This guide will help you set up and manage your company email account (e.g., username@yourdomain.com) so you can send and receive messages reliably. You’ll learn the basics of email clients, understand incoming and outgoing mail, and get detailed instructions for using Gmail as your email client.
What Is an Email Client?
An email client is simply a program or service that helps you manage your email. It allows you to:
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Receive new emails by connecting to an incoming mail server.
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Send emails using an outgoing mail server.
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Organize your emails in one place.
Examples of popular email clients include:
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Gmail
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Microsoft Outlook
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Apple Mail
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Mozilla Thunderbird
Understanding Incoming and Outgoing Mail
When you use email, two main processes occur:
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Incoming Mail: This is the mail you receive. Your email client connects to your incoming mail server (via IMAP or POP3) to download your messages.
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Outgoing Mail: When you send a message, it is handled by your outgoing mail server using SMTP. This server sends your email to the recipient.
For added security, it is recommended that both incoming and outgoing connections use SSL/TLS encryption.
Your Company Email Settings
You should have received an email with the following configuration details. Keep these handy for setting up your email client:
| Setting | Value |
|---|---|
| Username | username@yourdomain.com |
| Password | (Your email account’s password) |
| Incoming Server | |
| IMAP Port | 993 |
| POP3 Port | 995 |
| Outgoing Server | |
| SMTP Port | 465 |
| Authentication | Required for IMAP, POP3, and SMTP |
Configuring Gmail to Use Your Company Email
If you already have a Gmail account, you can configure it to both send and receive emails from your company domain account.
Step-by-Step Instructions for Gmail
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Sign in to Gmail: Open your Gmail account by navigating to .
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Access Settings: Click the gear icon (usually in the top-right corner) and select “See all settings”.
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Go to Accounts and Import: In the settings menu, click the “Accounts and Import” tab.
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Add Your Company Email for Receiving Mail:
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Under “Check mail from other accounts”, click “Add a mail account”.
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In the pop-up window, enter your company email address (e.g., username@yourdomain.com) and click “Next”.
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Choose “Import emails from my other account (POP3)” and click “Next”.
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Enter Incoming Mail Settings:
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Username: your full company email address (username@yourdomain.com)
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Password: your email account’s password
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POP Server:
mail.yourdomain.com -
Port: 995 (or use 993 if your settings recommend IMAP—in which case, select the IMAP option if available)
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Check the options as desired (for example, to leave a copy on the server).
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Click “Add Account”.
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Set Up to Send Mail as Your Company Email:
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Back in the “Accounts and Import” tab, find the “Send mail as” section and click “Add another email address”.
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Enter your name and your company email address, then click “Next Step”.
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When prompted, switch to using an external SMTP server and enter these details:
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SMTP Server:
mail.yourdomain.com -
Port: 465
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Username: your full company email address (username@yourdomain.com)
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Password: your email account password
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Secure Connection: Select SSL
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Click “Add Account”.
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Gmail will send a verification email to your company email. Follow the instructions in that email to confirm the setup.
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After these steps, your Gmail account will be set to both fetch incoming emails from and send outgoing emails as your company email.
