October 13th, 2011

Outlook 2011 Email Setup

If this is the first time you’ve opened Microsoft Outlook 2011, begin at If you’re opening Microsoft Outlook 2011 for the first time.

If you’ve previously set up accounts in Microsoft Outlook 2011, begin further down the page, where it says If you’ve previously set up email accounts in Microsoft Outlook 2011.


If you’re opening Microsoft Outlook 2011 for the first time:

Open Microsoft Outlook 2011. You’ll see the Welcome to Microsoft Outlook for Mac window. Click the Close button at the lower right corner of the window. The main Outlook 2011 email window will appear on screen. When it does, continue at If you’ve preveiously set up email accounts in Outlook 2011.

Welcome to Outlook 2011 window. Click the Close button.

 



If you’ve previously set up email accounts in Microsoft Outlook 2011:

With the main Outlook 2011 email window on screen, click Accounts… in the Tools menu. Continue starting at Step 1 below.

Click Accounts... in the Tools menu.


Steps:

1. You’ll see the Accounts window. Click E-mail Account.

Accounts window. Click E-mail Account.

2. You’ll see the Enter your account information window. Fill in your email settings as follows:

E-mail Address: Enter your email address.

Password: Enter your email password.

User Name: Enter your email address again.

Type: Set the menu to POP.

Incoming server: Enter your incoming mail server. Your incoming mail server is mail.(your domain name). So, for example, if your domain name were widgets.com, your incoming mail server would be mail.widgets.com.

Override default port: Make sure this box unclicked.

Use SSL to connect (recommended):  Make sure this box is unclicked.

Outgoing server: Enter your ougtoing mail server. Your outgoing mail server is the same as your incoming mail server.

Override default port: Click this box, then change the default port number (25) to 26.

Use SSL to connect (recommended): Make sure this box is unclicked.

Click the Add Account button.

Enter your account information window.

3. You’ll see a dialog box asking whether to allow Microsoft Outlook to access your confidential information stored in your Mac OS X keychain. The reason Microsoft Outlook wants to access the keychain is to store your user name and password for accessing incoming and outgoing email. Click the Always Allow button. This allows Outlook to store the user name and password now, and also retrieve it each time you attempt to receive or send messages.

NOTE: If you click the Allow or Deny buttons, you’ll have to enter your email password manually each time you want to send and receive messages.

Dialog box asks to access your keychain info. Click the Always Allow button.

4. That takes you back to the Accounts window, and your newly created account is listed at the left side of the window.

Microsoft Outlook automatically adds the Account description, but we recommend changing Outlook’s default entry to your mail address so you can easily identify which account corresponds to which email address if you have multiple accounts in Outlook.

Now click the More Options… button below the Outgoing server.

Accounts window. Click More Options... below the outgoing server.


5. In the More Options window, change the popup menu for Authentication to Use Incoming Server Info, then click the OK button to return to the Accounts window. Close the Accounts window to return to the main Outlook email window. You’re now ready to send and receive email.

In the More Options... window change the Authentication menu to Use incoming server info.

102 Responses to “Outlook 2011 Email Setup”

  1. Kh Says:

    November 16th, 2011 at 1:51 am

    I am a google apps user, and this is my school e-mail. When I follow your directions, it comes up with the error “Outlook cannot find the server. Verify the server information is entered correctly in the Account Settings, and that your DNS settings in the Network pane of System Preferences are correct.”
    How should i correct this?
    Thanks

  2. admin Says:

    November 16th, 2011 at 3:20 am

    The procedure for configuring Outlook in this article will work for anyone, but the specific settings described are for people whose email is hosted by our company. Other email hosting companies use different settings. Ask your school’s help desk for the settings they require you to use to get email to work properly. Then you can follow the procedural steps in our article, but substitute the settings your school uses. The trick is that the settings you enter into Outlook just have to match the settings used by whoever is hosting your email…in this case your school. (For example, our incoming and outgoing mail servers require that SSL be disabled, and that you use port 110 for the incoming mail server, and port 26 for the outgoing mail server. You school might require that SSL be enabled, and they may specify different port numbers than the ones we use. Once you get the school’s settings from the help desk and enter them into Outlook, your email should work.)

  3. Virgilio Figart Says:

    November 17th, 2011 at 3:25 pm

    Thank you for providing really informative posts on your site. How can I share it on the social networks?

  4. admin Says:

    November 18th, 2011 at 1:34 am

    Copy the link to this page and post it on any social network. That will make it easier for your friends to find the page.

  5. buzz Says:

    January 23rd, 2012 at 2:22 am

    I am having trouble getting on with sbcglobal.net. Does anybody know the incoming and outgoing settings for sbcglobal.net?

    Thanks

  6. admin Says:

    January 23rd, 2012 at 4:12 am

    You might be able to find the incoming and outgoing servers you need here:

    http://www.emailquestions.com/isp-free-email-support-forums/571-sbcglobal-incoming-outgoing-mail-servers.html

  7. Buddy Says:

    March 12th, 2012 at 9:26 pm

    When I write an email and then click on the little address book icon on the right side of the “To” pane, the contact search comes up. I want a list of contacts to come up instead. How do you do this?

  8. admin Says:

    March 13th, 2012 at 2:41 am

    I agree that it would have made more sense to have that button default to showing your address book contacts, but that’s not the default choice Microsoft made. I hope that fix it in a future update.

    In the meantime, you have a couple of choices.

    1. If you want to use the Address Book button at the right side of the To field, change the menu in the search window that says All Folders to Address Book. Your address book contacts will be listed in the window, and you can scroll through them or use the search field to find the one(s) you want, then drag the to the To, Cc, or Bcc fields.

    2. Ignore that button and simply click Command-3 on your keyboard (or click Go To in the View menu, then click Contacts in the submenu). That causes the main Outlook window to display your Address Book contacts, and you can drag and drop contacts from that window to the To, Cc, or Bcc fields. When you’re done, click Command-1 on your keyboard to return to displaying email messages, or use the same menu to switch back to that display.

  9. John Carmody Says:

    April 4th, 2012 at 6:42 pm

    Hi guys,

    Thanks for this! Can someone help me – my outlook is downloading my emails from my eircom.net account but when i actually go into the eircom.net account itself the emails are still there. How do i have outlook just permanently take the emails from my eircom.net account? Can someone please help?

    Thanks guys!!

    John

  10. admin Says:

    April 4th, 2012 at 7:00 pm

    Here’s what to do. Click Accounts… in the Tools menu. When the Accounts window appears, make sure your email account is highlighted in the column at the left side of the window. (If you have only one account, it should be highlighted by default, but you’ll need to repeat these instructions separately for each account you need to change.)

    Click the Advance button at the lower right side of the window. A new window appears with two tabs, Server, and Security. Make sure the Server tab is selected. If you want to delete messages from the mail server as soon as you receive them, unclick the box for Leave a copy of each message on server.

    You can also leave that box clicked, then use the popup menu right below to set a waiting time before the message is deleted once it’s been received. This is really useful if you receive your email not only on your computer, but also on a phone, another computer, or a tablet. If you have your computer delete the message as soon as it’s received, if you later check mail on the other computer, phone, or tablet that message won’t be received because it no longer exists on the server. If you set a delay before the message is deleted, the message will still be on the server when you check email on another device, so it’s received there as well. The most common choice is a week, but Outlook offers choices of Never, After One Day, After One Week, After One Month, or when After Deleting From This Computer.

  11. TommyThomas Says:

    April 13th, 2012 at 4:56 pm

    My .me email is driving me nuts with Mac Office Outlook 2011. I keep getting an authentication failure, and now it will not recognize my username/password. i have been using it for months, but now it is acting up… any specific url for info on setting up me accounts?

