Email settings
Setting up email on a new phone or computer? Pick where your email is hosted, then copy the settings.
Not sure which you have? Look at where you read webmail. outlook.office.com means Microsoft 365, mail.google.com means Google, and webmail on your own domain usually means cPanel. Or call us on (08) 7123 0805.
IMAP, POP and SMTP
- IMAP reads your email and leaves it on the server, so your phone, laptop and webmail all show the same inbox and folders. Pick this one.
- POP downloads email to one device and usually takes it off the server. It only suits a single computer that nobody else checks mail from.
- SMTP sends your email. Every setup needs it, whether you read mail with IMAP or POP.
SSL and non-SSL ports
Each setting comes in two forms. The SSL/TLS ports encrypt the connection from the first moment, including your password. The plain ports start unencrypted: some apps switch to encryption with STARTTLS, and some old ones never do. Use the SSL/TLS ports unless an old device can’t.
| Setting | SSL/TLS port | Non-SSL port |
|---|---|---|
| IMAP (incoming) | 993 | 143 |
| POP (incoming) | 995 | 110 |
| SMTP (outgoing) | 465 | 587 with STARTTLS |
Port 587 is the usual sending port. It starts plain, then switches to encryption before you sign in, so it is safe when your app has STARTTLS (or “TLS”) turned on.
Microsoft 365 settings
The easy way: add the account as Microsoft 365 or Exchange in Outlook, Apple Mail or your phone, and sign in with your Microsoft password. The app sets itself up. Only type settings by hand if your app asks for them.
| Setting | Server | Port |
|---|---|---|
| IMAP (incoming) | outlook. | 993, SSL/TLS |
| POP (incoming) | outlook. | 995, SSL/TLS |
| SMTP (outgoing) | smtp. | 587, STARTTLS |
Your username is your full email address. POP and IMAP can be switched off for a mailbox, so if a hand-typed setup won’t connect, ask whoever manages your Microsoft 365 (or us) to check.
Copiers and scanners that email scans: many sign in to Microsoft 365 with a plain username and password. Microsoft is switching that off by default for existing businesses at the end of December 2026. If your copier emails scans, talk to us about scan to email before then.
Google Workspace settings
The easy way: add the account as a Google account in your mail app and sign in on Google’s own sign-in screen. Since 1 May 2025, Google Workspace no longer accepts apps that only ask for a username and password, so an app that can’t open Google’s sign-in screen won’t connect.
| Setting | Server | Port |
|---|---|---|
| IMAP (incoming) | imap. | 993, SSL/TLS |
| POP (incoming) | pop. | 995, SSL/TLS |
| SMTP (outgoing) | smtp. | 465, SSL/TLS or 587, STARTTLS |
Your username is your full email address. IMAP has to be turned on for your business in the Google Admin console first.
WaTo email hosting (cPanel) settings
For mailboxes on WaTo email hosting, and the email that comes with WaTo web hosting. Put your own domain where it says yourdomain.com.au.
| Setting | SSL/TLS (use this) | Non-SSL |
|---|---|---|
| Server (incoming and outgoing) | mail. | |
| IMAP (incoming) | 993 | 143 |
| POP (incoming) | 995 | 110 |
| SMTP (outgoing) | 465 | 587 |
| Username | Your full email address | |
| Password | The mailbox password | |
| Outgoing server needs sign-in | Yes, with the same username and password | |
If your app warns that the certificate doesn’t match, check the server name in your welcome email, or log a web hosting job and we’ll send you the right one.
Which email hosting suits you?
All three put email on your own domain. They differ in what comes with it and how you pay.
Choosing between Microsoft 365 and Google? Read Microsoft 365 vs Google Workspace. Moving email from one to another? See email migration. Email still not working? Start with common business email problems, or log a job.
Sources: Microsoft, POP3 and IMAP4 in Exchange Online and SMTP AUTH timeline; Google, Set up Gmail with a third-party email client and Control access to less secure apps.
