Outlook POP3 Settings: How to Configure Incoming Mail

POP3 (Post Office Protocol 3) downloads emails from the server to your computer, giving you offline access to all messages. While IMAP is now the standard for multi-device email, POP3 remains useful for single-device setups, archiving, or when you need to save server storage space. For outgoing mail configuration, see our Outlook SMTP settings guide.

Key Takeaways

• POP3 uses port 995 with SSL/TLS encryption for secure email download — port 110 is unencrypted and should only be used if 995 is unavailable.
• POP3 downloads emails to your local computer and optionally removes them from the server — enable “Leave a copy on server” to prevent accidental email loss.
• IMAP is recommended over POP3 for most users because it syncs across devices — use POP3 only if you access email from a single computer or need offline access.

What Are the POP3 Settings for Outlook?

POP3 in Outlook uses port 995 with SSL/TLS for incoming mail — the exact server address depends on your email provider.

Common POP3 Server Settings

Provider	POP3 Server	Port	Encryption
Outlook.com / Hotmail	outlook.office365.com	995	SSL/TLS
Gmail	pop.gmail.com	995	SSL/TLS
Yahoo	pop.mail.yahoo.com	995	SSL/TLS
AOL	pop.aol.com	995	SSL/TLS
Comcast	mail.comcast.net	995	SSL/TLS
AT&T	pop.att.yahoo.com	995	SSL/TLS
GoDaddy	pop.secureserver.net	995	SSL/TLS
Generic	Varies by provider	995	SSL/TLS

All modern providers use port 995 with SSL. If your provider specifies port 110, this is the unencrypted legacy port — use it only if 995 does not work, and enable STARTTLS if available.

How Do I Set Up POP3 in Outlook?

Open Outlook, choose manual setup, select POP3 as the account type, enter your provider’s POP3 server on port 995, and configure the “Leave a copy on server” option.

Step-by-Step Setup

1. Open Outlook and click File > Add Account.
2. Enter your email address, click Advanced options, check Let me set up my account manually.
3. Click Connect and select POP.
4. Enter the incoming server settings:
5. Server: Your provider’s POP3 server (see table above)
6. Port: 995
7. Encryption method: SSL/TLS
8. Enter the outgoing server settings:
9. Server: Your provider’s SMTP server
10. Port: 587
11. Encryption method: STARTTLS
12. Enter your password (or app password if 2FA is enabled).
13. Click Connect.

Configure “Leave a Copy on Server”

By default, POP3 may remove emails from the server after downloading. To keep copies:

1. Go to File > Account Settings > Account Settings.
2. Double-click your POP3 account.
3. Click More Settings > Advanced tab.
4. Check Leave a copy of messages on the server.
5. Optionally set Remove from server after ___ days (e.g., 14 days).
6. Check Remove from server when deleted from ‘Deleted Items’.
7. Click OK.

Critical warning: Without “Leave a copy on server” enabled, POP3 downloads emails and deletes them from the server. If your computer’s hard drive fails, those emails are gone permanently. Always enable this option unless you intentionally want to clear server storage.

What Is the Difference Between POP3 and IMAP?

POP3 downloads emails to one device and optionally removes them from the server — IMAP keeps emails on the server and syncs across all devices in real time.

Feature	POP3	IMAP
How it works	Downloads to local device	Syncs with server
Email storage	Local computer	Server (and local cache)
Multi-device sync	No	Yes
Offline access	Full (all downloaded)	Partial (cached items)
Sent Items sync	No	Yes
Folder sync	No (Inbox only)	Yes (all folders)
Server storage	Frees space (if delete enabled)	Uses server space
Default port	995 (SSL)	993 (SSL)
Calendar/Contacts	No	No (requires Exchange)
Data loss risk	High (local storage only)	Low (server backup)
Best for	Single device, archiving	Multiple devices, teams

When to Use POP3

• You access email from one computer only
• You need full offline access without internet
• Your email provider has limited server storage and you need to free space
• You want to archive emails locally as a backup

When to Use IMAP (Recommended for Most Users)

• You check email on multiple devices (phone, laptop, tablet)
• You want sent items and folders to sync everywhere
• You want server-side backup of all emails
• You share email access with a team

For IMAP setup guides by provider: Gmail, Comcast, Yahoo, AOL, AT&T, GoDaddy, Verizon.

How Do I Switch From POP3 to IMAP in Outlook?

You cannot convert a POP3 account to IMAP in Outlook — you must add a new IMAP account and migrate your downloaded emails.

Migration Steps

1. Add the IMAP account: File > Add Account > enter email > let Outlook auto-detect IMAP settings (or configure manually).
2. Keep the POP3 account active temporarily — do not remove it yet.
3. Drag and drop emails: Select emails in the POP3 inbox, drag them to the IMAP inbox. This uploads them to the server.
4. Migrate folders: Repeat for Sent Items, Drafts, and custom folders.
5. Verify: Check webmail to confirm emails appear on the server.
6. Remove the POP3 account: File > Account Settings > select POP3 account > Remove.

This process can take time for large mailboxes — migrating 10,000+ emails may take several hours depending on internet speed and server responsiveness.

Why Is My POP3 Email Not Working in Outlook?

The most common causes are incorrect port settings, disabled SSL, or authentication failures — verify port 995 with SSL and your correct password.

Troubleshooting Checklist

Issue	Fix
Connection timeout	Verify port 995, enable SSL/TLS
Authentication failed	Check password, generate app password if 2FA enabled
Cannot receive new mail	Check POP3 is enabled in provider settings
Emails disappearing	Enable “Leave a copy on server”
Duplicate emails	Increase “Remove from server after” days
Port 110 blocked	Switch to port 995 with SSL
SMTP sending fails	See SMTP settings guide

Enable POP3 at Your Provider

Some providers disable POP3 by default:

• Gmail: Settings > See all settings > Forwarding and POP/IMAP > Enable POP
• Outlook.com: Settings > Mail > Sync email > POP: Yes
• Yahoo: Account Security > Allow apps that use less secure sign in (or use app password)

How Do I Back Up POP3 Emails in Outlook?

POP3 emails are stored in a local .pst file — back up this file regularly to prevent data loss if your computer fails.

Find Your .pst File

1. Go to File > Account Settings > Data Files tab.
2. Note the file path of your POP3 data file (e.g., C:\Users\{username}\Documents\Outlook Files\{email}.pst).

Back Up the .pst File

1. Close Outlook completely.
2. Navigate to the .pst file location.
3. Copy the .pst file to an external drive, cloud storage, or network backup location.
4. Schedule regular backups (weekly or monthly) to protect against data loss.

For a complete guide to managing Outlook data files, see our Outlook archive setup guide. If you need Outlook with full POP3 and IMAP support, Microsoft Office 2024 Professional Plus ($199.99) includes the classic Outlook desktop application.

Frequently Asked Questions

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