This guide aims to help you to set up a new email account in Microsoft Outlook. This tutorial is based on Outlook 2003 so your version might vary slightly.
Step 1: Get the information you need
You will need to get the name of the email account i.e. info@mydomain.com and the password for that email address. This will be set up by either your IT department or by Cognite. You will also need to get the POP3 and SMTP server settings. The POP3 server name is the name of the server that will handle all incoming email to your email account. SMTP handles all email leaving your outbox and going to the recipient. These generally look like: pop.mydomain.com and smtp.mydomain.com.
Step 2: Set up the account
Here is a step by step procedure for filling out all the information when setting up the email account :
- Open MSOutlook and navigate to Tools/Email Accounts from the menu on top
- Choose “Add a new email account” and press “next”
- Choose “Pop3″ and press “next”. You will now see the form to fill out
- Your Name – Type in the name as it will appear on the receiver’s inbox. Try and put the company name first and then the name of the person whose email account it is i.e. “FDI Consultants – John Doe”. This will allow your emails to sit right next to each other in the recipient’s inbox when he sorts by sender. He will also know where to look for your emails.
- Email Address – Type in your email address that was created
- User Name – Type out the same email address
- Password – Type out the password that was generated for that email account
- Incoming Mail Server (POP3) – Type in your pop3 server name that was given to you i.e. “pop.mydomain.com”
- Outgoing Mail Server (SMTP) – Type in your SMTP server name that was given to you i.e. “smtp.mydomain.com”
- Select the “Remember Password” check box if not selected already
- Click on the “More Settings” button and click on the Outgoing Server tab on top
- Click on “My outgoing server (SMTP) requires authentication” and leave the radio button to say “Use same settings as my incoming mail server”
- Click on the “OK” button on the bottom to close this window
Step 3: Testing the email account
- Now click on the “Test account settings” and a window should pop up that shows the test. All of the items should pass the test.
- If all items have passed then your account is ready to be used. You can also test it by sending an email to yourself.
Troubleshooting
Sometimes the email test might fail and here are a couple of things to look out for.
- Is the domain ready? If the domain has only been ordered in the last day or so then the email accounts (although created) might not work since they are attached to the domain’s existence. Wait a day or so.
- Your internet connection might be slow and it might fail on a timeout. Try the test again to see if it works on the second try.
- Make sure that the information has been correctly entered into the email account form.
- Make sure that you are not blocked by a firewall on your computer or on your corporate network. You might need to ask your IT Department about that just to make sure.
If you are a Cognite client and you have tried all of the above and your email account still does not work then please contact us for assistance.
