Tools for Clients: How To Set Up Your Emails

Having supported Devon based businesses in their digital ventures for well over 10 years, we know nothing can be more time consuming or frustrating as trying to set up a simple thing such as your email account on a new device. To help you take the pain away (especially around this time of year when the latest smartphone is on your Santa’s wishlist) we thought we would create a blog post which can be bookmarked for safe keeping. This way you will never have to suffer with Email set up again!

Setting up email in Windows Live Mail

1. 1. With Windows Live Mail 2011 open, select the ‘Accounts’ option from the top menu bar.
   2. Click the Email button.
   3. On the window that appears fill out the options as follows:
      

      Email Address	Your full email address – eg foo@foo.com
      Password	Your mailbox password
      Display name	Your name exactly as you want it to appear to recipients when they receive email from you

   4. Check the ‘Manually configure server settings’ option.
   5. Click Next.
   6. ‘Configure server settings’ should appear. Fill out these options as follows:

Incoming server information

Server type	IMAP (recommended) or POP3 (either can be used here)
Server address	mail.<domain> – replace <domain> with your domain name, so for example mail.foo.com
Port	143 (If using IMAP) or 110 (for POP3)
‘Requires a secure connection (SSL)	Unchecked
Authenticate using:	Clear text
Login user name:	Your full email address – eg foo@foo.com

Outgoing server information

Server address	mail.<domain> – replace <domain> with your domain name, so for example mail.foo.com
Port:	25 – however some ISPs do block port 25 for external mail services, so if you experience difficulties sending email then you should try port 587
Requires a secure connection (SSL)	Unchecked
Requires authentication’	Checked

1. Click Next. Windows Live Mail will display a ‘Finished’ message, connect to your mail box and download all email.

Setting up email in Mac OS X Mail

To setup a mail box using IMAP within Mac Mail on OSX please follow the instructions below. Note that this applies to standard and premium mailboxes only – Exchange mailbox users should follow the instructions provided with the Exchange mailbox.

1. Open Mail and select Mail > Preferences.

2. A new window will open on the General Tab – select the Accounts tab
3. Click the ‘+’ button on the bottom left of the window. This will load the ‘Add Account’ Screen.

4. On the window that appears, enter the following details:

Full Name: Your name exactly as you want it to appear to recipients when they receive email from you
Email Address: your full email address – eg jsmith@my->domain.com
Password: your mail box password

5. click ‘Continue’

6. You will then be on the ‘Incoming Mail Server’ screen, fill the details out as following:

Account Type: IMAP
Description: your full email address – eg jsmith@my->domain.com
Incoming Mail Server: mail.<domain> – replace <domain> with your domain name, so for example mail.my-domain.com
User Name: your full email address – eg jsmith@my->domain.com
Password: your mail box password

7. Then click ‘Continue’

8. Next you’ll be on the ‘Outgoing Mail Server’ screen, fill those options out as following:

Description: mail.<domain> – replace <domain> with your domain name, so for example mail.my-domain.com
Outgoing Mail Server: mail.<domain> – replace <domain> with your domain name, so for example mail.my-domain.com
Use only this server (Tick This Option) Use Authentication (Tick This Option)
User Name: your full email address – eg jsmith@my->domain.com
Password: your mail box password

9. Finally click ‘Continue’

10. Once the account has been created we still need to tweak some settings. Back on the Accounts window ensure your mail box is selected on the left hand side. You should see three options ‘Account Information’, ‘MailboxBehaviours’ and ‘Advanced’. Ensure you’re on ‘Account Information’.

11. Look for the ‘Outgoing Mail Server (SMTP)’ option and from the drop down menu select ‘Edit SMTPServer List..’

12. On this page select the ‘Advanced’ button in the middle of the page and ensure that they are set as following:

– ‘Use default ports (25, 465, 587) is selected
– ‘Use Secure Sockets Layer (SSL)’ is unchecked
– ‘Authentication’ is set to Password

13. Click OK.

14. Back on the Accounts window ensure your mail box is still selected on the left hand side. On the three options near the top of the window select ‘Advanced’ this time. Ensure these settings are as follows:

– ‘Use SSL’ is unchecked
– ‘Authentication’ is set to Password

15. That will be everything – just close the Accounts window and you should now be able to send and receive email. If your email is still not functioning correctly, please check that your domain’s MX records are correctly set up to point to our mailservers, and contact support if you have further questions.

Setting up email in Outlook 2010

Here is a step by step guide on setting up your e-mail account in Microsoft Outlook 2010.

This guide specifies only the options you need to change from the defaults, so if any options are not listed here, they don’t need to be changed.

Steps to setting up your mailbox in Outlook

1. 1. Start Outlook.
   2. From the File menu, click “Account Settings”.
   3. Click “New”.
   4. Click “E-mail Account”
   5. In the Auto Account Setup dialog box, click to select the “Manually configure server settings or additional server types” check box, and then click Next.
   6. Click “Internet E-Mail”, and then click Next.
   7. Fill out the required settings as follow:

 

Your Name: Your name exactly as you want it to appear to recipients when they receive email from you
Email Address: your full email address – eg jsmith@my-domain.com Account Type: IMAP (recommended)
Incoming mail server: mail.<domain> – replace <domain> with your domain name, so for example mail.my-domain.com
Outgoing mail server (SMTP): mail.<domain> – same as the Incoming mail server Username: your full email address once again
Password: your mail box password

Ensure that ‘Require logon using Secure Password Authentication (SPA) remains unchecked. This is important as you may experience difficulty sending email with this enabled.

Click “More Settings…” in the bottom right of the window.

1. Click “Outgoing Server” tab at the top.
2. Tick the box labelled “My outgoing server (SMTP) requires authentication”.
3. Ensure that the “Use same settings as my incoming mail server” is selected.
4. Click “Advanced” tab at the top.
5. In the Outgoing mail (SMTP) box, type 25. *Note, if you have trouble sending e-mail, please try changing this to port 587.
6. Ensure that ‘This server requires an encrypted connection (SSL) is unchecked.
7. The ‘Use the following type of encrypted connection:’ option should be set to None.
8. Click “OK” to close the window.
9. Click Next after you have completed entering this configuration information, and then click Finish.

Setting up email on your iPhone

You can setup your iPhone or iPad to receive mail from one of your mailboxes as follows:

Go to Settings > Mail, Contacts, Calendars > Add Account > Other > Add Mail Account

On the next screen enter the following settings:

• Name: Your name as you would like recipients to see it
• Address: The email address for the mailbox you want to setup
• Password: The password for the mailbox
• Description: Your own description for the mailbox

Press Save

On the next screen, leave IMAP selected at the top and enter the following settings:

Incoming Mail Server

• Host Name: mail.yourdomainname (Or the mail server host name/IP address)
• User Name: The email address for the mailbox you want to setup
• Password: The password for the mailbox (should already be filled in)

Outgoing Mail Server

• SMTP: mail.yourdomainname (Or the mail server host name/IP address)
• User Name: The email address for the mailbox you want to setup
• Password: The password for the mailbox

Press Save

You will then get a message saying Cannot Connect Using SSL. Do you want to try setting up the account

without SSL?, press Yes.

It should then connect to the mail server and the account will be setup.

If you are having problems with sending mail, you may need to change the port for the SMTP server. You can do this by going to Settings > Mail, Contacts, Calendar > Select the mail account > SMTP > Primary Server > Server Port and changing this to 587.