Email Settings GuideQuick answer: the Kolab Now IMAP server is imap.kolabnow.com on port 993 with SSL/TLS. The SMTP server is smtp.kolabnow.com on port 465 with SSL, which Kolab Now prefers. Port 587 STARTTLS is a fallback. Your username is your full address, even if it is on your own domain. The server stays kolabnow.com. Sign in with your normal password.
What Changed Recently#
Kolab Now keeps its setup steady. The points worth knowing are the fixed kolabnow.com servers and the preference for port 465.
Latest update
Servers are always kolabnow.com. Whatever your address domain is, including a custom domain or an @mykolab.com legacy address, the servers stay imap.kolabnow.com and smtp.kolabnow.com. Never use your own domain as the server.
Earlier change
Port 465 is preferred for sending. Kolab Now recommends implicit TLS on port 465. Port 587 with STARTTLS is offered as a temporary workaround for clients that cannot use 465.
Earlier change
Normal password, no app password. You sign in with the same password you use for the Kolab Now web app. There is no app password or token system to set up.
imap.kolabnow.com and smtp.kolabnow.com, using your full address and normal password over SSL.
Before You Begin#
Kolab Now has one rule that trips people up, plus the usual password point. Two things decide whether a client connects.
1. Always use the kolabnow.com servers
Even if your address is on your own domain or ends in @mykolab.com, the servers are still imap.kolabnow.com and smtp.kolabnow.com. Never put your own domain in the server field.
Where: Incoming and outgoing server fields in your client
2. Prefer port 465 over 587
Kolab Now prefers implicit TLS on port 465 for sending. Port 587 with STARTTLS works but Kolab Now treats it as a temporary workaround. Use your normal password over SSL.
Where: How login works below →
About Kolab Now Mail#
Kolab Now is a Swiss privacy focused email and groupware service, built entirely on free and open source software.
Kolab Now launched in 2013 as MyKolab and is operated by Apheleia IT AG, with all data held on Swiss servers under strict privacy law. Beyond email it offers a full groupware suite of calendars, contacts, tasks and files. The one rule for client setup is the server. Whatever your address domain, you connect to imap.kolabnow.com and smtp.kolabnow.com. You sign in with your normal password.
| Service Name | Kolab Now Mail |
| Operated By | Apheleia IT AG |
| Based In | Switzerland |
| Email Domains | @kolabnow.com, @mykolab.com or your own domain |
| Webmail URL | kolabnow.com |
| Protocols Supported | IMAP and SMTP, plus groupware |
| App Password Needed | No, normal password |
| Servers | Always kolabnow.com, any domain |
imap.kolabnow.com and smtp.kolabnow.com. Your username changes with your address, the servers do not.
Kolab Now Webmail Login#
You can always read your mail in the browser, alongside the calendar and other groupware. The Kolab Now web app is at:
Always Connect to Kolab Now Servers#
Kolab Now login is simple once you know the one rule. Your username is your full address, but the servers are always kolabnow.com, whatever domain your address uses. Your password is the same one you use for the Kolab Now web app.
| Your address looks like | Your servers are still |
|---|---|
| you@kolabnow.com | imap.kolabnow.com and smtp.kolabnow.com |
| you@mykolab.com | imap.kolabnow.com and smtp.kolabnow.com |
| you@yourdomain.org | imap.kolabnow.com and smtp.kolabnow.com |
imap.kolabnow.com and smtp.kolabnow.com.
Kolab Now IMAP Settings#
IMAP is the incoming protocol most people should use. It keeps your mail on the server so every device shows the same inbox.
| IMAP Server | imap.kolabnow.com | |
| Port | 993 | |
| Encryption | SSL/TLS (required) | |
| Username | Your full address, even on your own domain | |
| Password | Your normal Kolab Now password | |
| Authentication | Automatic or normal password |
Kolab Now POP3 Settings and Why IMAP Wins#
Kolab Now does offer POP3 if you have a reason for it, though the service and this guide lead with IMAP. POP3 pulls mail down to one device and can remove it from the server, so your phone and laptop fall out of sync. Reach for it only when a single offline machine is the whole setup.
| Setting | Value | |
|---|---|---|
| POP3 Server | pop.kolabnow.com | |
| Port | 995 | |
| Encryption | SSL/TLS | |
| Username | Your full address, even on a custom domain | |
| Password | Your normal Kolab Now password |
The stronger choice for almost everyone is IMAP. Your mail and your groupware stay on the Swiss server and sync across every device. Kolab Now also supports IMAP Idle, which delivers new mail almost the moment it arrives. Nearly every modern client supports it, so you get a push style inbox without extra setup.
