Email
Related Questions
What is
Email Server?
The program we run on our powerful Windows
Advanced
Servers to provide email services to our clients via their web site domain name.
Basically your web site domain name also functions as an Email Server.
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What is Domain Name Branding?
Since your new web site is labeled with www.your_domain_name.com
your can use that name on all your letterhead and company information to direct people to your
web site. You can also use it to "brand" all your email. Since you now own
www.your_domain_name.com
you also own
any_name@your_domain_name.com. You can add sales, service, info, email, etc.
before the @ sign and it will all be directed to your
Email Server accounts. The only
exception to this is the .name and
.pro domain names where you must
purchase the email services from them directly at an
additional cost per year. For this
reason we suggest you do not use these domain name extensions.
To use your personal email address (your_name@AOL.com,
etc.) in public would be counter-productive. Since we can forward all your email to any
Internet Providers email address, your real IP address can remain hidden. All your
customers will see is your domain name. Should your personal IP provider change, a
simply change on your server (in the background) and it would forward to the new address.
All this would stay transparent, unseen by all.
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What is being done for
AntiSpam and AntiVirus?
TELEsites.net
has several Anti-Spam and Anti-Virus solutions in
place on all our email servers. The Anti-Virus
is a standard scanning software program that checks
all the attachments of email messages as they come
through the system. This cannot check for bad
links or false URLs within the message text so users
are encouraged to be alert to traps set by malicious
senders. Anti-Virus definitions are updated on
an hourly basis. This does not replace the
personal anti-virus software program that runs on
your own computer and users are encouraged to always
run a anti-virus program on their PC and keep it up
to date.
Since it is
estimated that nearly 85% of all email traffic is
spam it is important to keep our own systems free to
just process the real email messages. Our
Anti-Spam solutions to stop the continuous barrage
of spam (unsolicited advertisements) are built into
our email server. We use a combination of
elements to reduce the amount of spam emails by
stopping known senders from sending any email
through our systems. This is done by our use
of the following blacklist services which restrict
email by checking the reverse DNS for email servers
that send us messages:
You can find
out more about these services and how they operate
by clicking on the links above. We do not use
SpamCop or the DSBL "unconfirmed" list as those
listings are not confirmed or well managed.
Our email services are following the guidelines of
the US Federal
Can Spam Act which was passed by the Senate on
November 25, 2003, agreed to by the House of
Representatives on December 8, 2003, signed by the
President on December 16, 2003, and took effect on
January 1, 2004.
Here is a summary
of the Can Spam Act:
The Controlling the Assault of Non-Solicited
Pornography and Marketing Act requires unsolicited
commercial e-mail messages to be labeled (though not
by a standard method) and to include opt-out
instructions and the sender's physical address. It
prohibits the use of deceptive subject lines and
false headers in such messages.
You can see full
details
here.
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Why does it say SPAM? in the
email subject line?
Our Spam filter
system marks any questionable email with a text
marker "SPAM?" in the subject line of the email
message and then sends the
message through to the recipient.
By not
automatically deleting the questionable spam
messages we leave it to our end users to determine
if the email is a real one or not. Many
systems that use rules to delete questionable spam
messages often delete real messages in the process.
By doing this
marking, our clients can create a RULE to move
messages that contain the text SPAM? in the subject
line into a separate folder where they can review
the messages WITHOUT using a preview screen.
You should
periodically look at the folder to check for false
positives or other innocuous email. In most cases a
glance through the subject lines and sender is
sufficient. You should delete real spam without
opening it or using a preview screen.
You may notice
that sometimes the marking is followed by more text
(i.e.- SPAM?-Blank Subject) this gives you more
information about the reason the email was marked.
If you find a real email address that is
continuously incorrectly marked as spam just forward
a copy of the message to us and we will white-list
the email account so it will not happen any more.
If you would like
to learn how to create rules within your email
program take a look at the following article as it
will give you a good idea as to the general process
and it also tells you how to turn off your preview
screen.
Click here for article
All email programs
are different but almost all of them allow you to
move emails around in your folders using rules.
Look into your email programs help section or web
site for more detailed information on this process.
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Why did I receive a message saying my email was
denied?
