Big Tuna's Email settings guide

iPhone/iPad (iOS)

When setting up email on an iPhone, we recommend disconnecting from WiFi and using Cellular data to set up the account.

1. On your iPhone, open Settings > Apps > Mail > Mail Accounts > Add Account > enter your email address and tap Next > Add Other Account… > Mail Account

2. Fill in these settings for a New Account and click Next:

– Name: Your Name (John Smith)
– Email: Your Email Address (jo**@********in.com)
– Password: Provided Password
– Description: Your Company Name

3. On next screen, click IMAP

– Name: Your Name
– Email: Your Email
– Description: Your Company Name

Incoming/Outgoing Mail Server: (Make sure these 2 are filled out and the same)

– Host Name: mail.b.hostedemail.com
– Username: Your Email Address (jo**@********in.com)
– Password: Your Password

NOTE: Even though Outgoing Server options say (Optional), Outgoing server host, username and password are required.

4. Click Next, then click Save.

5. Confirm your SSL settings: go to Settings > Apps > Mail > Mail Accounts > tap your new account > Account > Advanced

– Use SSL: On
– Server Port: 993

6. Go back to the Account screen > tap SMTP > tap the Primary Server (mail.b.hostedemail.com)

– Use SSL: On
– Authentication: Password
– Server Port: 465

7. Tap Done and your Email Account should be all set up.

*Note: A summary of all SSL settings can be found here.

Android

Note: Since Android devices can have different versions and interfaces, your screen may look slightly different. If you can’t find an exact option, look for similar wording. On most Android phones, these steps open the Gmail app (or Samsung Email on Samsung devices); you can also start from inside the Gmail app by tapping your profile picture > Add another account > Other.

Step 1: Open the Email Setup

1. Open the Settings app from your home screen or app drawer.
2. Scroll down and tap on “Passwords, passkeys & accounts” (may also be called “Accounts”, “Passwords & Accounts” or “Accounts and backup” depending on your device).
3. Tap “Add Account.”
4. You will see a list of email providers (Gmail, Yahoo, Outlook, etc.). Tap “Other” (if you only see Google, tap Google to open the Gmail app, then choose Other).
5. Tap “Personal (IMAP)” if prompted to choose between IMAP and POP. If asked, tap Manual setup.
IMAP is recommended because it keeps emails synced across all devices.

Step 2: Enter Your Email Credentials

6. Enter your full email address (e.g., yo******@********in.com).
7. Tap Next.
8. Enter your email password.
9. Tap Next.

Step 3: Configure Incoming Server Settings (IMAP)

10. When prompted for “Incoming Server Settings,” enter the following:
    Username: Full email address (e.g., yo******@********in.com)
    Password: Your email password
    IMAP Server: mail.b.hostedemail.com
    Port: 993
    Security Type: SSL/TLS
    Tap Next.

Step 4: Configure Outgoing Server Settings (SMTP)

11. When prompted for “Outgoing Server Settings,” enter the following:
    SMTP Server: mail.b.hostedemail.com
    Port: 465
    Security Type: SSL/TLS
    Require Sign-in: Yes (make sure this is checked)
    Username: Full email address (e.g., yo******@********in.com)
    Password: Your email password

12. Tap Next.

Step 5: Finalize Account Setup

13. Choose how often you want your email app to check for new messages (e.g., every 5 minutes, 15 minutes, etc.).
14. Choose additional preferences (e.g., whether you want to be notified for new emails).
15. Tap Next.
16. Enter a name for the account (e.g., “Work Email” or “Yo******@********in.com”).
17. Tap Done.

🎉 Your email is now set up on your Android device! You should start receiving emails shortly.

Troubleshooting Tips

• If your email doesn’t work after setup, go to Settings > Passwords, passkeys & accounts (or open your email app’s settings), tap your email account, and double-check the server settings.
• If emails are not sending, go to Outgoing Server Settings and make sure Require Sign-In is enabled, the port is 465 and the security type is SSL/TLS.
• If your password is incorrect, reset it via your email provider’s website and try again.

