Mail Programs. Manual
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1 Manual April 2015, Copyright Webland AG 2015
2 Table of Contents Introduction Basics Server Information SSL POP3 IMAP Instructions Windows Outlook 2000 Outlook 2002/2003/XP Outlook 2007 Outlook 2010 Outlook Express Windows Mail Windows Live Mail Windows Phone 7 & 7.5 Mozilla Thunderbird Apple / Mac MacMail (Mac OS X 10.x) ipad iphone
3 Introduction Basics Pop3-Server: pop.yourdomain.ch (replace YourDomain.ch with the actual domain name!) SMTP-Server: smtp.yourdomain.ch (replace YourDomain.ch with the actual domain name!) Account Name: (For Netscape 4.x: xyz%yourdomain.ch (% symbol instead Password: password for this account SMTP authorisation must be activated. Please go through these instructions step-by-step and follow the instructions precisely. 3
4 Server Information SSL Determine the server information for your Xchange account in order to send and receive s with SSL encryption. Proceed as follows: 1 Log in to the System Configurator on our website using your customer or domain data: 2 Select / Xchange: 4
5 3 Note the URL under Server Information SSL. 4 The ports for the encrypted connection are as follows: Incoming mail server (POP3): 995 Incoming mail server (IMAP): 993 Outgoing mail server (SMTP): 465 5
6 POP3 POP3 (Post Office Protocol Version 3) Post Office Protocol (POP) is a transfer protocol via which a client can retrieve s from an server. Version 3 (POP3) is described in RFC POP3 is an ASCII protocol meaning that data transfer is controlled by commands that are sent to Port 110 as default. A constant connection to the mail server is not necessary for POP3. The connection to the server is established by the client as needed and then terminated. The protocol is therefore also suitable for mobile devices (like the iphone), since the s are transferred to the device, so that they can be read if there is an internet connection. POP3 is very restricted in functionality and only permits listing, retrieval and deletion of s on the server. For additional functionalities, such as hierarchical mailboxes directly on the server, access to multiple mailboxes during a session, pre-selection of s, etc. protocols such as IMAP must be used. As a counterpart to POP3 for sending s, the Simple Mail Transfer Protocol (SMTP) is generally used in clients and servers. Explanations come from the WIKIPEDIA encyclopaedia. 6
7 IMAP IMAP (Internet Message Access Protocol) IMAP is a text-based protocol for accessing s that are located on a mailserver. A mail client sends queries to the server only requesting currently needed information. If a user wants to see the content of a folder, for example, the client will retrieve a current list of messages from the folder in question from the server. If the content of a mail needs to be displayed, it is loaded from the server. Since all data continue to remain on the server, they all show even if several clients are used the same current data inventory in a mailbox. Additionally, local data storage is unnecessary and advanced options such as searching s is carried out server-side. With IMAP, access to various folders inside a mailbox is also possible. If one does not have an internet connection to the mailserver, no further access to the mails is possible, as a rule. Some clients solve this problem by storing a local copy of the mail which they can then access in offline-mode. If an internet connection is restored, the data will be compared with the mailserver again. Explanations are taken from the WIKIPEDIA encyclopaedia. 7
8 Instructions Windows Outlook 2000 Proceed as follows: 1 Start the program using Outlook Select "Tools"->"Accounts" in the menu. 3 Select the directory "Mail"->"Add"-> " ". 8
9 4 Under "Name displayed", give this account a name (e.g. YourDomain.ch) and then click on "next". 9
10 5 Under " address", enter your address in the following form: Attention: The information entered under " address" must agree with the information under Point 7 "Account name" and Point 10 " address". You must enter the same information in all points. Then click on "Next". 10
11 6 Select "POP3" under "Incoming mail server". Under "Incoming mail server" enter "pop.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Under "Outgoing mail server" enter "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Click on "Next". 11
12 7 Under "Account name", enter your address in the form: Attention: What you enter under "Account name" must agree with the information under Point 5 " address" and Point 10, " address". Enter the same information in every point. Under "Password", enter the password that you have assigned to this account. Click on "Next". 12
13 8 Click on "Finish". 13