  12. admin Says:

    April 14th, 2012 at 6:11 pm

    I’ve had intermittent problems with Outlook 2011 and email accounts hosted by Apple with me.com or mac.com domains. When I set those same accounts up in Mail with exactly the same settings, there was no problem. My guess is that there is an issue with early versions of Outlook 2010 that Microsoft will probably fix. Microsoft just released their “Service Pack 2″ update for Office 2011, which brings the version to 14.2. I’d try installing that update and see if it resolves the problem.

  13. Leandri Says:

    May 14th, 2012 at 9:20 am

    Do you have a tutorial of how to set up a second email account?

  14. admin Says:

    May 15th, 2012 at 12:23 am

    Use the same instructions, beginning with the third section that says, “If you’ve previously set up email accounts in Microsoft Outlook 2011:” Start by clicking Accounts… in the Tools menu. Then follow the steps.

  15. Fay Says:

    June 2nd, 2012 at 5:53 pm

    Hello, I have a MAC Pro, and I use Gmail. I have been receiving conflicting instructions: Use IMAP or use POP? Gmail incoming and outgoing server for Outlook, recommend using IMAP and STMP settings. I can’t send or receive e-mail. Thanks, Faith

  16. admin Says:

    June 5th, 2012 at 10:39 pm

    Hi, Faith. Typically, Gmail users use imap.gmail.com as their incoming mail server and smtp.gmail.com as their outgoing mail server, and that’s what I recommend. In Outlook (regardless of whether it’s a Mac of Windows version), the click-box that says, “This server requires an encrypted connection (SSL)”, or “Use SSL to connect (recommended” should be clicked. Set the port number for the Incoming server (IMAP) to 993, and the port for the Outgoing server (SMTP) to 587. Also make sure to click the option that the outgoing mail server requires authentication, and set it to “Use Incoming Server Info.” That should get you sending and receiving.

  17. Francisco Says:

    June 13th, 2012 at 1:55 am

    I am receiving emails in Outlook but I can’t send any.
    If I try to send and email or even reply to one there is and error box that says; An operation on the server timed out. The server may be down, overloaded, or there may be too much net traffic.

    But it does not make sense that I can receive but not send.

    Also, do I need to create a signature again even though I already created it on the webmail?

  18. admin Says:

    June 13th, 2012 at 2:09 pm

    If you can’t send messages, it usually means your outgoing mail server settings aren’t correct. Here’s a link to Yahoo!’s article on setting up Outlook 2011 for Yahoo! Mail. Pay special attention to the outgoing server settings.

    http://help.yahoo.com/kb/index?locale=en_US&y=PROD_ACCT&page=content&id=SLN6573

  19. Anthony Says:

    July 4th, 2012 at 1:20 pm

    can’t get outlook and yahoo to work together, also would like to sync contacts between the two.

  20. admin Says:

    July 4th, 2012 at 2:14 pm

    Here’s a link to an article at ConnectedLife that tells you how to sync Outlook with your Yahoo! contacts.

    http://blog.connectedhq.com/2011/05/19/how-to-sync-microsoft-outlook-for-mac-2011-with-yahoo-address-book/

  21. roberto Says:

    July 17th, 2012 at 12:01 pm

    I am trying to set up a second account in Outlook for Mac (the first one is a Gmail account), and followed your instructions on the May 15 repply. However, when I click the Accounts tab in the Tools menu, I am directed to the default Gmail account, having no option to create a second account … How to resolve this problem?

  22. admin Says:

    July 17th, 2012 at 2:10 pm

    To add an additional email account, click on the + in the lower left corner of the window. That pops up a menu in which to choose between adding a new Exchange, E-mail, or Directory account. If your second email account is hosted on a Microsoft Exchange server, click Exchange. Otherwise click on E-mail. Then fill in the popup windows with the info for your second email account.

  23. Camille Says:

    July 28th, 2012 at 3:05 pm

    i want to create a new email account in OUTLOOK 2011 using a BIGPOND.COM account.

    Bigpond’s help desk helped me set up my new email account in MAIL, but couldn’t help with the settings in OUTLOOK. Very frustrating because I have to check to mail accounts for emails! Can you help? Thanks.

  24. admin Says:

    July 28th, 2012 at 6:03 pm

    If you are using BigPond Email® with Windows Live®, which is available to all NEW customers who connected on or after 10 February 2012, you can access your email in Outlook. Start by clicking Accounts…in the Tools menu. In the Accounts window, click on the plus (+) button at the bottom of the column at the left side of the window, then select E-mail… in the popup menu.

    In the window that appears, enter your email address and email password, then click the Tab key on your keyboard. The window should get larger, making room for additional entries.

    Enter your user name, which is your entire email address.

    Set the Type menu to POP.

    Enter the Incoming server, which is pop3.live.com.

    Click the box that says User SSL to connect (recommended).

    Check the number box just to the right of the Incoming server name. The number should be 995. If that number is anything other than 995, click the box that says Override default port, then type 995 in that box.

    Enter the Outgoing server, which is smtp.live.com.

    Click the box for Use SSL to connect (recommended).

    Check the number box just to the right of the Outgoing server name. The number should be 587. If that number is anything other than 587, click the box that says Override default port, then type 587 in that box.

    Click the Add Account button. Your new account is configured. Close the Accounts window.

  25. Blaine Says:

    July 31st, 2012 at 1:14 am

    I have just installed Outlook 2011. Each time I try to set up a pop e-mail account the “accounts” wizard freezes.

    I can view “exhange or directory services” but each time I try to establish a POP account, the accounts wizard freezes and i have to force quit.

    Is there a simple setting interfering with my system? Do I have to reinstall?

    I am using a 15″ retina MBP with mountain lion.

  26. admin Says:

    July 31st, 2012 at 7:09 pm

    I haven’t run into that particular problem before, but a few things come to mind. I’d start by trashing any Microsoft cache files. Start by quitting any currently running Microsoft applications. Then, while at the desktop, hold down the Option key on your keyboard and click Library under the Go menu. In the Library window, double-click on the folder called Caches. Within that folder, trash any folder with a name starting with com.Microsoft. (com.Microsoft.Outlook, com.Micosoft.Word, etc.) In the same window, trash the folder called Microsoft.

    Next, trash the Microsoft Office preference files. Starting at the same Library folder, double-click on the Preferences folder. Within that folder, trash any file with a name starting with com.microsoft. Also trash the folder called Microsoft within the same folder.

    Reboot your Mac and open Word, Excel, or PowerPoint. Once that application is opened, click the Check for Updates command in the Help menu. That will launch Microsoft Update. Search for an install any available updates to the program to be sure you’re running the latest version…which is 14.2.3 as of this date.

    Once the updates are installed, launch Outlook and see whether the email wizard works properly. If not, you may have to reinstall the program altogether. Hope this helps…

  27. Chenyi Says:

    August 7th, 2012 at 11:44 pm

    Hi,

    I followed the exact same instruction as above, after I did the Step 1, the window freeze, and I need to force quite this app. I tried at least 10 times, and I checked microsoft site regards to the issue, lots of people have the same situation but didn’t see the result. I’m running this app in OS 10.8, do you think that’s why it happened?

    Thank you!

  28. Chenyi Says:

    August 7th, 2012 at 11:59 pm

    Hi, I followed your answer by deleting the Caches and Preference, Check for update. It works now.
    Thanks a lot!

  29. Mary Says:

    August 8th, 2012 at 9:35 pm

    Thank you! These settings worked. I’m up and running!

  30. kelvinly Says:

    August 11th, 2012 at 11:17 pm

    hello, I have a macbook pro and I use Rogers mail . I can receive the mail but i can’t to send it ,

  31. admin Says:

    August 12th, 2012 at 3:03 am

    If you can receive email, but not send it, it usually means the settings you’ve entered for the outgoing mail server aren’t correct. Here’s how to check and correct them.

    1. Click Accounts… in the Tools menu.

    2. In the Accounts window that appears, click to highlight your Rogers Mail email account in the column at the left side.

