Setup email on Windows PCs

To setup email on Outlook (Classic):

1. Click on the Start Menu (or press the Windows key) and then search for Control Panel
2. Once in the Control Panel, in the upper right-hand corner change View by: to Small Icons
3. Click on Mail
4. When the Mail Control Panel opens, select Show Profiles
5. Click Add to add a new profile. Enter any name you wish for Profile Name and click OK
6. Select Manual setup or additional server types. Click Next
7. Click Internet E-mail and click Next
8. In the Add Account window, enter the following information:
   • Email Address: enter your email address
   • Account Type: Select IMAP from the dropdown menu
   • Incoming Mail Server: imap.us.appsuite.cloud
   • Outgoing Mail Server (SMTP): smtp.us.appsuite.cloud
   • User Name: enter your email address
   • Password: Your mailbox password
9. Click on More Settings then click the Outgoing Server tab
10. Check the box for My outgoing server (SMTP) requires authentication
11. Check the box for Use same settings as my incoming mail server
12. Change Use the following type of encrypted connection to SSL 
13. Change the Server Port Numbers to the following:
    • Incoming server (IMAP): 993
    • Outgoing server (SMTP): 587
14. Click OK
15. Click Next. Outlook will now attempt to send a test message using the settings you have just put in. If everything was entered correctly, the message will send out successfully
16. Congratulations! You have now setup Outlook to work with your Mailbox. Please wait 15 minutes before troubleshooting to allow for mail to download.

If you already have email in Outlook Classic and want to change the email server settings: 

1. Under the File menu select Export and Export your email and folder to a .pst file on your computer. 
2. Follow the steps above to set up a new Profile (ex: OxOutlook) and your new email account. Remember the password. 
3. Close Outlook and reopen with the new Profile. 
4. Once you Migrate your email using the Migration Tool, you will see the emails in here.
5. Import the .pst backup into your new (Ox App Suite) email account in the new profile. You will see your emails and folders imported to your new email. 

In New Outlook App:

(How to switch new Outlook without nuking anything: use Repair (not delete/re-add))

In the new Outlook, you can typically update IMAP/SMTP details using Repair, including manual server/port settings, without the need to create and change profiles.

Steps:

1. Open new Outlook
   
   
2. Click the gear icon (Settings) (top right)
   
   
3. Go to Accounts → Email accounts
   
   
4. Select your email account
   
   
5. Click Repair
   
   
6. Choose Advanced options
   
   
7. Check Let me repair my account manually
   
   
8. Enter the OX IMAP/SMTP settings (server, ports, encryption, username/password) with SSL
   
   
9. Save and test send/receive
   
   
10. This keeps the same mailbox identity in Outlook, just changes where it connects. Your current email and folders shouldn’t change. 

Cut over DNS (MX) and finish cleanly

After Outlook is pointing to OX and you’ve verified mail is present there:

• Update MX records to OX
• Update SPF/DKIM/DMARC to match OX (important to avoid spam/rejection after the move - email authentication)
• Once the DNS has propagated, mail will be delivered to your new Ox App email account. 
• Run your final delta migration sync to pick up any email from the old email server during the change
• Keep your prior email service online during propagation, then retire it once everything is stable