Email

What is the difference between email protocols?

Interactions between email servers and users are governed by email protocols.  The most common incoming email protocols are POP, and IMAP.  Most email applications/programs support one or more of these.  This article is to help users understand and choose which protocol should be selected for each user’s situation.

Outgoing

SMTP (Simple Mail Transfer Protocol) is the protocol used in sending (outgoing) emails. SMTP is the protocol always used for sending (outgoing) emails.

Incoming

POP (Post Office Protocol) and IMAP (Internet Message Access Protocol) are two different protocols that do the same thing differently. They are both used in receiving emails from a mail server and can both are available for standard and secure (?) connections.

POP (Post Office Protocol):

POP is an email accessing protocol used to download emails from a mail server. Applications like Outlook and Outlook Express using POP will download all emails from the server to the user’s computer, and then delete them on the server. Generally POP server uses port 110 to listen to the POP requests or securely using SSL (Secure Socket Layer) (?) POP uses port number 995. The POP protocol assumes that there is only one client/computer that will be connecting to the mailbox. Even though there is an option in most mail applications to leave the copies of the emails in the server, it is not generally used due to various reasons.

IMAP (Internet Message Access Protocol):

IMAP is another email accessing protocol however it is used to access the mails from the server itself. Applications like Outlook and Outlook Express using IMAP will synchronize a copy of the mail on the server to the user’s computer. All mail data is kept on the server as well as the user’s computer until they delete mail. IMAP server listens on port 143 for incoming requesting to synchronize emails or securely using SSL (Secure Socket Layer) (?) IMAP uses port number 993. Basically, using IMAP protocol means that emails will be stored in the mail server and could be accessible from any clients anywhere if they all use IMAP.

SSL (Secure Socket Layer):

SSL creates a secure, encrypted connection between your email application and the email server. If SSL is enabled, all email connections between your computer and the mail server will be encrypted when you read, download/receive, and send email. This is the same technology you find when using online stores or banking websites which show that you are connecting securely.

Differences Between POP and IMAP

  1. POP downloads the mails in to the user’s computer; IMAP keeps email on the server and provides view from multiple places simultaneously.
  2. POP uses port number 110 while IMAP uses port number 143.
  3. POP downloads mail and disconnects from the server. IMAP stays connected for a longer period of time and is able to send notifications as new mail arrives.
  4. All the email folders and data are in the server in IMAP, using POP email is downloaded and stored in the user’s computer.
  5. In IMAP, changes made (i.e. marking a email as read, as forwarded) are synchronized to the mail server so they are visible from any IMAP client whereas in POP once you have downloaded the email to a computer, no more access is available from other devices.
  6. There is an option in POP mail applications which you can set to leave the mails on the server for certain period of time and then delete. If you are using 2 computers, and one is set to download mails from server and not leave copies, this will delete email from the server even if an additional computer is set up differently.

Backups / Email Loss

There is always the possibility that either the user’s computer/device or the mail server may crash or lose its data. If using POP, a backup of all email should be made regularly and often and saved securely outside of the computer and server. If using IMAP, email should be able to be recovered from the server in the case of a computer crash, however, a backup of all email should be made regularly and often and saved securely outside of the computer and server. Backups to a separate system, CD, or hard disk will help ensure email data is not lost. midPhase and ANHosting do maintain backups of all servers, but only for a few days at most and may not contain the correct data if too much time has passed.

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What are the default email settings?

Webmail Access:

  1. Go to http://www.yourdomain.net
  2. Click “LOGIN” in the top menu
  3. Click “Email Login”

Generic Email Client Settings:

NOTE: These are the generic and default settings for your account. You will need to modify the settings below to match the domain for your account.

Protocol: POP3 

Server/Hostname/Address: mail.uk2.net
Username: you@yourdomain.com
Password: Your Password (Can be reset in Dashboard or CHI)
Incoming Port: 110
Outgoing Port: 25 (not recommended), 587, 8025
Outgoing Server Requires Authentication
SSL: Disabled
Secure Password Authentication: No

Protocol: POP3 with SSL 

Server/Hostname/Address: mail.uk2.net
Username: you@uk2.com
Password: Your Password (Can be reset in Dashboard or CHI)
Incoming Port: 995
Outgoing Port: 465
Outgoing Server Requires Authentication
SSL: Enabled
Secure Password Authentication: No

Protocol: IMAP**

Server/Hostname/Address: mail.uk2.net
Username: you@yourdomain.com
Password: Your Password (Can be reset in Dashboard or CHI)
Incoming Port: 143
Outgoing Port: 25 (not recommended), 587, 8025
Outgoing Server Requires Authentication
SSL: Disabled
Secure Password Authentication: No

Protocol: IMAP** with SSL 

Server/Hostname/Address: mail.uk2.net
Username: you@uk2.com
Password: Your Password (Can be reset in Dashboard or CHI)
Incoming Port: 993
Outgoing Port: 465
Outgoing Server Requires Authentication
SSL: Enabled
Secure Password Authentication: No

**Please note that IMAP has to be enabled for your email account on the server itself before it can be used.

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How to setup POP email accounts in Outlook

This article will assist you in setting up your email accounts on your PC. This document uses screen shots of setting up an account using Outlook 2010.

