Configuring a POP3 Account in Microsoft Outlook

Document created by user.oxriBaJeN4 Employee on Sep 14, 2015Last modified by user.oxriBaJeN4 Employee on Jan 24, 2017
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Email can be sent and received from any device or application that supports POP and SMTP protocols. In this guide, we will configure Microsoft Outlook to connect directly to Mimecast to send and receive email, instead of using an email server.

POP services are not available for metadata only or Zero Drag Retention (ZDR) accounts.

It is important to note the following:

  • The IMAP4 protocol is unsupported.
  • A five day rolling window of emails is accessible through the POP connector.
  • Some ISPs do not allow connections for SMTP on port 25 out of their network, unless the connection is to their own mail services. Mimecast recommends that encryption through port 587 should be used.
  • If the email client has been configured to use encryption, but the encryption negotiation fails, Mimecast will not accept the connection.
  • Mobile devices can be configured with the same settings as defined below. For configuration guidelines, consult your mobile phone software documentation.
  • The Mimecast Internal Domain user must also have the POP and SMTP options enabled, before emails can be sent and received using these protocols.
  • Although both LDAP and cloud passwords are accepted for POP connections, new messages can only be sent outbound via SMTP Authentication when using a Mimecast Cloud password. We recommends any users accessing these features utilize a cloud password for both services.

 

Creating a POP account in Microsoft Outlook

  1. Open the Email Account Settings in Outlook:

    Outlook_POP_Config_1.png
  2. Click on the New button to launch the New Account wizard.
  3. Select the option to Manually configure server settings or additional server types, and click on the Next button.
  4. Select the option for Internet E-mail, and click on the Next button.

    Outlook_POP_Config_3.png
  5. Complete the information in the following fields:

    Outlook_POP_Config_4.png

 

Field NameDescription

Example Entry

Your NameThe name of the user that appears in the Headers of sent emails
john Smith
E-mail AddressThe email address for the mailbox
john@domain.com
Account TypeDefines the protocols to be used for this connectionPOP3
Incoming Mail ServerThe server from which emails should be fetched. It is important to enable SSL Encryption and to use port 995 as described later in this articleEuropeeu-pop.mimecast.com
North-Americaus-pop.mimecast.com
South Africaza-pop.mimecast.co.za
Australiaau-pop.mimecast.com
Offshoreje-pop.mimecast.com
Outgoing Mail ServerThe server which emails should be sent through. It is important to enable TLS Encryption and to use port 587 as described later in this articleNorth America
South AfricaAustralia
Europe

eu-smtp-outbound-1.mimecast.com

eu-smtp-outbound-2.mimecast.com

us-smtp-outbound-1.mimecast.com

us-smtp-outbound-2.mimecast.com

za-smtp-outbound-1.mimecast.co.za

za-smtp-outbound-2.mimecast.co.za

au-smtp-outbound-1.mimecast.com

au-smtp-outbound-2.mimecast.com

Offshore

je-smtp-outbound-1.mimecast-offshore.com

je-smtp-outbound-2.mimecast-offshore.com

UsernameThe user email addressjohn@domain.com
PasswordThe Mimecast Cloud password

(Request from your administrator)

Although both LDAP and Cloud passwords are accepted for POP connections, new messages can only be sent outbound via SMTP Authentication when using a Mimecast Cloud password.  Mimecast therefore recommends any users accessing these features utilize a cloud password for both services.

 

6. Click on the More Settings button.

 

Outlook_POP_Config_5.png

 

7. Click on the Outgoing Server tab at the top of the screen, and check the box titled My outgoing server (SMTP) requires authentication.

Outlook_POP_Config_6.png

8. Select the option to Use same settings as my incoming mail server

9. Click on the Advanced tab at the top of the screen, and change:

- the Incoming server (POP3) from 110 to 995

- check the option for This server requires an encrypted connection (SSL)

- the Outgoing server (SMTP) port from 25 to 587

- set the encrypted connection type to TLS

Some TLS or SSL connections require a Digital Certificate to be in place on both mail servers (i.e. on the customer server as well as on the Mimecast server).

Outlook_POP_Config_8.png

It is recommended to deselect the option Leave a copy of the message on the server.  This will avoid repeatedly downloading all the email contents during the Send/Receive process, should the local cache in Outlook of recently downloaded messages be missing or corrupt.

10. Click on the OK button to save the changes

11. Click on the Next button in the wizard to test the account

12. Click on the Finish button once the test is successful

13. Click on the Close button to return to Outlook.

 

Bypassing the Anti-Spoofing Policy

 

In specific customer accounts, the Anti-Spoofing Policy may be enabled to prevent unauthorized access to your Mimecast mail service. This is evident if during the test email step (9) in the section above "Creating a POP account in Outlook" results in an error: "550 Anti-Spoofing policy - Inbound not allowed". In this instance, the Administrator will need to enable a bypass policy for your email address(es) in the Administration Console.

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