Email

If Hosting runs mail for your domain, we host the mailboxes for it. This page covers the part you do on your own machine: adding a mailbox you have been given to a mail client.

For an enabled company email service, a member with email-management permission can create and manage mailboxes, credentials and forwarding in Email. If enrollment is unavailable for your company, the page explains why; contact support rather than guessing a setup.

What you need

• The full email address, for example you@example.com. It is also the username.
• The password for that mailbox.
• The shared server name mail.hosting.haak.co, for both incoming and outgoing mail. Your username remains your own full mailbox address.

The settings

Use these for every client. Both directions are encrypted, and mail is never sent over an unencrypted connection.

Setting	Value
Incoming server (IMAP)	mail.hosting.haak.co
Incoming port	993, with SSL/TLS
Outgoing server (SMTP)	mail.hosting.haak.co
Outgoing port	465, with SSL/TLS
Username	Your full email address
Password	The mailbox password
Webmail	https://webmail.hosting.haak.co/webmail — read your mail without a desktop client

Two things catch people out:

• The username is the whole address, not the part before the @.
• Outgoing mail is on port 465 with SSL/TLS. Port 25 and unencrypted 587 are not offered, so a client that insists on them will not send.

Add the account

Automatic setup is not yet supported for every hosted domain. A domain can still advertise an old provider's settings, even when its MX records point to Hosting. Use the manual settings above when auto-setup is unavailable or offers a different server. Do not accept a certificate warning.

Most clients ask for the two servers together, so have the table above to hand.

1. Open your client's Add account screen and choose Other or IMAP.
2. Enter the full email address and the mailbox password.
3. When the client asks whether to set the servers up automatically, choose manual or configure manually.
4. Enter the incoming and outgoing servers and ports from the table, and choose SSL/TLS for both.
5. Save, and let the client connect once. A mailbox we host appears with its existing folders.

Where to look, by client:

Client	Where
Apple Mail	Mail → Add Account → Other Mail Account
Outlook	File → Add Account → Advanced options → Let me set up my account manually
Thunderbird	Account Settings → Account Actions → Add Mail Account, then edit Server Settings
iOS / iPadOS	Settings → Mail → Accounts → Add Account → Other
Android	Your mail app's Add account → Other

If it will not connect

What you see	What to check
The client cannot reach the server	The server is mail.hosting.haak.co, and the port is 993 or 465
Sign-in is refused with the right password	The username is the full address, including the @
Mail arrives but will not send	The outgoing server is set to port 465 with SSL/TLS, and authentication is on
A certificate warning appears	Stop and contact us. Do not accept the warning: the warning means something is intercepting the connection

Create several Hosting mailboxes

On an attached email name, choose Import mailboxes beside Add mailbox. Upload or paste a CSV or YAML declaration, review the destination addresses and quotas, then explicitly confirm. The target company and email name come from the page, not from the file.

CSV uses this exact header, with one mailbox per row:

localPart,quota
info,gb-5
admin,gb-10

The equivalent YAML is:

version: "1.0"
mailboxes:
  - localPart: info
    quota: gb-5
  - localPart: admin
    quota: gb-10

The quota vocabulary is gb-5, gb-10 or gb-20; your service still needs enough purchased capacity. Files are bounded to 64 KiB. The dialog offers synthetic examples and the versioned JSON Schema. For editor validation, associate that schema URL with your mailbox YAML file; the document's version selects the bundled format. Tags, aliases, duplicate keys and unknown fields are refused.

Preview creates nothing. Matching existing mailboxes are kept unchanged; conflicting declarations, duplicate rows or insufficient capacity must be resolved before the batch can be created. An import never changes an existing quota, reactivates a mailbox, resets a password or deletes mail. Accepted creation is not native readiness: inspect the mailbox's current provisioning state and use its normal credential/setup controls afterwards.

Mailbox creation is separate from copying old mail. These files accept no passwords and do not start IMAP sync, change MX records or cancel your old provider. The source-account CSV in the next section has a different header and purpose.

