How to Set Up a Business Email in Outlook Mobile Using IMAP

How to Set Up a Business Email in Outlook Mobile Using IMAP

Need to access your business email from your phone? If your email provider has given you IMAP and SMTP server settings, you can add the account to Microsoft Outlook on Android or iPhone.

This guide explains the information you need, how to enter the settings, and what to check if your email does not send or receive correctly.

Before You Start

Have the following information available from your email hosting provider:

• Your full business email address, for example name@yourdomain.co.za
• Your email account password
• Your IMAP incoming mail server
• Your SMTP outgoing mail server
• The required IMAP and SMTP ports
• The required security/encryption method, such as SSL/TLS or STARTTLS

Important: Server names and ports are not necessarily the same for every hosting provider. Use the settings supplied by your email provider. Microsoft also recommends obtaining the required server information from your email provider or administrator when it is not known.

What Is IMAP?

IMAP (Internet Message Access Protocol) keeps your email stored on the mail server and synchronises your mailbox across devices. This is useful if you read the same business mailbox from your phone, computer and webmail.

IMAP synchronises email folders such as your Inbox and Sent folder, but it does not provide the same calendar and contacts synchronisation that Microsoft Exchange or Microsoft 365 accounts provide.

Typical Secure IMAP Settings

Your provider may use different settings, but secure email services commonly use settings similar to these:

These are common examples, not universal settings. Microsoft documents IMAP port 993 and SMTP port 587 for common secure configurations, while some providers may use alternatives such as SMTP 465.

Set Up IMAP Email in Outlook Mobile

1. Open Outlook

Open the Microsoft Outlook app on your Android or iPhone.

2. Add Your Email Account

If Outlook does not have an account configured, choose Add Email Account.

If you already have an account:

1. Open Outlook.
2. Tap your profile/home icon.
3. Open Settings.
4. Choose Add Account and then Add Email Account.

Microsoft’s current Outlook for Android instructions use Settings → Add Account → Add Email Account.

3. Enter Your Email Address

Enter your complete business email address, for example:

name@yourdomain.co.za

Tap Continue. If Outlook asks you to choose an email provider, select IMAP or POP3, and choose IMAP for this guide.

4. Turn On Advanced Settings

Enable Advanced Settings so that you can enter the mail server details manually. Microsoft documents this flow for manually configuring IMAP accounts.

5. Enter the Incoming IMAP Settings

Enter the details supplied by your email hosting provider:

• IMAP Server: for example, mail.yourdomain.co.za
• Username: your full email address, for example name@yourdomain.co.za
• Password: your mailbox password
• Port: commonly 993 for secure IMAP
• Security: SSL/TLS where required

In some versions of Outlook, the port is entered directly after the server name using a colon, for example imap.yourprovider.co.za:993. Microsoft specifically notes that the colon is important when entering the port this way.

6. Enter the Outgoing SMTP Settings

SMTP is responsible for sending your email:

• SMTP Server: for example, mail.yourdomain.co.za or the SMTP hostname supplied by your provider
• Username: your full email address
• Password: your mailbox password
• Port: commonly 587 for TLS/STARTTLS
• Security: TLS/STARTTLS where required

Your hosting provider may require a different SMTP port, such as 465, so always use the settings supplied for your mailbox.

7. Complete the Setup

Tap the check mark, Next, or Sign In, depending on the version of Outlook you are using.

Outlook will attempt to connect to the incoming and outgoing mail servers. If the details are correct, your mailbox should begin synchronising.

IMAP vs POP3

If your email provider offers both IMAP and POP3, IMAP is generally the better choice when you use the same mailbox on multiple devices. IMAP keeps the mailbox on the server and synchronises changes, whereas POP3 is primarily designed to download messages to a device.

Common Problems and Solutions

Outlook says the password is incorrect

Make sure you are using the password for the mailbox itself, not necessarily your hosting control-panel password. If you recently changed the mailbox password, update it in Outlook.

Emails are received but cannot be sent

Check the SMTP server, SMTP port, encryption method and SMTP authentication. Your provider may require the same full email address and password for SMTP authentication.

Outlook cannot connect to the incoming server

Check the IMAP hostname, port and SSL/TLS setting. A secure IMAP connection commonly uses port 993. Also confirm that IMAP access is enabled by your email provider.

There is an SSL or security certificate error

Do not simply disable security to make the error disappear. Check that the server hostname, port and encryption method match the settings supplied by your email provider.

Only some folders are showing

Allow Outlook time to synchronise after the account is added. If folders are still missing, check the mailbox configuration with your email provider, as IMAP folder names and namespace settings can vary between providers.

Important Security Tips

• Never publish your email password in a website, social media post or public support request.
• Use encrypted connections such as SSL/TLS or STARTTLS where supported.
• If you believe your mailbox password has been exposed, change it immediately.
• When troubleshooting, provide your server name, port and error message rather than sending your password.

Need Help Setting Up Your Business Email?

Setting up business email can be straightforward when you have the correct server settings, but a small mismatch in the hostname, port, password or security method can prevent the account from connecting.

If you need help configuring your business email on Outlook or another mail application, Kodeink Group can assist with the setup and troubleshooting.

Email us at support@kodeinkgroup.co.za and let us know what you are trying to configure. Please do not send your email password.

Everything is easy until it has to be done, and done right.

Last updated: September 2026