Adding Other Email Accounts

This page explains how to bring third-party email accounts (Gmail, Outlook/Hotmail, iCloud, Yahoo, on-prem Exchange, etc.) into your STW Mail interface.

This step is optional. You can keep using STW Mail just for your own domain inboxes (from Page 1), or you can consolidate other accounts to manage everything in one place.

For a friendly, narrative walkthrough, see our blog post: Getting Started with STW Mail: One Inbox for All Your Emails

Important note on passwords

When linking or migrating accounts, your usual password might not work if your third-party provider has enabled two-factor authentication (2FA). In that case, you must generate a specific in-app password from the provider’s account security page and use that instead.

  • Please see the provider-specific section below for direct links on how to create in-app passwords for Gmail, Outlook.com, iCloud, Yahoo, and others.
  • Without this step, STW Mail cannot connect to those accounts to fetch or import emails from 3rd party services.

A. Two ways to view multiple accounts

Separate inboxes (default):

Each external account shows up under your STW mailbox in the left-hand folder list. You switch by clicking the account you want. Nothing is copied—each account stays where it lives.

One consolidated inbox (Unified Mail):

Turn on a single view that combines incoming mail from all linked accounts. This changes the view only; your mail still lives at each provider unless you migrate it.

How to switch the mode:

In webmail (https://mail.stw.no) go to Settings → Mail → Unified Mail and toggle it on or off. You can change this any time.

B. Consolidation & migration options

Choose the path that fits how you want STW Mail to work with your other accounts.

1) Add a third-party account (linking without copying)

Use this when you just want to read, search, and send from your other accounts inside STW Mail—without fully copying existing messages into your STW Mail. Steps:

  1. Sign in at https://mail.stw.no
  2. Go to Settings → Accounts → Add email account
  3. Use auto-configuration (Gmail, Outlook/Hotmail, Yahoo, iCloud) or choose manual and enter IMAP/SMTP details
  4. (Optional) Set a Send as identity for each account so replies use the right “From” address
  5. Decide whether to keep Separate inboxes or enable Unified Mail (see section A)

What to expect:

  • Existing mail remains at the original provider (no copy).
  • New mail arrives in STW Mail via IMAP.
  • Works best for smaller third-party inboxes. With larger accounts, expect latency: it may take extra time to refresh folders or display messages, since data is retrieved remotely and not stored on STW servers.
  • Name autocompletion is not available when linking, because the contact book from the provider is not imported.
  • If 2FA is enabled, you will need to use an in-app password for STW Mail to fetch or import emails from 3rd party services.
  • Useful if you prefer not to move data, or you are testing the unified workflow first.
2) Full migration (copy messages into your STW mailbox)

Use this when you want your free webmail emails or other external accounts to live permanently in STW Mail, based on the Open-Xchange platform. Options & steps:

  • Migration Assistant (Audriga) — semi-automatic, supports large mailboxes and delta synchronisation (keeps catching new mail during the move). • In webmail, go to Profile → Import your emails and follow the wizard. • Enter the source account credentials (in-app password required if 2FA is enabled). • Monitor progress in the portal or via status emails.
  • From an existing free STW mailbox — during the order flow for your new STW Mail plan, choose the option to import your free webmail emails. We normally complete this within one business day. Your old mailbox remains unchanged.

What to expect:

  • Your messages are copied into your new STW mailbox.
  • After the cut-over, you can stop using the old account or keep it linked temporarily.
  • If 2FA is enabled, you will need to use an in-app password for STW Mail to fetch or import emails from 3rd party services.
  • Best if you want everything consolidated under your STW domain going forward.
3) Manual migration

Use this when you prefer a hands-on approach or only need to move selected data. Options:

  • Email messages: drag & drop .eml files into folders in webmail.
  • Calendars: import .ics (and/or subscribe to CalDAV/iCal).
  • Contacts: import .vcf (CardDAV where supported).

What to expect:

  • Maximum control; good for targeted clean-ups.
  • Time depends on mailbox size and local bandwidth.

Linking vs Migration at a Glance

Option Where mail is stored Speed & performance Best for Notes
Linking without copying Mail stays at the original provider (Gmail, Outlook, etc.) Fast for smaller inboxes. Larger accounts may show latency, since STW Mail fetches messages remotely. Testing unified view, keeping accounts separate, or when you don’t want to move data. Requires valid IMAP access (often with an in-app password if 2FA is enabled). Name autocompletion unavailable, since the contact book is not imported.
Full migration Messages are copied into your STW Mail (OX platform). Once migrated, messages load instantly from STW servers. Migration process itself can take hours–days depending on size. Consolidating all mail into STW Mail, moving free webmail or external accounts into your domain. Done via Migration Assistant or during order (for STW free webmail). Supports delta sync. If 2FA is enabled, an in-app password is required for STW Mail to fetch or import emails from 3rd party services.
Manual migration You choose what to import (e.g. selected .eml, .ics, .vcf files). Depends on how much data you manually upload. Good control, but more effort. Selective moves, backups, or archived mail. Suited for advanced users who want maximum control over what gets imported.

C. Provider-specific notes (official resources)

Apple iCloud

Exchange Server (on-premises)

Gmail / Google Workspace

Microsoft 365 / Exchange Online

Microsoft Outlook.com (personal)

Yahoo Mail