SSL secure and encrypted POP3 email account settings

27th September 2016
Article Publisher

Clients of IT ZAP Website Design Works can follow this UPDATED guide to setup their Email Accounts using SSL secure and encrypted settings so that confidential passwords cannot be intercepted by hackers and spammers.

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

The screenshots provided are from Microsoft Outlook 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. Please note that you should always use the "Manually Configure" option, never Automatic, because there are a few details that do vary from common defaults.

In Microsoft Outlook, 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

Quick change existing email account settings in 2 steps

Change both the Incoming and Outgoing mail server names to : opal.relentlesshosting.com.au

Incoming and Outgoing Server Names

More Settings ... Advanced tab.

Incoming and Outgoing Email Server Port Numbers

Change the Incoming and Outgoing Server Port Numbers as shown. Select SSL and TLS encrypted connections as shown.

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


New Email Account Setup, Step by Step Video Demo

Substitute all the details provided below


Settings for POP3 SSL Secure and Encrypted Email Send and Receive

Account Type : POP3
Incoming Mail Server : opal.relentlesshosting.com.au
Outgoing Mail Server : opal.relentlesshosting.com.au

Username : Your full email address
Password : CaSeSensitive   (refer to your Excel Sheet)

POP3 Email Account Settings

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. 7 days is my recommended auto-delete setting, although you can select a longer period if desired. This is why POP is the better Mail Account choice.

More Settings ...

General Email Settings

Outgoing Server

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

Outgoing Email Server Settings

Advanced Server Port Numbers, the important bit

Incoming Server (POP3) Port Number : 995
This server requires an encrypted connection (SSL) : Tick Box, YES

Outgoing Server (SMTP) Port Number : 587
Use the following type of encrypted connection : TLS
BUT on an iPhone or iPad, select : Use SSL

Email Server Port Numbers

Delivery

Leave a copy of message on the server : Tick Box, YES   (Now you can receive messages on multiple devices.)
Remove from server after : 7 days   (Now old messages get cleaned off the server to save space.)

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


Previous Insecure Settings (Still work, but not recommended)

Account Type : POP3
Incoming Mail Server : mail.yourdomain.com.au
Outgoing Mail Server : mail.yourdomain.com.au

Username : Your full email address
Password : CaSeSensitive   (refer to your Excel Sheet)

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

Incoming Server (POP3) Port Number : 110
This server requires an encrypted connection (SSL) : NO

Outgoing Server (SMTP) Port Number : 587
Use the following type of encrypted connection : None

 
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