Configuring Email Accounts in Outlook 2010

January 3, 2011, By Christian Cawley

Microsoft Outlook 2010 is the world’s most powerful and often used corporate email client. Designed for use with POP, IMAP and Microsoft Exchange email accounts, Outlook can also provide synchronisation with calendars, tasks and contacts on Exchange accounts as well as with suitable mobile devices.

Before you get started with any of this, however, you will need to know the basics – how to setup an email account.

There are two ways in which this can be done: manually, in which you find the relevant screens and input the information as necessary, or automatic, in which you provide minimal details and Outlook does the rest.

If you’re running Outlook 2010 for the first time, the Microsoft Outlook 2010 Startup wizard will run, prompting you to enter your email details, and this is where we will start.

Configuring an email account in Microsoft Office 2010

Using the Microsoft Outlook 2010 Startup Wizard

When running Outlook 2010 for the first time on a computer, the Microsoft Outlook 2010 Startup wizard will run. This tool is intended to help you to quickly setup an email account with the minimum of fuss. Click Next to proceed from the first screen to the E-mail Accounts screen; select Yes and click Next to continue, or No and Next to continue without creating an email.

We’ll assume that you do want to create an email account, and on the Auto Account Setup screen you will be given three choices:

  • E-mail Account
  • Text Messaging (SMS)
  • Manually configure server settings or additional server types

The first option requires you to add your name, email address and password – when you click Next it will attempt to connect to your mail server and do the rest of the account setup for you.

The second option is for use with a text messaging service. If you choose this option you can find out more by clicking the relevant link and finding out what SMS operators are available for your mobile network.

Finally, you are given the option of manual configuration. This is useful to understand as the automatic option can at time defer to this if there are problems with the configuration of your account.

Manually Configuring an Email Account in Microsoft Outlook 2010

Using the manual option, you can setup an Internet E-Mail account, a Microsoft Exchange account, Text Messaging or Other (which might be a Hotmail account via Microsoft Office Hotmail Connector).

For the purposes of this tutorial we are focussing on the manual setup of an Internet E-Mail account. When you have made your choice, click Next to proceed and you will be presented with the Internet E-Mail Settings screen.

Under User Information add your name and email address, and under Server Information select your Account Type (POP3 or IMAP) and input the names of your incoming and outgoing mail servers. You will probably need these details from your ISP to proceed.

In Logon Information ensure the correct details are entered – the User Name field auto-completes when you input your email address in the User Information section, and these fields can often be different.

If your ISP details specify that you should use Secure Password Authentication (SPA), check the appropriate box; meanwhile use the More Settings… button to setup Outgoing Server authentication and specify a port and encryption type in the Advanced tab.

With the Test Account Settings… button you can check if your details have been entered successfully, and when you’re happy click Next and Finish to start using your email account in Outlook!

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