How To Configure Your Email Client

When you need to configure email on any mail client, you'll need to know specific information in order create the account.

Want To Access Your Inbox Anywhere?

There are lots of mail clients that people use to access their inbox and manage their emails. The most popular of these are Outlook and Thunderbird. What these do is download the mail from the server onto your computer.

However, it’s possible to easily access your mail using the Lab41 online tools using your browser. Just like you use Gmail in your browser you can manage any emails accounts you have with Lab41 in your browser. Neat isn’t it?

All you need to do is login to your Lab41 Hub and find your email accounts and click access “Webmail”.
Alternatively, just go directly to “https://website.com/webmail/” (replace website.com with your actual URL) and then input your details. Then you can access your emails in your browser.

Getting The Most Out Of Your MailBox

 

What Are The Options To Download Your Emails To Your Computer Or Phone?

So all emails are managed by the Lab41 server and accessible online as we’ve explained. What if you want to access them on your computer? Then you have 2 choices, each of these has a few implications you need to be aware of!

OPTION 1 – IMAP

Would you like to sync your various devices to the Lab41 email server?

IMAP

If you sync your device with the server, whatever you keep on your computer will be kept on the server.

  • This is great for security, since if you lose your device, the server has a backup of all your emails.
  • It allows you to access your mailbox across multiple devices. So if you read an email in 1 device it will show as read it all devices. If you delete an email in 1 device it will delete it across all devices.
  • If you don’t manage your email accounts well, it keeps a very large copy on the server which costs money and the Lab41 email server can get full quickly.
  • Let’s explain that last point a bit more. If you are CC’ed into an email with a 20mb attachment and then you forward it on once to another person. Then you forward it on again a few days later and then again a few days after that.
  • That will use up 80mb of space. 20mb as it’s stored in your inbox, and then 20mb for each forward as it’s stored in your sent folder. That’s just one instance!
  • Do this for a year and you can easily reach a few GB’s if you’re not careful! That’s why you’ve got to keep on top of keeping your sent folder organised as well!
Option 1

IMAP

If you sync your device with the server, whatever you keep on your computer will be kept on the server.

Advantages
  • This is great for security, since if you lose your device, the server has a backup of all your emails.
  • It allows you to access your mailbox across multiple devices. So if you read an email in 1 device it will show as read it all devices. If you delete an email in 1 device it will delete it across all devices.
Disadvantages
  • If you don’t manage your email accounts well, it keeps a very large copy on the server which costs money and the Lab41 email server can get full quickly.
  • Let’s explain that last point a bit more. If you are CC’ed into an email with a 20mb attachment and then you forward it on once to another person. Then you forward it on again a few days later and then again a few days after that.
  • That will use up 80mb of space. 20mb as it’s stored in your inbox, and then 20mb for each forward as it’s stored in your sent folder. That’s just one instance!
  • Do this for a year and you can easily reach a few GB’s if you’re not careful! That’s why you’ve got to keep on top of keeping your sent folder organised as well!

OPTION 2 – POP

Would you like to MOVE the emails from the Lab41 server to your device and NOT keep a copy on the server?

POP

If you choose to move/download all the emails from the server to your device, it will keep the email server a lot neater and smaller.

Keeps your costs down as you don’t have a backup of all your emails on the server.

  • If you lose your device you lose your emails as there’s no backup on the server.
  • If you access your email on multiple devices, once you’ve viewed/downloaded an email on 1 device, you can’t access the email on a different device.
Option 2

POP

If you choose to move/download all the emails from the server to your device, it will keep the email server a lot neater and smaller.

Advantages

Keeps your costs down as you don’t have a backup of all your emails on the server.

Disadvantages
  • If you lose your device you lose your emails as there’s no backup on the server.
  • If you access your email on multiple devices, once you’ve viewed/downloaded an email on 1 device, you can’t access the email on a different device.

Let’s Talk Technical!

We’ve tried to explain it as easily as possible but you’re going to hear terms like POP and IMAP which basically represents the above but in geek speak.

What Is POP & IMAP?

POP and IMAP is what allows you to download messages from Lab41’s servers onto your computer so you can access your mail with a program like Microsoft Outlook or Thunderbird, even when you aren’t connected to the Internet.

What’s The Difference Between POP & IMAP?

Both POP (Post Office Protocol) and IMAP (Internet Message access protocol) allow people to get access to their email from a remote server; however, that is where most similarities end. POP simply downloads email to your computer, and usually (but not always) deletes the email from the remote server.

The problems arise if you have more than one device where you read your mail (desktop, laptop, tablet or phone). Here’s why it’s bad: You have to delete or file the same email on every device

Logging into each device, you will see lots of unread emails with no indication of which you deleted, read, flagged or filed Any folders you created and organize on one device won’t be replicated on the other devices

IMAP allows users to store their email on remote servers. This two-way protocol also allows the user to synchronize their email among multiple devices, which is extremely important today, when most people have at least two devices – their laptop and smartphone.

Finally, IMAP offers a more stable experience overall. Whereas POP is prone to losing messages or downloading the same messages multiple times, IMAP avoids this through two-way syncing capabilities between your mail clients and your Lab41 web server.

It’s pretty clear. We recommend IMAP. However you will need to keep close tabs on your mail client and regularly archive your emails!

For a more in depth read on POP vs IMAP have a look here.

Email Client Configuration Overview

This varies from client to client and we have instructions for each. To access these specific instructions, login to your Lab41 Hub, view your email section and you will find them there. Easy as that.

