If you need to setup an email account in Outlook 2016 or Microsoft 365 you can stay email-organised directly from your desktop. Whether using POP or IMAP, this guide provides a step-by-step tutorial on configuring your email account to send, receive, and organise emails. By following these instructions, you can ensure the setup process goes smoothly and efficiently, making Outlook your go-to tool for efficiently managing calendars, emails, and other important interactions. 

How to Setup an Email Account in Outlook 2016 or Microsoft 365

This tutorial assumes you have already logged in and set up your Email Account in your Control Panel. 

Open Outlook 2016

– Begin by launching Outlook on your computer.

– Click File in the top left corner. From the Dropdown Menu, select Account Settings > Account Settings. 

– In the Account Settings window, click New to add a new Email Account.

Enable Manual Setup 

– Click Advanced Options and ensure you check the box labelled Let me set up my account manually. This option gives you control over the configuration process. 

– Depending on requirements select IMAP or POP as the account type.

IMAP is recommended for users who access their email from multiple devices, while POP is suitable for users who prefer to download their emails to a single device. 

Fill in the required details for your email account:

– Incoming Mail: Replace mail.domainname with your Domain Name.

– Port 143 for IMAP accounts or Port 110 for POP accounts.

– Outgoing Mail: Use Port 587 for the Outgoing Mail Server, regardless of whether you use IMAP or POP.

Complete the Setup Process

– After entering the server details, click Next. Outlook will prompt you to enter the Password for your email account.

– Type in your Password and click OK. Outlook will then complete the setup process. 

Once your account is successfully configured, you’ll see a confirmation message. Your email account is now set up and ready to use in Outlook. 

Additional Information

Selecting Between POP & IMAP

IMAP maintains your emails are synchronised across all devices, making it the best option if you access your email from various devices. If you would rather manage your emails on a single device, POP will download emails to your local device and frequently delete them from the server.

Configuring Email Hosting

Make sure the server settings you enter for your email account are correct. This covers port numbers, security configurations like SSL/TLS, and the names of the receiving and outgoing servers. It may be impossible for you to send or receive emails due to incorrect settings. If unsure, speak with your email hosting provider for accurate information.

Sync Settings

IMAP users can configure synchronisation settings to determine how frequently Outlook checks for new emails and syncs folders. You can adjust these settings under File > Account Settings > [Your Account] > Change.

Troubleshooting Tips

If you encounter issues during setup:

– Double-check that your server settings are correct.

– Verify your email address and password for any errors.

– Ensure that your computer is connected to the internet.

– If the setup fails, remove the account and set it up again.

For persistent issues, consult Outlook’s help documentation or contact your email provider’s support team.