Email Explained
Please note: these instructions are provided for clients of Webdimension and the hosting and email services that we provide. We do not provide support for other hosting providers, however they may be helpful and hold some relevancy to your own email set-up.
What is an e-mail alias?
An email alias is the part that comes before the @ symbol in your email address. For example, if your email address is support@mydomain.com, then the email alias for that address is support.
What is a catch-all email account?
A catch-all email account is the term used to collect any emails that aren't specified in any other mailboxes you have set up.
For example, you have 3 email accounts set up:
sales@mydomain.com, being collected in the mydomain.com_sales mailbox
support@mydomain.com, being collected in the mydomain.com_support mailbox
a catch-all email account, being collected by the mydomain.com mailbox
Any emails that are not addressed to sales@mydomain.com or support@mydomain.com will be collected by the catch-all email account eg enquiries@mydomain.com
You do not need to have a catch-all email account on your domain name, although in some instances it may prove useful.
How do I create a catch-all email account?
The catch-all email account in your online Control Panel is specified using the email alias * when creating a new mailbox.
How do I send email from my domain name?
(see also "My server requires authentication" below the ISP list)
You need to modify the outgoing email address in your email client's account settings.
In Outlook 2000 and Outlook Express this can be found by going to 'accounts' on the tools menu and opening the properties for your mail account. There is a field under the general tab called 'email'. Modify this to read you@yourdomain.com (where 'you' is your name and 'yourdomain' is your domain name).
In Netscape Messenger account settings can be found under 'preferences' in the edit menu. Under 'Mail & Newsgroups' select 'identity' and change the field marked 'email address' as above.
Please note that AOL users will not be able to do this, as AOL uses a proprietary mail configuration that only accepts mail from AOL addresses.
How do I setup a Out of Office Message for my email?
This is available in all hosting and email accounts. To set your Vacation Messages up, log in to your siteadmin panel and select the "Autoresponders" option from the menu on the left.
What is Alias E-mail or E-mail Aliasing?
E-mail aliasing is slightly different to E-mail forwarding as you nominate different e-mail addresses at your-name.co.uk to be delivered to different e-mail accounts. This is useful if you have family members or departments within your company with seperate dial-up accounts for their e-mail. By using the same e-mail addresses at your-name.co.uk as in the above example, see how they are redirecting e-mail to different e-mail accounts.
bill@domainname.co.uk gets directed to bill@btinternet.com
What is my outgoing (smtp) server?
This is provided by your isp. Below is a list of some ISP's smtp server details. These may or may not work, and will depend on whether your ISP will allow mail relaying.
If your ISP is not on this list, or if you have any problems sending emails, then you must contact your ISP to resolve outgoing mail issues.
Actrix Networks mail.actrix.co.nz
AltaVista.com email.1stup.com
Amaze.net.au mail.amaze.net.au
Ameritech DSL mailhost.col.ameritech.net
AT&T Business Internet mail.attbi.com
AT&T smtp1.attglobal.net
AT&T Worldnet mailhost.att.net
AT&T WorldNet mailhost.worldnet.att.net
Australink.net mail.australink.net
Bell Atlantic outgoing.verizon.net
Bell Atlantic smtpout.bellatlantic.net
Blazenet smtp.blazenet.net
Bluelight.com smtp.mail.yahoo.com
BlueYonder smtp.blueyonder.co.uk
Bondinet.com mail1.oznet.net.au
Breathe mailhost.breathemail.net
Bright.net mail.bright.net
BT Click mail.btclick.com
BT Click smtp.btclick.com
BT Connect smtp.btconnect.com
BT Internet mail.btinternet.com (see note for BT below this list)
BT Openworld mail.btopenworld.com
BusinessServe advanced aap.businesserve.co.uk
BusinessServe smtp.businessserve.co.uk
Cableinet smtp.blueyonder.co.uk
CalWeb smtp.calweb.com
Charm.net smtp.charm.net
Charter Pipeline smtp.charter.net
Claranet relay.clara.net
Clear Net smtp.clear.net.nz
Coastalnet mail2.coastalnet.com
Comcast smtp.comcast.net
Compaq.net smtp.compaq.net