14 9 Select the account and click on "Properties". 14
15 10 Switch to the "Servers" directory. 15
16 11 Then check "My server requires authentication". Then click on "OK". 16
17 12 You have now finished setting up your account and you can close the window by clicking on "Close". 17
18 Outlook 2002/2003/XP Proceed as follows: 1 Start the program Outlook 2002/2003/XP. 2 Select "Accounts" in the "Tools" menu. 3 Select "Add new account" under " ". Click on "Next". 18
19 4 Select "POP3" under "Server type". Click on "Next". 19
20 5 Enter your number under "Your name" under "User information" (selectable) and enter the address you want to set up under " address" in the form: Attention: The entry under " address" must agree with the information under "Login information"-> "User name"! Under "Login information" enter "User name" the address you want to set up in the form: again. Attention: The entry under "User name" must agree with the information under "User information"-> "Your address". Enter the password that you assigned to the account. Under "Server information", enter "pop.yourdomain.ch" for incoming mail servers (POP3) (replace YourDomain.ch with your actual domain name). For outgoing mail servers (SMTP), enter "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Then click on "Other Settings". 20
21 21
22 6 In the "General" tab, enter a name for the account under " account" (selectable). Under "User Information", enter one for your company (optional), under "Reply Address", enter your address. Then click on the "Outgoing Mail Server". 22
23 7 In the "Outgoing Mail Server" tab, you must check: "The outgoing mail server (SMTP) requires authentication". Then click on the "Connection" tab. 23
24 8 Select your type of internet connection in the "Connection" tab. Then click on the register "Advanced". 24
25 9 Enter port "587" in the "Advanced" tab under "Outgoing Mail Server" (SMTP). (This is necessary since many access providers have blocked standard port 25 for security reasons). Then click on "OK". 25
26 10 You have now finished setting up your new account. Click on "Finish". 26
27 Outlook 2007 Proceed as follows: 1 Start the program Outlook Select "Account Settings" using the "Tools" menu. 27
28 3 Select "New" under " ". 28
29 4 Leave all fields empty! You must activate the control box "Manually configure server settings or additional server types" and select "Next". 29
30 5 Select "Internet ". Click on "Next". 30
31 6 User Information: Enter your name under "Your Name" (selectable). Under " Address", enter the address you want to set up in this form: Attention: The information under " Address" must agree with the information given under "Logon Information"-> "User Name"! Server Information: Under "Account Type", select "POP3". Under "Incoming mail server", enter the incoming mail server (POP3) "pop.yourdomain.ch" (replace YourDomain.ch with your actual domain name). At "Outgoing mail server (SMTP)" enter the outgoing mail sever "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Logon Information: Under "User Name", enter the address you want to set up again in the following form: Attention: The information under "User Name" must agree with the information under "User Information" ->" Address"! As "Password", enter the password that you have assigned the account. Click on "More Settings". 31
32 32
33 7 In the "General" tab, enter a name for the account (selectable) under "Mail Account". Under "Other User Information", enter your company or organisation under "Organisation" (optional); under "Reply ", enter your address. Then click on the tab "Outgoing Server". 33
34 8 In the "Outgoing Server" tab, check: "My outgoing server (SMTP) requires authentication" (the outgoing mail server requires authentication). Then click on the tab "Connection". 34
35 9 In the "Connection" tab, select the type of internet connection. Then click on the "Advanced" tab. 35
36 10 In the "Advanced" tab, enter port "587" under the "Outgoing mail server" (SMTP). (This is necessary because many access providers have blocked the standard port 25). 36
37 11 You have finished setting up your new account. Click on "Finish". 37
38 Outlook 2010 First define whether you want to set up the account as a POP3 or IMAP account. More information under: POP3 / IMAP Select the matching instructions: Set Up POP3 Account / Set Up IMAP Account Set Up POP3 Account: Proceed as follows: 1 Start the program Outlook Select "Add account" under the menu "File"-> "Information". 38
39 3 Leave all fields blank! You must activate the control box "Server settings or manually configure server settings" and select "Next". 39
40 4 Select "Internet ". Click on "Next". 40
