Setting Up Your Email

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Setting Up Your Email

This page contains information about email in general, plus the settings you will need to use to set up your email account on any internet connected device, PC, Mac, Laptop, iPad, Tablet, iPhone, Smartphone.

If you need any further information on how to do anything mentioned on this page, call me.


POP and IMAP are just different ways of connecting to your mailbox on the server.


A POP email connection asks the server to deliver email to your device, it is downloaded from the server to your device.
Once downloaded it is removed from the server unless you tell the server to keep a copy on the server.
If there is a copy on the server, another device can download the email as well.
Because the emails are downloaded, you will use very little space on the server storing email.

A POP email connection does not synchronise email across multiple devices.
A sent email from one device will not appear in the sent items on a different device.
Folders created on a device will not appear on a different device.


An IMAP email connection views emails on the server.
Some or all of these emails are downloaded to the device, this depends on your device settings.

An IMAP email connection synchronises email across multiple devices by simply looking at what’s on the server and mirroring it.
Because all your email is stored on the server you may go over your email quota so it is advisable to archive email regularly.
All folders will appear on all devices and on the server as long as your settings are correct.
All sent items will appear on all devices and be stored on the server – it’s advisable to regularly delete items from your sent items folder to save space.
All deleted items will appear on all devices and be stored on the server until you ’empty the bin’ – it’s advisable to regularly delete items from your bin to save space.


This is down to you.
Personally, I have a POP connection for my laptop, this downloads email to my laptop, keeping the server space used to a minimum.
I make folders and store emails locally.
The laptop is set to keep a copy on the server for 30 days.
I have an IMAP connection for my phone, this shows me the last 30 days worth of emails which is more than I need.
I do not need to see all of my folders on my phone.


It is up to you to make backups of your email.

I use Gmail to connect to my email account and download all email using a POP connection. I tell Gmail to keep a copy on the server. I use Gmail as a backup. I regularly login to Gmail and delete the really old emails. Sometimes I delete an email on my laptop that I later need, I then log in to Gmail to see it.


Spam can be delivered to your device or quarantined based upon the settings I create for your account.
There is a spam folder on the server where spam is quarantined.
An IMAP connection will see this folder, you should regularly look in the folder for good emails although there will probably be none.
A POP connection WILL NOT see this folder because it only downloads emails in the inbox.
To see your spam log in to webmail. Webmail views the server as a whole.

I can change the way spam is handled on the server.
It can be sent to the spam folder OR delivered to your inbox (marked as spam or not)
I can change the spam catcher effectiveness from 1 – 10 (default is 4) This can be used to catch more spam or let more spam arrive.

Dealing with spam

Click here to read a useful guide on how to deal with spam, how to try and keep it to a minimum and how to manage it more efficiently.

Setting Up Your Email

The process differs for each device type or program used, but the essentials are the same on all of these.
Your program may automatically guess some of these settings based upon your username and password, but you MUST CHECK the settings of each account even if the device says that the setup is successful. Port numbers and the IMAP path prefix are especially important.


Username: Your full e-mail address
Password: You will have been sent this by flymedia


POP3 Server:
POP3 Port: 995
SPA: Off

IMAP Server:
IMAP Port: 993
SPA: Off
IMAP path prefix: INBOX (this is important if you want to synchronise all folders across multiple devices)


NOTE: These settings apply to both POP and IMAP connections

Outgoing SMTP Server:
SMTP Port: 465 or 587
SPA: Off

SMTP Authentication: On (“Use the same password as incoming server” in Outlook, or for Mac Mail, iPhone and iPad devices, please use “Password” mode)
This means that you are sending your username and password to the server to send an email. This stops spammers sending the email purporting to be you.


Webmail is access to your account from anywhere in the world, on any internet-connected device.
Webmail looks at what’s on the server.
If you use POP only or POP & IMAP together…
You will see an inbox with some emails, the number is dependent on your settings.
If you use IMAP only…
You will see all folders, all email, all sent items, all emails in the bin.

Use webmail to see what’s on the server taking up space, and use webmail to keep things tidy, look in the bin and sent items folders and delete stuff you don’t need. This will reduce the space you are using.

Each flymedia email account has a 1GB limit.
If you go over your limit, I will inform you.
You can then choose to remove unwanted emails, and archive email you do want, or I can invoice you for the over quota amount of space used.

Webmail Address:


How to set your ‘out of office’ notification.
Log in to webmail.
on the top right of the screen, you will see ‘Out Of Office’.
Click it and set your message.
You will automatically reply to spammers (letting them know you have an active account) this may increase the number of spam emails you receive.
You will automatically reply to everyone, depending on your message you may be informing people that you are away and your house is empty.

How to change your email password.
Don’t change your password.
The one I gave you is secure.
But you can if you want.
if you change your password for something less secure and your account gets hacked, my server team will lock your account until it is fixed. You will not be able to send or receive emails during this time.
Log in to webmail.
on the top right of the screen, you will see ‘Change password’.
Click it and change your password.


If you are having problems with a new OR existing email account, click here to see our handy guide to troubleshooting any problems that may be causing the issue