Email Setup

Step-by-Step Guide to Setting Up Email on an iPhone

Follow these steps to set up an email account on your iPhone, including configuring port numbers for secure connections:


  1. Open the Settings App
    Locate and tap the Settings app on your iPhone’s home screen.
  2. Go to Mail Settings
    • Scroll down and select Mail.
    • Tap Accounts.
  3. Add a New Email Account
    • Tap Add Account.
    • Choose Other.
    • Tap Add Mail Account.
  4. Enter Account Details
    • Fill in the following fields:
      • Name: Your name (as it will appear in emails).
      • Email: Your full email address.
      • Password: Your email password.
      • Description: A label for the account (e.g., “Work Email”).
    • Tap Next.
  5. Choose Account Type
    • Select IMAP to configure the account for incoming and outgoing server settings.
  6. Configure the Incoming Mail Server
    • Enter the following information under Incoming Mail Server:
      • Host Name: Enter the IMAP server address ( mail.yourdomain.co.uk ).
      • Username: Enter your full email address.
      • Password: Re-enter your password.
  7. Configure the Outgoing Mail Server
    • Enter the following information under Outgoing Mail Server:
      • Host Name: Enter the SMTP server address ( mail.yourdomain.co.uk ).
      • Username: Enter your full email address.
      • Password: Re-enter your password.
  8. Save the Account
    • Tap Next to save the account. The iPhone will attempt to verify the information.
    • If verification fails, tap Save and proceed to manually configure advanced settings.
  9. Set Port Numbers and SSL
    • Return to the Mail Settings:
      • Go to Settings > Mail > Accounts and select your email account.
      • Tap Account and then tap Advanced (usually at the bottom).
    • Incoming Mail Server Settings:
      • Use SSL: Ensure it is enabled.
      • Authentication: Select Password.
      • Server Port: Enter 993 for IMAP.
    • Outgoing Mail Server Settings:
      • Tap the SMTP server under Outgoing Mail Server.
      • Tap the primary server (usually labeled with your SMTP hostname).
      • Ensure the following:
        • Use SSL: Enabled.
        • Authentication: Set to Password.
        • Server Port: Enter 465.
      • Tap Done to save the settings.
  10. Test the Account
    • Open the Mail app and check if you can send and receive emails.
    • Send a test email to confirm the outgoing server settings.

Your email account is now configured with the correct port numbers and SSL settings for secure IMAP and SMTP connections.


Step-by-Step Guide to Amending Email Settings on an iPhone (Changing Hostname)

If you need to update the email hostname and adjust port numbers for secure connections, follow these steps:

1. Open the Settings App

  • Locate and tap the Settings app on your iPhone’s home screen.

2. Go to Mail Settings

  • Scroll down and tap Mail.
  • Tap Accounts.

3. Select the Email Account

  • Tap the email account you need to amend from the list of accounts.

4. Access Account Details

  • Tap Account again to access detailed settings for the email account.

5. Change the Hostname

  • Incoming Mail Server:
    • Update the Host Name field with the new IMAP server address ( mail.yourdomain.co.uk ).
    • Confirm the Username (full email address) and Password are correct.
  • Outgoing Mail Server:
    • Under Outgoing Mail Server (SMTP), tap the Primary Server (it will display the current hostname).
    • Update the Host Name field with the new SMTP server address (  mail.yourdomain.co.uk ).
    • Confirm the Username (full email address) and Password are correct.

6. Configure Port Numbers and SSL

  • Return to the Account Settings and ensure advanced configurations are correct:

For Incoming Mail Server:

  1. Tap Advanced (found at the bottom of the account settings screen).
  2. Check the following:
    • Use SSL: Ensure it is enabled.
    • Authentication: Set to Password.
    • Server Port: Enter 993 for IMAP.

For Outgoing Mail Server:

  1. Go back to the main account settings screen.
  2. Tap SMTP, then tap the Primary Server.
  3. Check the following:
    • Use SSL: Ensure it is enabled.
    • Authentication: Set to Password.
    • Server Port: Enter 465 for SMTP.
  4. Tap Done to save the changes.

7. Save the Updated Settings

  • Tap Done or Save to ensure all your changes are applied.

8. Test the Account

  • Open the Mail app.
  • Send a test email to verify the outgoing server works with the updated settings.
  • Check for incoming emails to confirm the new hostname for the IMAP server is working.

