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Setting Up Your Email

Add your business email to your phone, tablet or computer. Pick your device below and follow the steps. Most setups take about five minutes.

Type it in and every step on this page will show your exact settings. It stays on your device and isn't sent to us.

Your settings at a glance

If your device asks for anything below, these are the answers. You will also need your email password, which is the one we sent you when your mailbox was created.

Account type IMAP (not POP, not Exchange)
Username you@yourdomain.co.uk (your full email address)
Password Your email password
Incoming server mail.yourdomain.co.uk  ·  port 993  ·  SSL/TLS
Outgoing server (SMTP) mail.yourdomain.co.uk  ·  port 465  ·  SSL/TLS
If 465 won't connect, use port 587 with STARTTLS (sometimes just labelled "TLS").
Outgoing sign-in Required, with the same username and password as incoming
Webmail webmail.yourdomain.co.uk (read your email in any browser)
Check your password first. Log in at webmail.yourdomain.co.uk with your full email address and password. If that works, your password is right and any problem is in the device settings. If it doesn't work, no device will accept it either, so ask us to reset it before you go any further.

Choose your device

iPhone & iPad (Apple Mail)

Apple devices are the fussiest to set up. They label the outgoing username and password as "Optional", but they are not optional for us. Leave them blank and you will receive email but never be able to send it. Take it slowly and fill in every box.

  1. Open Settings → Apps → Mail → Mail Accounts → Add Account.
    On iOS 17 or older: Settings → Mail → Accounts → Add Account.
  2. Tap Other, then Add Mail Account.
  3. Enter your Name (what people see when you email them), your Email you@yourdomain.co.uk, your Password, and a Description such as "Work". Tap Next.
  4. At the top, make sure IMAP is selected (not POP).
  5. Under Incoming Mail Server:
    • Host Name: mail.yourdomain.co.uk
    • User Name: you@yourdomain.co.uk
    • Password: your email password
  6. Under Outgoing Mail Server, fill in all three, even though it says "Optional":
    • Host Name: mail.yourdomain.co.uk
    • User Name: you@yourdomain.co.uk
    • Password: your email password
  7. Tap Next and wait. Verifying can take up to a minute. When it finishes, leave Mail switched on (you can switch Notes off) and tap Save.
"Cannot Verify Server Identity"? Tap Details and look at the name on the certificate. If it isn't mail.yourdomain.co.uk, tap Cancel and let us know. It's a quick fix on our side. Please don't tap Trust unless we have asked you to.
Asked to "try setting up the account without SSL"? Tap No. It means the phone couldn't reach the server, usually because of a typo in the server name or a Wi-Fi network that blocks email. Here's how to fix it.

Then check the security settings (important)

An iPhone sometimes saves the account with the wrong ports. Check these once and it will keep working.

  1. Go to Settings → Apps → Mail → Mail Accounts, tap your new account, then tap Account (the row showing your email address).
  2. Tap Advanced and check: Use SSL is on, Authentication is Password, Server Port is 993.
  3. Still in Advanced, under Mailbox Behaviours, set Drafts, Sent and Deleted mailboxes to the folders listed On the Server (Drafts, Sent, Trash). This stops sent emails going missing from your other devices. Go back.
  4. Under Outgoing Mail Server, tap SMTP, then the server mail.yourdomain.co.uk under Primary Server. Check: Server on, User Name you@yourdomain.co.uk, password filled in, Use SSL on, Authentication Password, Server Port 465. Tap Done.
  5. Send yourself a test email, and reply to it from another account to check receiving too.

Mac (Apple Mail)

  1. Open the Mail app. From the menu bar choose Mail → Add Account…
  2. Choose Other Mail Account… and click Continue.
  3. Enter your name, email address you@yourdomain.co.uk and password, then click Sign In.
  4. The Mac will probably say "Unable to verify account name or password". That's normal. Some extra boxes appear. Fill them in:
    • User Name: you@yourdomain.co.uk
    • Account Type: IMAP
    • Incoming Mail Server: mail.yourdomain.co.uk
    • Outgoing Mail Server: mail.yourdomain.co.uk
    Click Sign In.
  5. Leave Mail ticked (untick Notes if you like) and click Done.

