Adding a Freemail Account (Gmail, GMX, etc.) to the Email Archive

In addition to your IONOS email accounts, you can also archive mailboxes from other email providers, provided that they support IMAP. After setting up the archiving once, it is automatically executed every 5 minutes and saves the sent and received emails including attachments in their original state.

Requirements

  • The external email account must be able to retrieve email using IMAP.
  • Emails must be in the mailbox for at least 5 minutes to be captured by the archiving process.

Setting Up the Archiving Function

To activate the archiving function for the first time:

  • If you have not already done so, log in to your IONOS Account.
  • Click on the Email tile and select the desired email product.
  • In the Portfolio tile, click the Order link under the Email Archiving entry.
  • Complete the order. After completing the order, you will be redirected to the Add Email Box page of the email archiving function.

There are three options available to add email accounts to the archiving function:

  • Add via IONOS Customer Account
  • Activate with password
  • Invite to archive

Please Note

For the more common email providers, additional setup details, such as port or server address, are usually set automatically. These can be added and edited as required using the slider Advanced Data.

Activate with Password

To add an external mailbox with known access data:

  • If you have not already done so, log in to your IONOS Account.
  • Click on the Email tile and select the desired email product
  • In the Portfolio tile, click the Add link under the Email Archiving entry. An overview of your created email addresses opens.
  • In the Email Archiving tile, click on the Open Email Archiving link.
  • Select Add email mailbox >  Add email mailbox from another provider - Activate with password. A new window opens.
  • Enter your email address and password.
  • Finish your entry with the Start archiving button.

Adding an External Email Account via Invitation

To add an external mailbox without known access data with invitation:

  • If you have not already done so, log in to your IONOS Customer Account.
  • Click on the Email tile and select the desired email product.
  • In the Portfolio tile, under Email Archiving, click the Add link. An overview with created email addresses opens.
  • In the Email Archiving tile, click the Open Email Archiving link. A new window opens.
  • Select Add Email Mailbox  of Another Provider - Invite to Archive. A new window opens.
  • Enter the desired email address and select the I am not a robot checkbox.
  • Complete your entry by sending an invitation. An invitation email with a validity of 48 hours will be sent.

Hinweise

  • As soon as the authorization holder has confirmed the invitation, the archiving function for the mailbox becomes active and you have access to the backup.
  • If the invitation has expired, you can send a new invitation at any time.

Preparing a Gmail Account for Archiving

For a Gmail mailbox, additional steps are required to include it in your email archiving.

  • Log in to your Gmail account.
  • Click on the gear icon in the upper right corner of your Gmail mailbox.
  • Select Settings > Forwarding & POP/IMAP.
  • In the IMAP Access field, select Status: Enable IMAP and finish your entry with Save Changes.
  • Click the Google Account icon represented by your profile photo or the first letter of your first name in the upper right corner.
  • Select Manage Google Account > Security.
  • Scroll down to the Access by less secure apps section.
  • Click on the Turn on access(not recommended) link. A new window will open.
  • Move the Allow less secure apps slider to ON.

IMAP Settings > Freemail Providers

Provider Security Port Host IMAP Activation Required
GMX TLS or SSL 993 imap.mail.de Yes. In your GMX mailbox, click on Email > Settings > POP3/IMAP Retrieval. Under GMX Mail via POP3 & IMAP, check the box next to Allow POP3 and IMAP access.
Gmail (Google) SSL 993 imap.gmail.com Yes, as described in the previous paragraph on this page.
Outlook.com TLS 993 outlook.office365.com No
Apple iCloud SSL 993 imap.mail.me.com Depending on the access method, an application-specific password may have to be generated.
Yahoo SSL 993 imap.mail.yahoo.com No