📧 Email Setup Guide

Let’s get your email working.

  • First, decide if you’re using IMAP or POP.
  • Then, check what version of Outlook (or other app) you’re using.
  • If you don’t have Outlook, you can use Thunderbird (a free alternative), or just use Webmail, which works like Gmail in your browser.

IMAP vs POP

What Should I Use?

Protocol What It Does Best For
IMAP Syncs emails across all your devices ✅ Most users
POP3
 Downloads and removes emails from the server Advanced or offline-only setups

Not Sure Which Outlook You’re Using?

Open Outlook. Go to: File > Office Account > About Outlook

Setup Instructions

Choose your platform below to view step-by-step setup instructions.

New Outlook

  1. Go to Settings > Accounts > Add Account
  2. Enter your email and click Advanced
  3. Select IMAP and enter:
  4. Incoming Server: mail.yourdomain.co.za, Port: 993 (SSL: Yes)
  5. Outgoing Server: mail.yourdomain.co.za, Port: 465 (SSL: Yes)
  6. Authentication must be enabled for outgoing mail

Outlook 2023

  1. Go to Settings > Accounts > Add Account
  2. Enter your email and click Advanced
  3. Select IMAP and enter:
  4. Incoming Server: mail.yourdomain.co.za, Port: 993 (SSL: Yes)
  5. Outgoing Server: mail.yourdomain.co.za, Port: 465 (SSL: Yes)
  6. Authentication must be enabled for outgoing mail

Outlook for Microsoft 365

  1. Open Outlook
  2. Go to File → Account Settings → Add Account
  3. Select Manual Setup or Additional Server Types
  4. Choose IMAP
  5. Incoming Server: mail.yourdomain.co.za, Port: 993 (SSL/TLS)
  6. Outgoing Server: mail.yourdomain.co.za, Port: 465 (SSL/TLS) and Tick My outgoing server requires authentication
  7. Click Next

Outlook 2016

  1. Open Outlook, go to File > Account Settings > Add Account
  2. Select Manual Setup or Additional Server Types
  3. Choose IMAP
  4. Incoming Server: mail.yourdomain.co.za, Port: 993 (SSL: Yes)
  5. Outgoing Server: mail.yourdomain.co.za, Port: 465 (SSL: Yes)
  6. Click “More Settings > Outgoing Server”
  7. ✔ Tick “My outgoing server (SMTP) requires authentication”
  8. ✔ Select “Use same settings as my incoming mail server”

Mac Mail

  1. Open the Mail app and go to Mail > Add Account
  2. Select Other Mail Account
  3. Enter your name, full email address, and password
  4. For both Incoming and Outgoing servers, use: mail.yourdomain.co.za
  5. Use IMAP Port 993 (SSL: Yes), SMTP Port 465 (SSL: Yes)

Thunderbird

  1. Download from thunderbird.net
  2. Add a new account and enter your name, email, and password
  3. Choose IMAP
  4. Incoming Server: mail.yourdomain.co.za | Port: 993
  5. Outgoing Server: mail.yourdomain.co.za | Port: 465
  6. SSL: Yes | Authentication: Yes

iPhone

  1. Go to Settings > Mail > Accounts > Add Account > Other
  2. Tap Add Mail Account and enter your name, email, and password
  3. Select IMAP as the account type
  4. Incoming/Outgoing Mail Server: mail.yourdomain.co.za
  5. Use Port 993 for IMAP and 465 for SMTP. SSL: Yes

⚠️ Be patient — iPhones can take up to a minute to verify the settings. It may look like it’s doing nothing, but just let it finish.

Android

  1. Open your phone’s built-in Email app or Gmail
  2. Choose Other (not Google, Outlook, etc.) when adding a new account
  3. Enter your full email address and password
  4. Select Manual Setup (if it appears)
  5. Choose IMAP
  6. Incoming Server: mail.yourdomain.co.za | Port: 993 | SSL: Yes
  7. Outgoing Server: mail.yourdomain.co.za | Port: 465 | SSL: Yes
  8. Make sure Authentication is enabled for sending mail

✅ If you get stuck, try using the Gmail app, it supports custom email accounts using IMAP.

⚠️ If you're using the built-in Windows Mail app (not full Outlook), you might not be able to change server settings directly in the app. You’ll need to go to Windows Settings > Accounts > Email & Accounts, then remove and re-add the account with correct settings.

🌐 Check Email In Any Browser

You can access your email from any browser without setting up anything:

webmail.yourdomain.co.za

Just log in using your full email address and password.

 

📞 Still Need Help?

No problem. Just WhatsApp me and I’ll assist you immediately.