Moving mail from another provider

If you are leaving an old mail provider, Hosting can copy the mail still arriving there into your Hosting mailboxes. This is a migration helper, not a replacement for the client setup above: it copies old mail in while you finish the cutover, and it is separate from where new mail is delivered.

This is done by a Company Admin from the email name's page, using Sync old mailboxes. It copies only from the old provider into Hosting: it never deletes or changes anything at the old provider, and using it does not move your domain, change your MX records or set up forwarding.

What you need

• The old provider's IMAP server name and port. Hosting verifies the certificate on every connection; there is no way to skip that check.
• The username and password for each mailbox on the old provider. Some providers require an app password rather than your normal sign-in, and providers that only support OAuth sign-in cannot be used this way.
• A Hosting mailbox to copy each old account into. Each Hosting mailbox can be the destination of one old account.

Steps

1. Open the email name's page and choose Sync old mailboxes, then Set up source server and enter the old server's name, port and connection security.
2. Add each old account by hand, or upload a CSV with the header username,password and one old account per row. Hosting reads the file on the server, shows the rows, and never displays the passwords back to you.
3. Map each account to a Hosting mailbox. If a source username matches a Hosting address exactly, Hosting fills it in; otherwise choose the mailbox yourself. Nothing is saved until every account has a destination.
4. Choose Test connection on an account to check both sides. Testing only checks the connections: it copies no mail and changes no flags.
5. Choose Sync selected now to copy once, or Start syncing to keep copying every 30 minutes until a date and time you choose. The first run starts immediately.

What to expect while it runs

• Jobs are shared across the platform, five running at once, so a run may wait in the queue. A copy can take longer than 30 minutes, and the states shown can lag what is really happening.
• Each account shows its last result, the last successful run and, for a recurring window, the next run. A partly finished copy is not a success; check the counts and the reason shown.
• A recurring window stops starting new runs at its deadline. A run already going may finish, and the deadline does not promise a run at that exact moment. You can always run Sync now yourself.
• Accounts fail independently: one account's problem does not stop the others, and its error stays on its own row so you can repair it.

Running it again and finishing

Running sync again is safe: it copies messages that are missing, so earlier copies are not repeated. Mail you have already read or flagged in Hosting keeps those marks — syncing does not reset them.

When the migration is finished, choose Forget source credentials on an account. This stops future runs and deletes the stored old-provider password once any run in progress has ended. Your Hosting mail and its copied messages are kept. To sync that account again later, choose Edit source account on its row and enter a new source password, then explicitly choose Start syncing to resume the schedule. Editing keeps the destination mailbox unchanged. If a password is already stored, leave the field blank to keep it or enter a replacement; Hosting never displays the stored password.

Sending from your own domain

The email name's Expected DNS records section shows MX, SPF, DKIM and DMARC guidance. Expected or staged records are not proof that your authoritative DNS publishes them. Review and publish them through Domains or the provider that currently owns your DNS; do not change delegation early.

If signing values are unavailable, a manager can choose Recheck mail setup. It queues current setup and DNS checks without changing availability, passwords or live DNS. The acknowledgement means queued, not completed. Check the refreshed observations; escalate persistent failure to support. Never publish a blank DKIM value or treat unknown/stale checks as healthy.

Keep one SPF policy containing all legitimate senders, including any provider still in use. Place Hosting's positive direct sender-IP terms before lookup mechanisms so the bounded check can verify them. It does not recursively evaluate every SPF form or verify lookup budgets; advanced forms remain unknown rather than falsely passing. Review DMARC alignment and policy before changing it: do not tighten a working policy while another legitimate sender remains unverified.

An administrator can configure several external forwarding destinations from a mailbox's Forwarding action. Hosting always retains a local copy; add, replace or remove destinations through the same control. Saved configuration is not delivery proof. SRS rewrites the forwarded envelope sender to help SPF, but does not align it with the original From address. Preserved aligned DKIM matters, and forwarding or correct DNS cannot guarantee inbox placement.

