General Email Settings - App Setup




General email settings screen showing email account options and controls

General Email Settings – Works with Any Mail App

Use this guide if your email program is not listed in our other FAQs, or if you just need a quick reference for the correct server names, ports, and security settings.

Replace {YOUR-SERVER-ID} with the server ID shown in your welcome email (for example ez22), and use your full email address such as address@example.com.

POP3 vs IMAP – which should I use?

  • POP3 (recommended if you want local backups and to save server space)
    • Downloads email to your device and stores a copy locally.
    • Uses less server disk space over time.
    • Great if you archive mail on your computer or external drive.
    • You can still leave messages on the server for 7–14 days so other devices have time to download them.
  • IMAP (recommended if you use multiple devices heavily)
    • Keeps email on the server and synchronizes folders across all devices.
    • What you read, move, or delete on one device is mirrored on the others.
    • Uses more server disk space because messages stay on the server.

Note: Emails stored in your Inbox and Sent folders are automatically retained for 180 Days and other systems folders (Trash/Spam etc) are retained for 30 days to help manage disk usage. To keep messages longer, use POP3 to download your email and save a local copy or when using IMAP move messages into a custom folder such as “Saved Email”.

Core settings (same for all email apps)

Account login

  • Email address (username): address@example.com
  • Password: Your email password (set in your email control panel / portal)
  • Authentication: Required for both incoming and outgoing mail

Incoming mail – IMAP (recommended for syncing)

  • Server (hostname): {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 993
  • Security / Encryption: SSL or SSL/TLS
  • Username: Your full email address (address@example.com)
  • Password: Your email password

Incoming mail – POP3 (for local backups & reduced server usage)

  • Server (hostname): {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 995
  • Security / Encryption: SSL or SSL/TLS
  • Username: Your full email address (address@example.com)
  • Password: Your email password

Outgoing mail – SMTP (required to send email)

  • Server (hostname): {YOUR-SERVER-ID}.ourcontrolpanel.com
  • Port: 465
  • Security / Encryption: SSL or SSL/TLS
  • Requires authentication: Yes
  • Username: Your full email address (address@example.com)
  • Password: Your email password

In most apps, there is a checkbox such as “My outgoing server (SMTP) requires authentication” or “Use same username and password as incoming mail server”. Make sure this is enabled.

POP3 users – leaving a copy on the server

If you use POP3 and check mail from more than one device, enable the option to leave a copy of messages on the server for a short time:

  • Look for settings such as:
    • Leave messages on server
    • Remove from server after X days
  • We recommend keeping messages on the server for around 7–14 days.

This gives other devices time to download the same email while still keeping your server storage under control.

Where do I find my server ID?

Your server ID is shown in your welcome email and may also appear in your client area / control panel. It will look something like the following examples:

  • flash.ourcontrolpanel.com
  • ez22.ourcontrolpanel.com
  • ez23.ourcontrolpanel.com
  • pluto.ourcontrolpanel.com

To build your mail server name, use:

  • Mail server hostname: {YOUR-SERVER-ID}.ourcontrolpanel.com

Common questions

Do I need to use SSL/TLS?

Yes. We recommend (and many apps now require) using SSL/TLS for both incoming and outgoing mail. If your app asks about “insecure” vs. “secure” connection, always choose the secure / SSL option.

Why does my app warn about the certificate / server name?

Make sure you are connecting to {YOUR-SERVER-ID}.ourcontrolpanel.com. If the warning shows a different hostname, update your settings to the correct server name. If the server name matches your welcome email, you can normally choose to trust the certificate.

Can I use my own domain as the mail server name?

For best results and to avoid SSL warnings, use the hostname in your welcome email: {YOUR-SERVER-ID}.ourcontrolpanel.com. Some apps allow custom names, but they may not match the SSL certificate.

Still need help?

If you’re not sure which settings to use, open a support ticket and include:

  • Which app you’re using (for example, Outlook 2019, Apple Mail on iPhone, Thunderbird, etc.).
  • Whether you prefer POP3 or IMAP.
  • The exact error message you’re seeing, if any.

We can check your account and provide the exact settings for your app and device.