Steps to Configure Zoho Mail account as IMAP in Outlook. Close the Accounts tab, and you will be able to access your Zoho Mail account on Outlook for Mac. Outlook downloads just the Sender, Subject, and the Date Information (headers) when syncing email. 2019, Zoho Corporation Pvt. All Rights Reserved. And receiving Exchange account email messages in Outlook 2016 for Mac, find. If this cache becomes corrupted, it may cause synchronization problems with the. Solution: Empty the cache in Outlook so that Outlook can download all the.
Sync Email across Devices Once upon a time, most people used a single computer for email. Your email client would connect to your email server, download all your messages onto the computer, and then delete them from the server. And that was fine because you used only one computing device, so where else would your email messages be? Nowadays, that approach seems quaint. Most of us use multiple devices to check our email, and we typically expect to see exactly the same messages—sorted into the same mailboxes and with the same status (read/unread, forwarded, replied to, or flagged)—on each one. If you always use a Web browser to check your email (for example, with a Gmail account), your email is stored only in the cloud—so syncing is irrelevant, and there’s nothing for you to see here. However, if you use a client app on OS X or iOS such as Apple Mail, Microsoft Outlook, or Thunderbird to check your mail, you’ll probably want to be sure you keep everything in sync.
Even then, if you use IMAP, Exchange, and/or iCloud email accounts exclusively, you need do nothing more than confirm a few settings—these protocols are designed to keep everything in sync for you. If you use POP, you have a harder row to hoe. Sync Email with iCloud. Mac (Apple Mail): Go to System Preferences iCloud.
Make sure you’re signed in and Mail is selected. iOS Device (Mail): Go to Settings iCloud. Make sure you’re signed in and Mail is turned on. Other IMAP Client: Go to the app’s account settings and either select an existing iCloud account or create a new account. Fill in your settings as described on. Sync Settings with iCloud iCloud can also sync other email-related data across Macs (only), as long as the appropriate checkbox in System Preferences iCloud is selected:.
iCloud Drive: Syncs email signatures, flag names, rules, and smart mailboxes. Keychain: Syncs account settings (such as username, password, and server addresses) for all your accounts.
Use Server-side Filters Mail, Outlook, and most other desktop email apps have built-in rules or filters that let you process incoming mail—for example, filing less-important messages into special mailboxes or sending automatic replies if certain criteria are met. But if you have the choice, I suggest setting up rules on your email server rather than in your client app. That way they can pre-sort email delivered to your iOS devices (which don’t have mail rules). And, you can switch clients or platforms without having to redo all your rules. If you use iCloud for email, log in to iCloud.com, select Mail, and from the gear menu, choose Preferences Rules to set up rules.
In Gmail, log in to your Gmail account (using or whichever URL you normally use if you have a Google Apps account with a custom domain). From the gear pop-up menu, choose Settings and then click Filters and Blocked Addresses.
Many other mail servers also offer Web-based configuration of rules or filters; consult your email provider for details. Sync Email with Google First, make sure IMAP is enabled for your Google account:. Log in to your Gmail account (using or whichever URL you normally use if you have a Google Apps account with a custom domain). From the gear pop-up menu, choose Settings, and then click Forwarding and POP/IMAP.
In the IMAP Access section, make sure Enable IMAP is selected. Leave other settings unchanged. Then set up the IMAP account in your email client of choice. Use your full Gmail address as the username and the following server addresses:. IMAP: imap.gmail.com. SMTP: smtp.gmail.com Sync Email with Exchange.
Apple Mail (Mac): Go to System Preferences Internet Accounts. If your account is not already listed, click Exchange and follow the prompts to configure it. Then check your email with Apple Mail. Apple Mail (iOS): Go to Settings Mail, Contacts, Calendars. If your account is not already listed, tap Add Account Exchange and follow the prompts.
When you’re finished, use the Mail app to check your email. Outlook (Mac): Go to Tools Accounts, click the plus button, and choose Exchange from the pop-up menu. Then follow the prompts to set up your account. Syncing POP Email If you use POP accounts, syncing messages between computers is much harder. The only reliable way to do it for two Macs is to quit Mail on both machines and then copy one Mac’s entire /Library/Mail/V3 folder (in El Capitan) or /Library/Mail/V2 folder (in Yosemite or earlier) to the other’s. But this overwrites all messages on the second Mac, which may result in lost data.
Doing a bidirectional, message-by-message sync is possible but messy. You could use a synchronization utility (such as to sync the two computers’ /Library/Mail/V3 or V2 folders—but then both copies of the envelope index, which keeps track of which messages are where, will be incorrect.
To fix them, you’d have to quit Mail, delete the three files in /Library/Mail/V3/MailData/ or /Library/Mail/V2/MailData/ whose names start with Envelope Index on each Mac, relaunch Mail, and then let it reimport all your messages. Needless to say, that’s more bother than most of us want to go through regularly! Share this tip and chapter on “Friends don’t let friends use POP for email anymore.
