Page 1 of 26 / EasyMail Setup 3.81

User Guide

Version 3.81

< Template Owner – Lori Lake

<When using this template, please delete or replace the text in blue italics (like this)>

<See Section Error! Reference source not found.– “Guidance Note to Author” >

Summary Contents

1Introduction

1.1Navigation

2EasyMail Setup

2.1Create a new account

2.1.1Create an Email Account.

2.1.2Create an Alias Account

2.2Modifying an existing Email Account

2.2.1Modify an Email Account

2.2.2Modify an Alias Account

2.3Dashboard

2.3.1Email accounts

2.3.2Alias Accounts

2.4Settings

2.4.1Catchall

2.4.2Email Settings

2.4.3Virus Scanning

2.5HELP

1Introduction

EasyMail Setup is a simple and convenient email management tool. With EasyMail Setup you can create, configure various domain email accounts and email account features. EasyMail Setup allows users to access email through a preferred email client or by using Webmail. To get started with EasyMail Setup take the following steps:

To Launch EasyMail Setup:

  • Click on the EasyMail Setup icon.

The application opens in a new window.

1.1Navigation

The main menu is located on the top-right corner of EasyMail Setup.

  • Main Menu: links you to the main page within EasyMail Setup.
  • Create a new account: allows you tocreate a new Email account or a new Alias account.
  • Modify an existing Email account: allows you to change email account settings for an existing email or alias account.
  • Go to my Dashboard: allows you tolist all domain email accounts and also provides options to modify your account settings.
  • Settings: allows you tolist create a catchall email address and enable email virus scanning.
  • Help: provides detailed information on how to setup your email account in a preferred email client, details mail server settings and offers troubleshooting steps to help you resolve email issues.
  • Alias Accounts: lists the number of available alias accounts
  • Email Accounts: lists the number of available email accounts
  • Support: opens online help files for EasyMail Setup in a new window.
  • Feedback: allows you to send feedback concerning EasyMail Setup.

2EasyMail Setup

2.1Create a new account

Allows you to create a new Email account or Alias account.

2.1.1Create an Email Account.

Email accounts allow you to send and receive Email. They can be accessed by Webmail, POP3, IMAP.

To Create an Email Account:

  1. Click Create a new account.

  1. Click Create an email account.
  2. Complete the following:

  • Account Name – enter the email account name.
  • Password – enter a password.
  • Re-enter password – confirm your new password.
  • Forgot Password Question – choose a Forgot Password Question from the drop down menu (or create your own by choosing Custom Question).
  • Input custom question – enter you forgot password question.
  • Forgot Password Answer - enter your Forgot Password Answer.
  • Forgot Password Answer - enter your Forgot Password Answer.
  1. Click Next.

  1. Choose your Junk Filtering Settings.

Note:The recommended settings are already set for you. This will greatly reduce the amount of spam that you receive.

  1. Click Next.

To Change the Junk FilterSettings:

  1. SelectJunk Filter Status.

  • OFF – off mode will turn off any spam filtering.
  • Light – light mode filtering uses a higher point total to classify spam, and therefore is less capable of detecting and filtering out spam; however, if you have set your spam to by deleted automatically, you may want to use the lighter filtering mode to ensure that regular email classified as spam is not deleted.
  • Standard – standard indicates a custom level of spam filtering is turned on and email will be filtered to remove email from unfamiliar email addresses.
  • Aggressive – aggressive mode filtering will filter all email that is not in your contact or “safe” list as junk mail.

Note: There is always a risk that the spam filter may classify legitimate email as spam. You may not want to enable the automatic deletion of spam if you are concerned about this possibility. It is recommended you frequently review your spam, trash and or junk folders to ensure a legitimate email has not been classified as spam. It is also recommended that you add email addresses to your Contact lists to ensure your email account receives all emails from the specified sender.

  1. Select Filter Type.

  • Quarantine – email which the spam filter classifies as spam will be held back by the mail server and placed in a quarantine folder. This folder is called SPAM incoming. Email which is placed in the quarantine filter will not be delivered with your regular email. To review these emails you will need to visit the corresponding folder. Email in your quarantine folder can be viewed by any email client that maintains an IMAP connection with your email server.
  • Delete Spam–email which the filter classifies as spam will be deleted automatically after the period specified. Email which is deleted in this manner is unrecoverable.

Note: There is always a risk that the spam filter may classify legitimate email as spam. We do not recommend enabling the automatic deletion of spam due to this possibility.

  • Tag and Deliver Spam - Email which the spam filter classifies as spam will have “**SPAM**” added to the subject heading of incoming email. The tagged email is delivered along with regular email. This setting is useful if you would like to scan through the email classified as spam by the filter. You can set up an email rule which will place email with **SPAM** as part of the subject line into a different mail folder on your computer. Most email clients, such as Microsoft Outlook or Webmail, support email sorting.
  1. Select Delete Junk.

