Configure Outlook with an Outlook.com (Hotmail), Gmail, Yahoo, AOL or iCloud account

Do you have a mail account at Outlook.com (Hotmail), Gmail, Yahoo!, AOL or iCloud? This guide contains the settings and instructions how to configure Outlook with those email providers.


Account setting dialogs

Most of the information can be set in the main “Add New E-mail Account” dialog but for either account you’ll also need to modify more advanced settings by pressing the “More Settings…” button.

The settings below are sorted by the dialogs that you need to access. If you are having problems finding out where to put in which information, look at the numbers in front of the settings and you can find them back in the screenshots section at the bottom of this document.

Outlook.com (Hotmail)

When using Outlook 2003, Outlook 2007 or Outlook 2010, Outlook.com (Hotmail) offers access via special Outlook Hotmail Connector software, which provides a two-way sync for mail, calendar and contacts.

When you se Outlook 2013, you can connect to your Outlook.com (Hotmail) account via Exchange Active Sync (EAS) to sync your mail, calendar, contacts and tasks.

In addition to the above, Outlook.com also offers access via IMAP and POP3 for paid accounts and free accounts in most countries.

Note:
When you have Two-Step Authentication enabled for your Microsoft account, you’ll need to use a special App Password instead of using your own password.

Outlook.com (Hotmail): Outlook Connector

These instructions are only for Outlook 2003, Outlook 2007 and Outlook 2010. If you are using Outlook 2013, use the settings from the Exchange ActiveSync section.

Download and install the Outlook Connector from the location below;
Download: Outlook Hotmail Connector 32-bit
Download: Outlook Hotmail Connector 64-bit
Note: You will only need to install the 64-bit version when you are using the 64-bit version of Outlook 2010.

Start Outlook. If you are not automatically prompted to add a new account choose;

  • Outlook 2003 and Outlook 2007
    Tools-> Account Settings…Outlook Connector-> Add a New Account…
  • Outlook 2010
    File-> Info-> Add Account-> Manually configure server settings or additional server types-> Other-> Microsoft Outlook Hotmail Connector

In the dialog (screenshot) that pops-up you’ll have to provide your:

1 Name: The display name you’d like others to see.
2 E-mail address: Your main address of the Microsoft Account in full
(yourname@hotmail.com, yourname@live.com or yourname@outlook.com)
3 Password: Your Microsoft Account password or an App Password when you have Two-Step Authentication enabled for your Microsoft Account.

Advanced (optional)

4 Account name The display name for your account. This name is used in your folder list, in your account settings and when selecting your sending account when composing a message.
5 Reply E-mail You can specify an alternative address here to which replies will be sent when people reply to your messages.

Outlook.com (Hotmail): Exchange ActiveSync (EAS)

Add New E-mail Account dialog

1 Your Name: The display name you’d like others to see.
2 E-mail Address: Your main address of the Microsoft Account in full
(yourname@hotmail.com, yourname@live.com or yourname@outlook.com)
3 Mail server: m.hotmail.com
m.outlook.com
4 User Name: Your main address of the Microsoft Account in full
(yourname@hotmail.com, yourname@live.com or yourname@outlook.com)
5 Password: Your Microsoft Account password or an App Password when you have Two-Step Authentication enabled for your Microsoft Account.

Outlook.com (Hotmail): IMAP

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: Your main address of the Microsoft Account in full
(yourname@hotmail.com, yourname@live.com or yourname@outlook.com)
3 Account Type: IMAP
4 Incoming mail server: imap-mail.outlook.com
5 Outgoing mail server: smtp-mail.outlook.com
6 User Name: Your main address of the Microsoft Account in full
(yourname@hotmail.com, yourname@live.com or yourname@outlook.com)
7 Password: Your Microsoft Account password or an App Password when you have Two-Step Authentication enabled for your Microsoft Account.
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (IMAP): 993
13 Use the following type of encrypted connection: SSL
14 Outgoing server (SMTP): 587 (if using SSL: 465)
15 Use the following type of encrypted connection: TLS (if not available: SSL)