For POP settings (if needed):

Incoming Server: mail.b.hostedemail.com
Port: 995
Security Type: SSL/TLS
Outgoing Server (SMTP): mail.b.hostedemail.com
Port: 465
Security Type: SSL/TLS

Outlook Office 365

Note: These steps are for classic Outlook for Microsoft 365 (also Outlook 2024, 2021 and 2019). If you don’t see a File tab at the top of Outlook, you are using New Outlook; please follow the “New Outlook (Outlook for Windows)” guide instead.

Adding the email account

1. Open Outlook. Click the File Tab > Info > Click the “+ Add Account” button

1a. Enter your full email address.
1b. Click “Advanced options” and check the box for “Let me set up my account manually”.
1c. Click the “Connect” button.

2. On the Advanced Setup screen, click IMAP (preferred) or POP

Account Settings

– Incoming Mail Server: mail.b.hostedemail.com

– Port: IMAP (993) or POP (995)

– Encryption method: SSL/TLS

– Leave “Require logon using Secure Password Authentication (SPA)” unchecked.

– Outgoing Mail Server: mail.b.hostedemail.com

– Port: SMTP (465)

– Encryption method: SSL/TLS

– Leave “Require logon using Secure Password Authentication (SPA)” unchecked.

– Click Next

– Password: Your Email Address Password, then click Connect

– If Outlook reports a sending or sign-in problem, go to File > Account Settings > Account Settings…, select your account and click “Change…” > “More Settings…”

– Outgoing Server Tab: Check “My outgoing server (SMTP) requires authentication”

– Make sure “Use same settings as my incoming mail server” is checked

– Advanced: Server Port Numbers

– Incoming Mail Server:

– IMAP (993) or

– POP (995)

– Use the following type of encrypted connection: SSL/TLS

– Outgoing Mail Server:

– SMTP (465)

– Use the following type of encrypted connection: SSL/TLS

– Click OK

– Click Done

You should now be able to send and receive mail on Outlook!

New Outlook (Outlook for Windows)

Note: The steps may vary slightly depending on your version of Outlook and Windows. If you don’t see a File tab at the top of Outlook, you are using New Outlook.

Step 1: Open Outlook and Start the Setup

Open Outlook on your computer.
Click the View tab and select View settings (or click the Settings gear icon in the top right).
Select Accounts > Email accounts, then click Add account.

Step 2: Enter Your Email Address

Enter your full email address (e.g., yo******@********in.com).
Click Continue.
If Outlook does not detect your settings automatically, choose Advanced setup.

Step 3: Choose Account Type

When prompted to choose an account type, select IMAP (recommended) or POP.
Turn on the Show more option and turn off Use recommended settings (if shown) so you can enter the settings below.

💡 IMAP keeps emails synced across all devices, while POP downloads emails to your computer and removes them from the server.

Step 4: Enter Incoming and Outgoing Server Settings

For IMAP (Recommended):

Incoming Mail Server: mail.b.hostedemail.com
Port: 993
Encryption Method: SSL/TLS
Outgoing Mail Server (SMTP): mail.b.hostedemail.com
Port: 465
Encryption Method: SSL/TLS
Require Authentication? Yes

For POP (if needed):

Incoming Mail Server: mail.b.hostedemail.com
Port: 995
Encryption Method: SSL/TLS
Outgoing Mail Server (SMTP): mail.b.hostedemail.com
Port: 465
Encryption Method: SSL/TLS
Require Authentication? Yes

Step 5: Enter Your Email Login Credentials

Username: Full email address (e.g., yo******@********in.com) for both the incoming (IMAP/POP) and outgoing (SMTP) username fields
Password: Your email password for both the incoming and outgoing password fields
Click Continue.

