How to access my O365 account using Popular Email Client Software? (for advanced users)

Your O365 account can be accessed by many popular email client software/program.

If the email client software/program you are using supports Exchange account type (for example, Microsoft Outlook (2010 or higher version is recommended), Microsoft Entourage 2008, or Apple Mail for Mac), you are highly recommended to set up your O365 account as an Exchange account rather than a POP or IMAP account in your email program. Exchange account type support more features than POP or IMAP account types. It can access all your data (including Email, Calendar, Contacts, etc.) in your O365 mailbox, while POP and IMAP account types can only access your email messages.

For the detailed procedure of setting up O365 account in Microsoft Outlook 2010 with Exchange Account Type, please refer to
"How to access my O365 account using Microsoft Outlook with Exchange Account Type?".

If your email client software/program supports IMAP and POP only, you can also use it to send and receive your email from your O365 account. However, you can't use it to access your contacts, tasks, or calendar. Some software/programs you can use to access your O365 account with IMAP or POP include:

  • Microsoft Outlook
  • Microsoft Outlook Express
  • Windows Mail
  • Microsoft Entourage
  • Mozilla Thunderbird
  • Mac Mail for Mac OS X

Following are the server configuration details. You can also find these information in Options after logging on OWA.

Incoming Mail (IMAP/POP) Server

  • Name of the server: outlook.office365.com
  • Server type: IMAP or POP
  • Log on Username: Your O365 Account-ID   (e.g. cctom-c@ad.cityu.edu.hk)
  • Do NOT select the option "logon using Secure Password Authentication (SPA)"
  • Server Port and Encryption method:
    • For IMAP server type:
      • Port: 993
      • Encryption method: SSL
    • For POP server type
      • Port: 995
      • Encryption method: SSL

Outgoing Mail (SMTP) Server:

  • Name of the server: smtp.office365.com
  • Authentication: required
  • Log on Username: Your O365 AccountID   (e.g. cctom-c@ad.cityu.edu.hk)
  • Server Port: 587
  • Encryption method: TLS (or STARTTLS)
  • Sender Email Address: Your O365 Email Address    (e.g. cctom-c@my.cityu.edu.hk or Tom.Chan@my.cityu.edu.hk)
  • (Note for Gmail/GApps user: If you get failure when connecting the server from your Gmail/GApps account, you may try this Server outlook-apaccentral.office365.com, and/or use Server port 25)

For the detailed procedure of setting up O365 account in Microsoft Outlook 2010 with IMAP Account Type, please refer to
"How to access my O365 account using Microsoft Outlook with IMAP Account Type?".

You can use this procedure as reference for setting up O365 account in the email software/progarm you are using, even it is not MS Outlook. In addition, your can refer to the O365 online help "Use IMAP or POP E-Mail Programs" at
http://help.outlook.com/en-us/140/cc875899.aspx, which contains setup instructions for many email client software/programs and some technical information in details.

 

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