41 5 User Information: Enter your name under "Your Name" (selectable). Under " Address", enter the address you want to set up in this form: Attention: The information under " Address" must agree with the information given under "Logon Information"-> "User Name"! Server Information: Under "Account Type", select "POP3". Under "Incoming mail server", enter the incoming mail server (POP3) "pop.yourdomain.ch" (replace YourDomain.ch with your actual domain name). At "Outgoing mail server (SMTP)" enter the outgoing mail sever "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Logon Information: Under "User Name", enter the address you want to set up again in the following form: Attention: The information under "User Name" must agree with the information under "User Information" ->" Address"! As "Password", enter the password that you have assigned the account. Click on "More Settings". 41
42 42
43 6 You must check "The outgoing mail server requires authentication" in the tab "Outgoing Mail Server". Then click on the "Advanced" register. 43
44 7 In the "Advanced" tab, enter port "587" under the "Outgoing Mail Server". (This is necessary because many access providers have blocked the standard port 25 for security reasons). Then click on "OK". 44
45 8 You have finished setting up your new account. Click on "Finish". 45
46 Set Up IMAP Account: Proceed as follows: 1 Start the program Outlook Select "Add account" under the menu "File"-> "Information". 46
47 3 Leave all fields blank! You must activate the control box "Server settings or manually configure server settings" and select "Next". 47
48 4 Select "Internet ". Click on "Next". 48
49 5 User Information: Enter your name under "Your Name" (selectable). Under " Address", enter the address you want to set up in this form: Attention: The information under " Address" must agree with the information given under "Logon Information"-> "User Name"! Server Information: Under "Account Type", select "IMAP". Under "Incoming mail server", enter the incoming mail server (IMAP) "imap.yourdomain.ch" ein (replace YourDomain.ch with your actual domain name). At "Outgoing mail server (SMTP)" enter the outgoing mail sever "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Logon Information: Under "User Name", enter the address you want to set up again in the following form: Attention: The information under "User Name" must agree with the information under "User Information" ->" Address"! As "Password", enter the password that you have assigned the account. Click on "More Settings". 49
50 50
51 6 You must check "The outgoing mail server requires authentication" in the tab "Outgoing Mail Server" Then click on the "Advanced" register. 51
52 7 In the "Advanced" tab, enter port "587" under the "Outgoing Mail Server". (This is necessary because many access providers have blocked the standard port 25 for security reasons). Then click on "OK". 52
53 8 You have finished setting up your new account. Click on "Finish". 53
54 Outlook Express Proceed as follows: 1 Start the program Outlook Express. 2 Select "Accounts" in the "Tools" menu. 3 Select "Add"-> "Mail". 54
55 4 Given this account a name under "Display Name" (e.g. YourDomain.ch) and then click on "Next". 55
56 5 Under " address", enter your address in the following form: Attention: The information you enter under " address" must agree with the information given under Point 7 "Account name" and Point 10 " address". Enter the same information in all points. Then click on "Next". 56
57 6 Select "POP3" under "My incoming mail server is". Enter "pop.yourdomain.ch" under "Incoming mail server". Enter "smtp.yourdomain.ch" under "Outgoing mail server". Click on "Next". 57
58 7 Under "Account name", enter your address in the form: Attention: The information entered under "Account name" must agree with that entered under Point 5 " address" and Point 10 " address". Enter the same information in all points. Under "Password", enter the password that you have assigned to this account. Click on "Next". 58
59 8 Click on "Finish". 59
60 9 Select the account and click on "Properties". 60
61 10 Switch to the "Servers" tab. 61
62 11 Check the box at "My server requires authentication". Then click on "OK". 62
63 12 You have now finished setting up your account and you can close the window with "Close". 63
64 Windows Mail First, define whether you want to set up the account as a POP3 or IMAP account. More information under: POP3 / IMAP Select the matching instructions: Set Up POP3 Account / Set Up IMAP Account Set Up POP3 Account Proceed as follows: 1 Start the program Windows Mail. 2 Select "Accounts" in the "Tools" menu. 3 Select "Add". 64
65 4 Select " account". 65
66 5 Under "Display name", give the account a name (e.g. your name) and then click on "Next". 66
