Technical Library

The Technical Library contains information which will help you with various technical items.

Please select a topic below to get started.


In order to set up an email account on a Windows phone please follow the following instructions.

Please excuse the quality of the pictures, these have been taken from a Windows Phone 7 which do not take screen shots!.

Before starting you should have the following information at hand:

  • Username and password. Your username (for our clients) is your full email address
  • The incoming and outgoing mail server
  • The incoming and outgoing ports

If you do not have this information at hand please contact us before you start.

Note: you can set up your account as either a POP 3 account or IMAP account. Please check the difference between the two before you start.
The set up below is for a POP3 account, setting up as an IMAP is similar simply using the different ports provided.

Step 1:
From our home screen slide across to view a list of apps and go to settings.

Step 2:
In settings click on email + account, then click on add an account

Step 3:
Select other account, POP or IMAP

Step 4:
Enter your email address and password and click on sign in
At this stage, it is likely you will be given an error and told your account could not be found, click on “Advanced setup” and the on “Internet Email”

Step 5:
Enter your detail (make sure the username is the full email address), make sure the outgoing server requires authentication and use the same username and password for sending email are both ticked, the click on sign in.

 

You should be done

The following set up instructions should work on just about any version of Android, but the graphics and wording may vary slightly.

Before starting you should have the following information at hand:

  • Username and password. Your username (for our clients) is your full email address
  • The incoming and outgoing mail server
  • The incoming and outgoing ports

If you do not have this information at hand please contact us before you start.

Note: you can set up your account as either a POP 3 account or IMAP account. Please check the difference between the two before you start.
The set up below is for a POP3 account, setting up as an IMAP is similar simply using the different ports provided.

 

Step 1:

From your home screen you will notice an email icon, click on it.

Adding an email to a samsung galaxy part 1

 

Step 2:

If this is your first account, you will be directed to start the installation.
If you already have an account there click on the setting button (physical button outside of the screen) and select add new account.

Simply fill in your email address and password. Click next to let the phone search for the settings or click manual setup if you wish to enter your settings manually.
The easiest option is to select next and see if the phone can find your settings but it seems to guess more than detect and is often wrong, it is therefore important you verify the information prefilled for you on the next steps.

Step2 of adding a pop 3 account to an android phone

 

Step 3:

The phone will then ask you what type of account you are using, select pop 3

POP3 selection on a samsung smart phone

 

Step 4:

You will then be shown the settings either detected by the phone, make sure the username is your full email address and not only anything before the @ (if this is the username you were given).
Also ensure the pop3 server is correct, this would be the same as your incoming mail server and is generally mail.yourdomain.ie.
I will leave the rest of the options as presented and click next.

Attention: the figure below shows a set up as regular mail, if you wish to set up a secure mail the port number will be different and the security type will be SSL, please contact us if you need the settings for secure mail.

Step 4 of adding an email to Android

 

Step 5:

The next screen will ask me to verify my outgoing mail server.
I will be using our own outgoing mail server but it is also possible to use your ISP outgoing server.

You may need to check the port with your service provider, on many servers the settings are 25 on regular mail for the port but often the phone will add another port there.

I will also tick the require sign in button which is required on this account.

Attention: if using secure mail the settings will be different, please contact us if you require those.

 

Step 6:

You are nearly done. Simply select how often you want the phone to check for new emails and click next.

Set the frequency of emails

 

Step 7:

On the final screen you will be asked to fill in your account name and give it a display name:

Finalise adding an email to your smart phone

 

The following instructions apply to iPhones and iPads including mini iPads, all versions.

Please note, there may be small differences in the wording depending on versions but overall the following should apply.

Before to start you should have the following information at hand:

  • Username and password. Your username (for our clients) is your full email address
  • The incoming and outgoing mail server
  • The incoming and outgoing ports

If you do not have this information at hand please contact us before to start.

Note: you can set up your account as either a POP 3 account or IMAP account. Please check the difference between the two before you start.
The set up below is for a POP3 account, setting up as an IMAP is similar simply using the different ports provided.

