Want to set up email on Android? Configuring your email account on an Android phone or tablet is easier than you think. In this guide we explain step by step how to set up email on Android quickly.

You've just created an email address with Theory7 and want to set it up on your Android phone. Or you have a new phone and need to reconfigure your business email. In this guide we explain step by step how to set up email on Android, both in the Gmail app and in the Samsung Email app.

Setting it up only takes a few minutes, and after that you'll receive all your mail directly on your phone.

What do you need?

• Your email address: for example info@yourdomain.com
• Your password: the password for your email account
• Server details: see the table below

Theory7 server settings

Setting	Value
Incoming server (IMAP)	mail.theory7.net
IMAP port	993
IMAP security	SSL/TLS
Outgoing server (SMTP)	mail.theory7.net
SMTP port	465
SMTP security	SSL/TLS
Username	Your full email address
Password	Your email password

Tip: Always use your full email address as the username, so info@yourdomain.com instead of just "info".

IMAP or POP3?

• Synchronization: IMAP keeps everything synchronized between your phone, laptop and webmail
• Mail stays on the server: your messages aren't removed from the server
• Folders: all your folders (inbox, sent, drafts) are available everywhere
• Flexibility: read an email on your phone, reply to it later on your laptop

POP3 downloads messages to your device and removes them from the server. That's only useful if you deliberately want mail to exist in only one place.

Setting up email in the Gmail app

Step 1: Open the Gmail app

1. Open the Gmail app on your phone
2. Tap your profile photo or initials in the top right
3. Tap "Add another account"
4. Choose "Other" (not Google, Outlook or Yahoo)

Step 2: Enter your email address

1. Enter your full email address (e.g. info@yourdomain.com)
2. Tap "Next"
3. Choose "Personal (IMAP)" as the account type

Step 3: Enter your password

1. Enter your email password
2. Tap "Next"

Step 4: Incoming server settings

Gmail will try to automatically detect the settings. If that fails, enter these manually:

• Username: your full email address
• Password: your email password
• Server: mail.theory7.net
• Port: 993
• Security type: SSL/TLS

Tap "Next".

Step 5: Outgoing server settings

• SMTP server: mail.theory7.net
• Port: 465
• Security type: SSL/TLS
• Authentication required: Yes
• Username: your full email address
• Password: your email password

Tap "Next".

Step 6: Configure account options

You can now choose how often Gmail should sync:

• Sync frequency: choose "15 minutes" or "Automatic (Push)" for fast delivery
• Notify on new email: on (recommended)
• Sync email: on

Step 7: Finish the account

1. Give your account a recognizable name (e.g. "Work" or "Info@")
2. Enter your name as it should appear on outgoing mail
3. Tap "Next" or "Done"

Your email is now set up. Gmail starts syncing right away, and you'll receive your first messages within a few minutes.

Setting up email in the Samsung Email app

Step 1: Open Samsung Email

1. Open the Email app (orange envelope icon)
2. If this is your first account, you'll go straight into setup. Otherwise: tap the menu (three lines) → Settings → Add account
3. Choose "Other"

Step 2: Enter account details

1. Enter your email address
2. Enter your password
3. Tap "Manual setup" (not "Sign in")

Step 3: Choose account type

1. Choose "IMAP account"

Step 4: Enter server settings

You'll now see the server settings screen. Enter the following details:

Incoming server:

• IMAP server: mail.theory7.net
• Security type: SSL
• Port: 993
• Username: your full email address
• Password: your email password

Outgoing server:

• SMTP server: mail.theory7.net
• Security type: SSL
• Port: 465
• Authentication required: on
• Username: your full email address
• Password: your email password

Tap "Sign in" or "Next".

Step 5: Synchronization settings

• Sync email: choose "All" or "Last month" depending on how much history you want
• Sync schedule: "Push" for instant delivery or "15 minutes" for battery saving

Step 6: Finish the account

1. Give the account a name
2. Enter your name for outgoing mail
3. Tap "Done"

Your Samsung Email app is now ready to use.

