HOW  TO  SET  UP  AN  E-MAIL  ACCOUNT  USING  MAIL

This section will teach you how to set up an e-mail account, using an existing e-mail address, for use with the Windows 10 MAIL App (application/program). More precisely, I am going to show you how to set up a personal website e-mail account (using my contactjohn@yoingco.com e-mail address), which applies equally to setting up a POP or IMAP (explained later) e-mail account from your ISP (Internet Service Provider); such as an e-mail account from TalkTalk or BT.

WHAT  IS  AN  E-MAIL  ADDRESS?

An e-mail address is a bit like a phone number in that you give it to family and friends so they can communicate with you via the internet (i.e. via an e-mail service, via Skype messenger and so on). An e-mail address starts with a user name, such as john.smith, followed by the @ (AT) sign and then the name of your ISP or website name. So if your ISP is TalkTalk and your user name is john.smith your e-mail address would be john.smith@talktalk.net. And if you owned a website called example.com your e-mail address would be john.smith@example.com. With each e-mail address you have an associated password, of your choice, for it; so you can login to your e-mail account and check your e-mail messages for example.

WHAT  IS  AN  E-MAIL?

An e-mail is a data file that must contain at least one E-Mail Address (i.e. john.smith@example.com), a Subject (i.e. Photos Attached) and a Message (in the form of a small note or a letter). An e-mail can also contain one or more Files (i.e. Photographs and Documents) which are known as Attachments, but don't worry too much about this as e-mail Attachments, Sending, Receiving, Forwarding and so on will be explained in later sections.

WHAT  IS  AN  E-MAIL  ACCOUNT?

An e-mail account is more than just an e-mail address with a password. When you sign up for a broadband (internet, tv and telephone) package your ISP (Internet Service Provider), such as TalkTalk or BT, will offer you an e-mail account with that broadband package. For example: When I signed up with TalkTalk they asked me to create an e-mail address - yoingco@talktalk.net - and asked me to provide a password for it. This is so that I could login to (get access to) my e-mail account as well as my talktalk 'billing and other features' account.

Basically, an e-mail account allows you to create e-mail messages, read e-mail messages, send e-mail messages, forward e-mail messages to another person, add photos and files to an e-mail message, create calendar events, take notes, use cloud storage features and much more.

WHAT  IS  AN  E-MAIL  CLIENT?

Before you can create an e-mail message, view an e-mail message, send an e-mail message and so on you need to use an e-mail client. Without being, too, technical: An e-mail client is either a website e-mail service (such as Gmail and Outlook) or a program on your computer (such Windows Live Mail, Mozilla Thunderbird and the Windows 10 MAIL App). It has the job of managing your e-mail messages among other things.

One of the jobs of an e-mail client is to send your e-mail messages from your computer (known as the e-mail client computer) to your ISP's computer (known as the e-mail server computer). Your ISP's e-mail server computer sees itself as a personal postman and sorting office whereby you (your computer) are the important client. When it receives an e-mail message from you (sent from your computer via your e-mail client program) it checks to see where (which e-mail address) it needs forward that e-mail message onto (i.e. onto your friend whose e-mail address is contained within your e-mail message). Once it knows where to send your e-mail message it contacts the recipient's (i.e. your friend's) computer via their e-mail client program/website so that they can view your e-mail message.

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WHY  USE  AN  E-MAIL  CLIENT  PROGRAM?

At this stage you might be wondering "why use an e-mail client program when I could use my ISP's website?". And this is true, but the whole point of the e-mail client program is that it does not rely on your web browser (i.e. internet explorer or firefox) and is able to manage more than one e-mail account. It also allows you to view already downloaded, read and unread, e-mails (e-mail messages and attached files) offline (without an internet connection) as it stores those e-mails on your computer's hard drive.

Using an e-mail client program is also about the convenience of not having to enter your e-mail account's username and password each time you want to do something with that account, such as view your e-mails. An e-mail client program remembers your login details (your e-mail address and password), which is great if you have multiple e-mail accounts to login into.

GETTING  STARTED  WITH  THE  WINDOWS  10  MAIL  APP

So now you know what an e-mail client program is used for I will now show you how to set up the Windows 10 MAIL App (program). Begin by clicking on the START Menu button, to reveal its menu-items, and then select (left click on) the ALL APPS menu-item. From there, scroll through the list of apps (menu-items) that appear until you see the MAIL App (menu-item). Click on it to continue (Fig 1.1 below).

E-mail Account Setup

Fig 1.0 - Click on the START Menu button and then select (left click on) the ALL APPS menu-item

E-mail Account Setup

Fig 1.1 - Scroll through the menu-items (Apps list) until you see the MAIL App and then select it

After selecting the MAIL App menu-item the Mail window opens (below) whereby you need to click on its ADD ACCOUNT button to continue.

