Email monitoring with PRTG

  • PRTG checks the availability of mail servers
  • PRTG monitors performance and delivery
  • PRTG checks the contents of backup emails
  • PRTG comes with preconfigured sensors for POP3, IMAP, and SMTP

Free Download
  • Unlimited version of PRTG for 30 days
  • After 30 days, PRTG reverts to a free version
  • Or, you can upgrade to a paid license anytime

A more detailed look at...

5 good reasons to choose PRTG as your email monitoring tool







iWhat is a sensor?

In PRTG, “Sensors” are the basic monitoring elements. One sensor usually monitors one measured value in your network, e.g. the traffic of a switch port, the CPU load of a server, the free space of a disk drive. On average you need about 5-10 sensors per device or one sensor per switch port.

View video (3:26 min.)



With PRTG, you can opt for a license and get access to all the tool’s sensors and features. Sensors, a notification system, technical support – PRTG is all-inclusive.

Customizable alarm

Customizable alarm

The alarm system can be customized according to your own individual needs. You get to specify when – and how – PRTG should sound the alarm. As a result, you’ll only receive messages when it’s absolutely necessary.

Free trial

Free trial

With PRTG, the first 100 sensors are free and never expire. The free trial version of PRTG is perfect for getting a simple and straightforward feel for our monitoring software. If PRTG meets your expectations, you can then choose a license that works for you.

Preconfigured sensors

Preconfigured sensors

PRTG comes with several preconfigured sensors for your email and mail server monitoring, including POP3, IMAP, and SMTP sensors. That makes the setup process both quick and easy. 

Extensive monitoring

Extensive monitoring

In addition to email, PRTG monitors all your hardware, virtual environments, and applications. You therefore get an overview of your entire network.

An introduction to email monitoring with PRTG

Email Monitoring


Email monitoring for applications such as backup software

Many administrators use email monitoring so they can constantly check the status of their backups. This is because it’s too difficult to keep an eye on all statuses when so much different backup software (e.g. for virtual environments, databases, and email) is being used. Most backup services send emails to indicate whether or not a backup was successful. But other applications and programs often send important messages by email as well. PRTG automatically checks the contents of all these emails, and can therefore monitor the status of each of your applications. 

Find out more about backup monitoring.

Administrator inbox:

Administrators receive messages from backup software in their inboxes. But these messages, many of which arrive during the night, can quickly pile up. If serious problems or malfunctions arise, administrators need to be alerted at once – not just when they get to work in the morning and check their email. PRTG makes this possible by sending out a push notification or an SMS.

A sensor for monitoring your email

IMAP Sensor
: PRTG’s IMAP Sensor comes with special filters and assigns statuses based on certain words or phrases found in emails. For example, PRTG can scan the subject or body of an email for keywords that are defined by you before the respective search.  

Why email monitoring with PRTG makes sense

Zeit sparen

Save time

Say goodbye to having to constantly check your inbox.

Schneller reagieren

React faster

In the event of a glitch, you’ll be notified at once.

Mehr Ruhe

Enjoy peace of mind

If PRTG is quiet, then everything is OK.

Your email monitoring at a glance
– even while on the go

PRTG can be started within minutes and it's compatible with many mobile devices.


PRTG comes with all the features you need, plus more your IT infrastructure won't want to live without.


PRTG monitors these vendors and applications, and more, in one view!


How to use email monitoring to monitor applications and backups











Schritt 1

Step 1

In PRTG, add the IMAP Sensor to the device that represents your mail server, and make sure the application to be monitored is able to send status emails to the corresponding email address.

Schritt 2

Step 2

Specify the conditions for which you would like to receive an alarm. Two examples: if you have not received an email for 24 hours from your backup software, or if certain words such as “error” appear in an email.

Schritt 3

Step 3

Test your configuration by sending yourself an email with the words that you specified in your filter rules. More detailed instructions can be found here.


Mail server check

Mail server monitoring: 
All administrators should monitor the functionality of their mail servers. This means monitoring availability, performance, and the error-free delivery of emails.

Sensors for monitoring your
mail server


SMTP & IMAP Round Trip Sensor
: This sensor uses SMTP and IMAP to monitor the end-to-end delivery of your email.


SMTP & POP3 Round Trip Sensor: This sensor uses SMTP and POP3 to monitor the end-to-end delivery of your email.

PRTG comes with several other sensors which use SNMP and other protocols like NetFlow or IPFIX to monitor your servers, thereby providing you with important hardware and performance data so you can eliminate downtime.

Advantages of mail server monitoring with PRTG


Höhere Zufriedenheit

Increased worker satisfaction

Your coworkers will notice the improvements at once.


Weniger Beschwerden

Less complaints

Make life easier for the IT hotline.


Weniger Noteinsätze

Fewer emergency operations

Let your coworkers focus on other important tasks.


Using PRTG to ensure emails are delivered
















Höhere Zufriedenheit

Step 1

PRTG delivers an email to the mail server (or an email client) via SMTP.

Weniger Beschwerden

Step 2

The SMTP server delivers the email to a POP3 server (which can be at another location, in the LAN, or on the same server).

Weniger Noteinsätze

Step 3

PRTG checks for emails from the POP3 server every second until the test email arrives.


Practical tip: “Hey Gerald, what would you tell administrators who are looking to monitor their backups?”

