Blog | Tutorials

How To Set Up Your Business Email

09/10/2015

One of the services we provide to our clients is business emails, so we thought it’d be handy to have a step by step tutorial on how to set this up easily and quickly.

You have your brand spanking new email account all set up and ready to go, but you’d like to use it on your computer or phone (as opposed to the Webmail version).

Email clients such as Outlook, Thunderbird, etc, usually offer a lot of options to choose from but they don’t always provide clear meaning if you’re not familiar with geek-speak.

Set Up Your Business Email In Minutes

In this tutorial we’ll go over a few things that cover the following (click to jump to a specific section):

  1. How to setup your email account on Outlook for Windows/Mac
  2. How to setup your email account in Mail for iPhone
  3. How to setup your email account in Mail for Android

It’s worth pointing out that in the majority of desktop email clients, the process for setting up email will use a lot of the same information. So, if you’re not using Microsoft’s Outlook, then you can still fill in the same pieces of information.

Although the following is specifically for customers of Spiral Media’s hosting, this tutorial will work with the majority of providers.

It does assume, though, that you are setting up an email account that is not from Outlook.com (which is different to Microsoft’s desktop email client), Hotmail.com, Live.com, Office 365, iCloud, Gmail, Yahoo or AOL as your email provider.

To be able to set up your email account using one of those services, please seek help from the email provider themselves if you’re having difficulties.

How To Set Up Your Email Account On Microsoft Outlook For Windows/Mac

First, ensure that Outlook is open on your computer. In the following example I’ll be using Outlook 2013 for Windows, however, these steps will be similar if you’re using a Mac or different version of Outlook.

Once open you’ll need to select “File” in the top left hand corner of the programs screen:

file-select-email

 

Next you’ll need to select the “Add Account” option from the menu.

If you haven’t set up an account in Outlook before, it may take you straight to this step automatically.

Once selected, it’ll open up a new window with a form to fill in:

add-account-email
enter-details-email

Once you fill out your details, click the “Next” button and Outlook will try to configure your email account for you.

You may receive a warning message if you or your email hosting provider uses SSL (Secure Socket Layer). You should contact them if you are unsure which option to select and what is wrong if you are receiving this error, but selecting ‘Yes’ will allow you to continue.

Be careful though, having an invalid security certificate may mean that your email is less secure, so make sure you double check with your host to see if this is normal behavior with their setup:

security-alert-email

Once you’ve worked through the previous steps successfully, you should then be presented with the following from Outlook confirming that everything has been successfully setup and is now operational.

You should also receive a message automatically generated from Outlook in your inbox informing you that your account has been sent up and you can receive emails:

setup-done-email

 

outlook-confirm-email

Additional Information For Advanced Users

It’s also possible from within Outlook during setup to use the advanced settings when adding a new email account if the automatic setup Outlook carries out fails for one reason or another. This however should only be done by advanced users who have all the necessary information to hand.

If you wish to go down this route, you’ll need the following information:

  • Username/Password: This will always be your email address (ie. [email protected]) and your password.
  • Incoming mail server: in.example.com
  • Incoming port number:
    • SSL IMAP 993
    • SSL POP3 995
    • NON-SSL IMAP 143
    • NON-SSL POP3 110
  • Outgoing mail server: out.example.com
  • Outgoing port number:
    • SSL SMTP 465
    • NON-SSL SMTP 26

Please note that the incoming and outgoing mail servers will vary depending on who you are with. However, the port numbers shouldn’t be different but it’s advised you check anyway just to make sure.

Make sure that you use the above SSL port numbers or NON-SSL port numbers exclusively. You won’t be able to continue with setup and get everything working if you use both SSL and NON-SSL port numbers.

What Do “IMAP” and “POP3” Mean?

These are simply mail protocols used for the transfer of email messages between the mail server and your email client (Outlook, the app on your phone, etc.). To get our geek on, they stand for “Internet Message Access Protocol” and “Post Office Protocol”, version 3. You will want to use either IMAP or POP3.

