Email Configuration Guide: Microsoft Outlook 2003

In this article, you'll learn how to configure your Microsoft Outlook 2003 email client to display the email you receive, so that you can use the environment you are familiar with to view and manage your messages.

Note: You can also use webmail to view email messages, which is configured automatically. To learn more about working with webmail, see Using webmail to access and manage email messages.

If you'd like an overview of the email services that are integrated with this system, see Understanding email accounts and how to access webmail

And if you haven't yet set up an email account, read Setting up POP and IMAP email accounts. The email account must be configure for POP mail before setting up an email client to send and receive mail.

Before beginning this process, make sure you have the following information handy:

  • POP3 or receiving server: mail.my_domain_name.com (replacing my_domain_name.com with the site's domain name)
  • SMTP or sending server: Your Internet Service Provider's (ISP) sending (SMTP) server. Contact your Internet Service Provider to get this information.

    Alternatively, you can try using mail.my_domain_name.com (replacing my_domain_name.com with the site's domain name) but it may not work because communication to third-party SMTP servers is often blocked by your ISP in order to cut the amount of SPAM being sent through their network.
  • Email address: your_account@my_domain_name.com
  • Username: your_account@my_domain_name.com
  • Password: The password you used when the account was created.

Follow the steps below to set up Microsoft Outlook 2003: 

  1. Select Tools > E-mail Accounts.



  2. Select the option to Add a new email account. Click Next.



  3. Select POP3. Click Next.

    Note: This system only supports POP3; you can not use any other protocol in the list



  4. Enter the account information in the provided fields, as described below:

 

  • Your Name: Enter your name -- this is the name that will be displayed to recipients of your sent messages.

     
  • Email address: This is the POP email address, enter the same email you use for your user name when accessing the Admin Console.

     
  • Username: Enter the same user name (email address) you used to create the account in the Admin Console.

     
  • Password: Enter the same password you used when creating the email account. (If you did not create the email account, ask the site's administrator).

     
  • Incoming mail server (POP3): Enter mail.my_domain_name.com (replacing my_domain_name.com with the site's domain name).

     
  • SMTP or sending server: Try entering mail.my_domain_name.com (replacing my_domain_name.com with the site's domain name). 

 



Click More Settings. Verify that the correct settings are added to this section.



Click the General tab. Enter your name and a reply email address. This is usually the same as your email address.



 

Click the Outgoing Server tab. If you are using this service's server for sending email, select the option: My outgoing server (SMTP) requires authentication.

If you are using your Internet Service Provider's SMTP server, it is likely you will not need to enable this option, but check with them to verify the settings to use.

 



 

Click the Advanced tab. Verify that the port numbers are set to 110 and 25. Make sure the other options are not selected.

Click OK and then click Finish.

 



 

Test the new email account to verify that you can send and receive mail, by clicking Send/Receive.

If you are having difficulties when using the email client, read Troubleshooting issues sending and receiving email.