For most of my client base with a few exceptions you have the ability to set up to 10 email accounts per website. (More are available on request if you need them).
I set these up for you when the website is built and provide you details on how to access them. Because each account is unique to the domain name (your website name), then you have your own private hosting area where you can carry out several email related functions:
- Create a new email account
- Delete an old email account
- Change the password for an email account
- Change the storage size for an email account
- Set up one or more forwarders that will send an incoming email to another email address
If you want to access this area (commonly called cPanel) then you will need a user name and password to access this space. If you do not have this information please contact me using your normal email address, and I will provide it to you.
Go to Email and cPanel to understand how to change the password, delete an account or change the storage for an existing account.
A comprehensive troubleshooting guide is available on this site now (Feb 2016) which you can download from this page. The document is in MS Powerpoint format and will step you through the things to check if you are dealing with issues relating to email where it was working ok, but is no longer working now.
Before you can send and receive email it needs to be set up on the server. You can learn more about setting up email for your domain by going to: Email Server Settings.
To receive email you need an email client. This is a program that will access email on your behalf from the server and allow you to read it, save it and create new emails. An email client may be Outlook or Thunderbird on a Windows computer, or Mail on a Mac computer or the mail programs on a Smart Phone or Tablet. These need to be configured to pick up email. You can learn more about this by going to: Client Mail Settings
You can also access your email accounts using Webmail. Webmail works through any web browser and loads an email client from your server into your browser. To access email you will need your full email address and password. Follow this link to learn more about Webmail
It is also possible to set up an out of office responder within your hosting, and also set up a forwarder while the person is out of the office so you can still action important emails. See this page for details and download the tutorial.
Backup email account
From time to time there may be issues with email. They do not happen very often, but when they do it is advisable to have an independent email account for your organisation so that you can continue to communicate. This backup email account will also allow you to test your day to day email account settings as a sanity check if you suspect a problem exists.
At the time of writing (January 2015) there have been issues with Gmail and AOL mail over the past year. Notably AOL mail. Because of the ever increasing volume of junk mail, some recipient servers are starting to run checks on incoming mail to make sure it is sent from the server it claims to be sent from. Spam checkers do this too. A feature of Spam mail is it often appears to come from Server X but the information in the header shows it comes from somewhere else.
In each of your accounts where email is supported there are a special sequences of characters that can be interrogated to establish that the sending server is legitimate. Over the past year AOL has changed its policies several times resulting in non delivery of email, or error messages being sent back to sending accounts. These generally get sorted out. However a useful test is to send a mail from an account outside of your hosting. I recommend considering gmail, yahoo or hotmail for that purpose. It is fairly easy to set up an account with these organisations and it is free to do so as well. Remember in this case you are setting up a mail account for your organisation.
When email does not get through
If you are getting bounce back messages from a email address you are trying to send to, check what the message says. It often looks quite technical with loads of gobbledygook in there, but somewhere should be a message that you can understand, like recipient not found. If you are sure that the email address you used is legitimate then try sending it from a different account.
You may also see messages like mail box is full. In which case the mail box you are trying to send to cannot accept any additional mail. You may also see messages that indicate that some device enroute to the mail server reports that a failure has occurred.
The best course of action is to make a note of it and try again later. Most email related problems resolve themselves quite quickly.
Are You Blacklisted?
This was an issue prior to July 2014. The type of hosting you are in is Shared Hosting. This means lots of websites run on the same server. Many of which are nothing to do Wingrove-Media. If one of those accounts has been detected as sending spam messages (unsolicited email to many addresses) then it is possible the server will be blacklisted. This is the IP address of the server. However if your website uses the same IP address as the server then your mail is blacklisted as well. This was the case at HostPapa prior to July 2014.
Post July 2014 I moved everyone out to faster hosting that also had the my reseller account under a unique IP address. This means that provided everyone in my hosting behaves themselves then nobody will be blacklisted.
You can check if your domain is blacklisted by going to mxtoolbox.com and entering your domain name in the box and click on Blacklist Check. This will check your domain name against blacklists which are maintained by independent services that mail servers use. If the result comes back as green you are ok. If it comes back as red, then someone is blacklisting your domain. (If you are hosting with Wingrove-Media then everyone will fall into this category). Alert me if this is the case. It has not happened since I made the changes during the summer of 2014.
Blacklisting is normally a short term event lasting a few hours and resolves itself.
Checking Mail Settings
This site is a useful place to check mail configuration on your server. Go to MxToolBox.com and enter into the box your domain name. Then click on MX Lookup. Check the result is ok, then click on SPF lookup. This checks the “Server Policy Framework” which states which server the mail is sent from.
(note that if your mail is not sent via your domain, then some of these tests will not work, which is ok.)
Checking an email address is real
Sometimes an email address has an error in it. Your email may be returned as unsent. You can go to this website to check whether the email address exists or not. Not all servers will share email addresses, so it is not a 100% check. It will however give you an indication if it is valid or not. If something is returned as unsent, then this is good way of checking if the email address is real or not.
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