Outlook 2010 Setup Guide (POP3)

Versions Addressed: Microsoft Office Outlook 2010

Document Updated: 8/31/2012

Copyright © 2012 Smarsh, Inc. All rights reserved.

Purpose: This document will assist the end user in configuring Outlook 2010 to access a POP3 email account hosted by Smarsh. Outlook is a registered trademark of Microsoft Corporation. Other product names are trademarks or registered trademarks of their respective owners.

Outlook 2010 Setup Guide (POP3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Table of Contents

Getting Started 3

Add Your New Account 3

Account Setup 5

Basic Settings 6 Enable SMTP Authentication 7 Advanced Settings 7

Set Default Account 9

Creating a New Profile 10

Exit Outlook 10 Open the Mail Control Panel Item 10 Add Your New Profile 11

Outlook 2010 Setup Guide (POP3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

To set up Microsoft Outlook 2007 to access your email account, follow these instructions. You will need to know the following information before you get started:

Your email address

Your email password

Your email server

Getting Started

If you are starting Outlook for the first time, you will automatically be prompted to set up a new email account, and can skip to the section titled “Account Setup” on page 5.

It is not necessary to create a new profile. However, If Outlook is set up with existing accounts that you will no longer be using, and you’d like a fresh start, you can go to the section titled “Creating a New Profile” on page 10.

Add Your New Account

Click the File tab, then select Info. Click the “Account Settings” button, then click the “Account Settings…” option that appears. This will display a list of the accounts you already have set up (if any).

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

To add your new email account, click the “New…” button.

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Account Setup

Select “Manually configure server settings or additional server types” and click Next.

Select “Internet E-mail” and click Next.

Outlook 2010 Setup Guide (POP3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Basic Settings

Enter your name as you would like it to appear in the “From” field on messages you send to other people.

Enter your Smarsh email address.

For the incoming and outgoing mail servers, enter the server name provided to you (do not actually type “example.smarsh.com” as shown here; this is just an example).

Change the user name to your full email address, not just the first part.

Enter your email password. Note that passwords are case-sensitive, so if your password contains capital letters, you must enter them correctly. Leave the “Remember password” box checked.

“Require logon using Secure Password Authentication (SPA)” should NOT be checked.

Click the “More Settings” button.

Outlook 2010 Setup Guide (POP3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Enable SMTP Authentication

Click the “Outgoing Server” tab, then check the box labeled “My outgoing server (SMTP) requires authentication.” Leave it set to “Use same settings as my incoming mail server.” Then click the Advanced tab.

Advanced Settings

Under “Incoming server (POP3)”, check the box labeled “This server requires an encrypted connection (SSL)”. Under “Outgoing server (SMTP)”, where it says “Use the following type of encrypted connection:” change this setting from “None” to “SSL”.

Next, change the port number for “Outgoing server (SMTP)” from 25 to 465. Click OK.

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Click Next, then click Finish.

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Set Default Account

If you only have one account set up, you don’t need to worry about this, but if you have more than one account, you need to choose which account to send from by default. We recommend setting your Smarsh account as the default account. If you need to send from another account, you can always choose which account to use for each message you send by clicking the “From” button before sending.

To set the default account, select your new Smarsh account and click the “Set as Default” button.

Click Close. That’s it! Your new Smarsh email account is set up and ready to use.

Outlook 2010 Setup Guide (POP3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Creating a New Profile

Most people do not need to create a new profile. However, if you are switching from an old account that you no longer intend to use at all, or you just want a completely fresh start, creating a new profile is easy to do.

Exit Outlook

Begin by closing all Outlook windows (including email messages) and exiting out of Outlook. Outlook cannot be running during the setup process.

Open the Mail Control Panel Item

Click on the Start button and open the Control Panel. If you haven’t already done so, switch to Classic View or view by icons, depending on your version of Windows:

Windows XP Windows Vista Windows 7

Look for an icon that says “Mail” (or “Mail (32-bit)” on 64-bit versions of Windows 7).

If you don’t see it, look for an icon labeled “View 32-bit Control Panel Items” (you’ll see this on 64-bit versions of Windows Vista), and open that.

Open the Mail icon, then click Show Profiles:

Outlook 2010 Setup Guide (POP3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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redistributed to third parties. Copyright © 2010 Smarsh, Inc. All rights reserved.

Add Your New Profile

To create your new profile, click “Add…” and enter a name for the new profile. You can name the new profile anything you like, but you may want to call it “Smarsh” or the name of your company.

You will now be prompted to add a new email account. Jump back to the section titled “Account Setup” on page 5 and follow the instructions to add your Smarsh email account. When finished, make sure your new profile is selected, then click OK. Your new profile is ready to use! You can now open Outlook.