“Sometimes it takes a little trial and error before the IMAP Sensor is best configured for your own particular situation. For the sake of simplicity, we recommend setting up a separate email account for each of your backup solutions or applications. You should also use separate mailboxes for your monitoring which cannot be accessed via a client or some other interface. By doing so, you can automatically rule out the sources of many errors, including the erroneous reading of the age of a message.
If the IMAP Sensor is still not working according to plan, verify the access data you entered is correct by ensuring that PRTG can log into the desired mailbox, and that emails are arriving there in the first place. Also check the limits of the IMAP Sensor, as these determine when an error or a warning status should be displayed.
The text filter you use to categorize incoming emails may also be a source of error. If you use regular expressions, in particular, be sure to check that their syntax allows for the desired text to be picked up by your filters. You can use a free Regex tool such as Regex101 or Regex Pal for this.”

Gerald Schoch works as a technical editor at PAESSLER AG.

PRTG simplifies your day

Our monitoring software works for you and promptly notifies you of potential issues.
It frees you to concentrate on your day-to-day tasks with peace of mind.


PRTG saves time

With PRTG, you get one central monitoring tool for your servers and entire network. Enjoy a quick overview of your whole infrastructure via our dashboard and app.

PRTG saves worry

Customizing PRTG is a breeze. Getting started or switching from another network monitoring tool is easy thanks to the PRTG auto-discovery and pre-configured device templates.

PRTG saves money

80% of our customers report substantial or even exceptional cost savings in the area of network monitoring. The experience shows that the costs for licenses have paid for themselves within a matter of weeks.


Trusted by 300,000 users
and recognized by industry analysts as a leader


“Fantastic network and infrastructure monitoring solution that is easy to deploy and easier still to use. Simply the best available.”

Read more reviews

“Software is absolutely perfect, Support is superior. Meets all needs and requirements, This is a must have solution if you are needing any form of monitoring.”

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“The tool excels at its primary focus of being a unified infrastructure management and network monitoring service.”

Read more reviews

  • Unlimited version of PRTG for 30 days
  • After 30 days, PRTG reverts to a free version
  • Or, you can upgrade to a paid license anytime

“Our network engineers really love PRTG, because of its customization”

John Krull, CTO, Oakland Unified School District, USA

Tip: 3 articles from our knowledge base (KB) for additional support

KB article on backups
: How can I monitor backup software with PRTG to be sure my backups were performed successfully?

KB article on multi-part emails: Can I monitor multi-part emails with the IMAP Sensor?  

KB article on alerts via SMS: How will I be notified if my mail server is down? 

PRTG: The swiss army knife for sys admins

Adapt PRTG individually and dynamically to your needs relying on a strong API:

  • HTTP API: Access monitoring data and manipulate monitoring objects using HTTP requests
  • Custom Sensors: Create your own sensors for customized monitoring
  • Custom Notifications: Create your own notifications to send alarms to external systems
  • New REST API Sensor: Monitor almost everything that provides XML or JSON

Find out more about REST API Monitoring > 


Over 95% of our customers recommend PRTG


Paessler AG worldwide trialled PRTG in over 600 IT departments.
The aim was to tune the network monitoring software closer to the needs of the administrators.
The result of the survey: over 95% of the participants would recommend PRTG - or already had.

Recommend PRTG


Want to read more? Please do!

Exchange monitoring
: PRTG monitors Exchange Server availability and performance. Discover in 3 easy steps how to set up your Exchange monitoring, including the sensors you will need to get started. 

Mail server monitoring: PRTG monitors the availability and response times of your mail servers. To do so, it uses IMAP, POP3, and SMTP. 

Monitor availability: PRTG monitors the availability of your website, network, and servers (including the mail server). It offers a comprehensive overview that is available 24/7, so you can achieve your goal of 100% uptime.

PRTG is also available as hosted monitoring solution (Monitoring as a Service). The cloud based tool is up and running within minutes and offers the full range of preconfigured PRTG sensors. Read more about that here >

German quality engineering




Free Download
  • Unlimited version of PRTG for 30 days
  • After 30 days, PRTG reverts to a free version
  • Or, you can upgrade to a paid license anytime

Made in Germany: The PRTG Network Monitoring Tool is the fruit of a dedicated, international team. The company was founded by Dirk Paessler. The Paessler AG headquarter is located in the city of Nuremberg, in the heart of Germany.

A quick overview: PRTG provides a quick overview, whether on your desktop or as an app on your smartphone. An individually configurable dashboard features every key stat in the form of an easy-to-understand graph, so you can always make sure your network is running smoothly.

Easy configuration: Our Smart Setup guarantees a quick and easy setup. During configuration, PRTG will ping your network and create appropriate sensors, saving you a great deal of time. Furthermore, switching from other software such as Nagios is relatively quick and easy.

Outstanding support: Our support team strives to resolve inquiries within 24 hours (on business days). Discover a wide selection of videos, webinars, and instructions in our Knowledge Base. Our Manual is also an excellent resource.

Getting started is easy: The trial version is for free, allowing you to evaluate our monitoring tool with no strings attached. To upgrade, simply search for a suitable license. You can modify your license any time you like. 



Network Monitoring Software - Version (August 11th, 2020)


Download for Windows and hosted version available


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Up to 100 sensors for free (Price List)

Unified Monitoring

Network devices, bandwidth, servers, applications, virtual environments, remote systems, IoT, and more

Supported Vendors & Applications



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