A Detailed Guide on How to Setup Outlook SMTP and Configure Settings

Want to use your Gmail, Yahoo, or custom domain email in Outlook? 

You’ll need to configure SMTP server settings to make it work. 

SMTP (Simple Mail Transfer Protocol) is essentially your email’s delivery system. When you hit ‘Send,’ SMTP does three key things: 

• It verifies the recipient’s address
• Delivers your message to their email server
• Notifies you if something goes wrong (like when an email bounces) 

Ready to configure SMTP settings in your Outlook account? Let’s get started!

What is an Outlook SMTP server?

An Outlook SMTP server is Microsoft’s email server that handles outgoing messages for Outlook and Microsoft 365 accounts.

Key technical aspects:

• Functions as a relay server between your email client and recipient servers
• Manages email routing through Microsoft’s global network infrastructure
• Handles MIME encoding for attachments and special characters
• Processes DNS lookups to resolve recipient domain information
• Implements spam prevention measures and sender verification
• Provides automatic retry logic for failed message delivery attempts

The server operates on Microsoft’s cloud infrastructure, ensuring high availability through redundant systems and geographical distribution. 

?Note: The basic Outlook SMTP server is free to use with any Outlook.com account. This is different from Microsoft 365’s premium SMTP service, which requires a paid subscription and includes additional features. 

What are the default SMTP settings for an Outlook account?

These are the default SMTP settings you’ll need to either send emails through Outlook’s SMTP server or add your Outlook account to another email client:

*A port is a communication endpoint determining how your emails will be transmitted.

How to Find These Settings in Outlook

1. Open Outlook on your computer
2. Click File > Account Settings
3. Double-click your account
4. Look under Server Information
5. For port settings: More Settings > Advanced

? Important Security Note: Outlook uses port 587 with TLS encryption to keep your emails secure during transmission. While port 25 is also available, we recommend using 587 for better security.

How to configure SMTP server settings in Outlook? Step-by-step guide

In this section, we will show you two different ways to configure SMTP server settings in Outlook: 

• Using another email provider (For example Gmail, Yahoo Mail etc.) 
• Using your Outlook account 

Configure your SMTP server settings using Gmail

Follow the steps to configure SMTP server settings using an email provider. We have used Gmail here: 

Step 1: Open your Gmail account and click on Settings at the top right corner 

Step 2: Check your Google Account security settings

• Go to your Google Account settings (click your profile picture > Manage your Google Account)
• Click on ‘Security’ in the left menu
• Check if 2-Step Verification is enabled

If 2-Step Verification is on, create an App Password:

• Stay in Security settings
• Scroll to “2-Step Verification” and click on it
• At the bottom, click on “App passwords”
• Select “Mail” and “Windows Computer” from the dropdowns
• Click “Generate”
• Copy the 16-character password – you’ll use this instead of your regular Gmail password

?Note: When setting up your email client, use this App Password instead of your regular Gmail password. This is a security requirement—your regular password won’t work if 2-step Verification is enabled.

Step 3: Click See All Settings followed by Accounts and Import. Now scroll down to click Add a mail account. 

Step 4: Enter your name and Outlook email ID here and click Next Step. 

Step 5: To configure the SMTP server, add your SMTP server address (you will find it in your Outlook default settings), username (Your Outlook email ID), and Outlook password. Add your SMTP port 587 and select between TLS/SSL. Now click Add Account. 

That’s it. You can easily send emails from another email provider using your Outlook email address. 

Quick verification test:
– Send a test email to yourself
– Check both your Gmail and Outlook accounts to confirm delivery
– Verify that the “From” address shows correctly
– Check your spam folder if the test email doesn’t arrive within a few minutes

Configure your SMTP server settings using Outlook

Follow the below steps to add a new email provider to Outlook. We are using Yahoo Mail as an example: 

Step 1: Prepare your Yahoo account’s security

Log into your Yahoo account and generate an app password under Account Security settings. If you use Yahoo’s two-step verification, you’ll need this instead of your regular password.

Step 2: Set up in Outlook 

Launch Outlook and go to File > Info > Account Settings > New. Choose Manual setup when prompted.

Step 3: Enter Yahoo Mail settings 

Enter these server details exactly as shown:

• Incoming server: imap.mail.yahoo.com
• Outgoing server: smtp.mail.yahoo.com
• Port: 587
• Encryption: TLS
• Username: your full Yahoo email address
• Password: your Yahoo app password

Step 4: Verify server settings 

Click ‘More Settings’ and ensure ‘My outgoing server requires authentication’ is checked. Under Advanced, confirm that TLS encryption is selected.

?Note: Send yourself a test email to verify everything works. Check your spam folder if you don’t see it in your inbox.

When to use Outlook SMTP server settings?

Use SMTP server settings in Outlook in the following scenarios: 

Personal communication & small teams

Outlook SMTP settings provide unified access through a single interface for users managing multiple email accounts. This works well for individuals juggling personal and professional emails or small teams sharing calendars and contacts. 

The setup supports up to 5 connected accounts with full synchronization capabilities while maintaining distinct identities for each address.

Development & testing

Developers can leverage Outlook SMTP to build and test email functionality in applications. The stable infrastructure makes it ideal for prototyping notification systems and verifying email templates. 

With consistent delivery rates and standardized error responses, it serves as a reliable platform for API integration testing without complex server management.

