How to Set Up Your Outlook 365 Email Address as IMAP or POP

This guide will walk you through setting up your Outlook 365 email using IMAP or POP with the following Secure SSL/TLS settings for your domain.

Step 1: Email Settings Overview

Before you begin, make sure you have the following information ready:

Secure SSL/TLS Settings (Recommended):

• Username: Full Email Address
• Password: Use your email account’s password.

IMAP Settings:

• Incoming Server: mail.yourdomain.co.za
• IMAP Port: 993
• Encryption: SSL/TLS

POP Settings:

• Incoming Server: mail.yourdomain.co.za
• POP3 Port: 995
• Encryption: SSL/TLS

SMTP Settings (for sending emails):

• Outgoing Server: mail.yourdomain.co.za
• SMTP Port: 465
• Encryption: SSL/TLS

Both IMAP, POP3, and SMTP require authentication using the email account’s username (your email address) and password.

Step 2: Choose IMAP or POP

• IMAP: Synchronizes your emails across all devices, keeping them on the server.
• POP: Downloads emails to one device and removes them from the server.

IMAP is recommended if you plan to access your email from multiple devices. This requires additional hosting account disk space on a continious basis.

Step 3: Set Up Email in Your Client

For Microsoft Outlook (Desktop)

1. Open Microsoft Outlook.
2. Click on File in the top-left corner.
3. Select Account Settings > Manage Profiles.
4. In the window that appears, click Email Accounts.
5. Click New to add a new account.
6. Select Manual setup or additional server types and click Next.
7. Choose POP or IMAP and click Next.
8. Enter the following information:
   • Your Name: Enter your name.
   • Email Address: you@yourdomain.co.za.
   • Account Type: Choose either IMAP or POP.
     • If IMAP:
       • Incoming mail server: mail.yourdomain.co.za
       • IMAP Port: 993 (with SSL/TLS)
     • If POP:
       • Incoming mail server: mail.yourdomain.co.za
       • POP3 Port: 995 (with SSL/TLS)
   • Outgoing mail server (SMTP): mail.yourdomain.co.za (Port 465, SSL/TLS)
   • Username: Email address
   • Password: Enter your email password.
9. Click More Settings.
10. Go to the Outgoing Server tab and ensure My outgoing server (SMTP) requires authentication is checked. Choose Use same settings as my incoming mail server.
11. Go to the Advanced tab and confirm:

• IMAP: Incoming server (IMAP): 993, Encryption: SSL/TLS
• POP: Incoming server (POP3): 995, Encryption: SSL/TLS
• Outgoing server (SMTP): 465, Encryption: SSL/TLS

12. Click OK, then Next.
13. Outlook will test the connection. If successful, click Finish.

For Apple Mail (Mac)

1. Open Mail and go to Mail > Preferences.
2. Under Accounts, click the + button to add a new account.
3. Select Other Mail Account and click Continue.
4. Enter your name, email (you@yourdomain.co.za), and password, then click Sign In.
5. Choose IMAP or POP as the account type:
   • For IMAP:
     • Incoming server: mail.yourdomain.co.za
     • IMAP Port: 993 (SSL/TLS)
   • For POP:
     • Incoming server: mail.yourdomain.co.za
     • POP3 Port: 995 (SSL/TLS)
6. Enter the Outgoing Server: mail.yourdomain.co.za (Port 465, SSL/TLS).
7. Click Sign In to complete the setup.

For Mozilla Thunderbird

1. Open Thunderbird and go to the Menu (three lines) > Account Settings.
2. Click Account Actions > Add Mail Account.
3. Enter your name, email (you@yourdomain.co.za), and password, then click Continue.
4. Select IMAP or POP:
   • For IMAP:
     • Incoming server: mail.yourdomain.co.za
     • IMAP Port: 993 (SSL/TLS)
   • For POP:
     • Incoming server: mail.yourdomain.co.za
     • POP3 Port: 995 (SSL/TLS)
5. Set the Outgoing server (SMTP): mail.yourdomain.co.za (Port 465, SSL/TLS).
6. Click Done to complete the setup.

Step 4: Test the Email Setup

Once the setup is complete, send and receive a few test emails to make sure everything is functioning correctly:

• For IMAP, check that emails sync across multiple devices.
• For POP, ensure emails are downloading to your device.

Troubleshooting Tips

• Authentication Issues: Double-check the username (you@yourdomain.co.za) and password.
• Outgoing Mail Not Working: Confirm the SMTP settings (Port 465 with SSL/TLS) are correctly configured and authentication is enabled.
• SSL/TLS Errors: Ensure the email client supports SSL/TLS encryption and the correct ports are used.

That’s it! You’ve successfully set up your Outlook 365 email address using either IMAP or POP with your domain.