The Gmail app comes preinstalled on most Android devices and is the familiar mail workflow for many users. It can manage not just Gmail accounts but also third-party IMAP/SMTP accounts like Mailcow.
Before you start — what you should know
If you set up a “normal” IMAP account in the Gmail app (i.e. not via Gmailify — more on that below), mail traffic runs directly between your smartphone and our mail server. Google doesn’t see your mail then — the Gmail app is just a frontend here.
Different with “Gmailify”: Google offers to sync your third-party account through Google servers so you get the Gmail comfort features there (spam filter, search, threads). We advise against it, because your mail then flows through Google servers — which defeats the point of a GDPR mail server.
We describe the direct IMAP route here.
Prerequisites
- Gmail app installed (usually stock on Android, from the App Store on iOS)
- Mailbox exists
- App password if 2FA is active
Setting up the account — the direct IMAP route
- Open the Gmail app.
- Profile picture top right → Add another account.
- Select Other (not Gmail, not Outlook, not Yahoo).
- Enter your email address → Set up manually.
Important: “Set up manually” is the option that connects the account directly to the server. If you pick “Next”, Google sometimes suggests Gmailify — and you’re in the cloud-routing trap.
- Choose Personal (IMAP).
- Enter the password — mailbox / app password.
- Server data:
Incoming server:
| Field | Value |
|---|---|
| Server | mail.xaweho.de |
| Port | 993 |
| Security type | SSL/TLS |
| Username | full mail address |
| Password | same |
Outgoing server:
| Field | Value |
|---|---|
| Server | mail.xaweho.de |
| Port | 587 |
| Security type | STARTTLS |
| Require sign-in | enabled |
| Username | full mail address |
| Password | same |
-
Next.
-
Account options:
- Sync frequency: 15 minutes by default (you can set it more often — minimum 1 minute)
- Notifications: enable
- Sync email: enable
- Automatically download attachments: to taste
- Next → Done.
Push mail in the Gmail app?
This is where it gets tight: the Gmail app uses no push via IMAP IDLE for third-party IMAP accounts. It polls at the configured interval (minimum 1 minute, usually 5–15 minutes).
If you want instant delivery:
- K-9 / Thunderbird Mobile keeps an open connection to the server via IMAP IDLE — new mail arrives almost instantly. See K-9 Mail Android.
So the Gmail app is nice UI-wise, but not the best pick for responsive mail delivery.
What Gmailify does (and why we don’t recommend it)
If in the Gmail app’s account setup you do not pick “Set up manually” but just enter mail + password, Google often suggests Gmailify:
- Google continuously fetches your mail from the Mailcow server.
- Indexes it on Google servers.
- Gives you Gmail features (Smart Reply, AI preview, better search).
But: your mail contents end up in Google’s cloud. For most of our customers who explicitly wanted away from Google — an own goal.
If you still want it (say, because you enjoy the Gmail features), that’s your deliberate call. We just want to be sure you understand the implication.
On iOS — Gmail app with Mailcow
The Gmail app exists on iOS too. Setup is analogous:
- Gmail app from the App Store.
- Other account → Other (IMAP) → Manual.
- Server data as above.
On iOS, the Gmail app is an alternative to the Apple Mail app. Functionally similar. If you already use Apple Mail on iOS, there’s no clear reason to switch. If you prefer the Gmail UI: works on iOS too.
Frequently asked questions
My account shows as “verified” immediately even though I chose Manual. That happens sometimes — the Gmail app apparently accepts autodiscover silently. As long as the account talks directly to our server (not via Gmailify), everything is fine. When in doubt: remove the account in the Gmail app and pick Manual again to be sure.
How do I see whether I’m using Gmailify? Account settings → Advanced shows whether Gmailify is active. If it says “Disable Gmailify”, it’s active. If it says “Enable Gmailify”, it’s not.
My password is rejected. With 2FA: an app password is required. With certain special characters: use an app password without special characters.
Can I have multiple Mailcow accounts in the Gmail app? Yes, as many as you like. One setup per account. Switch accounts top right via the profile picture.
Does the Gmail app work without a Google account? On Android: sort of — you need at least a Google account to install the app from Google Play. You can then add a third-party IMAP account without a primary Gmail account.
What about dark mode, themes, conversation view? All Gmail app features work with third-party IMAP accounts too — dark mode, conversation threading, swipe gestures, categories. So UI-wise it’s fully integrated.
Does the Gmail app also sync contacts and calendar? No. Mail only. For contacts and calendar you additionally need DAVx⁵ — see SOGo contacts and SOGo calendar.
Battery usage? Moderate. The Gmail app is optimized for battery saving — polls at intervals, not constantly. Compared to K-9 / Thunderbird Mobile with push: similar.
What’s next
First login as domain admin in the Mailcow GUI
After ordering your mail server plan, you get access to the Mailcow GUI. Here's an overview of what you see as domain admin and where to find what.
Creating and editing mailboxes, setting quotas
How to create new mail addresses as domain admin, assign storage quotas, change passwords and delete mailboxes again.
Setting up aliases and a catchall
Route several mail addresses into one mailbox — info@, kontakt@, presse@ all in a single inbox. Plus a catchall for every typo address.
Creating app passwords for mail clients
With 2FA active, Outlook, Apple Mail and friends need an app password instead of your main password. How to create them, revoke them and avoid password chaos.