fuzzylime WE KNOW DESIGN WEB DESIGN AND CONTENT MANAGEMENT 19 Kingsford Avenue, Glasgow G44 3EU 0141 416 1040 hello@fuzzylime.co.uk www.fuzzylime.co.uk Your email A setup guide Last updated March 7, 2017 1 fuzzylime is a trading name of fuzzylime ltd, a company registered in Scotland. Reg no SC354199. VAT no 947 1841 01.
HELLO This guide aims to talk you through setting up your fuzzylime-provided email on a number of the most common platforms and programs. We hope it s of use. On desktop, we re going to look at how to add your email account to Outlook, Outlook Express, Mail for Windows 10 or Windows 8, and Mail for Mac. On mobile, we ll talk you through how to set up your account on iphone, ipad, Android 4 and Windows Phone 8. YOUR LOGIN DETAILS When we set you up with an email account, we ll send you a note of the email address that s been set up, and the password you ll need to access it. The first thing you may want to do is change this password to something more memorable. To do this, you need to log in to our system. The address where you go to do this will vary, depending on what server your email lives on. Please ask us to confirm the address if you re not sure as, if you guess which one to use, you could find yourself locked out from accessing some of our services. Generally speaking, if we host your site, unless we tell you differently, you ll go to www.fuzzylime.co.uk/mail. If you pay someone other than us for your hosting (and it s someone we recommended), please get in touch to ask us to confirm the address you ll need to use. If you ve arranged your own hosting completely, you ll need to speak to your hosts for any and all help about your email; it s not something we ll be able to help with as it works differently on different platforms. To log in, you ll be asked for a username this is the email address that we ve set up for you and a password. This will be the password that we ve sent to you. These can be quite complicated to type so we recommend that you copy and paste this into the login box. If you re unsure of what your password is, please don t just keep guessing if you get it wrong a few times, you ll find yourself completely locked out of our server, which means you won t be able to access your site either. When you re logged in, you ll see a screen with a selection of options. The one you need is the first one Change password. Click on to it and you ll be asked to enter your new password. This must meet a minimum strength that means that, as a minimum, it needs to contain upper and lower-case letters, and at least one other character (such as a number). IMPORTANT NOTE: We cannot retrieve your password. If you forget what it is, we can reset it for you this means you ll need to update it on any devices where it s stored but we can t tell you what it is. This is because our system encrypts the passwords in such a way that nobody can access them after they re set. 2
DIFFERENT TYPES OF ACCOUNTS When you re setting up your account, you ll be asked fairly early on whether you want it to be set up as IMAP or POP. There s a big difference between these two and most email programs don t let you change which one you ve chosen once things are up and running, so it s important to get it right at this stage. We ve detailed the differences between these below. We don t recommend one over the other it s up to you to decide which best meets your needs. IMAP accounts The way an IMAP account works is in a similar way to something like Gmail or Hotmail. That is to say, every message that you receive lives on the server. Whenever you look at your inbox, your computer/phone/other device talks to the server, asks for details of all the messages in your inbox and shows them all. If you delete a message in one place, it vanishes from all of them. Sounds good? It is; there s just one thing to be aware of. Using this method for storing your email means that every message you receive (and, depending on how your email is set up, every one you send) takes up space on the server. Your mailbox is of a limited size, and every message that s in it counts towards this total. If you use IMAP, it increases drastically the chance of your mailbox filling up. If this happens, any messages that are sent to you while your mailbox is full will be returned to the sender, and you won t be able to send any messages until you ve cleared out your mailbox. You ll normally receive notifications from our system when your mailbox is 60% full and 80% full so that you know to clear out your mailboxes (for example, you can set up an archive folder in your email program that lives on your hard drive and move messages into that we ve detailed how to do this in the section of this guide that talks you through setting up your email on the most common platforms). If your mailbox does fill up, you ll need to clear it out before you re able to receive or send any messages and it can take a few hours for our server to notice when you ve done this. We aren t able to speed this process up and we can t increase the size of your mailbox as this impacts on the speed of our server and our ability to take backups, so we recommend that if you do use IMAP you keep on top of the number of messages on the server at all times. POP accounts These accounts work a bit differently. Normally, if you have your computer set up to use POP, when you check your email it talks to the server and then moves all of the new messages that are on it on to your computer. This means they aren t taking up any space on the server any more, so it s available for new messages to come in. Sounds good? It is; the downside of this approach, though, is that these messages aren t going to be available on anything else yet. So if your computer is set up with a POP account, and you check your email on it, any messages will vanish from your inbox and you won t be able to download them on to your iphone any more, for example. That said, you will be able 3
