How to Set Up Mail using Apple Mail on a Mac

These instructions are for setting up Apple Mail, which is the default email app that comes with every Mac using OS X 10.0 or later. These steps are for Mail version 8.2 on Yosemite (OSX 10.10.2); your version may differ slightly depending on which version of the Mac OSX you are running but the same basic steps and setting apply.

Before you start, make sure that you have the details below which are found on your account settings email:

Your email username: username@yourdomain.co.nz
Your email password
Mail servers

Entering your email settings

1. Start Apple Mail. If you haven't added an account before you'll be taken straight to the Add Account prompt. If you don't get the prompt or you're adding an additional account, you'll need to select Add Acccount from the Mail Menu

Add Account

2. From the Add Account prompt, select Add Other Mail Account and click Continue.

Add Other Mail Account...

3. Enter your email account information and click Next when ready.

Full Name: Your name as you would like it to appear
Email Address: Your full email address
Password: The password for your email account

Apple Mail Account Details

4. Apple Mail will attempt to connect to the server. If an "account must be manually configured" message pops up, click Next and work through the steps below.

5. Enter your incoming mail server settings and click next.

Account type: We strongly suggest that you select an IMAP connection.
** Mail server: Please check your account settings email for the correct server as it depends on your hosting package.
Username: Use your full email address
Password: The password for your email account

Apple Mail Incoming Mail Server

6. Enter additional incoming mail server info

Path Prefix: Leave this area blank
Port: 993 and tick use SSL checkbox
Authentication: Password

Apple Mail Incoming Mail Server Info

7. Enter your outgoing mail server settings and click create.

** SMTP Server: Please check your account settings for the correct server as it depends on your hosting package.
User Name: Your full email address
Password: The password for your email account

Apple Mail Outgoing Mail Server Info

8. Your email account has been created, but you'll need to add some additional settings. Go to the Mail menu and select "Preferences" then click on the "Accounts" tab.

9. Click on you new account in the left hand column and select the "Advanced" tab.

10. Uncheck the box to "Automatically detect and maintain account settings."

11. Select the "Account Information" tab and select Edit SMTP Server List from the Outgoing Mail Server (SMTP) drop-down menu.

Apple Mail Edit Server Settings

12. Click the Advanced tab and check / enter the following:

Make sure that "Automatically detect and maintain account settings" is not checked (unchecked).
Enter 587 as the outgoing mail port.
Select "Password" from the Authentication drop-down menu, and make sure the "Allow insecure authentication" box is checked. If you don't see this option, you may need to update Apple Mail or Yosemite to the newest version.

Apple Mail Outgoing Mail Advanced

Notes:

  • IMAP email access coordinates between the server and your email application. Messages that are read/deleted/replied to will show up as this, both on the server and in your email application.
  • IMAP is recommended if you have your email account set up on multiple devices.
  • POP3 does not co-ordinate with the server. Messages are downloaded from the server onto your device. Messages that are read/deleted/replied to in the mail application will not show up as this on the server.
  • Outgoing mail is sent as SMTP

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