Add an email account to Outlook for Windows

You can add almost any email account to Microsoft Outlook as long as you have the correct configuration settings. Microsoft 365 accounts typically configure automatically, but if automatic setup fails or you are using a different email provider, the steps below will help you complete the setup manually.

Add a new account in new Outlook

1. Open Outlook

2. Click the FIle Tab

3. Select Account Info

4. Click Add Account

   

   Add account to Outlook App

   
   

   You should then be prompted to enter your email address. If the account is associated with a Microsoft product, configuration is usually automatic.

5. 
   

   

   Signing in with your accout to the Outlook app

Manual Setup for Custom or Non-Microsoft Email Accounts

If your email provider uses custom settings or automatic configuration does not work:

1. Open Outlook and repeat Step 1 above

2. Select Advanced options.

3. Check Let me set up my account manually.

4. Click Connect.

   

   Advanced Options to add emails to Outlook App

   
   

   IMAP vs POP (Which Should You Use?)

   IMAP (Recommended)

   • Email actions sync across all devices

   • Folders stay consistent everywhere

   • Messages and attachments download only when opened

   • Ideal for accessing email on multiple devices

   POP

   • Emails are downloaded to a single device and removed from the server

   • Messages can only be accessed from that computer

   • Not recommended for modern email usage

   
   

   Our recommendation is to use IMAP.

   

   Different email configuration within Outlook app

   
   

5. Before continuing, confirm your email provider’s settings. Below are the most commonly used platforms and their standard IMAP configurations.

   
   

   Gmail (Google Workspace / Gmail)

   Incoming Mail (IMAP)

   Server: imap.gmail.com

   Port: 993 Encryption: SSL/TLS

   Outgoing Mail (SMTP)

   Server: smtp.gmail.com

   Port: 587 Encryption: STARTTLS

   Username: Full email address

   Password: App password (recommended if two-factor authentication is enabled)

   
   

   Microsoft Outlook.com / Microsoft 365

   Incoming Mail (IMAP)

   Server: outlook.office365.com

   Port: 993 Encryption: SSL/TLS

   Outgoing Mail (SMTP)

   Server: smtp.office365.com

   Port: 587 Encryption: STARTTLS

   Username: Full email address

   Password: Email password or app password if MFA is enabled

   
   

   Apple iCloud Mail

   Incoming Mail (IMAP)

   Server: imap.mail.me.com

   Port: 993 Encryption: SSL/TLS

   Outgoing Mail (SMTP)

   Server: smtp.mail.me.com

   Port: 587 Encryption: STARTTLS

   Username: Full iCloud email address

   Password: App-specific password

   
   

   Horde Webmail (Self-Hosted or ISP Email)

   Horde is a webmail interface commonly used with Linux-based mail servers. IMAP and SMTP settings depend on the underlying server configuration.

   Incoming Mail (IMAP)

   Server: mail.yourdomain.com

   Port: 993 Encryption: SSL/TLS

   Outgoing Mail (SMTP)

   Server: mail.yourdomain.com

   Port: 587 Encryption: STARTTLS

   Username: Full email address

   Password: Mailbox password

   
   

   cPanel / Dovecot-Based Email (Roundcube, Horde)

   This configuration is commonly used by shared hosting providers and VPS environments.

   Incoming Mail (IMAP)

   Server: mail.yourdomain.com

   Port: 993 Encryption: SSL/TLS

   Outgoing Mail (SMTP)

   Server: mail.yourdomain.com

   Port: 587 Encryption: STARTTLS

   Username: Full email address

   Password: Mailbox password

   
   

   

   Imap Account Setting Screen on Microsoft Outlook app

6. Once these settings are entered correctly, your email account should connect and begin syncing immediately.

If you continue to experience issues, please contact us at (956) 704-0999 or contact@ghost-sys.com. We also offer Managed IT Services, where email configuration and ongoing support are handled as part of your service agreement.

Ghost Systems provides Outlook and email support services for businesses in South Texas.