Setting up email accounts on Outlook
- Parent Category: Solutions
- Category: Email solutions
- Published on Friday, 14 September 2012 08:26
The following steps will help set up a new email account in the Outlook email application on your computer. Please note that these are standard set up instructions. Specific details should be provided by your email provider. Also, newer versions of Outlook may be slightly different.
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- Open Microsoft Outlook.
- In the application's menu, click "Tools". A drop-down menu will appear.
- Click on "E-mail Accounts". "E-mail Accounts" window will open.
- Select "Add a new e-mail account" and click "Next". The appearance of the window will change, showing a list of the current email accounts. The window sub-title is "Server Types". If none are shown, then no email accounts have been set up yet.BLUEwebs will be using the window sub-titles from here on.
- Click "Add". The "E-mail Accounts" window will change showing options available. The "E-mail Accounts" window will change to "Server Type".
- Select the type of account you wish to set up. This example illustrates how to set up a POP3 account. This information should be given by the email host. The window will change to "Internet E-mail Settings (POP3)". This is where the information about the email account will be entered. Don't forget to check and change as necessary the "More Settings" button after all of the fields have been entered.
More than likely you will only be using either the POP3 or the IMAP type accounts. This tutorial sets up a POP3 account, but the IMAP account set up is substantially the same.
- There are six fields that will need to be filled in:
- Your Name - This is the name that will show up in the "From:" field on emails you send.
- Username - Microsoft automatically fills in this field with part of the email address from Item 2. Make sure sure that the entire address is added here. If not, then the set up will fail.
If a set up fails, look here first to make sure this field is identical to the e-mail address.
- Password - Enter the account password.
I advise typing your password into a text editor like Notepad and then copying the password and pasting it into this field. For complex passwords (recommended), this method makes not mis-typing the password less likely. If a set up fails, more than likely this is the reason.
- Remember Password checkbox - Typically, this is checked by default.
Unchecking it will mean that you have to enter your password every time the application checks for mail.
- Incoming mail server (POP3) - Server URL will be provided by the email provider. It might look something like this: pop.somesecureserver.com
- Outgoing mail server (SMTP) - Server URL will be provided by the email provider. It might look something like this: smtp.someserverURL.com
- "Log on using Secure Password Authentication" - Leave unchecked unless required by your email provider.
- Once these fields are complete, the "Test Settings" buttons will become active. Click on "More Settings". The "Internet E-mail Settings" window will open.
Do not click the "Test Account Settings" before you click and change the necessary settings in "More Settings"
- The "Internet E-mail Settings" window has four tabs; each should be reviewed.
- "Mail Account" - This is the name that is displayed in the list of accounts shown in the "Email Accounts" window shown above. BLUEwebs recommends changing this to something that more clearly identifies this email account, particularly if you anticipate having or have more than one email account. It will make editing or deleting easier. Typically no information is added in this tab.
- "Outgoing Server" tab - Click "My outgoing server (SMTP) requires authentication". Typically, they do, but if in doubt ask your email provider.
- Clicking as noted above will activate the sections below it. "Use same settings as my incoming mail server" is active by default. If not, click in the radio button; if it is, click on the "Connection" tab.
- "Connection" tab - "Connect using my local area network (LAN)" will be selected by default. No additional buttons need be selected unless you have a non-typical set up.
- Click the "Advanced" tab. The default ports for "Incoming server (POP3)" and "Outgoing server (SMTP)" are 110 and 25, respectively. This information should be provided to you by your email provider.
The typical incoming and outgoing ports for POP3 accounts are 110 and 25, respectively or 25 and 110, respectively. These are not the only port numbers available. Check with your email provider if you encounter problems, particularly if you are having trouble sending emails. IMAP uses different port. Whether they are SSL secured is determined by the email provider. Unless specified, it typically not used.
- BLUEwebs recommends changing the "Server Timeouts" to 5 minutes, particularly if you receive emails with large attachments, 1MB or more.
- BLUEwebs does not recommend selecting "Leave a copy of messages on the server" - unless you will be checking your emails from several different devices.
With POP3 accounts, if you leave messages on the mail server eventually it will reach its maximum size limit and further emails will be bounced back to the sender. It is imperative that the mailbox - on the server - be emptied periodically. This must be done via remote access to your email account. Deleting emails in the email application on your computer does not remove them from the email server!
- Click "OK". This closes the "Internet E-mail Settings" window. You will be returned to "E-mail Accounts, Internet E-mail Setting (POP3)" window.
- Now click "Test Account Settings". If everything has been set up properly, it will be indicated on the check list. If all is well, then the list will have green check marks by each item and a test email will be sent to your new mailbox. Click "Close".
- Click "Next". You will be returned to the "E-mail Accounts" window and you will see the new email listed. In this example, we used the default setting: "pop.mailserver.com". While this isn't critical if you only have one email account, it can become confusing with more than one and the default listing is the same for them all. BLUEwebs recommends naming each email account with an identifying name.
- Click "Finish". You're done.