Knowledge Base » Outlook 2016 Email Series (10)

Category > Outlook 2016 Email Series (10)

Configuring custom ports in Outlook 2016

Thursday, June 14th, 2018

Configuring custom ports in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to configure custom ports in Outlook.

You may need to change the ports your configured email account uses, if for example changes are made on the server requiring the use of different ports.

This video will show you how to change those ports in the event you ever have to.

Click the File tab.

Then click Account Settings, and then Account Settings again.

Select the email account you want to change the ports for, then click Change.

Click the More Settings button…

… then click the Advanced tab.

This is where your email account’s server ports are listed, and where you can make changes to them.

Let’s assume we need to change to unencrypted connections. You can do that by clicking the drop down box for connection type…

… then selecting the None option.

Notice how the port number automatically changed to the proper port number for an unencrypted connection.

When finished, click OK.

Click Next.

Once the test is complete, click Close.

Click Finish.

Then click Close.

That’s all there is to it!

This is the end of the tutorial. You now know how to configure custom ports in Outlook.

How to delete an email account in Outlook 2016

Thursday, June 14th, 2018

How to delete an email account in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to delete an email account from Outlook.

Note that deleting an email account from Outlook does not delete the actual email account where it was created

… (at your host or email service provider, or in your hosting control panel)… it only deletes it from Outlook.

However, any downloaded email, contact or calendar information you have only in Outlook will be deleted permanently.

If this information is important to you, you should backup your outlook data file first.

We aren’t going to do that now… let’s proceed with deleting our email account from Outlook.

Click the File tab…

… then click Account Settings, and then Account Settings again.

Select the email account you want to remove, then click Remove.

As already mentioned, make sure you have a backup of your offline content before proceeding (if it’s important to you)… then click Yes to continue.

That’s it! The email account has been removed from Outlook.

This is the end of the tutorial. You now know how to delete an email account from Outlook.

How to delete folders in Outlook 2016

Thursday, June 14th, 2018

How to delete folders in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to delete folders from Outlook.

Mouse over the folder you want to delete…

Then right-click the folder and click Delete Folder.

Note that if there were any messages within the folder, they will be deleted with the folder.

If did deleted a folder by mistake, or weren’t aware that there were messages in the folder when you deleted it, you can recover them easily.

Deleting folders and their contents only moves them to the Trash folder. You can just as easily move them back from the trash to your inbox.

This is the end of the tutorial. You now know how to create folders in Outlook.

Setting up favorite folders in Outlook 2016

Thursday, June 14th, 2018

Setting up favorite folders in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to use the Favorite Folders section of Outlook.

At the top of the left menu you’ll notice a section for Favorite Folders.

If you manage several email accounts with each containing several folders, this list of accounts and folders on the left may get quite long.

There may only be a few folders that you use most of the time, and it would be helpful if they were easily accessible.

To do this, simply add your favorite folders to this Favorite Folders section.

Let’s go ahead and add one now. Locate a folder that you denote a favorite, and right click it.

Then click Show in Favorites.

That’s it! Our folder is now also listed in the Favorites section.

Please note that the folders listed here are mirrored copies of the folders, so anything you do with them in the Favorites section (like add or remove messages), will also happen in the folder’s main location.

You can have as many folders in your favorites section as you like.

This is the end of the tutorial. You now know how to set up favorite folders in Outlook.

Configuring an IMAP email account in Outlook 2016

Thursday, June 14th, 2018

Configuring an IMAP email account in Outlook 2016

This video assumes you already have an existing email account created with your host or email provider, or you’ve created your own in your hosting control panel.

Now let’s learn how to configure Outlook with your existing email account using the IMAP email protocol.

Click the File tab…

… then click Add Account.

Enter the email address you want to setup, then click Advanced Options.

Click to set the account up manually, then click Connect.

Click the IMAP option.

This is where you have to define your server settings for both your incoming and your outgoing mail.

For these settings, you should refer to the documentation where you have your email account setup.

Some common server settings are mail.yourdomain.com or simply yourdomain.com (where yourdomain.com is everything after the @ symbol in your email address).

Once you know what they should be, enter your incoming server name.

Choose your incoming mail encryption method.

Then make sure you have the correct incoming mail port number entered.

If you chose the SSL/TLS encryption method (which is recommended), then your incoming port number for the IMAP protocol should be 993. Otherwise, it should be 143.

Next, enter your outgoing server name… again, make sure you check your email documentation for exactly what this should be.

Choose your outgoing encryption method.

If you choose the recommended SSL/TLS encryption method, your port number should be 465 for outgoing mail… otherwise, port 587 is commonly used for unencrypted outgoing mail.

Click Next.

Enter the password for your email account, then click Connect.

That’s it! We’ve successfully configured Outlook to send and receive email using our email account.

This is the end of the tutorial. You now know how to configure Outlook with your existing email account using the IMAP protocol.