Important: iPhones can take some time in collecting the settings online, I would strongly advise to do this while connected to a wifi network

Common issues: depending on the phone the system may pick up the wrong port number, this is something which can be fixed by going into the incoming and outgoing mail settings.

From the home screen, click on settings

Setting up an email on an iphone

The click on Mail, contacts, calendars

Adding an email to iphone step 2

Click on add Account…

Iphone add email step 3

Click on Other

Adding a pop 3 on iphone step 4

Click Add mail Account

pop3 on iphone step5

Fill in your email detail and click next at the top

Iphone add pop 3 step 6

After searching for a few seconds you will be brought to a screen asking you for the full detail.

Make sure you select POP (as opposed to IMAP), then fill in your incoming and outgoing mail server detail and click save.

Select POP3 on the iphone 4

incoming mail detail for iphone

The phone may look for several seconds (it often takes substantially more than just a few seconds) and may end giving you a message “cannot connect using SSL, Do you want to try setting up the account without SSL?”

This means you are using the regular mail settings, either click yes to continue OR (recommended) change the settings to use the secure mail / SSL settings you have been provided with.

 

The phone will then come back to the original screen with your account added, you are done!

Common errors are to select IMAP as opposed to POP 3 which would prevent the phone to connect to your server.

You may also get an error when trying to send emails:

You can receive emails but are getting an error “cannot connect to the outgoing mail server” or similar

The problem is mostly like with the authentication settings.

Go to settings >> Mail, Contacts, Calendars and select the email account.

Scroll down to SMTP and click on it >> Select your primary server and review what has been selected under “Authentication”. Some servers do not require authentication. For our own customers please use “Password”.

Password authenitcation to send mail on iphone 4

You are done!

Over the years Microsoft has released a number of versions of outlook, you will find information on how to set up an email account on several versions below (Office 2007, 2010 and 2013).It should also be noted that depending on your system you may not have Outlook as standard (Outlook comes with Microsoft Office). You may be able to set up on Windows Live Mail on Windows 8 Mail if using Windows 8.

Before to start you should have the following information at hand:

  • Username and password. Your username (for our clients) is your full email address
  • The incoming and outgoing mail server
  • The incoming and outgoing ports

If you do not have this information at hand please contact us before to start.

Note: you can set up your account as either a POP 3 account or IMAP account. Please check the difference between the two before you start.
The set up below is for a POP3 account, setting up as an IMAP is similar simply using the different ports provided.

Setting up an account on Outlook (Office 2013)

Step 1:
Click on file in the top left hand corner:

Outlook 2013 step 1

Step 2:

Click on account settings.

Outlook 2013 step 2

Step 3:

On the new window click “New”, then select email account and next

Step 4:

This step is now the same as with Outlook 2010, please click here to continue with the instructions.

Setting up an account on Outlook (Office 2010)

Step 1:
Insure you are connected to the internet and open Outlook.
Go to Tools at the top and select Accounts settings:

outlook set up 1

 

Step 2:

A pop up window opens, click on “New”:

step 2

 

Step 3:

A new pop up window opens, select “POP 3  account” and click on next. If you wish to set up as IMAP you may have to select “Manual configuration” at the next step.

step3

 

Step 4:

Enter your detail as sent to you, please note that the email address should be your full email, not only the name before the @

Note: if you wish to use secure mail please click “Manually configure server settings or additional server types” to enter the correct incoming and outgoing server as the wizard will only find the non secure settings.

Step 4

 

Step 5:

Outlook will look for your email account on the web:

Note: if you are trying to set up on secure mail, please go back to verify your settings

Step 5

 

Step 6:

If you server offers secure mail you should go back and change the server settings. If you are one of our customers please contact us to get the secure mail servers detail.

If the mail server does not work with encrypted connections you will get an error.

Simply click on “Next” once more to look for an unencrypted connection.

