Orthotrac Cloud: Setting up Outlook Cloud

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The attached document provides steps to set up Outlook Cloud on any workstation that needs to be able to email from Orthotrac Cloud.  Information for several of the most common email hosting setups are provided (Gmail, Office 365, and Sesame Email).  If your email hosting provider is not one of these, you will need to contact your email hosting provider to obtain the needed server and port settings for Outlook.

 

You may right-click the file link at the bottom and select Save As to download this document to your computer, or simply follow the steps below.

 

The Outlook Cloud program can be launched by clicking the desktop icon, if available, or by going to Start, All Programs, Orthotrac Cloud and clicking the Outlook Cloud icon there, or by going to the root of the Start menu and clicking the Outlook Cloud icon there.

 

When launching Outlook Cloud for the first time, the system will note that no accounts have been set up yet and ask if you want to configure one.  Select Yes to proceed, then follow the steps below (or in the attached document) to set up the account.   

 

There is also a section below (starting on page 6 of the attached document) on removing an existing account.

 

[[NOTE: If there is already an email account set up and you wish to add an additional email address, select the File tab at the top of the existing Outlook Cloud window:

Then click the “Add Account” button. From there, follow the steps below as normal.]]

 

1.  Select Manually configure server settings or additional server types then click Next.

2.  Select Internet E-mail then click Next.

3.  Enter the information for Name, E-mail Address, Account Type (IMAP), Incoming mail server, Outgoing mail server, User Name, and Password.  Put a check in the Remember Password box.

NOTE: For Gmail-hosted email, the logon username must be entered as the full email address in the format username@gmail.com .  The incoming email server is imap.gmail.com   and the outgoing email server is smtp.gmail.com  .  

 

For Gmail Business users, the email address and logon username must be entered in the format username@doctorsoffice.com   using your custom email address.   The email servers are both still the same as regular Gmail setups,  imap.gmail.com  and  smtp.gmail.com .

 

For Office 365 hosted email, the email address and logon username must also be entered as the full email address.  Email address format will vary but will usually be in the format username@office365.com .   The incoming server is outlook.office365.com  and the outgoing server is  smtp.office365.com  .

 

For Ortho Sesame hosted email, the email address and logon username must also be entered as the full email address.  Email address format will vary but will usually be in the format username@doctorsoffice.com  using your custom email address.   The incoming and outgoing server names are both just  sesameemail.com   .

 

4.  Click More Settings.

5.  On the Outgoing Server tab place a check in the My outgoing server (SMTP) requires authentication box (this setting is usually required; check the existing settings in the local version of Outlook carefully).  This setting is absolutely required for Gmail setups, Office 365 setups, and Ortho Sesame setups!

6.  Click on the Advanced tab and select the security protocol from the Use the following type of encrypted connection drop-down list.  In the example above the encryption selected is SSL.

 

NOTE: For Gmail-hosted email the ports and encrypted connection types must be set as follows:

Incoming server: uses SSL protocol, port 993 .

Outgoing server: uses TLS protocol, port 587 .

 

For Office 365 hosted email, the ports and encrypted connection types must be set as follows:

Incoming server:  uses SSL protocol, port 993 .

Outgoing server:  uses TLS protocol, port 587 .

 

For Ortho Sesame hosted email, the ports and encrypted connection types must be set as follows:

Incoming server:  uses SSL protocol, port 993 .

Outgoing server:  uses SSL protocol, port 465 .

 

7.  Click Test Account Settings.  The system will test sending and receiving of email.  If any of the information entered is incorrect, the authentication will fail.  Check your information carefully starting from step 1.

 

SPECIAL NOTES ON GMAIL AND ACCOUNT TESTING:

 

The first test attempt will frequently deny authentication even if the password was entered correctly.  You will receive an email requesting authentication on that device.  Follow the steps in the email and test the application again.  Usually they involve two steps:

 

A. Login to Gmail from a web browser on that PC by going to http://www.gmail.com/  .

B.  While logged into Gmail from the web browser, open a separate page:   http://www.google.com/accounts/DisplayUnlockCaptcha

 

This page will then ask you to click "Allow Access" to allow the access from that device.  After doing so, wait at least 15 seconds before trying to test the settings again in Outlook.

 

If Gmail is set to prevent "less secure" applications such as Outlook from accessing remotely, the testing may still fail even after visiting the unlock page listed above.  Verify the username and password by logging in via the Gmail website.  Then browse to this page and select the option to "turn on" access for less secure apps:    https://www.google.com/settings/security/lesssecureapps

 

If the account testing still fails at that point please visit this Microsoft web page which details the issue.  This page advises that the issue is with Gmail and its settings, *not* Outlook.   https://support.microsoft.com/en-us/kb/2984937

 

The settings will need to be corrected before the Outlook Cloud setup can proceed.

 

8.  Click OK.  The system will return to the Add New Account window.

 

9.  Click Next in the Add New Account window.

 

10.  Click Finish.

 

 

The account has now been set up for this user.  Repeat the process on any other workstations you wish to set up for Outlook Cloud access.

 

 

 

Removing an Existing Email Account
If you have an email account added that you want to remove (for example, for an employee that is no longer with the practice), the account can be deleted. First, add a new account as shown in the steps above (another email account must be added first, or you will not be able to delete the previous account). Then follow the below steps to remove the previous account.


1. Select the File tab at the top of the existing Outlook Cloud window.


2. Click the Account Settings button.

3. Click the Account Settings… option.

4. The Account Settings screen is displayed with the current email account setup. The current default account is marked with a check mark. If the account you want to remove is NOT set as the default, you may go ahead and remove it. Skip to step 8. Otherwise, proceed to the next step.

5. If the account you want to remove is currently set as the default account, you need to set the other account as the new default first. Click on the other account to highlight it:

6. Then click the “Set as Default” button.

7. The new account will be marked as the new default. You may now remove the previous account. Proceed with the remaining steps.

 

8. Click on the account you wish to remove, to highlight it.

9. Click the Remove button.

10. When asked if you are sure you want to remove the account, click Yes.

 

11. The account is now removed. Click Close to close the Settings window.

 

 

 

[[Article ID:  11699CTL85]]

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