Add an email account by using advanced settings

The Auto Account Setup feature automatically starts and helps you configure account settings for your email accounts when you start Microsoft Outlook 2010 for the first time. If your email account can’t be automatically configured, you must enter the required additional information manually. This includes advanced settings such as incoming and outgoing mail server names, server port numbers, and server authentication methods.

The manual setup of an email account is a two-step process. After you add an email account, you then manually configure advanced settings.

 Note    Because there are many account configurations, this article contains general guidance for manually configuring email accounts. It is recommended that you try the Auto Account Setup before manually configuring an email account. Contact your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) or email administrator for questions about your account.

What do you want to do?


Step 1: Manually add an email account

There are three ways to manually add your email account. Most people have only one profile and should use the Add to the running profile section.

 Note    Manual configuration of Microsoft Exchange Server accounts can’t be done while Outlook is running. Use the steps in the Add to an existing profile or Add to a new profile sections.

Add to the running profile

  1. Click the File tab.
  2. Under Account Information, click Add Account.

Backstage view and the Add Account command

  1. Click Manually configure server settings or additional server types, and then click Next.

The Choose Service dialog box appears.

Choose Server option in the Add New Account dialog box

  1. Proceed to one of the following sections:

Add to an existing profile

  1. Close Outlook.
  2. In Control Panel, click or double-click Mail.

ShowWhere is Mail in Control Panel?

Mail appears in different Control Panel locations depending on the version of the Microsoft Windows operating system, Control Panel view selected, and whether a 32- or 64-bit operating system or version of Outlook 2010 is installed.

The easiest way to locate Mail is to open Control Panel in Windows, and then in the Search box at the top of the window, type Mail. In Control Panel for Windows XP, type Mail in the Address box.

 Note    The Mail icon appears after Outlook starts for the first time.

The title bar of the Mail Setup dialog box contains the name of the current profile. To select a different existing profile, click Show Profiles, select the profile name, and then click Properties.

  1. Click E-mail Accounts.
  2. Proceed to one of the following sections:

Add to a new profile

  1. Close Outlook.
  2. In Control Panel, click or double-click the Mail module.

ShowWhere is Mail in Control Panel?

Mail appears in different Control Panel locations depending on the version of the Microsoft Windows operating system, Control Panel view selected, and whether a 32- or 64-bit operating system or version of Outlook 2010 is installed.

The easiest way to locate Mail is to open Control Panel in Windows, and then in the Search box at the top of the window, type Mail. In Control Panel for Windows XP, type Mail in the Address box.

 Note    The Mail icon appears after Outlook starts for the first time.


  1. Under Profiles, click Show Profiles.
  2. Click Add.
  3. In the New Profile dialog box, type a name for the profile, and then click OK.

This is the name that you see when you start Outlook if you configure Outlook to prompt you for which profile to use.

  1. Click E-mail Accounts.
  2. Proceed to one of the following sections:

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Step 2: Manually configure the email account

POP3 or IMAP account

A POP3 account is the most common type of email account.

An IMAP account is an enhanced type of email account that provides multiple mail folders on a mail server. Both Google GMail and AOL accounts can be used in Outlook 2010 as an IMAP account.

If you aren’t sure what type of account that you use, contact your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) or email administrator.

  1. Click Internet E-mail, and then click Next.

Manual account setup dialog box

  1. Under User Information, do the following:
    1. In the Your Name box, type your name the way that you want it to appear to other people.
    2. In the E-mail Address box, type the complete email address assigned by your mail administrator or ISP. Make sure to include the user name, the @ symbol, and the domain name, for example, pat@contoso.com.
    3. In the Password and Retype Password boxes, type the password that was either assigned to you or that you created.

 Tip    Your password might be case-sensitive. Make sure that the CAPS LOCK key isn’t on when you enter your password.

  1. Under Server Information, do the following:
  1. In the Account Type list, choose POP3 or IMAP.
  2. In the Incoming mail server box, type the full name of the server provided by your ISP or mail administrator. Often this is mail followed by your domain name, for example, mail.contoso.com.
  3. In the Outgoing mail server (SMTP) box, type the full name of the server provided by your ISP or mail administrator. Often this is mail followed by your domain name, for example, mail.contoso.com.
  1. Under Logon Information, do the following:
  1. In the User Name box, type the user name that is provided by your ISP or mail administrator. This might be the part of your email address before the @ symbol, such as pat, or it might be your complete email address, such as pat@contosco.com.
  2. In the Password box, type the password provided by your ISP or mail administrator, or one that you created.
  3. Select the Remember password check box.