    3. Now check that the Outgoing server is smtp.broadband.rogers.com.

    4. Just beneath, click the box for Override default port. In the box just to the right of the outgoing mail server, enter the number 587.

    Make sure the box for Use SSL to connect (recommended) is unclicked.

    5. Click the More Options… button. In the window that appears, set the popup menu for Authentication to Use Incoming Server Info.

    Close the window to save the changes. You should be able to send messages.

  32. MacOutlookuser Says:

    August 21st, 2012 at 8:57 pm

    I have set up Mac Outlook 2011 for two POP accounts. The first one works fine. However, the second account is not listed in the left side of the Outlook window. Under send/receive button both the accounts are listed.

    Does Outlook merge the the inboxes? I was under the impression that Outlook would show the two accounts inbox separately.

    Grateful if you could please clarify how Outlook is suppose to manage multiple accounts. Thanks.

  33. admin Says:

    August 22nd, 2012 at 10:06 pm

    Outlook does merge the messages for all accounts to a single Inbox by default. Microsoft’s recommendation for separating messages for different email account is to use the identities feature. Outlook’s Help menu says this about the identities feature:


    If you use Outlook in more than one capacity, such as for your personal life and for work, Outlook can be set up to handle these different capacities by using identities. An identity is associated with and stores a set of e-mail messages, contacts, tasks, calendars, account settings, Scrapbook clips, and more.

    To manage identities, you must use the Microsoft Database Utility, which is installed as part of your Office installation. With this utility, you perform tasks such as creating a new identity, setting the default identity, and rebuilding an identity. When you open an Office application, it always uses the default identity.

    If you want to use a single identity, but have incoming messages for each account to appear in a separate subfolder of the inbox, you can do it, but it takes a little configuration.

    1. Create a separate subfolder of the Inbox for each account. To do that, highlight Inbox in the column at the left side, then click Folder in the File menu (or press Command-Shift-N on the keyboard). A new subfolder will appear under Inbox. Name that folder for your first email account. Repeat the process to create a second subfolder under Inbox, and name that folder for your second email account

    2. Create a rule for each email account that will move its incoming message to the proper subfolder. To do that:

    Click Rules in the Tools menu.

    Click POP in the column at the left side, then Click the + (plus) button just beneath the main part of the window to create a new rule.

    In the new rule window that appears, enter a Rule name that describes what this rule will do.

    Just below the rule name is a section that says When a new message arrives, and just to the right of that is a popup menu that says If all conditions are met. Set that popup menu to If any conditions are met.

    Set the popup menu just below When a new message arrives to Account. The middle popup menu defaults to is, which is what you want…don’t change it. The left popup menu defaults to None…set that menu to the of your email accounts. You’re done with the When a new message arrives section.

    The next section is called Do the following. The first popup menu in that section defaults to Change Status. Change that menu to Move Message. The menu to the right of that one defaults to None. Set that to the folder into which you want incoming messages for this email account to go.

    In the next row, the left popup menu defaults to Set Category, and the menu to its right defaults to None. In this row, click the - (minus) button at the right side to eliminate this row altogether…you don’t need it.

    Make sure the Enabled box is clicked, then click the OK button to save the rule.

    Now create another rule for the second email account. That should get you what you’re looking for.

  34. jim Says:

    August 30th, 2012 at 1:20 am

    i am having the same problem as blaine above, mac retina with mountain lion . please help

  35. admin Says:

    August 30th, 2012 at 1:28 am

    Freezing when adding new accounts is a known problem with some versions of Outlook 2001. Update to the current version (14.2.3 as I’m writing this) and you should be able to add accounts.

  36. admin Says:

    August 30th, 2012 at 1:29 am

    I just added a reply to Blain that should fix the problem. Basically, it’s a known issue with some versions of Outlook 2011 on retina display Macs, but updating your copy to the current version (14.2.3 as I’m writing this) should resolve it.

  37. Bob Says:

    September 6th, 2012 at 3:51 pm

    I used to use Outlook2008 on Windows, and started using Outlook2011 on Mac OS. In Outlook2008 for Windows, Options menu has Mail Setup tag, and I can uncheck “Send immediately when connected” to avoid any accidental mail sending. Namely, I want to send emails manually, not automatically when connected to the net. I could not find a similar tag or option in Outlook2011 for Mac OS. How can I disable the automatic sending when connected?

  38. admin Says:

    September 6th, 2012 at 4:27 pm

    Sending and receiving in Outlook (and its predecessor Entourage) are controlled by Schedules. To disable automatic sending, click on the Tools menu, drag down to Run Schedule, and click on Edit Schedules… in the submenu. In the Schedules window that appears, you’ll see two default schedules (that were installed along with Outlook) that control the sending of messages. One is called Send & Receive All, the other is called Send All.

    Double-click on the Sent & Receive All item in the list. In the window that appears, you see (in the upper pane of the window) that it is a repeating schedule that runs every 10 minutes and at startup. The lower pane lists what will happen, and the first item is Send All. To stop the sending on this schedule, click directly on the Send All step (which will cause the step to be outlined in blue). then click the Remove Action button just above. With Send All gone, the schedule will still run, but will only receive messages every 10 minutes and at startup. (You might want to change the name of the rule to Receive All, since there’s no longer any sending involved.) Click the OK button to save the schedule.

    If you double-click on the Send All schedule, you’ll see that the upper pane shows that that schedule should occur Manually…which is what you want. That schedule says that sending will occur when you click the send button in a message, or manually click one of the menu commands that includes Send All (or it’s keyboard shortcut).

  39. Ariunaa Says:

    September 26th, 2012 at 4:29 am

    Hello there. Once i have created account, how i can tie to this account my .pst file?

  40. admin Says:

    September 26th, 2012 at 1:56 pm

    Here’s a link to an article about how to import your .pst file into Outlook 2011 for Mac.

    Note: Note: ANSI-formatted .pst files – Outlook 97-2002 Personal Folders Files format cannot be imported into Outlook for Mac. However if they were upgraded by opening and saving them in any version of Outlook for Windows later than 2002, they could then be imported into Outlook 2011 for Mac.

    http://support.microsoft.com/kb/2413370

  41. vishal Says:

    September 28th, 2012 at 8:38 pm

    i have been successfully using outlook 2011 on my mac air. 2 days ago i received message to rebuild identities. i said ok without understanding the result and all my emails got deleted, almost 150,000 work emails, i am lost without my emails. what should i do to get them back. i have last used time machine around 1st week of september. is there a way i can get my emails and rules back?

  42. admin Says:

    September 29th, 2012 at 3:49 pm

    Don’t panic…your emails should still be safe. Outlook 2011 stores all your data (email messages, calendar items, to dos, address book items, etc.) in a folder called Main Identity, which is located here on your hard drive:

    (your hard drive) > Users > (your home folder) > Documents > Microsoft User Data > Outlook 2011 Identities > Main Identity

    When you rebuild an Outlook identity, what actually happens is that the name of the folder called Main Identity, which contains all your data, is changed by adding [Backed up (with the date and time)]. Then a brand new folder is created called Main Identity, a blank new set of Outlook files are created within that folder, and any data from your old identity that hasn’t been marked as deleted is copied to the new identity. Obviously something interfered with the copying process in your case, so when you opened Outlook after the rebuild you saw no email messages.

    To fix the problem, go to the Office 2011 Identities folder, trash the folder called Main Identity (that’s the newly created one that doesn’t have your email messages), and changed the name of the backed up Main Identity [Backed up...] back to Main Identity. Now launch Outlook and you’re back where you started before the rebuild.

    A complete Outlook 2011 rebuild is done in 5 steps, and the window displays progress as it goes along. Steps 3 through 5 are the ones when all your undeleted old messages, contacts, to dos, notes, etc. are copied to the newly created identity. With 150,000 stored messages, that should take quite a while. But at least you now know that there’s no danger of losing your data by doing the rebuild, and how to get your data back if rebuilding doesn’t go well. Good luck!!

