smarter mail email guide

8/8/2019 Smarter Mail Email Guide

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Managing Your Email

The purpose of this document is to make the creation and management of your emailaccounts as simple as possible. We have created simple step-by-step processes to ensureyou are able to get up and running quickly and without incident.

It is important you attempt to setup your mail using this guide before you call customersupport. It is very hard for us to effectively support you in this area without being in-front ofyour computer.

We recommend you print this guide and keep it in a safe place. In the event you need tocreate new addresses or setup your email again this will continue to be a valuable resource.

Contents:

1. Mail Administration and your Master Login 2

2. Creating and Managing your Email Addresses: 2

Creating new email accounts 3 Forwarding your email to another address 5

Creating an email auto responder 6

Changing an email Password 8

Creating an email alias 11

Modifying Spam filters for your email account 13

Modifying Spam filtering for your domain 15

Disabling Spam filtering 17

3. Checking your Email: 19

Checking your email through a Web Browser 19

Configuring Outlook 2003 20

Configuring Outlook 2007 21

Configuring Outlook Express 22

Configuring Apple Mail 23

Configuring Entourage 24

4. Troubleshooting 25


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Mail Administration and your Master Login

With this document you will have received an email containing important login information formanaging email for your business. This email will have included:

Incoming (or POP3) mail server: mail.secure-aus.com

Outgoing (or SMTP) mail server: mail.secure-aus.com

Master Email Login: This will take the form of [email protected].

IMPORTANT:This is the only login we will have created for you. You will use this masterlogin to access your online mail administration to then create and manage all other emailaddresses for your business.

Master Email Password: This will be a six character password.

Mail Administration Address: https://mail.secure-aus.com/This URL (or website address) will take you to a secure website where you will be able tomanage the email addresses for your business.

Creating and Managing Email Addresses

As one of our customers you are able to create email addresses, aliases, auto responders,manage your spam settings and perform a number of other functions. Whilst these types ofactions may seem technical and possibly beyond your current level of skills we know that ifyou follow this guide you will be an email master in no time at all.

If you get into trouble please retrace your steps, check our troubleshooting section, or as alast resort, call our support team.

Please note that for all functions described in this next section you must first login to ouronline mail administration area at:

https://mail.secure-aus.com/Login: Your master email loginPassword: Your master email password

Please note there is a comprehensive help area within the mail administration area that youcan also refer to.


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Creating new email accounts

The following article explains how to create a new email account using your onlineadministration area. New accounts may be created only by logging in as the master emaillogin.

Once a new account is created, users can begin sending and receiving email.

To create new email accounts, please follow these steps:

1. Open a browser window and go to:


2. From the top menu bar, click Settings.

3. From the left side bar, expand Domain Settings and click Users.

4. Click New in the right hand column

Enter the requested information:

Username: enter the name of the user, not the full email address. For example, "sales" wouldbe the username for [email protected]

Password: enter the password for this user.


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Confirm Password: re-enter the password for this user for verification.

5. Click Save.

The remaining information on the Add User screen is not required and can be entered at yourleisure. For detailed information about each feature, you can view additional supportdocumentation by clicking on the Help menu in the upper right corner of the online mailadministration area.

You can access the new email account by logging in the same way you did for your masteremail account except you will use the new email address, [email protected].


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Creating an email auto responder

The following article explains how to create an email auto-responder. An auto-responder isused to send an automated reply to an email message that is received. One of the mostcommon uses for an auto-responder is a vacation message.

To create an email auto-responder, please follow these steps:




3. From the left side bar, expand My Settings and click Auto-Responder.


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4. Check Enable auto-responder.

5. On the Auto-Responder Message tab, enter the requested information:

Subject: enter the subject line of the Auto-Responder message

Compose Format: select the format of the message, Text or HTML

Message: enter the message of the Auto-Responder

6. Click Save.


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Changing an email Password

The following article explains how to change an email password in the online mailadministration area.

