Quick answer
To add an IMAP or Exchange account in Outlook, open `File > Add Account` and enter your email address. Outlook will try automatic setup; if that fails, manually enter the server details from your provider. Exchange accounts are usually configured automatically via the Autodiscover service.
How to recognize the problem
- Outlook doesn't show new messages even though they arrived on your phone
- An error about the server or password appears when adding the account
- The account was added, but folders don't sync
- You can't send a message; it stays in the Outbox
- Outlook keeps asking for the password again and again
Most common causes
Incorrect server details
The manually entered server name, port, or encryption method is incorrect. Providers often use different ports for IMAP and SMTP.
Wrong password or two-factor authentication
The password has changed or the account uses two-factor authentication, so you need to generate an app password, if the provider supports app passwords, or use modern authentication.
Autodiscover isn't working
The Exchange account can't find the server automatically due to DNS or network issues. In that case, you need to enter the details manually.
Outdated Outlook version
Very old versions of Outlook may not support modern protocols such as OAuth2 or TLS 1.2, so a connection to the server can't be established.
Step-by-step fix
- 1
Open the Add Account dialog
In Outlook, click
File > Add Account. If you already have an account, you don't need to remove it; you can also add a new account viaFile > Account Settings > Account Settings > New. Enter your email address and clickConnect. - 2
Choose the account type
Outlook will try automatic setup. If that fails, select
Advanced optionsand the manual setup option. Then choosePOP or IMAP(thenIMAP) orExchange(for Microsoft 365, chooseMicrosoft 365if offered). - 3
Enter the IMAP details
For an IMAP account, enter:
- Incoming mail (IMAP): server, port (usually 993), encryption
SSL/TLS. - Outgoing mail (SMTP): server, port (usually 587), encryption
STARTTLS. You get these details from your email provider. If the provider requires outgoing server authentication, enable it and use the same details as for incoming mail. Leave the SPA (Secure Password Authentication) option off unless your provider explicitly tells you otherwise.
- Incoming mail (IMAP): server, port (usually 993), encryption
- 4
Enter the Exchange details
For an Exchange account, enter your email address and, if prompted, your password. Outlook will try to find the server via the Autodiscover service; for Microsoft 365, a sign-in window may open. If automatic discovery fails, choose manual setup and enter the server name or URL provided by your administrator (e.g.
https://mail.yourdomain.com). - 5
Wait for the account to connect
Click
Nextand wait for Outlook to finish testing. If everything is fine, a message about a successful connection will appear. If not, check the details and try again. - 6
Check folder synchronization
After adding the account, check folder synchronization. For an IMAP account, select the folders you want to see and sync via the
IMAP Foldersoption (right-click the account in the folder list, depending on your Outlook version). For Exchange, folders are mostly downloaded automatically. - 7
Test sending and receiving
Send a test message to your own address and check whether it arrives in
Inbox. If it doesn't, check theJunk Emailfolder and whether the message is in theOutboxfolder. If it is, click the send and receive command. - 8
Fix common errors
If you get a password error, check whether two-factor authentication is enabled. If your provider supports app passwords, generate an app password; for Microsoft 365 and Exchange Online, use modern authentication (OAuth2) and sign in through the window that opens. If a certificate error appears, check that the date and time on your computer are correct. For connection errors, don't permanently disable antivirus or firewall; if you suspect them, temporarily check with your administrator and turn them back on immediately.
If nothing helps
If you've tried all the steps and the account still doesn't work, contact your IT administrator or email provider. They can check whether the account is blocked, whether the server details have changed, or whether there's a problem with DNS records. For Exchange accounts, the administrator can check whether Autodiscover is configured correctly. Also, check that you're using the latest version of Outlook and that all system updates are installed. As a last resort, you can create a new profile in classic Outlook: close Outlook, open Control Panel > Mail (Microsoft Outlook) > Show Profiles > Add, and set up the account again.
How to prevent it
- Regularly update Outlook and your operating system.
- Use two-factor authentication and, if the provider requires it, an app password; for Microsoft 365, use modern authentication.
- Keep the server details provided by your provider.
- Have your administrator set up Exchange accounts for proper configuration.
When to call a professional
If you have an Exchange account or a business Microsoft 365 account and setup keeps failing, contact IT support. They can quickly check the server settings and Autodiscover configuration.
IT infrastructure maintenance · Servers, networks, backup, security and helpdeskFAQ
What's the difference between an IMAP and an Exchange account?
IMAP is a protocol for accessing email that syncs only messages, while Exchange also offers calendar, contacts, and tasks. Exchange is more advanced and is usually used in business environments.
Why can't Outlook set up my IMAP account automatically?
Outlook uses predefined settings for known providers. If your provider isn't on the list or uses non-standard ports, automatic setup won't work and you have to enter the details manually.
Can I use IMAP and Exchange in the same Outlook profile?
Yes, Outlook supports multiple accounts of different types in the same profile. Simply add the accounts one by one via `File > Add Account`.