Setting up Apple Mail (macOS) — profile import and the manual way

Apple Mail on macOS is one of the most common mail clients among our customers. Two ways to set up your Mailcow mailbox:

1. Profile import (.mobileconfig) — the fastest way, configured once
2. Manually with IMAP/SMTP — fully under your control, classic

One thing straight up: an Exchange account does not work with us. Apple Mail uses EWS (Exchange Web Services) for that, and we don’t offer Exchange protocols — more on this below. You get calendar and contacts via CalDAV/CardDAV, which covers everything.

Prerequisites

• Mailbox exists with us (see Creating mailboxes)
• If 2FA is active: app password generated (see App passwords)
• You know the server data: mail.xaweho.de, IMAP 993, SMTP 587 — see Server data reference

Option 1: Profile import

.mobileconfig profiles are Apple’s standard configuration files that set up all account settings at once — mail, contacts, calendar, notes. Two clicks, done.

Getting the profile

We offer this as a service: open a ticket asking for an “Apple Mail profile for <your-mail-address>”. We generate the .mobileconfig and send it by mail or via the user login page for download.

Included in the profile:

• IMAP configuration
• SMTP configuration
• CalDAV server address for the SOGo calendar
• CardDAV server address for the SOGo address book

Installing the profile

1. Double-click the .mobileconfig file.
2. macOS opens System Settings → Privacy & Security → Profiles.
3. Select the profile → Install.
4. macOS asks for your Mac’s login password.
5. During mail account setup, enter the mailbox password (or app password if 2FA is active).

After installation:

• Open Apple Mail → the account appears, mail syncs.
• Apple Calendar → the Mailcow calendar appears.
• Apple Contacts → the address book appears.

Option 2: Setting up manually

If you don’t want a .mobileconfig or the profile doesn’t fit for some reason — manual always works.

Creating the IMAP account

1. Open Apple Mail.
2. If empty: the account setup dialog appears automatically. Otherwise: Mail → Settings → Accounts → +.
3. Select Other Mail Account… → Continue.
4. Fields:
   • Name: your display name (“Firstname Lastname”)
   • Email: your full mail address
   • Password: mailbox password (or app password if 2FA is active)
5. Sign In. Apple Mail attempts automatic server discovery — often works, but not always.
6. If Apple Mail asks for manual data:

Field	Value
Account type	IMAP
Mail server	mail.xaweho.de
Username	full mail address
Password	mailbox or app password

7. Sign In. Next step for SMTP:

Field	Value
SMTP server	mail.xaweho.de
Username	full mail address
Password	same

8. Done. Apple Mail checks the connection and shows the account in the left column.

Checking SSL and ports

By default, Apple Mail quietly uses:

• IMAP over SSL/TLS on port 993
• SMTP over STARTTLS on port 587 (sometimes 465 SSL — both work with us)

If the connection fails: Mail → Settings → Accounts → Server Settings → manual configuration:

• IMAP: port 993, use SSL/TLS
• SMTP: port 587, use STARTTLS, authentication “Password”

Why no Exchange account?

The Microsoft Exchange account type in Apple Mail looks tempting — but doesn’t work with us. The reason: Apple Mail connects Exchange accounts via EWS (Exchange Web Services), and we don’t offer Exchange protocols — neither EWS nor ActiveSync. The setup will fail no matter what you enter in the server field.

The way to go is: IMAP for mail (option 1 or 2) plus CalDAV/CardDAV for calendar and contacts (next section). That keeps everything in sync. There’s no real Exchange push — but Apple Mail still reports new inbox mail via IMAP IDLE, usually within seconds; other folders are polled at the configured interval.

On iPhone and iPad it works the same way: IMAP plus CalDAV/CardDAV, most conveniently via the .mobileconfig profile. See Setting up Apple Mail (iPhone/iPad).

Adding the SOGo calendar separately

To make the SOGo calendar show up in Apple Calendar:

1. Open Apple Calendar → Settings → Accounts → +.
2. Other CalDAV Account… → Continue.
3. Select Manual.
4. Fields:

Field	Value
Account type	Manual
Username	full mail address
Password	mailbox / app password
Server address	mail.xaweho.de

5. Sign In. Apple Calendar fetches the calendar list from the server.

Same for contacts: Apple Contacts → Settings → Accounts → + → Other CardDAV Account.

Frequently asked questions

My profile from the ticket won’t install — error “Profile is not signed”. macOS Sequoia and newer is stricter with profiles. Fix: in System Settings → Privacy & Security, enable the “Allow profiles from non-MDM sources” switch, then install again.

Apple Mail doesn’t sync — what to do? First steps: Mail → Mailbox → Take All Accounts Online. If that doesn’t help: disable and re-enable the account in Mail settings — forces a reconnect. Still nothing: check the logs in the Console app under “Mail”; the actual error often shows up there.

When do I need an app password instead of the normal password? As soon as you have 2FA active for your mailbox. Apple Mail can’t handle 2FA TOTP, so an app password is required.

SMTP doesn’t work — error “Authentication failed”. Common cause: Mail uses the same password as IMAP but doesn’t verify it. In Mail → Settings → Accounts → Server Settings → Account Information, make sure “Password” is set as the authentication method.

New mail arrives with a delay. There’s no real Exchange push with us. Apple Mail does keep an IMAP IDLE connection for the inbox — new mail usually shows up there within seconds. Other folders are only polled at the interval. If it stalls: set the fetch interval to “Every minute” in the Mail settings.

Can I run multiple Mailcow mailboxes in parallel? Yes, as many as you like. Each account is separate. Handy e.g. for your own mailbox + a club mailbox at the same time.

When is profile import worth it vs. manual? Profile import: faster, because everything happens in one step — mail, calendar, contacts. Manual: more control, no profile fighting Apple’s security hurdles. In everyday use both work.

What about POP3 instead of IMAP? POP3 downloads mail locally and may delete it from the server. Only sensible if you have exactly one device and want to save storage at the provider. With our generous quotas, IMAP has only upsides — mail stays on the server, all devices see it. We advise against POP3.

What’s next

• Setting up Apple Mail (iPhone/iPad)
• Server data reference
• App passwords for mail clients