Then check the security settings

  1. Choose Mail → Settings… (called Preferences on older Macs) → Accounts, and select your account.
  2. Open the Server Settings tab. For both incoming and outgoing, untick "Automatically manage connection settings", then set:
    • Incoming: port 993, Use TLS/SSL ticked, Authentication Password
    • Outgoing: port 465, Use TLS/SSL ticked, Authentication Password, username you@yourdomain.co.uk and your password filled in
    Click Save.
  3. Open the Mailbox Behaviors tab and point Drafts, Sent, Junk and Trash at the folders on the server, so every device shares the same folders.

Android phones (Gmail app)

Most Android phones come with the Gmail app, which works with any email address, not just Gmail ones. Phone makers word some screens slightly differently, but the boxes are the same. Watch out for the server names: Android often guesses imap.… or smtp.…, and those are wrong for us.

  1. Open Gmail, tap your profile picture (top right) → Add another account.
  2. Choose Other.
  3. Enter your email address you@yourdomain.co.uk and tap Manual setup.
  4. Choose Personal (IMAP), then enter your password and tap Next.
  5. Incoming server settings:
    • Username: you@yourdomain.co.uk. It often fills in just the part before the @, so change it to the full address.
    • Server: mail.yourdomain.co.uk
    • Port: 993  ·  Security type: SSL/TLS
    Tap Next.
  6. Outgoing server settings:
    • Require sign-in: on
    • Username: you@yourdomain.co.uk and your password
    • SMTP server: mail.yourdomain.co.uk
    • Port: 465  ·  Security type: SSL/TLS
    Tap Next.
  7. Choose how often to check for email (every 15 minutes is fine), give the account a name, and you're done.

Samsung Email app

Samsung phones have their own Email app as well as Gmail. Either is fine; use one, not both, for the same account.

  1. Open Email. On first use choose Other; if you already have an account, tap the menu ☰ → ⚙ Settings → Add account → Other.
  2. Enter your email address you@yourdomain.co.uk and password, then tap Manual setup.
  3. Choose IMAP account.
  4. Fill in the boxes:
    • Username: you@yourdomain.co.uk
    • Incoming (IMAP) server: mail.yourdomain.co.uk  ·  Security type SSL  ·  Port 993
    • Outgoing (SMTP) server: mail.yourdomain.co.uk  ·  Security type SSL  ·  Port 465
    • Require authentication to send emails: on, with the same username and password
  5. Tap Sign in.
Samsung offers "SSL (Accept all certificates)" and "TLS (Accept all certificates)" options. Don't choose those. They switch off a security check, and if plain SSL fails, something else is wrong that we should fix.

Outlook on a Windows PC

Outlook usually finds the settings by itself from just your email address and password. If it does, you're done. If it can't, or it picks the wrong account type, use the manual steps.

New Outlook (and Windows 11 "Outlook")

  1. Click the ⚙ Settings cog → Accounts → Email accounts → Add account.
  2. Enter your email address you@yourdomain.co.uk and click Continue.
  3. If it asks what kind of account it is, choose IMAP. Not Microsoft 365, Exchange or POP.
  4. Enter your password. If it asks for more detail (or you click Show more), use:
    • IMAP incoming server mail.yourdomain.co.uk, port 993, SSL/TLS
    • SMTP outgoing server mail.yourdomain.co.uk, port 465, SSL/TLS
    • Username you@yourdomain.co.uk for both
  5. Click Continue.

Classic Outlook (Microsoft 365 / Office desktop)

  1. Click File → Add Account.
  2. Enter your email address, click Advanced options, tick Let me set up my account manually, then click Connect.
  3. Choose IMAP.
  4. Incoming mail: server mail.yourdomain.co.uk, port 993, encryption SSL/TLS.
    Outgoing mail: server mail.yourdomain.co.uk, port 465, encryption SSL/TLS. Click Next.
  5. Enter your password and click Connect.
The old Windows Mail app was withdrawn by Microsoft at the end of 2024. If it has stopped working, set your email up in the new Outlook as above.

Outlook app on iPhone or Android

The Outlook app works on both iPhone and Android, and often sets itself up more easily than the built-in apps. It's a good fallback if you're struggling with the iPhone Mail app.

  1. Open Outlook. Go to Settings → Add Mail Account → Add Email Account (on first use it asks straight away).
  2. Enter your email address you@yourdomain.co.uk and tap Continue.
  3. If it suggests Microsoft, Google or another provider, or says it can't find your account, tap Set up account manually and choose IMAP.
  4. Enter your password, switch on Advanced settings, and fill in:
    • IMAP hostname: mail.yourdomain.co.uk (port 993 if it asks), username you@yourdomain.co.uk, your password
    • SMTP hostname: mail.yourdomain.co.uk (port 465 if it asks), username you@yourdomain.co.uk, your password
  5. Tap Sign in (or the ✓).

