How to setup your POP3/eMail Account

• To create a mailbox for a given mail name, from the Mail Name Properties page, follow these steps:

  
  Click in the check box provided next to Mailbox.

  When enabling a mailbox for the first time for a mail name account, you must enter a password.

  The Old Password will say "NONE" if you have yet to enter a password. Once it is entered, the password cannot be viewed from this screen.

  To enter a password, click in the New Password text box and enter the selected password.

  To properly update the password, you must re-enter the password in the Confirm Password text box.

  To set up the mailbox quota, select the Default for domain radio button to set the limit to the maximum available in the given domain, or select Enter size and enter the quota you wish to set, in KiloBytes, for the given mailbox. Note that this limit may not exceed the default set for the domain.

  Once you have enabled the mailbox, entered the passwords and set up mailbox quota, click UPDATE to submit the information.

  To change a password, simply re-enter the new password in the New Password text box, re-enter this password in the Confirm text box, and click UPDATE.

  NOTE
  Once enabled, the mailbox icon on the Mail Names page appears in color.

  Manage Mail Redirects
  You can forward or redirect email from one mailbox to another email address. By creating an email redirect or alias, messages are sent to a different email box without the sender needing to know the new address. Email can be redirected to an address outside the domain. Use this feature to:

  
  Temporarily forward mail when someone is unavailable to receive it

  Send mail to a new mail box if a mail box user is leaving the organization

  Forward mail to a new account which will eventually replace an old mail box (e.g. someone is changing their mailbox name but hasn't had time to inform all correspondents of the change yet)

  NOTE
  Only an administrator and/or client can limit the number of mail redirects that can be created for a given domain.

  In order to create enable a mail redirect for a given mail name, from the Mail Name Properties page, follow these steps:

  
  Click in the check box provided next to Redirects.

  In the text field to the right, enter the appropriate address to which to forward mail sent to this mail name.

  To change the redirect address for a given mail name, click on the existing entry in the Redirects box and change it to the new address.

  Click the UPDATE button to enter these changes.

  NOTE
  Once enabled, the redirects icon on the Mail Names page appears in color.

  Manage Mail Groups
  A mail group is a list of several email accounts that are grouped together under one email address for convenient multi-copy messaging. For example, if you want to send the same message to 5 people in the programming department, you can create a "Programming" email group that includes the individual email addresses for all 5 staff members. So, when someone sends a message to the Programming email group, he/she only types and sends one message. Copies of the message are emailed to all 5 individuals. By using mail groups, the sender does not need to know each individual's email address, just the group name. In this way, mail groups save time.

  NOTE
  An administrator and/or client can limit the number of mail groups that the Domain User can create for a given domain.

  To create a mail group for a given mail name, from the Mail Name Properties page, follow these steps:

  
  Click in the checkbox provided next to Mail Groups.

  To create a new mail group, ensure the box is checked, then click the ADD button.

  The Add Mail Groups box appears.

  NOTE
  Group members can consist of either external mail addresses (those not belonging to this domain) or accounts existing within the domain.

  To add an external mail address to a Mail Group, fill in the correct address in the enter external recipient mail text box, and click ADD.

  To add an existing account from the same domain, click on the desired address in the Select registered users list, and click ADD.

  The selected addresses will appear in the box to the right of the mail groups checkbox on the Mail Name Properties page.

  To delete one or more group members, highlight the selected group member in the box to the left of the mail group check box. Click the REMOVE button.

  A warning will appear. Click OK to confirm that you want to delete the address from the mail group.

  After completing your changes, click UPDATE to submit all changes.

  NOTE
  Once enabled, the mail groups icon on the Mail Names page appears in color.

  Clicking on the MAIL GROUPS button located at the top of Mail Name Properties page, you will access the Mail Groups Management Page.

  All mail groups created for the domain are displayed on that page and two lists are provided: the list of mail groups you are currently subscribed to is located on the left side, and the list of available mail groups is on the right.

  
  If you wish to subscribe to a new mail group, select the desired group from the list of available mail groups, click ADD.

  If you wish to unsubscribe from a mail group, select it in the left side list, click REMOVE.

  Click UP LEVEL to return to the Mail Name Properties page.

  
  Managing Mail Aliases
  You can create a number of mail aliases for your mailname.

  In order to manage mail aliases, click on the MAIL ALIASES button located at the top of the Mail Name Properties page. The Mail Aliases Management page appears.

