Team Knowhow guide to email server settings

Adding your email account to your new device should be fairly straightforward, but if you're having trouble with it, this guide to email server settings should help.

If you're trying to set up an email account on a new device, then the settings below should help you get up and running in no time. If you've already added your account but it isn't behaving itself, then you might want to click the troubleshooting link and head down to that section instead.

Setting up an email account

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To get your email account up and running, you'll need to know some information before you start. 

  • Who is my email provider?
  • What type of account do I have?
  • What are the server settings I need?

If your account hasn't set up automatically, then you will need to know all of these in order to set up your email account manually. We'll look at each of these questions in turn to help you find the information you need.

Who is my email provider?

The first thing you will need to know is who provides your email account. If your account is provided by your ISP (internet service provider), then it's their name you will need. If your mail provider's name matches the domain part of your email address (the bit after the @ sign), then again that is the name you're looking for.

If your email is a hosted account, perhaps because you have your own domain name (often through your own website), then you need to know who hosts the email service in order to get the right settings for your account.

What type of account do I have?

The next thing you will need to know is the type of email account you have: POP3, IMAP or Exchange. Each of these account types has their own way of working, and if you want to use your email account on more than one device then they all need to be set up in the same way, to avoid losing any of your data or getting inconsistencies between devices.

Let's take a look at the different types of email account:

  • POP3 (Post Office Protocol) is a simple method of delivering a local copy of mail from the server to a device. Once that local copy is downloaded, there is no further interaction with the mailbox, and whatever happens to that email from then on happens only on that device.
  • IMAP (Internet Mail Access Protocol) is a much more sophisticated method of controlling mail, which feeds information back to the server about the status of your devices every time your mail app syncs (checks for new email). Any movement of emails into different folders, or any deletions, etc., are fed back to the server, which in turn updates each device as it checks for new mail. This means that whatever device you look at your mail on, the view is always the same, with same mail in the same folders - ideal if you use lots of devices!
  • Exchange mail is widely used by businesses and education providers who have a large enough client base to run their own email system. These are bespoke systems designed to the company's specifications, and won't have publicly accessible server information. If your account is Exchange, we'd recommend contacting your email provider's IT department for assistance.

Exchange aside then, for the majority of email providers it is simply a choice of POP3 or IMAP. A lot of the older ISP-based accounts still use POP3, while most of the more recently set up providers use IMAP. Some email accounts, however, can be set up as either type.

If your account is one of these, you will need to check how it is set up on any other devices you use. You will need to set it up the same way on your new device as you have on all your other devices. If you don't do this, you could run into problems seeing all of your mail, or items moving or disappearing without obvious reason.

List of Email server settings

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The links below lead to server settings for most of the commonly-used email providers in the UK. The account type is shown in each table, and where it is possible to set up an account using either POP3 or IMAP you may see both types of settings. You should only enter one set of data, though, and use the same setting consistently - either use all IMAP or all POP choices depending on how you want the account to be set up.

Is authentication (sign-in) required to send mail?

If authentication is required to send mail, this means you must include your email username and password to prove to the email server that you are authorised to use the service. This also helps to prevent spam mail being sent through the email provider's servers. There will usually be a check box to enable this in the outgoing mail server settings, along with fields to enter the information.

@aol.com, @aol.co.uk

 
 
 
 
AOL server settings

@blueyonder.co.uk

 
 
 
 
Blueyonder server settings

@btclick.com, @btconnect.com

 
 
 
 
BTclick server settings

@btinternet.com, @btopenworld.com

 
 
 
 
BTinternet server settings

@clara.co.uk

 
 
 
 
Clara server settings

Demon (custom domains)

 
 
 
 
Demon server settings

@eclipse.co.uk (home users)

 
 
 
 
Eclipse server settings

@fast.co.uk

 
 
 
 
Fast server settings

Fasthosts (custom domains)

 
 
 
 
Fasthosts server settings

@freeserve.co.uk, @fsbusiness.co.uk, @fslife.co.uk, @fsmail.net, @fsnet.co.uk, @fsworld.co.uk

All of these email accounts stopped working on 31st May 2017 due to EE closing their email service. See their support page for further information.

