In Outlook, how do I search through the ADS Global Address List if I'm using IMAP?

If you use Outlook to read a Cyrus mail account through IMAP, you can access the Global Address List (GAL) by adding it as an LDAP service.

Note: These instructions do not apply if Outlook is configured for an Exchange account. When using Exchange, Outlook reads the GAL natively, and does not need LDAP.

Outlook 2002 and 2003

Before you can query the GAL from Outlook, you must configure LDAP by following these steps:

1. In Outlook, from the Tools menu, select E-mail Accounts... .
   
   
2. Select Add a new directory or address book and click Next.
   
   
3. Select Internet Directory Service (LDAP) and click Next.
   
   
4. In the "Server Name:" field, type ads.iu.edu . Under "Logon Information", check the box labeled This server requires me to log on.
   
   
5. Type your username and password. You must put ads\ before your username, for example: ads\dvader

   Then click More Settings... .

6. You will get a message saying "The E-mail account you have just added will not start until you choose Exit from the File menu, and then restart Microsoft Office Outlook". Click OK to continue.
   
   
7. In the "Port:" field, change 389 to 3269 . Check the box next to Use Secure Sockets Layer. Then click the Search tab.
   
   
8. In the "Search base:" field, type the following (there are no spaces after the commas): dc=ads,dc=iu,dc=edu
9. Click OK, then Next, and then Finish.

You can now query the GAL from within a message, or from Outlook's address book. To query the GAL from within a message, follow these steps:

1. Begin a new message by clicking the New button; alternatively, from the File menu, select New, and then Mail Message.
   
   
2. In the To... line, type the last name, a comma, and then the first name. Then type Ctrl-k (hold down the Ctrl key and then press the letter k).
   
   
3. The name should resolve and be underlined. If there are several people with the same name, the Check Names dialog box will open with a list of matching names. Select the proper name and click OK.

If you're unsure about the first name, or simply want to search through a list of last names, then instead of typing the whole first name, you can either type only the first few letters of the first name or just the first initial. You can leave the first name off entirely, but keep in mind that you may get more than 100 returns (Outlook by default returns only 100 results at a time), or if you've changed the settings in Outlook to allow more than 100 entries, you may exceed the timeout limit and your query will fail. Be aware that a search can take a long time.

To query the GAL from within Outlook's Address Book, follow these steps:

1. In Outlook, select Tools, then Address Book... . Due to the size of the GAL, Outlook may take several minutes to complete this command.
   
   
2. When the Address Book opens, the "Show Names from the:" drop-down menu should have ads.iu.edu selected.
   
   
3. In the "Type Name or Select from List:" field, type a username or a last name, a comma, and at least a partial first name.

   Note: LDAP searches may take a very long time, and often time out even if you have a fast connection. It is common to experience server timeouts or "This action could not be completed" errors if your search is not specific (e.g., if you type only a last name, or just the initial of the first name).

Outlook 2000

Note: Outlook 2000 has two different modes, Internet Only and Corporate/Workgroup. These instructions apply to the Internet Only mode. Corporate/Workgroup mode is for normal access to an Exchange account and does not need LDAP to access the GAL.

Before you can query the GAL from Outlook, you must configure LDAP by following these steps:

1. From the Tools menu, select Accounts.
   
   
2. In the Internet Accounts window, click the Add button, and then select Directory Service... .
   
   
3. In the "Internet directory (LDAP) server:" field, type ads.iu.edu . Be sure to check My LDAP server requires me to log on if it isn't already checked. Click Next.
   
   
4. Type your username and password. You must put ads\ before your username, for example: ads\dvader

   Leave the box labeled Log on using Secure Password Authentication (SPA) unchecked. Click Next.

5. Under "Do you want to use this service to check addresses?", select Yes.
   
   
6. Click Next, and then click Finish.
   
   
7. You will now be back at the Internet Accounts window. Select the ads.iu.edu entry and click the Properties button on the right.
   
   
8. Select the Advanced tab. Under "Server Port Number", in the field next to "Directory Service (LDAP):", change 389 to 3269 .
   
   
9. Check the box labeled This server requires a secure connection (SSL).
   
   
10. In the "Search" section, in the "Search base:" field, type the following (there are no spaces after the commas): dc=ads,dc=iu,dc=edu
11. Click OK, and then click Close to finish.

You can now query the GAL from within a message, or from Outlook's address book. To query the GAL from within a message, follow these steps:

1. Begin a new message by clicking the New button; alternatively, from the File menu, select New, and then Mail Message.
   
   
2. In the To... line, type the last name, a comma, and then the first name. Press Ctrl-k (hold down the Ctrl key and then press the letter k).
   
   
3. The name should resolve and be underlined. If there are several people with the same name, the Check Names dialog box will open with a list of matching names. Select the proper name and click OK.

If you're unsure about the first name or simply want to search through a list of last names, rather than typing the whole first name, you can either type only the first few letters of the first name or just the first initial. You can leave the first name off entirely, but keep in mind that you may get more than 100 returns. (Outlook by default returns only 100 results at a time.) If you've changed the settings in Outlook to allow more than 100 entries, you may exceed the timeout limit and your query will fail. Be aware that a search can take a long time.

To query the GAL from within Outlook's Address Book, follow these steps:

1. In Outlook, from the Tools menu, select Address Book. Due to the size of the GAL, Outlook may take several minutes to complete this command.
   
   
2. From the Edit menu, select Find People... .
   
   
3. In the "Name:" field, type a last name, a comma, and at least a partial first name. Alternatively, in the "E-mail:" field, type either a username or complete email address if you know it. Click Find Now to begin the search.
   
   
4. From the list of search results, right-click the entry for your desired recipient and select Action, then Send Mail to begin composing a message.