  43. jan ochtman Says:

    October 5th, 2012 at 12:27 pm

    I changed passwords in two xs4all email accounts. When I tried to change the password on the iMac through Preferences, the changes are not accepted. Incidentally I found that when making a new account, the password is not accepted either (box returns to blank).

    Any suggestions?

  44. admin Says:

    October 5th, 2012 at 2:17 pm

    I have noticed the same thing with both Apple’s Mail program and Outlook 2011. Sometimes the first time you enter a password in the email settings window and save those settings, the password isn’t saved. The next time I send or receive email, a window appears asking that I retype the password. That window has a click-box for saving the password…when you enter the password in that window, clicking that box should make Outlook 2011 remember the password.

    If that doesn’t work, it could mean that the file in which Outlook 2011 saves your email settings is damaged and unable to save the password. If that happened to me, here’s what I’d do:

    1. Move the folder called Office 2011 Identities to your desktop. Office 2011 Identities is located here: (your home folder)/Documents/Microsoft User Data/Office 2011 Identities. That saves all your current email messages, calendar items, to-do items, etc.

    2. In that same Documents folder, trash the folder called Outlook Data. Empty the trash.

    3. In (your home folder)/Library/Preferences, trash any file beginning with com.micorosoft. In the same folder, trash the folder named Microsoft. Empty the trash.

    At this point, Outlook and all your other Microsoft programs should be reset to the state they were in when they were initially installed.

    4. Launch Outlook 2011 and set up your email accounts, just as though you were doing it for the first time. Outlook 2011 will automatically create brand new preference files that aren’t damaged, so your password should be saved.

    5. The last step is to import all the data from the Outlook 2011 Identities folder you have moved to the desktop. Click Import… in the File menu and follow the prompts to import your data.

  45. Bill Says:

    October 12th, 2012 at 8:46 pm

    There’s a very interesting post by admin here about how to use Rules to use a single overall identity, but have incoming messages for multiple accounts appear in a separate subfolder of the inbox. I have 8 identities going for different careers, aspects of my life, etc. It’s very cumbersome having to open and close them all the time using the Database Utility. Before I dive into this, though…

    I’m curious, what happens inside the individual accounts when emails are forwarded? Does a copy arrive there as well, or only in the overall identity? Is there a way of accessing each identity in its entirety (e.g., including its Contacts, Sent Items, etc.) within a single overall identity? I’m wondering if this is going to create even more horrific email management issues keeping things straight…

    Thanks so much!
    Bill

  46. admin Says:

    October 13th, 2012 at 9:17 pm

    Outlook’s default behavior is that incoming messages for all email accounts set up in an identity go into the same Inbox. Messages sent from all email accounts go to the same Outbox during sending, then to the same Sent Items. Deleted messages from all email accounts go to the same Deleted Items folder, and spam messages from all accounts go to the same Junk folder. Because of that behavior, the messages list displays the messages from all email accounts in the message list.

    This behavior is different than Apple’s Mail program. In Mail, the program automatically creates separate subfolders within the Inbox, Drafts, Outbox, Sent, Trash, and Junk folders for each email account and places the messages for each account in its corresponding folders. To display the messages for a single email account in the message list, click on its subfolder. Select multiple subfolders and the message list displays the messages for all the currently selected subfolders. Click directly on Inbox, Drafts, Outbox, Sent, Trash, or Junk and the message list displays all messages from all email accounts.

    In Outlook, there are a few ways to separate messages in the messages list by email account. The quickest and easiest is to sort the messages in the list by Account. To do that, simply click on the Account column heading in the message list, or go to Arrange By in the View menu and click Account in the submenu. The messages for all email accounts are still included in the message list, but they’re now sorted by email account…all the messages for each email account are together in the list.

    You can also use the Find function to limit the messages in the list. For example if you’re looking at the Inbox, type the email address whose messages you want to include in the message list in the search field, then select To in the popup menu that appears. The message list now displays only the messages where your selected email address is included in the To field. (You have to remember that if you use the Find function when looking at the Sent Items list, click From in the submenu to see only the messages sent from a particular email account.)

    The Rules method I described for moving incoming messages to individual subfolders of the Inbox basically cause Outlook to organize messages more like Apple’s Mail program does. You could add rules that cause messages in the Drafts, Outbox, Sent Items, Deleted Items, and Junk folders to behave similarly. I’ve never done it, and it would probably take some trial and error to get it working exactly that way…but these sorting, searching, and rules techniques are all much more convenient than having to launch the Database Utility to switch identities.

    Good luck!

  47. istfest.com Says:

    October 27th, 2012 at 6:17 pm

    You should think about writing for money online, you have a pleasant writing voice.

  48. admin Says:

    October 28th, 2012 at 3:08 am

    Thanks!!

  49. Jane Says:

    December 6th, 2012 at 9:04 am

    Hi,

    Can you please help, I have been successfully (well mostly) using Outlook for mac for about a year and a few days ago added a new POP account. It is sort of working but it just won’t remember the password, I am having to re-enter it about every 20 minutes.

    Any ideas?

    Jane

  50. admin Says:

    December 7th, 2012 at 7:30 pm

    Here’s what I would try, Jane. Open Keychain Access, which is an application located here:

    (your hard disk) > Applications > Utilities > Keychain Access

    In the main area of the Keychain Access window, browse the name listings for one that matches the incoming name server you’ve entered for the new POP account. Incoming mail server names usually begin with the word mail (mine is mail.everythingmacintosh.com) or pop, but there are exceptions…you’ll know what your incoming mail server is because you must have entered it into Outlook when you set up the account.

    Double-click on that listing in the Keychain Access window. A new window appears with more details. Look at the Account field. If this is the right listing, that field should show your email address. If it does, then click the box at the bottom that says Show password. The Mac will ask you to enter your password. The password to enter is the login password for your Mac, not your email password. Once you enter the password and click OK, the password should appear in the Show password field.

    If the Show password field is blank, that would explain why Outlook isn’t picking up the password automatically…this is where Outlook gets the password from. In that case you can simply enter your password and it will be saved when you close that window. However there’s one more thing to check.

    Click on the Access Control tab at the top of the window. The Access Control window displays what applications have permissions to access this password. The main area of the window should show Outlook with its icon. If not, click the + button, navigate to Outlook in the Open dialog box, and add Outlook. If Outlook is already listed, close the window, which should save the current state of the password and access privileges, and the password should work and should be permanent.

    If you continue to have the same issue after that, it could be that either that password record in the Keychain database is slightly corrupt, or that your keychain database itself is corrupt. I’d think the former, since you’re not having issues with any of your other passwords. Therefore, my next step would be to go back into Keychain Access, open the window for that mail server password again, and click Delete in the Edit menu to delete this password record. Quit from Keychain Access, launch Outlook, go into the email settings for your new POP account (which should show the password as blank), and enter your password, just as though you’re doing it for the very first time. That should create a new record in the Keychain Access database to store the password…hopefully that will fix the problem.

    Hope that helps.

  51. Jane Says:

    December 9th, 2012 at 10:45 am

    Hi,

    Thank you for the guidance. I have been through all the steps and everything was as it should be, I tested the account but it was still the same so I deleted the mail server in the key chain but when I went to the account the password was still there.

    I can send mail from this account but every time I try and receive it comes up with a message saying there is a temporary problem and asking me if I want to re-enter the password, when I say yes I get a window showing the password is blank, I re-enter and the same thing is repeated. When I go to the account the password is there.

    My other POP and Exchange accounts are fine and not affected.

    Do you have any more ideas??? Should I delete the account and start again, would this help???

    Any further help would be much appreciated.

    Jane

  52. Jane Says:

    December 9th, 2012 at 10:56 am

    Sorry to be a pain. I have deleted the account and set it up again and it seems to be working – for now. Thanks so much for taking the time to help, it really is appreciated.

