EMAIL OPTIONS

You can create an auto-responder that only replies to specific types of messages, or a general one that replies to all incoming mssages. The auto-reply does not effect your ability to read the mail. It will still arrive in your inbox as normal.

To add an autoresponder, perform the following steps:

1. Click Add Autoresponder. A new interface will appear.
2. Select a character set from the Character Set menu. Use the default UTF-8.
   
3. Enter the interval, in hours, for the autoresponder to wait between responses to the same email address.
   For example, an autoresponder with an interval of 24 that receives an email at 8:00 AM on Monday immediately responds to the message. The autoresponder does not respond again if it receives a message from the same email address before 8:00 AM on Tuesday.
4. In the Email text box, enter your email address. Responses will come from you.
5. In the From text box, enter the username to appear in the response.
6. In the Subject text box, enter the subject to appear in the response.
7. If the response message includes HTML tags, select the HTML checkbox.
8. In the Body text box, enter the text of the response, for example:
       I am out of office next week. Contact Bob for anything vital.
9. Select a stop time later than the given start time. You can choose Never or Custom.
10. Click Create.
    

IMPORTANT: Be aware that this will create a new outgoing message reply for every single message you receive including all the spam messages. If you typically get a lot of junk mail each day, you will be responding to all of them. Your account has a sending limit of how many messages you can send each hour. This is capped for the entire company and all emails within your domain. At some point, the volume of responses may reach the limit, and your entire company will not be able to send any new messages until it resets at the top of the hour.

1. There’s no risk of the message being lost or rejected during the forwarding process.
2. Since the messages aren’t being sent again over SMTP, there’s no impact on your domain’s reputation from SPAM sent to the remote mail account.
3. Messages retain their original sender information and can be replied to correctly

Note: Frogstar webmail does not support external email accounts, but almost every other email program does.

Email Filters are an elaborate way to pre-screen your incoming or outgoing mail based on conditions you can set. Mail can be deleted, redirected or modified by the filters. They can even be used to discard SPAM messages based on specific criteria within the message headers or content. You can also use this feature to modify how SPAM mail is displayed to you. It can be flagged as ***SPAM*** in your inbox, or it can be automatically routed to a junk folder or deleted.

The mail server has an interesting feature almost nobody is aware of, but it can be a very powerful tool used for temporary email addresses and auto-sorting incoming mail into folders. 

Everyone is always nagging you to have hard-to-guess passwords and some companies even force you to change it every few months. Our mail server will not allow super easy passwords for your email however our rules are less confusing than many. You don’t need any combination of numbers and symbols. Long passwords are easier to remember. When changing your password for email, just pick whatever you like in any combination and as long as it passes the difficulty score, it’s fine. I tend to use three or four word sentences.

We do however strongly recommend using a different password for email separate from other passwords. Your email password is the most important one of all, because with your email, hackers can request every other password reset and also impersonate you to friends or companies. 

We can not tell you your password, but I am more than happy to reset it for you any time you need. You can change your password from the email options page, but because you need to know it to access that page, it’s not all that useful. If you’ve forgotten your email password, just contact us and we’ll get you set up with a new one.

Frogstar uses the very popular RoundCube software for accessing your email via the web. You can log into it from any computer, phone, laptop or tablet anywhere in the world as long as you have Internet. 

NOTE: Always make sure you log out of webmail if you’re accessing it from a different computer!

There are a few customization options you may wish to configure if you’re going to use Webmail frequently. Most of the default values will be sufficient, but some of the options can make a difference if you’re used to it working one way. I won’t list all the options here with help files. Most are reasonably self explanatory and if you don’t understand something, then you probably didn’t need to change it. If you have questions, contact us an we’ll help you.

Q: What is the setting: LEAVE MAIL ON SERVER

There are three ways to access your mail. POP3 downloads the mail from our server and stores it on your computer. The other two leave the mail on our servers and you view them via an Internet connection. IMAP doesn’t download your mail until you read it. 

When using POP3, the mail is stored on your local computer in a program like Outlook. You have the option to delete it after you downloaded it, either instantly or after a few days, or “Leave Mail on Server”. Not all mail servers allow huge storage of your mail without additional fees. We do.

This setting is also handy for people who use more than one computer or mobile phone to retrieve their mail. You need to retrieve only a copy of your messages, in order for them to still be available for the second device at a later time. Your local computer connects, downloads the messages to Outlook, but a copy remains so that the Blackberry or phone device can retrieve them moments later.

On most computers, you can change the setting to automatically trim the online server backup to automatically delete all server messages more than a few days old.

Q: I see a message telling me “your mailbox is already locked”?

A: This error message appears most to people who access their POP3 email from two locations, or a personal computer and a mobile phone or data device. Like the queue line at the post office, only one request for email may be handled at the same time. If both your computer and phone attempt to retrieve your mail (or a copy of your mail as noted above), the second one will get a LOCKED error.  This error usually resets itself and allows the second device to check mail a moment later. If you get this error a lot, consider adjusting the POP mail check times to different settings, so both devices are not always requesting mail at the exact same time intervals.

Unsolicited junk email (spam) is a constant battle of cat and mouse. We can filter SPAM messages, but the SPAMMERS always figure out new ways to bypass the filters. If we make the filters too strong, legitimate and potentially important mail may never be seen. Although we constantly upgrade and tweak our spam filtering system, some junk mail always gets through, and occasionally, a few legitimate email gets marked as spam.

It is always a good idea to check the SPAM mailbox once in a while just to see.

Every day, our system deletes thousands of messages that it knows to be junk mail.  Mail that it suspects is SPAM it rates each email on a point system, assigning value to each of the keywords or practices commonly used for unsolicited mail. If the message scores high enough, it is considered SPAM.

Depending on how your account is configured, these messages are either labelled as ***SPAM*** in your INBOX, or automatically directed to a separate junk mail folder. You can contact support to change how SPAM messages are handled for you.

WHITELISTING GOOD MAIL & BLACKLISTING BAD MAIL

In addition to the automated filters, we also support personalized adjustments to your email filters. By request, you can have us WHITELIST messages that are important to you but frequently being labelled as SPAM or BLACKLIST evil messages that keep getting through the automated system.

These options are only available at the administrator level. We are happy to fulfil any requests for blacklisting or whitelisting.