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--- faq:email:the_basics [2014/06/13 11:26] – vikki
+++ faq:email:the_basics [2014/06/13 14:41] (current) – removed vikki
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-[[:faq|FAQ]] / [[faq:email|Email FAQ]] / [[faq:email:the_basics|The Basics]]
-======= The Basics =======
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-**Jump to a topic:**
-  * [[faq:email:the_basics#what_is_email_header|What is Email Header?]]
-  * [[faq:email:the_basics#what_are_imap_and_pop|What are IMAP and POP?]]
-  * [[faq:email:the_basics#what_is_global_mail_rules|What is Global Mail Rules?]]
-  * [[faq:email:the_basics#what_is_mailbox_rules|What is Mailbox Rules?]]
-  * What is Transit Email Center?
-  * [[faq:email:the_basics#what_is_mailbox_getting_full_notification|What is Mailbox Getting Full Notification?]]
-  * [[faq:email:the_basics#smtp_relay_quota_for_outgoing_emails|SMTP Relay Quota for outgoing emails]]
-  * [[faq:email:the_basics#how_is_the_incoming_SMTP_traffic_being_handled|How is the incoming SMTP traffic being handled]]
-  * [[#avo_mail_server_pop3_configurations|AVO Mail Server POP3 Configurations]]
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-===== What is Email Header? =====
-All email messages have its header that describes technical details about the message, including the sender's information, the recipient's information and the message's travelled route. This piece of information is called the email header.\\
-You can view your email headers through:
-  * [[faq:email:webmail#how_to_get_email_headers_from_webmail|your webmail]]\\
-  * [[faq:email:get_email_headers_other_providers|other email providers]]\\
-  * [[faq:email:get_full_headers_on_email_clients|other mail clients]]\\
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-===== What are IMAP and POP? =====
-IMAP and POP are standard email protocols that you can use to access email messages from AfterOffice’s servers via your mail client (Microsoft Outlook, Mozilla Thunderbird, Apple Mail, mobile mail client, etc).\\
-If you are deciding which protocol to use— we encourage you to use **IMAP**.\\
-POP (Post Office Protocol) is a very simple protocol that only allows you to download emails from the server (your webmail) to your device in a one-time manner. You can configure to leave a copy of messages on the server to be downloaded again later (by other devices), but there is no two-way synchronization between the mail server and your mail client.\\
-IMAP (Internet Message Access Protocol), however, provides a better method to **access your emails from multiple devices**. If you check your emails on webmail, on MS Outlook, and again on your mobile phone, IMAP ensures that emails are always accessible from any device at any given time.\\
-As POP is prone to losing email messages or downloading the same messages multiple times, IMAP offers a more stable experience with its **two-way synchronization capabilities** between your webmail and mail client. Any email messages you read, move or deleted will be updated across all devices. No matter which client you use, you will see the same Inbox.\\
-For quick IMAP setup, below are the options:
-  * [[faq:email:email_clients_and_mobile:mail_setup_android_imap|Android]]
-  * [[faq:email:email_clients_and_mobile:mail_setup_iphone_and_ipod_imap|iOS (iPhone|iPad|iPod Touch)]]
-  * [[faq:email:email_clients_and_mobile:mail_setup_ms_outlook_imap|MS Outlook]]
-  * [[faq:email:email_clients_and_mobile:mail_setup_mac_mail_imap|Mac Mail (Apple)]]
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-===== What is Global Mail Rules? =====
-The Global Mail Rules is for the administrator to further refine their email traffic. It is applicable on the incoming email sender's email address.\\
-Learn more about Global Mail Rules [[faq:administrator:global_mail_rules|here]].
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-==== What is Mailbox Rules? ====
-Mailbox Rules helps you to organize the email and folder. Mailbox Rules will be triggered by predefined keywords and automatically transfer the email to the specific folder.\\
-**The Essentials:**\\
-. Click on “Email” and click on “Rules” under configuration section.\\
-. Fill in the desire keyword in the field provided.\\
-. Checked on “Move to” option.\\
-. Select the destination of the email to be move to [folder name] from the drop down list.\\
-**Alternative:**\\
-. Marked as Read – Once the email has been transferred to the new selected folder, the email will be marked as “Read”.\\
-. Not Junk – Email with the keyword specified would not be classified as “Junk Mail”.\\
-**Applying Rules:**\\
-. Check the "Execute Junk filter first" option, if you want to filter the email before applying the rules.\\
-. Check the "Schedule" option and click "Configure", if you want to run the rules on scheduled time only. Choose your scheduled day and/or time and click "Update" to save your configuration.\\
-. Click "Save Setting" to apply the rules.