to access any messages received since you last checked your email on that computer while you re on the go. What s best? There s no best option, unfortunately it totally depends on what you think you ll need to do and when you ll need to access messages. What s quite common, though, is to set up one computer to connect via POP so whenever you check your email on that, it clears everything off the server and then to set up everything else (laptops, tablets, phones) as IMAP. As long as you aren t suddenly going to need access to that email from six days ago while you re on the move, that s a good approach. If you are going to need to access messages from your inbox on the move after you ve been on your main machine, you d need to ensure everything was set up to use IMAP just make sure to clear out your mailbox regularly. You ll receive an alert when your mailbox is 70%, 80% and 90% full and if you receive any of these we d strongly recommend that you take action straight away to ensure that you are able to continue receiving messages. SETTING UP YOUR EMAIL ON YOUR COMPUTER Now that you know how you might want to set things up, let s get going! We ve prepared guides for the most common email programs below. Outlook 2007, 2010 and 2013 If this is the first time you ve loaded Outlook, you might get taken to a box asking you to enter your email account details automatically. If not, and you re in Outlook 2010 or 2013, click on the Account settings button at the top, and then Add Account. In Outlook 2007, click on Tools at the top, then Account settings, and then New... In the box that comes up, it s easiest if you just tick Manually configure server settings our additional server types and then hit Next. On the next screen, make sure it s set to Internet E-mail and hit Next again. Now you ll need to enter your account settings. Kick off by entering your name and the new email address that s been set up. In the Account Type box, choose either POP3 or IMAP (depending on which you want to go with POP3 and POP are the same thing). You ll then need to enter incoming and outgoing servers. Unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. Underneath, you ll need to enter a User Name (this is your email address again please note that it ll probably be pre-filled with just the first part of your email address, you need to change it so it s the same as what s in the E-mail Address box above) and the password that we sent you (or whatever you ve changed it to, if you ve changed it). Once you ve done all of that, hit the More Settings... button. Click on Outgoing Server and tick the My outgoing server (SMTP) requires authentication box. Then click on to the Advanced tab. If you re setting up a POP account, tick the box labelled This server requires 4
an encrypted connection (SSL) and change the Use the following type of encrypted connection dropdown to SSL as well. You ll also need to change the box that says 25 in it so that it says 465 instead. If you re setting up an IMAP account, change both of the Use the following type of encrypted connection dropdowns to SSL, change the box that says 25 in it so that it says 465, and enter INBOX in the box labelled Root folder path. You ll also then want to click on to the General tab and tick the box labelled Purge items when switching folders while online. Hit OK, Next and Finish. If you re using IMAP, you then need to go back into that screen to change some more settings (we know you can t change them first time round unfortunately!). Click on your new account and then click Change... and click back on to the More settings... button. To make sure that messages you delete are actually getting cleared out, we also recommend that you click into Outlook s options (in Outlook 2007, this lives in the Tools menu), click on the Other tab and tick the Empty the Deleted Items folder upon exiting box. If you ve set up an IMAP account, we recommend you create an archive folder that you can move messages that you want to keep into once they don t need to be in your inbox any more (otherwise your mailbox may end up filling up). To do this, look for an item labelled Personal folders in the left-hand column. Right-click it and choose New folder. Give it a name of something like Archived messages. Now when you drag messages to this folder, it means that these messages will live on your computer, rather than on the server. Mail for Windows 10 Firstly, load up the Mail app by clicking/searching for the Mail icon. If you don t already have this app, you may have to install it from the Windows store. When it s loaded up, click Accounts and then choose Add account. Then scroll down and choose the Advanced setup option, and choose Internet email. Start by entering a name for your account (for example, My Business Email) and entering your name. In the Incoming email server box, unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. Under Account type, you need to choose IMAP4 if you want an IMAP account, or POP3 if you want a POP account. Full details of the difference and how to figure out which one is best for you are contained earlier in this document. Next enter your email address in the Email address box, and again in the box labelled Username. Then enter your password in the Password box. Scroll down to the bottom and enter the same thing in Outgoing (SMTP) email server as you put into the incoming one a couple of minutes ago. Then make sure that all the boxes at the bottom are ticked. 5