Note: Junk mail also accounts for email usage. Junk mail and spam emails will also take up space in your email account. It is recommended you frequently review and delete junk mail and spam emails to allow more space for your legitimate email correspondence and storage.

2.1.2Create an Alias Account

An Alias accounts is an email address that does not have a physical mailbox or email storage space. Alias accounts must be forwarded to an existing email account with a mailbox and storage space. An alias email address acts as a “front” giving the appearance of unique email account when in actuality it is only an alternative email address to traffic emails through.
Note: Auto responders do not work with forwarded email and alias accounts.

To Create an Alias Account:

  1. Click Create a new account.
  1. Click Create an alias account.
  2. Complete the following:
  • Account Name – enter the alias account name.
  • Forward mail to – enter the email address you would like emails to be forwarded to.

Note: You may enter more than one forward to email address.

  1. Click Add.
  2. Click Next.

2.2Modifying an existing Email Account

In this section you will be able to make changes to existing email and alias accounts.

2.2.1Modify an Email Account

To Modify an Email Account:

  1. Click Modify an existing Email Account.
  1. Click Modify an Email Account.
  1. Select the email account you would like to modify
  2. Click Next.
  3. Edit the following:
  • Password – allow you to access the password field and make changes.

Note: Click Change to active password field.

  • Forgot Password Question–allows you to change your forgot password question.
  • Forgot Password Answer – allows you to change your forgot password answer.
  • Junk Filter Status – allows you to change junk filter status.
  • Filter Type – allows you to change filter type.
  • Delete Junk – allows you to change time period of junk delete.
  • Whitelist – allows you to addemail addresses to a Safe list.

Note: Enter email address and click Add.

  • Blacklist – allows you to add email addresses to the black list.

Note: Enter email address and click Add.

  • Forward mail To – allows you to forward an email account to another email account.
  • Keep a copy of forwarded messages – allows you to keep a copy of email in the forwarded account mailbox after forwarding the account
  1. Click Next.
2.2.1.1More Settings

Allows you to manager junk filtering, webmail, sync suite, auto responder and message rules.

2.2.1.1.1Junk Filtering.

Junk Filtering allows you to change the Junk Filter Status, set the Filter Type that lets you choose what is done with your junk. Delete after allows you to set the junk mail deletion term. Allows you to manage you Blacklist and Whitelist.

To Manage Junk Filtering:

  1. Click Junk Filtering.
  2. Edit the following:
  • Junk Filter Status – allows you to manage your junk filter status.
  • Filter Type– allows you to choose what is done with your junk.
  • Delete after – allows you to set the junk mail deletion term.
  • Blacklist – allows you to add or remove email from the blacklist.
  • Whitelist – allows you to add or remove email from the whitelist.
  1. Click Apply.
2.2.1.1.2Webmail

Webmail is a multi-featured, browser independent email system. Easily customized some Webmail features include: contact list, daily schedule, to do list, spell checker and web bookmarks.

To ConfigureWebmail:

  1. Click Webmail.
  2. Complete the following:
  • Full name – enter the name you would like to display in your emails.
  • Your signature – enter a signature line or signature text if desired.
  • precede your signature with dashes
  • to place signature before replies and forwards
  • Webmail language – allows to select your preferred Webmail display language
  • When messages are deleted– allows you to select the folder to which you wish to direct your deleted messages.
  • Time format – allows you to select your preferred time format.
  • Date format – allows you to select your preferred date format.
  • Time zone – allows you to select your preferred time zone.
  • After Login goes directly to my inbox – allows you to be taken directly to your inbox after login.
  1. Click Apply.
2.2.1.1.3SyncSuite

SyncSuite synchronizes your Calendar and Contacts between your RIM BlackBerry, Microsoft Outlook, Microsoft Outlook Express, and other mobile devices. Your Calendar and Contact information is the same when you use your Microsoft Outlook at work, your RIM BlackBerry out of the office, and your Microsoft Outlook Express at home. You can also collaborate with your co-workers by sharing your Calendars, Contacts, Tasks, and Notes with each other.

To Manage SyncSuite:

  • ClickSyncSuite.
  • SyncSuite for RIM BlackBerry – synchronizes Contacts, Calendar to WEBMAIL.
  • SyncSuite for Microsoft Outlook – synchronizes Contacts, Calendar to WEBMAIL.
  • SyncSuite for Microsoft Outlook Express – synchronizesContacts to WEBMAIL.
  • SyncSuite for Windows Mobile – synchronizes Contacts, Calendar to WEBMAIL
  • SyncSuite for SyncML enabled wireless devices – synchronizes Contacts, Calendar to WEBMAIL.

To download SyncSuite:

  1. Click Download to download the application
  2. Click Install Instructions for detailed instruction on installing the application
  3. Click Help File for a guide on how to use these applications
2.2.1.1.4Autoresponders

The Autoresponder function allows you to automatically reply to incoming email with a pre-written message. This function can be enabled to auto respond to all or specific email addresses sent to your email account.