  From that page you can create and remove the mail aliases:

  
  To create a new mail alias, enter the name of the alias into the Mail alias name input field. Click ADD. The alias will immediately appear in the aliases list.

  To remove an alias, check the corresponding checkbox in the Sel column. Click REMOVE SELECTED. You can also click on the Sel column header to select all list items.

  You can also sort the list of aliases by name in ascending or descending order. To do that, click on the Name header of the list. The arrow will show the order of sorting.

  You can search through the list of mail aliases. To do that, enter the pattern string in the field next to SEARCH button, click SEARCH.

  Click UP LEVEL to return to the Mail Name Properties page.

  
  Manage Mail Autoresponders
  A mail autoresponder is an automatic reply that is sent out from a given mail name when incoming mail is received at that address. Autoresponders can include both a text message and attached files. This mail function is often used on mail accounts for individuals who need an automated response because they are away, or are unable to check their mail for any number of reasons. On the autoresponders' section of the Mail Names Properties page, you can upload and include attachment files for your autoresponders, enable the autoresponders function for a given mail name, and access the autoresponders' list.

  In order to enable and set up a mail group for a given mail name, from the Mail Name Properties page, follow these steps:

  
  To first enable autoresponders for a mail name account, click in the checkbox provided next to Mail autoresponders. When the check appears, autoresponders are enabled for the mail name. If you click again, it will uncheck the box, and autoresponders will be disabled.

  For the Autoresponder feature you have the option to include file attachments. To include a file to be selectable within the set up of autoresponders for the given mail name, use the Browse... button to search for and select the desired file(s). (File sizes should be limited to no more than 1MB.) For your information, the total size of all uploaded files is displayed under the repository box.

  Click the SEND FILE button. The attachments will then appear in the Repository.

  These files will be available for any autoresponders that are set up for the given mail name. To delete one or more files highlight the desired file(s) and click the REMOVE button. A warning will appear prior to deleting the selected file(s).

  To add a new mail autoresponder, click the ADD button.

  A pop-up screen prompts you to enter a name for the autoresponder. Enter the desired identification name, and click OK to submit.

  The Edit Mail Autoresponder page appears.
  
  The selected autoresponder name is listed for the given mail name account. You can click in the text box where the autoresponder name is listed, and edit the name. Click UPDATE to submit.

  The ON/OFF status for the autoresponder is shown. [ON] indicates that the autoresponder is on. [X] indicates that the autoresponder is off. You can adjust this setting by clicking the ON/OFF button. This status icon also appears on the autoresponders list on the Mail Names Properties page.

  Beneath the Request text input box, you can determine whether an autoresponder responds to specific text found within either the subject line or body of the incoming email, or if it responds to ALL incoming requests.

  To set up the autoresponder to always respond, regardless of the contained text, click the bottom radio button for always respond.

  Using the Request text input box and radio buttons, you can set up the autoresponder to send an auto response when an incoming request contains defined text in its subject line or body.

  Click the in the subject radio button to respond to specific text in the subject of the request, or click the in the body radio button to respond to specific text in the body of the request.

  You can select a specific subject to appear in your autoresponder using the Answer with subject option. To simply respond with the same subject as was received from the incoming request select the radio button for the default setting. To specify a specific subject line select the radio button beside the text box and enter the desired text.

  In the Reply-To address field, you can specify the return address that will be set up in the autoresponder message. This is done for the messages not to be directed to the autoresponder itself, when users click "Reply to the message" in their mail client software.

  You can enter text to be included in the autoresponder in the Answer text field.

  Using the ADD and REMOVE buttons, you can attach files to be included in the autoresponder. These files must be uploaded into the Repository on the Mail Names Properties page. Select the uploaded file from the Attach files list, and use the ADD button to attach the file to the autoresponder. Click REMOVE to remove a file.

  You can limit the frequency at which the autoresponder responds to the same unique address, after receiving multiple emails from it. In the Reply to the unique email address not more than [ ] times a day input field, you can set the autoresponder to respond not more than a specified number of times a day. The default setting is to respond not more than 10 times in one day to unique mail addresses.

  You can define the number of unique addresses that the autoresponder will remember. Enter the desired number in the Store up to: field.

  This memory enables the system to implement the answer-frequency and respond-once functionality. In the event of extremely high mail volume, to protect server performance, you can limit the address memory of the system database.

  To specify an email address to which incoming requests are forwarded, enter the new email in the Forward request to e-mail field. Email requests meeting the properties established on this page will be forwarded to this alternate email address.

  Click the UPDATE button to submit all changes.