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Email Setup Guide

All about your POP email account #

Important – What is

In some places on this document, you will see “”. You must replace this with your own domain. For example, if it says, and your website domain is, then you would use

Important – Your POP email account is free with your website. It has certain limitations.

These traditional POP email accounts are provided free with your website. POP accounts are for transferring, not storing, email. They have strict limitations on disk space and is intended be used with an email program such as Outlook. Outlook downloads email to your computer, which does not typically have limitations on space.

If you do not use an email program and instead only use a phone or the web-mail feature then you will run out of space and you may also lose older emails due to automatic clearing of the online folders over time.

If you require services without such limits, ask for assistance and advice in purchasing Microsoft Office 365 or Google G-Suite/Workspace for business-class email. Non-business users might prefer to use a free Gmail or address instead. Ask us about this.

Important – Abuse Detection may have locked you out

For everyone’s security, your computer will be blocked automatically if you connect repeatedly with the wrong password over a short period of time. This situation might occur if you are using the wrong password whilst setting up email on several devices, or if you keep trying different incorrect passwords.

If your password doesn’t work, ask for help. Don’t keep trying to guess it. If you are unsure of your password, or you think you might have been blocked, please contact us to release the block.

1. Configure your account in Outlook or similar #

These POP accounts do not set themselves up automatically in the way a Gmail or similar does. It must be set up manually. Every email program is different and this is not a step-by-step setup guide. However, the settings are always the same and so you should refer to these when configuring the account on your computer.

When adding the new account, look for an option to set up the account manually, or let it proceed automatically by itself until it fails and then edit the account to apply the correct settings here.

Recommended SSL/Secure email settings

  • Account type: POP or POP3
  • Incoming, or POP, or Host server:  (use this as written, do not use your domain)
  • Incoming port: 995
  • SSL/TLS (not Auto and not Start TLS), or Encryption, or SSL Accept All Certificates: Yes/enable
  • Outgoing, or SMTP, or Host server:  (use this as written, do not use your domain)
  • Outgoing port: 465
  • SSL/TLS (not Auto and not Start TLS), or Encryption, or SSL Accept All Certificates: Yes/enable
  • Login name: (your full email address)
  • Password: (your password)

Optional Non-SSL/Non-Secure email settings – If the above is not working for you, then you can use this:

  • Account type: POP or POP3
  • Incoming (POP) server (Host):  (insert your own domain here e.g.
  • Incoming port: 110
  • SSL/Encryption: None/disable
  • Outgoing (SMTP) server (Host):  (insert your own domain here e.g.
  • Outgoing port: 587
  • SSL/TLS or Encryption: None/disable
  • Login name: (your full email address)
  • Password: (your password)

Important setting – Remove mail from server after xx days

Your POP account has a very limited amount of disk space on our server. You must ensure that email is cleared off the server when it is downloaded to your email program. Look for an advanced option to ‘leave/remove mail from the server after a number of days’. Set this to 7 days or less. This does not affect email stored on your computer and it only removes email off the webmail server that you have already retrieved. It will not clear email you haven’t yet seen.   

You will receive an email when your webmail inbox is full. This can happen if someone sends you a lot of large emails attachments in quick succession. The notification tells you how to clear space on the webmail server. We also receive the same notification and will check to see if we need to do something to get things moving for you in urgent situations. 

Always be aware that one can purchase paid email services from Google or Microsoft and we can assist with this. Paid email services let you use your domain for your email address and do not have the space limitations of the free POP accounts.

Additional information for Microsoft Office Outlook or Office 365 users

In some cases, Microsoft has made it difficult to add or update the account settings through the Outlook File menu. If you cannot find all of the above settings via the Outlook > File >  Account Settings (or Server Settings) menu then you must instead use the Windows Control Panel to add or update your account – see steps below.

Note that recent versions of Office Outlook no longer have this issue, but you may have an older copy installed. 

