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Email FAQs

Other pages of interest:

Browse all the sections below or simply click on the titles above to jump to the area of interest.

 

 

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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