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 Basic Email Settings

Notes:

• IMAP email access coordinates between the server and your mail application. Messages that have been read/deleted/replied to will show up as such, both on the server and in the mail application.
• POP3 does not coordinate with the server. Messages marked as read/deleted/replied to in the mail application will not show up as such on the server. This means that future mail downloads with POP3 will show all messages as unread.
• Outgoing mail is sent using SMTP.
• We recommend using POP3 over SSL/TLS or IMAP over SSL/TLS since they provide increased security for your interactions with the remote mail server.

How to access your Email Account

Before you begin to setup your email client, you must first decide how you would like to access your email. You can use many different programs to check your email. You can use a Desktop Program like Outlook, Mac mail, or Thunderbird. We strongly recommend using your email as Webmail, which allows you to check your emails from any location using your web browser. By default we set up access for all our clients through Horde. Also, you can use a third party like  Google Apps  or your iPhone, Droid, or other mobile device.

Should you choose to use to use a desktop email client, please contact us if you need help configuring or setting up. Common email clients that most users are familiar with include Microsoft Outlook and Mac Mail. You can use any program you want as long as is it can connect to our servers. Here is a list of commonly used desktop email clients;

• Outlook 2013
• Outlook 2011 (Mac)
• Outlook 2010
• Outlook 2007
• Outlook 2003
• Outlook 2002
• Mac Mail
• Thunderbird
• Windows Live Mail

Accessing your email through Webmail

Webmail allows you to check your email from within your browser, such as Internet Explorer, Mozilla FireFox, or Safari. A big advantage to using Webmail is that you do not need to configure any settings. You can simply log into webmail and begin using it. Another advantage is that your information is stored on the server so it can be accessed from any computer you’re logging in from.

Configuring your mobile device

You can also configure your mobile phone or other mobile device to connect to your email. Below is self help notes for setting up email on some common phones and devices.

Setting up Email on a Galaxy Phone

1. Click on your Mail icon on the front screen of the phone. If you cannot locate the Mail icon on your screen, touch the Applications icon in the lower right corner and then you should be able to find it.
2. If you have yet to set up an email account on your phone, you will be taken to a screen with two fields. Enter your email address in the top field and the password in the lower field. After you have entered the correct information, touch the Manual Settings button at the bottom of the screen.
3. You will be taken to a screen that gives you three option buttons: POP3 Account, IMAP Account, or Microsoft Exchange ActiveSync. Select your desired setup by touching the appropriate button. Select either POP3 or IMAP, but not the Microsoft Exchange option. We recommend IMAP for setting up email accounts on a phone, however.
4. er making your selection, you will see a page that asks for several fields of information.IMAP Settings
   

   User Name	Enter your FULL email address, even though the preset does not have the entire address. For example: you@example.co.bw
   Password	Enter the password for the email account.
   IMAP Server	If your domain is pointed to our servers, then use that (ie: example.co.bw).
   Port	This is the port number the phone will use to connect to the server. Security type selection will determine what port number you want to put here. Reference the table below to find the correct port number.
   Security Type	The type of security the phone uses to talk to the server. Note that our servers do not differentiate between SSL and TLS settings, so using SSL is the same as TLS. Security Type Description Port None (Default) No security protocol is used. 143 SSL Secure Socket Layer Protocol used. Will ask for confirmation for secure certificates. 993 SSL (Accept All Certificates) Secure Socket Layer Protocol used. Automatically accepts all secure certificates. (Recommended Secure Protocol) 993 TLS Transport Secure Layer Protocol used. Will ask for confirmation for secure certificates. 993 TLS (Accepts All Certificates) Transport Secure Layer Protocol used. Automatically accepts all secure certificates. 993
   IMAP Path Prefix	Leave this field empty as it is not in use with our servers.

   Once you have entered your settings, touch the Next button found at the bottom of the screen.

   Your phone will now check the incoming settings with the server to ensure they are correct and that it can connect. Once it has been confirmed, you will be taken to the next screen.

