Email

FAQs

Email

SmallPond recommends POP3. Only use IMAP setup if you understand what synchronization means.

Account Restoration (BACKUPS) : contact SmallPond Support. AUD$20 per restoration.

Common Problems

I cannot send email

  • Not Connected
  • Your SMTP (outgoing) setting is incorrect. In Australia Mail goes out by your Service provider and not through SmallPond

I cannot receive email.

  • Not Connected
  • Your POP3 (incoming) setting is incorrect. Mail comes in through by your SmallPond Server  : mail.(yourdomain).com.
  • Username incorrect : if using a POP3 mailbox, use the full email address as your username : jbloggs@(your domain).com
  • Email Password incorrect/forgotten : Go into your control panel, Mail Manager and reset the password on your account. Your Control Panel login details can be found in your New Account Welcome email
  • If there are too many attempts with the wrong password, your IP will be banned. Over 4 wrong attempts and the server thinks it is under a dictionary attack and will ban the IP.

Friends tell me they cannot send me emails

  • Mailbox quota full.
  • Hosting Account quota full.

Clearing Server Mailboxes

Your email will stop if your Mailbox is Full or your allocated Hosting Space is Full.

POP3

To clear a mailbox - log into webmail and delete all old messages.
Webmail login : http;//www.(yourdomain).com.au/webmail
Username : Your full email address
PW : the password allocated for that POP3 mailbox.
Purge the deleted messages and you will create room in your Server Mailbox.

IMAP

IMAP synchronizes between the Server and the Mail Handling device.
If all records have been kept on the device (PC, Phone, Tablet) then a duplicate copy will be kept on the server.

To clear server mailboxes, it is necessary to delete and remove from the deleted folder all old email messages that are out of date.
The removal of messages must take place on ALL devices used to check that email address.
If you do not remove from all devices, then the untouched device will upload the missing emails and you will be back to the original space usage.
 

In advanced email setting/mail delivery:

If the box "Leave message on server" is ticked, mail will continue to accumulate.
If the box "Remove Message on server after X days"" is ticked, mail will continue to accumulate.

These commands are Windows and Mac proprietary commands and DO NOT WORK on Linux Servers.

Outlook settings are something like this:
Outlook/Tools/account settings/change email account/More Settings/advanced tab/untick "Leave copy of messages on the server"

EMAIL DELAYS:

Maximum allowable logins :
59 logins per hour

If you have set you email to check every minute, you can end up being shut out for 30mins
If you must check email on a regular basis, 15 min intervals would be more suitable.

If you check from multiple machines in the Office, each mail login is counted in the total logins for that hour.

Email

Anti Spam Steps

SPAM ASSASSIN - cPanel

Within your control panel is Spam Assassin - an anti spam filter. It is set at 5 (mid level).
Make sure this facility is enabled and that the emails labeled spam are deleted.

To increase the strength of the Spam Assassin Filter go to level 4.
Be careful if increasing the filtration strength as you do not wish to bin legitimate emails


DEFAULT EMAIL ADDRESSES - cPanel

Catch All default email addresses are wonderful collectors of spam.
This is because they let any email through with the address (anything)@yourdomain.com.

An easy and effective way to cut down spam is to specify forwarders or mailboxes.
This means that an email that is correctly address, specifically for you, is either forwarded to you ISP email address or held in your Mail Box on your server space.

All other emails that are incorrectly addressed to your domain can be then discarded.

The directions below apply to those servers that operate cPanel.

www.(yourdomain).com.au/cpanel

Login :

UserName: yourusername
PassWord: youruserpassword

Click on Mail

In Mail Manager Main Menu,
Ensure that you have a mail forwarder for each of your exact email addresses.
or
set up a POP3 Mailbox for each of your exact email addresses.

Click on Set default address
Enter ':Fail: no such address here' to discard all mail that is not correctly addressed

This means that all incorrectly addresses emails (they constitute the bulk of spam) will be deleted whilst the correctly addressed emails will get through to you.


ON YOUR COMPUTER

Email Programs
Most Current Email programs such as Outlook 7/10 have the capacity to recognise spam.
There are options to adjust the Filtration levels.

Message Rules
Creating an incoming Message targets specific senders

Anti Virus Programs
Have an up to date Anti Virus program running to filter embedded nasties in unsolicited email.


