the Menu icon in the top left of the screen, select Options, and Email accounts... (see image below). 

    Note 2: To access Accounts from a Tools menu in some versions of Windows Live, click the  Menus icon (next to the Help icon) near the top right of the main screen (or press Alt+M keys), and select "Show menu bar" in the drop-down list . 

    If desired, you also can install other optional components of the Windows "Live Essentials" services (such as Messenger, Photo Gallery, Blog Writer, Family Safety, Search Toolbar, or Silverlight) from the http://windows.microsoft.com/en-US/windows-live/essentials-other-programs website. 
     
  2. Windows Live Hotmail (web-based): You can setup a new Windows Live Hotmail ID or use an existing Hotmail account to open a free online e-mail service called Windows Live Hotmail. Messages in Windows Live Hotmail accounts are not stored on your computer and can be directly accessed only through an Internet connection. The online Hotmail e-mail service can process only Text Link formatted email reports from CTI Navigator desktop; it will not accept any other standard email report format. However, Windows Live Hotmail accounts can be setup to download messages into Windows Live Mail or into Outlook Express. Also, Windows Live Hotmail can share email and contacts with Office Outlook through Microsoft's free Outlook Hotmail Connector (follow the appropriate links in the Outlook Hotmail Connector section below).  To open a Windows Live Hotmail account: go to http://windows.microsoft.com/en-us/Hotmail/get-started,  click the "Get Hotmail" button, and follow Microsoft's instructions. 

To setup a Windows Live Hotmail account in Windows Live Mail: Open Windows Live Mail in your computer > Click  "Add an e-mail account" button in the left pane (if it does not open automatically) > Enter your full Hotmail email address > Enter your Hotmail Password (by default "Remember password is checked) > Enter a Display Name (which does not have to be the same as your Hotmail user name) > click Next > Windows Live Mail should confirm that the setup succeeded. 

To setup a Windows Live Hotmail account in Outlook Express: follow Microsoft's instructions at http://windows.microsoft.com/en-US/hotmail/help-center . The key configuration information is summarized at  http://windows.microsoft.com/en-US/hotmail/send-receive-email-from-mail-client, or in the Summary of Common Email Provider Server Settings table near the end of this webpage.

Warning: According to Microsoft*, "Free Windows Live Hotmail accounts become inactive if you don't sign in for more than 270 days or within the first 10 days after signing up for an account. After an account becomes inactive, all messages, folders, and contacts are deleted. Incoming messages will be sent back to the sender as undeliverable. Your account name is still reserved. However, if the account stays inactive for an additional 90 days, the account name may be permanently deleted. If you don't use your Windows Live ID for 365 days, your Windows Live ID may be permanently deleted." To ensure that a Hotmail account remains open regardless of activity you must purchase a Windows Live "Hotmail Plus" subscription. [* http://windowslivehelp.com/solutions/settings/archive/2009/03/13/how-to-close-your-hotmail-account.aspx] 

Note 1: Effective September 1, 2009, old Hotmail accounts that Microsoft previously "grandfathered" access in Windows (Outlook Express or Office Outlook) must be switched from Hotmail's HTTP servers to Microsoft's "Live.com" servers, or converted to Windows Live Mail. See the article "Hotmail Pop3 in Outlook Express" in related articles below. For a connector to Office Outlook, see the "Outlook Hotmail Connector" section below.   

  1. Outlook.com (web-based). Outlook.com is Microsoft's version of "new modern" web-based email that gives a similar experience across personal computers, tablets and smartphones. "Outlook.com" accounts can connect directly to social networks (such as Facebook and Twitter) and are provided free (advertisement supported) or subscription based. Outlook.com messages can be accessed from other email programs (such as Windows Live Mail or into Outlook Express) using the same servers (and server settings) as Windows Live Hotmail.

Outlook Hotmail Connector

Outlook Hotmail Connector allows you to view and manage your Windows Live Hotmail e-mail, calendar, and contacts from within Office Outlook. Using Hotmail Connector with Outlook 2010 should allow you to send text link formatted email reports from CTI Navigator through a Hotmail account in Outlook. 