Once you ve done that, hit Sign in, and you should get a message telling you the account has been set up! Mail for Windows 8 Setting up Mail for Windows 8 is a bit weird (as with much of Windows 8!). Firstly, load the Mail app by clicking the big Mail icon. If you ve not set up any email accounts yet, when it first loads, click View all in settings. If you have an email account already, Then bring up the charms bar by moving your mouse to the top-right corner and click on Settings. You can then choose Accounts, and click Add an account. Phew! Now we re here, things start to get a bit easier. Click on Other account and choose IMAP (for some reason, Mail for Windows 8 doesn t support POP). Hit Connect (not sure what we re connecting to here!) and then enter your new email address and the password that we sent you (or whatever you ve changed it to, if you ve changed it). Then hit Connect again. You ll be told that Mail couldn t figure out the settings that s OK, we ll enter them now. In the Username box, enter your email address, exactly as it appears just above it (in fact, you might want to just copy and paste it). You ll then need to enter incoming and outgoing servers. Unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. Leave everything else exactly as it is and then hit Connect one more time. Your mail account is now set up in Windows 8. We re getting there, but we need to tweak some settings still! So move your mouse to the top-right corner of your screen, wait for the charms to appear, hit Settings, Accounts, and click on your new account. You ll probably want to enter your actual name so that emails show as being from you, rather than just your email address. You might also want to amend, or switch off, your email signature. And in the three boxes at the bottom (labelled Special folders), you ll need to select Inbox\Sent, Inbox\Trash and Inbox\Junk respectively. Please note Mail for Windows 8 will only store messages online you can t archive messages or shift them to your hard drive so you ll need to keep on top of your messages. If you re going to need more power than this app gives you, we recommend you look at installing Outlook (details above). Outlook Express If you ve never used Outlook Express before, you ll see the add an account wizard automatically when you start it up. If you have, click on the Tools menu, then choose Accounts. Click Add and then Mail. To start, you ll be asked to enter your name (we re sure you can figure that one out!) and then click Next. Then, you ll need to enter your new email address and click Next again. On the following screen, you ll need to choose whether you want to set up your mail as a POP or IMAP account (the difference is detailed above). Please note that Outlook Express refers to POP as POP3 it s the same thing. Don t choose HTTP here that won t work. 6
Once you ve chosen either POP3 or IMAP, you ll need to enter incoming and outgoing servers. Unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. Hit Next once you ve done this. You ll then be asked for your account name and password. In the Account name box, put in your full email address everything before and after the @ (for example, myemail@fuzzylime.co.uk) and in the password box enter the password that we sent you (or whatever you ve changed it to, if you ve changed it). Make sure that Remember password is ticked and don t tick the box that refers to Secure Password Authentication. Hit Next, and then Finish, and if you re still seeing a box labelled Internet Accounts, hit Close. If you re using POP, that s it you re sorted! If you ve set up your mail account as IMAP, you ll then be asked if you d like to download folders from the mail server you added (hit Yes, and hit OK once it s done). We now need to set things up so that only messages on your inbox live on the server, and so you ve got an archive folder to move messages to. Click Tools, Accounts, then select your new mail account and hit Properties, then click on the IMAP tab. In the Root folder path box, enter INBOX and untick the Store special folders on IMAP server box. Then hit OK and Close. If you find when you re sending messages that you re sometimes being prompted for a username and password, you can stop this. Click Tools, Accounts, then select your mail account and hit Properties. Click onto the Servers tab and tick the My server requires authentication box at the bottom, then hit the Settings button next to it. Make sure it s set to Use same settings as my incoming mail server, hit OK twice and hit Close. Please note that, by default, Outlook