Emails

Your emails come in and out of a ‘server’ – a computer that sends and receives your emails. You then use device(s) like computers, smart phones, iPads, etc. to view and respond to them.

Like a hard drive in your computer, the email server has a limited capacity which we can set for you. Although email systems are not meant to store emails forever, many clients do store emails for an indefinite amount of time on the server so they always have access to the information whether on their desktop or mobile device. So the more emails and attachments you store on the server, the less unused storage there is. Just like many other email providers (like GoDaddy) eventually, if the storage becomes full, incoming emails will bounce back to the sender.

We offer different email capacities starting at .5GB.

For most, you won’t need to change the way you’re handling your emails now. But it might help to understand the differences in case you’re looking for an alternative solution. To help you decide how to use ‘best practices’, here’s how POP and IMAP work:

POP: This pulls the emails off the server and downloads them onto your device – then deletes it from the server leaving room for more emails. This system works well if your computer is the main device you use to look at your email — using your mobile devices only occasionally.

• Advantages

  • This takes the emails off the server keeping your storage capacity low

  • You don’t need to pay for additional storage if you’re keeping the email server’s capacity to a minimum

  • You also can see your emails if you lose internet access since they are stored within your email software on your computer

• Disadvantage

  • If you use more than one device, once the email is pulled off the server, you will not be able to view it on another device

    • This is why we recommend setting up your POP account to only delete the email from the server after a certain time period — usually about a week

  • If you use more than one device, they may not all be ‘synced’

IMAP: This system uses your devices to ‘view’ your emails directly on the email server and leaves them there. It’s the same concept as using webmail. Everything you do with your emails from viewing, responding, etc. is all done on the email server directly.

• Advantages

  • All devices will be in sync — so if you use a computer, smart phone and iPad, everything is the same on all of them

  • If you place emails in folders created on the server, you will be able to view them from any device

  • If you’re using email software like Outlook, Windows Live Mail, Mac’s Mail, etc, you can store emails on folders that are on your computer

    • But you won’t see them on other devices

• Disadvantage

  • You fill up the server’s capacity and eventually will run out of room – especially if you receive a lot of emails with large attachments

    • You need to keep an eye on how much storage your emails are using

  • If you need more storage, you can purchase more

  • If you don’t have internet access, you won’t be able to view any of your emails

Webmail uses your computer’s web browser (FireFox, Chrome, Safari, etc.) to view and interact with the email server (similar to AOL, Verizon, Comcast, etc.). In other words, you are NOT using software like Outlook, Windows Live Mail, Mac’s Mail, etc. to open your email – you use your web browser.

Everything you do with webmail deals directly with the email server. So just like IMAP, you need to keep an eye on your storage limits and delete emails (and the ‘trash’) when you no longer need them.

With the new system, you have a choice of up to 3 different ‘skin interfaces’ to use. Each skin offers a different look and feel and you can choose the one that you like best!

Use this link to learn more.

Although email systems are not meant to store emails forever, many clients do store emails for an indefinite amount of time on the server so they always have access to the information whether on their desktop or mobile device. This is one reason most email providers are now limiting storage space (GoDaddy for one).

The basic email plan includes up to .5GB. We also offer additional storage as listed below:

• .5GB = $2.50 / month / email address

• 1GB = $4.50 / month / email address

• Each additional 1GB = $1.50 / month / email address

The new system includes a SPAM filter that performs a number of different tests on contents and the subject line of each message. If it deems a message as SPAM, the message will be sent with ***SPAM*** as part of the subject line.

You may want an email like info@YourCompany.com to forward to another email address. We can offer two different forwarding options:

• Permanent: There is NO real info@ email inbox, so emails to this address are immediately forwarded to the email address of your choosing

• Copy: A copy of an email coming to info@ stays in that inbox and a copy is forwarded to the email address provided

There are several ways, a lot depends on how you are used to or would like to use and email system. Here are some traditional ways:

POP and IMAP

If you primarily use your computer to view emails, set your email software on your computer to use POP and set it to delete the email after a week (or whatever time period works best for you). Then set all your other devices to IMAP allowing them to view the email from the server for up to one week.

IMAP only

If you feel that you would rather have more of an Exchange type experience with everything in sync, then all your devices can be set to IMAP. You will then just need to watch your capacity limits and get into the habit of downloading your emails onto your main device then deleting them from the server. We also offer more storage options.

Webmail

Finally, there is Webmail. In short, you use any web browser to view your emails directly from the server itself. Again, like IMAP, you need to watch your storage capacity but as long as you have the login information, any web browser on any computer will give you access.