Change email account settings

This article explains how to review and make changes to e-mail accounts that you have configured in Microsoft Office Outlook 2007. Changes might occur if you change 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, if the name of your mail server or the security settings change, or when you want to further customize your account configuration.

 Note   If you want to add a new e-mail account, follow the link in the See Also section.

What do you want to do?


Review or change a Microsoft Exchange account

  1. On the Tools menu, click Account Settings.

ShowThe Account Settings command is missing

The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Microsoft Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  1. Select the Exchange account, and then click Change.

By default, your Exchange account information appears automatically, based on your Microsoft Windows network credentials.

  1. To turn on or turn off Cached Exchange Mode, select or clear the Use Cached Exchange Mode check box.

ShowMore information about Cached Exchange Mode

When you use Cached Exchange Mode, a copy of your mailbox is stored on your computer. This copy is frequently synchronized with the server running Exchange and provides quick access to your data.

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

  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 .ost file, on the Advanced tab, click Offline Folder 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.
    • 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. Find a link to more information about Outlook Anywhere in the See Also section.
    • Remote mail settings can be changed on the Remote Mail tab.

Top of Page Top of Page

Review or change a POP3, IMAP, or HTTP account

In this section


Change the way your name appears to others

  1. On the Tools menu, click Account Settings.

ShowThe Account Settings command is missing

The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Microsoft Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  1. Select the e-mail account that you want to change, 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.

Change E-mail Account dialog box

Change your e-mail account password

To help keep your system secure, you should regularly change your password.

Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Help protect your personal information with strong passwords.

It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

 Note   Change the password that is saved in Outlook after you change your mail server password. Follow the instructions provided by your ISP or e-mail administrator to change your mail server password.

  1. On the Tools menu, click Account Settings.

ShowThe Account Settings command is missing

The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  1. Select the e-mail account that you want to change, 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.

Change E-mail Account dialog box

  1. Select the Remember password check box.

 Note   You have the option to have Outlook remember your password by typing it in the Password box and selecting the Remember password check box. If you select this option, your account is vulnerable to anyone who has access to your computer.

Change your e-mail address

Occasionally, e-mail domain names might change. This means that a person with the e-mail address of someone@example.com would need to change example.com to something new as specified by the ISP.

For example, say your current e-mail address is paula@contoso.com. Your ISP, Contoso, Ltd., notifies you that it merged with another company and will change your e-mail address to paula@example.com.

  1. On the Tools menu, click Account Settings.

ShowThe Account Settings command is missing

The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  1. 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 @ domain name, for example, paula@example.com.Change E-mail Account dialog box
  2. Click More Settings.
  3. 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 2 is used.

Change your e-mail server address

On rare occasions, the server that you connect to in order to receive and send e-mail might change.

For example, say your current POP3 (Post Office Protocol 3 (POP3): A common Internet protocol that is used to retrieve email messages from an Internet email server.) and SMTP (Simple Mail Transfer Protocol (SMTP): A common protocol that is used to send email messages across the Internet.) e-mail servers are incoming.example.com and smtp.example.com. Your ISP notifies you that it has completed a server upgrade and will change your POP3 e-mail server to mail.example.com.

  1. On the Tools menu, click Account Settings.

ShowThe Account Settings command is missing

The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  1. On the E-mail tab, click the e-mail account that you want, and then click Change.

E-mail tab in Account Settings

  1. Under Server Information, in the Account Type list box, choose POP3, IMAP, or HTTP.

 Tip   Your ISP can tell you the account type that you have, but POP3 is by far the most common type.

Change E-mail Account dialog box

  1. 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.
  2. 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.

Additional settings

  1. On the Tools menu, click Account Settings.

ShowThe Account Settings command is missing

The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  1. Select the account you want to change.
  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, My Home ISP E-mail.
    • If you are using an IMAP e-mail account, you can can control when items are deleted. Under Purge Options, select 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.

Internet E-mail Settings dialog box

  • The Connection tab is where you configure how Outlook connects to the mail server.
  • If your 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.

Advanced tab in Internet E-mail Settings dialog box

Top of Page Top of Page

 
 
Applies to:
Outlook 2007