Email Configuration Guides

How to Get Your IP or Domain Removed From an Email Blacklist

What to do when your mail server IP or domain lands on a DNSBL: how to confirm it, work out why, fix the cause, and request delisting.

Hexamail Guard Hexamail Server

6 sections Read guide

Email Deliverability: How to Stop Your Email Going to Spam

A practical guide to email deliverability — authentication, IP and domain warm-up, reputation signals, and content mistakes that get outbound mail filtered.

Hexamail Server Hexamail Guard

7 sections Read guide

Blocking Spam with DNSBL – DNS Block Lists Explained

Learn how DNS-based Block Lists (DNSBL) work to stop spam at the connection level, and how to add DNSBL protection to any email server.

Hexamail Guard Hexamail Nexus Hexamail Server

4 sections Read guide

Email Greylisting – How It Blocks Spam Without False Positives

A comprehensive guide to greylisting as an antispam technique: how it works, its advantages, and how to configure it on your mail server.

Hexamail Guard Hexamail Nexus Hexamail Server

5 sections Read guide

Setting Up DMARC, SPF and DKIM to Protect Your Email Domain

Step-by-step guide to configuring DMARC, SPF and DKIM records to protect your domain from spoofing and phishing.

Hexamail Guard Hexamail Server Hexamail Nexus

6 sections Read guide

Best Antispam for Exchange 2016 – Setup Guide

How to add advanced antispam protection to Exchange 2016 using Hexamail Guard as a gateway filter.

Hexamail Guard Hexamail Server

8 sections Read guide

Best Antispam for Exchange 2019 – Setup Guide

How to add advanced antispam protection to Exchange 2019 using Hexamail Guard as a gateway filter.

Hexamail Guard Hexamail Server

7 sections Read guide

Blocking Spam with DNSBL – Real-Time Blackhole Lists

How DNSBL (DNS-based Block Lists) work to stop spam at the connection level, and how to configure DNSBL protection for your mail server.

Hexamail Guard Hexamail Nexus Hexamail Server

4 sections Read guide

Connecting Multiple Email Accounts Into One Mail Server

How to pull mail from several Gmail, Outlook and ISP accounts into a single mail server or mailbox you control, without juggling five separate inboxes.

Hexamail POP3 Downloader Hexamail Server

6 sections Read guide

Connecting Exchange to a POP3 Account – POP3 Connector Guide

How to collect email from POP3 accounts and deliver it to Exchange Server mailboxes using a POP3 connector.

Hexamail POP3 Downloader

3 sections Read guide

Archiving Gmail Chats – How to Export and Archive Google Chat

How to archive Gmail Chat conversations by connecting via IMAP and storing them using Hexamail Vault or saving as email/text files.

Hexamail Vault

4 sections Read guide

Importing POP3/IMAP Account Settings in Bulk

How to import large numbers of POP3 or IMAP account settings into Hexamail configuration automatically using CSV import.

Hexamail POP3 Downloader

4 sections Read guide

POP3 Connector – Connecting a POP3 Account to Your Mail Server

Guide to using a POP3 connector to download email from POP3 accounts and deliver to Exchange or other mail servers.

Hexamail POP3 Downloader

1 sections Read guide

Exchange POP3 Connector – Connecting Exchange 2019 to POP3 Accounts

How to connect Exchange Server 2019 to POP3 email accounts to download and deliver email to Exchange mailboxes.

Hexamail POP3 Downloader

4 sections Read guide

Windows Server Essentials POP3 Connector – Setup Guide

How to set up a POP3 connector for Windows Server Essentials to download email from POP3 accounts and deliver to Exchange mailboxes.

Hexamail POP3 Downloader

3 sections Read guide

Catch-All Email Addresses: Setup, Routing and When to Avoid Them

What a catch-all mailbox actually does, how to route catch-all mail to the right people automatically, and why an unmanaged catch-all becomes a spam magnet.

Hexamail Server Hexamail POP3 Downloader Hexamail Guard

6 sections Read guide

Automating Email Processing: Rules, Auto-Responders and Workflows

How to automate repetitive email handling — routing, tagging, auto-replies, forwarding and content-based actions — on a mail server you run.

