Email Setup

Email Setup
Setting up email in Outlook 2010

1. Start Outlook.

2. On 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 following:

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.

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

9. Click “Outgoing Server” tab at the top.

10. Tick the box labelled “My outgoing server (SMTP) requires authentication”

11. Click “Advanced” tab at the top

12. In the Outgoing mail (SMTP) box, type 25. *Note, if you have trouble sending e-mail, please try changing this to port 587.

13. Ensure that ‘This server requires an encrypted connection (SSL) is unchecked

14. The ‘Use the following type of encrypted connection:’ option should be set to None

15. Click “Ok” to close the window.

16. Click Next after you have completed entering this configuration information, and then click Finish

Setting up email in Outlook 2007

1. Start Outlook.

2. On the Tools menu, click Account Settings.

3. Click New.

4. Click ‘Microsoft Exchange, POP3, IMAP, or HTTP’, and then click Next.

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 following:

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.

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

9. Click “Outgoing Server” tab at the top.

10. Tick the box labelled “My outgoing server (SMTP) requires authentication”

11. Click “Advanced” tab at the top

12. In the Outgoing mail (SMTP) box, type 25. *Note, if you have trouble sending e-mail, please try changing this to port 587.

13. Ensure that ‘This server requires an encrypted connection (SSL) is unchecked

14. The ‘Use the following type of encrypted connection:’ option should be set to None

15. Click “Ok” to close the window.

16. Click Next after you have completed entering this configuration information, and then click Finish

Setting up email in Outlook 2003

1. Start Outlook.

2. On the Tools menu, click E-mail Accounts.

3. Under E-mail Accounts, click ‘Add a new e-mail account’, and then click Next.

4. Click IMAP as the type of account that you are creating, and then click Next.

5. Fill out the required settings as following:

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.

6. Click “More Settings…”

7. Click “Outgoing Server” tab at the top.

8. Mark the box labelled “My outgoing server (SMTP) requires authentication”.

9. Click “Advanced” tab at the top

10. In the Outgoing mail (SMTP) box, type 25. *Note, if you have trouble sending e-mail, please try changing this to port 587.

11. Ensure that both ‘This server requires an encrypted connection (SSL) options are unchecked

12. Click “Ok” to close the window.

13. Click Next after you have completed entering this configuration information, and then click Finish

Setting up email in Outlook Express

1. Start Outlook Express and select the Tools menu. From here select ‘Accounts’

2. In the window that appears press the ‘Add’ button and then select ‘Mail…’

3. Enter your name as you would like it to appear to people who receive emails from you. Then click ‘Next’.

4. Enter the email address that you want to use and that we have set-up for you. Then click ‘Next’.

5. Now you need to enter your incoming and outgoing servers. For the incoming server you should enter mail.’yourdomain.com’ – substituting your own domain name for yourdomain.com. For the outgoing mail server you should enter mail.’yourdomain.com’ as before. Then click Next.

6. To finish you need to enter your username (which is your full email address) and password for your mail account. Once entered please click Next and then Finish.

7. To allow you to send mail through our mail server you now need to make a small change to the properties of the account. Select ‘Properties’ from the ‘Accounts’ window.
You need to click the tick-box that says ‘My server requires authentication’ or ‘This server requires me to log on’ and then click ‘OK’ and ‘Close’:

8. You can now send and receive emails.

Setting up email in Mail for Mac OS X 10.7

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’, ‘Mailbox Behaviours’ 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 SMTP Server 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 Mail for Mac OS X 10.4

On the menu bar click Mail, then Preferences, then Accounts and finally click the plus at the bottom right.

General Information

Account Type: POP or IMAP

Account Description: A personal description for your mail box

Full Name: Your Name

Email Address: The email address you created

Click Continue

Incoming Mail Server

Incoming Mail Server: mail.yourdomain

Username: your email address

Password: mailbox password

Click Continue

Outgoing Mail Server

Outgoing Mail Server: mail.yourdomain

User Authentication – ticked

Username: your email address

Password: your mailbox password

Click Continue

Account Summary

Check your settings

Click Continue if you are happy with them.

Click Done

Setting up email in Windows Live Mail

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 mail box password

Display name: Your name exactly as you want it to appear to recipients when they receive email from you

Check the ‘Manually configure server settings’ option

4. Click Next.

5. ‘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)’ should remain 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)’ should remain unchecked

‘Requires authentication’ should be *checked*

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

Setting up POP3/IMAP email on an iPhone or iPad

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.

