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How to set up email in Outlook 2016

Step #1: Add or Edit the Email Account

 

A. To set up a new email account, click the “File” tab and then click “Add Account”.

B. If you are modifying the settings on an existing account (already configured in Outlook), click on “Account Settings” and then click on “Change settings for this account or set up more connections”

Step #2: Manual Setup for a New Email Account

 

A. Select the option “Manual setup or additional server types”.

B. Then click “Next”.

Step #3: Select Email Account Type

 

A. Select “POP or IMAP”.

B. Then click “Next”.

Step #4: Modifying an Existing Account

 

A. If you’re editing an email account (that already has been configured in Outlook),
click on the account name and then click on the “Change” button.  

Settings

B. To avoid data loss, please use caution when changing an email account’s connection type or deleting an email account. Removing an email account from a mail client will also remove all messages associated with it on the device and specifically in the case of POP accounts that are not configured to retain mail on the server, there may be no way to recover those messages. If you require assistance please contact support.

Note: You cannot change an existing email account from a POP3 to IMAP or vice versa.
To change the account type, you must add a new account of the desired type (POP3 or IMAP) per the Add or edit the email account instructions above. Adding a new account with a different connection type should not require you to delete the old one in most mail clients.

 

Step #5: Configure General Settings

“Your Name” is your name as you want it to appear in emails that you send

“Email Address” should be the full email address

“Account Type” will be POP3 or IMAP, depending on your preference. For its ability to keep email in sync across multiple devices (desktop, laptop, phones and tablets), IMAP is generally recommended.

 

Incoming mail server

 

                     •  When using standard (non-SSL) settings, use mail.yourdomainname.com

                     •  When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com) 

 

Outgoing mail server (SMTP)

 

                      •  When using standard (non-SSL) settings, use mail.yourdomainname.com

                      •  When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)

 

“User Name” is your full email address, not just the prefix before the @ symbol.

“Password” is the email account password.

“Require logon using Secure Password Authentication (SPA)” must not be checked.
SPA is not the same as SMTP authentication, which is used on cPanel servers.

 

Step #6: Configure Outgoing Server Settings

A. Click the “More Settings” button, and select the “Outgoing Server” tab.

“My outgoing server (SMTP) requires authentication” should be checked

“Use same settings as my incoming mail server” should be enabled

“Log on to incoming mail server before sending mail” (POP3 only) should not be enabled. That setting applies only to servers configured to allow POP. Before SMTP authentication, in which a successful login to retrieve mail allows a user from the same IP address to also send mail for a period of time. It is not compatible with servers requiring SMTP authentication.

Now select the “Advanced” tab at the top of the “More Settings” window.

Step #7: Configure Ports and Encryption

 

1. Fill in the “Advanced” settings using the images and instructions below.

2. Once complete, click “OK” to return to the previous window.

“Advanced Internet E-mail Settings” screens for email accounts using IMAP (left) and POP3 (right) connection methods over a standard (non-SSL) network connection.

 

Standard (Non-SSL) IMAP Settings

Standard (Non-SSL) POP3 Settings

  • Incoming server (IMAP) is port 143
  • Use the following type of encrypted connection is “None”
  • Outgoing server (SMTP) is port 25 (587 also can be used if needed)
  • Use the following type of encrypted connection is “None”
  • Incoming server (POP3) is port 110
  • This server requires an encrypted connection (SSL) is not checked
  • Outgoing server (SMTP) is port 25 (587 also can be used if needed)
  • Use the following type of encrypted connection is “None”

“Advanced Internet E-mail Settings” screens for email accounts using IMAP (left) and POP3 (right) connection methods over a secure (SSL) network connection.

 

Secure (SSL) IMAP Settings

Secure (SSL) POP3 Settings

  • Incoming server (IMAP) is port 993
  • Use the following type of encrypted connection is “SSL”
  • Outgoing server (SMTP) is port 465
  • Use the following type of encrypted connection is “SSL”
  • Incoming server (POP3) is port 995
  • This server requires an encrypted connection (SSL) is checked
  • Outgoing server (SMTP) is port 465
  • Use the following type of encrypted connection is “SSL”

 

Click the “Next” button to make a connection to the server and test the configuration.

A. If you’re using SSL settings and your server has a self-signed (free) SSL certificate installed on the mail server, you may get a pop-up warning.

B. If so, you will need to click the “Yes” button to accept the certificate and proceed. Alternatively, you may select “View Certificate” and then click “Install Certificate” on the next screen to install the certificate locally and prevent the notice on subsequent connections.

 

C. Once you click “Yes”, Outlook will test the connection settings.

 

D. When you see the success message, you’re ready to start using your email address with Outlook 2016.

Bonus for IMAP Users: Choose Which Folders to Display in Outlook

When connecting to your email server using the IMAP protocol, you have the ability to choose the specific mail folders to which you wish to subscribe.
To do so, right-click on your email account’s “Inbox” in Outlook 2016 (some older versions of Outlook may require you to right-click on the email address itself) and then select “IMAP Folders” from the popup list.
In the IMAP Folders window, click on the “Query” button in the top right of the window to get the current list of folders in your email account from your server.
 
Once the list has downloaded from the server, you will see each of your account’s folders on the server listed in the “All” tab, which should be selected by default, you will see a list of all the email folders in your account on the server. Folders to which you already are subscribed will appear with a folder icon, while folders to which you are not subscribed will have no icon next to their names.

You can manage your folder subscriptions by clicking on the folder name in the “All” list and using the “Subscribe” or “Unsubscribe” buttons.

Once you’ve finished making changes, click the “Apply” button and then select “OK” if needed. It will take a few moments for the folder list to update in your Mail pane.

Note: When subscribing to filtered mail folders such as “Spam” or “Junk”, all the mail coming into those folders on the server also will be downloaded and synced to your selected local mail client as well. If you are using a metered Internet connection or have limited bandwidth, please be aware that the transfer of email is not included in your data usage. If you typically receive a large volume of such filtered mail, subscribing to spam and junk folders is not recommended. Please feel free to contact support if you need further assistance.