@gmail.com

 
 
 
 
Gmail server settings

@hotmail.com, @hotmail.co.uk

 
 
 
 
Hotmail server settings

@iCloud.com

 
 
 
 
iCloud server settings

KCom (formerly @karoo.co.uk and @eclipse.co.uk business users)

 
 
 
 
Kcom server settings

@lineone.net

 
 
 
 
Lineone server settings

@live.com, @live.co.uk

 
 
 
 
Live server settings

@me.com

 
 
 
 
Me server settings

@mypostoffice.co.uk

 
 
 
 
Mypostoffice server settings

@ntlworld.com

 
 
 
 
NTLWorld server settings

@o2.co.uk

 
 
 
 
O2 server settings

@office365.com

 
 
 
 
Office365 server settings

@orangehome.co.uk, @orange.net

These email accounts stopped working on 31st May 2017 due to EE closing their email service. See their support page for further information.

@onetel.com

 
 
 
 
Onetel server settings

@onetel.com

 
 
 
 
Dialpipex server settings

@dsl.pipex.com

 
 
 
 
dslpipex serer settings

@plus.net

 
 
 
 
Plusnet server settings

@pobroadband.co.uk

 
 
 
 
pobroadband server settings

@sky.com

 
 
 
 
Sky server settings

@surfanytime.co.uk

 
 
 
 
Surfanytime server settings

@talktalk.net

 
 
 
 
Talktalk server settings

@tesco.net

 
 
 
 
Tesco server settings

@tiscali.co.uk

 
 
 
 
Tiscali server settings

@virginmedia.com

 
 
 
 
Virginmedia server settings

@virgin.net

 
 
 
 
Virgin server settings

@wanadoo.co.uk

Wanadoo email accounts stopped working on 31st May 2017 due to EE closing their email service. See their support page for further information.

@yahoo.com, @yahoo.co.uk

 
 
 
 
Yahoo server settings

@zen.co.uk

 
 
 
 
Zen server settings

123Reg (Custom domains)

 
 
 
 
123reg server settings

1and1 (Custom domains)

 
 
 
 
1and1 server settings

Troubleshooting email settings

If you're still having problems, the first thing we would suggest doing is to remove all traces of the account completely, and try to set the account up again. There are many settings as you can see, and mistyping one of them could be the difference between success and failure.

If that hasn't worked, there are are a couple of other things you can look at to see if they resolve your issue.

 

What do the error messages mean?

Some guidance can be taken from any error messages you might see during the set up.

If you see an authentication error, that usually means that the username format is wrong, or the wrong password has been entered. Check the password is correct by logging into your email account through a webpage, if possible.

If you see an error telling you the server is not responding, double-check the port number you entered, username/password authentication settings and the type of security, as these are the most common reasons for this type of error.

 

Email receives, but won't send

This is one of the most annoying problems you may encounter with email, and often happens on mobile phones and tablets. This is because incoming and outgoing email is handled in different ways, in much the same way that posting letters through the Royal Mail does.

The postman brings mail to your house and delivers it directly to you (you're receiving mail), but you can't hand him a letter you want to send - you have to use a post box (sending mail).

With email, when you want to receive mail, your device (phone, tablet, computer, etc.) contacts the incoming mail server, and downloads the new mail. To send mail, it sends it out through your internet connection's outgoing mail server.

 

What settings could stop my email from sending?

To be honest, it's sending email that causes most of the problems. Some providers may require you to prove who you are before they will send your mail out, which is called authentication. This is done by providing your email username and password within the correct area of the settings.

You should re-check the outgoing (smtp) mail server settings, tapping on any buttons to take you into advanced settings to look at the following items (you can always cancel to move back out):

  • Is there a check box asking whether you wish to use authentication? If there is, tick it.
  • Are there spaces for your username and password in the outgoing settings? If there are, try entering your details and see if that works.
  • Are you being asked whether you want to use the same settings as your incoming server? If so, then select this option, as it means using password authentication.

If you're making any changes to these settings, don't forget to save your changes in order to update your device. If all else fails, you can always remove the account and re-add it.

 

Sending mail from a mobile device

If you are trying to use email on a mobile device, you may come across a further hurdle placed there by your mobile network. While you are using mobile data (whether it's 4G, 3G, or GPRS), your mobile phone provider is your internet provider, as you are connecting via their SIM card.

This means that you may need to use your mobile phone provider’s outgoing mail server to send your mail, instead of the one listed for your account above. Listed below are the generic outgoing (smtp) servers for the main UK mobile networks, which you can try in place of the existing outgoing server settings. All the servers below use port 587, and do not use SSL security.

  • O2 - Service withdrawn 7/6/2016, use email provider settings
  • EE - smtp.orange.net
  • Orange - smtp.orange.net
  • T-Mobile - smtp.t-email.co.uk
  • Three - smtp-mbb.three.co.uk
  • Vodafone - No dedicated server, use email provider settings

Hopefully you're email is now working properly, but if you need any extra help, you can contact one of our Team Knowhow experts here.