"Your POP3 server has not responded" and generic "TCP/IP error" messages mean Outlook opened a connection to the mail server but did not get a reply in time. In almost every case this is a settings, port, or firewall problem rather than a broken mailbox. This guide gives you the correct settings, a one-click settings generator, and a walkthrough of every cause in the order worth checking.
This error is a connection timeout, not a password problem. The three most common causes, in order: the wrong incoming server or port, your IP is temporarily blocked by the server firewall, or your home/office network is blocking the mail port. Use the correct SSL settings below (POP3 on 995, IMAP on 993, SMTP on 465, all with SSL/TLS) and use your server hostname rather than mail.yourdomain.com so the SSL certificate matches.
01. What This Error Actually Means
Outlook reports these messages when it opens a network connection to the mail server and does not receive an expected reply before its timeout runs out. The wording varies by Outlook version but the meaning is the same:
Task '[email protected] - Receiving' reported error (0x8004210A):
'The operation timed out waiting for a response from the
receiving (POP3) server.'Because it is a timeout, the cause is almost always one of a small number of things: Outlook is pointed at the wrong server or port, the connection is being blocked before it reaches the mailbox, or the security setting does not match the port. Your password is rarely the issue - a wrong password produces a "login failed" or "authentication" error, not a timeout.
02. Get Your Exact Settings
Type your email address below to generate the exact incoming and outgoing settings for your account. Each value has a copy button.
Tip: for the server name, the value from your cPanel welcome email (like yourserver.ultrawebhosting.com) always has a matching SSL certificate. The mail.yourdomain.com form works too but can show a certificate-name warning.
03. The Correct Outlook Settings
These are the settings every Ultra Web Hosting mailbox uses. If any value in Outlook does not match, that is the first thing to fix.
Incoming (IMAP) Incoming (POP3)
Server: your server Server: your server
Port: 993 Port: 995
Security: SSL/TLS Security: SSL/TLS
Outgoing (SMTP)
Server: your server
Port: 465
Security: SSL/TLS
Auth: required, same username and password
Username: your full email address ([email protected])Use your server hostname (from the cPanel welcome email, like yourserver.ultrawebhosting.com) instead of mail.yourdomain.com. The server hostname always carries a valid SSL certificate, so you avoid the certificate-name warnings some clients raise. See Fixing Outlook SSL Certificate Warnings.
The old non-encrypted ports (110 for POP3, 143 for IMAP, 25 or 587 for SMTP) are the most common cause of both timeouts and "server not responding" errors, because many networks and our own firewall discourage plaintext mail. Always use the SSL ports above: 995, 993, and 465.
04. Five Quick Checks First
Before changing anything major, run through these in order. Most timeouts are resolved by one of them.
- Confirm the server and ports match the settings above. A single wrong digit in the port causes an immediate timeout.
- Confirm SSL/TLS is turned on for both incoming and outgoing. A mismatch between the port and the security type times out silently.
- Test webmail at
https://yourdomain.com/webmail. If webmail works, the mailbox and password are fine and the problem is on the Outlook or network side. - Try another network, such as a phone hotspot. If it works on the hotspot but not your home or office network, your network or ISP is blocking the port (see section 06).
- Confirm you are not firewall-blocked by checking whether every device on your network fails at once (see section 05).
Webmail runs on the normal web ports, so it keeps working even when a mail-port block or ISP restriction is stopping Outlook. Use it to stay on top of mail while you sort the desktop client out.
05. If Your IP Was Blocked by the Firewall
Our server firewall temporarily blocks an IP address after repeated failed logins or an unusual burst of connections. While your IP is blocked, every mail program on that network - not just Outlook - will time out at once, but websites and webmail loaded through a different path may still work.
- Unblock your own IP using our self-service unblock page - no ticket needed. See Firewall Block: How to Unblock Your IP.
- Fix the cause so it does not block again. A device holding an old password, or a POP3 client looping on an oversized mailbox, will trip the block repeatedly. See Common Outlook Email Errors.
- Open a ticket if you are blocked more than once and cannot find the device responsible. We can read the mail logs and tell you exactly which program is looping.
06. If Your ISP Is Blocking the Port
Some home internet providers, mobile carriers, and corporate or hotel networks block outbound mail ports to cut down on spam. When that happens, Outlook times out even though your settings are perfect and your IP is not firewall-blocked.
Switch Networks
Connect the same computer to a phone hotspot and try again. If mail flows on the hotspot but not on your usual network, the port is being blocked upstream by that network or its provider.
Contact the Provider
Ask your ISP or network administrator to unblock the SSL mail ports (993, 995, 465), or use webmail on that network. On a managed office or hotel network this is usually deliberate.
07. Should You Switch to IMAP?
If your account is still on POP3, switching to IMAP prevents a whole category of "server not responding" problems - especially the reconnect loops that large mailboxes cause on POP3.
IMAP (993)
Holds one connection open, syncs across every device, and does not re-scan the whole mailbox on each check. A large mailbox that breaks POP3 is a non-issue for IMAP.
POP3 (995)
Downloads mail to one device and lists the entire mailbox on every check. On a big inbox this can loop, time out, and trip the firewall. Use only if you deliberately want mail on a single machine.
For the full comparison and how to switch without losing mail, see POP3 vs IMAP - Choosing the Right Email Protocol.
08. Frequently Asked Questions
Why does Outlook say my POP3 server is not responding when webmail works fine?
Webmail runs over the standard web ports, so it keeps working even when the mail ports are blocked or misconfigured. If webmail works but Outlook times out, the mailbox and password are fine - the problem is Outlook's server or port settings, a firewall block on your IP, or your network blocking the mail port.
What are the correct POP3, IMAP, and SMTP ports?
Use the SSL ports: POP3 on 995, IMAP on 993, and SMTP on 465, each with SSL/TLS enabled. Avoid the non-encrypted ports 110, 143, 25, and 587, which are a common cause of timeouts.
Does this error mean my password is wrong?
Usually no. A timeout or "server not responding" message means Outlook could not reach the server in time. A wrong password produces a different error that mentions "login failed" or "authentication". If you recently changed your password, update it on every device.
Why does it work on my phone hotspot but not my home Wi-Fi?
Your home network or ISP is blocking the outbound mail port. Ask the provider to unblock ports 993, 995, and 465, or use webmail on that network. Many ISPs and office networks block these ports to reduce spam.
What server name should I use in Outlook?
Use the server hostname from your cPanel welcome email, such as yourserver.ultrawebhosting.com. It always has a matching SSL certificate. You can use mail.yourdomain.com as well, but it may show a certificate-name warning.
Still Getting a Timeout?
If your settings match, your IP is unblocked, and it still will not connect, open a ticket. We can check the mail logs, confirm the mailbox is healthy, and tell you exactly where the connection is failing.
Open a Support TicketQuick Recap
If you only do a few things from this guide, do these:
- Use the SSL ports - IMAP 993, POP3 995, SMTP 465, all with SSL/TLS
- Use your server hostname from the welcome email so the SSL certificate matches
- Test webmail to confirm the mailbox and password are fine
- Check for a firewall block and unblock your IP if needed
- Try a phone hotspot to rule out an ISP port block
