Outlook for Windows Setup Guide

Microsoft Outlook · Windows (Microsoft 365 / Office)

These steps cover the full desktop Outlook application (Microsoft 365 / Office 2021 and later) on Windows. The process takes around three minutes.

Settings at a Glance

Incoming Mail (IMAP)

Server imap.topmail.com
Port 993
Security SSL / TLS
Username your email address
Password your password

Outgoing Mail (SMTP)

Server smtp.topmail.com
Port 587
Security STARTTLS
Username your email address
Password your password

Steps

1

Open Outlook and start adding an account

Open Microsoft Outlook on your Windows PC.

  • First time using Outlook: The "Welcome to Outlook" screen will ask for your email address. Enter it, expand Advanced options, check Let me set up my account manually, then click Connect.
  • Already have accounts: Click File → Add Account, then follow the same steps above.
Outlook account setup dialog with Advanced options expanded
Check "Let me set up my account manually" before clicking Connect
2

Choose IMAP

In the account type selection screen, click IMAP.

Outlook account type selection — IMAP option
Select IMAP as the account type
3

Enter server settings

Fill in both the incoming and outgoing server details:

Incoming Mail (IMAP):

  • Server: imap.topmail.com
  • Port: 993
  • Encryption method: SSL/TLS

Outgoing Mail (SMTP):

  • Server: smtp.topmail.com
  • Port: 587
  • Encryption method: STARTTLS

Click Next.

Leave SPA unchecked. Do not tick "Require logon using Secure Password Authentication (SPA)" — Topmail does not use SPA.
IMAP Account Settings dialog showing incoming server port 993 SSL/TLS and outgoing server port 587 STARTTLS
Incoming: port 993 / SSL/TLS — Outgoing: port 587 / STARTTLS — SPA unchecked
4

Enter your password

Type your email password when prompted and click Connect.

Password entry screen in Outlook account setup
Enter your email password and click Connect
5

Confirm and finish

Outlook will test the connection and, once successful, show an "Account successfully added" confirmation. Click Done.

Your Topmail inbox will appear in Outlook's left-hand pane. Send yourself a test email to confirm everything is working.

Account successfully added confirmation screen
Click Done — your Topmail account is ready

Troubleshooting

"Something went wrong" or connection failure

Go back and double-check the server names are exactly imap.topmail.com and smtp.topmail.com, with the correct ports (993 / 587) and encryption methods (SSL/TLS / STARTTLS).

Outlook keeps asking for my password

This usually means the username or password is wrong. Your username must be your full email address. Verify your password by logging into mail.topmail.com.

Can receive but not send

Go to File → Account Settings → Account Settings → select your account → Change → More Settings → Outgoing Server tab. Ensure "My outgoing server (SMTP) requires authentication" is checked and set to "Use same settings as my incoming mail server."

Using the new "Outlook for Windows" (web-based version)

The newer web-based Outlook app included in Windows 11 has a different account setup flow. Use the Windows Mail app instead, or install the classic Outlook desktop app from Microsoft 365.

Still having trouble? Our team is happy to help. Call +44 117 463 3403 or email support@topmail.com.