The first question you should answer before setting up your e-mail account is do you want to have all your e-mail saved on our server or do you prefer having your e-mail downloaded to your personal computer, tablet or phone? See my brief explanation of POP3 vs IMAP to help you understand the implications of either selection.

I have created a handy PRINTABLE SETUP GUIDE for the information below.

Recommended e-mail workflow with your smartphone

The most common scenario and question I get is “How do I use my personal computer and my smartphone together and not loose track of e-mails.” If you are using POP3 access on your personal computer, all your e-mail is downloaded to your hard drive. So that’s simple, you do as you have always done, you send and reply to e-mail.

When it comes to your smartphone, what you want to do is make sure it is setup as IMAP. This way when you leave the office, any new e-mail that comes in can easily be checked and replied to. When you return to the office you’ll still receive all those emails and at that point they are downloaded off the server.

Their is one minor caveat in this setup and that any e-mail sent from your smartphone will not show up in your e-mail applications sent folder. Therefore, a best practice would be to setup your phone’s e-mail application to blind carbon copy (bcc) you any e-mails you send so you have a record of your outgoing e-mail conversations.

Setting up your e-mail account for the first time.

Most e-mail applications try to make it as painless and stress free to install as possible. If you make note of the settings and port numbers, etc in the details given below, you should be able to get your new e-mail account setup and going just by following the screen prompts of the program.

In the event you can’t get connected you can always call or text me for help with your setup or simply do a search for “email setup (email appname)” and you will most assuredly find quite a few guides with step by step instructions with screen captures and complete explanations of each step for your exact device.


Common Setup Answers:

Username: your computer email address, Correct:  joe@yourdomain.com Incorrect: joe

Incoming and Outgoing Mail Servers: mail.yourdomain.com or yourdomain.com

Outgoing server authentication type: password

For POP3 access where you download all your e-mail

Incoming Mail Server Settings: Port 110

Outgoing SMTP: Port 25,

SMTP Encryption: None,

Select SSL or TLS with certificates (if you have trouble authenticating you may need to try another encryption type). If you get a message that says that the server your trying to authenticate doesn’t have a signed certificate and it asks if you want to accept this, simply go ahead and approve the certificate.

Outgoing Server Requires authentication: Most applications will have a place where you check to authenticate your outgoing mail. You must authenticate your e-mail credentials and all you need is a password authentication. Some applications simply have a check box that may say something like Require Sign-On.

Other SSL selections may include MD5, NTLM, Kerberos but are not necessary.

For IMAP access where you leave all the e-mail on the server (often used for smartphones, tablets):

There are several ports that you may have to try depending on your phone and it’s configuration.

Incoming settings :

Port 143 no SSL or TLS (this should work in almost all cases)

Outgoing setting:

Port 465 with SSL

Port 587  TLS

Port 25 no encryption

I have created a handy PRINTABLE SETUP GUIDE for the above information

 

A caveat and disclaimer:

While we do offer IMAP support where you have the ability to check your e-mail from any device, this also means that all your e-mail will be saved on our servers. This puts the burden on Computer Images of Pueblo to make sure that all your e-mail is backed up and safe. In fact, we do backup e-mail server wide twice a day to another off-site server. However, Computer Images of Pueblo can not be held responsible for any loss of data. Please see our terms and conditions for further responsibilities and disclaimers.