Email Support

Email Support

Setting up an email client for the first time can seem a little complicated, but once you know a few key pieces of information, you can get almost any client up and running quickly.

The easiest way to start checking a new email account is to use a Webmail interface. This guide, however, covers setting up an email account in a local application (an email client) installed on your computer.

While each email client’s setup process is going to be slightly different, the information below applies to any email client. You’ll find specific instructions for popular clients at the bottom of this article.

Step #1: Obtain Settings for Your Email Account

To set up your email client, you’ll first need to obtain (or confirm) the email account’s connection settings. You can do that by logging into cPanel, and selecting Email Accounts under the Email heading.

email1 - Email Support

If you are using a mail client listed under the Auto Configuration Scripts section at the top of the Configure Mail Client page, you may download the script for the client and protocol you wish to use by clicking on the appropriate link. However, please note that not all email clients are supported by these cPanel scripts, and the scripts may not work with the latest versions of popular clients such as Outlook or Mac Mail.

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If you are unable to use the script, you can get the manual settings by clicking on the Configure Mail Client to the right of the email address in the Email Accounts section. Depending on your version of cPanel and active theme, that link may be listed under the Actions column or in the More dropdown menu to the far right of the address.

emailaccts2 - Email Support

If you are unable to access cPanel to obtain the settings specific for your email account, typical settings are as follows: SSL Setting would be recommended.

emailmanualsettings - Email Support

Step #2: Enter Account Information in Your Email Client

  1. All popular (and more importantly up to date) email clients require only a few basic pieces of information to start checking and sending messages from your account.
    • Incoming Server: The server that receives and stores messages sent to your e-mail account, accessed by the e-mail client via IMAP or POP3. For an overview of the differences between the two please see our IMAP vs POP3 E-Mail guide. Secure (SSL) connections use the server’s hostname and standard (non-SSL) connections use your domain name.
    • Outgoing Server (SMTP): The server that sends e-mail from your account. Your SMTP server may require some additional security settings but these also are fairly easy to enable. Typically, if there is a checkbox or radio button labeled “My Server Requires Authentication” it will need to be checked. Secure (SSL) connections use the server’s hostname and standard (non-SSL) connections use your domain name.
    • User Name and Password: Authentication credentials that allow access your e-mail account and messages. The username is the full email address, not just the part before the “@” symbol and domain name.
      The important point to take out of this list is that all e-mail clients require the same information to function, and once you know that information you can set up almost any email client.
  2. If you are launching your local email client for the first time after you installed it you will most likely be prompted to create a new account as soon as you launch the program. The following steps will start the process of adding a new email account to your local client. Once you have completed these steps, you will see a screen that asks for the server and user information outlined above.

In the top menu, click on Tools and then Email Accounts (some versions of Outlook may say just Accounts).

  • In some versions of Outlook you may need to click on the Email tab.
  • Click on Add a new e-mail account… or simply New and then click Next.
  • For more detail, see How To Set up Email in Outlook 2016

Step #3: Add or Edit the Email Account

  1. Account Information screenTo set up a new email account, click the File tab and then click Add Account.
  2. If you’re modifying the settings on an existing account already configured in Outlook, click on Account Settings and then click on Change settings for this account or set up more connections and skip ahead to Step #4: Modifying an Existing Account.

Step #4: Manual Setup for a New Email Account

  1. Select the radio button for Manual setup or additional server types.Add Account Setup screen
  2. Then click Next.

Step #5: Select Email Account Type

  1. Select the radio button for POP or IMAP.
    Choose Service screen
  2. And then click Next.

Step #6: Modifying an Existing Account

  1. If you’re editing an email account that already has been configured in Outlook, click on the account name and then click on the Change button. Otherwise, skip ahead to Step #5: Configure General Settings.
    Account Settings edit
  2. To avoid data loss, please use caution any time you change an email account’s connection type or delete an email account. Removing an email account from a mail client also will remove all messages associated with it on the device and, specifically in the case of POP accounts that are not configured to retain mail on the server, there may be no way to recover those messages. If you have any doubt or questions, please contact Heroic Support® for guidance.

Note: You cannot edit an existing email account to switch its account type from POP3 to IMAP or vice versa. To change the account type, you must add a new account of the desired type (POP3 or IMAP) per the Add or edit the email account instructions above. Adding a new account with a different connection type should not require you to delete the old one in most mail clients.

Step #7: Configure General Settings

Non-SSL Account Settings

  • Your Name is your name as you want it to appear in emails that you send
  • Email Address should be the full email address
  • Account Type will be POP3 or IMAP, depending on your preference. For its ability to keep email in sync across multiple devices (desktop, laptop, phones and tablets), IMAP generally is recommended.
  • Incoming mail server
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
  • Outgoing mail server (SMTP)
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
  • User Name is your full email address, not just the part before the at symbol.
  • Password is the email account password.
  • Require logon using Secure Password Authentication (SPA) must not be checked. SPA is not the same as SMTP authentication, which is used on cPanel servers.

