FAQ’s

E-Mail

This is information on how to set up an email client such as Outlook, Thunderbird, a cell phone email app, or Apple Mail.  Use this link if you would like to use a web browser based system.

 

For those of you who know how to set up an email account feel free to simply use the information below to do so. If you need more specific, step by step instructions they are further down. Of course [yourdomain] should be replaced with, whatever your domain is and .com should be changed if your domain isnt a .com (ie a .org or .biz or whatever it might be). Also if your name isnt Bill Johnston, you probably want to change it to your name 🙂

Server Information

  • Incoming mail server (IMAP): mail.[yourdomain].com
  • Outgoing mail server (SMTP): mail.[yourdomain].com (if this doesn't work click here for an alternative setting)

 

User Information

 

Logon Information

Setting up Outlook / Outlook Express

Open outlook and on the tool bar at the top click on Tools>E-Mail Accounts. then follow these instructions:

  • Select "add new email account" if it asks and click next
  • server type select "IMAP" if it asks and click next
  • enter the user information as specified above and click "Test Account Settings"
  • thats it! if your configuration was correct the test will be successful - if there are any problems, feel free to submit a trouble ticket

Please click here if this helped you.
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Depending upon what isp (internet service provider) you have, the setting described in the email set up faq page for your SMTP (outgoing) mail server may not work. Some ISP's block 3rd party email servers for different reasons. If this is the case there are two options that my help solve the issue.

Option 1

Change the outgoing server port from 25 to 587. Port 25 specifically is what is being blocked usually so by using an alternate standard smtp port it should solve the problem.
Here's How
Open outlook and on the tool bar at the top click on Tools>E-Mail Accounts. then follow these instructions:

  • Select "view or change existing email accounts" if it asks and click next
  • Leave all the settings the same except for the SMTP (outgoing) Mail server port.
  • Change it from port 25 to 587
  • Click "Test Account Settings"
  • thats it! if your configuration was correct the test will be successful

Option 2

Change the SMTP server from mail.[yourdomain].com to mail.[yourisp].com. In other words, if your isp is Comcast then you would change your smtp server to mail.comcast.net.
Here's How
Open outlook and on the tool bar at the top click on Tools>E-Mail Accounts. then follow these instructions:

  • Select "view or change existing email accounts" if it asks and click next
  • Leave all the settings the same except for the SMTP (outgoing) Mail server.
  • Change it to mail.[yourisp].com
  • Click "Test Account Settings"
  • thats it! if your configuration was correct the test will be successful

- if there are any problems, feel free to submit a trouble ticket

Please click here if this helped you.
1 person found this helpful.

If you do not use an email client such as outlook, or thunderbird, you can access your email account(s) through your browser. You may also want to access your email account(s) when you are out of town and web based email is a good tool for that purpose. Read below to learn how to access your specific account(s)

How to do it:

  • Open up your favorite internet browser
  • Type the following URL into the address bar:
    • http://www.[yourdomain].com/mail
  • Make sure you replace [yourdomain].com with your actual domain name (i.e. your-web-guys.com)
  • Enter your login information as shown below.
    • Name: type your full email address (i.e. [email protected]).
    • Password: type whatever your password is.
  • That's it! you should be able to send receive and view any emails which are still on the sever.

if there are any problems, feel free to submit a trouble ticket

Please click here if this helped you.
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  • Log into the web mail program for your domain:
    http://[your-domain].com/mail (change [your-domain] to your domain)
  • Then click on the support icon in the upper right hand corner marked "settings"
  • Click the button marked "password" on the menu on the right side of the screen once the settings page loads.
  • enter your old password and then your new password twice and click "save"
  • That's it, your new password has been activated.

Please click here if this helped you.
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Contrary to popular belief, the Mail app in Windows 8 isn’t just a client for Hotmail/Windows Live Mail/Outlook; it can manage accounts from other common providers like Google, Yahoo!, AOL etc., as well as having the ability to synchronize any IMAP enabled client. Let’s take a look at how you can set up Windows 8 Mail app to your liking.

The reason most people fail to discover the support for other email services in the native Mail app is that you cannot add another account until you link your own Microsoft account with the client. Assuming that you haven’t set up Mail in Windows 8 at all yet, simply click the Live Tile on the Start Screen and you should see a screen like this:

If you already have a Microsoft account, sign-in here and let the application sync your Outlook mail or Windows Live Mail. Once that’s done, hit the Win key + I combination to pull up Settings for the Mail app. Click/tap Accounts, followed by Add New Account next to the + sign. A list of all the common providers will be presented, and all you need to do here is enter the login information to sync the new account with Windows 8 Mail app.

Special thanks to RedmondPie.com for this outstanding tutorial - click here for the full article

Please click here if this helped you.
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Spam filters are awesome, but sometimes can block legitimate email accidentally.  Because you are not notified when the system blocks a message, it is not a bad idea to check your spam folder every so often to make sure nothing legitimate has been blocked.  Here is how you can see what has been intercepted by the spam filters on your account:

  • Log in to your web based email (if you are not sure how to do that click here - will open in a new window)
  • On the left side, under the main InBox, there is a list of other folders that the email system uses
  • When our server blocks a spam email message, it goes into a folder on the server called "Junk"
  • To view what has been sent to that folder, simply click on it
  • If any of the messages in that folder are not spam, please forward a copy to us (at [email protected]) letting us know that it should not be filtered in the future

Please click here if this helped you.
1 person found this helpful.

