In this post, I’m going to show you how you can correct your outlook settings...
You can also use the same instructions to create a new mail box for your Microsoft Outlook app, with a few minor tweaks…
Make sure you have all the necessary data handy before you get started.
That way you no longer need to rely on the IT Guy, the significant other, or anybody else but yourself.
Emails have been one of the most important forms of communication for us for mortals for about a gazillion years…
so when you are unable to get them… it becomes a true pain…
and as you know, if you don’t have email…
especially in the work place… then you’re liable to lose many opportunities that might otherwise have come your way.
Let me explain to you some of the important things you should know before you setup your account…
But before I do…
Here’s my pitch…
If you like what you see and you think that you’d like someone to take care of your computer support for you, then…
Please feel free to give me a call… and schedule an appointment
My Number is 0782 004 522
and I’ll be happy to help you!
Ok let’s get back into it…
Here’s some of the things you need to know before you get started…
Pop3 and Pop3s Protocols
We use pop3 to download our emails onto our email client applications.
The client application is the program that you use to download your emails, for instance Microsoft Outlook…
Or if you have an Apple Macbook, then that would be Apple Mail.
So… Pop3 and Pop3s is the protocol that allows you to download all your emails…
and at the same time, this will remove the emails from the mail server, such as Zol or bluehost, etc.
Imap and Imaps
Imap is like the Pop3 protocol above… as it retrieves the emails from your mail server…
But, it doesn’t remove the emails from the server… instead it keeps a copy of the email… both on your device and on the server.
Smtp is the protocol that our email client (Outlook) uses to send the emails…
So, the emails that you send goes to your mail server…
the mail server then passes on the email onto the next point, and so on…
until it reaches the recipient or the person who is going to receive the email.
It’s a bit more complicated than that, but that’s kind of how this stuff works.
SSL is a technical term for a type of encryption called Secure Sockets Layer.
What this does… is it forces the connection between your email client and the mail server to be encrypted… so that people trying to snoop in on your communications, cannot see what you are sending.
So it’s a form of security that you should use whenever you’re sending or receiving emails.
SSL is the most secure form of encryption for sending and receiving emails…
and should be always used for this purpose.
TLS stands for Transport Layer Security…
And like the SSL encryption… TLS creates an encrypted connection between your email client and the mail server.
The difference is that TLS is only used to send emails and not receive them…
also note that this form of encryption is less secure than SSL.
You need to be aware… that there are many people who have an interest in snooping in on your email activity…
So it is in your best interest to make sure that your emails are secure when sending and receiving mail.
There have been some cases… recently… where people have lost some of their hard earned cash… because they’re sending and receiving their mail… and not using encryption.
This is what happened to one of my customers a couple of years ago…
It was a busy time of the year for them and things were quite hectic. They were invoicing quite a lot and all their invoices were being sent by email to their customers.
Now as you know, when we get hectic like that we’re also making a lot of payments because we buy and sell, etc…you know how it is.
So this one payment in particular that they needed to make was an international payment.
They received an invoice from one of their international suppliers.
They began processing the paper work to make the payment…
but during this time they received a second email asking to make payment to a different account.
Not thinking too much about this, the accounts manager went ahead.
I recall the accounts manager saying that this felt strange…
but because it was a hectic day and there wasn’t any time to deal with intuition… the payment went through.
About a week later, they started getting hounded for payment by the supplier.
Their account was temporarily suspended for non payment… and so they were unable to make any new purchases.
When they started to look into the issue… this is when they remembered that they had made payment into another account.
Of course the supplier had no recollection of ever asking them to do so…
and so my client had no choice but to pay a second time for the goods.
Now, at this point I was asked to come in and investigate the issue.
Due to confidentiality reasons, I cannot say too much…
but know that they lost a lot of money…
and the International Banks wouldn’t do anything to help them recover their money.
Basically, this incident took place because…
one of the email addresses used during these communications was linked to a local mail service provider… and had virtually no security.
yes right here in Zimbabwe.
It was a very old email address…
the password was about 4 characters long, and there was no encryption at all…
that had been set up or enforced with this account.
The bottom line is that this single point of weakness in their security…
had been used against them and caused a huge financial loss to this company.
Despite all our efforts, including pin pointing the culprit…
and the bank account where the money went in, nobody was willing to lift a finger to assist us.
So something for you to think about…
It’s more serious than you are lead to believe…
and taking some action now could save you later.
So please don’t be a victim to these criminals and make sure your email clients are set up correctly.
Setting Up Your Outlook Email Clients
When you are setting up your device to send and receive emails… there are several things that you need to keep in mind.
For instance… there is a difference between the settings you might use with your gmail account… and your own domain account.
If you are hosting your personal or business email with gmail… then you are going to find that they will always keep a copy of your emails…
irrespective of whether you are using the pop3 protocol or the Imap protocol.
With Gmail, you’ll get a pretty large chunk of space that may take several years to fill up, so no need to worry.
Hosting your own domain through a company like zol or bluehost… you’ll likely have limited space of around 250MB – 500MB.
So it’s important to keep this in mind when setting up your mail client.
That being said… generally you are going to use the Pop3s protocol with your desktop or laptop running windows…
and you should do the same with Apple Macs if the software permits.
But, in most cases I have found that Apple Mac likes to default to the imap protocol.
We generally buy our own domains and so…
we want to make sure that all mail downloaded is removed from the servers… so that we avoid reaching our storage limits.
