IMAP Manual Setup

IMAP Manual connects SalesPartner to any email provider that supports the IMAP protocol. This gives SalesPartner monitor-only access to incoming emails — it watches your inbox, matches emails to known contacts, summarizes each message with key points, and adds everything to the conversation timeline.

IMAP Manual does not support:

• Sending replies from your email address
• Automatic replies to leads
• Engaging new leads with outreach
• Calendar sync or appointment booking

If you need SalesPartner to send replies or sync your calendar, connect via Microsoft 365 or Google Workspace instead.

IMAP Manual is best for:

• Email providers that do not support OAuth (Yahoo, Zoho, Fastmail, custom mail servers)
• Monitoring shared inboxes or support addresses
• Teams that want email tracking without giving send permissions

Some email providers disable IMAP access by default, especially in business accounts.

Google Workspace (business Gmail): Your administrator must enable IMAP access in the Google Admin Console. Go to Apps, then Google Workspace, then Gmail, then End User Access, and make sure IMAP is turned on. Without this, the connection will fail even if your password is correct. Personal Gmail accounts have IMAP enabled by default.

Microsoft 365 business accounts: IMAP is usually enabled, but your IT admin may have disabled it. If the connection fails with correct credentials, ask your admin to check Exchange Online settings.

Other providers: Most consumer email services (Yahoo, Zoho, iCloud, Fastmail) have IMAP enabled by default. If you are on a managed or enterprise plan, check with your IT team.

Below are the IMAP server settings for the most common email providers. All use port 993 with TLS enabled.

Gmail - IMAP Host: imap.gmail.com - Port: 993 - TLS: On - Username: Your full Gmail address - Password: An App Password (not your regular Google password) - You must have 2-Step Verification enabled on your Google account before you can generate an App Password. Go to your Google Account, then Security, then 2-Step Verification, then App Passwords.

Microsoft Outlook, Hotmail, and Microsoft 365 - IMAP Host: outlook.office365.com - Port: 993 - TLS: On - Username: Your full email address - Password: An App Password if your account uses multi-factor authentication. Otherwise, your regular password.

Yahoo Mail - IMAP Host: imap.mail.yahoo.com - Port: 993 - TLS: On - Username: Your full Yahoo email address - Password: An App Password. Go to Yahoo Account Security, then Generate App Password.

Zoho Mail - IMAP Host: imap.zoho.com - Port: 993 - TLS: On - Username: Your full Zoho email address - Password: Your Zoho password or an App-Specific Password if two-factor authentication is enabled.

iCloud Mail - IMAP Host: imap.mail.me.com - Port: 993 - TLS: On - Username: Your full iCloud email address - Password: An App-Specific Password. Go to Apple ID, then Sign-In and Security, then App-Specific Passwords.

Fastmail - IMAP Host: imap.fastmail.com - Port: 993 - TLS: On - Username: Your full Fastmail email address - Password: An App Password. Go to Settings, then Privacy and Security, then Manage App Passwords.

AOL Mail - IMAP Host: imap.aol.com - Port: 993 - TLS: On - Username: Your full AOL email address - Password: An App Password.

ProtonMail is not supported for IMAP connections. ProtonMail does not provide standard IMAP access without ProtonMail Bridge, which requires a server running at all times.

Other providers: Contact your email provider for their IMAP server address. The port is almost always 993 with TLS enabled.

Most email providers with two-factor authentication require an App Password instead of your regular login password for IMAP connections.

An App Password is a one-time generated password specifically for third-party apps. It works around the extra verification step that IMAP cannot handle.

You generate App Passwords in your email provider's security settings. Each provider calls this differently:

• Google: App Passwords (under 2-Step Verification settings)
• Microsoft: App Passwords (under Security settings, if multi-factor authentication is enabled)
• Yahoo: Generate App Password (under Account Security)
• Apple/iCloud: App-Specific Passwords (under Apple ID Sign-In and Security)
• Fastmail: Manage App Passwords (under Privacy and Security)

After generating an App Password, copy it right away. Most providers only show it once.

Step 1 — In the admin panel, go to the user's profile and open the Integrations tab.

Step 2 — Click Add Account, then select IMAP Manual.

Step 3 — Fill in the connection form:

• Email address (required) — The email address you are connecting.
• Display name (optional) — A friendly label for this account, such as "Support Inbox" or "Sales Team". Defaults to the email address.
• IMAP host (required) — The IMAP server address from the provider settings above.
• Port — Leave as 993 unless your provider specifies otherwise.
• TLS — Leave On unless your provider explicitly requires it off. Nearly all modern providers require TLS.
• Username — Leave blank to use the email address as the username. Only fill this in if your provider uses a different username format.
• Password (required) — Your App Password or IMAP password.

Step 4 — Click Test Connection to verify your settings. If the test succeeds, you will see a success message. If it fails, check your server address, port, and password.

Step 5 — Click Connect Inbox to save and start syncing.

"Authentication failed" — Your password is incorrect. Make sure you are using an App Password, not your regular login password. If you have two-factor authentication enabled, a regular password will not work.

"Could not connect to mail server" — The IMAP host address is wrong, or the server is not reachable. Double-check the server address from the provider settings table above. For Google Workspace, make sure your admin has enabled IMAP access.

"Connection timed out" — The server did not respond. This can happen if the host address is wrong, the port is incorrect, or a firewall is blocking the connection.

"TLS/SSL error" — Try toggling TLS. If your server uses port 993, TLS should be On. If it uses port 143, TLS should be Off (though port 143 without TLS is not recommended).

Connection works but no emails appear — The first sync pulls in recent messages. If your inbox has no new messages from the last few days, nothing will be imported right away. New emails arriving after the connection will sync within a few minutes during business hours.