Email Setup

Server settings

Whichever program you use, these are the values to enter. The incoming and outgoing server names are the same; only the port and protocol differ.

• Username: your full email address. Not just the part before the @ — enter it as info@ry.hk. This is the most common mistake.
• Password: the password you set when creating the mailbox. Not your client area password.
• Outgoing server authentication must be enabled, using the same username and password as the incoming server. Without it you cannot send mail.
• Connections are encrypted with TLS 1.2 or newer. The certificate is issued by Let's Encrypt, so your program will not warn you.

Automatic setup

Outlook, Thunderbird and Apple Mail can ask the server for the settings themselves. In these programs it is usually enough to enter your email address and password — you do not need to type the server name or ports.

If automatic setup does not work for some reason, the program will ask you for the settings. Use the table above; the sections below give the steps for each program.

Outlook

New Outlook and Microsoft 365

1. Open Outlook and go to File → Add Account.
2. Enter your email address and click Connect.
3. Enter your password. Outlook fetches the settings from the server and finishes the setup.

If Outlook cannot find the settings and asks for an account type, choose IMAP and fill in the table above.

Manual setup (classic Outlook)

1. File → Add Account, then enter your email address.
2. Open Advanced options, tick Let me set up my account manually and click Connect.
3. Choose IMAP as the account type.
4. Incoming: mail.ry.hk, port 993, encryption SSL/TLS.
5. Outgoing: mail.ry.hk, port 465, encryption SSL/TLS.
6. Click Connect and enter your password.

When asked for a username, enter your full email address. In the outgoing server settings, make sure “My outgoing server (SMTP) requires authentication” is ticked and “Use same settings as my incoming mail server” is selected.

iPhone and iPad

1. Open Settings. On iOS 18 and later go to Apps → Mail; on earlier versions go straight to Mail.
2. Mail Accounts → Add Account → Other → Add Mail Account.
3. Enter your name, email address and password, then tap Next.
4. Make sure IMAP is selected in the tabs at the top.
5. For both Incoming Mail Server and Outgoing Mail Server, enter mail.ry.hk as the host name, your full email address as the username, and your mailbox password.
6. Tap Next, and once verification finishes tap Save.

Although the username and password look optional under the outgoing server, you must fill in both; leaving them empty means you cannot send mail from the phone.

Android

These steps follow the Gmail app. Names differ in Samsung Email and other apps, but the information asked for is the same.

1. Open the Gmail app, tap your profile picture at the top right and choose Add another account.
2. Tap Other at the bottom of the list.
3. Enter your email address, tap Manual setup and choose Personal (IMAP).
4. Enter your password.
5. Incoming server: mail.ry.hk, port 993, security SSL/TLS.
6. Outgoing server (SMTP): mail.ry.hk, port 465, security SSL/TLS, with Require sign-in enabled.

Thunderbird

1. Account Settings → Account Actions → Add Mail Account.
2. Enter your name, email address and password, then click Continue.
3. Thunderbird fetches the settings from the server. Confirm the suggestion with IMAP selected and click Done.

Email in the browser

You can also read your mail in a browser without setting anything up. It is handy on someone else's computer, or to confirm the account works before configuring a program.

Address: webmail.ry.hk — the username is your full email address and the password is your mailbox password. The Webmail button on the My Services → Email Accounts page in the client area takes you to the same place.

IMAP or POP3

Use IMAP. Your mail stays on the server and your phone and computer see the same mailbox: a message you read on one shows as read on the other, and moving it to a folder moves it on both.

POP3 downloads messages and, with most settings, deletes them from the server. It works if you use a single device and want the mail kept only there; if you check from two devices, the mailboxes will not match. And because the mail lives only on that device, losing the device loses the mail.

You can follow your mailbox usage on the email page in the client area. With IMAP the mail stays on the server, so this is what fills the quota — deleting old messages with large attachments frees up space.

Common problems

I can receive but not send

Almost always because outgoing server authentication is off. Turn it on in your program's SMTP settings and make sure it uses the same username and password as the incoming server.

Some internet providers and company networks block port 25. We ask you to use 465 or 587 anyway; if 25 is set, change it to 465.

The username or password is rejected

Make sure the username is the full email address: info@ry.hk, not info. If you do not remember the password, you can set a new one on the My Services → Email Accounts page in the client area — you do not need the old one.

I get a certificate warning

You have entered your own domain as the server name. Replace it with mail.ry.hk and the warning will go away. Do not dismiss the warning and continue; your connection would be left unprotected.

Mail shows on the phone but not on the computer

One of the devices was set up with POP3 and has downloaded the mail off the server. Set both devices up with IMAP.

My messages land in the recipient's spam folder

This happens when your domain is missing SPF, DKIM and DMARC records. If we host your domain's DNS, these are created when the account is set up. If your DNS is elsewhere, open a support ticket and we will send you the records to add.

If the account still does not work after following these steps, open a support ticket in the client area; telling us which program you use and the exact error message helps us solve it faster.