To use Windows Live Hotmail in Microsoft Outlook 2010, 2007 or 2003 download the appropriate version of Microsoft's Outlook Hotmail Connector and then follow Microsoft's instructions (see "How to Use Windows Live Hotmail account in Outlook 2010" in the related articles at the bottom of this webpage). 

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Setup Mozilla Thunderbird

Thunderbird by the Mozilla organization is an Open Source (freeware), cross platform (Windows, Mac OS X, and Linux) email application alternative to Microsoft's Outlook Express, Windows Mail, and Windows Live Mail. It can be downloaded and installed in all current versions of Windows to handle your email (see "Download Thunderbird" in the related articles at the end of this webpage).

To setup Thunderbird to handle email in Windows, see Mozilla's "Thunderbird Help and Tutorials"  or "Thunderbird Messaging Knowledgebase" in the related articles at the end of this webpage. The basic setup steps are summarized below.

Thunderbird 3.0 and later

Starting with version 3.0, Thunderbird can automatically configure email accounts that use major email providers as follows. 

  1. Open Thunderbird and select File > New > Mail Account (or Tools > Account Settings > Account Actions > Add New Account). This will open the Mail Account Setup Screen 
    Mail Account Setup screen 
  2. Enter your name, email address, email password, check "Remember password" and click the Continue button. Thunderbird will attempt to determine the appropriate server settings for your email provider (based on the name after the @ symbol in your email address). 
  3. If the automatic configuration succeeds and is correct,
      
    click the "Create Account" button. If the settings found are not correct, click the Edit button and modify the settings. 
  4. To stop the automatic configuration search so you can directly enter the server settings, click the Stop button, enter the required server and security information, and click the Create Account button. 
  5. If the automatic configuration fails (as indicated by "Thunderbird failed to find the settings for your email account",  click the "Manual Setup..." button. This will open the "Account Settings" screen. 
  6. On the Account Settings screen: 
    Example Account Settings screen  
    • select your account in the left pane and verify or enter the correct "Outgoing Server (SMTP)" address for you email provider;
    • then select "Server Settings" under your account name (on the left pane), Example Server Settings screen 
      and verify or enter the correct server name, port and security settings for your email provider. Click OK after all settings have been entered or checked. 
  7. To set an account to be the default for processing messages created by other programs (such as CTI Navigator) and transferred into Thunderbird by Windows, select Account Actions (at the bottom of the left pane in Account Settings) > click "Set as Default" (which will gray out once selected) > click OK.

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Thunderbird prior to version 3.0

To setup email in older versions of Thunderbird:

  1. Open Thunderbird, select Local Folders and click "Create a new account"; or
    in the top menu select Tools > Account Settings > Add Account button). 
       
    This starts an Account Wizard series of screens on which you select or enter the required information, and then click the Next button at the bottom.
  2. On the New Account Setup screen, select Email account and click Next
  3. On the Identity screen enter your name and email address, and click Next
  4. On the Server Information screen,
    • select the server type (usually POP)
    • enter the name (address) of your Incoming Server
    • if prompted, enter the name (address) of your Outgoing (SMTP) Server
    •  leave "Use Global Inbox..." checked unless you are entering multiple email accounts/identities 
  5. On the User Names screen,
    • enter the user name given to you by your email provider
    • if prompted, enter an outgoing user name given to you by your email provider
  6. On the Account Name screen, enter the name you would like to use to refer to this account
  7. On the Congratulations screen, verify the account information and either click the Back button to change information, or click Finish to save the setup.
  8. On the main screen, select Inbox under your name and click "Get Mail" at the top. (Either use this to test that the account is setup correctly, or Write a message and try to Send it as a test.)
  9. On the Mail Server Password Required screen, enter the password to your email account and click OK. After you have ensured that your password is correct, on future use your can check "Use Password Manager to remember this password."

