Google Apps Email Client Setup Guide

If you’d like some background on how email works and how email migrations are done please refer to our email migration overview.

Before we can switch you over to Google Apps/Gmail you need to set up your email clients to access email on the new server. Because there’s period of 1-2 days where email could (shouldn’t but could) arrive at your old or new email servers we make sure our clients can access both servers. Once the change over is complete we disable access to the old server.

If you’re not scared of setting up email manually you can refer to this page on Google. We’ve copied them below for ease of access, though there’s a small chance they may change in future.

  • Incoming Mail (IMAP) Server – Requires SSL
    • Port: 993
    • Requires SSL:Yes
  • Outgoing Mail (SMTP) Server – Requires TLS
    • Port: 465 or 587
    • Requires SSL: Yes
    • Requires authentication: Yes
    • Use same settings as incoming mail server
  • Full Name or Display Name: [your name]
  • Account Name or User Name: your full Google Apps address ([email protected])
  • Email address[email protected]
  • Password: your Google password


Note – the easy way to check your new Google email address before you get your phone/computer set up is to go to , type in your username and password, and you can check your email there.


Google’s Guide on Email Client Setup (do this if you’re not a computer expert!!!)

Google has an excellent guide on how to set up specific email programs here. Scroll down to where it says “Once you’ve enabled IMAP in your Gmail settings, you need to configure your client” and then click on the type of device/computer you’re trying to set up.


How to set up specific email clients

Apple Mail

We suggest you use an “add new account” wizard along with the details listed above. A couple of examples of the setup are below (click to make them larger).

apple-mail-1 apple-mail-2


Here are some steps that should work.

  1. Open the Mail app on your computer.
  2. Select the Mail menu at the top, and then Preferences.
  3. Open the Accounts section.
  4. Click the + button in the bottom corner.
  5. Choose Google.
  6. Type your name.
  7. Type your full email address ([email protected]).
  8. Type your password. If you use 2-step verification with your account, you’ll have to enter an app password.
  9. Click Set up.
  10. Make sure Mail is selected and click Done.



  1. Launch Settings from your Home screen.
  2. Tap Mail, Contacts, Calendars.
  3. Tap Add Account…
  4. Tap Gmail.
  5. Enter your name, Gmail email address, password, and a descriptive name (like Gmail, or Personal, so you can identify it later).
  6. Select which services you want to leave on for sync, Mail, Calendars, and Notes. (You probably want all of them on.)
  7. Tap Save.

Click this image below for a visual guide.





Thunderbird has a great wizard for setting up email. Unfortunately because of the transition process it won’t work properly until we finish the cutover, so you’ll have to set it up manually or override the suggestions the wizard gives you.

1. Choose File -> New -> Existing Mail Account

2. Enter your name, email address and password.

3. It will populate details for your old server. Change the settings to what you see at the top of this page, or in the image below.

4. Hit “re-test”, if you have any problems check your settings. If you have no luck call us, we can remote into your machine and do it for you.





Because Android is so flexible it’s difficult to say for sure the best way to do this. If you run a third party email program such as K-9 Email then you’re best off using the manual instructions at the top of the page. If you’re using the default Android email program the steps below will add the Google account to your phone.

1. Touch the Settings > Add account > Google to add your Google Apps account.

google1 google2

2. Select Existing and enter your full Google Apps email address as your username and your password.


3. Touch OK to agree to the Terms of Service. The device will sign in to your domain. This process may take a few minutes.

4. After completing these steps, you should see Account sign-in successful. You can choose which services you want to sync to the device.


Final Checks / Problems

If you want to make sure your email client is accessing the email folders properly you can follow these steps as set out by Google.