Outlook mails in apple mail

If you can’t add iCloud Calendars, Mail, or Contacts to Outlook

Try these steps if you need help with your iCloud Calendars, Mail, and Contacts in Outlook, and learn about iCloud features that work differently in Outlook than they do on your Apple device.

Things to check first

1. Check that your PC meets the iCloud system requirements and is connected to the internet.
2. Download iCloud for Windows and sign in with your Apple ID.* If you have multiple Apple IDs that you use with iCloud, check that you’re logged in to iCloud for Windows with the same account that you use on your other devices.
3. Check the System Status page for any known issues affecting iCloud Mail, Contacts, or Calendars.
4. Make sure that the date and time settings on your PC are correct.
5. Make copies of the information you store in iCloud.

Seeing duplicate calendars or duplicate contacts? Learn how to remove duplicate calendars or remove duplicate contacts.

* If you don’t use iCloud for Windows, set up two-factor authentication and sign in to Outlook with your Apple ID user name and an app-specific password.

Outlook

If you don’t see recent changes, or iCloud for Windows doesn’t support your version of Outlook, learn what to do.

If you don’t see recent changes made in Outlook

If you recently made changes in Outlook that aren’t updating on your other devices, or changes on your other devices that aren’t updating in Outlook, click Refresh in Outlook.

If the installed version of Outlook isn’t supported

If you receive an error that says the Installed version of Outlook is not supported by iCloud, uninstall the version of Office that you got from the Windows store. Then, follow these steps to install Office 365.

If you need help setting up or sending your iCloud Mail, learn what to do below.

If the Mail option in iCloud for Windows is grayed out

If you didn’t set up an iCloud Mail account when you set up iCloud, the Mail option in iCloud for Windows might be grayed out.

1. Set up an @icloud.com email address.
2. Close and reopen iCloud for Windows.
3. If you still don’t see the Mail option, sign out and back in to iCloud for Windows.

If you have emails that stay in your Outbox

1. Move the message from the Outbox to the Drafts folder, or delete it.
2. Open the message in the Drafts or Deleted Items folder, then click Send again.

If you can’t send or receive mail

1. Make sure you can send and receive email from iCloud.com and your iOS device.
2. Close Outlook.
3. Sign out of iCloud for Windows, and then sign back in.
4. Restart Outlook.

If you still can’t send or receive mail, you can get more help with Outlook or contact Apple Support.

If your mail doesn’t sync across your devices

If you notice you need to delete emails from your inbox on all of your devices, your mail might not be synced between your iOS device and iCloud for Windows. To sync your devices, follow these steps:

1. Open iCloud for Windows.
2. Deselect Mail.
3. Click Apply.
4. Reselect Mail.
5. Click Apply.
6. Sign out of iCloud for Windows, then sign back in again.

If you want iCloud as your default account for sending mail

You can change your Outlook settings so that emails are automatically sent from your iCloud account. To make iCloud the default account, follow these steps in Outlook 2010 or later:

1. Go to File > Account Settings.
2. On the Info tab, click Account Settings.
3. Choose your iCloud account from the list, then click Set as Default. If you can’t click Set as Default, then your iCloud account is already the default account.

Calendar, Contacts, and Reminders

If you need help with your Calendar, Contacts and Reminders with iCloud for Windows, try these steps.

Turn iCloud Calendar, Contacts and Reminders off and back on

1. Close Outlook.
2. Open iCloud for Windows.
3. Deselect the Mail, Contacts, & Calendars checkbox and click Apply.
4. Wait a few seconds. Select Mail, Contacts, & Calendars, and click Apply.
5. Open Outlook.

Make sure that the iCloud Outlook Add-in is on

The iCloud Outlook Add-in transfers your content between iCloud and Outlook. Follow these steps in Outlook 2010 and later to check and turn on the Add-in:

1. Select the File menu.
2. Click Options in the left panel.
3. Click Add-ins in the left panel of the Outlook Options window.
4. Look at the list of add-ins in the Active Application Add-ins section. If the iCloud Add-in is listed uner Inactive or Disabled Add-ins, make sure that Com Add-ins is selected in the drop-down menu next to Manage at the bottom of the window. Then click Go.
5. Select the iCloud Outlook Add-in checkbox, then click OK.
6. Restart Outlook.

