Configuring your new email address

Here is a step by step guide on setting up your e-mail account. This guide specifies only the options you need to change from the defaults, so if any options are not listed here, they don’t need to be changed.

Outlook is used as an EXAMPLE but the settings we provide can be used on any program.

Table of Contents

Before we get started, I must first cover this very important point:

Using the default mailbox that comes with your hosting, while the mailbox is perfectly usable, does have some pitfalls. These are as follows:

  1. Your email server is “shared” with other websites
    This does not mean that other website owners have access to your email account – they don’t – however, should one of these other users become blacklisted for any reason, it can affect the whole server. You may suddenly notice that your emails are not being sent, or are being marked as spam.
  2. Your storage space is limited and will cost you to upgrade
    Your basic account is limited to 2GB in size. If you receive a lot of images via email, this can quickly fill up and upgrades to your storage space will cost you incrementally.
  3. The technology is not as reliable
    Even if your server has not been blacklisted, every now and then we do get complaints that a client’s email is not working. This is almost always due to an issue with the basic mail server.
  4. Your support will be very limited
    If something isn’t working, we can only provide limited support, which can take a few days to action.

With these points in mind, we always recommend that our clients enlist the help of a professional IT company to handle their email addresses and support. We recommend Magic IT, as we have always found them to be reliable and helpful. When we are building your website, we will offer to put you in touch with our contact, Neil, who can discuss the details with you.

With that out of the way, should you still choose to stick with the basic mail server, here’s how to set up your account on Outlook.

STEPS TO SETTING UP YOUR MAILBOX

  1. Start Outlook.
  2. From the File menu, under “Info”, click “Add Account”.
  3. Enter the email address you wish to add, for example, “john@mywebsite.co.uk”.
  4. Click “Advanced options” to reveal the “Let me set up my account manually” checkbox. Tick the box, then click “Connect”.
  5. Select “IMAP” in the “Advanced setup” list.
  6. Fill out the required settings as follows:
    • Incoming mail
      • Server: this will be in the format “mailXX.extendcp.co.uk” (without quotes) generally, where “XX” is replaced by two or three numbers. We will provide you with this when we set up your email account.
      • Port: 993
      • Encryption method: SSL/TLS
      • Require logon using SPA: Tick this box
    • Outgoing mail
      • Server: The same as the incoming server, e.g. “mailXX.extendcp.co.uk”
      • Port: 587
      • Encryption method: STARTTLS
      • Require logon using SPA: Tick this box
  7. Then click “Next”.
  8. Enter your email password on the next screen (we’ll provide you with this, too), then click “Connect”.
  9. At this point, Outlook should tell you that your email address has been successfully added. You can now click “Done”.
  10. If you receive an error message at this stage, please return to the settings entry and check that you have entered your details correctly.

If you experience any issues with setting up your email address on your device, we would advise that you google the following: “add an email account to [your device’s make and model]” to find out if there any special instructions or extra steps required. Unfortunately, we do not provide IT support beyond handing you the settings required to set up your email address.

Chris Holland 9G Websites

by Chris Holland - Business & website consultant

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