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Connect a mailbox over IMAP / SMTP

For any email that isn’t Gmail, such as Outlook or your website host’s email, enter the details of the incoming and outgoing servers. Corteksa tests the connection before saving.

6 min
Open in Corteksa
Before you start · for everyone
The Create permission on the IMAP row of the email permissions matrix
  • You need: The Create permission on the IMAP row of the email permissions matrix

Steps

1
Open Email from the sidebar, open the account menu at the top, and choose Add IMAP account.
2
Enter the Email Address, Display Name, Username and Password, then the IMAP Host, the SMTP Host and the Port of each.
3
Choose the Security: SSL (the default), STARTTLS or None.
4
Leave Sync tags as mailbox labels on to sync tags with your mailbox both ways, or turn it off to keep them inside Corteksa.
5
Press Connect Account.
Corteksa tests signing in to IMAP and SMTP. If it works, the mailbox is saved and the import starts.

How it works

One security type for both servers: the same setting applies to IMAP and SMTP. Port 993 for IMAP and 465 for SMTP usually work with SSL.

If your provider uses 993 with SSL for incoming email and 587 with STARTTLS for outgoing email, one setting may not be enough. Ask your provider for ports that work with the same security type.

For Gmail, Outlook, Yahoo and Zoho, Quick setup fills in the server settings. For any other provider, get them from your email provider. This is also how you connect Outlook / Microsoft 365.

The last 90 days of email are imported. To link the mailbox to a unit, choose Link unit for it in Settings → Mailboxes. See Link a mailbox to a unit, so email links to client records.

Imported folders: Inbox, Sent, Drafts and Trash. Archive and Spam aren’t imported.

The server’s security certificate must be valid.

If something goes wrong

What you see
Why
What to do
“Couldn’t connect with the IMAP/SMTP details you entered”
The server, port, password or security type is wrong.
Check the details with your provider. Some providers require an app password.
“This email is already connected”
The address is connected somewhere else.
Disconnect it there first.
Only sending fails
The SMTP port needs a different security type.
Try an SMTP port that works with the same security type as IMAP.

A real example

Shield Security Co.
The situation

The company’s email is on its website host, not on Gmail.

What they did
  1. The owner got the IMAP and SMTP details from the host.
  2. He chose SSL with 993 and 465.
The result

The test passed the first time, and the import started.

A made-up company, to show the idea. The numbers are rounded.

Good to know

One security type for IMAP and SMTP together.
An address can’t be connected twice anywhere on the platform.
Did this guide solve it?
If not, we’ll ask what was missing.
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