Outlook.com (Hotmail): POP3

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: Your main address of the Microsoft Account in full
(yourname@hotmail.com, yourname@live.com or yourname@outlook.com)
3 Account Type: POP3
4 Incoming mail server: pop-mail.outlook.com
5 Outgoing mail server: smtp-mail.outlook.com
6 User Name: Your main address of the Microsoft Account in full
(yourname@hotmail.com, yourname@live.com or yourname@outlook.com)
7 Password: Your Microsoft Account password or an App Password when you have Two-Step Authentication enabled for your Microsoft Account.
8 Remember password optional
9 Require logon using Secure
Password Authentication (SPA)
disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (POP3): 995
13 This server requires an encrypted connection (SSL): enabled
14 Outgoing server (SMTP): 587 (for some it will be port 25 or 995)
15 Use the following type of encrypted connection: TLS (if not available: SSL)
16 Leave a copy of messages on the server optional

Gmail

GMail offers access via IMAP and POP3 but you must first enable this. To do this, logon to your Gmail account and press Settings at the top of your screen. In the new page that load click “Forwarding and POP/IMAP”.

Note:
As of July 15, 2014 you’ll need to set Gmail’s security settings to allow for Basic Authentication (less secure apps) or enable 2-Step Verification in order to connect to Gmail via Outlook (and many other email applications). Failure to do so will result in repeated password prompts and Send/Receive errors (0x800CCC0E)

Gmail: IMAP

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: your Gmail address in full (yourname@gmail.com or yourname@yourdomain.com when using Gmail Apps)
3 Account Type: IMAP
4 Incoming mail server: imap.gmail.com
5 Outgoing mail server: smtp.gmail.com
6 User Name: your Gmail address in full (yourname@gmail.com or yourname@yourdomain.com when using Gmail Apps)
7 Password: Your Gmail password or an App Password when you have 2-Step Verification enabled for your Google Account.
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (IMAP): 993
13 Use the following type of encrypted connection: SSL
14 Outgoing server (SMTP): 465 (SSL) or 587 (TLS)
15 Use the following type of encrypted connection: SSL or TLS

Tips!
Don’t set Outlook to save the sent items in the Sent Items folder of the IMAP account or you’ll end up with duplicates. When you send via the SMTP server of Gmail, then your Sent Items are automatically placed there. If you are restricted to using another SMTP server (from your ISP for example), then you would still need to configure your account to save to the Sent Items folder.

Additionally, don’t subscribe to the All Mail folder as this will double your pst- or ost-file from your Gmail account in size. For more information and workarounds see: Gmail accounts and disproportionally large pst-files.

Gmail: POP3

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: your Gmail address in full (yourname@gmail.com or yourname@yourdomain.com when using Google Apps)
3 Account Type: POP3
4 Incoming mail server: pop.gmail.com
5 Outgoing mail server: smtp.gmail.com
6 User Name: your Gmail address in full (yourname@gmail.com or yourname@yourdomain.com when using Google Apps)
7 Password: Your Gmail password or an App Password when you have 2-Step Verification enabled for your Google Account.
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (POP3): 995
13 Use the following type of encrypted connection: SSL
14 Outgoing server (SMTP): 465 (SSL) or 587 (TLS)
15 Use the following type of encrypted connection: SSL or TLS
16 Leave a copy of messages on the server disabled (Gmail holds a copy already by default)

Yahoo!

Yahoo! offers POP3 access but only if you have a paid subscription to Yahoo! Mail Plus.

Yahoo!: IMAP

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: your Yahoo! address in full (yourname@yahoo.com)
3 Account Type: IMAP
4 Incoming mail server: imap.mail.yahoo.com
5 Outgoing mail server: smtp.mail.yahoo.com
6 User Name: your Yahoo! address in full (yourname@yahoo.com)
7 Password: Your Yahoo! password
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (IMAP): 993
13 Use the following type of encrypted connection: SSL
14 Outgoing server (SMTP): 587 or 25 (if using SSL: 465)
15 Use the following type of encrypted connection: TLS (if not available: SSL)

Yahoo!: POP3

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: your Yahoo! address in full (yourname@yahoo.com)
3 Account Type: POP3
4 Incoming mail server: pop.mail.yahoo.com
5 Outgoing mail server: smtp.mail.yahoo.com
6 User Name: your Yahoo! address in full (yourname@yahoo.com)
7 Password: Your Yahoo! password
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (POP3): 995
13 Use the following type of encrypted connection: SSL
14 Outgoing server (SMTP): 587 or 25 (if using SSL: 465)
15 Use the following type of encrypted connection: TLS (if not available: SSL)
16 Leave a copy of messages on the server optional

AOL

AOL offers both POP3 and IMAP access. It makes a difference whether you have an AOL address or an AIM address.

