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

If you use Outlook to read an email account through IMAP, you can access the Indiana University 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 automatically, and does not need the configuration described below.

On this page:

• Outlook 2007
• Outlook 2002 and 2003
• Outlook 2000

Outlook 2007

To configure the GAL through LDAP in Outlook 2007:

1. In Outlook, from the Tools menu, select Account Settings... .
   
   
2. Select the Address Books tab, and then click New.
   
   
3. Select Internet Directory Service (LDAP), and then click Next.
   
   
4. In the "Server Name:" field, type ads.iu.edu . Under "Logon Information", check This server requires me to log on.
   
   
5. Enter your IU Network ID username and passphrase. You must put ads\ before your username, for example: ads\username

   Click More Settings... .

6. Click OK when you see "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".
   
   
7. In the "Port:" field, change 389 to 3269 . Check Use Secure Sockets Layer, and 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.
   
   
10. Restart Outlook.

Back to top

Outlook 2002 and 2003

To configure the GAL through LDAP in Outlook 2002 and 2003:

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

   Click More Settings... .

6. Click OK when you see "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".
   
   
7. In the "Port:" field, change 389 to 3269 . Check Use Secure Sockets Layer, and 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.

Querying the GAL

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

1. Begin a new message by clicking the New; 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 correct name, and then click OK.

To search through a list of last names, you can either type the first few letters of the first name, or just the first initial. You can leave the first name off entirely, but this may return more than 100 results (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, your request may take too long and fail.

To query the GAL from within Outlook's Address Book:

1. In Outlook, select Tools, and 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).

Back to top

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.

To configure the GAL through LDAP in Outlook 2000:

1. From the Tools menu, select Accounts.
   
   
2. In the Internet Accounts window, click Add, and then select Directory Service... .
   
   
3. In the "Internet directory (LDAP) server:" field, type ads.iu.edu . Make sure My LDAP server requires me to log on is checked, and then click Next.
   
   
4. Enter your IU Network ID username and passphrase. You must put ads\ before your username, for example: ads\username

   Leave 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. In the Internet Accounts window, select ads.iu.edu, and then click Properties.
   
   
8. In the Advanced tab, under "Server Port Number", next to "Directory Service (LDAP):", change 389 to 3269 .
   
   
9. Check 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.

Querying the GAL

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

1. Begin a new message by clicking the New; 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 correct name, and then click OK.

To search through a list of last names, you can either type the first few letters of the first name, or just the first initial. You can leave the first name off entirely, but this may return more than 100 results (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, your request may take too long and fail.

To query the GAL from within Outlook's Address Book:

1. In Outlook, select Tools, and 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).

Back to top

Comments/Questions/Corrections