For TradeMark Media s email system Thank you for choosing TradeMark Media for your email hosting. You ve made a wise choice. TradeMark Media offers comprehensive spam and virus protection, POP3 and WebMail message delivery and easy account administration all on a reliable network. Please read this guide carefully. It will help you administer and check your email both from a standard Web browser (Internet Explorer, Firefox, Chrome) and from a POP3 email client (Outlook, Mac Mail, etc.). It will also help you perform common tasks associated with email. Contents Administering Email Accounts... 2 Adding Email Accounts... 2 Adding an Alias... 2 Modifying Existing Accounts... 3 Checking Your Email... 3 Using Any POP3 or IMAP Email Client (Outlook, Mac Mail, Thunderbird, etc.)... 3 Requirements:... 3 Using a Web Browser... 4 Common Email Tasks... 4 Changing your Password... 4 Adding an Auto Responder (Vacation Message)... 4 Forwarding Your Email... 4 Managing Spam... 5 Setting spam cleanup options... 5 Modifying DNS Settings... 6 Page 1 of 6
Administering Email Accounts Adding Email Accounts One of the first things you ll want to do is add email accounts to your domain. To do this, you must be the administrator for your domain and have your domain name and password ready. 1. To log into the administrative control center, visit https://emailadmin.trademarkmedia.com. You will be presented with a login screen that looks like this: 2. Log in using your domain name and your administrative password. If you have forgotten your password, please contact TradeMark Media staff. 3. After logging in, you ll be presented with a host of options. Please only modify options that you are completely familiar with and comfortable changing. To add a new email address, click on the Add/Edit Mailbox link. 4. On the next screen you ll see all your existing mailboxes. Click the Add Mailbox button. 5. Complete the form on the following page. The User Name will be the first part of the email address (before the @ symbol) that you want to create. For password requirements, click the Requirements link. 6. When you ve completed the form, press SAVE. Now this account can begin receiving email. Adding an Alias An alias is an email address that automatically forwards email to a different email address or multiple email addresses. These are especially useful for general email addresses such as info@yourdomain.com or sales@yourdomain.com. They do not store email on the system (they simply forward email on) and once you add them they won t have a WebMail account. 1. Log into your administrative control center by following step 1 above. 2. Click on the Manage Aliases link and then click on the Add Alias button. 3. Enter the alias name. 4. Choose which members of your domain need to be forwarded email from the alias. 5. Add up to 4 additional members from outside of your domain. 6. Click SAVE to add the alias. IMPORTANT: If you want to create an email address that permanently forwards to a different email address, please set up an alias (following the instructions above) instead of a true email address with email forwarding. Page 2 of 6
Modifying Existing Accounts 1. Log in to your administrative control panel. Then choose Add/Edit a Mailbox or Manage Aliases. 2. Manage an account by clicking on the account name. 3. Delete an account by checking the box next to the account and then choosing Delete from the Select Action menu. There are many other administrative options within the system that go beyond the scope of this Quick- Start Guide. Please do not change any settings that you are not completely familiar with. Checking Your Email Using Any POP3 or IMAP Email Client (Outlook, Mac Mail, Thunderbird, etc.) IMPORTANT: It is highly recommended that you use an email client to check your email when not traveling. Due to storage considerations, older email will periodically be deleted from the mail server and there is a 100MB limit on all mail stored on the server. TradeMark Media does not support storage of email on our email server for long periods of time, and we can t provide consulting on setting up your email addresses with your specific email client. Every email client is different. Follow your email client s instructions to set up a new mail account and use the following account information: Requirements: Incoming Server: Outgoing Server: secure.emailsrvr.com You can either use the outgoing mail server that your Internet Service Provider gives you or you can use ours (secure.emailsrvr.com) For the incoming email server, check the option that indicates the server requires an encrypted connection (SSL). Use port 995 for the incoming server. If you use our outgoing mail server, check the option that indicates the server requires authentication and use the same login credentials as the incoming mail server. Use port 465 for the outgoing server. Alternatively, you can use port 587 or 8025 for the outgoing server if your ISP blocks port 465. If you need help setting up your email client, view this page for set up guides for most major email clients (you must be logged in as the email administrator to view this link): https://emailadmin.trademarkmedia.com/support/documentation/emailhosting.aspx Rackspace, our email hosting provider, also offers a step by step guide for most devices. You can find that here: https://emailhelp.rackspace.com. Page 3 of 6
Using a Web Browser WebMail is a great way to check your email while traveling, but should not be used to check messages on a regular basis. When not traveling, please use an email client on your computer to download messages (see above). 1. To login to your webmail account using a Web browser, visit http://webmail.trademarkmedia.com. You will be presented with a login screen. 2. Log in using your email address and your password (set up by your email administrator) 3. After logging in, you will be able to check, reply to, and compose new email messages. Common Email Tasks Changing your Password 3. Click on Change Password option. 4. Fill out the following form and click Save to change your password. Adding an Auto Responder (Vacation Message) An auto responder can be set up to send an immediate message to anyone that sends you an email. This is most commonly used when vacationing to let senders know that you are out of the office. 3. Click on Incoming Email option. 4. Make sure the Auto-Reply tab has been selected. 5. Turn the Status on, enter your message and choose a date range to send the auto responder. 6. Click Save. To remove the auto responder, change the Status radio button to off. This will allow you to save your common auto responder message, but turn it off until you need it again. If you would like to enable an auto-responder and forward your email to another address, you must check the option Save a copy of the forwarded email under the forwarding settings. Forwarding Your Email With this system you can automatically forward all incoming email to another email address. 3. Click on Incoming Email option. 4. Select the Forwarding tab. Page 4 of 6
5. Turn the Status on, enter the email addresses to forward to and choose a date range to send the auto responder. 6. Click Save. If you would like to enable an auto-responder and forward your email to another address, you must check the option Save a copy of the forwarded email under the forwarding settings. IMPORTANT: If you want to create an email address that permanently forwards to a different email address, please set up an alias (see a previous section) instead of a true email address with email forwarding. Managing Spam Spam is a major problem with most email systems, but TradeMark Email system does a great job of filtering out spam. You may still want to review the spam settings to make sure they are customized to your needs. 3. Click on Spam Settings option. 4. Alter your spam settings as desired. 5. Click Save. From time to time, our spam blocker may catch a legitimate email message. Please log into your webmail account occasionally and check the spam folder. Setting spam cleanup options Our email system will automatically remove messages that have been marked as spam after 90 days. You may customize how your individual email account handles spam messages. To control this: 3. Click on Spam Settings option. 4. In the Spam Handling section, click Cleanup Options 5. Set the cleanup options you desire and click Save. 6. Click Save on the next screen to save your settings. Page 5 of 6
Modifying DNS Settings This section is important if you manage your own DNS settings for your domain. This section is for advanced users who are comfortable modifying DNS settings. In order for TradeMark Media to host email for your domain, please modify (or create) MX records for your domain. The MX records should be set up as follows: Record type Priority Target MX 10 mx1.emailsrvr.com MX 20 mx2.emailsrvr.com Warning: Only change DNS settings when you are ready for email traffic to be routed to our email server. Make sure all your email accounts are set up before modifying DNS settings. TradeMark Media s email system gives our clients many options that are outside the scope of this Quick-Start Guide. Feel free to explore your webmail account to ensure that everything is set up to your preferences. Remember: please do not change any settings that you don t feel comfortable changing. If you need help at any time, please contact us. Page 6 of 6