Setting up an email account

Log into your Control Panel at https://cp.webhosting.ie

To create a new email address, under the “Mail” section on your homepage, select the “Add New Mailbox” link.

(If this link is not visible, select “GIBO Web Hosting” from the dropdown box at the top of the screen, then “Mail” from main menu, then “Add New Mailbox“)

On Setup Page enter:

• Display Name : a name to identify this email account
• Select Login in existing domain & enter first part of email address & select domain from the drop down box.
• Enter a password for this email account (Click “generate new password” only if you want the system to automatically create a password for you!)
• Re-Enter password to confirm
• Select “Next >>“

• Email address: enter the email address you wish to enter
• Advenced Features: Select Virus checking & Antispam Checking if required
• Storage: Select create storage & enable storage for normal use. Unselect if you want this email address only to forward to a different address
• Forwarding: Select if you require a copy of mail sent to this address to forward to another email address. If selected, enter the destination email address(es) in the box provided
• Notification: Select & enter an email address if you require a notification of account settings to be sent to you.
• Send test message to new email address: select as required
• Select “Next >>” at the bottom of the page

• Check email settings and select “Finish” to confirm and complete the setup.

Your email account is now set up, repeat for any other addresses you might want.

Open Microsoft Outlook

• In the main menu, click on “Tools” and select “Account Settings“
• In the dialogue box, select the Email tab
• Select the “New” button, this will open the “Add New Email Account” wizard
• Ensure first Option is selected – (Microsoft Exchange, POP 3, IMAP or HTTP)
• Click Next >>
• On the Auto Account Setup page, tick box – Manually configure server settings or additional server types (bottom of the page)
• Click Next >>
• Select option Internet E-mail
• Click Next >>

Enter your email Account information

User Information

• Your Name – This is what recepients will see as the sender
• Your email address – Enter your full email address

Server Information

• Select Account type – POP3 from dropdown box
• Incoming Mail Server – qmail.webhosting.ie
• Outgoing Mail Server – qmail.webhosting.ie

Logon Information

• User Name – Enter your email address
• Password – As set by you when creating the email account in your hosting Control Panel

Note: For security our mail servers require authentication when sending mail. This feature must also be enabled within Outlook.

Click “More Settings” button – this will open another dialog box

• On General tab – enter a name to identify the email account on your computer
• Optional – enter additional information, Organisation, Reply email address if different from your own email address
• Select “Outgoing Server” tab
• Tick box for “My outgoing Server requires Authentication” & ensure first option is selected (Use same settings as incoming mail server)
• Click the ‘Advanced‘ tab
• Under Server Port Numbers change the value for Outgoing Server (SMTP) to: 587
• Select OK to save settings & return to previous screen
• Select Next> >

Select Finish to complete the setup

Your email account is now set up in Microsoft Outlook, press ‘Send/Receive’ to pick up any new messages.

Our Web Mail link is https://webmail.webhosting.ie

Note: In Webmail you will only see messages that have not previously been downloaded or removed from the server by your Microsoft Outlook or other email program.

• Select: Settings
• Select : Mail, Contacts, Calenders
• Select: Add account
• Select: Other(from list of available accounts providers)
• Select: Add mail Account

Enter your:

• Name,
• email address,
• email account password,
• Description (for identification on phone only)
• Select: Next

Select: IMAP or POP (IMAP allows synchronisation of mail & folders with other devices/mail clients)

Under incoming mail server, enter:-

• Host name: qmail.webhosting.ie
• User Name: your email address
• Password: ******* (already completed)

Under outgoing mail server, enter:-

• Host name: qmail.webhosting.ie
• User Name: your email address
• Password: re-enter password
• Select: Save

The I-Phone will attempt to connect to the mail server – this will take a few minutes before returning with the message: Cannot connect Using SSL – do you want to try setting up the account without SSL?

• Select “No“
• Select “Next” & “Save“

Once saved, you will be returned to the email Accounts page

• Select your email account
• Select: SMTP
• Select “Primary Server” (qmail.webhosting.ie)
• Change Port Number to: 587

Your settings should now be as follows:

• Host name : qmail.webhosting.ie
• User Name : your email address
• Password: ******* (required)
• Use SSL: OFF
• Authentication: Password
• ServerPort: 587

Your iPhone is now set up to send & receive email using your Email account

Note: if using imap, you can change the storage options to store Sent items to the remote server rather than the iPhone. This option is located under advanced settings in your email setup.

There are many different email programs available including a large number of email enabled mobile devices. The setup of these will vary not only from device to device but ofter with different software versions.

Regardless of the software or device you are using, there are only a few standard peices of information required to access your email account.

