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Outlook 2002/20023 and Outlook 2000/98 in Corporate/Workgroup mode allow you to have as many profiles as you want. Generally, we recommend one profile per computer user (creating a Windows user account for each user is best, especially if you use Windows XP, but more hassle if you use Windows 98/ME). If you use Outlook for personal and business email, you'll probably want two profiles.

If you need to add a second account to your current profile, go to the Tools, Email Accounts menu in Outlook and choose View or change existing account, then click the Add button.  You can then start with this  step.

Use the following steps to create a new profile using Outlook 2002/2003. See the Outlook 2000 instructions for the specific screens used with that version.

• Close Outlook.
• Open Control Panel and find the Mail applet.

  If you use the Category view in Windows XP's Control Panel, look for the Mail applet in the User Accounts category.

 

 

• Select the Show Profiles button.
• Click the Add button to make a new profile.
• Enter a Name for your profile.

  Tip: Use a descriptive name, so you know what the profile contains without looking at it's Properties.

 

 

 

 

• Select Add a new email account from the Email screen.

  Click Next.

 

 

 

• Choose your account type. The choices are:

  Microsoft Exchange Server - Choose this if you are going to connect to an Exchange server. If you aren't sure what type of account you have, it's probably not an Exchange server. Check with your email provider to be sure. If you are using an Exchange account, your Exchange administrator will tell you how to set up your profile, if it's not set up for you automatically when you log on the computer.

  POP3 - Most email accounts are POP3.

  IMAP - Used by many universities. Some email providers allow you to use either IMAP or POP3. IMAP account download a copy of your email, POP3's default is to download the mail and delete it from the server. If you want to access your email from more than one computer, IMAP is generally the best. AOL uses IMAP.

  HTTP - Used by Hotmail Plus and MSN accounts. Yahoo and other web-based mail providers do not support the protocols needed for HTTP access. You can also access Exchange server 2000 and 2003 accounts in Outlook using HTTP. 

  Additional Server Types - Click this button to see other account type you can install. Most users will have one option - Microsoft Fax - unless they are using MSN Premium or Outlook Online, in which case the Outlook Connector will be listed here.  Follow the instructions included with the connector to set up your account.

• Select the type of account you are using and click Next. If you aren't sure which type to choose, check with your email provider.

POP3 Account:

• Enter the display name you want to use - most people use their first name or initial and last name, but you can use your email alias (the part before the @ sign), your email address, or a nickname. Pres Tab when finished.
• Enter your email address. Press Tab
• Enter your POP3 server name. Press Tab.

  If you don't know the server names check with your email provider.

• Enter your SMTP server name. Press Tab.
• Enter your user name. Most ISP require your email address, other use just the alias, Check with your provider if unsure.
• Enter your password.
• Add a check to Remember password, if desired.
• In most cases, the SPA box will be unchecked. If your mail provider uses SPA their documentation will tell you to check that box.
• Press Test Account setting to see if you can connect to your POP3 and SMTP servers. If any entry contains a red X, read the error tab to see what is causing it to fail. One common cause is SMTP authentication - we'll discuss that next.

This screenshot shows an error connecting to the SMTP server. A common cause, especially for the SMTP error, is authentication settings. The second screenshot shows the errors tab - this will help you figure out why you have the errors.

 

 

Other causes of errors include wrong server names or a typo in the username or password.

 

POP3 Account's More Settings:

• Click the More Settings button.
• You'll see 4 tabs: General, Outgoing Server, Connection and Advanced.
• General: Change the account name to a friendly name (by default it uses the incoming mail server name) and enter a Reply to address field and organization (company name) if desired. You only need to fill in the Reply to field if you want replies to go to a different account. For example, your ISP requires you to use the address they assigned you to send email but you want replies sent to a different mailbox
• Outgoing server: Use this tab to set your authentication methods. Check with your mail provider to find out what authentication method they use. In most cases, enabling the option to use the same as `settings as your incoming mail server won't cause problems, even if it's not required.
• Connection: This tells Outlook how you connect to the mail server. Most people will leave this tab on the defaults, but if you use a dialup account or VPN to connect to your server, select it here.
• Advanced: If you need to change your port numbers (such as to connect to AOL's SMTP server) change it on this tab. This tab is also used to leave the mail on your server or change your time out's. Keep in mind that leaving mail on your server counts against your available server space and can cause your mailbox to stop accepting mail.