How to change your email password in Outlook 2016

Thursday, June 14th, 2018

How to change your email password in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to change our email password.

Click the File tab.

Then click Account Settings, and Account Settings again.

Highlight the email account for which you want to change the password, then click Change.

To change your password, simply enter your new password, then click Next.

Please note that changing your password here does not change your email password where your email is hosted.

The password you enter here must match what your password is set to where it is hosted.

You would only have to change your password here if your email password is ever changed or needs updating on the email server where your email is hosted.

Click Close… then click Finished.

That’s it! Your email password has been changed in Outlook, so as long as it matches the password at the email server where it’s hosted, Outlook will be able to connect to it.

This is the end of the tutorial. You now know how to change your email password in Outlook.

Configuring a POP email account in Outlook 2016

Thursday, June 14th, 2018

Configuring a POP email account in Outlook 2016

This video assumes you already have an existing email account created with your host or email provider,

… or you’ve created your own in your hosting control panel.

Now let’s learn how to configure Outlook with your existing email account using the POP email protocol.

Click the File tab…

… then click Add Account.

Enter the email address you want to setup, then click Advanced Options.

Click to set the account up manually, then click Connect.

Click the POP option.

This is where you have to define your server settings for both your incoming and your outgoing mail.

For these settings, you should refer to the documentation where you have your email account setup.

Some common server settings are mail.yourdomain.com or simply yourdomain.com (where yourdomain.com is everything after the @ symbol in your email address).

Once you know what they should be, enter your incoming server name.

Choose whether your server requires an encrypted connection…

Then make sure you have the correct incoming mail port number entered.

If you chose an encrypted connection, then your incoming port number for the POP protocol should be 995. Otherwise, it should be 110.

Next, enter your outgoing server name… again, make sure you check your email documentation for exactly what this should be.

Choose your outgoing encryption method.

If you choose SSL/TLS encryption (which is recommended in most cases), your port number should be 465 for outgoing mail…

… otherwise, port 587 is commonly used for unencrypted outgoing mail.

Click Next.

Enter the password for your email account, then click Connect.

Then click Done.

That’s it! We’ve successfully configured Outlook to send and receive email using our email account.

This is the end of the tutorial. You now know how to configure Outlook with your existing email account using the POP protocol.

Setting up email rules in Outlook 2016

Thursday, June 14th, 2018

Setting up email rules in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to setup email rules in Outlook.

With the Home tab selected, click Rules.

Then click Create Rule.

From here you can setup rules to automatically deliver incoming messages to specific folders, or play a specific sound

when messages arrive from certain people or if the subject contains certain text.

This opening Create Rule window contains some common rules you may want to setup… but if nothing here matches what you want to do, click the Advanced Options button.

First in step 1, select a condition from the choices given. In this case, we want to setup a rule when email arrives from a specific address.

Then in step 2, click to edit the rule description.

Locate the email address you want to set the rule up for, if it’s not already in your address book, simply enter it at the bottom.

Then click OK.

Click Next.

Choose what you want to do with these messages. In this case, we’re going to move it automatically to a specific folder.

Then click to edit the rule description…

… and select the folder where you want these messages moved.

Click Next.

If there are to be any exceptions to this rule, we can enter them here.

Click Next.

Specify a name for the rule.

Check here if you want to run the rule on messages you’ve already received…

… and make sure the rule is turned on.

When ready, click Finish.

That’s it! The rule has been setup, and will be applied as messages arrive in our inbox.

This is the end of the tutorial. You now know how to set up email rules in Outlook.

Configuring your email signature in Outlook 2016

Thursday, June 14th, 2018

Configuring your email signature in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to setup an email signature.

Click the File tab.

Then click Options.

In the Outlook Options left menu, click Mail.

Then click the Signatures button.

It is from here that you can setup your email signatures.

You can have more than one signature if you like, if for example you have multiple email accounts and want a different signature for each one.

Let’s go ahead and create a new signature. Click New.

Enter a name for the signature, then click OK.

Then go ahead and create your signature. You can use formatting, and include hyperlinks and images if you like.

From here you can choose which signature appears automatically in your email replies or when composing new messages.

When finished, click OK.

Click OK again.

That’s it! Now when we go to compose a new email…

… our new signature is automatically in place in the new message window.

This is the end of the tutorial. You now know how to configure email signatures in Outlook.

How to create folders in Outlook 2016

Thursday, June 14th, 2018

How to create folders in Outlook 2016

This video assumes you already have an existing email account, and it’s configured in Outlook.

Now let’s learn how to create folders for organizing our messages.

Click the Folders tab.

Then click New Folder.

Enter the name of the folder.

Choose what type of content the folder will contain.

Highlight the location in which you want the new folder to be located, then click OK.

That’s all there is to it! The new folder has been created and can be seen here.

You can drag messages from your inbox to a folder…

… or even setup email rules so that messages will automatically be sent to specific folders as they arrive.

This is the end of the tutorial. You now know how to create folders in Outlook.