Setting up an email account in Outlook
Outlook: Set up your mailbox account
Important note on two-factor authentication (2FA):
As soon as you activate two-factor authentication, external applications such as Outlook, Thunderbird, DAVx⁵, or mobile calendar and address book apps can no longer access mailbox using your regular password. You must create a dedicated Mail app password for this purpose.
This article explains step by step how to set up a mailbox account in the current version of Outlook – on Windows (new Outlook), on macOS (Outlook for Mac), and in the Outlook apps for iOS and Android. It also describes how to enter server settings manually, which login credentials apply when two-factor authentication (2FA) is enabled, and how to resolve common issues.
Note on older articles: This guide replaces all previous instructions for legacy versions of Outlook. Please only use this updated guide.
Requirements and login credentials
To sign in to Outlook, you need your primary address (e.g. name@mailbox.org) and a password.
If 2FA is enabled, you must use a dedicated Mail app password in Outlook instead of your main password. You create such app passwords under All settings | Security | Mail app passwords, where you must allow IMAP and SMTP. Further details can be found in our articles on 2FA and app passwords.
The general server data for mailbox are:
| Service | Server | Port | Encryption | Username | Password |
|---|---|---|---|---|---|
| IMAP | imap.mailbox.org | 993 | SSL/TLS | Your full Mail address | mailbox password or Mail app password (2FA) |
| SMTP | smtp.mailbox.org | 465 | SSL/TLS | Your full Mail address | mailbox password or Mail app password (2FA) |
| SMTP | smtp.mailbox.org | 587 | STARTTLS | Your full Mail address | mailbox password or Mail app password (2FA) |
Windows: Outlook (from 2023 onwards)
Automatic setup
Open Outlook.
Add an account:
- New Outlook: Settings | Accounts | Add account
- Classic view: File | Add account
- Enter your full Mail address and select Continue.
Sign in:
- Without 2FA: enter your mailbox password.
- With 2FA: use the Mail app password.
- Confirm the automatically detected server values and complete the setup assistant.
Allow Outlook to synchronise your folder structure initially.
Manual setup (if necessary)
- Start the assistant again via Add account and select Manual.
- Choose IMAP as account type.
Incoming mail (IMAP):
- Server: imap.mailbox.org
- Port: 993
- Encryption: SSL/TLS
Outgoing mail (SMTP):
- Server: smtp.mailbox.org
- Port: 465 with SSL/TLS
- Enable Outgoing server requires authentication and select Use same settings as incoming mail.
Username: your full Mail address.
Password: mailbox password or, with 2FA, the Mail app password.
- Save and complete the assistant. Outlook will then synchronise your folders.
Troubleshooting (Windows)
If sign-in fails after setup, first check whether 2FA is active and whether you are using a Mail app password.
Ensure that encryption settings match the selected server and port. In case of repeated password prompts, delete the entry from the Windows Credential Manager and restart Outlook.
macOS: Outlook for Mac (2024/2025)
- Open Outlook | File | Add account.
- Enter your full Mail address and select Continue.
If automatic detection works: confirm the suggested values and sign in with your Mail address + password (with 2FA use the Mail app password).
- If detection is incorrect: choose Manual | IMAP.
Enter server details:
| Service | Server | Encryption | Port |
|---|---|---|---|
| Incoming (IMAP) | imap.mailbox.org | SSL/TLS | 993 |
| Outgoing (SMTP) | smtp.mailbox.org | SSL/TLS | 465 |
- Enable Outgoing server requires authentication.
- Save/finish and let Outlook synchronise the folder structure.
Check folder mapping (if Sent/Deleted/Archive are missing)
Path: Outlook | Settings | Accounts | select account | Advanced | IMAP
Verify or adjust folder assignments: Drafts, Sent, Deleted, Archive.
Confirm and synchronise again.
Troubleshooting (macOS)
Multiple password prompts usually indicate an incorrect password (Mail app password with 2FA) or mismatched encryption settings. Adjust IMAP/SMTP encryption and, if needed, delete stored credentials in the macOS Keychain.
Outlook app for iOS and Android – step by step
- Open the Outlook app.
- Go to Settings | Add account.
Enter your Mail address.
- If sign-in does not complete automatically, select IMAP and enter:
IMAP: imap.mailbox.org, SSL/TLS, Port 993
SMTP: smtp.mailbox.org, SSL/TLS, Port 465
Username: your full Mail address.
Password: mailbox password, or the Mail app password with active 2FA.
- Complete the setup. The app will synchronise Mail and – depending on permissions – contacts and calendars.
Notes on background sync and notifications
Push notifications and background synchronisation depend on your device’s energy and network settings. If notifications arrive late, ensure that Outlook is excluded from battery or power saving features and that all network permissions (background data, unrestricted data) are enabled.
General troubleshooting
Endless password prompts: with active 2FA, a Mail app password is required. Create a new app password, store it securely, and replace the previous one in Outlook.
No connection to the outgoing server: verify whether port and encryption match (465/SSL-TLS or 587/STARTTLS) and ensure Outgoing server requires authentication is enabled.
Folders are assigned incorrectly: open the advanced IMAP settings and assign Sent/Deleted/Archive manually. Then synchronise again.
Switching from classic Outlook: some Windows installations still offer “Outlook (classic)”. Microsoft recommends the new Outlook for new accounts. If you continue using classic Outlook, the same server values apply; only the dialogs differ.