If a user needs to change the password for their email account, they may login and set a newpassword. If a user forgets their password, only the master email user can login and reset the

password.

To change the password for an email user, please follow these steps:


https://mail.secure-aus.com/Login using your email address and password.If you do not know the password, please follow the steps below to reset it.


3. From the left side bar, expand My Settings and click Account Settings.


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3. On the Mailbox tab, enter the following information:

Current Password: enter the current password

New Password: enter the new password

Confirm Password: re-enter the new password

4. Click Save.


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To reset the password for an email user, please follow these steps:




3. From the left side bar, expand Domain Settings and click Users.

3. Select the user and click Edit.

4. On the Mailbox tab, enter the following information:

New Password: enter the new passwordConfirm Password: re-enter the new password

5. Click Save.


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Creating an email alias

The following article explains how to create an email alias. An email alias is a virtual mail boxfor a domain, which routes emails to another address directly without storing them. An aliascan be created only by the master email user.




3. From the left side bar, expand Domain Settings and select Aliases.

4. Click New on the right hand side


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5. Enter the requested information:

Alias Tab: enter the name for the alias.

Email Address(es) tab: enter the email address(es) which will receive the routed emailmessages (only one email address per line)

5. Click Save.


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Modifying spam filters for my email account

The following article explains how to modifying spam filtering for your mail account. Oursystem includes many advanced anti-Spam measures that help keep out unwanted junk mail.

There are three levels of Spam probability: low, medium and high. Customizing Spam settingsflags certain messages for their level of Spam probability. The flagged messages are then

handled according to specified actions for each level.

To set a Spam filter for incoming email messages, please follow these steps:


https://mail.secure-aus.com/Login using your email address and password.


3. From the left side bar, expand My Settings and then Filtering and select SpamFiltering.

3. Select the radial button Override Spam settings for this account.

4. Click the Actions tab.

For each Spam level (Low, Medium, and High), choose the Weight and Action for an e-mail.


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If you choose to add text to the subject line of messages, enter it in the text box below theaction drop down menu. The actions are defined as:

No Action:nothing is done to the email message

Delete Message:the email message is immediately deleted

Move to Junk E-Mail folder:the email message is moved to the junk email folder (a defaultfolder created by the system)

Add text to subject line:additional text can be added to the subject line of the email message

5. Click the Trusted Senders tab.

Enter the email address(es) that will not be checked by the Spam filter.

6. Click Save.


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Modifying spam filtering for my domain

The following article explains how to modifying Spam filtering. Our system includes manyadvanced anti-Spam measures that will help keep away unwanted junk mail.

Customising Spam filtering for a domain will apply the filter settings to all accounts under thedomain.

To set a Spam filter for your domain, please follow these steps:




3. From the left side bar, expand Domain Settings and select Spam Filtering.

3. Choose the Spam Option for your domain:

Use default spam settings:this option accepts the default Spam options provided by oursystem (the settings will be displayed for your reference). If you choose this option, pleaseskip to step 6.

Override spam settings for this domain:this option overrides the Spam options set by oursystem, allowing you to choose specific actions to be performed on e-mails with a low,medium, or high Spam priority and also to assign individual "check weights" (for each checkthat an e-mail fails, a weight is added to its overall Spam probability score).


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Adjust the weights according to your preferences:

5. For each Spam level (Low, Medium, and High), choose the Weight and Action for ane-mail.

If you choose to add text to the subject line of messages, enter it in the text box below theaction drop down menu. The actions are defined as:

No Action:nothing is done to the email message

Delete Message:the email message is immediately deleted

Move to Junk E-Mail folder:the email message is moved to the junk email folder (a defaultfolder created by the system).

Add text to subject line:additional text can be added to the subject line of the email message

6. Click the Trusted Senders tab.

7. Enter the email address(es) that will not be checked by the Spam filter. Enter oneemail address or domain name per line.

8. Click Save.


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Disabling Spam filtering

The following article explains how to disable the Spam filtering feature in the online mailadministration area.

