E Mail Help

E Mail Help (20)

Quite often your webmail account provided with your website hosting might not have the functionality you need to use it for day to day emailing. It’s might be great for accessing your emails when on holidays or away from your computer/office but you wouldn’t want it to be your permanent “inbox”.

It’s just not MS Outlook after all. On top of that, it’s not likely that your hosting account allows for unlimited storage space for all your emails. If you have a lot of emails (that you don’t delete) and especially if they contain large attachments, you could well be bursting your “quota” very quickly


In Comes Gmail. 15 GB of space to play with and a friendly interface that helps you organise your emails well (learn how to use “labels” instead of folders). If you’re a power user of Outlook it might not cut the mustard but for general day to day use, it does just fine.“But,” I hear you say, “Haven’t you always said not to use free email accounts when you have your own domain name because it doesn’t promote your brand and looks unprofessional?” Yes indeed, you’ve got the message right. You can use Gmail for your email and still send and receive from if you set it up correctly and with a bit of help from Gmail’s Mail Fetcher.Disclaimer: This will not work unless your hosting company provides POP3 email accounts. If your website is hosted by us, Technology Matters, then this comes as standard.

This is how we do it – step by step:

  • Create your Gmail account. Go to http://mail.google.com/mail/signup.
    Fill in the details for the form presented. When it comes to the recovery email, don’t use the email address that you are planning to use with your Gmail account, otherwise, you’ll never retrieve your password if you need to. Choose the email address that comes with your ISP perhaps or some other account you have access to. Or you can leave it blank.
  • You should be ready to log in to your account at this point. If you are new to Gmail, take note of some of the functions you will come to appreciate that are explained on the welcome page. E.g. Labels instead of folders (sort of the same but better – being able to assign multiple labels to an email helps you to really tightly define what an email is about), archive, built-in chat and video chat, and best of all…Google-powered search! If you’ve ever suffered through Outlook’s painfully slow search function, just let Google power through your emails and sort them into the most relevant for your query. Heaven!
  • Click the “Show me my account” button and you are automatically logged in.
Now we are going to set up your account to import any emails that might be sitting around in your webmail inbox and then to have it connect regularly to this account to import mail, and lastly ensure that any emails you send with Gmail come from the “from address” that you have connected to from Gmail.Disclaimer: this article is not designed to teach you how to use Gmail. You will need to find your own way with that. This is purely to help people connect their domain name email accounts to use with Gmail.

Now that you are into the account follow these steps:

  1. Click Settings at the top right corner of the page, and open the Accounts and Import tab.
  2. Ignore the “import mail” and “send mail as” options right now. Instead in the Check mail using POP3 section, click Add POP3 email account.
  3. Enter the full email address of the account you want to access, then click Next Step.
  4. Gmail will populate some sample settings, but check with your hosting provider to learn the correct server name and port. As a guide, if you use Outlook, check your username, login and POP3 (incoming) mail server settings (usually under Tools/Accounts depending on the version of Outlook you have) and use these. If Technology Matters is your hosting provider, your username needs to be your full email address (not just the bit before the @). The mail server is often mail.yourdomainname.com.au (as per Google’s example) and the Port number suggested will usually be OK. If this does not work, talk to your hosting provider or web developer for help. The password you enter is not the Gmail password, but the password for that original email account.
  5. Decide what options you want to select here:
    >If the point is to clear some space for your hosting account then don’t “leave a copy of retrieved messages the server”
    >Using a Secure Connection (SSL) is a good idea if the host supports it. We suggest you check it. If it is not supported you will get a message when you click <add account> and you’ll need to uncheck the box.
    >Give incoming messages a label if you wish to. This is useful if you import other accounts into this Gmail (and the labeling helps you identify which accounts they came from), but not so useful if you use it exclusively for the one email account.
    >If this account is low activity and mainly historic you might want to have incoming emails archived automatically. Otherwise leave it unchecked.
  6. Click <add account>. If at this point you get an error message saying there was a problem connecting to the mail server, try un-checking the “Always use a secure connection” box and try again. If you still cannot connect, there is a problem with the account login, password or mailserver details. Check all these and try again. Note: you might need to re-enter your password if you get an error message.
  7. If all is well, you will be told “Your mail account has been added”. And you will be asked if you want to be able to send email with your domain name email address. Select that option and click <Next Step>
  8. Confirm the name of the email account that will appear in the “From” details <Next Step>
  9. When you send email, you can send it through your own SMTP server, if you have one. If you are a client of Technology Matters check with us about what applies for your hosting setup. Otherwise just choose to send through Gmail. <Next Step>
  10. Nearly done. Gmail just needs to send a verification email to the account you are wanting to channel through it. Why? Otherwise anyone who knew your email password could get access to your emails and send them “on your behalf” without your knowledge.
  11. If the connection to your POP email account is OK, the verification email should soon arrive in your Gmail account. Find that verification email. Click on the link or copy and paste the code into the box provided. If the verification email is late arriving, you can verify it later. You only need it to send emails with your own domain name, you can still receive emails into Gmail without it.
  12. One last step. Once you have “verified”, go into “Settings” again. Select the “Accounts and Import” tab and in the “Send Mail As” section, click on the “make default” link next to the email address you have just set up. If you miss this step you will still be sending email from your Gmail address which is not the point of this whole exercise.
  13. You are good to go. You will still need to login to Gmail using your Gmail email and password that you set up originally, but any emails you send will be labelled as your domain name email. You might like to bookmark your Gmail login page for easy access (or just enter Gmail into Google search).

Gmail will now be checking your POP3 account every 2 or 3 minutes and moving the emails into Gmail for you. 

Note: If you have a lot of emails stored under webmail and they were sorted into folders, Gmail will not import the emails that are in folders until they are moved into the main body of the inbox. You might like to do this in batches so you can label the incoming emails appropriately. If you are having any problems getting the “send” address to work as it should, have a look at this help page from Google.

%AM, %09 %493 %2017 %10:%Mar

Spam Experts - Guide on how to use this app

Written by

Incoming section

Log search

In this subsection the user can search the logs for a specific incoming e-mail message based on different criteria like the name, the host and the IP of the sender, the name of the recipient, a chosen data range and more.

  • Spam quarantine
In the Spam quarantine area all the suspicious messages associated with the current domain are stored. It contains the messages that are permanently blocked by the anti-spam system. The messages' search is based on the Subject, Sender or Recipient values. The messages can be deleted or released. If they are released they will appear in the recipient's mail box. The cluster will be trained automatically which messages are legitimate and will release similar ones in the future.

The suspicious messages that are temporary rejected are not included in the quarantine system. Their delivery will be automatically retried by the sending servers.

  • Delivery queue
Here the client can find a list with the messages in the delivery queue associated with the corresponding e-mail accounts. The client can see the reason for the messages to stay in the queue and can try to manually force their delivery.

  • Domain settings
Here the clients can define the maximum number of bounces per the domain, turn on and off the logging for invalid recipients, define contact details for the domain and set the accessible and inaccessible logging days.

  • Domain statistics
This function lists statistics for the domain for a chosen time frame.

  • Filter settings
The filter settings allow to enable or disable the mail quarantine. If disabled the messages recognized as suspicious will not be kept on the mail cluster but will be delivered in the mail accounts. You can also add an unsure notation to the suspicious messages. Quarantine and tag thresholds for the notations can be adjusted. The SPF and the maximum line length checks can be skipped. 

  • Report spam
This section allows to train the spam filter by uploading .eml format files that contain spam.

  • Clear callout cache
The information regarding the existing and non-existing recipient e-mail addresses is stored in the callout cache for up to two hours. It can be manually cleared through this web interface. 

Outgoing section

  • Log search
This subsection allows to search the logs for a specific outgoing e-mail message based on different criteria like the sender, user, recipient, the sender IP, the sender host, a chosen data range and more.

Protection report section

  • On-demand domain report
The on-demand report functionality allows to generate a report for a defined period of time and send it to a chosen e-mail account as an HTML document or a PDF file. The report will contain data regarding the detected spam messages and viruses and the temporary rejected ones.

  • Periodic domain report 
This option will allow to schedule the sending of protection reports to a chosen recipient daily or weekly.

  • Periodic user report
This area allows you do add, edit and delete recipients for the periodic reports.

Email restrictions section

  • Blocked extensions
Here more file extensions that should be blocked by the spam filter can be added or existing ones can be removed from the list.

  • Email size restriction
The maximum size for the incoming and outgoing messages can be set. The larger e-mails will be rejected.

Whitelist/Blacklist section

  • Sender whitelist
In this area hostnames and e-mail addresses can be whitelisted. All the messages that come from the whitelisted senders will not be filtered and will be delivered directly.

  • Recipient whitelist
This option allows to whitelist recipients. The corresponding e-mail accounts will receive the messages without being filtered.

  • Sender blacklist
Here a list with the senders from which the messages should be rejected can be defined. Domains and e-mail accounts can be included.

  • Recipient blacklist
Allows to blacklist recipients' e-mail addresses. There is also an option to blacklist all the e-mail accounts associated with the corresponding domain.
%PM, %29 %824 %2015 %18:%Jan

Full Exchange setup on Outlook 2013 in Windows

Written by

Start by making sure Outlook is closed then select the Start button and select Control Panel

In the Control Panel change your view to Small icons(optional) then select Mail.

outlook-2013-1

In the next Window choose Show Profiles and then select Add

Name the profile whatever you would like then press OK

Now you should see the Auto Account Setup window.

Fill in the four required fields and select Next

outlook-2013-2

It will now go through a series of tick boxes like the below, if you get a pop-up box trying to connect you through to autodiscover.mse2010.com select Allow (you mayalso want to tick ‘don’t ask me about this again’)

outlook-2013-3

If prompted for your login details, your email address goes in the top box and thenyour current mailbox password in the second

outlook-2013-4

If all goes well you should see the following window.

Select Finish, close all windows,open Outlook and start using your email!

outlook-2013-5

Congratulations!

Your exchange email should now be set up!

If for any reason the automatic setup has failed, please contact us

 

%AM, %13 %041 %2014 %00:%Dec

Android Device Exchange setup

Written by

Android-Exchange-Setup-Guide-1

 

 

Android-Exchange-Setup-Guide-2

%AM, %13 %041 %2014 %00:%Dec

Windows 8 Phone exchange setup

Written by

Windows-Phone-8-Exchange-Setup-Guide-1

 

Windows-Phone-8-Exchange-Setup-Guide-2

%AM, %02 %041 %2014 %00:%Nov

Set up Microsoft Exchange BASIC only

Written by

Set up in Mac mail

As usual, click the + sign to add a new account and fill in your name, email address and password on the next screen. Once done, click continue.

basic-email1

basic-email2

On the next screen you need to choose whether you want to access your mailbox using POP or IMAP. We recommend IMAP which will keep your email on the server as well as showing it in your email application, phone and webmail.

POP is an older way to access mailboxes which allows you to pull down all your email and leave nothing on the server. Don’t choose it unless you have a specific reason to do so.

basic-email3

Click continue and then fill in the Outgoing Mail Server as in the screenshot below (using your own username/password of course!)

basic-email4

On the next screen, make sure to clear the “Use Secure Sockets Layer” box and set authentication to Password then click Continue.

basic-email5

If you see a Verify Certificate box, click the “Always trust....” box and then click Connect" Everything should now be setup and ready to go!


basic-email6

Set up in Outlook

Click on + to add a new account

Type in your email address and password

username is your email address

TYPE = IMAP

incoming server: imap.mse2010.com

outgoing server: smtp.mse2010.com

Then click ADD ACCOUNT

Set up in iPad/iPhone

The MSE BASIC mailbox doesn’t come with iphone/ipad sync functionality but you can still set it up using IMAP or POP3 by following the guide below.
If you would prefer to upgrade your basic mailbox to a full iphone/ipad compatible box, please contact us we can upgrade you instantly without any loss of data.

First add account and choose Other
 

 basic-iphon-1

Tap Add Mail Account

basic-iphone-2

Enter your email address, password, description


basic-iphone-3

basic-iphone-4

basic-iphone-5

basic-iphone-6

...and that’s it. Once you click Next, your device should be setup 

Other Setup Info


Other imap/pop/smtp applications setup

Your SMS Basic mailbox will support any application or device which uses industry standard IMAP/POP/SMTP standards.

Although it would be impossible for us to support every application with step by step instructions, they all tend to ask for the same setup information. You should be able to use the information below to set anything up from an email application, to a compatible fax machine.

Please note, not all devices are made to be compatible with industry standards. We often find that photocopiers/fax machines and other devices have poorly written email interfaces which makes them fail to setup. This is not a failure with your mailbox.

IMAP SETUP

Incoming Mail Server - imap.mse2010.com

username - your mailbox email address

password - your mailbox password

Protocol - IMAP (or IMAP4)

Port - 143

SSL - OFF


POP SETUP

Incoming Mail Server - pop.mse2010.com

username - your mailbox email address

password - your mailbox password

Protocol - POP (or POP3)

Port - 110

SSL - Off


SMTP SETUP (outbound email server setup)

Outbound Mail Server - smtp.mse2010.com

Authentication - ON using same credentials as incoming

username - your mailbox email address

password - your mailbox password

Protocol - SMTP

Port - 587

SSL - OFF

%AM, %02 %041 %2016 %00:%May

MS Exchange iPhone/iPad Setup

Written by

Auto Setup

Choose the following menus

Settings > Mail, contacts,calendars > Add Account...

 

iphone-1

 

Simply enter your  Email address and password then click Next. The system should go away for a few seconds, verify the connection and then show the final screen with everything marked on.

You can of course choose not to sync any of these items by marking them off but most people will want them all on.

Press save and that’s all there is to it.

Note, it will take a few minutes for your email to start syncing so dont worry if you go into the mail application and you get an error or nothing is in there. It will start to work over the next few minutes.

ios auto exchange 2

If you were asked more questions than these then you should follow the manual setup guide which follows on the next few pages. 

iPhone/iPad (manual setup)

 Choose the following menus

Settings > Mail, contacts,calendars > Add Account...

iphone-1

 

Choose Exchange and you should see the next screen appear

Enter the full email address of the mailbox you’re setting up, the password you chose and tap next.

On the Next screen:

Enter the server name which is : exchange.mse2010.com

Leave the Domain field blank

In the Username field enter your email address again

Finally the password and tap next


iphone-2

 

If all goes well, you’ll see the following screen where you can choose which features you wish to synchronise then press Save.

 

iphone-3

Note, it will take a few minutes for your email to start syncing so don’t worry if you go into the mail application and you get an error or nothing is in there. It will start to work over the next few minutes.

Occasionally the phone may stop syncing in which case deleting and re-adding the account as you’ve just done above will get it working again.

%AM, %02 %041 %2014 %00:%Nov

Set up for MS exchange in Outlook 2011

Written by

Double click the Outlook 2011 icon to start it and if it asks you to create an account, choose Exchange and follow the instructions. If it does not ask you to setup an account, call up Outlook - Preferences - Accounts and then enter your account information.

outlook2011-1

Enter your Email address, set method to User Name and Password. Username is your email address again, and Password is your mailbox password then click Add Account.

outlook2011-3

Outlook should ask you if it’s ok to allow the Exchange Server to configure outlook. You should tick Always use my response for this server and click Allow.

outlook2011-2

If all has gone well, you should see something like the below screenshot and the dot by the account name should turn from amber to green. You can close that window and start using Outlook 2011

outlook2011-4

 

%AM, %02 %041 %2014 %00:%Nov

Set up full MS exchange email in Apple Mail

Written by

Apple Mail (auto setup)

Fire up Apple mail by clicking on the stamp icon and then go to the FILE menu and choose ACCOUNTS - you should see the window below.

ms-exchange-apple-setup-1

Click the EXCHANGE image and it should take you to the add account section (cont.) 

The Name: should be your name

Email address: your email address

Password: is the Password you chose 

In most cases you should see something like this 

ms-exchange-apple-setup-2

Click continue and you should see 

ms-exchange-apple-setup-3

...and that’s all there is to it!
 



If you do not see the account summary page after initially adding your username & password, you will need to enter some extra details manually.

Enter the email address in the email address box, the full email address as the user name, leave the domain field blank, enter exchange.mse2010.com as the server and press done
%AM, %02 %041 %2014 %00:%Nov

Using OWA - Outlook Web application

Written by

Web Mail, or OWA as it’s known in Exchange, is a great way to access your email wherever you are without having to setup an email application. As long as you have access to a web browser, you should be able to get into your email.

Using OWA is very easy, in any web browser, go to the address:- https://exchange.mse2010.com/owa 

You should see something like this 

OWA-Login

Login using your email address/password and you will be able to see your email/calendar/ contacts and send/receive emails.

Help can be found here http://help.outlook.com/NB:

OWA may not work properly with certain browsers such as google chrome. If you have problems with one browser, try another like firefox or safari.
 

Outlook Web App - hints & tips

Can I change the colour of the web app?

You can change the theme of webmail by logging in and clicking options - Select a Theme

Can I setup an out of office reply?
Yes, go to options - Set Automatic Replies. Remember to setup messages for people both inside and outside your organisation if you want everyone to get a message. Remember that people will only receive one out of office message for you. The next time the same person emails, they won’t receive another OOF.

How do I set up a signature?
Options - Settings - E-mail Signature. You can use HTML but remember that the more fancy you try to make it, the more chance it has of looking weird on some peoples’ machines and the more likely it is to get your email listed as a spam/junk email. Try to keep signatures short with only the absolutely necessary information.

How do I force a signature to every email sent from everyone in the organisation?
This is called an email Disclaimer and is an additional low cost option available by contacting us.
We can automatically add a signature/disclaimer to everyone’s email without you having to set each one up individually. Great for compliance.

How do I change my password?
Just login and go to Options - Settings - Change Password. Specify the current password and then the new password twice. This is the fastest way to set the password but please be aware that the old password will continue to work for a short time afterwards. This is normal.

How do I change my password if I don’t know my current password?
We can change your password for you. Contact us for further assistance.

I’m still getting too much spam/junk email?
Spam email increases every day and although basic spam filtering is included in your exchange package, if you want a much improved anti-spam package for just a few pence a month, We can add an additional SPAM protection system as an additional low cost.








Page 1 of 2