 

Step 6

 

Step 7:

Confirmation, you are done.

Step 7

 


 

 

Setting up an account on Outlook (Office 2007)

On older versions of Outlook, as opposed to the explanations above, the system is not as automated.

Step 1:

Insure you are connected to the internet and open Outlook.
Go to Tools at the top and select Accounts settings:

outlook set up 1

 

Step 2:

A pop up window will open, select “Add new email account”

Step 2

 

Step 3:

Select POP3 and move next

Step 3

 

Step 4:

Type in your detail as provided or copy and paste it in order to avoid mistakes.

IMPORTANT: the username must be your full address including your domain as shown below.

Note: if using secure mail the incoming and outgoing mail server is likely to be different and you will need to go to the more settings tabs to set up the ports.

Step 4

 

Step 5:

IMPORTANT: you must go through this step, otherwise you will get errors when trying to collect your mail.

Once you have completed the above step, do not click on the next button yet. If you have done so already, you can either click back or change the settings on your account

Click the “More Settings” button

Step 5

 

Step 6:

A pop up window opens, go to the “Servers tab” and tick “My server required authentication”, leave the rest of the settings as default and click OK

The window will close, click on “Next” from the previous window.

Step 6

 

Step 7:

Confirmation, you are done!

Step 7

 


 

 

Troubleshooting, main problems

If you are getting any sort of error, generally, the first thing to do is to check the email account is active and the credential is correct.

You can do so by logging in to your email account via Webmail (The page address would have been sent to you). If you can login, it means the email account exist and the credential is correct. This pretty much clears the server in terms of any sort of fault, it is then likely the issue is with the settings entered, you should then check:

  1. At the risk of stating the obvious, are you connected to the internet?
  2. Check that the email address and the password are correct
  3. Make sure the username is the FULL email address, for instance info@mydomain.ie. It must include the part after the @ (the domain)
  4. Do you have the right incoming mail and outgoing mail address?
  5. Do you have the correct ports for the incoming and outgoing server, this is under the “more settings” button on the advanced tab.
  6. Have you ticked the box “My server requires authentication” under the servers tab?

To go back to your existing account:

As with step 1 of the set up, go to tools, then email accounts:

Step 1

A pop up window will open, select “View or Change” (this window will vary depending on the version of Outlook) and click on next

Update 1

 

Select the account you wish to change and click “Change” or double click on the account, this will bring back the detail which can then be modified

Update 2

 

If you wish to verify is the “My server requires authentication follow the following steps:

Click the “More Settings” button

Step 5

A pop up window opens, go to the “Servers tab” and tick “My server required authentication”, leave the rest of the settings as default and click OK

The window will close, click on “Next” from the previous window.

Step 6

Please note that in some version of Outlook the pop up window itself includes the tabs (Server tab)

Note for Three broadband users:  we have seen an issue with users connecting with Three mobile broadband dangle several times before, the account is able to receive but not send emails. For some reasons Three technical support tell their clients the issue is not on their end, however (it is), they simply seem to be blocking emails sent to any mail server other than their own. The fix is simple,  In such case please follow the instructions to send through them here.

 

If you have gone though all above checks and are still experiencing problems please contact support.

 

From time to time you may want to do something specific about the type of emails you receive, for instance, you may want all emails from a certain person going directly into a specific folder or you may want emails containing certain wording to be deleted or bounced.

When applying content filters you should note the following important points:

  • If you want to move emails to a specific folder, you MUST use IMAP settings on outlook otherwise you will not get those emails, as POP3 only downloads what is in your inbox. This will not affect the filter but you would need to go to your webmail to see those
  • If you filter by words included in the body or subject line, you MUST be careful than those words can’t be included in other emails, particularly if you decide to delete the emails or send them to spam

At times some mailboxes may receive bounce backs in large quantities from emails they have not sent. This is obviously a nuisance. Those tend to be sent from outside servers but are spoofed to use someone else’s email in the return field meaning the bounce backs are going to you for instance.

