Heart Web

Connecting to Webmail

In this article

How to connect to webmail from various mail clients.  Usually done via IMAP or POP3 and allows you to access your hosted webmail through a more familiar mail client.

 

POP3 or IMAP?

If you are not sure if you need to use POP3 or IMAP to retrieve email from your mail server, this video explains the difference and might help you decide.

Gmail webmail (in the browser) only supports POP access to webmail mailboxes.  It no longer allows IMAP connections to mailboxes provided by cPanel.  See https://support.google.com/mail/answer/6304825

You can connect to webmail email via IMAP using a mobile device. 

Accessing webmail email via iPhone (iOS) and Android mobile devices

See the tutorial below for details on how to access your webmail mail box via a mobile device.

How to Set Up a cPanel Email Account for iOS and Android

Outlook 365 / Windows Live Mail

Outlook 356 Online (www.live.com)

Outlook 365 online no longer allows connections to new accounts (as of September 2018)

see Connect email accounts in Outlook on the web (Microsoft 365)

 

Changing your email password from Webmail

I always recommend that clients change their email password as soon as they start using their account.  You can follow this guide to see how to change the password from your webmail client.

How to Change an Email Password in cPanel and Webmail

Set up an Out of Office reply (auto responder) from Webmail

When ever you are going to be out of the office, it’s good practice to set up an automated ‘Out of Office’ reply to let your clients know that you might take some time to respond.

You can do this from your webmail account and the blog article linked below has instructions and a video telling you how you can do it.

A couple of notes:

1) To access your webmail, refer to the email that your were sent when we set up your hosting and email accounts.  That has your webmail url, username and password (unless you have changed it of course!).

2) When you login to your webmail, if you are taken directly to your inbox, you need to click the “webmail home” icon to get to the options described in the blog.

3) When setting custom start and end times to start and stop your OoO reply, you should check the times as well as the dates.  By default, the time will default to when you set up the reply.

How to Create an Email Autoresponder in Webmail

Note: The screen shots shown in the blog are a little different to what you will see on your webmail, but only the style has changes, all of the options and fields are the same.

Reduce messages being trapped as spam in Yahoo

Yahoo uses quite complex algorithms in an attempt to stop a lot of spam messages, however, they can be a bit enthusiastic some times. There a few things you can do to help Yahoo recognise valid senders.

1/ Add regular senders to your Yahoo contacts
See the “Add a contact from email” section in https://help.yahoo.com/kb/add-edit-delete-contacts-yahoo-mail-sln28059.html

2/ When a message is marked as spam, explicitly tell Yahoo it is not spam.  See https://help.yahoo.com/kb/manage-spam-mailing-lists-yahoo-mail-sln28056.html

3/ For specific senders, create an email filter for the sender that directs the message to the inbox. This will bypass spam processing for all messages from this sender.  See the “How to Create Rules in Yahoo Mail Inside an Email” section of https://clean.email/how-to-filter-emails/filter-emails-in-yahoo

 

Read your website email in Gmail

The default email provider for webmail, RoundCube, works but can seem very basic after using mail clients like Gmail.  If you would like to receive your website email in Gmail, then you can ask Gmail to import your website email.

You can add your website email address to an existing gmail account or create another gmail account just for your website.  The benefit of the later is that you can set your default sending email address to that of your website email so that recipients will see the email come from your website address, rather than the default gmail address.

So to set this up, log in to the gmail account you want to use.  Then follow the tutorial here on the Google website.

https://support.google.com/mail/answer/6304825

In step 5, enter your website email address (from the details I have emailed you).  I’m using test@heartwebsolutions.co.uk in the example below.

In step 6 (on desktop tab), the ‘Gmailify’ option won’t be available, but the option to ‘import emails…’ using POP3 will be.  That’s just fine for what we want.  Click Next.

In the next window enter the details requested.  All of these will be on the email I sent you with details of your webmail configuration under the ‘Incoming email: POP3’ section.

Do check that the ‘Port’ is set to that detailed in the configuration email.  Also tick ‘always use secure connection (SSL)…’

You probably do want to send emails as your new webmail account via gmail, so click Next.

Enter the name that your recipients will see in the ‘from:’ field when they open your email, probably your own name or organisation.

Tick ‘treat as alias’ if not set.

Now enter the details for sending email.  These are in your webmail configuration email under the ‘Outgoing email: SMTP’ section.  Again, check the ‘Port’ is correct.

Click ‘Save Changes’ to complete the setup.

I recommend that clients always add their website email address as a Gmail contact.  This can help keep website emails out of  the spam folder.

That should do it, your emails will be collected by your gmail account every few minutes and then they will appear in your gmail inbox.

Testing email send and receive

You can test this by sending an email from a another email account to your website email address.  It should be picked up by Gmail within a couple of minutes.  If it doesn’t arrive in 20 mins, check your configuration is correct.  Also check your spam folder.

Also test sending emails from gmail as your website email sender.  If you set this as your default sending address, check it appears in the ‘from:’ field of the new email.  If it’s not default, click the ‘from:’ field of your new email and it should show a list of possible sender emails. 

Add a subject and a message then send it to another email account.  Again, it should arrive after a few minute, but if not wait up to 20 mins and check the spam folder of the destination account.  If it does not arrive, then check your configuration again.

To check the configuration of the sender email or email import follow the steps below.

  1. open your gmail account
  2. click the settings icon (cog wheel in top/right) and then ‘see all settings’
  3. click the “Accounts and imports” tab under settings.

For problems receiving email,  find the ‘Check email from other accounts‘ section and click the ‘edit info’ link next the address you want to check.  It will open the same windows used earlier to set it up.

For problems sending email, find the sections called ‘Send mail as:‘ and click the ‘edit info’ link next the address you want to check.  It will open the same windows used earlier to set it up.

Set a default sending address in Gmail

If you have more than one email account imported in to your Gmail account, you might want to set one of those accounts as the default senders email address for new emails rather than the default Gmail account address.

To do this follow these steps.

  1. open your gmail account
  2. click the settings icon (cog wheel in top/right) and then ‘see all settings’
  3. click the “Accounts and imports” tab under settings.
  4. find the sections called ‘Send mail as:
  5. next to each sending email address is the option to ‘make default’ – click this for your chosen address.
  6. In the ‘When replying to a message:’ section below, make sure ‘Reply from the same address…’ is selected.  This will make sure that when you reply to an email someone has sent you, the ‘from:’ address will be same as the address used to send the email to you.

See the example below.

Further details can be found in the Google help article here:

https://support.google.com/mail/answer/22370