How do I set up my email address in my email application?

This article applies to any email addresses you have asked me to set up in your Interact web hosting account.

You should only make changes to your email applications if:

  • you have definitely decided to use Interact for email services
  • I have confirmed that your new email addresses have been set up
  • I have sent you the usernames and passwords for your email accounts
  • you have discussed the timing of these changes with me

Jump down to the information you need:


Step by step in Microsoft Outlook 2013/2016

These screenshots show the process step by step in Outlook 2013/2016 on a Windows computer. Different email applications (and even different versions of Outlook) may have a slightly different process. There's more detail about these settings in the remainder of the article below.

Note that you need to have Outlook installed on your computer before you start. Outlook is now usually paid for as a subscription service on a per-user basis - see the Office 365 website for more information.

The "Manual setup" described here is not the simplest approach in Outlook, but it allows you to set everything correctly first time. Using the simpler "Auto Account setup" sometimes works fine, but sometimes does not! In which case, you have to spend more time amending the account you've created.

Outlook Figure 1:
Outlook configuration 1 1

Outlook Figure 2:
Outlook configuration 1 2

Outlook Figure 3:
Outlook configuration 1 3

Outlook Figure 4:
Outlook configuration 2

Outlook Figure 5:
Outlook configuration 3 2

Outlook Figure 6:
Outlook configuration 4 2

Outlook Figure 7:
Outlook configuration 5 2

Outlook Figure 8:
Outlook configuration 6 2

Outlook Figure 9:
Outlook configuration 7 2

Alternative ways of accessing the advanced settings in Outlook:

  • in older versions of Outlook, the advanced settings were accessible by clicking "Account Settings ... Account Settings" instead of "Account Settings ... Manage Profiles" (see Figure 2 above)
  • an alternative way:
    • in the Windows search bar (bottom-left of screen), search for "Control Panel"
    • when the Control Panel app is open, search for "Mail" and click on the result eg "Mail (Microsoft Outlook 2016)"
    • you should then see a dialogue box like Figure 3 above; click "Email Accounts"

Step by step in Mail (the free email app included in Windows)

These screenshots show the process step by step in Mail, the free Windows app. Different versions of Mail may look slightly different. There's more detail about these settings in the remainder of the article below.

Mail Figure 1:
Mail Win 10 configuration 1

Mail Figure 2: If this is the first time you've opened the Mail app, you’ll see a Welcome page. Select "Add account" to get started. And then jump to Mail Figure 5.
Mail Win 10 configuration 0

Mail Figure 3: Alternatively, if you've used the Mail app before, at the bottom of the left navigation pane, select Settings (the cog icon), and then choose "Manage Accounts".
Mail Win 10 configuration 0 2

Mail Figure 4: Select "Add account".
Mail Win 10 configuration 0 3

Mail Figure 5:
Mail Win 10 configuration 2

Mail Figure 6:
Mail Win 10 configuration 3

Mail Figure 7:
Mail Win 10 configuration 4

Mail should apply the correct settings automatically. But if this hasn't worked, please contact us for further advice.


Full settings for other applications

Some applications only need your email address and password

Some email applications may be able to automatically detect most of the settings, and you may only need to:

  • add a new email account
  • supply the email address and password (which I will confirm to you when ready)

You may also need these settings

Incoming mail protocol:

  • I recommend IMAP rather than POP3 if given the choice
  • IMAP is better at synchronising your mail between different devices (e.g. if you use both a desktop computer and a smartphone to collect your email)
  • but IMAP can soon fill up your storage space on the server; using POP3 avoids this problem (see this article for more information about reducing your usage of storage space)

Username:

  • this is your full email address (which I will confirm to you when ready)

Password:

  • I will confirm this to you when ready

Incoming Server:

  • server1.site-dns.co.uk
  • IMAP (Port: 993)
  • or you can use POP3 (Port: 995)

Outgoing Server:

  • server1.site-dns.co.uk
  • SMTP (Port: 465)

Authentication:

Authentication is required for IMAP, POP3, and SMTP.

For SMTP authentication:

  • select "use same settings as my incoming server"
  • or type in the same username and password combination that I will send you

NB If using Microsoft Outlook:

  • make sure that "Require log on using Secure Password Authentication (SPA)" option is NOT selected

Why IMAP?

I recommend using IMAP and connecting via SSL/TLS because:

  • IMAP makes it easy for you to access your email using more than one device
  • SSL/TLS provides increased security for your interactions with the remote mail server, and is now required for connections to our server

IMAP offers you some benefits if you want to access your email on more than one device (eg desktop, laptop, tablet and smartphone). If you are using more than one device, you will probably want to set everything up so that if you delete emails on one device, they are automatically deleted from all your devices. So, if you are out of the office and collecting email on your smartphone and you delete some emails, you don't have to read the same emails again when you next access your email on your office computer.

To be able to delete mail on any device and synchronise the deletions to other devices:

  • On iPad, iPhone
    • after setting up the account in Mail, go back to check these settings in Settings...Mail, Contacts, Calendar ... (..account..) ... Advanced
      • Deleted Mailbox ... On the server: Trash
      • Deleted Messages: Remove: after one week (or one day or one month)
  • In Microsoft Outlook:
    • in Tools ... Accounts ... (..account..) ... More settings
    • Folders...Root folder path:
      • Inbox (type this in)
    • tick Purge items when switching folders while online
      • without this, Outlook will just display deleted messages with strike-through text

Other devices or other email applications may have slightly different settings that you need to configure - hopefully, the above examples illustrate the general approach.

With this approach, you can delete old emails if the mailbox is getting too full, and they will be deleted off the server. And you can delete emails using any of your devices (smartphone, computer etc).

NB A possible downside of using IMAP, is that if you have several different email addresses and you use Microsoft Outlook, the different addresses will each end up having its own Inbox. With POP3, Outlook can put all your email addresses into the same Inbox.


Important: install an anti-virus application and keep it up to date

You should set up anti-virus protection and ensure that it is kept up to date (Interact cannot take responsibility for clients’ virus protection).

Photo: Mark Melling

"My background is in marketing and I’m focused on building clear and effective websites."

Mark Melling

Interact Partners Ltd

01768 631001

info@interactpartners.com