Setting Up Microsoft Outlook

Not all versions of MS Office contain their flagship "PIM" (Personal Information Manager), Outlook which collects together Mail, Calendar and Address Book applications.  If you don't have Outlook in your package, you may choose to download Windows Live Mail, which is a similar but cut-down version.  Otherwise you might try Thunderbird, an application by the people who brought you Firefox.

Microsoft's support for Office 2003 finishes at the same time as for Windows XP (April 8th 2014).
You really should not be using this software on a computer that is connected to the Internet

The screenshots below come from an Office 2013 installation.  See here for the Outlook 2010 page.

Set up a new account

(If you are here because you want to update your system for the new servers,
then go to "Editing Outlook 2013 settings")

Open Office 2013
Outlook 1

Click,first, on the "File" tab (1).   That should show you a new screen:

Outlook 2

Click "Add account" (2)

There are several boxes here - but we are going to meet them all over again shortly,
so simply click on "Manual Setup or additional server types".

This will "Grey-out" all of the boxes but it will allow you to click the "Next" button.
Do that.

Outlook 4

Click the round button marked  POP or IMAP (1)
Click "Next"


This is where it all goes in...

1. Your Name.  This is the name that will appear in all of the emails you send.
2. Your Email Address The address of the account you are setting up
3. Account type. This is a crucial decision.  Once you make it, you can't change it in this account.
See the note below
4. Servers.  These are both set exactly the same:
If your site is on Chamuel then this will be
If your site is on Jophiel then this will be
(Note that Jophiel is a address)
5. User Name. This is the same as your email address - it must all be in lower case.
6. Password. If you don't know it, ask your administrator or click here for some help.
7. SPA Authentication. This should NOT be ticked.

Before you click "Next", you must visit "More Settings" (8)


The first "General" tab (1) has little that's important here.  You can change the name of your account
- it can be anything you like because it is not seen anywhere apart from this computer.

On the Outgoing Server tab (2), you need to tell it to authenticate your settings when sending mail. (3)
It just needs your user name and password, so tell it to use them from your incoming mail settings.

The final "Advanced" tab (4) has more settings.  Here, we are telling the server which "ports" to listen on.
They are set up to use only the "secure" ports and, therefore, to send data securely (5) and (7).

The secure ports are numbered:
POP3:  995
IMAP:  993
SMTP: 465

Make sure that they are set right.  Sometimes it will try to set the SMTP port to 25 - that's wrong!

All three ports need to use "Secure Socket Layer" encryption (SSL) (6) and (8)

You can ignore the other settings and press "OK" (9)


The "More Settings" box will close and the computer will try to connect in order to test all that you've typed in.

With luck, you'll see the results shown above.  If there is something wrong, when you close the box (10)
you will be left on the original screen.  Check through the settings. 
The "Test" dialog box may give you some clues as to what is wrong. 
Notice that it tries, first, to read you email (IMAP or POP3 settings).
Next it tries to send a message (SMTP settings).

If nothing works, do check that you are actually connected to the Internet! 
Does your Web Browser work OK?  If not, you aren't connected.

If all is well, you'll get another congratulation message -and you are ready to go.