Accessing your new email via webmail Step 1: Lets Get Familiar with “Web Mail”



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E-mail Setup Guide Edited 7/28/2014macintosh hd:users:skatefilly:downloads:ota_stretched-300x45.png




Accessing your new email via webmail
Step 1: Lets Get Familiar with “Web Mail”
Regardless of how you plan to access your OurTown.net Email all users should follow the below steps to get them comfortable and familiar with accessing their email via the “webmail.”


This is the easiest way for you to check your OurTown.net email. As long as your device has an Internet browser and an internet connection all you need to do is open up your browser and head over to:
https://rc.webmail.pair.com/
Your E-mail box Address is your Full Email:

test@OurTown.net


Put in your Password and hit “Login to Webmail.”
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Once logged in lets configure a few settings to try and make things a little easier for you in the long run. At the bottom left of the webmail windows and click the “cog” and select “Manage Folders”


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Now Lets Select “Preferences” > “Server Settings” and duplicate the following settings. By completing this step, all your junk and trash will automatically be deleted every time you log off webmail!
Under Main Options:

Check: “Mark the Message as read on deleted”

Uncheck: “Flag the Message for Deletion instead of Delete”

Check: “Do not Show Deleted messages”

Check: “If moving messages to trash fails, delete them”

Check: “Directly delete messages in Junk”
Under Maintenance:

Check: “Clear trash on Log Out”

Check: “Compact Inbox on Logout”
Now hit save and that’s it!



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Monthly Maintenance
Occasionally users may notice errors when checking their mail indicating that their mailbox is full, has 0% capacity, or no longer has any room. This is normal, by default our email accounts are set up to hold only 25mb of mail, this is done intentionally to help stop malicious spam emails from downloading and open on our users computers. If you do see this message do not be alarmed follow the steps below and you will be back to reading and writing emails in no time!
Regardless of how a user decides to check their mail, once a month all users must log on to webmail and clear out all unimportant messages from the folders on the left hand side which are labeled as :
Inbox
Drafts
Sent
Junk
Trash

You only need to delete the mail that is not important; it is ok to leave some messages in your inbox and sent folders if needed.

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Once you have cleared the first three folders and sent the content to the trash we need to delete the trash. To do this in the middle of the window you will see a drop down box; change this box to read “all”




Once you have selected “All” Click “Delete” at the top with the trash can icon.
Note that simply moving messages to the trash and deleting them does not actually remove the messages from your mail account you need to complete the above actions by deleting the contents in your trash.

Setting up your OurTown.net Email across all your devices:


Before we being we need to determine what email sync setting is best we have 2 options setting up your email as POP3 or IMAP. Both settings have their pros and cons but we strongly encourage our users to use POP accounts when possible.


POP

IMAP

If you are only using one device or computer this is the best method for syncing your email to a desktop application, Phone or tablet.

If you plan on accessing your OurTown.net email across multiple devices and wish to have all messages sync across these devices and computers we need to use IMAP

Pros

Setting up your email using the POP/3 settings is the easiest and most hassle free way to set up your new OurTown.net email. This is because by default when using an application like Outlook, Thunderbird or Apple Mail, the messages are deleted from the server as soon as they download into your application. In short this means you will not have to logon on webmail and manually delete all your mail once a month

IMAP is great for using multiple devices as stated above, so regardless of where or how you check your email all your messages will in your inbox, sent, junk, and deleted folders will appear every where you have your email set-up.
Due to the hassle and constant upkeep of using IMAP we strongly encourage you to use the POP settings. But at any time you can always change from POP to IMAP or IMAP to POP.

Cons:

If you are using multiple computers and/or devices to check the same OurTown.net emails account, the messages will not sync across all your devices. This is because once a message has downloaded from the server to any single one device or computer that message is removed form the server and only available on the first device to access and download the messages

The downside to using IMAP is that you will constantly find that you will reach the max capacity of your OurTown.net email very quickly. To get around this issue we will have to change some setting within your email applications and or will require that you logon to OurTown.net’s webmail to manually delete unwanted messages. This has cause a lot of frustration for our users, and is the one of the reasons we strongly encourage our users to use POP accounts.







Regardless of which setting you choose, both can be setup across multiple computers and devices, the difference between the two server types strictly relates to how messages are automatically deleted from the server, and how they sync across multiple devices.


Apple’s Desktop Mail App:
For Demo purposes I will be using Test@ourtown.net, simply replicate the steps


1. Determine if you will be using POP or IMAP, once you have decided lets open up Apple’s Desktop Mail App and set up the account. By clicking on “Mail” on the menu bar and selecting “Preferences.”



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2. Once in preferences lets select “Accounts” from the top and select the “+” to add a new account


3. Once we have selected the “+” lets make sure we select the option to “Add Other Mail Account”


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Now Remember when you decided if you were going to Use Pop or IMAP mail settings?


The Right side of this table will be instructions for completing the setup using POP

The Left side of this table will be instructions for completing the setup using IMAP


POP


IMAP



Mail Server: mail378.pair.com
User Name: Test@OurTown.net

Password:


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Mail servers: mail378.pair.com

User Name: Test@OurTown.net

Password:

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After clicking Next it should prompt you for the following:

SMTP Server: mail.378.pair.com

User Name: Test@OurTown.net

Password:
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After clicking Next it should prompt you for the following:



SMTP Server: mail.378.pair.com

User Name: Test@OurTown.net

Password:
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Now Lets Hit Create and Customize our settings for a hassle free experience! After hitting “Create” you should arrive back at the general preferences window.


