Complete Guide: Setting Up Your Email on Any Device

Setting up your JWD email address across all your devices ensures you can stay connected wherever you are. Whether you’re using a Windows PC with Outlook, an Android phone, iPhone, or Mac, this comprehensive guide will walk you through the process step-by-step. If your mailbox is part of one of our web hosting plans, these are the settings you’ll need. Still deciding how to run your business email? Our comparison of Google Workspace vs Microsoft 365 for South African businesses covers the options.

Before You Begin: Essential Information You’ll Need

Before setting up your email on any device, gather this information:

• Your full email address (e.g., yourname@yourdomain.com)
• Your email password
• Your server name (usually your domain name or the server name provided by JWD)

JWD Email Server Settings

For all setups, you’ll use these standard settings. Here they are at a glance, with the detail underneath.

Setting	IMAP (recommended)	POP3 (alternative)
Incoming mail server	mail.yourdomain.com	mail.yourdomain.com
Incoming port, with SSL	993	995
Incoming port, without SSL	143	110
Outgoing mail server	mail.yourdomain.com or smtp.yourdomain.com	Same as IMAP
Outgoing SMTP port	465 with SSL, 587 with TLS, 25 unencrypted	Same as IMAP
Encryption	SSL/TLS recommended	SSL/TLS recommended
Keeps mail in sync across devices	Yes	No, it downloads to one device

IMAP Settings (Recommended)

• Incoming Mail Server: mail.yourdomain.com (or your server name)
• IMAP Port: 993 (with SSL) or 143 (without SSL)
• Outgoing Mail Server: mail.yourdomain.com (or smtp.yourdomain.com)
• SMTP Port: 465 (with SSL) or 587 (with TLS) or 25 (without encryption)
• Security: SSL/TLS encryption (recommended)

POP3 Settings (Alternative)

• Incoming Mail Server: mail.yourdomain.com
• POP3 Port: 995 (with SSL) or 110 (without SSL)
• Outgoing settings remain the same as IMAP

JWD Hosting: Settings and Webmail Login

If your mailbox is on JWD hosting, these are the exact settings you need.

• Incoming Mail Server (IMAP): mail.yourdomain.co.za, Port 993, SSL enabled
• Incoming Mail Server (POP3): mail.yourdomain.co.za, Port 995, SSL enabled
• Outgoing Mail Server (SMTP): smtp.yourdomain.co.za, Port 465, SSL enabled
• Username: your full email address
• Webmail login: use the webmail link in your hosting welcome email (or ask us for it), handy for checking mail from any browser without setting up a device at all

In rare cases mail.yourdomain.co.za or smtp.yourdomain.co.za won’t resolve, usually on a very new domain still propagating. If that happens, use the direct server name shown in your hosting control panel instead, or get in touch and we’ll pull it for you.

Setting Up JWD Email on Windows PC (Outlook)

Method 1: Automatic Setup (Recommended)

• Open Outlook and go to File > Add Account
• Enter your email address in the “Add Account” field and click Connect
• Enter your password when prompted
• Outlook will attempt to automatically configure your settings. If successful, click Done

Method 2: Manual Setup

• Open Outlook and go to File > Add Account
• Click Advanced options and check Let me set up my account manually
• Select IMAP as your account type
• Enter your Name, Email Address, Password, Incoming Mail Server (mail.yourdomain.com, Port 993, SSL/TLS), and Outgoing Mail Server (mail.yourdomain.com, Port 465, SSL/TLS)
• Check My outgoing server requires authentication
• Click Next and then Done

Setting Up JWD Email on Android Phone

Using Gmail App (Recommended)

• Open the Gmail app on your Android device
• Tap the menu icon (three lines) in the top left
• Tap Settings > Add account
• Select Other
• Enter your email address and tap Next
• Choose Personal (IMAP) as account type
• Configure incoming server: Server: mail.yourdomain.com, Port: 993, Security: SSL/TLS
• Configure outgoing server: SMTP Server: mail.yourdomain.com, Port: 465, Security: SSL/TLS
• Choose your sync settings and tap Next

Setting Up JWD Email on iPhone

Using Built-in Mail App

• Open Settings on your iPhone
• Scroll down and tap Mail
• Tap Accounts > Add Account
• Tap Other > Add Mail Account
• Fill in your Name, Email, Password, and a Description for the account
• Tap Next
• Configure IMAP: Incoming Host - mail.yourdomain.com, Outgoing Host - mail.yourdomain.com
• Tap Next to verify settings, then Save

If you need advanced settings, go to Settings > Mail > Accounts, tap your account, tap Account at the top, then Advanced. Set Incoming: SSL, Port 993. Set Outgoing: SSL, Port 465.