Want a copy that lives on your own disk? Keep IMAP running and add a backup tool, instead of trusting one machine with the sole copy through POP3.
Kolab Now SMTP Settings#
SMTP runs on smtp.kolabnow.com. Use port 465 with SSL, which Kolab Now prefers. Port 587 with STARTTLS is a fallback. When receiving works but sending fails, the fault sits on the outgoing leg.
| SMTP Server | smtp.kolabnow.com | |
| Port (SSL) | 465 | |
| Port (STARTTLS) | 587 | |
| Encryption | SSL or STARTTLS (required) | |
| Username | Your full email address | |
| Password | Same as incoming, your normal password | |
| Authentication | Required. Check "My outgoing server requires authentication" in Outlook. |
Kolab Now Calendar and Contacts (CalDAV and CardDAV)#
Kolab Now is groupware, not only mail. With a groupware subscription your calendar, contacts and tasks sync to a phone or desktop over the open CalDAV and CardDAV standards. One base address covers all of it.
| Setting | Value | |
|---|---|---|
| CalDAV and CardDAV base URL | apps.kolabnow.com | |
| Username | Your primary address, the one you use for webmail | |
| Password | Your normal Kolab Now password | |
| Syncs | Calendars, contacts and tasks |
apps.kolabnow.com, then pick the calendars and address books to sync. Your data then shows up in the standard Android calendar and contacts apps.
On a Mac or iPhone, add a CalDAV account and a CardDAV account in the system settings and point both at apps.kolabnow.com with your full address. Desktop clients like Thunderbird sync the same way once you add the calendar and address book by that URL.
Check Kolab Now IMAP Settings Online#
You don't need to download anything to check Kolab Now IMAP settings online. This page is the lookup: every value is verified, current and copyable straight from your browser. Not sure your address uses Kolab Now servers? Type it below and find out instantly.
Does my email address use these settings?
Runs in your browser only. Your address is never sent anywhere or stored.
Want to verify the account itself before configuring an app? Sign in at Kolab Now webmail, which confirms your full address and normal password work on imap.kolabnow.com. After that check clears, any mail client will link up using the tables here.
Look Up IMAP Settings for Any Email Domain#
This page covers Kolab Now. For every other address, work email on a company domain included, we run a free online lookup database: imapsettings.com.
imapsettings.com
Complete email settings database, by Univik
Enter any email address and get the incoming and outgoing server settings for that domain in 1 step:
Your address is used only to find the settings for that domain. Nothing is stored or shared.
Set Up Kolab Now in Email Clients#
The servers and ports are always the same. Only the menus differ. Jump to your app:
Outlook (Windows and Mac)
- In Outlook choose File then Add Account. In the new Outlook the same option sits under Settings and then Accounts.
- Type your full Kolab Now address, expand Advanced options and switch on the manual setup checkbox.
- Choose IMAP and enter
imap.kolabnow.comon993SSL for incoming, thensmtp.kolabnow.comon465SSL for outgoing. Keep these servers even on a custom domain. - Enter your normal Kolab Now password when Outlook asks. Your username is your full address, even on your own domain.
- Finish and send a test email to yourself to confirm both directions work.
Apple Mail (macOS)
- Open Mail → Settings → Accounts → Add Account.
- Select Kolab Now if listed, otherwise choose Other Mail Account.
- Fill in your name, full address and normal password, then continue.
- If asked for servers, enter the IMAP and SMTP values from the tables above.
- Enable Mail in the checkbox list and finish.
iPhone and iPad
- Open Settings → Apps → Mail → Mail Accounts → Add Account.
- Tap Other, then Add Mail Account. iOS has no Kolab Now preset.
- Type your full address and normal password, then tap Next.
- Keep IMAP selected and set incoming to
imap.kolabnow.comand outgoing tosmtp.kolabnow.comif iOS asks. - Tap Save and wait for iOS to verify the account.
Android
- Open your mail app (Gmail app, Samsung Email or another) → Add account.
- Choose Other (IMAP) when your provider is not in the list.
- Enter your full address and normal password. If automatic detection fails, choose Manual setup.
- Enter the servers:
imap.kolabnow.com993 SSL incoming, thensmtp.kolabnow.com465 SSL outgoing. - Finish setup and pull down to sync your inbox.
Thunderbird
- Open Thunderbird → Account Settings → Account Actions → Add Mail Account.
- Fill in your name, full address and normal password, then press Continue.
- Check what Thunderbird detected. Confirm incoming reads
imap.kolabnow.comand outgoing readssmtp.kolabnow.com, both on SSL. - If detection fails, choose Configure manually and enter the table values above.
- Select Done. Folders sync on first open.
