Monday, May 24, 2010

Outlook Add or remove an email account

Category: — SkyHi @ Monday, May 24, 2010
Before you can send and receive e-mail messages in Microsoft Outlook,
you must
first set up and configure an e-mail account.

In this article









    About e-mail accounts



    Outlook supports Microsoft Exchange, as well as
    POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.),
    IMAP (IMAP (Internet Message Access Protocol): Unlike Internet e-mail protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.), and some HTTP e-mail accounts. Your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) or e-mail administrator can provide you with the configuration information that you need to manually set up your e-mail account in Outlook.

    For most accounts,
    Outlook can automatically detect and configure the account by using just a name, an e-mail address, and a password. Exchange account users usually do not not have to type any information, because Microsoft Office Outlook 2007 can identify the network credentials used to connect to the Exchange account.

    E-mail accounts are contained in profiles. A profile is comprised of accounts, data files, and settings that
    contain information about where your e-mail is stored. A new profile is created automatically when you run Outlook for the first time, and after that the profile runs each time that you start Outlook.

    Most people need only one profile. However, sometimes you might find it useful to have more than one profile. For example, you might want one profile for work and another profile for home. Also, if other people use the same computer that you do, their e-mail accounts and settings can be kept in a separate profile,
    under a different profile name.

     Note   For Outlook Express users, profiles in Outlook are similar to identities in Outlook Express. Outlook profiles have no relation to the hardware and software profiles in the Microsoft Windows operating system.

    Depending on your needs, you can add several e-mail
    accounts in a single Outlook user profile. For example, you can add an Exchange account
    to handle your business e-mail and then add an Internet e-mail account, such as
    a POP3 account from your ISP, to process your personal e-mail. Profiles can contain all of your e-mail accounts, but there is a limit of one Exchange account per profile.

    Top of Page Top of Page

    Add a Microsoft Exchange account


    Exchange accounts can be added when you run Outlook for the first time, or by closing Outlook, and then clicking the Mail icon in Control Panel in Windows.

     Note   There can be only one Exchange account in a profile.


    1. Close Outlook.
    2. In Control Panel, open the Mail module. Note   The Mail icon in Control Panel will not appear unless you have Outlook installed and have accessed
      it at least once.

      3. You can add an Exchange account either to a new profile that you create or to an existing profile.

    3. Do one of the following:
      • Create
        a new profile          
        1. Under Profiles, click Show Profiles.
        2. Click Add.
        3. In the New Profile dialog box, type a name for the profile, and then click OK.This is the name that you will see when starting Outlook if you configure Outlook to prompt you for a profile to use.

      • Choose an existing profile  The title bar of the Mail Setup dialog box contains the name of the current profile. To select a different profile, click Show Profiles, select the profile name, and then click Properties.

        1. Click E-mail Accounts.
        2. Click New.

      Your Windows domain credentials are used to configure your Exchange account automatically.

    4. Click Next.
    5. After the configuration of your Exchange settings is complete, click Finish.
      6. If your Exchange settings cannot be configured automatically in Outlook or if the information on your screen is not correct, select the Manually configure server settings check box, and then click Next. Instructions for configuring your account manually are in the Add and manually configure an Exchange account section.
    Top of Page Top of Page

    Add and manually configure an Exchange account


    Exchange accounts can only be added when you run Outlook for the first time, or by closing Outlook, and then clicking the Mail icon in Control Panel in Windows.


    1. Close Outlook.
    2. In Control Panel, open the Mail module. Note   The Mail icon in Control Panel will not appear unless you have Outlook installed and have accessed
      it at least once.

    3. Do one of the following:
      • Create
        a new profile          
        1. Under Profiles, click Show Profiles.
        2. Click Add.
        3. In the New Profile dialog box, type a name for the profile, and then click OK.This is the name that you will see when starting Outlook if you configure Outlook to prompt you for a profile to use.

      • Add to an existing profile 
        The title bar of the Mail Setup dialog box contains the name of the current profile. To select a different profile, click Show Profiles, select the profile name, and then click Properties.
        1. Click E-mail Accounts.
        2. Click New.
        3. Click Microsoft Exchange, POP3, IMAP or HTTP account, and then click Next.

      Your Windows domain credentials are used to configure your Exchange account automatically. The following steps allow you to configure your Exchange account manually.

