OL2000: (IMO) How to Set Up Internet Mail Accounts

ID: Q195578

The information in this article applies to:
  • Microsoft Outlook 2000


NOTE: These procedures only apply if you have installed Outlook with the Internet Mail Only option. To determine your installation type, on the Help Menu click About Microsoft Outlook. In About Microsoft Outlook you should see "Internet Mail Only" if you have the Internet Mail Only option installed.

SUMMARY

This article describes how to set up your Internet mail account for access by Microsoft Outlook 2000 Internet Mail Only (IMO) installation.


MORE INFORMATION

Setting Up a New E-mail Account

To set up the account in Outlook IMO, you will need information about your account. This includes:
  • The name of the Incoming and Outgoing Mail Server


  • Your e-mail name and password


  • The ability to use or create a Dial-Up Networking Connection


  • Advanced Internet Settings if specified by your Internet Service Provider


Configure the Internet Mail Information Service

You must properly configure the Internet Mail information service to send and receive mail with Outlook. To configure this information service, follow these steps:
  1. Open Outlook, and on the Tools menu, click Accounts.


  2. In the Internet Accounts dialog box, click Add, and then Mail. The Internet Connection Wizard will guide you through the account setup process.

    NOTE: Unless specified by your Internet service provider (ISP), all server and address entries are typed in lowercase.


  3. In the Display Name box, type the name you would like to have appear on all mail messages you send. Click Next.


  4. In the E-mail Address box, type the address that your Internet service provider (ISP) has provided you.

    Your e-mail address usually takes the form of a combination of your first and last name and the name of your ISP, separated by the @ symbol and periods. For example, John Doe uses an ISP by the name of MYISPNET. In this case the ISP may assign an e-mail address of johnd@myispnet.net.

    By default, this address is the Reply To address for all messages. If you wish to have mail replies sent to another address, type this address in the Reply Address box. Click Next.


  5. Under E-mail Server Names, type the information provided by your ISP, following these steps:

    1. Select your mail server type in the "My incoming mail server is a ______ server" list.

      The Post Office Protocol (POP3) server is the default option. The POP3 server holds your mail before you download it to your computer.This is the most common type of mail retrieval protocol used with Internet mail.

      The other option is Internet Mail Access Protocol (IMAP), which allows you to view mail on the host server, but does not automatically download mail to your computer.


    2. Type your incoming mail server in the "Incoming Mail (POP3 or IMAP) server" box. This server name may be in the form of a name such as pop3.myispnet.net, or in the form of an Internet Protocol (IP) address such as 222.133.22.3.


    3. Type the outgoing mail server in the "Outgoing mail (SMTP) server" box.

      This may be in the form of a name such as smtp.myispnet.net, or in the form of an IP address such as 222.133.22.1. The Simple Mail Transport Protocol (SMTP) is used for sending mail with both POP3 and IMAP. Click Next.




  6. In Internet Mail Logon, configure your account information following these steps:

    1. Type your POP Account Name.

      This information is your Internet Mail Server account name. Your ISP may call this your Mailbox name. In some cases the Account name may be that part of the e-mail address to the left of the "@" symbol.


    2. Type your Password. The password is your key to your mail server. Generally, you define your own password. Your ISP may have assigned an initial password; however, you should change it as soon as possible.

      Click Next.

      NOTE: Some servers may require Secure Password Authentication (SPA). If this option is specified by the ISP, click to select, "Log on using Secure Password Authentication." The Microsoft Network (MSN) requires SPA.




  7. In Friendly Name, type a name in the "Internet Mail Account Name" box to identify your account and click Next. This name can be helpful in case you have multiple accounts in Outlook. The friendly name is not displayed to mail recipients.


  8. Under Choose Connection Type, click to select the method you will use to send and receive mail from the following list.

    Connect Using My Local Area Network (LAN)

    If you are accessing the Internet through your existing network connection, click "Connect using my local area network." Your network configuration must support access to the Internet. Some networks use proxies and firewalls to control Internet access. Please see your network administrator for more details. Proceed to step 9.

    I Will Establish My Internet Connection Manually

    If you establish your Internet connection initially using a Dial-Up Connection or third-party dialer so that you can run several Internet applications at once, click "I will establish my Internet connection manually." If you choose this technique, you must terminate the connection manually. Proceed to step 9.

    Connect Using My Phone Line

    1. If you are using your phone line and modem connection to access your e-mail, click "Connect using my phone line." The Internet Mail Service looks for a Dial-Up Networking connection to establish a login with your ISP. Once logged on to your ISP, it attempts to connect to your ISP's mail server. If this selection appears dimmed, it is unavailable. This condition may indicate that the Windows Dial-Up Networking feature is not installed on your computer.


    2. Under Dial-Up Connection, you can select an existing connection from the list, or you can create a new dial-up connection. If you want to use an existing connection already defined for the ISP, click "Use an existing dial-up connection" and then click the connection in the list. Proceed to step 9.
      -or-
      If you do not currently have a Dial-Up Connection, click "Create a new dial-up connection." Click Next.


