Email FAQ

General Email Setting:

Incoming mail server (POP3 / IMAP 4):

Outgoing mail server (SMTP):

Microsoft™ Outlook™ 

Go to the following menu:

Tools –> Services in Outlook 97
Tools –> Accounts
in Outlook 98, 2000, 2002
Tools –> Email Accounts in Outlook 2003
Tools –> Accounts then Add –> Mail

Highlight internet mail and then push the properties button.

Fill in the correct information as indicated below: (…click for image view)

Full Name:    your full name
Email Address:    [email protected]
Internet Mail Server:
Account name:    The name of the pop3 account.
Password:    The password for the pop3 account.

Then you will need to select Advanced Options button.
In the advanced options dialogue box, you will need to put your outgoing
SMTP server information.

Outgoing server: Yes – My outgoing server (SMTP) requires authentication
Log on using: User Name: Full Email address,  Your Password.                  

What is the Web Messaging Option?

The Mail Server Web Messaging Option is an add-on capability that allows users to check their electronic mail using any Web browser on the World-Wide Web. Web Messaging is an added convenience for e-mail users — rather than replacing the function of a standard mail client. it enhances e-mail access by “Web enabling”.

To log on to Webmail:

1. In your Web browser, open the Web Messaging page for your mail server.

2. In the UserID text box, enter your full email.
3. In the Password text box, enter your email password.
4. Click Logon.

To change your password

1. Once login webmail, click “Setting”.
2. In the Password text box, enter a new password. The password can be from 5 to 30 characters and cannot contain spaces.
3. In the Confirm password text box, enter the password again to confirm it.
4. Click Save.

Changing User Information

1. Click the Change User Information item.
2. Enter or change any of the information.
3. Click the Hide User From Info Services if you do not want this information to be available to remote user.
4. Click Save.

Setting Mail Forwarding:

You can set a forwarding e-mail address to which all of your mail will be sent.

1. Click the change Mail Forwarding Information item.
2. Enter an e-mail address.
3. Click Save.

Entering a Vacation Message:

The vacation message will be sent once to each use that sends you mail. To enter or change a vacation message:

1. Click the Change Vacation Message item.
2. Enter a message. You can enter up to 1000 characters.
3. Click Save.

Adding a incoming mail processing Rule for a User:  (Configure through web-based email system)

Inbound processing Rules can be used to sort incoming mail messages into specific mailboxes for each user based on the contents of the To, From, Sender, Subject, the entire message Header or Body fields.

Creating a processing Rule
From the Field box, select the field that you want the rule to search. You can select from (Subject, To, From, Sender, Header and Body).

Select contains to have the processing rule look for messages that contain the search string; select doesn’t contain to look for messages that do not contain the string.

To enter search text, you can either enter it into the PHRASE text box as described below, or specify an external file that contains the search text you want to use.

Enter the search text by doing one or more of the following:

Enter the literal text (up to 255 characters) that you want to search for. For example, if you want to find the word jazz, type: jazz.

Type search expressions and quantifiers as shown in Text Patterns.

Paste a portion of a mail message that meets your search criteria.

Turn on Case Sensitive Match to search for text that matches the case of the search text. To ignore case, clear Case Sensitive Match.

Click Add Condition. The condition that you just created is added to the rule and is displayed in the Rule text box.

Specify what will be done with messages meeting the rule criteria by choosing one of the following options:

Send the message to a mailbox. Select Move the message to this mailbox. Then, in the text box to the right of this option, enter the name of the mailbox to which messages meeting the rule criteria will be sent. If you enter a mailbox that does not exist,  one will be created for the user on the Mail Server system. A POP3 user will see this mailbox only if he logs on to this mailbox using the format userid-mailbox. By default, if nothing is entered in this text box, messages meeting the rule criteria will be sent to the user’s Main mailbox.

Send the message to an address. Select Forward the message to. Then, in the text box to the right of this option, enter the e-mail address to which messages meeting the rule criteria will be sent. You must enter the full e-mail address, such as [email protected].

Delete the message. Select Delete the message to delete the message.

Deliver the message and copy to an additional mailbox. Select Copy to deliver the message to its intended recipient as well as copy it to an additional mailbox that you specify in the Address text box.

Return the message to sender. Select Bounce to send the message back to the sender without being processed.

Note: The above options cannot be combined, you must choose only one.

If this is the only condition you want the rule to have, click Finish and the rule will be activated. If you want to add more conditions, read the next section.

Adding Multiple Conditions
To add more than one condition to a rule, create the first condition by following steps 1 through 6 above and then click either the “Insert AND” or the “Insert OR” button. Create the second condition as you did the first, then proceed to steps 7 and 8.

Changing the Processing Order of Conditions
Conditions are processed in the order that they appear from top to bottom, as boolean expressions. To change the processing order of a condition, select the condition in the Rule text box and click either Move Up or Move Down.

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