    4. Select the Manually configure server settings or additional server types check box, and then click Next.
    5. Click Microsoft Exchange, and then click Next.
    6. Type the name that was assigned by your mail administrator for the server running Exchange.
      7.
    7. To use Cached Exchange Mode, select the Use Cached Exchange Mode check box.HideMore information about Cached Exchange Mode
      Cached Exchange Mode provides you with a better experience when you use an Exchange account. In this mode, a copy of your mailbox is stored on your computer. This copy provides quick access to your data, and it is frequently updated with the mail server.
      If you are unable to turn on Cached Exchange Mode, one or more of the following might apply:
      • Your Exchange server administrator may have disabled this functionality   Exchange administrators have the ability to disable this feature in Outlook. For more information, contact your Exchange administrator.
      • You have installed Microsoft Terminal Services  Cached Exchange Mode uses an Offline Folder file (.ost). These files cannot be used if you have installed Microsoft Terminal Services for Microsoft Windows Server 2003. However, installing
        the Terminal Services Client or the Remote Desktop Connection client does not prevent access to this feature.
    8. In the User Name box, type the user name assigned by your mail administrator. This is usually not your full name.
    9. Optionally, do any of the following:
      • Click
        More Settings. On the General tab, under Mail Account, type a name that will help you to identify the account, for example, My Work E-mail.
      • Click More Settings. On any of the tabs, configure the options that you want.
      • Click
        Check Names to verify that the server
        recognizes your name and that your computer is connected to the network. The account and server names that you specified in steps 8 and 10 should become underlined. If your name does not
        become underlined, contact your Exchange administrator.

    10. If you clicked More Settings and opened the Microsoft Exchange Server dialog box, click OK.
    11. Click Next.
    12. Click Finish.
    Top of Page Top of Page

    Add a POP3, IMAP, or HTTP e-mail account


     Note   POP3, IMAP, and HTTP e-mail accounts can be added to the current Outlook profile
    at any time. In addition, you can add these accounts to any other profile, or to a new profile that you create by opening the Mail module in Control Panel in Windows.


    1. Do one of the following:
      • To add an account to the profile that you are using now  
        • On the
          Tools menu, click
          Account Settings.          HideThe Account Settings command is missing
          The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

      • To add an account to another existing profile  
        1. Close Outlook.
        2. In Control Panel, open the Mail module. Note   The Mail icon in Control Panel will not appear unless you have Outlook installed and have accessed
          it at least once.

          The title bar of the Mail Setup dialog box contains the name of the current profile. To select a different profile, click Show Profiles, select the profile name, and then click Properties.

        3. Click E-mail Accounts.
      • To add an account to a new profile  
        1. Close Outlook.
        2. In Control Panel, open the Mail module. Note   The Mail icon in Control Panel will not appear unless you have Outlook installed and have accessed
          it at least once.

        3. Under Profiles, click Show Profiles.
        4. Click Add.
        5. In the New Profile dialog box, type a name for the profile, and then click OK.This is the name that you will see when starting Outlook if you configure Outlook to prompt you for a profile to use.

        6. Click E-mail Accounts.

    2. Click New.
    3. Click Microsoft Exchange, POP3, IMAP, or HTTP, and then click Next.
    4. In the Your Name box, type your name as you want it to appear to other people.
    5. In the E-mail Address box, type the complete e-mail address assigned by your mail administrator or ISP. Make sure to include your user
      name, the @ symbol, and the domain name, for example, barbara@contoso.com.
    6. In the Password and Retype Password boxes, type the password that was either assigned to you or that you selected for your e-mail account. Tip   Your password might be case sensitive. Make sure that your CAPS LOCK key is not on.

    7. Click Next.Your e-mail server is contacted and Outlook is configured for your account. If an encrypted connection cannot be established to the e-mail server, you are prompted to click Next to attempt an unencrypted connection.

      After your account is configured successfully, click Finish.

      8. If your e-mail account cannot be configured automatically in Outlook or if the information on your screen is not correct, select the Manually configure server settings check box, and then click Next. Instructions for configuring your account manually are in the Add and manually configure a POP3, IMAP, or HTTP e-mail account section.
    Top of Page Top of Page

    Add and manually configure a POP3, IMAP, or HTTP e-mail account


     Note   POP3, IMAP, and HTTP e-mail accounts can be added to the current Outlook profile
    at any time. In addition, you can add these accounts to any other profile by clicking the Mail icon in Control Panel in Windows.


    1. Do one of the following:
      • To add an account to the profile that you are using now  
        • On the
          Tools menu, click
          Account Settings.          HideThe Account Settings command is missing
          The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

      • To add an account to another existing profile  
        1. Close Outlook.
        2. In Control Panel, open the Mail module. Note   The Mail icon in Control Panel will not appear unless you have Outlook installed and have accessed
          it at least once.

          3. The title bar of the Mail Setup dialog box contains the name of the current profile. To select a different existing profile, click Show Profiles, select the profile name, and then click Properties.
        3. Click E-mail Accounts.
      • To add an account to a new profile  
        1. Close Outlook.
        2. In Control Panel, open the Mail module. Note   The Mail icon in Control Panel will not appear unless you have Outlook installed and have accessed
          it at least once.

        3. Under Profiles, click Show Profiles.
        4. Click Add.
        5. In the New Profile dialog box, type a name for the profile, and then click OK.This is the name that you will see when starting Outlook if you configure Outlook to prompt you for which profile to use.

