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Basic Email Hosting - Configure Outlook

Prerequisites

Active Basic Mail Services, see Add Hosted Services, with Outlook 2007, 2010, or 2011 (Mac) installed.

Summary

This article demonstrates how to configure a Basic Mail account in Outlook

 

 

Basic Mail services are designed to work with nearly any mail client. This article contains instructions for the three main mail clients supported by ITSolutions Now, any non Outlook client should reference the last section's general settings for setup information.

The three configurations provided for Outlook setup assume there is no existing Outlook profile that the account should be added to, and instead operates under a first time creation.


Configure Outlook 2010 For Basic Email:

1. First open the control panel, then locate and click on the Mail icon. If the mail icon is not available change the View By: setting to either Small or Large icons, as demonstrated in the picture.

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2. In the Mail Setup window click Show Profiles.

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3. Click the Add... button to add a new profile.

Note that if there is an existing profile the account should be added to instead, select the appropriate profile, click, "properties," and then, "email accounts." Then resume the instructions at step 5.

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4. Select a distinctive, rememberable name for the new account profile.

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5. Do not enter the personal information as presented on the screen, instead click Manually configure server settings or additional server types, then click Next>.

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6. Click the radio button next to Internet E-mail then click Next>.

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7. Now enter the following information as indicated:

  1. Your Name: The name, or nickname for the account.
  2. E-mail Address: Primary email alias of the basic mailbox.
  3. Account Type: POP3.
  4. Incoming mail server: "mail01.netplexity.net"
  5. Outgoing mail server: "mail01.netplexity.net"
  6. User Name: Primary email alias of the basic mailbox.
  7. Password: Password associated with the mailbox (check SmarterMail to confirm).

Once the settings entered can be confirmed as matching those supplied, click the More Settings... button.

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8. Select the Outgoing Server tab, and then (1.) check My Outgoing server (SMTP) requires authentication, and Use same settings as my incoming mail server.
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9. Change to the advanced tab and enter the following settings:

  1. Incoming Server (POP3): 110
  2. Outgoing Server (SMTP): 25 or 587 (depends on the internet service provider)
  3. Leave a copy of messages on the server: These settings should be based on user preference. Each mailbox is allocated 500 MB of storage, checking this option stores the mail data on the server and works against that total. When the storage limit is reached the user will be unable to receive mail until space is cleared. This can be avoided by either removing the mail after a designated time (Remove from server after), or after the item is deleted permanently (Remove from server when deleted from 'Deleted Items'). Electing not to Leave a copy of messages on the server will download all mail data from the server, but may prevent other attached clients or devices from viewing mailbox data.

After verifying the settings as correct, click the OK button.

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10. Finish the setup by clicking the next button to allow the mail setup to test and confirm connectivity to the basic mailbox. Confirmation of connectivity will advance the setup to the final notification screen stating the mail account has been successfully configured. In the event of any failures review the settings and try again, it may be necessary to switch the outgoing server port from 25 to 587 if that fails the test but the incoming server does not.

 

Configure Outlook 2007 For Basic Email:

1. First open the control panel, then locate and click on the Mail icon. If the mail icon is not available change the view to classic view by clicking Switch to Classic View.

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2. In the Mail Setup window click Show Profiles.

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3. Click the Add... button to add a new profile.

Note that if there is an existing profile the account should be added to instead, select the appropriate profile, click, "properties," and then, "email accounts." Then resume the instructions at step 5.

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4. Select a distinctive, rememberable name for the new account profile.

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5. Do not enter the personal information as presented on the screen, instead check Manually configure server settings or additional server types, then click Next>.

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6. Click the radio button next to Internet E-mail then click Next>.

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7. Now enter the following information as indicated:

  1. Your Name: The name, or nickname for the account.
  2. E-mail Address: Primary email alias of the basic mailbox.
  3. Account Type: POP3.
  4. Incoming mail server: "mail01.netplexity.net"
  5. Outgoing mail server: "mail01.netplexity.net"
  6. User Name: Primary email alias of the basic mailbox.
  7. Password: Password associated with the mailbox (check SmarterMail to confirm).