PREVENTATIVE

Another way is to change email addresses. A fresh email address not published on the internet will give you a good spam free run.
Obviously, changing an email address will stop spam  - especially if you do not use a common prefix like admin, support, info etc.

New websites should not have plain text email addresses displayed either on the page or in the coding of the page.  There are various java scripts and php scripts available to encode your email address and stop the harvesters.

If you have a spambot filling in your forms, you may need an image verification (Captcha) to prove that a human is trying to send information to you.

Checking and Answering Mail

Webmail is a browser based email client that allows your to check your mail whilst travelling.

To log into webmail:
www.(your Domain)/webmail
Username: Your full email address
Password: The password allocated to the mailbox above.

Use Squirrelmail as your mail program
Enter your name and click through to your inbox.
Note: Items marked as Read will not be downloaded later by your PC/Tablet/phone
To download messages, mark them as Unread.

Email Backups:

Microsoft:
Outlook has a backup program for your .pst file. You can save a copy on an external drive as backup. This method allows a complete record of correspondence to be store somewhere other than you work machine.

Mac:
Mac has a commercial application to backup your emails automatically.

Alternative Backups:
You could open a free Google account and send a BCC to that account as a record.

WebMail is not recommended instead of a computer email program as that method tends to clog your hosting space.

BULK MAILOUTS

BULK EMAIL is not allowed from SmallPond Servers because of spamming issues.

If you need a commercial mailout:

http://mailchimp.com/pricing/
FREE up to 12,000 emails pm/ 2000 subscribers/ No Attachments

http://www.newsletter.com.au
Has Newsletter templates and much more
Pay site

Email Setup

SmallPond Servers
To protect youself from spam do not use the default email address (catchall).
This means you MUST set up a Mail Box (POP3) or a Mail Forwarder for your domain email address to start working.

To set up an individual mailbox in your Control Panel
You will first need to create the email box in your Small Pond account using the web control panel. Here is how:

  • Start by logging into the Small Pond Control Panel at www.yourdomain.com/cpanel using your User Name and Password.

  • Click on Mail

  • Click on Manage/Add/Remove Accounts

  • Click on Add Account

  • Enter Email address (yourname)@yourdomain.com

  • Now enter the password for this e-mail account into the Password fields. Good passwords contain a combination of letters (both lowercase and uppercase), punctuation, and numbers and should be reasonably difficult to guess.

  • Click Create to set-up this e-mail account.

SmallPond recommends POP3.
Only use IMAP setup if you understand what synchronization means.

Set to check mail manually or if need be every 15 minutes

Use Webmail facilities for travelling ... see separate heading

POP 3 - Example

Username: test@(your domain).com.au
Password: Use the email accounts password.

POP3 Port: 110
Incoming Server: mail.(your domain).com.au

SMTP Port: 25
Outgoing Server: mail.(your domain).com.au
Outgoing server: In Australia, some service providers do NOT allow third party relay.
In this case use the Service Provider SMTP (e.g. mail.bigpond.com)

Authentication is required for POP3

POP3 does not coordinate with the server.
Messages marked as read/deleted/replied to in the mail application will not show up as such on the server.

Outgoing mail is sent using SMTP.

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IMAP - Example


Username: test@sphost8.com
Password: Use the email account’s password.

IMAP Port: 143
Incoming Server: mail.(your domain).com.au

SMTP Port: 26
Outgoing Server:  mail.(your domain).com.au (your domain name)
Outgoing server: In Australia, some service providers do NOT allow third party relay.
In this case use the Service Provider SMTP (e.g. mail.bigpond.com)

Authentication is required for IMAP

IMAP email access coordinates between the server and your mail application.
Messages that have been read/deleted/replied to will show up as such, both on the server and in the mail application.
NOTE: The mail space used on your computer will match the space used on your Server - please get rid of old emails cleaning out the deleted folder.

Outgoing mail is sent using SMTP.

----------------------------------------------

Advanced/More Settings

If the box "Leave message on server" is ticked, mail will continue to accumulate on your server space.
If the box "Remove Message on server after X days"" is ticked, mail will continue to accumulate on your server space.

These commands are Windows and Mac proprietary commands and DO NOT WORK on Linux Servers.

------------------------------------------------

Australian Internet Service Providers (ISPs)

In some cases your ISP will NOT allow third party relay. This is an anti spam measure.
The SMTP Outgoing setting mail.sphost8.com (your domain name) will not work.

