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    Connect a mailbox with IMAP

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    Connect a support mailbox with IMAP when it is not in Microsoft 365 or Google Workspace, or when your Outpost is Remote Outpost. IMAP works with almost any mail host. When you finish, Outpost collects the mailbox’s mail into tickets, and replies go out through the mailbox’s SMTP server or your outgoing email provider. For how email becomes tickets, see Email to ticket.

    Before you begin

    Section titled “Before you begin”
    • You need mailbox:manage in the console.
    • Have the mailbox’s IMAP server name and port. The wizard fills in the server for the hosts it recognizes.
    • Create an app password for the mailbox if the host needs one. Most do. See App passwords by host.
    • To send replies from the mailbox itself, have its SMTP server name and port.

    Outpost marks each collected message as read. Where the server supports it, Outpost also moves the message to a folder named Outpost/Processed, so the inbox shows only mail that has not been collected yet.

    App passwords by host

    Section titled “App passwords by host”

    Many hosts refuse an account’s normal password over IMAP, especially when two-factor sign-in is on. Create an app password and enter it in place of the normal one.

    HostIMAP serverWhat to do
    Zoho Mailimap.zoho.comCreate an app password under Zoho’s Security settings. Turn on IMAP access in Zoho Mail settings. See Zoho app passwords.
    Fastmailimap.fastmail.comCreate an app password with IMAP and SMTP access. See Fastmail app passwords.
    iCloud Mailimap.mail.me.comCreate an app-specific password from your Apple Account. The username is the full iCloud email address. See Apple app-specific passwords.
    Yahoo Mailimap.mail.yahoo.comCreate an app password in Account security. See Yahoo app passwords.
    GoDaddy Professional Emailimap.secureserver.net, port 993If your GoDaddy mailbox is Microsoft 365, connect it as Microsoft 365 instead.
    Personal Gmailimap.gmail.comTurn on 2-Step Verification, then create an app password. See Google app passwords. For a Google Workspace address, use domain-wide delegation instead.
    Any other hostAsk your hostAsk for the IMAP server name and port (usually 993 with TLS), and whether the account needs an app password.

    Proton Mail does not offer IMAP directly. It needs Proton Mail Bridge running on a computer that stays on. Forwarding is usually simpler. See Forward email to Outpost.

    Connect the mailbox

    Section titled “Connect the mailbox”

    1. In the console, go to Settings > Mailboxes and select Add mailbox.

    2. In Support address, enter the address and select Continue.

    3. Choose IMAP with a password and select Continue.

    4. Check IMAP server and Port, and leave Use TLS selected.

    5. In Username, enter the mailbox’s sign-in name, usually the full address.

    6. In Password or app password, enter the app password.

    7. Choose how replies go out:

      To send from the mailbox itself, select Send replies through this mailbox’s SMTP server. Enter the SMTP server and Port. Leave SMTP password empty to use the IMAP password.

      To send through your outgoing email provider, leave it cleared. Replies then go out through Settings > Email with the support address as Reply-To. See Configure outgoing email.

    8. Select Save and test. See Verify.

    9. In the Routing step, choose where new tickets land, then select Save mailbox.

    Outpost stores the passwords encrypted and never shows them again. When you change the IMAP or SMTP server later, Outpost asks for the password again, so a saved password is never sent to a server it was not entered for.

    Microsoft 365 and SMTP AUTH

    Section titled “Microsoft 365 and SMTP AUTH”

    Microsoft turns off SMTP AUTH, sending with a username and password, by default at the end of December 2026. A Microsoft 365 mailbox connected with IMAP and SMTP then stops sending replies, and its test fails with The server refused SMTP sign-in. Connect Microsoft 365 mailboxes with the app connection instead.

    Verify

    Section titled “Verify”

    The test runs Connect, Sign in, Send a test message, and Receive the test message, in order, and stops at the first that fails. With no SMTP server, Send a test message shows Skipped. This mailbox only receives mail; replies go out through Settings > Email. The test message is never turned into a ticket.

    In Settings > Mailboxes, the mailbox shows Connected. Send a message to the support address from another account. A ticket appears in the mailbox’s queue.

    If something goes wrong

    Section titled “If something goes wrong”
    MessageCauseFix
    This account needs an app password, not its normal password.The host refuses the normal password over IMAP.Create an app password and enter it.
    The mail server refused the username or password.The username or password is wrong, or IMAP access is off at the host.Check both, and turn on IMAP access in the host’s settings.
    Could not reach the mail server.The server name or port is wrong, or a firewall blocks the connection from your Outpost.Check the server and port, and that your Outpost can reach the server.
    The secure connection to the mail server failed.The port and the TLS setting do not match.Use port 993 with Use TLS selected, or the port your host gives for TLS.

    For a mailbox that stops working later, see Troubleshoot a support mailbox.

    Next steps

    Section titled “Next steps”

    Content is licensed CC BY 4.0. Code samples are MIT. Outpost and the Outpost mark are trademarks of Outpost Business Solutions, PBC and are not covered by either license.