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Setting Up Your Business Email on Your Computer or Phone

Feb 11, 2021

Often setting up your email can be daunting and confusing- a common problem shared by many of our clients. Below, we outline the tips and solutions to assist you to set up your business email on your computer and phone.

Non-Domain Email Accounts:

E-mail addresses that include the name of your provider for example@gmail.com are known as a non-domain-based email address.

Email Services:

Google, Outlook, and Yahoo are some of the most popular free email providers, which provide their email service across the world. The procedure to create a new email account from any of the above service providers is fast and easier than you may think! They often provide services without any cost. However, these accounts are perfect for your personal use rather than your professional needs. If you are interested in using the free account, then we suggest you use the email services by Gmail, as they are better than other services like Outlook and Yahoo, etc.

Domain-Based Email Accounts:

E-mail addresses that include your domain name for example@domainname.com.au are known as a domain-based email address. They have the custom addresses for the business domains. These email accounts are much more specialised for your business needs and appear more professional for any client contacts. The process of creating such a domain-based email account requires registering the domain name, having some cloud storage with your website host and setting up the email address on your devices.

The set-up options for domain-based email addresses and accounts are given below:

Hosting a Website for Your Business:

Many web hosting companies offer packages that include email hosting as an integral part using cPanel (a software that manages your web domain).

As part of your hosting plan with practiceedge, we’ll establish as many email accounts for your domain as you require, provided the space required does not exceed your disk space quota (outlined in current hosting package). Please be aware that the disk space provided within your hosting is limited to a pre-set maximum. Your hosting space must allow for both your website files and database as well as your email accounts.

If you receive excessively large email attachments, use IMAP accounts or do not automatically delete your POP emails after downloading to your desktop email client, your disk space will become exhausted.

When your disk allowance is full, you will no longer be able to send or receive emails until space is either cleared, or your account disk size allowance is increased. To increase your disk capacity, you’ll need to contact us, and we can upgrade your account for an additional fee.

In order to clear space within your email account, you will need to delete emails from the server – both within the offending folder and in the trash folder once deleted. YES…you must double delete an email for it to be removed from your server and to free disk space.

As you know, e-mail accounts are essentials for your business, and there is a rapid and tremendous change in the field of technology.

G Suite:

Google has provided a professional solution for businesses, called G Suite. This solution only costs $5 per month per email address, with 30 GB’s of email storage. It allows you to create spreadsheets, documents, and manage your calendar online. The person having the basic understanding and perception of computers can easily set up the suite. Although, you may ask your local IT provider to assist you in setting this up.

If you require more email storage, you may be better opting for a 3rd party email service such as Gmail or Office 365. Please contact us and we can assist with the necessary transfer.

Microsoft Exchange Cloud E-Mail:

Microsoft is providing the most powerful yet capable solution for its users. This solution is widely famous among our customers. Because it allows you to effortlessly synchronise all your emails, important files and folders, calendar scheduling and contact details to all devices without any hassle.

Difference Between IMAP and POP Email Accounts

POP Accounts:

A POP account stands for Post Office Protocol. A POP email account downloads your emails from the server to your selected device and then deleting it from the server. The storage of the email itself on a device is within an email client (such as Outlook or Apple Mail) – which requires you to connect to the server to download the emails. If you look at your emails from another device, it might look like you have missing emails if your settings are set to delete messages once downloaded.

The biggest advantage of a POP email account is to reduce the storage space on servers. If you have a limited hosting package or strict quota storage limit with your domain hosting; it may mean you avoid hitting the limit. One of the disadvantages is that your email client may then require manual set up for a POP account.

IMAP Accounts:

An IMAP account stands for Internet Message Access Protocol. An IMAP account differs from a POP account as your email messages are “live” on the server and you can access the same inbox/messages from multiple devices. Rather than the downloading the email from the server and local mail client storage of a POP account, an IMAP account gives you access to the same messages regardless of which device you are viewing them from.

This can be quite handy if you are constantly jumping from device to device. One disadvantage can be the storage requirements/space taken on the server; if you have a limited amount of storage quota with your domain hosting plan it might be filled very quickly!

How to Set Up Email Account in Outlook:

To set up your email account through Outlook, you’ll need three things:

1. Microsoft Outlook installed on your computer.
2. Both the username and password for your email account.
3. The POP3 or IMAP details for your hosting provider. If you are using a 3rd party provider such as Gmail you might be able to find the required details online.

Contact our team or check out https://www.practiceedge.com.au/email-support/ for tips for all your required incoming and outgoing mail servers/port numbers.

How to Set Up Email Account on Android/iPhone:

Similar to setting up your email account in outlook you will need three things:

1. Mail client chosen on your phone.
2. Both the username and password for your email account.
3. The POP3 or IMAP details for your hosting provider. If you are using a 3rd party provider such as Gmail you might be able to find the required details online.

Contact our team or check out https://www.practiceedge.com.au/email-support/ for tips for all your required incoming and outgoing mail servers/port numbers.The main difference will be dependent on what device you have and where the email account settings are.

How to Access Emails From Webmail:

Webmail is an online login portal that you can use to access any email account setup on practiceedge’s servers, to receive and send mail just as you would through email clients like Outlook or Mac Mail. The easiest way to access your email account’s webmail is by using your domain name /webmail.

For example:
https://www.yourdomainname.com.au/webmail

You will be taken directly to a login screen asking for you to enter your email address and email address password.

Once you have entered both of those correctly, you will then be taken to a screen that will give you a choice between three different Webmail applications. All three of these webmail applications will do the same things (receive emails, send emails, etc), so the choice between them is mostly guided by which interface you prefer the look of and usability of.

Basic Email Troubleshooting Tips:

Step 1) Check your internet connection. Make sure your device and email client are connected to the internet. Often one of the most overlooked steps!

Step 2) Check to see if you can load your website. If your website is NOT accessible, it is likely that your IP address has been blocked. The most common reason for this is that you have attempted to enter an incorrect password when trying to access your site admin area or email. Contact our team with your IP address and we can unblock it for you. (Your IP address can be access by typing “what is my public IP address” in a Google Search)

Step 3) Check to see if you can access your webmail.
Go to webmail: yourdomainname.com.au/webmail
Enter your email address and password
ACCESS – If Email server is working correctly. Proceed to Step 4) email client settings.
NO ACCESS – Contact Us to RESET your password.

Step 4) Confirm your mail servers and all port numbers that are currently set up. If you require further verification, view our email support guide: https://www.practiceedge.com.au/email-support/

Note: When accessing webmail, check your email storage – often your inbox and sent folder might be full which is why you are unable to send and receive emails!

For all your email hosting needs, contact our team at practiceedge today!