Change email account settings

You must update your e-mail account settings when 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.) password changes, your mail server or the security settings change, or when you want to customize settings, such as how your name is displayed to other people.

The items that you can change vary by account type. For example, if you are using an Exchange account, only the Exchange server administrator can change your name as it is displayed to other people.

What do you want to do?


Change the settings for a Microsoft Exchange account

  1. Click the File tab.
  2. Click Account Settings, and then click Account Settings.

Account Settings in the Backstage view

  1. Select the Exchange account, and then click Change.
    • By default, your Exchange account information is entered automatically, based on your Microsoft Windows network credentials.
  2. To turn on or off Cached Exchange Mode, select or clear the Use Cached Exchange Mode check box.

ShowMore information about Cached Exchange Mode

Cached Exchange Mode provides you with 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 are unable to turn on Cached Exchange Mode, one or more of the following might apply:

  • An Exchange e-mail 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 is not available on computers that run Windows Server when Microsoft Terminal Services is installed.
  1. Click More Settings.
  2. You can change the following settings:
    • On the General tab, under Exchange Account, type a name that will help you identify the account, for example, My Work E-mail.
    • On the General tab, under When starting, click how you want the connection state to be determined when Outlook starts.
    • On the Advanced tab, you can specify additional Exchange mailboxes to open. This can be used if another person has given you access to some of his or her Exchange folders or someone has granted you Delegate Access permissions.
    • To reduce the size of your offline Outlook Data File (.ost) (offline Outlook Data File (.ost): The file on your hard disk that contains a copy of mail messages and Outlook items. The file is synchronized with the information saved on a mail or Exchange server. The offline Outlook Data File has an .ost extension.), on the Advanced tab, click Outlook Data File Settings, and then click Compact Now.
    • Security settings can be changed on the Security tab. You should not adjust these settings unless instructed to do so by your Exchange administrator.
    • When you are away from your organization's network, Outlook Anywhere enables you to connect Outlook to your Exchange server from any Internet location without a using a virtual private network (VPN) connection. To turn on Outlook Anywhere, on the Connection tab, under Outlook Anywhere, select the Connect to Microsoft Exchange using HTTP check box, and then click Exchange Proxy Settings. Your Exchange administrator must enable this feature and provide you the proxy settings.

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Change the settings for a POP3 or IMAP account

In this section


Change your e-mail account password

If you want to change the password that is used to access your mail server, follow the instructions that are provided by your ISP or e-mail administrator. After your password for the mail server changes, then change the password that is saved in the Outlook account settings.

  1. Click the File tab.
  2. Click Account Settings, and then click Account Settings.

Account Settings in the Backstage view

  1. Select the e-mail account for which you want to change the password, and then click Change.
  2. Under Logon Information, in the Password box, type the password that was provided by your ISP or mail administrator or the password that you created.
  3. If you do not want to be prompted to enter your e-mail account password each time you send and receive messages, select the Remember password check box.

 Note   If you select the Remember password check box, your account is accessible to anyone who has access to your computer.

Change your e-mail address

Occasionally, e-mail domain names might change. For example, bruce@cohovineyardandwinery.com might become bruce@cohowinery.com.

  1. Click the File tab.
  2. Click Account Settings, and then click Account Settings.

Account Settings in the Backstage view

  1. Select the e-mail account for which you want to update the e-mail address, and then click Change.
  2. Under User Information, in the E-mail Address box, type the complete e-mail address that was assigned by your e-mail administrator or ISP. Make sure to include the user name, the @ symbol, and the domain name. For example, bruce@cohowinery.com is a valid e-mail address.
  3. Click More Settings.
  4. On the General tab, under Other User Information, if you already specified an e-mail address in the Reply e-mail address box, make sure that it is still correct. If you leave Reply e-mail address blank, when people reply to your e-mail, the address that you entered in step 4 is used.

Change your e-mail server

Sometimes the server that you connect to in order to receive and send e-mail might change.

For example, your ISP notifies you that the outgoing or SMTP (Simple Mail Transfer Protocol (SMTP): A common protocol that is used to send e-mail messages across the Internet.) mail server is changing from outgoing.example.com to smtp.example.com. You can update the server setting in your account settings.

  1. Click the File tab.
  2. Click Account Settings, and then click Account Settings.
    Account Settings in the Backstage view
  3. On the E-mail tab, click the e-mail account that you must change, and then click Change.
  4. Under Server Information, in the Incoming mail server box, type the complete name of the server provided by your ISP or mail administrator. Often this is mail. followed by your domain name, for example, mail.example.com.
  5. Under Server Information, in the Outgoing mail server box, type the complete name of the server provided by your ISP or mail administrator. Often this is smtp. followed by your domain name, for example, smtp.example.com.

Change the way your name is displayed to other people

  1. Click the File tab.
  2. On the Info tab, click Account Settings, and then click Account Settings.

Account Settings in the Backstage view

  1. Select the e-mail account for which you want to update the display name, and then click Change.
  2. Under User Information, in the Your Name box, type your name the way you want it to appear to other people.

Additional settings

  1. Click the File tab.
  2. Click Account Settings, and then click Account Settings.

Account Settings in the Backstage view

  1. Select the account for which you want to change settings.
  2. Click More Settings, and then you can change the following:
    • On the General tab, under Mail Account, type a name that will help you identify the account, for example, Home Mail.
    • If you are using an IMAP e-mail account, you can control when items are deleted. Under Purge Options, select or clear the Purge items when switching folders while online check box.
    • On the Folders tab, you can choose where mail that you send from this account is saved.
    • On the Outgoing Server tab, you can specify whether your outgoing SMTP mail server requires authentication. This is almost always required if your ISP allows you to send e-mail messages through your ISP e-mail account when you are not directly connected to the ISP network. For example, if you want to send an e-mail message with your home ISP e-mail account and you are away from home connected to your work network you usually must select this option.
    • Use the Connection tab to configure how Outlook connects to the mail server.
    • If you are instructed by your ISP or e-mail administrator to change the port numbers or encryption method used by your e-mail server, you can make the change on the Advanced tab.

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Applies to:
Outlook 2010