Email Accounts
and Office 365

‘POP3’ stands for Post Office Protocol-version 3 and is a server which stores your email.

When an email is sent to you, it is stored on a server (called the POP3 server) until it is downloaded via your email client (Outlook, Netscape Mail, etc.).

When you purchase a hosting package we will automatically be given a number of POP3 mailboxes.

These mailboxes can be assigned to a specific email address, allowing you to access them using a program such as Teckna Webmail, Outlook Express or Mozilla ThunderBird.

You can use our SMTP server for sending emails via your phone / Outlook type programs.

The incoming and out going SMTP server are the same:

mail.youdomain.com where you replace yourdomain.com with your domain name i.e. mail.billybooks.co.uk

In order to send mail through our mail servers, your email client must be configured to use SMTP Authentication.

Change the port to 587

Common email clients include a tickbox in the account configuration with the label “This server requires authentication”. That box should be ticked, otherwise look for a setting on the outgoing server settings that refers to authentication and set it to use the same username and password for the incoming server.

In Outlook, this is found in “more settings” in the mail account. In there you will also need to set “my server requires authentication” and tick “use same settings as incoming email server”.

This FAQ has been used many times to set up iPhone / iPad email accounts. If this does not work for you, please contact your phone provider for
advice.

You will first need a copy of your “Welcome Email” or know the following information:

• incoming and outgoing mail server (i.e. mail.yourdomainname.co.uk )
• Your email user name (the full email address as you use for webmail / outlook account)
• Your password

Now got to “Settings” (the grey icon with cogs) on your iPhone and then to “Mail,Contacts,Calendars”

From here select “Add Account…” and you will see the screen below

Now select “Other” and you will see the screen below

Select “Add Mail Account” and you will see the screen below

In the spaces provided, type your name, your email address and email password, the description is a friendly name and can be anything and you will see the screen below

Now select “IMAP” and complete the settings as below

Enter your “incoming mail server” in the “Host Name” section and your user name (full email address) and password as provided
in our example replace simplytest.co.uk with your own domain name. i.e. mail.fredsplumbers.co.uk

Now scroll down and do the same for the “outgoing email server” as below and then lick “net” in the top right.

You may see a message about “cannot verify server”, just click continue.

You will now see the screen below, click “save” in the top right to complete the process. Sometimes it may need the phone to be restarted

If you are still having problems sending and want to review your outgoing server, it should look like this.

This FAQ has been used many times to set up iPhone email accounts. If this does not work for you, please contact your phone provider for advice.

Email forwarding is set up in your Control Panel

1. Log in to the Control Panel
2. Click the ‘Forwarding’ icon in the ‘Email’ section
3. Type in the email address you want to forward emails from and then in the “Destination Addresses” type the email account you would like them forwarded to. This can be multiple email addresses.
4. Click “create” and you will see the completed forwarding.
5. You can now modify or remove existing forwarding where required.

Access via webmail depends on the type of account your are subscribed to.

For standard email accounts: https://webmail.tecknaonline.com

If you have an Office 365 Exchange accounts: outlook.office365.com

New email addresses can be created in your Control Panel.

• Log into the Control Panel
• Click on the ‘Mail Boxes’ icon in the ‘Email’
• You will see the “Add a New Mail Box” section.  Just type the email address you want and click “add”
• The new email address will be created with a strong password.  You can over-type the password but do not use a simple password.
• The email will take a while before it becomes live and ready to be used.  You can test if it is active yet via webmail.

You can change your email password in the Control Panel or via the webmail login screen.

Via Webmail

1. Got to http://webmail.tecknaonline.com
2. Go to “Settings”
3. Go to “Password” and type your existing password and new password.
4. Click “Save”

Via Control Panel

1. Log in to the Control Panel.
2. Click on the ‘Mail Boxes’ icon in the ‘Email’ section
3. Find your Email account and change the password.

To manually set up your email account, use the folowing setings. Use your domain name in place of YOURDOMAIN.CO.UK

Incoming POP/IMAP Server: mail.YOURDOMAIN.CO.UK
User/Account Name: Full email address
Password: As provided

Outgoing SMTP Server: mail.YOURDOMAIN.CO.UK
User/Account Name: Full email address
Password: As provided
Port: 587 – refers to outgoing server only
SSL No or Off where required or asked for

Email Setup Settings – PC/Mac/Mobile/Tablet
In order to send mail through our mail servers, your email client may need to be configured to use SMTP Authentication. Common email clients include a tick box in the account configuration with the label ‘This server requires authentication’. That box should be ticked, otherwise look for a setting on the outgoing server settings that refers to authentication and set it to use the same username and password as for the incoming server.

Outlook Example:

Go to ‘More Settings’

* Outgoing Server: tick ‘my server requires authentication’/’use same settings as incoming server’

* Advanced Tab: Change outgoing SMTP port number from 25 to 587

To help you deal with the ever increasing problem of spam emails (unsolicited bulk emails) Teckna have put together the following guidelines. The Teckna Spam filter, available on all Teckna Email addresses, is a powerful tool which will identify and either highlight or delete (your choice!) any incoming email suspected to be spam. However, there are also other things you can do.

Avoid common email addresses; info@, admin@, sales@
Spammers will always try to target the most common email addresses that many businesses use, like info@, admin@, sales@. So if you use one of these email addresses all the spammers need to know is your domain name, and the rest they will just keep trying until they find one that works.

Avoid using a ‘catch-all mailbox’
For the same reasons as above, if you use a ‘catch-all’ alias on your email account (ie you can receive emails to ‘anything-and-everything@yourdomain.com’) you give the spammers an advantage as they don’t have to know any full email addresses you use, they just need to know your domain name.

Don’t respond to ‘Remove me from mailing list’
This is a tricky one, as some companies will genuinely remove you from their mailing lists if you ask them to. However, if you get completely unsolicited spam emails from someone you have never heard of before, don’t follow their link to ‘remove me from mailing list’ – if you do, you actually give them an email address that they now know is real and will add it instead of removing it. The ones that are probably safe to respond to would be from UK bluechip companies and well know brand names and sites, and where you know you have signed up to one of their mailing lists in the past.

Don’t bother with blacklists
It will not make the situation any worse, but you will also not help stop spam by adding spammers email addresses to a black list. As soon as a spammer has used one email address to send out a bulk spam mailing, they will discard it and next time use a different address. So any effort you spend adding spammers email addresses to black lists will be more or less wasted.

The Spam Filter is controlled and configured from the Control Panel.

1. Log in to the Control Panel
2. Click on the ‘Junk Mail Filters’ icon in the ‘Email’ section.
3. You can now set the spam filter level, add to blacklist and whitelist.

Yes, of course.

Please contact Teckna and we can arrange extra space or maybe online a Microsoft Office 365 upgrad or to a full Website Hosting account.

All configuration details will stay exactly the same, the additional features will be added to your existing account.