Cyclops Studios - Good Info

ALL ABOUT EMAIL
I: II: III: IV: V: VI:	How To Set Up Email in Outllook How To Check Your New Email Online Block or Allow Certain Emails How to Forward Email How To Set Up Auto Responders Email: Sending Bulk (Very Important!)

I: How To Set Up Email in Outllook

These instructions are specifically set up for those who are hosted at Quality Host Online though it will work with many other hosts also.

This is BY FAR the fastest way to set up Outlook Express which generally comes standard on any PC. Because Microsoft Outlook Express is the most popular e-mail application available, you can automatically configure Outlook Express from your hosts cPanel. This saves time in manually configuring your e-mail application and avoids errors.

Note: This will only work if you have Microsoft Outlook installed on your machine and are running any version of Windows.

To Automatically Configure Outlook Express:

1. Log onto your host cpanel.
    To do this you would go to: http://www.yourdomainhere.com/cpanel
    Enter your username and password. (Email us for your logon info if you have misplaced
     it.).

2. Click on the Add/Remove Accounts link in the Mail area.

3. Click on the Outlook (Express) AutoConfig link next to the required account.
   Read the message in the alert window and click on the OK button. You may nee
    to repeat this step two or three times.

4. Click on the Open this file from its current location radio button, and click on the OK
    button in the File Download window.

5. Click on the Yes button in the Registry Editor window and repeat for the last window.     Outlook Express has now been configured for this account. You need to repeat this     process for as many accounts as you want to access through Outlook Express.

If you wish to manually configure Outlook you can follow the instructions below though it does require some basic computer skill and knowledge.

Manually Configure Outlook (all versions)
Important Note: Please make sure to replace yourdomain.com with your own domain.

You will need this information:

Incoming / POP mail server is:
mail.yourdomain.com

Outgoing / SMTP mail server is:
mail.yourdomain.com

You also need to enable Server Authentication to send email. DO NOT enable SSL or Secure Password Authentication (SPA). There is also an option "Save settings as incoming mail server". Make sure that is selected.

Also make sure to use the username in this format:
username@yourdomain.com

A password was set up for each email. You will need that also to set it up.

NOTE: There is a setting in Outllook that allows you to keep a copy of the email on the server (which means you can check it online from any computer) or you can have Outlook pull it off the server which means its then ONLY on your computer in Outlook. You can choose to have it keep a copy on the server for a certain number of days also. If you travel or check your email at other locations you want to keep a copy on the server, at least for a limited amount of time.

For video tutorials of this process, click the links below:
Outlook 2003 Video Outlook Express Video

II: How To Check Your New Email Online

Important Note: Please make sure to replace yourdomain.com in the example below with the domain for which you are accessing webmail . This format works with MOST hosts but not all. Contact us if it does not work.

1. Go to this address which is easy to remember:
http://www.yourdomain.com/webmail
2. Enter your username and password. If you lost them email us.
Your username is your full email and your password is the password for your email.

Other Notes: You can check your email from anywhere in the world with this method as long as you have an internet connection. Bear in mind, if you use email software to check your email from your computer or laptop, it has the option of pulling the email totally off the host server OR leaving a copy on. If you have it set to pull it off, it will no longer be available on the server to view with the method above. If you are going on a trip, you need to either shut down your email software while you are gone or make sure it is NOT removing it from the server.

III: Block or Allow Certain Emails

1. LOG INTO CONTROL PANEL: http://www.yourdomain.com/cpanel
Enter your username and password. If you lost them email us.

2. INSIDE CONTROL PANEL
You will see an Email Management Tool area. It' the third blue header.
Enter the MailScanner Configuration.

Click on the link that says "Email Black/Whitelist settings. Then you place emails, one per line, in the appropriate box. The the Whitelist will assure delivery. The Blacklist will prevent delivery. They only allow 30 in each box. Not sure why.

IV: How to Forward Email

1. LOG INTO CONTROL PANEL: http://www.yourdomain.com/cpanel
Enter your username and password. If you lost them email us.

2. INSIDE CONTROL PANEL
Under Email Managment Tools click on "Email forwarders."

On the top choice, Email Account Forwarders, click on the link "Add Forwarder".
Type in the the first part of your email address. Then choose Add Forwarder at the bottom. To delete a forwarder go into the same area.