 

Our Recommended Settings

Firstly, we’d recommend the auto-configure in most email clients. Sometimes you might want to manually configure it.

Incoming Mail

Username: name@website.com (i.e. your email)

Password: Insert Your Mail Login Password

Incoming Server: mail.website.com
(Replace Website.com with your actual address)

Depending if you choose IMAP or POP

IMAP Port: 993
POP3 Port: 995

Security: NONE

Outgoing Mail (SMTP)

Outgoing Server: mail.website.com
(Replace Website.com with your actual address)

Port: 465 (Or 25 or 587)

Security: TLS

Help! These Don’t Work

99.99% of the time it’s a client issue that we help resolve. While this falls outside of our scope for support we’d like to help where we can. Our servers are incredibly secure so we don’t allow poor connections that you think are ‘secure’. This is to protect us as well as you.

With that in mind you are likely experiencing one of these 3 issues if the above don’t work

  1. Your ISP blocks or intercepts traffic that connect using certain ports. Confirm with them that the above ports are free and available.
  2. Your anti-malware or anti-virus is blocking certain ports. Disable this and check. If this is the case, please contact your anti-virus software provider for a solution.
  3. Your operating system is outdated and not up to the latest security specifications. Here is a list of OS’s that will NOT work due to security vulnerabilities…
    • Android 2.3.7
    • Android 4.0.4
    • Android 4.1.1
    • Android 4.2.2
    • Android 4.3
    • IE 10 / Win Phone 8.0

What To Do In The Above Scenario?

Try the following settings below but please solve the issue and revert back to the secure settings we recommend above!

Incoming Mail

Username: name@website.com (i.e. your email)
Password: Insert Your Mail Login Password
Outgoing Server: mail.website.com
Depending if you choose IMAP or POP
IMAP Port: 143
POP3 Port: 110

Outgoing Mail

Outgoing Server: mail.website.com
Port: 25
Security: None

Issues receiving emails using default SMTP settings? Bounced messages?

Your outgoing server (SMTP – Simple Mail Transfer Protocol) is used for sending emails. Your internet service provider (ISP) may require that you use their SMTP server settings. We run an outgoing mail server on standard port 25, but recommend using the mailserver on port 26 or 587 on Mac Devices as this eliminates most filtering done by ISPs.

Are You From SA?

The most common outgoing servers for South Africa:
  • ABSA: outgoing server – smtp.absamail.co.za or mail.absa.co.za
  • @lantic (ADSL,Dialup, ISDN): outgoing server – smtp.lantic.net
  • Cell C: outgoing server – mail.cmobile.co.za
  • goggaconnect: outgoing server – smtp.vodacom.co.za
  • I.S.: outgoing server – smtp.isdsl.net
  • Iburst: outgoing server – smtp.iburst.co.za
  • MWEB ADSL: outgoing server – smtp.mweb.co.za or smtp.mweb.net
  • MTN 3G: outgoing server – mail.mtn.co.za
  • Neotel: outgoing server – smtp.neomail.co.za
  • NetActive (ADSL,Dialup, ISDN): outgoing server – smtp.netactive.co.za
  • Polka (ADSL,Dialup, ISDN): outgoing server – smtp.polka.co.za (or as per Telkom)
  • Telkom ADSL: outgoing server – smtp.dsl.telkomsa.net
  • Telkom Analogue Dial Up: outgoing server – smtp.saix.net or smtp.dsl.telkomsa.net
  • Vodacom 3G: outgoing server – smtp.vodacom.co.za

Help! Emails Are Being Marked As SPAM

This is the ASSP Anti-Spam system picking up an issue with the email sender to your email. The amount of spam has been exponentially increasing so we use very advanced spam filtering.

While I’m sure your clients or people emailing you aren’t spammers, their emails are often hosted on a shared server or IP and somebody else who is on that server is spamming. As a result that server IP is flagged for spam and ALL emails sent from that IP will get flagged as spam, even if your client never spams. We call that a bad server neighbourhood.

If this happens don’t stress. You’ll manually need to whitelist them on our servers.

How To Whitelist An Email

From your email, send an email to:

To: assp-white@yourwebsite.com
Subject: (Anything – doesn’t matter)
Body: *@websitetowhitelist.com

Note: replace yourwebsite.com with your actual domain and replace @websitetowhitelist.com with the domain you would like to whitelist.

Help! My Email Is Down! (Or Giving Issues)

Our Lab41 email servers have a 99.99% uptime so it’s more likely that the issue is caused by something else. There are hundreds of issues and normally it’s a configuration problem.

Here’s our step by step before you reach out for assistance.

  • Step 1

    Go to “https://webmail.website.com/” (replace website.com with your actual website!), or login to your Hub and view your email accounts and select “Access Webmail”

  • Step 2

    Send a test message to another email address. Did you receive it?

  • Step 3

    Send a test message from another email address to the account with an issue. Did you receive it?

  • Step 4

    If you’ve received the above emails in the browser then our mail server is working correctly and it’s likely a configuration issue with your mail client. This means that the Lab41 email server is correctly sending and receiving emails. The issue is getting the emails from the server to your devices and this is either:

    • Email connection issue (your device can’t access the internet) or the server has flagged it’s IP and blocked it.
    • Email client setting issue. It’s trying to access the server with the wrong settings.
  • Step 5

    Once you’ve completed the above steps and you’re still having an issue please contact us!

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