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Set up your email client (Outlook, Apple Mail, iPhone/Android) for a HostBible cPanel mailbox

HostBible cPanel email setup guide — IMAP/POP/SMTP settings, ports (993/995/465/587), Outlook, Apple Mail, iPhone, Android, “cannot send/receive” troubleshooting.

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Written by Christopher Handscomb
Updated over 3 months ago

Who is this for?

Anyone with a HostBible-hosted cPanel email address who wants to use a local mail app on a computer or phone instead of Webmail.

Before you start

  • You’ll need your email address (e.g., [email protected]) and email password.

  • If you’re unsure of the password, log in to cPanel → Email Accounts → Manage to update it, or ask your account admin.

  • If your domain is not yet pointing to HostBible DNS, use the server hostname (shown in cPanel’s right sidebar) instead of mail.yourdomain.com for the server names below.

Quick settings (copy/paste)

Recommended (IMAP) – keeps mail in sync across devices

  • Username: your full email address

  • Password: your email password

  • Incoming (IMAP) server: mail.yourdomain.com

  • IMAP Port/Security: 993 with SSL/TLS

  • Outgoing (SMTP) server: mail.yourdomain.com

  • SMTP Port/Security: 587 with STARTTLS (or 465 with SSL/TLS)

  • Authentication: Required for outgoing (use the same username/password)

Alternative (POP3) – downloads mail to one device

  • Incoming (POP3) server: mail.yourdomain.com

  • POP3 Port/Security: 995 with SSL/TLS

  • (Optional) Enable “Leave a copy of messages on the server” if you want mail to stay on the server.

If you see an SSL warning or your domain DNS hasn’t propagated yet, use the server hostname from cPanel instead of mail.yourdomain.com.

How to find your exact settings in cPanel (one-minute check)

  1. Log in to cPanel.

  2. Go to Email Accounts → find your mailbox → Connect Devices (or Set Up Mail Client on some themes).

  3. You’ll see your personalized Secure SSL/TLS settings and manual configuration details.

Set up by device/app

Microsoft Outlook — Windows (new Outlook & classic)

  1. Open Outlook → Add account.

  2. Enter your email address → Continue.

  3. If Outlook auto-detects, choose IMAP. If manual is offered, pick IMAP and enter:

    • Incoming: mail.yourdomain.com, Port 993, SSL/TLS

    • Outgoing: mail.yourdomain.com, Port 587, STARTTLS (or 465 SSL/TLS)

    • Username: full email address; Password: your email password

  4. In More settings (classic Outlook), ensure “My outgoing server (SMTP) requires authentication” is enabled and set to “Use same settings as my incoming mail server.”

  5. Finish and allow Outlook to test the account.

Microsoft Outlook — macOS

  1. Outlook → Tools → Accounts → + → New account.

  2. Enter your email → choose IMAP → enter the same IMAP/SMTP servers, ports, and security as above.

  3. Save.

Apple Mail — macOS

  1. Mail → Add Account… → Other Mail Account…

  2. Enter Name, Email Address, Password → Sign In.

  3. When prompted, set:

    • Account Type: IMAP

    • Incoming Mail Server: mail.yourdomain.com (Port 993, SSL on)

    • Outgoing Mail Server: mail.yourdomain.com (Port 587, Use TLS/STARTTLS on; Auth required)

  4. Sign In → finish.

iPhone / iPad (iOS Mail)

  1. Settings → Mail → Accounts → Add Account → Other → Add Mail Account.

  2. Fill Name, Email, Password, Description → Next.

  3. IMAP tab selected:

    • Host Name (Incoming): mail.yourdomain.com

    • Username: full email address; Password: email password

    • Host Name (Outgoing): mail.yourdomain.com (use same username/password)

  4. Tap Next; iOS will verify.

  5. After creation: Account → Advanced → confirm Use SSL is on (IMAP 993; SMTP 587/STARTTLS or 465/SSL).

Android (Gmail app)