Express doesn t use a secure connection to your email server. We recommend that you enable this. To do this, click Tools, Accounts, then select your new mail account and hit Properties, and click the Advanced tab. In the Outgoing mail (SMTP) box, change the number 25 to 465. If you ve set your account up as IMAP, in the Incoming mail (IMAP) box, change the number 143 to 993; if you ve set it up as POP, in the Incoming mail (POP) box, change the number 143 to 995. Tick both the boxes labelled This server requires a secure connection (SSL) then hit OK and Close. If you ve set up an IMAP account, we recommend you create an archive folder that you can move messages that you want to keep into once they don t need to be in your inbox any more (otherwise your mailbox may end up filling up). To do this, click on Local folders in the left-hand column and then click File, New, Folder. Mailbox in the menu bar at the top of your screen and then click New Mailbox. Give it a name of something like Archived messages. Now when you drag messages to this folder, it means that these messages will live on your computer, rather than on the server. Windows Mail If you ve never used Windows Mail before, you ll see the add an account wizard automatically when you start it up. If you have, click on the Tools menu, then choose Accounts. Click Add and then Email Account. 7
To start, you ll be asked to enter your name (we re sure you can figure that one out!) and then click Next. Then, you ll need to enter your new email address and click Next again. On the following screen, you ll need to choose whether you want to set up your mail as a POP or IMAP account (the difference is detailed above). Please note that Outlook Express refers to POP as POP3 it s the same thing. Don t choose HTTP here that won t work. Once you ve chosen either POP3 or IMAP, you ll need to enter incoming and outgoing servers. Unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. Make sure and tick the box labelled Outgoing server requires authentication. Hit Next once you ve done all of this. You ll then be asked for your account name and password. In the Account name box, put in your full email address everything before and after the @ (for example, myemail@fuzzylime.co.uk) and in the password box enter the password that we sent you (or whatever you ve changed it to, if you ve changed it). Make sure that Remember password is ticked and don t tick the box that refers to Secure Password Authentication. Hit Next, and then Finish, and if you re still seeing a box labelled Internet Accounts, hit Close. If you re using POP, that s it you re sorted! If you ve set up your mail account as IMAP, you ll then be asked if you d like to download folders from the mail server you added (hit Yes, and hit OK once it s done). We now need to set things up so that only messages on your inbox live on the server, and so you ve got an archive folder to move messages to. Click Tools, Accounts, then select your new mail account and hit Properties, then click on the IMAP tab. In the Root folder path box, enter INBOX and untick the Store special folders on IMAP server box. Then hit OK and Close. Please note that, by default, Windows Mail doesn t use a secure connection to your email server. We recommend that you enable this. To do this, click Tools, Accounts, then select your new mail account and hit Properties, and click the Advanced tab. In the Outgoing mail (SMTP) box, change the number 25 to 465. If you ve set your account up as IMAP, in the Incoming mail (IMAP) box, change the number 143 to 993; if you ve set it up as POP, in the Incoming mail (POP) box, change the number 143 to 995. Tick both the boxes labelled This server requires a secure connection (SSL) then hit OK and Close. If you ve set up an IMAP account, we recommend you create an archive folder that you can move messages that you want to keep into once they don t need to be in your inbox any more (otherwise your mailbox may end up filling up). To do this, click on Local folders in the left-hand column and then click File, New, Folder. Mailbox in the menu bar at the top of your screen and then click New Mailbox. Give it a name of something like Archived messages. Now when you drag messages to this folder, it means that these messages will live on your computer, rather than on the server. 8
Mail for Mac We ve tested this on Mac OS 10.9 (also known as Mavericks ) and up. The procedure on earlier versions of Mac OS does differ slightly, but it should be similar enough that you can follow the below guide OK. If you ve never used Mac Mail before, you ll see the add an account wizard automatically when you start it up. If you have, click on the word Mail at the every top of your screen, then click Preferences. In the box that pops up, click on Accounts, and then click on the + icon. You ll see a list of types of mail accounts choose Add other mail account and hit Continue. The next screen will ask you to enter your name (we re sure you can figure that one out!) and your email address and password. These will be the details that you ve used in the your login details section above. Fill these in and then hit Create and you ll probably be told the account must be manually configured. That s fine just hit Next and we ll get going. The next screen will ask you for your incoming mail