The instructions below are for setting up Outlook Express which is a mail program provided by Microsoft with every version of Windows since 98. Essentially, it is the "light" version of Outlook which comes as part of the Microsoft Office suite. While they are completely separate programs, they are very similar in many respects (including mail setup). This document explains how to set up Outlook Express 5 and 6, as well as Outlook 98 and 2000, to check POP and IMAP mailboxes.
Before you start, make sure that you have the details below which are found on your account settings email:
Your email username: email@example.com
Your email password
If you have both Outlook and Outlook Express, you should choose which one you wish to use and stick with it unless you have a good reason to switch. Outlook Express is simpler to use, and is a good choice if you are new to email.
Entering your email settings
- Start either Outlook or Outlook Express. Most computers will have a desktop icon for one of these, and also a small icon in the task bar at the bottom of the desktop near the Start button. Either icon can be used to start the program. If you cannot find such an icon: click the Start menu, then choose Programs and look for either Outlook or Outlook Express and select it.
- If this is the first time you have started the program, the mail setup wizard will automatically open. If it does, skip ahead to step 4. If the wizard does not start, click the Tools menu at the top of the window, then click Accounts. Outlook 98 & 2000, may have Services under the Tools menu instead of Accounts. Select Services if so.
- Click the Mail tab at the top of the Internet Accounts window. Click the Add button in the upper right corner of the window, then click Mail from the pop-up menu.
- Enter your real name as you would like it to be displayed on outbound email (e.g. John Doe), and click Next.
- Enter your email address (e.g., firstname.lastname@example.org), and click Next.
- You should now see the screen titled Email Server Names. In the server type box, choose either POP3 or IMAP depending on which type of mailbox you have. If you are not sure, choose POP3. Enter the mail server shown on your account settings email in the Incoming Mail server line. Enter mail server shown on your account settings email in the Outgoing Mail SMTP server line. Click Next.
- Enter your email address (e.g. email@example.com) in the Account name box and your password in the Password box. Click Next.
- When asked "Which method do you want to use to connect to the Internet?" click in the circle for "Connect using my local area network (LAN)" if you use a DSL or other highspeed connection. Click Next.
- On the last screen, click Finish. The Internet Accounts box appears. If you you do not see the Internet Accounts box, select the Tools menu, then select Accounts.
- In the Internet Accounts box click on the Mail tab and select your account, usually labeled something like mail.[yourdomain].co.nz, then click the Properties button on the right. The mail.[yourdomain].co.nz Properties box appears. Click the Servers tab. In the section Outgoing Mail Server put a check in the box labeled My server requires authentication, then click the Settings... button on the right. The Outgoing Mail Server box appears. Select the Log on using option. In the Account name box enter your email address. In the Password box enter the password for your email address. Click OK to close the Outgoing Mail Server box. Click OK to close the mail.[yourdomain].co.nz Properties box.
- Click the Close button in the bottom-right corner of the Internet Accounts box.
We recommend that our customers change the default outbound server port to prevent problems with sending email. Please see How to Enable SMTP Auth Using Outlook Express and Outlook 98/2000 for Windows to make this change.
Editting your mail settings
You may need to make changes to your mail settings, correct a typo, or remove an old email account. To access your email settings, follow these steps:
- Click the Tools menu at the top of the window, then click Accounts. (In Outlook 98 & 2000 either Accounts or Services will appear on the menu, depending on how it was installed. Click either Services or Accounts).
- Click the Mail tab at the top of the Internet Accounts window.
To remove an old account: click on the account you want to remove to highlight it, then click the Remove button on the right-hand side of the Accounts window. You will be asked if you really want to remove the account.
To make changes to an existing account: click on the account you want to edit, then click the Properties button on the right-hand side of the Accounts window. This will open the Properties window of the account. Along the top of this window will be a series of tabs. Click on the applicable tab to access the various account settings.
- IMAP email access coordinates between the server and your email application. Messages that are read/deleted/replied to will show up as this, both on the server and in your email application.
- IMAP is recommended if you have your email account set up on multiple devices.
- POP3 does not co-ordinate with the server. Messages are downloaded from the server onto your device. Messages that are read/deleted/replied to in the mail application will not show up as this on the server.
- Outgoing mail is sent as SMTP.