  1. Gmail → avatar → Add another account → Other.

  2. Enter email → Manual setup → Personal (IMAP).

  3. Incoming server:

    • Server mail.yourdomain.com | Port 993 | SSL/TLS

    • Username: full email; Password: email password

  4. Outgoing server:

    • Server mail.yourdomain.com | Port 587 | STARTTLS (or 465 SSL/TLS)

    • Require sign-in: ON; same username/password

  5. Complete prompts.

Thunderbird (Windows/macOS/Linux)

  1. Add Mail Account → enter name, email, password.

  2. Click Configure manually if needed and set IMAP 993 SSL/TLS & SMTP 587 STARTTLS (auth required).

  3. Save.

Send/receive test (2 minutes)

  1. Webmail check: go to https://yourdomain.com/webmail (or cPanel → Webmail) and sign in.

  2. Send yourself a message from Webmail and from your device’s mail app.

  3. Confirm both send and receive work in both places.

“It’s not working” — quick troubleshooting

Triage checklist

  • ✅ The username is the full email address (not just the part before @).

  • ✅ The password works in Webmail. If not, reset it in cPanel → Email Accounts → Manage.

  • ✅ Outgoing authentication is ON (“My outgoing server requires authentication” / “Require sign-in”).

  • ✅ Correct ports & encryption: IMAP 993 SSL/TLS; SMTP 587 STARTTLS (or 465 SSL/TLS).

  • ✅ Using mail.yourdomain.com or the server hostname from cPanel.

  • ✅ Mailbox quota is not full (cPanel → Email Accounts shows usage).

  • ✅ If you recently changed DNS, allow time for propagation (can be up to a few hours).

Common fixes

  1. SSL warning or certificate mismatch

    • Use mail.yourdomain.com with AutoSSL enabled in cPanel, or temporarily use the server hostname shown in cPanel.

  2. Can receive but cannot send

    • Turn on SMTP authentication.

    • Switch SMTP to 587 (STARTTLS) or 465 (SSL/TLS).

    • Some networks block mail ports; try another network or mobile data.

  3. Wrong password errors

    • Confirm in Webmail first. If it fails, reset in cPanel.

    • Re-enter credentials in the mail app (delete and re-add the account if needed).

  4. Nothing arrives in the inbox

    • Check Webmail (rules/filters, Spam/Junk).

    • Make sure your mailbox isn’t full.

    • Verify your domain’s MX points to HostBible (or intended mail provider) and that your A record for mail.yourdomain.com is correct.

  5. Duplicate or missing messages across devices

    • Prefer IMAP on all devices. POP3 downloads-only can fragment mail unless “leave a copy on server” is enabled.

  6. Timeouts / connection closed

    • Temporarily pause antivirus email scanning to test.

    • Confirm correct ports & SSL settings.

Quick reset steps (safe to try)

  • Restart the device and the mail app.

  • Remove the account from the app and add it again with the IMAP 993 / SMTP 587 settings.

  • If using Wi‑Fi at work/college, try a mobile hotspot to rule out port blocks.

Good to know

  • IMAP vs POP3: IMAP keeps mail on the server and syncs folders across devices (recommended). POP3 downloads to one device and may delete from the server unless configured otherwise.

  • Mailbox quotas: When full, sending/receiving may stop. Increase quota or archive old mail (IMAP: move to “On My Computer”/local folders).

  • Auto-configuration: Some apps can auto-detect settings via autodiscover. If it fails, use the manual settings above.

When you contact HostBible Support

Share the following to speed things up:

  • The email address affected and your domain

  • The app/device (e.g., “Outlook for Windows 2021”, “iPhone iOS 18”)

  • Exactly what happens (error text or screenshot)

  • Whether Webmail works and the time of the last test

  • Your current server names, ports, and security settings

TL;DR (settings recap)

  • IMAP: mail.yourdomain.com — 993 SSL/TLS

  • SMTP: mail.yourdomain.com — 587 STARTTLS (or 465 SSL/TLS)

  • Auth required for SMTP — use your full email address and email password

  • Use the server hostname from cPanel if your domain/DNS isn’t live yet.

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