    Do you think we will ever get a read receipt for Mac Outlook???

    Thanks again
    Jane

  53. GS Says:

    December 11th, 2012 at 4:02 am

    Good day!

    Need to set up Outlook 2011 on MacAir.
    There are 2 accounts.
    – First one is gmail account ( this has been safely configured under POP mail)
    – Second one is under the private domain( name@ xyz.in). The problem is with the configuration of this account.The outgoing mail is functional but the incoming mail cannot be received.

    Kindly advise how to configure second account such that the older messages do not start downloading ( i.e messages should download that arrive now onwards only)

    Rgds

  54. admin Says:

    December 11th, 2012 at 6:19 pm

    When you’re unable to receive incoming messages for an account, the most common issue is that the incoming mail server settings are wrong for that particular account. The critical things are that the spelling of the incoming mail server name be absolutely correct, that the communication protocol and port number are also correct, and that your account name and password are correct. Not knowing the details about your particular account, what I can give you are some standard guidelines. Whoever actually hosts your email account can give you definite info for your particular situation.

    The single most common reason incoming mail doesn’t work is that the User name is wrong. Let’s take your example, . With some hosting companies, the User name would be name. With others it would be your entire email address, . Most email programs automatically enter whatever is before the @ symbol as the User name. If your hosting company requires the whole email address, the name is wrong and you won’t be able to receive mail. The fix would simply be to manually add @xyz.in to the end of the User name.

    Of course if you’ve mistyped your password it would also prevent you from receiving email. It’s easy to do, since the window doesn’t display the actual letters you type…only bullets. When I’m not 100% sure I typed it correctly, I retype the password…carefully watching my fingers on they keyboard to be sure.

    As to the mail server, your hosting company can tell you exactly what it is. For a domain like xyz.in, the typical POP mail server names would be mail.xyz.in or pop.xyz.in…but some hosting companies use more unusual names for their mail servers, so you’d have to check. Incidentally, you can also enter the numerical IP address of your mail server in the Incoming server field.

    The next question is whether this particular mail server requires SSL or not. SSL is the communications protocol used by secure web pages that require credit card data and other sensitive info. Any info coming from your computer and going through the internet is encrypted in your computer before getting onto the internet, then decrypted when it gets to whatever computer it’s going to, and visa versa. That way the data is just gibberish while traveling through the internet…difficult or impossible for hackers to decipher. Most standard web-based email does not require SSL, but some companies require it.

    If your hosting company requires SSL communication, but the box to Use SSL to connect (recommended) is unclicked, you won’t be able to get email. On the other hand, if they don’t support SSL but that box is clicked, you also won’t get email. Many hosting companies now support communication both with and without SSL…we do here. Check with your hosting company to see whether they require SSL.

    Finally, Outlook is pretty smart about port numbers (the numbers in the boxes to the right of the server names). The standard port number used for non-SSL incoming POP email is 110, so if the Use SSL for connect (recommended) box is unclicked, Outlook will automatically set the port number as 110. If the box is clicked, Outlook will automatically set that box to 995, which is the standard port for SSL incoming POP email. But some hosting companies use non-standard port numbers, and if yours is one of them you won’t receive email until you enter the correct port number (you’ll get it from your hosting company). To do that, click the box for Override default port and enter the port number your hosting company recommends.

    All these same things apply to the Outgoing mail server as well.

    Hope this helps you with incoming email…

  55. Niki Says:

    January 7th, 2013 at 11:05 pm

    I am trying to use Outlook 2011 for Mac for email. I have a Road Runner account through Time Warner. I am able receive emails, but cannot send them. I get “Authentication failed because Outlook doesn’t support any of the available authentication methods.” as a message. I have checked my servers ant they are correct. Any suggestions?

  56. admin Says:

    January 7th, 2013 at 11:39 pm

    We also have email accounts with Time Warner. Time Warner’s outgoing mail server uses the same user name and password as your incoming mail server, so here’s the easiest way to configure things.

    I’m assuming that in your Accounts window, your incoming mail server is pop-server.columbus.rr.com and your outgoing mail server is smtp-server.columbus.rr.com. Those are the correct servers for the Columbus Ohio Time Warner RoadRunner service area. I’m also assuming the click boxes for Use SSL to connect (recommended) are unclicked for both the incoming and outgoing mail server. If not, unclick those boxes.

    The port number for the incoming mail server should be 110, and the port number for the outgoing mail server should be 25, not 26 as described in this page about setting up Outlook. The instructions in this article apply mainly to email hosted by Everything Macintosh, but the article can also serve as a guide for anyone with email hosted elsewhere. It’s just that each email hosting company has their own settings, and Time Warner’s are slightly different than ours.

    (Port 25 is the standard outgoing mail port, and it’s what Time Warner uses. Because we’ve found that some internet hotspot providers block port 25, claiming it cuts down on the sending of spam through their hotspot, we also support port 26 for email accounts we host. But you can’t use port 26 to send messages through Time Warner’s outgoing mail server.)

    Click on the More Options… button below the Outgoing server. In the smaller window that appears, set the Authentication menu to Use Incoming Server Info. Now click the OK button to save that change and go back to the Accounts window. Finally, close the Accounts window and you should be able to send and receive email.

    If you’re still having trouble, contact Time Warner support and ask them why. Or contact us and we’ll be glad to connect to your computer remotely and get your email working.

  57. David Schrader Says:

    January 26th, 2013 at 12:17 am

    Dear Admin, THANKS for all your replies; I can see that you’ve put quite a lot of time into them. My situation: I just transferred from Verizon DSL to Cox Cable. I manually configured my new ISP settings using Outlook 14.2.5 on my Mac Mini. Initially, I couldn’t get it to work; I kept getting the following error message: “Authentication failed because Outlook doesn’t support any of the available authentication methods.” So I did some on-line research and finally figured out that I had to uncheck the “Always use secure password” box associated with my incoming server in my Outlook “Accounts” dialog box. Everything works fine now, but it did take a bit of digging to figure it out.

    I have two questions: first, is there any liability or risk in NOT being able to select the “Always use secure password” box? I’ve found plenty of on-line info on how to set up new Outlook accounts with a variety of ISP’s, but I have yet to find any significant info on WHY some things done the way they are.

    My second question involves the “More Options” button near the bottom of the Outlook “Accounts” dialog box. My internet research seems to indicate that I should select “Use Incoming Server Info” as my Authentication option. This is what I’ve chosen and it works fine, although I also tested the other two options (“User Name and Password” and “None”) and these seemed to work as well. Is there an advantage to choosing one over another, or is it simply a matter of what will properly work with any given ISP? In my case, it seems all three selections work fine with Cox Cable, but I have to wonder which one is the preferred choice?

    Any insights/knowledge/advice imparted would be greatly appreciated!

  58. darryl Says:

    January 27th, 2013 at 5:45 pm

    As to your first question, nothing techy is ever simple. There are multiple kinds of email hosting servers (Exchange, IMAP, POP, etc.), that run on multiple operating systems (Windows, Linux, Macintosh), and multiple ways to configure each kind. The trick to reliable email is that the email settings, and the username and password, you configure in Outlook (or any other email program you use) must match the settings required by the mail server on which your email happens to be hosted.

    For example, some email hosting companies consider the username to be the portion of your email address before the @ symbol, while for others the username is your entire email address. Most use the same username and password for both your incoming and outgoing mail servers, but some don’t.

    The instructions a hosting company posts online for setting up an email program are usually aimed at their own email hosting clients…so the instructions are tailored to match the settings their server requires. Those settings might or might not work with a different hosting company. And since Microsoft wants Outlook to work with any hosting company, it provides lots of configuration choices.

    As to your second question, the whole concept of using authentication for the outgoing mail server is to prevent spammers from abusing that server to send spam and virus email. In the early email days, before spam and viruses were so prevalent, outgoing mail servers could pretty much be accessed by anyone. But as spam and viruses got worse, one trick used by the spammers to make it difficult to trace them was that they’d send their outgoing spam through a different company’s mail server. Email hosting companies realized that they needed to make sure their outgoing servers were only accessible to their own customers.

