How do I set up company email on my phone and in Outlook?
Photo: Avila Ops Tecnologia
Every business email account hosted by Avila Ops works in any email application through IMAP. The username is always your full email address, the password is the same one you use for webmail, and both the incoming and outgoing server are mail.avilaops.com, using port 993 to receive and 465 to send, both with SSL/TLS. Before setting up any device, sign in once at mail.avilaops.com: if the password opens webmail, it will work in every application.
Settings that work in any application
Email applications ask for the same five things: username, password, incoming server, outgoing server, and security type. For Avila Ops accounts, the username is the entire address, including the @ and your company’s domain, and the password is the one you use for webmail. Choose IMAP over POP3: with IMAP, messages stay on the server, and anything you read or delete on your phone appears the same way on your computer.
- Username: your full address, for example [email protected]
- Password: the same as webmail at mail.avilaops.com
- Incoming (IMAP): mail.avilaops.com, port 993, SSL/TLS
- Outgoing (SMTP): mail.avilaops.com, port 465 with SSL/TLS, or 587 with STARTTLS, with authentication enabled
- POP3 only if the application does not support IMAP: port 995, SSL/TLS
iPhone and iPad, in Apple’s Mail app
The iPhone detects the ports automatically when the server name is correct. Just make sure to choose Other, rather than Google, Outlook, or Exchange, because those options try to sign in to services you are not using.
- Settings, Apps, Mail, Mail Accounts, Add Account (on older iOS versions: Settings, Mail, Accounts)
- Tap Other, then Add Mail Account
- Enter your name, full address, webmail password, and a description such as Work, then tap Next
- Keep IMAP selected and enter mail.avilaops.com for both servers, using your full address as the username
- Tap Next, then Save; the device tests the connection and finds ports 993 and 465
- Optional: add CardDAV and CalDAV accounts with the same server, username, and password to access the account’s contacts and calendar on your phone
Android, in the Gmail app
The Gmail app supports accounts from other servers, but hides that option behind Other and Manual setup. Unless you use these options, it tries to treat the account as a Google account and fails.
- Open Gmail, tap your photo, then Add another account
- Choose Other, not Google or Outlook, Hotmail, and Live
- Enter your full address and tap Manual setup
- Choose Personal (IMAP) and enter your webmail password
- Incoming server: mail.avilaops.com, port 993, SSL/TLS, with your address as the username
- Outgoing server: mail.avilaops.com, port 465, SSL/TLS, with Require sign-in enabled and the same username and password
Outlook on Windows, Mac, iPhone, and Android
Outlook tries to guess the settings and, when it does not recognize the domain, suggests Exchange or Not IMAP. Ignore the suggestion and keep IMAP. On mobile, the server fields only appear after you enable Use Advanced Settings. The most common mistake here is entering a password that differs from your webmail password in one of the two password fields.
- On a computer: File, Add Account. In the new Outlook and on mobile: Settings, Add Account, Add Email Account
- Enter your full address, open Advanced options, and select Let me set up my account manually (on mobile, Set Up Account Manually)
- Choose IMAP as the account type
- Incoming: mail.avilaops.com, port 993, SSL/TLS. Outgoing: mail.avilaops.com, port 465, SSL/TLS
- Use your full email address as the username and your complete webmail password for both servers
- If you see a connection error, test your password in webmail before changing the ports
Mac, in Apple’s Mail app
On a Mac, the process is the same as on an iPhone, with one extra step: after signing in, the app asks which account services you want to use. Select Mail. Add Contacts and Calendar through CardDAV and CalDAV in System Settings, Internet Accounts.
- Mail, Mail menu, Add Account, Other Mail Account
- Enter your name, full address, and webmail password, then click Sign In
- When the app asks for servers: choose IMAP, set both incoming and outgoing to mail.avilaops.com, and use your address as the username
- Click Sign In again and select Mail
In a browser, without installing anything
Webmail at mail.avilaops.com works in any browser and can be installed as a mobile app with new-message notifications. It is also where you can test your password, change your password, and turn on two-step verification.
- Open mail.avilaops.com
- If the screen asks for an Avila Ops account and you do not have one, tap Sign in with mailbox password
- In Safari on iPhone: Share, Add to Home Screen. In Chrome on Android: menu, Install app
- The first time you sign in with the password you received, webmail asks you to create your own password with at least 12 characters
Passwords, recovery, and lockouts
Your mailbox password must have at least 12 characters. A short phrase with numbers is easier to remember and more secure than a short password full of symbols. When you change your password in webmail, every email application starts asking for the new one. After several incorrect attempts within a few minutes, the mailbox temporarily blocks further attempts, so wait a few minutes before trying again.
- Change your password: webmail, Account, Password
- Forgot your password: mail.avilaops.com/recuperar sends a link to your registered recovery email, valid for 60 minutes
- Two-step verification: enable it under Account using an authenticator app; it applies to webmail
- Email applications still sign in with the mailbox password even when two-step verification is enabled
When something does not work
Almost every setup problem falls into four categories. Before contacting support, check the list: most often, the password was entered differently or the server name was replaced with the company’s domain.
- Invalid username or password: test the password in webmail and check that the username is your full address
- Unable to verify the certificate: the server must be exactly mail.avilaops.com, not your domain
- Receives but does not send: check the outgoing port (465 with SSL/TLS or 587 with STARTTLS) and make sure SMTP authentication is enabled
- Someone says they sent a message but nothing arrived: check the Spam and Trash folders in webmail before asking them to resend it
Connections, made clear
Every message deserves context and continuity.
See a simple communication workflow using your business domain.
- MessageAn enquiry arrives at your business email.
- OrganisationIdentify the subject and responsible person.
- ReplyReply with the information needed to move forward.
- HistoryKeep the conversation for future reference.
- Next actionAgree on a follow-up or route the enquiry.
- Message. An enquiry arrives at your business email.
- Organisation. Identify the subject and responsible person.
- Reply. Reply with the information needed to move forward.
- History. Keep the conversation for future reference.
- Next action. Agree on a follow-up or route the enquiry.
Message
An enquiry arrives at your business email.
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