Setting up email on a new device or through a third-party application like Outlook, Thunderbird, or Apple Mail often brings up a confusing question: What do I put for the server? If you’re not tech-savvy, this part of the setup can feel like navigating a minefield of jargon—IMAP, POP3, SMTP, ports, encryption, and server names. What does it all mean, and how do you choose the right server settings?
In this comprehensive guide, we will break it all down for you—plain & simple. Whether you’re setting up a personal Gmail account, a business email with your own domain, or something else entirely, you’ll learn exactly what server settings to enter, why they matter, and how to find them.
Why Email Server Settings Matter
Before diving into specifics, let’s understand why email server settings are important.
When you send or receive emails, your device doesn’t communicate directly with the person on the other end. Instead, it communicates through email servers—special computers that store, forward, and manage your email messages. To make sure your emails go to the right place and arrive safely, you need to tell your email client (e.g., your phone or computer app) which servers to talk to and how to connect with them.
You’ll typically need two types of server settings:
- Incoming Mail Server – for receiving emails.
- Outgoing Mail Server (SMTP) – for sending emails.
Let’s take a closer look at each.
Incoming Mail Server: IMAP vs. POP3
When setting up email, one of the first choices you’ll see is whether to use IMAP or POP3 as your incoming mail server. This setting determines how your device retrieves emails from the server.
What is IMAP?
IMAP is the more modern & flexible option. It keep your emails stored on the mail server & syncs across multiple devices.
Use IMAP if:
- You check your email on more than one device (e.g., phone, tablet, and computer).
- You want your emails and folders to stay synced across all devices.
- You don’t want to lose emails if something happens to your device.
IMAP Server Example (for Gmail):
- Server: imap.gmail.com
- Port: 993
- Encryption: SSL/TLS
What is POP3?
POP3 (Post Office Protocol 3) downloads emails from the server & stores them locally on your device. Once downloaded, the emails are commonly deleted from the server (unless configured otherwise).
Use POP3 if:
- You only access email from one device.
- You want to store emails locally & not take up server space.
POP3 Server Example (for Gmail):
- Server: pop.gmail.com
- Port: 995
- Encryption: SSL/TLS
Which Should You Choose?
In most cases, IMAP is the good choice, especially in today’s multi-device world. However, if you’re on a limited data plan or using old email software, POP3 might be sufficient.
Outgoing Mail Server: SMTP
While IMAP and POP3 handle incoming mail, SMTP (Simple Mail Transfer Protocol) handles outgoing mail. This is what your email apps uses to send messages.
Regardless of whether you use IMAP or POP3, SMTP is required to send email.
SMTP Server Example (for Gmail):
- Server: smtp.gmail.com
- Port: 465 (SSL) or 587 (TLS)
- Requires authentication: Yes
- Username: Your full email address
- Password: Your email password or app-specific password
Some email providers require app-specific passwords or OAuth2 authentication, especially for Gmail, Yahoo, and Outlook. More on that later.
Common Email Provider Server Settings
Let’s take a look at the server settings for some of the most popular email providers. These are typically entered manually when setting up email on a third-party app.
Gmail (Google Mail)
Incoming Mail Server (IMAP):
- Server: imap.gmail.com
- Port: 993
- Encryption: SSL
Outgoing Mail Server (SMTP):
- Server: smtp.gmail.com
- Port: 465 (SSL) or 587 (TLS)
- Requires Authentication: Yes
Note: Gmail often requires you to enable “Allow Less Secure Apps” or use App Passwords if you’re not using OAuth2 login.
Outlook.com / Hotmail / Live Mail (Microsoft)
Incoming Mail Server (IMAP):
- Server: imap-mail.outlook.com
- Port: 993
- Encryption: SSL
Outgoing Mail Server (SMTP):
- Server: smtp-mail.outlook.com
- Port: 587
- Encryption: STARTTLS
Yahoo Mail
Incoming Mail Server (IMAP):
- Server: imap.mail.yahoo.com
- Port: 993
- Encryption: SSL
Outgoing Mail Server (SMTP):
- Server: smtp.mail.yahoo.com
- Port: 465 or 587
- Encryption: SSL or STARTTLS
Note: Yahoo often requires App Passwords for 3rd-party apps.
iCloud Mail (Apple)
Incoming Mail Server (IMAP):
- Server: imap.mail.me.com
- Port: 993
- Encryption: SSL
Outgoing Mail Server (SMTP):
- Server: smtp.mail.me.com
- Port: 587
- Encryption: STARTTLS
Note: You will need to create an app-specific password through your Apple ID.
Zoho Mail
Incoming Mail Server (IMAP):
- Server: imap.zoho.com
- Port: 993
- Encryption: SSL
Outgoing Mail Server (SMTP):
- Server: smtp.zoho.com
- Port: 465 (SSL) or 587 (TLS)
- Requires Authentication: Yes
Custom Domain Email (e.g., [email protected])
If you have an email tied to your own domain (like via Bluehost, SiteGround, HostGator, or a custom cPanel host), the server settings will depend on your hosting provider.
Here’s what to look for:
Incoming Server (IMAP/POP3):
- Often something like: mail.yourdomain.com
- IMAP Port: 993 (SSL), POP3 Port: 995 (SSL)
Outgoing Server (SMTP):
- Usually: mail.yourdomain.com
- SMTP Port: 465 (SSL) or 587 (TLS)
TIP: Check your hosting provider’s email set up documentation or cPanel for the exact values.
How to Find Your Email Server Settings
Here are some methods to find the correct server settings if you’re unsure:
1. Check Your Provider’s Support Page
Search for “[email provider] email server settings” online. Reputable providers will have detailed setup instructions.
2. Log Into Webmail or Hosting Panel
If you have a hosting provider (like Bluehost or HostGator), log into your cPanel or webmail. There is usually a section called “Email Configuration” or “Mail Client Manual Settings”.
3. Ask Your IT Administrator
If you’re using a company or school email, your IT department should provide you with the correct settings.
4. Use Autodiscovery (when available)
Some apps like Outlook and Apple Mail can detect settings automatically. However, you may still need to manually enter them if this feature fails.
Troubleshooting Server Errors
It’s common to run into a few hiccups when entering server settings. Here’s how to resolve them:
“Cannot Connect to Server”
- Double-check the server name and port.
- Ensure encryption (SSL/TLS) is set correctly.
- Your internet might be blocking the port—try switching to mobile data.
“Username or Password Incorrect”
- Make sure you’re entering the full email address.
- If using Gmail, iCloud, or Yahoo, generate an app-specific password.
“SMTP Server Not Responding”
- Use an alternate SMTP port (e.g., try 587 instead of 465).
- Check if your ISP blocks outgoing SMTP traffic.
Bonus Tip: Use an App Password
Many modern email services like Gmail, Yahoo, and Apple now require app-specific passwords when connecting via third-party apps. This is a security measure to protect your main password.
How to Get an App’s Password (Example for Gmail):
- Go to Google Account Settings.
- Click on “Security.”
- Under “Sign in to Google,” click “App Password.”
- Generate one and use it in place of your regular password.
Final Thoughts
So, what should you put for “server” when setting up email? It depends on your provider, but the basic rule is:
- Use IMAP (imap.domain.com) for incoming mail, unless you have a good reason to use POP3.
- Use SMTP (smtp.domain.com) for outgoing mail, with correct port & encryption.
- Always check your provider’s documentation or help desk for the most accurate and up-to-date settings.
Setting up email might feel intimidating at first, but once you understand what these server names and ports mean, it becomes much easier. With the right settings, you can enjoy reliable, secure, and synced email on all your devices.
