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How To Set Up An IMAP E-Mail Account

Whilst many people still use POP3 (Post Office Protocol) as their standard protocol for receiving e-mail, there are many people who may benefit from a switch to IMAP (Internet Message Access Protocol) protocol.

Before we go into further detail regarding how to set-up and IMAP e-mail account, we will first offer a brief explanation regarding the difference between the two.

What is the Difference Between POP & IMAP?

POP3 works by downloading emails from a server to a single computer, then deleting them from the server. Because any downloaded messages are sent to a single computer or device and then How To Set Up An IMAP E-Mail Accountdeleted from the server, it can appear that mail is missing or disappearing from your Inbox if you try to check your mail from a different computer. For the vast majority of people, this offers the ideal protocol.

IMAP however is ideal if you regularly need to check your emails from multiple devices, such as a work laptop, a home computer, or a tablet, smart phone, or other mobile device. Tap into your synced (updated) account from any device with IMAP because your e-mails are stored on the server and any sent mail also stays on the server so you can see it from any device.

How To Set Up An IMAP Account

Although there are a number of different e-mail clients, we believe that the different versions of Outlook are by far the most common and popular. As such we have drawn up a quick guide to setting up and IMAP account with Outlook 2003 (and older), 2007 & 2010.

Please Note – If you would like to see how to set up a POP3 account, please click here.

Method 1: Microsoft Office Outlook 2003 and earlier versions of Outlook

  1. Start Outlook.
  2. On the Tools menu, click E-mail Accounts.
  3. Under E-mail Accounts, click Add a new e-mail account, and then click Next.
  4. Click IMAP as the type of account that you are creating, and then click Next.
  5. In the Your Name box, enter your name exactly as you would like it to appear to recipients.
  6. In the E-mail Address box, type your e-mail address.
  7. In the User Name box, type your account name.
  8. In the Password box, type your password.
  9. In the Incoming mail server (IMAP) box, type the name of your IMAP4 server.
  10. In the Outgoing mail server (SMTP) box, type the name of your SMTP server.NOTE: IMAP4 is a retrieval protocol. You need SMTP to send your messages.
  11. Click Next after you have completed entering this configuration information, and then click Finish.

Method 2: Microsoft Office Outlook 2007

  1. Start Outlook.
  2. On the Tools menu, click Account Settings.
  3. Click New.
  4. Click Microsoft Exchange, POP3, IMAP, or HTTP, and then click Next.
  5. In the Auto Account Setup dialog box, click to select the Manually configure server settings or additional server types check box, and then click Next.
  6. Click Internet E-Mail, and then click Next.
  7. In the Server Information section, select IMAP for Account Type.
  8. In the Your Name box, enter your name exactly as you want it to appear to recipients.
  9. In the E-mail Address box, type your e-mail address.
  10. In the User Name box, type your account name.
  11. In the Password box, type your password.
  12. In the Incoming mail server box, type the name of your IMAP4 server.
  13. In the Outgoing mail server (SMTP) box, type the name of your SMTP server.
    Note IMAP4 is a retrieval protocol. You must have SMTP to send your messages.
  14. Click Next after you have completed entering this configuration information, and then click Finish.

Method 3: Microsoft Office Outlook 2010

  1. Start Outlook.
  2. On the File menu, click Info and click Account Settings.
  3. Select Account Settings from the list.
  4. On the E-mail tab, click New and Select Email Account, and then click Next
  5. Click to select the Manually configure server settings or additional server types check box, and then click Next.
  6. Click Internet E-Mail, and then click Next.
  7. In the Server Information section, select IMAP for Account Type.
  8. In the Your Name box, enter your name exactly as you want it to appear to recipients.
  9. In the E-mail Address box, type your e-mail address.
  10. In the User Name box, type your account name.
  11. In the Password box, type your password.
  12. In the Incoming mail server box, type the name of your IMAP4 server.
  13. In the Outgoing mail server (SMTP) box, type the name of your SMTP server.
    Note IMAP4 is a retrieval protocol. You must have SMTP to send your messages.
  14. Click Next after you have completed entering this configuration information, and then click Finish.

