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Setting up Mail Servers

Before ZeyOS can send or receive emails, you need to connect at least one mail account. This is done in Control Center → Servers by adding an IMAP/SMTP server profile. Once connected, the account appears as a mailbox in your Inbox and can be used as the sender for Mailing Lists.

One server profile per email account

Each email address you want to use in ZeyOS needs its own server profile. A single profile covers both incoming mail (IMAP) and outgoing mail (SMTP).

Before You Start​

You will need the following information from your email provider or IT administrator:

SettingExample
Incoming mail server (IMAP)imap.gmail.com
Incoming port993 (SSL) or 143 (STARTTLS)
Outgoing mail server (SMTP)smtp.gmail.com
Outgoing port465 (SSL) or 587 (STARTTLS)
UsernameYour full email address
PasswordYour email password or app password
App passwords for Gmail and Microsoft 365

If your account uses two-factor authentication, most providers require you to generate a dedicated app password instead of your regular login password. Check your provider's documentation for instructions.

Adding a Mail Server​

  1. Open Control Center from the top navigation bar (the gear icon).
  2. Click Servers in the left sidebar.
  3. Click Add Server and select Mail.

Incoming Mail (IMAP)​

Fill in the IMAP section:

FieldDescription
NameA label for this account, e.g. "Sales Inbox" or "Support".
HostThe IMAP server hostname, e.g. imap.gmail.com.
PortTypically 993 for SSL/TLS or 143 for STARTTLS.
EncryptionSelect SSL/TLS or STARTTLS depending on your provider.
UsernameUsually your full email address.
PasswordYour email or app password.

Outgoing Mail (SMTP)​

Fill in the SMTP section below the IMAP fields:

FieldDescription
HostThe SMTP server hostname, e.g. smtp.gmail.com.
PortTypically 465 for SSL/TLS or 587 for STARTTLS.
EncryptionSelect SSL/TLS or STARTTLS.
UsernameUsually the same as your IMAP username.
PasswordUsually the same as your IMAP password.

Saving and Testing​

Click Save. ZeyOS will immediately attempt to verify the connection. If the connection fails, double-check the host, port, and credentials. A green status indicator confirms a successful connection.

Setting a Default Mail Account​

If you have multiple mail accounts configured, you can designate one as the default. The default account is used automatically when sending messages unless you manually select a different sender.

To set a default:

  1. Open the server profile.
  2. Enable the Default toggle.
  3. Save.

Only one account can be the default at a time. Setting a new default automatically removes the flag from the previous one.

Common Providers​

Gmail​

SettingValue
IMAP hostimap.gmail.com
IMAP port993 (SSL/TLS)
SMTP hostsmtp.gmail.com
SMTP port465 (SSL/TLS) or 587 (STARTTLS)
UsernameYour Gmail address
PasswordApp password (requires 2FA enabled in Google account)

Enable IMAP in Gmail: Gmail Settings → See all settings → Forwarding and POP/IMAP → Enable IMAP.

Microsoft 365 / Outlook​

SettingValue
IMAP hostoutlook.office365.com
IMAP port993 (SSL/TLS)
SMTP hostsmtp.office365.com
SMTP port587 (STARTTLS)
UsernameYour Microsoft 365 email address
PasswordApp password or regular password (depends on tenant settings)

Generic / Self-hosted​

Contact your mail administrator for the exact hostnames and ports. Common patterns:

  • IMAP: mail.yourdomain.com:993 (SSL) or mail.yourdomain.com:143 (STARTTLS)
  • SMTP: mail.yourdomain.com:465 (SSL) or mail.yourdomain.com:587 (STARTTLS)

Troubleshooting​

ProblemLikely CauseSolution
Connection refusedWrong port or hostVerify host and port with your provider
Authentication failedWrong passwordCheck for app-password requirement; regenerate if needed
SSL errorEncryption mismatchTry switching between SSL/TLS and STARTTLS
Emails not arrivingIMAP not enabledEnable IMAP in your mail provider's settings
Cannot sendSMTP blockedSome ISPs block port 25/465 — try port 587