Configuring Your Microsoft Outlook to Receive Emails

15 Nov, 2006

In a few simple steps, you can configure your Microsoft Outlook client to receive emails from a POP server, the default email server we use here at LawFirmSites. Allowing you to monitor your lawyer website better. We recommend using Microsoft Outlook 2003 or higher. If you are using an older version, or if you are using Microsoft Outlook Express, the free, light email client provided with Windows XP, some settings and screens may appear different. The settings, however, would be the same.

The screenshots below feature Microsoft Outlook 2003.

Step 1

Open Microsoft Outlook. Click Tools > Email Accounts.

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Step 2

You will be presented with the E-Mail Accounts options. We will concern ourselves with the items immediately beneath E-mail. Select the first option and click next. Note that the other option, “View or change existing e-mail accounts” enables you to see what E-mail accounts you already have configured for Microsoft Outlook.

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Step 3

Choose POP3. You may have previously used other options, commonly Exchange or IMAP to allow you to synchronize your email messages to several computers and handheld devices. POP servers do not have that kind of functionality, but they are easier to configure. Click next.

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Step 4

Correctly fill out all boxes under the “Internet E-mail Settings (POP3).” They should be configured as follows:

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User Information

Your Name: This is how your name will be displayed in outgoing emails

E-mail Address: This should be your full e-mail address we have provided for you at LawFirmSites. Should be youremail@yourdomainname.com

Server Information

Incoming mail server (POP3): mail.yourdomainname.com

Outgoing mail server (SMTP): Usually the same as incoming mail server. However, it may be different if you choose to send through an already existing hosting company. This is usually the case if your emails are bundled with other services in your office, including telephone services, but you have chosen to host your emails with us. If you aren’t sure, make it the same as the incoming mail server.

Logon Information

User Name: Your full e-mail address.

Password: Your password. Never reveal your password to anyone.

Check “Remember Password.”

Keep this window open for the next steps.

Step 5

Click “Test Account Settings.” A new window will open with the results of your test. It will also send a Microsoft Outlook Test Email Message to your Inbox to confirm the success of the test. If you do not eventually see all green check marks, you may want to check your settings. If you have further problems, use our Help Desk to create a support ticket.

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Step 6

Click the “More Settings” button in the bottom right-hand corner. This dialog box allows you to specify advanced settings. The General tab, selected here by default, allows you to add other identifying information. You may want to change your mail account name from the incoming server (set by default) to something easier for you to identify. In a list of e-mail accounts you can view at Step 2, this label will be used to identify your different e-mail accounts if more than one has been configured for this computer.

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Step 7

Click the Advanced tab.

Your Server Port Numbers should be set to the defaults below. Unless a technical support representative from your office or from LawFirmSites had you change these numbers, they should remain as they appear below.

Check the top two boxes under “Delivery” as shown below. This ensures that a 10-day backup of your emails is stored on the server in case they need to be downloaded again for any reason.

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Click Ok to close this window, and “Next” and “Finish” or “Close” to close the next window. This returns you to your Microsoft Outlook inbox. Click the Send/Receive button to begin receiving emails from your newly configured account. You may also receive the Test email generated by Microsoft during our test in Step 5.

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Conclusion

Because of the nature of a POP server, different computers and email clients can be configured for the same account. For instance, a technician could test your email account in the event of a support issue by simply creating the account on his computer and testing whether or not he receives messages.

Furthermore, Outlook allows you to create multiple POP accounts on the same computer. If your mail server is being moved from a previous host with other settings to our server, with the settings detailed above, you may want to simply keep the previous account settings and just add a new account for your LawFirmSites hosted email until the switch is complete. This guarantees you won’t “miss” any emails delivered to one account or the other during the switch.

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