You can use the same TrekMail mailbox on a phone and a computer through compatible email apps. After adding both devices, check that they show the same working mailbox rather than two separate copies. Incoming mail alone is not enough: sent messages, folder choices and the address used for replies matter too.
Try a message that moves between devices
Receive a test message, read it on the computer and find it on the phone. Reply from the phone, then look for that reply in the intended Sent folder on the computer. Create a draft and check whether your apps use the same server folder; their local settings may differ. Use a separate app password for each device so a lost phone can be disconnected without replacing every connection. IMAP covers email folders, not automatic calendar or contact setup.
Get the settings for your mailbox
Open Apps & devices for the mailbox in TrekMail. This section contains connection details and setup guidance. Copy the incoming server, outgoing server, ports, encryption settings, and username.
The username is your full email address. IMAP uses port 993 with SSL/TLS. SMTP supports port 465 with SSL/TLS or 587 with STARTTLS. These are secure connection options; the port and encryption method must match the settings shown.
Do not guess the server name from your website address. The server for anna@studio.example is not necessarily imap.studio.example. That name only works when a branded connection has been set up for it separately. The IMAP and SMTP reference explains the fields, and the mailbox's own settings tell you what to enter.
Check which password is required. Depending on the mailbox settings, you may need an app password, or the mailbox password may be allowed. A password that opens webmail doesn't necessarily work in an external email app.
Add the account to your email app
In Outlook, choose to add an email account and enter the full address. If automatic setup cannot find the server, switch to manual IMAP setup. Enter the incoming and outgoing settings separately.
In Apple Mail, start by adding another email account. Enter your address and sign-in details, then supply the servers manually if needed. Menu names vary by app and operating system version. Look for the fields for incoming mail, outgoing mail, username, and password.
SMTP requires authentication. If the app shows separate username and password fields for outgoing mail, do not leave them blank. If you created an app password, use it in the appropriate fields.
TrekMail uses IMAP and does not support POP3. Do not switch to POP to get around a password error. It is a different way of accessing mail.
Test sending, receiving, and synchronization
Send a message to the address from an external mailbox. Make sure it appears in the app, then reply. The external recipient should see the correct sender address.
Compare the mailbox with webmail next. Check whether read status is reflected and whether the folders you need open correctly. If you are connecting several devices, make a simple change on one and check the result on another.
Test incoming and outgoing mail independently. Receiving a message doesn't prove that SMTP is configured correctly. The domain also needs a working outgoing route: built-in SMTP on Starter, Pro, or Agency, or your own external provider.
Give Sent and Drafts a deliberate home
A folder label can look familiar while referring to a different location. An app may keep a local Sent folder on the computer as well as the mailbox's server folder. Send a short test from each device and look for both messages in webmail. Then check whether the other device shows them in the folder you expect. This exposes a folder choice that a simple incoming-message test would miss.
Do the same with a draft if moving unfinished replies between devices is part of your normal work. Save it, allow the app to synchronise and look for it on the second device. If it remains local, inspect that app's folder settings. Do not promise identical draft behaviour across every app; record the arrangement that works for the apps your team actually uses.
A deletion test deserves care. Use a disposable test message, note whether the app moves it to a server Trash folder and check the result elsewhere. Do not experiment with a customer's only copy of a conversation. Some apparent differences are app settings or delayed synchronisation, so allow the connection to finish before concluding that messages have disappeared.
Check which address a mobile reply uses
If the mailbox receives aliases or serves more than one brand, reply to a test sent to each address you intend to use. Inspect the From address at an external recipient and then reply back again. Receiving mail under an alias does not establish that every app has an authorised sending identity for it.
Keep sender name and signature in the check too. A phone may have its own signature and a different default account for composing a new message. Open a fresh message rather than only replying to an existing thread. Select the expected account and confirm the outgoing address before handing the phone to an employee for daily work.
Where several accounts are installed, use clear account labels in the app. These labels help the person distinguish work and personal mail; they do not change the actual address seen by a recipient. Test the recipient's view rather than relying solely on the label displayed on the sending screen.
Keep a device connection list
Keep a short list of the apps and devices connected to the mailbox, with the person responsible for each. Label an app password for its intended connection and store it through your normal secure process. The handover note should contain settings and responsibilities, not a reusable password pasted into a team document.
If a device is lost or retired, use the account's supported controls to revoke the relevant access and review what else was stored on it. Removing one connection does not erase downloaded mail from a device you no longer control. Keep that practical limitation in mind when deciding which devices may hold company correspondence.
If the app will not connect
First check the full username, password type, and encryption mode. If only sending fails, inspect the SMTP settings separately rather than setting up the entire mailbox again.
If you see a certificate warning, compare the server name with Apps & devices. Accepting an unfamiliar certificate is not a permanent fix. A custom server name must finish its setup before you use it.
If email works but calendars and contacts are missing, check those connections separately. IMAP setup covers messages. The Apps & devices guide has detailed device instructions. Save the working settings so the next device can follow the same tested setup.
Related reading
- Using your domain email in Outlook
- Setting up domain email on a phone
- Get your business email ready before the website launches
- One work calendar on iPhone and Android: what to check
