This guide explains how to set up your business email in Apple Mail on a Mac. It takes a few minutes per address, and you only need to do it once on each computer.
Before You Start
Have your full email address and password ready for each account you want to add. If you are not sure of the password, you can reset it in your client area or ask our support team.
You can check that the account itself is working at any time by signing in to webmail at https://webmail.yourdomain.com. If webmail works, the account and password are fine and any problem is in the app settings.
Automatic Setup (Recommended)
The quickest way is to let your Mac configure itself with a setup profile. Open this address in Safari on the Mac, putting your own domain and email address into it:
https://yourdomain.com/email.mobileconfig?emailaddress=you@yourdomain.com
- Safari downloads a configuration profile. Allow the download if you are prompted
- Open System Settings, then General, then VPN & Device Management. On macOS 12 and earlier, open System Preferences and then Profiles
- Select the downloaded profile and click Install
- Enter your Mac login password if asked, then your email password when prompted
- Open Mail. The account is already set up and ready
Repeat for each address you want on that Mac, changing the email address in the link each time.
If the profile does not appear, or you would rather do it by hand, follow the manual steps below.
Manual Setup
- Start a new account
- Open the Mail app
- From the menu bar choose Mail, then Add Account
- Choose "Other Mail Account" at the bottom of the list, then click Continue
- Enter your details
- Name: how you want your name to appear on the mail you send
- Email Address: your full email address
- Password: your email password
- Click Sign In
- Enter the server settings
- Mail tries to find the settings on its own first. When it cannot, it opens up the full list of fields. This is normal, not an error
- Account Type: IMAP
- Incoming Mail Server: yourdomain.com
- Outgoing Mail Server: yourdomain.com
- User Name: your full email address, not just the part before the @ sign
- Click Sign In again
- Choose what to sync
- Tick Mail. Notes is optional
- Click Done
Check the Outgoing Server Settings
Sending is the part that most often needs a second look, because Mail chooses its own port and does not always pick the right one. Once the account has been added:
- Choose Mail, then Settings. On macOS 12 and earlier this is Mail, then Preferences
- Click Accounts, select your account, then click Server Settings
- Under Outgoing Mail Server (SMTP), untick "Automatically manage connection settings"
- Set Port to 465 and tick "Use TLS/SSL"
- Set Authentication to Password, and confirm the user name is your full email address
- Click Save
While you are in there, confirm the incoming side reads Port 993 with "Use TLS/SSL" ticked.
Settings at a Glance
- Account Type: IMAP
- Incoming Mail Server: yourdomain.com, port 993, SSL on
- Outgoing Mail Server: yourdomain.com, port 465, SSL on
- User Name: your full email address
- Authentication: Password
About the mail server name: use your domain on its own, with no prefix. If your email address is jane@example.com, the mail server is example.com for both incoming and outgoing mail.
If WebOps handles your email but your website is hosted somewhere else, use mail.example.com instead. If you are not sure which applies to you, contact support and we will confirm it for you.
Adding a Second Address
Shared addresses such as info@ or accounts@ are added the same way, as their own separate account with their own password. Repeat the steps above and the two sit side by side in Mail with separate inboxes.
Because these are IMAP accounts, everything stays in step on its own. A message read, filed, or deleted on one Mac looks the same way on every other Mac, phone, and tablet signed in to that address.
Setting Up a Replacement Computer
If you are moving to a new Mac, there is nothing to export or copy across. Your mail lives on our server, so adding the account on the new machine pulls the full history down with it. Leave the old computer as it is until you have confirmed the new one is working.
Troubleshooting
- Mail keeps asking for the password: the user name is almost always the cause. It has to be the full email address, not just the part before the @ sign
- Mail arrives but will not send: work through the outgoing server section above. Port 465, TLS/SSL ticked, and Authentication set to Password
- Nothing connects at all: sign in to webmail in a browser. If webmail works, the account and password are fine and the problem is in the app settings
- It stopped working across the whole office at once: when a device retries a wrong password over and over, our security layer can temporarily block the office connection to protect the account. Contact us and we will clear it and tell you which device caused it
Getting Support
If you would rather not set this up yourself, send us a ticket and we will send you the exact settings for your address and walk you through them, or set the computers up with you on a call.
- Email: support [at] webops [dot] host
- Submit a ticket: Support ticket portal
Support is available 9am-5pm, 7 days a week for regular questions, and 24/7 for emergencies.
