Autodiscover
Let’s start with the simplest way to configure email: Autodiscover. This feature uses DNS records to automatically set up the email client and is supported by most commercial email providers. Many companies also use automatic configuration, either through Autodiscover or alternative methods like Group Policy.
I will now configure an email account on Windows 11 using the email client. To use Autodiscover, I will enter in the email account name. Once I press continue, the email client will use the DNS records to attempt to automatically configure the email client.
The email client should prompt you for a password. Once I enter in the password, I will be informed that the email and the contacts will automatically be synced to the Microsoft Cloud. Essentially this means all the email and contacts will be accessed in the Microsoft Cloud. I will press continue to start the process. This can take a while depending on the configuration and amount of data.
The advantage of using Cloud to store your data is that syncing your email, contacts, and calendar to the Cloud provides seamless access across devices, ensuring your data stays up-to-date no matter where you log in. Features like advanced search, fast synchronization, and automated backup enhance productivity and prevent data loss. Cloud integration also supports collaboration, enabling shared calendars and contact lists, which are particularly useful in professional environments. Additionally, Cloud servers provide robust infrastructure that ensures high availability and reliability for accessing your information.
However, syncing to the Microsoft Cloud comes with potential drawbacks, particularly related to privacy and control over your data. Your information, including emails and contacts, is stored on Microsoft’s servers, which could raise concerns about unauthorized access or data breaches. Furthermore, some users may be uncomfortable with Microsoft processing their data for feature enhancements or analytics, even if anonymized. For businesses, storing sensitive information in the cloud may conflict with data compliance regulations. Lastly, relying on the cloud introduces dependency on internet connectivity and Microsoft’s services, which may not align with all user needs.
If you are concerned about storing your data in the Microsoft cloud, consider using an alternative email client. Later in the video I will look at a free email client. I will be informed about Microsoft privacy policy. It is worth reading through this, particularly if you are concerned about privacy.
On the next screen I will be asked if I want to send diagnostic information to Microsoft. In this case I will select no and move on. The choice is up to you if you want to share this information with Microsoft.
The next screen reminds you that the mail software connects to cloud services. This helps you collaborate, and gives you suggestions and recommendations. You can adjust what is shared using the privacy settings in the control panel.
The next screen, Windows will automatically import settings from other software like Windows Mail and Calendar. I don’t have any settings to import so I will press skip.
The email client is now set up, it may take a little while to finish setting up. Once complete, the software will begin downloading emails. In this case, there are only two emails in the inbox. One is an Ad and the other contains instructions for configuring the email client. While this may seem like a “chicken and egg” situation, most providers offer web-based access to retrieve this email if needed. The configuration details are typically the same for all accounts on the domain and may also be accessible through another user’s email or the provider’s website. If all else fails, you can contact the provider directly for assistance. Before moving on, I will do a quick refresh of the protocols used for email.
Email Protocols
The main 3 protocols used with emails are IMAP, POP3 and SMTP. IMAP is the preferred protocol nowadays. It allows emails to be synced between the server and the devices. So, this protocol can be used to sync emails between multiple devices like your computer, laptop and mobile device. Any changes made on any of these devices will be synced to the other devices.
POP3 downloads emails to your device rather than syncing them, with the option to leave or delete the original emails on the server. This lack of synchronization makes it unsuitable for managing emails across multiple devices, as it can lead to inconsistencies. POP3 stores emails locally, making it a good choice for privacy or archiving needs if you prefer to avoid cloud storage. However, many email clients also allow you to achieve similar results with IMAP by creating local mailboxes and moving emails from the server to your device.
SMTP is used to send emails from a device to a server and between servers. For email communication, you need two protocols: SMTP for sending and IMAP or POP3 for receiving. IMAP is the preferred choice today for receiving emails. It is pretty rare nowadays that you would use POP3. POP3 is useful for legacy systems or email servers with limited storage, where storing a lot of emails on the server is not an option.
Manual Configuration
I will now look at how to configure an email client manually. For this demonstration, I will be using Thunderbird, which is a free email client that works across a wide range of platforms.
I have already installed Thunderbird. When you first start up Thunderbird, it will prompt you for the account information for your email which I will fill in. Once you fill in the basic information, Thunderbird can attempt to automatically detect your email settings. In this case, I will manually configure the settings rather than using Autodiscover.