Hexamail Nexus Hexamail Guard

5 sections Read guide

Email Routing by Language – Route Email to the Right Speaker

How to automatically route incoming email to the correct recipient based on the detected language of the email content.

Hexamail POP3 Downloader Hexamail Guard Hexamail Nexus

4 sections Read guide

Setting Up Language-Based Email Routing – Configuration Guide

Step-by-step guide to configuring language-based email routing in Hexamail to automatically direct emails to the appropriate language speaker.

Hexamail POP3 Downloader Hexamail Guard Hexamail Nexus

4 sections Read guide

Diagnosing Email Flow Issues with Exchange and Hexamail

A step-by-step troubleshooting guide for diagnosing and fixing email flow problems between Hexamail and Exchange Server.

Hexamail Guard Hexamail Server Hexamail Nexus

6 sections Read guide

POP3 Email Routing – Automatically Route Emails from POP3 Accounts

How to download email from a POP3 or IMAP account and automatically route messages to different recipients within your organisation.

Hexamail POP3 Downloader Hexamail Guard Hexamail Nexus

4 sections Read guide

Email Sender Masking – Hide Individual Sender Addresses

How to configure email sender masking to hide individual employee email addresses behind a group address, with automatic reply routing.

Hexamail Guard Hexamail Server Hexamail Nexus

4 sections Read guide

Email to SMS Routing – Route Email as Text Messages

How to configure email to SMS routing to automatically forward incoming email as SMS text messages to mobile phones.

Hexamail Guard Hexamail Nexus Hexamail Server

4 sections Read guide

Gmail App Password Setup – Connect Gmail with Third-Party Apps

Learn how to create a Gmail App Password to allow third-party email clients and applications to connect securely to your Gmail account.

Hexamail POP3 Downloader Hexamail Flow

1 sections Read guide

Microsoft 365 OAuth2 Authentication – XOAUTH2 Setup Guide

How to configure Microsoft 365 and Azure Active Directory to allow third-party apps to access email via IMAP, POP3 and SMTP using OAuth2.

Hexamail POP3 Downloader Hexamail Flow

3 sections Read guide

Secure Email – TLS, SSL, DKIM and DMARC Email Security Guide

A comprehensive guide to securing your email with TLS/SSL encryption, DKIM signing, SPF and DMARC to protect against interception and spoofing.

Hexamail Guard Hexamail Server Hexamail Nexus

9 sections Read guide

SSL/TLS Email Encryption – Securing Your Email Server

A complete guide to configuring SSL/TLS encryption on your email server for secure SMTP, IMAP and POP3 connections.

Hexamail Guard Hexamail Server Hexamail Nexus

8 sections Read guide

Setting Up STARTTLS for Encrypted Email – Step-by-Step Guide

How to configure STARTTLS on your email server to enable opportunistic TLS encryption for all SMTP connections.

Hexamail Guard Hexamail Server Hexamail Nexus

7 sections Read guide

Enforcing TLS 1.2 for Email – Upgrade Your Server Security

How to configure your email server to require TLS 1.2 or higher for all encrypted connections, retiring older insecure TLS versions.

Hexamail Guard Hexamail Server Hexamail Nexus

4 sections Read guide

Installing Hexamail on Linux – Step-by-Step Guide

Complete guide to downloading, installing and configuring Hexamail products on Linux (CentOS, Ubuntu, RedHat).

Hexamail Guard Hexamail Server Hexamail Nexus

9 sections Read guide

Setting Up a Linux Mail Server – Complete Guide

How to set up a full-featured Linux email server using Hexamail Server, including SMTP, IMAP, POP3 and webmail.

Hexamail Server Hexamail Guard

8 sections Read guide

Hosting Multiple Email Domains on One Mail Server

How to run several company or client domains on a single mail server without mixing up mailboxes, spam policies, or sending reputation.

Hexamail Server Hexamail Guard

6 sections Read guide

How to Set Up Your Own Email Server – Home and Small Business Guide

A beginner's guide to setting up your own email server at home or for a small business, covering requirements, installation and configuration.

Hexamail Server Hexamail Guard

7 sections Read guide

Remote Administration for Hexamail on Windows and Linux

How to set up and use the Hexamail remote administration client to manage your Hexamail server from a different machine.