If your email
is being denied your IP address has most likely been
placed on one of the above lists (read the section
Anti-Spam Anti-Virus above) and in that case,
your email is being denied to any servers that use
these lists not just ours. This is a very
common practice in today's spam filled email
traffic. To be removed you must contact the
service directly. You can check to see if your
domain name or IP addresses are in one or more of
the lists by going to each of the links above and
doing a search. If you are listed you will
need to follow their instruction at each web site
for getting removed. We cannot help you as we
do not have any control over these third party
services.
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Why did I receive an email
saying click this link to get your email message?
This is a
common form of virus infection that is being
distributed. It uses a real email address and
domain name to trick recipient into clicking on a
malicious link within the email. The email
contains an infected attachment (which if your
anti-virus program is up to date should be found and
removed). If the attachment has been removed
by the AV program then the link will not work if it
is clicked. Normally this comes in something
similar to the following text:
Subject:
Mail Delivery (failure
your.email@your_domain_name.com)
If the
message will not displayed automatically,
follow the link to read the delivered message.
Received message is available at:
www.your_domain_name.com/inbox/email/read.php?sessionid-11985
We do not
send any type of email alert or notification of this
type about your email messages or services.
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What types of email accounts can
I have?
There are basically three types of email accounts: Forwarding, Aliases and POP3. You
can have any combination of these that you want, although different hosting plans have a limit
on how may POP3 accounts you can have. You will need to send us the details on exact
names and passwords, forwarding addresses, etc., that you would like to use so we can set up
these functions on your Email Server.
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What is email forwarding?
Email forwarding is where all email sent to your domain name can be forwarded to a single
email address. This is the email address you give us on your order form (unless we are
advised otherwise) and is usually the email address given to you by your personal Internet
Provider (EarthLink, AOL, etc.)
You actually have unlimited email “forwarding” which means,
anyname@your_domain_name.com forwards to
person@email_address.com.
Your personal address is provided by your Internet Service Provider
(your_name@earthlink.net, etc.).
Should someone send an email to
test123@your_domain_name.com it would arrive with all your email at the one main
forwarding email address. Since the email is forwarded
automatically to the personal account you don't need a
username login and password.
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What is an Alias account?
If you would like someone’s
email to forward to a different address, then we can set up an “alias” email account (these
are unlimited) wherein each
persons_name@your_domain_name.com forwards to
person@email_address.com.
Should someone have there own email address at home or on a laptop they could have all their
email forward to that account.
You would only need to provide us with each person’s name as it would appear before the @ sign
and their personal email address.
Since the email is forwarded automatically to the Alias account you don't need a username
login and password.
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What is a Pop3 account?
You have a specific number of “POP” email accounts with each web site Hosting Plan (see
hosting plans).
A Pop3 account is where we set up
users_name@your_domain_name.com and any email sent to this address resides on the Email
Server until such time that an email program (i.e.- Outlook, Outlook Express, etc.) “pops” the
account on the Email Server and downloads all the email.
Should you need a few additional accounts that would be no problem (however should you
require several more there will be a monthly fee per account).
You only need provide us with each name as it would appear before the @ sign and a password
that would be used to access (or pop) the account.
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What is a
nobody account?
Before the worldwide increase in spam and junk email
using forged addresses, we had in place a system where
any email address @
your_domain_name.com would forward to a single
POP3 account. This was set up through our Email program using nobody@
your_domain_name.com as
the account name.
Now that more and more email software is checking to
verify if the email sender is a real account the nobody
account actually can open the door for these spam
senders to use every name they can think of before @your_domain_name.com.
This results in forged emails being sent, then all the
replies, non-delivered messages and “virus found”
messages being returned to the nobody account and
flooding the network and your mailbox. It is bad enough
that we cannot put a stop to this practice but we can
stop handling the fallout.
For this reason we no longer allow nobody accounts on
our system. Instead we recommend that you set up alias
accounts for all the real email names @your_domain_name.com
that you want to forward to your main POP3 accounts.
You have unlimited alias accounts and this protects the
integrity of the system.
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What is an
IMAP account?
IMAP is a type of email account
where your email messages remain on the email server and
you can create a folder set up where you can keep all
your email. If you have ever used an AOL or
Hotmail email account you will most likely be familiar
with this type of service. You can use Outlook
Express to access your account and synchronize your
folders form anywhere you can get Internet access.
This type of service is very good for persons who work
from away from a central office, on the road or from a
laptop. This service allows you to keep a central
storage point for all your email on the email server
instead of downloading (removing) it to a single POP3
computer set up in one location.