    Warning: Do NOT save the password unless you are certain that it works in Thunderbird and is typed correctly. It is difficult to change a password once it has been saved.

To set an account to be the default for processing messages created by other programs (such as CTI Navigator) and transferred into Thunderbird by Windows, select Tools > Account Settings > highlight Your Account > click on Account Actions (at the bottom of the left pane) > click "Set as Default" (which will gray out once selected) > click OK.

Note: For additional help on Thunderbird, see "Thunderbird Help and Tutorials", "Thunderbird Messaging Knowledgebase", or "Fix CLS Send, No Valid ID, or Mapi error in Email" in Related articles and Internet Links at the end of this webpage).

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Email using AOL account

AOL allows Windows to connect to AOL's e-mail servers through Outlook Express, Office Outlook, Windows Mail, Windows Live Mail, or Eudora using IMAP technology (instead of POP3). Instructions for creating and configuring AOL email in Windows email programs should be available at one of AOL's on-line support sites (see "AOL Help"  in related Internet Links at the end of this webpage).

The key system entries for setting up to use an AOL account in Windows email programs are:

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Email using Yahoo! Mail Plus account

According to Yahoo, the ability to access Yahoo! Mail to send and receive email through a POP email client (such as Outlook, Outlook Express, Windows Mail, Window Live Mail, or Thunderbird) is only available to customers of the premium (subscription based) Yahoo! Mail Plus service. (See note below for a converter to access free Yahoo! Mail in Windows.)

To enable POP (the Internet standard "Post Office Protocol") for your Yahoo! Mail Plus account:

  1. Open Yahoo! Mail on the Internet. 
  2. Select the Options menu > Mail Options.
  3. Select "POP & Forwarding" (Forwarding in Mail Classic) from the list at the left.
    - The "Access your Yahoo! Mail elsewhere" ("Forwarding" in Mail Classic) options display at the right.
  4. Verify that the option for Access Yahoo! Mail via POP is selected. This makes your account POP-enabled.
    - If it is not selected, select the radio button next to it.
  5. Select the Save button.

The key system entries for setting up to use a Yahoo! Mail Plus (or Ymail.com) account in a Windows email program are:

For details, see "Yahoo! Mail Plus" in the related articles and Internet Links at the end of this webpage.

Note: Access to a free Yahoo! Mail account may be available through the free open source YPOPs application gateway (see the appropriate YPOPs link in the related articles and Internet Links below). The YPOPs service works as a proxy server to convert messages into the POP3 format used by Windows mail clients such as Outlook Express, Office Outlook, Mozilla Thunderbird and IncrediMail. Once installed in Windows, YPOPs can be set to access your Yahoo! Mail account through your Windows mail client.  

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Email using Gmail account 

POP3 compared to IMAP Downloads

Google supports both POP and IMAP to access your gmail messages from other email programs, including Windows email programs. POP is simpler, and faster. However, according to Google IMAP offers the following advantages:

"Unlike POP, IMAP offers two-way communication between your web Gmail and your email client(s). This means when you log into Gmail using a web browser, actions you perform on email clients and mobile devices (ex: putting mail in a 'work' folder) will instantly and automatically appear in Gmail (ex: it will already have a 'work' label on that email the next time you sign in).

IMAP also provides a better method to access your mail from multiple devices. If you check your email at work, on your mobile phone, and again at home, IMAP ensures that new mail is accessible from any device at any given time.

Finally, IMAP offers a more stable experience overall. Whereas POP is prone to losing messages or downloading the same messages multiple times, IMAP avoids this through two-way syncing capabilities between your mail clients and your web Gmail.

If you're trying to decide between using POP and using IMAP [with Gmail], we recommend IMAP."  (Quoted from Google's  "Getting Started with IMAP for Gmail" in the related articles and Internet Links at the end of this webpage.)

One downside to IMAP is that it often takes longer to synchronize because it downloads messages into more folders than POP3. 

Note: You do not need to enable POP3 or IMAP to send email out of CTI Navigator Web. 