    When you’re at home, and your internet service is provided through your Cox cable modem, Cox knows you’re a legitimate Cox customer…because you have a direct wired connection to their network. Therefore they’ll let you send email through their outgoing mail server without any name and password. (Authentication = None).

    If you take your computer to a local Wi-Fi hotspot whose internet is provided by AT&T, Verizon, or some other provider than Cox, they have no way to know whether you’re a Cox customer or not without using a name and password. Since Cox is an email provider that uses the same email username and password for both the incoming and outgoing mail servers, you can choose Authentication = Password, and set the popup menu to use the same info as for the incoming mails server. With your name and password, Cox knows you’re their customer, so they allow you to send mail at the hotspot.

    If Cox used different usernames and passwords for their incoming and outgoing servers, the choice to use the same info as for the incoming mail server wouldn’t work…you’d have to enter the outgoing name and password manually in order to send mail from the hotspot.

    Hope that explains…

  59. David Schrader Says:

    January 28th, 2013 at 4:59 am

    Thanks Darryl, for taking the time to answer my questions.

  60. Kevin Says:

    February 6th, 2013 at 7:53 pm

    I am having the same issues a lot of people have been having relating to Outlook 2011 and the screen freezing when trying to setup POP accounts. I have tried to follow the steps mentioned by deleting the cache, preferences and reupdate; this didn’t work. I have re-installed twice, still nothing. I have also tried setting up a different user to no avail. Do you have any advice??

  61. darryl Says:

    February 6th, 2013 at 9:51 pm

    Give me a little info about the model and speed of the Mac you’re running, the version of Mac OS X, and the exact version of Outlook 2011 (get that by clicking About Outlook in the Outlook menu. You can either post the info here or send it to .

  62. LaurenC Says:

    March 25th, 2013 at 5:06 am

    I am having trouble setting up my Outlook 2011 to my IMac. I have called Cox support, all of my settings and numbers appear to be correct, but it will not connect. I keep getting the error message that “an operation on the server timed out. The server may be down, overloaded, or there may be too much net traffic.”

    Any help? I have tried explaining to my company (cruisingco) that this is happening and they have no answers.

  63. darryl Says:

    March 25th, 2013 at 5:38 pm

    Error messages like those are often caused by incorrect mail settings for the incoming and outgoing mail servers, but without actually seeing your computer I can’t give you any specifics. We do provide remote support that would enable us to actually see your computer and fix any settings…if you’d like us to do that, just give us a call at 800-916-9695 or send a note to .

  64. Kelly Says:

    April 13th, 2013 at 4:52 pm

    I am trying to sync my outlook on my macbook and iMac, how can I do this?

  65. darryl Says:

    April 17th, 2013 at 1:46 am

    If you configure the email accounts on both computers as IMAP instead of POP, both computers will show the same messages in the Inbox and all other mailboxes, and if you read a new message on one computer it will show as read on the other. When you use the IMAP protocol for email accounts instead of the POP protocol, the actual mail remains on the mail server until you delete it…and Outlook on both computers simply show you all the messages currently on the mail server, so both computers are coordinated.

  66. Robert Says:

    June 12th, 2013 at 8:15 pm

    I’m running Outlook 2011 on a Mac Pro with Snow Leopard as the OS. Every time I receive an e-mail, Outlook bounces to the front and takes over my computer regardless if I’m working in another application. It gets very annoying when I’m trying to get a lot of work done and Outlook keeps bouncing to the front especially on days when I receive a lot of messages. Any idea what’s wrong and how this can be fixed? Thanks in advance.

  67. darryl Says:

    June 12th, 2013 at 10:09 pm

    Click on Preferences… in the Outlook menu. In the Preferences window, click on the Notifications & Sounds button in the Personal Settings section (top row). Unclick the box that says Display an alert on my desktop. That should stop Outlook from becoming the active application each time a new message is received.

  68. Robert Says:

    June 13th, 2013 at 3:11 pm

    Thanks for the response, Darryl. That’s one of the first things I did and the problem persists. As a matter of fact, it just did it again while typing this. Is there a preference file that should be tossed to reset this?

  69. BK Shrivastava Says:

    September 10th, 2013 at 3:43 pm

    I am using OutlookMac2011 on my MacBook Pro with OS X 10.8.4. When I get email having MS Excel sheet pasted in email body hen email is garbled, please suggest solution.

  70. Darryl Says:

    September 10th, 2013 at 4:12 pm

    I would ask the sender to zip the spreadsheet before attaching it to the message they’re sending you. In an ideal world, attaching any kind of file to an email message should allow the file to be received exactly as it was sent, but in the real world some mail servers can mangle attachment files in proprietary formats like Microsoft Excel. Zipping the file turns it into an archive file, which mail servers are accustomed to transferring without modification. When you receive the message, just save the zipped attachment to your desktop and double-click to unzip it. Then it will open normally in Excel.

  71. Purushotham Says:

    September 24th, 2013 at 4:52 am

    Hi Darry,

    I am using outlook 2011 in Mac, since couple of days, i am unable to write new mail, reply, forward, mails, totally unable use my mail account in outlook 2011, can you kindly help me, i have searched in lot of sites, …

  72. darryl Says:

    September 25th, 2013 at 8:32 pm

    First, before you can receive or send Gmail in a standard computer email program like Outlook (or Apple’s Mail, or Thunderbird, etc.) you must configure your Gmail account to allow it to exchange messages with the program. That ability is enabled by default by most email hosting companies, but not by Google for Gmail…you must enable them manually…otherwise Gmail will not allow Outlook to access your messages on the Gmail server, or allow you to send messages to others through the Gmail server…even if all your account settings are correct in Outlook.

    To enable your Gmail account to exchange messages with Outlook (or another email program), follow the instructions on this Google help page:

    https://support.google.com/mail/troubleshooter/1668960?hl=en#ts=1665018

    At the bottom of the page, click the + button for I want to enable IMAP. Follow the 6 steps listed for configuring your Gmail account to exchange messages via IMAP (which is how Outlook will communicate with the Gmail server).

    1. Sign in to Gmail.
    2. Click the gear in the top right.
    3. Select Settings.
    4. Click Forwarding and POP/IMAP.
    5. Select Enable IMAP.
    6. Click Save Changes.

    Once that’s done, the same page has instructions for configuring Outlook and many other computer and smart phone email programs. Just click the button for Outlook/Windows Mail. Outlook for Mac is similar to the Windows version, so the instructions for the Windows version of Outlook should give you the info you need.

    Good luck!!

  73. Stacey Says:

    November 27th, 2013 at 10:40 pm

    I’ve created email accounts on several computers. ONE computer sees the ACCOUNTS popup window larger, I cannot see all of the information I need to create the account. I I cannot scroll or reduce the size. What do i do?

  74. darryl Says:

    November 28th, 2013 at 11:00 pm

    If what you see on the screen seems enlarged, it sounds as though the display resolution on that computer is set too low to be able to display the entire Accounts window. You can try going to the Displays preference pane and setting a higher resolution. If you need further help, please contact us!

    Have a Happy Thanksgiving!

  75. carla Says:

    January 8th, 2014 at 9:03 am

    hi guys! could you please help me out with this issue I am currently having. I have set up the email in my MacBook Air and was able to receive emails but was not able to send. I got this corresponding error that pops up everytime I tried sending emails.

    : Client host rejected: Access denied

    Could you please help me? Thanks a lot!

  76. darryl Says:

    January 10th, 2014 at 3:42 am

    We generally recommend that people whose email we host (here at Everything Macintosh) use port 26 for outgoing email, but the universally standard port for outgoing email is port 25.

