Setting up and Administering E-mail

The email service you receive with your hosting plan is a system called InterMail™. InterMail is a mail server product from Openwave®. S & J Technolgies uses this product for our mail servers, and you use it to manage your mail from your Web browser. With your hosting plan, your mail server is a separate piece of equipment from your Web server.

In this section you will find instructions on how to set up mail users and aliases, plus general information about the mail software. If you wish to use email client software to view and compose your email, you will want to configure the email software on your email server first, creating users and passwords, and possibly forwarding, aliases, etc. as well. After configuring the email server software, you can then configure your email client with the user you have just created.

With InterMail you may choose to either use the Web interface to check and send your mail, or configure your mail to be checked via email client software such as Outlook or Eudora.

Your email addresses at your domain will only work as long as domain name is active. If you have just opened your account it may take a couple of days before your domain is active and email at example.com starts to work. If your domain registration has lapsed, your email will not work.

InterMail Configuration Instructions

The online mail interface illustrated below allows you to set up email accounts and check your email messages from almost any computer with Internet access. To access your online mail interface, go to http://webmail.registeredsite.com.

You must type ‘http://webmail.registeredsite.com’ exactly as shown. Do not substitute your domain for ‘registeredsite.’

If you are logging on to the email interface for the first time, you will need to set up your email accounts.

To log on, use your entire administrative mail user name (user1234@example.com) and password, assigned to you in the shared Plan Getting Started Email you received when you set up your hosting plan. If your hosting account is new, please allow 24-48 hours for your domain to propagate throughout the Internet before you can receive mail. You will be able to log on, set up your email accounts, and send mail before your domain has propagated.

The InterMail interface itself is helpful in that it explains many of its features on the right side of the page. Once you have logged on to your InterMail interface, you may want to click through the options in the left-hand menu bar to familiarize yourself with all the things you can do with InterMail.

To set up new accounts:

1. Log on with your administrative user (as in user12345@example.com)

2. Click Administration in the left-hand menu.

3. Click Assign

4. Follow the instructions on the form to create new mail accounts.

5. After using the form to set up each mailbox, you must click Submit Changes at the bottom of the page.

Any time you wish to access the mail interface, you will need to type the user name and password for the account from which you wish to retrieve mail. After you log on, you will be able to access all the functions of the account. If you log on with your administrator user name, you will also be able to administer the users. (You will not be able to read their mail.)

You must include your domain with your user name , or you will not be able to log on to the system. Always remember to click Submit Changes, or your changes will not be saved and the options you have selected will not work.

Managing Your Email Accounts

To make any changes to your users’ email setup, such as adding mailbox storage space, access your administrative Interface at http://webmail.registeredsite.com/. Log on using your administrative user name and password as described above, then click Administration. Your user name is your entire email address including your domain. (Example: usr1234@example.com).

Mail users wishing to configure options such as signatures, personal information, and autoresponders must log on, click Options in the left-hand menu, then select from the buttons at the top of the page. After setting up your options, you must click OK at the bottom of the form, then wait for the ‘Continue’ page to appear in order for your options to be saved. Click Continue to return to the mail interface.

Setting up Email Users and Aliases

After you log on to the mail interface with your administrative user and password, click Administration.

Click Assign.

Fill in the pertinent information. Here you can set up users and/or aliases. When you have completed the information, click Submit.

You have successfully created the user 'John'. In this example, the mailbox was assigned 10000 kilobytes.

Using a Catch-All Address

When someone on the Internet sends email to a non-existent address, the mail can either be bounced back to the sender, or it can go into a catch-all mailbox.

In InterMail, your administrative email user (e.g., usr1234@example.com) is automatically set up as a catch-all email address. That way, if you only have the user bob@example.com set up, and a site visitor sends an email message to sales@example.com, you will receive that message in the mailbox for your administrative mail account.

Deleting Users

After you log onto the mail interface with your administrative user and password, click on the Administration link.

Click Edit next to the user you wish to delete. In this example, you will delete the user ‘John’ that was used in the ‘setting up users’ section

Scroll to the bottom of the screen and click Delete Mailbox.

Enter the password of the administrator and click Delete

You have now successfully deleted the user ‘John’.

Composing Email Messages

To compose a new message from the InterMail Web interface, click Compose in the left-hand menu, or click Addresses and click on the address to which you wish to send mail. You can also reply directly to a message in your mail folders by opening the message and clicking the Reply button. A new browser window will open and display the form for composing a message.

An email message consists of several headers, followed by the message body. The following header fields are required to successfully send an email message:

From – Displays to the recipient from whom the message is coming.

To – The address or addresses to which you wish to send the email. If you clicked Reply or an email address, that address automatically appears in the To header of the email message. If you are sending a message to a group of people, you have the option to send to up to 50 recipients.

In addition to the required From and To headers, you can also fill out the following optional fields for your email message:

Cc (Carbon copy) – Any additional email address or addresses to which you wish to send a copy of the message. The Cc field is often used to indicate to the recipient that you do not expect a direct response.

Bcc (Blind carbon copy) – Bcc is the same as Cc, except that the recipient's address does not display in the To header of the message. The Bcc field is often used to confidentially include a recipient into an email discussion.

