Change email account settings

There are certain events that occur that encourage or require you to update your Outlook account settings. Some of these events include:

  • Your email account password expires or changes.

  • Your mail server settings, such as your incoming or outgoing mail server or your SSL settings, change.

  • Your name changes or you want to update your email address.

Each type of account allows you to change a different set of settings. If you’re using an Exchange account, for example, only the Exchange server admin can change how your name is displayed to other people.

What do you want to do?

Change Exchange or Office 365 account settings

For Exchange and Office 365 accounts, you can only change a few specific settings. You can open additional mailboxes, turn on or turn off Cached Exchange Mode, control the download of shared folders, and change your Outlook Data File settings.

  1. In Outlook, choose File > Account Settings > Account Settings.

    Options available when you choose account settings in Outlook

  2. Select the email account you want to change, and then choose Change.

    Change email account settings

  3. Choose More Settings > Advanced.

    Note: You can open additional mailboxes, turn on or turn off Cached Exchange Mode, control the downloading of shared folders, and change your Outlook Data File Settings.

    Open additional mailboxes or change data file settings

Change POP or IMAP account settings

For other types of accounts, including all POP and IMAP accounts, you can change a variety of different settings, including your name, server settings, your default reply-to email address, and sent item settings.

  1. In Outlook, choose File > Account Settings > Account Settings.

    Options available when you choose account settings in Outlook

  2. Select the email account you want to change, and then choose Change.

    Change email account settings

  3. You can change any of the information on the POP and IMAP Account settings page, including name, email address, and password.

    You can change a variety of account settings
  4. Choose More Settings > Advanced to change other settings, such as the default ports used to send and receive mail, server timeouts, and sent and deleted items options.

    You can change a variety of account settings

Still need help?

See Outlook email setup for more information on adding and working with accounts in Outlook.

What do you want to do?

Change Exchange account settings

Change POP3 or IMAP account settings

Change Exchange account settings

  1. Click the File tab.

  2. Click Account Settings, and then click Account Settings.

    Account Settings in the Backstage view

  3. Select the Exchange account, and then click Change.

    • By default, your Exchange account information is entered automatically, based on your Microsoft Windows network credentials.

  4. To turn on or off Cached Exchange Mode, select or clear the Use Cached Exchange Mode check box.

    More information about Cached Exchange Mode

    Cached Exchange Mode provides you with a better experience when you use an Exchange account. In this mode, a copy of your mailbox is stored on your computer. This copy provides quick access to your data, and it is frequently updated with the server that runs Microsoft Exchange.

    If you are unable to turn on Cached Exchange Mode, one or more of the following might apply:

    • An Exchange e-mail account doesn't exist in your Microsoft Outlook profile     This feature requires that your Outlook profile contain an Exchange account.

    • Your Exchange server administrator has disabled this functionality     Exchange administrators can disable this feature in Outlook. For more information, contact your Exchange administrator.

    • Microsoft Terminal Services is installed     Cached Exchange Mode is not available on computers that run Windows Server when Microsoft Terminal Services is installed.

  5. Click More Settings.

  6. You can change the following settings:

    • On the General tab, under Exchange Account, type a name that will help you identify the account, for example, My Work E-mail.

    • On the General tab, under When starting, click how you want the connection state to be determined when Outlook starts.

    • On the Advanced tab, you can specify additional Exchange mailboxes to open. This can be used if another person has given you access to some of his or her Exchange folders or someone has granted you Delegate Access permissions.

    • To reduce the size of your offline Outlook Data File (.ost), on the Advanced tab, click Outlook Data File Settings, and then click Compact Now.

    • Security settings can be changed on the Security tab. You should not adjust these settings unless instructed to do so by your Exchange administrator.

    • When you are away from your organization's network, Outlook Anywhere enables you to connect Outlook to your Exchange server from any Internet location without a using a virtual private network (VPN) connection. To turn on Outlook Anywhere, on the Connection tab, under Outlook Anywhere, select the Connect to Microsoft Exchange using HTTP check box, and then click Exchange Proxy Settings. Your Exchange administrator must enable this feature and provide you the proxy settings.

Change POP3 or IMAP account settings

Change your e-mail account password

Change your e-mail address

Change your e-mail server

Change the way your name is displayed to other people

Additional settings

Change your e-mail account password

If you want to change the password that is used to access your mail server, follow the instructions that are provided by your ISP or e-mail administrator. After your password for the mail server changes, then change the password that is saved in the Outlook account settings.

  1. Click the File tab.

  2. Click Account Settings, and then click Account Settings.

    Account Settings in the Backstage view

  3. Select the e-mail account for which you want to change the password, and then click Change.

  4. Under Logon Information, in the Password box, type the password that was provided by your ISP or mail administrator or the password that you created.

  5. If you do not want to be prompted to enter your e-mail account password each time you send and receive messages, select the Remember password check box.

    Note: If you select the Remember password check box, your account is accessible to anyone who has access to your computer.

