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New E-mail Account Configuration in Microsoft Outlook: Tip #1

written by: Mojave Media Group•edited by: Linda Richter•updated: 3/13/2009

Outlook 2007 requires an e-mail account to be configured in order to send and receive e-mail messages.

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    After Outlook 2007 is installed, the first time a user runs the application a new account setup wizard opens. Outlook does not require an e-mail account; however, if the user wants to send and receive e-mail, then a properly configured account is mandatory. If you bypass the first-use e-mail account wizard [See Figure 1], new accounts can be added at any time by navigating to Tools | Account Settings [See Figure 2].

    Outlook 2007 supports e-mail accounts using internet standard protocols POP3 or IMAP4 as well as Microsoft’s MAPI protocol for use with Exchange Server. Outlook can also use HTTP to connect to Hotmail or MSN. Outlook 2007 can try to automatically gather server configuration information based on the user’s name, e-mail address and password [See Figure 3]. This Autodiscover service works especially well in Exchange 2007 environments, but sometimes works for external POP or IMAP accounts as well [See Figure 4]. I prefer to select the box at the bottom of the Auto Account Setup window requiring manual configuration of account settings.

    • First, we select the type of e-mail account we are adding - Internet, Exchange or other [See Figure 5] - and click Next. For our example, we have chosen an Internet account.
    • Then, enter the account configuration information which includes the fully qualified domain name of the inbound and outbound SMTP servers [See Figure 6]. To confirm that the information was entered accurately, the Test Settings button will logon to the server and send and receive a test message.
    • Finally, click Next to arrive at the splash screen declaring the new account setup process finished. The new POP3 account we just created is now listed in the E-mail Accounts window [See Figure 7].

    With Exchange accounts, network services like name resolution and web services can assist the account creation process. Also, Exchange administrators may have centrally managed solutions to deploy or create new accounts.

    Outlook 2007 can host 32 accounts concurrently; however, five is about the most to maintain on a single profile for performance reasons. Up to and including Outlook 2007, only one of those accounts can be an Exchange Server MAPI account.

    For more tips, visit a collection of popular Outlook help articles on the Outlook tips page.

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    E-mail Account ConfigurationAccount Settings pageAuto Account SetupAuto Account Setup ProgessChoose E-mail Account TypeManual E-mail Account SettingsE-mail Account List