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IMAP Gmail

To enable other email programs to use Internet Message Access Protocol (IMAP) to access your Gmail account:

  1. Sign into Gmail (using Standard not Basic HTML interface).
  2. At the top of any Gmail page, click the Options (gear) icon Google gear icon and Select Settings.
  3. Click Forwarding and POP/IMAP. 
    .
  4. In the IMAP Access section, select Enable IMAP.
  5. Choose the action you'd like your Gmail messages to take after they are accessed with IMAP.
  6. Configure your IMAP client (as described through this link or summarized below) and click Save Changes.

After enabling IMAP access in your Gmail account (as described above), you can use the following to setup your Gmail account in other email programs (such has Windows Live Mail, Windows Mail, Outlook Express, Office Outlook, or Thunderbird):

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POP Gmail

To enable other email programs to use Post Office Protocol ( POP) to access your Gmail account: 

  1. Sign into your Gmail account
  2. At the top of any Gmail page, click the Options (gear) icon Google gear icon and Select Settings
  3. Click Forwarding and POP/IMAP (see screen image under IMAP above)
  4. Select "Enable POP for all mail" or select "Enable POP for mail that arrives from now on"
  5. Choose the action you'd like your Gmail messages to take after they are accessed with POP
  6. Configure your POP client (as described through this link or summarized below) and click Save Changes.

After enabling POP download in your Gmail account (as described above), you can use the following to setup your Gmail account in other email programs (such has Windows Live Mail, Windows Mail, Outlook Express, Office Outlook, or Thunderbird):

For details and troubleshooting help see "Gmail Help" or "Gmail Troubleshooter" in the related articles and Internet Links at the end of this webpage).

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Gmail Options and Client Contact Synchronization in CTI Navigator Web

Email reports and messages that you send from CTI Navigator Web are sent out through CTI's national email provider by default. However, you can set CTI Navigator Web to send out your messages though your own Gmail account instead of through CTI's account. Gmail also lets you set your personal account to send messages with another of your email addresses listed as the sender instead of your Gmail address (see "alternate email address" below). 

Note that your CTI Navigator Web and Navigator Mobile account share the same data and settings. Consequently, MLS reports emailed from CTI Navigator Mobile on your smartphone or tablet will be sent through the same email provider you have set as the default in CTI Navigator Web (either CTI's national provider account or your Gmail account).

To set CTI Navigator Web (and CTI Navigator Mobile) to use your Gmail account for outgoing email:

  1. Click Clients in the frame menu
  2. Select Gmail Settings
  3. Enter your full Google/Gmail Username and Password in the appropriate boxes
  4. Click the "Verify Account" button to confirm Navigator Web can access your Gmail account
  5. Check "Use Gmail to send my e-mail"
  6. Click the Save button to continue using Gmail in future sessions.

To set your Gmail account to automatically send messages as if from a different (alternate) email address and so replies will return directly to this alternate address:

  1. Open (or create) your Gmail account (at www.gmail.com) 
  2. Click the gear icon in the upper right and select Settings 
  3. Select the "Accounts and Import" tab
  4. In the "Send mail as" section, click "Add another email address you own" 
  5. In the "Email address" field, enter your name (as you want it to appear beside From) and an alternate address 
  6. Optional: Un-check "Treat as an alias" (or click "Learn More" to determine your preference) and click Next Step
  7. Under "Send mail though your SMTP server", check "Send through Gmail (Easier to set up)" and click Next Step 
  8. On the "Verify your email address" screen, click "Send Verification" 
  9. Open your alternate email account and click Google's Verification link (or copy the Verification code, add the code on the Gmail screen and click the Verify button) 
  10. In the "Send mail as" section, select your alternate email address and click "Default" 
  11. Verify under "When replying to a message" that "Always reply from default address" (which is your alternate address) is selected 
  12. Close your Gmail screen. 

Note: This sending "on behalf of" another email address is not the same as forwarding email. 

You also can synchronize your "Clients" Contacts in CTI Navigator Web with Contacts in your Gmail. To synchronize Client contacts, click the "Synchronize Now" button after verifying that CTI Navigator Web can access your Gmail (described above).