Kolab Now Webmail Settings#
Those values connect your apps. What follows shapes the mailbox itself. It lives in the Kolab Now web app rather than in any client.
Signature
Set in the Kolab Now web app settings. A signature made there appears on webmail messages only. Every desktop client keeps its own.
Vacation Auto Reply
Set an away message in the web app. Because the reply goes out from the Kolab Now server itself, it keeps answering even with your laptop and phone powered down.
Filters and Folders
A filter you create in the web app lives on the server and sorts incoming mail before any client ever pulls it down. Rules set inside Outlook only act while that program is running.
Spam and Blocked Senders
Kolab Now filters spam server side. When mail goes missing, check the web app spam folder first, then adjust your filters.
POP3 vs IMAP#
| Feature | IMAP | POP3 |
|---|---|---|
| Where mail lives | On the Kolab Now server | Downloaded to 1 device |
| Multiple devices | ✅ Everything stays in sync | ❌ Each device sees different mail |
| Sent and deleted mail | ✅ Synced everywhere | ⚠️ Stays only on that device |
| Offline reading | ⚠️ Cached mail only | ✅ Full local copy |
| Server storage used | Yes, counts against your quota | Can be freed after download |
| Best for | Phone + computer, everyday use | Single PC, local archives |
Kolab Now Settings Worth Knowing#
A handful of Kolab Now quirks are worth keeping in view when you configure a client or plan a move:
| Servers | Always imap.kolabnow.com and smtp.kolabnow.com |
| Username | Your full address, even on a custom domain |
| Ports | IMAP 993, SMTP 465 preferred or 587 |
| Password | Your normal password, no app password |
| Delivery | IMAP Idle for near instant mail |
| Extras | Groupware calendar, contacts and tasks |
Troubleshooting Kolab Now Connections#
On Kolab Now the failures usually come down to the server or the send port. Find your symptom, then the fix.
| Error you see | What it means | Fix |
|---|---|---|
| Server not found for yourdomain.org | A custom domain was used as the server | Set the servers to imap.kolabnow.com and smtp.kolabnow.com, whatever your address domain is. |
| Cannot send, connection refused on 587 | The STARTTLS workaround was blocked | Switch to port 465 with SSL, which Kolab Now prefers for sending. |
| Authentication failed | The username was not the full address | Use your full primary address as the username, with your normal password. |
| Cannot connect to server | Wrong port or encryption | Check IMAP on 993 and SMTP on 465, both on the kolabnow.com servers. Security software, firewalls and VPN clients block these ports often enough to be worth a look. |
| Password keeps being asked | A custom domain was set as the server | Set incoming to imap.kolabnow.com and outgoing to smtp.kolabnow.com. |
| Messages stuck in Outbox | SMTP authentication is off | Enable "outgoing server requires authentication" with the same login as incoming mail. |
Reader Reported Fixes
Use the kolabnow.com servers, not your domain. The most common Kolab Now setup mistake is putting a custom domain in the server field. The servers are always imap.kolabnow.com and smtp.kolabnow.com. Correct the server entries and the connection comes right.
Prefer 465 when sending fails. If mail will not send on port 587, switch to port 465 with SSL. Kolab Now recommends 465 and treats 587 as a temporary workaround, so 465 is the more reliable choice.
Moving to Kolab Now?#
Most people reach Kolab Now from a mainstream provider like Gmail or Outlook.com. Those older messages will not travel over by themselves. An IMAP link only reflects what sits on the server today, so anything archived before the switch waits until you bring it over.
Set up the Kolab Now side. Use the values here. Server imap.kolabnow.com on port 993 SSL, your full address as the username, then your normal Kolab Now password. The server stays kolabnow.com even if your address is on your own domain.
Copy the old mail over. The Univik Email Migration Tool copies every folder into Kolab Now. Point the destination fields at Kolab Now and the source fields at your old mailbox, then start the copy.
Rather not do it yourself? Our Email Migration Services team can run the whole transfer and check each folder came through.
Use These Settings in Univik Email Backup#
The same IMAP settings above let you download your complete Kolab Now mailbox to your computer. Univik Email Backup saves everything as PST, MBOX, EML or PDF files you keep forever, even if the account closes.
- Download Univik Email Backup and install it on Windows.
- Select Kolab Now from the source list. If it isn't listed by name, choose IMAP.
- Sign in with your full address and your normal Kolab Now password. The server stays kolabnow.com even on a custom domain.
- If the tool asks for server details, use
imap.kolabnow.comwith port993and SSL from the IMAP table above. - Pick a saving format and folder, then start the backup. Large mailboxes download in the background.
