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How to Add an Email Account to Microsoft Outlook

In this tutorial, you’ll create a mailbox in the DirectAdmin control panel and connect it to Microsoft Outlook 2019 or Office 365 via IMAP or POP3.

What you need before you start

  • A web hosting service with the DirectAdmin control panel.
  • The domain you’re creating the mailbox for.
  • A computer with Microsoft Outlook 2019 or Office 365.

Connecting the mailbox

  1. Create a new mailbox

    Log in to DirectAdmin, go to E-mail Manager > E-mail Accounts and click Create account.

    Creating a new mailbox in DirectAdmin.

  2. Fill in the mailbox details

    Enter the mailbox name (username), password and quota in megabytes. Entering 0 means unlimited quota. Click Create account.

    Password requirements

    If the password contains only lowercase letters, it must be at least 15 characters long. If it’s 10–15 characters, it must include at least one uppercase letter and one number.

    Mailbox name, password and quota.

    Once the mailbox is created, you’ll see the login details and email client settings. Note down the server name.

    Here you’ll see the server name and ports.

    You can check the mailbox right away in your browser via Roundcube, no setup needed.

  3. Add the account in Outlook

    In Outlook, select File and click + Add Account.

    Adding a new account.

    Enter your email address, click Advanced options, select Let me set up my account manually and click Connect.

    Select manual setup.

  4. Choose the protocol and enter your password

    Choose IMAP or POP3. We recommend IMAP so emails stay on the server and are visible on all devices.

    We recommend IMAP.

    Enter the mailbox password and click Connect.

    Mailbox password.

  5. Open the account settings

    Outlook will warn that the server and domain names don’t match. Click No so you can enter the server yourself.

    Click “No”.

    Click Change Account Settings.

    Changing the account settings.

  6. Enter the server settings

    Usually only the server names need changing, but check all fields:

    Which server should I enter?

    Enter the server name of your hosting plan, shown when you created the mailbox in DirectAdmin. The sh01.rfox.cloud below is only an example.

    Incoming mail

    • Server: sh01.rfox.cloud
    • Port: 993
    • Encryption method: SSL/TLS
    • Leave “Require logon using Secure Password Authentication (SPA)” unchecked

    Outgoing mail (SMTP)

    • Server: sh01.rfox.cloud
    • Port: 465
    • Encryption method: SSL/TLS
    • Leave “Require logon using Secure Password Authentication (SPA)” unchecked
    sh01.rfox.cloud
    Incoming and outgoing mail settings.

  7. Finish the setup

    Click Next, enter the password again and click Connect.

    Confirming the password.

    When the account is ready, click Done.

    The account is ready to use.

Did it work?

Send an email from the new account to another of your addresses and reply to it. If the message is sent and received, everything works.

FAQ

Outlook keeps asking for the password

Check that the username field contains the full email address and that the password is correct. If you forgot the password, change it in DirectAdmin under E-mail Accounts.

I receive emails but can’t send

Check the SMTP settings: port 465 with SSL/TLS. If that doesn’t work, try 587 with STARTTLS. Also make sure “My outgoing server (SMTP) requires authentication” is enabled.

A certificate warning appears

This happens when the server field contains mail.your-domain without an SSL certificate. Enter the server name (e.g. sh01.rfox.cloud) or install a certificate for the mail. address too.

IMAP or POP3?

IMAP keeps emails on the server and syncs them between your computer, phone and browser. POP3 downloads emails to one device, so you won’t see them elsewhere. In most cases, choose IMAP.

Does this tutorial work for the new Outlook?

The settings are the same: server, ports and SSL/TLS. In the new Outlook and Outlook 2021, only the menu layout differs.

What’s next

If you run into trouble, contact us via live chat or email.

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