The following instructions will show how to add a filter based on wording contained in the body of the email and will be deleted when received. You will see from smartMail that you have many more options than the above.

Step 1: after logging in to your smartermail control panel, click on Settings on the left hand side (2 gear wheels), then expand the Filtering option and click on content filtering.

Content filtering on smartermail step 1

Step 2: I am going to filter for the words “save up to 85% on ink and toner today” as I have noticed all bounces include it and it is unlikely this will be a genuine email, if not a bounce it is likely to be spam.

Content filtering on smartermail step 2

At the top, click on new to create a new filter (top left corner of the right panel), then tick body to filter words contained in the body. At this point you have many more options. Click next to advance

Step 3: enter the wording and select the options that suit you, for this example the default options will do just fine, click next then

Content filtering on smartermail step 3

Step 4: enter a name for your filter, this is only for you to know, select an action to be taken, here I have selected delete and finally, click on save at the top, you are done.

Content filtering on smartermail step 4

When using your email as a POP3 account outlook downloads a copy of each email received which is then stored on your computer.
This means that regardless of what you do with this email on your computer, a copy of this message is stored on the server. This is likely to fill your allocated space rather quickly unless those messages are removed after a period of time.

Before you consider removing messages from the server you should insure no other system are using those emails, it is not uncommon to see someone use their email account as POP3 from outlook and as IMAP from a phone, although this does not really make sense

To get outlook to remove the emails from the server follow the following instructions:

Step 1: open outlook and go to file >> Accounts settings (on outlook 2013), for older versions, go to tools >> account settings

Step2: Double click on the account you want to change

Step 3: Click on the “More Settings” button

Step 4: Tick the option “Leave a copy of messages on the server” AND tick “Remove from the server after….”. Messages will only be removed X days after they have been downloaded for the first time.
If you also download mail from another device, 14 days should give you plainty of time to also download them on the other device.

When setting up an email account on any system, unless restrictions on your end, you should be able to set up to send email either using your own mail server settings on our server OR send emails through your own internet service provider, in other words, the company providing you with internet connection.

Whatever the reason to do so, you should be able to choose.

Please note that if you choose to send through your own mail server, the settings required have been send to you when your email was set up for the first time, please contact us if you need them back.

In order to change the way you send email you will need to change your outgoing settings. Regardless of the system you are using doing so is similar on most system, below you will find instructions on how to change your outgoing mail settings on outlook 2013.

Step 1: open outlook and go to file >> Accounts settings (on outlook 2013), for older versions, go to tools >> account settings

Step2: Double click on the account you want to change

Step 3: under the outgoing mail server settings, change to the server you want, then click on the “More Settings” button

OUtgoing server settings on outlook

 

Step 4: Under “More Settings” go to the “Outgoing Server” tab:

• If you are sending using your own outgoing server settings, you MUST tick the option “My outgoing server requires authentication”, leaving the option “Use the same settings as my incoming mail” ticked. You will get sending errors without.
• If you are sending using your internet service provider, most than likely the option “My outgoing server requires authentication” should NOT be ticked. This means that just about anyone using their services can send email through their server.

 

By in large if you want to send through your internet service provider you will need to ask them for the settings, however, here is some settings for the most common ISP’s in Ireland:

Those are know as Outgoing SMTP settings:

  • Eircom: mail1.eircom.net or mail2.eircom.net
  • Vodafone: mail.vodafone.ie
  • O2: smtp.o2.ie
  • Three: mail-relay.3ireland.ie
  • Magnet: smtp.magnet.ie
  • Digiweb: smtp.digiweb.ie
  • Imagine: mail.imagine.ie
  • Smart telecom: smtp.mysmart.ie
  • UPC: smtp.upcmail.ie

An email signature can be a great way to save time as you send emails and it can also help with your marketing.

It is recommended you keep your email signature “light” enough. By in large, your name, position, phone number and logo will fit well, though many people also add links to their site and social media profiles.
It is not uncommon to see signatures longer than the actual email, we would recommend limiting the amount of information you add there!.