    3. Under Phone Number, type the number supplied to you by the ISP in the Telephone Number box. Click Next.


    4. Under User Name and Password, type your user name in the User Name box. Press the TAB key and type your password in the Password box. The password is masked with asterisks for security. Click Next.


    5. Under Advanced Settings, you can enter information about your Internet connection supplied to you by the ISP that differ from the default settings. If you are unsure as to any of these settings, consult your ISP.

      If your ISP did not specify advanced settings, click No and then Next.


    6. Under Connection Type, click to select Point to Point Protocol (PPP)or Serial Line Internet Protocol (SLIP). Click Next.


    7. Under Login Procedure, click to select any special procedures the ISP requires for logging on. Click Next.


    8. Under IP Address, click to select the addressing method your ISP instructed you to use.

      If the ISP assigned you a permanent IP address for your Internet sessions, click Always Use The Following and type the address in the IP Address box. This address will be in a form similar to, 222.133.22.3.

      If the ISP assigns an address to you each time you log on, click to select "My Internet service provider automatically assigns me one."


    9. Under DNS Server Address, click to select the method the ISP uses to provide Domain Name Services.

      If the ISP provided you with DNS server IP addresses, click to select "Always Use The Following" and type the addresses in the appropriate boxes using the order specified by the ISP. In most ISP configurations, two servers are used to manage DNS load. These servers may be designated as primary and secondary.

      If the ISP did not provide DNS server IP addresses, click to select "My Internet service provider automatically sets this when I sign in."

      Click Next.


    10. Under Dial-Up Connection Name, type a name by which you can identify this connection. As a friendly name, you may choose to use the ISP name.

      Once this connection is completed, you will find it by double-clicking My Computer and then double-clicking the Dial-Up Connection folder.




  9. Click Next and then Finish to close the wizard.


Transferring Internet Mail

There are three ways to access your Internet e-mail:
  • Press F5 on the keyboard.


  • Click the Send and Receive button on the Standard toolbar.


  • On the Tools menu, click Send or Send and Receive.


Keyboard or Toolbar

Pressing F5 on the keyboard checks your connection type and then uploads the mail from your Outbox and downloads your mail from the server. If you are connected through a LAN connection, mail will flow with no other dialog boxes. If you connect to your ISP with a modem, the Dial-Up Networking connection will start and establish the connection. Mail will then upload from your Outbox and download from the mail server.

Clicking Send and Receive on the Standard Toolbar has the same effect as pressing F5 on the keyboard.

Send

If you want to only send the mail in the Outbox, and not download mail from the server, on the Tools menu, click Send.

Send and Receive

On the Tools menu, point to Send And Receive and then select an account. If you have multiple e-mail accounts, you can select the mail account you want to use.

Internet E-mail Options

On the Tools menu, click Options, and then click the Mail Format tab.The appearance of Outlook messages and certain formatting options are set in this location.

Message Format

Click the appropriate sending format for your ISP. Plain Text is the default. Outlook also supports the following message formats:
  • Microsoft Outlook Rich Text


  • HTML


  • Microsoft Word (if installed)


Outlook automatically replies in the format of the received message. Some Internet servers may change or restrict message formats. Check your ISP for their requirements and set accordingly.

Click Settings to change the encoding and character wrap settings. Multi-part Internet Mail Extensions (MIME) and Uuencode are two industry standards supported by Outlook. Within the MIME standard Outlook allows Quoted Printable and Base64 types.

NOTE: Specifying these options for encoding applies to all messages. Additionally, encoding options affect Plain Text and HTML messaging only. They have no effect on Microsoft Word Mail or Outlook Rich Text mail formats

In "Automatically wrap at <x> characters when sending," type the value you wish to use where <x> is the number of characters allowed per line. The default value is 76. You can change this value to suit your needs.

Mail Delivery

Click "Check for new messages every <x> minutes." The default value is 10 minutes. Click this option to set the time interval for message delivery. This applies to both modem and network connections.

If you are working offline and use a modem to connect to your ISP, click to select the "Automatically dial when checking for new messages" check box. Selecting this option will cause your computer to dial your ISP.


REFERENCES

For additional information about configuring Dial-Up Networking in Windows 95, click the article numbers below to view the articles in the Microsoft Knowledge Base:

Q138789 How to Connect to the Internet in Windows 95/98
Q148499 Differences Between SLIP and PPP with Dial-Up Networking
For additional information on using Outlook with specific providers, click the article numbers below to view the articles in the Microsoft Knowledge Base:
Q197095 OL2000: (IMO) Configuring CompuServe with Internet E-mail
Q243336 OL2000: AOL E-mail Service Is Not Available for Outlook Users
Q196211 OL2000: (IMO) Configuring Outlook for Use with MSN 2.5
For additional information about using Outlook with a cable modem, click the article number below to view the article in the Microsoft Knowledge Base:
Q196682 OL2000: (IMO) Configuring Outlook to Use a Cable Modem

Additional query words:

Keywords :
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbhowto


Last Reviewed: November 13, 1999
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