Configuring Your Email in Outlook, Apple Mail, and Mobile

This guide gives you the server settings and step-by-step setup instructions for every major email client. Use the settings box at the top as your single reference, then follow the guide for your specific client.

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Your Kapsule Email Server Settings

Keep these settings handy. You will need them for any email client setup.

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Outlook for Windows

Step-by-Step Setup

1. Open Outlook
2. Click File > Add Account
3. Enter your full email address and click Connect
4. If Outlook detects settings automatically, confirm the IMAP option is selected. If prompted for manual setup, choose IMAP
5. Enter the incoming server details:
   • Server: mail.kapsulecloud.com
   • Port: 993
   • Encryption: SSL/TLS
6. Enter the outgoing server details:
   • Server: mail.kapsulecloud.com
   • Port: 465
   • Encryption: SSL/TLS
7. Click Next, enter your password, and click Connect
8. Outlook will test the connection. Once successful, click Done

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Outlook for Mac

1. Open Outlook for Mac
2. Click Outlook in the menu bar > Settings (or Preferences)
3. Click Accounts
4. Click the + button and choose New Account (or Add Email Account)
5. Enter your email address and click Continue
6. If prompted for the account type, select IMAP
7. Enter incoming server: mail.kapsulecloud.com, port 993, SSL enabled
8. Enter outgoing server: mail.kapsulecloud.com, port 465, SSL/TLS enabled
9. Enter your full email address as the username and your mailbox password
10. Click Add Account

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Apple Mail (macOS)

1. Open Mail
2. Click Mail in the menu bar > Add Account
3. Select Other Mail Account and click Continue
4. Enter your name, full email address, and mailbox password, then click Sign In
5. Apple Mail will attempt automatic setup. If it fails, you will see manual fields:
   • Account Type: IMAP
   • Incoming Mail Server: mail.kapsulecloud.com
   • Outgoing Mail Server: mail.kapsulecloud.com
6. Click Sign In
7. After the account is created, go to Mail > Preferences > Accounts and select your new account
8. Click the Server Settings tab and confirm:
   • Incoming: port 993, TLS checked
   • Outgoing: port 465, TLS checked

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iPhone (iOS)

1. Open Settings
2. Scroll down and tap Mail
3. Tap Accounts > Add Account
4. Tap Other at the bottom of the list
5. Tap Add Mail Account
6. Enter:
   • Name: Your name as you want it to appear on sent emails
   • Email: Your full email address
   • Password: Your mailbox password
   • Description: A label for this account (e.g. Work Email)
7. Tap Next
8. Make sure IMAP is selected at the top
9. Fill in Incoming Mail Server:
   • Host Name: mail.kapsulecloud.com
   • User Name: your full email address
   • Password: your mailbox password
10. Fill in Outgoing Mail Server:
    • Host Name: mail.kapsulecloud.com
    • User Name: your full email address
    • Password: your mailbox password
11. Tap Next. iOS will verify the settings. This may take 30 to 60 seconds.
12. Choose which data to sync (Mail is required; Notes and Reminders are optional) and tap Save

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Android

Steps vary slightly depending on your Android version and device manufacturer, but the process is consistent across most devices.

1. Open the Gmail app or your device's built-in Email app
2. Tap the menu (three lines) > Settings > Add account
3. Select Other (for Gmail app) or Personal (IMAP) for the built-in email app
4. Enter your full email address and tap Next
5. Choose IMAP when asked for the account type
6. Enter your password and tap Next
7. Fill in Incoming server settings:
   • Username: your full email address
   • Password: your mailbox password
   • Server: mail.kapsulecloud.com
   • Port: 993
   • Security type: SSL/TLS
8. Tap Next
9. Fill in Outgoing server settings:
   • Server: mail.kapsulecloud.com
   • Port: 465
   • Security type: SSL/TLS
   • Require sign-in: Yes
   • Username: your full email address
   • Password: your mailbox password
10. Tap Next, choose your sync preferences, and tap Done

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Common Errors and Fixes

"Cannot Connect to Server" or "Connection Failed"

Check the following:

• Username must be your full email address. Using just hello instead of hello@yourdomain.com is the most common cause of this error.
• Confirm the server name is correct: mail.kapsulecloud.com (no typos, no extra spaces)
• Check your password. Log in to webmail at webmail.kapsulecloud.com with the same credentials to confirm they work
• Confirm the ports are correct: 993 for IMAP, 465 for SMTP

"SSL Certificate Error" or "Untrusted Certificate"

• Make sure SSL/TLS is enabled for port 993 (not just the standard IMAP port 143)
• On SMTP, confirm SSL/TLS is selected for port 465, or switch to port 465 with SSL/TLS
• Do not use port 25 for outgoing mail. Port 25 is for server-to-server delivery only and is typically blocked for end users

"Sent Mail Not Saving" or Sent Folder Missing

This is an IMAP folder mapping issue. After setup:

1. Go to the account settings in your email client
2. Find the Folder Mapping or Special Folders section
3. Map "Sent" to Sent or Sent Items on the server
4. Map "Drafts", "Trash", and "Spam" similarly

In Apple Mail: Mail > Preferences > Accounts > Mailbox Behaviors In Outlook: Account Settings > More Settings > Folders

"Authentication Failed" or "Username/Password Incorrect"

• Log in to webmail first to confirm your credentials are correct
• Check whether there are any leading or trailing spaces in the password field
• If you recently changed your password in KPanel, update the password in your email client as well

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Testing the Setup

After setup, send a test email:

1. Compose a message and send it to an email address you can check (another account, a colleague)
2. Ask them to reply
3. Confirm both sending and receiving work correctly

If sending works but receiving does not (or vice versa), the issue is with the SMTP or IMAP settings respectively. Use the relevant troubleshooting steps above.