server information. At the top, you ll be asked to select your account type either IMAP or POP. We ve detailed the difference between these in the different types of accounts section above so select whichever one you d like to go with. In the Mail server box, unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. Once you ve done this, hit Next. In the box labelled User Name, you need to enter the full email address for your new account that s everything, both before and after the @ (for example, myemail@fuzzylime.co.uk). The password box should already be filled in. Then hit Next. The system will take a second to verify that everything s OK, then will come up saying it needs some more information so hit Next again. You ll now have to enter your outgoing server information. This is exactly the same as your incoming one (why it can t fill it in automatically we ve no idea) so once again, enter the same address you used on the incoming one, put your email address in the username box and your password in the password box. Once you ve done that, hit Create, and that s your account set up! If you ve set up your account as IMAP, you can set up the system to automatically get rid of messages when you delete them, so they don t keep using space on the server. You can also stop it from storing sent and draft messages on the server. Meanwhile, if you ve set it up as POP, you ll want to make the system remove messages from the server when it s checking for email. Head into the Preferences area if you aren t already there (click on the word Mail at the every top of your screen, then click Preferences; in the box that pops up, click on Accounts). For the IMAP settings, click on your new account and then click on the Mailbox Behaviors button. Untick the boxes to store draft, sent, junk and 9
deleted messages on the server and set the system to permanently erase deleted messages when quitting mail. When you close the Preferences box, you ll be asked to save your changes. For POP, click on your new account and then click on Advanced. You ll want to tick the box that says Remove copy from server after retrieving a message and then set the dropdown box underneath to Immediately. When you close the Preferences box, you ll be asked to save your changes. If you ve set up an IMAP account, we recommend you create an archive folder that you can move messages that you want to keep into once they don t need to be in your inbox any more (otherwise your mailbox may end up filling up). To do this, click on Mailbox in the menu bar at the top of your screen and then click New Mailbox. Give it a name of something like Archived messages and make sure that the Location box is set to On my Mac this means that any messages you move into this folder will live on your computer, rather than on the server. SETTING UP YOUR EMAIL ON YOUR MOBILE DEVICE iphone/ipad Start off by heading into Settings and tapping Mail, Contacts, Calendars. Then hit Add Account and choose Other at the bottom of the list. On the next screen, tap Add Mail Account. You ll then be asked to enter your name, your new email address and the password that we sent you (or whatever you ve changed it to, if you ve changed it). The Description box should fill itself in automatically. When you ve popped all of these in, tap Next. You ll then be able to choose IMAP or POP (depending on what you ve chosen from the details earlier in this guide. As you scroll down, you ll need to enter your incoming and outgoing server s Host Name. Unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. You ll also need to enter your email address in the Username box for both incoming and outgoing, and then pop your password in again under the outgoing options. Once you ve done that, hit Next (if you re setting up an IMAP account) or Save (if you re setting up a POP account). Once your details have been verified, if you ve set up as IMAP, you ll need to choose whether you want Mail (you do) and Notes (probably not) for this account, and hit Save. If you ve set up a POP account, the account will be set to leave messages on the server by default. If you want to change that, tap on to your account, tap Advanced, tap Delete from server and choose the setting you want. Android IMPORTANT NOTE: If your device doesn t work as detailed below, we can t provide specific support for Android users at this time as standard. We re happy to come and take a look at setting things up for you, but this would be 10
chargeable on our standard hourly rate (including travel time). This is because every Android device is different and we can never be sure of what you re seeing! The problem with providing a guide for Android is that it s very fragmented, so we can t (unfortunately) guarantee that you ll see the same as we do. The below settings are how things work on a Nexus 7 tablet running Android 4.4, and a Sony XPeria phone running Android 4.0, both in their standard email apps. When you go into Email, if it s your first time there, you ll be asked for your email address and password straight away. If not, if you re running Android 4.4, tap the three dots in the top-right corner, then choose Settings and tap Add account. For some older versions of Android (we re not totally sure which!), you ll need to tap the Settings button on your phone or head into Settings for your phone