Hexamail Guard Hexamail Server Hexamail Nexus

7 sections Read guide

Setting Up an SMTP Relay (Smart Host) for Apps, Scanners and Printers

How to configure a smart host / SMTP relay so line-of-business apps, scanners and printers can send email through your server without creating an open relay.

Hexamail Server Hexamail Guard Hexamail Nexus

6 sections Read guide

Installing Hexamail on Windows – Step-by-Step Guide

Complete guide to downloading, installing and configuring Hexamail products on Windows Server and Windows desktop.

Hexamail Guard Hexamail Server Hexamail Nexus

6 sections Read guide

GDPR Subject Access Request Guide – Handling SAR Email

A practical guide to handling GDPR Subject Access Requests involving email data, including how to locate, filter and redact personal data.

Hexamail Flow Hexamail Vault

9 sections Read guide

Guide RGPD – Traitement des Demandes d'Accès aux Données par Email

Guide pratique pour traiter les demandes d'accès aux données RGPD impliquant des emails, y compris la localisation, le filtrage et la rédaction des données personnelles.

Hexamail Flow Hexamail Vault

9 sections Read guide

Email Backup and Disaster Recovery Planning for a Self-Hosted Mail Server

What actually needs backing up on a self-hosted mail server, how to test a restore, and why an archive is not a substitute for a backup.

Hexamail Server Hexamail Vault

6 sections Read guide

Email Retention Policy: How Long to Keep Email and How to Enforce It

How to write a workable email retention policy, what actually drives the retention period, and how to enforce it technically rather than just on paper.

Hexamail Vault

6 sections Read guide

POP3 Email Archiving – Archive POP3 Accounts with Hexamail Vault

How to archive email from POP3, IMAP, Gmail and Office 365 accounts using Hexamail Vault for compliance and backup.

Hexamail Vault

5 sections Read guide

Sarbanes-Oxley (SOX) Email Compliance – Email Archiving for SOX

How to achieve Sarbanes-Oxley (SOX) email compliance using Hexamail Vault for email archiving, retention policies and audit trails.

Hexamail Vault

1 sections Read guide

How to Redact Email for GDPR Subject Access Requests

A complete guide to redacting email content and attachments for GDPR Subject Access Requests (SAR) using Hexamail Flow.

Hexamail Flow

7 sections Read guide

How to Redact an Email in Outlook to Protect Your Privacy

Learn how to securely redact sensitive information from emails in Outlook using Hexamail Flow, to comply with GDPR and privacy regulations.

Hexamail Flow

1 sections Read guide

Email Redaction Guide – Redacting Personal Data from Email

How to redact personal data and sensitive information from email and attachments for GDPR, SAR and legal compliance.

Hexamail Flow

7 sections Read guide

Redacting Email in Outlook – GDPR Compliance Guide

Step-by-step guide to redacting email and attachments exported from Outlook for GDPR Subject Access Request compliance.

Hexamail Flow

7 sections Read guide

Redacting Email in PST Files – GDPR PST Redaction Guide

How to import, filter and redact personal data from Outlook PST files for GDPR compliance and Subject Access Requests.

Hexamail Flow

7 sections Read guide

Migrating Exchange Mailboxes to Hexamail Server

Step-by-step guide to migrating all mailboxes from Microsoft Exchange to Hexamail Server using the built-in migration tool.

Hexamail POP3 Downloader Hexamail Server Hexamail Vault

6 sections Read guide

Migrating From Gmail or Google Workspace to Your Own Mail Server

A practical sequence for moving a domain off Gmail or Google Workspace onto a self-hosted mail server without losing mail or breaking delivery mid-move.

Hexamail POP3 Downloader Hexamail Server

7 sections Read guide

Importing IMAP Mailboxes into Hexamail Server

Step-by-step guide to importing all IMAP mailboxes and folders from an existing mail server into Hexamail Server.

Hexamail POP3 Downloader Hexamail Server Hexamail Vault

6 sections Read guide

IMAP Migration – Move Email Between IMAP Servers

How to migrate email from one IMAP server to another, including Gmail, Yahoo, Hotmail and self-hosted servers, preserving all folders.

Hexamail POP3 Downloader

7 sections Read guide

Upgrading from Windows Live Mail – Import Guide

How to upgrade from Windows Live Mail to Hexamail Flow, including importing all your existing email accounts and archived email.