CompuServe 2000 smtp.cs.com
CompuServe Classic mail.compuserve.com
Compuserve smtp.compuserve.com
Concentric smtp.concentric.net
Crosslink smtp.crosslink.net
CWCom smtp.ntlworld.com
CWnet.com mail.cwnet.com
DCA.net smtp-relay.dca.net
DCA.net postoffice.dca.net
Demon post.demon.co.uk
DirectConnect smtp.directcon.net
Earthlink smtpauth.earthlink.net
Earthlink.net mail.earthlink.net
Earthlink.net smtp.earthlink.net
Easynet smtp.easynet.co.uk
ee.net mail.ee.net
Erols smtp.erols.com
Fast.net relay.fast.net
Freeinet.com mail.ma.freei.net
Freeserve smtp.freeserve.co.uk
Freeserve smtp.freeserve.net
FSnet smtp.freeserve.co.uk
Gateway smtp.gateway.net
Genie mail.genie.co.uk
Globe Net smtp.globe.net.nz
Greenbank.net.au mail.greenbank.net.au
GTI mail.gti.net
Hotkey.net.au mail.hotkey.net.au
IBM.net smtp1.ibm.net
ic24 smtp.ic24.net
icdc.com mailout.icdc.com
IHUG smtp.ihug.co.nz
INFOLINK.com mail.nfolink.com
Interlink mail.your-net.com
Inweb Networks post.inweb.co.uk
Iomart smtp.domain.ext
Iomart smtp.yourdomain.ext
Iprolink smpt.iprolink.co.nz
IronNet mail.iron.net
iwayNET smtp.iwaynet.net
Jade Inc mail.jadeinc.com
Lineone smtp.lineone.net
Log on America mail.loa.com
Logicworld.com.au mail.logicworld.com.au
Lycos smtp.lycos.co.uk
Madasafish smtp.madasafish.com
MegaNet smtp.meganet.net
MidOhio.net mail.midohio.net
Mindspring mail.mindspring.com
MindSpring smtp.mindspring.com
Mistral smtp.mistral.co.uk
Mother.com mail.mother.com
MSN smtp.email.msn.com
MSN.DSL secure.smtp.email.msn.com
NamesToday smtp.namestoday.ws
Netcom smtp.ix.netcom.com
Netlink mail.netlink.co.nz
Netreach smtp.netreach.net
Netscape Online mailhost.netscapeonline.co.uk
NetSet mail.netset.com
NetWalk.com mail.netwalk.com
Netzero smtp.netzero.net
nextek.net mail.nextek.net
Nildram smtp.nildram.co.uk
nni.com nni.com
Northstar Data Systems mail.nn.net
NTL World smtp.ntlworld.com
On-Ramp mail.marion.net
OneTel mail.onetel.net.uk
OptimumOnline mail.optonline.net
Orcon mail.orcon.net.nz
Ozemail.com.au smtp.ozemail.com.au
PacBell mail.pacbell.net
PAOnline.com mail.paonline.com
Paradise Net smtp.paradise.net.nz
PeoplePC mail.peoplepc.com
Pipeline smtp.earthlink.net
Pipex smtp.dial.pipex.com
Prodigy smtp.prodigy.net
PSINet bbr0-f1.sna.com
PSINet relay.smtp.psi.net
Purplenet smtp.purplenet.co.uk
Quadnet mail.quadnet.net
RCN smtp.rcn.com
redbird.net mail.redbird.net
RichNet mail.richnet.net
River City Internet mail.rcip.com
Road Runner (Insight Communications) smtp-server.insight.rr.com
Road Runner (Time Warner) smtp-server.columbus.rr.com
Road Runner (Time Warner) smtp-server.nc.rr.com
SBC smtp.sbcglobal.net
Screaming.Net smtp.tiscali.co.uk
SouthNet smtp.southnet.co.nz
Spire mail.spire.com
Sprynet smtp.earthlink.net
StarPower smtp.starpower.net
Supanet smtp.supanet.com
Telecom Xtra smtp.xtra.co.nz
Telewest smtp.blueyonder.co.uk
Telocity mail.telocity.com
Tesco smtp.tesco.net
Tesc mail.tesco.net
Tiscali smtp.tiscali.co.uk
Totalise mail.totalise.co.uk
TPG.com.au mail.tpg.com.au
TTLC mail.ttlc.net
UKGateway smtp.ukgateway.net
UU.net alterdial.uu.net
UU.net mail.uu.net
V 21 smtp.v21.co.uk
Valinet smtp.valinet.com
Verizon outgoing.verizon.net
Verizon smtp.verizon.net
Virgin smtp.virgin.net
Vispa mail.vispa.com
Voicenet mail.voicenet.com
Waitrose smtpmail.waitrose.com
wcom.net pop3host.wanmail.net
Webcom smtp.webcom.com
Which Online mail.which.net
Wide Open West smtp.mail.wideopenwest.com
Wide Open West smtp.mail.wowway.com
World-Net mail.world-net.co.nz
Worldonline smtp.tiscali.co.uk
Yahoo smtp.mail.yahoo.com
My server requires authentication (BT and many other ISP's)
As a security measure many ISP's now require that you authenticate outgoing email that is sent via a domain name. To do this you may also have to enter the following details:
Instructions
Outlook Express - Goto Tools Accounts/Select Mail Tab/Highlight Email Address/Select Properties/Select Server Tab/Place Tick in "My Server Requires Authentication"/Select Settings/Select Log On Using/Enter your ISP Account Name and Password (With BT the Account Name will be something like johnsmith or billsmith and not johnsmith@btinternet.com or billsmith@btinternet.com and is provided when you first sign up for the service with BT so will probably be on your welcome letter)
What Happens:
You Receive email via your domain name
You Send email via your ISP
I receive an error message in Outlook/Outlook Express when trying to send/receive mail.
