# Configuring Your Email in Outlook, Apple Mail, and Mobile

Source: https://support.kapsulehost.com/en-us/email-client-setup

This guide gives you the server settings and step-by-step setup instructions for every major email client. Use the settings box at the top as your single reference, then follow the guide for your specific client.

---

![Mailbox settings showing IMAP/SMTP details](https://support.kapsulehost.com/help/screenshots/email-client-setup.58e59fc6.webp)

## Your Kapsule Email Server Settings

Keep these settings handy. You will need them for any email client setup.

| Setting | Value |
|---|---|
| **Incoming Mail Server (IMAP)** | mail.kapsulehost.com |
| **IMAP Port** | 993 |
| **IMAP Encryption** | SSL/TLS |
| **Outgoing Mail Server (SMTP)** | mail.kapsulehost.com |
| **SMTP Port** | 465 |
| **SMTP Encryption** | SSL/TLS |
| **Username** | Your full email address (e.g. hello@yourdomain.com) |
| **Password** | The mailbox password set in KPanel |

> **Note:** IMAP is strongly recommended over POP3 (see [IMAP vs POP3](https://support.kapsulehost.com/en-us/email-imap-vs-pop3)). IMAP keeps your emails synced across all your devices. POP3 downloads emails to one device and removes them from the server, which can lead to lost messages if you use multiple devices. POP3 is available on port 995 with SSL if you specifically need it.

> **Tip:** If your mail client asks you to choose between IMAP (993) and POP3 (995), always choose IMAP to keep messages synced across devices.

---

## Outlook for Windows

### Step-by-Step Setup

1. Open Outlook
2. Click **File** > **Add Account**
3. Enter your full email address and click **Connect**
4. If Outlook detects settings automatically, confirm the IMAP option is selected. If prompted for manual setup, choose **IMAP**
5. Enter the incoming server details:
   - Server: `mail.kapsulehost.com`
   - Port: `993`
   - Encryption: `SSL/TLS`
6. Enter the outgoing server details:
   - Server: `mail.kapsulehost.com`
   - Port: `465`
   - Encryption: `SSL/TLS`
7. Click **Next**, enter your password, and click **Connect**
8. Outlook will test the connection. Once successful, click **Done**

> **Tip:** If Outlook auto-discovers incorrect settings, click "Let me set up my account manually" on the first screen to enter the settings directly.

---

## Outlook for Mac

1. Open Outlook for Mac
2. Click **Outlook** in the menu bar > **Settings** (or **Preferences**)
3. Click **Accounts**
4. Click the **+** button and choose **New Account** (or **Add Email Account**)
5. Enter your email address and click **Continue**
6. If prompted for the account type, select **IMAP**
7. Enter incoming server: `mail.kapsulehost.com`, port `993`, SSL enabled
8. Enter outgoing server: `mail.kapsulehost.com`, port `465`, SSL/TLS enabled
9. Enter your full email address as the username and your mailbox password
10. Click **Add Account**

---

## Apple Mail (macOS)

1. Open **Mail**
2. Click **Mail** in the menu bar > **Add Account**
3. Select **Other Mail Account** and click **Continue**
4. Enter your name, full email address, and mailbox password, then click **Sign In**
5. Apple Mail will attempt automatic setup. If it fails, you will see manual fields:
   - **Account Type:** IMAP
   - **Incoming Mail Server:** `mail.kapsulehost.com`
   - **Outgoing Mail Server:** `mail.kapsulehost.com`
6. Click **Sign In**
7. After the account is created, go to **Mail > Preferences > Accounts** and select your new account
8. Click the **Server Settings** tab and confirm:
   - Incoming: port 993, TLS checked
   - Outgoing: port 465, TLS checked

