HexaVox Email Integrations
Workspace Mail Voice Guide

Client Setup Guide

Connect HexaVox with Gmail, Outlook, Apple Mail, or another IMAP client.

Use this guide when you want a third-party mail app to send and receive through a HexaVox mailbox over IMAP/SMTP/POP3, or when you want HexaVox to pull mail from an existing external inbox.

Send + Receive from Third-Party Client Receive External Inbox in HexaVox Open Voice Setup Guide
Use a HexaVox mailbox in Gmail, Outlook, or Apple Mail

Best choice for full send, receive, reply, and folder sync from a third-party client.

 Pull an existing Gmail or Outlook inbox into HexaVox

Best choice when your team wants to read or triage an outside inbox inside HexaVox.

 Use Gmail web POP fetch

Legacy path for Gmail web when you need Gmail to fetch HexaVox mail with POP3 and send with SMTP.

 Open the HexaVox voice setup guide

Use the dedicated voice guide for browser calling, SIP softphones, forwarding, voicemail, and go-live checks.

Path 1

Use a HexaVox mailbox inside a third-party mail client

This is the recommended setup when the user wants to send, receive, and reply from Gmail, Outlook, Apple Mail, Thunderbird, or another standards-based mail app.

What the admin must do first

  1. Assign the mailbox. Make sure the user has a real HexaVox mailbox, such as sales@yourdomain.com.
  2. Enable Mail App Access. Open Mail, switch to Admin, choose the mailbox, and enable IMAP / SMTP access.
  3. Generate the mailbox app password. Use Regenerate Password and share the one-time password securely with the user.
  4. Verify the domain. Confirm SPF, DKIM, and MX are healthy so send and receive both work in production.

What the end user enters in their mail app

  1. Add account with manual settings. If Gmail, Outlook, or Apple Mail asks, choose IMAP rather than Exchange or Google OAuth.
  2. Use the full mailbox address as the username. Example: sales@yourdomain.com.
  3. Use the HexaVox mailbox app password. This is different from the user’s normal login password.
  4. Send one live test message. Confirm incoming mail, sent mail, replies, and folder sync all behave correctly.
Incoming IMAP Server imap.gohexavox.com

Port 993 with SSL/TLS enabled.

Outgoing SMTP Server smtp.gohexavox.com

Port 587 with STARTTLS enabled.

Alternate SMTPS Server smtp.gohexavox.com

Port 465 with SSL/TLS enabled (use this if the client cannot do STARTTLS).

Username full mailbox email address

Use the mailbox address exactly as assigned in HexaVox.

Password HexaVox mailbox app password

Generate it inside Mail Admin. It is shown once when created or rotated.

Autodiscovery is available too. When the mailbox domain is configured in HexaVox, Outlook autodiscover and Mozilla / Apple autoconfig URLs are exposed in Mail Admin to make client setup easier.

Path 2

Pull an existing external inbox into HexaVox

Use External Inbox Retrieval when the team wants HexaVox to receive and display copies of Gmail, Outlook, or another IMAP inbox for shared triage inside HexaVox.

Admin steps in HexaVox

  1. Open Mail Admin. Choose the HexaVox mailbox that should receive the imported mail.
  2. Open External Inbox Retrieval. Turn on retrieval for that mailbox.
  3. Enter the source IMAP settings. Add host, port, security mode, username, password, folders, and max messages per folder.
  4. Save Retrieval. Then use Retrieve Now to validate immediately.

Important behavior

  • This is for inbound sync into HexaVox. It brings mail into HexaVox so your team can read or process it there.
  • It does not automatically change outbound identity. Replies sent from HexaVox still send as the HexaVox mailbox, not the external Gmail or Outlook address.
  • Start with INBOX. Add more folders later only if your team truly needs them.
  • Use provider-safe credentials. Gmail typically requires a Google App Password once two-factor authentication is enabled.

Gmail IMAP

  • Host imap.gmail.com
  • Port 993
  • Security SSL
  • Username full Gmail address
  • Password Google App Password

Microsoft 365 / Outlook IMAP

  • Host outlook.office365.com
  • Port 993
  • Security SSL
  • Username full Outlook address
  • Password the mailbox password or app password required by that account

Generic IMAP

  • Host your provider’s IMAP hostname
  • Port usually 993
  • Security SSL or STARTTLS as required
  • Username usually the full email address
  • Folders start with INBOX

Choose the right path. If the user wants to send and reply from Gmail, Outlook, or Apple Mail, use Path 1. External Inbox Retrieval is for pulling another inbox into HexaVox, not for making HexaVox impersonate that mailbox on outbound mail.

Path 3

Use Gmail web POP fetch with HexaVox

Use this only when Gmail web specifically needs to fetch HexaVox mail. IMAP is still the preferred setup for most apps and devices.

Incoming mail into Gmail web

  1. In Gmail settings, open Accounts and Import.
  2. Choose Check mail from other accounts.
  3. Enter the HexaVox mailbox address.
  4. Use POP3 settings below. Gmail will pull mail from HexaVox into Gmail.

Send mail from Gmail web

  1. In Gmail, open Send mail as.
  2. Add the same HexaVox mailbox address.
  3. Use the SMTP server below.
  4. Complete Gmail’s verification flow. After that, Gmail can send as the HexaVox mailbox.
Incoming POP3 Server mail.gohexavox.com

Port 995 with SSL enabled.

Outgoing SMTP Server smtp.gohexavox.com

Port 587 with STARTTLS enabled.

Username full mailbox email address

Use the same mailbox address for POP3 and SMTP.

Password HexaVox mailbox app password

POP3 uses the same mailbox app password as IMAP and SMTP.

Legacy path. Gmail web POP fetch is useful for compatibility, but it does not behave like full IMAP sync. If the user can use the Gmail mobile app, Outlook, Apple Mail, or another IMAP client, that is usually a cleaner experience.

Troubleshooting

The first thing to check when setup fails

Client cannot sign in

  • Check the mailbox app password. Do not use the user’s normal workspace login password.
  • Check TLS settings. IMAP must use 993 SSL/TLS. SMTP should use 587 STARTTLS or 465 SSL/TLS.

No incoming mail

  • For HexaVox mailboxes confirm MX points to HexaVox or the intended inbound mail host.
  • For external inbox retrieval verify the source IMAP password, folder list, and SSL mode.

Sent mail is failing

  • Check SMTP auth. Username should be the full mailbox address.
  • Check domain readiness. SPF and DKIM should already be valid for the sending domain.