SMTP, POP & IMAP Settings for Office 365 – Detailed Guide

Updated On - May 25, 2023 by Savita Sharma |

Reading Time: 4 minutes

This post will educate you on the features and advantages of an Office 365 subscription. You can join by selecting the advanced option or manually supplying the details when the Office 365 user wants to link their account with the Outlook application. The user must do SMTP, POP & IMAP settings for Office 365  for manual connections.

Office 365, currently known as Microsoft 365, is Microsoft’s suite of cloud-based corporate solutions. SharePoint, OneDrive for Business, the Microsoft Office suite (Word, Excel, PowerPoint, Access, OneNote, etc.), Publisher, Skype for Business, Microsoft Teams, and BI are some collaboration capabilities offered.

You may use Exchange Online with the Microsoft 365 Admin Center, where you can set up multiple user accounts. One must set up this account in Outlook before one can access these accounts, and several server options can improve the quality of the connection.

In Outlook, Office 365

Users of Office 365 can set up their accounts in Outlook and gain instantaneous access to their inboxes. Customers can choose from various protocols while setting up their accounts, including IMAP, POP, SMTP, and Office 365. Unfortunately, many people are unaware of the need to understand server configuration settings. Since they are human, mistakes are made, and the account is not linked. In this article, we will compare and contrast SMTP, IMAP, and POP, as well as discuss the configurations of Office 365 and a few widely used email clients.

Although there are many advantages to using IMAP, POP, and SMTP email servers, many users are unfamiliar with their configuration options. Here, we’ll go over the key distinctions between SMTP, IMAP, and POP, as well as the recommended configurations for Office 365 and a few other widely used email clients.


If you want to send an email from your computer to another server, you’ll need to utilize a protocol called Simple Mail Transfer Protocol, or SMTP; the program’s name does this. Unlike IMAP and POP, SMTP’s main purpose is not to store or retrieve messages. Emails can be relayed and forwarded from one mail server to another with the help of SMTP.

Although SMTP typically operates on port 25, it also supports ports 587 and 465. Many email companies continue to use secure SMTP, which was launched along with the last port.


The Post Office Protocol (POP) is the standard method for transferring messages between an email server and a client program. POP3 is the most recent version supported by almost all email clients. Various authentication methods and add-ons are both supported. One way a POP client can get at your messages is by:

  • Port 110 and 995 are used for SSL/TLS communications to the email server.
  • Emails are retrieved
  • User disconnects from the server
  • Deleting all server backups of their emails.

POP clients are also set up so the server can keep a backup copy of any downloaded messages.


IMAP, especially the latest version, IMAP4, is a more complicated protocol. To keep track of which emails have been read, replied to, and deleted, IMAP clients provide message flags. Users can even search within the inboxes stored on the server.

The following describes how the IMAP email server functions:

  • Utilizes TCP port 143 for normal email connections and TCP port 993 for secure SSL/TLS communications
  • Retrieval of Emails
  • Disconnection from Server When Email Client Is Closed

If you use IMAP, know that your messages and emails will remain on the server until you manually delete them.

Setting up Office 365 using IMAP, POP3, and SMTP

Outlook or Outlook on the web is how most Office 365 users log in. As a result, you’ll need data like the account type, server names, SSL and port settings, and so on to add any account to Outlook. The email service provider themselves typically provides these details, but we’ve included them here, along with those for the most popular services and Office 365 for your convenience.

SMTP Settings:

  • Server:
  • Port: 587
  • Encryption: STARTTLS
  • Authentication: Basic Authentication
  • User Name: Your Office 365 email address
  • Password: Your Office 365 email password

POP Settings:

  • Server:
  • Port: 995
  • Encryption: SSL
  • Authentication: Basic Authentication
  • User Name: Your Office 365 email address
  • Password: Your Office 365 email password

IMAP Settings:

  • Server:
  • Port: 993
  • Encryption: SSL
  • Authentication: Basic Authentication
  • User Name: Your Office 365 email address
  • Password: Your Office 365 email password

Choosing Between IMAP and POP: Some Things to Think About

It’s tough to choose just one of them for your email needs. As a result, picking between IMAP and POP3 is not as simple.

  •     Server Storage Space

IMAP stores messages on the server rather than downloading them, so it requires more capacity than POP3. Accordingly, POP3 is preferable if your server has limited room for storing messages.

  •     Available Anytime, Anywhere

With IMAP, you may check your email from any connected device, whether you prefer to do it on your iPhone, Android phone, desktop computer, or laptop computer.

  •     Synchronization

Using an IMAP email server, you can sync your inbox across all your devices and never lose any of your recent messages or other changes.

  •     Privacy

Everyone who uses a computer cares deeply about their privacy. People who utilize this method tend to download all their emails and delete them from the server. POP3 is the superior protocol for such end-users.

With these choices, you should be able to choose which email server is best for your needs. However, you will need the assistance of a professional program, such as Regain Email Backup tool, to transition from an IMAP account to Office 365. The tool can move every-bit of IMAP data to Office 365 without any hassle.

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All of the confusion about configuring SMTP, POP & IMAP Settings for Office 365 has been discussed in this blog. Use Regain Email Backup if you have an IMAP account and are considering switching to Office 365. You can easily and quickly accomplish your goal by using flexible filtering and mapping options in the Regain tool.

Author: Savita Sharma

I am Savita Sharma Technical Consultant and Writer in Regain Software. My responsibility in company is to update website with latest information regularly. And adding new content to make information easy and understandable. Usually writing on almost all products of Regain Software.

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