Note: some system will allow you to have links and images where others simply won’t so what you add to your signature will be limited by the system used.

Setting up an email signature in outlook 2013

(Previous versions are similar)

Step one: Go to file >> Options (Tools >> options on previous version)

Step 2: Select the mail tab and click on the signatures button

Setting up an email signature on outlook

Step 3: Click on new and type a name for the signature
You can then enter any detail you want including links and images
If you use several email account, each account can have a different signature.
The last step is to tell outlook when to use what signature on which account on the right hand side, for new emails and replies.

Setting up an email signature on  outlook

 

Setting up an email signature on an Android phone

Step 1: Go to your email account and click on the top menu (the 3 bars), then click on account settings at the bottom

Setting up an email signature on  android

Step 2: Click on the account name

Step 3: click on “Signature”

Setting up an email signature on  android

Step 4: click on Edit signature

Setting up an email signature on  android

Step 5: make the changes required, you can open a tool menu using the small arrow on the right hand side.

Setting up an email signature on  android

Setting up a signature on IOS (iPhones, iPads)

Step 1: go to your settings and click on Mail, Contacts, Calendars

Setting up an email signature on  IOS

 

Step 2: on the right, scroll to signature and click on it

Setting up an email signature on  IOS

 

Step 3: Change your signature.

Please note that IOS does not allow the user of images and links so your signature will need to be done in text only.

Setting up an email signature on  IOS

 

All email accounts we provide use SmarterMail.
SmarterMail offers a powerful anti spam system and each email account has access to changing its own spam filtering settings.

Important note: because many clients have their own way to filter spam at local level when a new account is created the spam filter is turned off by default (unless the domain has specific settings).
Turning on the spam filter or changing its settings can be done as follows:

Note: as good as a spam filter can be, it is unlikely to stop everything (unfortunately)!
Prevention can be the best cure when it comes to spam. Something few realise is that listing your email address on public web pages, being yours or others including forums etc will inevitably result in receiving spam as spammers tend to use robots to harvest email addresses found on websites.
Sadly, if your email is listed on a site for some time it is probably too late! If you are receiving an increasing level of spam, Googling your own email address should show you where it is listed.

Step 1: Login to SmarterMail
Go to http://mail.yourdomain.ie (replacing yourdomain.ie by your own domain) and login

Login to smartermail

Step 2: Click on settings, filtering and Spam Filtering

Once there, select the option “override spam settings”

Spam filter on SmarterMail

 

Step 3: go to the actions tab

As emails are detected as spam, they will fall into 3 possible categories, spam low, medium and high.

SmarterMail offers the option to take different action depending on how emails are classified, you have a choice of:

  • Delete the message: this is not recommended, particularly on low spam in case genuine emails are labelled as spam by mistake
  • Move the email to the Junk e-mail folder
  • Add a message to the subject line.

The option you select will depend on your requirements.

IMPORTANT NOTE: if you chose to move emails to the “Junk E-mail” folder those emails will be moved to a folder ON THE SERVER. If you download your emails using POP3 (as opposed to IMAP), for instance, on outlook, there may be a “Junk e-mail” folder created by another system you are using on outlook but these are different. To view emails in your junk email folder you will need to login to SmarterMail as POP3 only downloads the inbox.
If you are using IMAP, all folders will sync so this issue does not apply.

If you use the option to move emails to the “Junk E-mail” folder it is strongly recommended you check this folder on a regular basis as genuine emails can get caught in it!

The weight of spam represent the threshold at which a message is considered as spam. If you feel you have to go lower than 10 you will need to contact us. In such case you need to understand that the lower the weight the more likely you are to send genuine emails to spam.

Spam filter on smartermail

 

From time to time you want to have an auto forwarder set up on an email account. Please note that this solution should be considered as temporary as the email account will still exist.
If you are looking for a permanent redirect please contact us and request for an alias to be created instead. Using an alias will forward anything send to a specific email user without the need for a full account to exist on the server.