    We support ports 25 and 26, and the reason is that we found many coffee shops and hotels were blocking port 25 to prevent spammers from using their free hotspots to distribute their spam. It was very effective…spammers couldn’t send messages, but neither could anyone else! Our workaround was to add support for the non-standard port 26 for sending mail. Other email hosting companies only support the universally standard ports, so I suggest you do two things:

    1. Make sure the box for Use SSL to connect (recommended) is unchecked.

    2. Use port 25. If you still can’t send email using port 25, try port 587, another commonly used port for outgoing email.

    Hope that helps!!

  77. Steve Says:

    February 15th, 2014 at 2:16 am

    I’m not sure if this is the procedure for submitting a question or not, but here goes. I have a MacBook OS 10.9 using Outlook 2011 for my (ancient) Earthlink email account. I’ve very rarely had problems receiving mail, but my outgoing mail has always been erratic, working fine at home (on a Verizon network), sometimes working elsewhere, sometimes not. I’ve tried every variation under the sun to create account settings that will work in the places where I can’t send email (such as where I am now, which is away from home and out of town), and I lately tried over 30 different variations renaming the outgoing server (with the incoming server’s name; or smtpauth.earthlink.net; or outgoing.verizon.net, which is what works at home), the authentication setting, selecting and deselecting the “override default port” command and setting it at 25, 26, 587, etc etc. I’m at a loss. If you can think of something that I’m missing, I’d love to hear it. Thanks.

  78. Paul Says:

    February 15th, 2014 at 2:06 pm

    When I send from Outlook 2011 to an AOL account, the recipient fails to get the message for several hours. Any ideas?

  79. darryl Says:

    February 16th, 2014 at 1:39 am

    Earthlink’s outgoing email server is the same for all email addresses they host, regardless if the address ends in @earthlink.net, @mindspring.com, or @onemain.com. The outgoing mail server is always smtpauth.earthlink.net, the port is always 587, and accessing that outgoing mail server requires user name and password authentication. Interestingly, Outlook 2011 offers to automatically configure the account for you when you create it, but apparently Microsoft never programmed Outlook to know the correct outgoing mail server…so by default, the program enters smtp.mindspring.net. There hasn’t been any such mail server since Earthlink acquired Mindspring many, many years ago.

    So in the Outgoing server field in the Accounts window, enter smtpauth.earthlink.net. Click the box for Override default port, and enter 587 in the field just too the right of the outgoing server. Then click the More Options… button.

    In the smaller window, set the Authentication menu to Use Incoming Server Info.

    Those settings should work pretty much anywhere.

    Good luck!

  80. darryl Says:

    February 16th, 2014 at 2:00 am

    Yeah…this is a complaint I hear about AOL’s email. As a free service, AOL doesn’t have any motivation to spend much upgrading servers or having the personnel necessary to service all the email accounts it hosts. But there usually are things you can do to speed things up.

    First, in the Server information section make sure that the user name for your account is your entire AOL email address, including the @aol.com.

    I’m assuming your outgoing email server is set to smtp.aol.com. By default, Outlook always assigns port 25 to the outgoing mail server because that is the universally accepted default SMTP port. It may or may not work with AOL…and if it works, it will work more slowly than AOL’s preferred port number, which is 587. So click the box for Override default port, and enter 587 in the field just to the right of the outgoing server name. Then click the More Options… button. In the smaller window that appears, set the Authentication menu to Use Incoming Server Info.

    If those are the settings you’re currently using, the next thing I’d try is to set up the same account in Apple’s Mail…just as a test to see if performance is any faster. If it is, the issue may be with Outlook. If performance is the same, the real problem is with AOL.

    Good luck!

  81. Carrie Says:

    March 21st, 2014 at 2:16 am

    Hey there,
    I have setup Outlook on a MacBook Air & am pulling a gmail address & a .me address into Outlook. A box in Outlook is constantly popping up asking me to enter my password. How can I enter my password(s) for my gmail & .me account one time to Outlook & not have to continue entering the passwords? Thanks for your help!

  82. darryl Says:

    March 30th, 2014 at 6:51 pm

    Outlook 2011 stores the passwords you enter in the OS X Keychain, which is actually part of OS X itself, not part of Outlook. In the box that appears asking to you enter your password, there should be a small clickable box that says Remember this password in my keychain. After entering your password, and before clicking the OK button, click that box. Outlook may ask you to do this separately for both your coming and outgoing mail servers, so don’t be surprised if it happens again after the first time you click that box.

    If you have been clicking that box, and Outlook is still asking for your password, it would indicate some problem with your keychain file. If you need help with that, contact us…we can connect remotely to your computer and resolve the issue, Carrie.

  83. barnabas chikopela Says:

    April 2nd, 2014 at 6:26 am

    hi everyone? am having a problem in outlook 2011 with one mac. incoming mail keeps being sent directly to the trash folder and not in the inbox. it used to work just fine but suddenly started doing like explained above.

    how do I get it to work properly again?

  84. darryl Says:

    April 2nd, 2014 at 7:18 pm

    Any chance somebody isn’t playing an April Fools joke? Having incoming messages go to the wrong folder is usually accomplished by creating a rule…so the first thing to do is click Rules… in the Tools menu. In the column at the left side of the window that appears, click on the kind of email account you have…Exchange, POP, or IMAP. (You can select each one to check them all if you like.) See if there are any rules listed. If so, double-click on each one and check what it’s supposed to do. The windows that describe the rule have the Rule name at the top, then the condition to look for, which is called When a new message arrives, then a third section for the action to take called Do the following. If you find a rule that sets the folder where incoming messages go to Deleted Items or anything other than INBOX, delete that rule…the behavior should return to normal.

    Let me know if that helps, Barnabas.

  85. Laura Says:

    June 11th, 2014 at 9:21 am

    Please help!

    I’ve been using Outlook (and other MS apps) on my Mac for about 2 years. Today I set up a new email account, following the above instructions exactly. it worked exactly as you said, but when the last window came up (where it automatically fills in the Account Description, etc), it changed my name! I changed it back, but it wants to save this other name as my name. I figured out how to make it keep my name instead of the other, but i need help solving the bigger problem of my Microsoft applications somehow have this other name stored in my identity. The other name has also appeared in Word documents as my tag line.

    Appreciate any help you can give me on this!

  86. Allison Says:

    June 11th, 2014 at 12:41 pm

    I am using Outlook 2011 on a Macbook Air to manage email from my University employer. The problem is that I have to repeatedly go into accounts-advanced-click override default port and change the server port setting to the correct one in order to receive mail and connect. It changes back to an incorrect setting multiple times a day. Any advice?

    Many thanks!

  87. darryl Says:

    June 11th, 2014 at 5:10 pm

    Without actually seeing your computer, I can’t know exactly what’s going on, Laura. It may be that your Outlook preference file is damaged and unable to accept the changes you’re entering, but I really have no way to know that for sure…so the only solution I can give you that I’m certain would work is the “brute force” method.

    That method would be to move the folder that stores all your existing messages to the desktop, reset Outlook to its factory settings, re-create all your email accounts from scratch, then import all your old messages back into Outlook. But that’s pretty time consuming…but without actually seeing your computer I can’t know if there’s a simpler answer.

    If you want to use the “brute force” method, here are the steps:

    1. Move the folder /Users/(your home folder)/Documents/Microsoft User Data to the desktop.

    2. Hold down the Option key while clicking on the Go menu at the desktop, then click on Library in the Go menu.

    (NOTE: In OS X 10.7 and later, Library only appears while holding down the Option key…if you release it, Library disappears. In OS X 10.6.8 and earlier, to access the same folder you have to click on Home in the Go menu, then double-click on Library within your home folder window.)

    3. Within the Library window, double-click on the Caches folder. Move any file or folder whose name begins with Microsoft to the trash.

    (Actually, you can move everything in that folder to the trash…everything in the Caches folder are quick-reference files that OS X automatically recreates as needed if they don’t already exist. Moving them all to the trash sometimes speeds up performance.)

