Skip to content

Outlook Email Setup (IMAP recommended)

Outlook is great when it’s configured correctly and painful when it isn’t. The good news: once you use the correct server settings and enable SMTP authentication, it becomes rock solid.

This guide covers setup for Outlook on Windows and macOS.

Outlook email setup

Before you start

Use the settings from your GOZEN HOST Welcome Email

Your exact mail server hostnames can differ depending on the service you purchased. Use the values provided in your Welcome Email or Client Area service details.

You will need: - Email address (example: info@yourdomain.com) - Mailbox password - Incoming server (IMAP) - Outgoing server (SMTP)

Recommended protocol

Use IMAP for modern setups. It syncs your mailbox across all devices and keeps folders consistent.

Outlook on Windows (New Outlook / Microsoft 365 / Outlook 2019+)

  1. Open Outlook.
  2. Click Add account.
  3. Enter your email address and click Connect.
  4. If Outlook doesn’t detect settings automatically, choose IMAP (or Advanced setup).
  5. Fill in:

Incoming (IMAP) - Server: (from Welcome Email) - Port: 993 - Encryption: SSL/TLS - Username: full email address (example: info@yourdomain.com) - Password: your mailbox password

Outgoing (SMTP) - Server: (from Welcome Email) - Port: 465 (SSL) or 587 (STARTTLS) - Encryption: SSL/TLS or STARTTLS - Username: full email address - Password: your mailbox password

  1. Save and finish setup.
  2. Send a test email to a Gmail address you control.

SMTP authentication must be enabled

In Outlook, ensure “Outgoing server requires authentication” is enabled. If it’s off, you’ll usually receive mail but fail to send.

POP downloads mail to one device. It can work, but it’s not ideal for multi-device use.

Use POP only if you explicitly want “download and remove from server” behavior.

Incoming (POP3) - Port: 995 - Encryption: SSL/TLS

Outgoing (SMTP) same as IMAP.

Common Outlook issues (and fixes)

“Cannot send email” or stuck in Outbox

Most common causes: - wrong SMTP port - SMTP auth disabled - encryption mismatch

Fix checklist: 1. Verify SMTP server name (from Welcome Email). 2. Set port to 587 with STARTTLS or 465 with SSL. 3. Enable “Outgoing server requires authentication”. 4. Username must be the full email address.

“Password prompt keeps appearing”

Causes: - wrong password - Outlook cached credentials - server requires full username

Fix: - confirm the mailbox password from your control panel - remove saved credentials and re-add the account - use full email address as username

“I can send but cannot receive”

Likely: - wrong IMAP server/port - firewall or antivirus intercepting mail connections

Fix: - IMAP must be 993 with SSL/TLS - temporarily disable mail-scanning antivirus features and test again

Best practices

  • Use IMAP for consistency across desktop + mobile.
  • Keep mailbox passwords strong and unique.
  • If your domain DNS is not at GOZEN HOST, make sure your MX/SPF/DKIM/DMARC are correct:
  • Set up your Email (MX, SPF, DKIM, DMARC)

Summary

  • Use IMAP (993 SSL/TLS) for receiving.
  • Use SMTP (587 STARTTLS or 465 SSL) for sending.
  • Enable SMTP authentication.
  • Use full email address as username.