How to configure Internet e-mail accounts in Outlook


SUMMARY

In Microsoft Outlook, the Internet E-mail information service stores information that allows you to log on to your Internet e-mail server. Outlook provides this service during a typical setup scenario. Your Internet service provider (ISP) provides the required settings that populate the configuration pages of the Internet E-mail information service. This article describes how to configure the Internet E-mail information service.

RESOLUTION

You must correctly configure the Internet E-mail information service to send and receive messages in Outlook. To do this, you must have the following specific information about your e-mail account to manually configure it in Outlook. Contact your ISP if needed, or view the ISP list provided below, to obtain the following information:

  • Your full e-mail address.
  • The type of e-mail account: POP3, IMAP or HTTP.
  • Your user name.
  • Your password.
  • The SMTP server name or address.
  • The POP3 server name or address.
  • Is Secure Password Authentication (SPA) required?
  • The port number that is used for SMTP. (Most ISPs use port 25.)
    • Is encryption (SSL is most common) required for the port?
  • The port number that is used for POP3. (Most ISPs use port 110.)
    • Do you require encryption (SSL is most common) for the port?
  • Does the outgoing e-mail server (SMTP) require authentication?
    • If so, do you use my normal e-mail name and password?

Use one of the following methods to configure the Internet E-mail information service, as appropriate for the version of Outlook that you are running.

Warning The Fix it solution provided in Method 1 for Microsoft Outlook 2010 should only be used for Outlook 2010. Do not run this on a computer with an older version of Microsoft Outlook.

Method 1: Microsoft Office Outlook 2010

Click here to view or hide detailed information about changing Outlook 2010 account settings

Method 2: Microsoft Office Outlook 2007


Click here to view or hide detailed information about changing Outlook 2007 account settings

Method 3: Microsoft Office Outlook 2003 and earlier versions of Outlook


Click here to view or hide detailed information about changing Outlook 2003 or earlier account settings

The Internet E-mail Settings dialog box

The information that you entered in the “How to Configure the Internet E-mail Information Service” section is added to various tabs in the

Internet E-mail Settings dialog box. This is where you make modifications and changes to your Internet E-mail account.

General tab

The General tab is the location that you use to rename your e-mail account.

  • Mail Account: Type a name for this account.
  • Organization: The name of your company; not a required entry.
  • Reply E-mail: This is optional and only used if you want replies to your messages sent to another e-mail address.

Outgoing Server tab

The Outgoing Server tab is new for Outlook. The Test Account Settings button sets all required fields on this tab.
Note This button is not available on this tab in Outlook 2007. This feature is available in the Account Settings dialog box. To locate this feature, click the account, and then click Change.

  • The My outgoing server (SMTP) requires authentication check box: Click to select this check box to turn this setting on, and to select the type of log on authentication the server requires.
  • The Log on using Secure Password Authentication (SPA) check box. Click to select this check box only if your ISP instructs you to. Very few providers use this setting.
  • The Log on to incoming mail server before sending mail check box. Many ISPs require that you receive messages first. It implies that you are an authenticated user, and are not using the ISP to send unwanted commercial messages (SPAM) to unsuspecting recipients.

Connection tab

  1. Connection SectionThe Connection tab contains information about how to connect to your e-mail server. There are three ways to connect to your ISP’s e-mail server. Select one of the appropriate connection type listed in this section.
    1. Connect using my local area network (LAN): This connection allows you to log on to your e-mail server through your existing network connection. Your network configuration must support access to the Internet. Please see your network administrator for more details.
    2. Connect using my phone line: The Internet Mail Service looks for a Dialup Networking connection to establish a log on with your ISP. Once you are logged on to your ISP, it attempts to connect to your ISP’s e-mail server. If this section is not available (grayed out), it may indicate that the Microsoft Windows Dialup Networking feature is not installed on your computer. Please refer to the “If Dialup Networking Is Not installed” section of this article for more information.
    3. Connect Using Internet Explorer’s or a 3rd Party Dialer: If you click to select this option, Outlook uses a default connection method that has already been configured.
  2. Modem Section
    1. After you click Connect using my phone line, you must define a Dialup Networking connection to use. You can select an existing connection from the list, or you can click Addto create a new connection.
    2. To edit the properties of a connection, use the drop-down list box to select the desired connection, and then click Properties. This takes you to the existing connection’s Properties page.

Advanced tab

The Advanced tab allows you to set the POP3 and SMTP server ports, define whether the server requires secure connection, and define server timeout settings and delivery settings. The delivery settings allow you to read a message, but leave the message on the server for a specified time. This feature is especially helpful if you use the same e-mail account from more than one computer.

