Setting up an email account

Last change on 2021-07-09 • Created on 2020-01-20

The process for setting up email accounts differs from one program to the next, but they all have the same basic settings:

Send and receive encrypted emails

**To ensure the highest possible level of security and to protect your privacy, we recommend that you use encryption to send and receive emails. **

  • Incoming mail server (POP3/IMAP): mail.your-server.de (literally!)
  • Outgoing mail server (SMTP): mail.your-server.de (literally!)
  • User name: Your full mail address (e.g. info@your-domain.de)
  • Password: Your password for the mailbox
  • Security: STARTTLS (or TLS)

If you use Microsoft Outlook, you may need to set the root folder for IMAP manually. Under "POP and IMAP Account Settings", choose "More Settings; Advanced; Folders". Insert INBOX into "Root folder path".

In newer Outlook versions, you need to set the root folder path via the transfer settings. To do this, press the key combination CTRL + ALT + S; Select the group (by default "All Accounts"); Edit; Select Mailbox; Account Properties; Advanced". Enter INBOX here in the "Root folder path" field.

Ports

Most email clients are capable of finding the correct port automatically. However you can also configure ports manually (the recommended settings are bold):

  • IMAP Receiving emails - all emails are stored on the server (recommended).

    • STARTTLS/TLS: 143
    • SSL: 993
  • POP3 Receiving emails - emails are deleted after they are fetched from the server.

    • STARTTLS/TLS: 110
    • SSL: 995
  • SMTP Sending emails

    • STARTTLS/TLS: 587
    • SSL: 465
    • (outdated) STARTTLS/TLS: 25

Note: If you want to send emails via SMTP from a hosting account (e.g. over PHP), you must use port 587.

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