email

How to set up an Auto Reply or Out of the Office message with Usermin

28th January 2014 by Alan Leave a Comment

Usermin is the interface we provide for managing email directly on the server. There a couple of things that work well if done on the server, such as setting auto replies, this is because your PC or Laptop don’t need to be switched on to be able to send an automated email.

The two most common forms of auto replies people use are

a generic, thank you for your message we will get back to you shortly
an out of the office message,normally set for a specific date range

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The Usermin interface isn’t the most user friendly interface, but it is powerful and for the first option you would rarely change the reply message. However, for out of the office messages, there is a little tip that can help.

The key is understanding that all auto replies and auto forwarders are all, in fact, forms of message filters, and the filters section has far more options available that are not seen in the ‘Auto Reply’ tab.

The following video demonstrates how to set up an out of the office for a date range.

(note: whilst multisite.locally.uk enable filters, not all systems using UserMin will have these features turned on, so if you are reading this and can’t see these options, you wil need to talk to your systems administrator)

Setting up Thunderbird Mail client for llocally mail servers

28th November 2013 by Alan Leave a Comment

Thunderbird is an excellent and free mail client, from the producers of FireFox web browser, that runs on PC and Mac desktops and laptops.

To set up your Locally email account is straight forward.

Step 1.

The first time you open Thunderbird after installing, you are prompted to create a profile. Next you will be asked about creating an email account or using an existing one. Another way to add a new account is to click on an existing account name (the displayed email address). Under the “Accounts” heading there are two options: “View settings for this account” and “Create a new account”.

Click “Create a new account – Email”.

Step 2

This displays the dialogue box below, select ‘skip this and use my existing email’

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Step 3

This opens the Mail Account Setup dialogue box. The dialog box is also displayed when you add a new email account (File | New | Existing Mail Account or via the Account Settings/Account Actions).

Enter

your name the way you want it seen on your ‘from’ emails,
the email address provided on your Locally email setup instructions
your password provided on your Locally email setup instructions
make sure ‘remember password’ is ticked

click on Continue

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Step 4.

Thunderbird will give you some messages about looking up configurations, it will do this for a while and when it completes it will give you some more choices. Thunderbird won’t get it all right so you will have to make some changes.

Unless you have a very specific reason to use POP3, leave IMAP as the selected option. IMAP is more suitable if you use your email from multiple devices like your phone, laptop & desktop.

Click on Manual Config

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Step 5

You will be presented with a dialogue box like below, and you will have to change a couple of things

Change both Incoming and Outgoing server hostnames to mail.multisite.locally.uk
Change your username to your full email address e.g. [email protected] – as per your Locally signup instructions

All other settings should be fine as they are.

Your screen should Capture6 look a bit like this, then press Done

Step 6

Your account should be set up and appear on your Thunderbird sidebar. Ready for you to send and receive some test messages. When testing, make sure you check your spam folders. as people tend to send test messages that are very short or have no subjects and many spam filters treat these messages as spam, it is better to test by forwarding a good email that didn’t go to spam/junk.

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Adding new email accounts and email aliases to your domain

22nd May 2013 by Alan Leave a Comment

If you are hosting your e-mail with us you can easily setup new email accounts or aliases.

Generally speaking you should set up one email account per real person, and then use aliases for generic terms for example [email protected]. An alias is an email address that receives emails and redirects it to a full email account.

When your domain was set up on Locally you should have received an email containing your master account name and password.

Follow the instructions for logging in to your control panel using your master username and password.

The main options you will need to use on your control panel are

1. Edit Users

and

2. Edit Mail Aliases

Edit Users

This is where you can add, change and delete email accounts. When you set up an email account you can control individually the amount of disc quota each account has, if you have many individual accounts you may want to set this up to stop one account using up all the space.

Edit Mail Aliases

This is where you can add, change and delete email aliases

You will find that at least 4 standard aliases have been setup and set to forward to the email you first provided to us, you can change where there are forwarded too. The aliases abuse, hostmaster, postmaster and webmaster are pretty standard and you are advised to keep these aliases pointing to a working email account.

You can optional forward aliases to every one or just a list, and if you like you can add a courtsey auto response.

The number of email accounts or aliases may be limited by your plan.