Customer Support Centre : Manual : Email
 
Welcome to the Email section of the Efficient Hosting Support Manual where you will find information about all aspects of setting up email accounts and related programs.  
The links in this section are as follows;
Setting Up Your Email Program : Setting Up Additional POP3 Email Accounts
Changing Email Account Passwords : The Default Email Account : Mail Forwarding / Email Aliases
Auto Responders : Parked/Pointed Domains : Setting Up The Most Common Email Programs
Further Reading And Related Links
 
  Setting Up Your Email Program
To access your Email account(s), you will need to configure your Email program to use the following information:

Incoming (POP3) Mail Server
Your POP3 Mail Server name is yourdomain.co.uk (replacing yourdomain.co.uk with your own domain name). This server name will be the same no matter how many POP3 Email accounts you choose to set up.

Outgoing (SMTP) Mail Server
Please use your ISP's outgoing mail server. You will probably find that the name begins with "smtp." or "post.". For example, if your ISP is Freeserve then the outgoing mail server is likely to be "smtp.freeserve.net". If you are unsure about this, please contact your ISP and ask for the name of their "SMTP server". In the unlikely event that you do not have access to an SMTP server at all, please contact us and we will sort out an alternative for you.

User Name And Password
When you first signed up with Efficient Hosting, we set up a default Email account for you which is labelled as your "Main Account" in the Add/Remove Accounts option of your Control Panel. Unless you override this by setting up additional Email accounts (see below), all Email sent to anything@yourdomain.co.uk (where yourdomain.co.uk is your own domain name and anything can be any name you wish) will be stored in this account. This default account can be accessed using your normal web hosting account User Name and Password (as included in your Welcome Email). You may, of course, change your password at any time from within your Control Panel.
If you choose to set up additional Email accounts, you may specify your choice of Email address (at your master domain) and password for each account at the time you create them (see below). Unlike your preinstalled "Main Account", the user name(s) for any Email accounts you add yourself will include your domain name and will be of the form name@yourdomain.co.uk.

Your Name And Email Address
Your Email program will attach the name and Email address which you specify to all mail you send out. This allows you to send mail "from" your Efficient Hosting Email address by using your ISP's outgoing mail server. Any replies will be automatically sent to the name and Email address you specify.

We have given more detailed instructions on where to enter each of these settings for some of the more popular Email programs below. The Email clients covered are Outlook (or Outlook Express), Netscape Composer, Eudora and Claris. If your preferred Email program is not listed, you should be able to find where to key in these setting by looking for an "options", "accounts" or "preferences" option. Again, please contact us if you are having problems, and we will do our best to help.

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  Setting Up Additional POP3 Email Accounts
At Efficient Hosting we make it easy for you to set up additional Email accounts. This can be useful if there are several different people or departments who will be receiving Email. It allows you to store Emails which are addressed to different users in separate mailboxes which may be downloaded independently.
Each Email account (or mailbox) may be accessed either using an E-mail program on your local computer or through our web-based Web Mail feature.

It is important to realise that all mail sent to anything_at_all@yourdomain.co.uk will reach your "Main" mailbox by default (unless a specific mailbox, forwarder or autoresponder exists for this particular address), so there is no real need to set up a separate mailbox for a_particular_name@yourdomain.co.uk unless you want any mail sent to this address to be stored and accessed separately.

If you wish to create an additional POP3 account, go to your Control Panel and choose the Add/Remove Accounts option. You can then add a new Email account by clicking the Add Account link at the bottom of the menu. The Email address you specify indicates which incoming Emails will be stored in the mailbox for this account. To download the mail from any given account, your Email program needs to be set up to use the appropriate user name (of the form name@yourdomain.co.uk) and password for this particular account.

Here is an example:

Suppose you set up two additional Email accounts specifying the Email addresses of simon@yourdomain.co.uk for one account and susan@yourdomain.co.uk for the other.

Any mail sent to simon@yourdomain.co.uk would be stored in the mailbox with username simon@yourdomain.co.uk.

Any mail sent to susan@yourdomain.co.uk would be stored in the mailbox with username susan@yourdomain.co.uk.

Any mail sent to steve@yourdomain.co.uk for example (or anybody_else@yourdomain.co.uk for whom a separate mailbox has not been created) would be stored in the default mailbox.
This is normally your "Main Account", which has the same user name as your web hosting plan (without appending @yourdomain.co.uk), but this can be changed if you wish (see next section).

To delete an email account you created previously, choose the Add/Remove Accounts option and simply click on the word Delete next to the account you wish to delete. You cannot delete the "Main Account", which corresponds to the user name you were allocated for your web hosting plan, and is normally used as the Default or "catch-all" mailbox.

