Email Setup

Step-by-step instructions for adding your account to Microsoft Outlook on PC, iPhone, and Android.

Prerequisites

Collect the following from your administrator before starting:

• Your full email address
• Your mailbox password
• Microsoft Outlook installed on your device

Server Settings Reference

Part 1: Setting Up on PC (Windows & Mac)

Step 1 — Open Account Settings

1. Open Outlook and click File in the top-left menu bar.
2. Click Add Account under the Account Information panel.
3. Enter your full email address and click Connect.

Step 2 — Choose Manual / IMAP Setup

1. If Outlook fails to auto-configure, click Advanced options or Let me set up my account manually.
2. Select IMAP from the list of account types.

Step 3 — Incoming Mail (IMAP) Settings

1. Server: mail.plexamedia.ai
2. Port: 993
3. Encryption: SSL/TLS
4. Click Next.

Step 4 — Outgoing Mail (SMTP) Settings

1. Server: mail.plexamedia.ai
2. Port: 587
3. Encryption: STARTTLS
4. Click Next.

Step 5 — Enter Password & Finish

1. Enter your mailbox password when prompted and click Connect.
2. Outlook will confirm the account has been added — click Done.

Note: If you see a “Cannot connect” error, double-check the server name and ports, and ensure your firewall is not blocking Outlook.

Part 2: Setting Up on Mobile

iPhone / iPad (iOS)

Step 1 — Open Add Account

1. Open the Outlook app and tap your profile icon in the top-left.
2. Tap the Settings gear, then tap Add Mail Account → Add Email Account.

Step 2 — Enter Your Email

1. Type your full email address and tap Continue.
2. If settings aren’t auto-detected, tap Advanced or select IMAP.

Step 3 — IMAP (Incoming) Settings

1. IMAP Host Name: mail.plexamedia.ai
2. IMAP Username: your full email address
3. IMAP Password: your mailbox password
4. Advanced → Port: 993, Security: SSL/TLS

Step 4 — SMTP (Outgoing) Settings

1. SMTP Host Name: mail.plexamedia.ai
2. SMTP Username: your full email address
3. SMTP Password: your mailbox password
4. Advanced → Port: 587, Security: STARTTLS
5. Tap the checkmark or Save to finish.

Note: On some iOS versions, advanced settings appear after scrolling down on the account entry screen.

Android

Step 1 — Open Add Account

1. Open the Outlook app and tap your profile photo in the top-left.
2. Tap the + icon, then tap Add Email Account.

Step 2 — Enter Email & Choose IMAP

1. Enter your full email address and tap Continue.
2. If prompted, scroll down and select IMAP.

Step 3 — Incoming Mail Settings

1. IMAP Hostname: mail.plexamedia.ai
2. Port: 993
3. Security Type: SSL/TLS
4. Username: your full email address
5. Password: your mailbox password
6. Tap the arrow to continue.

Step 4 — Outgoing Mail Settings

1. SMTP Hostname: mail.plexamedia.ai
2. Port: 587
3. Security Type: STARTTLS
4. Username: your full email address
5. Password: your mailbox password
6. Tap the checkmark or Sign In to finish.

Note: If you see a certificate warning, verify with your administrator that the server certificate is valid before accepting.

Troubleshooting

Cannot Connect / Timeout

• Confirm the server is entered as mail.plexamedia.ai — no typos, no http:// prefix.
• Check that ports 993 and 587 are not blocked by your firewall or ISP.
• Try toggling your VPN off and on if you use one.

Authentication Failed / Wrong Password

• Re-enter your password carefully — passwords are case-sensitive.
• Log in to the webmail portal to confirm your password works.
• If 2FA is enabled, generate an app-specific password in your account settings.

Emails Sending but Not Receiving (or Vice Versa)

• Double-check both IMAP and SMTP settings are entered correctly.
• Ensure encryption types match: IMAP = SSL/TLS (993), SMTP = STARTTLS (587).
• Contact your administrator to check server logs for specific errors.