Follow these steps to find where to add or change an Outlook account in the Windows Control Panel:

  1. Press “Windows Key” and “R”. (The Windows Key is normally between the left CTRL and ALT keys)
  2. In the dialogue that opens, enter: control panel
  3. In the next dialogue, click “User Accounts”
  4. Then click “Mail (Microsoft Outlook 2016)”
  5. In the next dialogue, click “Email Accounts”
  6. Either click “New” to add a new account or double-click an existing account to change it

Outlook support – Help for specific versions of Outlook is available here at Microsoft.  

2. Configure your account in Apple Mail #

Apple also regularly changes the process for setting up email accounts, but the required settings are always the  same. Typically one must add the account, let it try to set itself up automatically and then re-edit the account to apply the correct settings.

We recommend using the SSL/Secure settings and we have found these are the general steps for editing and applying these:

Apple Mail
Mail > Preferences > Select the account > Server settings >
Incoming mail POP, username is full email address, password, hostname:
Untick Automatically Manage Connection
Change port – 995
Tick Use TLS/SSL
Authentication – APOP (Authenticated POP)
Outgoing Mail server SMTP – Select same account
Untick Automatically Manage Connection
Confirm username, password, hostname:
Change port – 465
Authentication – Password

Important additional settings
Go to Mail > Preferences > Select the account >
On Mailbox behaviors tab:
Tick: Erase junk after 1 day
Tick: Erase Deleted messages after 1 week
Tick: Move deleted to trash

On Account Information tab:
Tick: Remove copy from server after retrieving a message < This is important!
Select: After 1 week

If you cannot send or receive email with the above settings and you are sure they are correct, you can try using the ‘Optional Non-SSL/Non-Secure email settings’ listed further up this page. All of the settings are correct, but sometimes one or the other is easier to set up.

Resolve Secure Certificate Warnings

If your Apple computer’s email is not working and it complains about trusting a certificate, then check with WonderWebs support. Server certificates are updated at least once per year and some older Apple computers don’t renew them quickly enough. Contact us and follow the steps below if this applies to you.

Note that you will need to know the password that you use to log into your Mac or Macbook.

First, fully power off and then restart your computer as follows:

  1. Close all applications
  2. Click the Apple menu top-left
  3. Click Shut Down
  4. If it asks about keeping apps running, say no
  5. Once it has completely turned off, start it up again

Then, remove old certificates:

  1. Close your email.
  2. Find and open the app called Keychain
  3. Use the search box in Keychain to find ‘wonderwebs’
  4. It may list several certificates.
  5. Select the first one
  6. Go to the Edit menu at the very top left of your screen and click Delete. You may need to type your computer’s login password to allow this.
  7. Do the same for the next certificate until all the wonderwebs certificates are gone.
  8. Close the app.
  9. Open your email and click the Get Mail button

If it still doesn’t work:

  1. Check your email account settings under the Apple Menu > Preferences, even if the settings worked before.
  2. If the Host server contains your own domain such as then change it to as described in this section above.
  3. Do this in the two places you can see the host server setting.
  4. Explanation: is not a secure server, whilst is. 
  5. Save settings and check email.

3. Configure your iPhone or Android #

Apple and Google constantly change how their devices work it is not possible to provide step by step guide. However, the settings provided above are always the same for all devices. Typically you will need to add the account first, let it fail, then edit it again to change the settings to the ones provided above. Use the SSL/Secure settings for best results.

These setup notes are from an iPad running IOS 13. iPhones are normally the same.

First – If you have already added the account, remove it and start again.

Second – Add the account with the email and password you have been given.

The device will attempt to set the account up automatically and then fail because it doesn’t know what all of the correct settings are. 

After it has failed, you must choose to set up a POP account. Do not choose IMAP.

