How to Configure a POP3 Email Account in Microsoft Outlook for Microsoft 365

Introduction

This guide explains how to configure an email account using the POP3 protocol in Microsoft Outlook for Microsoft 365.

Before you begin

Ensure you have the following email account information:

• Email Address
• Email Password
• Incoming (POP) server
• Outgoing (SMTP) server
• Hosting Server hostname (required when using SSL)

Step 1: Launch Microsoft Outlook

Open Microsoft Outlook for Microsoft 365.

Step 2: Add a New Email Account

1. Click File in the top-left corner.
2. Ensure Info is selected.
3. Click Add Account.
   
   

Step 3: Enter Your Email Address

1. Enter your Email Address.
2. Click Advanced options.
3. Tick Let me set up my account manually.
4. Click Connect.
   
   

Step 4: Select POP

Select POP as the account type.

Step 5: Enter Your Email Account Details

Complete the following fields:

• Your Name – Your display name.
• Email Address – Your full email address.
• Account Type – POP.
• Incoming Mail Server – Based on the settings below.
• Outgoing Mail Server (SMTP) – Based on the settings below.
• User Name – Your full email address.
• Password – Your email account password.
  
  

Step 6: Configure the Server Settings

Use one of the following configurations depending on whether you are connecting with or without SSL.

Option A: Non-SSL Configuration

Note

Replace domain.com with your own domain name.

  
Option B: SSL Configuration

Note

• Replace serverhostname with your actual hosting server hostname 
  (for example: server123.hostingprovider.com)
• The server hostname can be found in your hosting control panel under Server Information.

Step 7: Configure SMTP Authentication

Click More Settings, then open the Outgoing Server tab.

Ensure the following options are selected:

• ✔ My outgoing server (SMTP) requires authentication
• ✔ Use same settings as my incoming mail server

Click OK to save the changes.

Step 8: Complete the Account Setup

1. Click Next.
2. Outlook will verify the incoming and outgoing mail server settings. 
3. Once the test completes successfully, click Finish or Done.

Your POP email account is now configured and ready to use.

Notes

Understanding POP3

• POP3 downloads email messages from the mail server to your computer. Depending on your Outlook settings, downloaded messages may be removed from the server after retrieval.
• If you access the same email account from multiple devices, POP3 may not synchronize your emails, folders, or read/unread status across those devices.
• If you need your emails to stay synchronized between multiple devices (such as Outlook, Webmail, and mobile phones), consider using IMAP instead.
  
  

If the Account Cannot Be Verified

If Outlook cannot connect to the mail server, verify that:

• The email address and password are entered correctly.
• The incoming and outgoing mail server names are correct.
• The port numbers and encryption settings match your hosting configuration.
• SMTP authentication is enabled.
• No firewall or antivirus software is blocking the connection.

Leave a Copy of Messages on the Server (Optional)

By default, POP3 may remove downloaded emails from the mail server after they are retrieved.

If you would like to continue accessing the same emails from Webmail or other devices, enable Leave a copy of messages on the server.

To configure this option:

1. Go to File → Account Settings → Account Settings.
2. Select your POP3 account and click Change.
3. Click More Settings.
4. Open the Advanced tab.
5. Under Delivery, tick Leave a copy of messages on the server.
6. Click OK, then Next, and Finish.

Tip: Enabling this option allows you to continue accessing your emails from Webmail or other email clients.