 

How to set up an Internet email account in Outlook 2013 or 2016

Applies toOutlook 2016 Outlook 2013 Outlook for Office 365

Automatically detect and set up Internet mail

Note To complete these steps, you will need to know your email address and password provided by your Internet service provider (ISP).

  1. Start Outlook.
  2. Select the File tab.
  3. In the Info category, select Account Settings > Account Settings in the dropdown.
  4. On the Email tab, select New.
  5. In the Add New Account dialog box, to configure the new email account automatically, configure the following settings in the Email Account section under Auto Account Setup:
    • In the Your Name box, type your full name.
    • In the Email Address box, type your e-mail address.

      Note Your ISP provides this information.

    • In the Password box, type the password that your ISP provided.
    • In the Retype Password box, retype the password, and then click Next to begin the Auto Account Setup process.

      Outlook will then try to automatically configure your account. Some ISPs require the full email address to be entered into the User Name field. If you want Outlook to automatically enter your email password, make sure that the Save this password in your password list check box is selected. If your account is successfully configured, the Add New Email Account dialog box indicates that the account is created successfully.

    • Select Finish > Close.

      Note If the automatic configuration fails, the Auto Account Setup feature tries to connect by using a connection that is not encrypted. If this method also fails, then the account must be configured manually.

Note To complete these steps, you will need to know your email address, password, incoming mail server name, and outgoing mail server name that is provided by your Internet Service Provider (ISP).

Manually set up Internet email

To configure the Internet email account manually, follow these steps in the Add New Account dialog box:

  1. Select Manual setup or additional server types > Next.
  2. Select POP or IMAP > Next.
  3. Under User Information , configure the following settings:
    • In the Your Name box, type your full name.
    • In the Email Address box, type your full email address.

      Note Your ISP provides this information.

  4. Under Server Information, click the kind of email account that you have in the Account Type box. If you select POP3 or IMAP in the Account Type box, configure the following settings:
    • In the Incoming mail server box, type the name of the server in lowercase letters. The name may be in the form of “mail.contoso.com.” Or, the name may be in the form of an IP address, such as 172.12.0.0.
    • In the Outgoing mail server (SMTP) box, type the name of the outgoing email server in lowercase letters. The name may be in the form of “mail.contoso.com.” Or, the name may be in the form of an IP address, such as 172.12.0.0.
  5. Under Logon Information, configure the following settings:
    • In the User Name box, type your user name. The user name is usually the part of your email address to the left of the @ symbol. Some ISPs require the full email address. Therefore, please contact your ISP if this is needed.
    • In the Password box, type the password that your ISP provided.
    • If you want Outlook to remember your email account password, click to select the Remember password check box.
  6. If your ISP requires it, click to select the Require logon by using Secure Password Authentication (SPA) check box to log on by using Secure Password Authentication.
  7. Select Test Account Settings. When you select Test Account Settings, the following process occurs:
    • The connectivity of the system to the Internet is confirmed.
    • You are logged on to the SMTP server.
    • You are logged on to the POP3 server.
    • If the POP3 server must be logged on to first, Outlook automatically sets the Log on to incoming mail server before sending mail option.
    • A test message is sent. This message explains any changes that Outlook made to the initial setup.
  8. Select Next > Finish.

More Information


Advanced Server Setup

If you want to change your email account, click More Settings to open the Internet E-mail Settings dialog box.

The Advanced tab in the Internet Email Settings dialog box lets you set the POP3 and the SMTP server ports, define whether the server requires an encrypted channel, and define server time-out settings and delivery settings.

Some ISP mail servers now require a secure (SSL) port for both the POP3 and the SMTP servers. Please contact your ISP to determine whether your email account requires these settings.

The delivery settings let you read a message, but leave the message on the server for a specified time. This feature is especially helpful if you use the same email account from more than one computer. By default, Outlook enables this feature and sets the time limit to 14 days on the server before copies of messages are removed. If you do not want to keep copies of messages on the server, clear the Leave a copy of messages on this server check box.

