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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 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 --> 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 (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, click on the "User Accounts" title
  3. In the left hand side, click on "User Accounts"
  4. Click on "Mail (Microsoft Outlook 2016)"
  5. In the dialogue box that has appeared, click on the "Email Accounts..." button
  6. Click once on the email account you are configuring, then click on "Change..."
  7. In the "Incoming mail server" field enter hosting2.icit.com.au
  8. In the "Outgoing mail server" field enter hosting2.icit.com.au
  9. Click on the "Test Account Settings" button to check that you have set up the account correctly.

 

 

Adding a new email account 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, click on the "User Accounts" title
  3. In the left hand side, click on "User Accounts"
  4. Click on "Mail (Microsoft Outlook 2016)"
  5. In the dialogue box that has appeared, click on the "Email Accounts..." button
  6. Click once on the email account you are configuring, then click on "Change..."
  7. In the "Incoming mail server" field enter hosting2.icit.com.au
  8. In the "Outgoing mail server" field enter hosting2.icit.com.au
  9. Click on the "Test Account Settings" button to check that you have set up the account correctly.