At the bottom, there is an option to configure manually. When I select this option, I will be able to manually configure the settings. I have the settings provided by the email provider for secure communication. Most email providers have unsecure settings as well, but it is recommended nowadays not to use unsecure communication.
At the top is the settings for retrieving email. You will notice that protocols available are IMAP and POP3. I will leave it on IMAP since this is the preferred protocol nowadays. I will next enter in the mail server name and the port number. Make sure these are correct, otherwise it will not work.
I will next select connection security. There are a few options there, but they break down to secure and unsecure connections. The autodetect option will attempt to detect the type of connection. You will notice that the port number changed back to the default. Hopefully autodetect will detect the correct port, but keep in mind that autodetect will use unsecure communication if it can’t establish a secure connection.
I will switch back to the secure port. For connection security, you can choose None which is no encryption. STARTTLS starts with an unsecure connection on the standard port, then upgrades to a secure connection if supported by the server. However, it continues using the same port. If the server doesn’t support secure communication, the connection remains unsecure.
In this case I will select SSL/TLS which will use a secure connection. I will next select “authentication method”. There are several authentication methods available, but I will leave it on Autodetect. Since I am using a secure connection, the username and password will be encrypted within the secure channel. If you are using an unsecure connection and use the normal password option, the username and password will be transmitted unencrypted.
I will now move down to the outgoing server configuration and start filling it out. In this case the hostname is the same as before;, however, this does not need to be the case. It is not uncommon for companies to have their SMTP server and their mail servers separated. This is often done as different tools are used to scan and monitor incoming email to outgoing emails.
When an email is sent, a copy is stored in the IMAP Sent folder. Depending on the configuration, this may be handled by the email client or by the server. Once in the Sent folder, IMAP synchronizes the message so it appears on all connected devices.
I will next enter in the port number which in this case is the default port number of SMTP. I will next select the authentication method. Once again, I will select SSL/TLS. In my opinion you always want to select a secure connection.
I will next select “authentication method”. Like before I will leave this on autodetect. Usually, the email client is pretty good at detecting which authentication method is being used. The problems usually occur if the hostname, port or connection security are set incorrectly.
At the bottom of the screen is a button Re-test. When I press this, the email client will attempt to automatically detect the settings on the server. I could have pressed this button at the start, but I wanted to show how to manually configure the settings.
You will notice that the email client has found the settings that are compatible with the email server. The only changes it made was that the authentication method was changed to “normal password”. Since a secure connection will be used to transmit the username and password this is not a problem.
I will now scroll down and press the done button to complete the setup. I will get a screen confirming that the setup was successful. I will press finish. There is another option to integrate with other services, but I will skip that and continue to the inbox. You will notice my email account has been added and has already synced up.
I have looked at how to configure a desktop email client, but the process is much the same for any mobile device client. Once you can configure one email client, you should be able to configure any email clients. It is just a matter of looking through the email client and finding the right options.
In The Real World
In the real world, Autodiscover is quite common. It is used in public and corporate environments. Many companies will automatically configure email clients using Group Policy or other automated configuration technologies. For the IT technician, your troubleshooting will often be making sure these automated systems are working correctly.
The IMAP protocol is the preferred protocol. POP3 is very rarely used nowadays. A secure connection is recommended. If you are using a secure connection, the username and password does not need to be encrypted.
When configuring email, common problems include wrong configuration. For example, misspelt hostnames or incorrect port numbers. The one that is often missed is the username not being correct. Some email systems use a username, others will require a full address. A common error is entering in the incorrect one for the email server.
In my previous example, you can see the username and domain name are required. If I enter in just the username this will not work. If you find the email client is not working, check all the settings, it is probably a setting that is mistyped.
End Screen
That concludes this video on configuring email. I hope you have found this video informative. Until the next video from us, I would like to thank you for watching.
References
“The Official CompTIA A+ Core Study Guide (Exam 220-1101)” pages 265 to 267
“License CC BY 4.0” https://creativecommons.org/licenses/by/4.0/
Credits
Trainer: Austin Mason https://ITFreeTraining.com
Voice Talent: HP Lewis http://hplewis.com
Quality Assurance: Brett Batson https://www.pbb-proofreading.uk