Email Incoming Server Settings - Quick Steps

The email incoming server settings for an email account are the server address and port numbers of the POP and IMAP protocols. POP stands for Post Office Protocol. It will download the email messages to the local computer and so you cannot access the same email account on any other email clients. IMAP stands for Internet Message Access Protocol. Unlike POP, it only copies your email messages from the email server to your local computer. All the email clients like Outlook support standard POP3/IMAP email accounts. If you wish to configure your Office365 email account manually with incoming and outgoing mail server settings on Outlook 2016, follow these steps.

  • Step 1: On your Windows computer, launch the Outlook app by double-clicking the Outlook 2016 shortcut icon on the desktop.
  • Step 2: Click the File menu available at the top-left corner of the screen.
  • Step 3: Navigate to the left-side panel and click the Info tab.
  • Step 4: Click the Add Account button to open the Auto Account Setup page.
  • Step 5: Enable the Manual setup or additional server types radio button at the bottom of the Auto Account Setup page and click Next.
  • Step 6: Choose the POP or IMAP option and click Next.
  • Step 7: On the Internet Email Settings screen, navigate to the User Information section and enter your name and email address in the required fields for outlook incoming server settings.
  • Step 8: Navigate to the Server Information section, choose either POP or IMAP as your account type from the drop-down menu.
  • Step 9: Enter ‘outlook.office365.com’ in the Incoming mail server field for email incoming server settings.
  • Step 10: Enter ‘smtp.office365.com’ in the Outgoing mail server (SMTP) field.
  • Step 11: Under the Logon Information section, enter your email address and password.
  • Step 12: Click the More Settings button available at the bottom-right corner of the screen and go to the Outgoing Server tab.
  • Step 13: Enable the My outgoing server (SMTP) requires authentication checkbox and select the Use same settings as my incoming mail server option.
  • Step 14: Click the Advanced tab and configure the server port and SSL settings for both the incoming and outgoing servers.
  • Step 15: Click OK and return to the Internet Email Settings screen.
  • Step 16: Click the Test Account Settings button to verify your server settings.
  • Step 17: Once verified, click Next and select Finish to complete your email incoming server settings on your account.