overall and go into Accounts & sync, then tap Add account there and (if you re asked) choose Email. Enter your new email address and the password that we sent you (or whatever you ve changed it to, if you ve changed it), then tap Manual setup. Next up, you ll be asked what type of account it is that you re setting up choose either POP3 (for POP) or IMAP here. If you choose Exchange, nothing will work! Android will prefill some settings for you but most of them are, sadly, wrong. The username and password are fine but you ll need to change what s under server. Unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. In the next box, we recommend you change Security type to SSL/TLS. If you re setting up a POP account, you might also want to change what happens when you delete a message it s up to you. If you re setting up an IMAP one, and the option is there, enter INBOX as the mailbox prefix. Then tap Next. You ll then have to confirm your Outgoing email settings. Again, change the SMTP server so it s the same as what you entered on the previous screen, and change Security type to SSL/TLS again as well. Then tap Next. Hit Next a couple more times and you re set up! Windows Phone 8 Head into Settings, email+accounts and tap add an account to start. Scroll to the bottom of the list and tap other account POP and IMAP. On the screen that comes up, enter your new email address and the password that we sent you (or whatever you ve changed it to, if you ve changed it). Hit Sign in and your phone will resolutely fill to find your settings. Tap Try again, and then once it fails again you ll see a button labelled Advanced, so tap that instead. On the next screen, choose Internet email. You ll need to enter your Incoming email server. Unless we tell you otherwise, it s most likely that you need to enter ssl.fuzzylime.co.uk here. 11
Underneath, you ll need to choose whether you want a POP account (labelled POP3 here) or an IMAP one (IMAP4). Details of what these mean are covered earlier in this guide. In the Username box, enter your new email address again. Your password should already be filled in. Scroll down further and you ll be asked to enter your outgoing mail server enter the same as for the incoming one above, and make sure that the box about it requiring authentication is ticked, as is the one for using the same username and password. We recommend you tap the Advanced button and tick Require SSL for incoming email and Require SSL for outgoing email, too. Tap Sign in again and your email account should now be in the list. You can check it by loading the Mail app on your phone. ACCESSING YOUR MAIL ON THE GO If you re using a different computer from normal, and need to access your email, our servers include a system that allows you to do just that. The address where you go to do this will vary, depending on what server your email lives on. Please ask us to confirm the address if you re not sure as, if you guess which one to use, you could find yourself locked out from accessing some of our services. Generally speaking, if we host your site, unless we give you a specific different address, you ll go to www.fuzzylime.co.uk/mail. If you pay someone other than us for your hosting (and it s someone we recommended), please get in touch to ask us to confirm the address you ll need to use. However, if you ve arranged your own hosting completely, you ll need to speak to your hosts for any and all help about your email; it s not something we ll be able to help with as it works differently on different platforms. To log in, you ll be asked for a username this is the email address that we ve set up for you and a password, which will either be one that we set up for you when we set up your email, or one that you ve changed it to. If you re unsure of what your password is, please don t just keep guessing if you get it wrong a few times, you ll find yourself completely locked out of our server, which means you won t be able to access your site either. IMPORTANT NOTE: We cannot retrieve your password. If you forget what it is, and we host your site, we can reset it for you this means you ll need to update it on any devices where it s stored but we can t tell you what it is. This is because our system encrypts the passwords in such a way that nobody can access them after they re set. Once you re there, there are two systems installed that allow you to read your email you can either click Read mail using Horde or Read mail using RoundCube. Which one you use is basically just a matter of which you prefer they ve different layouts and suchlike. Please note that these are third-party services that just happen to be offered on the server platform that we use. We re not able to offer any detailed help on how these work as they aren t systems that we generally use ourselves. 12
Horde has detailed help built in, though, and a manual for RoundCube is available at http://trac.roundcube.net/wiki/user_guide_en Just one last thing: we ask that you don t use this system as the main way of accessing your email. This is because the system is quite heavy on resources, so it can put a bit of strain on our servers, which slows down everyone s sites. ANY QUESTIONS? We hope this guide has been helpful to you. As always, if you ve any questions, please feel free to get in touch at techhelp@fuzzylime.co.uk. 13