Client synchronization has the following features:

Note that only contacts assigned to your Gmail Contacts Group labeled "Clients" will automatically sync with CTI Navigator Web. To transfer Gmail contacts not assigned to a "Clients" group, export the selected contacts in "Outlook CSV format" and then import that CSV file into CTI Navigator Web. To see Google's instructions for Exporting Gmail Contacts to a CSV file, click here. To see a tutorial video on Importing email contacts and Using Email in CTI Navigator Web, click here.

It is not necessary to download contact information for MLS members, offices or affiliates. This information is provided in the Address Book of CTI Navigator Web. To see a tutorial video on using the Address Book in CTI Navigator Web, click here.

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Emailing in Windows 7, 8 or RT

Unlike all other versions of Windows, Windows 7 does not include any built-in email program (such as Windows Mail or Outlook Express). Windows 7 can use access webmail services like Gmail, Hotmail/Outlook.com and Yahoo through an Internet browser, and its browser can support emailing from CTI Navigator Web. However, a Windows email program must be installed to handle Windows messaging code, such as created by CTI Navigator Desktop for emailing MLS reports. To email from within Windows 7, Microsoft recommends downloading Microsoft's free Windows Live Mail (or purchasing and installing Microsoft Office Outlook). Free third-party desktop email programs such as Thunderbird also can be downloaded to email from within Windows 7 (or any version of Windows except RT). 

Microsoft's Mail app included in Windows 8 can send and receive email from the Tiles mode, but does not support mail code created by apps running in the Windows 8 Desktop mode. To email from a desktop app (such as CTI Navigator Desktop) in Windows 8, first install and configure a desktop email app such as Windows Live Mail, Office Outlook, or Mozilla Thunderbird. It is not necessary to install a desktop email app in Windows 8 if you use CTI Navigator Web (or CTI Navigator Mobile) instead of CTI Navigator Desktop to email MLS information.   

Windows RT currently does not allow desktop email apps to be installed, cannot send mail from File Explorer, does not include Outlook in its special edition of Office 2013, and does not allow plug-ins (such as Silverlight) to be installed in its Internet browser. Consequently, only CTI Navigator Mobile can be used in Windows RT (not Navigator Web or Desktop). Any web enabled device (including Windows RT, Apple iOS, or Android) can send email from CTI Navigator Mobile. This is because Navigator Mobile sends email through CTI's Internet server rather than through your device's operating system or browser plug-in. 

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Emailing MLS Reports in Navigator Desktop

How to email MLS reports is described in detail under Help in CTI Navigator Desktop's menu. Select Navigator Help > Using Cti Navigator > Communications > E-mail (see the related article, "Using Help in CTI Navigator").  

Note that email reports normally should be sent from a Search Results table (not from the Report Preview screen) in CTI Navigator. Emailing from a table of results provides more options, is much more efficient, and does not require your message recipient to have PDF Reader software. To preview reports before emailing, your can use the Report Display icon (Image of Hand holding a report) on the table. This Report Display is dynamic and will change to show the selected report for each listing when you click on it in the table.

Emailing from a Report Preview screen creates a PDF file. This pdf file can be attached to any e-mail message, including web-based e-mail. To be read, a pdf file must be opened by a PDF Reader on the recipient's computer. (Adobe's free PDF reader can be downloaded by selecting "Adobe free PDF Reader" in the related articles  below.) Beware that the pdf file can become  quite large and extremely slow to transmit when more than one or two listings are included in the same file. As opposed to a pdf file, report links are very small and efficient to send by email. 

Note 1: CTI Navigator uses Microsoft's SimpleMAPI codes to transfer MLS reports internally to the default email program in your Windows. You then address your message and send it to the recipient(s) using the Windows default email program. For this transfer between CTI Navigator and your Windows email program to succeed, only one email program can be set as the default for email. If you have multiple email programs installed in Windows and encounter a MAPI error sending MLS reports, follow the instructions in the related article, "Fix CLS Send or MAPI error." If your device is using Windows 8, see "Windows 8 Mail."

