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Email setup
- POP3 (incoming mail)
- SMTP (outgoing mail)
- Webmail Service
- Email forwarding
- Using Gmail
- Using Google Apps
We will provide you with the following details for your account along these lines.
POP3 Server: pop3.yourdomain.co.uk
Username: yourname@yourdomain.co.uk
Password: As provided (note case sensitive)
The procedure for setting up email programs varies between programs and versions. In Outlook, Outlook Express and Windows Mail it is generally found by going to Tools > Accounts and setting up a new mail account.
If you want to be able to collect from the same account with a mobile phone or acecss using webmail you need to set the advanced option in your email program to leave the emails on the server after collecting. However you should only set this to leave for a few days otherwise the emails remaining on the server could use up your mailbox space allowance and stop new messages arriving.
If possible you should try to use the SMTP outgoing server provided by your ISP1. Here are a few common examples:
smtp.ntlworld.com
smtp.dial.pipex.com
smtp.mail.yahoo.com
smtp.virgin.net
smtp.blueyonder.co.uk
smtp.btclick.com
mail.btinternet.com
mail.btopenworld.com
In most cases you will need to set the option in your email program that the outgoing server requires authentication. Note that this will not be the same settings as the incoming mail as those relate to the POP3 account on our server. So select the option to logon with the Username and Password provided by your ISP.
If your ISP1 is BT you will also need to verify your email address so that you can send email through their SMTP servers. The procedure for this is here: http://www.btyahoo.com/verify
We encourage you to use the SMTP server provided by your ISP1 however in some cases this is not possible, perhaps if your ISP does not allow it, or not practical if you are setting up a phone or laptop which may connect at more than one location. In this case you can use our servers:
SMTP Server: mail.yourdomain.co.uk
Username: yourname@yourdomain.co.uk
Password: As provided (note case sensitive)
If you have a POP3 account on our server you can also access the email using our Webmail service which you can access at:
URL: https://webmail.yourdomain.co.uk (change link to your domain)
If you get a warning message about the website's certificate select to continue anyway. The username (full email address) and password (case sensitive) are the same as provided for your POP3 account.
Webmail can only access emails that are in your POP3 mailbox on our server. See section 1. above about setting your email account to leave emails on the server.
However webmail should only be used as a temporary solution. Emails remaining in the Inbox (not collected by an email program) and emails sent through webmail are both stored and use up your mailbox space allowance. To manage this this you will need to delete emails periodically from the inbox and any sent messages. Note that deleting only marks the emails for deletion and to actually delete them you need to click the link to purge the selected emails.
We can setup our server to automatically forward emails sent to your domain's address to another email address. This could be an account that you already collect from or an online service such as Gmail or Hotmail.
If you want to be able to send email from your domain's address you will need to set this up. Some ISPs1 allow you to send from any address you want so you can just use their servers. Others are more particular, for example BT. For more information see section 2. above.
We can setup our server to automatically forward mail to a Gmail account. This can be a very good arrangement as Gmail offer a large amount of free space and you can manage your own spam settings. It is also easy to setup a synchronisation with a phone using an App.
To setup Gmail so that you can send email from your domain's address, login to Gmail then:
- Go to Settings > Accounts and Import > Send mail as: Then click the button: "Send mail from another address". Enter your name and email address eg. yourname@youryourdomain.co.uk
- Then there are 2 options. "Send through Gmail" is quick to setup however this will show email as being sent from your Gmail account on behalf of your domain address.
- To avoid this choose the second option to send through your domain's SMTP servers which will be along these lines:
SMTP Server: mail.yourdomain.co.uk
Port: 25
Username: yourname@yourdomain.co.uk
Password: As provided (note case sensitive)
(Do not tick the SSL option)
We can setup your domain to redirect all mail to the Google Apps service. This allows you to setup Gmail accounts for all email accounts on your domain (up to 50 in the free service).
a) Administration setup
To sign up a free account go to: http://www.google.com/apps/intl/en/group/index.html
Note that much of the information on the page is encouraging you towards their Premier service ($50 pa. per email address) so ignore that and just click to "Get Started". Select Administrator and enter your domain name eg. yourdomain.co.uk.
Note. You will be asked to verify that you own your domain by making a CNAME entry in the dns records. If your domain is hosted on our server please send the details to us so that we can set this up.
Login to Google Apps at: https://www.google.com/a/yourdomain.co.uk/ (change link to your domain). Note that the username in this case is just the bit before the @ not the full email address and password is case sensitive.
Go to Users and Groups to setup the email accounts for any other users. eg. anothername@yourdomain.co.uk
Help for Google Apps is provided at: http://www.google.com/support/a/
b) User setup
Users can access their email online at: https://www.google.com/a/yourdomain.co.uk/ (change link to your domain). Note that the username in this case is just the bit before the @ not the full email address and password is case sensitive.
To setup an email programn such as Outlook, Windows Mail or a phone etc. click the links to read instructions for POP3 or IMAP.
For example to setup pop3 in Outlook go to Tools > Account Settings > New, POP3, IMAP or HTTP > Select checkbox to enter details manually, select Internet E-mail then enter your name and email address then enter:
Account Type: POP3
Incoming mail Server: pop.gmail.com
Outgoing mail Server (SMTP): smtp.gmail.com
Username: yourname@yourdomain.co.uk
Password: As provided (note case sensitive)More Settings > Advanced
This server requires an encrypted connection (SSL)
Incoming Server port: 995
Outgoing Server (SMTP) port: 587
Encrypted connection type: TLS
Note. You can test an email account using the Google test email yourname@yourname.co.uk.test-google-a.com
When the user accounts are setup we need to change the MX records to direct the mail for yor domain to the Google Apps service as detailed here: http://www.google.com/support/a/bin/answer.py?answer=174125
Notes
1. ISP is Internet Service Provider, ie. who provides your Internet dialup or broadband connection