Internet Service Providers settings (for manual configuration of Outlook)

We recommend that you contact your Internet service provider (ISP) for information about 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 NameServer NamePortSPASSLAuthRequired
AOLpop.aol110OFFOFFON
AT&T Yahoopop.att.yahoo.com995OFFONON
Charterpop.charter.net110OFFOFFON
Comcastmail.comcast.net995OFFONON
Coxpop.[insert region].cox.net110OFFOFFOFF
Gmailpop.gmail.com995OFFONON
Junopop.juno.com110OFFOFFOFF
Microsoft Livepop3.live.com995OFFONON
Netscapepop.3.isp.netscape.com110OFFOFFON
Netzeropop.netzero.com110OFFOFFON
Pacbellpop.att.yahoo.com995OFFONON
PeoplePCpop.peoplepc.com110OFFOFFON
Qwestpop.[enter state ID].qwest.net110OFFOFFOFF
Rogerspop.broadband.rogers.com110OFFOFFON
SBCGlobalpop.att.yahoo.com995OFFONON
Swbellpop.att.yahoo.com995OFFONON
Verizonincoming.verizon.net110OFFOFFON
Yahoopop.mail.yahoo.com110OFFOFFOFF

Outgoing Mail (SMTP) server names and settings:

Provider NameServer NamePortSPAAuthRequiredEncryption
AOLsmtp.aol.com587OFFONNone
AT&T Yahoosmtp.att.yahoo.com465OFFONSSL
Chartersmtp.charter.net25OFFONNone
Comcastsmtp.comcast.net587OFFONTLS
Coxsmtp.[insert region].cox.net25OFFOFFNone
Gmailsmtp.gmail.com587OFFONTLS
Junoauthsmtp.juno.com587OFFOFFNone
Microsoft Livesmtp.live.com587OFFONTLS
Netscapesmtp.isp.netscape.com25OFFOFFNone
Netzeroauthsmtp.netzero.com25OFFONNone
Pacbellsmtp.att.yahoo.com465OFFONSSL
PeoplePCsmtpauth.peoplepc.com587OFFONNone
Qwestpop.[enter state ID].qwest.net25OFFOFFNone
Rogerssmtp.broadband.rogers.com587OFFONNone
SBCGlobalsmtp.att.yahoo.com465OFFONSSL
Swbellsmtp.att.yahoo.com465OFFONSSL
Verizonoutgoing.verizon.net25OFFONNone
Yahoosmtp.mail.yahoo.com25OFFOFFNone

For more information, please click here.

Further Information

If you’d like to speak to use regarding our ability to design you a quality website or perhaps how to maximise the potential of your existing website, please give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

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By | August 15th, 2016|E-Mails|Comments Off on How To Set Up An IMAP E-Mail Account

The Long Wait is Over

For Gmail users around the world, the wait for the addition of the ‘undo send’ option to the Gmail platform is now over!

Enabling this option will allow you to “unsend” an email up to 10 seconds after you have hit the send button — Gmail just delays sending briefly so you have a moment in case you change your mind.

undo-send

It can be incredibly frustrating to discover a typo just a split second after you have sent an e-mail but with Google’s new announcement, you will not be able to correct your mistake before the e-mail actually goes out.

http://googleappsupdates.blogspot.co.uk/2015/06/undo-send-for-gmail-on-web.html

A Well Tested Feature

Despite the fact that this feature has only just officially been launched, it has actually been in existence for a long period of time. The feature has lived in Gmail’s “Labs” area, which the company uses to test out new features, since March 2009.

Where Can I Find It?

The ‘undo send’ option now lives in Gmail’s settings under the “General” tab. It’s disabled by default, but is well worth activating if you have not gmailalready done so.

Another New Feature

You may also be interested to know that Google launched another new feature known as ‘Inbox by Gmail’ last month.

Designed to solve the common problem of chronically overflowing email inboxes by sorting through your messages, along with filing less urgent emails and reminding you about the most important ones, it has caused quite a stir in the online community.

Would You Consider Switching to Gmail?