Note 2: The "User Account Control" (UAC) feature in Windows 7, 8, and Windows Vista may require you to close your default email program before you open CTI Navigator Desktop and attempt to sent email. This is a security measure to prevent potentially malicious programs from accessing your email without your knowledge.  

Note 3: To set CTI Navigator Web to send MLS Report through your personal Gmail account, see "Gmail in CTI Navigator Web" above. 

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Addressing Email from the MLS Roster

The Roster function in CTI Navigator Desktop can be used to email messages to selected fellow MLS members (see Help > Navigator Help > Using CTI Navigator > Roster > Office, Agents, Affiliates Tabs). 

Email can be sent to the entire MLS membership from CTI Navigator Desktop. However, most MLS boards discourage or do not permit unapproved mass mailings to the entire membership because such unsolicited email is considered SPAM. Many MLS members do not want their email address in the MLS used for any type of mass mailings. Typically only the MLS office is authorized to send membership-wide email messages. Please check directly with your local MLS association for their policy regarding mass mailings from individuals to all MLS members.

If permitted by your MLS policy, the Roster function in CTI Navigator Desktop can also be used to send email messages to all MLS members with an email address in the MLS roster. To email to all agents, go to Roster > Agent/Office info > select the Agents tab > click the All button beside Office > click the All button at the bottom beside Selected Items > click the email icon. 

WARNING. Unsolicited mass mailings to individual email addresses also are generally classified as SPAM by email providers. Sending mass emails risks getting your email address "black listed" as a Spammer. If agents' or providers' anti-spam measures designate your email address as a Spammer, you then would not be able to email anything - including listing and/or contract specific email - directly to those agents who use anti-spam measures.  Even if not blocked, mass mailings tend to clog up recipient's mail boxes, potentially causing them to miss client/prospect messages because their mailbox is full or clogged up with unsolicited messages. 

CTI Navigator Web Address Book

The Agent/Office Roster and Client Contacts are included in the Address Book of CTI Navigator Web. All entries in the Address Book are searchable by partial name or email address. To see a tutorial video on using the Address Book in CTI Navigator Web, click here. 

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Summary of Server Settings for Common Email Providers

Email

Provider

SERVERS 

Secure Connection  SSL

Advanced Port#

Type

INcoming

OUTgoing

Auth* 

Logon* 

OUT

IN

Alltel.net (obsolete - use Windstream)

Pop3

Mail.Alltel.net

Mail.Alltel.net

 

 

Dialup > Always use Alltel

AOL.com

IMAP

Imap.AOL.com 

Smtp.AOL.com

þ

same

 

587

143

AT&T/BellSouth.net

Pop3

inbound.att.net

outbound.att.net

þ

same

Out & In þ Require SSL

465 

995

Comcast.net

Pop3

Mail.Comcast.net

Smtp.Comcast.net

þ

same

 

587

110

Dnet.net

Pop3

Email.dnet.net

Smtp.dnet.net

 

 

Always connect using Dnet

Earthlink.net

Pop3

Pop.Earthlink.net

SMTPauth.Earthlink.net

þ

Email address

 

587

 

110

Embarq.com

Pop3

Pop.EmbarqMail.com

Smtp.embarqmail.com

þ

Email address

Replaced Sprint Earthlink 2007

 

 

GoDaddy.com Pop3 pop.secureserver.net smtpout.secureserver.net

þ

same

[w/o optional SSL encryption]

25  

110
GoDaddy.com  (encrypted) Pop3 pop.secureserver.net smtpout.secureserver.net

þ

same

Out & In þ Require SSL

465

995

Google Gmail.com¹  

Pop3

Pop.gmail.com

Smtp.gmail.com

þ

same

Out & In þ Require SSL

465

995
Google Gmail.com¹  IMAP  Imap.gmail.com Smtp.gmail.com 

þ

same

Out & In þ Require SSL

587

993  

Hotmail.com(obsolete)