If you receive an error message when trying to receive your mail, there will be an error code at the end of the message. This will usually have the format of 0x800 followed by another 5 digits.
0x800CCC0E
This error message can be caused by the following:
Your connection to your ISP has timed out or been disconnected
You have ZoneAlarm and the "pass lock" feature is enabled
You have a firewall program that is blocking access to Outlook Express
Your email settings are not configured correctly
If the error message happens infrequently when sending or receiving email, then the problem can be caused by an email with a large attachment that takes a long time to scan--causing the connection to time out
0x800CCC0F
This is usually caused by antivirius software. Disable email scanning in your anti-virus software. If this does not resolve the issue, please see http://support.microsoft.com/?kbid=813514 for a full description
How to troubleshoot error messages that you receive when try to send and receive e-mail in Outlook and in Outlook Express
When you try to send and receive e-mail, you may receive an error message that is similar to one of the following:
No connection could be made because the target machine actively refused it.
The server could not be found. (Account:account name, POPserver:'mail', Error Number: 0x800ccc0d)
Task 'server name - Sending and Receiving' reported error (0x800ccc0f): 'The connection to the server was interrupted. If this problem continues, contact your server administrator or Internet service provider (ISP). The server responded: ? K'
Your server has unexpectedly terminated the connection. Possible causes for this include server problems, network problems, or a long period of inactivity. Account. account name, Server: 'server name', Protocol: POP3, Server Response: '+OK', Port: 110, Secure(SSL): N0, Error Number: 0x800ccc0f
Task 'SMTP server name - Sending and Receiving' reported error (0x80042109): 'Outlook is unable to connect to your outgoing (SMTP) e-mail server. If you continue to receive this message, contact your server administrator or Internet service provider (ISP).'
The operation timed out waiting for a response from the receiving (POP) server 0x8004210a
A time-out occurred while communicating with the server 0x800ccc19
You may also receive an error message that includes one or more of the following error codes:
0x800ccc15
0x80042108
0x800ccc0e
0x8004210b
0x800CCC0B
0x800CCC79
0x800ccc67
These error messages may occur if Microsoft Outlook or if Microsoft Outlook Express cannot establish a connection with your e-mail server. These error messages are frequently caused by one of the following:
Incorrect account settings
Misconfiguration of personal firewall software
Antivirus software
A bad modem
Maximum Transmission Unit (MTU) size
Outlook Express has been removed from the computer or the installation is damaged
Your user profile in Outlook is damaged
An e-mail item on your POP3 server is damaged
To work around this problem, use one of the following methods, depending on your situation.
Method 1: Confirm that your e-mail server settings are correct
For information about the correct settings for your e-mail server, contact your Internet service provider (ISP) or system administrator.
Note Some ISPs do not permit message routing through another SMTP server while you are connected to their network. To resolve this problem, replace the SMTP server for the other ISP or the other e-mail account with the SMTP server that is associated with the ISP that you use to connect to the Internet.
If you notice that your account settings have been changed to "Localhost" in the Post Office Protocol (POP) server settings and "account name/pop server name" in the Account Name box on the Server tab and you are using Trend Micro PC-cillin antivirus software, disable the POP3 Scan feature (Pop3trap.exe) of the Trend PC-cillin software. To do this, follow these steps:
In the notification area of the taskbar, double-click the PC-cillin icon.
Click to clear the Enable POP3 Scan check box.
Reconfigure your POP3 e-mail account in Outlook with the correct settings.
Additionally, it has also been reported that you may have to turn off the PC-cillin Web-Filter option, the Web Security option, and the Enable POP3 Scan option.
