February 2, 2008

In this discussion, we are going to focus on setting up email accounts in Outlook Express, Microsoft Outlook 2003, Microsoft Outlook 2007, and Windows Mail.  Since there are many different ISP's (Internet service providers) you will need to check with yours' for the proper settings.  Most email programs are very similar to Microsoft mail programs, so you can make adjustments accordingly.

First, let's discuss how email works.  Most ISP's have pop3 mail servers.  They are composed of two mail systems, one for outgoing, and one for incoming.  If you have a setting wrong, you may be able to send mail, but not receive, or just the opposite.  The pop3 server setting is for the incoming, and the smtp setting is for outgoing. 

With the mail programs, you can check mail on as many accounts as you want, but you have to send mail out through the email server the ISP you are logged on with.  For instance, let's say Road Runner is your ISP and you also have a web site where you can get mail.  Your mail program can check both places for email.  Now, if you go to send an email, you will need to setup the outgoing for Road Runner.  There is an exception to this rule if you have a host company since you can log onto their server and authenticate your account.  We will discuss this in the settings.

Outlook Express Settings

Go to Tools, Accounts, then you can either Add a mail account or go to the properties of the accounts you have.

On the General tab, whatever name you put in the box, is the name which will show up in the recipients from line in their email program.  Please note: In the example below, the Include this account box is not checked, IT MUST BE CHECKED IN ORDER TO RECEIVE MAIL ON THE ACCOUNT.

You will need to check with your ISP, or web hosting company for the proper settings on the Servers tab.  Usually, if you are just going through Road Runner, or most other ISP's, the check box for "My server requires authentication" box will not be checked.

Now, let's say you have a home computer and a work computer and you want to check mail on the same account in both places.  One thing you have to remember is that your email box only holds a certain amount of email.  Therefore, it is important to delete the email so you will have room for more messages, particularly if you get a lot of email with attachments.  If you have both computers setup to delete email when they download it, you will only be able to get mail on one computer.  This is where the Advanced tab comes into play.  You need to decide which computer will be responsible for deleting email and have the other computer leave messages on the server.  Let's say you decide to have the home computer delete messages, so if you setup the home computer to delete messages after three days, you will have three days to download the messages onto the work computer so you will have them in both places.  So as shown below, the work computer would be setup like the picture shows.  The home computer would be setup with the box checked to delete after 3 days.

Microsoft Outlook 2003

Go to Tools, Accounts.  you will either add a new account or change the existing account.

Again, the setting will be whatever your ISP recommends.  If you need authentication, then check the box by clicking on the More Settings button and checking it there.  DO NOT check the Log on box in the example below.

Again, as with Outlook Express, you can use the Advanced tab to leave messages on the server, or set the number of days you want.

Microsoft Outlook 2007

Click on Tools, Account Settings.  Click on New or Change.

The setting here are pretty much the same as Outlook 2003, and if you need authentication, click on the More Settings button.

Again, as with Outlook Express, you can use the Advanced tab to leave messages on the server, or set the number of days you want.

Windows Mail

If you have Windows Vista, with Windows Mail, either Add or go to the properties.

Now, the screens will be identical to the Outlook Express screens.

On the General tab, whatever name you put in the box, is the name which will show up in the recipients from line in their email program.  Please note: In the example below, the Include this account box is not checked, IT MUST BE CHECKED IN ORDER TO RECEIVE MAIL ON THE ACCOUNT.

You will need to check with your ISP, or web hosting company for the proper settings on the Servers tab.  Usually, if you are just going through Road Runner, or most other ISP's, the check box for "My server requires authentication" box will not be checked.

Now, let's say you have a home computer and a work computer and you want to check mail on the same account in both places.  One thing you have to remember is that your email box only holds a certain amount of email.  Therefore, it is important to delete the email so you will have room for more messages, particularly if you get a lot of email with attachments.  If you have both computers setup to delete email when they download it, you will only be able to get mail on one computer.  This is where the Advanced tab comes into play.  You need to decide which computer will be responsible for deleting email and have the other computer leave messages on the server.  Let's say you decide to have the home computer delete messages, so if you setup the home computer to delete messages after three days, you will have three days to download the messages onto the work computer so you will have them in both places.  So as shown below, the work computer would be setup like the picture shows.  The home computer would be setup with the box checked to delete after 3 days.