nufocus – NuFocus Software https://www.nufocus.co.uk Custom Softare Developers Tue, 09 Sep 2025 12:36:59 +0000 en-GB hourly 1 https://wordpress.org/?v=6.9.4 Configure Your Email Client https://www.nufocus.co.uk/configure-your-email-client/ Mon, 02 Apr 2018 00:07:22 +0000 http://habcskwvmx

How to Configure Your Email Client

Email clients are many and varied and are available for PC, Mac, iPads, BlackBerry, iPhone, Android and Windows Mobile to mention just a few.

To cover ALL the options in a brief note such as this is difficult, but the information given below should help you identify the key information required to connect your device to our mail system. For more, specific help either search the internet for instructions relating to your specific email and computer combination, or contact us directly for further assistance.

First a quick description about the key features of  mail servers.  Email is received by the server and access by client software either by POP or iMap.

Pop is basically a means of downloading the email from the server and ‘usually’ the mail is then immediately deleted from the server since there is now a copy on the computer or other mobile device. Note it is not essential to delete the email from the server immediately and there are cases where you may wish to leave mail on the server for a least a while. This could allow other devices you own to also download the mail or perhaps ensure that your recent emails are all still present when using a Web Mail account.

Note if you do not delete the mail messages then the quota used by the mailbox will grow indefinitely and you may hit your allocated quota limits. Many email clients allow you to set the POP settings to delete the mail on the server after a preset time eg, 30 days.

iMap works differently in that although the mail messages are copied to your local computer or device they are not deleted from the server unless you intend to delete it from all devices.  Emails can be saved in a folder hierarchy that is automatically synchronised to all your other devices that connect to this iMap account. iMap accounts use more disk quota over time, because all your emails are retained unless an offline archive is utilised.

Outgoing emails are sent via an SMTP server (stands for Simple Mail Transport Protocol) which is responsible for passing you message to the next server along the route to the recipients email server. Once an email message leaves the first SMTP server it is passed from one server to another until it arrives at the recipient’s mailbox. Sometimes a message is delayed en-route if for instance the receiving server is not online or there is a large queue of messages to be processed. Before the recipient can get access to the message it is usually subjected to virus scanning or spam checking.

First you need to decide whether to use iMap or Pop as the method of downloading emails. More people are adopting iMap these days, but POP still is a useful tools for many scenarios. Ask us if you need further advice to suit your situation. Setting up most email clients is done by using a setup wizard or completing a setup form and providing information to specific questions. The following sections provide the information you will need to setup.

Pop Settings: Pop Server: mail.yourdomainname.com or pop.yourdomainname.com Username: username supplied or this may be your main email address Password: this will be supplied Port number: 110 (default) you can also use port 995 if you select SSL for an encrypted connection but you must request the exact values to use ensure no certificate errors messages are created.

iMap Settings: iMap Server: mail.yourdomainname.com or mail.yourdomainname.com Username: username supplied or this may be your main email address Password: this will be supplied Port number: 143 (default) your can also use port 993 if you select SSL for an encrypted connection but you must request the exact values to ensure no certificate errors messages are created.

In most cases your email client should select the correct settings or default values as long you input the correct domain names, usernames or passwords at the appropriate points.

You should also ensure that your name is entered in the ‘Display Name’ field and the reply-to field should normally be set to your email address unless you want people to send replies to your messages to an alternate address.

]]> Connecting Outlook to your mailbox https://www.nufocus.co.uk/connect-outlook-to-mailbox/ Mon, 02 Apr 2018 00:05:22 +0000 http://habcskwvmx

How to connect Outlook to your mailbox

The following instructions describe how to connect to your email account mailbox using Outlook or similar email client software.

This article is primarily for the benefit of  our clients who use the NuFocus email servers for their domains even though the information may be of interest to other readers.

Each version of email client software can use a different screen layout and unfortunately often the names of the options are slightly different causing confusion relating the instructions to your specific version of email software. However, using the descriptions provided below it should enable you to select the correct settings for your situation.

Some programs may have more security options that can be enabled, but the instructions on this page only cover the major functions. More detailed security options are discussed here.

First a quick overview. The email system uses SmarterMail software that provides an integrated mail system with support for Pop3 or iMap for reading your mail and SMTP for sending emails. It also has an online web mail facility that incorporates an email account management portal to define all the email accounts and settings for your domain. This includes password, user accounts, and spam and content filters.

To read more about SmarterMail look at the documentation online as this address http://help.smartertools.com/SmarterMail/v11/ or read the online help from inside your webmail/account management portal.

To configure your email account you must have to hand your username, password and a valid email address or alias. Click on any image below to see a large popup version.

Open Outlook (or similar email client) and go to the account settings section (Tool – Accounts – Change Account) and find the page similar to this one

 

The fields that must be completed correctly are:

  • email addres: use any of your valid email addresses here
  • incoming server/outgoing server: change this to match your own domain name
  • enter your unique username (do not use your email address unless your username and address are the same) remembering to include your domain name as part of your username
  • enter your password and set to save the password!

If the More Settings is button is on this screen choose this option and then select the Outgoing Server tab, otherwise click Next

Outlook2

The import setting is to select My Outgoing Server (SMTP) requires authentication or you wont be able to send any emails. Sometimes this setting is on the previous screen.

Also the simplest approach is to choose Use same settings as my incoming server, but you can select the Log On using option and enter all your login details again.

Now choose the Advance Settings tab and you should have something like this

Outlook3

The default port for outgoing email is port 25 and you do not need to select any addition security or encryption.

If you do specifically want to use SSL encryption then we recommend you use Port 465 or 587. Also if you travel a lot and often connect from public wifi systems then we recommend you use Port 587. A more detailed description of how to use these settings will be published soon.

The bottom section labelled Delivery is an important option for how your mail messages are handled, but won’t affect your ability to send your emails.

Normally emails are deleted as soon as they are dowloaded, but this means the first device to download emails deletes the mail so another device cannot also read the same emails. These days with smart phones, multiple computers etc, people find it move convenient to leave emails on the server so that other devices can read the same mail.

If you never delete emails then your mailbox will grow and grow until you run out of quota so it is advisable to delete emails on a regular basis. A simple way to do this is to set the option to delete after x days so you get the benefit of emails being available for all your devices but older emails are deleted automatically.

Finally there is an option to have emails deleted on the server as soon as there empties from the deleted folder of your Outlook programme.

To see too configure additional security options click here.

Hopefully this information will be assist you to configure your email client to connect to your account mailbox, but if you have any problems contact support for more personalised assistance.

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