Outlook 2016: Redtail-hosted Email Setup

For a brief post just highlighting Redtail's server settings themselves, which would apply to whatever email client you are using, please see this post.

Note as well: the preferred method of setup in Outlook with our hosted email platform is utilizing MAPI via ZCO. You can learn how to handle that setup here.

To access your Redtail-hosted email account within Outlook, the account must be setup utilizing Redtail's server settings. Below, we will walk you through the setup process within Outlook 2016.

 In your Outlook Toolbar, click File and select Add Account from the menu:






The Add Account dialog box will then appear.  Select the "Manual setup or additional server types" radio button followed by the Next button.


On the Choose Service window, select the POP or IMAP radio button, then select Next to progress to the next window:


You will then be prompted to enter your account settings within the POP and IMAP Account Settings window.

In the User Information section, type in your Name and the E-mail Address you are setting up.

In the Server Information section, the first thing you need to do is choose your Account Type: POP3 or IMAP from the drop-down menu. If you will be accessing your e-mail on multiple computers/devices, you should select IMAP as your Account Type.  For more information about Account Types, click here.


For IMAP accounts, you would select IMAP in the Account Type drop-down menu and your Incoming and Outgoing mail server information would be set up as follows:

Incoming mail server: imap.redtailtechnology.com

Outgoing mail server (SMTP): smtp.redtailtechnology.com


For POP3 accounts, you would select POP3 in the Account Type drop-down menu and your Incoming and Outgoing mail server information would be set up as follows:

Incoming mail server: pop.redtailtechnology.com

Outgoing mail server (SMTP): smtp.redtailtechnology.com


Last, in the Logon Information section, type in your User Name (which will be your full e-mail address) and Password (which will be set to whatever you provided on your E-mail Setup Form.) Place a check in the Remember password box but do not check off the box to Require logon using Secure Password Authentication (SPA).

Before completing the setup, you will need to configure the outbound authentication and your Port settings. To configure these settings, you will select the More Settings button on the Internet Email Settings dialog. (Note: If you have accidentally completed your setup at this point, you could work your way back to this dialog by going to Outlook’s File/Account Settings, highlighting the email address and then clicking Change or double-clicking on the email address.)


IMAP Account Type:


Note: if you wish to have your sent items sync over to the server, you will want to move the Mail to keep offline: slider to 1, 3, 6, 12, or 24 months. This refers to the time frame of mail that is cached locally and is accessible offline. If set to All, the sent folder will only be visible locally and not within the web client or within other mail clients/devices.


POP3 Account Type:


After clicking on More Settings, you’ll see a new Internet Email Settings dialog – go to the Outgoing Server tab on this dialog. On the Outgoing Server tab, you will check the box for the option "My outgoing server (SMTP) requires authentication".  After checking the box, "Use same settings as my incoming mail server" will be selected by default. This is the option you will want selected. Next, you will go to the Advanced tab.


On the Advanced tab, select "SSL" from the drop down menus for the "Use the following type of encrypted connection" option for both your Incoming and Outgoing server.

Below is a list of your Port options:

Incoming Email: (Note: Outlook will automatically update the port numbers for the Incoming when you select SSL)

IMAP Ports: 993(ssl)

POP Ports: 995(ssl)

Outgoing Email: (Note: The port number will need to be manually changed from 25 to 465)

SMTP Ports: 465(ssl)

Next, you will select OK to preserve the changes you just made and close the More Settings options and return to the POP and IMAP Account Settings dialog box.


IMAP Account Types:


POP3 Account Types:


Note: for POP Accounts, you will see a Delivery section. Here you can select to leave a copy on the server by checking the box next to Leave a copy of messages on the server. This is optional. We suggest leaving the default setting of 14 days for the Remove from server after __ days option. Please do not exceed 30 days as this can cause issues with Outlook.


You will now click the Next button and Outlook will test the settings you entered. If all the information was entered correctly, you will receive "Complete" for both incoming and outgoing tests.


After the test is complete, you can click Close then Finish on the following screen.


 Your e-mail should now be configured correctly with Redtail’s Hosted Email service.


One final note: You can login directly to Webmail at https://webmail.redtailtechnology.com. If you encounter any issues with this, please give our email support team a call at 800-206-5030 opt. 3 then opt. 3.

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