A focused guide for configuring your email account using IMAP (Internet Message Access Protocol) in Microsoft Outlook 2023 or Microsoft 365.
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
- Open Microsoft Outlook 2023 on your computer.
- Select Settings on the top right-hand side.
- Click Accounts and select Add Account.
- Enter your Email Address into the example field below and click Continue.
- Enter your Email Account Password, then click Show More.
IMAP and SMTP Settings
- 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
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.
- You will be directed to the Sync your IMAP Account screen. Then click Continue.
- Select Done. Your new Email Account is now set up.
Additional Information
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.
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.
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.
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.
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.