Microsoft Outlook SSL secured POP3 email account settings

02nd November 2017
Article Publisher

Clients of IT ZAP Website Design Works can follow this guide updated Thursday 2nd November 2017 to setup their Microsoft Outlook Email Accounts using SSL/TLS secure and encrypted settings.

So what is different now ?

You need to change both the Incoming and Outgoing mail server name.

  • from: opal.relentlesshosting.com.au
  • to: yourdomain.com.au      (or .org.au as the case may be.)
  • and under the More Settings ... Advanced tab, check that the Incoming/Outgoing Port Numbers and Encrypted Connection Type agree with the details below.

The screenshots provided are from Microsoft Outlook 2016 for Windows. While your email program may look different, all the basic settings that you need to enter are the same across all the different types of email software.

All your email account Usernames and Passwords will have been provided in an Excel Workbook named "Confidential VIP Website Details.xlsx" (or something similar) and remain the same.

To Quick Change your Microsoft Outlook settings, select the “File” menu

How to setup your email account in Microsoft Outlook

And now you can "Change" (and check) your existing Email Settings, OR add a "New" Email Address.

Email account settings

Change both the Incoming and Outgoing mail server names

Incoming and Outgoing Server Names

  • Incoming mail server: yourdomain.com.au
  • Outgoing mail server (SMTP): yourdomain.com.au

This was opal.relentlesshosting.com.au

More Settings … Advanced tab

Incoming and Outgoing Email Server Port Numbers

Server Port Numbers

  • Incoming server (POP3): 995
  • This server requires an encrypted connection (SSL/TLS)
  • Outgoing server (SMTP): 465
  • Use the following type of encrypted connection: SSL/TLS

Delivery

  • Leave a copy of the message on the server (so you can receive the same messages on multiple devices.)
  • Remove from server after: 14 days (suggested)
  • Remove from the server when deleted from 'Deleted Items'

OK ... done. Save and test Receive and Send email messages. That's all you need to do.


NEW ACCOUNT Settings for POP3 SSL Secure and Encrypted Email Send and Receive

Our new web hosting server features “Auto Discovery” and Microsoft Outlook can automatically detect your email accounts settings.

Choose to set up a new email account in Microsoft Outlook and, when prompted, enter your full Email Address and the Password.

If the auto-configuration fails, then please set up the account using the following manual settings.

Video Demo: Substitute all the details provided below

Incoming and Outgoing Server Names

  • Account Type: POP3
  • Incoming mail server: yourdomain.com.au
  • Outgoing mail server (SMTP): yourdomain.com.au
  • Username : Your full email address
  • Password : CaSeSensitive   (refer to your Excel Sheet)

 

WHY POP and not IMAP ?

With IMAP all your email messages and file attachments remain on the website server ... like forever, which is just a waste of storage space. With multiple email accounts, you can approach your data storage limit quite quickly, unless you Login to the cPanel server and clean out old messages regularly.

And with IMAP you cannot use the very handy Reminder and Follow-up Flag features in Microsoft Outlook. Personally, I cannot operate efficiently without those Reminders. So POP3 email is definitely the best way to go, and what I recommend.

With POP all new email messages are downloaded to your computer and/or mobile device each time you connect, where they remain until you decide to delete them, or they are archived.

Go to your Internet Email Advanced settings tab to select when messages are automatically deleted from the web server to free up space. 14 days is my recommended auto-delete setting, although you can select a different period if desired. This is why POP is the better Mail Account choice.

More Settings … General tab

General Email Settings

More Settings … Outgoing Server tab

Outgoing Email Server Settings

  • My outgoing server (SMTP) requires authentication: YES
  • Use same settings as my incoming mail server: YES

More Settings … Advanced tab

Incoming and Outgoing Server Port Numbers, the important bit !

Email Server Port Numbers

Server Port Numbers

  • Incoming server (POP3): 995
  • This server requires an encrypted connection (SSL/TLS)
  • Outgoing server (SMTP): 465
  • Use the following type of encrypted connection: SSL/TLS

Delivery

  • Leave a copy of the message on the server (so you can receive the same messages on multiple devices.)
  • Remove from server after: 14 days (suggested)
  • Remove from the server when deleted from 'Deleted Items'

Test Account Settings

After clicking OK and then NEXT, Microsoft Outlook will then attempt to Login to your Mail Server and send a Test Message. Both steps in that test should now complete successfully.

Outlook email tests completed successfully

If there is any Error, then go back and double-check for correct spelling of your Email Address, Password and Incoming/Outgoing Mail Server name.

Finished !

Microsoft Outlook Email account setup is now complete


Alternative Secure Settings, if the above does not work with Microsoft Outlook 2010, or earlier

Alternative Mail Server Name

  • Incoming mail server: web1.mywebhosting.net
  • Outgoing mail server (SMTP): web1.mywebhosting.net

More Settings ... Advanced tab

Email Server Port Numbers

Server Port Numbers

  • Incoming server (POP3): 995
  • This server requires an encrypted connection (SSL/TLS)
  • Outgoing server (SMTP): 587
  • Use the following type of encrypted connection: Auto

 

 
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