First, verify the login details are correct by logging in at www.yourdomain.co.uk/webmail. The username is your email address. If the password you enter does not work, you will likely need to reset it. Once you are able to log in through your browser, follow the steps below to set up your email in Outlook.

**All pictures are for reference only. The actual layout of your interface may differ from the images below**

STEP 1: Open Outlook

STEP 2: Click on File then Add Account

 

STEP 3: Select Manually configure server settings or additional server types:

STEP 4: Click Next

STEP 5: Server Type: Select Internet E-mail and click Next:

STEP 6: Internet E-mail Settings

**Please replace John Doe with your name and johndoe@yourdomain.com with your email address**

User Information
Your Name: John Doe
E-mail Address: Your full email address e.g. johndoe@yourdomain.com
Server Information
Account Type: POP3
Incoming mail server (POP3): mail.yourdomain.net
Outgoing mail server (SMTP): mail.yourdomain.net
Logon Information
User Name: Your full email address e.g. johndoe@yourdomain.com
Password: The password for your email address
Check Remember password

STEP 7: Click More Settings…

Outgoing Server tab
Check box to My outgoing server (SMTP) requires authentication
Select Use same settings as my incoming mail server

STEP 8: Advanced tab
Incoming server (POP3): 110
Outgoing server (SMTP): 587

Tick the box Leave a copy of the messages on the server
Click OK

STEP 9: Click Next

STEP 10: Click Finish

If you encounter any errors or problems with this process, please contact our technical support department. They will be happy to help resolve any issues you experience.

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How to setup IMAP email accounts in Outlook

This article will assist you in setting up your email accounts on your PC. This document uses screen shots of setting up an account using Outlook 2010.

First, verify the login details are correct by logging in at www.yourdomain.co.uk/webmail.
The username is your email address. If the password you enter does not work, you will likely need to reset it. Once you are able to log in through your browser, follow the steps below to set up your email in Outlook.

**All pictures are for reference only. The actual layout of your interface may differ from the images below**

STEP 1: Open Outlook

STEP 2: Click on File then Add Account

Outlook imap step 2

 

STEP 3: Select Manually configure server settings or additional server types:

Outlook imap step 3

 

STEP 4: Click Next

STEP 5: Server Type: Select Internet E-mail and click Next:

Outlook imap step 4

 

STEP 6: Internet E-mail Settings

**Please replace John Doe with your name and john@yourdomain.co.uk with your email address**

User Information
Your Name: John Doe
E-mail Address: Your full email address e.g. john@yourdomain.co.uk
Server Information
Account Type: IMAP
Incoming mail server: mail.yourdomain.co.uk
Outgoing mail server (SMTP): mail.yourdomain.co.uk
Logon Information
User Name: Your full email address e.g. john@yourdomain.co.uk
Password: The password for your email address
Check Remember password

STEP 7: Click More Settings…

Outgoing Server tab
Check box to My outgoing server (SMTP) requires authentication
Select Use same settings as my incoming mail server

Outlook imap step 7

STEP 8: Advanced tab
Incoming server (IMAP): 143
Outgoing server (SMTP): 587

Click OK

Outlook imap step 8

STEP 9: Click Next

STEP 10: Click Finish

If you encounter any errors or problems with this process, please contact our technical support department. They will be happy to help resolve any issues you experience.

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SMTP for Mobile Email

As mobile phone companies try to restrict the amount of spam sent through their mobile networks and wifi hot spots, they require their customers to use their own SMTP servers.

Customers on the following networks cannot use mail.yourdomain.net for outgoing mail when on a data connection or at a wifi hot spot provided by these companies; but, instead, will need to use the SMTP server for their carrier:

  • Vodaphone = send.vodafone.net
  • T-mobile = smtp.t-email.co.uk
  • Three = smtp-mbb.three.co.uk
  • **Recently we have learned that O2 has stopped using their own SMTP server and now require you to use mail.yourdomain.net as your SMTP server.**

This list is not all inclusive. You may need to contact your mobile provider and ask if you are required to use their SMTP server to send messages.