Method 2: Check the configuration of your firewall software
Configure your firewall software to grant access to the Internet for the following files:
For Outlook Express: Msimn.exe
For Outlook: Outlook.exe
By default, most e-mail clients have to have outbound access on port 25 and inbound access on port 110. For more information about the ports that communicate with your e-mail server, contact your ISP or system administrator.
Firewall software that has been known to cause this problem includes products by the following vendors:
McAfee
Symantec
ZoneLabs
Cisco
Cygate
Sonicwall
Freedom Security Zero Knowledge
McAfee Personal Firewall
Check your configuration settings in the McAfee Personal Firewall program and make sure that Microsoft Outlook or Microsoft Outlook Express has full access.
For more information about how to configure McAfee Personal Firewall, visit the following McAfee Web site:
http://www.mcafee.com
Alternatively, you can remove and reinstall the McAfee Personal Firewall program. The reinstallation process recreates the program signature file that is used by the firewall. Additionally, this process makes sure that both Outlook and Outlook Express are included in the list of programs where Internet access is permitted.
Norton Personal Firewall (Symantec)
If you are running Norton Personal Firewall 2002, Norton Internet Security, or Norton SystemWorks software by Symantec, remove your Norton Person Firewall or Norton Internet Security software. If the problem is resolved, you can reinstall your Norton software and the problem should not happen again.
Method 3: Check your antivirus vendor's Web site for additional suggestions
If your antivirus solution includes an e-mail scanning feature, you may have to do additional configuration to use Outlook or Outlook Express with the antivirus e-mail scanning feature.
Antivirus software that has been known to cause this problem includes products by the following vendors:
Symantec (Norton)
McAfee
Trend Micro (PC-cillin)
Panda
For more information, visit the manufacturers websites.
We provide third-party contact information to help you find technical support. This contact information may change without notice. We do not guarantee the accuracy of this third-party contact information.
Method 4: Determine if your modem is functioning correctly
Contact the vendor of your modem to determine if there are any known issues or updates for the type of modem you are using.
TimeWarner RoadRunner cable service has confirmed that there is a known problem with the older Toshiba models of their cable modems.
Method 5: Verify the Maximum Transmission Unit (MTU) size that is set on your router
The MTU size set on your router may not let packets larger than a certain size to pass through. These types of errors generally occur if you are connecting to the Internet through a Linksys BEFSR41 router, a Linksys BEFSR81 router, or a Linksys BEFW11S4 router. These routers have Maximum Transmission Unit (MTU) problems that may cause timeout errors when you send e-mail messages.
To resolve this problem, change the MTU setting for your router. For information about how to do this, view the documentation that is included with your router, or visit the following Linksys Web site:
http://www.linksys.com/support/support.asp?spid=87
Note This problem may also occur if there is a misconfigured router or device between the user and their mail provider. These types of devices are known as 'black hole' routers.
Method 6: Remove and then reinstall Outlook Express
If Outlook Express has been removed from your computer or the installation of Outlook Express is damaged, Outlook will not function correctly and may generate one of the error messages that are mentioned in the "Symptoms" section. To resolve this problem, reinstall Outlook Express.
Method 7: Create a new e-mail profile
You may be able to resolve these problems by creating a new e-mail profile.
Method 8: Delete suspicious messages from your mailbox
If there is a damaged message in your mailbox, you can resolve this by doing one of the following:
Contact your ISP and ask them to delete any suspicious e-mail.
Delete any suspicious e-mail by accessing your mailbox by using your ISP's Web-based e-mail program.
If the error code is accompanied by a timeout error message, you may be able to resolve this problem by increasing the server timeout setting in Outlook or in Outlook Express.
This article originally appeared on the Microsoft website at http://support.microsoft.com/default.aspx?scid=kb;en-us;813514
Can I set up a Secure e-mail connection in my e-mail program to collect e-mail?
This is now available for customers who require this feature.
Microsoft Outlook Express: Please see our online step-by-step tutorial here
Mac OSX Mail: Please see our online step-by-step tutorial here
Microsoft Outlook
Go to Tools > Email Accounts
Select "View or change existing email account" and click NEXT
Highlight the account to modify and click on CHANGE
Under "Server Information", set the Incoming mail server to secure.mydomain.co.uk
Click on MORE SETTINGS
Click on the ADVANCED tab
Under Incoming Server, tick "This server requires an encrypted connection (SSL)"
Click OKAY
Click NEXT
Click FINISH
Mozilla and Thunderbird
Select "Edit | Account Settings" from the menu
Select "Server Settings" from the menu on the left hand side
Set "Server Name" to "secure.mydomain.co.uk"
Click the "Use secure Connection (SSL)" box
Click OK
Collect your e-mail like normal.
Can I use a secure e-mail connection to send out my e-mail?