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IMAP and Exchange give you automatic syncing across devices.” Discuss “Sync Email across Devices” via Copyright © 2015, alt concepts inc. All rights reserved.
Pre-Flight Check. These instructions are intended specifically for setting up a new email account in Microsoft Outlook 2016 for Mac OS X 10.11.3.
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If you have not already created an email address on your server, visit our. If you need to configure your email address in Outlook 2016 for Microsoft Windows, see. For other mail clients, check out our tutorial on. Step #1: Add or Edit the Email Account. To set up a new email account or edit the settings on an existing one, click the Tools menu and then select Accounts to open the Accounts panel.
Note: You cannot edit an existing email account to directly change its connection method. To change an account from POP to IMAP or vice versa, simply add a new account for the email address as described below and select the desired connection type. Outlook 2016 will allow you to have multiple accounts for the same email address, so an account for [email protected] using IMAP can coexist with an account for [email protected] using POP. To prevent data loss, do not delete the existing account before adding a new one. Step #2: Configuring a New Email Account On the account information panel, enter the information as follows.
At first, you will only see the E-mail address and Password fields. Once you enter your email address, Outlook 2016 will recognize that you’re not attempting to connect to a web service such as iCloud, Google, or Yahoo, and will automatically expand the window to reveal all the fields shown in the image above. E-mail address: requires your complete email address, such as [email protected]. Password: is the password associated with the email account. User Name: is your full email address. It should exactly match what you entered into the E-mail address field above. Type: you may select IMAP or POP.
IMAP is recommended for its ability to sync messages between multiple devices (to learn more about the difference between the protocols, see ). Note: A self-signed certificate uses the same level of encryption as a third-party verified certificate; the difference is that it is you who are verifying your server’s identity and not a third party who is paid for the service. However, if you would prefer to use a third-party verified SSL certificate to cover core services (cPanel/WHM, POP3, IMAP, SMTP and FTP) on your server, you can find instructions for ordering and installing an SSL certificate at, and you’ll find a guide to installing your certificate on email and other core server services at. Should you find that you need any assistance, please feel free to contact a technician who can assist with obtaining and installing an SSL from the vendor of your choice.
Once connected, Outlook 2016 will download your mail from the server along with any custom directories you’ve added, which will be synced by default. Step #4: Editing an Existing Email Account To change the settings on an existing email account, click the Tools menu and then select Accounts to open the Accounts panel.
Click on the name of the account in the left pane, and make the desired changes:. User Name: is your full email address. It should exactly match the value of the E-mail address field above.
Password: is the password associated with the email account. Incoming server:. When using standard (non-SSL) settings, use mail.yourdomainname.com. When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com).
The default port numbers should not need to be changed unless you have configured your server to use non-standard ports. If you do need to configure mail on a different port, you can check the box next to Override default port and enter the appropriate incoming mail server value (POP3 should be 110 for non-SSL connections and 995 when using SSL; IMAP should be 143 for non-SSL connections and 943 when using SSL.). Check the box next to Use SSL to connect (recommended) for a secure connection. Outgoing server:. When using standard (non-SSL) settings, use mail.yourdomainname.com. When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com).
The default port numbers should not need to be changed unless you have configured your server to use non-standard ports. If you do need to configure mail on a different port, you can check the box next to Override default port and enter the appropriate outgoing mail server value (25 for non-SSL connections and 465 when using SSL; Unlike many other mail clients, Outlook 2016 does not require you to use port 587 on Mac OS X). Check the box next to Use SSL to connect (recommended) for a secure connection. The More Options button will allow you to configure authentication for the outgoing (SMTP) mail server:.
Authentication: Typically, Use Incoming Server Info is sufficient, but if you receive connection errors due to SMTP authentication, you may need to select User Name and Password. Do not select None; you will not be able to send mail if None is selected as the authentication type. User Name: This field can only be filled in if you use the User Name and Password authentication type.
If enabled, it must be the full email address. Password: This field can only be filled in if you use the User Name and Password authentication type.
If enabled, use the email account’s password. Bonus: Select IMAP Folders to Sync By default, Outlook 2016 for Mac OS X will sync all IMAP folders. To specify which ones you want to sync, pull down under the Tools menu and select IMAP Folders to bring up the Folder Browser. In the Folder Browser, you will see a list of your accounts in the left pane. In the first pane, click on the IMAP account’s name.
In the second pane, click on INBOX (or the desired custom folder, if listed). In the third pane, click on the folder to which you want to subscribe or unsubscribe. Folders to which you already are subscribed will be displayed in bold type, while folders to which you are not currently subscribed will be displayed in a light-face font. Note that on some versions of Mac OS X, the distinction can be almost imperceptible. Clicking on the name of a folder to which you are subscribed will allow you to click the red ( – ) Unsubscribe button in the top-left menu, and clicking on the name of a folder to which you are not subscribed will allow you to click on the green ( + ) Subscribe button in the top-left menu. You can not unsubscribe to default account folders, such as Drafts, Junk, Sent, and Trash.
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