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Web Design Articles How to Set Up Your Email Account

Please refer to the document that we emailed you with your settings and follow the directions for the appropriate email program below. If you are unsure of what version of Outlook you are running, see our article How to Find Out What Version of Office you are Running.

MS Outlook 2003

  1. Open Outlook 2003
  2. From the tools drop down menu, select email accounts
  3. Select add new email account, then click next
  4. Select pop3, and then click next
  5. Fill in the following info:
    • Name: Your Name (or whatever you want to appear in the from field when you send mail)
    • Email Address: Your full email address
    • Username: Must be exactly the same as the email address (including @ etc)
    • Password: The password that was provided in the settings document
    • Incoming mail server (pop3): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Outgoing mail server (SMTP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
  6. If you don't perform the steps below, you may have problems sending mail, or having your mail bounce back:
    • Click on More Settings...
      • Click on the Outgoing Server tab and tick the box that says My outgoing server (SMTP) requires authentication
      • Click on the Advanced tab and change your Outgoing/SMTP port from 25 to 26.
        On that same tab, further down, ensure that Leave a copy of the messages on the server check box is NOT checked.
    • Click on OK.
  7. You can click on Test Account Settings button now, or you can click next and then finish

MS Outlook 2007

  1. Open Outlook 2007
  2. From the top menu bar, click Tools and select Account Settings
  3. Account settings window opens. Make sure the Email Tab is selected. Click 'New..' button
  4. Make sure Microsft,POP3, IMAP or HTTP radio button in selected in the pop up window, then click Next
  5. Fill in the following info
    • Name: Name (or whatever you want to appear in the from field when you send mail)
    • Email Address: Your full email address
    • Incoming mail server (pop3): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Outgoing mail server (SMTP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Username: Must be exactly the same as the email address (including @ etc)
    • Password: The password that was provided in the settings document
  6. If you don't perform the steps below, you may have problems sending mail, or having your mail bounce back:
    • Click on More Settings...
      • Click on the Outgoing Server tab and tick the box that says My outgoing server (SMTP) requires authentication
      • Click on the Advanced tab and change your Outgoing/SMTP port from 25 to 26.
        On that same tab, further down, ensure that Leave a copy of the messages on the server check box is NOT checked.
    • Click on OK.
  7. You can click on Test Account Settings button now, or you can click next and then finish

MS Outlook 2010

  1. Open Outlook 2010
  2. From the top menu bar, Click File, then Add Account
  3. Manually configure server settings or additional server types, then click Next.
  4. Choose Internet E-mail, then click Next
  5. Fill in the following info
    • Name: Name (or whatever you want to appear in the from field when you send mail)
    • Email Address: Your full email address
    • Select POP3
    • Incoming mail server (POP3, IMAP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Outgoing mail server (SMTP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Username: Must be exactly the same as the email address (including @ etc)
    • Password: The password that was provided in the settings document
  6. If you don't perform the steps below, you may have problems sending mail, or having your mail bounce back:
    • Click on More Settings...
      • Click on the Outgoing Server tab and tick the box that says My outgoing server (SMTP) requires authentication
      • Click on the Advanced tab and change your Outgoing/SMTP port from 25 to 26.
        On that same tab, further down, ensure that Leave a copy of the messages on the server check box is NOT checked.
    • Click on OK.
  7. You can click on Test Account Settings button now, or you can click next and then finish

MS Outlook 2011 (Mac Only)

  1. Open Outlook 2011
  2. Click Tools > Accounts
  3. Click E-mail Account
  4. Fill in the following info
    • Email Address: Your full email address
    • Password: The password that was provided in the settings document
    • Do NOT check 'Configure automatically'
    • Username: Must be exactly the same as the email address (including @ etc)
    • Type: POP
    • Incoming mail server (POP3, IMAP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Outgoing mail server (SMTP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Tick Override default port under the Outgoing server field and then change the port number (to the right of the outgoing server field) to 26
    • Leave any other checkboxes on the page unticked
  5. Click Add Account
  6. A window might pop up asking whether you want to allow MicroSoft to use your confidential information stored in your server keychain. If you click Always Allow, then you won't have to enter your email password everytime you do a 'send & receive' so this can save you time if you like.
  7. Once you are back in the account window, click the Advanced tab
  8. Untick 'Leave a copy of each message on server'
  9. Click OK