For a video tutorial on this process: Click Here

V: How To Set Up Auto Responders

1. LOG INTO CONTROL PANEL: http://www.yourdomain.com/cpanel
Enter your username and password. If you lost them email us.

2. INSIDE CONTROL PANEL
    You will see an Email Management Tool area. It' the third blue header.
    Click on Auto Responders.
    Click on Add Autoresponder.
    Type in the first part of the email account you wish to set up the autoresponder for.

Fill out the form with whatever information you wish the people to be automatically sent when they email you. Go into the same area to change or delete an autoresponder.

For a video tutorial on this process: Click Here

VI: Email: Sending Bulk

If you send out group/bulk emails there are some VERY IMPORTANT "etiquette" rules you need to follow. Spamming (sending unsolicited bulk emails) is such a huge problem that congress passed the CAN-SPAM Act of 2003. Following the instructions below will not only protect your email-ee's privacy and keep you legal, it will assure your professionalism in the world of email marketing.

HOW TO SEND MASS EMAILS…THE DO’S AND DON’T

FYI: HTML emails are VERY tricky to set up and send and there are many in's and outs to setting them up properly so they will not get put in people's junk mail and also so that they will be OPENED. We are experts at setting them up properly and know how to get people to open your emails!

HTML EMAILS: Not that were trying to disuade you from doing your own mass HTML emails BUT.... there are quite a few tricks to doing this correcly so they show up the proper way. If you do not follow certain rules, you email will not show up anything like you planned. (It can get pretty ugly.) Thats just the unfortunate facts. If you do not know html email design rules and want a full color html email, its best to leave it to the professionals who do this on a regular basis... whether it is us or someone else. (Text emails can be sent by anyone and are the suggested way to send if you are doing it yourself.)

RULES EVERYONE SHOULD FOLLOW:

Always Send Using BCC and NEVER the To: or CC: This protects the confidentially of people's emails which is a BIG deal to most people. Otherwise everyone on the list can see everyone else’s email and gather them for their own use. (From an aesthetic point of view, sending using the To or CC creates a huge list of email addresses at the top of your email. Very unattractive.)
Check Your Sending Limits. Almost all email companies will prevent you from sending to a large number of people at one time.. this is due to SPAM restrictions. (Example…. You can send to 75 people every 1 hour) They will shut down your account if you go over. Check the limits for your email provider.
Compress Those Graphics! When sending attachments or graphics in an email, make sure they are not too large. Large attachments can prevent some people with slower connections from receiving the email. Graphics should always be made smaller and compressed. If you do not know how to do this, just send text.
Never Place People On A List Unless They Ask To Receive Emails From You. This is a biggie! Doing so makes your an "email harvester"... ( not a good term.) You could be blocked from sending emails if enough people report the spamming.
Send From A Personalized Email Account . To give a professional look, send from an email associated with your domain or web site(if you own one). Free emails from your internet provider or those such as AOL, yahoo etc. are considered armature and lessen your credibility.
Always Provide Simple Unsubscribe Instructions or a link at the bottom of every email you send out . This is actually required by the enacted SPAM law quoted above.
Keep 'Em Short and Sweet. Do not make emails too long or wordy. Your goal is to get their attention and have them either call or visit a web site. Long emails will most likely end up being deleted. People just won't read them.

OTHER OPTIONS FOR SENDING GROUP EMAILS

1. Use a company trained in creating your html ads (like us Ü). We'll not only get people to open them, but "WOW" them with the design. And we know all the rules for setting them up properly.

You then need a good company to send the email through. We can upload the ad we created to the company of your choice and send it out for you! Many of our clients use Mail Chimp They will even manage your subscribe list for you! (Ask us for details). To learn more and visit their site CLICK HERE.

2. Set up a subscription page on your site so visitors can subscribe themselves! We can do this and have the subscriptions come right to your inbox. If you use a company such as Mail Chimp above, we can program your forms so that people are automtaiclly added and removed from your list. You don't have to do a thing!