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Follow this simple guide to add your business email account to Microsoft Outlook on your Windows computer. Works with Outlook 2016, 2019, 2021, and Microsoft 365.
Open Microsoft Outlook on your computer. Once it's open, click the File tab in the top-left corner of the ribbon menu.
This opens the Backstage view where you can manage accounts. You'll see an "Add Account" button — click it to begin.
Outlook will show a simple dialog asking for your email address. Type in your full email address, for example:
yourname@yourdomain.co.za
Leave the "Set up Outlook Mobile" checkbox unticked (you have separate guides for mobile devices).
Click Connect to continue.
If Outlook couldn't auto-detect your settings, it will ask you to choose an account type. Select IMAP — this is the correct option for your business email.
IMAP keeps your emails synchronised across all your devices. If you read an email on your phone, it will also appear as read on your computer.
Click Next to continue.
This screen controls how Outlook receives your emails. Fill in the fields as follows:
Server: mail.yourdomain.co.za
Port: 993
Encryption: SSL/TLS
Username: Your full email address
Password: Your provided password
Click Next when complete.
This screen controls how Outlook sends your emails. Fill in the fields as follows:
Server: mail.yourdomain.co.za
Port: 587
Encryption: STARTTLS
Outgoing server requires authentication: Make sure this box is ticked ✓
Username: Your full email address
Password: Your provided password
Click Next to continue.
Outlook will now prompt you to enter your password and attempt to connect to the server.
Type in your email password exactly as it was provided by your web host. Make sure "Remember my credentials" is ticked so you don't have to enter it every time.
Click Connect. Outlook will test the connection — this may take 10–20 seconds.
If the connection is successful, Outlook will show a green confirmation screen telling you the account was added successfully.
Leave the "Set up Outlook Mobile" checkbox unticked and click Done.
Outlook will now open your inbox and begin downloading your emails. This may take a few minutes depending on how many emails you have.
If you ever need to update your server settings or password, you can do so through Account Settings. Follow this path:
Click More Settings… in the Change Account dialog to access the Advanced tab where you can verify port numbers (993 for IMAP, 587 for SMTP).
Your business email is now connected to Microsoft Outlook on your Windows PC. You can send and receive emails, and everything will stay in sync with your phone. Contact Experience IT if you need any assistance — call 078 247 2221 or email support@experience-it.co.za