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Smartermail help document

Mark — Mon, 31 Aug 2009 13:26:17 GMT

Please refer to official help document depends on your version:

http://help.smartertools.com/smartermail/v3/
http://help.smartertools.com/smartermail/v4/
http://help.smartertools.com/smartermail/v5/
http://help.smartertools.com/smartermail/v6/

How can I set email forwarding?

Mark — Mon, 17 Aug 2009 12:06:32 GMT

To set email forwarding, please follow the steps below:

1) Login to the email account that you would like to setup the email forwarding
    The web mail interface can access via:
    - URL: http://mail.yourdomain.com
    - login: the email address you like to setup forward, e.g. postmaster@yourdomain.com.
2) Click "Settings" on top navigation bar
3) Click "Account Settings" on left navigation bar
4) Click "Forwarding" on the main screen. Here you can fill in the "to" address you like to forward. Use ;to separate multiple addresses.

You may want to check following articles when setup forwarding:
Alternative to email auto forwarding: using POP3 retrieval

Resources sharing in Smartermail Enterprise 5.x

Mark — Tue, 28 Jul 2009 16:06:58 GMT

Resources sharing on SmarterMail Enterprise 5.x service:

SmarterMail Enterprise 5.x support resources sharing feature, you can share resources such like "My Calendar" to domain users.
This tutorial will go thought steps to share "My Calendar" to other users.

Case study:

I need to manage and share a common calendar to two users.
Other users only can read the calendar.
Administrator will manage this shared calendar.

You can complete this goal with follow steps:
- create email account to manage/share the common "My Calendar"
- share "My Calendar" in this account
- setup permission of this shared resource to users
- attach shared "My Calendar" within individual user account

1.)
Create additional account to the manage the common shared "My Calendar" .
In this tutorial, i have setup "share@demoemail.com" for the administration on the calendar.

- control panel -> Mail -> Email Manager -> Add New Email User

2.)
Share "My Calendar" under share@demomail.com

- Login share@demomail.com
- Settings -> My Settings -> Sharing -> Shared Resources
- "New" to add a shared resource item

- select "My Calendar" in this tutorial . (you can share other resources)

- select user accounts which will need to share with, this tutorial will share to "user1" and "user2" (press "Ctrl" button for multi - selection)
- select access right, this tutorial assign "Read-only" permission
- "Save" the setting

- the shared resource item have been created

3.)
Map the shared resource within individual account.
- Login user1@demoemail.com
- Settings -> My Settings -> Sharing -> Mapped Resources
- There is shared recourse item within the folder with status "Detached"
- You need to attach the shared item : select the item and press "Attach"

- "Save " the setting (you can change the shared item friendly name)

- under the Collaborate -> Calendar , you can find the attached shared calendar

4.)
If login with other user (user3), he can not attach the item because this shared item only grant to "user1" and "user2" in previous steps

Import Email contacts to SmarterMail

Mark — Sun, 26 Jul 2009 12:37:54 GMT

To import contact to your email account in Smartermail web interface, please follow the steps listed below:

i) You need to export the contact information into a "Comma Separated Value (.csv)" file in order to import it later (For the steps to export the contact information from Outlook, please click here)
ii) Open the .csv file with text editor or spreadsheet editor to prepare the data
iii) Please make sure the contents of the .csv should be similar as below:

First Name, Last Name, Email
John, Smiths, jsmiths@webhost4life.com
Bob, Lewis, bliewis@yahoo.com
Jason, Will, jasonw@hotmail.com

iv) Login your email account through web interface
v) Click "Collaborate" at top navigation bar
vi) Click "All Contacts" at left navigation bar
vii) Click "Import/Export" --> "Import Contacts"at the top navigation of main screen
viii) Click "Browse..." in the Main screen and locate the .csv that you exported previously at Desktop and click "Next"
ix) Map each field with appropriate Labeling and click "Next"

General information of our email service

Mark — Mon, 01 Jun 2009 13:42:32 GMT

We provide all clients with email service on their primary domain (most likely it is your first domain add) for free.

