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How to set up an email account in Microsoft Outlook 16 or 365

Last updated: 20/04/2018

The following instructions apply to Microsoft Outlook 16 / 365. If you use a different version of Outlook, the required steps may be different, but the same basic process will apply.

Before you start, make sure you know your email address, password and mail server for the email account you are setting up. This information you should have been provided by us.

Using IMAP

Advantage: Synchronizes all folders and emails with the server and the devices (eg your phone, tablet and desktop/laptop computer) on which you setup the email account.

Disadvantage: Your space on the server is limited per email account to 500 MB. If you keep all your emails on the server, especially those with attachments, your email account will eventually run out of space, at which point you would be not able to receive any more emails until you freed up some space by deleting old emails.

Using POP

Advantage: On your local devices (eg. your phone, tablet and desktop/laptop computer) you are not restricted to the 500MB mailbox size limit.

Disadvantage: Your emails and folder do not get synchronized to your phone or other devices or the server. 



Adding a new email account IMAP

  1. In Outlook, go to File --> Account Settings and click New... on the Email tab
  2. Enter your Name 
  3. Enter your email address
  4. Enter your password
  5. Click NEXT
  6. Outlook will now test your settings by attempting to send and receive a test email. Once completed, click Finish
  7. If you encounter a problem use the following manual setup.



Adding a new email account POP

  1. In Outlook, go to File --> Account Settings and click New... on the Email tab
  2. Select "Manual setup or additional server types", then click on Next >
  3. Select "POP", then click on Next >
  4. Referring to the sample screen shot below, fill out details with your information. Replace each occurrence of with your email address. For the Incoming & Outgoing Mail Servers enter mail. followed by the same domain name that appears after the @ symbol in your email address. For our demo example that server address would be
  5. Click on the More Settings... button
  6. Click on Outgoing Server Tab and tick "My outgoing server (SMTP) requires authentication" and select "Use same settings as my incoming mail server"
  7. Click on Advanced and enter 587 for Outgoing server (SMTP) and configure the delivery settings.
  8. Click OK
  9. You get a message: Internet security warning - click Yes
  10. Click Finish

If you encounter a problem please try again, paying special attention to what you enter in step 4.