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-===== What is Mailbox Getting Full Notification? =====
-When your mailbox is getting full, you will receive an email notification specifying your mailbox utilization percentage.\\
-By then, you may choose to **clear your emails** by download-and-delete through your mail client, or login with your webmail access to delete your emails.\\
-Note that when your mailbox quota is full, there will be a period of **penalty time** even after you have cleared off the emails.\\
-The penalty time is required so that the email server can work more efficiently.\\
-If you are urgently in need of receiving any incoming emails, you may consult your administrator to **increase your mailbox space**.\\
-Do ensure sufficient quota has been allocated for the user's account, especially for the more active ones-- the ones that are getting constant notification on mailbox getting full.\\
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-===== SMTP Relay Quota for outgoing emails =====
-**Email sending limits**\\
-If you are an email user, you have definitely come across this notorious term— SPAM. Spam mails, also known as junk mails, are unsolicited electronic mails sent in large quantities that consume the server resources and network bandwidth.\\
-Spam mails can be annoying. However, in some cases, they are not sent intentionally. A user’s computer may be infected with viruses, causing it to send out spams using his/her email identity to random people or, most likely, people in his/her address book. Sending out spam mails can affect the user’s server’s reputation, causing it to be blacklisted or blocked by other email service providers. There is a need to control and hold the spam mails before it is delivered out. This is due to if the user’s email server is blacklisted, the user’s email will be blocked and could not reach their intended recipients in the future until it is whitelisted.\\
-Therefore, in order to ensure your accounts safety and our system’s health, there is a limit of 1,000 email a day per domain allows to relay (to send out). This quota is reset at 12:00 AM of each day. If you have hit this quota, you will have to wait until the system reset the quota for the next day.\\
-The incoming email traffic is not affected.\\
-If you were getting this notification, you may not be the person consuming all of the allocated email in the domain. It is just that everyone in the domain has been blocked with the outgoing traffic.
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-===== How is the incoming SMTP traffic being handled =====
-The chart below illustrates how the incoming email traffic being handle at VO SMTP server.\\
-{{:faq:email:smtp-incoming-flow-v3.gif?linkonly|GIF Image}} | {{:faq:email:smtp-incoming-flow-v3.pdf| PDF}}
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-===== AVO Mail Server POP3 Configurations =====
-=== POP3 server (incoming mail server) ===
-You are advice to use your own mail server in the form of:\\
-**mail.yourdomain.tld**\\
-where eg: for lookafter.com, the mail server will be:
-**mail.lookafter.com**\\
-=== SMTP server (outgoing mail server) ===
-You SMTP server is the SAME with your POP3 server.\\
-Note that Afteroffice SMTP server allows only genuine user to send email. You will need to check your email first by performing a POP3 session, then only perform a SMTP session to send your email out.\\
-You must also set the sender email address in your mail client to the exact email address that you use in VO.\\
-=== POP3 id (login name) ===
-The POP3 id (also known as login name) is your full email.\\
-There are 2 types of login name supported by Afteroffice POP3 service.\\
-Example email to setup:\\
-[[user@lookafter.com]]\\
-POP3 ID supported:\\
-**Type 1:**\\
-[[user@lookafter.com]]\\
-For Outlook Express, Netscape Mail, Mozilla and most mail client applications, you may use full email as your POP3 id. This is the most convenient method to configure your mail client. Afteroffice recommends you use this method for all your mail client configurations.\\
-**Type 2:**\\
-[[user%lookafter.com]]\\
-For some versions of Eudora, using an "@" in the POP3 id field is prohibited as it has been used as the mail host separator, and thus you may substitute with a "%" here. A typical Eudora mail id could be something like:
-[[user% lookafter.com@mail.lookafter.com]]\\
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-===== What is the Transit Email Center? =====
-Email that is not transmitted completely will stay at the transmit center for 24 hours for review instead of going into the user's mailbox directly.\\
-This is to shove most of the junk/spam traffic and some malformed email away on getting into the user's mailbox.\\
-However, user may experience mail lost issue under some network inconsistent conditions, or genuine but badly configured sender servers.\\
-As the network administrator, you get the option to use it or not (it was turned on by default).\\
-Login as the admin account (Avomaster/Voadmin account) to turn it off ([[faq:administrator:turn_off_transit_email_center|learn how to do so here]]).\\
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