Page width Text size
PrevPrev Go to previous topic
NextNext Go to next topic
Last Post 03/02/2011 2:50 PM by  Robert
WonderWebs email guide
 0 Replies
Sort:
Topic is locked
Author Messages
Robert
Veteran
Veteran
Posts:1545


--
03/02/2011 2:50 PM

    WonderWebs email guide

    This guide contains information on the following:

    1. Configure your account in Outlook, or similar
    2. Configure your account in Apple Mail
    3. Configure your iPhone or Android
    4. Use Webmail to access your email from anywhere
    5. Forward email to another account
    6. Set an 'Out of Office' message
    7. Change your password
    8. Newsletters and marketing emails
    9. Email delivery problems
    10. Blocked content and domains

     

    Important - What is yourdomain.com

    Throughout this page, you must replace "yourdomain.com" with your own domain. For example, if it says mail.yourdomain.com, and your website domain is www.wonderwebs.com, then you would use mail.wonderwebs.com
     

    Important - Your email account is free with your website. It has strict limitations.

    These traditional POP email accounts are provided free with your website. POP accounts are for transferring, not storing, email. They have strict limitations on disk space and is intended be used with an email program such as Outlook. Outlook downloads email to your computer, which does not typically have limitations on space.

    If you do not use an email program and instead only use a phone or the web-mail feature then you will run out of space and you may also lose older emails due to automatic clearing of the online folders over time. If you require business-class email services, ask for assistance and advice in purchasing Office 365 or G-Suite.
     

    Important - Abuse Detection

    For everyone's security your computer will be blocked automatically if you connect repeatedly with the wrong password over a short period of time. This situation can arise when you are using the wrong password whilst setting up email on several devices or if you keep trying different passwords.

    If your password doesn't work, ask for help. Don't keep trying to guess it. If you are unsure of your password, or you think you might have triggered the abuse detection and are blocked, please contact us to release the block.

     


     

    1. Configure your account manually in Outlook, or any similar email application

    Every email program is different and this is not a step-by-step setup guide. However, the settings are always the same and so you should refer to these when configuring the account on your computer. When adding the new account, always look for an option to set up the account manually, or let it proceed automatically then edit the account and apply the correct settings listed here.

    Recommended SSL/Secure email settings

    • Account type: POP or POP3
    • Incoming. or POP, or Host server: mail.wonderwebs.net
    • Incoming port: 995
    • SSL/TLS (not Auto and not Start TLS), or Encryption, or SSL Accept All Certificates: Yes/enable
    • Outgoing, or SMTP, or Host server: mail.wonderwebs.net
    • Outgoing port: 465
    • SSL/TLS (not Auto and not Start TLS), or Encryption, or SSL Accept All Certificates: Yes/enable
    • Login name: (your full email address)
    • Password: (your password)
    Optional Non-SSL/Non-Secure email settings
    • Account type: POP or POP3
    • Incoming (POP) server (Host): mail.yourdomain.com
    • Incoming port: 110
    • SSL/Encryption: None/disable
    • Outgoing (SMTP) server (Host): mail.yourdomain.com
    • Outgoing port: 587
    • SSL/TLS or Encryption: None/disable
    • Login name: (your full email address)
    • Password: (your password)

    Important setting - Remove mail from server after xx days

    Your POP account has a very limited amount of disk space on our server. You must ensure that email is cleared off the server when it is downloaded. Look for the advanced option to 'leave/remove mail from the server after a number of days. Set this to 7 days or less. This does not affect email stored on your computer and it only removes email off the server that you have already retrieved. It will not clear email you haven't yet seen.   

    Important information for Microsoft Office Outlook or Office 365 users!

    For whatever reason, Microsoft has recently removed the ability to add or update all necessary account settings through the Outlook File menu. If you attempt to set up your account via the Outlook File Menu in the normal manner, you will find that it does not work properly. You must instead use the Windows Control Panel to add or update your account. 

    Follow these steps to find where to add or change an Outlook account:

    1. Press "Windows Key" and "R". (The Windows Key is normally between the left CTRL and ALT keys)
    2. In the dialogue that opens, enter: control panel
    3. In the next dialogue, click "User Accounts"
    4. Then click "Mail (Microsoft Outlook 2016)"
    5. In the next dialogue, click "Email Accounts"
    6. Click "New" to add a new account or double-click an existing account to update it

    Advanced users can download and run the following reg key file to disable the simplified setup wizard and enable the standard dialogue. Don't use this if you don't know what you are doing.

    Outlook support - Help for specific versions of Outlook is available here at Microsoft.

     



    2. Configure your account in Apple Mail

    Apple also regularly changes the process for setting up email accounts, but the required settings are always the  same. Typically one must add the account, let it try to set itself up automatically and then re-edit the account to apply the correct settings.

