Email - Getting Started Guide

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Requesting a new email account

  1. Contact customer support to request a new email address. Please include the following information:
    1. The email name you wish to use.
    2. A temporary password
    3. If you have multiple domains, which domain this email should be attached to, for example: <username>@<domain.org>
    4. Anything else, such as auto-forwarding addresses, alias', etc.
  2. Once we receive your request we will create the new email address for you.
  3. You can then log into your account using the Webmail interface for your domain, such as www.<domain.org>/webmail/, and change the temporary password to one of your choice.

Note: The Webmail system allows you to access your email account from anywhere on the Internet using a standard Web browser. For more information on Webmail, please see below.

Setting up your email account

Supported Protocols 

Incoming Mail Protocols: POP3, POP3S (SSL/TLS), IMAP, IMAPS (SSL/TLS)
Outgoing Mail Protocols: SMTP, SMTPS (SSL/TLS)

Should you use POP3 or IMAP?

If you don't know which you prefer, choose POP3, which is the most typical and familiar protocol. The difference is that POP3 will download all new email to your local computer while IMAP gives you the option of leaving messages on the remote email server.

IMAP is helpful if you travel a lot and must access email from multiple locations. POP3 is preferred if you primarily work in one location or if you want to be sure that all your email is available to you on your local computer.

Please note: Using IMAP can significantly increase the server hard drive use. If you use IMAP, you should regularly delete or download all mail from your inbox to avoid using up your server space allocations. If you want to store large amounts of email online, a good and free solution is a gmail account from [www.google.com Google].

Thunderbird IMAP Settings

In the following example, please replace <username> with your email user name, and <domain.org> with your actual domain.

Account Settings Window 

Account Name: <username>@<domain.org>
Your Name: <username>
Email Address: <username>@<domain.org>
Reply-to Address:  <username>@<domain.org>
Outgoing Server:  mail.<domain.org>

Other settings in this window are optional

Server Settings Window 

Server Type: IMAP
Server Name: mail.<domain.org>
User Name: <username>@<domain.org>
Use secure connection: Never

Other settings in this window are optional

Outgoing Mail Server 

mail.<domain.org>  (server requires authentication)
Check the box: 'My outgoing server requires authentication.'

MS Outlook Settings

Here are the email settings for Outlook and other email applications. If you don't know if you want POP3 or IMAP, choose POP3. That is what most people use. The main difference is that POP3 will download all new email to your local computer while IMAP leaves the messages on the remote servers. IMAP can be helpful if you travel a lot and need to access email from many different computers.

Note: In the following examples, replace YOUR_DOMAIN with your actual domain. 

POP3 or IMAP Server: mail.YOUR_DOMAIN.org
SMTP Server: mail.YOUR_DOMAIN.org
User: Your_Account@YOUR_DOMAIN.org
Password: Your_Password

Important: Check the box: 'My outgoing server requires authentication.'

Using Webmail

The main advantage of Webmail is that you can access email account from any computer on the Internet.

  1. Point your browser to: www.YOUR_DOMAIN.com/webmail (Replace, YOUR_DOMAIN in this example with your actual domain.)
  2. Enter your email address and password.
  3. Select either Horde or Squirrel Mail to read your messages. Squirrel Mail is easier to use, but Horde offers more options, such as calendars and task lists. both applications access the same email data, so you can use either one at anytime.

How to create a new email in Webmail

  1. Click on New on the taskbar. The window „Write new e-mail“ will open.
  2. Insert the recipient’s e-mail address in the To field. In case of several recipients, use a comma to separate the e-mail addresses. If this recipient is already in your address book, proceed as follows:
    1. Select To. The window "Choose e-mail address" will open.
    2. Check the box next to the recipient.
    3. Select OK to confirm.
  3. Insert your e-mail’s topic in the Subject field.
  4. Set your e-mail’s priority, by choosing either "low", "normal" or "high" in the drop-down menu.
  5. Write your message in the Text field.
  6. When ready, select Send on the taskbar.

Common questions

How to save server space

Our Web servers are optimized for high performance and reliability. For this reason, server space is expensive and limited. Although multiple email accounts are included with all our Web sites, unlimited server space is NOT available. Due to the wide availability of free email services with massive storage capabilities, there is no need for us to provide such a service at this time.

If you need to store large amounts of email on the server, you should consider setting up a free email account at a service such as google's gmail. You can then forward your real email address to the gmail account and retrieve all email there. This method has several advantages:

  1. You can cloak your actual email address to avoid spam.
  2. You can point multiple email addresses to one gmail account and collect all your mail at once.
  3. Google uses an excellent spam filter that you can further customize if needed.
  4. gmail is a well-known and respected email server domain. It is unlikely to be listed by spam blocking services.

How to change the email password

  1. Log into Webmail
  2. Select the menu item "Settings > Change Password"
  3. Insert your old password in the first field.
  4. Now insert your new password in the second field. The password should at least be 7 characters long.
  5. Enter the new password in the next field.
  6. Confirm by selecting OK. Your new password is instantly valid.

Help, I can't send email!

To block SPAM, some Internet Service Providers (ISPs) block Port 25 which is the standard port for outgoing email. They expect their customers to use their own outgoing servers to send email. There is a way around this. We provide an alternate port. It is port 1025.

You can change the port number in your email client. (Usually found under "Advanced Settings"). If you need help with this please contact support.

Additional Information

Retrieved from "http://docs.communitygrove.com/Email_-_Getting_Started_Guide"
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