Your email settings are now updated with the correct hostnames, port numbers, and SSL configurations for secure IMAP and SMTP connections.


Step-by-Step Guide to Setting Up Email on an Android Phone Using the Outlook App

This guide will help you configure your email on the Microsoft Outlook app for Android, including setting port numbers for secure connections.

1. Install and Open the Outlook App

  • Download the Microsoft Outlook app from the Google Play Store if it’s not already installed.
  • Open the app.

If it’s your first time using Outlook, you’ll be prompted to set up an account. Otherwise, tap the profile icon in the top left corner, select Add Account, and tap Add Email Account.

2. Enter Your Email Address

  • Type in your full email address (e.g., yourname@domain.com).
  • Tap Continue.

If Outlook automatically detects your settings, tap Not IMAP? or Change account provider to manually configure your account.

3. Choose IMAP as the Account Type

  • When prompted, select IMAP as the account type to manually set up your email.

4. Enter Incoming Server Settings

  • Fill in the following details for the incoming mail server:
    • Email Address: Your full email address (e.g., yourname@domain.com).
    • Username: Your full email address.
    • Password: Your email account password.
    • IMAP Hostname: Enter the incoming mail server hostname ( mail.yourdomain.co.uk ).
    • Port: Enter 993.
    • Security Type: Select SSL/TLS.

5. Enter Outgoing Server Settings

  • Fill in the following details for the outgoing mail server:
    • SMTP Hostname: Enter the outgoing mail server hostname ( mail.yourdomain.co.uk ).
    • Port: Enter 465.
    • Security Type: Select SSL/TLS.
    • Authentication: Ensure it is enabled.
    • Username: Enter your full email address.
    • Password: Enter your email account password.

6. Review and Save Settings

  • Double-check all entered information.
  • Tap Sign In or Done to save the configuration.

7. Set Sync Preferences

  • Outlook will prompt you to adjust your sync settings:
    • Choose the frequency for syncing emails (e.g., every 15 minutes).
    • Enable notifications if you want alerts for new messages.

8. Test the Account

  • Send a test email to confirm the outgoing server works correctly.
  • Check for incoming emails to ensure the IMAP server settings are functioning.

Your email is now configured on the Outlook app for Android with secure port numbers and SSL settings for IMAP and SMTP.


Step-by-Step Guide to Amending Email Settings in the Outlook App on an Android Phone

This guide will help you update the hostname and port numbers for your email account in the Microsoft Outlook app.

1. Open the Outlook App

Launch the Microsoft Outlook app on your Android phone.
Tap the profile icon in the top left corner of the screen.

2. Access Account Settings

Scroll down and select Settings (gear icon).
Under the Accounts section, tap the email account you want to amend.

3. Edit Server Settings

On the account settings page, look for the option labeled IMAP Settings or Advanced Settings.
If you don’t see these options immediately, tap Edit Account or Change Mailbox Sync Settings (depending on your Outlook version).
Locate and tap Incoming Settings to modify the IMAP server details.

4. Update the Incoming Mail Server (IMAP)

Enter the new details for the IMAP server:

  • IMAP Hostname: Replace with the new hostname ( mail.yourdomain.co.uk ).
  • Port: Enter 993.
  • Security Type: Set to SSL/TLS.
  • Authentication: Ensure it is set to Password.
    Save the changes.

5. Update the Outgoing Mail Server (SMTP)

Navigate to Outgoing Settings or SMTP Settings within the same account menu.
Enter the new details for the SMTP server:

  • SMTP Hostname: Replace with the new hostname ( mail.yourdomain.co.uk ).
  • Port: Enter 465.
  • Security Type: Set to SSL/TLS.
  • Authentication: Ensure it is enabled.
  • Username: Enter your full email address.
  • Password: Re-enter your email password if prompted.
    Save the changes.

6. Test the Updated Settings

After saving, return to the main screen of the Outlook app.
Send a test email to confirm the outgoing server settings are working correctly.
Check for new incoming emails to ensure the IMAP server settings are functioning.

Your email settings have now been updated in the Microsoft Outlook app, with the correct hostname, port numbers, and secure SSL configurations for IMAP and SMTP.