The default settings are to add SPAM-LOW, SPAM-MED or SPAM-HIGH to the subject line ofemails considered to be Spam. To have email delivered as normal without the default Spam

filter, the filter settings must be overridden and set to take no action.

To disable Spam Filtering, please follow these steps:


https://mail.secure-aus.com/Login using your email address and password.


3. From the left side bar, expand My Settings and then Filtering and select SpamFiltering.

3. Select the radial button Override Spam settings for this account.


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4. Set each Action to No action.

5. Click Save.


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Checking your Mail

Now that you have created email addresses for your account it is time to start checking andsending mail.

Over the following pages we explain how to check your mail using either Web mail or yourfavourite email program.

By following the included instruction exactly we will have you up and running in no time at all.

Checking my email through a Web Browser

The following article explains how to check your email through a Web Browser. The Web-based interface can be accessed using the following secure URL:

https://mail.secure-aus.com/

Login: Your email addressPassword: Your email password


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Configuring Outlook 2007

1. Open Outlook.

2. Click the Tools menu, and select Account Settings.

3. Select the E-Mail tab and then click New.

4. Choose the Microsoft Exchange, POP3, IMAP, or HTTP option by clicking the radiobutton, and click Next.

5. Do not complete the fields on this page. Instead check the box at the bottom of thepage labelled Manually configure server settings or additional server types andthen click Next.

5. Choose the Internet E-mail option by clicking the radio button, and click Next.

6. Fill in the fields to include the following information:User Information

Your Name: Enter your name as you would like it to appear in the From: f ield ofoutgoing messages.Email Address: Enter your full email address ([email protected])Server InformationAccount Type: POP3Incoming mail server: mail.secure-aus.comOutgoing mail server (SMTP): mail.secure-aus.comLogin InformationUser Name: Enter your full email address ([email protected])Password: Enter your passwordRemember Password: Make sure this is selected

7. Click More Settings... and then click the Outgoing Server tab.

8. Check the box next to My outgoing server (SMTP) requires authentication andselect Use same settings as my incoming mail server.

9. Click OK

10. Click Test Account Settings... After receiving Congratulations! All tests completedsuccessfully, click Close.

11. Click Next, and then click Finish.

IMPORTANT NOTE: This information presumes that your Internet Service Provider (ISP)allows you to connect to an SMTP server it does not control. If you are having problemssending email (but you can receive it) then this is possibly your issue.

Many large ISPs such as Telstra BigPond and iiNet do NOT allow this. In such cases you willhave to contact your ISP for more detail on how to configure your SMTP. This will involvethem giving you a replacement Outgoing mail server (SMTP) record and possibly otherchanges.


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Configuring Outlook Express

1. Open Outlook Express.

2. Click the Tools menu, and select Accounts...

3. Click Add, and then click Mail...

4. Enter your name as you would like it to appear in the From: field of outgoingmessages and click Next.

5. Enter your full email address ([email protected]) in the Email address:field, and click Next.

6. Enter mail.secure-aus.com in the Incoming mail (POP3, IMAP or HTTP) server:field.

7. Enter mail.secure-aus.com in the Outgoing mail (SMTP) server: field.

8. Click Next.

9. Highlight mail.secure-aus.com under Account, and click Properties.

10. Click the Advanced tab.

11. DO NOT check the box next to this server requires a secure connection (SSL)under Outgoing Mail (SMTP).

12. Click the Servers tab, and check the box next to My server requires authentication.

13. Click OK.

14. Enter your full email address ([email protected]) in the Accountname: field.

15. Enter your password in the Password: field, and click Next.

16. Click Finish.




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Configuring Apple Mail

1. Open Apple Mail.

2. Click Mail, and select Preferences... Open the Accounts tab, and click the plussign (+) along the bottom to add a new account.

3. Enter mail.secure-aus.com in the Incoming Mail Server: field.

4. Enter your full email address in the User Name: field.

5. Enter your password in the Password: field.

6. Select Add Server... from the pop-up labelled Outgoing Mail Server, and entermail.secure-aus.com in the Outgoing Mail Server: field.

