Most business owners read more email on their phone than on a computer, so getting your own-domain mailbox onto your phone properly matters. "Properly" means using IMAP for incoming mail, so that the same messages and folders appear on your phone, laptop and webmail, and SMTP with sign-in for outgoing mail, so your messages are sent through your own mail server and reach inboxes instead of spam folders. This guide covers what you need before you start, the setup on iPhone and Android, and the errors people run into most often.
What you need before you start
Gather these details first. Your email host shows them for each mailbox:
| Setting | What it is |
|---|---|
| Email address | Your full address, for example [email protected] |
| Password | The mailbox password (not your hosting dashboard password) |
| Incoming server (IMAP) | The mail server's host name, its port and the security type (SSL/TLS) |
| Outgoing server (SMTP) | Usually the same host name, its port and security type |
| Username | Usually the full email address |
On NewHost, open Email in the dashboard, choose your domain and go to the Connect a device tab. It shows the server, ports, security and username for your mailboxes. If you don't know a mailbox's password, reset it under Mailboxes first.
IMAP, not POP3
Your phone will probably offer IMAP and POP3. Choose IMAP. With IMAP, mail stays on the server and every device shows the same inbox, folders and read status. With POP3, the phone downloads messages and the server copy is often removed, so mail you read on the phone may never appear on your laptop. IMAP vs POP3 explains the difference in detail.
iPhone and iPad (Apple Mail)
- Open Settings, then Apps, then Mail (on older iOS versions, Mail is directly in Settings), then Mail Accounts and Add Account.
- Choose Other, then Add Mail Account.
- Enter your name as you want recipients to see it, your full email address, the mailbox password and a description such as "Work". Tap Next.
- Choose IMAP at the top.
- Under Incoming Mail Server, enter the host name, your full email address as the username, and the password.
- Under Outgoing Mail Server, enter the same host name, username and password. The outgoing server needs your sign-in too.
- Tap Next. The iPhone checks the settings, then lets you choose what to sync. Tap Save.
If the iPhone can't connect with the default ports, open the account again, go to Account, then Advanced (for incoming) or SMTP under Outgoing Mail Server and set the ports and Use SSL to match the settings from your host.
Android (Gmail app)
Most Android phones use the Gmail app for all email accounts, including business mailboxes on your own domain.
- Open the Gmail app, tap your profile picture and choose Add another account.
- Choose Other.
- Enter your full email address and tap Manual setup.
- Choose Personal (IMAP).
- Enter the mailbox password.
- Incoming server settings: username is your full email address, server is the host name, and set the security type and port to match your host's IMAP settings.
- Outgoing server settings: keep Require sign-in on, and enter the host name, security type and port for SMTP.
- Choose how often to sync, give the account a name and finish.
Samsung phones may also have the Samsung Email app. The steps are similar: add an account, choose Manual setup or Other, then IMAP.
Outlook on your phone
The Outlook app for iOS and Android supports IMAP accounts too. Add an account, enter the address, and when Outlook asks for the provider, choose IMAP and use Advanced settings to enter the incoming and outgoing server details.
Fixing common problems
"Cannot verify server identity" or certificate warnings
The phone doesn't trust the certificate for the host name you typed. Use the exact host name your provider gives you, not your website address or a variation of it, because the certificate is issued for that host name.
Password rejected
- Check you're using the mailbox password, not your hosting dashboard login.
- Make sure the username is the full email address.
- Copy-pasting passwords on a phone sometimes adds a space at the end. Type it carefully, or reset the password and try again.
Mail arrives but sending fails
This almost always means the outgoing server is set up without sign-in or with the wrong port or security type. Turn on authentication (sign-in) for the outgoing server, with the same username and password, and check the SMTP port and security settings.
Sent items only appear on the phone
Some apps save sent mail in a phone-only folder. In the account's advanced settings, set the Sent mailbox to the server's Sent folder.
Your messages land in recipients' spam
Make sure you're sending through your own mail server (the SMTP settings above), and that your domain has SPF, DKIM and DMARC records. SPF, DKIM and DMARC explained shows what they look like.
Keep the phone secure
A phone with your business email on it is a key to your business. Use a screen lock, keep the operating system updated, and if a phone is lost or stolen, change the mailbox password straight away so the phone can no longer sync. Email compromise is how many invoice fraud cases start: our guide to invoice fraud and email compromise explains the warning signs.
Frequently asked questions
Can I use the Gmail app for my own domain email?
Yes. Add it as an "Other" IMAP account. Your mail stays on your own email host; the Gmail app is just the program you read it with.
Will deleting an email on my phone delete it everywhere?
With IMAP, yes: the phone deletes it on the server, so it disappears on every device. It usually goes to Trash first.
How many devices can I set up one mailbox on?
With IMAP you can set up the same mailbox on your phone, tablet, laptop and webmail at the same time.
Do I need a separate app for webmail?
No. Webmail is for using email in a browser. On a phone, the built-in mail app or Gmail app is usually more convenient.
Need email on your own domain? NewHost email hosting includes webmail, spam filtering and IMAP, POP3 and SMTP over SSL for every device, and the dashboard shows the exact settings for your mailboxes. New to it? Start with setting up email on your own domain.