How to transfer Internet e-mail

The following information is the four ways to send and receive Internet e-mail.

  • Press F9 on the keyboard: If you press F9, your connection type is verified and then uploads the messages from your Outbox and downloads your messages from the server. If you are connected through a LAN connection, messages flow without any other dialog boxes. If you connect to your ISP with a modem, the Dial Up Networking connection starts and establishes the connection. Messages upload from your Outbox and download from the e-mail server.
  • On the Tools menu, point to Send/Receive, and then click Send/Receive All or click the e-mail account name: You can select to send messages only. On the Tools menu, point to Send/Receive, and then click Send All. This option does not download any messages from the server. If you clickSend/Receive on the Tools menu and you have multiple e-mail accounts, you have the option to select the e-mail account that you want to use.
  • On the Standard toolbar click Send/Receive: If you click the Send/Receive button on the Standard toolbar, it is the same as when you press F9 on the keyboard.
  • For Microsoft Outlook 2002, connect with the Work With Headers menu selection. To work with headers rather than full messages, use the commands listed under Work With Headers that is a submenu of Send/Receive on the Tools menu. For Microsoft Office Outlook 2007 and Outlook 2003, connect with the head-related commands. To work with headers rather than full messages, use the head-related commands listed under Send/Receive on the Tools menu. With Remote Mail, you can scan the headers, and then mark the messages that you want to receive, copy, or delete. While using Remote Mail, you can compose messages and send them to your Outbox at any time, and send and receive messages when you connect to your mailbox. This feature allows you to keep your messages on the server.

For more information about remote mail and working with headers in Outlook 2002, click the following article number to view the article in the Microsoft Knowledge Base:

296080  Description of the Remote Mail feature, the Offline Folders feature, and the Working Offline feature in Outlook 2002

What to do if dialup networking is not installed

To use a modem connection, you must install and configure the Dialup Networking feature that included with Microsoft Windows. Your ISP provides the following information:

  1. User name
  2. Password
  3. Local access phone number
  4. Your host and domain name
  5. DNS server IP address
  6. Authentication technique (whether or not a terminal window is used)

Your ISP may also provide you with an IP address and an IP subnet mask. You need these optional items only if your provider gives you a dedicated IP address to use every time you dial in.

For more detailed information about how to configure Dialup Networking in Microsoft Windows 9x, please refer to the following article in the Microsoft Knowledge Base:

138789  How to connect to the Internet in Windows 95 and Windows 98

MORE INFORMATION

Use Microsoft Office Outlook Hotmail Connector for your Hotmail

If you are trying to setup hotmail account in Outlook, Outlook Hotmail Connector provides a free solution for managing your Windows Live Hotmail email messages, calendar, and contacts from within Outlook 2003, 2007, and 2010 free of charge.

You can download Outlook Hotmail Connector from Microsoft Download Center:

Note The 64-bit version is available for the 64-bit version of Outlook 2010 only.

For more information about how to use Microsoft Office Outlook Hotmail Connector, visit the following Microsoft Website:

Internet Service Provider settings (for manual configuration of Microsoft Outlook)

We recommend you contact your Internet Service Provider (ISP) for information on the exact incoming and outgoing mail server names and settings that you should use when you configure your Internet email account in Outlook. The list provided here contains information only for some Internet service providers in the United States and may not be up-to-date.

Incoming Mail (POP3) server names and settings:

Provider Name Server Name Port SPA SSL AuthRequired
AOL pop.aol 110 OFF OFF ON
AT&T Yahoo pop.att.yahoo.com 995 OFF ON ON
Charter pop.charter.net 110 OFF OFF ON
Comcast mail.comcast.net 995 OFF ON ON
Cox pop.[insert region].cox.net 110 OFF OFF OFF
Gmail pop.gmail.com 995 OFF ON ON
Juno pop.juno.com 110 OFF OFF OFF
Microsoft Live pop3.live.com 995 OFF ON ON
Netscape pop.3.isp.netscape.com 110 OFF OFF ON
Netzero pop.netzero.com 110 OFF OFF ON
Pacbell pop.att.yahoo.com 995 OFF ON ON
PeoplePC pop.peoplepc.com 110 OFF OFF ON
Qwest pop.[enter state ID].qwest.net 110 OFF OFF OFF
Rogers pop.broadband.rogers.com 110 OFF OFF ON
SBCGlobal pop.att.yahoo.com 995 OFF ON ON
Swbell pop.att.yahoo.com 995 OFF ON ON
Verizon incoming.verizon.net 110 OFF OFF ON
Yahoo pop.mail.yahoo.com 110 OFF OFF OFF

Outgoing Mail (SMTP) server names and settings:

Source – microsoft

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