Univik Tools That Use These Settings#
Many people land here while migrating or archiving a mailbox. All 3 tools use the same IMAP settings from this page:
Email Backup
Download your complete Kolab Now mailbox to PST, MBOX, EML or PDF before switching or closing the account.
Email Backup Tool →
Email Migration Tool
Copy every folder from Kolab Now straight into Gmail, Microsoft 365 or any other account. No manual export needed.
Email Migration Tool →
Email Converter Tool
Already have MBOX, EML or OST files from an old export? Convert them to PST, PDF or any format your new app opens.
Email Converter Tool →Prefer to hand the whole migration to experts?
If wrangling server values is not how you want to spend an afternoon, you can hand it off. Univik's migration team handles the complete project: planning, transfer, verification and a report showing every folder made it. Since 2013, for single mailboxes up to full company moves.
Email Settings Glossary#
IMAP
Internet Message Access Protocol. Reads mail that stays on the server, so all your devices see the same inbox, folders and read status.
POP3
Post Office Protocol version 3. Downloads mail to 1 device and can remove it from the server. Older method, still useful for local archives.
SMTP
Simple Mail Transfer Protocol. Sends your outgoing mail. Every account needs it next to IMAP or POP3, which only receive.
SSL / TLS / STARTTLS
Encryption for the connection. SSL/TLS encrypts from the start (ports 993, 995, 465). STARTTLS upgrades a plain connection (port 587).
IMAP Idle
A feature where the server pushes new mail to your client the moment it arrives, rather than waiting for the next check. Kolab Now supports it, so delivery feels near instant.
OAuth
Sign in through the provider's own window instead of typing a password into the app. The modern method most providers are moving to.
How We Verify These Settings#
Univik builds email backup, migration and converter software since 2013. Our tools sign in to Kolab Now over IMAP and SMTP every day for thousands of users, so a changed server, port or login rule shows up in our connection logs before most guides notice it.
We prove each value twice over. First a working IMAP and SMTP session opened from Univik Email Backup, then a careful read against the Kolab Now knowledge base entry. We re verify after any provider announcement and at least once a quarter.
Found something that no longer matches what Kolab Now shows you? Tell us and we will retest and update the page, with the change logged in what changed recently.
Help & Support
Frequently Asked Questions
Use imap.kolabnow.com on port 993 with SSL/TLS. Log in using your complete address together with your normal password. The server stays kolabnow.com even on a custom domain. You can find the complete table in the IMAP settings section.
The usual cause is the server. Even on a custom domain or an @mykolab.com address, the servers are always imap.kolabnow.com and smtp.kolabnow.com. Set those and use your full address as the username, with your normal password over SSL.
IMAP is the documented path for Kolab Now and keeps phone, computer and web app in sync. IMAP Idle even gives near instant delivery. POP3 does work at pop.kolabnow.com on port 995 if you want a single offline device, though IMAP suits most people. More here.
Yes. The kolabnow.com servers, ports and password stay the same across devices, on any address domain. Only the menus differ, which is what the client setup guides cover.
Use 465 with SSL. Kolab Now prefers implicit TLS on port 465 for sending. Port 587 with STARTTLS works but Kolab Now offers it as a temporary workaround for clients that cannot use 465, so 465 is the reliable default.
Yes. Every connection runs over SSL. Your data sits on Swiss servers under strict privacy law. Kolab Now uses your normal password rather than an app password. The platform is open source and auditable.
An email client with IMAP downloads mail as it syncs, but a dedicated backup tool is faster and saves standard files you can open anywhere. See how to back up your Kolab Now mailbox. If you already exported files in another format, an email converter changes them to PST, PDF or whatever your new app opens.
On Kolab Now a working setup rarely breaks on its own. Check that the servers still read imap.kolabnow.com and smtp.kolabnow.com, then confirm your password still matches the web app. See what changed recently.
An email migration tool copies mail directly between the 2 accounts over IMAP. You need the Kolab Now IMAP settings and your normal password for this side, plus the same details for the destination account. Every folder, label and date stays intact.
If setting this up feels risky or you have many accounts to move, our managed email migration service does the entire job for you.
Other Email Provider Settings
Summary: Kolab Now Settings at a Glance
- IMAP: imap.kolabnow.com, port 993, SSL/TLS
- Ports: 993 IMAP, 465 or 587 SMTP
- SMTP: smtp.kolabnow.com, port 465, SSL/TLS
- Servers are always kolabnow.com
- POP3: pop.kolabnow.com, port 995, SSL/TLS
- Calendar and contacts: apps.kolabnow.com
- Normal password, no app password
- Pick IMAP for phone + computer sync
- Username: your full address, even on a custom domain
- IMAP Idle for near instant mail