How to set up domain email in Outlook on phone and PC

Setting up your company (domain) email in Outlook on iPhone, Android and your computer the right way will help you use it effectively at work. This Lucid Gen guide covers everything, so a technical person can do the whole setup. If you’re not technical, you only need the phone and computer sections below.

Pros and cons of using domain email in Outlook

Advantages

• Modern interface: Since the 2016 version, Outlook’s interface has improved a lot and become easier to use.
• Quick sync: Microsoft Outlook can manage several email accounts in one place, such as Gmail, iCloud, Yahoo and Outlook.com. Outlook.com and Microsoft 365 work mailboxes connect through Exchange, while most other providers connect through IMAP. For company email hosted on your own hosting, we use IMAP/POP, which is what this article covers.
• Manage multiple emails: Unlike webmail, Outlook installed on your computer lets you manage as many accounts as you like with ease. You don’t need to reload pages or wait a long time to switch accounts like on a website.
• Office-grade editor: Outlook’s editor has almost the same formatting features as Microsoft Word, which suits office workers well.
• Sync multiple devices: Outlook comes with Office on your computer, and you can easily download the Outlook app on your phone. Both stay in sync with each other and with the server that hosts your company email.

Disadvantages

• Device dependency: A slow or virus-infected device can hurt your experience with Outlook, and customer information could even be stolen.
• A bit tricky the first time: You need to know a few technical terms to talk to your company’s IT team. If you know nothing about it, just ask IT to set it up for you. If you know a bit about computers, simply ask them for “the login details to set up company email in Outlook”. In this post, I’ll be your IT guy ^_^.
• Requires a dedicated email server: Your hosting or VPS server decides whether your emails land in Spam or not. Note that you shouldn’t create company email on the same hosting that runs your website. Providers offer dedicated email hosting plans, which help keep your emails out of Spam.

How to create domain email on cPanel hosting

This section is mainly for IT. After pointing the domain to your email hosting, follow the steps below to create email accounts on the company domain.

Step 1: Go to cPanel > Email Accounts to open the email account management page.

Step 2: Click the Create button to create a new company email account.

Step 3: Fill in the key details:

• Domain: the domain name of the company website.
• Username: the part before the @. For example: sales, info, minhhieu.
• Password: use a strong password that is long and not reused from any other account. Save it in a password manager so you can set up the email in Outlook later, rather than writing it on paper or sending it over chat.
• Storage Space: the storage quota for this user. Check your total hosting storage and divide it evenly among the company’s employees.

Then click the Create button.

Note: Company mailboxes often hold contracts, quotes and customer data, so a weak password is a real risk. If your hosting provider supports it, turn on two-factor authentication (2FA) for your cPanel account too, because anyone who can sign in to cPanel can change the password of every mailbox.

Step 4: Back on the email account management page, click the Check Email button to open the mailbox.

Step 5: Open the mailbox with Roundcube.

Step 6: The first message from the system contains the details you need to set up the email in Outlook. Save this information along with the password for the next sections, where you add the email to Outlook on your phone or computer.

Set up domain email in Outlook on your phone

Step 1: Download the Outlook app. When you open it, enter your company email and click the Add account button. Wait a few seconds for Outlook to detect the account, then fill in the details you got when the email account was created.

Account information

• Email Address: your company email address. Example: minhhieu@huongdan.lucidgen.com
• Display Name: the name recipients will see. Example: Minh Hieu.
• Description: only used to tell this account apart from your others. Example: Lucid Gen.

IMAP incoming mail server (used to receive new mail and sync the actions you take, such as moving, reading or deleting messages…)

• IMAP server name: the company domain name followed by :993. Example: huongdan.lucidgen.com:993
• IMAP username: your company email address. Example: minhhieu@huongdan.lucidgen.com
• IMAP password: your company email password.

SMTP outgoing mail server (used to send mail)

• SMTP server name: the company domain name followed by :465. Example: huongdan.lucidgen.com:465
• SMTP username: your company email address. Example: minhhieu@huongdan.lucidgen.com
• SMTP password: your company email password.

Step 2: Tap Next > Accept > Continue to Outlook > Maybe later in turn to get to your inbox. That’s it, your company email is now set up in Outlook on your phone.

Here is the result in Outlook on iPhone. It looks the same on Android.

Set up domain email in Outlook on computer

On a computer, Outlook comes with Microsoft Office for Mac or Windows. I recommend Outlook from Microsoft 365 or Office 2024, because Office 2016 and 2019 reached end of support on October 14, 2025 and no longer receive security updates (as of 10/2026). If your company uses Gmail, see the article on How to add Gmail to Outlook.

Step 1: Open Outlook, enter your company email and click the Continue button.

Step 2: Choose IMAP/POP.

Step 3: Fill in the details you got when the email account was created.

• Type: IMAP.
• Email Address: your company email. Example: minhhieu@huongdan.lucidgen.com
• Username: also your company email.
• Password: your company email password.
• Incoming Server (Port 993): your company domain name. Example: huongdan.lucidgen.com
• Outgoing Server (Port 465): also your company domain name.

Then click the Add Account button.

Step 4: Click Done to finish setting up your company email in Outlook on your computer.

Here is my result after setting up company email in Outlook 2019 (screenshot from 2021).

To add or remove other company email accounts, go to Outlook > Preferences > Accounts to see the list of accounts.

Here you can edit or delete existing company email accounts and add new ones.

Conclusion

In short, if you’re an office worker, all you need is the Outlook setup details from your company’s IT team. If you’re the technical person, you also need to know how to create email accounts for employees and choose a reliable email hosting provider. Avoid cheap, poor-quality servers, or your colleagues’ emails will end up in Spam and they’ll be calling you again.

How did you find this guide? Let me know in the comments below!