Outlook for Mac - App Setup




Outlook for Mac email setup screen using POP3 or IMAP

Automatic Account Setup (Recommended)

Outlook for Mac can automatically configure your email account using EZBizMail’s secure Auto-Configuration system. This is the easiest way to set up your email on macOS without manually entering server settings.

  1. Open Outlook on your Mac.
  2. From the menu bar, click Outlook → Settings.
  3. Select Accounts, then click Add Account.
  4. Enter your Email Address and click Continue.
  5. Enter your Email Password when prompted.
  6. Outlook will automatically detect and apply the correct server settings.
  7. Click Add Account to complete setup.

Once setup completes, your email account is ready to use on your Mac.

Note: Auto-setup requires your domain’s Autodiscover / Autoconfig DNS records to be configured correctly. If automatic setup fails, follow the Manual Setup Instructions below.

Emails stored in your Inbox and Sent folders are automatically retained for 180 days. Other system folders (such as Trash and Spam) are retained for 30 days to help manage disk usage. To keep messages longer, use POP3 to download and save a local copy, or when using IMAP, move messages into a custom folder such as “Saved Email”.

Manual Setup - Outlook for Mac – POP3 or IMAP Setup

Overview

This guide explains how to set up your email account in Outlook for Mac. There are two main interfaces you may see:

  • New Outlook for Mac – modern interface, looks similar to Outlook on the Web.
    • IMAP only (no POP3 support).
  • Legacy Outlook for Mac – classic ribbon-style interface.
    • Supports both POP3 and IMAP.

The incoming and outgoing server settings are the same for both versions. Replace {YOUR-SERVER-ID} with the server ID from your welcome email (for example ez22), and use your full email address such as address@example.com.

POP3 vs IMAP – which should I use?

  • POP3 (Legacy Outlook only)
    • Downloads mail to your Mac and keeps a long-term copy locally.
    • Uses less server disk space.
    • You can keep messages on the server for 7–14 days so other devices can download them.
  • IMAP (New Outlook and Legacy Outlook)
    • Keeps mail on the server and synchronizes across all devices.
    • Uses more server storage.
    • Best if you access email from multiple devices (Mac, phone, tablet).

Note: Emails stored in your Inbox and Sent folders are automatically retained for 180 Days and other systems folders (Trash/Spam etc) are retained for 30 days to help manage disk usage. To keep messages longer, use POP3 to download your email and save a local copy or when using IMAP move messages into a custom folder such as “Saved Email”.

Mail server settings

Incoming mail (IMAP)

  • Server: {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 993
  • Security: SSL/TLS
  • Username: address@example.com
  • Password: Your email password

Incoming mail (POP3 – Legacy Outlook only)

  • Server: {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 995
  • Security: SSL/TLS
  • Username: address@example.com
  • Password: Your email password

Outgoing mail (SMTP)

  • Server: {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 465
  • Security: SSL/TLS
  • Authentication: Required
  • Username: address@example.com
  • Password: Your email password

New Outlook for Mac – IMAP setup

Step 1 – Open New Outlook

  1. Open Outlook on your Mac.
  2. If prompted, choose to use the New Outlook interface.

Step 2 – Add your account

  1. Click the Outlook menu, then choose Preferences… or use the account prompt on first run.
  2. Click Accounts, then click the + button and choose New Account….
  3. Enter your full email address (address@example.com) and click Continue.

Step 3 – Use IMAP and enter server settings

If Outlook offers provider choices, look for an option such as IMAP or Other / Not Exchange, then enter:

  • IMAP server: {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 993
  • Encryption: SSL/TLS
  • Username: address@example.com
  • Password: Your email password

Step 4 – SMTP settings (New Outlook)

  • SMTP server: {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 465
  • Encryption: SSL/TLS
  • Authentication: Enabled
  • Username: address@example.com

Save the settings. Outlook will test the connection and your account should appear in the sidebar.

Legacy Outlook for Mac – POP3 or IMAP setup

Step 1 – Open Legacy Outlook and Accounts

  1. Open Outlook on your Mac.
  2. Switch off “New Outlook” if necessary to return to the classic view.
  3. From the menu bar, click Tools > Accounts….

Step 2 – Add a new account

  1. In the Accounts window, click the + button.
  2. Choose New Account… or Other Email… depending on your version.
  3. Enter your full email address address@example.com and click Continue.

Step 3 – Choose POP or IMAP and enter incoming settings

If Outlook shows an option for Type or Account Type, choose:

  • IMAP – for multi-device sync, OR
  • POP – to download and archive mail on your Mac.

Then enter your incoming settings:

  • Incoming server: {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 993 (IMAP) or 995 (POP3)
  • Use SSL: enabled
  • Username: address@example.com

Step 4 – Enter outgoing (SMTP) settings

  • Outgoing server: {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 465
  • Use SSL: enabled
  • Authentication: Password
  • Username: address@example.com

Step 5 – POP3 users: control how long mail stays on the server

If you chose POP in Legacy Outlook:

  1. Open Tools > Accounts… and select your account.
  2. Go to Advanced settings.
  3. Look for options like Leave a copy of messages on the server and Remove from server after X days.
  4. Set it to keep messages on the server for about 7–14 days so other devices can download them.

This helps keep your server storage under control while still allowing time for other devices to sync.

Step 6 – Test your account

  • Send a test email to yourself and confirm that it arrives in your inbox.
  • Reply to the message to ensure that outgoing mail is working correctly.

Troubleshooting

  • Repeated password prompts: Double-check your email password and update it in both incoming and outgoing server settings.
  • Can receive but not send: Verify SMTP port 465, SSL/TLS is enabled, and authentication is set to Password with your full email address.
  • Certificate warnings: Confirm you are connecting to {YOUR-SERVER-ID}.ourcontrolpanel.com and choose to trust the certificate if it matches your provider’s instructions.
  • Mailbox full / quota errors: POP3 helps reduce server usage; IMAP users may need to archive or move older messages to local folders.