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The correct setting up of email is the most common question we receive. This brief guide may help resolve some of the issues customers have when attempting to retrieve email from their accounts.

The two methods in common use are webmail and IMAP/POP3.

Webmail

If you use your web browser to login to your email account on a remote server then you're using webmail. It's a very simple system as all you need is an Internet connection and a relatively modern web browser on any device such as PC or smartphone.

You'll need to know the web address (URL) of the mail server, which is often in the form http://webmail. e.g. http://webmail.example.com, your full email address which is your login name, and your password. That's it, nothing else is required.

If you wish to use webmail over HTTPS (SSL) then log into https://webmail.gridhost.co.uk.

IMAP/POP3

If you are using an email client such as Outlook, Mac Mail, Thunderbird, or similar then you will be using IMAP/POP3. IMAP and POP3 are two types of email protocol for retrieving email from a mail server. They work in slightly different ways but achieve much the same result which is to pull down email from the mail server so you can read it using your email client on your local machine.

Because you're running an application on your machine you'll need to configure your mail client with some settings. You'll need to know the following;

  • Inbound mail server (IMAP/POP3 server) - in most cases this is mail.<yourdomain>* e.g. mail.example.com
  • Outbound SMTP mail server - this can be the same as your inbound (see below) or your Internet connection provider may specify a mail server to use
  • Username, normally your full email address
  • Password

If you use the same mail server for both outbound and inbound then you'll need to configure the outbound mail server to authenticate using your inbound credentials (username and password). This section trips up many and is usually the primary cause of email issues when settings aren't applied correctly. Many email clients make this step easy while others are less helpful. If you have problems getting IMAP/POP3 working and you urgently need to access your email then you can fall back on webmail.

Ports

These are the recommended settings for ports are;

SMTP 25 or 587
SMTP SSL/TLS 465

IMAP 143
IMAP SSL/TLS 993

POP3 110
POP3 SSL/TLS 995

* Please note: If you wish to use SSL/TLS you will not be able to use mail.<yourdomain> as your mail server address, instead use mail3.gridhost.co.uk (if your email is with Tsohost).

If you are using multiple devices to access the same mailbox (phone, PC and tablet for instance) we recommend IMAP over POP. This will leave a copy of your messages on the server, including folder structure and sent items which are then accessible on every device and via Webmail. Please note that we do advise regularly backing up your e-mail account and archiving old messages to maintain good performance.

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Monday, 30th March 2015

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