Overview
To add an email account to a client like Outlook, Thunderbird, or Apple Mail, you need the incoming (IMAP or POP3) and outgoing (SMTP) server settings. This guide explains the protocols and lists the settings for major email providers.
IMAP/POP3 receive mail and SMTP sends it — both are needed to set up a client.
Key Takeaways
- IMAP keeps mail synced across devices; POP3 downloads and (optionally) removes it from the server.
- SMTP is used to send mail.
- Use the secure (SSL/TLS) ports: IMAP 993, POP3 995, SMTP 465 or 587.
- Most providers now require an app password or OAuth instead of your normal password.
What Are IMAP, POP3, and SMTP?
- IMAP — syncs your mailbox across all devices; messages stay on the server. Best for most users.
- POP3 — downloads messages to one device and can delete them from the server. Best for single-device, offline use.
- SMTP — the protocol used to send outgoing email.
Standard Secure Ports
- IMAP (incoming): port 993 with SSL/TLS.
- POP3 (incoming): port 995 with SSL/TLS.
- SMTP (outgoing): port 465 (SSL) or 587 (STARTTLS).
- Always choose the encrypted option for security.
Gmail / Google Workspace
- IMAP: imap.gmail.com, port 993, SSL.
- POP3: pop.gmail.com, port 995, SSL.
- SMTP: smtp.gmail.com, port 465 (SSL) or 587 (TLS).
- Requires an app password (with 2-Step Verification) or OAuth sign-in.
Outlook.com / Hotmail / Microsoft 365
- IMAP: outlook.office365.com, port 993, SSL.
- POP3: outlook.office365.com, port 995, SSL.
- SMTP: smtp.office365.com (or smtp-mail.outlook.com), port 587, STARTTLS.
Yahoo Mail
- IMAP: imap.mail.yahoo.com, port 993, SSL.
- POP3: pop.mail.yahoo.com, port 995, SSL.
- SMTP: smtp.mail.yahoo.com, port 465 or 587.
- Requires an app password generated in Yahoo account settings.
Apple iCloud Mail
- IMAP: imap.mail.me.com, port 993, SSL.
- SMTP: smtp.mail.me.com, port 587, STARTTLS.
- Requires an app-specific password from your Apple ID settings.
Other Providers (General Pattern)
- Most providers follow imap.<domain> / smtp.<domain> with the standard secure ports.
- Hosting providers (GoDaddy, Bluehost, IONOS, Hostinger, Namecheap, etc.) use mail.<yourdomain> with ports 993 and 465/587.
- Check your provider’s help page for the exact server names if they differ.
Troubleshooting
Problem: The client rejects your password.
Solution: Many providers require an app password (with 2FA) or OAuth rather than your normal login password. Generate an app password in your account settings.
Problem: Cannot send mail (SMTP errors).
Solution: Use port 587 with STARTTLS or 465 with SSL, enable authentication, and confirm the SMTP server name is correct.
Problem: Mail missing on other devices.
Solution: Use IMAP, not POP3, so messages stay on the server and sync everywhere.
Problem: Connection times out.
Solution: Verify the server names and ports, that SSL/TLS is enabled, and that a firewall or ISP is not blocking the mail ports.
Conclusion
Choose IMAP to keep mail synced, use the secure ports (993/995/465/587), and an app password where required. With the right incoming and outgoing server settings, you can add any email account to your preferred client.
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