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How to Configure POP and SMTP Server Settings in Outlook 2016
Question details
The user needs to set up a POP or IMAP email account in Microsoft Outlook 2016 using the correct Exchange Online server addresses and port numbers.
- Product
- Microsoft Outlook 2016
- Device & OS
- not provided
- Scenario
- Manually configuring an Exchange Online email account in Outlook 2016 using POP and SMTP protocols.
- Observed behavior
- The user must enter specific incoming and outgoing server addresses, along with their respective port and encryption settings, to successfully connect the email account.
Ensure you have your Exchange Online email address and password ready, and verify that your network or firewall allows outgoing traffic on ports 995 and 587.
Configure Exchange Online Account Manually in Outlook 2016
Use the manual setup wizard in Outlook 2016 to input the exact Microsoft 365 server addresses and port settings for incoming (POP) and outgoing (SMTP) mail.
By default, Outlook attempts to set up accounts automatically. However, for specific POP or IMAP configurations via Exchange Online, manual setup ensures the correct servers and encryption protocols are applied.
Launch Outlook 2016. Click on 'File' in the top left corner, then select 'Add Account' under the Info tab.
Choose the option for 'Manual setup or additional server types' at the bottom of the window and click 'Next'. Then select 'POP or IMAP' and click 'Next' again.
Fill in your name and email address. For Account Type, select POP. For the Incoming mail server, type 'outlook.office365.com'. For the Outgoing mail server (SMTP), type 'smtp.office365.com'. Enter your full email address as the User Name and input your password.
Click the 'More Settings' button and navigate to the 'Advanced' tab. Set the Incoming server (POP3) port to 995 and check the box that says 'This server requires an encrypted connection (SSL)'. Set the Outgoing server (SMTP) port to 587 and choose 'TLS' or 'STARTTLS' from the encrypted connection drop-down menu.
While still in 'More Settings', go to the 'Outgoing Server' tab. Check the box for 'My outgoing server (SMTP) requires authentication' and select 'Use same settings as my incoming mail server'. Click 'OK', then 'Next' to test the connection and finish the setup.
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Frequently Asked Questions
What are the IMAP server settings for Exchange Online in Outlook 2016?
If you prefer IMAP over POP, use 'outlook.office365.com' for the incoming server. The port number for IMAP is 993, and it requires an SSL/TLS encrypted connection.
Why is my outgoing SMTP server connection failing in Outlook?
SMTP connection failures often happen due to incorrect port numbers or blocked network ports. Ensure you are using port 587 with SSL/TLS encryption for 'smtp.office365.com', and verify that your ISP or firewall is not blocking this specific port.
What is the difference between POP and IMAP in Outlook?
POP downloads emails from the server directly to your local device and typically removes them from the server, making it ideal for a single device. IMAP syncs your emails across multiple devices in real-time, keeping them securely stored on the email server.
