Knowledge Base

MS Outlook

It's important before you start to consider how you want your mail, it's much like a pizza, plenty of options!

If you want to download your mail and delete it off the server every time you check mail (the most common and privacy conscious method), then use POP3.

If you want to keep your mail on our servers, then you should use IMAP, and not POP3 with "leave on server" option. The use of IMAP does however mean you have to be aware of, and pay particular attention to, your mail quota limit. We'll warn you once you reach 50% and 75% quota usages, and again as your mailbox reaches capacity.

It's not a good idea to mix protocols, choose either POP3, or IMAP, and stick to it. If you don't create or use other folders to store mail outside of your Inbox then it wont affect mail accessibility, since both access the same Inbox, however IMAP allows you to create filters and sub folders to store mail, which POP3 by its very design can not access, resulting in losing access to those messages unless you log back in with IMAP, or Webmail.

In either case, it is advisable to enable encryption for both receiving and sending Emails, the modern, and preferred method is to use TLS, or STARTTLS. STARTTLS connects as normal but then upgrades to encrypted before sending your details, (hence the name: START TLS) this uses the same default server ports (POP3:110 / IMAP:143 / Mail Submission SMTP:587) and is supported in all modern clients and apps and is the most popular method. TLS however uses encryption from initial connection, because of this it requires different ports (IMAPs:993, POP3s:995 and SMTPs:465), there is no other difference between it and STARTTLS, the later perhaps being more widely supported.

We do not accept outgoing (relaying) mail for remote users on port 25, you must use either the message submission port 587, or SMTPs port 465.

Please double check these settings before reporting problems, especially if you are getting relaying denied errors.

It is also important to note that when using IMAP, our system regards several folders as special, including Spam, Junk, and Trash. We automatically delete all contents of the Trash folder after 28 days, Junk folder after 7 days, and Spam folder when its processed overnight.

Some remote IMAP clients, in particular mobile devices, like to use their own methods and create other folders like Deleted Messages, this folder is not a special folder name on our systems, therefor it is not checked for messages to expire, meaning you need to manually delete your trash contents in any Deleted Messages type folder, also note that the contents of that non standard trash folder also count towards your quota.

Step 1: Click on the Tools menu and select E-mail Accounts.

Step 2: Select the option Add a new e-mail account. Click 'Next'

Step 3: Select POP3 as the type of account you want to create

Step 4: Fill in the Internet E-mail Settings fields as follows:
	Your Name: Enter your name as you would like it to appear in the From field
	E-mail Address: your email address
	Incoming mail server (POP3/IMAP server):
	Outgoing mail server (SMTP server):
	User Name: your email address.

Step 5: Click on More Settings

        Choose the Outgoing Server tab
        Check the My outgoing server (SMTP) requires authentication checkbox.
	Check the option 'Use same settings as my incoming server'

Step 6: Choose the Advanced tab and change "Outgoing server" port from  25  to  587
	Then change both of the " Use the following encrypted connection " settings to TLS

NOTE: For Outlook 2003, you will not have TLS, you can instead set SSL, once you set SSL, 
      ensure outgoing is still port 587
      Outlook often reverts to default port if you change these.

That's it, you're done!