One-on-One Guide to Get Your Email Up Once & for All
I have dealt with a few business owners regarding this issue and I fully understand how it can be frustrating at times especially among non-techies how to configure their new (official) email account.
We are talking about ‘firstname.lastname@example.org’ email account… not yahoo or gmail and you know how important it is to have one especially if you are dealing with business or organizational communications.
The following ‘one-on-one’ guide will help you to set-up (once & for all) your email using the email client you lik (i.e., Outlook, Thunderbird, etc.) and love your email unlike any other before!
Using an email client has many advantages as it allows you to:
- access all your email accounts in one location
- use your favourite email software with better UI interface
- email clients are usually better and faster than accessing via the web
- avoid the hassle of logging in all the time
- read emails and access attachments offline
- use cross-platform email client for multiple device access
Let’s get to work:
Your web administrator may have already sent you your new email (and temporary password) access information that looks like the one below:
- Username: email@example.com
- Password: Use the email accountt’spassord
- Incoming server: mail.yourdomainname.com (IMAP Port: 143)
- Outgoing server: mail.yourdomainname.com (SMPTP Port: 587)
Otherwise, you can easily create one for yourself if you have access to your webhost’s control panel (and that you know what you are doing).
Change Your Password First Before Proceeding:
- Open your browser and haed on to yourdomainname.com/webmail (you need to change ‘yourdomainname.com” to your own domain name)
- Enter the email address and (temporary) password that were emailed to you.
Once logged-in, go to User Preferences Menu —> and click on Password & Security
Here, you can set your new password, something you can easily remember but strong enough to protect your account.
The password meter will let you know how strong your new password is.
Once done, give it a minute and then you can go ahead configuring your email client.
If you want to be really sure, you may try to log out first and re-log in to see that your new password is truly working.
Connecting Your Email Cient to Your Email Server
For this purpose, I will be using the Microsoft Outlook 2016. If you don’t have one, you can use the free Mailbird, eM Client, Thunderbird, or any other email software of your choice. The configuration should be essentially the same.
1. Click on File
2. Click Account Settings —> Add and remove accounts…
3. Click New
4. Choose Manual setup…
You can always try the Auto Account Set-up provided by Outlook but if you get stuck for some reasons, use the manual set up.
5. Tick POP or IMAP option
6. Here, fill out the required information.
- User Information
- Your Name- exactly the same as what other people will see in the emails you sent. You may either put your whole name or initials only.
- Email address: your new email address
- Server Information
- Account type- choose IMAP (recommended)
- Incoming and Outgoing mail server: mail.yourdomainname.com (change to your own domain name)
- Logon Information
- User Name: put your complete email address
- Password: put your new password
- Mail to Keep Offline: set to ALL (this will ensure you can still access your new emails even if you go offline)
7. Click on “More Settings…”, a small window will pop-up. Go to Outgoing Server
- tick the box where it says: My outgoing server (SMTP) requires authentication and also tick the first option below (Use same settings as my incoming server)
8. Now click the Advanced tab and set the following ports:
- Incoming server (IMAP): 143
- Outgoing server (SMTP): 587 (or 25 depending on the information that was sent to you)
- Type of connection: Auto
The above server setting is normally called the Non-SSL settings. If your server allows it, I would highly recommend to connect using the Secure SSL/TLS Settings which usually uses port 993 for IMAP and 465 for SMTP
Once you click OK, an Internet Security Warning may (or may not) pop up —> Click YES
9. If all settings were rightly configured, you should see 2 GREEN checks. The set up process is now complete!
Click Close —> Next… and You’re all set!
10. Now, when you go to your Inbox, you should see the test email from Microsoft Outlook
If things don’t go as expected, there could be a couple of issues you might need to check:
- make sure your email client is connected properly to the internet
- be sure you put the complete email address in the User Name under Logon Information
- double check you password by loging on direct to the server via ‘yourdomainname.com/webmail’
- If 25 doesn’t work in the Outgoing server (SMTP), please change it to 587
- if you have done all this and still failed, please open a support ticket describing in detail the issue you encounter and send us your IP address. You can find your IP address here: http://www.showmemyip.com. Our team, will be more than happy to help you out.