Connect IMAP account
This guide explains how to connect an email mailbox using IMAP.
Use IMAP for email providers that do not support OAuth, or when OAuth is not available.
When should you use IMAP?
Use this guide if:
Your email provider does not support OAuth
You use a custom domain with a hosting provider
You have IMAP and SMTP credentials
⚠️ If you use Gmail or Outlook, OAuth-based setup is usually faster and more secure than IMAP.
How IMAP connection works (important)
MailDesk connects using:
IMAP for incoming emails
SMTP for sending emails
Authentication is done with:
Username and password
Or an app-specific password (recommended, if available)
⚠️ IMAP accounts require explicit configuration of servers and folders.
Nothing is auto-detected.
Before you start
You need:
IMAP server address and port
SMTP server address and port
Encryption type (SSL / STARTTLS)
Username and password (or app password)
💡 Most providers publish these settings in their documentation.
Step-by-step: Connect an IMAP account
Step 1 — Open Mailbox Accounts
Open MailDesk
Click Settings (⚙️)
Open Mailbox Accounts
Click Create
Step 2 — Create the mailbox account
Choose IMAP
Enter:
Account Name (internal)
Email Address
Sender Name
Username
Password (or app password)
Click Save to continue configuration.
Step 3 — Configure Incoming Mail Server (IMAP)
Fill in:
IMAP server
Port (usually 993)
Encryption: SSL (recommended)
Click Test Incoming to verify the connection.
⚠️ If this test fails, no emails can be received.
Step 4 — Configure Outgoing Mail Server (SMTP)
Fill in:
SMTP server
Port (465 with SSL or 587 with STARTTLS)
Encryption
Click Test Outgoing to verify sending.
⚠️ Sending emails will fail if SMTP is not configured correctly.
Step 5 — Fetch folders (required)
Click Fetch Folders in the mailbox account header.
What this does:
Connects to the IMAP server
Reads available folders
Makes them selectable for synchronization
⚠️ Without fetching folders, no emails will be synchronized.
Step 6 — Select folders to sync
Go to the Folders tab and select which folders to synchronize.
Recommended minimum:
Inbox
Sent
Optional:
Drafts
Trash
Archive
💡 Sync only what you need — fewer folders = faster and more reliable sync.
Step 7 — Initial synchronization (how it works)
IMAP synchronization works per folder:
Sync starts after folders are selected
Newest emails are fetched first
Older emails are loaded gradually (backfill)
Full email bodies are fetched when you open a message
⏳ Large IMAP mailboxes may take significant time to fully backfill
⚠️ This is normal and expected
Sent mail behavior (important)
When you send an email from MailDesk:
1️⃣ The email is sent immediately
2️⃣ It appears in Sent right away (local entry)
3️⃣ The server stores its own copy
4️⃣ The next sync replaces the local entry
⚠️ If sent emails do not appear later:
Verify which folder your provider uses for Sent
Common names: Sent, Sent Items, Sent Mail
Step 8 — Test your setup
Verify everything works:
1️⃣ Send an email to yourself
2️⃣ Verify it appears in Sent
3️⃣ Wait for it to arrive in Inbox
4️⃣ Reply and verify conversation grouping
If all steps work — the IMAP setup is complete 🎉
Common issues & quick fixes
“Sent emails are missing”
Wrong Sent folder selected
Provider uses a custom Sent folder
Duplicate emails
Some IMAP servers store the same email in multiple folders
MailDesk shows one entry per folder
Connection test fails
Check server address and port
Verify encryption type
Use an app-specific password if available
Sync is slow
Large mailboxes require time
Reduce the number of synced folders
Security tips
Prefer app-specific passwords over real passwords
Always use SSL or STARTTLS
Limit mailbox access to trusted users only
What’s next?
Now that your IMAP account is fully configured:
→ Explore Daily use
→ Organize emails with tags and folders
→ Check Troubleshooting if needed
Tip
Always verify sending, receiving, and folder sync before adding additional IMAP accounts.