When you get a hosting package for your website, it usually includes email hosting as well, which means you can now use firstname.lastname@example.org instead of email@example.com, yahoo.com, hotmail.com etc. Creating a custom email address for yourself is simple enough using your hosting control panel, but now you want to add your new email account to Microsoft Outlook, which can be a lot more confusing than you think (unless you’ve done this before and know what to do).
Please note: This is a guide only based on experience, Evolution in DesignZ accepts no responsibility for any errors or issues which may occur while following this guide.
The following steps outline what information you need before starting and setting up Microsoft Outlook to send and receive your email, using POP3 protocol, without SSL.
As a hosting provider, I recommend using POP3 over IMAP if you’re a small company (less than 10 people) as it ensures you always have a copy of your email on the server, even if you accidentally delete it off your computer. What’s the difference between POP3 and IMAP? Read this article about the difference between POP3 and IMAP email.
Step # 1: Make a note of your email settings from your hosting control panel.
You will need the following information about your email account:
- email account username (usually firstname.lastname@example.org or name+domain.com),
- email account password,
- incoming mail server (POP3 or IMAP) address,
- outgoing mail server (SMTP) address,
- Incoming mail server port (usually the default 110 unless you’re using SSL),
- Outgoing mail server port (default is 25 unless you’re using SSL, but many hosts now block port 25 as it’s considered a spam port).
Step # 2: Launch Microsoft Outlook and begin the set up process.
If you’re using Outlook 2010, This is where you need to begin:
The auto account setup function usually does not work for custom email addresses. Ignore this option and select the last option ‘manually configure server settings’ :
Step # 3: Begin the set up process.
The setup process will let you add your custom email settings to outlook, so you can check your custom email account. You’ll need your server info from step 1 at this point so you can enter all the required information for your email account:
Now that you’ve entered all your email account settings from step 1, don’t test the account settings just yet, there’s a bit more customization I recommend to complete the setup process.
Click on ‘More Settings’ at the bottom right corner to launch a new popup window. Here, we will ensure that your incoming mail server port number and outgoing mail server port number are correctly configured, as well as the fail safe setting to leave a copy of emails on the server in case you accidentally delete needed emails from outlook. Once you click on ‘More Settings’ click the last tab on the popup window called ‘Advanced’. This is what you will see:
Most mail servers will use port number 110 (which is the default, non SSL port number) for the incoming mail server port. Since we are not using SSL, ensure your incoming port number is 110 or click the ‘Default’ button next to the field.
The outgoing mail server port, on the other hand, can be trickier. Most responsible hosting companies will disable the default port number 25, as it is now considered a ‘Spam’ port (which basically means spambots will try that port number to use your mail server to send out junk mail or spam). your server settings in Cpanel should show you which SMTP port number to use, usually 26 works. If it doesn’t, contact your hosting provider to confirm the SMTP port number you should be using.
Under ‘Delivery’ check the box that says ‘Leave a copy of messages on the server’. This ensures that outlook will not immediately remove emails from your mail server, but instead download a copy, just in case you need access to it later on and you have deleted the messages from outlook. However, simply leaving it like this will mean your inbox may reach full capacity rather quickly, so to ensure that doesn’t happen, check the box called ‘ Remove from server after’.. and select the number of days you feel comfortable with. If you receive a lot of emails daily, I recommend setting the days to 14 days (2 weeks) which should give you ample time to confirm whether you need those messages on the server anymore, or whether you can file the copy on outlook in a folder for safe keeping, and remove it from the mail server.
That’s it! Click ‘OK’ at the bottom of the popup window, and you’ll be back to the previous screen with your settings. Now click the ‘Test Account Settings’ button so outlook can verify everything is correct. It will attempt to log on to your incoming mail server to download emails, and will send you a test message which you will receive in your inbox, if everything was set up correctly.