Change macOS 12 Email Settings last modified 2022-12-19

The purpose of this page is to describe how to change an existing OlympusNet email account on a macOS device.

1. Open the Mail application and select the word Mail to the right of the Apple in the upper left corner of the screen. Then select Preferences…
   
   
   
2. Select the Accounts icon.
3. To add an additional email account, select the + at the bottom of the Accounts panel. Then follow the link at the bottom of this document for the setup help document. Skip to Step 6 in the setup document and follow the steps. To edit an existing account, continue in this document to step 4.
   
   
   
4. To change a setting in an existing account, select the account in the Accounts list to highlight it, then select the Server Settings tab to the right as shown in the screenshot below; a POP account named Olympus janedoe is shown with correct settings below.
   
   1. Host Name for olympus.net accounts (janedoe@olympus.net): mail.userservices.net
   2. Host Name for Domain email (sally@sallysmith.com): mailc11.megamailservers.com
   3. Incoming Port using POP: 995
   4. Incoming Port using IMAP: 993
   5. Outgoing Port for either POP or IMAP: 587
      
      
      
5. If any settings are changed, select the Save button when finished. The account will show a Verifying message. If there are typos, it will fail to Verify. Double-check all the spellings, retype the password in both the Incoming Mail Server section (top half of the dialog box) and the Outgoing Mail Server section (bottom half) and select Save again.
6. After saving changes, select the word Mail up beside the Apple in the top left corner of the monitor and select Quit Mail from the Menu. Reopen Mail, and test by sending email to and from the email address just changed, to make sure it both goes out and comes back in without an error.
7. Advanced outgoing help: If there is a persistent problem sending email even if the Settings look right, look at the Account field immediately below Outgoing Mail Server (SMTP). Does the name match the account? In the screenshot below, the Account field shows janedoe@olympus.net as desired.
8. Read through the advanced troubleshoot steps below to address the sending problem. If there is any uncertainty about trying the steps, call support for a walk-through. Select the up/down arrow on the Account button below Outgoing Mail Server (SMTP) and choose Edit SMTP Server List from the dropdown menu.
   
   
   
9. The screenshot below shows the new dialog box that opens. Check to make sure there aren’t two different servers handling (In Use By Account) the email address. One outgoing server per line shows in the rectangle at the top. Check the details of the settings in the bottom half of the dialog box for errors. If one of two same-looking servers has an error, highlight that server name in the rectangle and select the minus button below the rectangle. Select OK after any changes. Check the Account field again on the Accounts view and make sure it has a matching entry. Quit Mail, reopen, and test again.
   
   Caution: do NOT select the minus button on the Accounts dialog box where the accounts are listed. Deleting an account deletes all of the email in the account, unrecoverably. It is safe only in the SMTP Server List that looks like the screenshot below.
   
   
   

Additional Options

1. On the Account Information tab, the Description field can be changed to a name that best describes the account, as desired. In a POP account, it is typically most convenient to select the checkbox Remove copy from server after retrieving a message. Select a time span beneath it. Email in a POP account downloads and archives on the computer, and the email on the server is dropped according to the time span selection made: Immediately, After one week or After one month. Email is dropped from the server according to the selected time span so that email does not accumulate on the server. (Email is not dropped from the email application.)
   
   
   
2. To change the way your personal name is displayed on emails, select the dropdown menu on the Email Address field. There is a separate field for Full Name and another for Email Address. It may take more than one click to get the cursor to show in the Full Name field in order to edit the name.
   
   
   
3. The Mailbox Behaviors tab: The options here regard handling Junk and Deleted email. Select dropdown menus for time options. An account set up in IMAP (not shown) has additional options for storing specific emails in folders on the server, or folders on-my-mac, including Sent, Drafts, Trash.
   
   
   

To set up macOS 12 Mail, see Setup macOS 12 Email .