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Outlook is an email client which is a part of Microsoft 365 (formerly Office 365). While it is developed and maintained by Microsoft, it is possible to use Outlook on almost any device with an internet connection, including Windows PCs, Macs and smartphones.

In this guide we are going to show you how to configure Outlook to perform optimally on whichever device you most commonly use.

You can use outlook online without a Microsoft 365 subscription but in order to use the desktop client you will need an active Microsoft 365 license. If you do not already have one, speak to Carden IT Services today and we can supply one for you,

How To Configure Outlook In Windows (Basic)

Once you have downloaded and installed Outlook, you are ready to add your email account.

  • Select File and then Add Account
  • Enter your full Outlook email address.
  • Click Connect
  • Enter your Outlook password (if asked).
How To Configure Outlook In Windows (2FA)

While the above method is the simplest way to add an account, most businesses which are serious about their cybersecurity will want to have the extra protection of two-factor authentication (2FA).

Alternatively, if you have tried adding an account using the first method and are still being asked repeatedly for your password even though you are certain the password you have given is correct, it is possible that 2FA is already enabled. To add an account that uses 2FA, please follow these steps.

First check whether you are using 2FA or not.

  • In your web browser, go to outlook.com.
  • In the top corner should be your initials, click on them and select View Account.
  • Navigate to security and select Update
  • Under More security options, select Explore.
  • Scroll down to the Two Factor Authentication section and it will tell you whether it is active.

If you have confirmed that you definitely are using 2FA, you will need to generate an App Password

  • In your web browser, go to outlook.com.
  • In the top corner should be your initials, click on them and select View Account.
  • Navigate to security and select Update
  • Under More security options, select Explore.
  • Scroll down the page until you reach the App Passwords section and select Create a new app password.
  • A new, unique password will be generated. Make a note of your password.
  • Repeat the instructions from the How To Configure Outlook In Windows (Basic) section of this article but when prompted for a password, enter the app password instead.
How To Configure Outlook For Mac

In order to use your outlook email address in the Outlook application on an Apple Mac computer you can simply follow the same instructions as the PC section of this guide. However, if you are wanting to use the Outlook desktop client to manage an existing Apple iCloud email account, follow these steps instead.

  • Open Outlook.
  • Navigate to Tools
  • Select Accounts.
  • Click the plus sign.
  • Choose Other Email
  • Enter the email and password for your iCloud email.
  • Select Add Account.

Your server information should be added automatically. If it is not, you will have to add it manually.

  • In the Incoming Server box, provide the relevant details:
    • mail.me.com (if using a me.com email address)
    • mac.com (if using a mac.com email addresses)
    • mail.me.com (if using an icloud.com email address)
  • Choose Use SSL To Connect.
  • In the Outgoing Server box, provide the relevant details:
    • mail.me.com (if using a me.com email address)
    • mac.com (if using a mac.com email address)
    • mail.me.com (if using an icloud.com email address)
  • Choose Use SSL To Connect.
  • Choose Override default port and enter 587 in the Outgoing server port text box.

If this has been successful, you should now be able to send and receive emails on your iCloud account via your Outlook client.

How To Configure Outlook For iPhone

If you wish to use your Outlook email from an iPhone there are two ways of doing so.

The first method is using Microsoft’s own Outlook iPhone app, which you can download from Apple’s App Store. Once it is installed you can add an existing email account to the app by following the same steps as the PC section of this guide.

Alternatively, you can add you existing Outlook email to the iPhone’s default mail client.

  • Open the Settings app, select Mail, Contacts, Calendars
  • Select Add Account
  • Select Outlook
  • Enter your email and password
  • Select Next
How To Configure Outlook For Android

Android phones can be different as each manufacturer has their own slightly different version of the core Android operating system.

The simplest way to use Outlook is to download the Outlook app from the Google Play Store. Once it is installed you can add an existing email account to the app by following the same steps as the PC section of this guide.

The stock version of android does not come with an email client as it assumes you will be using Gmail. There are, however, many third-party email clients that can be downloaded from the Google Play Store. Some manufacturers will also bundle in their own email client with your device too.

Each of these will have their own methods of connecting with Outlook but will generally involve you providing your email and password. Remember to check if you have 2FA enabled first, as you may need to provide your app password instead.

In Conclusion

We hope this has been a useful guide on setting up Outlook email on various devices. If you are struggling with setting up Microsoft 365 and Outlook in your business or are worried about the security of your email services, contact Carden IT Services today for our advice and technical expertise.

Author: Dave King

Dave King is the Co-Founder and Director of Carden IT Services and the wider Carden IT Group. Dave has over 18 years’ experience in business IT networks with a focus on IT consultation and disaster recovery planning/testing.

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