Configure Email Clients

This part will guide you on how to configure email clients, such as Mozilla Thunderbird, Apple Mail, and Microsoft Outlook. Further details will be explained in each section.

IMAP or POP

Before we begin, since we will be presented with the option to choose between IMAP and POP when configuring mail clients, let us review the differences between the two.

IMAP

Server-Based Storage

• Emails are stored on the mail server and synchronized across all devices.
• Actions like reading, deleting, or organizing emails are mirrored on all devices.

Accessibility:

• Allows access to email from multiple devices (computers, smartphones, tablets) while keeping everything synchronized.
• Ideal for users who check their email from various locations or devices.

Real-Time Updates:

• Changes made in the mail client are reflected immediately on the server and other devices.
• Supports folder organization and maintains the structure across devices. #### Offline Access:
• You can choose to download emails for offline access, but changes made offline will be updated on the server once reconnected.

Space Management:

• Email is stored on the server, potentially occupying server space if not managed properly.
• Typically used by those with large mail quotas or those who manage emails regularly.

POP

Local Storage:

• Emails are downloaded from the server to a single device and typically deleted from the server (though some settings allow copies to remain on the server).
• Actions on one device (like deleting or moving emails) do not affect other devices.

Single-Device Focus:

• Best suited for users who access their email from one device.
• Less suitable for multi-device access since synchronization across devices is not inherently supported.

Offline Access:

• Since emails are downloaded and stored locally, they are accessible offline.
• Changes made (like organizing or deleting emails) are local to that device only.

Space Management:

• Frees up server space since emails are typically removed from the server after download.
• Useful for users with limited server storage or who prefer keeping a local archive.

Which One to Choose?

• IMAP is generally recommended if you:

  • Access your email from multiple devices.
  • Want real-time synchronization of your email and folders across all devices.
  • Prefer server-based storage and management of your emails.

• POP might be suitable if you:

  • Mainly access your email from a single device.
  • Prefer to download and store emails locally.
  • Want to minimize server storage usage.

Mozilla Thunderbird

Mozilla Thunderbird is free and open-source email client software that also functions as a full personal information manager with a calendar and contact book and an RSS feed reader, chat client, and news client.

To download the application file, head over to this page and then click the Download button at the top right. Once downloaded, install the application.

To configure email on Mozilla Thunderbird, follow these steps:

1. Open Mozilla Thunderbird.
2. Open the Account Settings, and add a Mail Account.
3. You will be presented with this form:

1. Enter your full name, email address, and password.
2. Ensure the Remember password option is checked.
3. Click continue and the application will try to get the email server configuration automatically.

4. If the process runs successfully, you will see a message like this:

   

5. You will be presented with two configurations, IMAP and POP3.

6. Once you choose the config you want, click Done.

7. After that you will be presented with the "Account successfully created" message.

8. Click Finish, and you will be redirected to your email inbox. From there you can send and receive emails.

Apple Mail

Apple Mail is available on MacOS.

To configure email on apple mail, follow these steps:

1. Open the apple mail application.
2. Click the Mail menu on top left, near the apple icon. Then click Accounts.
3. An "Internet Accounts" window will be opened.
4. Click the Add Account button at the bottom, then choose Add Other Account...
5. Choose Mail account.

6. You will be presented with a form like this:

   

7. Enter your name, email address, and password. Then click Sign in

8. After that, the form will look like this:

   

9. Pick an Account Type, IMAP or POP

10. Enter mail.domain.com on both Incoming and Outgoing Mail Servers.

11. Once done, click Sign in again.

12. It might take a while for it to process. Once done, open up your Apple Mail application, and you will see your mailbox there. From there you can send and receive emails.

Microsoft Outlook

Microsoft Outlook can be obtained by purchasing a Microsoft 365 subscription. For more information, refer to this page.

To configure email on Microsoft Outlook, follow these steps:

1. Open Microsoft Outlook.
2. Go to Settings.
3. Choose Accounts.
4. Add an account.
5. Enter your email address.
6. Choose IMAP/POP as the provider.

7. The form will look like this:

   

8. Important! Remove @domain.com from Username.

9. Enter your email password.

10. Type mail.domain.com as both Incoming and Outgoing Servers.

11. Click Add Account.

12. You will then see a message like this:

    email-test@domain.com has been added

13. Close the window and go back to your Microsoft Outlook.

14. You should now be able to send and receive emails.