By default IMAP is not turned on
for your email account. Please send us a
support ticket and request
the service be activated for each email address that
will use the IMAP service. For most all email
accounts we recommend using the POP3 account service to
download your email into one place but should you need
this type of remote email service we will be happy to
turn it on.
To set up an IMAP account follow
these instructions:
In your Outlook or Outlook
express (or any email program) select add a new account.
Select IMAP as the type of account. Then complete
the rest of the screens as explained in the section
(below)
How do I set up Outlook / Outlook
Express? Your folders will be imported the first
time you use the account.
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How do I set up my email accounts?
Simply send us the type of email account, username(s) and password (if needed) for each
account via email to
your_domain_name.com@TELEsites.Net. We will enter them into the
Email Server and let you
know the minute they are running. You may simply email any changes or additions to us in
future.
For larger hosting plans (Professional and Commerce) with more than a few pop3 accounts, we
will give you access to the Email Control Panel for your domain name and you can make the
changes directly to your email services in real time.
We do not post the information of how to log into the
admin control panel online for security reasons.
Feel free to contact us and request this service with a
support form ticket.
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How do I set up Outlook / Outlook
Express?
Here are some screen shots of the Outlook set up screens the way it
would look for an account at
TELEsites.Net. Access these menus by opening Outlook or Outlook Express (some versions
may look slightly different). Select TOOLS | SERVICES (or accounts) from the top menus.
Once the window opens hit the "ADD" button. Select Internet email. You will get
this screen: (note: Windows XP users -- screen shots are below.)
Fill out the above section using your_domain_name.com everywhere we have telesites.net listed
here. Then select the Servers tab at the top. You will see this screen:
Again, where you see telesites.net enter your_domain_name.com. Enter your account name
and password in the "Incoming Mail Server" section. Use the check mark if you want the
computer to remember the password each time you log in or leave it uncheck for more security.
Note: It is very important that you check the Outgoing Mail Server box "My server
requires authentication" so that outbound email server is secure from outside parties who may
try to use your mail server for junk email sending or mail bombing. The default "Use
same settings as my incoming mail server" should be used under the settings button. In
this way all outbound mail will only be sent if your username and password are entered
correctly.
For Windows XP it would look like this:
Fill out the above section using your_domain_name.com everywhere we have
telesites.net listed here.
Click the "More Settings" button to get this screen:
Note: It is very important that you check the Outgoing Mail Server box "My
outgoing server (SMTP) requires authentication" so that outbound email server is secure from
outside parties who may try to use your mail server for junk email sending or mail bombing.
The default "Use same settings as my incoming mail server" should be used. In this way
all outbound mail will only be sent if your username and password are entered correctly.
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Why do I have problems when using AOL
as my Internet Services Provider (ISP) and main email address?
You should note that AOL has some severe problems regarding its email functions.
We suggest that most businesses get away from the AOL services whenever possible. These problems include but are not limited to; inability to accept any emails with secure email certificates
attached, reduced graphics displayed in browsers (you don’t really see your web site like
others do), stripped email communications (sometimes graphics and pictures are removed from
email by AOL servers), zipping of portions of messages into attachment files like subject.zip
(to compact some graphics and text messages), email previous replies (called threads) are
removed so you can not see the last message (very annoying for businesses who get hundreds of
emails each day). These things make it very hard to do
business in a professional manner. It would appear that
AOL was created for the Home PC user and therein does not provide the substantive features
most businesses need to communicate effectively. Perhaps
they will change this in the future but for now,
IMHO it is not very good.
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Why am I not allowed to forward my web site emails
to an AOL account?
TELEsites.net no longer allows anyone to forward (copy
or redirect) email from our hosted domain name’s email
accounts to any AOL account.
SITUATION:
Due to the
way AOL allows any of their members to block spam email
from within their email services - we have encountered a
trickle down problem. When an email is marked as spam
within the AOL service - it reports to a database (DB)
of spam senders. If enough reports are made to the DB
with the same IP address then AOL will block all email
from that IP address (all our email servers) from being
delivered to any AOL members.
PROBLEM:
The end
user has set up their email address from their
TELEsites.net hosted web site to forward (redirect or
copy) ALL email to an AOL account. A spammer sends an
email to their web site email address which is forwarded
to their AOL account. The email is retrieved from
within AOL and upon seeing the email is spam the end
user marks it as such in their spam blocker service.