On the device, go to Settings > Scroll to Password & Accounts (on left) > Select/tap the account (on right)
Confirm it says it is a ‘POP Account’, If it isn’t then it will have  to be deleted and added again as a POP account.
Insert/confirm the name, email address, description (This is just for reference, e.g. work)

Then insert/confirm all of the following settings:

Incoming mail server settings:
Host name:
Username: the full email address
Password: as you know it to be
SSL: On (coloured/green)

Find the outgoing mail server:
Tap either SMTP or the mail server name/host name – This depends on whether a primary SMTP has previously been set up and selected.
Tap the domain in question, either under Primary or Other:
Turn on/off > On

Outgoing mail server settings:
Host name:
Username: full email address
Password: as you know it to be
SSL: On (coloured/green)
Authentication: Password
Port: 465
Tap Done to get back
Tap Back to get back again
To check that this is now set as the Primary, you would need to go back into SMTP

Delete option:
Move discarded messages to: Deleted
Deleted Messages: Remove after 1 week
Incoming settings:
SSL: On (coloured)
Authentication: Password – It may ignore this and set itself to nothing.
Delete from server: 
1 week – if this is the only mail computer.
Never – if a desktop/laptop is also in use as the primary computer.
Server port: 995

Tap to go Back
Tap Done

Make sure you can both send and receive email.

If you cannot send or receive email with the above settings and you are sure they are correct, you can try using the ‘Optional Non-SSL/Non-Secure email settings’ listed further up this page. All of the settings are correct, but sometimes one or the other is easier to set up.

4. Use Webmail to access your email #

Webmail is a convenient way to access recent email when you are away from your primary computer. This is similar to Hotmail or Gmail, but with your own private domain and therefore no advertisements.

To access Webmail enter into your web browser address bar and use your full email address and password to sign in.


  • Do not use Webmail as the sole method for managing your email in the long term – Use Outlook or any similar email program.
  • The Sent Items, Junk Mail and Deleted items folders on Webmail are automatically emptied over time.
  • If you receive a notification that your inbox is full is being rejected, simply sign in and make some space, or configure offline email such as Outlook.
  • Ask us for help

5. Forward email to another account #

The best way to view your email on another device is to add the email account to the device where you want to read it.

You must not forward your email to an account hosted on Gmail, Hotmail,, Yahoo, G-Suite, Microsoft Office 365 or any similar major service. Any accounts found to be forwarding directly to these services will have the forwarding removed.

This is because any spam forwarded with your email will cause our email server to be blacklisted, resulting in all email being blocked for all users. Ask if you are unsure of your situation.

POP Retrieval is the allowed alternative to forwarding

In place of forwarding email to your other inbox, you can configure that inbox to log into your email account here and retrieve the email, thus avoiding the risk of being blacklisted. All of the major email services provide a ‘POP retrieval’ feature for this purpose. Follow these links to find information for setting this up in your external email service. 

When can you forward email in the normal manner?

You may forward your email directly to an external email account on your own private domain, so long as it is not hosted at Google G-Suite or at Microsoft Office 365 or any of the major webmail services. Ask for help if you are unsure.

6. Set an “Out of office” message #

  1. Sign into the webmail interface at
  2. Do not keep trying different passwords or you will get locked out! Contact support instead.
  3. Click the “More” menu at the top, then “Settings”
  4. Click on “Auto-Responder” on the left
  5. Tick “Enable auto-responder” on the right
  6. Tick “Disable responses to indirect mail”
  7. Type your subject line and your message into both message fields.
  8. If you wish, tick “Only send between certain dates” and apply start and end dates
  9. Click “Save”
  10. If you did not set an end date, remember to cancel this when you return

7. Change your password #

  1. You need to know your exiting password to change it. Contact support if you don’t.
  2. Sign into the webmail interface at
  3. Click the “More” menu at the top, then “Settings”
  4. Click the “Change Password” button
  5. Type your old and new passwords
  6. Click “Save”

8. Newsletter and marketing emails #

Sending bulk email to mailing lists is fraught with risk. It is extremely easy to have your domain and our mail server flagged for spamming, which would then result in reduced reliability for everyone. The following KB article has some tips and some absolute rules you must follow when sending email to a mailing list. You must read it and please contact WonderWebs support for assistance when you are planning to start your own mail-out.