Make sure that iCloud isn’t your default account in Data Files

When iCloud is set as your default account in Data Files, your data won’t sync between your devices.

1. Select File > Info > Account Settings > Data Files.
2. If iCloud is listed as the default account in the Comments column, select a different account.
3. Click Set as Default.

After you’ve tried the above steps, restart your computer.

iCloud features that work differently in Outlook

Some iCloud features in Outlook work differently than they do on your Apple device. Here are a few tips to help you use Outlook with iCloud for Windows.

Mail and Notes

• VIP Senders folders aren’t available in Outlook.
• Any mail rules that you create in Outlook aren’t available in the mail applications for your other devices or on iCloud.com.
• Signatures are saved locally to your device. You won’t see signatures you create in Outlook on your other devices.

Notes isn’t a separate application. Your notes are stored in a mail folder.

• You’ll find Notes that you create on your other devices in this folder.
• Notes that you post to this folder from Outlook won’t appear on your other devices, but you’ll see them on any other computer using Outlook and iCloud for Windows signed in with the same Apple ID.
• You can delete notes from this folder and they’ll be deleted from your other devices.

Contacts

• Outlook will only import the first contact in a vCard set.
• If you need to add a vCard set to Outlook, import the set directly into iCloud.com or macOS Contacts. We will bundle the entire set for you and add them as individuals to your Contacts.

Calendars

• When you add Calendar attachments to a Calendar entry in Outlook, you won’t see them in Calendar for iOS or Calendar for macOS (or the other way around).

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How to Set Up Outlook.com IMAP in Apple Mail or Microsoft Outlook

Earlier this year, Microsoft rebranded their Hotmail email service as Outlook.com. If you wanted to use their new service within Apple Mail, however, you were limited to using the ancient method of accessing your emails via POP3. This is because Outlook.com only supported the more advanced features, that you’ve come to expect from an email provider, on mobile devices that supported Microsoft Exchange ActiveSync or Microsoft’s own Outlook mail app for Windows.

Thankfully, Outlook.com has finally introduced IMAP support so our preferred desktop mail client can be used. As you might guess, it’s not as straightforward as you’d expect. In this tutorial, I’ll show you how to set up Outlook.com in both Apple Mail and Microsoft Outlook.

Why IMAP?

POP3 (Post Office Protocol 3) was never designed for multiple devices and its primary purpose was for infrequent access of a mail server via a single computer. Instead of a constant connection, which is the norm nowadays, POP was from a time when there was no such thing as broadband and would connect to download all the messages from the server before disconnecting.

Because of this, POP3 doesn’t support messages being marked as read or unread, since these changes weren’t reflected on the server. With POP, you could read 20 messages on your Mac and your iPhone would either show them as unread or, depending upon how POP3 had been configured, not show them at all.

Although Outlook.com has supported Microsoft’s own Exchange ActiveSync service on devices such as the iPhone and Windows Mobile, it’s only supported on a desktop within recent versions of Microsoft Outlook for Windows, even Microsoft Outlook 2011 for Mac isn’t supported.

Now that Outlook.com supports IMAP (Internet Message Access Protocol), I can now configure both Apple Mail and Microsoft Outlook for Mac to access Outlook.com via more modern standards. Well, modern when compared to POP!

1. Apple Mail

I’ll set up Apple Mail to use our Outlook.com email address using IMAP. As you’ll find out shortly, this isn’t simply the case of entering your email address and password. Since Outlook.com has supported only POP, until recently, Apple Mail’s automatic configuration of email accounts will default to setting up any Outlook.com email address as a POP3 account. First, I have to trick Mail so that it allows us to set up an account manually, allowing us to specify the new details.

Step 1

To set up Apple Mail to use Outlook.com, launch Mail and then, using the menu, select Mail > Preferences. Select the + icon to add a new account.