          

IMAP Account

Setting up an IMAP account is similar to setting up a POP3 account, except it doesn't have a button for Test Account.

• Enter the display name you want to use - most people use their first name or initial and last name, but you can use your email alias (the part before the @ sign), your email address, or a nickname. Pres Tab when finished.
• Enter your email address. Press Tab
• Enter your POP3 server name. Press Tab.

  If you don't know the server names check with your email provider.

• Enter your SMTP server name. Press Tab.
• Enter your user name. Most ISP require your email address, other use just the alias, Check with your provider if unsure.
• Enter your password.
• Add a check to Remember password, if desired.
• In most cases, the SPA box will be unchecked. If your mail provider uses SPA their documentation will tell you to check that box.

IMAP Account's More Settings:

The More Settings dialog for an IMAP account is identical to the dialogs (pictured above) used for POP3 accounts - EXCEPT for the Advanced tab (pictured below).

• General: Change the account name to a friendly name (by default it uses the incoming mail server name) and enter a Reply to address field and organization (company name) if desired. You only need to fill in the Reply to field if you want replies to go to a different account. For example, your ISP requires you to use the address they assigned you to send email but you want replies sent to a different mailbox
• Outgoing server: Use this tab to set your authentication methods. Check with your mail provider to find out what authentication method they use. In most cases, enabling the option to use the same as `settings as your incoming mail server won't cause problems, even if it's not required.
• Connection: This tells Outlook how you connect to the mail server. Most people will leave this tab on the defaults, but if you use a dialup account or VPN to connect to your server, select it here.
• Advanced: If you need to change your port numbers (such as to connect to AOL's SMTP server) change it on this tab. This tab is also used to change your time out's and set a Root path to your mailbox. In most cases, you don't need to fill in this path, but your email provider will give you the path if it's required.

HTTP Accounts:

Only Hotmail, MSN, and Exchange Server (OWA) account s can use the HTTP protocol. Yahoo and other web-based email services do not support WebDAV, which is required to use Outlook's (or Outlook Express's) HTTP account type.

• Enter the display name you want to use - most people use their first name or initial and last name, but you can use your email alias (the part before the @ sign), your email address, or a nickname. Pres Tab when finished.
• Enter your email address. Press Tab. The wizard looks at the domain in your address and selects Hotmail, MSN or Other from the service provider dropdown. It also fills in the username field.

  If you enter an email address that is not in the Hotmail or MSN domain, Other is selected in the service provider dropdown and the Server URL filed is selected. Enter your OWA URL and include your mailbox name: http;//owa.my_domain.com/exchange/my_mailbox/

• Enter your password.
• Add a check to Remember password, if desired.
• In most cases, the SPA box will be unchecked. If your mail provider uses SPA their documentation will tell you to check that box.

HTTP Account's More Settings:

The More Settings dialog for an HTTP account has just 2 tabs - General and Connection. These tabs are identical to the ones pictured in the POP3 More Settings section.

• General: Change the account name to a friendly name (by default it uses the incoming mail server name) and enter a Reply to address field and organization (company name) if desired. You only need to fill in the Reply to field if you want replies to go to a different account. For example, your ISP requires you to use the address they assigned you to send email but you want replies sent to a different mailbox
• Connection: This tells Outlook how you connect to the mail server. Most people will leave this tab on the defaults, but if you use a dialup account or VPN to connect to your server, select it here.