• Incoming mail server:  qmail.webhosting.ie
• Username or login:  your email address
• Password: as set by you when creating the email account (viewable within Control panel)

Your email account may be set up either as POP3 or IMAP depending on your preference. Incoming port numbers are generally set automatically and will vary depending on choice of POP (port 110)  or IMAP (port 143).

When  sending mail, you can choose to send via webhosting SMPT mail servers or your ISP’s SMTP server.  Some ISP’s may block use of third party SMTP servers, if this is the case, you must use theirs. Your ISP will provide details of their SMTP server.

If you wish to use webhosting’s SMTP server, the settings are as follows:-

• SMTP Server name:  qmail.webhosting.ie
• Port number: 25 or 587 (preferable)

Authentication is required on the outgoing server, again depending on the software or device, this may be phrased  differently. Choose password authentication or “use same settings as incoming server” if this option is available.

Most email users are familiar with POP3 e-mail. With POP3, when you open Microsoft Outlook or select Send & Receive, your e-mail messages are downloaded to your computer and then usually deleted from the mail server. E-mails sent from your computer are saved locally in your Sent items. POP3 email is extremely simple and easy to manage. The main disadvantage however, is the difficulty in accessing the same email account from multiple computers or email enabled devices. With IMAP (Internet Message Access Protocol) e-mail is stored on the server and your email software (eg Microsoft Outlook or similar) or other mobile device logs onto the server and accesses it there. As e-mail is stored on the server, it can be accessed by multiple devices and can be processed without downloading it to the computer or device that you are working on.

Configuring your email account in Microsoft Outlook.

Setting up your email account in Outlook is the same as for POP except that you select the account type IMAP when configuring. (see instructions on Configuring your email in Microsoft Outlook)

Managing your IMAP account with Microsoft Outlook

Managing you IMAP account is slightly more complicated than simple POP as you are working on a remote server. Outlook (or any other email software) can be configured so that some functions it would normally carry out locally, are instead processed on the remote server. Some folder settings may also need to be updated to point at the remote location rather than locally.

Additionally, as your IMAP account on the server has a defined capacity (depends on package), storing email permanently on the server will eventually use up the available capacity. Email stored on the server must therefore be archived or downloaded to free up capacity periodically.

Downloading messages

When you open Outlook, it will connect to the remote server and download and display the message headers only (from, date & subject). Messages are only downloaded to your computer when you open a message or mark it for download and subsequently process this. This facility allows you to choose which message you wish to download and store rather than doing so automatically.

You can override this setting in Outlook so that it downloads the entire message & attachments rather than just the headers.

• Select Tools >> Send/Receive >> Send/Receive settings and click on Define Send/Receive groups
• Click on the group with your IMAP account
• Under Accounts, click on the IMAP account
• Select the check box for each folder you want to include for downloading, then select “Download Complete item including attachments”
• Ok & Finish

Downloaded Messages

Downloaded messages are stored in a Microsoft Outlook .pst file, not in your local inbox. To open this file, select “File”, select “Open” and choose Outlook Data File. Select the data file from the data file list & select OK. Deleting Messages

When you delete a message in Outlook, the message is only marked locally as deleted. To permanently delete and remove from the server, you should Purge the message folder. This can be done manually by selecting Edit, then Purge and select the desired purge option.

To purge messages automatically

• Select Edit >> Purge >> Purge options
• Under purge Options,  Tick the box – Purge items when switching folders

Saving messages sent using Outlook to the remote folder

By default when you send or reply to an email using Outlook, the sent message is stored locally on your computer. If you need to access your sent items from another device, they can be stored on the remote server instead. To save messages to the Sent items on the server, you must change the save location in Outlook.

• Select Tools, then “account Settings”, double click on the email account to open its account settings
• Click on “More Settings” button
• Select “Folders” tab
• Select option – Choose an existing folder or create a new folder to save sent items You will see the IMAP account in the box, navigate to the folder “Sent”, select & click on OK
• Click Next & Finish

Archiving your email

Your IMAP account on the remote server has a certain capacity and will eventually fill up. Your IMAP folders should be archived regularly so you have a permanent copy stored locally. Archiving will remove the archived messages from the server, freeing up capacity again.

To archive your email:

• Click on the IMAP Inbox on your folder list
• Select “File” on menu and select “Archive”
• Select “archive this folder and all subfolders”
• Choose a date that suits you, e.g. everything over 3 month old
• Select OK to archive

Archiving will save to an archive folder which will appear in your folder list.and will mark the archived messages for deletion from the remote server.

Check the archive folder to ensure all files are successfully downloaded before using the PURGE command to wipe them from the remote server. This should be repeated whenever your remote folder is approaching its capacity limit.