Note: Autoresponders do not work for forwarded and alias accounts.

To Create an Autoresponder:

  1. Click Autoresponder.
  1. Click Add Autoresponder.
  2. Complete the following:
  • Respond only if – select the autorespander condition.
  • Sender is anyone –will send the auto-reply message to everyone who sends an email to the email account.
  • From an email containing– will auto reply to messages sent from a specified email address
  • is - enter the desired words contained in the email address.

Note:You can enter multiple words. They must be entered with a comma separated by no spaces.

  • To an email containing–will auto reply to the email messages that are sent to a certain address
  • is - enter the words contained in the email address.

Note:You can enter multiple words. They must be entered with a comma separated by no spaces.

  • CC to an email containing– will auto reply to email messages that are sent to a certain address.
  • is - enter the words contained in the email address.

Note:You can enter multiple words. They must be entered with a comma separated by no spaces.

  • Subject contains–will reply to messages whose subject contains some specific text.
  • is - enter the text.
  • Message - specify the email messages that you want the Autoresponder to reply to by setting a condition.
  1. Click Apply.
2.2.1.1.5Message Rules

The Message Rule functionality allows you to set rules and conditions for incoming email messages to your email account.

To Setup a Message Rule:

  1. Click Message Rule.
  1. Click Add Rule.
  2. Complete the following:
  • Name – enter the rule name.
  • Field – select one of the following: To, From, CC, Subject.

Note: The condition set applys to the filed selected here.

  • Match – select the conditions

Note: For example, if you want “To:” field containing specific text, you would choose “contains” and under “value” enter the text that would be contained in the field selected.

  • Case-sensitive – allows you to setup the condition for case-sensitive text contained in the field.
  • Action – select from the two drop-down menus the desired action.

Note: For example, if you want all email messages satisfying the condition set above , choose “Copy” from the drop down menu and choose “Junk” from the second drop down menu. This would mean that all messages satisfying the condition chosen will be copied into the Junk folder.

Note: If you want to add more conditions under the same rule name click Add condition and you will be able to create another condition under the same rule name.

  1. Click Apply.

To Edit a Message Rule:

  1. Select the desired rule.
  2. Edit Rule Details.
  3. Click Apply.

To Disable/Enable a Message Rule:

  1. Click on the Enable/Disableicon.
  2. Click Apply.

To Delete a Message Rule:

  1. Click on the Deleteicon.
  2. Click Apply.

2.2.2Modify an Alias Account

To Modify an Alias Account:

  1. Click Modify an existing Email Account.
  1. Click Modify an Alias Account.
  1. Select the alias account you would like to modify
  2. Click Next.
  3. Edit the following:
  • Forward mail to – allows you to change the existing email address by entering a new email address or a list of email addresses separated by comma and no spaces.
  1. Click Add.
  2. Click Next.

2.3Dashboard

This section allows you to manage your email and alias accounts.

2.3.1Email accounts

To Create anEmail Account:

  1. Click Email Accounts.
  1. Click Add Email Account.
  2. Complete the following:
  • Account Name – enter the email account name.
  • Password – enter a password.
  • Re-enter password – confirm your new password.
  • Forgot Password Question – choose a Forgot Password Question from the drop down menu (or create your own by choosing Custom Question).
  • Input custom question – enter you forgot password question.
  • Forgot Password Answer - enter your Forgot Password Answer.
  • Forgot Password Answer - enter your Forgot Password Answer.
  1. Click Next.
  1. Choose your Junk Filtering Settings.

Note: The recommended settings are already set for you. This will greatly reduce the amount of spam that you receive.

  1. Click Next.

To Edit an Email Account:

  1. Select email account.
  1. Edit the following:
  • Password – allow you to access the password field and make changes.

Note: Click Change to active password field.

  • Forgot Password Question – allows you to change your forgot password question.
  • Forgot Password Answer – allows you to change your forgot password answer.
  • Junk Filter Status – allows you to change junk filter status.
  • Filter Type – allows you to change filter type.
  • Delete Junk – allows you to change time period of junk delete.
  • Whitelist – allows you to addemail addresses to a Safe list.

Note: Enter email address and click Add.

  • Blacklist – allows you to add email addresses to the black list.

Note: Enter email address and click Add.

  • Forward mail To – allows you to forward an email account to another email account.
  • Keep copy message – allows you to keep a copy of email in the forwarded account mailbox after forwarding the account
  1. Click More Settings for more advanced spam filtering options.

Note: Please refer to section Modify an email account described in this document for a full description of More setting capabilities.

  1. Click Apply.

2.3.2Alias Accounts

To Create an Alias Account:

  1. Click Alias Accounts.
  2. Click Add Alias.
  3. Complete the following:
  • Account Name – enter the alias account name.
  • Forward mail to – enter the email address you would like emails to be forwarded to.

Note: You may enter more than one forward to email address.

  1. Click Add.
  1. Click Next.

To Modify an Alias Account:

  1. Select alias account.
  1. Edit the following: