How to Use Email Signatures in Outlook for Mac. Outlook for Mac lets you create and use multiple email signatures, and you can pick defaults per account. To get access to full message headers in Outlook Mail on web (at Outlook.com): Locate the email whose headers you want to examine in the message list. Click on the message with the right mouse button.
Mail automatically uses the correct settings for many email services. That's why you seldom need more than your email address and password to set up an email account on your Mac or your iPhone, iPad, or iPod touch. If Mail needs more information, get the settings in this article from your email provider. You can print the article and complete the Setting column with the information you need.
Name of setting | Setting | Description |
---|---|---|
Full Name | Choose your sender name as you would like it to appear in messages that you send. Example: John Appleseed. | |
Email Address | Your email address for this account, such as [email protected]. | |
Incoming mail server settings | ||
These settings are for downloading messages (receiving email) from your email provider's mail server. | ||
Account Type | Choose IMAP*, POP, Exchange IMAP, or Exchange EWS1, as directed by your email provider. If you're using a Microsoft Exchange account, see the Exchange setup instructions for Mac or iPhone, iPad, and iPod touch. | |
Description | Choose the name that Mail will use for your account, such as Work, School, or Yahoo. | |
Incoming Mail Server (host name) | The host name of the incoming mail server, such as mail.example.com. | |
User Name | Your user name for this account, such as appleseed. Some email providers want your full email address as your user name. | |
Password | The email password you use to sign in to your account. | |
Port | The port number used by the incoming mail server. Common port numbers for incoming mail are 143 and 993 for IMAP accounts, and 110 and 995 for POP accounts. | |
Authentication | Choose Password, MD5, NTLM, Kerberos, or None, as directed by your email provider. | |
Use SSL? | Does the incoming mail server support SSL (Secure Sockets Layer) or TLS (Transport Layer Security) encryption? | |
Outgoing mail server (SMTP) settings | ||
These settings are for uploading messages (sending email) to your email provider's mail server. | ||
Outgoing mail server (SMTP) | The host name of the outgoing SMTP (Simple Mail Transfer Protocol) server, such as smtp.example.com. | |
Port | The port number used by the outgoing mail server. Common port numbers for outgoing mail are 25, 465, and 587. | |
Use SSL? | Does the outgoing mail server support SSL or TLS encryption? | |
Authentication | Choose Password, MD5, NTLM, Kerberos, or None, as directed by your email provider. If None, you may need the additional settings below to send email when you're on a different network, such as from a Wi-Fi hotspot or Internet cafe. | |
Outgoing mail server (SMTP) settings for when you're on a different network | ||
Get these off-network settings only if your email provider doesn't use authentication for outgoing mail. | ||
Outgoing Mail Server (SMTP) | The host name of the outgoing mail server, such as smtp.example.com. | |
Port | The port number used by the outgoing mail server. | |
Use SSL? | Does the outgoing mail server support SSL or TLS encryption? | |
Authentication | Choose Password, MD5, NTLM, Kerberos, or None, as directed by your email provider. |
* IMAP (Internet Message Access Protocol) is best if you check email from multiple devices, because your messages are stored with your email provider until you delete them. As long as your devices can connect to your email service, your mailbox stays the same on each device. If you use POP (Post Office Protocol) on more than one device, those changes don't appear on every device, and new messages delivered to one device may not be delivered to your other devices.
We receive a lot of questions asking how to search for folders or get folder paths in Outlook. Unfortunately, it's not possible to search for folders and when you search for contents of a folder, Outlook doesn't show the folder path in the search dialog, only the name of the folder the item is in. The folder name is also shown on the File tab of an opened message, next to the Move to folder command (Outlook 2010 and newer).
If you don't need to locate the folder a message is stored in very often, you can use Advanced Find to see where the folder a particular message is stored in.
If you often need to find the folder and open it, you can use VBA to locate and open the folder. See Folder: Get the path for a VBA sample by Michael Bauer
Using Advanced Find to Show the Folder Path
To find the folder a message is stored in when using Outlook 2007 and newer, use Instant Search to find a message that is stored in folder then use Advanced Find (Ctrl-Shift-F) to see where the folder is.
- Run an Instant Search (or Advanced Find) to find an e-mail in the 'target' folder. Don't forget to select All Mail items (Current Mailbox or All Mailboxes in Outlook 2013) or All Subfolders from the Search toolbar.
- Open (double-click) a message you know is in the folder.
- Press Ctrl-Shift-F to open Advanced Find.
- Click the Browse button to reveal the full path to the e-mail.
How to find Outlook Subfolders Video Tutorial
Use Desktop Search in Windows 7 / Outlook 2007/2010
If you're using older versions of Outlook and Windows, desktop search will include the folder path in folder_namesubfoldersubfoldersubfolder format, often completing the search within seconds. This does not work in Outlook 2013 and newer or Windows 8 and newer.
You can search for only Outlook items from the Start menu or Windows Explorer by restricting the search to Outlook message stores using store:mapi. To limit the search to a specific Outlook item type, use kind:email, kind:tasks, kind:notes, kind:journal, kind:meetings, or kind:contacts
Published May 13, 2011. Last updated on May 13, 2016.