Does the introduction of these new features encourage you to make the switch over to Gmail? Below are some more of the beneficial qualities which are now available:

The ability to axe large numbers of less important emails

One of Inbox’s new features offers the ability to scan and sort any incoming e-mails. Anything believed to be important will be sent to your inbox whilst anything else will be sent to one of 7 different folders:

  1. Updates
  2. Forums
  3. Promos
  4. Finance
  5. Purchases
  6. Social
  7. Low Priority

By adjusting the settings this new feature offers you the chance to designate parameters which will set certain folders to give you a reminder once a week or every 24 hours and perhaps best of all, mark as ‘done’ or simply delete entire bundles at once.

Snoozing Messages

Pressing the snooze button on our phone or alarm clock in the morning is something that nearly all of us have a great deal of experience with!

Inbox now offers a feature which allows users to ‘snooze’ e-mails. Once a message has been ‘snoozed’ they will disappear into the relevant folder and be scheduled to reappear in your inbox time of your choosing, anything from later that day to tomorrow or even next week.

If you’d like to speak to us regarding any of our services, give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

 

By | August 5th, 2015|E-Mails|Comments Off on The Long Wait is Over

A Step By Step Guide To Setting Up E-Mail on Your iPhone

With so many different models of iPhone currently available on the market, it is little wonder that people often get a little confused when it comes to adding their e-mail account to a new phone. However, the good news is that regardless of the version of iPhone that you have, the process is almost identical from phone to phone.

By following our step by step guide, you will be able to add your existing e-mail account to your phone with the absolute minimum of fuss.

To configure your account on iPhone, please do the following:

Add an email account to your iPhone, iPad, or iPod touch

There are two ways you can set up an email account in the Mail app on your iOS device—automatically or manually. Learn which option is best option. 

Set up your email account automatically

If you use an email provider like iCloud, Google, or Yahoo, Mail can automatically set up your email account with just your email address and password. Here’s how:

  1. Go to Settings > Passwords & Accounts, then tap Add Account.
  2. Tap your email provider.
  3. Enter your email address and password.
  4. Tap Next and wait for Mail to verify your account.
  5. Choose information from your email account, like Contacts or Calendars, that you want to see on your device.
  6. Tap Save.

If you don’t see your email provider, tap Other to add your account manually.

Set up your email account manually

If you need to set up your email account manually, make sure that you know the email settings for your account. If you don’t know them, you can look them up or contact your email provider. Then follow these steps:

  1. Go to Settings > Passwords & Accounts, then tap Add Account.
  2. Tap Other, then tap Add Mail Account.
  3. Enter your name, email address, password, and a description for your account.
  4. Tap Next. Mail will try to find the email settings and finish your account setup. If Mail finds your email settings, tap Done to complete your account setup.

 

If you are using an older version of the iPhone, please refer to the details below:

Step 1 – Click on the settings button on your iPhone.

Step-1

Step 2 – Then click on the ‘Mail, Contacts, Calendars’ options.

Step-2

Step 3 – The next step is to click on the ‘Add Account’ option.

Step-3

Step 4 – Then choose the ‘Other’ option bottom of the iPhone’s menu.

Step-4

Step 5 – Once you have done that, then choose ‘Add Mail Account’ option at the top of the screen.

Step-5

Step 6 – The next step is to complete the form by filling in the following details

  • Name e.g David Smith.
  • Email Address in the Address box i.e david@mydomain.com.
  • Password for this email address.
  • Description of your choice like david@mydomain.com.

Step-6

Step 7 – The next stage is to decide whether you would like to use the POP3 or IMAP email protocol.

Please Note – If you are unsure which protocol will be best for your circumstances, please refer to the ‘E-Mail‘ section of our blog for further information.

Once you have done this you can move onto to step 8

Step 8 – Enter the information below into the relevant areas

Incoming Mail Server

Host Name:

If you selected POP in Step 7: pop.mydomain.com

User Name: This should be your email address i.e john@mydomain.com

Password: This should be your password for this email address.

Outgoing Mail Server

Host Name: smtp.mydomain.com

User Name: This should be your email address i.e david@mydomain.com

Password: This should be your password for this email address.