5. This screen is your Outgoing Server Settings screen and will be the same whether you use POP3 or IMAP in the previous step. There are a few fields on this page which are important for sending mail through our servers.
   

   SMTP Server	Unless you have a custom third party SMTP server, you will simply use the same server name as you did for your IMAP settings.
   Port	The port number used to converse with the server. The port number will be determined by the security type selected below.
   Security Type	Note that our servers do not differentiate between SSL and TLS settings, so using SSL is the same as TLS. Security Type Description Port None (Default) No security protocol is used. 25 or 587 SSL Secure Socket Layer Protocol used. Will ask for confirmation for secure certificates. 465 SSL (Accept All Certificates) Secure Socket Layer Protocol used. Automatically accepts all secure certificates. (Recommended Secure Protocol) 465 TLS Transport Secure Layer Protocol used. Will ask for confirmation for secure certificates. 465 TLS (Accepts All Certificates) Transport Secure Layer Protocol used. Automatically accepts all secure certificates. 465
   Require Sign-in	Checkbox for requiring SMTP authentication. Unchecking this box can cause connection errors.
   User Name	As with the incoming server, use your entire email address.
   Password	The password for the email address.

   Once you have set the Outgoing settings, click on the Next button to continue.

6. This screen is the Account Options screen. This asks for a couple of last minute details about the frequency of checking emails and whether you want a notification when new email arrives. As always, click the Next button when finished.
7. The last screen is the Set Up Email screen. Here you will give the mail account a name. This name is just an identifier used on your Android phone. You will also be asked for the name you want to display on outgoing emails. Once you have completed this task, click on the Done button and you are all set to send and receive email using your Samsung Galaxy phone!

How to setup email on Windows Phones

1. 1. Login to your phone and then go to the Applications (or Apps) screen. You will be looking for SETTINGS. If you a large number of apps, you might need to scroll to the bottom and swipe the right-arrow to continue looking through your apps.

1. 1. When you find SETTINGS, tap on it to open it.

1. 1. In the SETTINGS list, you should see email+accounts. Tap on email+accounts to continue.

1. 1. When email+account opens, tap on add an account to continue.

1. 1. Here you will see a list of different account types. Tap on the option labeled advanced setup.

1. 1. You will need to type in your email address and email account password at this point. This is for the account that you are trying to access and see on your phone. Tap next to continue.

1. 1. You will then see options listed under ADVANCED SETUP. Tap on “Internet email”

1. 1. At this point, you will need to know your email settings. If you are unaware of your email settings, you can find them by going to  finding your email settings . The account name is the same as the email address. “Your name” is the name used when the email is sent. “Account Type” is either POP3 or IMAP -the account can be setup with either type, but you will need to select one. You may need to scroll down in order to fill in all of the settings that are available. Scroll down until you two check boxes as per the screenshot at right.

1. 1. Tap each of the check boxes so that you see a check mark in each box. These check boxes include: Outgoing server requires authentication and Use the same user name and password for sending email. These options are both true and required. When the check marks are in the check boxes, tap on advanced settings at the bottom of the screen to proceed.

1. 1. You will see the Outgoing server requires authentication and Use the same user name and password for sending email check boxes again. They should be still be checked. If not, then tap each box to add the checkmark. The next two items depend on if you are using the secure email settings.Tap to check the boxes ONLY if you are using the secure settings for incoming or outgoing email settings.

1. Finally, there are also settings for Download new content and Download email from – both of these settings are based on time. Typical settings might be, “every 1 hour” for downloading new content, or, “the last 7 days” for the Download email from settings. Set the time intervals you wish to use for these settings, then click on SIGN IN in order to complete the process.

After clicking on “sign in” you will immediately find out if the account was setup correctly, as long as you have a good connection to the internet. If you find that you’re not connecting, double-check your settings and also check to make sure that you have a good connection to the internet. If you see your email, then congratulations on successfully setting up your Windows smart phone to send and/or receive email!