Learn Email

Understanding the Email service will help you set up and manage your email accounts!

• Last Updated: 10/03/2020
• ( 6 minutes reading )

How to set up an Email in Microsoft Outlook 2016


Microsoft Outlook is unarguably one of the most popular and widely used Email Clients. Incorporating a robust feature set, such as calendar, task manager, contact manager, and more, Outlook remains the most comprehensive software primarily used as an email application. In this tutorial, we will step-by-step guide on setting up your Email Accounts in the Outlook Client.


Getting Started

Please bear in mind that this tutorial assumes the email account you will be setting up in Outlook exists on your hosting account. If you have not created it yet, please take a moment to review our tutorial based on How to create Email accounts in cPanel.

Lastly, you will need to gather the configuration details required to begin the Outlook email setup:

  • The Email Account Name(this is typically the name of the account, e.g., [email protected]
  • The Email Password
  • The IMAP/POP(Incoming) server and port
  • The SMTP(Outgoing) server and port

Suppose you are a HostArmada customer and are using our email services. In that case, you will find the required details in the [HostArmada] New Account Information” email containing all the essential information of your hosting account with us. You can directly review the email from your Client Area by clicking on the email icon located at the top menu bar.

You can also find the configuration details in your cPanel account by navigating to the EMAIL section > Email Accounts > Connect Devices.

In case you have any difficulties finding the details, please make sure to submit a ticket request to our team, and they will gladly provide you with them.


How to Configure your IMAP/POP3 and SMTP Outlook Email Settings

Whenever you are ready, please open the Outlook Email Client. Once opened, please access the “File” tab located at the Email Menu bar at the top.


Accessing the File tab


On the new screen, please click on the “Add Account” button.


Adding a new account


This action will take you to the “Add Account” dialog where you will need to select the “Manual setup or additional server types” radio button and click on “Next”.


Manual Setup


At the second “Choose Service” step, please make sure to select the “POP” or “IMAP” radio button and hit “Next”.


Selecting the POP or IMAP option


The Outlook 2016 email application will redirect you to the “Account Settings” section, where you need to enter your email setup details. You will notice that it is divided into a few areas containing different information.

User Information:

  • Your name - In this field, you will need to specify your name. The email application will show this name to recipients when you use it to send mail.
  • Email address - Here, you will need to specify the mail account you will use for the Outlook email setup.

Server Information:

  • Account Type - From this dropdown menu, you will need to select “IMAP” or “POP3” depending on your Outlook email setup preference.
  • Incoming mail server - In this field, you need to specify the incoming mail server. Usually, this setting will be “mail.domain.com”, where “domain.com” is your actual domain name.  Note that your domain name’s DNS records should be configured appropriately for that setup to work. Alternatively, you can directly use the hostname of the server (e.g., eude1.armadaservers.com).
  • Outgoing mail server (SMTP) - The same applies to the outgoing mail server, as well. You can use either “mail.domain.com” or directly the hostname of the server where your domain is.

Logon Information:

  • User Name - In this field, you will need to enter the username of your Email Account. Typically this is the full email address or the email address prefix. If you are a HostArmada customer, please make sure to enter the full email address.
  • Password - In here, you will need to enter the password associated with the email address you created. Below this field, you will notice a Remember password checkbox, which will save your password, and Outlook will use it each time you send it.

The “Require logon using Secure Password Authentication (SPA)” checkbox controls whether to use SPA for server login. In our case, please make sure to keep it disabled.



Configuring Email Account settings


When you are ready, please click on the “More Setting” button to configure the ports and encryption type.

When you have the “Internet E-mail Settings” dialog opened, please switch to the “Outgoing Server” tab.

To send emails using the Outlook Email Client successfully, please make sure to tick the “My outgoing server (SMTP) requires authentication” checkbox.

The radio buttons below determine the login credentials which you will use. You can leave it set to “Use same settings as my incoming mail server” unless you are using a different SMTP server to send emails exclusively.


Outgoing server authentication settings


Now, please switch to the “Advanced” tab and configure the ports and encryption methods.

For the “Incoming server (IMAP)”, you can either use the default, non-SSL port 143 or port 993, which runs over an encrypted connection with SSL. For port 143, you should set the encryption to “None”, while for port 993, you should configure “SSL”.

In case you want to do a POP3 Outlook email setup, you can either use the default, non-SSL port 110, or the secure port 995. For port 110, you should set the encryption to “None”, while for port 995, you should configure “SSL”.

For the “Outgoing server (SMTP)”, you can use the default, non-SSL port 25. Alternatively, you can use the encrypted ports 465 or 587. If you use port 25, you should set the encryption to “None”, as for port 465 - “SSL”, and for port 587 to “TLS”.


Configuring Advanced settings


When you are ready, please click on the “OK” button to continue further.

Afterward, the email application will direct you back to the “Account Settings” dialog, and you will need to click on the “Next” button to continue with the Outlook Email setup.

Once you have done the above, the Outlook client will initiate a test of the account settings to confirm the incoming and outgoing configurations inserted correctly. When it completes the test, you will need to click on the “Close” button on the final screen.


Testing account settings


Finally, click on the “Finish” button, and you will be ready with the Outlook email setup.


Finishing account setup


As soon as you finalize the Outlook Email setup, you will see all your messages displayed in the middle section. Please bear in mind that if the email account contains a lot of data, it might take some time until it is successfully synced.

Well done! You have managed to configure your email account in the Outlook Email Client successfully. We hope you have found our tutorial useful and our guidance easy to follow. Should you require any further assistance, please do not hesitate to contact our Support Team.

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