Step-7

Step 9 – Click Next

Step 10 – If you receive an error stating “Cannot Connect Using SSL”, select Yes to setup the account without SSL.

Step 11 – Click ‘Continue’ to complete the set-up and you should be good to go!

 

 

By | December 8th, 2014|E-Mails, Mobile, Phones|Comments Off on A Step By Step Guide To Setting Up E-Mail on Your iPhone

What Has Happened To Pop E-Mail on Windows 8?

Have you recently upgraded to Windows 8 or newer? Are you used to using good old Pop 3 to set up your e-mail accounts? You could be in for a shock!

Before we go into further detail about why this is highly likely to be a problem for you, we’ll give you a little history lesson relating to the typical internet protocols.

For many years, the internet has used two main email protocols:

  • Post Office Protocol (POP)
  • Internet Messaging Access Protocol (IMAP)

What is the difference?

POP is a very basic e-mail protocol and unless you specifically instruct it to do otherwise, will simply download each new mail to your local mail client software (Microsoft Outlook for example) and then delete it from the server.

IMAP on the other hand is far more advanced and syncs your mail client with the server. This ensures that both the server and the e-mail client match each other perfectly.

Superior technology

IMAP is clearly the superior technology. Trying to access your email via POP from a variety of different computers and devices is certain to leave you with a mess. With IMAP, you will have no such problem because your inbox, outbox, and all your other mailboxes will be identical everywhere you access them.

Why is there a problem?

Whereas you used to have a choice regarding which protocol that you use, Microsoft’s latest incarnations of windows have made the decision for you because they do not support POP. The new Windows operating systems are designed for an increasingly mobile world and one where most people use multiple devices to check their mail.

What can I do?

Whilst the onset of panic is only natural, just because you have upgraded to Windows 8 or newer does not mean that you are obliged to use their mail client and therefore make the switch from POP to IMAP.

You simply need to install another one as just about any other mail client currently available supports POP.

To help narrow the field, we have drawn up a list of 3 e-mail clients which are known to support POP.

  1. Opera Mail
  2. Scribe
  3. Postbox

 

By | October 24th, 2014|E-Mails|Comments Off on What Has Happened To Pop E-Mail on Windows 8?

How To Set Up An E-Mail Account on an Android Phone

This article will explain how to set-up your email on your Android phone.

Android mail apps may look different across different devices, and these directions may not exactly match the options you see. Use these steps as a guide or consult the manufacturer’s help for your particular device.

Outlook for AndroidFor easy email and calendar management, we recommend you set up email in the Outlook for Android mobile app.
Are you using AOL mail? If so, this page can’t help you! Please contact AOL support for help. This page and the settings available on this page are for Outlook.com and Office 365 for business users only.

Choose your built-in Android email app:

Gmail appSamsung Email app

Before you begin, update the Gmail app to the latest version:

  1. Open the Google Play Store app on your phone or tablet.
  2. Type “Gmail” into the search bar and then select Update.

    Note: If the update option is not available, you’re already on the latest version.

Step 1
greyline
Open the Gmail app.

Tap the menu icon in the upper left corner > Settings > Add account > Exchange and Office 365.

Important: Do NOT choose “Outlook, Hotmail, and Live” unless you want to sync email only and not calendar/contacts.

Choose Exchange

Step 2
greyline
Enter your full email address and tap Next.

Enter your password and tap Next.

Add your email addressEnter password

Step 3
greyline
Follow steps for your account type:

  • Outlook.com users: skip this step
  • Exchange or other accounts: you may have to ask your IT admin or email provider for server settings and set up your account manually
  • Office 365 work or school: you may see a Redirect requestscreen. Tap OK.

    If you see a Redirect request, tap OK.

    On the Incoming server settings screen, change your server to outlook.office365.com.

Step 4
greyline
Follow any prompts you may get for security or device permissions, sync settings, and more.

Click OK on any prompts you may receive.

If you have an Office 365 work or school account, you may also be asked to confirm Remote security administration and approve additional security measures. In this case, choose OK or Activate.

