Setting Up a New E-mail Account
To set up the account you will need information about your account. This information is provided by your Internet service (ISP) or e-mail provider. Gather the following information before you begin:
- The name of the Incoming (POP3), and Outgoing Mail Server (SMTP), or Internet Mail Access Protocol (IMAP) server name
- Your e-mail name, account name, (if different from the e-mail name) and password for your service
- The ability to use a Dial-Up Networking connection to your Internet Service Provider, or a Local Area Network with access to the Internet
- Advanced Internet Settings, if any are provided by your Internet Service Provider
Configure the Internet Mail Information Service
You must properly configure the Internet Mail information service to send and receive mail with Outlook. To configure this information service, follow these steps:
Add a New AccountNOTE
: Unless specified by your ISP, all server and address entries are typed in lowercase. Your Password and Account ID may be case sensitive, depending upon the specifications of your ISP.
- Start Outlook, and on the Tools menu, click Accounts.
- In the Internet Accounts dialog box, click Add, and then click Mail. The Internet Connection Wizard will guide you through the account setup process.
- In the Your Name box, type your Display Name, the name you want to appear on all mail messages you send, and then click Next.
- In the E-mail Address box, type the address that your ISP has provided you. Your e-mail address usually takes the form of a combination of a name and the name of your ISP, separated by the at (@) symbol and periods. In the example firstname.lastname@example.org, someone is the name element, and microsoft.com is the service provider. This address is the Reply To address for all messages. If you want to have mail replies sent to another address, type this address in the Reply Address box and click Next.
Set Up the Servers
Under E-mail Server Names
, type the information provided by your ISP:
- Select your mail server type in the My incoming mail server is a ______ server list.The Post Office Protocol (POP3) server is the default option. The POP3 server holds your mail before you download it to your computer. This is the most common type of mail retrieval protocol used with Internet mail. The other option is Internet Mail Access Protocol (IMAP), which allows you to view mail on the host server but does not automatically download mail to your computer.
- Type your incoming mail server name in the Incoming Mail (POP3 or IMAP) server box.
This server name may be in the form of a name such as pop3.myispnet.net, or in the form of an Internet Protocol (IP) address such as 126.96.36.199.
- Type the outgoing mail server name in the Outgoing mail (SMTP) server box.
This server name may be in the form of a name such as smtp.myispnet.net, or in the form of an IP address such as 188.8.131.52. The Simple Mail Transport Protocol (SMTP) is used for sending mail with both POP3 and IMAP. Click Next.
Configure Your Account Information
In Internet Mail Logon
, configure your account information following these steps:
- Type your POP Account Name.
This information is your Internet Mail Server account name. Your ISP may call this your Mailbox name. In some cases the account name may be that part of the e-mail address to the left of the at (@) symbol.
- Type your Password. The password is your key to your mail server. Generally, you define your own password. Your ISP may have assigned an initial password; however, you should change it as soon as possible.
- Click Next. Some servers may require Secure Password Authentication (SPA). If specified by the ISP, click to select Log on using Secure Password Authentication. The Microsoft Network (MSN) requires SPA.
Set Up Your Connection
Under Choose Connection Type
, click to select the method you will use to send and receive mail:
- Connect Using My Local Area Network (LAN)
If you are accessing the Internet through your existing network connection, click Connect using my local area network. Your network configuration must support access to the Internet. Some networks use proxies and firewalls to control Internet access. See your network administrator for more details.
- I Will Establish My Internet Connection Manually
If you establish your Internet connection initially using a dial-up connection or third-party dialer so that you can run several Internet programs at once, click I will establish my Internet connection manually. If you choose this technique, you must terminate the connection manually.
- Connect Using My Phone Line
If you are using a phone line and modem connection to access your e-mail, click Connect using my phone line. The Internet Mail Service looks for a Dial-Up Networking connection to establish a login with your ISP. Once logged on to your ISP, it attempts to connect to your ISP's mail server. If this selection appears dimmed, it is unavailable. This may indicate that the Windows Dial-Up Networking feature is not installed on your computer.
If you select Connect Using My Phone Line
and click Next
, you can select an existing connection from the list, or you can create a new dial-up connection. If you want to use an existing connection already defined for the ISP, click Use an existing dial-up connection
, and then click the connection in the list.
If you do not currently have a dial-up connection, click Create a new dial-up connection
, and then click Next
Creating a New Dial-Up Connection
- Under Phone Number, type the number supplied to you by the ISP in the Telephone Number box, and then click Next.
- Under User Name and Password, type your user name in the User Name box. Press the TAB key and type your password in the Password box. The password is masked with asterisks for security. Click Next.
- Under Advanced Settings, Enter information about your Internet connection that differ from the default settings. If you are unsure as to any of these settings, consult your ISP.
- If your ISP did not specify advanced settings, click No, and then click Next.
- Under Connection Type, click to select Point to Point Protocol (PPP) or Serial Line Internet Protocol (SLIP). This information is dependent upon the requirements of your ISP. Point to Point Protocol is the most common connection type. Click Next.
- Under Login Procedure, click to select any special procedures the ISP requires for logging on. Click Next.
- Under IP Address, click to select the addressing method your ISP instructed you to use.
- If the ISP assigned you a permanent IP address for your Internet sessions, click Always Use The Following and type the address in the IP Address box. This address will be in a form similar to, 184.108.40.206.
- If the ISP assigns an address to you each time you log on, click to select My Internet service provider automatically assigns me one.
- Under DNS Server Address, click to select the method the ISP uses to provide Domain Name Services.
