SmarterMail

SmarterMail Help

SmarterMail Documentation

• The link below will send you to the SmarterMail Documentation, this will familiarize you with the interface and it's functions:

1. https://help.smartertools.com/SmarterMail/v13/
2. For a different version of SmarterMail, please see this page: https://help.smartertools.com/Default.aspx

SmarterMail Video Tutorials

• The link below will send you to our SmarterMail Video Tutorials Wiki:

1. https://wiki.hostek.com/SmarterMail_-_Video_Tutorials

Anti-Virus Information

• Our SmarterMail MailServers use Trend Micro's Server Protection Anti-Virus software along with AVG Cloudcare. These programs are continually updated and they filter all known viruses.

Limits within SmarterMail

Information

• A "limit" in this aspect is more like a safeguard or protective measure.
  1. The word "limit" is a little misleading here, as we're not limiting anything most customers would do.
  2. If you do run into any of these "limits", please contact support right away and we'll work with you further.

• A SmarterMail VPS or Windows VPS with SmarterMail is always a good option for you if you need to have some abnormal situations handled.

Emails Per Hour

1. The number of emails a domain can send per hour is 100.
2. In normal situations, a domain will not send this many in a Day or Week.

Email Attachment Size

1. The Maximum size of an Email Attachment is 30MB.
2. If you feel you need to send a larger attachment, please consider the end recipient and the effect such a large attachment will have on them. (Storage Space + ISP Data Usage concerns)
3. Here are a couple of alternatives:
   1. FTP(File Transfer Protocol) can be used to move the the file(s) to your site. Once that is accomplished you can email them a link to the file. You may need to place the file in a .zip so that they can easily download it though.
      1. More information on FTP here.
   2. File Sharing Services such as:
      1. Dropbox: https://www.dropbox.com/
      2. Google Drive: https://www.google.com/drive/

Users Per Domain

1. The number of users per domain needs to be kept to 100 or less.
2. In most situations, only a handful of addresses are needed.
3. Anything approaching that limit is a little abnormal and [depending on your situation] a SmarterMail VPS would be your next step after hitting that marker.

Basic Interface Functions

How to import mail from another mail server

1. Log into SmarterMail as your email user.
2. Click the Settings icon.
3. Expand the My Settings and Advanced Settings folders in the navigation pane.
4. Click Mailbox Migration.

• The mailbox migration tool will open in a new window. Follow the on-screen instructions to import email and collaboration data from a third-party mail server to your SmarterMail mailbox.

How to Create a Folder

1. Sign in to SmarterMail.
2. Click on the Mail icon.
3. Click on Actions (On the far-left side of the light-blue bar.)
4. Click on New Folder.
5. Name your folder.

• You can access any folders you create by Clicking on the + button next to Inbox.

How to Perform a Mass Deletion

1. Sign in to SmarterMail.
2. Click on the Mail icon.
3. Select the appropriate inbox.
4. Click on Delete.
5. Select Delete All Messages in Folder.

• If you want to save certain emails, please follow How to Move Emails to a Folder.

How to Move Emails to a Folder

1. Sign in to SmarterMail.
2. Click on the Mail icon.
3. Select the appropriate inbox.
4. Tick all of the appropriate emails.
5. Click on Actions (Above the Emails).
6. Select Move.
7. Specify the folder of choice (You might have to find it by Clicking on the + next to Inbox).

How to Set a Notification Profile

• This will allow you to set any number of email address to receive very important System Administrator Notification emails.

1. Sign in as the primary administrator email account (the default is the 'mailadmin@' user) in SmarterMail.
2. Click on Settings (the gears icon).
3. Expand Domain Settings.
4. Click on Notification Profiles.
5. You now have the option to create a New entry, Delete an entry, or Edit the default/existing entry.

• These are the options you will have to choose from when setting a Notification Profile.

1. Email Address(es) - The email address(es) to which notifications are sent.
   1. Enable - Select this option to enable email notifications.
2. SMS Email Address(es) - The mobile device email address to which notifications are sent.
   1. Enable - Select this option to enable SMS notifications.
3. Enable Reminders for all domain administrators - Select this option to send a reminder to all domain administrators when the event is triggered.