67 6 Under " address", enter your address in the following form: Then click on "Next". 67
68 7 Under "Incoming mail server type" select "POP3". Under "Incoming mail server", enter "pop.yourdomain.ch" (replace "YourDomain.ch" with your actual domain name). Under "Name of outgoing mail server" enter "smtp.yourdomain.ch" (replace "YourDomain.ch" with your actual domain name). You must activate the control box "Outgoing mail server requires authentication". Click on "Next". 68
69 8 Under " user name", enter your address in the form: Under "Password", enter that password that you assigned to the account. If you want to save the password, activate the control box "Save password". Then click on "Next". 69
70 9 Click on "Finish" to conclude installation. 70
71 Set Up IMAP Account Proceed as follows: 1 Start the program Windows Mail. 2 Select "Accounts" in the "Tools" menu. 3 Select "Add". 71
72 4 Select " account". 72
73 5 Under "Display name", give the account a name (e.g. your name) and then click on "Next". 73
74 6 Under " address", enter your address in the following form: Then click on "Next". 74
75 7 Under "Incoming mail server type" select "IMAP". Under "Incoming mail server", enter "imap.yourdomain.ch" (replace "YourDomain.ch" with your actual domain name). Under "Name of outgoing mail server" enter "smtp.yourdomain.ch" (replace "YourDomain.ch" with your actual domain name). You must activate the control box "Outgoing mail server requires authentication". Click on "Next". 75
76 8 Under " user name", enter your address in the form: Under "Password", enter that password that you assigned to the account. If you want to save the password, activate the control box "Save password" Then click on "Next". 76
77 9 Click on "Finish" to conclude installation. 77
78 Windows Live Mail First, define whether you want to set up the account as a POP3 or IMAP account. More information under: POP3 / IMAP Select the matching instructions: Set-Up POP3 Account / Set-Up IMAP Account Set-Up POP3 Account: Proceed as follows: 1 Start the program Windows Live Mail. 2 Select " " in the "Accounts" menu. 78
79 3 Enter your address under " address" in the form: Under "Password", enter the password that you assigned to the account. If you want to save the password, activate the control box "Save this password". You can enter your name under "Display name" (optional). Activate the control box "Manually configure server settings". Click on "Next". 79
80 4 Select "POP" under "Server type". Under "Server address", enter "pop.yourdomain.ch" (replace "YourDomain.ch" with your actual domain name). Under "Port", enter 110. Select "Clear Text" under "Authentication with". Under "Login username", enter your address in the form Under "Server address", enter "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Under "Port" enter 587. Activate the control box "Require authentication" and click on "Next". 80
81 5 Click on "Finish". Your account is set-up. 81
82 Set-Up IMAP Account: Proceed as follows: 1 Start the program Windows Live Mail. 2 Select " " in the "Accounts" menu. 82
83 3 Enter your address under " address" in the form: Under "Password", enter the password that you assigned to the account. If you want to save the password, activate the control box "Save this password". You can enter your name under "Display name" (optional). Activate the control box "Manually configure server settings". Click on "Next". 83
84 4 Select "IMAP" under "Server type". Under "Server address", enter "imap.yourdomain.ch" (replace "YourDomain.ch" with your actual domain name). Under "Port", enter 143. Select "Clear Text" under "Authentication with". Under "Login username", enter your address in the form Under "Server address", enter "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Under "Port" enter 587. Activate the control box "Require authentication" and click on "Next". 84
85 5 Click on "Finish". Your account is set-up. 85
86 Windows Phone 7 & 7.5 Proceed as follows: 1 Switch from the start page to the list of applications to the right. Tap on Settings and then on accounts & other. 2 Tap on Add account. 3 Select Advanced set-up. 4 Tap on the address field. Enter your address and under Password, enter the password that you assigned to the account. 5 Click on Next and select Internet account. 6 Under Account name, enter your account name (selectable). Under Your name, enter your name (selectable). Under Incoming mail server (IMAP), enter the incoming mail server "imap.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Under Account type, select IMAP4. At Outgoing mail server (SMTP) enter the outgoing mail server "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Under Username, enter the address you want to set up in the form xyz@yourdomain.ch. As Password, enter the password that you assigned this account. Activate the functions Authentication for outgoing server required and Use username and password when sending . Deactivate the functions SSL required for incoming s and SSL required for outgoing s. 7 Leave the function Download new content set to Every 2 hours or use "Manual". 8 Leave the function Download set to "From the last 2 weeks" or use "Download all s". 9 Click on Login. 10 Configuration is now complete. 86
