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Configuring email accounts
MICROSOFT OUTLOOK is one of the most popular tools in offices today, but there are many problems with the program, especially those that occur during configuration. Here are a few basic configuration tips to make the task easier for users.
Most email software are quite similar to Outlook. They just have their GUI (Graphical User Interface) designed differently. So the information provided in this article can also be applied to other software.
Let us start with configuration. Usually, when you open Outlook for the first time, the wizard starts automatically. But if that doesn’t happen, then simply go to Tools in the Menu toolbar and select Email Accounts. Select “Add a new Account” in the window that follows. Click Next. Select the type of email account you have. It can be any one of the following:
1. POP: This account is an allocated space bought on the internet or it could be distributed free through Internet cards. For such accounts, it is necessary to have a POP incoming server address and an SMTP outgoing server address. These two addresses are usually similar — “mail.example.com” and “smtp.example.com”. However, make sure you verify these addresses from your ISP.
Enter the name you want in “Your Name” and your email in “Email Address”, for example, some@example.com. Similarly, enter your user name in “User Name”. Some accounts require only the first part of the email as the user name. Most of them, however, require the full email address.
2. HTTP: This is the account registered online from any website, such as Hotmail and Yahoo!. You will need the server URL for the email service you are using. In most software, the server URL for Hotmail is provided so you will just have to select the MSN option in the menu object. The name and email followed by “User Name” and “Password” will be the same as before.
After configuring, click on “Next” and then, “Finish”. Your account is ready for use.
Troubleshooting
The most common problem that occurs during “Send/Receive Mail” is “Access Denial”. This happens when you type in the wrong password or user name. This error also occurs if you have provided an incorrect POP or SMTP address, or the server URL.
Then there is the “Server not Found” issue, which usually blames the ISP for a weak internet connection or the email service, meaning that it has too many online users.
Make sure that your SMTP and POP addresses are correct if this message appears. Also, you can retry after short intervals or use a different ISP.
If the server fails to respond, then it’s best to let things be for an hour or so. This is a common occurrence for most Hotmail users.
Another common problem is “Server Responded: 505 Unauthorized Interface”. This happens when you are using two or more email accounts on the same computer simultaneously. Usually, one of the two accounts requires a specific internet connection for sending mail (mostly ISP accounts). So when there is a random connection to send mail, it will not be sent and thus the above-mentioned message appears.
So, to send the mail through a random connection, simply click open the mail and right next to the “Send” button, there is an “Accounts” drop-down menu. Select the alternate account and then click on “Send”. The message will be sent.
There are many other problems concerning Outlook, some of which are technical, while others are just bugs. A word to the wise: when an error message appears, read it carefully and use your head to solve it. You will find that doing so will solve many of your problems, not to mention the command you will gain over the program.
The writer mashhoodr@gmail.com is a freelance contributor
| KEYBOARD SHORTCUTS |
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A lot of people who use Outlook do so on laptops. It is a hassle for them to use the mouse to give commands.
So, here are a few keyboard shortcuts to make things easier: — Open Mail Folder: Ctrl+ 1 — Open Calendar: Ctrl+2 — Open Contact: Ctrl+3 — Open Task: Ctrl+4 — Open Notes: Ctrl+5 — Send and Receive: Ctrl+ M — New Message: Ctrl+ N — New Contact: Ctrl+ Shift + C — New Appointment: Ctrl+ Shift + A — New Note: Ctrl+ Shift + N |
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