Hosting - Email Setup

Notes on Email Security:

Many of our customers ask us, "Is it safe?". This brief note will attempt to cover basic safe practices when using email:

  1. Attachments.  
    Attachments are the biggest threat you will encounter when working with email. We recommend the following best practices:
    1. If you receive an attachment from someone you DO NOT KNOW, DO NOT OPEN THE ATTACHMENT UNDER ANY CIRCUMSTANCE. If you think that it may be from a legitimate sender, call them on the phone to confirm the purpose and nature of the attachment. DO NOT REPLY TO THE EMAIL. If you confirm that it is legitimate after speaking with sender on the phone, copy the attachment to your desktop and scan it with your anti-virus program before opening it. DO NOT OPEN THE ATTCHMENT DIRECTLY FROM WITHIN THE EMAIL.
    2. If you receive an attachment from someone you DO KNOW and it is either a regularly scheduled attachment or one you are expecting, copy the attachment to your desktop and scan it with your anti-virus program before opening it. DO NOT OPEN THE ATTCHMENT DIRECTLY FROM WITHIN THE EMAIL. If you are not expecting the attachment, call the sender on the phone to confirm the purpose and nature of the attachment before copying and scanning it. Even though an attachment may be from, or appear to be from someone you know, it can still harbor malware.
    3. No email communication is so important that it's worth compromising all of the files on your entire network due to ransomware. If it's truly important, the sender will contact you another way. Note that financial institutions, courts and other government institutions will never use email to contact you regarding financial or legal issues.
  2. Links
    Do not click on links in emails. Rather, right-click the link, copy link location and paste it into your browser's address bar. If the link looks suspicious, (something like FreeiPhoneGiveAway.ru), simply delete it from your browser address bar and contact the sender via telephone. If it appears to be a legitimate link that's relevant to the subject of the message, proceed to the site
  3. Client settings
    We suggest the following best practices for your email client:
    1. Turn off the email preview pane
    2. Send and receive email in plain text. While HTML emails look nice, they can also hide malicious links and other objects. This is not possible in plain text email.

 

Email Setup:

Please read this Important Note First:

Please be sure to substitute your domain (the part that comes after the "@" symbol in your email address) wherever you see "yoursitename.com" in the instructions below.

Be sure to use your FULL email address as your user name/account. The most common problem encountered is log in problems due to using only the part of the email address before the "@" as the user name/account.


Webmail:

You may check your email from any computer in the world by going to: http://mail.yourdomain.com (substitute your domain for "yourdomain.com or yoursitename.com"). We recommend that you use "Horde". Don't forget to enter your FULL email address as your username.

Common Email clients:

Other email clients are set up similarly.


Microsoft Outlook 2019

1. Add a New Profile

If you have an email account already set up, disregard step 2a, and proceed to 2b.

Open up the Control Panel by typing in 'control panel' into the search bar next to the Start button. The pop up window should display like this below, on the top right corner you will notice a 'View by: Category' drop down menu, click on it and choose small icons.

Outlook 2019 Step 1

From there, you should see an icon with the name 'Mail' some versions of this will be written as Mail(Microsoft Outlook 2016) that is fine as well, the version does not matter, even if does not match your current Microsoft Office version. Click on Mail.

Outlook 2019 Step 2

2a. Email Profile Setup

A Mail window will pop up similiar to below if you have not set up an email account before on this computer. Click the 'Add...' button.

Outlook 2019 Step 3

A New Profile window will appear, type anything you would like into the Profile Name field and click OK. Hit OK again, skip to step 3.

Outlook 2019 Step 4

2b. The “Mail Setup” screen

When you click on the Mail icon in the control panel, you will then select the top option labeled 'email accounts'. You will see this window if you already have an email account with Outlook, and this is where you can change the settings.

Outlook 2019 Step 5

The Account Settings window will appear, in the initial tab labeled 'Email' click on the left most button listed as 'New...'

Outlook 2019 Step 6

3. The 'Add Account' screen appears.

Click on the bottom option. The radio button will read 'Manual setup or additional server types', then click Next.

Outlook 2019 Step 7

Select the POP or IMAP button. Hit Next

Outlook 2019 Step 8

4. The POP and IMAP Account Settings screen will be shown.

This is the window where you’ll enter most of your account settings. If you are simply editing your existing account, you can leave this page alone if its prefilled. However you may have to update your password if it has changed.