If you get the below error message when trying to send email from your iPhone or iPad:

Secure Connection Failed

The certificate for “********************” may not be valid

This is because you are trying to via SSL/TLS to our mail servers which is not supported. You can change this in your settings on your iPhone or iPad as follows

Go to Mail, Contacts, Calendars and select the account you wish to change.

On the next screen, scroll down and select Advanced.

In the “Incoming Settings” section, turn “Use SSL” to OFF

Setting up an Exchange mailbox on an iPhone or iPad

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

Go to Settings > Mail, Contacts, Calendars > Add Account > Microsoft Exchange

On the next screen enter the following settings:

Email: The email address for the Exchange mailbox you want to setup

Username: The email address for the Exchange mailbox you want to setup

Password: The password for the Exchange mailbox

Description: Your own description for the Exchange mailbox on your iPhone/iPad

Press Next

You may now get a message saying it cannot verify the identity of your domain name, just press Continue.

You will now see a “Server” option appear on the screen. In here, you should enter exchange.outitgoes.com and press Next.

If your iPhone or iPad has now successfully connected, you will be presented with the options to sync the Mail, Contacts and Calendar. Choose which ones you would like to sync and then press Save.

Your Exchange mailbox should now be successfully setup.

Setting up an IMAP/POP3 mailbox on an Android device

To set up an Android device for use with an IMAP/POP3 mailbox, please follow these instructions.

1) From your home screen select the application draw button to show all of your applications.

2) Find the “mail” application and open it..

3) If this is your first email account, you will be presented with an email setup screen. Select the “Other(POP3/IMAP)” option. Otherwise, press the Menu button, tap Accounts, press the Menu button, and tap Add account.

4) In the first box add your email address, and in the second, enter the password associated with your email account.

5) Tap the Manual setup button.

The screen should now be populated with some of the following settings. Please replace any that are missing or incorrect with the correct values.

Protocol: IMAP or POP3 (IMAP is preferred for mobile devices)

Email address: Your full email address

Username: Your full email address

Password: Your mailbox password

IMAP/POP3 server: mail.domain.com

Security Type: None or SSL

Leave the port unchanged or at 143

6) Press next.

You will now be presented with the outgoing mail server options. Make sure the following settings are populated and correct.

Login Required: Yes

Username: Full email address

Password: Your mailbox password

SMTP Server: mail.domain.com

Security type: None or SSL.

Leave the port unchanged or at port 25

Now you just need to choose your account name and your name as you wish to appear in the from field. Click “Finish Setup” and you should be done.

Setting up an Exchange mailbox in Outlook 2010

There are two ways to set up an Exchange account, automatically and manually. We recommend trying the automated method first:

1) Ensure that Outlook is closed, or you will not be able to add an account.

2) From the Start Menu go to your Control Panel.

3) Select ‘Mail’.

4) Select ‘E-mail Accounts’.

5) Under the ‘E-mail’ tab select ‘New’.

6) Select’ E-mail Account’ then ‘Next’.

7) Here you should enter your name, email address, and mailbox password.

If this is not successful, you can take the following steps to set up the mailbox manually:

1) Again, you’ll need to set this up via the ‘Mail’ section of your control Panel.

2) Select ‘Add New Account’.

3) Select ‘Manually Configure Server Settings’.

4) Select’ Microsoft Exchange’.

5) Under ‘Server’ enter ‘outlook.exchange-outitgoes.com’ and under ‘User Name’ ‘name@domain.com’

6) Under ‘More Settings’ go to the ‘Connection’ tab and tick ‘Connect to Microsoft Exchange using HTTP’.

7) Select ‘Exchange Proxy Settings’.

8) In the ‘URL’ field enter ‘exchange.outitgoes.com’ and under ‘Proxy authentication settings’ select ‘NTLM Authentication’.

Setting up Webmail

How do I Compose/Send an Email?

To send email via Webmail you firstly need to log in to your account via http://www.outitgoes.com/

Click New > New Email

Fill in the message information:

To: Type in the recipient’s email address, or start typing the name of someone in your address book – Webmail will make suggestions as you type. In order to send to multiple email address, type them one at a time, pressing Enter after each one.

Subject: Type in the subject of the message.

Clicking the ‘More’ link allows you to specify cc: and bcc: addresses.

Compose your message in the large text area. Some basic formatting tools are available.

If required, click the attachment button to upload files for the outgoing email message.

Click the Send button to send the mail.