87 Mozilla Thunderbird First define whether you want to set up a POP3 or SMTP account. More information under: POP3 / IMAP Select the matching instructions: Set-Up POP3 Account / Set-Up IMAP Account 87
88 Set-Up POP3 Account Proceed as follows: 1 Start the program Mozilla Thunderbird. 2 In the "File/New" menu, select "Existing account". 3 You can enter your name next to "Your name". Next to " address", enter your address in the form: YourAccount@YourDomain.ch Next to "Password", enter the password that you have assigned this account. If you want to save the password, activate the control box "Save password". Click on "Next". 88
89 4 Click on "Edit manually". 89
90 5 Next to "Incoming mail server", select "POP3" as the account type, enter "pop.yourdomain.ch" as the server address (replace YourDomain.ch with your actual domain name), 110 as the port, "No connection security" under SSL and "Password, normal" under authentication. Next to "Outgoing mail server", select "SMTP" as the account type, enter "smtp.yourdomain.ch" as the server address (replace YourDomain.ch with your actual domain name), 587 as port, "No connection security" under SSL and "Password, normal" under authentication. Next to "User name", enter your address in the form: Click on "Create account". 90
91 6 Activate the control box "I understand the risks.". Click on "Create account". Your account is now set up. 91
92 Set-Up IMAP Account Proceed as follows: 1 Start the program Mozilla Thunderbird. 2 In the "File/New" menu, select "Existing account". 3 You can enter your name next to "Your name". Next to " address", enter your address in the form: YourAccount@YourDomain.ch Next to "Password", enter the password that you have assigned this account. If you want to save the password, activate the control box "Save password". Click on "Next". 92
93 4 Click on "Edit manually". 93
94 5 Next to "Incoming mail server", select "IMAP" as the account type, enter "imap.yourdomain.ch" as the server address (replace YourDomain.ch with your actual domain name), 143 as the port, "No connection security" under SSL and "Password, normal" under authentication. Next to "Outgoing mail server", select "SMTP" as the account type, enter "smtp.yourdomain.ch" as the server address (replace YourDomain.ch with your actual domain name), 587 as port, "No connection security" under SSL and "Password, normal" under authentication. Next to "User name", enter your address in the form: Click on "Create account". 94
95 6 Activate the control box "I understand the risks.". Click on "Create account". Your account is now set up. 95
96 Apple / Mac MacMail (Mac OS X 10.x) Proceed as follows: 1 Start the program MacMail. 2 In the menu, select "Mail"->"Settings". 96
97 3 Now select the "Plus sign" to add an account. 97
98 4 Under "Server type" select "POP". Under "Description" enter a freely selectable description of your account. Under "Full name", enter your name (freely selectable). Under " address", enter the address you want to set up in the form: YourAccount@YourDomain.ch Attention: The information entered under " address" must agree with the information under Point 5 "Server for incoming s"-> "Username". Enter the same information in all of these points. Click on "Continue". 98
99 5 Under "Server for incoming " enter the incoming mail server "pop.yourdomain.ch" (replace YourDomain.ch with your actual domain name). As username, enter the address you wish to set up again in the form: Attention: The information entered under "Username" must agree with that entered under Point 4, "General information"->" address". Enter the same information at all points. As password enter the password that you have assigned this password. Click on "Continue". 99
100 6 Under "Server for outgoing ", enter the outgoing mail server "smtp.yourdomain.ch" (replace YourDomain.ch with your actual domain name). Activate the control box "Use identification" (required). As your username enter the address you want to set up again in the form: As password enter the password that you have assigned the account. Click on "Continue". 100
101 7 You can now see a summary of your account. Then click on "Continue". 101