Thunderbird and other email apps

Any email app that supports IMAP will work. Choose to add an account and pick manual setup (sometimes called "Configure manually" or "Advanced"), then use the settings at the top of this page.

Thunderbird usually detects the settings itself. When it shows what it found, check the server names say mail.yourdomain.co.uk and the account type is IMAP before clicking Done.

No app at all? You can read and send email from any web browser at webmail.yourdomain.co.uk.

Something not working?

The problems we hear about most, and how to fix them.

  • The username must be your full email address you@yourdomain.co.uk, not just the part before the @.
  • Passwords are case-sensitive. Phones like to add a capital letter at the start, so check it.
  • Try logging in at webmail.yourdomain.co.uk. If that fails too, the password is wrong and we can reset it for you.
  • Changed your password recently? Every device still using the old one has to be updated.

This means the server name in your settings doesn't match the server's security certificate.

  • Check the server is exactly mail.yourdomain.co.uk. Not imap., smtp. or your domain on its own.
  • If it is correct and you still see the warning, contact us. We can fix the certificate for your domain. Please don't tap "Trust" or "Accept all certificates" to get round it.

Tap No. Despite the wording, SSL is not the problem. This message means your device couldn't reach our mail server at all. Turning SSL off would send your password unprotected, and it still wouldn't work.

  • Check the server name is exactly mail.yourdomain.co.uk, letter by letter, with no space after the dots, and the right ending (.com and .co.uk are different addresses).
  • Turn Wi-Fi off and try again on mobile data. Some public, hotel and business Wi-Fi blocks email.
  • If it works on mobile data but not on your own Wi-Fi, our server may have temporarily blocked your connection after earlier failed attempts. Contact us and we can lift the block.

This is almost always the outgoing (SMTP) settings:

  • The outgoing username and password must be filled in. On an iPhone they say "Optional", but they aren't.
  • Sign-in / authentication for sending must be on.
  • Server mail.yourdomain.co.uk, port 465 with SSL/TLS. If that doesn't connect, try port 587 with STARTTLS/TLS.
  • Never use port 25: most broadband and mobile networks block it.

  • Check for typing mistakes in the server name, and for a space your keyboard may have added after the dot.
  • Check the ports and security type match the settings table.
  • Try switching between Wi-Fi and mobile data. Some public and hotel Wi-Fi blocks email.

If email stops on every device at your home or office at the same moment, our server's security may have temporarily blocked your internet connection after too many wrong password attempts. This usually happens when an old phone, tablet or laptop still has an old password saved and keeps retrying.

  • Find the device with the old password and update or remove the account.
  • Check: if email still works on a phone using mobile data (Wi-Fi off), this is probably the cause.
  • Contact us and we can lift the block straight away.

Your device is saving sent emails to a folder of its own instead of the one on the server.

  • iPhone/iPad: Settings → Apps → Mail → Mail Accounts → your account → Account → Advanced → Mailbox Behaviours. Choose the Sent, Drafts and Trash folders On the Server.
  • Mac: Mail → Settings → Accounts → Mailbox Behaviors.
  • Outlook: right-click the account → Folder properties / account settings. Or simply drag messages into the server's Sent folder.

That device has been set up as POP, which downloads your email and removes it from the server. Remove the account from that device and add it again as IMAP. Anything already downloaded stays on that device, so move it to a folder before removing the account if you need to keep it.

  • Mailbox full: each mailbox has a size limit. Log in to webmail.yourdomain.co.uk, delete old emails with big attachments, and empty the Trash.
  • Attachments too large: the most one email can carry is about 15 MB of attachments. For anything bigger, send a link from a file-sharing service instead.
  • Still bouncing? Forward us the bounce message. The text in it tells us exactly what went wrong.

Why IMAP and not POP?

IMAP keeps your email on our server and shows the same thing on every device. Read an email on your phone and it shows as read on your computer. Your sent emails and folders match everywhere, and if you lose your phone, nothing is lost.

POP downloads your email to one device and usually deletes it from the server. It made sense when people had one computer. Today it mostly causes "where did my emails go?" problems. Only use it if we've suggested it for a particular reason.

Still stuck?

We're happy to help, and it's usually a two-minute fix. Tell us which device and app you're using and the exact error message. A screenshot is perfect.

Ask us for help