Configuring Your Mail in Microsoft Outlook

This guide will show you how to add your email address to Microsoft Outlook. We used Outlook 2007 for the guide, but the very same settings work in Outlook 2010 through to 2016 according to our tests.

Note that due to a lack of TLS support in Outlook 2003  it is not possible to use this version of Outlook with our servers. You  must upgrade email clients or switch to one that supports TLS like Thunderbird.

Preparations

If you haven’t already done so, be sure to create the mail account in Plesk.

To ensure your login credentials are correct, please login to webmail before proceeding with this guide. If you can login successfully, read on! If not, please reset your password and ensure you can login to webmail before continuing.

1. Open Microsoft Outlook

Launch Outlook. This is normally found under Start > All Programs > Microsoft Office > Microsoft Office Outlook.

If this is the first account you will be adding to Outlook, then you will be presented with the new Account wizard automatically. If you already have an account configured, please choose Tools > Account Settings > New (If you’re using Outlook 2010 go to: File > Info > Account Settings).

2. Add a New Account

Check the box “Manually configure server settings or additional server types” and choose Next.

Select “Internet E-Mail” and click Next.

Provide your name and email address. For this guide we’ll be setting the account type to IMAP.

You may alternatively choose to set up a POP/POP3 type email account. If you choose to use POP instead of IMAP, further on in this guide we’ll be manually entering ports that will only work for IMAP, so be sure to replace those with the correct ones for POP as found in our Knowledgebase. It’s important to note that due to a lack of support for secure TLS POP connections in Outlook, the connection may fail, in which case you must remove the account and re-add it as an IMAP type account.

Server Names

For both incoming and outgoing servers, enter your server hostname. Your server hostname can be found within our Client Centre by logging in here, then choosing “Manage” beside your hosting plan. The server hostname is the value under “Server Name” that is in parentheses and will have a spice or herb followed by .websavers.ca, such as rosemary.websavers.ca.

If you instead opt to use mail.yourdomain.com, you will get constant warnings about a mismatched certificate. It is strongly recommended to use your server hostname and not mail.yourdomain.com

User Name

Enter your full email address as your User Name, it will not function with just the first part of the address (like test rather than test@websavers.ca).

Password

Supply the password that you specified when you created the account in Plesk.

Be sure the box for “Require logon using Secure Password Authentication (SPA)” is unchecked.

3. Advanced Configuration (More Settings)

Outgoing Authentication

Click More Settings, then choose the “Outgoing Server” tab in the window that pops up.

Check the box that says “My outgoing server (SMTP) requires authentication and be sure “Use same settings as my incoming mail server” is selected as shown in the screenshot.

Ports and Encryption

Go to the Advanced tab:

Be sure to configure this exactly as you see in the screenshot.

  • Incoming server port: 143 with encryption set to TLS. (Port 993 with TLS may also work).
  • Outgoing server port: 587 with encryption set to TLS. Keep a close eye on the ports; they may automatically reset to their defaults after changing the encryption drop down.
  • If you’re setting up email on Outlook 2003, you will not be able to connect to our servers due to a lack of support for TLS. You must use a newer version of Outlook or switch to a more modern mail application.
  • IMPORTANT: Set the Root folder path to INBOX in all caps.
  • If you get a pop-up requiring that you approve the secure certificate, be sure you say yes and approve it.
  • Choose OK and then use the “Test Account” button to ensure everything is working as it should be.

Finish setting up your account and test both sending and receiving email just to be sure it works as expected.

Note that if your account is migrated to another server in the future, your server name may change. If your server name changes, you must update your mail configuration and replace the old server name with the new one.
If you wish to store your sent emails on the server so they are accessible on all devices, follow the directions in our knowledgebase to configure Outlook to use a server-side sent folder.

Troubleshooting

I’m not able to receive email

If you are unable to receive email and Outlook is telling you your username or password is incorrect, go back to your account settings by going to the Tools menu, choosing Account Settings, selecting your account and clicking the “Change” button. Then double check the following:

  1. Be sure that “Require logon using Secure Password Authentication (SPA) is not checked.
  2. Login to webmail at https://webmail.websavers.ca to be sure that your username (email address) and password are both correct. Once you’ve confirmed you can login via webmail, retype the email address and password in your account settings.
  3. Under More Settings > Advanced tab, be sure that you’ve entered the Incoming Server port correctly. See here for the correct ports.

I’m not able to send email

When you’re not able to send email, go back to your account settings by going to the Tools menu, choosing Account Settings, selecting your account and clicking the “Change” button. Then double check the following:

  1. Be sure the Outgoing mail server is set to mail.yourdomain.com
  2. Click More Settings and proceed to the Outgoing Server tab. Be sure that the option entitled My outgoing server (SMTP) requires authentication is checked and it is set to “Use same settings as my incoming mail server”
  3. Under the Advanced tab, be absolutely sure that the Outgoing server (SMTP) port is set to 587. The default of 25 will not function.

Jordan is a computer, security, and network systems expert and a lover of all things web and tech. Jordan consults with project management for software companies. Jordan is a founder and managing partner at Websavers Inc.