How to access my M365 account using IMAP/POP Email Client Software?

Your Microsoft 365 (M365) Exchange Online account can be accessed by many popular email client software/program.

If the email client software/program (for example, Microsoft Outlook 2013 or above) you are using supports Exchange account type, you are highly recommended to set up your M365 account as an Exchange account rather than an IMAP or POP account. Exchange account type supports more features than IMAP or POP account types. It can access all your data (including Email, Calendar, Contacts, etc.) in your M365 mailbox, while IMAP and POP account types can only access your email messages.

For the detailed procedure of setting up M365 account in Microsoft Outlook with Exchange Account Type, please refer to
"How to set up M365 Exchange Online Account in Microsoft Outlook?".

If your email client software/program supports IMAP and POP only, you can also use it to send and receive your email from your M365 account. However, you can't use it to access your contacts, tasks, or calendar.

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 M365 Account-ID (e.g. cctom@um.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 M365 AccountID (e.g. cctom@um.cityu.edu.hk)
Server Port: 587
Encryption method: TLS (or STARTTLS)
Sender Email Address: Your M365 Email Address (e.g. cctom@cityu.edu.hk or Tom.Chan@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 M365 account in Microsoft Outlook 2010 with IMAP Account Type, please refer to
"How to access my M365 account using Microsoft Outlook with IMAP Account Type?".

You can use this procedure as reference for setting up M365 account in the email software/progarm you are using, even it is not MS Outlook. In addition, your can refer to the M365 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.

Return to FAQs on CityU Microsoft 365

csc.servicedesk@cityu.edu.hk