Step #8: Configure Outgoing Server Settings

  1. Click the More Settings button, and select the Outgoing Server tab.Outgoing Server Settings - SMTP Authentication
    • My outgoing server (SMTP) requires authentication should be checked
    • Use same settings as my incoming mail server should be enabled
    • Log on to incoming mail server before sending mail (POP3 only) should not be enabled. That setting applies only to servers configured to allow POP Before SMTP authentication, in which a successful login to retrieve mail allows a user from the same IP address to also send mail for a period of time. It is not compatible with servers requiring SMTP authentication.
  2. Now select the Advanced tab at the top of the More Settings window.

Step #9: Configure Ports and Encryption

  1. Fill in the Advanced settings using the images and instructions below.
  2. Once complete, click OK to return to the previous window.
Non-SSL Ports and Encryption
Advanced Internet E-mail Settings screens for email accounts using IMAP (left) and POP3 (right) connection methods over a standard (non-SSL) network connection.

Standard (Non-SSL) IMAP Settings

Standard (Non-SSL) POP3 Settings

  • Incoming server (IMAP) is port 143
  • Use the following type of encrypted connection is “None”
  • Outgoing server (SMTP) is port 25 (587 also can be used if needed)
  • Use the following type of encrypted connection is “None”
  • Incoming server (POP3) is port 110
  • This server requires an encrypted connection (SSL) is not checked
  • Outgoing server (SMTP) is port 25 (587 also can be used if needed)
  • Use the following type of encrypted connection is “None”
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Advanced Internet E-mail Settings screens for email accounts using IMAP.
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POP3 connection methods over a secure (SSL) network connection.

Secure (SSL/TLS) IMAP Settings

Secure (SSL/TLS) POP3 Settings

  • Incoming server (IMAP) is port 993
  • Use the following type of encrypted connection is “TLS”
  • Outgoing server (SMTP) is port 465
  • Use the following type of encrypted connection is “TLS”
  • Incoming server (POP3) is port 995
  • This server requires an encrypted connection (SSL) is checked
  • Outgoing server (SMTP) is port 465
  • Use the following type of encrypted connection is “TLS”

Step #10: Test Settings

Self-Signed SSL Popup

  1. Click the Next button to make a connection to the server and test the configuration.
  2. If you’re using SSL settings and your server has a self-signed (free) SSL certificate installed on the mail server, you may get a popup warning. If so, you will need to click the Yes button to accept the certificate and proceed. Alternatively, you may select View Certificate and then click Install Certificate on the next screen to install the certificate locally and prevent the notice on subsequent connections.
  3. Once you click Yes, Outlook will test the connection settings.
  4. When you see the success message, you’re ready to start using your email address with Outlook 2016.

Note: A self-signed certificate uses the same level of encryption as a verified certificate, except that it is you who are verifying your server’s identity, rather than a third party. However, if you would prefer to use a third-party verified SSL certificate to cover core services (cPanel/WHM, POP3, IMAP, SMTP and FTP) on your server, you can find instructions for ordering and installing an SSL certificate at Install an SSL Certificate on a Domain using cPanel, and you’ll find a guide to installing your certificate on email and other core server services at Installing Service SSLs in cPanel. Should you find that you need any assistance, please feel free to contact a Heroic Support® technician who can assist with obtaining and installing an SSL from the vendor of your choice.

Bonus for IMAP Users: Choose Which Folders to Display in Outlook

Select IMAP FoldersWhen connecting to your email server using the IMAP protocol, you have the ability to choose the specific mail folders to which you wish to subscribe.

To do so, right-click on your email account’s Inbox in Outlook 2016 (some older versions of Outlook may require you to right-click on the email address itself) and then select IMAP Folders from the popup list.

In the IMAP Folders window, click on the Query button in the top right of the window to get the current list of folders in your email account from your server.

Once the list has downloaded from the server , you will see each of your account’s folders on the server listed in the All tab, which should be selected by default, you will see a list of all the email folders in your account on the server. Folders to which you already are subscribed will appear with a folder icon, while folders to which you are not subscribed will have no icon next to their names.

Outlook 2016 IMAP folder Query

You can manage your folder subscriptions by clicking on the folder name in the All list and using the Subscribe or Unsubscribe buttons.

Once you’ve finished making changes, click the Apply button and then select OK if needed. It will take a few moments for the folder list to update in your Mail pane.

Note: When subscribing to filtered mail folders such as Spam or Junk, all the mail coming into those folders on the server also will be downloaded and synced to your selected local mail client as well. If you are using a metered Internet connection or have limited bandwidth, please be aware that the transfer of email does count toward your data usage. If you typically receive a large volume of such filtered mail, subscribing to spam and junk folders is not recommended.

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