Collect the correct settings

Get the incoming and outgoing server names, full username, password, ports and encryption types from your email provider. If the mailbox uses Microsoft 365 or Google Workspace, choose the provider sign-in option where available so modern authentication can be used.

Add a standard mailbox

  1. Open your preferred mail app and choose Add account, then Other or IMAP.
  2. Enter your full email address and password.
  3. For incoming mail, enter the provider’s IMAP hostname. Port 993 with SSL/TLS is common.
  4. For outgoing mail, enter the authenticated SMTP hostname. Use port 465 with SSL/TLS or 587 with STARTTLS as instructed by the provider.
  5. Keep sign-in enabled for outgoing mail and normally use the full email address as the username.
  6. Choose sync and notification preferences, then send a test message and reply to it.

Why IMAP is normally better

IMAP synchronises messages, read status and folders across devices. POP3 downloads mail and is best reserved for a specific legacy workflow. Never disable encryption or outgoing authentication simply to make an account connect.

Troubleshooting

Check for typing errors, expired passwords, storage limits and multi-factor authentication requirements. If a certificate warning appears, stop and confirm the server hostname with the provider.