Email Step-By-Step Setup UpdatedOctober 14, 2022

2022

Outlook 2016 or Microsoft 365 setup guide

How to set up email in Outlook 2016 or Microsoft 365

This guide takes you step-by-step through the process of setting up a new email account in Outlook 2016 or Outlook for Microsoft 365.

If the Mail account is already set up, but giving errors – then refer to our troubleshooting guides for Outlook 2016 or Office 365.

Replace example.co.za with your domain name.

Launch Outlook
Select File on the top left menu bar
Select the Add Account button in the middle of the screen, then Account Settings
Insert your email address
Select Advanced options, then select Let me set up my account manually > Connect
This temporary screen will display
This screen will display the various account options – select POP or IMAP
Server Settings: (Note that some versions of Outlook don’t allow you to adjust server settings at this stage. In these cases, complete the account setup and then check your server settings by going to File > Info > Account Settings dropdown > Server Settings).
- Incoming mail: add mail. before your domain name e.g. mail.example.co.za*
  - Port 993 (or 995 for POP)
  - Encryption method: SSL/TLS
  - Require logon using Secure Password Authentication (SPA) is unticked
- Outgoing mail: add smtp. before your domain name e.g.smtp.example.co.za*
  - Change Port to 465 (not 25)
  - Encryption method: SSL/TLS
  - Require logon using Secure Password Authentication (SPA) is unticked
Click Connect
You will now be prompted for the password
Your setup is complete!
Send a test mail and if there are any errors, refer to our Troubleshooting guides – Outlook 2013/ Outlook 2016.

* Note: In isolated cases mail.domain (e.g. mail.example.com) and smtp.domain won’t work. In these cases you will need to use the server name instead e.g. www34.cpt1.host-h.net. Find my server name.

Gmail setup guide

How to set up your domain email in Gmail

Your domain email address can be accessed using any mail programme, including Gmail.

The advantages of using Gmail are:

the interface may be more familiar to you if you are already using it
your mail can be accessed from any online computer or device
15GB of storage is provided per mailbox, which is useful if you want to store a large amount of mail without incurring disk over-usage charges.

Set up your domain email

If you are setting up your email on a cell phone or tablet, refer to: How to set up your email for Gmail on mobile.

Browse to Gmail and log in
Select the Settings icon from the top-right menu, then choose Settings from the dropdown list
Select Accounts and Import
Select Add a mail account
Enter your Email address, select Next
Select the second option and select Next
Gmail will automatically add certain settings, but check that:
- The Username is the full email address
- The Password is included
- The POP Server has mail. in front of the domain name e.g. mail.example.com*
- Port is 995
- Always use a secure connection (SSL) is checked
Select Add Account
Your account has now been set up to receive your domain email, but you can now continue to set up the account to send mail from your domain. Select Yes and Next
Untick Treat as an alias
Select Next Step
Send mail through your SMTP server? Select the second option. The default setting is to send mail using Gmail SMTP servers, and while this will work, it is not recommended. The reasons are that Gmail servers are more likely to be blacklisted for spam abuse, and certain mail servers will not receive mail from domains that are not associated with that particular server.
The current dialogue box opens up to add the SMTP details. Ensure that:
1. The SMTP Server has smtp. in front of the domain name e.g. smtp.example.com*
2. The Username is the full email address
3. The Password is included
Select Add Account
Gmail will check credentials, and then provide the following dialogue box:
Open your mail and click the link on the confirmation email
* Note: In isolated cases mail.domain (e.g. mail.example.com) and smtp.domain won’t work. In these cases you will need to use the server name instead e.g. www34.cpt1.host-h.net. Find my server name.
Confirmation success! Your domain mail is now set up to be accessed via Gmail.

Mac Mail Auto Setup

How to auto set up your email address in Mac Mail

Use the auto-configuration tool below to quickly and easily setup your mail accounts on any Apple device – from iPhones to MacBooks.

The easiest method is to open this webpage on the device that you would like to install the mail account. If setting the account up on an iPad or an iPhone, open this page in your Safari browser. The profile will not download correctly in another browser.

Link: https://xneelo.co.za/help-centre/email/mac-mail-configuration-tool/

Outlook for Mac (Microsoft 365) Email Setup

Outlook for Mac (Microsoft 365)

This guide takes you step-by-step through the process of setting up a new email account in Microsoft 365’s Outlook for Mac.

Replace example.com with your domain name.

Check your password

First, check your password by browsing to Webmail and trying to log in. If you aren’t able to log in, then you have the incorrect password. Forgotten passwords can be reset in konsoleH – you will need to get your domain or web administrator to update it for you if you don’t have konsoleH access.

Add your mail account

Launch Outlook
Select the Outlook tab, then Preferences and then Accounts
A new window will open which will list any other accounts already set up
If there are no accounts listed, click the Add Email Account button. If there are already accounts, click the ‘+‘ button at bottom left and then Add New Account…
Enter your email address then click Continue
On the next window, be mindful of Microsoft 365 defaulting to Exchange. Select Not Exchange at top right to deselect this as we do not support exchange mailing on our hosting environment.
Select POP/IMAP
Enter the settings relevant to your mail account
- POP or IMAP (choose IMAP if you want to access your mail on more than one device e.g. laptop and cell phone)
- Email address and User name are both your full email address eg. john@example.com
- Incoming Server name: mail. followed by your domain name e.g. mail.example.com*
- Incoming server Port: 993 (IMAP) or 995 (POP)
- Outgoing Server: smtp. followed by your domain name e.g. smtp.example.com*
- Outgoing server Port: 465
- Select Use SSL
Click the Add Account button.