How to Add a Disk Space "Event"

• This will setup a notification to alert you whenever a User's Disk Space is close to, say for example 90% Full.
• This is done through SmarterMail's Events feature.

1. Log in to SmarterMail
   1. Example: mail.yourawesomedomain.com
2. Go to the Settings tab, which is the Gears icon on the left-hand side.
3. Click on Events:
   • You can set this up for your user in the Events section under the My Settings area.
   • You can set this up for any user in the Events section under the Domain Settings area.
4. Click the New button near the top of the page.
5. Here is an example Disk Space Event:
   1. This is in the "Conditions Tab"
   2. Event Name: Example Disk Space Alert
   3. Event Category: User
   4. Event Type: User Disk Space Used
   5. Time of Day: Disabled
   6. Mailbox Usage (%): [Greater Than] [90]
6. Click on the Actions tab next to the Conditions tab, and hit Add Action.
7. Click Save if the Defaults look good or after you make your custom changes.

How to Add a Trusted Sender

User-level Trusted Senders List

• This can also be called a [soft-]whitelist for your user.

1. Login to Webmail
   1. Example: http://mail.yourawesomedomain.com/
2. Go to Settings (Gears Icon)
3. Under My Settings select Trusted Senders
4. Click New
5. Add a Domain or Email User (one per line) and click Save

Domain-level Trusted Senders List

• This can also be called a [soft-]whitelist for your whole domain.

1. Login to Webmail(e.g. http://mail.yourawesomedomain.com/) as an Administrator of the Domain
   1. If you don't have an Administrator user, then you'll want to start by logging into WCP and following the below steps:
   2. We're going to access the Default Admin User which is called mailadmin.
   3. Click on Users underneath the Email section in WCP.
   4. Click on Login parallel to the mailadmin user.
2. Go to Settings (Gears Icon)
3. Under Domain Settings select Trusted Senders
4. Click New
5. Add a Domain or Email User (one per line) and click Save

How to Add a Signature

• A Signature will always appear at the bottom of your next Email. So you'll want to make sure that it's appropriate for all uses.

1. Login to your SmarterMail
   1. Example: http://mail.yourawesomedomain.com/
2. Click on Settings (Gears Icon)
3. Expand the My Settings
4. Click on Signatures
5. Click on the Signatures tab
6. Select Add
7. Apply your Signature in the text box and click Save

Adding an Image to your Signature

1. You will first need to upload the image to your website unless the image already exists in your root folder.
2. Enter in the URL location of the image in the code (Shown below), as well as the Width and Height.
3. Login to your SmarterMail
   1. Example: http://mail.yourawesomedomain.com/
4. Click on Settings (Gears Icon)
5. Expand the My Settings
6. Click on Signatures
7. Click on the Signatures tab
8. Right-Click on the Signature and select Edit
9. Next, click on the <> (Code Snippet) icon listed below the window and paste the full Image Code from below [only with your URL] in any location you are wanting the image displayed.

• URL EXAMPLE:
  • http://www.example.com/folder/logo.jpg
• Image code:
  • <img src='http://example.com/folder/logo.jpg' width='###' height='###' />

Shared Calendar

• To share your SmarterMail Calendar with other users within your domain, follow these steps:

1. Go to Settings (Gears Icon)
2. Expand Sharing
3. Click on Shared Resources
4. Right-click on each user you want to have access to your Calendar and click Edit
5. Choose the access level you want them to have. The options are:
   1. None: No access.
   2. Availability-only: This allows users to only see the availability of others when setting up Events.
   3. Read only: Allows users to only see the shared data but not have any ability to edit it.
   4. Full control: Allows users to fully edit and view the shared resource.

• VPS-Customer Note: The SmarterMail Sharing feature is only available on SmarterMail Enterprise Edition.

How to setup Content Filters

• Content Filtering is a very powerful method to filter all of your important emails to one folder, or even automatically delete the emails you don't want to see.

1. Log into SmarterMail
2. Example: http://mail.yourawesomedomain.com/
3. Click the Settings (Gears Icon)
4. Expand "Filtering"
5. Click on Content Filtering
6. In this screen you can Add and Manage your Content Filters as you see fit.