    We recommend using the SSL/Secure settings and we have found these are the general steps for editing and applying these:

    Apple Mail
    Mail > Preferences > Select account > Server settings >
    Incoming mail POP, username is full email address, password, hostname: mail.wonderwebs.net
    Untick Automatically Manage Connection
    Change port - 995
    Tick Use TLS/SSL
    Authentication - APOP (Authenticated POP)
    Outgoing Mail server SMTP - Select same account
    Untick Automatically Manage Connection
    Confirm username, password, hostname: mail.wonderwebs.net
    Change port - 465
    Authentication - Password
    Save

    Important additional settings
    Go to Mail > Preferences > Select account >

    On Mailbox behaviors tab:
    Tick: Erase junk after 1 day
    Tick: Erase Deleted messages after 1 week
    Tick: Move deleted to trash

    On Account Information tab:
    Tick: Remove copy from server after retrieving a message < This is important!
    Select: After 1 week

     



    3. Configure your iPhone or Android

    Apple and Google constantly change how their devices work it is not possible to provide step by step guide. However, the settings provided above are always the same for all devices. Typically you will need to add the account first, let it fail, then edit it again to change the settings to the ones provided above. Use the SSL/Secure settings for best results.

    These setup notes are from an iPad running IOS 13

    Add the account as a new POP account with the email and password you have been given.

    The device will attempt to set it up automatically and fail, because it doesn't know what all of the correct settings are.

    On the iPad, go to Settings > Scroll to Password & Accounts (on left) > Select/tap the account (on right)
    Confirm it says it is a 'POP Account', If it isn't then it will have  to be deleted and added again as a POP account.
    Insert/confirm the name, email address, description (This is just for reference, e.g. work)

    Then insert/confirm all of the settings:

    Incoming mail server settings:
    Host name: mail.wonderwebs.net
    Username: the full email address
    Password: as you know it to be
    SSL: On (coloured/green)

    Find the outgoing mail server:
    Tap either SMTP or the mail server name/host name - This depends on whether a primary SMTP has previosuly been set up and selected.
    Tap the domain in question, either under Primary or Other:
    Turn on/off > On

    Outgoing mail server settings:
    Host name: mail.wonderwebs.net
    Username: full email address
    Password: as you know it to be
    SSL: On (coloured/green)
    Authentication: Password
    Port: 465
    Tap Done to get back
    Tap Back to get back again
    To check that this is now set as the Primary one would have to go back into SMTP

    Advanced:
    Delete option:
    Move discarded messages to: Deleted
    Deleted Messages: Remove after 1 week
    Incomming settings:
    SSL: On (coloured)
    Authentication: Password - but seems to ignore this and sets itself to nothing.
    Delete from server: 
    1 week - if this is the only mail copmuter.
    Never - if a desktop/laptop is also in use as the primary computer.
    Server port: 995

    Tap to go Back
    Tap Done

     

     


     
    4. Use Webmail to access your email from anywhere

    Webmail is a convenient way to access recent email when you are away from your primary computer. This is similar to Hotmail or Gmail, but with your own private domain and therefore no advertisements.

    To access Webmail,securely, enter https://mail.wonderwebs.net into your web browser address bar and use your full email address and password to sign in.

    Important!

    • Leave email on Webmail at your own risk.
    • Do not use Webmail as the sole method for managing your email in the long term - Use Outlook or similar.
    • The Sent Items, Junk Mail and Deleted items folders on Webmail are automatically emptied over time.
    • If you receive a notification that your inbox is full and new is being rejected, simply sign in and make some space, or configure offline email such as Outlook.
    • Ask for help

     


     
    5. Forward email to another account

    The best way to view your email on another device is to add the email account to the device where you want to read it.

    You must not forward your email to an account hosted on Gmail, Hotmail, Outloook.com, Live.com Yahoo, G-Suite, Microsoft Office 365 or any similar major service. Any accounts found to be forwarding directly to these services will have the forwarding removed.

    This is because any spam forwarded with your email will cause our email server to be blacklisted, resulting in all email being blocked for all users. Ask if you are unsure of your situation.

    POP Retrieval is the allowed alternative to forwarding

    In place of forwarding email to your other inbox, you can configure that inbox to log into your email account here and retrieve the email, thus avoiding the risk of being blacklisted. All of the major email services provide a 'POP retrieval' feature for this purpose. Follow these links to find information for setting this up in your external email service. 

     
    When can you forward email in the normal manner?

    You may forward your email directly to an external email account on your own private domain, so long as it is not hosted at Google G-Suite or at Microsoft Office 365 or any of the major webmail services. Ask for help if you are unsure.



    6. Set an “Out of office” message
    1. Sign into the webmail interface at http://mail.yourdomain.com
    2. Click the gear-shaped “Settings” icon on the left edge of the page
    3. Click on “Auto-Responder”
    4. Tick “Enable auto-responder”
    5. Tick "Disable responses to indirect mail"
    6. Tick "Limit responses to once daily"
    7. Click the “Message” tab
    8. Type your message
    9. Tick "Enable active date range" and apply start and end dates if you wish
    10. Click “Save”
    11. If you did not set an end date, remember to cancel this when you return

     



    7. Change your password

     

    1. Sign into the webmail interface at http://mail.yourdomain.com
    2. Click the gear-shaped “Settings” icon on the left edge of the page
    3. Click the “Account Settings”
    4. Type your new password
    5. Click “Save”

     


     

    8. Newsletter and marketing emails

    Sending bulk email to mailing lists is fraught with risk. It is extremely easy to have your domain and our mail server flagged for spamming, which would then result in reduced reliability for everyone. The following KB article has some tips and some absolute rules you must follow when sending email to a mailing list. You must read it and please contact WonderWebs support for assistance when you are planning to start your own mail-out.

