Email Not Working?
Outlook, POP3 & IMAP
Settings for Australia (2026)

Email problems are the most frustrating kind of tech issue — they're invisible, the error messages are cryptic, and they tend to surface at the worst possible moment. Whether you've just set up a new laptop and can't get Outlook to connect, you're suddenly getting password prompts on repeat, or emails are disappearing into the void, the root cause almost always comes down to one of a handful of things.

This guide covers everything from the POP3 vs IMAP debate (with a clear recommendation) to the exact server settings for every major Australian email provider, common Outlook error codes, and the specific issues affecting Optus and Bigpond addresses in 2026.

POP3 vs IMAP — Which Should You Use?

This is the most common source of email confusion for Australian users setting up a new device. Here's the practical difference:

Australian Email Provider Settings (2026)

These are the correct, current incoming and outgoing mail server settings for every major Australian provider. Use these when setting up a new device, reinstalling Outlook, or if your app is prompting you to "verify account settings."

* Always use SSL/TLS encryption. Never use port 25 for SMTP — most Australian ISPs block it. Your username is always your full email address unless stated otherwise.

Setting Up Outlook on a New Device (Step by Step)

Whether it's a new laptop after a Windows reinstall or adding a second email account, here's the right way to set up any email account in Outlook 2021 / Microsoft 365.

1. Open Outlook and go to File → Add Account

   If this is the first time opening Outlook, it will prompt you automatically. Otherwise: File → Info → Add Account.

2. Enter your email address and click Connect

   Outlook will attempt to auto-configure the account. For Gmail and Microsoft 365 accounts, this usually works immediately. For ISP addresses (Bigpond, Optus), auto-configure often fails — click Advanced Options → Let me set up my account manually.

3. Select IMAP (not POP3, not Exchange unless instructed)

   When prompted for account type, select IMAP. Enter the incoming and outgoing server details from the table above for your provider.

4. Set the correct ports and encryption

   Incoming: port 993, encryption SSL/TLS. Outgoing SMTP: port 465 (SSL) or 587 (STARTTLS) depending on your provider — see the table above. Using the wrong port is the #1 cause of "cannot connect to server" errors.

5. Enter your password — use an App Password if 2FA is on

   For Gmail/Microsoft 365 with two-factor authentication, generate an app password from your account's security settings and paste that in — your regular password will be rejected.

6. Click Next and wait for the test to complete

   Outlook sends a test email to verify the connection. If either test fails, double-check your port numbers and encryption settings — these are the most common culprits.

7. If successful — set your default send-from account

   File → Account Settings → Account Settings → select your account → Set as Default. Also go to Sent Items settings and confirm sent items are being saved to the server folder (important for IMAP sync).

Email Won't Send — Causes & Fixes

Outgoing email failures are almost always SMTP-related. Run through these scenarios:

Email Won't Arrive — Causes & Fixes

Incoming email failures are usually IMAP connection or authentication issues. Check these in order:

• Log into webmail first If new emails appear in webmail but not Outlook, the problem is your app's connection settings, not the email account itself. Check your IMAP server address and port.
• Check if emails are being filtered to Junk Outlook's "Focused Inbox" and junk filters can silently divert emails. Check the Junk folder and the "Other" inbox tab. Right-click flagged emails and select "Not Junk."
• Check mailbox storage quota Bigpond and many ISP accounts have small storage limits (often 1–5GB). A full mailbox silently bounces new incoming emails. Log into webmail, check used storage, and delete or archive old emails.
• Check if another device is set up with POP3 If another computer or phone has the same account configured with POP3, it's downloading and deleting all incoming emails before your main device sees them. Remove or reconfigure the POP3 device to use IMAP.
• Check for email forwarding rules Malicious forwarding rules are a sign of a compromised account. Log into webmail settings and check for any rules forwarding your emails to an unknown address. If found, change your password immediately and remove the rule.

Common Outlook Error Codes — Decoded

Outlook's error codes look intimidating but usually point to one specific issue. Here are the ones we see most often:

Optus & Bigpond — Known Issues in 2026

Bigpond / Telstra Email

Telstra is gradually phasing out @bigpond.com, @bigpond.net.au, and legacy @tpg.com.au email addresses. In 2026, many long-time Bigpond email users are experiencing intermittent connection failures, random password resets, and delivery failures as infrastructure is migrated.

If you're on a Bigpond email address and experiencing recurring issues, we strongly recommend migrating to a Gmail or Microsoft 365 address. Geeks Brisbane can migrate your existing emails, contacts and calendar to a new account without losing history.

Optus Webmail

Optus webmail (webmail.optusnet.com.au) has been unreliable for extended periods — if Optus webmail itself is down, there's nothing to fix on your end. Check Optus's service status page or call 133 937. As with Bigpond, @optusnet.com.au addresses are legacy infrastructure and Optus does not actively invest in improving the email service.

If you have a business that relies on an @optusnet.com.au address, migration to Microsoft 365 Business ($7.90/month per user as of 2026) is worth considering for reliability and professional appearance.