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Home / Tips and Tricks / To set up a POP3 or IMAP account in Microsoft Outlook

To set up a POP3 or IMAP account in Microsoft Outlook

  Outlook Logo

Microsoft Outlook can access any e-mail account, not just Microsoft accounts, if you have the correct information. Follow these steps to connect your e-mail account to Outlook with POP3 or IMAP.

What are POP3 and IMAP?

POP3 (Post Office Protocol 3) and IMAP (Internet Messaging Access Protocol) are the two most commonly used protocols for accessing emails. Any e-mail client you've had on your computer for the last 25 years-Outlook, Apple Mail, Thunderbird, Eudora, Pegasus, or anything else-has supported it. And every e-mail provider gives you access to your e-mail account via POP3 or IMAP.

We have already discussed in detail the difference between POP3 and IMAP.

The POP3 log will download your email from the server to the client on your computer. Then the email is deleted from the server so that the only copy of your email is on your computer.

The IMAP log downloads a copy of your email from the server to the client on your computer. Any changes you make in your e-mail client are synchronized with the server. So if you delete an e-mail on your computer, it will be deleted on the e-mail server and vice versa.

IMAP is a lot better for a modern world where we access the same email account on multiple devices, such as your phone, laptop, and tablet. Any actions you take with your e-mail will be synchronized if you use IMAP. For example, if you send an e-mail from your phone, you can use your tablet to look in the Sent Items folder and the e-mail you send will be displayed there. For this reason, we recommend that you use IMAP unless you have a good reason to use POP3.

How to access your e-mail account through Microsoft Outlook

To access your e-mail account through Outlook, you must do three things:

  1. Microsoft Outlook installed on your computer.
  2. Your username and password for your e-mail account.
  3. The POP3 or IMAP details for your provider if you do not have a known provider, such as Gmail. The required details can be found in your provider's wiki or by customer service.

The process is quite simple and we use a Gmail account as an example. Outlook uses IMAP by default. Therefore, we will continue with this first. Then we'll show you how to set up an account with POP3. First open Outlook and go to File> Add Account.


Enter your e-mail address in the following window and click on "Connect".

 The text box you want to enter is your e-mail address.

The Google sign-in page appears with your email address already entered. If you do not access a Gmail account, this page looks different, but the principle is the same. You will be asked for your e-mail address and your password. Click on Continue".

 The Google sign-in page.

Enter your password and click "Login".

 The Google password page.

A On the confirmation page, you will be asked to confirm that you allow Microsoft Outlook to access your e-mail. Click "Allow".

 Page confirming access to the Google Account.

Your account will now be automatically added using the IMAP protocol. If you want to add the Outlook app to your phone to view the email account, check "Set up Outlook Mobile on my phone, too." Click "Done" and you're done.


Outlook is now syncing your emails. This can take some time, depending on how much is in your inbox. By default, only the last year of the email is synced, but you can change it if you want.

Your new mailbox appears in the navigation pane on the left side of all existing accounts that you have set up. If you have "set up Outlook Mobile on my phone" as well, you'll be redirected to a webpage that asks for your mobile number so you'll get a link to download the Outlook app.

 The Outlook Web page that sends a link to the Outlook mobile app.

Connecting to POP3 or another e-mail provider

Outlook already knows the IMAP settings for Gmail (and of course for its own Outlook) .com or other Microsoft accounts), so You do not have to enter the information. But what if you want to use POP3 or do not use a Microsoft or Gmail account? You must manually select and enter your protocol.

Enter the e-mail address you want to connect to as before. This time, however, click "Advanced Options" and enable "Manually set up" account before clicking "Connect".

 The text box for entering your e-mail address with

The "Advanced Setup" window opens. Click either the POP or IMAP option. We will use POP, but it works the same way for IMAP.


Enter the POP settings you want to use (or the IMAP settings if you have previously selected IMAP screen) and click "Next." If you use Gmail, you will find the settings here. For other providers, look in their help information or use your favorite search engine to find them.

The information you need may include inbox and outbox servers, port numbers, and the type of encryption log you use.

 The page with the POP settings.

Enter your password and click "Connect".

 The page with the POP settings.

As before, Outlook will now sync your emails, and your new mailbox will appear in the navigation pane on the left side under the accounts you've set up.

To remove an account from Outlook

If you want to remove it In Outlook, click File> Account Settings> Account Settings.


Select the email account to remove and click "Remove".


A confirmation window will appear, which you should pay attention to. Removing the account will delete the emails from your computer. If you have used POP3, this means that you will delete all emails in this account, unless you have made a backup of them.

 Confirmation dialog for removing the Outlook account. [19659005] If you are sure you want to remove the account, click Yes and the account will be removed.

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