Try putting in your ISP setting for the SMTP:

aaNet

mail.aanet.com.au

AAPT smartchat

mail.aapt.net.au

Adam Internet

mail.adam.com.au

Dodo

smtp.dodo.com.au

EFTel/Datafast

mail.eftel.net.au

HotKey Internet

mail.hotkey.net.au

Internode

mail.internode.on.net

iiNet

mail.m.iinet.net.au

iPrimus

smtp.iprimus.com.au

Netspace

mail.netspace.net.au

Optusnet

mail.optusnet.com.au

Ozemail

smtp.ozemail.com.au

Pacific Internet

smtp.pacific.net.au

People Telecom NSW

smtp.syd.people.net.au

People Telecom VIC

smtp.mel.people.net.au

People Telecom QLD

smtp.bri.people.net.au

People Telecom WA

smtp.per.people.net.au

People Telecom SA and NT

smtp.adl.people.net.au

Telstra BigPond

mail.bigpond.com

TPG

mail.tpg.com.au

TSN Internet

mail.tsn.cc

Westnet

mail.westnet.com.au

Vodafone

smtp.vodafone.net.au

This can be used in conjunction with any of our mail setup guides to be used for the outgoing or sending mail server. You will need to select one of the above based on your ISP.

Creating an email account in Microsoft Outlook 2010

Step 1: On the File Ribbon, select info. Then press + Add Account

Step 2: Select the option to Manually configure server settings or additional server types.

Step 3: Select the Internet E-mail option.

Step 4: Insert the information according to the email address you have set up in your control panel.
Note: the username is the FULL email address.

Step 5: Click on More Settings as highlighted in blue above. Click the Outgoing Server tab, untick the option My outgoing server (SMTP) requires authentication.

Step 6: You may need to configure your 3G device on the Connection tab, however you will need to contact your ISP for the correct settings.

Step 7: On the Advanced tab, ensure you change your Outgoing server (SMTP) is set to Port 25 and no SSL options are ticked. Click OK.
Set to check mail manually or if need be every 15 minutes

In advanced email setting/mail delivery:
If the box "Leave message on server" is ticked, mail will continue to accumulate on your server space.
If the box "Remove Message on server after X days"" is ticked, mail will continue to accumulate on your server space.
These commands are Windows and Mac proprietary commands and DO NOT WORK on Linux Servers.
Outlook settings are something like this:
Outlook/Tools/account settings/change email account/More Settings/advanced tab/untick "Leave copy of messages on the server"

Step 8: You should now be able to successfully test the account as long as the domain has propagated and your hosting account is active.

Congratulations! You have now set up your mail account.

Final Check: It is recommended to set the Check for new messages setting to be 15 minutes in your Outlook configuration.

Setting up your SmallPond mail in Outlook.com

(Outlook.com takes over from hotmail.com and Windows Live.)

Open your Outlook.com and click on Options (gear icon top left)
Select "Connected Accounts"


Click Other email accounts


Select which display


POP3 is preferred setting

Send yourself a test message - wait 5 mins - recheck your Outlook Mail

Checking your SmallPond mail on GMail

Open your Gmail and click on Settings (gear icon to left)
Select "Connected Accounts and Import" in heading



POP3 is preferred setting


NOTE : if you wish to send mail through your SmallPond Server - Google now requires an SSL Certificate and Dedicated IP

Send yourself a test message - wait 5 mins - recheck your GMail

Creating an email account in Mac Mail

You may also require further information from your ISP in regards to your 3G Dongle.

Step 1: On the Mail menu, select preferences.

Step 2: Assuming you have not tried to set up the mail account already, press the + symbol. If you already have you account set up, skip to step 12.

Step 3: Complete the details to match your requirements. Please note you will need to have created the mailbox in Plesk or cPanel and noted the password you used to create it.

Step 4: We recommend Account Type to be POP. Fill out the details with mail.yourdomain.com and click Continue.

Step 5: If you receive this error, it may be because you are still experiencing propagation of your domain or Mac Mail was temporarily unable to connect.
In most cases it will resolve once the account is set up in its entirety, so for now click Continue.

Step 6: Do not tick Use Secure Sockets Layer (SSL) and click Continue

Step 7: You may use your ISP for Sending Mail, a list of ISP mail servers can be seen here, or you can use what is demonstrated below.

