Setting up a secure email account is no more difficult than setting up a standard new account. Here's how to do it in Outlook 2013.
Open up Outlook 2013.
At the top-left of the page, just above the ribbon, click on the "File" tab
On the "Account Information" page that opens up, either select an existing account from the drop-down that you want to edit, or click on the "Add Account" button to add a new email account.
When adding a new account in Outlook, secure communication is not chosen by default. In this instance we want to choose the "Manual Setup or additional server types" radio button.
Click on the "Next" button
We're setting up a POP/IMAP account in this instance, so we choose the "POP or IMAP" radio button
Click on the "Next" button
Fill in your details as follows:
- Your Name
The name displayed on the emails you send
- Your Email Address:
Your full email address
- Account Type:
In this instance we've selected IMAP but you may choose to select POP
- Incoming Email Server and Outgoing mail server (SMTP):
You must use the ACTUAL email server name here. e.g. mail3.nsnetwork.net, if you want to be sure you don't receive a Security Warning when attempting to connect over a secure email connection.
You can find the actual name of the email server in the Control Panel or in the welcome email that was sent to you.
If you decide not to use the actual email server name you will receive a security warning when your account connects for the first time. You can choose to ignore this warning if you are sure you are connecting to the correct email server. Even though there is a security warning, your communications with the email server will still be encrypted (secure).
NOTE: you should only choose to ignore the certificate security warning if you are absolutely sure you are connecting to the correct email server. We would always recommend that you use the actual email server name in your connections so that you do not receive a warning and you know that you are connecting to the correct email server for your domain. The actual email server name is available in the control panel, but you can contact our support team who will tell you the correct email server name to use for your domain if you are using our email servers.
The full username of your account. It should include your account name and the domain name as shown above.
The password for your account. You will also want to check the "Remember Password" checkbox or else you will need to enter your password each time you attempt to send or receive emails.
- Mail to keep offline:
This setting is only available when creating an IMAP account. It does not display when setting up a POP account.
This is the amount of time your Email Client (e.g. Outlook) will keep a copy of a message. The message will still be stored online on the email server (assuming you don't delete it), but it will only display in your email client for the length of time you specify in this slider.
In most cases, if you're using Outlook (or another email client) on a PC or MAC, you will choose to keep ALL emails offline.
With a smartphone or tablet there may not be enough room to store ALL your messages offline and a setting between 1 month and 3 months might be more appropriate. Many tablets and smartphones default to 1 month due to memory constraints on the device.
Note: In this case "offline" means your PC, Laptop, Tablet, Smartphone, or other device. The email server is "online", and devices that connect to it are referred to as "offline".
WARNING: DO NOT CLICK ON "TEST SETTINGS" at this time. We haven't finished setting up your account.
Click on the "More Settings" button as shown above. This will cause a pop-up box to open on your screen.
Select the "Outgoing Server" tab.
For our email server, you must provide authentication before you can send an email out through our email servers. For most accounts, the username and password are the same as the settings for the incoming mail server (that you set-up on the previous screen),
Click on the "Advanced" Tab.
This is the screen where you select to use secure email settings (SSL or TLS) or standard email connections.
- Incoming Server (IMAP)
We chose to create an IMAP account earlier on, and we are presented with the Incoming Server (IMAP) port. If you chose to set-up a POP account, it would display the default settings for a POP account.
In this instance, the IMAP port is 143. This port (port 143) is the standard communications port for IMAP, and for secure communicaton via TLS (IMAP over TLS).
Secure communication over SSL (IMAP over SSL) uses port 993
- Use the following type of encrypted connections:
This drop down allows you to select the type of secure (encrypted) connection to use for collecing your emails. In this case we have a choice of selecting TLS or SSL.
If you choose "SSL" the default port for the incoming server should change to 993. If it doesn't you will need to change the port number manually.
For POP you may not have the same choices e,g, Outlook 2013 only supports POP over SSL.
If there is a choice, TLS is the more modern protocol and doesn't require non-standard ports. TLS and SSL are equally secure, but TLS offers other advantages beyond the scope of this set-up article.
- The outgoing server (SMTP) displays the standard SMTP port (Port 25)
The drop-down box gives us a choice of selecting TLS or SSL as the secure communication method. We will select TLS as this uses the standard ports and doesn't require any other configuration.
If you select SSL the port number for the outgoing email server should change to Port 465. If it doesn't you must manually change the port to number 465.
Note: the choices (TLS or SSL) will vary depending upon your email client or device.
- The other settings are usually best left at their default settings although you may choose to change them.
Click on the "OK" button. This will return you to the previous "Add Account" screen.
Now that you have finished adding the settings for your new account, click on the "Next" button.
This will open up an pop-up box where your email client attempts to connect to the email server and confirm the account credentials.
If all goes OK you will receive a test message, if there's an error, the system will tell you.
You have now set-up a new secure email connection for collecting and sending your emails.