E-mail Account Setup

Fig 1.2 - Click on the ADD ACCOUNT button to contiune

Clicking on the ADD ACCOUNT button presents you with the following window which at first sight may seem pretty straight forward or perhaps a confusion of options! For example: To set up an existing Microsoft Outlook, Microsoft Exchange, Google Gmail, Yahoo Mail or Apple iCloud e-mail account is just a case of clicking on their respective buttons, but when it comes to setting up a personal website e-mail account for example the last two options might confuse you. Do you click on the OTHER ACCOUNT button because a personal website e-mail account requires POP or IMAP settings (explained later) or do you click on the ADVANCED SET-UP button instead.

Well in Windows Live Mail (WLM) for example you would of chosen OTHER ACCOUNT, but with the Windows 10 MAIL App all that option does is ask you for a username and password. It does not allow you to set up a POP or IMAP e-mail account as with WLM. To set up a personal website e-mail account using POP or IMAP settings, in the traditional WLM way, you need to click on the ADVANCED SET-UP option instead; which is what I am going to do in this example - I am going to set-up my contactjohn@yoingco.com e-mail account. The OTHER ACCOUNT option by the way means 'set up another type of known e-mail account such as an AOL e-mail account'. Anyway, click on the ADVANCED SET-UP button to continue with this example.

E-mail Account Setup

Fig 1.3 - Click on the ADVANCED SET-UP button to set up a personal website e-mail account

When setting up an e-mail account for use with an e-mail client program you can either use the POP Protocol or the IMAP Protocol to send and receive e-mails (e-mail messages and attached files). Therefore, in this example you need to click on the INTERNET EMAIL button to continue as the example will be setting up a POP based e-mail account.

WHAT  IS  IMAP  AND  POP?

IMAP means that the e-mail client program only looks, in real time, at the e-mails stored on your ISP's server computer. This means when you click on an e-mail that is listed in the e-mail client program you will only be looking at the original copy of that e-mail (its e-mail message and attached files), which is stored on your ISP's server computer only. If you delete an e-mail from the e-mail client program it will also get deleted from your ISP's server computer. No e-mails are stored on your computer with the IMAP Protocol.


POP (or POP3 as it is also known) means a copy of the e-mails stored on your ISP's server computer also get copied onto your computer, via the e-mail client program, as a duplicate copy. This is good if you want to keep the original e-mails on your ISP's server computer, for backup purposes, whereby you only work with the duplicated e-mails that are stored on your computer. In that scenario you can delete an e-mail from the e-mail client program without it getting deleted from your ISP's server computer. Note: You need to tell the e-mail client program to LEAVE A COPY OF MESSAGES ON SERVER. Unfortunately this feature is not in the Windows 10 MAIL App. It is in Windows Live Mail 2012 and Microsoft Outlook though; as well as Mozilla Thunderbird.

E-mail Account Setup

Fig 1.4 - Click on the INTERNET EMAIL button to continue

After clicking on the INTERNET EMAIL button (above) the Internet Email Account window opens (below) whereby you are asked for the E-Mail Address, Password, POP Settings and so on that are associated with the e-mail account you want setting up with the Windows 10 MAIL App (e-mail client program). If you are unsure of your e-mail account POP Settings ask your ISP (Internet/Broadband Service Provider) or Website Administrator what they are. Common ISP's published their POP Settings on their own website, as part of their forum and customer service.

ACCOUNT  NAME

The first piece of information on the Internet Email Account window asks for the e-mail account's Account Name. With common ISP's this is either your username only (i.e. john.smith) or your full e-mail address (john.smith@talktalk.net). So begin by typing it into the ACCOUNT NAME edit box.

E-mail Account Setup

Fig 1.5 - Type your e-mail account's account name into the ACCOUNT NAME edit box to continue

DISPLAY  NAME

The next piece of required information is YOUR NAME. It is the display name that people will see when they receive an e-mail from you. This could be a Business Name, Personal Name, Nickname or whatever. I could use Yoingco, FREE Computer Lessons or John Cairns for example whereas if you were called David Jones you could use DJ Business LTD, Website Name or David Jones for example. Obviously you want to use something that is recognisable and not something that comes across as a Junk Mail name for example. When you have thought of a name enter it into the YOUR NAME edit box.

E-mail Account Setup

Fig 1.6 - Type your display name into the YOUR NAME edit box to continue

INCOMING  EMAIL  SERVER

The INCOMING EMAIL SERVER edit box requires the name of your isp's (or personal website's) incoming (receiving) e-mail server. Basically, the network address of their computer (server) that takes care of the e-mail you receive. It usually takes the format of pop, mail or pop3 followed by their domain (www) name. Examples: mail.btinternet.com, pop.orangehome.co.uk, mail.talktalk.net and pop3.virginmedia.com). In this example I have used the yoingco website's incoming (pop) server network address of mail.yoingco.com.