Subject – Although the Subject is optional, it is good practice to always include a subject with your email message. A subject makes it easy to locate a message at a later time.

Attachment – To attach a file to be sent with your email message, click Browse at the bottom of the message form to search your computer's folders for the file. Once you locate the file, click Attach to include it with your email message.

Finally, you can write and send your message, or cancel the message to close the window.

Managing Email Messages

You can read an email message by clicking on the sender’s name in the From column. Once the message is open, clicking Reply allows you to reply to the sender.

Incoming messages display the following properties:

New | From | Date | Subject | Size

Clicking any of these headers will reorganize your email addresses by the attribute of that header.

InterMail allows you to create folders you can use to sort your email messages. The Deleted Items and ™Filtered Items folders will already be set up on your account. These two folders will have their contents permanently deleted on a regular basis as follows:

· Your Deleted Items folder will be automatically emptied every 30 days.

· Your Filtered Items folder will be automatically emptied every 14 days.

CatchGuard™ Mail Filtration

The CatchGuard system is an anti-spam, anti-virus protection system designed to improve and safeguard your use of InterMail.

Filter out spam

If you ‘Opt In’ to the CatchGuard system, it will filter all incoming messages and identifies those that are most likely spam, based on Registered Black List (RBL) classifications.

If you choose to have this mail delivered to a ‘Filtered Mail’ folder for storage, CatchGuard will redirect any message that appears to the system as junk email to a Filtered Mail folder for temporary storage. Customers can access the contents of their Filtered Mail folder using S & J Technolgies Web-based mail interface at http://webmail.registeredsite.com/.

Note: Filtered messages are automatically deleted after 14 days to optimize storage capacity.

Prevent outgoing email messages from spreading viruses

The CatchGuard system filters all outbound email messages from an InterMail account, checking them against virus definitions that S & J Technolgies updates frequently.

The CatchGuard system will automatically notify the account user if the system detects an email virus in an outbound message. This allows the account user to take appropriate measures to eliminate the problem.

By proactively scanning for potential viruses, the CatchGuard system helps InterMail customers avoid accidentally spreading viruses to their valued clients, colleagues, and friends.

Protect incoming email messages from virus infection

The CatchGuard system also scans all incoming email messages, checking them against S & J Technolgies virus definitions to prevent unintended system infection.

If the CatchGuard system detects a virus in an inbound email message, the system will automatically transmit an email notification to the sender, informing them that they have sent an infected message.

CatchGuard can be turned on or off

You can opt your domain’s mail service in or out of the CatchGuard mail filtering service by logging on to the InterMail Web interface as the administrative user and clicking Administration in the left navigation menu.

Generic Configuration Instructions for Mail Clients

Configuring email settings may be different from program to program, but all email programs require the same basic information. Listed below are the different items required by most email programs, and their proper configuration. If you have difficulty figuring out how to configure your particular software, please consult the documentation that came with that program or contact the software manufacturer.

You must set up your users on InterMail via the Web interface at http://webmail.registeredsite.com/ before you attempt to configure your mail client software to check these mail boxes.

POP mail

Some email programs can check other types of email boxes as well as POP. If your program asks you which type of email box you are using, select the option for POP email. POP email is already the default for most programs.

PopID

This is your POP mail box identifier, which is the ‘name’ part of your email address. For example, in the email address John@example.com, the popID is John.

Address, Return Address, Reply-To Address

This is similar to the return address on a postal letter. Enter the email address of your account here. (Example: popID@example.com)

UserID, popID, User name

Enter the user name that you selected when you created your POP account. Some programs will ask for a POP Account instead. In this case, enter your popID@example.com.

NOTE: Netscape users, enter popID/example.com, using a slash (/) instead of an @ symbol.

Password

Enter the password associated with your POP email box. Some programs do not ask for the password until you check your mail.

POP Server Name, Incoming Server Name

Enter 'pop.registeredsite.com' for the POP server name.

SMTP Server Name, Outgoing Server Name

Enter the SMTP server. This will be 'smtp.registeredsite.com'. If there is SMTP blocking, you may have to use your ISP's outgoing mail server. Many ISPs, including AOL, practice SMTP blocking.

Configuring Microsoft® Outlook Express™ to Receive InterMail

Outlook Express is one of the most popular mail clients. The following instructions illustrate how to configure this program to access your InterMail POP email box.

From the Tools menu, select Accounts.

You will see a listing of all the different accounts that you have Outlook Express configured to use. Click Add and select Mail to add a new email account.

The Account Wizard will guide you from this point. Throughout the process, you will be prompted for the following information:

Email address: yourname@example.com
Type of mail server: pop3
Incoming mail server: pop.registeredsite.com
Outgoing mail server: smtp.registeredsite.com
POP account name: popID@example.com
Password: your password

With Outlook Express, you can set up additional mail accounts for every mailbox from which you need to retrieve mail.

There are many more options available in Outlook Express. See the software documentation or http://www.microsoft.com/windows/oe/ for more information on the advanced options.

InterMail Frequently Asked Questions

What is the difference between POP3 and Forwarding?

