IHS, Incorporated--How To Setup Your Email Account in Outlook

One or more email accounts and their passwords will be supplied to you by IHS personnel. In the examples that follow, you will always use the email account you are working on to replace the terms "YourEmail" or "YourEmailAddress." In addition, you wil use your own domain, e.g., IHSsoftware.com is our domain, to replace the term "YourDomain.xxx" wherever it appears. NOTE: All of the entries in this exercise are case-sensitive, meaning that you must type upper-case and lower-case letters exactly as they were given you by IHS or it just won't work. The entire thing will be done in carefully meastured steps as follows:

Start Outlook® or OutlookExpress® and select Accounts on the Tools menu. This will bring up a screen that looks something like the one shown above. Click on the email account shown as Default so that it is highlighted. Next, click on the Properties button. Now click on the Connection button. Take an old-fashioned piece of paper and a pencil (or pen) and write down everything you see in this window exactly as it appears there. Hold that peice of paper so you can use it later on. When you have finished, click the CANCEL button. Click on the ADD button.

4. Now you should be looking at a window like the one shown here. As indicated on the screen, enter your name and company name as you want it to appear when someone gets an email from you. For example, it might read "John Smith at Left-Handed Corkscrews, Inc." or "John Doe at MissingPersons.com." This is free-form text, but keep it short and sweet--remember it is what people will see in the "FROM" part of their own Outlook® setup as they preview email. When you have finished click the NEXT button.

5. Now use your email address and your domain name and enter them as shown with the at-sign (@) between them. Be sure to check your typing before you hit the NEXT button on this window.

6. On this screen, leave POP3 alone--that is what we want. Again, use your domain name and type in "mail." plus your domain name in each of the text boxes. Again, be sure to check your typing before you click the NEXT button to move on.

7. On this screen, type youremail address as it has been given you by IHS, the at-sign (@) and your domain name into the upper text box. Check your typing. IHS has provided you with an email password. Type the email password provided by IHS into the next text box...type very carefullly since what you type will not be visible after or as you type it. Leave the "Remember Password" checked and the check-box for "Log on using secure password authentication (SPA)" unchecked, as shown in the figure above. Click the NEXT button to move on.

8. This screen deals with your internet connection. We will handle that setup later, so just click the button to do it manually as shown and then the NEXT button to continue.

9. This screen is useless. Just click the FINISH button.

10. OK, now you're back at the window you started with. Be sure that your new account is highlighted--click on it if it is not and that will highlight it for you. Now click on the Properties button.

11. You should see a partially-completed window with your email address and domain name--something like the one above. If you do not, cancel, back up one step and try again. Notice that there are empty fields here.

12. (1) In the top box, you can name this something that makes sense to you--you are not stuck with "mail.YourDomain.xxx" as shown, so if you want it to be "My Work Email" that's good--just type it in. Do keep it short, that's the only rule here. (2) In the Organization box, type in the name of your organization as you want it to appear to customers. (3) In the Reply Address box, duplicate the entry in the box above it. Finally, be certain that the "Include this account" check box is, in fact, checked. When you are finished here, click the Servers tab at the top of the window.

13. In Outlook just verify that everything looks like what we've pictured--this window should require no action at this time. In Outlook Express, also check the "My server requires authentication" box and click on settings. On the subsequent window, enter the same account name and password shown on the previous window. Now click on the "Connection tab at the top of the window.

14. OK, here's the step where you take out that piece of paper we made at the very outset and make this window look exactly like the current email account's connection window did. When you are finished doing that, just so you won't think we forgot about it, click on the Advanced tab at the top of the window.

15. We don't want you to set anything here unless IHS has given you specific instructions as to what to do. Normally, the default settings are fine for what we're doing. Click on the OK button at the bottom of the window.

As Microsoft says, Congratulations. You have just setup your email account and you're back at the first screen. Click on the CLOSE button to close the window. Click on the Send/Receive icon near the middle of the Outlook Toolbar to see the account go through. You should see no errors. If you do have errors, the chances are that you have mistyped either the Domain Name, the email address, or the password. Please go back to the Tools> Accounts> Properties screens and check for this plus re-enter your password. Then try this step again. If you still have errors, give IHS a call and we'll see what's going on.

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