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Setting up email accounts and rules
Manage your incoming messages from one location
By Red Squirrel

Do you have more then one pop3 account? Or do you want to set up a new one? This how-to guide will show you how to setup a pop3 account, and as well as configuring Outlook / Outlook Express to manage each address.

Note that Outlook is almost the same as Outlook Express, but things might be slightly different. Since I use Outlook, I will be showing you how to do it in Outlook.

Scenario Let’s create a scenario, you have just opened a business and ordered the following email accounts from your isp or any pop3 mail provider:


You can set them up on separate computers, but why do that? Assuming only you want to be able to get mail yourself from all of these, we set them up on the same computer – in Outlook.

Setting up the accounts Open Outlook and go to tools/accounts. The following dialog will appear:

Internet Accounts dialog box

Now, on this dialog, click on the add button, a menu will come up, click on mail. You will get a wizard to create a new account. The actual account must already be activated by your provider and ready to be used in order for this to work properly once it is configured.

Internet Connection Wizard

Simply type up the name you want to appear when someone receives mail from this account. In this case, we are setting up the first email address from our list in our little scenario.

When you click on next, you will be asked to enter the email address.

Internet Connection Wizard

When you click next again, you will be asked to enter the incoming and outgoing server information. The way the email protocol works requires two servers. An SMTP server, to send mail, and a pop3 server, to receive and store mail. Your provider should have gave you this information. If not, using mail.[your provider’s url] usually works. If not, it would be smtp.[your provider’s url] and pop.[your provider’s url]. If none of these work and that your provider did not give you this info, it is not a bad idea to contact them, as it could be something more complicated, it depends on how their server is setup.

Internet Connection Wizard

When you click next, you will be asked to enter your username in password. The username will be the first part of the address (before the @) most likely), but it depends on your provider. You will also be asked to enter your password. Never loose this password, as even if you won’t have to type it again, you will surely need to redo this sometimes if ever you need to clean install Windows.

Internet Connection Wizard

The next and last step is to choose how you connect to the Internet. If you are using high speed such as ADSL or cable, you have to choose LAN, but if you use dial-up, you will need to choose phone line and choose the DUN connection that you want to use.

Internet Connection Wizard

That’s it! Your account is now created. Proceed with these same steps to create the others. If you click back in the dialog that displays your accounts, you will see a new account called by the SMTP server that you entered. If you double click on it, you get this dialog, in which you can change more settings, you may want to rename “mail.isp.com” to something like “administration”. This information will only be seen locally by you – it’s simply to know which account is which.

Internet Connection Wizard

Setting up rules Once you got your 5 accounts configured under descriptive names, everything goes in the inbox. To be more creative, let’s make everything go in separate folders. First, let’s create 5 folders with descriptive names. Simply right click on the iceteks_root folder called “outlook today” and choose to create a new folder and name it Once you have created the desired folders, right click on tools/rules and you will see this dialog.

Rules Wizard

DANGER! PAPER CLIP ALERT!!! During this process, you will be confronted with the evil Microsoft “assistant”. It is recommended that you only go through this step if you have a low temper and are in a good mood, and that your day will not be ruined if this emotional state changes – as it will!

Now that I warned you about the evil paper clip… Click on new and you will see a list. Simply choose to check messages when they arrive and click on next. You will see other items in both list, in the top list, check the rule “when received through the specified account” and then click on the word “specified” and you will get a small dialog, from there choose the name of the account, this is when naming your accounts to something better then “mail.isp.com” comes in, as you will know which to choose.

Rules Wizard

Then, click on next and choose to move it to the specified folder, and click on the word specified and choose the right folder. Note that this picture has been modified as the original screen shot would of messed up the layout (too wide because the dialogs were side by side).

Rules Wizard

From here, just keep hitting next and then finish, and do the same for the others.

You are done! By doing this, you might of noticed other options in the rules, you may want to experiment and go further if you like.

Testing Now that this is done, it is simply the fact of testing and making sure that it works. Send mail from and to various accounts to make sure all is working fine. If you get connection errors, it is recommended that you contact your provider, as it is possible that the pop3/smtp info is not correct. It depends on your provider and they are the only one that can give you the right info.

Happy emailing!

Red Squirrel
IceTeks Senior server-side administrator

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