Fill the blank spaces below:

  • Your Name: Firstname Lastname
  • Email Address: emailaddress@sitename.com (e.x.: Jill@Gmail.com/Bill@RichardsOfficeSupply.com)
    also note that email addresses are not case sensitive, so you don't need to worry about capitalization
  • Account Type: select POP3.
    While IMAP may function well for mobile devices, POP is preferred since it saves a local copy of your emails for better performance and security
  • Incoming Mail Server: mail.sitename.com (e.x.: Mail.Gmail.com/Mail.RichardsOfficeSupply.com)
  • Outgoing Mail Server: mail.sitename.com (e.x.: Mail.Gmail.com/Mail.RichardsOfficeSupply.com)
    in some email settings, you may have to substitute the mail prefix with smtp (smtp.gmail.com)
  • User Name: emailaddress@sitename.com (e.x.: Jill@Gmail.com/Bill@RichardsOfficeSupply.com)
    This will match your email address
  • Password: password12345!
    This is a sample password, please do not actually use this.
  • Ensure the 'Remember password' box is checked, then select the 'More settings' button on the lower right.

    Outlook 2019 Step 9

    5. Click on 'More Settings'.

    Click the More Settings button. A new 'Internet E-mail Settings' window will appear. Select the second tab labeled 'Outgoing Server', click on the box 'My outgoing server (SMTP) requires authentication. Now click on the 'Advanced' tab.

    Outlook 2019 Step 10

    6. Choose the 'Advanced' tab. We are enabling SSL for secure email transfers, this will ensure that your emails are encrypted.

    In the 'advanced' tab, match the server port numbers with what i list in the picture below:

  • 995
    Make sure the box beneath this field has a check mark inside of it.
  • 465
    In the drop down field below, select SSL/TLS
  • Server Timeouts, drag the arrow past 4 minutes then click OK.
  • Outlook 2019 Step 11

    7. Verifying your settings

    When you click on Next, this pop up window will appear, If there is any X's proceed to step 9. If you see two green checks similiar to below, your account is successfully set up. Click Close

    Outlook 2019 Step 12

    8. You' All Set!

    Click Finish

    Outlook 2019 Step 13

    Open up Outlook, and hit F9 on your keyboard, you should see a new email appear in your inbox like this one below. Your account is set up.

    Outlook 2019 Step 14

    9. Troubleshooting

    If Outlook tells you a test failed, double-check to be sure you’ve entered the settings correctly.
    If your settings seem correct, and you still have X's...then you failed. Your account is broken. Itll never walk again. But you can always contact us to help figure out your issues. Some email systems do not support SSL, others use different mail servers. Feel free to call (or email) us at Angil Design and we can help you set your account up:

    670-287-1906/670-287-5518 Leander@AngilDesign.com/Service@AngilDesign.com

    Outlook setup is complete

    You’re finished! Try sending yourself a congratulatory e-mail message to make sure it works. To Top


    Mozilla Thunderbird To Top

    If you are setting up Mozilla Thunderbird for the first time, your setup should be simple and quick, just follow the instructions below. This guide is for the latest version of Thunderbird(version 78.1.1 Aug2020), and we reccomend you use the latest versions for security reasons. Its free!

    Upon opening the software, select Email. This will bring up a window, filling in with your name, email address and password is optional because it will ask for it in the next screen. Click on 'Configure manually...'

    Step 1

    This new window can be filled out like this:

  • Your Name: Firstname Lastname
  • Email Address: email@YourSiteName.com
  • Password: miP@55w0rdi$Soop3r53cUre
  • Protocol: POP3
  • Incoming Server: mail.YourSiteName.com
  • Outgoing Server: mail.YourSiteName.com
  • Incoming Port: 995
  • Outgoing Port: 465
  • Incoming SSL: SSL/TLS
  • Outgoing SSL: SSL/TLS
  • Incoming Authentication: AutoDetect
  • Outgoing Authentication: AutoDetect
  • Incoming Username: email@YourSiteName.com
  • Outgoing Username: email@YourSiteName.com

  • Hit Enter, and the 'Done' button should light up so you can click on it.

    Step 2

    Your email should be all set, you should have a new email letting you know it has been set up properly.