Change your e-mail address

Occasionally, e-mail domain names might change. For example, bruce@cohovineyardandwinery.com might become bruce@cohowinery.com.

  1. Click the File tab.

  2. Click Account Settings, and then click Account Settings.

    Account Settings in the Backstage view

  3. Select the e-mail account for which you want to update the e-mail address, and then click Change.

  4. Under User Information, in the E-mail Address box, type the complete e-mail address that was assigned by your e-mail administrator or ISP. Make sure to include the user name, the @ symbol, and the domain name. For example, bruce@cohowinery.com is a valid e-mail address.

  5. Click More Settings.

  6. On the General tab, under Other User Information, if you already specified an e-mail address in the Reply e-mail address box, make sure that it is still correct. If you leave Reply e-mail address blank, when people reply to your e-mail, the address that you entered in step 4 is used.

Change your e-mail server

Sometimes the server that you connect to in order to receive and send e-mail might change.

For example, your ISP notifies you that the outgoing or SMTP mail server is changing from outgoing.example.com to smtp.example.com. You can update the server setting in your account settings.

  1. Click the File tab.

  2. Click Account Settings, and then click Account Settings.
    Account Settings in the Backstage view

  3. On the E-mail tab, click the e-mail account that you must change, and then click Change.

  4. Under Server Information, in the Incoming mail server box, type the complete name of the server provided by your ISP or mail administrator. Often this is mail. followed by your domain name, for example, mail.example.com.

  5. Under Server Information, in the Outgoing mail server box, type the complete name of the server provided by your ISP or mail administrator. Often this is smtp. followed by your domain name, for example, smtp.example.com.

Change the way your name is displayed to other people

  1. Click the File tab.

  2. On the Info tab, click Account Settings, and then click Account Settings.

    Account Settings in the Backstage view

  3. Select the e-mail account for which you want to update the display name, and then click Change.

  4. Under User Information, in the Your Name box, type your name the way you want it to appear to other people.

Additional settings

  1. Click the File tab.

  2. Click Account Settings, and then click Account Settings.

    Account Settings in the Backstage view

  3. Select the account for which you want to change settings.

  4. Click More Settings, and then you can change the following:

    • On the General tab, under Mail Account, type a name that will help you identify the account, for example, Home Mail.

    • If you are using an IMAP e-mail account, you can control when items are deleted. Under Purge Options, select or clear the Purge items when switching folders while online check box.

    • On the Folders tab, you can choose where mail that you send from this account is saved.

    • On the Outgoing Server tab, you can specify whether your outgoing SMTP mail server requires authentication. This is almost always required if your ISP allows you to send e-mail messages through your ISP e-mail account when you are not directly connected to the ISP network. For example, if you want to send an e-mail message with your home ISP e-mail account and you are away from home connected to your work network you usually must select this option.

    • Use the Connection tab to configure how Outlook connects to the mail server.

    • If you are instructed by your ISP or e-mail administrator to change the port numbers or encryption method used by your e-mail server, you can make the change on the Advanced tab.

What do you want to do?

Change Exchange account settings

Change POP3, IMAP, or HTTP account settings

Change Exchange account settings

  1. On the Tools menu, click Account Settings.

    The Account Settings command is missing

    The Account Settings command is on the Tools menu in Office Outlook 2007. If you're using an earlier version of Outlook, the following instructions don't apply. Use the Help that is included with that product. If the title bar of the program that you're using displays Microsoft Outlook Express, you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  2. Select the Exchange account, and then click Change.

    By default, your Exchange account information appears automatically, based on your Microsoft Windows network credentials.

  3. To turn on or turn off Cached Exchange Mode, select or clear the Use Cached Exchange Mode check box.

    More information about Cached Exchange Mode

    When you use Cached Exchange Mode, a copy of your mailbox is stored on your computer. This copy is frequently synchronized with the server running Exchange and provides quick access to your data.

    If you are unable to turn on Cached Exchange Mode, one or more of the following might apply:

    • Your Exchange administrator may have disabled this functionality     Exchange administrators can disable this feature in Microsoft Office Outlook 2007. For more information, contact your Exchange administrator. Additional information for administrators is in the Microsoft Office Resource Kit.

    • You have installed Microsoft Terminal Services     Cached Exchange Mode uses an Offline Folder file (.ost). This file cannot be used if you have installed Microsoft Terminal Services for Microsoft Windows Server 2003. However, installation of Terminal Services Client or the Remote Desktop Connection client does not prevent access to Cached Exchange Mode.

  4. Click More Settings.

  5. You can change the following settings:

    • On the General tab, under Exchange Account, type a name that will help you identify the account, for example, My Work E-mail.

    • On the General tab, under When starting, click how you want the connection state to be determined when Outlook starts.

    • On the Advanced tab, you can specify additional Exchange mailboxes to open. This can be used if another person has given you access to some of his or her Exchange folders or someone has granted you Delegate Access permissions.

    • To reduce the size of your .ost file, on the Advanced tab, click Offline Folder File Settings, and then click Compact Now.