Once the email is marked as spam inside the AOL account
– this wrongly records the TELEsites.net email server
and the user’s own hosted Web Site email account as the
original spam mailer.
EXAMPLE:
A spam
email is sent to an email account on one of our hosting
accounts. The email is then forwarded (by email settings
within their hosting account) to an AOL account. The
email is marked as spam by the receiver and that
identifies NOT the original sender as the spam mailer
but it identifies the receiver's own email account on
the hosting server as the sender. In essence, AOL users
are wrongly reporting their own email account as sending
spam. Since the hosting email account is identified as
coming from our email servers IP address we stand to
have all our email servers IP addresses blocked and all
future email to any AOL address could be black listed.
RESOLUTION:
Do not
use any redirects or
forwards to AOL accounts from your email settings. This
will keep all your email on the TELEsites.net email
servers.
Use your
email program on your computer (Outlook or Outlook
Express) to get (POP3) your email from the email server
(recommended).
Or use the
Webmail (browser based access) to your access your mail
by going to
http://your_domain_name.com/TELEwebmail where
your_domain_name.com is your web site address.
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How do I access my email from a browser
window?
This service is most commonly referred to as WebMail. You can access
your WebMail account from any Internet Browser (Internet Explorer, Netscape,
etc.) from anywhere in the world where you can get to an Internet connection.
We have made this very easy to remember for you by
allowing you to log in through your own web site. Simply
go to your own web site and append /TELEwebmail at the
end of the line, as follows:
http://your_domain_name.com/TELEwebmail
Sign in with your full email address under USERID and enter your personal password
for your email account. This is the same password
that was used to set up your POP3 email settings.
Any POP3 email account can access this WebMail service
in this way.
If you have any problems accessing this WebMail
service please send us a
support ticket
as the service may not be turned on for your domain name
as yet. We only activate this service on hosting
accounts that request it.
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Why do I have
problems sending email
when my Cable / DSL Internet Service Provider has
blocked port 25 SMTP?
Recently many of the Cable and DSL Internet Service
Providers (ISP) have decided to try to stop the spam
email traffic
from infected zombie computers from going through their systems. They have chosen to
not allow any outbound email through their system that
does not have an email address that is with their
service. For this reason your domain name email service
may stop sending outbound mail and you will begin to get non-delivery
messages.
You can resolve this issue as follows:
Change the advanced settings for your outbound port
from port 25 to use port 2525. We have our email
services listening on both ports to resolve this issue.
Here are the settings for Windows XP using MS
Outlook:
If you are using a different version of Outlook or
Outlook Express, the settings are the same but the
window will look a bit different.
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Why does
email service seem to be slowing
down?
In the past few weeks the Internet has seen a
documented increase in spam or junk advertising email
messages. See
this
article for details. This increase has put a
lot of unneeded traffic onto the Internet and in general
is slowing down all processes but especially processes
involving email delivery. Most all system have
some type of filtering in place to try to fend off this
spam. The additional mail ends up going into
holding queues and waiting for the system to get around
to filtering and then delivering the messages. On
some systems we have seen delays as long as a few hours.
Since email is a fire and forget technology - there
is really no way to have any control over anything once
the email has left your system. We recommend that
you do not reply solely on email for critical business
communication processes.
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Why is there
so much spam in my email lately?
In the past few weeks the Internet has seen a
documented increase in spam or junk advertising email
messages. See
this
article for details. This increase has put a
lot of unneeded traffic onto the Internet and in general
is slowing down all processes but especially processes
involving email delivery. Most all system have
some type of filtering in place to try to fend off this
spam. The additional mail ends up going into
holding queues and waiting for the system to get around
to filtering and then delivering the messages. On
some systems we have seen delays as long as a few hours.
How do I email TELEsites.net?
Kindly address all messages you send to us using the following formats:
- For non-account (not on our hosting servers) email:
- For Hosting Only accounts: host.master@your_domain_name_here.com
- For Hosting and Design accounts:
web.master@your_domain_name_here.com
- For technical support: your_domain_name_here.com@TELEsites.Net or simply
Please change your email Address Book listings to use only these email addresses. It is
very important that you follow these guidelines in order for us to properly process your
requests in a timely manner.
If you have a web site issue that is of an urgent nature (web site offline, ASP database not
functioning, error message in shopping cart sales process, etc.) then use the
following special email address:
- For urgent web site problem:
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