What Is an Email Hostname? A Simple Guide for Non-Tech Users

Your email stopped working then the  IT support asks:

What’s your email hostname?

You pause. Is that the same as your email address? Your domain name? Something completely different?

You’re not alone. Email hostname is technical jargon that confuses business users constantly.

IT people assume everyone knows what it means. But if you’re just trying to set up Outlook on a new laptop, technical terminology creates frustration.

I’ve configured email clients for hundreds of Canadian business users. 

That means explaining technical concepts to accountants, lawyers, consultants, and business owners who just want their email working. There is no tech degree required.

An email hostname is simpler than it sounds. Here’s what it actually means and why you occasionally need to know it.

What is Email Hostname?

An email hostname is the server address your email program connects to for sending and receiving mail. 

Think of it as your mailman’s address, you need to know where the mail is coming from and going to.

When you set up Outlook, Apple Mail, or your phone’s email app, you enter hostnames to tell your device which mail server to use.

Example email hostnames are:

• mail.yourcompany.ca
• imap.gmail.com
• outlook.office365.com
• mail.truehost.ca

Why You Need to Know Your Email Hostname

Setting up email on new devices: Every time you configure email on a laptop, phone, or tablet, you need incoming and outgoing mail server hostnames.

Troubleshooting email problems: IT support often asks for your email hostname when diagnosing issues. It helps them identify which server you’re trying to reach.

Migrating to new email providers: When switching email hosting, you update hostname settings in your email program to point to the new server.

Setting up email forwarding: Some email forwarding services need your hostname to route messages correctly.

Email Hostname vs. Email Address vs. Domain Name

These three terms confuse people constantly. Here’s the difference:

Email Address: [email protected]. This is where people send you email.

Domain Name:  yourcompany.ca .Your website or business name

Email Hostname: mail.yourcompany.ca. This is the server address for email programs.

Your hostname often includes your domain name but adds mail. or imap. or similar prefix. They’re related but different things.

Common Email Hostnames You’ll Encounter

Gmail/Google Workspace:

• Incoming: imap.gmail.com
• Outgoing: smtp.gmail.com

Microsoft 365/Outlook:

• Incoming: outlook.office365.com
• Outgoing: smtp.office365.com

Most business email hosting including Truehost:

• Incoming: mail.yourcompany.ca or imap.yourcompany.ca
• Outgoing: mail.yourcompany.ca or smtp.yourcompany.ca

Apple iCloud:

• Incoming: imap.mail.me.com
• Outgoing: smtp.mail.me.com

Finding Your Email Hostname

Check your email provider’s setup instructions:  Most providers list hostnames in their setup guides or welcome emails.

Contact your IT support:  If you have IT staff, they can provide hostname information immediately.

Look in your existing email program: If email already works on one device, check settings to see the hostname, then use the same information on new devices.

Ask your email hosting provider: Support can tell you exactly which hostnames to use.

Setting Up Email: What You Actually Need

When configuring email programs, you need more than just the hostname. Here’s the complete information:

Incoming Mail Server:

• Hostname. For example, mail.yourcompany.ca
• Protocol like IMAP or POP3 but usually IMAP is frequently used
• Port usually 993 for IMAP, 995 for POP3
• Encryption SSL/TLS, always use this

Outgoing Mail Server:

– Hostname for example, mail.yourcompany.ca

– Port usually 587 or 465

– Encryption like SSL/TLS

– Authentication usually same as incoming

Your email provider should supply all these details. If not, ask for their support.

IMAP vs. POP3: Which Protocol to Choose

IMAP is highly recommended: It keeps email on the server. You can also access from multiple devices. If you delete on one device, delete everywhere. Use IMAP for business email.

POP3 but it’s now outdated: Downloads email to device and deletes from server. Only accessible from one device. Don’t use POP3 unless specifically required.

Most modern email uses IMAP. If someone asks which protocol to use, answer IMAP.

Common Email Hostname Errors and Fixes

Cannot connect to server: Double-check hostname spelling. One typo breaks everything. Verify you’re online.

Certificate error:Usually the hostname doesn’t match the SSL certificate. Contact email provider for correct hostname.

Authentication failed: Your email password is wrong or your email provider requires app-specific passwords. Check the password first.

Connection timed out: Either the hostname is wrong or the firewall  blocks email ports. Try from different networks.

Why Email Hostnames Sometimes Change

Email provider migration: Switching from one hosting company to another requires new hostname settings.

Server infrastructure updates: Providers sometimes change server addresses when upgrading infrastructure.

Domain name changes: If your business changes domain names, email hostname usually changes too.

Moving from free to business email:  Upgrading from Gmail to Google Workspace changes hostnames.

Email Hostname Security Considerations

Always use SSL/TLS encryption: This protects your email password and content from interception. Modern email programs enforce this automatically.

Verify correct hostname: Attackers sometimes create fake mail servers hoping users accidentally connect. Always confirm the hostname with your official email provider.

Don’t share hostname publicly: While not secret, hostname information helps attackers. Don’t publish it unnecessarily.

Frequently Asked Questions

Is the email hostname the same as my email address?

No. Your email address is [email protected]. Your hostname is mail.yourcompany.ca. The hostname is what your email program connects to; the address is where people send you mail.

Do I need different hostnames for sending and receiving?

Sometimes. Many providers use the same hostname like mail.yourcompany.ca for both.

Others use separate hostnames like imap.yourcompany.ca for receiving, smtp.yourcompany.ca for sending. Check your provider’s instructions.

Can I use an IP address instead of hostname?

Technically yes, but don’t. Hostnames remain constant even when servers change IP addresses. Using IP addresses causes problems when providers update infrastructure.

Why does my email work on the phone but not on the computer?

Usually because hostname settings differ between devices. Check settings on working device, copy to non-working device.

What if I forget my email hostname?

Check your email provider’s support documentation or contact their support. They can provide hostname information immediately.

Final Recommendation

Email hostname is technical terminology for a simple concept: the server address your email program connects to.

You need it when setting up email on new devices, but once configured, you rarely think about it again.

When setting up business email:

Save your hostname information somewhere accessible like the password manager and setup documentation. You’ll need it occasionally and having it handy prevents frustration.

If email configuration feels overwhelming, most business email providers including Truehost offer setup assistance. 

Support can walk you through configuration or provide auto-configuration files that set up email automatically.