Features of Sending Mail

Attachments

To attach files to your email messages, first click the Attachments button in the compose screen. A new window will pop-up to add attachments; click the “Browse” button to select a file from your hard drive. Click “OK” when you have selected the appropriate file attachment. Once files are uploaded, you can check the size of the attachment and choose to delete the file. Multiple attachments are supported.

Signatures

When sending your email message, you can define a signature to be attached to the bottom of the email message. See the Settings panel for more information and how to set these.

What is an Auto Responder and how do I set one up?

If you have auto responders included as part of your hosting package then this feature allows an email address on your account to automatically respond with a specific message, such as an ‘Out of Office’ message.

To set up an Auto Responder go to http://www.outitgoes.com/autoresponder.cgi  and login using your email address and password.

Is there a size limit for email sent to my account?

No, there is no size limit for attachments or emails sent to your mailbox. However, each mailbox is limited to 400MB in total. If you receive an email that is larger than 400MB or you otherwise reach this limit, the new mail will be stored as normal but any subsequent new mail will eventually be bounced. If you need a mailbox larger than 400Mb please contact us as mailboxes can be upgraded.

Is there a limit on attachment sizes when sending via Webmail?

Yes, attachments sent via Webmail are limited to 2Mb – if you wish to send larger attachments, you should connect to the mailbox with a mail client.

Email Sending Limits

Below are the usage details for the various methods of using our systems to send email:-

Webmail: You are limited to 50 emails per day.

PC Software (such as Outlook): There is no limit apart from a maximum of 100 recipients per message.

Distribution List: This can be used as many times as you like, although it is limited to 2500 users per list.

Web Servers: Scripts running on the web servers are limited to 1000 emails per 12 hours.

We should like to take this opportunity to remind you that we have a zero tolerance policy on users sending unsolicited email, in the event that the systems deliberately used for this purpose, then we will be forced to suspend the user’s account.

What is a POP or POP3 box?

POP (or POP3) is an early email protocol used to access mailboxes. It’s very simple and remains popular despite its age, however many users are now starting to find that IMAP better meets their needs. POP box is a term that is widely used but is not accurate, throughout our documentation you’ll find them referred to as ‘mailboxes’ or ‘mail accounts’.

What is the difference between POP3 and IMAP4 mail?

You may have noticed that with your desktop client, and our webmail facility, you are given the option of accessing your mail through POP3 or IMAP4.

These are two different protocols. On your desktop client, POP3 is downloaded directly from the mail server onto your computer.

Your computer will store a “local copy” of the mail, and usually delete it from the server. You can create local folders on your computer to organise the mail, but you won’t see these or your mail if you logged in using webmail.

Additionally, if you create folders to organise your mail in webmail, you won’t be able to access these on your desktop client.

Mail will therefore only contribute towards the mailbox limits while it is left in the inbox.

IMAP4, in contrast, is left on the server (where it will continue contributing towards your mailbox limit). If you create folders/organise your mail in your desktop client, you will see this update when you log in with the webmail client (and vice-versa). Similarly, when you mark a message as “read” in webmail, it will appear “read” in your desktop client.

If you’re accessing your mail on several different computers, IMAP can therefore be useful. However, if you expect to receive high volumes of mail, or want to be able to access your mail offline, POP is the better option, as it will be downloaded and stay on your local computer.

Can I use my Microsoft Exchange server for email?

Yes, if your Exchange server has a static (non-changing) IP address and you know what it is.

To do this we need to make a change to the MX record of your DNS settings for the domain that you want to run mail on and point it to your Exchange server. Contact support and we will make the change to the MX record for you.

How to scan and / or filter out spam email

There is a Junk Mail Filter system available. The cost is £10 + VAT per year per email account or £30 + VAT per year per domain (This covers all of your email accounts).

We also have a £50 + VAT a year package which includes a virus scanner in addition to the Junk Mail Filter system. Protecting your home or business PC from viruses is critically important. Nine out of ten viruses are spread by email. Our virus scanning system stops emails at the server so you never have to try and deal with them yourself. Our software automatically updates every hour so that it always knows about the latest viruses on the Internet.

Junk mail filters use special technology to strip out junk mail before you receive it. We can also set an email address to send the junk mail to, so that you can check this address to ensure only junk mail is being caught, or just select to route such messages to a “Spam” folder in your mailbox.

Please note that even though Junk Mail Filters uses sophisticated technology no system of this kind is fool-proof, some real messages may be classified as junk mail so we would suggest you check your junk mail box for real messages at regular intervals.