Step 6: Complete the Setup

New Outlook may ask to sync your account with the Microsoft Cloud. Click Continue to finish adding the account.
Outlook will test the connection to your email server. If everything is correct, your account will appear in the folder pane on the left.
Your email is now set up and ready to use in Outlook!

Troubleshooting Tips

If setup fails, double-check your email and password (make sure there are no typos).
If emails don’t send, go to View > View settings > Accounts > Email accounts, click Manage next to your account, and confirm the outgoing (SMTP) username and password are filled in.
Make sure you’re using the correct secure ports (IMAP 993, POP 995, SMTP 465) with SSL/TLS.
Restart Outlook if emails are not appearing after setup.

Outlook 2013

Note: Microsoft no longer supports Outlook 2013. We recommend upgrading to a current version of Outlook when possible.

Adding a New Account

1. Open Outlook > Select File menu > Click “+ Add Account” button

2. Choose the “Manual setup or additional server types” bubble > Click Next

3. Choose “POP or IMAP” > Click Next

Account Settings

1. Please enter your name, as you want it to appear on your outbound E-mail messages.

2. Please enter your full Email Address

3. Choose Account Type: IMAP

4. For Incoming Server put: mail.b.hostedemail.com

5. For Outgoing Server put: mail.b.hostedemail.com

6. Enter your full Email Address for the User Name

7. Enter your Email Password > Check Remember Password

More Required Settings

1. Click More Settings > Click Outgoing Server Tab

2. Click the “My outgoing server (SMTP) requires authentication”

3. Click “Use same settings as my incoming mail server”

4. Click Advanced tab

5. Change Incoming server (IMAP) port to: 993

> Use following type of encrypted connection: SSL

6. Change Outgoing server (SMTP) port to: 465

> Use following type of encrypted connection: SSL

7. Click OK button

Testing Settings

1. While on the E-mail Accounts screen, click the Test Account Settings button.

2. This will both check your settings and send a test E-mail to yourself to confirm that everything is working. If you receive any errors, please check your configuration.

3. Click the Close button on the Test Account Settings window.

4. Click Next on the E-mail Accounts window.

5. Click the Finish button.

You should now be able to send and receive mail on Outlook!

*Note For POP settings: Incoming server use Port 995 and check “This server requires an encrypted connection (SSL)”, Outgoing server use Port 465 with SSL

Outlook 2010

Note: Microsoft no longer supports Outlook 2010. We recommend upgrading to a current version of Outlook when possible.

Adding a New Account

1. Open Outlook > Select File menu > Select Info > Click Add Account Button

2. Choose to “Manually configure server settings” > Click Next

3. Choose “Internet E-Mail” > Click Next

Account Settings

1. Please enter your name, as you want it to appear on your outbound E-mail messages.

2. Please enter your Email Address

3. Enter your Email Address for the User Name

4. Enter your Email Password > Check Remember Password

5. For Incoming Server put: mail.b.hostedemail.com

6. For Outgoing Server put: mail.b.hostedemail.com

More Required Settings

1. Click More Settings > Click Outgoing Server Tab

2. Click the “My outgoing server (SMTP) requires authentication”

3. Click “Use same settings as my incoming mail server”

4. Click Advanced tab

5. Change Incoming server (IMAP) port to: 993

> Use following type of encrypted connection: SSL

6. Change Outgoing server (SMTP) port to: 465

> Use following type of encrypted connection: SSL

7. Click OK button

Testing Settings

1. While on the E-mail Accounts screen, click the Test Account Settings button.

2. This will both check your settings and send a test E-mail to yourself to confirm that everything is working. If you receive any errors, please check your configuration.

3. Click the Close button on the Test Account Settings window.

4. Click Next on the E-mail Accounts window.

5. Click the Finish button.

You should now be able to send and receive mail on Outlook!