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  Changing Email Account Passwords
To change the access password for an Email account, choose the Add/Remove Accounts option and simply click on the Change Password option next to the appropriate account. Then enter the desired password in the New Password box and click the Change Password button to confirm the change.
The "Main Account" uses the master password for your hosting plan which may be updated via the Control Panel.

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  The Default Email Account
When the server receives an Email sent to something@yourdomain.co.uk it will first check to see if you have set up an Email account (a POP3 mailbox), an Email forwarder or an auto responder specifically for this address. Any incoming mail which is "unmatched" by any mailbox, forwarder or auto responder will be stored in your default Email account. This allows you to accept Email sent to various different Email addresses (e.g. admin@mybusiness.com, webmaster@mybusiness.com and sales@mybusiness.com) without having to set up (or separately download from) a number of different POP3 accounts.

The default Email account is normally your "Main Account", which has the same username and password as your web hosting plan.
You can override this if you wish by selecting another Email account to be the default using the Default Address option in your Control Panel. The default address may be changed to an external Email address or the Email address of any mailbox at your master domain.

The option to modify the default address is particularly useful if you wish to have all incoming mail (actually all "unmatched" mail) forwarded to an external Email address (i.e. an address not based on your account domain name, such as the Email address provided by your ISP).

You may wish to simply discard all "unmatched" mail. To arrange this enter :blackhole: in the box, being sure to include the colons on either side of the word blackhole. Please be aware that the :blackhole: setting will cause all "unmatched" incoming mail to be automatically and permanently deleted - you will never get to see it!

You may also find this option useful if you have any parked or pointed domains. By default, any mail sent to parked or pointed domains will end up in the "main" mailbox of your hosting account. If you prefer to be able to access the mail sent to a particular parked/pointed domain separately from mail sent to any other domains at your account, this can be done by changing the default address for this domain. In order to change the default address for a domain other than your master domain, simply select the appropriate domain name from the drop-down box when making the change in your Control Panel. For more on understanding and customising mail handling for parked and pointed domains, please refer to the Parked/Pointed Domains section below.

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  Mail Forwarding / Email Aliases
Email forwarders (or aliases) are Email addresses which forward or redirect to one or more other Email addresses. They can either be set up to forward to an external Email address or to another address at the master domain of your account. Forwarding to another address at your master domain has the effect of placing the mail in the POP3 inbox belonging to the address to which the mail is forwarded. This is sometimes called aliasing and allows you to have various different Email addresses all stored in a single inbox other than the default one.

You can set up as many Email forwarders as you like using the Forwarders option in your Control Panel. You shouldn't normally create a POP3 account for the same address as that of a forwarder, unless you want to keep a copy in the POP3 mailbox in addition to the copy being forwarded. If you set it up this way and only download the forwarded Emails then the copies left in the mailbox may eventually grow to use up all of the allocated disk space for your account, so please be careful to avoid this happening.

Email forwarders may be set up for Email addresses based on any domain at your account, including parked and pointed domains. Simply select the appropriate domain name from the drop-down box when creating the forwarder.

You may wish to simply discard all mail sent to a particular address at one of your domains.
To arrange this enter :blackhole: in the target box, being sure to include the colons on either side of the word blackhole. Please be aware that the :blackhole: setting will cause all mail sent to the specified Email address to be automatically and permanently deleted - you will never get to see it!

To delete an Email forwarder you created previously, choose the Forwarders option and simply click on the word Delete next to the forwarder you wish to delete.

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  Auto Responders
The Auto Responders option in your Control Panel allows you to set up and edit auto responders for any Email addresses at your domain(s). An auto responder will automatically reply to any mail sent to a specified Email address with a predefined reply. Auto responders are a good way of allowing your visitors to request standard information, such as FAQs and price lists, simply by Emailing a special address such as pricerequest@yourdomain.co.uk. Another example of how they might be used is to send an automated message confirming receipt of any enquiries, possibly even giving the current average reply time and warning of any temporary administration backlogs.

Auto responders may be set up for Email addresses based on any domain at your account, including parked and pointed domains. Simply select the appropriate domain name from the drop-down box when creating the auto responder.

To delete an auto responder you created previously, choose the Auto Responders option and simply click on the word Delete next to the account you wish to delete.

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  E-mail With Parked/Pointed Domains
In addition to the main domain name of your account, you may have had Efficient Hosting set up additional parked and/or pointed domains.

Parked domains make a single web site accessible using alternative domain names. Pointed domains are pointed at subfolders of your account and allow unique content to be displayed for each domain.

By default, any mail sent to a parked or pointed domain will end up in the "main" mailbox of your hosting account. This is the mailbox accessed using your main hosting account user name and password, as given in your Welcome Email.