Solving problems

"Cannot connect to server"

• Check that you've entered mail.theory7.net (not mail.yourdomain.com)
• Check the port numbers: 993 for IMAP, 465 for SMTP
• Make sure SSL/TLS is selected as the security type
• Check your internet connection

"Incorrect username or password"

• Use your full email address as the username, not just the part before the @
• Watch out for uppercase letters in your password
• Try logging in via webmail to check whether your password is correct

"Cannot send mail"

• Check that authentication is enabled for the outgoing server
• Make sure the SMTP port is 465 with SSL/TLS
• Some networks block port 465, try port 587 with STARTTLS instead

"Mail arrives with a delay"

• Check your sync settings, choose "Push" or "15 minutes"
• Check whether battery optimization is restricting the app
• Go to phone settings → Apps → [Email app] → Battery → turn on "Don't restrict"

Alternative ports

Protocol	Default	Alternative
IMAP	993 (SSL/TLS)	143 (STARTTLS)
SMTP	465 (SSL/TLS)	587 (STARTTLS)

With STARTTLS the connection starts unencrypted and is then upgraded to encrypted. Both options are secure.

More about email at Theory7

Setting up email on Android: optimizing battery and synchronization

Synchronization settings per app

Setting	Gmail app	Samsung Email	Recommended value
Sync frequency	Settings > Account > Sync schedule	Settings > Account > Sync schedule	15 minutes
Sync period	Last 30 days	All / Last month	30 days
Notifications	Account > Notifications	Account > Notifications	Inbox only
Download attachments	Automatic on wifi	Automatic on wifi	Wifi only

Disabling battery optimization for email

Android sometimes disables background apps to save battery. This can cause you to miss email notifications. Here's how to fix it:

1. Go to Settings > Apps
2. Find your email app (Gmail or Samsung Email)
3. Tap Battery
4. Choose Don't restrict or Don't optimize

This keeps the app active in the background so you always receive notifications in time.

Setting up email on Android: via Microsoft Outlook

Installing and configuring Outlook

1. Download Microsoft Outlook from the Google Play Store
2. Open the app and tap Add account
3. Enter your full email address
4. Tap Continue and choose IMAP
5. Enter the server settings:
   • IMAP server: mail.theory7.net
   • IMAP port: 993 (SSL/TLS)
   • SMTP server: mail.theory7.net
   • SMTP port: 465 (SSL/TLS)
6. Enter your password and tap the checkmark or Sign in
7. Your email will now sync

Other email apps for Android

Besides Gmail, Samsung Email and Outlook, there are more apps for setting up email on Android:

• FairEmail: open source, privacy-focused, excellent IMAP support
• K-9 Mail: (now Thunderbird for Android) powerful open source email client
• BlueMail: clear interface with support for multiple accounts
• Spark: smart inbox with team features and prioritization

All of these apps support IMAP and work with the Theory7 server settings. The setup steps are similar: enter your email address, password and the Theory7 server details.

Setting up email on Android: frequently asked questions

Which email app is best for Android?

The Gmail app is the best choice for most users. It comes preinstalled, works reliably and supports multiple accounts. Samsung Email is a good alternative on Samsung phones. For advanced users, FairEmail is an excellent open source option with extra privacy features.

Can I use my business email and personal email in the same app?

Yes, both Gmail and Samsung Email support multiple accounts. You can easily switch between your different inboxes or view everything in a combined view.

My email is no longer syncing on Android

Check these points if your email stops syncing:

• Is your internet connection active (wifi or mobile data)?
• Is battery optimization disabled for the email app?
• Is background data restriction turned off?
• Is your password still correct? Try logging in via webmail to check
• Is synchronization turned on in the app settings?

Want to set up your email on other devices too? Check out our guide to setting up email on iPhone or read more about creating your own email address.

Setting up email on Android: tablet and Chromebook

On Chromebooks you can use the Gmail app from the Play Store or the built-in webmail client. For the webmail option you don't need a separate app installation: simply open your webmail URL in the Chrome browser and add it as a shortcut on your desktop.

