Force Outlook 365 to accept a non-email username as a login

Outlook is a great tool for messaging on Windows and even more so if you are using an Exchange server, but if you are still using a POP or IMAP account where your assigned username is not your email address, then Outlook can be impossible to set up, as the new account wizard only expects your username to be equal to your email address, and this is not always the case, and has no obligation to be!

For example, your email address may [email protected], but your username to the mailserver maybe just “j.doe”… and the standard Outlook new account wizard will refuse this, even though this is perfectly valid for the POP and IMAP RFC's!

Back to the future

If you are stuck in this situation, and as of time of writing, works on the latest version of outlook supplied in Office 365, you will need to close any wizards then close outlook, then click on the start menu and type:

outlook.exe /manageprofiles

This starts an old school email setup wizard.

From here:

  • Click on the Email Accounts“ button” to display the account management panel

  • Click on “New” to get to the new account panel:

  • By default, the “Email Account” radio button is selected. Look below and select “Manual setup or additional server types”, then click “Next” to select your incoming server type as POP or IMAP:

  • Select “POP or IMAP”, then click on “Next” to display the parameter settings form

  • Here you get to the classic account setup form: Enter:
    • Your Name
    • Your email address
    • Select your server type (POP or IMAP) from the list box (I will not go over POP3 setup in this document)
    • Your incoming and outgoing email server URL's
    • Finally in the “Logon Information ” section, you can enter your username and password.

More Settings

If your server does not require any specific security and you are using standard unsecure connection email, you can just click next (or Test Account Settings if you want), but if you may need to set encryption security, you will need to click on the “More Settings …” button:

Outgoing Server tab

If your SMTP server requires a username and a password, you can tick the “My outgoing server (SMTP) requires authentication”.

  • Often if an SMTP server requires a username and password, it will be the same as the IMAP server, so select “Use same settings as my incoming mail server”
  • If you have a specific username and password, select “Log on using”, and fill in the appropriate fields.

Advanced tab

Here you can set the server ports and encryption methods as by default Outlook will use the unsecure server ports 143 for IMAP and 25 for SMTP:

IMAP Ports

  • Non-encrypted AUTH : Port 143
  • SSL/TLS : Port 993
  • StartTLS : 143

SMTP Ports

  • Non-encrypted AUTH : Port 25
  • SSL/TLS : Port 465
  • StartTLS : Port 587

From here, once your port and encryption method selected, click on “Ok” to save, and return to the setup form. You should be good to go from here to test or save your new account.