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.

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

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

How to Enable the Sent Items Folder

In SmarterMail

1. Login to Webmail
   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

• "The size limit of ### MB for mailbox youremail@yourdomainexample.com has been exceeded. Incoming mail is currently being rejected."

• If you receive this 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. Emails will be bounced back to the sender until enough space is added/cleared. These emails which were bounced, will be unrecoverable by our system, if this is indeed the reason behind the issue.

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. 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 (ie, to the max of the domain limit)
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.

CalDAV Setup

• Step by step instructions for configuring SmarterMail CalDAV with specific 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 due to using mail.yourdomain.com for the URL 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.

Others - Coming Soon

• Steps for other clients will be added in the future. If there is a specific client that you would like to see added, let us know.