Email in Outlook, on Windows and Mac

Before you start

• The address must exist and you must know its password (see How to create an email account in Enhance).
• Below are the steps for three versions: the new Outlook for Windows, classic Outlook (from Microsoft 365 / Office) and Outlook for Mac.
• Our server does not publish autoconfiguration settings for Outlook, so Outlook usually asks you to fill in the servers yourself — or guesses them wrong. So keep the settings at hand (in the example, the domain is firmata.ro). You can also find them in Enhance, under “Emails” » “Manage” next to the address » “Email client settings”.

• Username: the full address, for example office@firmata.ro — for both incoming and outgoing.
• Password: the email address password, not your Enhance one.
• Server: mail.firmata.ro works if the domain points to our server (for example, with the nameservers ns1 / ns2.nbt-host.ro). Otherwise, or if you are not sure, use server.nbt-host.com: it has a valid certificate on all the ports above.
• Good to know about the new Outlook: IMAP accounts are synced through the Microsoft Cloud, which means a copy of your email, calendar and contacts also ends up in Microsoft data centers. If your company does not want this, use classic Outlook or another email app.

The steps

The new Outlook for Windows

1. Open Outlook. On the View tab, select View settings (or, from the File tab, Account info).
2. Select Accounts > Your accounts.
3. Under Email accounts, select Add account, enter your email address and select Continue.
4. If Outlook asks you to choose the provider or account type, choose IMAP.
5. Enter the address’s password. When Outlook shows you the server fields, fill them in from the table above: the incoming server with port 993 and SSL/TLS, the outgoing (SMTP) server with port 465 and SSL/TLS, and for SMTP, the same username and password as for incoming.
6. Select Continue. If Outlook asks for your consent to sync through the Microsoft Cloud, confirm to continue. At the end, select Done.

Classic Outlook for Windows

1. Open classic Outlook and select File > Add Account.
2. Enter your email address, select Advanced options and check Let me set up my account manually. Select Connect.
3. Choose the IMAP account type.

4. Fill in the settings:

   • for incoming mail: the server, port 993 and SSL/TLS encryption;
   • for outgoing mail: the same server, port 465 and SSL/TLS encryption.

   Select Next.

5. Enter the address’s password and select Connect.
6. When Outlook confirms that it has added the account, close the window. Your messages start downloading.

Outlook for Mac

1. Open Outlook and, from the Outlook menu, select Settings.
2. In the side panel, select Accounts, then + Add Account.
3. Enter your email address and select Continue.
4. If Outlook asks you to choose the provider, choose IMAP/POP.
5. Fill in: type IMAP, the address, the username (the full address), the password, the incoming server and the outgoing server. Check the option to use SSL for both and, if the ports are not already 993 (incoming) and 465 (outgoing), check the option to override the default port and enter them yourself.
6. Confirm adding the account.

If something doesn't work

• Outlook keeps asking for the password. Check: username = the full address, and the password of the email address (not your Enhance password). If the address’s password was changed in Enhance or in Webmail, change it in the Outlook account settings too. If it still does not work, log in to Webmail with the same details (see Webmail: how to read your email in the browser): if it does not work there either, the password is wrong and you need to set a new one from Enhance.
• A warning says the certificate does not match the server name. You entered mail.firmata.ro, but the domain does not point to our server, or you entered the server’s IP address. Change the server to server.nbt-host.com, for both incoming and outgoing.
• You can receive but not send. The outgoing server requires authentication, with the same details as for incoming. Check port 465 with SSL/TLS; if it is blocked on your network, use 587 with STARTTLS. If you have sent a lot in a short time, you have reached the limit of 200 emails per hour for one address: wait an hour.
• Automatic setup stops or picks the wrong settings (for example imap.firmata.ro or another port). Switch to manual setup (in classic Outlook: Advanced options) and fill in the servers from the table.
• Messages sent from Outlook do not appear in Webmail, under Sent. Outlook may keep them in a folder of its own. In the account settings, choose the Sent folder on the server as the folder for sent messages (in Webmail it appears as Sent).