Step 8: Again if you receive this message, it is ok to click Continue.

Step 9: Again do not check Use Secure Sockets Layer (SSL) and click Continue

Step 10: ‘Tick the option to Take Account Online and click Create.

Congratulations! You have now successfully set up Mac Mail. You can also use the following steps to troubleshoot if needed.

Step 12: To confirm your outgoing mail server, click on the drop down and select Edit SMTP Server List...
Step 13: For email sending in Australia, enter your ISP SMTP Setting. (eg mail.bigpond.com).
Step 13(a): remove email from server - as the above settings. Untick SSL authentification
Final Check: It is recommended to set the Check for new messages setting to be 15 minutes.

Mac Yosemite Email Setup problems

Apple attempts to automate email settings to their preferences.

Because Yosemite has been problematic in the past, a work around is to use FIREFOX.
Here is how to install the email program FIREFOX - Click Here

---------------------------------------------------------------

Here is how to force a manual setup.

In Mail Preferences, under each account in Advanced there is this important checkbox. Uncheck

And in SMTP Server List for each server in Advanced is this similar checkbox. Uncheck


Do Not use encryption.


Save and restart the client.
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POP 3 - Example
Username: test@(your domain).com.au
Password: Use the email account password.
POP3 Port: 110
Incoming Server: mail.(your domain).com.au
SMTP Port: 25
Outgoing Server: mail.(your domain).com.au
Outgoing server: In Australia, some service providers do NOT allow third party relay.
In this case use the Service Provider SMTP (e.g. mail.bigpond.com)
Authentication is required for POP3
POP3 does not coordinate with the server.
Messages marked as read/deleted/replied to in the mail application will not show up as such on the server.

Outgoing mail is sent using SMTP.

Email account setup on iPhone (SMTP/POP3)

Follow these step-by-step instructions to set up your SmallPond Email account on your iPhone:
Make sure you have created a new Mail Box in your SmallPond Control Panel before you attempt to setup an email account on your phone.

1. Select Settings from the home screen of your iPhone.
2. Choose Mail, Contacts, Calendars and click Add Account:





3. Choose Other from the list that appears:



4. Select Add Mail Account. In the New Account menu, you will need to specify the following records:

  • Name your name (will appear as sender name)
  • Address your full email address, as created in your SmallPond Control Panel Email Box.
  • Password the password allocated for this email box
  • Description lets you specify any description (we suggest you use something that you recognise as the email address)



Click Next.

5. Select protocol type: POP3. Your selection will be highlighted blue.

  • Name, Address and Description: should have been already filled in
  • Host name: mail.privateemail.com
  • User Name: your email address
  • Password: password for your email

In the fields for both Incoming Mail Server and Outgoing Mail Server, indicate the following settings:





IMPORTANT

Some Australian ISP (Internet Service Providers) do NOT allow third party relay.
In this case you have to use their outgoing mail server:
e.g. BigPond: mail.bigpond.com
e.g. Optus: mail.optusnet.com.au
(see General Setting heading in the Email Help for complete list. )


Click Next.
Click Save and wait while the system completes necessary checks.

8. When the checks are finished, you'll be redirected to the Mail, Contacts, Calendars screen. Choose your newly created account there:


9. Scroll down and select Advanced:



10. Here you can choose additional settings for POP3 use port 110 (without SSL):



11. In order to set up additional settings for outgoing server, you will need to return in the previous menu and then go to Outgoing Mail Server by clicking on the host name of the server:



12. For Outgoing Server (SMTP), port 25 (without SSL):



Once the settings are verified, your account is active and ready to use.
To test your new email account, go to Messages and try sending and receiving emails.


That's it!

Setting up a POP3 email account on iPad

This article will guide you on how to setup POP email account from iPad.

1. If this is the first account you are setting up on the iPad tap Mail. Otherwise, from the Home screen tap Settings -> Mail -> Accounts -> Add Account.

2. Choose your email account type. For setting up email to work with your domain email address tap Other.

3.Enter your Name , Address (email address), Email Password ,and description.

4.Tap SAVE POP.

5.tap POP so it will highlighted.

6.Fill in all as below POP Info
Name : Email name ,
Address (full email address), and Description.
Incoming Mail server :
host name: mail.yourdomain.com.au,
Username: (full email address)
Password (email password) > click done/verify.

