Email

Receiving Email


A key point to understand is that the email address that the email is sent to, and the email box it arrives in do not need to be related. For example, email could be sent to fred.bloggs@yourdomain.co.uk but received in the email box fred_123456@hotmail.com.

There are three ways that your email can be set up:

Email Forwarding
This is the simplest way to set up email for your domain if you already have an email account set up. All the email that is sent to your domain will be forwarded to an email address you specify. This is called a catch-all email address. In your advertising, you can use any email address you like, for example, sales@yourdomain.co.uk, support@yourdomain.co.uk and Fred.Bloggs@yourdomain.co.uk. Now, when any of your customers use any of these email addresses, the email they send will be forwarded to your catch-all email address. A useful side-effect of using a catch-all email address is that if your customer misspells an email address you will still receive it (as long as the domain part is correct).

A catch-all email address will be set up as part of your hosting service (when you provide an email address to forward to). This can be changed at any time using cpanel, or we can change it for a fee.

Additional email forwarding can be set up for specific email addresses. For example, if you use a freelance book-keeper you could give them an email address within your domain. So, if your book-keeper has the email address book_keeper_98765@hotmail.com you could give them the email address accounts@yourdomain.co.uk. Now if anyone sends email to accounts@yourdomain.co.uk, it will go straight to your book-keeper. They do not need to do anything to get the email, it will be delivered to their email in-box along with all their other email. Their email address book_keeper_98765@hotmail.com will still work, so they can continue using it for all their other clients. Additional email forwarding can be set up at any time using cpanel, or we can do it it for a fee.

POP3 Accounts
Please note we do not offer POP3 Accounts to new customers.
If you don't have (or don't want to use) an existing email account, you will need a POP3 account. Again the simplest configuration is to use a catch-all account. This is probably all that is required for a small business.

If you have a number of people who receive email in your organisation, then you may need a POP3 account for each of them (the person who deals with most emails should use the catch-all account). If one person does a number of different jobs, then they only need one POP3 account. For example, if Fred Bloggs does sales and support, then he should have one POP3 account, for example Fred.Bloggs@yourdomain.co.uk. Mail forwarding can then be set up on sales@yourdomain.co.uk and support@yourdomain.co.uk, both forwarding to Fred.Bloggs@yourdomain.co.uk. This then provides flexibility: If someone else takes over responsibility for support@yourdomain.co.uk for example, you can change the forwarding without having to change configuration on the users PC. POP3 accounts can be set up and changed at any time using cpanel, or we can do it it for a fee.

Each PC that uses POP3 accounts has to be configured.

SMTP Server
This is where you have your own server to handle email. We do not supply or configure SMTP servers. If you have an SMTP server, we can configure our server to point to it, we just need the IP address. If you take this option email for your domain will be sent to the IP address you give us. It is up to you to ensure your SMTP server is configured correctly.

Summary
If you have an existing email account that works and you are happy to continue using it, forwarding is the simplest option.

If you want POP3 accounts, set one up for each user, and use forwarding if they need more than one email address. Please note we do not offer POP3 Accounts to new customers.

We can configure our name server to forward all your email to your SMTP server, but remember you are responsible for its installation and configuration.


Sending Email

A common mis-conception is that if you want to send email with the from field:
Fred Bloggs fred.bloggs@yourdomain.co.uk
you need a POP3 account of that name. You don't.

Most email packages allow you to specify any name and email address in the from field. For example, in Outlook Express add a new account option. In the display name field, put the name you want the mail sent from. In the email address field put the email address you want the mail to come from. Fill in all the other boxes with the same information as one of your existing accounts. When the wizard has finished, highlight the new account and click properties. Give it a name that describes what you are going to use this account for (by default, it will have the name of the incoming mail server). Make sure the Include this account when receiving mail or synchronizing option is not ticked.

When you want to send mail from this address, compose your message as before, but remember to select this account from the pull down list in the from field.


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