    Step 3

    Mac Mail To Top

    First open the Mail application

    Step 1

    When the program opens up, you should see this page, to add the new email, select 'Add Other Mail Account...' and click continue

    Step 2

  • Enter your Full Name
  • Email Address: Email@YourSiteName.com
  • Password: P@$$w4rd12345!

  • Upon hitting next, the phrase "Account must be manually configured" should appear, simply click Next again

    Step 3

  • Account Type: Select POP
  • Mail Server: Mail.YourSiteName.com
  • User name: Email@YourSiteName.com
  • Password P@$$w4rd12345!

  • click Next

    Step 4

  • SMTP Server: mail.YourSiteName.com
  • User Name: Email@YourSiteName.com
  • Password: P@$$w4rd12345!

  • Click Create

    Step 5

    Verify that your email works by sending yourself a test email

    Step 6


    Android To Top

    While new account setup is consistent from device to device, access to the account setup dialogue differs. Specific instructions may usually be found by doing a Google search of your device make and model, followed by "email setup" (no quotes).

    Encrypted(SSL) Email

    First open the email application

    Step 1

    Select the 'other' box

    Step 2

    Select the 'Manual Setup' option, if you pre-fill the information on this page, it will auto populate certain sections in the next page

    Step 3

    Select POP3

    Step 4

  • Email Address: email@YourSiteName.com
  • User Name: email@YourSiteName.com
  • Password: P@$$w4rd12345! (put your password here)
  • POP3 Server: mail.YourSiteName.com
  • Security Type: SSL
  • Port: 995
  • Step 5

  • Auto delete from server: Never
    (reccomended mobile setting, to allow your desktop email to download any emails it may miss if you are out of the office for a period of time)
  • SMTP Server: mail.YourSiteName.com
  • Port: SSL
  • Port 465
  • Ensure the 'Require authentication to send emails' option is enabled
  • Username: email@YourSiteName.com
  • Password: P@$$w4rd12345!
  • Step 6

    Unencrypted Email setup

    Once you are in the new account setup, the screens will appear much like those you see below. Note that your server name will be the word "mail", (no quotes), followed by a period, then your domain name (the part of your email after the "@").

    Screen 1:

    Step 1

    Screen 2:

    step 2

    Screen 3:

    step 3

    Step 4:

    step 4


    IOS Devices (iphone, ipad, etc...) To Top

    New account setup will vary from device to device, but most settings are similar to what is shown here. Specific instructions may usually be found by doing a Google search of your device make and model, followed by "email setup" (no quotes).

    Note that your server name will be the word "mail", (no quotes), followed by a period, then your domain name (the part of your email after the "@").

    1. On the iPhone, tap Settings.
    2. Tap Mail, Contacts, Calendars.
    3. Tap Add Account.
    4. Tap Other.
    5. Tap Add Mail Account.
    6. Tap POP so it will highlighted.
    7. Complete the Name, Address (email address), Password and Description fields:
    8. Step 1
    9. Enter your incoming mailserver information:
      • Hostname is generally mail.yourdomainname.com. If you aren't sure, contact your email hosting company
      • Username is your full email address
      • Password is the same password used to access webmail.
    10. Enter your outgoing mail server information:
      • Hostname is generally mail.yourdomainname.com. If you aren't sure, contact your email hosting company
      • Username is your full email address
      • Password is the same password used to access webmail.
      Step 2
    11. Tap Save.
    12. The iPhone will attempt to establish an SSL connection to your POP and SMTP servers. If this succeeds, you will be done and can proceed to step 13. If this fails, you will see the prompt, "Do you want to try setting up the account without SSL?"
      • Tap No.
      • Tap Save.
      • When prompted, "This account may not be able to send or receive emails. Are you sure you want to save," tap Save.
    13. Tap the account you just added (identified by your email address).
    14. Scroll down and tap the SMTP button.
    15. Step 3
    16. Select the server you just added, click advanced.
    17. Select OFF for Use SSL on both incoming and outgoing.
    18. Step 4
    19. Select 587 for outgoing Server Port.
    20. Step 4
    21. Tap the Done button.
    22. Tap your email address to go back.
    23. Tap Advanced.
    24. Scroll down to Incoming Settings.
    25. Select OFF for Use SSL.
    26. Select Password for Authentication.
    27. Select 110 for Server Port.
    28. Tap your email address to go back.
    29. Tap Done to go back.