How to set up email in Outlook 2016 or Microsoft 365 on Windows PC

Mark Simon Helpful Resources 27 February 2024 Hits: 315

This step-by-step guide takes you through the process of setting up a new email account in Outlook 2016 or Outlook for Microsoft 365.

If the Mail account is already set up, but giving errors – then refer to our troubleshooting guides for Outlook 2016 or Office 365.

Learn how to set up a new email address in Outlook 2016 or Microsoft 365

Watch Youtube video and learn how to set up a new email address in
Outlook 2016 or Microsoft 365

Your mailbox is also available online via Webmail.

♦ Replace my-domain.co.za with your domain name

First, check your password

Check your password by browsing to Webmail and trying to log in. If you aren’t able to log in, then you have the incorrect password. Forgotten passwords can be reset in the control panel – you will need to get your domain or web administrator to update it for you if you don’t have access.

Steps

1

Launch Outlook.
2

Select File on the top left menu bar.
3

Select the Add Account button in the middle of the screen.
4

Insert your email address.
5

Select Advanced options, then select Let me set up my account manually > Connect
6

This screen will display the various account options – select POP or IMAP (choose IMAP if you want to access your mail on more than one device e.g. laptop and cell phone).
7
Server Settings: These settings can be found by entering your email address in the Show Settings box at the top of this article.

Note that some versions of Outlook don’t allow you to adjust server settings at this stage. In these cases, complete the account setup and then check your server settings by going to File > Info > Account Settings dropdown > Server Settings.
Incoming mail: add mail. before your domain name e.g. mail.my-domain.co.za*
- - - Port 993 (or 995 for POP)
      
      Encryption method: SSL/TLS
      
      Require logon using Secure Password Authentication (SPA) is unticked
Outgoing mail: add smtp. before your domain name e.g. smtp.my-domain.co.za*
- - - Change Port to 465 (not 25)
      
      Encryption method: SSL/TLS
      
      Require logon using Secure Password Authentication (SPA) is unticked
8

Click Next.
9

You will now be prompted for the password.
10

Your setup is complete! You may click Done.