Setting up your email on a phone or computer

Last updated: 26 October 2026

Professional Email works in any email app: Outlook, Apple Mail, Thunderbird, the Mail app on your phone, and the rest. You need four things: your email address, its password, and the incoming and outgoing server names below. Most apps find the rest for you.

The settings

The same settings are always in your account. Log in, open your Professional Email service, choose Manage Email Accounts and look under Email Client Settings.

Not sure whether to choose IMAP or POP? Choose IMAP. It keeps your phone, laptop and webmail in step. IMAP or POP: which should you use? explains the difference.

On an iPhone or iPad

1. Open Settings, then Apps › Mail › Mail Accounts › Add Account (on older versions, Settings › Mail › Accounts).
2. Choose Other, then Add Mail Account.
3. Enter your name, email address, password and a description, and tap Next.
4. Choose IMAP. Under Incoming Mail Server enter imap.us.appsuite.cloud; under Outgoing Mail Server enter smtp.us.appsuite.cloud. Use your full email address and password as the username and password for both.
5. Tap Next, then Save.

On an Android phone

Menus differ between phone makers, but the steps are the same. In Gmail: tap your profile picture, Add another account, Other. Enter your email address, choose Manual setup, then Personal (IMAP), and enter the password and the server names from the table above. Choose SSL/TLS for security on both servers.

In Outlook

1. Go to File › Add Account (in the new Outlook: Settings › Accounts › Add account).
2. Enter your email address. Open Advanced options, tick Let me set up my account manually, and choose IMAP.
3. Incoming mail: imap.us.appsuite.cloud, port 993, encryption SSL/TLS. Outgoing mail: smtp.us.appsuite.cloud, port 465, encryption SSL/TLS.
4. Enter the mailbox password and click Connect.

In Apple Mail on a Mac

Choose Mail › Add Account › Other Mail Account. Enter your name, email address and password and click Sign In. If Mail can't find the servers, it asks for them: account type IMAP, incoming imap.us.appsuite.cloud, outgoing smtp.us.appsuite.cloud, and your full email address as the username.

If it doesn't work

• Password refused: check you're using the mailbox password, not your account password. You can set a new one in Manage Email Accounts with Set Password.
• Username refused: the username is always the full email address, not just the part before the @.
• You can receive but not send: the outgoing server needs authentication switched on, using the same username and password as incoming. In Outlook this is “My outgoing server requires authentication”.
• Certificate warnings: make sure you typed the server names exactly as above, not mail.yourdomain.co.uk.
• New mail never arrives: your domain's MX records may not point at Professional Email yet. See Managing your DNS records.