• If used against Spam, Content Filtering should be used with Spam Filtering.

Forwarding

How to add a Forwarding Email Alias

1. Log into your WCP at https://wcp.hostek.com
2. In the Email section click on Forwarding
3. Click Add Email Alias
4. In the Alias Name field enter the first part of the email address you want to forward (i.e. john) ... do not include the @domain.com part.
5. In the Forwarding Address field, enter the real destination email address like john@another_domain.com
6. Click Save

How to add Forwarding to an Existing Email User

1. Log into your WCP at https://wcp.hostek.com
2. Click on the Users icon.
3. Click the Login button for the specific user.
4. Once in SmarterMail click the Settings icon on the left.
5. Click on the Forward Tab at the top.
6. Type in the address you want to have emails forwarded to.
7. The Remove Emails on Forward option removes emails from the server that have already been Forwarded.
   1. This keeps your Email Disk Space Usage low, rather than keeping the messages on the server.
8. Click Save at the top to save the settings.

How to Create a Backup Email Address

• If you ever forget your SmarterMail password and would like to have it reset[without contacting support], you will need a backup e-mail address setup in SmarterMail, below you are shown how to set one up:

1. Login to SmarterMail
   1. Example: http://mail.yourawesomedomain.com/
2. Click on Settings (Gears Icon)
3. Make sure you're on the Account Settings page
4. Fill out the Backup Email Address box
5. Click Save

• Now if you forget your SmarterMail password you can click on the Forgot Password link and you will be sent more information to your Backup Email Address.

Email Headers

Importance

• Email headers can be very useful for tracking down issues with failed emails and spammers. This is because they include such information as the sender's IP Address, the originating MailServer, and the FROM Email Address.
• The IP Address of the originating server is very important, because it can provide us with very good information on the issue.

How to view Email Headers

1. Login to Webmail
   1. Example: http://mail.yourawesomedomain.com/
2. Find and open the message in your Inbox
3. Click "Header" in the lower right-hand corner of the screen
4. The content of the email should now show several lines of information including return-path, and received

Mailing List Management

How to Create a Mailing list

1. Log in to SmarterMail as the mailadmin
2. Click the Settings icon
3. Expand the Domain Settings and Mailing Lists folders
4. Click Mailing Lists in the navigation pane
5. Click New in the content pane toolbar
6. Click the List Settings tab and complete the appropriate fields. The Name and Moderator fields are required
7. Click the Options tab and select the appropriate checkboxes to enable the desired mailing list options
8. Click Save

How to Import a Mailing List

1. Export your subscribers from where they are now.
2. Open your subscribers file in a text editor such as NotePad.
3. Add the Email Address identifier explained below:
   1. The first line of your list should be this text EmailAddress
4. Save the file with the .csv extension.
5. Login as one of the Domain-level Admins (mailadmin@... is the Default one)
6. Click Settings (Gears Icon)
7. Expand the Mailing Lists section
8. Click Mailing Lists
9. Click on Subscribers
10. Select Upload and find the file on your machine to upload it.

• Example:

1. By default a file "list.txt" should be saved to your local computer after exporting the list.
2. Open the file in NotePad or any other text editor.
3. Here is the body of the example file:
   1. EmailAddress
example@exampletest.com
4. Save it as a .csv file.
5. The file should now be called "list.csv" instead of "list.txt".
6. Upload(Import) the file into SmarterMail.

How to Export a Mailing List

1. Login as one of the Domain-level Admins (mailadmin@... is the Default one)
2. Click Settings (Gears Icon)
3. Expand the Mailing Lists section
4. Click Mailing Lists
5. Click on Subscribers
6. Select Download
7. Select the location you wish to save the file to and click Save

How to Add and Remove Subscribers

• When you add a new Subscriber you can only add them one at a time unless you upload a text file of the Subscribers.
• To manage your mailing list, please follow these steps:

1. Login to Webmail as a Domain-level Administrator
   1. Example: http://mail.yourawesomedomain.com/
   2. Example: mailadmin@yourawesomedomain.com
2. Go to Settings (Gears Icon)
3. From the Domain Settings area select Mailing Lists
4. Select the mailing list you wish to manage.
5. Click Actions, then click List Subscribers.
6. Choose from the following options:
   1. Add Addresses: adds one or many email addresses to the list (when adding multiple addresses, enter only one address per line - duplicates will not be added)
   2. Download: initiates the download of a .txt file containing your mailing list subscribers
   3. Upload: initiates the upload a new .txt file containing your list subscribers (one per line). Choose to add the uploaded addresses to the existing list or to completely replace the old list with the new addresses. Duplicates will not be added.
   4. Delete All: initiates the deletion of all email accounts in the list. A confirmation dialog will appear. Once you delete subscribers, you cannot recover them, so it is recommended that you first download the list before deleting.
   5. Delete link: this option will delete only the selected email address from the list
7. Click Save.

How to Subscribe/Unsubscribe

• The following explains the steps involved in subscribing and unsubscribing to an existing mailing list. This is done by sending an email message to the list. You are also able to execute other Listserv Commands through email messages.

To subscribe to a mailing list, please follow these steps:

1. Open your Email client and create a new message.
2. Enter stServ@yourawesomedomain.com (this is the Default MailList Admin) as the TO Address.
3. Enter subscribe listname in the Body of your message where "listname" is the name of the list you are subscribing to.
4. Leave the Subject of the message blank. If your mail program requires text in the subject field, enter a few random characters.
5. Send the email
6. If you successfully Subscribed you will receive a confirmation email.

To unsubscribe from a mailing list, please follow these steps:

1. Open your Email client and create a new message.
2. Enter stServ@yourawesomedomain.com (this is the Default MailList Admin) as the TO Address.
3. Enter unsubscribe listname in the Body of your message where "listname" is the name of the list you are unsubscribing from.
4. Leave the Subject of the message blank. If your mail program requires text in the subject field, enter a few random characters.
5. Send the email
6. If you successfully Unsubscribed you will receive a confirmation email.

Listserv Commands

• Listserv commands allow you to control the list through commands sent in email messages to the Listserv Command Address. By default, the Command Address for a domain is "stServ@yourawesomedomain.com".
  1. Your System-level Administrator may change this Command Address.
• To send a command, compose an email to the Command Address with the command in the body of the message.
  1. The subject of the message is ignored.
• Note: Any references to "listname" should be replaced with the list you are trying to use.

1. Help - Replies to the email with basic instructions on using Listserv Commands.
2. Help listname - Replies to the email with the contents of the Help File for that list.
3. List - Replies to the email with a list of all available lists.
4. List listname - Replies to the email with a list of all subscribers for a particular list. This command can be disabled by the moderator in General Settings.
5. Subscribe listname - Adds your email address to the subscribers list of the mailing list. This command may be disabled for private lists by the moderator in General Settings.
6. Unsubscribe listname - Removes your email address from the subscribers list for the mailing list referenced by listname.
7. Set mode digest listname - Sets your email address to receive emails in digest mode, which will send all messages for the list combined into one email at regular intervals.
8. Set mode standard listname - Sets your email address to receive emails in standard mode (the default), which will send messages one at a time to your email account.

How to Enable the Sent Items Folder

In SmarterMail

1. Login to SmarterMail
   1. Example: http://mail.yourawesomedomain.com/
2. Click on Settings (Gears Icon) on the left-hand side of the page.
3. Next click on Account Settings, which should be under the My Settings section.
4. Towards the middle of the page click on the Tab labelled Compose.
5. There should now be a box that reads Enable sent items folder click that box and then click Save.
6. The next time you compose an email through SmarterMail the email will appear in your Sent Items folder.

In Email Client

1. Make sure the Email Account type in your Email Client is set to IMAP, if it is set to POP3 this shouldn't apply to you.
2. In your Email Client, enable what is commonly called placing a copy of Sent mail to be placed in the email address folder on the server. This is worded differently per email client.
   1. In ThunderBird:
      1. In Account Settings
      2. Then in Copies and Folders
      3. Tick the box next to Place a Copy in:
      4. Select the Radio Button next to "Sent" Folder On:
   2. In Outlook:
      1. You should create a Rule to have the Sent messages forwarded to the server's Sent Items location.

