Here are some general tutorials for setting up email on some popular clients and devices. Some of the terminology and screens may very slightly.
your user name is always your email address: “email@example.com”
incoming & outgoing mail servers are usually : mail.”yourdomain”.com
“yourdomain” is your website – no quotes
Have your Email Client Delete Messages Off the Server!
Please have your email program delete messages off of the server, because if you leave too many messages on the server its inbox will get too large and will cause performance problems with your email account (you will not be able to receive more messages when your server is full. We STRONGLY recommend deleting messages off of the server. Below are instructions for setting your email software to delete messages off of the server after downloading them.
Mac Mail Setup:
- Open up Mail.app and press Command+Comma to invoke the Preferences window.
- Switch to the “Accounts” pane and press the + button in the lower-left corner.
- Under “Account Information”, fill out the following information:
- Account Type: POP or IMAP (what is the difference?)
- Email Address: firstname.lastname@example.org
- Incoming Mail Server: mail.your-domain-name.com
- Username: email@example.com
- Password: your email password
- Note that POP uses port 110 and IMAP uses port 143
- Select “Add Server…” from the Outgoing Mail Server (SMTP) pop-up menu. Here are the details for it:
- Outgoing Mail Server: mail.your-domain-name.com
- Server port: 26
- Use Secure Sockets Layer (SSL): NO
- Authentication: password
- User Name: firstname.lastname@example.org
- Password: your email password
- Dismiss the window by pressing “OK.”
- Back in the “Accounts” pane, switch to the “Advanced” tab and do not check the box marked “Use SSL” towards the bottom.
What is the imap path prefix?
The correct code is INBOX (all caps).
Removing an Email account
WARNING: Removing an account in MacMail will permanently delete its mailboxes, messages, notes, and to do items. If you want to keep those, be sure to copy them to an On My Mac mailbox before deleting the account.
Exchange, IMAP, and MobileMe accounts store their mailboxes and messages on the server; deleting these account types in Mail will not permanently delete messages from the server. However, if you are not completely certain that your account is one of those types, be sure to copy the mailboxes and messages you want to keep into an On My Mac mailbox, or save individual messages manually by selecting them and choosing Save As from the File menu.
POP vs IMAP
IMAP (Internet Message Access Protocol)
IMAP4 allows you to read emails as they appear on the hosting server. Any changes you make (delete, reply, forward, move) are seen by anyone else who logs into webmail or IMAP. This is the perfect solution for multiple users who need to access the same email account. This is also perfect for anyone who needs to access one email account from multiple devices at the same or different times.
POP (Post Office Protocol)
POP3 allows you to download copies of your email messages to your personal computer. Any changes you make will NOT be seen by anyone else who accesses the email account (because you are only making changes to local copies). The copies of the email messages on the server are normally unchanged. This is a perfect solution for a user who has very limited time to be online, but needs to spend lots of time reading emails.
Most of our clients prefer Webmail due to its ease of use and the fact that it can be accessed with just a web browser. Plus, it also has the same advantages as IMAP. However, webmail depends on a web browser (e.g. Firefox, IE, Opera, Chrome, Safari, etc.) which takes time to load, access the webmail page, login, wait for the GUI to load, browse through a likely limited view of your inbox, and view one email message at a time.
Mail Programs (such as Outlook or Windows Mail or Thunderbird)
A mail program (also known as a “pop client”) is required in order to connect via POP or IMAP. A mail program will simply launch from your desktop and gives you rapid access to all your emails (even faster but less secure if you let it remember your passwords). Also, mail programs have advanced tools and features which webmail may not have. There are many to choose from, such as the program included with your Operating System: Microsoft Windows includes either Outlook or Windows Mail, Apple includes Mac Mail. There are also third-party programs such as Mozilla’s Thunderbird and Qualcomm’s Eudora.
- IMAP is perfect for multiple users who need to access the same email account, or one user who needs to access emails from multiple locations.
- POP3 is perfect for quickly downloading emails and reading them offline or on the go. POP3 is also a great way to save copies of your emails on your personal computer.
- Webmail is perfect for everyone, but does depend on a browser, which is slower and more cumbersome than a mail program (e.g. Eudora, Outlook, Thunderbird, etc.).