When entering your Outlook.com email address, make sure to use an incorrect domain such as .mac.

If you don’t already have an account set up in Apple Mail, this will appear automatically.

Step 2

Mail will provide a step-by-step guide to adding a new mail account. Enter your name and then your Outlook.com email address but make sure to change the .com to .mac. The reason for this is that as soon as Mail notices you’re attempting to use an Outlook.com email address, it will automatically configure it for POP access.

This is what happens if you enter your Outlook.com email address as normal.

I don’t want that so I have to trick Mail into using a wrong email address so it doesn’t attempt to set it up automatically.

Once you’ve entered your email address in the format @outlook.mac, Mail should then attempt (and fail) to verify.

Step 3

I can now configure the Incoming Mail Server. Enter a suitable description and the IMAP serve setting for Outlook.com is:

Change the User Name from outlook.mac to outlook.com.

Use the new IMAP server settings for the incoming mail server.

Step 4

I can now configure the Outgoing Mail Server. Just as before, enter a descriptive account name and the mail server setting to use this time, is:

The outgoing mail server requires authentication, so make sure this option is checked and ensure the User Name is your full Outlook.com email address and that it is changed from outlook.mac to outlook.com.

Use the new outgoing mail server settings and ensure authentication is turned on.

Step 5

The final step of this process will provide an overview for all the mail settings. As Outlook.com’s IMAP supports secure connections, I don’t need to change anything else. What I do need to change, however, is our incorrect email address that I used at the beginning. Click *Create* to finish the setup and then select *Mail > Preferences* from the menu bar.

Once you’re in the Accounts tab, you can change the email address back.

Head to the Accounts tab and change the email address from outlook.mac to outlook.com. This will ensure that emails you send appear from the correct account and recipients can reply correctly.

Step 6

Now that I have my account set up, I’ll ensure that Apple Mail uses the existing folders that Outlook.com has been using.

Apple Mail prefers to store messages such as sent and deleted items in its own default folders, but that doesn’t mean I have to use them. Outlook.com already sets up these folders for us so it makes sense to use them. For example, if I use both the web interface and the Mac but don’t update the settings in Apple Mail, emails sent via the web interface will be stored the Sent folder whilst Apple Mail puts them in a folder called Sent Messages.

You can change which folders Mail saves items to using this menu.

As soon as you’ve added your Outlook.com account to Apple Mail, you’ll likely see the following folders: Deleted, Junk and Sent.

Select the Deleted folder first and then, using the menu, select Mailbox > Use This Mailbox For… and choose the option Trash.

Repeat the process for the Junk and Sent folders. Drafts isn’t required as, coincidentally, Outlook.com and Apple Mail already use a folder of the same name.

2. Microsoft Outlook for Mac 2011

Ironically, Outlook for Mac 2011 didn’t support Outlook.com accounts as well, having to also fall back on using POP. With the addition of IMAP, I can finally set up Microsoft’s free email service with Microsoft’s mail app for the Mac.

Step 1

Launch Microsoft Outlook and select Tools > Accounts… from the menu bar. If you don’t already have an account set up in Outlook, this will appear automatically. Select E-Mail Account under the account type that you can add.

Outlook can add either standard POP/IMAP accounts or Microsoft Exchange-compatible ones.

Step 2

Enter your full Outlook.com email address and password. Similar to how Apple Mail automatically attempts to set up your Outlook.com email address using POP, Outlook will attempt to do the same. To override this, un-check Configure Automatically. This will allow us to enter all of the mail server details manually.

Microsoft Outlook also pre-populates the server information with POP settings, similar to Apple Mail.

As you can see, Outlook still populates the POP server settings for us automatically but at least I can now change them.

Step 3

Your Outlook.com email address will be your user name so it can remain unchanged.

Change the account type from POP to IMAP and change the incoming server to:

Leave the remaining incoming settings unchanged.

Step 4

For our outgoing server, change the server name to:

Again, leave the remaining outgoing settings unchanged.

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