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How To Setup Email Outlook Express

Terence Coleman Blog

A complete guide for configuring your email account in Outlook Express using POP3 or IMAP settings.

Table of Contents

Before You Start

This tutorial assumes you have already logged in and set up your Email Account in your Control Panel.

Outlook Express is a classic email client that allows you to manage and read your emails straight from your desktop. This guide shows you every stage of the configuration process to ensure that you configure everything correctly.

Access the Accounts Menu

  1. Begin by launching Outlook Express on your computer.
  2. Click Tools at the top of the window, then select Accounts from the dropdown list.
How to Setup Email Outlook Express - Access Accounts Menu
NOTE: If the Internet Connection Wizard opens automatically, you can skip the next step and proceed directly to Step 3.

Add a New Email Account

  1. In the Internet Accounts window, click Add and select Mail. This will open the Internet Connection Wizard.
How to Setup Email Outlook Express - Add New Mail Account
  1. On the Your Name page of the wizard, enter the name you want to display on your outgoing emails. This is the name recipients will see when they receive your emails. Click Next to continue.
  2. On the Internet Explorer Address page, enter the full email address for the account you are setting up (e.g., This email address is being protected from spambots. You need JavaScript enabled to view it.). Click Next to proceed.
  3. On the Email Server Names page, choose your incoming mail server type:
    • POP3 – Downloads emails to your local device (recommended for single-device use).
    • IMAP – Synchronises emails across multiple devices (recommended for multi-device use).

Enter Incoming & Outgoing Mail Server Information

Incoming Mail Server (POP3 or IMAP): mail.your-domain-name.co.za

Outgoing Mail Server (SMTP): smtp.your-isp.com (provided by your ISP)

Account Name: Your full email address

Password: Your email account password

Important:

Replace mail.your-domain-name.co.za with your actual domain name. The outgoing server (SMTP) is typically provided by your Internet Service Provider (ISP). If you're unsure of your SMTP server details, contact your ISP for information.

  1. For the Incoming Mail server, enter mail.your-domain-name.co.za, replacing your-domain-name.co.za with your actual domain name.
  2. For the Outgoing Mail (SMTP) server, enter the server address provided by your Internet Service Provider (ISP). This is typically something like smtp.your-isp.com. Click Next to continue.
  3. On the Internet Mail Logon page, input your full email address as the Account Name and enter the corresponding Password. Ensure that you enter this information correctly to avoid any login issues. Click Next.

Complete the Setup Process

  1. After entering all the required information, click Finish to complete the setup process. Your email account is now configured in Outlook Express.

Additional Information

POP3 vs. IMAP – Which to Choose?
  • POP3: Downloads emails to your computer and removes them from the server. Best if you only check email from one device.
  • IMAP: Keeps emails on the server and synchronises across all devices. Best if you check email from multiple devices (phone, tablet, computer).
Security Considerations

For better security, ensure your email provider supports SSL/TLS encryption. Contact your hosting provider for secure server settings if needed.

Server Settings and Troubleshooting Tips

The incoming server must reflect your domain, and your ISP provides the outgoing server. If you are unsure of your SMTP server details, contact your ISP for information.

If you encounter any issues during setup:

  • Double-check your email address and password for any typos.
  • Verify that your incoming and outgoing server settings are correct.
  • Ensure your computer is connected to the internet.
  • If emails aren't sending, ensure the outgoing server requires authentication and that this is configured in the account settings.
  • Check if your email provider requires specific port numbers (e.g., POP3: 110, IMAP: 143, SMTP: 25 or 587).

Need more help? Refer to Microsoft's official Outlook Express documentation or contact your email provider's support team if its an email account we do not provision.
If you need paid assistance to set up your email, we are happy to help at our hourly rate.

Setup Email on Outlook 2023 or MS 365

Terence Coleman Blog

 

A focused guide for configuring your email account using IMAP (Internet Message Access Protocol) in Microsoft Outlook 2023 or Microsoft 365.

Table of Contents

Before You Start

This tutorial assumes you have already created your email account in your hosting control panel and have your full email address and password ready.

Note: IMAP is the recommended protocol for users who access their email from multiple devices (computer, phone, tablet, webmail). It synchronises your emails, folders, and read/unread status across all devices.

Step-by-Step IMAP Setup in Outlook 2023

Add New Account

  1. Open Microsoft Outlook 2023 on your computer.
  2. Select Settings on the top right-hand side.
Open Settings in Outlook 2023
  1. Click Accounts and select Add Account.
Add Account in Outlook 2023
  1. Enter your Email Address into the example field below and click Continue.
Enter Email Address
 
  1. Enter your Email Account Password, then click Show More.
Enter Password

IMAP and SMTP Settings

  1. Complete the Email settings with the details below, then click Continue:

Incoming Mail Server (IMAP): mail.yourdomain.com

IMAP Port: 993

Secure Connection Type: SSL / TLS

SMTP User Name: Your full Email Address

SMTP Password: Your Email Account Password

Outgoing Mail Server (SMTP): mail.yourdomain.com

SMTP Port: 465

Secure Connection Type: SSL / TLS

Important:

Replace mail.yourdomain.com with your actual domain name or the mail server provided by your hosting company. If you're unsure, check your hosting control panel or contact your email provider.

IMAP Settings in Outlook 2023
  1. You will be directed to the Sync your IMAP Account screen. Then click Continue.
Sync IMAP Account
  1. Select Done. Your new Email Account is now set up.

