Updated 3 September 2026
Our last post on STWmail covered the three mailbox types available and what each of them includes.
If you’re considering STWmail but worry it might disturb your existing setup, this post is for you. It covers how to activate the service and create your mailbox, keep the email you already have with us, and consolidate third-party accounts like Gmail or Outlook.
For detailed step-by-step instructions and screenshots, please visit our support page.
Start with a new mailbox
STWmail, powered by Open-Xchange, is a privacy-minded, GDPR-compliant service that lets you create mailboxes on your own domain — whether for businesses, nonprofits, communities, or individuals who want to reinforce their own name, identity, or brand online.
At the same time, it can also bring together your existing inboxes from other providers into one consistent interface. Switching between accounts, calendars, and tasks feels natural and well-organized, helping you stay productive.
Step 1: Activate STWmail and Create Your Mailbox
Everything begins in the STW control panel. Find the STWmail product listed under your domain and activate it. Activation is free, and you only do it once per domain.
From there, you create your mailboxes, choosing a type for each one as you go. Included mailboxes cost nothing and you can have as many as you need. Plus and Pro are priced per mailbox, so you can move one address up a tier without changing anyone else’s.
STWmail keeps its DNS records on a tab of their own. If your domain uses our nameservers, the STWmail template drafts the whole set in a single click. Advanced DNS changes can be made in the DNS control panel.
Even with a single new mailbox, you can manage multiple addresses on the same domain. For example, you might create yourname@domain.com alongside addresses like info@domain.com or support@domain.com. By setting up forwarding, all messages can arrive in your primary inbox, which makes it simple to cover different roles without creating multiple mailboxes.
If you already have email with us
Mailboxes you set up through the hosting control panel keep working exactly as they always have, so you decide how much to move across. You can migrate, or leave your existing setup as-is. The free migration tool copies mail from your current provider when you are ready, and our support team can do the move with you if you’d rather not handle it yourself.
Step 2: Optionally consolidate other accounts
Once your STWmail mailbox is active, you can add your other, third-party email accounts to appear beneath your STWmail emails or merge them into a single inbox. Whether it’s Gmail, Yahoo, iCloud, Outlook, or an Exchange-based work account, the process is safe. STWmail only reads or imports data — your original accounts remain unchanged.
Method 1: Add email account
Inside STWmail settings, choose Add email account, then enter your address and password. If automatic detection fails, you can enter IMAP/SMTP details manually.
Note that contacts from linked accounts are not imported. When you start typing an address, names won’t auto-complete unless you’ve already exchanged emails with them inside your new STWmail.
Method 2: Migration Assistant
From your user profile menu, select Import your emails. This tool copies emails (and, where supported, calendars and contacts) into STWmail. The process launches in a separate browser tab and ends with a delta synchronisation transfer to catch any new mail that arrived during migration.
The migration runs automatically in the background, and you’ll be notified once everything is finished. For very large mailboxes, it may be more efficient to start with linking and then migrate later.
Method 3: Manual import
If needed, you can export mail as .eml, calendars as .ics, and contacts as .vcf from other providers, then drag and drop respective files into STWmail. This open-format method is best for smaller datasets or specific folders.
A Note on Passwords
If adding Gmail, Yahoo, or similar accounts, your normal password may not work. Many providers now require generating special in-app passwords for third-party platforms like STWmail. It’s not an error on our side — it’s part of their stricter authentication.
Getting Started
Activating STWmail on your domain costs nothing, and every Included mailbox you create afterwards is free. You can consolidate your other email either by linking it or importing it, so your accounts, calendars, and tasks are all found in one organized view. If a mailbox later needs more room, you can move that one mailbox up and leave the rest where they are.
For more detailed instructions and screenshots, visit our technical support page.
More on STWmail
- Introduction to STWmail. Why we chose Open-Xchange and how the service is put together.
- STWmail Mailbox Types, Features, and Setup Options. Included, Plus and Pro compared.
- Getting Started with STWmail (this post). Activating the service and moving your mail across.
- STWmail is Included with Your Hosting and Domains. What comes with every domain and hosting plan you hold with us.
Morten Repshus, Co-Founder of ServeTheWorld