How to configure Microsoft Outlook (with pictures)

How to configure Microsoft Outlook (with pictures)
How to configure Microsoft Outlook (with pictures)
Anonim

Outlook is one of the most used email clients in the world. This is explained by the interest of its various functionalities. We will not discuss them all here, space would be lacking, but we will see how we can add an email account that allows you to consult all your messages in one place, how we can import one or more calendars so as not to miss no major event, and how we can import the contacts you may have from various email providers

Steps

Part 1 of 3: Create an email account

Build a Laptop Computer Step 1

Step 1. Differentiate between POP and IMAP protocols

E-mails can be retrieved in two ways: either with the POP protocol (for “Post Office Protocol”), or with the IMAP protocol (for “Internet Message Access Protocol”). The POP protocol is the oldest. It retrieves your new messages on your email client. This done, it deletes them on the server. With IMAP, you can go and check your emails directly on the server from any connected device. Nothing is uploaded to your computer.

  • If you have both protocols, there is no reason to go with POP. IMAP is more stable, more secure, and the supreme advantage: you can access your server from a desktop or laptop computer, a smartphone, a tablet.
  • Most email providers allow the use of IMAP. This is the case of Gmail, Yahoo !, Outlook.com (Hotmail), AOL. Find out, because some providers charge.
Find Incoming Mail Server Step 1

Step 2. Configure your email provider for IMAP (Gmail)

Most protocols automatically give access to IMAP functions, but this is not the case with Gmail, for which they must be activated manually.

  • Identify yourself on the Gmail site. Click on the key-shaped button. Select Settings, then click the tab Transfer and POP / IMAP. Select Enable IMAP, then click Save Changes.
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Step 3. Launch Outlook

By activating the IMAP protocol, you will be able to remotely manage all your messages, organize them… in Outlook, you will be able to operate from any connected device. The big advantage of IMAP is that it opens the doors of Microsoft accounts to virtually all third-party customers for email collection.

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Step 4. Click the File tab

In the game Information, Click on the button + Add a new account.

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Step 5. Select Manually configure server settings or additional server types

This option allows you to configure any email account.

  • Note: if you use Gmail or Hotmail (Outlook.com), enter your email address and password in the section Email account from the window Add a new account. You can ignore the rest, Outlook will take care of it. However, if you prefer to set everything up, read on.
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Step 6. Select POP or IMAP

You will be able to have a web mail, accessible from a browser.

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Step 7. Enter your web mail account

Provide your name and email address at the top. Leave the party Server Info in white (see below). In the game Connection information, enter your username (usually the e-mail address) and the password which will be used to collect your mail.

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Step 8. Fill in the information about the mail server

In the game Server Info, fill in all the fields. Select IMAP in the drop-down menu Type of account. Below, you will find something to fill in the following two fields:

Email account Incoming mail server Outgoing mail server
Gmail imap.gmail.com smtp.gmail.com
Yahoo! imap.mail.yahoo.com smtp.mail.yahoo.com
Hotmail imap-mail.outlook.com smtp-mail.outlook.com
AOL imap.aol.com smtp.aol.com
Comcast imap.comcast.net smtp.comcast.net
Time warner mail.twc.com mail.twc.com
AT&T imap.mail.att.net smtp.mail.att.net
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Step 9. Click the button

Additional parameters …

Click the Outgoing Mail Server tab.

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Step 10. Check My outgoing server (SMTP) requires authentication

Select Use the same settings as my incoming mail server. This setting is roughly the same for all protocols.

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Step 11. Click the tab

Advanced. Generally the settings are good, however you can check them in the table below:

Email account Incoming mail server /

Encryption

Outgoing mail server /

Encryption

Gmail 993 / SSL 587 / TLS
Yahoo! 993 / SSL 465 / SSL
Hotmail 993 / SSL 587 / TLS
AOL 993 / SSL 587 / SSL
Comcast 993 / SSL 587 / TLS
Time warner 143 / SSL 587 / SSL
AT&T 993 / SSL 465 / SSL
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Step 12. Click

Next> when everything has been entered. Outlook will then test the connection to the two servers to make sure everything is working fine.

