How do I set up a new email account?

Never set up an email before and unsure where to start? We handle this during visits in Durham Region homes all the time. Give us a call.

Pick a provider that suits you

There are three big free email providers that most people in Durham Region end up with. They all work well and there is no wrong choice. Each one has small differences worth knowing about.

Gmail (from Google)

The most popular option worldwide. Gmail is reliable, has excellent spam filtering, and works beautifully with Android phones and Google Drive. The interface is clean and modern. If you are already using Google services like YouTube or Google Maps, you already have a Google account and can create a Gmail address in seconds.

Outlook (from Microsoft)

Microsoft's email service. If you use a Windows computer, Outlook integrates well with the calendar and contacts built into Windows. It works fine on iPhones and Android phones too. Some people prefer the more structured interface. Outlook.com and Hotmail are the same service under different names.

Yahoo Mail

Yahoo is the third major option. It is reliable and has been around for decades. Yahoo gives you a large mailbox by default. It is worth noting that some banks and government websites are fussier about Yahoo addresses than Gmail or Outlook addresses, which is the only reason we sometimes steer people to one of the other two.

Creating the account step by step

The setup process is similar for all three providers. Go directly to the provider's real website: gmail.com, outlook.com, or yahoo.com. Do not click an email link for this. Click "Create account" or "Sign up". You will be asked for:

Your first and last name. A chosen email address (see the next section for tips on picking a good one). A password. Pick something long and strong, and write it down somewhere safe. Our strong password guide is worth a read before you set this. A phone number for account recovery. This is important. If you ever forget your password, the provider will send a code to this number so you can reset it. Do not skip this step.

The account is ready within a few minutes. The provider will send a test email to your new inbox to confirm it works.

Adding the new email to your phone

Once the account exists, you will want it on your phone. On iPhone, open Settings, tap Mail, tap Accounts, tap Add Account, and pick your provider from the list (Google, Outlook or Yahoo). Type in the email address and password when prompted. The mail app will start downloading your inbox within a minute.

On Android, open the Gmail app. Even if your new account is Outlook or Yahoo, the Gmail app can handle all three. Tap your profile picture in the corner, tap Add another account, and follow the steps.

If it does not work the first time, our email not working on phone guide covers the common causes.

Picking a good email address

A few small tips make a big difference. Use your real name where possible (jane.smith@gmail.com) rather than a nickname, because this is what shows up when you email businesses and official services. Avoid numbers or dots in unusual places if you can, because they are easy to mistype. Avoid anything fun or dated like stardust1972 if you plan to use this address for your bank or doctor.

If your preferred address is taken, try adding your middle initial (jane.a.smith) or your city (janesmith.ajax). These are more memorable than adding random numbers.

Turn on two-factor authentication straight away

Email is the most important account you have, because almost every other website uses email for password resets. Turn on two-factor authentication as soon as the account exists. It takes about two minutes and is the single most effective thing you can do to protect yourself. Our guide walks through it for each major provider.

When to call us instead

Call us if you are not sure which provider is right for you, if the setup has gone wrong somewhere and the phone or computer will not connect, or if you would rather have someone sit with you through the whole process. This is a common visit we run across Ajax, Pickering, Whitby and Oshawa and usually takes about 45 minutes start to finish, including showing you how to send and receive a few test emails.