102 8 You have finished setting up your account. Click on "Finished". 102
103 9 In order to remove the s from the server immediately after you retrieve them with MacMail, select the tab "Advanced". Activate the control box "Delete copy from server after retrieving a message" and select "immediately". Now you can retrieve and send your using MacMail. 103
104 ipad Enter the following data to send and receive s with your ipad: 1 Select "Settings" on the home screen. 104
105 2 Select "Mail, Contacts, Calendar". 105
106 3 Select "Add account". 106
107 4 Select "Others". 107
108 5 Select "Add Mail Account". 108
109 6 Under "Name" enter your name (freely selectable). Under "Address" enter your address in the form Under "Password" enter the password that you have assigned the account. Under "Description" enter e.g. your name (freely selectable). Then select the button "Next". 109
110 7 Select "IMAP". Under "Server for incoming s", enter the incoming mail server as "Hostname" in the form "imap.yourdomain.ch" (replace yourdomain.ch with your actual domain name). Under "Username" enter the address you want to set up in the form: Under "Password" enter the password that you have assigned the account. Under "Server for outgoing " enter the outgoing mail server as "Hostname" in the form "smtp.yourdomain.ch" (replace yourdomain.ch with your actual domain name). Under "Username" enter the address that you want to set up in the form: Under "Password" enter the password that you have assigned the account. Then select the button "Next". 110
111 111
112 8 Select the "Save" button. 112
113 9 Your account is now set-up. You can find additional help in your ipad Manual. 113
114 iphone First define whether you want to set up the account as a POP3 or IMAP account. More info under: POP3 / IMAP Select the corresponding instructions: Set-Up POP3 Account / Set-Up IMAP Account Set-Up POP3 Account Enter the following data in order to send and receive using your iphone: 1 Select "Settings" on the home screen. 2 Select "Mail, Contacts, Calendar". 114
115 3 Select "Add account". 4 Select "Other". 115
116 5 Select "POP". Under "Name" enter your name (freely selectable). Under "Address" enter your address in the form: Under "Description" enter your name (freely selectable). Then select the "Save" button. 116
117 6 Under "Server for incoming s", enter the incoming mail server as "Hostname" in the form "pop.yourdomain.ch" (replace yourdomain.ch with your actual domain name). Under "Username" enter the address you want to set up in the form: Under "Password" enter the password that you have assigned the account. 117
118 Under "SMTP-server for outgoing " enter the outgoing mail server as "Hostname" in the form "smtp.yourdomain.ch" (replace yourdomain.ch with your actual domain name). Under "Username" enter the address that you want to set up in the form: Under "Password" enter the password that you have assigned the account. Then select the button "Save". 7 The iphone will now verify the settings. After a short wait you will receive the error messages that the certificate for the incoming mail server and outgoing mail servers are not valid. Click only on "Continue". Then the set-up is completed. You can find additional help in your iphone Manual. 118
119 Set-Up IMAP Account Enter the following data in order to send and receive using your iphone: 1 Select "Settings" on the home screen. 2 Select "Mail, Contacts, Calendar". 119
120 3 Select "Add account". 4 Select "Other". 120
121 5 Select "IMAP". Under "Name" enter your name (freely selectable). Under "Address" enter your address in the form: Under "Description" enter your name (freely selectable). Then select the "Save" button. 121
122 6 Under "Server for incoming s", enter the incoming mail server as "Hostname" in the form "imap.yourdomain.ch" (replace yourdomain.ch with your actual domain name). Under "Username" enter the address you want to set up in the form: Under "Password" enter the password that you have assigned the account. 122
123 Under "SMTP-server for outgoing " enter the outgoing mail server as "Hostname" in the form "smtp.yourdomain.ch" (replace yourdomain.ch with your actual domain name). Under "Username" enter the address that you want to set up in the form: Under "Password" enter the password that you have assigned the account. Then select the button "Save". 7 The iphone will now verify the settings. After a short wait you will receive the error messages that the certificate for the incoming mail server and outgoing mail servers are not valid. Click only on "Continue". Then the set-up is completed. You can find additional help in your iphone Manual. 123
124 Copyright Webland AG
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