Before adding email accounts to HQ please make sure you have all the correct settings so that you don’t cause HQ to be trying to connect to the wrong mailbox settings.
If you are unsure of how to set up the mailbox or you use GMail or Office365 please contact Selestial either via email at firstname.lastname@example.org or call 01756 668120
To add a new mailbox or modify an existing one to a user’s account you will need to go to the Users tab in the Administration system.
Once there you can select the user from the drop down box and then you will get the information for that user, at the bottom of the page is a list of the users mailboxes, you can either select one and click edit mailbox or just click the new mailbox button at the bottom of the page.
The form below appears after clicking the ‘New Mailbox’ or ‘Edit Mailbox’ buttons.
This form contains a number of mailbox parameters that need to be accurately entered for proper functioning of the user’s mail system:
||This is a textual label that only has significance to the user. This could, for example, be the user’s email address.
||Toggle ON or OFF to collect or prevent collection of mail for this account.
||The Internet address of your POP3 mail server from which your mail is collected.
|POP3 Username, Password
||Your username and password credentials for collecting email from your POP3 server.
||The Internet address of your SMTP mail server through which your mail is sent.
|SMTP Username, Password
||Your username and password credentials for despatching email to your SMTP server. Typically, the username and password for SMTP are the same as the username and password for the POP3 setting.
||Some POP3 and SMTP servers require further authorisation. Click the relevant checkbox if that is the case.
||The user’s email address.
||This is normally the same as the user’s email address. If you set the Return Address to a different email address to that of the sender, replies to the users email will go to the Return Address.
||Then name of the sender of an email which is shown to the recipient (the ‘From’ address) . Typically enter the user’s name here.
|Test for Junk?
||HQ has a number of mechanisms for testing emails to see if they are SPAM. Click this box to turn these mechanisms ON or OFF.
||SORBS is a major international database of known SPAM senders. Click this box to use (or don’t use) SORBS to reduce the number of SPAM email’s the user receives.
||Some Mail Services provide a SPAM detection service. The standard way of marking email as Spam is to include a label in the header of the Email. If your Mail Service does this, then tick the Use Spamheaders box. Email that is labelled as Spam will then be redirected to the users Junk folder. Often emails suspected of being SPAMs by such a service are forwarded to the user with a textual prefix prepended to the email’s subject line. For example ‘JUNK:’. If this is the case, enter the prepended text here and HQ will use this information to move appropriate incoming emails directly to the users Junk mailbox folder.
||Some Mail Services mark email as spam by prefixing the subject of the message by “[SPAM?]” or similar. Use this field to define what that prefix is. All mail marked with this prefix will then be moved to the User’s Junk folder. Leave the prefix blank if you do not want to use this facility.
|Autolink Incoming Emails?
||Incoming emails to this account can be automatically linked to the history of a Person or Business if they already exist in HQ. Click this box to allow or disallow this process.
Incoming email will not be linked if the autolink option of the individual contact has been deselected.
The incoming email will be linked automatically if:
- The mailbox autolink incoming email is ticked AND,
- The contact’s autolink incoming email is ticked.
||Test mailbox settings by clicking this button. HQ will attempt to connect to the POP3 server and send a test email through the SMTP server. After completion HQ will report it’s findings.
||Every mailbox for every user can have a default email template. To create or edit this template, click this button.