Setting Up JWD Email on Mac

Using Apple Mail

• Open Mail application on your Mac
• Go to Mail > Add Account
• Select Other Mail Account and click Continue
• Enter your Full Name, Email Address, and Password
• Click Sign In
• Configure incoming: Account Type IMAP, Mail Server mail.yourdomain.com
• Configure outgoing: SMTP Server mail.yourdomain.com
• Click Sign In to complete setup

Troubleshooting Common Issues

• Authentication Problems - Verify your password by logging into webmail, use your full email address as username, and ensure SSL/TLS is enabled on both incoming and outgoing servers.
• Connection Issues - Check your internet connection, verify server names, try port 587 for SMTP if 465 doesn’t work.
• Emails Not Syncing - Check sync settings in your email client, verify you’re using IMAP (not POP3), and restart your email application.
• SSL Certificate Errors - Accept the certificate if you trust the connection, check the server name matches your domain, and contact support if issues persist.

If email problems persist and you’d rather not troubleshoot them yourself, our website maintenance service can take care of mailbox and hosting issues for you.

Pro Tips for Better Email Management

• Use IMAP Instead of POP3 - IMAP keeps your emails synchronized across all devices. When you read an email on your phone, it will show as read on your computer too.
• Always Use SSL/TLS - SSL/TLS provides secure encryption for your email communications. Always enable it when setting up your email accounts.
• Use Strong Passwords - Use a password of at least 12 characters with a mix of uppercase and lowercase letters, numbers, and special characters.
• Regular Backups - Regularly backup important emails, especially if you’re using POP3, which downloads emails to your device.

Getting Help

If you continue to experience issues after following this guide: check JWD’s Help Centre for up-to-date configuration guides, contact JWD Support directly for account-specific issues, verify your hosting package includes email services, and check domain propagation if this is a new domain. If you’re moving to a fresh domain, our .co.za annual hosting and .com annual hosting plans include professional email mailboxes.

Setting up your JWD email across all your devices ensures seamless communication whether you’re at your desk or on the go. By following these instructions for Windows PC (Outlook), Android, iPhone, and Mac, you’ll have your email configured properly with secure SSL/TLS encryption. Remember to use IMAP settings for better synchronization across devices, and always prioritize security by using SSL/TLS encryption and strong passwords.

Build a Professional Online Presence With JWD

JWD Website Design creates high-quality WordPress websites and graphic design solutions for South African businesses. From branding to web design to SEO, we help you show up and stand out online. Browse our website design packages to find the right fit, or request a free quote and we’ll help get your business, domain, and email set up the right way.

Related reading: Website Technical Guide • Internet vs the World Wide Web • What is Web Hosting? • Web Design South Africa • Website Maintenance SA • Website Planning Guide

Frequently Asked Questions

What IMAP and SMTP port settings do I use for JWD email?

For incoming mail, use IMAP port 993 with SSL, or 143 without SSL. For outgoing mail, use SMTP port 465 with SSL, 587 with TLS, or 25 without encryption. The incoming and outgoing mail server is mail.yourdomain.com (the outgoing server can also be smtp.yourdomain.com). We recommend SSL/TLS encryption on both incoming and outgoing servers.

What information do I need before setting up my business email?

Gather three things before you start: your full email address (for example, yourname@yourdomain.com), your email password, and your server name (usually your domain name or the server name provided by JWD). Having these ready makes the setup on any device much quicker.

Should I use IMAP or POP3 for my email?

We recommend IMAP. IMAP keeps your emails synchronised across all your devices, so when you read an email on your phone it also shows as read on your computer. POP3 downloads emails to a single device, so if you use it, back up important emails regularly. For better synchronisation across devices, IMAP is the better choice.

How do I fix authentication problems when setting up my JWD email?

First verify your password by logging into webmail. Make sure you are using your full email address as the username, and confirm SSL/TLS is enabled on both the incoming and outgoing servers. If you still cannot connect, try SMTP port 587 instead of 465, and double-check that your server names are correct.

What are the JWD hosting email settings for IMAP and SMTP?

If your email is on JWD hosting, use mail.yourdomain.co.za on port 993 (SSL) for IMAP, or port 995 (SSL) for POP3. For outgoing mail, use smtp.yourdomain.co.za on port 465 with SSL. Your username is your full email address. You can also check mail from any browser through your webmail login without configuring a device at all.

What if I cannot get my email working and need help?

If problems persist, check JWD’s Help Centre for up-to-date configuration guides, contact JWD Support for account-specific issues, and confirm your hosting package includes email services. If it is a new domain, check domain propagation. If you would rather not troubleshoot yourself, our website maintenance service can handle mailbox and hosting issues for you.