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Step 13. Wait a few moments

It takes a little while to sync all the data in your email account. The messages and the different folders will be synchronized with Outlook. This operation is proportional to the volume to be treated. If you have a well-stocked account, you can follow the progress of the synchronization at the bottom of the window using the status bar.

Outlook will do a general synchronization on the first connection. Subsequently, any minor modification in your email clients will be done automatically

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Step 14. Find your messages

On the left, you will find your email account with all the folders below. You can find your messages in the different folders. Any modification of your files made from Outlook will be seen on webmail, and vice versa.

Problems encountered

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Step 1. You can receive emails, but not send them

If this is the case, you must check the settings of the sending server.

  • Click on the tab File, then select Information. Click on Account settingsAccount settings. Finally, double-click on the account you want to modify.
  • See if the outgoing mail server is set up correctly. In the window Additional Parameters, see the ports available for the sending server. Check that, in the Outgoing mail server tab, the checkbox My outgoing server (SMTP) requires authentication is checked.
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Step 2. You can send emails, but you cannot receive them

If this is the case, you must check the settings of the receiving server.

  • Click on the tab File, then select Information. Click on Account settingsAccount settings. Finally, double-click on the account you want to modify.
  • There is one thing to check: do you have the correct IMAP address of the receiving server? In the window Additional Parameters, see if the incoming server port is correct 993 / SSL. It may be different, but more often than not it is that port.
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Step 3. You can neither send nor receive emails

If while sending or receiving mail you have authentication errors, chances are there is a password problem.

  • Click on the tab File, then select Info. Click on Account settingsAccount settings. Finally, double-click on the account you want to modify.
  • Retype your password in the field Password. On the off chance that your email service requires password authentication (most online email services don't).
  • If you go through strong authentication (two-factor), you will need to create an application password for Outlook. Click here to learn more about Google Two-Step Verification.

Part 2 of 3: Synchronize Calendars

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Step 1. Understand what happens when you import a diary

Synchronization of calendars, Outlook and online, is one-way, except with Outlook.com (Hotmail): it's the same house! While it is possible, with an Outlook setting, to update your Outlook calendar from the online calendar, the reverse, from Outlook to the online calendar, is not feasible.

  • To synchronize an Outlook.com account, including the calendar, click the tab File, then on Add an account. Fill in your Outlook.com account information, then follow the instructions.
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Step 2. Find the ICAL address for your calendar

When the owner of the iCal file makes changes, the changes appear in your calendar. The retrieval of this address depends on the calendar service.

  • For Google Calendar: connect to Google Calendar. Click on the arrow next to the schedule you want to share, then click on the button Menu which appears. Select Calendar settings, Click on the button ICAL located next to Private URL. Copy the address that is displayed.
  • For Yahoo! Calendar: connect to your Yahoo! Hover the mouse cursor over the calendar you want to share with Outlook, then click the button Menu which appears. Select To share…, then tick Get a link. Copy the link in the box Import into other calendar applications (ICS).
  • For Facebook: log into your Facebook account. Click on Events on the left of your home page. Right click on the link Events to come, then select To copy. This link is in the small box under the box Events of the week located at the bottom right.
  • For iCloud Calendar: To add your iCloud calendar to Outlook, you will need to install the iCloud Control Panel.
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Step 3. Open Outlook, then select the Calendar part

  • Outlook 2013: you can select Calendar among the buttons at the bottom of the window.
  • Outlook 2010, 2007 and 2003: you can select Calendar among the buttons in the lower left corner of the window.
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Step 4. Click the Folder tab, then click Open Calendar

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Step 5. Select From Internet

Paste the ICS address. Click on Yes to validate.