Once the settings entered can be confirmed as matching those supplied, click the More Settings... button.

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8. Select the Outgoing Server tab, and then (1.) check My Outgoing server (SMTP) requires authentication, and Use same settings as my incoming mail server.
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9. Change to the advanced tab and enter the following settings:

  1. Incoming Server (POP3): 110
  2. Outgoing Server (SMTP): 25 or 587 (depends on the internet service provider)
  3. Leave a copy of messages on the server: These settings should be based on user preference. Each mailbox is allocated 500 MB of storage, checking this option stores the mail data on the server and works against that total. When the storage limit is reached the user will be unable to receive mail until space is cleared. This can be avoided by either removing the mail after a designated time (Remove from server after), or after the item is deleted permanently (Remove from server when deleted from 'Deleted Items'). Electing not to Leave a copy of messages on the server will download all mail data from the server, but may prevent other attached clients or devices from viewing mailbox data.

After verifying the settings as correct, click the OK button.

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10. Click the Test Account Settings... button to confirm connectivity to the basic mail account. In the event of any failures review the settings and try again, it may be necessary to switch the outgoing server port from 25 to 587 if that fails the test but the incoming server does not. Finish the setup by clicking the Next> button and then clicking Finish.

 

Configure Outlook 2011 For Basic Email

1. Depending on previous use of Outlook 2011, the program will either open by default to the accounts screen, or to the main inbox. If opening Outlook 2011 for the first time, skip to step 1a, otherwise access the Tools menu then select Accounts. With the account manager now open, locate the plus sign in the lower left corner, click it, and select E-mail....

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1a. When opening Outlook 2011 for the first time the Add an Account screen will load by default. Click the E-mail Account button.

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2. Enter the following account information in the designated fields:

  1. E-mail address: The primary email address of the user.
  2. Password: Associated mailbox password.
  3. User name: The primary email address of the user.
  4. Type: Pop
  5. Incoming server: "mail01.netplexity.net" : 110
  6. Outgoing server: "mail01.netplexity.net" :25 or 587

Verify the settings for accuracy, then click Add Account.

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3. The account will now be displayed in greater detail, modify the following fields:

  1. Account Description: Enter a distinctive name for the account.
  2. Full Name: Enter the user's full name.

After entering the information in the designated fields, click the More Options... button (item #3 in the below image) under the outgoing mail server.

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4. Additional options for the outgoing mail server will now be displayed. Change the authentication to Use Incoming Server Info, and then click OK to return to the previous screen.

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5. Referencing the image from step 3, click on the the fourth noted item, the Advanced... button. This screen controls how mail data is handled on the server, and should be based on user preference. Each mailbox is allocated 500 MB of storage, checking the Leave a copy of each message on the server option stores the mail data on the server and works against that total. When the storage limit is reached the user will be unable to receive mail until space is cleared. This can be avoided by either removing the mail after a designated time (Delete copies from the server), or after the item is deleted permanently (After Deleting From This Computer). Electing not to Leave a copy of messages on the server will download all mail data from the server, but may prevent other attached clients or devices from viewing mailbox data. Click OK after the proper selection is made.

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6. Once again the account properties page will be displayed. It may now be closed, and the account will start to pull down any existing email data.

 

Configure Legacy Outlook And Other Mail Applications:

The basic mail server is designed to work with many mail clients, and office devices provided the settings are entered correctly. Enter these general settings into the email configuration:

  1. Incoming mail server (POP3): "mail01.netplexity.net"
  2. Incoming server port number: 110
  3. Outgoing mail server (SMTP): "mail01.netplexity.net"
  4. Outgoing server port number: 25 or 587
  5. Outgoing server authentication: Required, use the same username/password combo as the incoming server.
  6. User Name: Primary email alias of the basic mailbox.
  7. Password: Password associated with the mailbox (check SmarterMail to confirm).

 

 

What Is Next?

Configure SmarterMail Spam Filter

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