POP3 is a protocol used to retrieve your email from our mail server. You then configure your mail client (for example, Internet Explorer, Netscape, Eudora) to read your mail directly from our mail server.

When configuring for POP3, please use the following:

· 'pop.registeredsite.com' for your incoming mail server name

· 'smtp.registeredsite.com' for the outgoing mail server address

· The user name and password we issued to you, created via InterMail

· POP3 for type of Mail server

Forwarding is when our mail server forwards email to your local ISP or email address instead of storing it. When we set up your account, all of your email is forwarded to the email address you supplied to us.

Wherever you see pop.registeredsite.com and smtp.registeredsite.com noted, you must type this information exactly as it is written. Do not use pop.example.com or smtp.example.com.

What is an autoresponder and how do I set it up?

An autoresponder or vacation message is a message automatically sent to anyone who emails a particular address. For example, you might set up an autoresponder for your account that says 'I'm on vacation and will check my email on Monday.' Then, anyone who emails you will automatically receive in reply an email stating that you are on vacation. This feature can also be used to automatically send sales literature or technical support in reply to a message.

To access autoresponder setup, log on to InterMail as a user. Click Options in the left navigation bar, then click Rules. At the top of the Rules page is the vacation message option. Type the text of your message and use 'Usage Rules' to determine how the message is sent.

What is an email alias and how do I set up aliases?

Aliases are alternative addresses that other people may use to send messages to a particular mailbox. With InterMail, one can enter up to 10 aliases for a user, separated by spaces or on separate lines. As an administrator you can create 3 aliases and your subusers can create up to 10 aliases. To set up an alias, go to the Mailbox page under Options.

What is forwarding?

Forwarding is a way of sending email to an address other than the one to which it was originally addressed. We provide unlimited forwarding to POP email accounts, which are usually included in your account with an Internet service provider. Here's how it works:

1. The mail server keeps a configuration file for the forwarding information.

2. An email comes in, addressed to someone at your domain.

3. The email server software finds the listings for your domain name in the forwarding configuration file.

4. It checks for the specific alias at your domain.

5. If it finds the alias specified, it will forward the mail to the specified address.

You may configure the forwarding to either keep copies of your email on the server after the email has been forwarded, or to discard the email from the server once it has been forwarded.

What is parental control and how do I set parental controls?

Parental control places restrictions on incoming messages. If you would like to set parental control for your users, this will have to be done on each user's account at the setup page. It is important to make sure that the parental control feature is turned off on the administrative interface.

How do I know if my mailbox is full?

As you approach 75% of your quota, you will receive an email warning before any mail will bounce. Once you have reached your limit, you will receive an email stating that your storage limits have been reached. If someone sends you an email message and your mailbox is full, the sender gets an email message stating that their message was undeliverable due to the reason that the user's account is temporarily over quota.

How did my mailbox get full so quickly?

The email servers have a limited amount of disk space, which must be shared between all users of the system. If the total size of all your email messages exceeds that limit, you will not be able to send or receive new email messages until you delete some of your old messages. Although you may not have many messages in your Inbox (or your New Mail folder), some of the messages could be quite large, especially if they have file attachments. Alternately, you may have messages that you have sent stored in your Sent or Outbox folder, there may be messages in your Trash folder awaiting permanent deletion, or you may have messages left on the server.

If the mailbox capacity seems unusually small, check the quota for the mailbox in the Options section. This must be entered in KB, not MB, so make sure the mailboxes were set up with adequate storage space.

I was told that my mailbox is full, but I deleted everything in the Inbox.

When you delete messages from your Inbox folder, they are only removed from the Inbox and automatically moved to your Trash folder rather than being permanently deleted. Therefore, to free up space, you will need to delete the messages from your Trash folder. Once you delete the messages from the Trash folder, they are permanently deleted and the space will be made available for new messages.

How are Disk Quotas set?

Disk quotas will be set for the account as a whole, as indicated in the chart below. When you set up email accounts, you allocate this storage space to your separate email accounts. Whenever a mailbox exceeds its storage quota, InterMail sends a warning message to that individual mailbox.

What happens if my mailbox reaches it allocated quota?

When a mailbox has reached its maximum, additional messages sent to that mailbox will bounce back to the sender until that mailbox is brought under quota. You can resolve this either by deleting messages or calling your sales consultant to purchase additional space.

What is the maximum allocation for each plan?

For information on the allotments for specific plans, see the Service page of our Web Site:

What are the rules for parked domains and Website Saver?

A customer who parks their domain(s) with S & J Technolgies will be given one POP3 account with 10MB of space with the option to purchase additional mailboxes at $5 per month for 5 POP3 or additional space at $5 per month for 5 MB of storage.

Website Saver will come with one POP3 account with 10 MB of space and the customer will have the option to purchase additional mailboxes at $5 per month for 5 boxes or additional space at $5 per month for 5 MB of storage.

What is the maximum attachments size for mail?

With InterMail, the maximum size mail message allowed is 10 MB, including all attachments. The system doesn't make any distinction of whether the message has attachments or not; it just sees the size of the entire message.