For any modification of the description or the name, click on Advanced …

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Step 6. Check your calendar

The new calendar will open and you will see all the events. From there, any modification made in Outlook cannot be automatically synchronized with the original calendar.

Encountered problem

Step 1. My calendar does not stay synchronized with my iPhone

This is a common problem if you use the Exchange Server groupware. A special program is then needed to remedy this. It can also happen if files get corrupted during the synchronization process.

  • Download Microsoft's CalCheck here.
  • Unzip the file and move CalCheck.exe to the folder you want.
  • Hold down the Shift key, then right-click on the folder that contains CalCheck.exe. Select Open command window here.
  • Type calcheck.exe -f, then validate with the Enter key. The program runs and tries to fix all corrupted files.

Part 3 of 3: Import contacts

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Step 1. Understand what happens when importing contacts from other email providers

Outlook is unable to synchronize a contact list either way. After importing a contacts file, any changes made in Outlook will remain in Outlook. If you want this modification to take place in the starting calendar, you will need to export your new Outlook contact list.

  • The only exception is an Outlook.com account, which is automatically synchronized with Outlook. To synchronize an Outlook.com account, including contacts, click the tab File, then on the button Add an account. Fill in all the information for the Outlook.com account. Follow all of the instructions to complete synchronization of your accounts.
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Step 2. Export your contacts from your email provider

You will need to create or download your contacts as a file that Outlook can read and import. The procedure varies from one supplier to another.

  • Google contacts: sign in to your Gmail account. Click on Gmail, then Contacts. At the top of the section, click the button More, then select Export… Select the contact groups you want to export. By default, the selection is on All contacts. Click on the format Outlook CSV. Save the file to your computer,
  • Yahoo! Contacts: connect to your Yahoo! Mail. Click on the button Contacts located above the list of email folders. Click on the button Actions located above the contact list. Click on Export and verify that Microsoft Outlook is selected. Click on Export now to be able to download the contacts file,
  • ICloud Contacts: Sign in to the iCloud site, then select Contacts. Select all the contacts to export. For a contact-by-contact selection, press the Shift key and select what you need. Click the wrench icon, then select Export vCard to be able to download the contacts file.
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Step 3. Open Outlook, then select the Outlook Contacts part

  • Outlook 2013: you can select Outlook contacts among the buttons at the bottom of the window.
  • Outlook 2010, 2007 and 2003: you can select Outlook contacts among the buttons in the lower left corner of the window.
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Step 4. Click the File tab, then select Open and Export

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Step 5. Select Import

Then select Import from another program or file.

  • If these are iCloud contacts, select Import a VCARD file.
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Step 6. Select Comma Separated Values ​​(Windows)

Select the file you downloaded.

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Step 7. Manage duplicate contacts (duplicates)

If you already have a contact list in Outlook, it is possible that there are duplicates between the two lists. Several choices are possible: you can update the existing contact with the new information of a duplicate contact (the best is then to take the most recent list), you can add a duplicate as a new contact by adding a letter, or you can still import no duplicates (this is even what to do if Outlook has the most recent list).

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Step 8. Check your contacts

Your contacts are now visible in the section Outlook contacts. You can easily email them or divide them into groups. On the other hand, any modification of contacts made in Outlook will not be reflected in your online messaging system.

Encountered problem

Step 1. My Google contacts were imported incorrectly

Outlook sometimes has difficulty repatriating large CSV files containing hundreds of Google contacts correctly. To avoid this kind of problem, synchronize your contacts with Outlook.com (normally, Outlook must be paired with your Outlook.com account).

  • Go to people.live.com and sign in with your Outlook.com credentials.
  • Click on the button Google Contacts.
  • Click on Connect, then sign in with your Google Account credentials.
  • Select Allow access. Your contacts will then be saved to your Outlook.com account, and since it is synchronized with Outlook, your contacts will be there.

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