9. Email delivery problems #

At WonderWebs we continually monitor our email services in order to ensure maximum reliability in delivery and effective spam protection. Because our email servers are shared amongst all customers, it is vital that we protect the server from being blacklisted or receiving a bad reputation. We will actively work with you to resolve your email problems, so please be sure to contact us any time you are having trouble.

Incoming email

  • Non-arrival – If an email has not arrived at our email server at all, then there will be no record of it in the server logs. In such a case, there’s nothing we can do other than suggest that the sender needs to contact their support services to handle the issue. 
  • Spam – If an email arrives and is marked as spam, then you should mark the email as not-spam. This is how the spam filters learn what is spam and what is not. This applies to the webmail interface as well as in applications such as Outlook. If you would like your spam settings tweaked one way or the other, please contact support.
  • Bounced emails – If someone sends you an email and receives a bounce or failed delivery message from our server in return, then the reason for the bounce will be stated in the error message. Please forward the bounced email to us and we can check for any related issues.
  • Grey-listing – You may notice a delay on incoming email due to grey-listing. This is an anti-spam measure implemented by virtually all ISPs and email services. Grey-listing causes a 4 minute delay on delivery of the first email from any given sender, within a given month, after which the address is marked as legitimate. It is not advisable, but we can disable grey-listing on any given account upon request. 
  • Bypass list – You can add domains to a list, which will bypass all grey-listing and spam filtering. Many common ISPs in NZ/AU and services such as banks and PayPal are already on our global bypass list. Popular spam-generating domains like Gmail cannot be added to the bypass, but individual email addresses from those domains can. You can either send us any domains you’d like bypassed, or you can do it yourself through the webmail interface: Settings > My Settings > Trusted Senders > New.

Outgoing email

  • Non-arrival – If your email does not arrive at its destination, please check the email address carefully in your sent items, wait for a few hours in case there is an external delay, and then contact us, providing all relevant information so that we can examine our logs to see if there is a problem to resolve at our end. If this involves Hotmail, go to section 9 in this guide.
  • Spam – Outgoing email is not filtered at all, but anything noted as potential spam will be logged and investigated. If your email is marked as spam at the recipient, please check the additional points below.
  • SPF record – Your domain may have an SPF record assigned to it. The SPF record defines which servers are allowed to send email for your domain. You may experience delivery issues if you are using an outgoing SMTP server that is not included in your SPF record. This situation can happen if you are using your ISP’s outgoing server instead of your WonderWebs one. Check your email account settings and ensure that each account has matching POP and SMTP servers ( If you are forced to use a separate outgoing server, then let us know what it is and we will reconfigure your SPF record or advise.
  • Email signing – DKIM, DMarc and ADSP – We configure these additional features wherever possible in order to increase delivery reliability. Tests are run on every domain to ensure all required items have been applied and are active. Note that a balance has to be struck between authorising your email for delivery from specific servers and your freedom to send email from other locations and external services, such as email campaign tools and CRMs.
  • Outgoing authentication – The mail server requires authentication for outgoing emails. If outgoing authentication has been overlooked, then you will experience delivery problems with some recipient servers. Please follow the Outlook setup section in the email guide above and confirm that you have outgoing server authentication enabled.
  • Bulk email – ISPs and organisations use third party reputation services, blacklists and internal measures and filters to determine whether your newsletter may be spam. If you send too many emails within too short a period, you will run into delivery delays. If your email contains hyperlinks or trigger words, it may also be marked as spam.

10. Blocked content and domains #

In the ongoing battle against spam, we choose to block or flag certain words, phrases, domains and top level domains. We use actual spam volumes present on the server and also this list of most-abused domains. The block-list changes almost daily and there is always a risk that a legitimate email might get caught up. Look in your webmail spam folder if you think you are missing something. Contact us if you need help or want something investigated.

We also advise against purchasing and using any novelty or vanity domains for your business, even when your registrar wants you to. Stick to .com, and other standard domains.

All email from the following domains and top-level domains is blocked from the mail server. 


Updated on 5 July 2024

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