Hexamail Flow

5 sections Read guide

Migrating from Microsoft Small Business Server to Hexamail Server

How to migrate from Microsoft Small Business Server (SBS) to Hexamail Server, including mailbox migration, user import and configuration.

Hexamail POP3 Downloader Hexamail Server Hexamail Vault

5 sections Read guide

Best Email Client for Windows – A Complete Comparison

Compare the best Windows email clients including Hexamail Flow, Outlook, Thunderbird and more. Find the right email client for your needs.

Hexamail Flow

1 sections Read guide

Setting Up SSL/TLS and STARTTLS for Secure Email

A complete guide to setting up SSL, TLS and STARTTLS on your email server to enable encrypted SMTP, IMAP and POP3 connections.

Hexamail Guard Hexamail Server Hexamail Nexus

8 sections Read guide

SMTP – Simple Mail Transfer Protocol Explained

A guide to SMTP (Simple Mail Transfer Protocol), how email delivery works, and how to configure SMTP for your email server.

Hexamail Guard Hexamail Server Hexamail Nexus

1 sections Read guide

Routing Multilingual Support Email Into Your CRM Automatically

How to detect the language of an incoming email and route it to the right speaker or CRM queue automatically, using content-based language detection rather than country code or character set.

Hexamail Guard Hexamail Nexus

5 sections Read guide

Quarantining Email for Human Review Before Delivery: the Blocker Module

How to hold specific outgoing or incoming email for manual review before it is delivered, using rule-based blocking with storage, alerts and a release/return workflow.

Hexamail Guard Hexamail Nexus

5 sections Read guide

Exporting Matched Email to EML or Text Files for Other Processes to Pick Up

How to conditionally write matching email to disk as .eml (MIME) or plain text files, so a separate script, watcher or legacy system on Linux or Windows can pick it up — no API or webhook integration required.

Hexamail Nexus Hexamail Guard Hexamail Server Hexamail POP3 Downloader Hexamail Vault

7 sections Read guide

Email Stats, Logs and Reporting via API: Monitoring Mail Infrastructure Programmatically

How to pull queue, quarantine and traffic stats out of a mail server programmatically, schedule automatic reports, and feed both into your own monitoring rather than checking an admin console.

Hexamail Nexus Hexamail Server Hexamail Guard

5 sections Read guide

Automatically Tagging and Classifying Email With the Router Module

How to use rule-based routing to tag and classify incoming email by subject, content, sender, attachment type or size — and feed that classification into a CRM, helpdesk or analytics pipeline.

Hexamail Guard Hexamail Nexus

5 sections Read guide

Setting Up Email Webhooks – A Developer's Guide

Learn how to configure email webhooks to trigger HTTP callbacks when email is received, processed or sent.

Hexamail Nexus Hexamail Server

4 sections Read guide

Building Event-Driven Email Workflows for SaaS Apps: Webhooks + API

A pattern for combining email webhooks with the REST API to build event-driven workflows — updating a CRM, triggering a pipeline, or notifying a support system the moment matching email arrives.

Hexamail Nexus Hexamail Server

5 sections Read guide

Hexamail for Startups and SaaS: Programmable Email Infrastructure Without Per-Message Fees

When a self-hosted, API-driven mail server is a better fit for a startup or SaaS product than a metered sending API, and where it genuinely is not.

Hexamail Nexus Hexamail Guard Hexamail Server

5 sections Read guide

The Hexamail REST API: Automating Email Configuration and Data Access

How the Developer module's REST API exposes configuration, stored email, mailboxes and stats as JSON or XML — and how to use it to run email infrastructure programmatically.

Hexamail Nexus Hexamail Server Hexamail Guard

6 sections Read guide

Sending Email from a React JS Application – A Developer Guide

How to send email from a React JS application using an email API or SMTP service.

Hexamail Nexus Hexamail Server

4 sections Read guide

Turning Support Email Into Analytics: Volume, Categories and Response Times

How to extract structured analytics from a support inbox — volume by category, language mix, response time — using rule-based tagging, webhooks and the reports module, rather than reading logs by hand.

Hexamail Nexus Hexamail Guard

5 sections Read guide