But when you are setting up your android phone or your tablet… in this case, we have limited space on the device itself…
So it better to have a temporary copy on the device… until we have access to our computer, in which case, we’ll now download the entire database of emails.
So on the android devices, we will use the imap protocol to achieve this goal.
On the outgoing mail, we will always use the smtp protocol to send mail.
In every case, we want to make sure that we are using encryption… and the ssl encryption is far more secure that the TLS encryption.
Gmail… for some reason, uses the TLS encryption for sending email…
but wherever else possible please remember to use SSL.
Here are the port numbers for each protocol.
Pop3 – port 110 (don’t use this)
Pop3s – port 995 (use this instead)
Imap – port 143 (don’t use this)
Imaps – port 993 (use this instead)
Smtp – port 25 (avoid this with your life)
Smtps – port 465 with SSL Encryption (Use this instead)
Smtps through Zol – port 6465 with SSL Encryption
Smtps through Gmail – port 587 with TLS Encryption
The other thing you need to know is that when you are using encryption…
then when you are sending emails, you need to tell your email client (like outlook)… that it needs to log in to the mail server before it can send emails.
This log in is done from the server end… and by doing this the server can authenticate that you are who you say you are… before the email is forwarded onto the recipient.
A Quick Word on the Old Zol Servers
For those of you who have been using Zol from quite some time ago… you may notice that your incoming and outgoing server are as follows;
Incoming Server – incoming.zol.co.zw
Outgoing Server – outgoing.zol.co.zw
If you have these settings… then I would like to ask you to log into the Zol Webmail application on their servers…
and change the settings… so that these servers refuse any non-ssl connection from your email client.
This is for your own security and safety…
In Zim, we still have so many people using Microsoft Office 2007 for very obvious reasons, but we also have a lot of people now moving onto office 365 (after loads of persuasion, it’s finally happening…)
So I’m going to show you how to set up the older Outlook and then outlook 365 for your convenience. The office packages between these two products will either be similar to one or the other.
Office 2007 / 2010 /2013 Setup
- Open your outlook 2007 app.
- Go to Tools then Account Settings.
- The Account Settings windows will open up.
- Click on your account, your email address should display in the window.
- Change Email Account window will open.
Fill out or correct the following…
- Your Name,
- Email Address,
- Incoming and Outgoing Servers
- User Account and
Make sure that the spelling for each box is correct.
Now your name and email boxes are self explanatory.
The incoming and outgoing servers are very important.
Incoming Server – pop3.gmail.com
Outgoing Server – smtp.gmail.com
Zol Account Old
Incoming Server – incoming.zol.co.zw
Outgoing Server – outgoing.zol.co.zw
Zol Account New
Incoming Server – mail-1.sslzol.co.zw or mail-2.sslzol.co.zw
Outgoing Server – mail-1.sslzol.co.zw or mail-2.sslzol.co.zw
Your Domain Account (usually)
Incoming and outgoing – mail.domainname.co.zw
On the User Name – in most cases copy your email address into this box. If it’s a Gmail account then insert the first part of the address.
And then Password – Put your password in.
Next click on more settings
Click on the “Outgoing Server” tab… and tick the box next to “My outgoing server (SMTP) requires authentication”.
And select “Use same settings as my incoming mail server”
Then click on the Advanced Tab…
Incoming Server Pop3 – use port 995…
and tick “This server requires an encrypted connection”
Outgoing Server Smtp – all except for gmail use 465…
and “Use the following type of encrypted connection” select “SSL”.
For the Zol Servers use port 6465 and SSL as discussed above
For Gmail use port 587 and TLS encryption.
Click the OK button and you’re taken back to change email account page.
Click the Button “Test Account Settings” and if all goes through you’re done. If not, then one or more of your settings are incorrect.
Outlook 2013 / 2016 / 365
Setting up the updated Outlook 2013, office 2016 and 365 is the same with a few small differences.
- Open your Microsoft Outlook and click on “file” at the top left hand side of the page.
- On the info tab, look for and click on “Account Settings”.
- The Welcome to Outlook Window pops up.
- Make sure you select “repair” the email account.
- Under the advanced Options section, select “ Let me set up my account manually.”
- Click Connect.
- The “Outlook Settings” page pops up.
- Correct all the data on this page…
- look out for spelling mistakes and the correct mail server settings and password.
- Click on the “advanced tab”.
- In the Advanced Settings Window, click on the “Outgoing Server” tab.
- Tick the box for “My Outgoing Server (SMTP) requires authentication”.
- And select “Use same settings as my Incoming Mail Server”.
- Now click on the “Advanced Tab”.
On the Advanced Tab…
- Make sure that you use port 995 for Incoming Mail Server…
- and tick the box under it with the title “This server requires an Encrypted Connection”.
- Under normal or most circumstances use 465 for the “Outgoing Server (SMTP)”…
- and select SSL for the section that reads “Use the following type of Encrypted Connection”.
Click Ok to close the Advanced Settings Window.
Now test your connection…
to make sure your incoming and outgoing mail settings are correct.
And that’s about it.
Thanks for taking the time to read this article…
Remember, if you like what you’ve seen and you feel that you’d like someone to take care of all your computer support issues for you…
Then please pick up the phone and call the number below…
Let’s schedule an appointment.
Vitor M – 0782 004 522