Webbyfix Business Email Setup Instructions

You’ve already got the important details from us which will be in this format:

• Email: yourname@yourdomain.com
• Password: ********
• Incoming (IMAP): mail.yourdomain.com Port 993 SSL/TLS
• Outgoing (SMTP): mail.yourdomain.com Port 465 (SSL) or 587 (STARTTLS)
• Username (both): yourname@yourdomain.com
• Authentication: Password

What each detail means (in friendly words)

• Email address: Your mailbox name (like your info@example.co.ke ).
• Password: Your secret key keep it safe.
• Incoming mail (IMAP or POP): How your device reads mail.
  • IMAP keeps mail on the server and syncs across devices (recommended).
  • POP downloads mail to one device (not great for multiple devices).
• Incoming server: The “door” your device uses to read mail (often looks like mail.yourdomain.com).
• Outgoing server (SMTP): The “door” your device uses to send mail (often the same as incoming).
• Port number: The “lane” your mail uses on the internet road.
  • Common secure ports: IMAP 993, POP 995, SMTP 465 or 587.
• Security type: Usually SSL/TLS or STARTTLS this keeps your mail safe.

If we didn’t specify IMAP vs POP, use IMAP.

Quick checklist before you start

• Email address: example@yourdomain.com
• Password: (type carefully)
• Incoming server: e.g., mail.yourdomain.com
• Incoming port: IMAP 993 (or POP 995)
• Security: SSL/TLS
• Outgoing server (SMTP): e.g., mail.yourdomain.com
• Outgoing port: 465 (SSL) or 587 (STARTTLS)
• Authentication: “Password” or “Normal” use your email address + password

Android phone (Samsung, Tecno, Infinix, etc.)

Using the built‑in Mail app

1. Open Mail app: Find “Email” or “Mail.”
2. Add account: Tap Add account or the plus (+).
3. Type your email: Enter your email address and password. Tap Manual setup.
4. Choose IMAP: Pick IMAP (recommended).
5. Incoming settings:
   • Username: Your full email address
   • Password: Your password
   • Server: Incoming server from the checklist
   • Port: 993
   • Security: SSL/TLS
6. Outgoing (SMTP) settings:
   • SMTP server: Outgoing server from the checklist
   • Port: 465 (SSL) or 587 (STARTTLS)
   • Security: Match the port choice
   • Require sign‑in: On
   • Username: Your full email address
   • Password: Your password
7. Finish: Save. Let the app sync. Send a test email to yourself.

Using the Gmail app on Android

1. Open Gmail: Tap your profile picture → Add another account → Other.
2. Enter email & password: Then tap Manual setup.
3. Choose IMAP and fill Incoming exactly like above.
4. Fill Outgoing (SMTP) exactly like above.
5. Done: Save and test by sending an email.

iPhone or iPad (Mail app)

1. Open Settings: Scroll to Mail → Accounts → Add Account → Other → Add Mail Account.
2. Enter basics:
   • Name: Your name
   • Email: Your email address
   • Password: Your password
   • Description: Anything (e.g., “Work Mail”)
3. Choose IMAP at the top.
4. Incoming mail server:
   • Host Name: Incoming server
   • Username: Your full email address
   • Password: Your password
5. Outgoing mail server (SMTP):
   • Host Name: Outgoing server
   • Username: Your full email address
   • Password: Your password
6. Advanced (ports & security):
   • Go to the account → SMTP → your server → set Port 465 (SSL) or 587 (STARTTLS).
   • Back to Advanced → IMAP Path Prefix (leave blank) → Use SSL On → Server Port 993.
7. Save: Return and let Mail sync. Send a test email.

Windows computer (Outlook)

1. Open Outlook: File → Add Account.
2. Manual setup: Choose IMAP (or POP if instructed).
3. Incoming server:
   • Server: Incoming server
   • Port: 993 (IMAP) or 995 (POP)
   • Encryption: SSL/TLS
4. Outgoing server (SMTP):
   • Server: Outgoing server
   • Port: 465 (SSL) or 587 (STARTTLS)
   • Encryption: Match the port choice
5. Authentication:
   • Username: Your full email address
   • Password: Your password
   • Tick My outgoing server (SMTP) requires authentication.
6. Finish: Save and send a test email.

Mac computer (Apple Mail)

1. Open Mail: Mail → Add Account → Other Mail Account.
2. Enter basics: Name, email address, password.
3. Account type: IMAP.
4. Incoming server:
   • Server: Incoming server
   • Port: 993
   • Use SSL: On
   • Username: Your full email address
5. Outgoing server (SMTP):
   • Server: Outgoing server
   • Port: 465 (SSL) or 587 (STARTTLS)
   • Use Authentication: On
   • Username: Your full email address
   • Password: Your password
6. Save: Let Mail sync and send a test email.

Thunderbird (Windows/Mac/Linux)

1. Open Thunderbird: Set Up an Account → Email.
2. Enter name, email, password. Click Configure manually.
3. Incoming (IMAP):
   • Server: Incoming server
   • Port: 993
   • SSL/TLS: On
   • Authentication: Normal password
4. Outgoing (SMTP):
   • Server: Outgoing server
   • Port: 465 (SSL) or 587 (STARTTLS)
   • Authentication: Normal password
5. Username: Your full email address for both.
6. Done: Create account and test.

If something doesn’t work

• Wrong password:
  • Try again slowly. Passwords are case‑sensitive.
• Server name typo:
  • Check spelling. mail.yourdomain.com is not the same as mail.yourdomian.com.
• Port/security mismatch:
  • IMAP: Port 993 with SSL/TLS.
  • POP: Port 995 with SSL/TLS.
  • SMTP: Port 465 with SSL/TLS, or 587 with STARTTLS.
• Outgoing mail fails:
  • Turn on “Outgoing server requires authentication” and use your email + password.
• Still stuck:
  • Restart the app or device, then re‑enter details.

Simple habits to keep things smooth

• Keep your password safe: Don’t share it in chats or screenshots.
• Use IMAP: So your mail stays in sync across phone and computer.
• Send a test: After setup, send yourself “Test from my device.”