Outlook (new Outlook)
These steps are for the new Outlook (the one with a Settings gear and no File menu), on Windows or Mac. Your email address stays the same. You add it to Outlook as an IMAP account.
First, make a token
Each device or app gets its own token, so you can cancel one without affecting the others. Do this once for each one.
- Sign in at app.k8hq.com with your passkey.
- Open Settings, then Access (under Account). Look for the section called Connect a Mail Client on your Computer or Mobile Device.
- Click Make a token. You may be asked to use your passkey again.
- Next to What's it for?, choose Mail client (on your computer or phone).
- Next to Signs in as, choose your email address. Give the token a Name you will recognize, such as "mail client on my Mac". Leave Expires as it is unless you want the token to stop working on a date.
- Click Create token.
- Click Copy token right away. You will see it only once. The window also lists your mail server settings, including your organization's mail server name (it looks like
abc123.mx.k8hq.net). Keep the window open while you set up your app, or copy the server name somewhere safe. Click Done when you finish.
When the app asks for a password, paste your token. (It's not your K8 HQ sign-in; K8 HQ doesn't use passwords.) Your user name is your full email address.
If you lose a token or can't find the server name, go back to Settings, Access and make a new token. You can revoke old ones in the Your tokens list.
Add the account in Outlook
- In Outlook, open Settings (the gear icon at the top right). On a Mac, Outlook menu, then Settings... works too.
- Choose Accounts, then Email accounts, then Add account.
- Type your full email address and click Continue.
- Outlook will probably not recognize K8 HQ. If it offers Advanced setup (or Show more), choose it, then choose IMAP as the account type. If it asks you to pick a type of account, choose IMAP.
- Enter the settings from the list below. In the password box, paste your token.
- Click Continue. If Outlook asks permission to sync the account, approve it.
When the app asks for a password, paste your token. (It's not your K8 HQ sign-in; K8 HQ doesn't use passwords.)
For the Incoming (IMAP) server, use your organization's mail server name, port 993, encryption SSL/TLS. For the Outgoing (SMTP) server, use the same name, port 587, encryption STARTTLS. Use your full email address as the user name for both. If Outlook doesn't list STARTTLS by name, tell us at support@k8hq.com and we'll help.
Good to know
- The exact screens differ a little between Windows and Mac and change as Microsoft updates the app. If yours looks different, the idea is the same: add an account, choose IMAP, then enter the settings.
- The new Outlook may sync mail from other providers through Microsoft's cloud. If you would rather your mail go straight from K8 HQ to your computer, use Thunderbird or Apple Mail instead.
The settings, if your app asks
| User name | your full email address |
|---|---|
| Password | your token |
| Incoming mail server (IMAP) | your organization's mail server name, port 993, SSL/TLS |
| Outgoing mail server (SMTP) | the same mail server name, port 587, STARTTLS |
Copy the mail server name from the window that appears after you click Create token. Older shared names (imap.k8hq.net for incoming, smtp.k8hq.net for outgoing) still work too, but your own name is the one to use.
If something doesn't work
- Check that you pasted the whole token, with no spaces before or after it.
- Check that the user name is your full email address, for both incoming and outgoing mail.
- If a token is lost or a device is lost, Revoke it under Settings, Access. Your other devices keep working.
- Still stuck? Write to support@k8hq.com and tell us which app you are using.