---

## iPhone (iOS)

1. Open **Settings**
2. Scroll down and tap **Mail**
3. Tap **Accounts** > **Add Account**
4. Tap **Other** at the bottom of the list
5. Tap **Add Mail Account**
6. Enter:
   - **Name:** Your name as you want it to appear on sent emails
   - **Email:** Your full email address
   - **Password:** Your mailbox password
   - **Description:** A label for this account (e.g. Work Email)
7. Tap **Next**
8. Make sure **IMAP** is selected at the top
9. Fill in **Incoming Mail Server:**
   - Host Name: `mail.kapsulehost.com`
   - User Name: your full email address
   - Password: your mailbox password
10. Fill in **Outgoing Mail Server:**
    - Host Name: `mail.kapsulehost.com`
    - User Name: your full email address
    - Password: your mailbox password
11. Tap **Next**. iOS will verify the settings. This may take 30 to 60 seconds.
12. Choose which data to sync (Mail is required; Notes and Reminders are optional) and tap **Save**

> **Note:** iOS may show a warning during verification saying the server cannot be verified. This is sometimes a timing issue. Tap **Continue** and the account will complete setup successfully.

---

## Android

Steps vary slightly depending on your Android version and device manufacturer, but the process is consistent across most devices.

1. Open the **Gmail** app or your device's built-in **Email** app
2. Tap the menu (three lines) > **Settings** > **Add account**
3. Select **Other** (for Gmail app) or **Personal (IMAP)** for the built-in email app
4. Enter your full email address and tap **Next**
5. Choose **IMAP** when asked for the account type
6. Enter your password and tap **Next**
7. Fill in **Incoming server settings:**
   - Username: your full email address
   - Password: your mailbox password
   - Server: `mail.kapsulehost.com`
   - Port: `993`
   - Security type: `SSL/TLS`
8. Tap **Next**
9. Fill in **Outgoing server settings:**
   - Server: `mail.kapsulehost.com`
   - Port: `465`
   - Security type: `SSL/TLS`
   - Require sign-in: Yes
   - Username: your full email address
   - Password: your mailbox password
10. Tap **Next**, choose your sync preferences, and tap **Done**

---

## Common Errors and Fixes

### "Cannot Connect to Server" or "Connection Failed"

Check the following:

- **Username must be your full email address.** Using just `hello` instead of `hello@yourdomain.com` is the most common cause of this error.
- **Confirm the server name is correct:** `mail.kapsulehost.com` (no typos, no extra spaces)
- **Check your password.** Log in to webmail at [webmail.kapsulehost.com](https://webmail.kapsulehost.com) with the same credentials to confirm they work
- **Confirm the ports are correct:** 993 for IMAP, 465 for SMTP

### "SSL Certificate Error" or "Untrusted Certificate"

- Make sure SSL/TLS is enabled for port 993 (not just the standard IMAP port 143)
- On SMTP, confirm SSL/TLS is selected for port 465, or switch to port 465 with SSL/TLS
- Do not use port 25 for outgoing mail. Port 25 is for server-to-server delivery only and is typically blocked for end users

### "Sent Mail Not Saving" or Sent Folder Missing

This is an IMAP folder mapping issue. After setup:

1. Go to the account settings in your email client
2. Find the **Folder Mapping** or **Special Folders** section
3. Map "Sent" to `Sent` or `Sent Items` on the server
4. Map "Drafts", "Trash", and "Spam" similarly

In Apple Mail: **Mail > Preferences > Accounts > Mailbox Behaviors**
In Outlook: **Account Settings > More Settings > Folders**

### "Authentication Failed" or "Username/Password Incorrect"

- Log in to [webmail](https://support.kapsulehost.com/en-us/email-webmail) first to confirm your credentials are correct
- Check whether there are any leading or trailing spaces in the password field
- If you recently changed your password in KPanel, update the password in your email client as well

---

## Testing the Setup

After setup, send a test email:

1. Compose a message and send it to an email address you can check (another account, a colleague)
2. Ask them to reply
3. Confirm both sending and receiving work correctly

If sending works but receiving does not (or vice versa), the issue is with the SMTP or IMAP settings respectively. Use the relevant troubleshooting steps above. If mail is not arriving at all, see [Troubleshooting Email Not Arriving](https://support.kapsulehost.com/en-us/email-not-receiving).