Yes, this feature is now available to Webdimension customers.
Outlook
Go to TOOLS > E-MAIL ACCOUNTS
Select "View or change existing email accounts" and click on NEXT
Highlight the account to change and click on CHANGE
Change the OUTGOING MAIL SERVER to smtp.mydomain.co.uk
Click on MORE SETTINGS
Click on the ADVANCED tab
Tick the box marked "This server requires an encrypted connection (SSL)"
Thunderbird
Select the Edit menu, then Accounts and Settings
Select Outgoing Server (SMTP) from the list on the left hand side
Make sure the server name on the right hand side is:
smtp.mydomain.co.uk
click TLS before clicking OK
I keep receiving the same emails over and over in my email program.
Outlook Express
If your POP3 mail account is configured to "leave a copy of messages on the server" under Tools > Accounts > [account] > Properties > Advanced, it sometimes happens that Outlook Express downloads the same messages each time you send and receive.
This is caused by a damaged Pop3uidl.dbx file in your Identity's store folder.
This file keeps track of which messages on the server have already been downloaded and should therefore be skipped on subsequent downloads.
To fix the problem, simply delete the Pop3uidl.dbx file. The next time you check for mail, all the messages on the server will be downloaded again, but a new Pop3uidl.dbx will be created that should work properly on subsequent mail checks.
Mozilla Thunderbird
There is no sure-fire method to ensure that you will never receive
duplicate messages again, but below are some things you can try, with
the easiest options listed first.
Set Thunderbird to delete messages from the server: go to Tools > Account Settings > Server settings, and uncheck Leave messages on server
Compact your mail folders on a regular basis.
Compact folders, exit Thunderbird, and go to your mail folders (in your profile folder ). Delete the index files, named "*.msf" (such as "Inbox.msf"). These will be rebuilt when your launch the application again. (You should not need to do this on a regular basis, however.)
Try deleting the "popstate.dat" file from the account subfolder in the "Mail" folder in your profile folder . If "popstate.dat" gets corrupted Thunderbird can get confused about what has been downloaded. (Note: if you delete "popstate.dat" and you still have messages on the server that have already been downloaded once, they will all get downloaded again.)
As a last resort, you can try creating a new profile, setting up your accounts in it, and then migrating your mail and address books over from the old profile.
Of course, if you try deleting files or making a new profile, it's wise to first make a temporary backup of your mail and settings.
Outlook 2002
http://support.microsoft.com/default.aspx?scid=kb;en-us;888238 (are downloaded)
Hotfix at:
http://support.microsoft.com/kb/887808/
and/or
http://support.microsoft.com/default.aspx?scid=kb;en-us;321174 (when you click send and receive)
***---This one just has a link to MS support numbers in it to obtain the fix---**
Outlook 2003
Information: http://support.microsoft.com/kb/885243/
Hotfix: http://support.microsoft.com/default.aspx?scid=kb;en-us;885870
Microsoft Entourage (Mac Only)
Quit Entourage. Hold down the Option key and launch Entourage. Pick one of the options to fix your database. When it's finished, relaunch Entourage and see if the problem goes away.
As a reference, rebuilding the database after restarting entourage with option key works better than repairing the message list in the inbox folder.
MX Backup mail relay service
What does the service do?
If your main mail server is down for any reason, then e-mail will be automatically routed to our backup mail system. For example, if you have a Microsoft Exchange server in your office which collects your e-mail and it is not always connected to Internet. When it is not connected, your e-mails will be stored on our system. As soon as you reconnect, your system can request that we flush our queue which will cause all your stored e-mail to be delivered. You can also use this with, for example, a dedicated server. In the unfortunate event of your server crashing, your e-mail would be stored with us and then automatically pushed to your server when it comes back up.
What do I require to use the service?
Once you have purchased the service from us, you will need to update your MX records. You will need to add our two mail relay servers as backup MX records for your domain, as in the following example:
mydomain.com MX 30 mail.mydomain.com
mydomain.com MX 50 mail-relay01.mydomain.co.uk
mydomain.com MX 50 mail-relay02.mydomain.co.uk
How long will the servers queue my e-mail?
The system will queue your messages for up to 28 days.
How often do the servers attempt to deliver the e-mail?
Every 30 minutes for the first two hours, then every 4 hours for the next 28 days. You can force delivery at any time using an ETRN.
How do I force the servers to deliver any queued messages?
You can do this using an ETRN command. Most mail servers can be configured to automatically do this. The format we use is:
#mydomain.com
Webdimension
Cardiff Wales UK
Tel: 029 20555509
