.: How to Update an Existing (POP3) Email Account in Outlook

1. Open Outlook and go to the Tools menu and select Accounts.
   1. If a normal Account listing opens select the account you want to edit by clicking on it once then click the Change button (also called Properties or Edit in some versions of Outlook)

      

   2. If an Email Accounts wizard opens select the existing account option and then click the Next > button. A new window will open that lists all of your email accounts. Follow the instructions in 1 a above and then proceed to step 2.

      

2. Another new window will open. The details you need to update are the same no matter which type of window you see:
   1. A smaller window with four tabs near the top that will read something like – General, Servers, Connection & Advanced. In the tabbed window click once on the Servers tab to select it.
   2. A wizard window showing all the basic account settings (as in the next image below).

Update the following important settings

Important Settings

• POP3 (incoming/receiving) server: mail.yoursite.co.nz
• SMTP (outgoing/sending) server: Use your Internet Service Provider’s (ISP) SMTP details - e.g.e.g. smtp.ihug.co.nz (Xtra, Ihug, Igrin, Clear etc are all ISPs – most have a help section on their web site that list all of this kind of information).
  • Xtra's Settings/Email Set-up page
• Your User Name is your full email address - i.e. yourname@yoursite.co.nz NOT just yourname
• Your Password will have been discussed with you by Calders staff. Enter it exactly as supplied as passwords are case sensitive.



3. To Make Sure Messages Aren't Piling up on the Mail Server
   
   
   Remember, you may experience difficulties such as not being able to receive new mail if email accounts aren't maintained regularly and large amounts or sized emails accumulate. If necessary, we can increase your quota to accomodate higher amounts of email traffic. See our hosting services page for more info »
   
   By clicking the Server tab in the four tabbed window or clicking the More Settings... button in the email wizard you can configure Outlook in two different ways :
   
   
   1. If you only need to check email on one computer - e.g. your work computer. Setting Outlook to erase messages from the server after it has downloaded them to your computer is the best and easiest way to maintain your account.
      
      To enable this function simply make sure that the Leave a copy of messages on the server box is NOT ticked as in the picture below.
   
   

   

   2. If you need to check the same email account on more than one computer - e.g. if you check your work email on your home computer or laptop you can configure Outlook to leave a copy of messages on the server by clicking in the checkbox pictured above. Doing this enables other options, such as being able to specify the amount of time before the server automatically deletes messages that have been downloaded into Outlook or until you manually delete them.
      
      In this case your work computer should be set to leave messages on the server (so they're still there when you check them on the second computer) and your second computer should be set to remove messages from the server after 3-7 days or whatever best suits your schedule.
      
      
4. Saving your new settings: in the four tabbed window click the OK button to close it. In the email wizard, click whatever button takes you to the next screen (Next >, Finish, etc.). Do the same for any other open account listing, wizard or set-up windows until you are left with your main Outlook screen. Congratulations. You're done.

   

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