Email service management
You can manage your email service via web interface at http://mail.yourdomain.com and the login name is the full email address such as postmaster@yourdomain.com, not just the user name.
You can also use Hosting Control Panel to add, remove and manage your mail account directly.
You should only access mail servers using the hostnames as mail.yourdomain.com. Accessing them via IP addresses is not recommended because the server ip may be changed while the hostnames normally will not be changed.

Email client support
You can set up mail client such as Outlook on your local machine to send and receive emails.
The port settings of our mail servers are as following:
SMTP port: 25 or 366
POP Port: 110
IMAP Port: 143
For details about mail client setting instructions please refer here.

Sending email with web script
Our mail servers support SMTP Authentication to authenticate users to send email through your SMTP (outgoing) server, mail.yourdomain.com.
It means your web page can send email through our mail server. You only need to supply the valid login and password in script.
SMTP Authentication prevent non-authorized users from being able to send emails or abuse your mail server for spamming.
For for information and script sample, please refer here.

Server limit settings
The maximum number of recipients per message is set to 50 on all of our mail servers. You may need to send a message multiple times if the recipients are over 50. The limit is to prevent spammer using your mail server for spamming. We strictly prohibits members from sending unsolicited mass emails or Spam, whether via email, Usenet or any other form. Any member using spamming techniques for soliciting referrals will be immediately terminated. In addition, their mailing address will be ineligible for opening a new membership account.
The maximum email size is set to 30MB including attachments.

What is the "monitor" account?

Mark — Mon, 20 Apr 2009 18:39:25 GMT

An account set as Monitor will receive a copy of all messages sent to and from the domain. The domain for the monitor account must already exist and the user account must exist as well.

Please setup the domain content filtering via web mail interface. You need to login with your domain admin account, by default it is postmaster@yourdomaim.com
-Under Domain Settings - Choose "Content Filter"
-Check the check box "To Specific Addresses" under "To Address" title
-Choose OR - One or more criteria must be met
-Paste the following address from the "To Address"
--1@yourdomain.com
--2@yourdomain.com
--3@yourdomain.com
-Run the Rule title, type Monitor
-Under Actions title
-Choose Copy Message, then type "postmaster@yourdomain.com"

How do I set up my email account to auto forward to multiple email address?

Mark — Tue, 24 Feb 2009 11:44:04 GMT

As a restriction on SmarterMail, you cannot enter multiple email addresses into your forwarder. You need to create an Email Alias, and enter your email addresses to be forwarded to in this email alias. Now you go back to your email user setting and configure auto forward to the email alias you just created.

Webmail error when trying to login SmarterMail, requires a browser that supports the IFRAME tag

Mark — Tue, 24 Feb 2009 11:42:34 GMT

Problem:
SmarterMail requires a browser that supports the IFRAME tag

Cause:
McAfee Internet Security is blocking IFRAME tags in webpages.

Solution:
Disable the Privacy Service and Ad Blocking features in McAfee.

   1. Right-click the McAfee icon by your system clock.
   2. Click Privacy Service.
   3. Click Disable.
   4. A window appears. Enter the Administrator password.
   5. Click OK.
   6. The McAfee icon turns black in color until you enable Privacy Service.

To re-enable McAfee Privacy Service, follow the steps outlined below.

   1. Right-click the McAfee icon by your system clock.
   2. Click Privacy Service.
   3. Click Enable.

How do I subscribe / unsubscribe from my mailing list?

Mark — Tue, 24 Feb 2009 11:30:44 GMT

We no longer support mailing list under in Smartermail. We provide our own mailing list system. To use mailing list, please login your control panel -> Mail -> Mail List Manager

I forgot my postmaster password, how to reset it?

Mark — Tue, 24 Feb 2009 11:08:23 GMT

If you forgot your postmaster password, you can login to your control panel -> Mail -> Email Manager
Here you can click the "EDIT" icon to reset any email account password.

My email doesn't get saved in sent folder?

Mark — Tue, 24 Feb 2009 11:05:49 GMT

You need to set that up. After you login to webmail, go to my setting-> Compose and check - "Save copy of replies in Sent Items folder"

Notice that if you are not using Webmail to send, the email will not be saved in this way.

What is an Auto Responder?

Mark — Tue, 24 Feb 2009 10:59:44 GMT

An Auto Responder (Vacation) is simply a way for an e-mail account to automatically reply e-mails with a pre-formatted message that you set. For example, when you are out on vacation and people send you e-mail, you can let them know that you are not there. The system will receive the e-mail and answer with the message that you are out.

To setup auto responder please refer this article.

Why am I still getting spams?

Mark — Tue, 24 Feb 2009 10:37:48 GMT

By default, our email servers will ONLY tag your email as spam on the subject line. To stop receiving those emails, you can login your webmail interface with postmaster account -> settings -> My Spam Filtering to change setting. Here you can make anything tagged as spam be automatically deleted.

Why is my incoming email delayed for a few minutes ?

Mark — Tue, 24 Feb 2009 10:34:06 GMT

In order to provide better spam protection, all of our mail servers have implemented a new mechanism called "Greylisting". This mechanism will cause ONLY the first mail sending to you from an email address delay for 5-30 minutes, depending on the configuration from sending server. This new system will NOT affect your daily email operation. (What is Greylist?)

This move is beneficial to all customers including you since only first email from a sender is delayed and email is never a real time protocol. This mechanism will greatly reduce spam mail sent to our customers. If an email is not received, it's the sender's problem that does not resend between 5-360 minutes.

If you really need full control over the spam setting and willing to accept a higher rate of negative spams, you can select our Dedicated Email package to disable the greylisting feature.

How to setup Auto-Responder for my email account?

Mark — Wed, 11 Feb 2009 17:53:05 GMT

To setup Auto-Responder for your email account, please follow the steps below:

1) Login to the email account that you would like to setup the Content Filtering
2) Click "Settings" on top navigation bar
3) Click "Auto-Responder" on left navigation bar
4) Check "Enable auto-responder" on main screen
5) Click "Save"
6) Click "Auto-Responder Message" tab on main screen and enter the message
7) Click "Save"

Please note that, in order to prevent your domain being blacklisted and to prevent our server from getting jammed by auto-response request, our servers will not auto respond to any address that has no SPF record.

To know what is SPF please refer to this article.

SmarterMail Administration Tutorial

Mark — Wed, 11 Feb 2009 09:54:37 GMT

Please refer to the following articles for the details of SmarterMail Administration

How can I create new email account?
How can I delete an email account?
How to setup Auto-Responder for my email account?
How to setup Content Filtering for my email account?
How to setup Domain Content Filtering for my email domain?
How can I set email forwarding?
How can I reset my email account usage quota?

How can I reset my email account usage quota?

Mark — Wed, 11 Feb 2009 09:46:11 GMT

To reset your email account usage quota, please follow the steps below:

1) Login to your Control Panel
2) Click "Mail" on top navigation bar
3) Click "Quota Manager" on left navigation bar
4) Input the number quota in the text box and click "Change Quota" beside the email domain that you would like to add the email account

How can I delete an email account?

Mark — Wed, 11 Feb 2009 09:45:46 GMT

To delete an email account through the web mail interface, please follow the steps below:

1) Login to your postmaster@domain.com
2) Click "Settings" on top navigation bar
3) Expend "Domain Settings" on left navigation bar
4) Click "Users" under "Domain Settings"
5) Check on the check box beside the accounts that you would like to delete
6) Click "Delete" in the main screen

To add new email account through Control Panel, please follow the steps below:

1) Login to your Control Panel
2) Click "Mail" on top navigation bar
3) Click "Quota Manager" on left navigation bar
4) Click "Delete Account" beside the email account that you would like to delete

How can I create new email account?

Mark — Wed, 11 Feb 2009 09:28:33 GMT

To add new email account through the web mail interface, please follow the steps below:

1) Login to your postmaster@domain.com
2) Click "Settings" on top navigation bar
3) Expend "Domain Settings" on left navigation bar
4) Click "Users" under "Domain Settings"
5) Click "New" on the main screen

To add new email account through Control Panel, please follow the steps below:

1) Login to your Control Panel
2) Click "Mail" on top navigation bar
3) Click "Email Manager" on left navigation bar
4) Click "Go" beside the email domain that you would like to add the email account

How to setup Content Filtering for my email account?

Mark — Tue, 10 Feb 2009 15:46:15 GMT

To setup Content Filtering for your email account, please follow the steps below:

1) Login to the email account that you would like to setup the Content Filtering
2) Click "Settings" on top navigation bar
3) Expend "Filtering" on left navigation bar
4) Click "Content Filtering" under "Filtering"
5) Click "New" on the main screen

How to setup Domain Content Filtering for my email domain?

Mark — Tue, 10 Feb 2009 15:45:44 GMT

To setup Domain Content Filtering for your email domain, please follow the steps below:

1) Login to the postmaster@domain.com
2) Click "Settings" on top navigation bar
3) Expend "Domain Settings" on left navigation bar
4) Click "Content Filtering" under "Domain Settings"
5) Click "New" on the main screen

Why did your hosting disable auto forward to Hotmail, Yahoo, Gmail, AOL, Comcast and Verizon

Mark — Wed, 24 Dec 2008 10:23:19 GMT

Due to the increase in ISPs and Web Hosting companies including ourselves being blacklisted by major email service providers, eg. Hotmail, Yahoo, Gmail, AOL, Verizon and Comcast's email automated SPAM filter from time to time, effective Sunday 11/25/2007, all email being automatically forwarded to Hotmail, Yahoo, Gmail, AOL, Verizon and Comcast from our mail servers will be discarded.

We suggest you to use POP3 retrieval described in This Article instead of using auto-forward. In addition, you will have a choice of being migrated to a machine that will continue to allow auto-forwards. However, this will be at your own risk because the mail server will easily be getting blacklisted and your valuable email will be lost in such cases.

We have implemented similar policy to improve email delivery since 2006. The result is very satisfying.

Here's a break down of the problem:
--------------------------------------------------------
1) You setup an auto forwarder from your domain to your Hotmail email account (you@yourdomain.com -> you@Hotmail.com).
2) Your customers send emails to you@yourdomain.com and the emails gets forwarded to you@Hotmail.com automatically
3) One day you receive some spam at you@yourdomain.com, which was auto forwarded directly to you@Hotmail.com.
4) Hotmail detects the content of the email as spam.
5) Hotmail's spam filter does not register the originator of the email as the spammer - instead, it registers the last place the email came from as the spammer. And in this case and the last place the email came from is our email server which hosts you@yourdomain.com.
6) Hotmail will then blacklist the entire mail server, so that no one can send email to any Hotmail email accounts.

What do I need to do?
--------------------------------------------------------
You need to login to your email admin and go through your email accounts and take off any forwarding that forwards email to Hotmail, Yahoo, Gmail, AOL, Verizon and Comcast accounts. Also check to make sure your email Alias is not forwarding to those email accounts.

Although it might be an inconvenience to many, we think this decision is necessary in order to protect all of our valuable customers from being blacklisted by the said email service providers. It's unfortunate but is in everyone's best interests.

IMPORTANT NOTE, this does not mean you cannot send emails to Hotmail, Yahoo, Gmail, AOL, Verizon and Comcast email accounts. This simply means you cannot set your email account to auto forward emails to email accounts provided by those email service providers. You will still be able to compose your own email to users from the said email service providers, and you will be able to forward an email to Hotmail users from your mailbox manually.

If you wish to be migrated to an email server that allows auto forwards, please submit a support request via our helpdesk.

What is Greylist?

Mark — Wed, 24 Dec 2008 09:38:12 GMT

There is a spam protection "greylisting" in our mail server. This feature essentially bounces all unknown message trying to connect to your server.

The premise is that SPAMMERs create scripts that bombard your server with emails. These messages are then bounced back to their sending email server. Greylisting is effective because spammers will not usually bother to attempt a second delivery, but legitimate e-mail servers will.

For those messages that are returned to valid email servers, the messages will be retried at least four times. If the first retry is beyond the Block period 5 minutes, and within the Pass Period 6 hours, the message is passed to the Spool and it goes through its normal processing.

The email will be received when the send server is sending in 1st retry. If the sender server set it as 30mins. Then the email will be received in 30 mins after he press the send button. However the retry time is controlled in the sender side. Sometimes it might take longer time for the retry.

A record is also created that says this is a valid email address and keeps it for 36 days (default). If another email from the same email address is received within the 36 day, record clock is reset for an additional 36 days and delivered directly to the Spool.