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How to setup email accounts on an iPhone/iPad

This article will detail how to use the e-mail accounts that you have on your iPhone or iPod. This document uses screen shots of setting up an account using the iPod Touch.

First, verify the login details are correct by logging in at  www.yourdomain.co.uk/webmail. The username is your email address. If the password you enter does not work, you will likely need to reset. it through one of the guides listed here. Once you are able to log in through your browser, follow the steps below to set up your email on your iPhone/iPad.

 

**All pictures are for reference only. The actual layout of your interface may differ from the images below**

STEP 1: Open “Settings” and select “Mail, Contacts, Calendars”

STEP 2: Click on “Add Account”

STEP 3: Click on “Other”

STEP 4: Click on “Add Mail Account” & enter details

 

Name: YourDomain
Email: email@yourdomain.co.uk
Password: The password for your email address
Description: Yourdomain

Enter the correct details, and then click “Next”

STEP 5: Account Type preference: POP/IMAP (if you don’t know, select POP).

STEP 6: Input server settings

Incoming Mail Server

Host Name: mail.yourdomain.net
User Name: 
email@yourdomain.co.uk
Password: 
The password for your email address

Outgoing Mail Server (please note that although your iPhone says the username and password for this section are option, this is not the case):

Host Name: mail.yourdomain.net
User Name: 
email@yourdomain.co.uk
Password: 
The password for your email address

Step 7: Click “Next” & save

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Setting up Email in Apple Mail

This knowledge base article will help you set up your email accounts in the Mail app on your Mac.

1) In the top menu of Mail select Mail, then Preferences

2) Select the Accounts tab at the top of the window

3) Click the + symbol in the bottom left

4) An Add Account window will open.

  a) Fill in the Full Name (Full Name here will be the display name when you send an email)

  b) Fill in your new email address

  c) Fill in the password for your email address

  d) Click Continue

5) An Incoming Mail Server window will now be open.

  a) Select “POP” as the account Type if you do not know for sure that IMAP is enabled

  b) The Description will be what you identify this server as in Mac Mail

  c) Incoming server is: mail.yourdomain.net

  d) User Name is your full email address

  e) Password is your email password

  f) Click Continue

6) An Incoming Mail Security window will now be open.

  a) Authentication should be left as Password.

  b) Click Continue

7) An Outgoing Mail Server window will now be open.

  a) The Description will be what you identify this server as in Mac Mail

  b) Outgoing Mail Server is mail.yourdomain.net

  c) Select Use Authentication

  d) Username is your full email address

  e) Password is your email password

  f) Click Continue

  g) If a window pops up saying “Mail cannot send your password securely to the server.” click Continue

8) Click Create on the account summary screen.

9) Make sure your new account is selected on the left.

10) Click the ‘Outgoing Mail Server (SMTP):’ dropdown box

  a) Select ‘Edit SMTP Server List’

  b) At the top of this window select the ‘mail.yourdomain.net’ outgoing server.

  c) In the bottom of this window click the ‘Advanced’ tab

  d) Select the ‘Use custom port’ radio button and put 465 in the box

  e) Uncheck the ‘Use Secure Socket Layer (SSL)’ check box

  f) Make sure the ‘Authentication’ Drop down is set to ‘Password’

  g) Username should be your email address and the password is your email password.

  h) Click ‘OK’ and close the windows to get back to mac mail.

 

To prevent your email box from becoming full on our server I recommend performing the following steps to ensure emails are removed from the server after they have been downloaded to your Mac.

1) Open Mac Mail

2) Click on “Mail” in the top left of Mac Mail

3) Click “Preferences…”

4) A new window will open click on the “Accounts” tab double click your email account.

5) Click “Advanced” on the right

6) In top section check the box to the left of “Remove copy from server after retrieving a message:”

7) Select the time period in the drop box below the amount of time you would like to keep a copy on the server.

8) Close the settings.

If you require further assistance, please contact us and we will be happy to help. (CHI clients can submit a ticket through the Support section of their CHI account)

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How do I access my webmail account?

Webmail Access:

  1. Go to http://www.yourdomain.net
  2. Click “LOGIN” in the top menu
  3. Click “Email Login”

The username is your email address. If the password you enter does not work, you will likely need to reset it.

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Setting Up Your Email In Windows Live Mail

This article has been created to assist clients when connecting their email account in Windows Live Mail.

Step 1: Open the Windows Live Mail application.

Step 2: Click on the tab titled “Accounts” located at the top of your screen and select the “Add Email” button.