*Note For POP settings: Incoming server use Port 995 and check “This server requires an encrypted connection (SSL)”, Outgoing server use Port 465 with SSL

How to Enable Two-Factor Authentication (2FA)

Two-factor authentication (2FA) adds a second layer of security to your webmail login. In addition to your password, you will enter a six-digit code from an authenticator app or a text message on your phone, so a stolen password alone is not enough to access your account.

Before you begin: We recommend using an authenticator app (such as Google Authenticator, Microsoft Authenticator or FreeOTP) rather than SMS, as it is more secure. If you use an authenticator app, make sure to disable 2FA or move it to your new device before resetting or replacing your phone.

Option 1: Enable 2FA with an Authenticator App (Recommended)

1. Go to https://mail.bigtuna.com/ and log in using your email and password

2. Click Settings in the sidebar

3. From the left menu, click Password, then Two-factor authentication

4. Choose to set up 2FA with an authenticator and click Enable with Google Authenticator (any standard authenticator app will work), then re-enter your password when prompted

5. Open your authenticator app, scan the QR code shown on screen, then enter the six-digit code the app generates

6. You will be logged out automatically. The next time you log in, you will be asked for a code from your authenticator app.

Option 2: Enable 2FA with SMS (Text Message)

1. Go to https://mail.bigtuna.com/ and log in using your email and password

2. Click Settings in the sidebar

3. From the left menu, click Password, then Two-factor authentication

4. Choose to set up 2FA with SMS text messaging and click Enable with SMS, then re-enter your email password and enter your phone number

5. When you receive the text message, enter the six-digit code

6. You will be logged out automatically. The next time you log in, you will be asked for a code sent to your phone.

Logging in with 2FA Enabled

1. Go to https://mail.bigtuna.com/

2. Enter your email address and password

3. Enter the six-digit code from your authenticator app or text message when prompted

Disabling 2FA

1. Log in to webmail and click Settings > Password > Two-factor authentication

2. Click Disable, enter your current password and click Submit

3. Enter the code from your authenticator app or text message and click Submit

*Note: 2FA applies to webmail logins. Email apps such as Outlook, Apple Mail or your phone’s mail app do not ask for a 2FA code, so we recommend also creating an App Password for each app (see “How to Create an App Password” below).

*Note: While 2FA is turned on, your password cannot be changed. To change your password, disable 2FA first, update your password, then turn 2FA back on.

*Note: If you do not see the Two-factor authentication option in your Settings, please contact us and we can enable it for your account.

How to Create an App Password

What is an App Password?

An App Password is a unique, randomly generated password that you use in place of your regular email password in a single email app, such as Outlook on your computer or the Mail app on your phone. Each app gets its own password.

How do App Passwords work?

– Your main password stays private: Once you create an App Password, your main email password will only work when logging in to webmail at https://mail.bigtuna.com/. All of your email apps must use an App Password instead.

– Easy to revoke: If you lose your phone or stop using an app, you can delete just that app’s password. Your other apps and your main password are not affected.

– Works with 2FA: Email apps cannot ask for a 2FA code, so App Passwords are the recommended way to keep your apps secure when 2FA is turned on.

– Limit: You can create up to 4 App Passwords per email account.

IMPORTANT: An App Password is only shown once, on the screen where it is created. Enter it into your email app right away or copy it somewhere safe. If you lose it, you will need to delete it and create a new one.

Creating an App Password

1. Go to https://mail.bigtuna.com/ and log in using your email and password

2. Click Settings in the sidebar

3. From the left menu, click Password

4. Under App password, click the plus sign (+)

5. Enter a name for the password so you know which app it belongs to (ex: “Outlook – Work Laptop” or “iPhone Mail”)

6. Copy the generated password

7. Open your email app and replace your password with the App Password in both the Incoming (IMAP/POP) and Outgoing (SMTP) server settings. Your username stays the same (your full email address).

8. Repeat these steps for each email app or device you use.

Removing an App Password

1. Log in to webmail and click Settings > Password

2. Under App password, click the minus sign (–) beside the password you want to remove

3. The app using that password will no longer be able to access your email. You can create a new App Password for it if needed.

