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About e-mail accounts
You can get the e-mail service you need by adding an e-mail account
to Microsoft Outlook using the information provided to you by your
administrator or Internet service
provider (ISP). Depending on your needs, you can add several e-mail
accounts to a single Outlook user
profile. For example, you can add a Microsoft Exchange Server account
to handle your business e-mail and then add an Internet e-mail account, such as
a POP3 account from your ISP, to handle your personal e-mail.
Outlook supports the following types of e-mail servers:
- Microsoft Exchange Server
- Internet E-mail:
POP3,
IMAP, HTTP
- Additional Server Types
Note Outlook supports the IMAP4 protocol. Some servers
may use an updated standard called IMAP4rev1, which may prevent authentication
of your credentials and access to your account. To verify which IMAP protocol
your server is using, contact your system administrator or ISP.
To get started with an e-mail account, you need to tell Outlook:
Your account name, password, and e-mail
server (adding an account)
The information usually supplied to you by your ISP or
system administrator is:
- Type of account (Exchange Server, POP3, IMAP, HTTP, or
other)
- Name of your incoming server and outgoing server
- Your user name
- Your e-mail address (for example: someone@example.com)
- Your password
Note Sometimes the same server is used for both incoming and outgoing
messages, as with Microsoft Exchange Server. For POP3 and IMAP accounts,
messages you send are submitted to an outgoing server that supports the
SMTP Internet
standard and then are delivered to the recipient. Messages you receive are
stored in your account on a server that supports the POP3 or IMAP Internet
standard.
How to connect to your e-mail server
(connecting/dialing)
You can connect in two ways:
- Over phone lines, by using a modem. You can manually establish a
connection or you can use dial-up networking to automatically connect when you
start Outlook. If you are connecting to a POP3 or IMAP server, your ISP can
supply you with the phone number, modem settings, and network protocols
required.
- Through a local area network (LAN). Your organization might
provide external access to the Internet from your computer through a LAN. Your
administrator can provide you with account information and network protocols to
gain access to the e-mail servers.
When and how to get your e-mail messages from the
server (sending/receiving)
- If you are using Microsoft Exchange Server, you can specify to
work online or offline. Online (connected to the server) is the Outlook
default. Messages you send or receive are delivered immediately. If you specify
to work offline, you can choose how often Outlook connects to the server to
send and receive messages.
- If you are using an Internet e-mail account, you can choose how
often Outlook communicates with your Internet e-mail server to send and receive
messages.
- You can create a Send/Receive group that contains one or more of
the e-mail accounts you have set up in Outlook. You can then specify behavior
for the group, such as time intervals for sending or receiving messages, or how
mail is processed when Outlook is online or offline. With Send/Receive groups
you can:
- Specify whether an account is included when sending/receiving
mail.
- Specify whether mail should be sent, received, or both, from
an account.
- Specify whether attachments should be downloaded.
- Specify size limits on messages to be downloaded.
- Specify folders to include when sending or receiving.
- Specify downloading only headers for new messages.
- Specify different settings for when Outlook is online or
offline.
Where to keep your e-mail messages (data
file)
-
When you use an e-mail account with an Exchange server, by default, your e-mail messages are saved on the Exchange server. For other accounts, Outlook automatically
creates a default data file to store your messages and other
items. The data file is a Personal
Folders file (.pst).