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email setup

Email setup for PC

Our Email Setup page contains general info about how email works.

Outlook Express email setup for the PC

The following is only a guide as you may have a different version and system. This is based on version 6 of Outlook Express. Also, in some fields more than one "protocol" (connection method) can work, so with some experimentation and trial & error you will be able to get it to work.

You may find it useful to copy, paste and print out the following guidelines.

This guide uses the email name: as an example.

Managing multiple addresses

The ultimate aim is to have several easily managed email accounts within the one program, Outlook Express. Each has a different name and password. The procedure is to set up your email accounts and assign one to be your main default. Once in your default identity, (eg “Joe at Company Name”) it’s easy to operate your other accounts by accessing other names to send from (via a pull-down arrow menu at the right end of the from field in the send mail window) or to retrieve from (via a pull-down menu within the Send/Retrieve button in the In Box main window).

So Joe’s default identity is “Joe at Company Name”. But to send mail from his “” email address, he first must choose to send a new mail message, then operate the pull-down arrow menu via the From field to select his identity as “Info at Company Name” (another identity set up). And to retrieve mail from his “” identity, he uses the Send/Receive button in the Inbox window to access that non-default account name.

If, however, you are in one of your non-default identities, you have to first switch identities to operate another account, as the pull down menu options don’t seem to appear! Very inconvenient! So it's important to set up your most important account as your default, then do all your emails (in and out) from within that account. Then, you never have to switch identities — which is very convenient!

Info on Switching Identities follows.

Set up an email account

Open Outlook Express. The main window should have File, Edit, View, Tools, Message and Help across the top.

File > Identities > Add new identity...

(This step can also be done via Tools > Accounts > Mail > Add > Mail... )

Type in your identity: Joe at Company Name (or whatever)

Below this there is a password option. Enter a password if you wish to add an extra layer of security (we don’t), the procedure is self-explanatory. If you do, don’t use the same password issued by Click as a Flash for your email name here.)

Click OK to finish with this window.

A window appears saying: Identity added. Do you want to switch to Joe at Company Name now?

Click Yes.

(If you are currently online, this window is a little different. It will say something like do you want to keep the current connection for the next identity? You might as well click Yes.)

Outlook’s “Internet Connection Wizard” opens, which is a sequence of windows where you specify your email settings.

1. Your Name

“When you send email, your name will appear in the From field of the outgoing message. Type your name as you would like it to appear.”

Display name:

Just type your name eg “Joe Smith” here, not your email address. Recipients will see this name as the sender of any emails.

Click Next.

2. Internet Email Address

“Your email address is the address other people use to send email messages to you.”

Email address. Type your email address eg:

Click Next.

3. Email Server Names

“My incoming mail server is a POP3 (type box) server.”

If it doesn’t say POP3 or POP, you should probably change it, though whatever setting works for your successful existing email account (if you have one) should work for all others too.

"Incoming mail (POP3, IMAP or HTTP) server": type the last part only of your domain name eg: (no “www” or “http” here).

“An SMTP server is the server that is used for your outgoing email.”

Outgoing mail (SMTP) server: Insert ISP’s mail server name here

SPECIAL NOTE: In this field you have to put your ISP's mail server name.

So if your ISP’s domain name is, their mail server name is typically something like: (but it could be entirely different). Leave out the "www."

But you must obtain this info from your ISP, this is outside the control of Click as a Flash.

This is the most tricky part of email setup, so it’s worth double checking that you have the correct mail server name from your ISP. Or, copy the settings from your existing personal email account.

This field is most probably case sensitive and is almost certainly lower case.

Click Next.

4. Internet Mail Logon

“Type the account name and password your Internet Service Provider has given you.”

In this case, CAAF is acting as your email provider, so input just the first part of your email name as per the following:

Account name: (yes, it's a % symbol, not a @ symbol.)

Password: ••••••••

Here, you input the password issued by CAAF in numbers and lower case.