When To Use IMAP And When To Use POP3

Although you can alter the settings to alter their native behaviour, broadly speaking POP3 downloads (moves) your email to your client. So once you download it, it’s there on your device. IMAP only copies it, meaning that there is more power and data used in syncing up your device’s email client, but you have a copy on the server. With that copy you can then get other devices to access, and synchronise with, the same email account.

Which Is Better To Use?

This entirely depends upon you and how you use it. With IMAP you get the flexibility to access your email from multiple devices but, as your mail is stored elsewhere, it can take time and you can use more of your phone’s data allowance / available power while it synchronises.

With POP everything is there in front of you apart from any new emails that are downloaded. With this option, though, if you lose your device then you potentially lose your past emails.

How To Setup Your Email In Mail For iPhone

Setting up email on your iPhone is very simple to do; it’s broken down into more steps so it’s also bit easier.

The version of iOS used in the screenshots is iOS 8.x, so if you’re using an older version, things may look a little different but it still requires the same information nevertheless. To begin with, open the Settings app (a grey cog/wheel) and scroll down to the “Mail, Contacts, Calendars” section:

ip1-email

When you’ve selected the above option highlighted in red, you’ll then see the following screen where you need to select the “Add Account” option which will be at the bottom of the list of accounts you already have set up on your phone.

You’ll then be taken to the next screen where you need to select the type of account you have. This process assumes you’re using “Other” and not a service specifically listed that is picture below:

ip2-email

ip3-email

Next up you need to select the “Add Mail Account” option from the available list items to get to the next step:

ip4-email

Now we move onto actually providing our details and getting the email account set up.

First you need to enter your name. This is the name that will shown to other people when you email them something – it’s no more than a label so you can’t get this bit wrong in terms of setup!

You’ll then need to enter your email address and password, respectively, and then enter a description for your account. The description is what will be shown only to you on your phone and again is no more than a label that differentiates it from any other accounts that you may have.

So you can call it “Work Email”, for example. When you’re done, tap “Next”:

ip5-email

Next we need to fill in the form as shown below. The first third of the form will be filled in using the information provided in the last screen.

The”Incoming Mail Server” and “Outgoing Mail Server” sections are the very important sections as these need to be correct for you to send and receive emails from people.

Your username and password for these two sections are your email address and password that you provided in the previous page (see image above). The host name will vary per provider. It will usually look something like “in.example.com” and “out.example.com” as examples. However, your provider will tell you what these are.

When you’re done, tap “Next” and it will then verify the information you’ve entered:

ip6-email

Now one of two things will happen. If your email provider uses SSL, you may see the following image which means you need to add the certificate to your trusted certificates list.:

ip7-email

You’ll need to select “Details” as highlighted above and trust the certificate. When you select to see more details, you’ll be presented with the following and all you need to do is tap “Trust” in the top right hand corner of the screen to add it to your trusted certificates list:

ip8-email

After that you’ll be asked if you want to import all of your email accounts data or some of it. You need to make sure that at least “Mail” is selected, however everything else is up to you.

It won’t affect anything other than not including the specific information into other apps.

For example, if “Notes” is not selected, your email account notes won’t be imported into the “Notes” system app on the phone:

ip9-email

Next we need to ensure that if your email provider uses SSL (if they don’t you won’t have seen a couple of the above screenshots). If they do use SSL, you will need to select your newly added email account from the list of accounts, then select your email address from the account overview page as pictured below.

ip10-email

ip11-email

Now we’re back to the email setup and settings section. So you’ll need to scroll down until you see the “Outgoing Mail Server” section which should have the initialism “SMTP” (Simple Mail Transfer Protocol) underneath it.

Select that and you’ll be taken to another screen:

ip12-email

Then when you’re at the next screen, select the “Primary Server” option which will be at the top of the list. That’ll take you to this last page. You need to then make sure that your settings match the example below.

Make sure that SSL is enabled, authentication is set to use the password and that the port number is set to 26. Then accept the changes so your phone can verify the details:

ip13-email

ip14-email

Once everything has been verified, you’re ready to start receiving and sending emails from your iPhone!

If something went wrong and your phone couldn’t verify the information, make sure you entered everything correctly and check with your provider that the information used is up to date.