Step 1: Login to SmarterMail
Go to http://mail.yourdomain.ie (replacing yourdomain.ie by your own domain) and login

Login to smartermail

Step 2: Click on settings
The settings button is on the left hand side, on older version of smarter mail it is part of the menu at the top

Going to settings on smartermail

Step 3:

  • Click on account settings on the left hand side
  • Click on the Forwarding tab
  • Enter the email you wish to forward to
  • Click delete message on forward if this suits you. Bear in mind that if you do not the space allocated continues to fill with mail, if the space is full the autoforwarding will fail.
  • Click on save when you are done.

Settings up a smartermail forwarder

 

Auto responders are useful when going on holidays, for instance, when you know you will be unable to attend to your mail on regular basis and you want to let people know.

It should be noted that having a “permanent” auto responder is generally a bad idea as there is a possibility you will fall in a loop if you email someone else with an auto responder, but most servers have tools to prevent such issue now a days.

Setting up an auto reply on outlook is also possible to a certain extent, however, this is not an ideal auto responder as you would have to keep outlook open and running for this to work.

The ideal solution is to do it on the server, this can be done via SmarterMail:

Step 1: Login to SmarterMail
Go to http://mail.yourdomain.ie (replacing yourdomain.ie by your own domain) and login

Step 2: Click on settings
The settings button is on the left hand side, on older version of smarter mail it is part of the menu at the top

Step 3: click on the auto responder link on the left hand side

Step 4: Select the enable auto-responder option
Please note: we strongly advise you leave “Limit responses to once daily” which will block any possible loop.

 

Step 5: click the message tab at the top and enter the detail you want.

Note: you can enter a start and end date for the auto responder, if you do so, do not forget to tick the “Enable active date range” option.
Once you are done simply click on the save button.

For customers using our mail servers we offer a choice of POP 3 and IMAP protocol on all email accounts.

A question we get regularly is what is the difference between and a POP 3 account and an IMAP account.

This document is about explaining it from an end user point of view rather than from a technical point of view so you can make an informed decision as to which one to use.

Regardless of what email protocol you will be using, it is important to understand that when you are sent an email, this email is received and stored by a server referred to as your mail server, this is one aspect of the service we offer by hosting your emails.

What happens next will then differ depending on whether you use IMAP or POP3

If you use POP3

When opening outlook for instance, it will connect (login) to the mail server and check to see if there are new emails. If there are new emails, it will download them and store them on the device itself. These emails are generally permanently deleted from the server, by outlook after a period of time.

The points of importance here are as follows:

  • The emails on outlook are stored on your computer, when you move them to a folder or delete them for instance, it all happens on your computer.
    • You have full control over your files including back ups
    • You can store a (very) large number of emails and attachments (only limited to the size of the device’s storage)
    • You can work on previously downloaded emails even if you are not online
  • When using multiple devices, for instance, Outlook, a phone and a tablet, they can all connect to the same account and download the same emails, however, once you make changes from one device the others will not be synced, for instance, if you delete an email from your phone it will still be in outlook.

If you use IMAP

When using IMAP the emails are never downloaded, they remain on the mail server the whole time and are stored there, your devices such as outlook then connect to them without downloading them.

The main advantage of IMAP is that whatever you do with your mail from one device will reflect on the others, in other words, all will be in sync, for instance, if you delete an email from your phone, when going to outlook it will appear as deleted.

The points of importance when using IMAP are:

  • The emails are stored online the whole time:
    • You will not be able to access your emails if offline (Outlook keeps a temporary version of emails but it can be limiting)
    • Spaces available for each mail box is limited so if you have lots of emails this may be an issue (we offer larger spaces if required)
    • Migrating emails from one server to another can be more challenging if you everwant to move.

Your choice of POP3 or IMAP does not impact on sending emails, this is done in the same way.

For further information please do not hesitate to contact us.

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