Then, leave the “remember password” box unchecked, then whenever you do a new session on the computer you will be required to enter your password for extra security.

(If you uncheck it after inputting it, Outlook greys out your password. That’s fine.)

(Don’t worry about the Secure Password Authentication option in the lower part of this window, leave that box unchecked. This presumably refers to an encrypted password system which we have never tried.)

Click Next.

5. Congratulations field

“You have successfully entered all the information required to set up your account.

To save thes settings, click “Finish”.

Click Finish.

A SPECIAL NOTE: Your setup is not yet complete, you still have to specify some additional properties in the "Accounts" sequence of windows... And you can alter or check any of these "Wizard" settings. See following paragraph.

Now you should have a new identity “Joe at Company Name” which is quite separate and independent from other one(s) you have such as any personal email identity you already have.

And now (once you've set up all your names) you can choose which name you send from and also which account you retrieve from when you use email.

All from Outlook Express which gives you complete control over which identity you can use at any given time.

Changing email account properties

This is possible after you have set up with the “Wizard”.

From the main window (generally the Inbox window) click:

Tools > Accounts

Highlight your account which should read something like: (Outlook places the name from Step 3 of the Wizard here.)

(A SPECIAL NOTE: You can also add new identities from this window via the “Add” button)

Click on the Properties button.

A window appears which might be called properties or similar.

Click on the General tab

Mail Account.

“Type the name by which you would like to refer to these servers.”

Input: (if it hasn’t already been placed there by Outlook Express).

User Information:

Name: Joe Smith

(This field can probably be the same for other identities, but to be safe it's recommended to use other names eg "Info").

Organization: leave blank or use a company name eg: CompanyName Inc.

Email address:

Reply address: just repeat your full email address here.

If you wish, you can check the box which says:

“Include this account when receiving mail or synchronizing.”

(This seems to allow you to include this account when you want to send/receive from all your accounts simultaneously, rather than perform each individually.)

Click on “Apply” if it’s not greyed out.


Click on the Servers tab

“Server information”

My incoming mail server is a POP3 server.

(POP3 is in a field. This should be the setting you choose.)

Incoming mail (POP3):

Outgoing mail (try SMTP): You should input your ISP’s mail server name for this. This is info you need from your ISP. We can’t help with this. (If you don’t have an ISP you can try using your domain name in the form

The correct format should be without the "www."

“Incoming mail server”

Account name:

IMPORTANT: yes, it's a "%" symbol not a "@" symbol!

Password: Input your password issued by CAAF. (You may need to first check the “Remember password" box, you can uncheck it later.)

Uncheck the "Remember Password" box.

Don’t worry about checking the following two boxes about password and server authentication, unless you really want to add extra security.

Remember to click on Apply (if not greyed out) – to activate your data!

Click on the Connection tab

Check the box saying:

“Always connect to this account using:”

In this field you should select the option which may well already be there — your ISP’s mail server. So it probably repeats the option of the mail server name you have previously provided.

Don’t select the other option “Local Area Network” which may appear as well (unless you ISP has instructed you to do so).

The ISP option should be available since you already have internet access. Whatever name appears in this field should be correct and probably shouldn’t be changed.

On Click as a Flash’s PC it says our ISP's name which isn’t their mail server name, but it works!

If your ISP name doesn’t present as an option, or if you don't have one, this is also the location where you can use the “Settings” and “Add” buttons to set up your computer to access the web with an ISP.

Click Apply.

Security and Advanced tabs

It's up to you if you want to use these. Under the Advanced tab, server port numbers are specified. We don’t know how to determine the correct numbers, but hopefully they are already correctly determined by the computer. This should be true as your existing email system works fine.

(In a typical case, computers use Port 110 for incoming POP and Port 25 for outgoing SMTP – but don’t change your numbers if they are different!)

Don't store email on the server!

Delivery option near base of page.

Make sure the delivery box here is unchecked, or if you check it, check the following option as well so that accessed email is removed from the server in no more than 30 days.