    4. Back in the Library folder, double-click on the Preferences folder. Within that folder, move any files or folder whose name begins with com.microsoft or Microsoft to the trash.

    5. Close all the windows and empty the trash. Microsoft office is now set back to factory defaults.

    6. Open Outlook and set up all your email accounts. Outlook should behave properly now.

    7. Once email is working, click Import in the file menu and follow the prompts to import all your old messages from the folder you move to your desktop. Now you have Outlook working, and all your messages.

  88. darryl Says:

    June 11th, 2014 at 7:20 pm

    Without seeing your computer I have no way to diagnose whats going on. But it sounds as though you’re making a change that should be stored in Outlook’s preference file, and it’s not being saved. That could mean the preference file is damaged or locked…but there are other possibilities as well. The only advice I can give you without seeing your computer is to follow the advice I gave to Laura, who was having another problem that I thought was affecting the outlook preference file. Here’s the link:

    http://www.everythingmacintosh.com/tech-notes/outlook-2011-email-setup/#comment-9299

  89. Sondra Says:

    July 1st, 2014 at 4:37 pm

    My MacBook Pro, using Outlook, loads and reloads emails which have been deleted from the laptop and the server. Whenever I start Outlook it begins filling up my Inbox with old emails which have been deleted (several times now). And, I have to wait for all of those emails to load before it gets to my most recent ones. Then, I delete all of the old ones, again. And, the next time I start Outlook … the cycle begins again. Please help!

  90. darryl Says:

    July 9th, 2014 at 8:13 pm

    Sounds as though there’s a problem with Outlook’s database file, which is where it stores info about all the messages previously received, moved, and deleted. If Outlook is reloading messages you’ve deleted it obviously isn’t remembering that information. You’ll find instructions for rebuilding Outlook’s database on this page:

    http://support.microsoft.com/kb/2360509

    Good luck!!

  91. Puneet Mishra Says:

    August 3rd, 2014 at 4:06 pm

    I’m using outlook 2011 on my macbook air running OS X 10.9.4. I’m using gmail, yahoo mail and my work mail (hosted on Google Apps). I’ve set it up as IMAP and have no problems sending and receiving emails. However in my sent folder it shows only my name and does not show the recipients name which makes it very difficult to figure out which email i sent to whom. How do i fix it. Its really very irritating.

  92. darryl Says:

    August 3rd, 2014 at 11:14 pm

    Can you send a screen shot of your Outlook 2011 window, with the Sent folder showing, to so I can see what you’re seeing, Puneet?

  93. Puneet Mishra Says:

    August 4th, 2014 at 4:53 am

    Hi Darryl, I have sent you the email with the screenshots as suggested.

  94. Bernard Says:

    August 7th, 2014 at 2:48 pm

    I see some users have their picture in the top right hand side of the emails I receive. how do I set mine up to have a pic there as well? I’m using Outlook 2011 for Mac.

  95. darryl Says:

    August 7th, 2014 at 3:33 pm

    All you need to do is add your picture to your own contact in the Outlook Contacts list. Click on Contacts at the lower left corner of the window, then select your own contact in the list. Click directly on the picture icon (next to the first name). The Edit Picture window, which appears gives you the ability to add a picture several different ways. If you click on Defaults in the left column, you can choose pictures from among the stock pictures included with OS X. If you click on Recents, pictures you’ve accessed recently will appear…just click the one you want to use if it’s among them. If you click Camera, you can snap your photo using the Mac’s built-in iSight camera. If you click Other, you’ll see the standard Open dialog box box, and you can navigate to the picture you want to you on your hard drive. Once the picture is added there, it should automatically appear in your email messages.

  96. Bernard Says:

    August 8th, 2014 at 6:17 am

    Hi Darryl – thanks for steering me in the right direction. I had a problem, in that when going into my contacts, it wouldn’t show my name. So I just want to share what I needed to do and that was – Go to ‘Contacts Search’ – Typed my name which then only brought up my contact – double Click on my Name – then Click ‘Go To local Contact’. This then opened my own contact that I could edit.
    Hope this helps anyone that might have the same problem with the Contacts List not displaying their own name initially.
    Once again thanks for the help.

  97. maggie Says:

    September 25th, 2014 at 9:47 pm

    I am having a challenge getting my email for Verizon.net onto my Outlook 2011 for Mac. Repeatedly get the message that none of the authentication methods are acceptable.
    ideas?

  98. darryl Says:

    September 25th, 2014 at 11:55 pm

    Typically, Verizon uses basic password authentication.

    For the incoming server, make sure the box for Always use secure password is unclicked. The box for Use SSL to connect (recommended) should be clicked. That should automatically set the port number (in the box next to the name of the incoming server) to 995. If not, click the box for Override default port, and type 995 in the box.

    For the outgoing mail server, the box for Use SSL to connect (recommended) should be clicked, and the port should automatically show as 465. If not, click the box for Override default port, and type 465 in the box. The click the More Options… button.

    In the new window that appears, set the Authentication menu to Use Incoming Server Info, then click the OK button.

    As long as your user name, password, incoming server name, and outgoing server name are correct, your email should work.

    Good luck!!

  99. Jaco Says:

    October 5th, 2014 at 8:12 am

    Darryl,
    Trying to add email account on M/S office outlook but once I open the account tab and click on the e-mail account tab, nothing happens. Have deleted and installed M/s outlook several times and still no way to add email account to Outlook. getting desperate now!!!! Any ideas??

  100. darryl Says:

    October 5th, 2014 at 5:47 pm

    I’ve seen this symptom before a client freshly installed Office 2011 14.0 on a Mac running OS X 10.9.5. Here’s what to try: open any of the Office applications. (I usually open Word…but you can use Excel, PowerPoint, or Outlook…they’ll all work for what we’re doing.)

    With the application open, click Check for Updates in the Help menu. That launches Microsoft Auto Update. Click the Check for Updates button in the window. While it’s checking for updates, quit from the original Microsoft Office program you opened…it must not be running in order to be updated. Also, if Safari is running, quit Safari as well.

    If your original installation was version 14.0, you’ll first install an updated version of Microsoft Auto Update, after which Microsoft Auto Update will automatically check again and find the Microsoft Office 2011 v. 14.1 Update. Install that as well. After that installation, Microsoft Auto Update will check again, and find no updates available, but that’s not the end of the story. Quit from Microsoft Auto Update and continue with the next steps.

    Launch the same Microsoft Office program you’d originally opened. Repeat the procedure, clicking Check for Updates in the Help menu. This time, Microsoft Auto Update should find Microsoft Office 2011 v. 14.4.4, and possibly Microsoft Error Reporting 2.2.9. Install them both. Now you’re up to date, and adding accounts in Outlook should work properly.

    Good luck!!

  101. Mohsin Ali Says:

    October 17th, 2014 at 12:14 pm

    i have deleted all the accounts in outlook but still showing emails. i want clean everything on outlook n start fresh plz help. using macbook pro

  102. darryl Says:

    October 21st, 2014 at 9:23 pm

    You’re right, deleting your email accounts in Outlook doesn’t delete any already received messages. To get rid of those without having to select them all and delete them manually, the easiest solution is to simply trash the folder where Outlook stores all the email messages. Then, when you create a new account Outlook will automatically create a new folder to replace the one you deleted.

    Make sure to quit from Outlook, then on your Mac, go to:

    (your hard drive) > Users > (your home folder) > Documents > Microsoft User Data > Office 2011 Identities

    Within the Office 2011 Identities folder, you should find a folder called Main Identity. Drag it to the trash.

    If other email accounts have also been set up in Outlook, there may be other folders within Office 2011 Identities as well. If you’re trying to reset Outlook back to its factory installed state, trash all the folders within the Office 2011 Identities folder.

    That will eliminate all the messages, and when you next open Outlook it should be blank.

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