How to set up your email accounts Print

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To set up your email account on the IDS Hosting server you will need to know how you want to structure your email account/s as there are a number of ways to do it.

The 2 main emails download methods we recommend: viz POP and IMAP.
POP: Emails are physically downloaded onto your device and can be deleted off the server.
IMAP: Emails are only SYNCED with the server and thus must not be deleted off the server. (deleting emails off the server will remove emails off associated any device and vice versa)

Both of the Above can be set up with SSL of not.
SSL means the emails are encrypted during transit and thus cannot be read if intercepted.

To set up email accounts from the start you need to:

  1. Set up the email account/s on the server via the cPanel. (to receive emails)
  2. Set up the email account/s on your device/s. (to download emails)

Setting up on the cPanel:

  1. Login to your cPanel using the link and access codes supplied in the initial WELCOME email.
  2. Go to Email Account and add the email account and required password.
  3. Make sure password is 100% in strength, this is very important.
  4. Set the size of the inbox. (unlimited is usually ok)
  5. Click create and the email account is created and working. (if the domain is resolved - new accounts)

Finding the email settings to download on your device:

  • Once the email account has been created scroll down in the cPanel email account section, adjacent to the email account name there are a few links, one of which is 'Set Up Mail - Client'. Click this link and scroll down to manual settings.
  • Use these settings on your device to download emails.
  • You need to decide if you want a POP with or without SSL OR
  • an IMAP account with or without SSL

If in doubt: Select POP without SSL.

POP ACCOUNT (examples settings)
(replace mydomain.co.za with your own domain)

POP WITHOUT SSL (no encryption)

Mail Server Username: full email address
Incoming: POP
Incoming Mail Server: mail.mydomain.co.za
Port: 110
Uncheck: SSL (SSL none)

Outgoing: SMTP
Outgoing Mail Server: mail.mydomain.co.za
Authentication; YES, use same as incoming (password)
SMTP Port: 587 or 25
Uncheck: SSL (SSL none)

POP WITH SSL (with encryption)

Mail Server Username: full email address
Incoming: POP
Incoming Mail Server: lookup in cPanel under email accounts, as described above as this changes from server to server.
Port: 995
Check: SSL (SSL yes)

Outgoing: SMTP
Outgoing Mail Server: lookup in cPanel under email accounts, as described above as this changes from server to server.
Authentication; YES, use same as incoming (password)
SMTP Port: 465
Check: SSL (SSL yes)

IMAP ACCOUNT examples settings:
(replace mydomain.co.za with your own domain)

IMAP WITHOUT SSL (no encryption)

Username: full email address
Incoming: POP
Incoming Mail Server: mail.mydomain.co.za
Port: 143
Uncheck: SSL (SSL none)

Outgoing: SMTP
Outgoing Mail Server: mail.mydomain.co.za
Authentication; YES, use same as incoming (password)
SMTP Port: 587 or 25
Uncheck: SSL (SSL none)

IMAP WITH SSL (with encryption)

Mail Server Username: full email address
Incoming: POP
Incoming Mail Server: lookup in cPanel under email accounts, as described above as this changes from server to server.
Port: 993
Check: SSL (SSL yes)

Outgoing: SMTP
Outgoing Mail Server: lookup in cPanel under email accounts, as described above as this changes from server to server.
Authentication; YES, use same as incoming (password)
SMTP Port: 465
Check: SSL (SSL yes)

Please follow this link to a simple flash tutorial for some more general information:
http://www.idshosting.co.za/tutorials/cpanel_x3_pop.htm

Advance email set-up and recommendations:

In a business and similar environments where emails are an important source of information, we offer a simple solution and structure recommendation:

  1. On the 'main device' such as PC/Mac or Laptop email set up as a POP and thus physically downloaded.
  2. Settings on the main device to include, deleted emails off the server after 21 days - to conserve space. (usually found under more settings >> advanced)
  3. On other devices such as mobile phones and tablets, set up as IMAP account. (will thus only show last 21 days emails)
  4. Subscribe to the IDS Hosting email archiving facility which copies emails off the server encrypts and archives safely.
  5. Easy access to archived emails to do advanced searches across all emails or one email account etc
  6. Many features includes email restoring and migration, more info: https://idshosting.co.za/email-backup/
  7. Email archiving highly recommended as a legal requirement as well.
  8. Email archiving is cheaper than using the servers hosting package as email storage and much more accessible.

For more information contact us: support@idshosting.co.za

 


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