PHYSMAIL - CONNECTION INFORMATION (updated )

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1 PHYSMAIL - CONNECTION INFORMATION (updated ) Version Control Original document February 2007 Changes made January 2008 Page 3 Pages 4 onward New pages Changes made August 2009 Page 2 Pages 4 and 5 removed reference to port 26 for POP3 and IMAP setup information Moved images Added information on Mail client settings and SSL Added page numbers Changed references to members.iop.org to my.iop.org and amended instructions on using MyIOP pages to access PhysMail Added warning about not using any SMTP server other than mail.physics.org 12 August 2009 page 1

2 PHYSMAIL - CONNECTION INFORMATION (updated ) WEBMAIL - LOGGING IN You can access the PhysMail web interface in two ways: via the Institute web site Go to and log in by entering your username and password (use the Forgotten your login details link if necessary). From the MyIOP masthead menus select MyIOP and then My PhysMail. From this screen you can log in to PhysMail, change your PhysMail password and add a password hint or change your PhysMail user name. You can log in securely using the link at the top of the screen, then follow the instructions below for direct log in direct log in To access your PhysMail account via the web please log in at Username the part of your PhysMail address (e.g. your.name from Password your PhysMail password (if you do not know what this is please select Forgot your password? FORGOTTEN PASSWORD PhysMail includes a feature to your password to you if you have forgotten it however it sends the password to your PhysMail account and, if you have set this up, to an alternative account (see Settings, Account in PhysMail; further details in the Useful Information document). If your PhysMail is not set to forward messages directly, or via POP or IMAP this may not be entirely helpful. In these circumstances please and give an alternative e- mail address to which your password can be sent. If this is not possible then you will need to telephone Member Services (Monday Friday GMT). 12 August 2009 page 2

3 Copy the letters and numbers in the hatched area FORWARDING If you prefer not to use POP or IMAP (see below) then within PhysMail you can set up a forwarding service so that all your messages are forwarded to one (or more) other accounts. If you do this then the original messages will remain on the server for a maximum of eight days. To set forwarding select Settings and then Forwarder: 12 August 2009 page 3

4 POP Your PhysMail (physics.org) can be accessed via a POP compliant mail client - Outlook Express, Netscape Mail, Eudora, Opera, etc. APOP is also supported. POP access enables you to use your PhysMail just like any regular mailbox and is suitable for users who usually work from the same computer each day. Set up a new account in your client with the following settings and your physics.org is ready to use. Depending on your settings (see below) until you have downloaded your Inbox messages you can also access your mail via WebMail, whilst away from your usual computer, for example. POP only downloads your Inbox contents; any messages sent directly to the Spam folder will not be downloaded, and will be automatically deleted after 15 days. You should occasionally check that there are no false positive messages in your Spam folder. Setup Information: POP (incoming mail) server - mail.physics.org (via SSL port 995) Username the part of your PhysMail address (e.g. your.name from Password your PhysMail password (if you do not know what this is please go to and select forgotten password SMTP (outgoing mail) server mail.physics.org (25, 465 (SSL) or 587). Depending on your service provider you may need to vary these settings. Options to test include requiring authentication on the outgoing server, using the same login details as for the incoming server, and SSL or not for the various port numbers. Experience shows that you may need to test several combinations to get this to work. Please be aware that using your own ISP s SMTP server for your outgoing PhysMail may not work due to spam protection policies in place on the PhysMail system. See below for detailed information on connecting Outlook to your physics.org mailbox IMAP IMAP, supported by many mail clients (Outlook Express, Eudora, etc), is an alternative to POP mail, particularly suited to users who work from more than one computer and need access to their mail from a client on each one. Leaving the mail on the server, an IMAP client can download just those messages you want to read for the moment, whether new or old. Your mail will still be accessible via WebMail, for even greater flexibility of access - any browser, anywhere! CRAM-MD5 authentication is available for IMAP users. Setup information: IMAP (incoming mail) server - mail.physics.org (via SSL port 993) Username the part of your PhysMail address (e.g. your.name from Password your PhysMail password (if you do not know what this is please go to and select forgotten password SMTP (outgoing mail) server mail.physics.org (25, 465 (SSL) or 587). Depending on your service provider you may need to vary these settings. Options to test include requiring authentication on the outgoing server, using the same login details as for the incoming server, and SSL or not for the 12 August 2009 page 4

5 various port numbers. Experience shows that you may need to test several combinations to get this to work. Please be aware that using your own ISP s SMTP server for your outgoing PhysMail may not work due to spam protection policies in place on the PhysMail system. 12 August 2009 page 5

6 Connecting Outlook Express to your physics.org mailbox 1. In Outlook Express, select Accounts from the Tools menu. Click Add, then Mail as in Fig "Your Name": Enter the name you would like your mail to appear as coming 'From' in the "Display Name:" box and click next (this is not your address, just your name). 3. "Internet Address": Enter your address in the " address:" box and click next. 12 August 2009 page 6

7 4. " Server Names": Enter mail.physics.org in the "Incoming mail server:" box and in the "Outgoing mail server:" boxes). You can also change your connection type between POP and IMAP on this page. If you are unsure of why you would want to do this, or usually use a single computer to check your , leave this set to POP. You can always change this at a later date. Click next when done. 12 August 2009 page 7

8 5. "Internet Mail Logon": Enter the part of your PhysMail address (e.g. your.name from in the "Account name:" box and your PhysMail password in the "Password:" box. If you are the only user of your computer, or are happy with general access to checking your account by other computer users, you can leave the "Remember password" box checked. Click next. 6. "Congratulations": If all is well, you should see the Congratulations screen. Click finish to create the account. You can change the settings at any time - go back into the account via Accounts from the Tools menu. Select the account you wish to alter and click on the "Properties" button to access the settings. The default name for the account will be the POP/IMAP (incoming) server you set up - you can change the account name, but should leave the actual server settings as they are. 12 August 2009 page 8

9 For example, to set the system to use the same password for incoming and outgoing mail, select the Servers tab and then select the Servers tab select the Outgoing Mail Server option My server requires authentication. Then click on the Settings button and select Use same settings as my incoming mail server. 12 August 2009 page 9

10 SSL If you wish to use SSL connection please follow the steps below: Mail client tools accounts mail account advanced tick the box This server requires a secure connection (SSL). When making this change and sending out mail using the mail.physics.org SMTP server there will be a warning message that can be ignored. This is a one off message and will not occur again unless a new mail client is set up. 12 August 2009 page 10

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