*Note: Instructions for entering your password in each email app can be found in the setup guides on this page. If you do not see the App password option in your Settings, please contact us and we can enable it for your account.

How to Forward Email to Another Email Account

Mail forwarding automatically sends a copy of every message you receive to another email address (for example, a personal Gmail account).

Setting up Mail Forwarding

1. Go to https://mail.bigtuna.com/ and log in using your email and password

2. Click Settings in the sidebar

3. From the left menu, click Mail forwarding

4. Check the Enabled checkbox

5. Choose whether to keep Keep local copy checked:

– Checked (Recommended): Messages are forwarded and a copy stays in this mailbox.

– Unchecked: Messages are forwarded and are not kept in this mailbox. Only use this if you no longer plan to check this account.

6. In the Forwarding recipients field, enter the email address you want your mail forwarded to

7. Click Save

Confirming the Forwarding Address (Required)

For security, the receiving email address must approve the forward before any mail is delivered to it.

1. After you click Save, a confirmation email is sent to the forwarding address.

2. Log in to the receiving email account and open the confirmation email.

3. Click the confirmation/accept link in the email.

4. Once accepted, forwarding starts working. Until then, the forwarding address will show as pending and no mail will be forwarded.

Troubleshooting Tips

– Confirmation email not received: Check that the forwarding address is spelled correctly, and check the receiving account’s Spam or Junk folder.

– Resend the confirmation: Remove the forwarding address, click Save, then add it again and click Save to send a new confirmation email.

– Still showing as pending after accepting: Refresh the Mail forwarding page.

Turning off Mail Forwarding

1. Log in to webmail and click Settings > Mail forwarding

2. Uncheck Enabled (or remove the forwarding address) and click Save. Forwarding stops right away.

POP Emails Deleted From Server

To leave copies of email messages on the messaging server, follow the steps for the appropriate email application. In order for Contactually to work with your email account, the system needs to be able to access saved email messages.

For Windows

Windows Live Mail

1. Right-click the email account in the left pane and click Properties.
2. Click the Advanced tab.
3. Select the check box beside Leave a copy of message on server.
4. Click OK.

Outlook 2013 and later (including Outlook for Microsoft 365)

1. Open Outlook.
2. Click the File tab > Account settings.
3. Highlight your current POP3 account and click Change.
4. Note: The window that opens will tell you what type of email account you have. (Look under Type.)
5. Choose More settings and click on Advanced.
6. You should see a check box titled: Leave a copy of messages on the server.
7. Checking the box will enable Leave a copy of the message on the server.

Note: Enabling Leave a copy of the message on the server will allow you to access your email from multiple computers.

Microsoft Outlook 2010

1. Click File.
2. Click Account Settings.
3. Select the appropriate email account.
4. Click Change.
5. Click More Settings.
6. Click the Advanced tab.
7. Select the Leave a copy of the message on the server check box.
8. Click OK.
9. Click Next.
10. Click Finish.
11. Click Close.

Note: When the check box is cleared, deleted messages will be permanently removed from the messaging server.

Microsoft Outlook 2007

1. Click Tools.
2. Click Account Settings.
3. Click Change.
4. Click More Settings.
5. Click the Advanced tab.
6. Select the Leave a copy of the message on the server check box.
7. Click OK.
8. Click Next.
9. Click Finish.

Note: When the check box is cleared, deleted email messages will be permanently removed from the messaging server.

Microsoft Outlook XP, 2002, 2003

1. Click Tools.
2. Click Email Accounts.
3. Select View or Change an existing email address, or click the Email tab.
4. Select the email account.
5. Click Change.
6. Click More Settings.
7. Click the Advanced tab.
8. Select the Leave a copy of the message on server check box.
9. Click Finish.

Note: When the check box is cleared, deleted email messages will be permanently removed from the messaging server.