7. If system showing message as Cannot verify server identity, tap Details and tap Accept.

8. After accept, go back HOME go to -> Settings -> Mail, Contacts, Calendars -> Tap (email account you setup earlier) and check POP and SMTP (outgoing mail server) setting.

9. tap SMTP , enter your service providers SMTP : eg mail.bigpond.com

10.Check your SMTP SSL: off ,
Authentication: Password,
Your service provider may require authentication.
Enter the Username and Password of your Service Provider account.
Server (Outgoing) Port number: 25
Once confirm tap DONE.

11.Go back to email setting page, click advance to check your POP setting, SSL: off,
Authentication: Password,
DO NOT delete from server if you are working away from the main Office Computer
Server Port : 110,.

12.tap Done/Verify, Your iPad is now configure to send and receive your domain email.

Outlook 2007 Email Account Setup

1. Start Outlook.
2. On the Tools menu, click Account Settings.
3. Click New.
4. In the Add New E-mail Account dialog box, click POP3 and then click Next.
5. Enter the required information by using the following guidelines:

a. User Information

  • Your Name: This should be your full name.

  • E-mail Address: fred@(yourdomain).com.au

  • Password: Enter the password that allocated for this Account

  • Click to select Manually configure server settings or additional server types, and then click Next.

b. Click Internet E-mail, and then click Next.
c. Internet E-mail Settings

  • Your Name: This should be your full name.

  • E-mail Address: This is your full e-mail address. This includes the account name to the left of the at sign (@), the at sign (@), and the ISP name that includes .net, .com, or .edu.

  • Account Type: POP3

  • Incoming mail server: This is the name of the server that holds your messages before you download it to your computer.
    mail.(yourdomain).com.au

  • Outgoing mail server (SMTP): This is the name of the Outgoing e-mail server. Mail is sent out through your Internet Service Provider (e.g. Optus Bigpond etc)
    mail.(your_ISP).com.au

  • If your ISP requires it, check the Require logon using Secure Password Authentication (SPA) check box to logon using Secure Password Authentication.

d. Click Test Account Settings. This is a new capability in Outlook. This feature calls a dialog box that displays, in a step-by-step manner, each phase of testing the configuration that you have just input. The following occurs when you click Test Account Settings:

  • The connectivity of your system to the Internet is confirmed.

  • You are logged on to the SMTP server.

  • You are logged on to the POP3 server.

  • It is determined if the POP3 server needs to be logged on to first. If necessary, Outlook automatically sets Log on to incoming mail server before sending mail.

  • A test message is sent. This message explains any changes that Outlook made to your initial setup.

e. Click More Settings to open the Internet E-mail Settings dialog box, where you may further modify your Internet e-mail account.

In more settings

If the box "Leave message on server" is ticked, mail will continue to accumulate on your server space.
If the box "Remove Message on server after X days"" is ticked, mail will continue to accumulate on your server space.

These commands are Windows and Mac proprietary commands and DO NOT WORK on Linux Servers.

Outlook settings are something like this:
Outlook/Tools/account settings/change email account/More Settings/advanced tab/untick "Leave copy of messages on the server"



6. Click Next, and then click Finish.

Email Forwarders

You can have as many email forwarders as you wish.
How it works :
The incoming email hits your hosted space and then is redirected by the forwarder to the destination email address.


Send email@yourdomain.com to your home_email@isp.com

www.(yourdomain).com/cpanel

Login :
UserName: yourusername
PassWord: youruserpassword

In the Mail Section
Click on Forwarders Icon
Click on Add Forwarder
Enter email@yourdomain.com >>> home_email@isp.com
Click Add Forwarder


Mail Box Quotas (size)

Mail Boxes are counted in the total size of your web hosting space.

This means that if you have 2 x 50 meg POP3 mail boxes you have the potential to use 100 megs of space on emails.
This can happen very easily if your are a recipient of spam and do not check your mail regularly.

DO NOT SET MAILBOXES TO INFINITY - this setting gives no warnings and when your hosting space is full, everything stops

Using the above example : a SmallPond Starter Pak Hosting account (100 megs) - when the 2 mailboxes reach their 50 meg capacity, incoming emails will be sent back to the sender with the message "Mailbox Full".

How to change quota in your Control Panel

www.yourdomain.com/cpanel
login


 


Contact

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