For application SMTP, use authenticated port 465 with your mailbox identity. This is not a promise of a company-scoped third-party outbound relay. See Domains for attached names.

Forwarding without a mailbox

Use Forwarding → Add forwarding on an email name to create an address that only forwards mail. Enter its name and one or more recipient addresses. Recipients can be external addresses or eligible Hosting mailboxes on the same email service. Use the address's Edit action to replace its recipient list; at least one recipient must remain.

A forwarding-only address has no mailbox, password, quota or local copy. Do not add it to a mail client with the settings above. Creating it does not grant permission to send as that address. Mailbox forwarding is different: it keeps the mailbox and its local copy.

Saving records the requested recipients; the mail service applies the change in the background. Check the service's delivery state rather than treating a saved list as proof of delivery. Forwarding cannot guarantee that an external provider places a message in the recipient's inbox.

Catch mail for otherwise unknown addresses

The email name's Forwarding view also has catch-all controls. A catch-all is off until a company manager explicitly configures it. It sends mail for otherwise unmatched addresses at that name to the reviewed recipient list; it does not create mailboxes, keep a separate local copy, or grant permission to send as those addresses. Catch-alls can attract unwanted mail, so leave this off unless you need it.

A manager can replace the complete recipient list or explicitly disable the catch-all. An enabled catch-all needs at least one eligible recipient. A Hosting mailbox used as a destination cannot be released while the enabled catch-all depends on it; change or disable the route first.

Requested settings and the generation last applied to the mail service are shown separately. A saved change, or an old applied timestamp for different settings, is not proof that the new route is live.

Vacation replies and spam handling

Open a mailbox's Vacation and spam view to inspect its settings. Company managers can configure a vacation subject/message and an inclusive start/end interval of whole UTC calendar days. These are date-based replies, not an exact time-of-day scheduler. Review both dates before enabling them; turning vacation off clears its private reply content without changing the mailbox's spam settings. Expired or unavailable mailbox replies are retired rather than silently resumed later.

The same view exposes the mailbox's supported spam threshold and mark-as-read preference. These are ordinary mailbox controls, not permission to disable shared anti-abuse protections or guarantee that a message will reach an inbox. Changes record requested state and are applied in the background; compare requested and applied generations rather than treating Save as a delivery test. Read-only company members can inspect settings but cannot change them.

If you forget your mailbox password

A mailbox is not a Hosting account, so use the mailbox password-reset page rather than the Hosting account recovery. Open hosting.haak.co/mailbox-recovery/request and enter your mailbox address. On the Hosting sign-in page the same journey is offered as Forgot your mailbox password?. If the mailbox has a confirmed fallback address, a reset link is sent there; the page gives the same answer whether or not that is the case, so it never reveals whether an address exists or where a link would go. If you have no confirmed fallback, contact your company administrator, who can either confirm a fallback or issue you a reset link directly from the mailbox's Email reset link or Copy reset link action. Do not use the Hosting account Forgot your password? link for a mailbox.

A reset link is valid for 60 minutes and can be used once. Set a new password on the reset page, then confirm it. Hosting records the new password and applies it in the background, so it can take a short while before your client connects with it — the confirmation means recorded and applying, not that the mail server has already accepted it the instant you submit. A fallback address must be confirmed before it can receive self-service links: setting one sends a confirmation to it, and until you complete that confirmation no reset will go there. Replacing or removing a fallback address, or changing the mailbox password, invalidates any link that was still outstanding.

Resetting a mailbox password does not change a mailbox's separate application passwords, and does not sign out sessions that are already open; those keep their own lifecycle. Instructions and reset messages are queued when Hosting hands them to the mail service — that is not proof the message has been delivered or read. For an adopted mailbox whose password the current owner does not want reset, the existing restriction still applies and you should contact your administrator.

Getting help

Use the company Email controls for mailbox and credential changes. Ask support@haak.co for unavailable enrollment or a client that will not connect. Include the address, the client, and the exact message you see — see Support.