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.