Basic business operations

Organizations can implement company-wide email configurations including standardized signatures and department-specific addresses. 

The server handles basic email automation tasks while integrating seamlessly with calendar scheduling and resource management. 

This makes it particularly valuable for businesses already using Microsoft services that need reliable email delivery without managing server infrastructure.

Microsoft ecosystem integration

For teams heavily invested in Microsoft tools, Outlook SMTP provides native compatibility with SharePoint, Teams, and OneDrive. 

This ensures proper formatting of shared links, seamless calendar invites, and consistent document sharing across the platform. The integration eliminates common formatting issues and maintains security protocols across services.

When not to use Outlook SMTP server settings?

Don’t use SMTP server settings in Outlook in the following scenarios: 

For high-volume email operations

Suppose you want to send updates to 2,000 customers – that could take around seven days to complete through Outlook SMTP due to the 300 daily email limit. 

Or imagine sending a product launch announcement to 800 subscribers – you might need to split this into three batches over multiple days. 

These scenarios might play out differently based on your actual sending patterns and delivery success rates if you consistently need to send more than 300 emails per day. Consider opting for email services that can quickly handle larger volumes and provide better delivery tracking.

For advanced feature requirements

Marketing teams who need to track campaign performance will find Outlook SMTP too basic. 

For example, you’ll need more robust tools if you want to know which email subject lines work best or track when customers click on your product links. While Outlook can tell you if an email bounced, it can’t show you valuable data like open rates, click maps, engagement times, etc.

For compliance-heavy environments

Outlook SMTP lacks key security features needed in regulated industries:

• No support for custom DKIM signatures
• Limited SPF record options
• Basic TLS encryption only (no option for higher grades)
• No automated compliance reporting

For healthcare providers handling patient communications or financial services sending sensitive documents, enterprise-level solutions like Proofpoint offer the required security certifications and audit trails.

For transferring large files

The 25MB attachment limit is restrictive for many business needs. While you can use OneDrive links (up to 2GB), this isn’t always practical – especially when sending files to clients who need direct attachments or don’t use Microsoft services. 

For regular large file transfers, consider specialized services like Dropbox Business for seamless large file sharing via email.

Common issues and troubleshooting tips

Have trouble with your Outlook SMTP settings? Here are the most frequent issues people run into and how to fix them:

Can’t connect to SMTP server

This usually happens when your email client can’t establish a secure connection with Outlook’s servers, often due to incorrect credentials or network restrictions.

• Double-check your username is your complete email address (example@outlook.com)
• Verify you’re using the correct password
• Confirm the server address is smtp-mail.outlook.com (watch for typos!)
• Make sure your firewall doesn’t block port 587

Authentication failed

This occurs when Outlook’s security systems don’t recognize the login attempt, commonly due to outdated or mismatched login credentials.

• Try resetting your Outlook account password
• If you use two-factor authentication, you’ll need to create an app password
• Check if your account is locked (you can unlock it at account.live.com/ResetPassword.aspx)

Emails not sending

This typically happens when you’ve reached Outlook’s sending limits or when there is a configuration mismatch between your email client and Outlook’s servers.

• Verify you haven’t hit the daily limit (300 emails or 100 recipients)
• Test with a smaller number of recipients
• Check if your internet connection is stable
• Make sure TLS/STARTTLS is enabled in your email client

Messages stuck in outbox

This issue commonly arises when your email client loses connection to the SMTP server mid-send or encounters size limit restrictions.

• Clear your outbox by deleting stuck messages
• Restart your email client
• Check if your message size exceeds 20MB (including attachments)

?Pro tip: If you get an error message, write it down exactly as it appears. This will make troubleshooting much easier.

Still, having issues? Try these quick fixes:

• Log out and back into your email client
• Clear your email client’s cache
• Test your settings using a different email client
• Make sure your Outlook account isn’t suspended (check by logging into outlook.com)

Most connection issues clear up after checking these basics. If problems persist, Microsoft’s support team can help with account-specific issues.

Beyond Basic SMTP: Transform Your Outlook Experience

Setting up SMTP correctly is crucial for reliable email delivery in Outlook. 

However, as your team grows beyond managing basic email communications, you’ll need more than proper SMTP configuration. 

Here’s where Hiver transforms your Outlook experience

Email Management Transformation:

• Turn team inboxes like info@ into collaborative workspaces
• Assign and track every email for clear accountability
• Cut response times by 60% with streamlined workflows

Powerful Features, Familiar Interface:

• No new software to learn – works right inside Outlook
• Collaborate with internal notes alongside email threads
• Automate routine tasks with custom workflows
• Track team performance with detailed analytics

Real Results: 

• 100% SLA success rate
• 50% decrease in email resolution time
• 250% increase in efficiency

Ready to upgrade your Outlook experience? 

Start using Hiver for free!

Frequently asked questions

1. How do I find my SMTP server in Outlook? 

Open Outlook, go to File > Account Settings > Double-click your account > Look under Server Information. Your SMTP server details will be here.

2. What should the SMTP server be for Outlook?

For Outlook.com accounts, use smtp-mail.outlook.com with port 587 and TLS encryption. This is the standard server address for all Outlook personal accounts.

3. What is the SMTP server for Office 365?

Office 365 uses smtp.office365.com as its SMTP server address. Use port 587 with TLS encryption for secure email transmission.