Windows Live Mail account tab add new email.png

 

Step 3: Insert the following information: email address, password, and display name. Click “Next”.

*Your password will be the same one that is used to log in to your email account.

 

Configure Server Settings

Step 4: Under “Incoming Server Information” click on the dropdown bar to access the “Server Type” tab. Select from POP, IMAP, or Windows Live Hotmail. Choose either POP or IMAP.

 

Step 5: Insert “chimail.yourdomain.net” into the “Server Address” section for Non-SSL or “mail.uk2.net” for SSL.

You will then need to enter the appropriate Port # depending on whether you have chosen POP or IMAP, and if you prefer the more secure SSL method of delivery for your mail system.

For example: For the POP server type without  the use of the secured option, insert Port 110.

 

POP3     (Incoming) IMAP     (Incoming) SMTP     (Outgoing)
Non secure 110 143 587
Secure (SSL) 995 993 465

 

 

Step 6: Click on the dropdown bar under the “Authenticate Using” section and select one of the options. You will want to select “Clear Text”.

Enter your email address in all lowercase for the username.

Outgoing Server Information

Step 7: Enter “chimail.yourdomain.net” into the “Server Address” section for non-SSL, or mail.uk2.net if you are using SSL settings.

Enter in either Port 587 for unsecured connections or Port 465 for secure (SSL) connections.

Click “Next” to complete the process.

Your email address is now available through Windows Live Mail.

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How to setup POP email accounts in Outlook 2003

This article will assist you in setting up your email accounts that you have set up within the UK2 Dashboard account on your PC. This document uses screen shots of setting up an account using Outlook 2003.

First, verify the login details are correct by logging in at www.yourdomain.co.uk/webmail. The username is your email address. If the password you enter does not work, you will likely need to reset it. Once you are able to log in through your browser, follow the steps below to set up your email in Outlook 2003.

**All pictures are for reference only. The actual layout of your interface may differ from the images below**

STEP 1: Open Outlook

STEP 2: Click on Tools then E-mail Accounts…

STEP 3: Select Add a new e-mail account:

STEP 4: Click Next

STEP 5: Server Type: Select POP3 and click Next:

 

STEP 6: Internet E-mail Settings (POP3)

 

**Please replace John Doe with your name and john@yourdomain.co.uk with your email address**

 

User Information
Your Name: John Doe
E-mail Address: Your full email address e.g. john@yourdomain.co.uk
Server Information
Incoming mail server (POP3): mail.yourdomain.net
Outgoing mail server (SMTP): mail.yourdomain.net
Logon Information
User Name: Your full email address e.g. john@yourdomain.co.uk
Password: The password for your email address
Check Remember password

STEP 7: Click More Settings…

Outgoing Server tab
Check box to My outgoing server (SMTP) requires authentication
Select Use same settings as my incoming mail server

STEP 8: Advanced tab
Incoming server (POP3): 110
Outgoing server (SMTP): 587

Tick the box Leave a copy of the messages on the server
Click OK

STEP 9: Click Next

STEP 10: Click Finish

If you encounter any errors or problems with this process, please contact our technical support department. They will be happy to help resolve any issues you experience.

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How do I configure my e-mail client?

Answer:

Please Note: yourdomain.co.uk relates to your website address related to your email.

Please enter the following data:

Username: your email address i.e. name@yourdomain.co.uk
Password: Use the email account’s password.

Incoming Server:
 mail.yourdomain.co.uk
If you’re configuring IMAP: use Port 143 and for POP3: use Port 110

Outgoing Server:
 mail.yourdomain.co.uk
SMTP: Port 2626
Authentication is required for IMAP, POP3, and SMTP.

NotePlease Note: New Registered email accounts may take up to four hours! Please wait a minimum of 3 Hours before trying! Password and mailbox names will be emailed before the 3 hours

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How do I change my E-Mail settings?

Answer:

Outlook Express

How do I update Outlook Express to get my e-mails?

Note screens may vary depending on version

Step 1

Start Outlook Express, from the main window you will be able to set up Outlook Express to send and receive mail from the E-mail account.

Step 2

From the main menu click on Tools then Accounts

Outlook Express

 

 

Step 3

Select your account e.g. mye-mail@mywebaddress.com and click the Properties button.

Outlook Express

Step 4

Select the “Servers” Tab along the top of the window.

Outlook Express

Change Incoming mail server and Out going mail server with the information provided.

Step 5

Apply and OK settings

You may require to restart Outlook Express for the setting to take effect.

 

 

Outlook

How do I update Outlook to get my e-mails?

Note: screens may vary depending on version

Step 1

Start Outlook, from the main window you will be able to set up Outlook to send and receive mail from the E-mail account.

