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Last Post 03/02/2011 2:50 PM by  Robert
WonderWebs email guide
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Robert
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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 iPhone or iPad
    3. Use Webmail to access your email from anywhere
    4. Forward email to another account
    5. Set an 'Out of Office' message
    6. Change your password
    7. About POP/IMAP accounts
    8. Newsletters and marketing emails
    9. Email delivery problems

     

    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.livewires.co.nz, then you would use mail.livewires.co.nz
     

    Important - Do not solely use web-mail or a phone to manage your email

    These traditional POP email accounts are provided free with your website. POP accounts are for transferring, not storing, email. They must be used with an email program such as Outlook. This downloads email to your computer, where you can store it for as long as you like. 

    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. You may also lose older emails due to automatic clearing of some folders. If you require business-class email services, ask for assistance and advice in purchasing Office 365 or G-Suite.

    Important - Abuse Detection

    You will be blocked automatically if you connect repeatedly with the wrong password. 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. 

    Please ensure you know your password and do not repeatedly test passwords if you don't. If you are unsure of your password, or yo 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

    Important information for Microsoft Office Outlook users!

    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 accounts
    7. 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.

     

    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. Some devices (phones) won't let you change settings manually until it has made a couple of automated attempts. Let it fail and then edit the settings manually.

    • 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 or Encryption: None/disable
    • Login name: (your full email address)
    • Password: (your password)

    Important extra setting - Remove mail from server

    Once you have configured the basics above, you must also ensure that email is cleared off the server when you download it. If you do not apply this setting, your email will stop working after a period.

    Look for an 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 clears emails you have already received. It will not clear emails you haven't yet seen.   

    Optional Secure/SSL configuration if desired

    You may also access this mail server securely with SSL enabled. The steps are similar but with some minor changes. In particular, you will use the domain mail.wonderwebs.net in place of your own domain. You will also use different ports.

    • Account type: POP or POP3
    • Incoming (POP) server (Host): mail.wonderwebs.net
    • Incoming port: 995
    • SSL/Encryption: Yes/enable
    • Outgoing (SMTP) server (Host): mail.wonderwebs.net
    • Outgoing port: 465
    • SSL or Encryption: Yes/enable
    • Login name: (your full email address)
    • Password: (your password)

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

     



    2. Configure your iPhone or iPad

    Be aware that Apple is constantly changing how iPhones and iPads work and we have found that these guides become inaccurate very quickly. However the basic settings provided above are always the same.

    • A step by step guide for configuring iPhones and iPads is available here.
    • You should specify port 587 in step 18 for best results.
    • If it's not working, delete the account and start fresh.

    ​ 


     
    3. 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.

    Do not solely use Webmail to manage your email or you will run out of space and tick losing emails. Webmail is meant for temporary access to email whilst you are away from your primary computer. It must not be used as your primary email management tool. You must use an off-line email program such as Microsoft Outlook.

    To access Webmail, simply enter http://mail.yourdomain.com into your web browser address bar and use your full email address and password to sign in.

    If you are using a mobile device, you can click the "Use mobile interface" button on the login screen to access a streamlined and efficient interface for smaller screens. You can also access the same interface by adding "/m" or "/mobile" to the end of your webmail address as follows: http://mail.yourdomain.com/m

    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.

     

    Optional Secure-SSL webmail access

    If you prefer to access your webmail securely with encryption, such as when you are travelling overseas, you may use the master webmail server at the following address and enter the same login you already use:

    https://mail.wonderwebs.net

     


     
    4. Forward email to another account

    The best way to view your email in another inbox is to add the email account to the device where you want to read it. Use the information in section 1 of this guide to configure your account in an email program such as Outlook or on an iPhone. 

    Traditional email forwarding is no longer allowed.
    You must not forward your email to a Gmail, Hotmail, Yahoo, or similar webmail service, nor to accounts hosted on Google G-Suite or at Microsoft Office 365. 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. Any accounts found to be forwarding directly to these services will have the forwarding removed. Ask if you are unsure of your situation.

    POP Retrieval is the allowed method
    In place of forwarding email to your other inbox, you must 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 traditional 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. 

    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 "Account Settings"
    4. Click the “Forwarding” tab
    5. Type the forwarding address
    6. Important: Tick the box to "Delete messages when forwarded" or the account will fill up and stop working.
    7. Click “Save”

     



    5. 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

     



    6. 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”

     


     

    7. About POP/IMAP accounts

    • POP is the standard method for delivering email. It can be used with all computers and devices.
    • IMAP is a method for sharing webmail across one or more computers or devices such as iPhones.

    All WonderWebs email accounts are POP accounts. IMAP is an additional account type with different functionality. IMAP does not retrieve and store your email on your local computer and therefore is not backed up with your other business data. All emails are stored on the remote email server, which has space limitations and is unsuitable for permanent storage. Use of IMAP requires that you regularly delete unwanted emails from your inbox and any subfolders you have created, including junk mail, deleted items and sent items.

    Important  

    • IMAP access is only available on request and for special purposes.
    • Consider using a free Gmail or paid G-Suite or Office 365 if you need the extra capabilities.
    • Any single email account must only be accessed through POP, or only through IMAP, but never through both or it may become corrupted.
    • Use of IMAP is at your own risk as this service does not include a permanent business class backup system.
    • To configure an IMAP account in Outlook, simply follow the same steps as when creating a POP account, but choose IMAP instead.
    • To configure your iPhone for IMAP, follow this guide.

     

     


     

    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.
       

     

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


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