True mailboxes may only be created for your master domain (the main domain of your account), but it is still possible to customise the handling of mail sent to parked/pointed domains. This can be done by changing the default address for all mail sent to a given parked/pointed domain which is unmatched by a specific forwarder or auto responder. Further customisation can be achieved by creating forwarders for mail sent to specific Email addresses at specific parked/pointed domains.

If you choose to change the default address for a parked/pointed domain then all (unmatched) mail received at this domain will be forwarded to the specified address, instead of being stored in the "main" mailbox of your hosting account. This default address may be an external Email address, or the Email address of a mailbox at you master domain.
For example, if you wanted all (unmatched) mail sent to any Email address at parked-domain.co.uk to be stored in a separate mailbox, you could arrange this by creating a mailbox for parked-domain@masterdomain.co.uk and setting the default address for the parked-domain.co.uk domain to be parked-domain@masterdomain.co.uk.

Forwarders may be used to forward mail sent to a specific address at a specific parked/pointed domain to another address. As when changing the default mailbox, this forwarding address may be an external Email address, or the Email address of a mailbox at you master domain.
For example, if you wanted all mail sent to steve@parked-domain.co.uk to be stored in a separate mailbox, you could arrange this by creating a mailbox for steve_at_parked@masterdomain.co.uk and a forwarder from steve@parked-domain.co.uk to steve_at_parked@masterdomain.co.uk.

Auto responders may be set up for Email addresses at parked/pointed domains and will work in exactly the same way as auto responders set up for your master domain. Simply select the appropriate domain name from the drop-down box when creating the auto responder.

Any Email filters you set up using the Email Blocking option in your Control Panel will apply to all domains at your account, including any parked or pointed domains.

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  Setting Up The Most Common Email Programs

a) Outlook or Outlook Express
Start Outlook or Outlook Express. Click "Tools" and choose "Accounts". In the "Internet Accounts" windows click "Add" and choose "Mail". Fill in your name and click Next. Click "I already have an Email address that I'd like to use" and fill in the your Email address. Click Next. On the "Email Server Names" page, check that POP3 is selected from the drop-down box to give "My incoming mail server is a POP3 server". The incoming mail server should be yourdomain.co.uk (replacing yourdomain.co.uk with your own domain name). The Outgoing Mail (SMTP) should be your ISP's outgoing mail server. Click Next. Enter your mailbox user name in the account name field, and the password below. Click Next and then Finish.

You will probably wish to send Email using your Efficient Hosting Email account by default, rather than your ISP Email address. To change the default Email account in Outlook, simply select the required account in the Mail window (which may be reached by selecting Tools > Accounts...), and then click "Set as Default".

b) Netscape Communicator/Messenger/Navigator
After loading Netscape Messenger, choose "Edit" and then "Preferences". Select "Identity" from the list on the left hand side and add your personal information (only your name and Email address are required). Click on "Mail Server". The "Outgoing mail (SMTP) server" should be set to the outgoing server of your internet service provider. Your incoming mail server is yourdomain.co.uk (replacing yourdomain.co.uk with your own domain name). Put your user name in the mail server user name box. You will be prompted for your password when you first log on.

c) Eudora
Start Eudora and select "Tools", then "Personalities". Right click the left-hand side of the screen. Select "New". The "New Account Wizard" will appear. Type in a name for this account and select Next. Select "Create a brand new email account" and click "Next". Type in your name (not your Email address) and select "Next". Type in the Email address you wish to use. Select Next. Type in the true user name for this POP3 account (this is NOT an alias). Select Next. Select "POP" for type of incoming mail server. In the "Incoming Mail Server" field, type yourdomain.co.uk (replacing yourdomain.co.uk with your own domain name). Select Next. Select Finish. Right-click on the new personality you just created, and select "Modify". In the SMTP Server field, type the name of your ISP's outgoing mail server. Select OK.

d) Claris Emailer
Start Claris. Choose "Setup" and then "Internet Setup". The SMTP (outgoing mail) server should be the server of your Internet Service Provider. In the "Account Name" field, enter your domain name. Put your username and domain name in the "Email Account" box.

e) All other Email programs
Please follow the general instructions given in Setting Up Your Email Program above. Feel free to contact us if you need any help. Please include the name and version number of the Email program you are trying to configure.

Note:
For all of the Email programs discussed above, there are many different configuration options and settings you can change in order to customise the mail client for personal use. For more information on these features, please consult your Email program's documentation or help menus.
 
  Further Reading And Related Links
Web Mail - Send and check your Email through your web browser.

Mailing Lists - Set up your own newsletter or discussion group.

Block Email - Useful for blocking unsolicited and unwelcome "spam" Email.

FormMail - Send form contents by Email using the FormMail script.

Sendmail - Location of the sendmail program which enables the sending of Email by CGI scripts.

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