Setting Up a New E-mail Account
To set up the account in Outlook IMO, you will need information about your account. This information is available from your Internet service or e-mail provider. This includes:
- 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 specified by your Internet service provider
If your account information is incorrect or not set up properly, you may experience any of the following symptoms:
- You can neither send nor receive e-mail messages
- You can send e-mail messages, but not receive them
- You can receive e-mail messages, but not send them
If you experience any of these symptoms, verify that your account information is correct and that your account is set up properly. To do so, contact your Internet service or e-mail 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 Account
- 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.
NOTE: Unless specified by your Internet service provider (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 Internet service provider.
- In the Your Name box type your Display Name, the name you would like to have appear on all mail messages you send, and then click Next.
- In the E-mail Address box, type the address that your Internet service provider (ISP) has provided you.
NOTE: Your e-mail address usually takes the form of a combination of a name and the name of your ISP, separated by the @ symbol and periods. For example, John Doe uses an ISP by the name of MYISPNET. In this case the ISP may assign an e-mail address of email@example.com.
By default, this address is the Reply To address for all messages. If you wish to have mail replies sent to another address, type this address in the Reply Address box. Click Next.
Set Up Your Servers
Under E-mail Server Names
, type the information provided by your ISP, following these steps:
- 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 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 188.8.131.52.
- Type the outgoing mail server in the "Outgoing mail (SMTP) server" box.
This may be in the form of a name such as smtp.myispnet.net, or in the form of an IP address such as 184.108.40.206. 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.
NOTE: 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 from the following list:
- 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. Please 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 applications 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 your 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 condition 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". 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. 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
, you can enter information about your Internet connection supplied to you by the ISP 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, 220.127.116.11.
- 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."
Under Dial-Up Connection Name
, type a name by which you can identify this connection. As a friendly name, you may choose to use the ISP name. After this connection is completed, you will find it by double-clicking My Computer and then double-clicking the Dial-Up Connection folder.
and then Finish
to close the wizard.
Modifying the Account Information
To modify the information you have established, click the Tools menu and click Accounts. You will 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
: 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 wish 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 your e-mail servers.
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. If you require other ports to be specified, you are probably in a network environment and should consult with your IT department.
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 (1) minute.
Sending options allow you to break apart large messages into smaller messages. Some Internet service providers and e-mail software do not support this feature and you should use this carefully. The messages recombine when received, if the process is allowed to work correctly.
Leave Copy of Messages on the Server 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 PC away from your main workstation or home. However, if you leave mail on the server without removing the items, your mailbox.
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 Standard toolbar.
- On the Tools menu, click Send or Send and Receive.
Keyboard or Toolbar
Pressing F5 on the keyboard checks your connection type and then uploads the mail from your Outbox and downloads your mail from the server. If you are connected through a LAN connection, mail will flow with no other dialog boxes. 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.
Clicking Send and Receive
on the Standard toolbar 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 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. Additionally, encoding options affect Plain Text and HTML messaging only. They have no effect on 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.