MS Outlook 2013

  1. Open Outlook 2013
  2. From the top menu bar, Click File
  3. On the left blue menu, Info should be highlighted. Then on the right hand side, select Account and Social Network Settings.
  4. Select Account Settings... fron the drop down menu that appears.
  5. A Window with tabs will pop up. Make sure you are on the E-mail tab. Just under that, click the New... link.
  6. Make sure E-Mail Account is selected, and click Next
  7. Click the Manual setup or additional server types, option at the bottom and click Next.
  8. Choose POP or IMAP, then click Next
  9. Fill in the following info
    • Name: Name (or whatever you want to appear in the from field when you send mail)
    • Email Address: Your full email address
    • Select POP3
    • Incoming mail server (POP3, IMAP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Outgoing mail server (SMTP): mail.yourdomainname.com/.co.za/etc (see settings document provided)
    • Username: Must be exactly the same as the email address (including @ etc)
    • Password: The password that was provided in the settings document
  10. If you don't perform the steps below, you may have problems sending mail, or having your mail bounce back:
    • Click on More Settings...
      • Click on the Outgoing Server tab and tick the box that says My outgoing server (SMTP) requires authentication
      • Click on the 'Outgoing Server' tab and tick the box that says 'My outgoing server (SMTP) requires authentication'
      • Click on the Advanced tab and change your Outgoing/SMTP port from 25 to 26.
        On that same tab, further down, ensure that Leave a copy of the messages on the server check box is NOT checked.
    • Click on OK.
  11. You can click Ok and next and then finish

Windows Live Mail 2012

  1. Open Windows Live Mail
  2. In the top left corner, click the blue button with the little arrow on it
  3. From the dropdown, click Options and then Email Accounts...
  4. Click the Add... button
  5. Select Email Account and click the Next button
  6. Fill in the following info
    • Email Address: Your full email address
    • Password: The password that was provided in the settings document
    • Display Name: Name (or whatever you want to appear in the from field when you send mail)
  7. Tick the Manually configure server settings... check box and then click the Next button
    • On the left hand side:
      • Server Type: POP
      • Server address: mail.yourdomainname.com/.co.za/etc (see settings document provided)
      • Logon user name: Must be exactly the same as the email address (including @ etc)
    • On the right hand side:
      • Server address: mail.yourdomainname.com/.co.za/etc (see settings document provided)
      • Next to that, change the port from 25 to 26
      • Under that, put a tick next to Requires authentication
    • Then click Next
  8. Then click Finish
  9. Double click on the account name
  10. Click the Advanced tab in the window that appears
  11. At the bottom, under the Delivery headline, unselect the Leave a copy of the messages on the server check box.
  12. Click Apply and Ok
  13. Here, if you like you can tick the box to set it as your default account
  14. Then click Close

Mozilla Thunderbird

  1. Open Thunderbird and click to create a new email account (on the opening page, look under the 'Accounts' sub heading)
  2. If it asks whether you want to create a new email address with a checkbox ticked for 'gandi.net', just click the skip button on the bottom left.
  3. In the Mail Account Setup window, fill in the following info
    • Your Name: Name (or whatever you want to appear in the from field when you send mail)
    • Email Address: Your full email address
    • Password: The password that was provided in the settings document
    • Tick 'Remember password' if it isn't already ticked
  4. Click Continue
  5. Click Manual config
  6. Fill in the following:
    • On the Incoming row:
      • Select 'POP3' from the drop down
      • Next to Server hostname, type mail.yourdomainname.com/.co.za/etc (see settings document provided)
      • Type 110 as the port number
      • Select 'None' under the SSL dropdown
      • Select 'Normal password' under the authentication drop down
    • On the Outgoing row:
      • Should say SMTP
      • Next to Server hostname, type mail.yourdomainname.com/.co.za/etc (see settings document provided)
      • Type 26 as the port number
      • Select 'None' under the SSL dropdown
      • Select 'Normal password' under the authentication drop down
    • On the Username, type your full email address for both the incoming and outging.
    • Then click Done