    • Security settings can be changed on the Security tab. You should not adjust these settings unless instructed to do so by your Exchange administrator.

    • To turn on Outlook Anywhere, on the Connection tab, under Outlook Anywhere, select the Connect to Microsoft Exchange using HTTP check box, and then click Exchange Proxy Settings. Find a link to more information about Outlook Anywhere in the See Also section.

    • Remote mail settings can be changed on the Remote Mail tab.

Change POP3, IMAP, or HTTP account settings

Change the way your name appears to others

Change your e-mail account password

Change your e-mail address

Change your e-mail server address

Additional settings

Change the way your name appears to others

  1. On the Tools menu, click Account Settings.

    The Account Settings command is missing

    The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Microsoft Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  2. Select the e-mail account that you want to change, and then click Change.

  3. Under User Information, in the Your Name box, type your name the way you want it to appear to other people.

    Change E-mail Account dialog box

Change your e-mail account password

To help keep your system secure, you should regularly change your password.

Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong passwords don't contain a complete word, or your user name, real name, or company name. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Create stronger passwords and protect them.

It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

Note: Change the password that is saved in Outlook after you change your mail server password. Follow the instructions provided by your ISP or e-mail administrator to change your mail server password.

  1. On the Tools menu, click Account Settings.

    The Account Settings command is missing

    The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  2. Select the e-mail account that you want to change, and then click Change.

  3. Under Logon Information, in the Password box, type the password that was provided by your ISP or mail administrator or the password that you created.

    Change E-mail Account dialog box

  4. Select the Remember password check box.

    Note: You have the option to have Outlook remember your password by typing it in the Password box and selecting the Remember password check box. If you select this option, your account is vulnerable to anyone who has access to your computer.

Change your e-mail address

Occasionally, e-mail domain names might change. This means that a person with the e-mail address of someone@example.com would need to change example.com to something new as specified by the ISP.

For example, say your current e-mail address is paula@contoso.com. Your ISP, Contoso, Ltd., notifies you that it merged with another company and will change your e-mail address to paula@example.com.

  1. On the Tools menu, click Account Settings.

    The Account Settings command is missing

    The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  2. Under User Information, in the E-mail Address box, type the complete e-mail address that was assigned by your e-mail administrator or ISP. Make sure to include the user name @ domain name, for example, paula@example.com. Change E-mail Account dialog box

  3. Click More Settings.

  4. On the General tab, under Other User Information, if you already specified an e-mail address in the Reply e-mail address box, make sure that it is still correct. If you leave Reply e-mail address blank, when people reply to your e-mail, the address that you entered in step 2 is used.

Change your e-mail server address

On rare occasions, the server that you connect to in order to receive and send e-mail might change.

For example, say your current POP3 and SMTP e-mail servers are incoming.example.com and smtp.example.com. Your ISP notifies you that it has completed a server upgrade and will change your POP3 e-mail server to mail.example.com.

  1. On the Tools menu, click Account Settings.

    The Account Settings command is missing

    The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  2. On the E-mail tab, click the e-mail account that you want, and then click Change.

    Screen image

  3. Under Server Information, in the Account Type list box, choose POP3, IMAP, or HTTP.

    Tip: Your ISP can tell you the account type that you have, but POP3 is by far the most common type.

    Change E-mail Account dialog box

  4. Under Server Information, in the Incoming mail server box, type the complete name of the server provided by your ISP or mail administrator. Often this is mail. followed by your domain name, for example, mail.example.com.

  5. Under Server Information, in the Outgoing mail server box, type the complete name of the server provided by your ISP or mail administrator. Often this is smtp. followed by your domain name, for example, smtp.example.com.

Additional settings

  1. On the Tools menu, click Account Settings.

    The Account Settings command is missing

    The Account Settings command is on the Tools menu in Office Outlook 2007. If you are using an earlier version of Outlook, the following instructions do not apply. Use the Help that is included with that product. If the title bar of the program that you are using displays Outlook Express, then you are using a program that is not the same as Outlook. See the Help in Outlook Express for assistance.

  2. Select the account you want to change.

  3. Click More Settings, and then change the following:

    • On the General tab, under Mail Account, type a name that will help you identify the account, for example, My Home ISP E-mail.

    • If you're using an IMAP e-mail account, you can control when items are deleted. Under Purge Options, select the Purge items when switching folders while online check box.

    • On the Folders tab, you can choose where mail that you send from this account is saved.

    • On the Outgoing Server tab, you can specify whether your outgoing SMTP mail server requires authentication. This is almost always required if your ISP allows you to send e-mail messages through your ISP e-mail account when you are not directly connected to the ISP network, for example, if you want to send an e-mail message with your home ISP e-mail account and you are away from home connected to your work network.

      Screen image

    • The Connection tab is where you configure how Outlook connects to the mail server.

    • If you're instructed by your ISP or e-mail administrator to change the port numbers or encryption method used by your e-mail server, you can make the change on the Advanced tab.

      Screen image

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