How to handle Disk Space Alerts

Alert Information

1. If you receive the below message for one of your email accounts you will need to either clear out emails to free up some space for that user, or use the steps below to increase the space for that user.
   • "The size limit of ### MB for mailbox youremail@yourdomainexample.com has been exceeded. Incoming mail is currently being rejected."
2. Emails will be bounced back to the sender until enough space is added/cleared. The emails that are bounced, will be unrecoverable by our system. However, the logs will have record of all messages that were rejected.
3. Learn how to view your Delivery and SMTP logs here.

Viewing Disk Space Usage

• These steps will allow you to view the disk space currently being used for each of your SmarterMail users, as well as the maximum allowed disk space for each user.

1. Log into SmarterMail for your domain as an administrator account such as mailadmin. Example Login URL: http://mail.yourdomain.com
2. Click Reports on the far left navigation bar
3. Expand Domain Summary Reports
4. Expand Traffic Reports
5. Click Disk Usage

• NOTE: If you do not see any Usage Reports, then you will need to contact Support to have those enabled for the Domain.

POP3 Utilization

• We also recommend the use of POP3 in a Mail Client (such as Microsoft Outlook, Mozilla Thunderbird, Roundcube, etc.) to pull the emails off of the server and onto your local device.

1. Configuration steps for common Mail Clients: here
   

Editing Disk Space Limits In SmarterMail

• These steps will allow you to change the disk space limit for your SmarterMail users.

1. Log into SmarterMail for your domain as an administrator account such as mailadmin
   1. Example Login URL: http://mail.yourdomain.com
2. Click Settings
3. Click Expand Domain Settings
4. Click Users
5. Right-click the user you want to edit and click Edit
6. Change the Mailbox Size Limit to the new limit you want to assign
   1. Setting the limit to 0 means 'Unlimited' or 'No Set Limit' (this means that the limit is now however much Disk Space your Domain has on the MailServer)
7. Click Save.

Editing Disk Space Limits in WCP

1. Log into your Windows Control Panel by going to http://wcp.hostek.com.
2. Click on Users under the Email section.
3. Click the pencil icon (Edit) to the left of the specific email user.
4. In the section Mailbox Size (MB) change the amount to your desired size.
5. Click Save.

• NOTE: Maximum size to set per user is 999. If you would like no limitations, set the size to 0.

Ordering Additional Disk Space

1. Log into your Client Billing Area at https://cp.hostek.com.
2. Click on the Services tab in the menu bar and select View Available Addons.
3. Next, click on the Order Now tab next to the product add-on you would like to choose.
4. Fill in the payment methods below and click on Complete Order.

• NOTE: If you have ordered an irregular amount of Disk Space: our SmarterMail VPS would be another solution for your high email storage needs. These are located in the VPS section of our main website.

(VPS-only) Altering Domain Disk Space Limits

1. Log in to the SmarterMail Administrator
   • Example Login URL: http://mail.your-awesome-domain.com
   • Username: This is located in the Informational Email sent to you after the initial setup of your VPS
   • Password: This is located in the Informational Email sent to you after the initial setup of your VPS
2. Go to Domains (Globe icon)
3. Right-click on the domain and select Edit
4. Go to the Limits tab
5. Change the Disk Space box to whatever you want
   • (0 is "Unlimited" or "No Set Limit"; this means that the limit is now however much Disk Space your VPS has, which isn't recommended in the case of spam.)
6. Click Save

CalDAV Setup

1. CalDAV is an Internet standard allowing a client to access scheduling information on a remote server.
2. CalDAV synchronizes any modifications to a predefined calendar, whether the change is made directly on the server(Webmail) or if it was made on your iPhone(Mobile Device).

• You'll find step-by-step instructions on how to configure SmarterMail's CalDAV in certain email clients:

Thunderbird with Lightning Extension

• Steps for adding a CalDav calendar to Thunderbird Lightning.

