Setting up email in MS Outlook
To set up your emaill in Microsoft Outlook please follow these steps. For other email clients please consult their help files.
If your on the go you may want to consider adding email to your iphone or other mobile device. To do so follow these simple steps…
- Press the Home button and select Settings > Mail, Contacts, Calendars.
- Under Accounts, select Add Account…
- Select Other.
- Enter your name (which will show in the from field) and your full email address.
- Enter your email password and description (we recommend the full email address as your description).
- Press Save.
- Select IMAP or POP (What is the difference)
- Under Incoming Mail Server, enter windstar.websitewelcome.com as the Host Name.
- Enter the full email address as your User Name.
- Enter your email password and then scroll down.
- Enter the same information under Outgoing Mail Server.
- Press Save.
You are now ready to send and receive emails via your iPhone.
POP vs IMAP
IMAP (Internet Message Access Protocol)
IMAP4 allows you to read emails as they appear on the hosting server. Any changes you make (delete, reply, forward, move) are seen by anyone else who logs into webmail or IMAP. This is the perfect solution for multiple users who need to access the same email account. This is also perfect for anyone who needs to access one email account from multiple devices at the same or different times.
POP (Post Office Protocol)
POP3 allows you to download copies of your email messages to your personal computer. Any changes you make will NOT be seen by anyone else who accesses the email account (because you are only making changes to local copies). The copies of the email messages on the server are normally unchanged, but it is very easy to unintentionally setup your POP3 access to delete those server copies whenever you download the emails. This is a perfect solution for a user who has very limited time to be online, but needs to spend lots of time reading emails. This is also a perfect solution for anyone who needs to archive permanent copies of their emails (e.g. before you terminate that email name or its hosting provider).
Some of our clients prefer Webmail due to its ease of use and the fact that it can be accessed with just a web browser. Plus, it also has the same advantages as IMAP. However, webmail depends on a web browser (e.g. Firefox, IE, Opera, Chrome, Safari, etc.) which takes time to load, access the webmail page, login, wait for the GUI to load, browse through a likely limited view of your inbox, and view one email
message at a time.
Mail Programs (such as Outlook or Windows Mail or Thunderbird)
A mail program (also known as a “pop client”) is required in order to connect via POP or IMAP. A mail program will simply launch from your desktop and gives you rapid access to all your emails (even faster but less secure if you let it remember your passwords). Also, mail programs have advanced tools and features which webmail may not have. There are many to choose from, such as the program included with your Operating System: Microsoft Windows includes either Outlook or Windows Mail, Apple includes Mac Mail. There are also third-party programs such as Mozilla’s Thunderbird and Qualcomm’s Eudora.
- IMAP is perfect for multiple users who need to access the same email account, or one user who needs to access emails from multiple locations.
- POP3 is perfect for quickly downloading emails and reading them offline or on the go (Remember: you do have to be online to reply to emails). POP3 is also a great way to save copies of your emails on your personal computer.
- Webmail is perfect for everyone, but does depend on a browser, which is slower and more cumbersome than a mail program (e.g. Eudora, Outlook, Thunderbird, etc.).
An often asked Question is…
“How can I convert users mailboxes from POP3 to IMAP or Outlook Connector and ensure all old email exists in the new IMAP or Outlook Connector account?”
In Outlook Express:
1. Open Outlook Express.
2. From the Outlook Express menu choose Tools -> Accounts.
3. Select the current POP account and click on Properties.
4. On the General tab deselect the option for “Include this account when receiving mail or synchronizing” AND THEN on the Servers tab, deselect the option for “Remember password”.
5. Click on OK and Close.
6. Close Outlook Express.
7. Open Outlook Express again and if you are prompted for a password (you shouldn’t be) don’t give it — instead click on Cancel. If you are prompted for a password, ensure you have followed the steps above correctly.
8. Now the POP account has been disabled, setup the new IMAP account via Tools -> Accounts.
9. With both the POP account and IMAP account now listed drag the email from the POP account folders to the IMAP account folders.
10. Once you’ve confirmed all the POP based email has been moved, delete the POP account from Tools -> Accounts.
1. Open Outlook.
2. From the Outlook menu choose Tools -> Email Accounts.
3. Make sure the option to “View or change existing e-mail accounts” is selected and then click on Next.
4. Select the POP account and then click on the Change button.
5. Remove the check mark next to “Remember password.”
6. Click on Next and then on Finish.
7. Choose Tools -> Options -> Mail Setup and click on Send/Receive.
8. Click on Edit, select the POP account and deselect the option for “Include the selected account in this group”. Then click on OK, Close and OK.
9. Close Outlook.
10. Open Outlook again and if you are prompted for a password for that account (you shouldn’t be) don’t give it — instead click on Cancel. If you are prompted for a password, ensure you have followed the steps above correctly.
11. Now the POP account has been disabled, setup the new IMAP account via Tools -> Email Accounts.
12. You can now either drag the email from the POP account folders to the IMAP account folders or use the File -> Import/Export utility to import the POP based PST file into the IMAP account.
13. Once you’ve confirmed all the POP based email has been moved, delete the POP account from Tools -> Email Accounts.
Migrating from POP3 to Outlook Connector:
If you are converting from POP3 to Outlook Connector, it’s recommended to follow the Outlook steps 1-12 above and initially migrate the email from the POP3 PST as indicated.
Once this has been done create a new Outlook Profile and configure the Outlook Connector account as the only account in the profile and confirm all email is correctly loaded into the new Outlook Connector Account.
Finally, from the Outlook menu choose File -> Open -> Outlook Data File and open the original POP3 PST file. You can then move/drag any existing calendar, contacts or task entries from the POP3 PST file into the Outlook Connector account before closing the PST.
Possible issues to note:
1. Whilst POP3 PST based email accounts support the use of characters such as \ : & / in email folder names, IMAP and Outlook Connector accounts don’t. This is because this folder will be created as a Windows Folder in the users mailbox on the server. For this reason, it’s important these folder names are changed before you move/drag the folders between the accounts or any import via the File -> Import/Export utility in Outlook.
2. An import of a PST into an IMAP account can sometimes fail and this is often due to an element of corruption in the PST file itself. Microsoft supply a PST repair tool with Outlook called scanpst.exe which you can use to scan and fix these errors. Please see http://support.microsoft.com/kb/272227/en-us for details.