How to Set Up Email in Microsoft Outlook 2013/2016/2019/2021/2024

Microsoft Outlook allows you to send and receive email from your computer using your own domain email address.

This guide explains how to set up your email account in Microsoft Outlook 2013, 2016, 2019, 2021 and 2024.

What Is Microsoft Outlook?

Microsoft Outlook is an email application used to manage email, calendars, contacts and tasks.

You can use Outlook to access your business email address, such as:

info@yourdomain.co.za or sales@yourdomain.co.za

Once your account is added to Outlook, you can send, receive and manage your email directly from your computer.

Before You Start

Before setting up your email account in Outlook, make sure:

• Your email account has already been created
• You know your full email address
• You know your email password
• Your domain name is active
• Your hosting account is active
• Your internet connection is working

Recommended Email Settings

For PCs/Laptops we recommend POP as it keeps your online mailbox clean and managed with leave a copy on the server enabled you can access emails on your other devices as well. , Your emails are stored in a .pst file which can be copied and backed up on an external drive for safe keeping.  IMAP is recommended for phones/tabs, this synchronizes mails between the device and the online mailbox, but if the imap mailboxes get big they can slow down and cause issues, this is why we reccomend setting the pc to manage the mailbox for you.. .

How to Set Up Email in Outlook 2013, 2016, 2019, 2021 and 2024

Use these steps for the classic desktop version of Microsoft Outlook.

Step 1 — Open Outlook

Open: Microsoft Outlook

Step 2 — Open Account Settings

Click: File

Then click: Account Settings

Then click: Manage profiles at the bottom of the menu depending on what version of outlook you might only get u Account Settings.

You might get a UAC prompt asking you to allow the wizard to run, click yes,

Then Click on Email Accounts

Depending on your Outlook version, you may have to click on : Account Settings in the menu

Step 3 — Add a New Email Account

Click: New

Outlook will open the account setup window.

Step 4 — Enter Your Email Address

Enter your full email address.

Example: info@yourdomain.co.za

If Outlook gives you advanced options, tick:

Let me set up my account manually

Click: Connect

Step 5 — Choose the Account Type

Select: POP / IMAP

IMAP is recommended for phones/tabs.

For PCs/Laptops we reccomend POP, select: POP

Step 6 — Enter the Incoming Mail Settings

Under incoming mail settings, enter:

Server: mail.yourdomain.co.za   (Make sure you replace yourdomain.co.za with your own domain name)

Step 7 — Enter the Outgoing Mail Settings

Under outgoing mail settings, enter:  Server: mail.yourdomain.co.za   

Step 8 — Enter Your Password 

Enter the password for your email account.

This is the password that was created for your mailbox.

Step 9 — Update server ports / settings

Click: More settings button 

Click: Outgoing Server Tab

  - check the "This server requires SMTP Authentication" checkbox, and make sure "use same settings as my incoming server" is also checked.

Then click: Advanced Tab

  -    Enter the incoming mail server port :  POP - Port 110 (NO SSL)  / 995 (SSL/TLS)  / IMAP Port: 143 (NO SSL) / 993 (SSL/TLS)
  -    Encryption method: SSL/TLS.Check the "This server requires an encrypted connection" checkbox.

Then enter the outgoing mail server settings :   Port: 465  Encryption method: (SSL/TLS)  alternatively  Port: 587 Encryption method: (STARTTLS or TLS)

 - Set the server timeout to 10 minutes

 - Under delivery check the leave a copy on the server settings, defaults are always good.

Step 10 — Complete the Setup

Then click:  OK

Then click:  Next

Then click:  Close after the email test completes

Then click:  Close

Your email account has now been added to Outlook.

Common Setup Problems

Outlook Keeps Asking for the Password

Check:

• the email password is correct
• the full email address is used as the username
• there are no spaces before or after the password
• the mailbox exists in DirectAdmin
• the correct mail server is being used

The username must usually be the full email address.

Example:

Correct: info@yourdomain.co.za

Incorrect: info

Outlook Can Receive But Cannot Send

Check:

• outgoing mail server is correct
• SMTP port is correct
• outgoing authentication is enabled
• username is the full email address
• password is correct
• your internet provider is not blocking SMTP traffic

Recommended outgoing settings:

Server: mail.yourdomain.co.za

Port: 465 / 587

Encryption: SSL/TLS  / STARTTLS

Authentication: Enabled

Outlook Cannot Connect to the Server

Check:

• your internet connection
• your domain is active
• your hosting account is active
• the mail server name is correct
• the SSL settings are correct
• the mailbox has been created

You can also test webmail to confirm the mailbox works.

Open your browser and visit:  https://webmail.yourdomain.co.za or https://cp.yourdomain.co.za  (Replace yourdomain.co.za with your own domain name.)

Certificate Warning Appears

A certificate warning may appear if the mail server name does not match the SSL certificate.

Make sure you are using the correct mail server name supplied by your hosting provider.

In most cases, you should use:  mail.yourdomain.co.za 

Emails Are Stuck in the Outbox

Check:

• outgoing server settings
• SMTP port
• SMTP authentication
• internet connection
• mailbox password
• attachment size

Large attachments may take longer to send or may fail if they exceed the server limit.

Security Tips

• Keep your email password secure
• Do not share mailbox passwords with unauthorized users
• Use a strong password
• Do not save passwords on shared computers
• Avoid using public Wi-Fi when setting up email
• Be careful of phishing emails asking for your email password
• Change your password if you suspect unauthorized access

Final Notes

Once Outlook has been set up successfully, keep the account settings saved and avoid changing them unless required.

If you change your email password in DirectAdmin, you must also update the password in Outlook.

If the account stops working after a password change, update the saved password in Outlook and test sending and receiving again.