Email configuration
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Create and control your email accounts...

Learn how to setup your email accounts and find out the different ways in which you can setup your email to help control incoming and outgoing emails to you and your colleagues...

The BusinessWebFactory uses POP3 email accounts.

POP3 is a data format used on the internet to deliver emails from your mail server to your inbox on your PC with mail clients such as Microsoft Outlook or Outlook Express. POP3 is the defacto standard and your mail client should have configurable settings to allow you to receive emails through the BusinessWebFactory mail server.

The POP3 server address is mail.yourdomain. For example the POP3 server for BusinessWebFactory is mail.businesswebfactory.com

Sending emails from your email client is possible through the BusinessWebFactory SMTP server. However, some ISPs (Internet Service Providers) will insist that you use their SMTP server to send mail. The reason for this is to improve security and prevent malicious use of the mail server for activities such as spamming and denial of service attacks.

This shouldn't present you with too much of a problem since most e-mail programs allow you configure which e-mail address your correspondents reply to. This, in turn, means that even if your e-mail was sent through your ISP's server, it will appear, to all intents and purposes, to have come from your address at your BWF domain.

The SMTP server address is mail.yourdomain. For example the SMTP server for BusinessWebFactory is mail.businesswebfactory.com

There are several Plesk tutorials which will guide you through the configuration pages. Plesk also allows you to perform more advanced configuration as outlined below:

1) Catch-all accounts

A Catch-all account is a specific email account you have created to redirect all received mail to non-existing users. Some organisations will use their own mail exchange and wish to download all email to this server before it is distributed to each mail client. In this case you would only create this single catch-all account and no others.

Another reason for having a catch-all account is to catch any email that may contain a spelling mistake in the address and would normally have been bounced. In this case, you could either set up a separate PC to download these emails and check through them, or elect a team member to download and read them. Unfortunately, most of these emails caught in the catch-all account will probably be spam, so it is quite normal to disable the catch-all facility and reject all email to non-existent users.

2) Autoresponders

With mail autoresponsers, you can setup automatic replies to all email sent to you. This is a very powerful tool and can be used for many purposes. You can create many autoresponders for each mail account, and switch them on and off at any time.

The most common use of an autoresponder is to respond to email when you are away on holiday, or away on business. In this case the reply can be a simple paragraph to inform the sender that you are not able to deal with their email immediately.

Another use of an autoresponder is to deal with enquiries such as info@somesite.com and reply straight away with an attached free report or document that will provide some useful information until you respond personally to the email.

You can even filter the autoresponder to only respond if the subject or body contains certain phrases. This is useful if you want to reply with different messages for specific enquiries.

3) Mail alias

Mail aliases allow you to add different mail names you wish receive in the same mailbox. This may be used if you have an unusual spelling for your name, or you wish to catch info, enquiries, feedback etc in the same account.

4) Mail Groups

Mail groups allow you to send copies of a received email to more than one mail account.

This is generally used in scenarios like devteam@netflare.co.uk. This will be a group email with all the developers email addresses in this ‘devteam’ group. When you send an email to devteam@netflare.co.uk, everyone in that group will receive it.

You can create many groups, and add and remove users to these groups at any time.

If you want to create an email account called info@somesite.com that automatically redirects the same email to Fred, Jim and Sheila, then you need to set up a group email called info and add these users to that group.

You can also use mail groups to send a copy of your incoming mail somewhere else. This could be used to send copies of your incoming mail to your home mailbox, or even receive copies of another email account into your account.

5) Mail Redirect

You can configure your incoming mail to be forwarded to another mail account. This is generally used when this domain is not intended to be used for email and is redirected to somewhere that deals with these emails.

Another use would be to deal with a user that has left the company. You want to keep the account alive in case some clients still use that email address, but someone else now deals with these enquiries.

6) Mailing lists

If you have mailing lists enabled, you can create mailing lists and add email addresses to send broadcast messages. This can be used for newsletters and other subscription based list to keep your customers updated.

Summary
Maximise on your marketing potential using these simple guidelines. Learn how to configure your email to best suit your organisation.

Mail client configuration

POP3: mail.somesite.com

SMTP: mail.somesite.com

Always check that for outgoing email, you have set the setting that says ‘my outgoing mail requires authentication’.

Further Info
For more information, please watch the email tutorials and make sure you are using your email settings to your best advantage.