7. DO NOT check the box next to Use Secure Sockets Layer (SSL).

8. Select Password next to Authentication: and enter your full email address andpassword.

9. Click OK.




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Configuring Entourage

1. Open Entourage.

2. Click Tools, and select Account Settings...

3. Click New. (If you receive the Account Setup Assistant, click Configure account

manually.)

4. Select POP next to Account type:, and click OK.

5. Enter a name for your new account in the Account Name: field.

6. Enter your full name in the Your Name: field.

7. Enter your full email address ([email protected]) in the EmailAddress: field.

8. Enter your full email address ([email protected]) in the Account IDfield.

9. Enter mail.secure-aus.com in the Incoming Mail Server: field.

10. Click Click here for advanced receiving options in the Receiving mail section.

11. DO NOT check the box next to This POP service requires a secure connection(SSL).

12. Enter your password in the Your Password: field.

13. Enter mail.secure-aus.com in the Outgoing Mail Server: field.

14. Click Click here for advanced sending options in the Sending mail section.

15. DO NOT check the box next to SMTP service requires secure connection (SSL)

and click OK.

16.Check the box next to SMTP server requires authentication, and click OK.




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Troubleshooting

From time to time customers can have problems sending and receiving email, 99% of thetime the problem is not related with our email system and can be fixed without our help. Thefollowing points should help you diagnose the cause of the problem and correct the problemyourself. If you are still unable to fix your problem please contact our support team.

1. Verify that your web connection is working correctly.

Can you access www.google.com or www.smh.com.au using your internet browser?

If you cannot access these sites then it is very likely that your internet connection isnot working and you should contact your Internet Service Provider (ISP).

2. Username and Password Issues.

Make sure you've entered your username and password correctly in your email clientsoftware (Outlook, Entourage, etc.). Verify your username and re-enter yourpassword. Check to make sure you are using the correct case (UPPER CASE or

lower case).

3. Does web mail work correctly?

Try accessing your email account via our web mail (https://mail.secure-aus.com) aswell as your email client software.

If you can't gain access using either method, it may be a username/password issue.

If you can access via web mail but not your email client software then please checkthe setup steps for your email client again to ensure you have configured it correctly.

4. I am unable to send email

This guide assumes that your Internet Service Provider (ISP) allows you to sendemail via our system. If you are having problems sending email (but you can receiveit) then it is likely that your ISP does not allow this.

Many large ISPs such as Telstra BigPond and iiNet take this approach to protecttheir networks from spammers.

If you are having problems sending mail you should contact your ISP for more detailon how to configure your outgoing mail. This will involve them giving you areplacement outgoing mail server (SMTP) record and possibly other changes.


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5. Did you have Firewall/Anti-Virus/Anti-Spam Software?

There are many reported issues on newly installed or existing Firewall/Anti-Virus/Anti-Spam softwares which cause problems sending and receiving emails.

You may want to disable these types of software in your computer temporarily to see

if your email problems go away.

If this fixes your issue, try updating/re-installing or re-configuring your Firewall/Anti-Virus/Anti-Spam software correctly or contact the software manufacturer directly forfurther assistance.

6. My email works but is stuck on one particular message.

This is an issue with the older version of Outlook/Outlook Express. A corruptedmessage stuck in your mailbox on our server will cause Outlook/Outlook Express tohang or keep downloading the same message.

Login to your Web Mail and delete all of the suspicious messages. Also try toupgrade your Outlook/Outlook Express.

7. Still having problems? We suggest you restart your computer.

Sometimes, just restarting your computer may solve your email problem. Mailprograms use a special file to connect/send/receive email. Sometimes the file willneed to be rebuilt and restarting the computer may simply repair the problem.

8. As a final step you can contact our customer support team.

If you need to contact customer support please write down any error messages youget when trying to access your email account. Include the name and version of youremail software and the exact text of any error messages you may be receiving.

This will greatly speed up the troubleshooting process.

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