     


     

    9. Email delivery problems

    At WonderWebs we continually monitor our email services in order to ensure maximum reliability in delivery and effective spam protection. Because our email servers are shared amongst all customers, it is vital that we protect the server from being blacklisted or receiving a bad reputation. We will actively work with you to resolve your email problems, so please be sure to contact us any time you are having trouble.

     

    Incoming email

    • Non-arrival - If an email has not arrived at our email server at all, then there will be no record of it in the server logs. In such a case, there’s nothing we can do other than suggest that the sender needs to contact their support services to handle the issue. 
       
    • Spam - If an email arrives and is marked as spam, then you should mark the email as not-spam. This is how the spam filters learn what is spam and what is not. This applies to the webmail interface as well as in applications such as Outlook. If you would like your spam settings tweaked one way or the other, please contact support.
       
    • Bounced emails - If someone sends you an email and receives a bounce or failed delivery message from our server in return, then the reason for the bounce will be stated in the error message. Please forward the bounced email to us and we can check for any related issues.
       
    • Grey-listing - You may notice a delay on incoming email due to grey-listing. This is an anti-spam measure implemented by virtually all ISPs and email services. Grey-listing causes a 4 minute delay on delivery of the first email from any given sender, within a given month, after which the address is marked as legitimate. It is not advisable, but we can disable grey-listing on any given account upon request. 
       
    • Bypass list - You can add domains to a list, which will bypass all grey-listing and spam filtering. Many common ISPs in NZ/AU and services such as banks and PayPal are already on our global bypass list. Popular spam-generating domains like Gmail cannot be added to the bypass, but individual email addresses from those domains can. You can either send us any domains you’d like bypassed, or you can do it yourself through the webmail interface: Settings > My Settings > Trusted Senders > New.

     

    Outgoing email

    • Non-arrival - If your email does not arrive at its destination, please check the email address carefully in your sent items, wait for a few hours in case there is an external delay, and then contact us, providing all relevant information so that we can examine our logs to see if there is a problem to resolve at our end. If this involves Hotmail, go to section 9 in this guide.
       
    • Spam - Outgoing email is not filtered at all, but anything noted as potential spam will be logged and investigated. If your email is marked as spam at the recipient, please check the additional points below.
       
    • SPF record - Your domain may have an SPF record assigned to it. The SPF record defines which servers are allowed to send email for your domain. You may experience delivery issues if you are using an outgoing SMTP server that is not included in your SPF record. This situation can happen if you are using your ISP’s outgoing server instead of your WonderWebs one. Check your email account settings and ensure that each account has matching POP and SMTP servers (mail.domain.com). If you are forced to use a separate outgoing server, then let us know what it is and we will reconfigure your SPF record or advise.
       
    • Email signing - DKIM, DMarc and ADSP - We configure these additional features wherever possible in order to increase delivery reliability. Tests are run on every domain to ensure all required items have been applied and are active. Note that a balance has to be struck between authorising your email for delivery from specific servers and your freedom to send email from other locations and external services, such as email campaign tools and CRMs.
       
    • Outgoing authentication - The mail server requires authentication for outgoing emails. If outgoing authentication has been overlooked, then you will experience delivery problems with some recipient servers. Please follow the Outlook setup section in the email guide above and confirm that you have outgoing server authentication enabled.
       
    • Bulk email - ISPs and organisations use third party reputation services, blacklists and internal measures and filters to determine whether your newsletter may be spam. If you send too many emails within too short a period, you will run into delivery delays. If your email contains hyperlinks or trigger words, it may also be marked as spam.
       

     


     

    10. Blocked content and domains

    In the ongoing battle against spam, we choose to block or flag certain words, phrases, domains and top level domains. The block-lists change almost daily and there is always a risk that a legitimate email might get caught up. Look in your webmail spam folder if you think you are missing something. Contact us if you need help or want something investigated.

    All email from the the following top level domains is flagged and placed in the webmail spam folder. We use actual spam volumes present on the server and also this list of most-abused domains.

    .gdn
    .work
    .tokyo
    .ooo
    .yokohama
    .date
    .world
    .icu
    .top
    .download
    .stream
    .loan
    .bid
    .review
    .xyz
    .pro
    .fit
    .work
    .life
    .desi
    .okinawa
    .cloud
    .monster
    .best
    .club
    .press
    .pw

     


     

    Please contact WonderWebs support for advice on dealing with any of these issues.


    Topic is locked