Setting up your email in whatever email client app you prefer is pretty easy. You just need to know this information, to enter in the different prompts. Note read further below to see whether to use IMAP (preferred) or POP3.
|Incoming mail server:|| <your domain name> |
| <your domain name> |
|Outgoing mail server:|| <your domain name> |
| <your domain name> |
|User name:||<email address> |
| <email address> |
|Password:||as given by support||as given by support|
|Incoming Server Port number:||993||995|
|Outgoing Server Port number (SMTP):||465||465|
IMAP vs POP3
Our recommended setup is to use IMAP with an email client like Microsoft Outlook on your computer, and other IMAP compatible apps on your phone and tablet (like the Gmail app). Therefore you can see your emails (and email folders) on as many different devices you need.
Additionally, because IMAP stores your email in the cloud, you won’t need to worry about running out of space on your computer/phone.
POP3 is not recommended if you want to see your business email on multiple devices – because the email is downloaded to the device and not left in the cloud.
Because POP3 downloads emails, you will need consider any space limitations, as well as backup options.
Option 1 – Using IMAP with Email Client Apps
To read and send your business emails, you need an Email Client App (software) installed on the device/s you would like to access them from.
If you have Microsoft Office, you can use Outlook on your desktop computer or laptop to send and receive your business email (using IMAP). Alternatively if you do not use Microsoft Office, you could use Thunderbird, which is free to download and use.
There are a few phone and tablet email client apps that can be downloaded and used to read & send emails (using IMAP). Including Outlook & Gmail (not to be confused with their web interfaces).
Using a pre-existing Email Account
With small businesses, and sole traders, sometimes it is easier to use an existing gmail, hotmail or yahoo account to manage business emails (i.e. using their email server cloud, and not our email server cloud). This can be good in saving time, centralising emails and using the cloud to see emails via different devices. But it may add a security risk, use up limited available space, and be a bit complex to setup.
The 2 ways to use an pre-existing email account to manage your business email are:
Option 2: Forwarding
We can forward your email to an already existing account if you wish. However you will not be able to reply as the business email address (from your domain). 👎
Example: If I forwarded my email “firstname.lastname@example.org” to an existing Gmail account called say “email@example.com”, when I reply to any emails sent to my business account, it will send the email as “firstname.lastname@example.org”.
Option 3: Importing
Some email account providers like Gmail & Yahoo, will allow you to import emails from another email address, and (with configuration) allow you to reply and send from those email addresses as well. 👍
It is important to note that they generally use POP3 to do this, which means you won’t be able to (without lots of messy configuration), read and send business emails in and email client app on your computer (eg in Outlook) as well as importing them to your Gmail/Yahoo accounts. It will be easier to use their web browsers to read and send email via computers.
Find out more information on how to do this in Gmail here: https://support.google.com/mail/answer/6078445?hl=en-GB, and in Yahoo here: https://help.yahoo.com/kb/new-mail-for-desktop/manage-third-party-email-addresses-yahoo-mail-sln28341.html