There are four Junk Mail Filter Levels

Low = Some junk emails will get through, but virtually no email will be incorrectly filtered out. This is normally an appropriate level for a business domain.

Medium = A small number of junk emails will get through; a small amount of email (particularly newsletters and marketing messages) may get incorrectly filtered. This is appropriate for a personal domain.

High = Virtually no junk emails will get through, but some email (newsletters and marketing messages) may get incorrectly filtered. This is appropriate for a domain that currently gets lots of junk email, but we normally try the “medium” setting first.

Extremely High = Only use this if you’re still seeing lots of junk mail after setting to “high”. It’s quite likely that several non-junk emails will be incorrectly filtered at this level.

Why can’t I connect to your mail server? I use Orange, AOL or BT as my ISP

Some ISPs block port 25 for the sending of email via SMTP. AOL and Orange are known to be amongst such ISPs, though there are also others. If this happens, setting SMTP to port 587 instead of port 25 should allow you to send email through us.

Why do I get a ’550 Relay Not Permitted’ error message when sending mail?

In order to send mail through the mail servers, the email client program must be configured to use SMTP Authentication. Common email clients include a tick box in the account configuration with the label “This server requires authentication”. That box should be ticked, otherwise look for a setting on the outgoing server settings that refers to authentication and set it to use the same username and password for the incoming server.

This error can also occur with some ISPs which block port 25 for SMTP. AOL is known to be such an ISP. If this happens, setting SMTP to port 587 will allow you to send email through us with AOL, for other ISPs we suggest contacting their technical support for advice or using their own outgoing SMTP server they would have provided you with.

You may also see this error shortly after a DNS change has been actioned. If a domain’s DNS cache has not yet updated to reflect recent changes, you may face 550 errors. Waiting will resolve the matter in this instance.

I can’t send email, but I can receive it

There is a possibility that your ISP is blocking port 25. Providers like AOL block this to prevent outside users from relaying bulk email off their servers. You should contact your provider to see if port 25 is blocked. Otherwise you have incorrectly entered details in your email client for the outgoing server (SMTP) for example make sure you are authenticating the outgoing mail server as described in other support database articles, or software on your machine like anti-virus, firewall, Norton, Symantec, etc is conflicting.

If port 25 is blocked, you could try using port 587 instead.

Why do I get the message 550 IP in XBL SBL PBL RBL or SCBL when sending mail?

If you receive any of these messages when trying to send email, it would appear that outgoing mail is being blocked because your IP address (the dynamic address used to identify your computer on the internet) is appearing in a blacklist.

You can see more information by

1) Finding your IP address from http://www.whatsmyip.net/

If you are receiving either:

550 IP in XBL,

550 IP in SBL, or

550 IP in PBL,

2) Entering this IP address into the Spamhaus advisory page at:-

http://www.spamhaus.org/lookup.lasso

If you are receiving either:

550 IP in SCBL or 550 IP in RBL

3) Entering this IP address into Spamcop at:- http://www.spamcop.net/bl.shtml

It’s appearing in this blacklist because either your computer, or a previous computer using the same dynamically assigned IP address, may have been infected by a Trojan or virus, taking advantage of your computer to send spam.

Although this could just be a false alarm, caused by a previous computer on the same IP, we would recommend running a full virus, Trojan and spyware scan on your computer – as well as ensuring you’re using an active firewall. Once you’re sure your system is clean, there are details at the above link as to how you can remove yourself from the blacklist. Be aware though, if you are still affected, you will be relisted very quickly.

If you have a Dynamic IP Address it is possible that another machine that used the IP caused it to become blacklisted, in that situation restarting your modem / router can allow your ISP to issue you with a new IP.

Why does my email bounce with ’550 relay not permitted’?

This usually happens because the nameservers on the affected domain have been changed to make the domain work with our servers, but the domain itself has not been transferred in. There is a brief period when some remote mail servers’ direct mail according to the new MX records, but the local mail server is still seeing the old MX records. This causes the mail server to reject mail until the old records expire. That usually happens within 24 hours. Domains which are fully transferred by-pass the MX record lookup and so are not affected by this problem.

This error could also be because you have not selected “My Outgoing Server Requires Authentication”, or some variation on that depending on the email client software being used, in your settings. You can select it to use the same settings as the incoming mail server.

If you continue to receive this error after 24 hours (allowing for name server updates and DNS propagation), please contact Support.