Configuring your Email Program
Complete instructions for setting up email accountsPlease choose your email program from the following list for instructions on how to set up your email account, hosted by NinerNet Communications™, on your computer:
Using the relay server for outgoing (SMTP) mailIf you are authorised to use the relay server at relay.niner.net, please see Configure your Email Account to Use the Relay Server.
Using IMAPWhile these instructions are all geared towards setting up a POP account, IMAP is also available on your server. IMAP, while sometimes being more complicated to set up in some email programs, is more useful when accessing your email account from a device other than your primary computer -- e.g., a mobile phone -- and in fact is the only option in the default email program in Windows 8.
To use IMAP, follow the POP instructions (including server names and choosing an SSL connection) for your email program above, but select IMAP instead of POP. Your email program should automatically select standard ports and other configuration details.
It is very important that you ensure that your IMAP email program is configured to dispose of deleted email properly. By default, deleted messages are moved to the "trash" folder, not actually deleted. This allows you to undo an accidental deletion. However, because these message are not deleted right away, they still take up disk space in your email account and you risk allowing your email account to reach its quota without realising it.
Under advanced options in your IMAP email program you should have an option for handling deleted email. For example, in the default email program on the iPhone under advanced options for each email account are options to remove deleted messages from the server "never", "after one day", "after one week" or "after one month". We strongly suggest that you choose "after one week" or even "after one day". A month is too long, and "never" is a very bad idea.
You can also log into the webmail to empty your "trash" folder manually. In fact, you must empty the "trash" this way occasionally if you regularly use the webmail.
TroubleshootingThere are four (and a half) issues that we commonly deal with regarding email, all problems with sending email and all related to anti-spam measures either installed on your server or used by your ISP:
- Your email program might be configured with the wrong SMTP port: If, when trying to send email, you receive an error displayed by your email program that refers to a block list, your email program is not configured correctly. Please click the link above that corresponds to your email program and go through your settings very carefully to ensure that your email program is correctly configured to use port 465 over SSL for SMTP -- i.e., sending email through the outgoing mail server. If you do not have this configured correctly, your email program will use the default public SMTP port (25), and you will very likely be blocked from using this port to send email. If you are authorised to use the relay server to send email but get a "server not found" type of error, please ensure that you follow the instructions to use port 587 (without SSL) for your outgoing (SMTP) mail server.
- Your ISP might be preventing you from using your own SMTP server to send email: Some Internet service providers (ISP) use an anti-spam technique called "port 25 blocking". If you find that you can connect to your server to download incoming email, but you cannot connect to send outgoing email, this may be the cause. The instructions linked to above already take this into consideration, bypassing your ISP's blocking of port 25. Please ensure that you follow these instructions carefully.
- An anti-spam technique used on your server might be preventing you from sending email: NinerNet™ employs an anti-spam technique on your server called "POP before SMTP" to prevent spammers and other unauthorised people from using your mail server. This technique requires that you successfully manage to check an existing email account on your server for messages (even if there are no messages in the account) before you are then allowed to send email through your mail server. Once you have successfully checked for mail, you are then allowed to send email from your IP address for a period measured in minutes -- usually 20. If, when you try to send email, you get an error message that refers to "relaying" or says, "Sorry, that domain isn't in my list of allowed rcpthosts", then you need to check your email account (i.e., check for new incoming messages) and then try again to send your outgoing email. To avoid running into this error you can set your email program to check for incoming mail every ten minutes (if you have an always-on Internet connection), or make sure you check for email as soon as you connect and before sending (if you have a dial-up connection).
- Bounce messages from "System Administrator": If you receive a bounce message -- i.e., an email telling you that a previous email you sent was undeliverable -- referring to the above error message ("Sorry, that domain isn't in my list of allowed rcpthosts") from "System Administrator", it was not sent by NinerNet™! You probably don't know it, but by installing AVG anti-virus on your computer, you have also installed a mail server. This "mail server" intercepts your outbound mail and then submits it to the NinerNet™ mail server. Unfortunately, this generally invisible process cuts out an important part of the immediate feedback loop, leaving users of AVG thinking that we are blocking their email or that we have a "problem" on our mail server. The problem is actually with the way that AVG deals with scanning outbound email and the fact that AVG tries to hide this process from you. In so doing it lulls you into thinking that you have successfully submitted your email message to the NinerNet™ mail server, when in actual fact you haven't. Regardless of all of this background information, the solution is the same as above: Please make sure that you successfully manage to check an existing email account on your server for messages (even if there are no messages in the account) before you send email through your mail server. The messages that bounced will need to be resent. (By the way, for this and other reasons we do not recommend AVG anti-virus software. We recommend and use Avast, which also has a free edition.)
- Are you using Outlook 2002?: Outlook 2002 has numerous known issues, both with SSL connections and with remembering passwords. Because of all the problems associated with this version of Outlook, we cannot support its use with the email services provided by NinerNet™. Please either upgrade to a more recent version of Outlook (or even downgrade to an older version) or use a different program altogether. (To find out what version of Outlook you have, click "Help" then "About Microsoft Office Outlook" [the exact wording may vary] in the help menu.)