How to set up email in Outlook 2016 or Microsoft 365

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July 13, 2021
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How to set up email in Outlook 2016 or Microsoft 365

How to set up email in Outlook 2016 or Microsoft 365

This guide takes you step-by-step through the process of setting up a new email account in Outlook 2016 or Outlook for Microsoft 365.

Your mailbox is also available online via Webmail.

Replace example.co.za with your domain name.

  1. Launch Outlook
  2. Then select File on the top left menu bar (Fig 1)
How to set up email in Outlook 2016 or Microsoft 365. Launch Outlook Then select File on the top left menu bar (Fig 1)
Fig 1

3. Select the Add Account button in the middle of the screen, then Account Settings (Fig 2)

How to set up email in Outlook 2016 or Microsoft 365. Select the Add Account button in the middle of the screen, then Account Settings (Fig 2)
Fig 2

4. Insert your email address (Fig 3).
5. Select Advanced options, then select Let me set up my account manually  > Connect

How to set up email in Outlook 2016 or Microsoft 365. 4. Insert your email address (Fig 3). 5. Select Advanced options, then select Let me set up my account manually > Connect
Fig 3

6. This temporary screen (Fig 4) will then display.

6. This temporary screen (Fig 4) will then display.
Fig 4

7. After Fig 4, this screen (Fig 5) will display the various account options, then select POP or IMAP

7. After Fig 4, this screen (Fig 5) will display the various account options, then select POP or IMAP
Fig 5
Manual settings

8. Server Settings: (Note that some versions of Outlook don’t allow you to adjust server settings at this stage. In these cases, complete the account setup and then check your server settings by going to File > Info > Account Settings dropdown > Server Settings). For example, see Fig 6.

  • Incoming mail: add mail. before your domain name. For example mail.example.co.za*
    • Port 993 (or 995 for POP)
    • Encryption method: SSL/TLS
    • Require logon using Secure Password Authentication (SPA) is unticked
  • Outgoing mail: add smtp. before your domain name. For example smtp.example.co.za*
    • Change Port to 465 (not 25)
    • Encryption method: SSL/TLS
    • Require logon using Secure Password Authentication (SPA) is unticked
email Outlook 2016. 8. Server Settings: (Note that some versions of Outlook don’t allow you to adjust server settings at this stage. In these cases, complete the account setup and then check your server settings by going to File > Info > Account Settings dropdown > Server Settings). For example, see Fig 6.
Fig 6

9. Then click Connect. Your device will now establish communication with your mail server.
10. You will then be prompted for the password

email Outlook 2016. 9. Then click Connect. Your device will now establish communication with your mail server. 10. You will then be prompted for the password
Fig 7

11. Your setup is complete!

email Outlook 2016. 11. Your setup is complete!
Fig 8

12. Send a test mail and if there are any errors, please contact us for additional support.

* Note: In isolated cases mail.domain (e.g. mail.example.com) and smtp.domain won’t work. In these cases, you will need to use the server name instead e.g. www34.cpt1.host-h.net. Please contact our support team.