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

Last updated: 09/01/2019

The following instructions apply to versions Microsoft Outlook 16 released after July 2018. If you use a different version of Outlook, the required steps may be different, but the same basic process will apply. Older Outlook 16 instructions can be found HERE.

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

POP3 (Post Office Protocol 3) and IMAP (Internet Message Access Protocol) are the two main protocols used by applications to send and receive email. You can find out the differences between the two and which is best for your needs in the following article: What are the differences between POP3 and IMAP?


Adding a new email account using IMAP

  1. In Outlook, go to File --> Info and click on the "+ Add Account" button
  2. Enter the email address of the account you are trying to add, click on Advanced options and tick the Let me set up my account manually tickbox. Then click on the Connect button
  3. On the next screen, click on IMAP
  4. On the next screen enter your password, then click on the Connect button.
  5. Outlook will now test your settings by attempting to send and receive a test email. If all went OK, Outlook will inform you that the account was successfully added. Click on the "Done" button.


This automated process did not allow you to set the incoming and outgoing email server addresses, which we will do now:

  1. Hold down the Windows key (this might be between the left Ctrl and Alt keys on your keybaord), and while holding that down, press the R key. A "Run" dialogue box appear. Type "Control panel" in the input field and press the Enter key.
  2. In Control Panel, if your view is set to "Category", click on the "User Accounts" title.
  3. Click on Mail (Microsoft Outlook 2016)
  4. In the dialogue box that has appeared, click on the Email Accounts... button
  5. Click once on the email account you are configuring, then click on Change...
  6. In the Incoming mail server field enter   hosting2.icit.com.au
  7. In the Outgoing mail server field enter   hosting2.icit.com.au
  8. Click on the More Settings... button
  9. Click on the Advanced tab
  10. For the Incoming server (IMAP) setting, ensure the port is set to 993. Use the dropdown menu next to Use the following type of encrypted connection to select "SSL/TLS".
  11. For the Outgoing server (SMTP) settings, ensure the port is set to 465. Use the dropdown menu next to Use the following type of encrypted connection to select "SSL/TLS".
  12. In the Folder section, in the Root folder path field, enter "Inbox"  (without the quotation marks)
  13. Switch to the Outgoing Server tab. Check the box next to My outgoing server (SMTP) requires authentication, then click the radio button next to Use same settings as my incoming mail server.
  14. Click OK to close the Internet E-mail Settings window, then Next > to proceed.
    Outlook will now test your email settings. If the test fails, retrace your steps, ensuring your server and account details have been entered correctly.
  15. Once the test completes successfully, click Close and then Finish to wrap up.

 

Adding a new email account using POP

  1. In Outlook, go to File --> Info and click on the "+ Add Account" button
  2. Enter the email address of the account you are trying to add, click on Advanced options and tick the Let me set up my account manually tickbox. Then click on the Connect button
  3. On the next screen, click on POP
  4. On the next screen enter your password, then click on the Connect button.
  5. Outlook will now test your settings by attempting to send and receive a test email. If all went OK, Outlook will inform you that the account was successfully added. Click on the "Done" button.


This automated process did not allow you to set the incoming and outgoing email server addresses, which we will do now:

  1. Hold down the Windows key (might be between the left Ctrl and Alt keys), and while holding that down, press the R key. A "Run" dialogue box appear. Type "Control panel" in the input field and press the Enter key.
  2. In Control Panel, if your view is set to "Category", click on the "User Accounts" title.
  3. Click on Mail (Microsoft Outlook 2016)
  4. In the dialogue box that has appeared, click on the Email Accounts... button
  5. Click once on the email account you are configuring, then click on Change...
  6. In the Incoming mail server field enter  hosting2.icit.com.au
  7. In the Outgoing mail server field enter  hosting2.icit.com.au
  8. Click on Next > to proceed.
    Outlook will now test your email settings. If the test fails, retrace your steps, ensuring your server and account details have been entered correctly.
  9. Once the test completes successfully, click Close and then Finish to wrap up.