Lets make sure your OurTown.net Email is selected and double check some settings by clicking the “Mailbox Behaviors” tab and mirroring the settings in the screenshot below and repeat this step for the “Advanced” tab




POP Continued:
Mail Box Behaviors Settings:

Delete Sent Messages “Never”

Delete Junk Messages “Quitting Mail”



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IMAP Continued:
Mailbox Behavior Settings



Uncheck “Store Drafts on the Server”

Check “Store Sent Messages on the Server”

Uncheck “Store Junk on the Server” & Delete Junk Message when “Quitting Mail”

Check “Move deleted messages to the Trash Mailbox”

Uncheck “Store deleted messages on the server and “Permanently erase deleted messages when: “Quitting Mail”
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Advanced Settings:

Check “Include When automatically checking for Messages”

Check “Remove Copy From Server After Retrieving a message” and Select “After One Day”
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Advanced Settings

Check “Include when automatically checking for new messages”

Check “Compact Mailboxes Automatically

Check: Automatically Download All Attachments”




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Our POP Email is now Set up!

IMAP email is now setup!


Microsoft Outlook 2010 & 2013
For Demo purposes I will be using Test@ourtown.net, simply replicate the steps
The process for setting up mail accounts within outlook is very similar regardless of what version you are using, the account settings and prompts are the same, so even if you are using Outlook 2003, 2007, or 2013 you should have no problem following this guide.

For this guide we will be using Outlook 2010








  1. The first step to setting up your email account with Outlook is to first open the program, if this is the first time you are opening outlook it will automatically prompt you to add an e-mail account, Otherwise this guide will show you how to add and additional e-mail account to outlook.




  1. Once outlook is open navigate to the top left of the windows and click on the tab labeled “File” once selected you should see the option under the “info” tab for “Account Settings.”





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3. After clicking account settings a new window will open, make sure the “email” tab is selected and just below that is a button that says “new” lets go ahead and click that to add our OurTown.net Email account.

  1. Once we have clicked “New” we can go ahead and select the option at the bottom of the window that says, “Manually configure server settings or additional server types” and click “next.”


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5. We will want to select the first option “Internet E-mail, Connect to POP or IMAP server to send and receive mail messages.” Followed by “Next”

6. Now lets go ahead and put in our OurTown.net E-mails settings

Name: FirstName LastName

Email: YourEmail@OurTown.net

Account Type: Pop or IMAP

Incoming Server: mail378.pair.com

Outgoing Server: mail378.pop.com

User Name: YourEmail@OurTown.net

Password:





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Before hitting next lets navigate to the “More Settings” button and change a few things. Please be sure to make note of whether or not you have set your email up as POP or IMAP as the setting will be slightly different.


IMAP

POP

7a. If you opted to set up your OurTown.net email as an IMAP account, after clicking “More Settings” open up the tab that says “Deleted Items” and make sure



Check: “Mark items for deletion but do not move them automatically ”

check “Purge Items when switching folders while online.”
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7b. If you have set you email up as POP after clicking “More Settings” navigate to the “Advanced Tab” at the top of the window and under the “Delivery” section be sure to make sure the follow are checked and set to 1 day



Check: “Leave a copy of messages on the server”

Check: “Remove from server after “1” days”

Check: Removed from server when deleted from “deleted Items”

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Congrats Outlook is now setup! If you should have any problems or questions please contact MacFix@OurTownAmerica.com



Mozilla’s Thunderbird
For Demo purposes I will be using Test@ourtown.net, simply replicate the steps
Alright before we get started setting up your OurTown.net email address with Mozilla’s Thunderbird we must first change one setting to make navigation a little easier.
If you notice at the top of the program window there is no menu bar, so we need to right click anywhere in at the top of the window above the tool bar, and make sure the option “Menu Bar” is selected.
Now you should see the usual menu options, Filed, Edit, View, Message Tools, and so on.

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Setup:

1. Now that we have made sure the menu bar is at the top of our Thunderbird window lets go to:


“Tools” and click on Account “Settings”



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2. The “Account Settings” window should now be open, navigate to the bottom left of the window and look for the drop box labeled “Account Actions” and select the option “Add Mail Account.”



3. The “Mail Account Setup” windows will as your for the following information:

Your Name: FirstName LastName
Email Address: YourEmail@OurTown.net

Password:


Go ahead fill this info in, and click “Continue.”

Thunderbird will automatically attempt to setup your email account, ignore the suggested server names, and click “Manual Config” at the bottom of the window.





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4. The setup process for POP and IMAP are identical, so select POP or IMAP from the drop down, for this example I will be using a POP setup and populate the windows with the following information:


Incoming:

(POP or IMAP)



Server Hostname: mail378.pair.com
Port: 110 (POP) 143 (Imap)

SSL: STARTTLS

Authentication: Normal Password
Outgoing:

Hostname Server: mail378.pair.com

Port: 587 (POP)

SSL: STARTTLS

Authentication: Normal Password
Username:

Incoming & Outgoing

YourFullEmail@OurTown.net
Click Done and your should be back at the “Account Settings” Window
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Once Back at the “Account Settings” Under YourEmail@OurTown.net select the option for “Server Settings” and make sure the following are set correctly


Pop Settings:

Uncheck: Leave Messages on the Server


IMAP Settings:

Check: Cleanup “Expunge” Inbox on Exit



Check: Empty Trash on Exit
Congrats! Thunderbird is setup!







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