HTTP

http://services.msn.com/svcs/hotmail/httpmail.asp (see Hotmail "Live" for grandfathered accounts in OE)

Hotmail "Live" -  Grandfathered accounts Pop3 Pop3.Live.com Smtp.Live.com

þ

same

Require SSL

25 or 587 

995

MSN.com (obsolete)

Pop3

Pop3.email.MSN.com

Smtp.email.MSN.com

þ

same

þ SPA 

 

 

Netscape.net

Pop3

Pop3.isp.Netscape.net

Smtp.isp.Netscape.net

þ

same

 

587

110

Netzero.net²

Pop3

Pop.netzero.com

AuthSmtp.netzero.com

þ

Email address

 

Not ü leave copy on server

Outlook.com  Pop3 Pop3.Live.com Smtp.Live.com

þ

same

Require SSL

25

995

PlantationCable.net

Pop3

Pop.gmail.com

Smtp.gmail.com

þ

same

Out & In þ Require SSL

465

995

RoadRunner(cfl)

Pop3

Pop-server.cfl.rr.com

Smtp-server.cfl.rr.com

 

 

 

 

 

TDStelecom.net³

Pop3

Pop.gmail.com

Smtp.gmail.com

þ

same

Out & In þ Require SSL

465

995

Verizon.net 

Pop3

Incoming.Verizon.net

Outgoing.Verizon.net

þ

same

 

25

110 

WindowsLive Hotmail

Browser based – Text Links only – No offline access unless downloaded into WL Mail in Windows

WindowsLive Mail

 Windows Live Mail processes mail through other Provider's Servers

Windstream.net 

Pop3

Pop.windstream.net

Smtp. windstream.net

þ

same

Clear Text auth

 25 

110 

Yahoo! Mail Plus²a  

Pop3

Plus.Pop.mail.Yahoo.com

Plus.Smtp.mail.Yahoo.com

þ

same

Require SSL

465 

995

Yahoo! Mail Plus²b

Pop3

Plus.Pop.mail.Yahoo.com

Plus.Smtp.mail.Yahoo.com

þ

same

587 

110 or 995
YMail.com 

Pop3

Pop.mail.yahoo.com

Smtp.mail.yahoo.com

þ

same

Require SSL

465 

995
YPOPSemail.com  Pop3 127.0.0.1 127.0.0.1

þ

same

Server Times out = Long (5 minutes)

25 

110

                 

*Auth= "My Outgoing Mail Server Requires authentication". Do not check "Log on using Secure Password Authentication". 

*Logon= Outgoing Mail Server Settings. Same= "Logon using same settings as Incoming server". Email Address= Logon Using full Email Account Name and Password. Do not check "Log on using Secure Password Authentication". 

¹ Gmail account must be set inside Gmail on the Internet to either "Enable POP..."  or to "Enable IMAP" as appropriate.
 
²a To use Yahoo!Mail Plus, setup account in Outlook Express (or WinMail) and set Windows default email to Outlook Express /Windows Mail (Not to Yahoo!Mail). Email sent directly to Free Yahoo!Mail (without going through Outlook Express/Windows Mail) cannot process links (w/o YPOPS proxy). Only paid, not free, accounts can interface successfully through Outlook Express./Windows Mail/Windows Live Mail. 
 
²b Yahoo recommends enabling SSL for both POP and SMTP. If you choose not to use SSL for Yahoo!MailPlus in Windows and your ISP blocks port 25, change the Outgoing server (SMTP) from port 25 to 587.  
 
³ TDS uses Gmail servers, but e-mail accounts are username@tds.net.
 
Web-based free Windows Live Hotmail and subscription-based Yahoo!Mail Plus can process Text links only (no HTML links) on the Internet. However, free Windows Live Mail can be installed in Windows 7/Vista/XP to handle all email formats.

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Related articles and Internet links: 

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To return to CTI's menu of Help & Tutorials, click here or use the back arrow at the top of your Internet browser.

 

rev.03.22.2013