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A customer asks:
“I get all email to my PC in Outlook, and also my iPhone. I have to read all on each machine and delete all on each machine. Any idea how I can minimize this work?”
What I would recommend in this situation is to use an IMAP account. Most e-mail providers set you up with a POP account by default, but most have the capability of running your account as an IMAP if you prefer.
A typical POP account downloads a copy of your e-mails off the mail server, and puts the e-mail on the hard drive of your device. Since you are getting a copy of each and every e-mail on both devices you probably have your settings set to leave a copy on the mail sever so the same e-mails are available for download by the other device at a later time.
An IMAP account doesn’t download your e-mail, it just lets you view it while it sits on your mail sever. This option will allow you to delete e-mails from the server directly, meaning the deleted e-mail is gone forever, and you won’t see it on the other device; you will not need to delete it twice.
To set this up, call your mail provider and they can walk you through the setup. Remember to remove the POP account in your mail setup, and replace it with the IMAP. You will need to do this to all the devices you use to get your e-mails.
Note that the IMAP account can have a downside… You will be limited by the space you have on your mail server. Most mail providers set limits on how much mail you can store on their servers, and you will periodically have to delete e-mails from the server, and/or manually move them to your computer hard drive. This isn’t difficult; it is just something you’ll need to get used to doing. The other downside is that you will not be able to access your e-mail if you are not connected to the internet. Most people don’t have a problem with this as they are always connected, but this is just something to note.
Questions? Comments? Concerns? E-Mail our Customer Service Team at CustomerService@RealTown.com
11:11 AM - Tuesday, November 24, 2009 - {2}
View more entries tagged with: Email, Pop, Imap, Iphone, Delete, Copies
These days many people use multiple computers. You may have a computer at work which your company provides, another desktop computer at home, and even a laptop for when you are on the go. What a lot of these people don't know is that you CAN receive all your e-mails from all your accounts on each of these computers!
If you setup one of your accounts on two (or more) different computers, and don't alter any advanced settings, both computers will 'compete' for your e-mail. When you check e-mail on one of your computers, you will get the e-mail that is waiting for you on your mail server. When you go to check your e-mail on the other machine, that computer will only download mail that has arrived since you last hit the 'Send/Receive' button on the other machine. This causes confusion as to which computer has which mail stored on it. Neither computer will have access to ALL of your e-mail.
Well, there is a solution! Outlook (and most other e-mail clients) will allow you to store a copy of your e-mail on your mail server, allowing the other computer(s) a chance to receive the exact same set of messages. If you choose to use this feature you will need to make the setting change (below) on all computers you use. I also suggest selecting an extra option that automatically removes your e-mail from the server after a certain number of days so that you don’t fill up your mailbox on your e-mail provider’s server.
Other people who might use this feature are people who frequently visit their mail server (sometimes referred to as 'Web Mail') to check their e-mails remotely from a computer other than their own. Leaving a copy of e-mail on the server would allow you to access it when you aren't at your machine.
Here is how you make this change if you are using one of the versions of Outlook listed below:
Outlook Express (and some older versions of Outlook):
Go to your ‘Tools’ menu and choose ‘Accounts’
Double click on the name of the account you wish to alter
Select the ‘Advanced’ tab
Check the box under Delivery that reads ‘Leave a copy of messages on server’
(I suggest also checking the box below that reads ‘Remove from server after # days’ and selecting the number of days it would normally take you to check your e-mail on all your computers. This will allow you to get a copy of everything on all your computers, but your mail will be deleted from the server after this number of days so that you don’t fill up your mailbox.)
Hit ‘Apply’ then ‘OK’ to save your changes.
Outlook 2003:
Go to your ‘Tools’ menu and choose ‘E-mail Accounts’
Choose ‘View or change existing e-mail accounts’ (usually selected by default) then click ‘Next’
Double click on the name of the account you wish to alter
Click the ‘More Settings…’ button
Select the ‘Advanced’ tab
Check the box under Delivery that reads ‘Leave a copy of messages on server’
(I suggest also checking the box below that reads ‘Remove from server after # days’ and selecting the number of days it would normally take you to check your e-mail on all your computers. This will allow you to get a copy of everything on all your computers, but your mail will be deleted from the server after this number of days so that you don’t fill up your mailbox.)
Hit ‘Apply’ then ‘OK’ to save your changes.
Outlook 2007:
Go to your ‘Tools’ menu and choose ‘Account Settings’
Double click on the name of the account you wish to alter
Click the ‘More Settings…’ button in the lower right corner
Select the ‘Advanced’ tab
Check the box under Delivery that reads ‘Leave a copy of messages on server’
(I suggest also checking the box below that reads ‘Remove from server after # days’ and selecting the number of days it would normally take you to check your e-mail on all your computers. This will allow you to get a copy of everything on all your computers, but your mail will be deleted from the server after this number of days so that you don’t fill up your mailbox.)
Hit ‘Apply’ then ‘OK’ to save your changes.
Now keep in mind there is a small downside to this method... Spam and other e-mail you delete will have to be deleted on each computer, but for most people that's a small price to pay for the convenience of being able to access all your e-mail from every computer you use.
Questions? Comments? Concerns? E-Mail our Customer Service Team at CustomerService@RealTown.com
10:42 AM - Thursday, November 13, 2008 - {1}
View more entries tagged with: Email, Outlook, Save Mail On Server
Almost daily, InternetCrusade gets a call about "spoofing"... even though most people don't even know what "spoofing" is.
In short, "Spoofing" is when someone (usually a spammer) puts your return address on the e-mail(s) they send out. This is no different than someone putting your return address on a physical envelope. When the postman takes that envelope to a bad address, the envelope is sent to the return address—even if that isn’t the person who actually sent the letter.
Spammers almost always do this. If they “spoof” your address, it makes it a lot harder to find the person sending out junk mail… and as an added bonus, they don’t get all the returned mail from all the bad addresses they send to—you do! If they happen to “spoof” one of your e-mail addresses, you are the lucky one who gets to deal with the bounces and/or angry replies.
Once spammers know a domain name exists, they will put random words/characters before the @YourDomain.com in the return address of all their mail and send away. This usually only happens for a few days or a few weeks because the spammer moves on to a new domain name after a while.
The reason many InternetCrusade customers experience this is because we are one of the few companies that give our customers the use of unlimited addresses on their domain name through the use of a feature called a “catch-all”. If the catch-all feature is turned on, you will receive e-mail addressed to EVERYTHING@YourDomain.com. The chances of a spammer using AnythingTheyWant@YourDomain.com are a lot higher than them sending as a specific address like Mary@YourDomain.com.
Unfortunately, spoofing an e-mail address is easy, and there is no way to stop someone from doing it. There is however a way to stop you from having to deal with all the returned mail… turn off your catch-all. This can be done with a quick call or e-mail to your friends here at InternetCrusade. We can leave certain addresses active if you need us to (like 123MainStreet@YourDomain.com or any other address(es) you have given out) and we can turn you catch-all back on whenever you want- it’s usually best to wait a week or two.
Questions? Comments? Concerns? E-Mail our Customer Service Team at CustomerService@RealTown.com
11:53 AM - Friday, January 25, 2008 - {2}
View more entries tagged with: None
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