This document describes how to set up multiple email accounts in Outlook 2007. This document precedes the Individual Inboxes Setup which describes how to organise the Inbound Mail into different Inboxes. And another that explains How to use multiple accounts in Outlook.
This document is intended for use by customers of Companion Computers (CCL) only, if we do not supply your email service then some of the setting might need to be configured differently.
Add Accounts
The first thing to do is to Add the new accounts. Once Outlook is open go to Tools -> Account Settings.
Figure 1.
You should see a dialog similar to the one shown in Figure 1. You might already have an account configured in the list, which is fine.
Now Click on the "New.." button, to add a new account. This will start a Wizard that will add the new account.
Figure 2.
Ensure that the pop option (..., POP3, ...) is selected as shown in Figure 2. Click the "Next >" button.
Figure 3.
On the "Auto Account Setup" step of the wizard, tick the bottom option "Manually configure server settings or additional server types". This will grey out all of the fields at the top of the page.
Figure 4.
On the "Choose Email Service" step, use the default option "Internet Email" and click "Next >". This will show the "Internet Email Settings" step that allows you to enter the Email account details.
Figure 5.
Most of the fields on this step are straight forward. Fill out the fields as shown in Figure 5. You need to replace all the values in Figure 5. with appropriate ones.
Example
If your email address was say "john.smith@companioncomputers.co.uk" these are the values you would use :
User Information
Your Name : John Smith
E-Mail Address : john.smith@companioncomputers.co.uk
Server Information
Account Type : POP3
Incoming Mail Server : mail.companioncomputers.co.uk
Outgoing Mail Server (SMTP) : mail.companioncomputers.co.uk
Logon Information
User Name : john.smith@companioncomputers.co.uk
Password : ******
N.B. As mentioned above, this ocument is for customers of CCL if we don't supply your email service the setting could be different.
Once the details have been populated, click the "More Settings..." button.
Figure 6.
On the "General" tab, you can add additional information such as Reply email (if different) and Organisation. Go to the "Outgoing Server" tab as shown in Figure 7.
Figure 7.
Tick the "My outgoing server (SMTP) requires authentication" checkbox, which will enable the rest of the tab. Ensure that the first radio button "Use same settings as my incomming server" is selected.
If you wish to keep a copy of your email on ther server after you have downloaded it, go to the "Advanced" tab which will look like Figure 8.
Keeping copies can be a benefit while configuring new accounts, in case you accidentally delete a message during the configuration process.
It's also useful if you have a second (or more) machine that you use to access / send emails. If you have two machines accessing one email account and if the first deletes the email once it been delivered, then the email will not be there for the second machine.
This is often used if a user has both Laptop and a PC.
If you are happy to delete the mail off the server once it's been received, then skip to "Finished"
Figure 8.
Once you have Finished, Click "OK" and "Finish". There will be a very short delay while the new account is created. When it's completed, you will see a dialog like Figure 9.
Figure 9.
Now you have created your new account you can repeat the process to add as many Email accounts as you need.
Once you have added additional accounts, your "Account Settings" will look similar to Figure 10.
Figure 10.
At this point, you are able to send and receive emails for the accounts you have added.
However, before you do that, you might like to read through "How to Setup Individual Email Inboxes" so you can keep the different account separately within outlook.
Additionally, if you ever need to move one of your accounts to another machine, then using either Individual Inboxes or Individual .PST files will cause them to be held in separate files on the machine, which you can easily copy to their new destination.