A whitelist is a list of email addresses that you want to receive email from. By adding an address to your whitelist, you are telling the email system not to filter email from that address. Follow the instructions below to add our email address(s) or any other address to your whitelist.

Here are the instructions for some of the most popular email programs:

AOL

You will need to add our "From addresses", [email protected] & [email protected] to your AOL address book:

  1. Click the Mail menu and select Address Book. PROBLEM: AOLuot;Address Card for New Contact" window to load.
  2. Once loaded, cut and paste [email protected] into the "Other E-Mail" field.
  3. Make our From address the "Primary E-Mail" address by checking the associated check box.
  4. Click the Save button.
  5. Repeat the process with the [email protected]  address.

Yahoo!

You will need to set up a filter to redirect our mailing into your inbox:

Open your mailbox and click on Mail Options (upper right hand corner).

  1. Select Filters (bottom left corner).
  2. Click the Add link on the Filters page.
  3. Update the "From headerUpdate the "From header:" rule with the following 2 pieces of information: "contains" and 'your-web-guys.com'. This essentially allows the mail server to identify our mailing based on the email From address.
  4. Click the Choose Folder pull down menu and select inbox.Add Filter button.

 

Hotmail

You will need to add our From addresses, [email protected] & [email protected] , to your Hotmail Safe List:

  1. Open your mailbox and click “Options” (upper right hand corner).
  2. Click the “Junk E-Mail Protection” link (top of page).
  3. Select the “Safe List” link (2nd from bottom).
  4. Copy and paste [email protected] the dialog box titled “Type an address or domain”.
  5. Click the “Add” button next to the dialog box.
  6. Repeat the process for the [email protected]  address.

 

Gmail

You will need to add our From addresses, [email protected] & [email protected], to your Gmail Contacts List:

  1. Click Contacts along the left side of any Gmail page.
  2. Click Add Contact.
  3. Copy and paste our From address, [email protected] into the primary email address dialog box.
  4. Click Save.
  5. Repeat the process with the [email protected]  address.

 

Mozilla Thunderbird

You will need to add our From addresses, [email protected] & [email protected] , to your Thunderbird Address Book and configure your Junk Mail Controls to whitelist your address book.

Add our From address into your Personal Address Book:

  1. Click the Address Book button.
  2. Make sure the Personal Address Book is highlighted.
  3. Click the New Card button. This will launch a New Card window that has 3 tabs: Contact, Address & Other.
  4. Under the Contact tab, copy and paste our “From” address, [email protected] into the Emaildialog box.
  5. Click OK.
  6. Repeat the process with the [email protected]  address.

 

Outlook 2003

You will need to add our From addresses, [email protected] & [email protected]  to your Safe Senders list:

  1. On the Tools menu, click Options.
  2. On the Preferences tab, click Junk E-mail.
  3. On the Safe Senders tab, click Add.
  4. In the Add address, copy and paste in our From address, [email protected]
  5. Click OK.
  6. Repeat the process with the [email protected]  address.

Please click here if this helped you.
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When you are logged into your gmail account, do the following steps:

  1. Click the gear icon and click Settings
  2. Click Accounts & Import
  3. Look for Check Mail from Other Accounts
  4. Click Edit alongside the account you want to change
  5. Change the password
  6. Save changes

Send us a support request if you have any trouble.

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Even though Your-Web-Guys does not limit the amount of space you have available for your archived emails and other data for your website, server speed and performance depends on only a certain amount of space being used for each email address.

Outlook’s Auto Archive function is set to automatically back up Deleted Items, Sent Items, and expired tasks and calendar items. But if you get hundreds of messages per day and don’t delete them or move them from your Inbox to a folder located on your local computer, you run the risk of sabotaging your account and our servers. Exceed 2GB of storage in an overstuffed Inbox and everything really starts to run slow.

Yet solving the problem is doable. we recommend that you or your IT support team follow the steps outlined below to change Auto Archive’s settings.  Please note, this is for outlook versions newer than 2010 including 2013 and 2016.  If your version of outlook is older, try visiting microsoft's help page

Archive older items automatically

  1. Click File > Options > Advanced.
  2. Under AutoArchive, click AutoArchive Settings.
  3. Click the Run AutoArchive every n days box and specify how often to run AutoArchive.  The default is fine.
  4. Choose any other options you want, such as having Outlook delete old items instead of archiving them.  For more details on these options visit this Microsoft help page
  5. Want to access your archived emails? Simple — they’re waiting for you right on the left-hand column of folders — or under the list of .pst files on your computer — with all of your other mail folders. The key? They’re no longer taking up space in your mailbox.

 

Change the AutoArchive settings for an individual folder

  1. In the Navigation Pane's folder list, right-click the folder you want to change, and click Properties.
  2. On the AutoArchive tab, choose the options you want.

 
Of course, archiving can’t cure all email diseases. If you access your mail via an Outlook Web App, any emails archived on your local computer won’t show up online — archiving them means they’re no longer hosted on the server. And a .pst file or archived folder stored on your local hard drive is still susceptible to disastrous data loss if it’s not backed up as part of your backup and disaster recovery (BDR) plan.

Also, remember that Outlook is not a real email archiving solution — this information will simply help you free up storage space within the program, NOT keep your email secure via offsite backup or searchable across years of accumulated messages.

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