Additional Information

IMAP vs. POP – Why IMAP?

IMAP synchronises your emails across all devices, meaning:

  • Emails you read on your phone are marked as read on your computer.
  • Emails you delete on one device are deleted everywhere.
  • All your folders and organisation are consistent across devices.

POP, by contrast, downloads emails to a single device and often removes them from the server. IMAP is strongly recommended for most users.

Security Protocols (SSL/TLS)

When setting up your email, enabling SSL/TLS encryption helps ensure your emails are securely transmitted. This is particularly important when connecting to public networks.

Two-Factor Authentication

During setup, you may need to create an app-specific password if your email provider employs two-factor authentication (2FA). Ensure you activate this function by following the directions given by the email provider.

✉️ Email Signature Setup

After you have set up your email account, customise your email signature under Account Settings. This ensures your outgoing emails have a professional touch with your name, title, and contact information.

Customising Sync Settings

For best results, you can modify folder settings, email organisation, and sync frequency under Account Settings after setup.

Troubleshooting

If you experience issues with setup, ensure:

  • Correct server settings: Double-check that you have the correct server settings for your email provider. Verify the server name and ports.
  • Password accuracy: Ensure your password is entered correctly, especially if using two-factor authentication.
  • Internet connection: Your internet connection must be stable for the syncing process.
  • Email account exists: Verify that the email account has been created in your hosting control panel.
  • Firewall/antivirus: Temporarily disable them to see if they are blocking Outlook.

Need more help? Refer to Microsoft's official Outlook documentation or contact your email provider's support team if it is an email account we do not provision.
If you need paid assistance to set up your email, we are happy to help at our hourly rate.

Setup Outlook 2016 & 365 with POP

Terence Coleman Blog

A focused guide for configuring your email account using POP (Post Office Protocol) in Microsoft Outlook 2016 or Microsoft 365.

Table of Contents

Before You Start

This tutorial assumes you have already created your email account in your hosting control panel and have your full email address and password ready.

Note: POP is ideal if you primarily use one device to manage your email and prefer to store messages locally. Unlike IMAP, POP downloads emails to your computer and, by default, removes them from the server.

Step-by-Step POP Setup in Outlook

1. Launch Outlook and Access Account Settings

  1. 1. Open Microsoft Outlook on your computer.
  2. 2. Click File in the top-left corner.
  3. 3. From the dropdown, select Account Settings > Account Settings again.

  1. 4. In the Account Settings window, click New to add a new email account.

2. Choose Manual Setup & Select POP

  1. 5. Click Advanced Options and check the box labeled “Let me set up my account manually”.

  1. 6. Select POP as your account type. (IMAP is not used in this guide and should not be used for your Desktop / Laptop.)

3. Enter Your Account Details

  1. 7. Fill in the following details:
    • Your Name: As you want it to appear on outgoing messages.
    • Email Address: Your full email address.
    • Password: Your email account password.
  2. 8. Enter the POP server settings. Refer to the POP Settings table below for the correct ports and server names.

4. Configure Server & Port Settings

  1. 9. In the Incoming mail (POP3) field, enter your mail server (e.g., mail.yourdomain.com).
  2. 10. Set the Outgoing mail (SMTP) server – this is usually the same server name.
  3. 11. Under Ports, ensure the following:
    • POP3 port: 110 (non-encrypted) or 995 (SSL/TLS).
    • SMTP port: 587 (with TLS) – this is the recommended port for sending.

5. Complete the Setup

  1. 12. Click Next. Outlook will test the connection.
  2. 13. If prompted, re-enter your password and click OK.
  3. 14. Once the test is successful, you’ll see a confirmation. Click Finish.

POP Server Settings

Use these settings when configuring your POP account in Outlook 2016 or Microsoft 365.

Incoming Mail Server (POP3): mail.yourdomain.com

POP3 Port (non-encrypted): 110

POP3 Port (SSL/TLS): 995 (recommended for security)

Outgoing Mail Server (SMTP): mail.yourdomain.com

SMTP Port (TLS): 587 (recommended)

SMTP Port (SSL): 465 (alternative)

Authentication: Password (required for both POP and SMTP)

Important:

Replace mail.yourdomain.com with your actual domain name or the mail server provided by your hosting company. If you're unsure, check your hosting control panel or contact your email provider.

Additional Information

POP vs. IMAP – Why POP?

POP downloads emails to your local device and, by default, deletes them from the server after download. This is ideal if:

  • You only check email from one computer.
  • You want to save storage space on your hosting account.
  • You prefer offline access to all your messages.

If you access email from multiple devices (phone, tablet, webmail), consider using IMAP instead.

Security & Encryption

For better security, always use SSL/TLS ports (995 for POP, 587 with TLS for SMTP). In Outlook, you can enable these under More Settings > Advanced after entering your account details.

Troubleshooting Tips

  • Double-check server names and ports: A simple typo can prevent connection. Verify with your hosting provider.
  • Confirm your password: Ensure Caps Lock is off and you're using the correct email password.
  • Check internet connectivity: Outlook requires an active connection to send/receive.
  • Try removing and re-adding the account: If the setup fails, delete the account and start over.
  • Firewall or antivirus: Temporarily disable them to see if they are blocking Outlook.
  • Contact support: If issues persist, reach out to your email hosting provider for accurate server details.

Need more help? Refer to Microsoft’s official Outlook documentation or contact your email provider’s support team if it is an account we do not provision.
Please note if you need paid support to set up your email, we are happy to assist at our hourly rate.