- If the ISP provided you with DNS server IP addresses, click to select Always Use The Following, and type the addresses in the appropriate boxes using the order specified by the ISP. In most ISP configurations, two servers are used to manage DNS load. These servers may be designated as primary and secondary.
- If the ISP did not provide DNS server IP addresses, click to select My Internet service provider automatically sets this when I sign in.
- Click Next.
- Under Dial-Up Connection Name, type a name to identify this connection. As a friendly name, you can use the ISP name. After this connection is completed, you can find it by double-clicking My Computer and then double-clicking the Dial-Up Connection folder to open it.
- Click Next, and then click Finish to close the wizard.
Modifying the Account Information
To modify the information you have established, on the Tools
menu, click Accounts
. You see a list of the accounts you have set up. To modify the information you currently have, click the account in the list and click Properties
. You will see four tabs: General
, and Advanced
: To change the e-mail address that people use to send you messages, contact your ISP. After your ISP has changed the address, you also need to modify the account information you have established in Outlook. You need to modify the e-mail address specified on the General
tab, in addition to any other settings that are different than they used to be. For example, your ISP may have changed your account name and password or your incoming and outgoing mail servers. For more information about the specific settings that need to be changed after your e-mail address has been changed, contact your ISP.
This tab contains the name of the account that you have established and your user information. The account name can be modified to whatever you want it to be. The e-mail address should be the correct e-mail address for this account. Some SMTP servers will reject mail if it is addressed improperly.
Contains your server and log on information as discussed above. Your Internet e-mail service provider provides this information.If you are able to receive but not send e-mail after you configure your e-mail POP3 and SMTP server information, the problem is likely your SMTP server setting or how you are logging on to that server. Some SMTP servers require secure authentication for the logon or a password and user account name for logon. If you suspect that this is the case for your e-mail account, on the Servers
- Click to select the My server requires authentication check box, and then click Settings.
- In the Outgoing Mail Server dialog box, click to select the Log on using radio button, and then type your account name and password in the Account name and Password boxes.
- Click to select the remember password check box.
- Click OK to return to the Settings tab of the Account Properties dialog box.
You may need to send e-mail messages using different settings in the Outgoing Mail Server
dialog box in order to determine the correct settings for your e-mail account. Your ISP can help you with your user account and password settings.
Defines the type of connection (dial-up, local area network, or manual) that you use to access the e-mail server.
Contains information on which ports Outlook uses for connectivity, Server timeouts, sending options, and whether to leave a copy of messages on the server.
The port information is usually the default setting of 25 for the SMTP server and 110 for the POP3 server. If you require other ports to be specified, you are probably in a network environment and should consult with your mail server administrator.
Server timeouts are the amount of time allowed to elapse before Outlook stops trying to contact the mail server if it receives no response. If your mail server is experiencing slow delivery, you may wish to increase the Server Timeout time. The default setting is one minute.
Sending options allow you to break large messages into smaller messages. The messages recombine when received, if the process is allowed to work correctly. Some ISP's and e-mail software do not support this feature and you should use this carefully.
The Leave a copy of messages on the server
setting allows you to download mail from your account and leave a copy of messages on the server. This is convenient if you are delivering mail on a computer away from your main workstation or home. However, if you leave mail on the server without removing the items, your mailbox may grow in size.
Transferring Internet E-Mail
There are three ways to access your Internet e-mail:
- Press F5 on the keyboard.
- Click the Send and Receive button on the toolbar.
- On the Tools menu, click Send or Send and Receive.
Keyboard or Toolbar
Pressing F5 on the keyboard checks your connection type, uploads the mail from your Outbox, and then downloads your mail from the server. If you are connected through a LAN connection, mail will flow immediately. If you connect to your ISP with a modem, the Dial-Up Networking connection will start and establish the connection. Mail will then upload from your Outbox and download from the mail server.
If you click Send and Receive
on the toolbar, it has the same effect as pressing F5 on the keyboard.
If you want to only send the mail in the Outbox, and not download mail from the server, on the Tools
menu, click Send
Send and Receive
On the Tools
menu, point to Send And Receive
, and then select an account. If you have multiple e-mail accounts, you can select the mail account you want to use.
Internet E-mail Options
On the Tools
menu, click Options
, and then click the Mail Format
tab. The appearance of Outlook messages and certain formatting options are set in this location.
Click the appropriate sending format for your ISP. Plain Text is the default. Outlook also supports the following message formats:
- Microsoft Outlook Rich Text
- Microsoft Word (if installed)
Outlook automatically replies in the format of the received message. Some Internet servers may change or restrict message formats. Check your ISP for their requirements and set the format accordingly.
to change the encoding and character wrap settings. Multi-part Internet Mail Extensions (MIME) and Uuencode are two industry standards supported by Outlook. Within the MIME standard, Outlook allows Quoted Printable and Base64 types.NOTE
: Specifying these options for encoding applies to all messages. These encoding options affect Plain Text and HTML messaging only. They have no effect on the Microsoft Word Mail, or Outlook Rich Text mail formats.
In Automatically wrap at <x> characters when sending
, type the value you wish to use where <x> is the number of characters allowed per line. The default value is 76. You can change this value to suit your needs.
Click Check for new messages every <x> minutes
. The default value is 10 minutes. Click this option to set the time interval for message delivery. This applies to both modem and network connections.
If you are working offline and use a modem to connect to your ISP, click to select the Automatically dial when checking for new messages
check box. Selecting this option will cause your computer to dial your ISP.
If you are working offline and use a modem to connect to your ISP, and you wish to automatically disconnect from the Internet when Outlook is finished sending and receiving, click to select Hang up when finished sending and receiving