        6. Click E-mail Accounts.

    2. Click New.
    3. Click Microsoft Exchange, POP3, IMAP, or HTTP, and then click Next.
    4. In the Your Name box, type your name as you want it to appear to other people.
    5. In the E-mail Address box, type the complete e-mail address assigned by your mail administrator or ISP. Make sure to include your user
      name, the @ symbol, and the domain name, for example, barbara@contoso.com.
    6. In the Password and Retype Password boxes, type the password that was either assigned to you or that you selected for your e-mail account. Tip   Your password might be case sensitive. Make sure that your CAPS LOCK key is not on.

    7. Select the Manually configure server settings or additional server types check box.
    8. Click Next.
    9. Click Internet E-mail.
    10. Click E-mail, and then click
      Next.Based on your earlier input, some of the text fields in the dialog box may already have text in them. Verify that the entries are correct.

    11. Under User Information, do the following:
      1. In the Your Name box, type your full name the way that you want it to appear to other people.
      2. In the E-mail Address box, type the complete e-mail address assigned by your mail administrator or ISP. Make sure to include the user
        name, the @ symbol, and the domain name, for example, barbara@contoso.com.
    12. Under Server Information, do the following:
      1. In the Account Type list box, choose POP3, IMAP, or HTTP. Tip   Your ISP can tell you which protocol you must use to access your e-mail account, but POP3 is by far the most common. Microsoft Windows Live Mail accounts use HTTP. If you choose HTTP, you must also click
        a provider in the HTTP Server Provider list, and enter the location of the server in the Server URL box.

      2. In the Incoming mail server box, type the full name of the server provided by your ISP or mail administrator. Often this is mail. followed by your domain name, for example, mail.contoso.com.
      3. In the Outgoing mail server box, type the full name of the server provided by your ISP or mail administrator. Often this is mail. followed by your domain name, for example, mail.contoso.com.
    13. Under Logon Information, do the following:
      1. In the User Name box, type the user name provided by your ISP or mail administrator. This might be just the part of your e-mail address before the @ symbol, or it might be your complete e-mail address.
      2. In the Password box, type the password provided by your ISP or mail administrator, or one that you created.
      3. Select the Remember password check box. Note   You have the option to have Outlook remember your password
        by typing it in the
        Password box and selecting the
        Remember password check box.
        If you choose Outlook to remember your password, you won't have to type your password each time you
        access the account.
        However, this also makes
        the account vulnerable to anyone who
        has access to your computer.
        Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Help protect your personal information with strong passwords.

        It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.


    14. Optionally, do any of the following:
      • Click
        More Settings. On the General tab, under Mail Account, type a name that will help you identify the account, for example, My Home ISP E-mail.
      • Click More Settings. On the Outgoing tab, select the My outgoing server (SMTP) requires authentication check box, if required by your account.
      • For POP3 accounts, click More Settings. On the Advanced tab, under Server Port Numbers, under Incoming server (POP3), select the The server requires an encrypted connection (SSL) check box, if your ISP instructs you to use this setting.
      • For IMAP accounts, click More Settings. On the Advanced tab, under Server Port Numbers, under Incoming server (IMAP), for the Use the following type of encrypted connection option, click None, SSL, TLS or Auto, if your ISP instructs you to use one of these settings.
      • Click More Settings. On the Advanced tab, under Server Port Numbers, under Outgoing server (SMTP), for the Use the following type of encrypted connection
        option, click None, SSL, TLS or Auto, if your ISP instructs you to use one of these settings.
      • If you are adding a
        POP3 or IMAP server
        account, click
        Test Account Settings to
        verify that your account is working. If there is missing or incorrect
        information, such as your password, you are prompted to supply it or correct
        it. Make sure that your computer is connected to the Internet.

    15. Click Next.
    16. Click Finish.
    Top of Page Top of Page

    Remove an e-mail account


    In the profile that you are using now



    1. On the
      Tools menu, click
      Account Settings.      HideThe Account Settings command is missing
      The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.
    2. Select the account that you want to remove, and then click Remove.
    3. To confirm removal of the account, click Yes.

    In another profile


    1. Close Outlook.
    2. In Control Panel, open the Mail module.
      3. The title bar of the Mail Setup dialog box contains the name of the current profile. To select a different existing profile, click Show Profiles, select the profile name, and then click Properties.
    3. Click E-mail Accounts.
    4. Select the account, and then click Remove.
    5. To confirm removal of the account, click Yes.
     Note   Removing a POP3, IMAP, or HTTP account does not delete the items that were sent and received by using the account. If you were using a POP3 account, you can still use the Personal Folders file (.pst) to work with your items.

     Note   If you were using an Exchange account, your data will remain on the mail server unless you move it to a .pst file. For IMAP and HTTP accounts, your messages that were displayed in Outlook are saved in a .pst file. However, unlike with POP3 accounts, you must add the .pst file back to your Outlook profile manually by using the Data File Management command on the File menu.


    REFERENCES
    http://office.microsoft.com/en-ca/outlook/HA012316341033.aspx