IMPORTANT: This is a requirement of Hostgator, we cannot permanently store emails on their servers.

If finished with the Advanced tab of the Properties window, click APPLY and OK to close this sequence of windows.

Under the “Mail” tab of your Internet Accounts window, your account should be listed as a mail type of account and your connection should be via your ISP.

You can now close your Internet Accounts window.

Using your email

You should now be back at your main window and suggest you click on “Inbox” (at left) to make that the featured window.

If setting up has been successful, you should now have at least one email identity. Outlook should tell you which one is current by displaying which one is active in the very top menu bar eg: Joe at Company Name.

The next tricky thing concerns which email account you define as your main default.

Whichever account is your default, you can access all your other accounts from there as well. So it’s highly recommended to always work from your default identity.

Otherwise, if you are in one of your non-default identities, you have to SWITCH IDENTITIES FIRST to use another email account.

Switching Identities

You can choose which name you want to send or receive from, depending on whether your email is business or personal. For example, Joe might want to immediately retrieve email from his business site at Company Name (hosted by Hostgator) but can wait until tomorrow to retrieve personal mail from his Hotmail account (hosted by Microsoft). You can do this in Outlook via the Send/Recv button at the top of the InBox window. Once your email addresses are set up, and if you are in your main default identity, you can easily access other accounts via the Send/Recv button.

File > Switch Identity (only possible if you have more than one identity!)

Click on one of the options eg "Info" or whatever you have titled them.

[ When you switch identities, Outlook temporarily closes the window while it reconfigures.

If you are offline, it gives you the self-explanatory procedure to go online. A name/password window appears. User name for your company name would be and the password the one issued by us. You will also need your ISP's password. ]

So let’s ASSUME you make your main default identity.

If you are in that account (the top menu should read “Joe at Company Name” or your chosen identity name) then you simply go to Message > New Message to send an email in the normal way. It’s inside the New Message window that you are able to define which identity you are sending from via a handy pull-down arrow menu at the right end of the “From” menu. (That is, you choose to be Joe from Company Name or another identity eg "Info" or whatever).

However, if you are in a personal identity eg, to send an email from your name, you have to SWITCH IDENTITIES over to “Joe at Company Name” first! Only the main identity can directly access the others for convenience. If you switched to a non-default identity, Outlook doesn’t give you a pull-down arrow menu inside that Mail window. To access other identities you have to physically switch over.

This is inconvenient — that’s why it’s best to always work from your main default identity.

So if you are within your main identity, you do not have to CHANGE IDENTITIES to access other names. This is because Outlook gives you a pull down arrow menu via the “From” field to access your available sending identities.

Now, once you have accessed the identity you want for the moment, you can send emails in the normal way. So when you set it up, please send a test message to Click as a Flash and request a reply. You can also send yourself test messages between your different identities.

Or send a test to a friend you can phone instantly to see how the test went, and make modifications by trial and error accordingly!

To define which account is your main default email identity

Tools > Accounts > Mail

Select an email name > Set as Default.

To retrieve a message from your mailbox at Hostgator

(Your website resides in a reserved space on a server at Hostgator in California.)

Be sure you are operating from your main default identity.

Click on the RIGHT HAND SIDE of the Send/Recv button (there's a little arrow symbol).

(You are probably in the main window with Inbox highlighted.)

By clicking on the right hand side where there is a little arrow icon, you can access a pull-down menu of all your email identities. (If everything is set up right!) If you just use the main button, Outlook receives from all your accounts and you have to input all your passwords in a sequence. It's usually best to just receive from one account at a time.

Scroll down to the identity of your choice.

Outlook then proceeds to download any mail sent to that identity from the mailbox at Hostgator.

NOTE: This button can also be set to send any unsent messages, if there are any. It's probably simpler to always send messages straight after writing them.


If your email doesn't work, you may have to experiment with different settings in some of your Account fields. You may be able to get help or information from your ISP, email software documentation (book or online) or a friend who is a computer expert!

Return to the general Email Setup page.



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