Microsoft’s Outlook app on Android is well made — modern UI, integrated calendar. It connects to our Mailcow via IMAP/SMTP.
Privacy note: much like Gmail with Gmailify, the Outlook app routes third-party IMAP accounts through Microsoft servers by default, to enable instant delivery. So Microsoft sees your mails. If privacy matters to you: careful — either decide consciously or use an alternative (K-9 / Thunderbird Mobile, stock Android mail via IMAP).
Requirements
- Outlook app installed from Google Play
- Mailbox exists
- App password if 2FA is enabled (app passwords apply to IMAP/POP3/SMTP)
Setting up the account
- Open the Outlook app → Add account.
- Enter your email address.
- Outlook asks for the server type. By default it tries Microsoft 365, fails against Mailcow, then asks for manual details.
- Choose IMAP.
Server details:
| Field | Value |
|---|---|
| IMAP incoming server | mail.xaweho.de:993 |
| IMAP username | full email address |
| IMAP password | mailbox / app password |
| SMTP outgoing server | mail.xaweho.de:587 |
| SMTP username | full email address |
| SMTP password | same |
- Sign in. Outlook tests the connection.
Spotting and avoiding Microsoft cloud routing
After setup: watch how mail syncs. If Outlook shows mails very quickly (seconds after arrival) without the app being in the foreground — it’s using cloud routing through Microsoft servers.
If you don’t want that: the Outlook app is the wrong choice. Alternatives that talk to our server directly via IMAP:
- K-9 / Thunderbird Mobile — keeps an open connection via IMAP IDLE, new mails arrive practically instantly. No detour through third-party servers.
- Stock Android mail (Samsung Email & co.) via IMAP — depending on the app with IMAP IDLE or interval polling.
Microsoft discloses the cloud routing in the Outlook terms, but not prominently. From our experience: privacy-conscious customers drop the Outlook app once they find out.
Calendar and contacts
For third-party IMAP accounts, the Outlook app syncs no calendars and contacts from our server.
The way to go on Android: install DAVx⁵ alongside. It syncs calendars and tasks via CalDAV and contacts via CardDAV directly with SOGo — into the system calendar and the system address book, where the Outlook calendar can display them too. Setup: SOGo calendar and SOGo contacts.
Features of the Outlook app
Focused inbox: Outlook sorts mails into “Focused” and “Other”. Works with IMAP accounts too — AI-based. Some like it, some don’t. Disable under Settings → Focused inbox.
Message templates: handy for recurring replies.
Event suggestions: Outlook detects appointments in mails and suggests a calendar entry.
Schedule send: you can write a mail now and say “send at 8 tomorrow morning”. Works with third-party accounts too.
Frequently asked questions
I see “this account is managed via Microsoft servers” — how do I turn that off? For third-party IMAP accounts in the Outlook app, cloud routing usually can’t be turned off. If you don’t want it: remove the Outlook app, use a different one.
Do I get instant delivery without the Microsoft cloud? Not with the Outlook app — without cloud routing, only interval polling remains there. Straight talk: if you want instant delivery without third-party servers, take K-9 / Thunderbird Mobile — they keep a direct connection to our server via IMAP IDLE.
The Outlook app keeps asking me to sign in. With 2FA enabled: you must use an app password, not the main password. Also: in the Outlook settings → account → enable remembering the credentials.
Multiple Mailcow accounts in the Outlook app? Yes, as many as you like. Account switcher at the top right.
Battery usage of the Outlook app? With cloud routing: low — Microsoft servers handle the delivery. For comparison: K-9 / Thunderbird Mobile with IMAP IDLE is similarly low (one held connection); pure interval polling costs noticeably more depending on frequency.
Is the Outlook app the same on iPhone?
Essentially yes — cloud routing included. On iOS, though, we recommend Apple Mail with the .mobileconfig profile: mail, calendar and contacts in one step, directly against our server. Note: iOS Mail only polls IMAP accounts at intervals (configurable under Fetch New Data). See Apple Mail iOS.
How big is the local cache? The Outlook app caches the last 14 days of mail by default. More under Settings → Account → Mail sync days.
Are Mailcow aliases recognized as identities? Yes, if you’ve defined them in SOGo webmail or in Mailcow as additional senders for your mailbox. Otherwise you have to add them manually as an identity in the Outlook app — but not all app versions support that.
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.