Professional E-mail Access Options and E-mail Best Practice
In order to access your e-mails you currently have three access options i.e.:
- Create an MS Outlook / Thunderbird account (the best option)
- Access your mail via webmail – refer to the webmail link provided by your account manager.
- Set mails to automatically forward to your existing account (we would have to set this on our side or you can do this once you log in via webmail)
It’s important to note that you would need to periodically (at least 2 X / year ) archive your inbox and sent folders as the amount of disk space is shared with your website content and exceeding your cap (limit) will mean paying overages every month and in most cases an inability to send or receive e-mail. The best way to avoid this is to keep your inbox and sent folders clean & tidy.
It is best practice to compose (type out) one’s e-mail off line in a word processor such as MS Word, Open Office, MS Notepad etc, then simply paste the message when you log on to your webmail account. This way, you do not lose your work should your computer drop a connection or should you experience a power failure.
Please note that with Microsoft now automatically updating users Internet Explorer software, browser issues may sometimes be experienced when connecting to any servers directly, especially with newer browsers. For this reason, it has become necessary to have at least two different internet browsers installed on one’s computer. We recommend that Mozilla Firefox be installed as an alternative to Microsoft’s Internet Explorer. You can also use Google Chrome. This way, if you experience any problems on one browser you can simply log on using your alternative browser.
Please advise if you need us to forward the mails to your gmail/yahoo or other accounts (option 3).
Archiving E-mail Inboxes and Sent Folders
In order to avoid or minimise additional monthly disk space costs, we advise that all e-mail account Inbox and Sent folders on each e-mail account be archived twice a year or at the very least every 12 months.
Archived e-mail messages will always be available to users. In the past, most pop3 email accounts were set to delete messages off the server after X number of days. However, the move away from pop3 e-mail accounts to IMAP e-mail accounts facilitating the availability of e-mail messages on all one’s devices such as cell phones, tablets and laptops/pc’s simultaneously has led to significant increases in disk space usage.
For advice on how to archive your Outlook folders, please see the articles below or contact your regular computer technician for assistance:
- Archiving in Outlook 2010
- Archiving in Outlook 2013
- Archiving in Outlook 2016
- Archiving in Outlook 365
- Archiving Outlook 2019
- Archiving in Mozilla Thunderbird
General information regarding Professional E-mail Accounts
When composing email messages, in order for your email not be trapped in spam folders please take the following into consideration:
For your information, e-mail messages may be trapped in spam folders when they contain:
- Attachments larger than 9Mb in total
- Unnecessary all caps in a subject and body.
- Punctuation in the subject such as ! ; or ,
- Unnecessary or even excessive punctuation in the body, e.g. That is a fact!!!!!!! Or did you see that ???
- Substitution of letters for numbers such as the 3 for E or 5 for S such as W3B instead of WEB
- Contain unnecessary spaces in between letters such as this w o r d
- use multiple coloured fonts in the body of your email.
- use unnecessary large font sizes.
- Use gimmicky words or marketing / sales phrases that are often found in spam email composition, such as: Click Here, Buy Now, As Seen On TV, Money Making, Get Paid, Make Cash, Pre-Approved, Hot Deal, Satisfaction Guaranteed, Lowest Prices, Save Big, etc.
When compiling email messages, it is best practice to:
- Not send more than 90 e-mail messages per hour so as to avoid having your domain being blacklisted
- If you are sending in .HTML format, it is important to include a text version of your email.
- Retain an acceptable text-to-image ratio, so for each picture include at a minimum of three lines of text.
- Be sure that that your internet IP address allocated to you by Internet Service Provider (ISP) has not been blacklisted.
- Don’t use short URLs or hyperlinks in the body of your e-mail such as bit.ly or goo.gl
- Don’t stuff your email with hyperlinks.
- Don’t use rude language or obviously poor spelling.
Please feel free to contact us should you have any queries or require any additional assistance.
Malachite Digital’s Webdesign Service offers email only hosting accounts as follows: