FAQs

Email FAQs



How to set up your new email addresses in your email application

This article applies to any email addresses you have asked us to set up in your Singlepage web hosting account.

You should only make changes to your email applications if:

  • you have definitely decided to use Singlepage for email services
  • we have confirmed that your new email addresses have been set up
  • we have sent you the usernames and passwords for your email accounts
  • you have already made the "DNS changes" referred to in this Domain FAQ article

Step by step in Microsoft Outlook 2013

These screenshots show the process step by step in Outlook 2013. Different email applications (and even different versions of Outlook) may have a slightly different process. There's more detail about these settings in the remainder of the article below.

outlook configuration 1

outlook configuration 2

outlook configuration 3

outlook configuration 4

outlook configuration 5

outlook configuration 6

outlook configuration 7


Some applications only need your email address and password

Some email applications like Microsoft Outlook should be able to automatically detect most of the settings, and you may only need to:

  • add a new email account
  • supply the email address and password (which we will confirm to you when ready)

You may also need these settings

Incoming mail protocol:

  • we recommend IMAP rather than POP3 if given the choice
  • IMAP is better at synchronising your mail between different devices (e.g. if you use both a desktop computer and a smartphone to collect your email)
  • but IMAP can soon fill up your storage space on the server; using POP3 avoids this problem (see http://singlepage.co.uk/help/faqs-email#article-id-79 for more information about reducing your usage of storage space)

Username:

  • this is the same as your full email address (which we will confirm to you when ready)

Password:

  • we will confirm this to you when ready

Incoming Server:

  • server1.site-dns.co.uk
  • IMAP (Port: 993)
  • or you can use POP3 (Port: 995)

Outgoing Server:

  • server1.site-dns.co.uk
  • SMTP (Port: 465)

Authentication:

Authentication is required for IMAP, POP3, and SMTP.

For SMTP authentication:

  • select "use same settings as my incoming server"
  • or type in the same username and password combination that we will send you

NB If using Microsoft Outlook:

  • make sure that "Require log on using Secure Password Authentication (SPA)" option is NOT selected

Why IMAP?

Using IMAP and connecting via SSL/TLS is recommended because:

  • IMAP makes it easy for you to access your email using more than one device
  • SSL/TLS provides increased security for your interactions with the remote mail server

IMAP offers you some benefits if you want to access your email on more than one device (eg desktop, laptop, tablet and smartphone). If you are using more than one device, you will probably want to set everything up so that if you delete emails on one device, they are automatically deleted from all your devices. So, if you are out of the office and collecting email on your smartphone and you delete some emails, you don't have to read the same emails again when you next access your email on your office computer.

To be able to delete mail on any device and synchronise the deletions to other devices:

  • On iPad, iPhone
    • after setting up the account in Mail, go back to check these settings
    • in Settings...Mail, Contacts, Calendar ... (..account..) ... Advanced 
      • Deleted Mailbox ... On the server: Trash
      • Deleted Messages: Remove: after one week (or one day or one month)
  • In Microsoft Outlook:
    • in Tools ... Accounts ... (..account..) ... More settings
    • Folders...Root folder path:
      • Inbox (type this in)
    • tick Purge items when switching folders while online
      • without this, Outlook will just display deleted messages with strike-through text

Other devices or other email applications may have slightly different settings that you need to configure - hopefully, the above examples illustrate the general approach.

With this approach, you can delete old emails if the mailbox is getting too full, and they will be deleted off the server. And you can delete emails using any of your devices (smartphone, computer etc).

NB A possible downside of using IMAP, is that if you have several different email addresses and you use Microsoft Outlook, the different addresses will each end up having its own Inbox. With POP3, Outlook can put all your email addresses into the same Inbox.

Important: install an anti-virus application and keep it up to date

You should set up anti-virus protection and ensure that it is kept up to date (Singlepage cannot take responsibility for Clients’ virus protection).

IMAP email: server storage space

Differences between IMAP and POP3:

One of the great benefits of using the IMAP protocol (instead of POP3) when collecting your incoming email is that the mail remains on the mailserver. This means that you can view your mail in more than one device (e.g. desktop computer, laptop, tablet, smartphone) and your view is synchronised between these devices. Any emails you have read appear as read in all devices; and if you delete an email in any device, it is deleted for all devices. So IMAP makes it really convenient for you if you use more than one device to collect your email.

In comparison, when using POP3, your email application (e.g. Outlook) will download your emails to your computer and then delete them from the mailserver. This uses much less storage space on the mailserver. But you won't have the convenience of your email being synched between your different devices. If you switch on your desktop computer in the morning, open Outlook and receive your mail messages, those messages will be downloaded to your computer and deleted off the mailserver. If you open up your email app in your tablet or smartphone later in the day, the email messages you received that morning will not be visible, because you've already downloaded them to your desktop computer.

Storage space issue with IMAP:

With the increasing use of a range of devices like tablets and smartphones for collecting email, IMAP has become the first choice for many users. The big downside of this is that your email remains on the mailserver, using up your quota of disk space.

As you fill up your quota of disk space, we will warn you and you then have a few options. Please consider these options carefully before making any changes - some of these options involve deleting email messages or removing them from the mailserver and leaving you with just a local copy on one of your computers or other devices. So take care when making any changes! And review your local backup arrangements if you want to ensure you don't lose emails in the event of a disaster. If you have an IT support provider who can help with email and backup issues, you should discuss the issue with them before making any changes.

Options to resolve the storage space issue:

1. Delete messages:

You can delete messages so that you reduce your usage of storage space on the server. This is the simplest solution - especially if you don't really need to store all your old email messages. If you know you will never ever have to refer to an email that's e.g. over a year old, you could manually delete all messages this old from your mailbox. This is the simplest solution, but possibly not the best solution for everybody. Having said that, it's quite good to get into the habit of deleting irrelevant emails every day as they come in - this saves space on the mailserver and, if you later archive these messages on your own computer, will save space there as well.

2. Archive your old emails:

This option is a sort of cross between using IMAP and using POP3. For new emails, you retain all the benefits of IMAP, and its ability to synch your email between your different devices. But for your old emails, these are downloaded to one of your devices (e.g. your desktop computer) and deleted from the mailserver. Old emails will then only be visible on the one device where you archived the mail.

Please note that support for individual email applications goes beyond our services, so if you're at all unsure about how to proceed, please ask your usual IT support provider for help.

Email applications will generally have an archiving function. For example, in Microsoft Outlook, AutoArchive can automate the archiving task for you, checking regularly for mail that is older than X months and archiving it to be stored locally on your computer. This Microsoft article describes how to use the "AutoArchive" function in Outlook:

https://support.office.com/en-us/article/AutoArchive-settings-explained-444bd6aa-06d0-4d8f-9d84-903163439114

In addition, a further setting may need to be configured to ensure that archived emails are removed from the mailserver: - in Tools ... Accounts ... (..account..) ... More settings ... Advanced - check Purge items when switching folders while online.

The AutoArchive process can also be used to delete old messages, instead of deleting them manually as described in option 1. So, for example, if you know you don't ever need emails that are older than e.g. a year, your can use the AutoArchive settings to delete these old emails. See the Microsoft article mentioned above for more information.

Bear in mind that your archived mail is downloaded to your computer and deleted from the mailserver. So make sure that the location where your email application archives your email is part of your regular (hopefully daily!) backup plan - otherwise you run the risk of losing all your emails in the event of a disaster such as a fire or the theft or failure of your computer.

3. Switch to POP3:

The issue of storage space on the server can be resolved by switching to POP3 to collect your email. You will lose the benefit of a synchronised view of your email if you access your email on different devices such as a computer and a smartphone. But if you don't use more than one device to collect email, or if you can operate without a synchronised view of your email, this solution is simple and effective. With POP3, your email is downloaded to your computer and deleted from the mailserver. So make sure that the location where your email application (e.g. Outlook) stores your email is part of your regular (hopefully daily!) backup plan - otherwise you run the risk of losing all your emails in the event of a disaster.

To switch to POP3, you will need to change how your email account is configured in your email application. This article gives more information - see the differences in port numbers used for IMAP compared to POP3:

http://singlepage.co.uk/help/faqs-email#article-id-39

4. Upgrade your web hosting account:

You can upgrade your web hosting account so you get more storage space - but this will cost you more money every year. And this only gets you more time. If you have already filled up the storage space on a standard hosting account, you'll soon fill up the extra space on an upgraded account - and when you reach that point, you'll have even more email messages to deal with!

Please contact us to discuss upgrading your hosting account.

5. Switch to another email service:

You could switch to another email service such as Gmail - see here for more information:

https://apps.google.com/intx/en/products/#gmail

Summary:

IMAP is often the preferred method of collecting email, because it allows your different devices to see the same synchronised view of your email. But it comes with a major disadvantage - IMAP leaves all your email messages on the server, which can use up your quota of storage space allowed within your web hosting account. Users have a range of options to reduce the amount of storage space they use. The simplest is to delete any emails you no longer need access to (e.g. old emails). But if you need to store all your email, the next best option might be archiving. Your email application (e.g., Outlook) can archive your email according to rules that you set. Archived mail is stored on your computer and deleted from the server, thus reducing the amount of storage space you require on the mailserver. Check that your email archive is covered by your regular computer backup - or you will run the risk of losing your archived mail in the event of a disaster. These two options, deleting emails and archiving emails, will probably be the best solution for most users, although other options are also described above.

How can I use Gmail with my own domain name?

This article is about using Gmail as an alternative to asking us to set up your email addresses on the Singlepage web hosting account.

You may be aware of Gmail - many individuals have used a free Gmail account with an address like This email address is being protected from spambots. You need JavaScript enabled to view it. - and you may even be using the service for your business. Many users think Gmail is a great service because of its speed, reliability, large storage allowances, spam filtering and versatility on a range of devices (e.g. smartphones and tablets) including contact lists and calendars.

Some small businesses are now linking their own domain names with the Gmail service:

  • setting up Gmail to use your business domain name for email instead of just a Gmail address looks more professional and reinforces your brand or business name
  • linking your own domain name also offers some protection in the event that Gmail changes its policies or prices in a way that you don't like. If you are already using your own domain for your email addresses, you can simply set up a new email service elsewhere and your email addresses won't need to be changed. So you wouldn't, for example, have to change your business stationery or notify all your contacts of a change of email address

Here's a link to more information about Gmail for businesses as part of Google Apps. Google Apps allows you to combine your business domain with Gmail; it is a paid service but prices are low - see the Google Apps pricing page (currently £3.30 per user per month).

NB Singlepage cannot offer support on the use of external services like Gmail and this article is simply intended to help clients who may already be using Gmail or are considering doing so.

Enquiry emails from my website are ending up in my Junk folder!

If your Singlepage website has an enquiry form and if you are not using the Singlepage web hosting account for your email service, you may find that the enquiry emails from the website form end up in your Junk email folder.

This is particularly likely if you have added an SPF record to your DNS records - and this is often the case if you are using an externally-hosted email service like Gmail or Microsoft Exchange or Office 365 in combination with your own domain name.

SPF records identify which servers have been identified by the domain owner as being allowed to send email on behalf of that domain. Email services like Gmail and Microsoft Exchange often recommend setting up an SPF record because that will link Gmail/Microsoft with the domain. The purpose is to reduce spam by allowing recipients of email to try to verify whether an email from e.g. Gmail that claims to be on behalf of your domain is genuine.

The SPF record may specifically exclude all other servers from sending valid email for your domain. And this in turn may result in the enquiry emails from the website form being classified as spam or junk.

A solution is to add or amend the SPF record to allow the Singlepage webserver to send mail on behalf of your domain.

The correct format of the SPF record will vary depending on what other services you are using. The objective is to retain any information from an existing SPF record and to add in the server address of your Singlepage website.

Amending DNS records requires logging in to your domain name registrar - we don't have access to your domain registrar so you will have to make these changes. If you have an existing SPF record, you should consult with whoever set that up before making any changes - and you should make the changes carefully.

Here's an example based on Microsoft's advice for users of Exchange Online:

  • original value of SPF record as required by Exchange Online:
    • v=spf1 include:spf.protection.outlook.com –all
  • amended value to specifically allow email for this domain to be sent from the Singlepage website:
    • v=spf1 ip4:77.72.4.98 include:spf.protection.outlook.com –all

In the amended version, the characters "ip4:77.72.4.98" have been inserted into the existing SPF record - this refers to the IP address of the Singlepage webserver. Note that the remainder of the SPF record has been left unchanged.

If you don't already have an SPF record, setting one up may still resolve the issue - here's an example if you are setting one up for the first time, just to resolve the issue of website enquiry emails going into Junk:

  • v=spf1 ip4:77.72.4.98 –all

The IP address to use for your Singlepage webserver may be different to that shown above. But you should use the same IP address as you have been given when setting up an "A" record to connect your domain to your website when the new site was launched. If in doubt, contact support as follows:

  • email This email address is being protected from spambots. You need JavaScript enabled to view it.
  • or raise a new ticket at http://singlepage.freshdesk.com/

To summarise, this issue isn't really a problem with the website, but it's a result of the way your email is configured - especially if that requires the use of an SPF record.

There's a more detailed explanation of SPF records here: http://en.wikipedia.org/wiki/Sender_Policy_Framework