1. Choose File->New->Calendar...
2. Select On the Network and click Next >
3. Select CalDAV and enter the following for the location:
   1. https://mail.[yourdomain.com]/WebDAV/cal
   2. (Replace [yourdomain.com] with your actual domain name)
4. Enter a name for your calendar and choose the E-mail to associate the calendar with and click Next >
5. Click Confirm Security Exception when prompted (this is just required because you're using mail.yourdomain.com for the connection instead of mail##.hostek.com)
6. You will now be prompted to enter a User Name and Password to authenticate with SmarterMail. Enter the following:
   1. User Name: **Your Full Email Address**
   2. Password: **Your Email Password**
7. Check the checkbox if you do not want to enter the password every time you open Thunderbird.

Other

• iPhone CalDAV Setup Wiki
• Tutorials for other email clients will be added in the future.
• If you would like to see a tutorial for a specific email client, please let us know by submitting a ticket here.

SmarterMail Chat/XMPP

Information

• SmarterMail Chat is a feature within SmarterMail that allows users on the same domain to "chat" with one another .
• Smartermail Chat is NOT available on our Shared Hosting packages.

VPS Activation

• You can enable SmarterMail Chat on your VPS by following the steps below:

Enabling Chat for a Domain

1. Log in to SmarterMail as the System-level Administrator
2. Click Domains (Globe Icon)
3. Right-click and select Edit on the desired domain and the Domain Settings will load in a separate window
4. Go to the Features tab
5. Tick the Enable XMPP Communication checkbox
6. Click Save

Enabling Chat for an User

1. Log in to SmarterMail as the Domain-level Administrator
2. Click Settings (Gears Icon)
3. Expand Domain Settings
4. Click on Users
5. Right-click and select Edit on the desired user and the User Settings will load in a separate window.
6. Click the Service Access tab.
7. Select the Enable XMPP Access checkbox.

ActiveSync/EAS

Information

• Pricing an Purchasing:

1. This is a $4.79/month Addon on per user basis.
2. Currently you must contact Support to purchase this Addon.
   1. To speed up this process, please provide Security Verification(Security Answer +/- Security Question) with your request and we'll get this setup for you.

• Description:

1. Microsoft Exchange ActiveSync(EAS) is a data synchronization protocol that enables over-the-air access to email, calendars, tasks, and notes from most mobile devices, including Blackberry, iPhone, Palm Pre, and Windows Mobile devices.
2. In addition, ActiveSync(EAS) enables SmarterMail users to have access their email, calendars, tasks, and notes while working offline.

• What it's for:

1. Mobile Devices ( iPhone, BlackBerry, Windows Mobile Devices )
2. Microsoft Desktop Email Clients ( Outlook 2013 and above, Windows Mail (Windows 8 or above))

• What it's NOT for:

1. Non-Microsoft Desktop Email Clients ( ThunderBird, OperaMail, etc. )

How to setup ActiveSync in a Mobile Device

1. If you already have mail setup on your phone as an IMAP Account, then you will need to delete the Email Account off your phone to re-add it as an Exchange Account.
   1. The same thing goes for the POP3 Accounts too, but know that the Emails stored on your phone will be deleted and will only be recoverable via a nightly backup from our team.
   2. If this is the case you'll want to add a separate Exchange Account to your Mobile Device and keep the POP3 one.
2. Add the Email Account back to your phone, choosing Exchange as the type.
   1. Example:
3. Enter the details accordingly (leave the Domain (Optional) field blank.)
4. iPHone users need to make sure Fetch New Data is set to Push.

Proper use of Sub-Folders with ActiveSync

• When creating New Folders, DO NOT create Sub-Folders within your Inbox:

1. While technically possible, many third-party Email Clients and most Mobile Devices CANNOT sync Sub-Folders that are part of a user's Inbox.
2. To make your SmarterMail folders available for a third-party Email Client such as Outlook, when you set up the account in your Email Client you will need to use IMAP as your Incoming MailServer type.
3. If you use POP3 for your email you only have access to your SmarterMail Inbox, this means you can't access your personal mail folders you've created to organize messages.
4. In addition, when using syncing protocols like Microsoft Exchange ActiveSync(EAS), any folders that are created will also sync with whatever Mobile or Desktop Email Client you're setting up with ActiveSync.
5. Just be aware of the concern noted previously about syncing Sub-Folders created within your Inbox.