Email Manual

Article Index
Email Manual
Using Email Software
Using Webmail
Using Both Methods
Changing your Email Account Password
Forwarding Email Messages
All Pages

All our websites include free email services. This guide explains how to configure and use your email accounts. The Article Index on the right allows you to jump back and forth to relevant sections. If you cannot find the task you're trying to perform in this manual, please contact us directly for assistance.

Manual Version

This manual is periodically updated to maintain accuracy. If you're using one of our previous PDF versions of the combined website and email manual, or a printed copy of this online version, please monitor the version number to ensure you're using the current version.

Current Manaual version: 2.0.1

 

Corrections and Omissions

If you spot an error or notice that a particular function is missing, we'd appreciate you letting us know. We're proud of these manuals but not too proud to accept corrections and suggestions from our clients or others.

 

Existing Email Servers

Many of our clients have their own existing email server. In this situation we maintain your email settings so email remains directed to your server. We also set our email server to be your backup email server. With this configuration, our server will only receive your email addresses when your email server is offline. It stores the messages until your email server comes back online, at which point it sends through all the messages it received during the outage.

 

Requesting New Email Accounts

There are no technical limits on the number of email accounts you can have configured with your service. However, each account must be manually created, so we offer 50 accounts when we're establishing your service. We request that if you require more than 50 email accounts, or require frequent updates to the addresses, that you let us know so we can negotiate a mutually workable arangement.

 

Quick Reference

Aspect
Setting
Server Type
POP3
Incoming Server (POP)
mail.your-domain-name.com.au
Outgoing Server (SMTP)
mail.your-domain-name.com.au
Webmail Address
your-domain-name.com.au/webmail

 

For all references to domain names in this manual, repalce "your-domain-name.com.au" with your own domain name

 

 

 


 

 

Using Email Software

Our email services are based on industry standards and so are compatible with all popular email applications.

Mozilla Thunderbird Apple Mac OSX Mail Microsoft Outlook Microsoft Outlook Express

 

These are the  settings you will require to configure your email application:

Section Setting
Name This is the display name you wish to appear as the sender of messages, usually your name
Email Address This is the full email address that you're configuring, e.g. me@{snippet domainname}
Incoming Mail Server (POP) mail.your-domain-name.com.au
Outgoing Mail Server (SMTP) mail.your-domain-name.com.au
Username This is the prefix of your email address, e.g. the username for me@{snippet domainname} is: me
Password This is the password of your email account. One is initially supplied when your service is established or a new email address is created, though you are encouraged to change it using the instructions in the Changing your Email Account Passwords page ofthis manual.

 

For all references to domain names in this manual, repalce "your-domain-name.com.au" with your own domain name. Some Internet Service Providers block the standard outgoing mail port in an attempt to foil Spammers. If you experience your email application being able to receive but unable to send, this may be the cause. To resolve the issue, change your Outgoing Email Port to 587 (the default is 21). In Microsoft Outlook, Choose Email Accounts from the Tools menu, then edit your account. Click the Change button for the relevant account and then the More Settings button - the Outgoing Server port setting is on the Advanced Tab.

 

 

 


 

 

Using Webmail

All email accounts on our service have Webmail access. This enables you to send and receive email from any Internet connected computer. It also enables you to change the settings of your email account.

To access your Webmail, browse to your-domain-name.com.au/webmail replacing '{snippet domainname}' with your own domain name. You will be presented with the following login screen.

 

Webmail Login screen

 

 

Simply enter the username and password of your email account and click the login button to gain access.

Once inside your Webmail you will see the webmail interface.

 

Webmail Inbox

 

 

The Webmail interface functions as most web-based email services. You can:

  • Read incoming email messages
  • Reply to, or forward incoming messages
  • Create new sub-folders to sort and arrange your email messages
  • Compose new email messages to send
  • Keep email addresses in the Address Book
  • Change your email account settings and options

For specific help with Webmail functions and settings, see the Webmail help system, available via the Help button at the top of the Webmail interface.Once you've finished using the webmail service it is important that you logout to protect your email account from other people who may access the computer after you have finished.

 

 


Using Both Methods

If you frequently access your email via an email application and the Webmail service, this tip will likely increase your productivity.

Email applications generally delete messages from the email server when they are downloaded. This helps avoid over-filling the email server. However, if you then access Webmail all of your recent messages will not be available. Many email applications have a setting that allows messages to be kept on the server for a number of days after they're downloaded. By activating this setting you'll be able to see the email messages when you access Webmail.

To activate this setting in Microsoft Outlook, choose Email Accounts from the Tools menu. Edit the relevant account using the Change button. Click the More Settings button and then find 'Leave a copy of messages on server' settings in the Advanced tab.

 


Changing your Email Account Password

To protect your privacy, we recommend chaning the password on your email accounts after they're first created, and then again at frequent intervals afterwards.

To change your email password, simply login to the Webmail service and go to the Options section. Here you will find the change password facility. Instructions on accessing the Webmail service are included on the previous Using Webmail page in this manual.

We further recommend using strong passwords. A strong password is one that is more difficult to guess. In password attacks the guessing is performed by a computer that can make more than 200 gueses a second. A strong password is essential to avoid your account being compromised.

To make your password strong, use combinations of upper and lower case letters, include numbers in your password, include special characters in your password, and avoid using dictionary words. Also make sure your password is long.

Be aware that changing your password via Webmail changes the password for the entire email account. If you are using an email application to access your email you will also need to update the stored record of your account password in that application.

 

If you have lost your email password, contact us directly. We can reset your password, after which you can change it again via Webmail. Note that we are unable to look up your existing password - we can only overwrite it with a new one.

 

 


Forwarding Email Messages

You have the ability to have the messages sent to your email address automatically forwarded to another address. This can be helpful if you have multiple accounts to monitor.

To set your email account to forward messages login to Webmail. Open the Options section and choose the relevant settings from the Fowarding sub-section.  Instructions on accessing the Webmail service are included in the previous pages of this manual. For further help specificly with the forwarding function, see the Webmail help system, available via the Help button at the top of the Webmail interface when you're logged in.

Use caution when forwarading email accounts to avoid forwarding two accounts to each other. This creates an email loop and rapidly fills both email accounts. In this case a full account will cease to accept all new messages.