Microsoft Outlook can connect to many email services. Modern versions often configure popular providers automatically, but custom-domain or manually configured accounts may require incoming and outgoing server information.

IMAP, POP and SMTP

IMAP synchronizes messages and folders between the mail server and your devices. It is generally the preferred option when the same mailbox is used on multiple devices.

POP downloads messages from the server to an email client. Its behavior depends on the client and server configuration and it is less suitable when full synchronization across several devices is required.

SMTP is used for sending outgoing email.

Information you may need

For manual setup, your provider may require:

  • Your full email address or account username
  • Incoming IMAP or POP server hostname
  • Incoming server port and encryption method
  • Outgoing SMTP server hostname
  • SMTP port and encryption method
  • The provider's required authentication method

Do not assume old server settings are current

Email providers can change hostnames, ports, authentication policies and support for older protocols. For that reason, server settings should be checked against the email provider's current official documentation rather than copied from an old universal settings table.

This is particularly important for ISP mailboxes and custom-domain accounts, where settings can differ by hosting company, subscription or server.

Gmail and modern authentication

For Gmail, use Google's supported sign-in flow when Outlook offers it. Google recommends using modern Google account authorization rather than giving an application your ordinary Google password.

Some configurations may support an app password when 2-Step Verification is enabled and the normal Google sign-in method cannot be used. App passwords are separate credentials and should only be created when actually required.

Custom-domain email

If your address uses your own domain, obtain the correct IMAP/POP and SMTP settings from your hosting provider or mail administrator. The domain name alone does not reliably reveal the correct mail server.

Security

Never publish or share an email password, app password or authentication token. Use encrypted connections supported by your provider and keep Outlook and other email software updated.