Windows Outlook (Office 365 or Outlook 2019/2021)

1. Open Outlook
2. Go to File (top left)
3. Click Add Account
4. Type your email address
5. Click Connect
6. A login window will pop up (Gmail/Outlook/Work account)
7. Sign in normally
8. Approve any 2FA prompt
9. Outlook automatically configures IMAP/Exchange/SMTP
10. Done — it will start syncing

Outlook is designed to auto-configure 90% of accounts.

Mac Outlook

1. Open Outlook
2. Go to Tools → Accounts
3. Click the + bottom left → New Account
4. Enter your email
5. Sign in
6. Outlook configures everything automatically

Manual Setup (When Auto Fails or for Custom Domains)

You only need this if Outlook says:

“We couldn’t log you in”
“We couldn’t find your server settings”

Windows:

Open Outlook

File → Add Account

Type your email → Advanced options → Let me set up my account manually

Choose:

1. IMAP (recommended)
2. POP (only if the provider requires it)
3. Exchange (workplace)

Outlook will ask for:

• Incoming server (IMAP)
• Port number
• Encryption
• Outgoing server (SMTP)
• Outgoing port
• Password

Common defaults (these work for most hosts):

IMAP (incoming)

• Server: imap.yourdomain.com
• Port: 993
• Encryption: SSL/TLS

SMTP (outgoing)

• Server: smtp.yourdomain.com
• Port: 465 (or 587 with STARTTLS)
• Encryption: SSL/TLS

After entering details:

• Click Next
• Enter your password
• Outlook will test both connections

If both pass, you’re in

Extra things Outlook sometimes needs

If you use Gmail

• Must allow Outlook via Google login
• Gmail → Security → “Less secure apps” is no longer used
• Now uses OAuth2 (browser pop-up login)

If you use iCloud

You need an app-specific password:

• Apple ID → Security → App Passwords → Generate

Outlook won’t accept your normal iCloud password.

If 2-factor authentication is enabled

Some providers require:

• Clicking a popup on your phone
• Entering a 6-digit code
• An app password for older Outlook versions