Connect a Mailbox

Which method should I use?

Method 1: Gmail OAuth

The fastest, most secure way to connect a Gmail address. Tokens auto-refresh forever — no password ever leaves Google's servers.

See the dedicated Gmail / Google OAuth setup page for the full Google Cloud Console walkthrough, including the exact redirect URL you need to paste, OAuth consent screen configuration, and troubleshooting for common errors like redirect_uri_mismatch.

User flow (per workspace, after admin setup)

1. User goes to Settings → Email Accounts → click Add Account.
2. Click the Sign in with Gmail button (marked PREFERRED).
3. Google's consent screen opens. Sign in, grant permissions.
4. MailTrixy redirects back and begins syncing recent emails immediately.

Method 2: Outlook / Microsoft 365 OAuth

The only working method for personal Outlook.com / Hotmail.com / Live.com / MSN.com accounts and for Microsoft 365 tenants. Microsoft turned off Basic Auth (username + password) for personal MS accounts in September 2022 and for Exchange Online in October 2022.

See the dedicated Outlook / Hotmail OAuth setup page for the full Azure App Registration walkthrough.

If you typed your outlook.com / hotmail.com email into the IMAP form, MailTrixy now blocks the save with a clear error and points you to the OAuth button. The legacy “Outlook / Hotmail (IMAP/SMTP)” preset is renamed to “Exchange / Office 365 IMAP (legacy)” — it only works for old on-prem Exchange servers, not personal MS accounts.

Method 3: IMAP/SMTP Presets (Yahoo, Zoho, iCloud, etc.)

For providers that still support password-based IMAP. MailTrixy ships pre-filled settings for the most popular ones — you only enter your email + app password.

Supported presets

• Yahoo Mail — imap.mail.yahoo.com:993 / smtp.mail.yahoo.com:465. Requires App Password.
• Zoho Mail — imap.zoho.com:993 / smtp.zoho.com:465. Enable IMAP in Zoho settings first.
• iCloud Mail — imap.mail.me.com:993 / smtp.mail.me.com:587. App-specific password required.
• Fastmail — imap.fastmail.com:993 / smtp.fastmail.com:465. App password from Settings → Privacy & Security.
• GMX, AOL, Yandex, Mail.ru — all use app passwords with provider-specific 2FA settings.
• ProtonMail Bridge — requires Bridge running locally on the server (127.0.0.1:1143 / 1025).

User flow

1. Settings → Email Accounts → Add Account.
2. Scroll to “Other Email Providers” and click your provider's tile (e.g. Yahoo Mail).
3. Enter your email + app password. Server settings auto-fill.
4. Click Save. MailTrixy verifies the credentials in the background and starts syncing.

What is an App Password?

An App Password is a 16-character single-use password your email provider generates specifically for third-party apps. It's separate from your account password, so revoking it doesn't lock you out of your email. Most providers (Yahoo, Gmail with 2FA, iCloud, etc.) require an App Password instead of your regular password for IMAP access.

To generate one, log into your email provider's web account, find the “Security” or “App Passwords” section, and create a new one labelled “MailTrixy.” Paste that 16-character string into the password field in MailTrixy.

Method 4: Custom IMAP/SMTP

For company mail servers, cPanel hosts, or any provider not in the preset list. Click the Custom IMAP/SMTP tile and fill in:

• Email Address — the mailbox you're connecting (e.g. orders@yourcompany.com).
• Display Name — appears as the “From” name on outgoing emails.
• IMAP Server — incoming mail server hostname (e.g. mail.yourcompany.com).
• IMAP Port — typically 993 for SSL, 143 for STARTTLS.
• IMAP Encryption — SSL (most common), TLS, or none.
• IMAP Username — usually your full email address.
• IMAP Password — your mailbox password or app password.
• SMTP Server — outgoing mail server hostname.
• SMTP Port — typically 587 for TLS, 465 for SSL.
• SMTP Encryption — TLS or SSL.
• SMTP Username / Password — usually same as IMAP credentials.

Testing the connection

Before saving, click Test Connection. MailTrixy attempts to log into both IMAP and SMTP. If either fails, the error is shown inline so you can fix it without losing your typed credentials. Once both pass, click Save.

Platform-level SMTP (for transactional emails)

This is separate from per-user mailbox connections. The platform SMTP is what MailTrixy uses to send system emails like account verifications, password resets, invoice notifications, and team invitations.

Configure it once in Admin → Settings → SMTP:

• Mail Driver — SMTP, Sendmail, Mailgun, Postmark, Amazon SES, or Resend.
• SMTP Host + Port + Encryption — from your SMTP provider.
• Username + Password — encrypted at rest.
• From Address + From Name — what recipients see in their inbox (e.g. noreply@yourbrand.com, “Acme Support”).

Click Send Test Email to verify. The address you enter receives a one-off “SMTP test successful” mail. If it fails, the error from the SMTP server is shown so you can correct the settings.

Recommended providers: Resend or Mailgun for production. Both have generous free tiers and excellent deliverability. Gmail SMTP works for low volume but is rate-limited to 500/day on free Google accounts.

Troubleshooting