What are my email server settings?

Overview

To set up your email account correctly, you need to know your incoming and outgoing mail server settings. These settings determine how your email client (such as Outlook, Apple Mail, or Thunderbird) connects to your email provider’s servers.

This guide covers:

• General email server settings
• IMAP, POP3, and SMTP configurations
• Secure vs. non-secure connection options
• Step-by-step instructions for common email clients

Or jump straight into getting your email server settings: 

General Email Server Settings

Your email settings depend on whether you use IMAP (recommended), POP3, or SMTP for outgoing mail.

Setting	IMAP	POP3	SMTP (Outgoing)
Server Address	mail.example.com	mail.example.com	mail.example.com
Port (Secure – SSL)	993	995	465
Port (Secure – TLS)	143	110	587
Port (Non-Secure)	143	110	25 (Not recommended)
Requires Authentication	Yes	Yes	Yes
Encryption	SSL/TLS	SSL/TLS	SSL/TLS

Note: Replace mail.example.com with your actual email provider’s server address.

Choosing Between IMAP and POP3

• IMAP (Recommended) – Syncs emails across all devices, leaving copies on the server.
• POP3 – Downloads emails to a single device and removes them from the server.

Use IMAP if you want access to your emails from multiple devices. Choose POP3 if you prefer storing emails locally.

How to Configure Your Email Client

1. Setting Up Email on Outlook (Windows & Mac)

1. Open Outlook and go to File > Account Settings.
2. Click New and select Manual Setup or Additional Server Types.
3. Choose IMAP or POP3.
4. Enter your Incoming Mail Server and Outgoing Mail Server (SMTP) details.
5. Under More Settings, go to the Outgoing Server tab and check My outgoing server (SMTP) requires authentication.
6. In the Advanced tab:
   • For IMAP, use port 993 (SSL/TLS) or 143 (TLS/STARTTLS).
   • For POP3, use port 995 (SSL/TLS) or 110 (TLS/STARTTLS).
   • For SMTP, use port 465 (SSL) or 587 (TLS/STARTTLS).
7. Click Next, enter your email password, and complete the setup.

2. Setting Up Email on Apple Mail (Mac, iPhone, iPad)

On macOS:

1. Open Mail > Preferences > Accounts.
2. Click + to add a new account.
3. Select Other Mail Account and enter your email address and password.
4. Choose IMAP or POP3 and enter the server settings.
5. Under Outgoing Mail Server (SMTP), enable authentication and use the correct port.
6. Click Save and test your email connection.

On iOS (iPhone/iPad):

1. Go to Settings > Mail > Accounts.
2. Tap Add Account and select Other.
3. Enter your email credentials and server settings.
4. Set up IMAP or POP3 and configure SMTP for sending emails.
5. Save your settings and test by sending an email.

3. Setting Up Email on Thunderbird (Windows, Mac, Linux)

1. Open Thunderbird and go to Account Settings.
2. Click Account Actions > Add Mail Account.
3. Enter your name, email address, and password.
4. Choose Manual Config and enter IMAP, POP3, and SMTP details.
5. Ensure SSL/TLS encryption is enabled.
6. Click Done to complete the setup.

Troubleshooting Common Issues

1. Cannot Connect to Mail Server

• Ensure you entered the correct server address and ports.
• Check your internet connection.
• Verify if your email provider has service outages.
• Ensure your firewall or antivirus is not blocking the connection.

2. Outgoing Emails Are Not Sending

• Make sure SMTP authentication is enabled.
• Use port 587 (TLS/STARTTLS) instead of port 25.
• Check if your ISP is blocking SMTP traffic.

3. Password Incorrect or Authentication Failed

• Reset your email password if necessary.
• Enable Allow Less Secure Apps (for some email providers like Gmail and Yahoo).
• Use App Passwords if 2FA (Two-Factor Authentication) is enabled.

Summary

Task	Recommended Settings
Best protocol for multiple devices	IMAP (Port 993 SSL)
Best for local email storage	POP3 (Port 995 SSL)
Best SMTP port for outgoing mail	587 (TLS) or 465 (SSL)
Required authentication	Yes (for IMAP, POP3, and SMTP)

References

• Apple Mail Setup Guide
• Microsoft Outlook Email Configuration
• Mozilla Thunderbird IMAP/POP3 Setup

By using the correct email server settings, you can ensure seamless access to your emails on any device or email client.