Step-by-Step Guide to Setting Up Email on a Windows PC Using Outlook 365 (Including Port Numbers for IMAP and SMTP)

Follow these instructions to configure your email account with secure settings on Outlook 365 for Windows.

1. Open Outlook 365

Launch Outlook 365 on your Windows PC.

2. Go to Account Settings

  • Click on the File tab in the top-left corner of Outlook.
  • Select Account Settings, then click Account Settings again from the dropdown.

3. Add a New Account

  • In the Account Settings window, click New under the Email tab.
  • Select Email Account, then click Next.

4. Enter Your Email Details

  • Enter your Name, Email Address, and Password.
  • If Outlook automatically detects your settings, proceed to Next. If you need to configure it manually, select Manual Setup or Additional Server Types, then click Next.

5. Select IMAP and Enter Server Settings

  • Select IMAP under the Server Information section.
  • Fill in the following details for the Incoming Mail Server (IMAP):
    • Incoming Mail Server (IMAP): Enter the hostname ( mail.yourdomain.co.uk ).
    • Port: Enter 993.
    • Encryption Method: Select SSL/TLS.

6. Configure Outgoing Mail Server (SMTP)

  • Under Outgoing Mail Server (SMTP), enter the following details:
    • SMTP Server: Enter the SMTP hostname ( mail.yourdomain.co.uk ).
    • Port: Enter 465.
    • Encryption Method: Select SSL/TLS.

7. Enter Authentication Details

  • Ensure Use same settings as my incoming mail server is selected.
  • If it’s not, manually enter your Username (your full email address) and Password.

8. Test Account Settings

  • Click Test Account Settings to verify that both the incoming and outgoing server settings are correct.
  • If the test is successful, click Close to exit the test window.

9. Complete the Setup

  • Click Next, then Finish to complete the email setup.
  • If prompted, restart Outlook for the changes to take effect.

10. Test the Configuration

  • Open Outlook and check if you can send and receive emails.
  • Send a test email to verify the outgoing server is working, and check your inbox to ensure the incoming mail server is functioning.

Your email account is now set up in Outlook 365 with the correct port numbers and SSL settings for secure IMAP and SMTP connections.


Step-by-Step Guide to Amending Email Settings on a Windows PC Using the Outlook 365 App (When the Hostname Needs Changing)

If you need to update your email settings on Outlook 365 for Windows when the hostname or server details change, follow these steps.

1. Open Outlook 365

Launch Outlook 365 on your Windows PC.

2. Go to Account Settings

  • Click on the File tab in the top-left corner of the window.
  • In the Account Information section, select Account Settings, then choose Account Settings from the dropdown menu.

3. Select the Account to Edit

  • In the Account Settings window, under the Email tab, select the email account you want to edit.
  • Click on Change to edit the settings.

4. Update Incoming Server Settings (IMAP)

  • In the Server Information section, update the following for the incoming mail server (IMAP):
    • Incoming Mail Server (IMAP): Replace the old hostname with the new IMAP server address ( mail.yourdomain.co.uk).
    • Port: Set the port to 993.
    • Encryption Method: Choose SSL/TLS.

5. Update Outgoing Server Settings (SMTP)

  • Under Outgoing Mail Server (SMTP), update the following details:
    • SMTP Server: Replace the old hostname with the new SMTP server address ( mail.yourdomain.co.uk ).
    • Port: Set the port to 465.
    • Encryption Method: Choose SSL/TLS.

6. Confirm Authentication Details

  • Ensure that Use same settings as my incoming mail server is selected for the outgoing mail server.
  • If not, enter your full email address in the Username field and your email password in the Password field.

7. Test the Account Settings

  • Click on Test Account Settings to check that both the incoming and outgoing server settings are correctly configured.
  • If the test is successful, a message will appear confirming that the test was successful.

8. Finish the Setup

  • Once the test is successful, click Next to proceed.
  • Click Finish to complete the process and save the changes.

9. Restart Outlook

  • Restart the Outlook app to apply the changes and make sure the updated settings take effect.

10. Test the Configuration

  • Open Outlook and check if you can send and receive emails.
  • Send a test email to verify the outgoing server is working correctly, and check your inbox to ensure that incoming mail is functioning as expected.

Your email account is now updated in Outlook 365 with the correct hostname, port numbers, and SSL settings for IMAP and SMTP.

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