Step 5
greyline
Go to the inbox you just set up. If you see an email that says “Action Required to Sync Email,” open it and tap Use another Mail app instead.

If you don’t see this message and emails are syncing, skip this step.

Click the link to enable sync

Step 6
greyline
Pull down the Android notification bar by swiping down from the top of your screen.

Open the notification barIf you see a notification that reads “Unable to sync calendar and contacts,” tap it. Then tap Allow to give access and you’re done!

Note: If you don’t see a sync error, verify your calendar and contacts are syncing.

Set up email as IMAP or POP

You can set up your email account manually using IMAP or POP instead of Exchange ActiveSync. This means that only your email will sync to your phone, not calendar or contacts. What are POP and IMAP?

  1. Open the Gmail app. Go to Settings > Add account > Other.
  2. Enter your full email address, such as yourname@hotmail.com and then tap Manual Setup.
  3. Choose Personal (IMAP) or Personal (POP3).
  4. Enter your password and tap Next.

    Important: If you get a security error, close the Gmail app and then go through the steps again.

  5. If you’re prompted to enter settings, use these for the options available:

    Incoming Server Settings

    • Domain\Username
      Make sure your full email address appears. For example, yourname@outlook.com.
    • Password
      Use the password that you use to access your email.
    • Server
      • Use imap-mail.outlook.com for Outlook.com IMAP accounts.
      • Use pop-mail.outlook.com for Outlook.com POP accounts.
      • Use outlook.office365.com for any work or school accounts on Office 365 for business.
      • For Exchange email accounts, contact your email provider or system administrator.
    • Port
      • Use 993 for IMAP.
      • Use 995 for POP.
    • Security type
      Select SSL/TLS or make sure the Use secure connection (SSL) checkbox is checked, then tap Next.

    Outgoing SMTP Server Settings

    • SMTP Server
      • Use smtp-mail.outlook.com if you’re using an Outlook.com account.
      • Use smtp.office365.com if you have an Office 365 for business account.
      • For Exchange email accounts, contact your email provider or system administrator.
    • Security Type
      Choose TLS.
    • Port Number
      Enter 587. Tap Next.
  6. Follow any prompts you may get, including security permissions and setting a display name.
  7. You’re now ready to use your email in the Android Gmail app!

 

An Alternative Guide

Perhaps the easiest way to do this is the follow the guidelines established in the video below.

Please note: The steps to set up your mailbox on your Android phone may differ slightly depending on the Android device that you have. The below instructions have been created using the Samsung Galaxy S device, and might vary slightly from other devices.

To set-up your Android Smartphone device to send and receive email, please do the following:

Step 1 – Click on Email icon in the main menu.

Untitled

Step 2 – If this is the first time adding an email account, you will be immediately prompted to add a new account. If you already have an account created, click on the Options button, then Accounts button to create a new account.

Step 3 – Type your Email address and Password then click on Next button to continue.

enter_mail_and_password

Step 4 – Click on the POP3 account or the IMAP account depending on the type you want to use.

Note – Typically we would expect you to use the ‘POP3’ option here.

Step 5 – Fill in the following details:

  • Your full email address in the User name field.
  • Your email address password in the Password field.
  • If you have selected POP3 then type in pop.example.co.uk into the POP3 server field.
  • If you have selected IMAP then type in imap.examle.co.uk into the IMAP server field.
  • 143 for IMAP and 110 for POP3 as the Port number.

incoming_server_settings

Click on the Next button.

Step 6 – Fill in the following details:

  • smtp.123-reg.co.uk in the SMTP Server field.
  • 25 as the Port number.
  • Click on the Require sign-in tick box.
  • Your full email address in the User name field.
  • Your email address password in the Password field.

outgoing_server_settings

Click on the Next button.

Your Android device will now check your settings with the server. Select the email checking frequency settings and click on the Next button.

Step 7 – Enter a name for the account. The account name is there for you to easily identify the email account in your phone if you have multiple email accounts set up.  

account_setup_done

Step 8 – Click Finish set-up to finish the set-up.

By | May 26th, 2014|E-Mails|Comments Off on How To Set Up An E-Mail Account on an Android Phone
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