AOL: IMAP

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: your AOL or AIM address in full
(yourname@aol.com or yourname@aim.com)
3 Account Type: IMAP
4 Incoming mail server: imap.aol.com or imap.aim.com
5 Outgoing mail server: smtp.aol.com or smtp.aim.com
6 User Name: your AOL or AIM screen name
(so without @aol.com or @aim.com behind it)
7 Password: Your AOL or AIM password
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (IMAP): 143
13 Use the following type of encrypted connection: none
14 Outgoing server (SMTP): 587
15 Use the following type of encrypted connection: none

AOL: POP3

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: your AOL or AIM address in full
(yourname@aol.com or yourname@aim.com)
3 Account Type: POP3
4 Incoming mail server: pop.aol.com or pop.aim.com
5 Outgoing mail server: smtp.aol.com or smtp.aim.com
6 User Name: your AOL or AIM screen name
(so without @aol.com or @aim.com behind it)
7 Password: Your AOL or AIM password
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (POP3): 110
13 Use the following type of encrypted connection: none
14 Outgoing server (SMTP): 587
15 Use the following type of encrypted connection: none
16 Leave a copy of messages on the server optional

iCloud

Apple only offers IMAP access to their iCloud service. Via the iCloud Control Panel, you can automate the configuration and also sync your iCloud Contacts, Calendar and Tasks folders with Outlook.

iCloud – IMAP

Add New E-mail Account dialog (screenshot)

1 Your Name: The display name you’d like others to see.
2 E-mail Address: your iCloud email address in full
(yourname@icloud.com)
3 Account Type: IMAP
4 Incoming mail server: imap.mail.me.com
5 Outgoing mail server: smtp.mail.me.com
6 User Name: the name part of your iCloud address
(so without @icloud.com behind it)
7 Password: Your iCloud password or an App Password when you have Two-Step Verification enabled for your Apple ID.
8 Remember password optional
9 Require logon using Secure Password Authentication (SPA) disabled

More Settings: Outgoing Server tab (screenshot)

10 My outgoing server (SMTP) requires authentication: enabled
11 Use same settings as my incoming mail server: enabled

More Settings: Advanced tab (screenshot)

12 Incoming server (IMAP): 993
13 Use the following type of encrypted connection: SSL
14 Outgoing server (SMTP): 587
15 Use the following type of encrypted connection: SSL or TLS

iCloud – Contacts , Calendar and Tasks

Synching your iCloud Contacts, Calendar and Tasks folder with Outlook is only possible when you install the iCloud Control Panel application which also install an Outlook add-in.

In the iCloud Control Panel, you can then select the option to sync Mail, Contacts, Calendars, and Tasks with Outlook. No further configuration within Outlook itself is required.

Tool Tip!
The iCloud add-in creates an additional iCloud folder set within Outlook with its own Contacts, Calendar and Tasks folder rather than using Outlook default ones. This limits some core functionality features in Outlook such as not being able to see your upcoming appointments in the To-Do Bar.

CodeTwo Sync iCloud takes care of these limitations by fully syncing your Outlook default folders with the iCloud folders and back. You can then be sure that your Outlook, iPhone, iPad and other Apple devices remain up-to-date while you can continue to work with Outlook as you always did.

Screenshots

Below you’ll find screenshots of the account configuration screens. The numbers in the screenshots correspond with the numbers in the tables with the settings above.

Main settings screen
After setting the main account settings, press the More Settings… button

Configure Authentication
Configure Authentication

Advanced IMAP settings
Advanced IMAP settings

Advanced POP3 settings
Advanced POP3 settings

Settings Outlook Connector
Single screen configuration for the Outlook Connector