As the admin for your domain, you will be responsible to create and maintain your email accounts and their corresponding spam/quarantine folders. Each email account owner is now responsible for maintaining their own individual blacklist and whitelist. As the domain admin you can choose to get copied on everyone's spam/quarantine reports or not. You have been set up to NOT be copied, but this can be changed if you want, just let us know. You can also choose to just be added to receive certain accounts Quarantine reports - which is covered in the Admin Instructions.doc document.
For every incoming email, the mail server will try to determine if an incoming email is valid (will go to the inbox), is spam going to Spam Folder (junk mail) or should go into quarantine in the Quarantine Folder (poses a risk or danger to your computer). Once an item is deemed as either spam or quarantine, the email will be stored in the mail server interface for up to 2 hours in a folder called Spam or Quarantine. Within 2 hours of a new email being flagged as spam or quarantine, an automatic email is sent to the recipient using the Quarantine/Spam report via email to their inbox. This is an automatic process. See below for example of the report:
From this report, each person should take some sort of action to whitelist, blacklist, or deliver each item on the report. Each person having an email account under your domain will have these automatic Quarantine reports being forwarded to them multiple times per day possibly. As they add senders into either whitelist or blacklist it will build their lists accordingly. Once a user sends out an email, that email is automatically added to their Whitelist. Keep in mind that each email account has their own individual whitelist and blacklist.
Passwords have changed also; here are the new requirements to keep in mind when assigning passwords:
Password must be at least 6 characters long
Must contain at least one letter
Must contain at least one number
Must contain at least one special character from this list: ~, ! ,@, ^, *,
Do NOT USE THE FOLLOWING: comma, dash, pound sign, percent sign, colon, semi-colon, period, question mark, slash, back slash, quote, double quote or dollar sign. (ie: , - # % : ; . ? / \ ' " $ )
For the move to the new email server, we will set up all of your existing email accounts BUT you must first:
- Review the attached document called ACCOUNTNAME.DOC which lists out your current email accounts and passwords. Notify us of any invalid email accounts that can be deleted.
- Review the attached spreadsheet called ACCOUNTNAMEPassword.xls containing the new password assignments. If you have any changes, please email them to rkort@web2market.com.
Also on the spreadsheet is a column that asks "Does someone check this?" If the answer is yes, then that email user is responsible for their spam/quarantine mail. If the answer is no, then the quarantine/spam function will be turned off for this user or you as the admin can receive the Quarantine Reports.
Once you have reviewed this information, YOU MUST GIVE US THE OKAY so that we can set a date to move over your accounts to the new mail server. Please email rkort@web2market.com with your OKAY TO PROCEED or nothing will happen.
Then we must determine which day to move over your email accounts.
- Several days BEFORE the switch, you will need to forward 2 attachments to all of your staff members that have an email account on our server. The first attachment is Desktop Settings.doc and the other is User Webmail.doc. You must also read both of these documents and become familiar with their content so you know how to use the mail server interface and what the desktop settings are to get someones email configured. The desktop instructions are written for someone who has Outlook and if your user does not use Outlook, they will have to try and find these settings and make the corresponding changes in their email software program.
- Blackberry users should contact their Blackberry dealer for help.
- The morning of the switch over, each email user will need to CREATE a new
email account.
- One week after the switch over they should go into their email accounts and
delete their old email account (DONT DELETE THE MAIL3.WEB2MARKET.COM this is new.)
- Review the attachment Admin Instructions.doc to learn how to administer
your email accounts in our new server. This will become your responsibility as well as the Quarantine/Spam administration once your accounts have been set up.
We hope you find this new and improved interface gives you the flexibility you are looking for. Please let
Ruthann know if you have any questions.