When using multiple Android devices (phone and tablet), IMAP is important: it synchronizes your email so that read messages, deleted items and folders are identical across all devices. If you use POP3, messages may be missing on one of your devices.

Need help?

Setting up email on Android: tips and troubleshooting

Setting up email on Android: common problems

Synchronization problems

If new emails don't arrive automatically, check the following:

• Sync interval - Go to Account Settings and check that synchronization is enabled. Set the interval to 15 minutes or "Push" if available.
• Battery saving - Android's battery optimization can block background synchronization. Exclude your mail app from battery optimization via Settings > Apps > Mail > Battery.
• Data connection - Check that the app has permission to use data in the background.
• IMAP IDLE - Not all email clients support IMAP IDLE (push notifications). Gmail and Outlook do, other apps sync at fixed intervals.

Certificate warnings

When connecting to your mail server you may get a certificate warning. This usually means the server's SSL certificate isn't trusted by Android. The solution is to use the correct server name that matches the certificate, for example mail.yourdomain.com instead of the IP address.

Setting up email on Android: comparing recommended apps

App	Push support	Multiple accounts	Privacy	Suitable for
Gmail	Yes	Yes	Average	Google users
Outlook	Yes	Yes	Average	Microsoft 365 users
FairEmail	Yes (IMAP IDLE)	Yes	Excellent	Privacy-conscious users
K-9 Mail	Yes (IMAP IDLE)	Yes	Excellent	Open source advocates
Samsung Email	Yes	Yes	Good	Samsung devices

Tips for optimal email use on Android

• Use notification channels - Android lets you set separate notification settings per account. This way you only get notifications for your most important account.
• Set up a signature - Configure a professional signature via the app settings. Keep it short and mobile-friendly.
• Use widgets - Place an email widget on your home screen for a quick overview of your inbox without opening the app.
• Set up quick actions - Set up swipe actions to quickly archive, delete or mark emails as read.

Whether you use your own domain name or a free email provider, with the right configuration your Android phone becomes a powerful communication tool that brings all your email accounts together clearly.

Setting up email on Android: security and privacy

First, make sure your Android device itself is well secured. Use a strong password, PIN or biometric lock. Keep your operating system and all apps up to date, since security updates close vulnerabilities that could be used to gain access to your email and other data.

Enable encryption for your device via Settings, Security and then Encryption. This encrypts all data on your phone, including your emails. If your phone is stolen, the thief can't access your data without your unlock code. Most modern Android devices have encryption enabled by default, but check this to be sure.

Be extra careful with email on public wifi networks. Use a VPN connection when checking email on public networks in hotels, restaurants or airports. A VPN encrypts all your internet traffic and prevents malicious actors from intercepting your communication. There are good VPN apps available for Android that activate automatically when you connect to an unfamiliar network.

Finally, use app-locking tools to add extra security to your email app with a separate password or fingerprint. This provides an extra layer of security if someone gains access to your unlocked phone. Combine these measures with good spam filtering at server level for complete security of your mobile email communication.

Setting up email on Android: summary

The most important points to remember: always use the secure ports (993 for IMAP, 587 or 465 for SMTP), exclude the email app from Android's battery optimization for reliable synchronization, and secure your device with encryption and a strong password. If you run into problems, first check whether your password is correct via webmail, verify the server settings and check that your internet connection is stable. With the right configuration, your Android phone becomes a reliable communication tool that brings all your email accounts together clearly, whether you use a personal email address or a professional business account on your own domain.

Setting up email on Android: get started right away

Managing multiple email accounts on Android

Many professionals need to manage multiple email accounts on their Android phone, and setting this up correctly is just as important as setting up your first email on Android. Most email apps support multiple accounts with a unified inbox that brings together messages from all accounts in a single overview. Set up color coding per account so you can immediately see which address a message came from. Configure how often each account syncs and which folders are downloaded separately for each account. Use the default account setting to determine which address new messages are sent from. For business use, consider Microsoft Outlook for Android or Gmail, both of which offer excellent support for multiple accounts with advanced features such as scheduling messages, setting focus time and categorizing incoming mail.