How to add an email account to Outlook 2003/2007

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 who’s 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” checkbox 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

Your email account should now be ready for use. Troubleshooting The test function on Outlook is not very accurate so ignore any error messages that it might show. Just make sure that the accounts are active and that you have added the account following the steps above.