How to Set Up Microsoft Outlook for the First Time
Microsoft Outlook is the email client included with Microsoft 365 and the most widely used email application in Malaysian businesses. Setting it up takes under 5 minutes for Microsoft 365 accounts. For third-party business email (hosted on Exabytes, Shinjiru or other Malaysian hosting providers), manual IMAP/SMTP settings are required. This guide covers both.
Method A: Microsoft 365 Work Account (Automatic)
Open Outlook
Launch Outlook from the Start menu or taskbar. If this is the first time opening Outlook after installation, the Welcome to Outlook setup screen will appear automatically. If Outlook has been used before, go to File > Add Account.
Enter Email Address
Type your full Microsoft 365 work email address (e.g. kartik@cybergate.com.my) in the email field and click Connect.
Outlook will detect that this is a Microsoft 365 account and redirect to the Microsoft sign-in page. Enter your password and click Sign in.
Complete MFA If Required
If Multi-Factor Authentication is enabled on the account (as it should be for all business accounts), you will be prompted to approve the sign-in on the Microsoft Authenticator app or enter an SMS code. Approve the request.
Check the box Allow my organisation to manage my device if prompted (this allows your IT team to apply security policies via Intune). Click Done.
Outlook will begin downloading your mailbox. Depending on mailbox size, initial sync can take several minutes to hours.
For Microsoft 365 accounts, Outlook automatically configures the mail server, calendar, contacts, Teams integration and all Microsoft 365 services. No manual server settings are needed.
Method B: Business Email on Hosting Provider (Manual IMAP)
For business email hosted on Malaysian hosting providers (Exabytes, Shinjiru, WebServer Malaysia) or cPanel-based hosting, manual IMAP settings are required.
Enter Email and Choose Manual Setup
In the account setup screen, enter your email address. Click Connect. If Outlook cannot auto-configure, it will show a choice of account types. Select IMAP.
Enter Incoming Mail Server Settings
Fill in the incoming mail server settings:
- Account Type: IMAP
- Incoming mail server: mail.yourdomain.com (or the server hostname provided by your hosting provider)
- Port: 993
- Encryption: SSL/TLS
Common Malaysian hosting IMAP servers: Exabytes: mail.yourdomain.com Port 993 SSL Shinjiru: mail.yourdomain.com Port 993 SSL WebServer Malaysia: mail.yourdomain.com Port 993 SSL
The IMAP server is almost always mail.yourdomain.com. If this does not work, log into your cPanel or hosting control panel and look for Email > Email Accounts > Connect Devices for the exact server settings.
Enter Outgoing Mail Server Settings
Fill in the outgoing mail (SMTP) server settings:
- Outgoing mail server: mail.yourdomain.com
- Port: 587 (preferred) or 465
- Encryption: STARTTLS (for port 587) or SSL/TLS (for port 465)
Click Next. Enter your email password when prompted. Click Connect. If the settings are correct, Outlook will connect and begin syncing email.
Set Up Your Email Signature
Create a Professional Signature
Go to File > Options > Mail > Signatures. Click New. Name the signature (e.g. your name). In the editing area, type your signature:
Founder, Cybergate MSP Technology
+6013-256 2218
support@cybergate.com.my | www.cybergate.com.my
Set this signature as the default for New messages and Replies/forwards using the dropdown menus below the signature editor. Click OK.
Need IT Help in Malaysia?
Cybergate provides Microsoft 365 Malaysia for businesses across Malaysia. Our team is available Monday to Saturday, 9am to 6pm.