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Microsoft Exchange Account Setup (recommended)

Microsoft Exchange is a powerful, fast, and secure email service designed for seamless communication and productivity. Unlike IMAP, Exchange fully syncs your emails, contacts, calendars, and tasks across all your devices, ensuring that your data is always up to date, no matter where you access it from. With built-in security features and efficient data management, Exchange offers a reliable solution for both personal and professional communication needs. It's optimized for quick syncing, keeping your inbox, schedules, and contacts perfectly in sync across multiple devices.

Outlook Desktop Go to File > Add Account > Enter your email > Enter Password > Close & reopen Outlook.

*If prompted to choose an account type, select* EXCHANGE.

For a second or additional Exchange account: You may be prompted to enter your password again. Outlook might auto-fill the username field with the previous account's username.
If the username is incorrect:
  1. In the password prompt, click More Choices.
  2. Select Use a Different Account.
  3. Enter the correct email address and password.
  4. Check the Remember Password box.
  5. Click OK to finish.
iPhone Go to Settings > Mail > Accounts > Add Account > Microsoft Exchange.
Android Go to Settings > Accounts > Add Account > Microsoft Exchange or Corporate.
Tip If you are not seeing new emails in your inbox after restarting your device and waiting at least half an hour, you can refresh the account by removing it from your device and setting it up again. Please note that if you have a large mailbox, the entire contents will need to be downloaded again, which can use a significant amount of data on your mobile or internet plan - approximately 130% of the total size of your mailbox. Depending on your internet speed, this may take several hours to finish downloading, during which time you may experience delays in receiving new incoming emails or with outgoing emails getting stuck in your outbox until the download is complete.

IMAP Account Setup

If you are unable to use Microsoft Exchange in your email app, you can set up the account as IMAP. However, by default, this option is disabled for security reasons. Special access to this account type can be enabled by contacting Crawfords staff. The following are the settings to use in your email software for the IMAP account type:

Incoming Server imap.crawfordsmail.com
Port 993
Encryption Yes (SSL/TLS)
Outgoing Server smtp.crawfordsmail.com
Port 587
Encryption Yes (StartTLS)
Username Your full email address (required for both incoming and outgoing servers)
Tip IMAP accounts, after initial setup, will begin syncing by downloading emails in each folder one by one. However, this process may time out if left unattended. To speed up syncing, select the folder you want to prioritize and click Send/Receive and leave the folder selected until it has finished downloading. Please note that during the syncing process, you may experience delays in receiving new emails, and outgoing emails might remain stuck in the outbox until the sync is complete. For the best results, it is recommended to leave your email app open overnight or for several hours after adding a new account. If you need to send or receive emails urgently, you can log in to webmail using the button above.

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