Qualcomm Eudora 7.0 or later

1. Click Tools.
2. Click Personalities.
3. Right-click the email account name, and then click Properties.
4. Select the Leave messages on server check box.

Note: When the check box is cleared, deleted email messages will be permanently removed from the messaging server.

Mozilla Thunderbird

1. Click the ☰ (application menu) button, or Tools on older versions.
2. Click Account Settings.
3. Under the account name, click Server Settings.
4. Select the Leave messages on server check box.

Note: When the check box is cleared, deleted email messages will be permanently removed from the messaging server.

IncrediMail

1. Click Tools.
2. Click Accounts.
3. Select the email account, and then click Properties.
4. Click the Advanced tab.
5. Select the Leave a copy of messages on server check box.

Note: When the check box is cleared, deleted email messages will be permanently removed from the messaging server.

Internet Mail

1. Click Mail.
2. Click Options.
3. Select the Server tab.
4. Click Advanced Settings.
5. Select the Leave a copy of messages on server check box.
6. Click OK.

Note: When the check box is cleared, deleted email message will be permanently removed from the messaging server.

GoldMine Premium Edition with GoldSync 8

1. Click Tools.
2. Click Options.
3. Click the E-Mail tab.
4. Click Accounts.
5. Select the email account, and then click Edit.
6. Clear the Auto-delete check box.

Note: There is no option available to leave copies of email messages on the messaging server for a specified number of days.

Novell GroupWise email client

1. Click Accounts.
2. Click Account Options.
3. Click the POP3 account name.
4. Click Properties.
5. Click the Advanced tab.
6. Select the Leave A Copy Of Message On The Server check box.
7. Click OK.
8. Click Close.

For Macintosh

Mac Mail/Mac OS 10.1

1. Click Mail.
2. Click Preferences.
3. Make sure that the correct address is highlighted, and then click Edit.
4. Click the Account Options tab.
5. Make sure that the Delete messages from server after downloading check box is not selected.

Note: Mac Mail does not have an option to remove email messages from the messaging server after a specified number of days.

Apple Mail on Mac OS X / macOS

1. Click Mail.
2. Click Settings (called Preferences on older versions).
3. Click the Accounts tab, and select the appropriate email account.
4. Click the Advanced tab.
5. Clear the Remove copy from the server after retrieving a message check box.
6. Close the window and click Save if prompted.

Note: Mail does not have an option to remove email messages from the messaging server after a specified number of days.

Microsoft Outlook 2011

1. Click Tools.
2. Click the Accounts tab, and select the appropriate email account.
3. Advanced tab.
4. Leave a copy of each message on server check box.
5. OK

Microsoft Entourage X

1. Click Tools.
2. Click Accounts.
3. Make sure that the correct email account is highlighted, and then click Edit.
4. On the Edit Account screen, click the Options tab.
5. Select the Leave a copy of each message on the server check box.

Note: When the check box is cleared, deleted email messages will be permanently removed from the messaging server.

E-Mail Settings

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Key Features

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E-Mail Settings

iPhone/iPad (iOS)

Android

Outlook for Android/iPhone/iPad

Outlook Office 365

Mail (Mac OS X)

Thunderbird

New Outlook (Outlook for Windows)

Troubleshooting Tips

Outlook 2016

Outlook 2013

Outlook 2011 (Mac OS X)

Outlook 2010

How To Create An Email Signature in Webmail

Using SSL with BigTuna E-mail

Alto (iOS/Android App)

How to Save Email in Outlook prior to moving to Big Tuna

How to Create or Modify User Email

How to Update Email Users Password

How to Enable Two-Factor Authentication (2FA)

How to Create an App Password

What is an App Password?

How do App Passwords work?

How to Forward Email to Another Email Account

Email sent using Outlook are not saved to the Sent Items folder

Symptoms

Cause

Resolution

POP Emails Deleted From Server

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