 

Step 2

From the main menu click on Tools then Accounts Settings

Outlook

Step 3

Select your account e.g. mye-mail@mywebaddress.com and click the change button.

Outlook

 

Step 4

Change Incoming mail server and Out going mail server with the information provided

Outlook

 

Step 5

Click Next and Finish on the next screen

You may require to restart Outlook for the setting to take effect

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How do I Send and Receive attachments in Outlook Express?

Answer:

Outlook Express has a built in security feature that can prevent you from receiving files, such as the Adobe Acrobat files that we send out for transfers or that are used for Hand books, datasheets etc.

This feature can be turned off by using the following options,

1. Start Outlook Express.
2. Click on the Tools menu and then Select Options from te bottom of the menu.

Outlook Express
This brings up all settings for the Outlook Express, this is basically where you can change all settings.

3. Click on the tab called Security

Options

4. The option “Do not allow attachments to be saved or opened that could potentially be a virus. Make sure this option is NOT ticked.

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How do I set-up emails with Thunderbird?

When you are configuring an email account, Thunderbird will often be able to do most of the configuration automatically. (See Automatic Account Configuration for more information.) However, you will need to manually configure your account if your email provider is not listed in Thunderbird’s automatic configuration database, or if you have a non-standard email configuration. This page will show you the basic settings you need to send and receive emails.

If an account that you created automatically was assigned to a IMAP rather than POP server.

To manually configure an account, you will need to have the following details which can be supplied by your email provider.

  • incoming mail server and port (for example, “mail.example.com” and port 110 or “mail.example.com” and port 143)
  • outgoing mail server and port (for example, “mail.example.com”)
  • security setting for the connection with the server (for example, “STARTTLS” or “SSL/TLS” and whether or not to use secure authentication)

First, open the Account Settings (Tools | Account Settings). Each email or newsgroup account that has already been configured is listed on the left side of the Account Settings dialog. These accounts correspond to the top-level folders displayed in the “All Folders” list.

thunderbird step2

Click the Account Actions button and select Add Mail Account.

Enter your email account details and press Continue. Thunderbird will try to determine your account settings based on the domain portion of your email address (that is, the portion after the “@” symbol). Press the Stopbutton to abort the lookup, then edit the server names, port and IMAP/POP, and then press Manual Configuration to manually set up the the account. Note that it’s important that you set server names, port andIMAP/POP before clicking Manual Config. (Alternatively, you can allow the lookup to gather default account details and then manually change the settings later.)

Configure the outgoing server

Multiple email accounts can use the same outgoing SMTP server. Therefore, SMTP servers are created separately from email accounts. In the Account Settings dialog, in the left pane, select Outgoing Server (SMTP) from the bottom of the list. There may be an entry in the resulting list that was created when you entered your account details. Either edit that entry or add a new entry.

e2f8e3847ad5f809e97807318a81f5b7-1263336038-358-1.jpg

As another example, a Gmail account is configured as follows:

  • Server Name: smtp.gmail.com
  • Port: 587
  • Use name and Password: checked
  • User Name: your gmail userid without “@com” extension (for example, if you email address is brian@gmail.com, then your user name is “brian”). If you are using Google Apps for Domains, use your entire address (for example, “billsmith@yourdomain.com”).
  • Connection Security: STARTTLS

After saving the information about the new outgoing server, select your new email account from the list. In theOutgoing Server (SMTP) field, select the SMTP server from the drop-down list. Other items on the page were automatically created when you entered the account details – alter and extend as necessary.

Click on the Server Settings option under your new account. Make sure the entries in the following fields correspond to the settings given to you by your email provider:

e2f8e3847ad5f809e97807318a81f5b7-1263336519-453-1.jpg

After saving these changes you should be able to send and receive emails. Other aspects of account configuration are optional and self-explanatory.

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How do I remove the certificate warning in IE7?

Answer:

Outlook webaccess and Internet Explorer 7

If your experiencing the following message while using Internet Explorer 7 and Outlook webaccess follow the steps below to remove this screen.

Certicate Error, Navigation Blocked

Step 1

Internet Options Menu

Select the “Tools” options from the Internet Explorer bar

Step 2

Internet Options

Step 3

Advanced Tab

Wait until the “Internet Options” window appears and select the “Advanced “Tab

Step 4

Advanced Tab

Use the scroll bar on the right and scroll down to the security section or Until you can see “Warn about certificate address mismatch*

Step 6

Warn about certificate address mismatch

Un-tick “Warn about certificate address mismatch*” and restart your Internet Explorer.

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