Mac OS

We don't own or use Apple products so we can not provide a step by step guide, though you are likely to find help here.

Smartphones and Tablets

Because we don't own every type of smartphone and tablet, we unfortunately can't provide step by step instructions or support for these devices, but we can provide some guidance...

Generally, we find that when one of our clients wants to set up their mail on their smartphone or tablet, it is so that they can check mail on the go, or whilst on vacation. You don't necessarily need to set up your mail account in the mail program on your device to do this because every one of our email account comes with webmail access. See tab below for instructions on accessing your mailbox via web browser.

If you are one of those few individuals who don't own a computer and only use their phone, then there are some important things to consider before setting your mail up on your mobile device...

  • Most Smartphones want to you to set up the email account as an imap account. Imap synchronises the mail on the mail server with the mail on your device. This is fine for gmail accounts where you have gigs of storage space, but your business mailbox does not have a large storage limit, so with the account set up as imap, the mail server will quickly get clogged up and prevent new mail from coming in. If imap is your only option, you will regularly need to delete mail so as to stay within the limit.
  • If your phone allows you to set up the email account as a pop3 account instead of imap, then do so, but also be sure to go through the settings and ensure that there is nothing telling mail to be stored on the sever, as this will result in the same problem as imap accounts.

WebMail

Every email account comes with webmail access. This is direct access to your mailbox on the webserver via a website browser (like Internet Explorer/Firefox for example). You can think of this as your digital postbox. You don't store your mail there, but that is where you go to collect your mail. Your mail will remain online in your webmail until you do a 'send and receive' in your email program. This grabs the mail from webmail and puts it into your email program (like Outlook for example), so it is just like fetching the post from your postbox. Webmail is ideal for checking if you have any new emails when you are not in front of your computer (on vacation for example). You do not want to leave the mail there, otherwise it will eventually clog up and prevent new mail from coming in, so be sure to regularly do 'send and receives' in your email program to clear space for new mail to come in.

To check your email via your website browser...

  1. Type your website address followed by /webmail in your website browser, (e.g. http://www.yourwebsite.co.za/webmail)
  2. You will be presented with a login screen where you need to type your email address and the password for your email address (as in the set up document that you have been emailed)
  3. You will then be presented with a screen where you can do various things, like set up an auto responder or email forwarder, and there are three ways to access your mail, namely: Horde, RoundCube and SquirrelMail. You can use whichever one you prefer though we feel that RoundCube has the nicest interface
  4. If you click on one of them, for example RoundCube, you will access your mailbox on the mail server. This is where your emails are delivered to and stay before you do a 'send and receive' in your email program. After a 'send and receive', the mail is no longer in webmail.
    • You can check your webmail as often as you like, but be sure to do a 'send and receive' in your normal email program regularly so that the mail is downloaded from webmail and prevents the mailbox from clogging up and stopping new mail from coming in.
    • You can send mail from your webmail, but keep in mind that the mail you send will be stored in the sent folder in webmail only (not in your computers sent folder), so you might want to cc yourself on anything that you send, so that you receive a copy when you do a 'send and receive' from your computer. Be sure to delete items from your webmails 'sent' folder to avoid the mailbox from clogging up and stopping new mail from coming in.
    • If you delete mail in webmail, it goes to the deleted items folder in webmail and stays there until you empty that folder. Be sure to empty it regularly so as to avoid the mailbox from clogging up and stopping new mail from coming in.


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