E-mail Account Setup

Fig 1.7 - Type the name of your ISP's 'receiving e-mail server' into the INCOMING EMAIL SERVER edit box to continue

ACCOUNT  TYPE

The ACCOUNT TYPE drop-down menu allows you to select the type of server (e-mail server), dictated by your ISP or Website Hosting company, that is used for your e-mail account. This will either be IMAP or POP3; as explained above. In this section and throughout this category I am exampling the POP (POP3) Server based e-mail account because it is more common, and better for the home/residential user, than IMAP. Plus, many ISP and Website Hosting companies use POP Servers.

E-mail Account Setup

Fig 1.8 - Select POP as the account type from the ACCOUNT TYPE drop-down menu

USERNAME

The USERNAME edit box requires the User Name (also known as Account Name) or E-Mail Address used to verify your e-mail account. This could be your broadband user name (i.e. Yoingco), an e-mail address associated with your broadband account (i.e. yoingco@talktalk.net) or an e-mail address or user name set up by your website administrator (i.e. the e-mail address you use for your personal website, such as info@example.com). This will depend on your particular isp account (i.e. broadband account) or personal website requirements. In this example I have used the yoingco website's e-mail address (contactjohn@yoingco.com) but I could of used my broadband e-mail address instead (yoingco@talktalk.net).

E-mail Account Setup

Fig 1.9 - Type the e-mail account's username into the USER NAME edit box to continue

PASSWORD

The PASSWORD edit box requires the Password belonging to the above User Name. As you type the password into the PASSWORD edit box the characters you type are automatically hidden by dots for security purposes, such as to protect your password from being seen by someone looking over your shoulders and directly at your computer screen. To make sure you have typed in the correct password, obviously when no one is looking, click on the EYE button and keep it held down to view what you have typed in as your password.

E-mail Account Setup

Fig 1.10 - Type the e-mail account's password into the PASSWORD edit box to continue

E-mail Account Setup

Fig 1.11 - To view the password you have typed, to make sure it is correct, click on the EYE button.

OUTGOING  EMAIL  SERVER

The OUTGOING EMAIL SERVER edit box requires the name of your isp's (or personal website's) outgoing (sending) e-mail server. Basically, the network address of their computer (server) that takes care of the e-mails you send out to people. It usually takes the format of smtp or mail followed by their domain (www) name. Examples: mail.btinternet.com, smtp.orangehome.co.uk, smtp.talktalk.net and smtp.virginmedia.com). In this example I have used the yoingco website's outgoing (smtp) server network address of mail.yoingco.com.

E-mail Account Setup

Fig 1.12 - Type the name of your ISP's 'sending e-mail server' into the OUTGOING EMAIL SERVER edit box to continue

SECURITY  AND  AUTHENTICATION  SETTINGS

The remaining settings on the Internet Email Account window are to do with security and authentication and will be isp (or personal website) specific. Some or all of them might not need ticking (switched on), hence why you need to contact your isp or website administrator first.

The OUTGOING SERVER REQIRES AUTHENTICATION setting for example tells the e-mail client program that your isp's outgoing e-mail server requires that any e-mail sent out by the user (e-mail account holder) be authenticated; to make sure their credentials (i.e. username and password) are correct. Otherwise that e-mail might not get forwarded onto the recipient.

E-mail Account Setup

Fig 1.13 - Check with your isp (or website administrator) which settings need to be ticked

At this time TalkTalk do not require authentication. However, in the case of a website e-mail address (i.e. contactjohn@yoingco.com) being used to send e-mail through their servers, they may require the OUTGOING SERVER REQIRES AUTHENTICATION setting to be ticked (switched on) - This is something you may need to check with your isp as each website and its e-mail settings can be unique. In my case TalkTalk allow me to send and receive e-mail through their servers, for contactjohn@yoingco.com for example, with only the OUTGOING SERVER REQIRES AUTHENTICATION setting ticked. The other two settings called REQUIRE SSL FOR INCOMING MAIL and REQUIRE SSL FOR OUTGOING MAIL are not needed for authentication in my case.

When you have filled in all of the information on the Internet Email Account window that information should look something like the following. When you are happy that everything is okay simply click on the SIGN IN button to continue.

E-mail Account Setup

Fig 1.14 - Click on the SIGN IN button to continue

Congratulations! Hopefully you didn't find the above too difficult and can now see the All Done! window. If yes, click on the DONE button to begin using the Windows 10 MAIL App. If no, go back and check your settings.

E-mail Account Setup

Fig 1.15 - Well Done! Click on the DONE button to begin using the Windows 10 MAIL App.

After clicking on the DONE button you will see your new e-mail account listed on the main Mail window. All that's left to do now is click on that account to open up the actual MAIL App e-mail client window (Fig 1,17 below).

E-mail Account Setup

Fig 1.16 - Click on an e-mail account to open up the actual E-mail Client window

E-mail Account Setup

Fig 1.17 - The E-mail Client window of the Windows 10 MAIL App

To add another e-mail account just repeat the steps above, from Figures 2.2 to 2.15. In a future section I will show you how to adjust certain, more advanced, settings just in case your e-mail account does not fully work yet, for whatever reason(s). Some e-mail account set ups require further settings to be adjusted before they fully work.