 Note    You have the option to save your password by typing it in the Password box and selecting the Remember password check box. If you choose this option, you don’t have to type your password every time that you access the account. However, this also makes the account vulnerable to anyone who has access to your computer.

ShowLearn more about password best practices

Use strong passwords that include and mix a minimum of eight uppercase and lowercase letters, numbers, and symbols such as Y6dh!et5. A longer and complex password helps improve password protection.

 Important    It is very important that you remember your password. If you forget your password, Microsoft isn’t retrieve it. Any password that you write down should be kept in a secure location, away from the information that it helps protect.

  1. Optionally, you can name your email account as it appears in Outlook. This is useful if you are using more than one email account. Click More Settings. On the General tab, under Mail Account, type a name that will help you identify the account, for example, My Home Mail.
  2. Your email account might require one or more of the following additional settings. Contact your ISP if you have questions about which settings to use for your email account.
  • SMTP authentication     Click More Settings. On the Outgoing tab, select the My outgoing server (SMTP) requires authentication check box, if it is required by your account.
  • POP3 encryption    For POP3 accounts, click More Settings. On the Advanced tab, under Server Port Numbers, under Incoming server (POP3), select the The server requires an encrypted connection (SSL) check box, if your ISP instructs you to use this setting.
  • IMAP encryption    For IMAP accounts, click More Settings. On the Advanced tab, under Server Port Numbers, under Incoming server (IMAP), for the Use the following type of encrypted connection option, click None, SSL, TLS or Auto, if your ISP instructs you to use one of these settings.
  • SMTP encryption    Click More Settings. On the Advanced tab, under Server Port Numbers, under Outgoing server (SMTP), for the Use the following type of encrypted connection option, click None, SSL, TLS or Auto, if your ISP instructs you to use one of these settings.
  1. Click Next.

By default, the Test Account Settings by clicking the Next button check box is selected. This option verifies that your account is working. If there is missing or incorrect information, such as your password, you are prompted to supply it or correct it.

  1. Click Finish.

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Microsoft Exchange Server account

Microsoft Exchange accounts are used by organizations as part of a suite of collaboration tools including email messaging, calendar and meeting scheduling, and task tracking. Some Internet service providers (ISPs) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) also offer hosted Exchange accounts for people. If you aren’t sure what type of account that you use, contact your ISP or email administrator.

Manual configuration of Microsoft Exchange accounts isn’t be done while Outlook is running. To add a Microsoft Exchange account, you must follow the steps in Add to an existing profile or Add to a new profile, and then do the following:

  1. Click Manually configure server settings or additional server types, and then click Next.
  2. Click Microsoft Exchange, and then click Next.
  3. Type the name that was assigned by your mail administrator for the computer that is running Exchange.
  4. To use Cached Exchange Mode, select the Use Cached Exchange Mode check box.

ShowMore information about Cached Exchange Mode

Cached Exchange Mode gives you a better experience when you use an Exchange account. In this mode, a copy of your mailbox is stored on your computer. This copy provides quick access to your data, and it is frequently updated with the server that runs Microsoft Exchange.

If you can’t turn on Cached Exchange Mode, one or more of the following might apply:

  • An Exchange email account doesn't exist in your Microsoft Outlook profile     This feature requires that your Outlook profile contain an Exchange account.
  • Your Exchange server administrator has disabled this functionality     Exchange administrators can disable this feature in Outlook. For more information, contact your Exchange administrator.
  • Microsoft Terminal Services is installed     Cached Exchange Mode isn’t available on computers that run Windows Server when Microsoft Terminal Services is installed.
  1. In the User Name box, type the user name assigned by your mail administrator. This is usually not your full name.
  2. Optionally, do any of the following:
    • Click More Settings. On the General tab, under Mail Account, type a name that will help you identify the account, for example, My Work Mail.
    • Click More Settings. On any of the tabs, configure the options that you want.
    • Click Check Names to verify that the server recognizes your name and that your computer is connected to the network. The account and server names that you specified in steps 3 and 5 should become underlined. If your name doesn’t become underlined, contact your Exchange administrator.
  3. If you clicked More Settings and opened the Microsoft Exchange Server dialog box, click OK.
  4. Click Next.
  5. Click Finish.

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Applies to:
Outlook 2010