Skip to main content

Custom Email Setup (SMTP/IMAP)

Connect any email provider using SMTP and IMAP protocols. This is the live email integration — see the Integrations catalog.

Overview​

Use SMTP/IMAP when:

  • You want to connect Gmail or Outlook today (their OAuth options are Coming Soon) using an app password
  • Your email provider isn't directly supported
  • You need full control over settings
  • Using self-hosted email servers
  • Corporate email requirements

Fyncall ships built-in presets for Gmail, Outlook / Microsoft 365, Yahoo, iCloud, Zoho, Hostinger, and GoDaddy, plus a Custom option for any other provider.

Prerequisites​

Gather these before you connect:

  • An email address (used as the username)
  • The account password, or an app password if 2-factor authentication is enabled (required for Gmail, Outlook, Yahoo, iCloud)
  • SMTP host and port (for sending)
  • IMAP host and port (for receiving)
  • SSL/TLS settings for each
  • IMAP enabled on the account, and firewall access to the mail servers

Step 1: Gather Credentials​

Required Information​

SettingExample
Email Addresssupport@company.com
IMAP Serverimap.company.com
IMAP Port993
SMTP Serversmtp.company.com
SMTP Port587
Usernamesupport@company.com
PasswordApp password or regular password

Common Providers​

ProviderIMAP ServerIMAP PortSMTP ServerSMTP Port
Gmailimap.gmail.com993smtp.gmail.com587
Outlookoutlook.office365.com993smtp.office365.com587
Yahooimap.mail.yahoo.com993smtp.mail.yahoo.com587
Zohoimap.zoho.com993smtp.zoho.com587

Step 2: Connect in Fyncall​

  1. Go to Integrations and find the Email (SMTP/IMAP) card.

  2. Click Connect.

  3. Step 1 — Select Email Provider: choose your provider (Gmail, Outlook / Microsoft 365, Yahoo, iCloud, Zoho, Hostinger, GoDaddy) to auto-fill the server settings, or choose Custom to enter them manually. A hint shows whether an app password is required.

  4. Step 2 — Enter Credentials: fill in the form:

    FieldNotes
    Email AddressYour account address, e.g. support@yourcompany.com
    Password / App PasswordAccount password, or app password if 2FA is on
    SMTP Host / PortAuto-filled by preset; editable for Custom
    IMAP Host / PortAuto-filled by preset; editable for Custom
    Display Name (optional)Name shown on emails the AI sends
    Enable AI auto-replyToggle whether AI answers incoming email

  5. Click Test Connection to confirm both SMTP (sending) and IMAP (receiving) succeed.

  6. Click Connect Email.

IMAP Settings​

Server: imap.yourcompany.com
Port: 993
Security: SSL/TLS
Username: support@yourcompany.com
Password: ********

SMTP Settings​

Server: smtp.yourcompany.com
Port: 587
Security: STARTTLS
Username: support@yourcompany.com
Password: ********
From Name: Your Company Support

Step 3: Security Options​

Encryption​

OptionPortDescription
SSL/TLS993 (IMAP), 465 (SMTP)Full encryption
STARTTLS143 (IMAP), 587 (SMTP)Upgrade to encryption
None143, 25Not recommended

App Passwords​

For providers requiring app passwords (2FA enabled):

  1. Generate app password in your email provider
  2. Use app password instead of regular password
  3. Label it "Fyncall" for identification

Gmail App Password​

  1. Go to Google Account → Security
  2. Enable 2-Step Verification
  3. Go to App passwords
  4. Generate password for "Mail"

Outlook App Password​

  1. Go to Microsoft Account → Security
  2. Under App passwords, create new
  3. Use generated password

Step 4: Configure Folders​

IMAP Folders​

Map your folders:

Local FolderIMAP Folder
InboxINBOX
SentSent
DraftsDrafts
ArchiveArchive

Folder Sync​

Choose which folders to sync:

✓ INBOX
✓ Support
✓ Orders
☐ Newsletters
☐ Archived

Step 5: Test Connection​

Test IMAP​

  1. Click Test IMAP Connection
  2. Verify "Connection successful"
  3. Check emails are visible

Test SMTP​

  1. Click Send Test Email
  2. Enter your email address
  3. Check for test email receipt

Advanced Settings​

Polling Interval​

How often to check for new emails:

IntervalUse Case
1 minuteTime-sensitive support
5 minutesStandard support
15 minutesLow volume

Sync Options​

OptionDescription
Full syncAll emails (may be slow)
IncrementalOnly new emails
Date rangeLast 30 days

Connection Pool​

For high-volume accounts:

Max connections: 5
Keep-alive: Enabled
Timeout: 30 seconds

Troubleshooting​

Connection Refused​

  1. Check server address and port
  2. Verify firewall allows connection
  3. Check if IMAP is enabled
  4. Try different port/security combo

Authentication Failed​

  1. Verify username (usually full email)
  2. Check password (use app password if 2FA)
  3. Ensure account isn't locked
  4. Check for special characters in password

SSL Certificate Error​

  1. Check server certificate is valid
  2. Try allowing self-signed certs (testing only)
  3. Contact email provider for certificate issues

Emails Not Syncing​

  1. Verify folder names match exactly
  2. Check IMAP folder subscriptions
  3. Review sync settings
  4. Check for storage quota issues

Cannot Send​

  1. Verify SMTP credentials
  2. Check sending limits
  3. Verify From address is allowed
  4. Check SPF/DKIM records

Self-Hosted Email​

Additional Considerations​

For self-hosted email servers:

RequirementDescription
SSL CertificateValid, not self-signed
SPF RecordInclude Fyncall IPs
DKIMSign outgoing emails
DMARCConfigure policy
Reverse DNSPTR record for IP

Example DNS Records​

# SPF
v=spf1 include:yourserver.com include:fyncall.com -all

# DKIM
default._domainkey.yourdomain.com IN TXT "v=DKIM1; k=rsa; p=..."

# DMARC
_dmarc.yourdomain.com IN TXT "v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com"

Performance Tips​

For High Volume​

  • Increase connection pool
  • Enable keep-alive
  • Use dedicated IMAP folders
  • Archive old conversations

For Reliability​

  • Set up monitoring
  • Configure failover SMTP
  • Regular credential rotation
  • Test connections periodically