As part of WineWeb s website services, we can provide email accounts under your domain name. Although this is optional, almost all of our clients use our mail server for their email accounts. We run the enterprise edition of the SmarterMail software on our mail server (www.smartertools.com for more info.). This allows you to access you email via a desktop mail application, webmail or on your mobile device. Please read this document for information on how to access your new email accounts, and how to migrate emails from your current services provider. The last page of this document contains a form for you to specify the email accounts you want us to setup. Please complete that form and return it to us. Tasks Required Before Your Domain Name Goes Live When the switch is made from your current hosting provider to WineWeb, understand that your email accounts also then point to your new email accounts on our email server. Any messages stored on your old mail server are not automatically transferred to the new mail server. If you don t store your email messages locally on your computer, action is required to copy your historical emails to the new email server. If you use a PC program like Outlook, Thunderbird, etc. to download your mail to your computer (POP3 access), then everything is saved, and new messages will now come from the new mail server. If you define the new email account password the same as your current account, then no changes are likely needed to your computer s email program. Otherwise, you ll need to update the account settings for the new password. Refer to a subsequent section for the specific account settings needed. If you access your email via the web or use IMAP access, and you want to keep your existing email messages, you ll need to migrate them to our email server. Depending on your existing email service, you may also be able to migrate your contacts and calendar. To access the migration function, you ll need to login to your webmail account (see the section below), then click the Settings icon and select Mailbox Migration. This function guides you through the steps needed to migrate your existing data. Note that for most email providers, the migration tool only copies the inbox folder. If you have multiple folders on your existing service, you can setup an identical folder structure in the new system, then move a folder to your inbox on your existing system, initiate the migration tool, move the copied inbox to the new destination folder, and repeat the process for each folders. Right before the website goes live, you should access your email accounts and get any new messages. Then the next day you should access your old email accounts from the web (one last time) to retrieve any new messages that may have gone to the old server during the transition period (you will need to check with your current hosting company to see how to access your email over the web without using your domain name). Please note that our standard website setup fee does not include email migration services, although we do provide support and training for using these tools. If you need additional assistance with email migration, we can provide that as an extra service. 1 July 2014
Web Access to Your Email Enter http://mail.[yourdomainname].com Enter you full email address and password on the page that appears, then click the Login button. Note: until your domain name is transferred, use http://mail.wineweb.com. We also have secure (encrypted) access to webmail at https://securemail.wineweb.com, which can also be used anytime you want secure email access (like in a public WiFi hotspot). Note: To avoid any conflicts with internally-generated emails not getting to your real email accounts, until your site is live, add the number 1 to your domain name when you login, (i.e., info@abcwinery1.com). A page similar to the following will appear. 2 July 2014
Usage Notes: As soon as you receive a spam message, the folders Junk E-Mail and Deleted Items will appear in the Folders area. Messages that the system determines to have a medium probability of being spam are stored in the Junk folder and not sent to your Inbox. Messages considered to be a very high probability of spam are deleted. You should periodically view your Junk folder for any valid messages. If any are found, check the checkbox to the left of each, then select Unblock Sender from the Actions dropdown box. This adds the email address as a Trusted Sender. Trusted senders bypass spam checks. To delete multiple messages from your inbox, check the checkbox to the left of each message, then select Delete from the Delete dropdown box. To change your password, select the Settings icon at the left, then select Account Settings in the left menu. Note that the Save button is near the top of the page. There is an online help link in the upper right-hand corner of the page that is quite good. Administrator Notes: If your email account has been setup as an administrator, you can manage settings for your domain, including managing user accounts. To add another email account, click the Settings icon at the left, then click the + sign to the left of the Domain Settings in the left menu. Click the Users link. Click the New icon at the top of the list. Then specify the following: o Username: the name to the left of the @ o Password: enter twice o Display Name: the person s actual name o Timezone: select the user s timezone o Mailbox size limit: Usually a number between 100 and 500 is adequate. o The remaining items can be left as the default values. o If you want to forward this account to another email address, click the Forwarding tab and specify the email address. Check the box to delete emails once they are forwarded. o When complete, press the Save icon at the top. To edit a user s account, check the box to the left of the username and press the Edit icon at the top. 3 July 2014
Downloading Messages to an Email Program If you use an email program like Outlook, Mail, or Thunderbird to download and manage your emails, you will need to setup your new email account(s) in that program. The following parameters are needed: Incoming POP/IMAP Server: mail.[yourdomainname].com Incoming port: 110 for POP3, 143 for IMAP Outgoing SMTP Server: mail.[yourdomainname].com (unless your ISP requires using their own outgoing server i.e., Comcast, AT&T, SBC. In that case, use your ISP SMTP server name and ISP login.) SMTP Authentication: Require login before sending emails Outgoing server port: 25 (or alternate port 587, if your ISP blocks port 25) Username: full email address including domain name SSL and SPA: off/unchecked Note: Instead of your domain name, you can also use mail.wineweb.com. Accessing Your Emails on a Mobile Device You can easily setup your mobile phone to access your emails. You ll likely want to use IMAP instead of POP to retrieve your emails, so the messages are synced with your server account. Some mobile devices like iphone (AT&T) and Blackberry require you to send emails through the phone provider s mail server, so you ll need to use that account information for the outgoing server. More info for iphone setup: http://portal.smartertools.com/kb/a2659/configure-imap-for-iphone-oripad.aspx?kbsearchid=538740 Syncing Contacts, Calendars, Tasks & Notes with a Mobile Device Your SmarterMail account allows you to setup contacts, calendars, tasks and notes. If you are registered for the Enhanced Website service, you can also share these items with other users in your organization. You can keep these items in sync between the server and a mail program like Outlook and a mobile device. To setup synchronization, search the online help for Synchronizing with SmarterMail. Note that the SyncML service is enabled, however the Microsoft Exchange ActiveSync service is not enabled. 4 July 2014
Setup Specify the email accounts you would like us to setup initially. The administrator email accounts can add more users later. User accounts have a unique login and can optionally be set to forward to another account. The password must be at least 5 characters and include a capital letter and a number. Alias accounts automatically forward to another email account. User Accounts Account Name (left side of @ ) Real Name Initial Password Forward To (optional) Administrator Access? Alias Accounts Account Name (left side of @ ) Forward to Email Addess(es) Complete this page, then fax to 888-236-1439 or email to setup@wineweb.com 5 July 2014