Managing your email

If you have a domain hosted on any of the WoodChip servers (Raziel, Haniel or Jophiel) then you have access to all of the variety of email facilities on offer.  This page should lead you to information about how you can:

  • Collect your mail via Webmail

  • Use a Mail Browser or app to read your mail

  • Alter the settings for your mailbox

  • Set up a Mailing List

Using Webmail

All email accounts are accessible via Webmail.  It means that, wherever you can access the Internet, you can read your mails. 

Webmail is probably not your best choice as your main access, particularly if your email life is busy because the facilities for filtering and sorting your stuff are somewhat limited.  On the other hand, it is easy (you just need to remember your email address and password) and globally accessible. 

That "easy global access" is, however, its very weakness.  It means that, if anyone can find (or "crack") your password, then, wherever they are in the world, they can not only read your mail but also send out messages as if they were from you.  (You've probably seen them - "I'm stuck in XXX and my wallet is stolen.")

For details of using webmail, visit the Webmail page here

Use a Mail Browser

The usual "professional" way to read mail is to use a mail program (such as Outlook, Thunderbird, Windows Live Mail) or an app on your mobile phone or tablet.  The settings that you need are common to all of the programs you'll come across and they are detailed on the "Settings" page.

What program you use will depend on what system you are using.  On a PC, the old Outlook Express is no longer available as it "died" with Windows XP.  Windows 8 has a built-in Mail program (they call it an "app" now) but you would be well advised to download Windows Live Mail which is much easier to manage.  Mozilla's Thunderbird has versions that work on Windows, Linux, Apple's OS and so on.  Phones and tablets have their own range of apps, either built-in or freely downloadable.  K-9 Mail is an example.  They all have their good points and bad.  What you use is up to you.  There may be a page with detailed set-up instructions here soon.

Alter your Mailbox settings

There is a management system that allows you to change your password, set up an "auto-answer" system and to direct where your mails should go.  There is also a utility which allows you to retrieve your password (provided you can still access that email!). 

Currently this is running on the old server, Gabriel, but it is being transferred and updated onto the three new servers.  The simplest way to access this is via the "Email Admin" link that appears in the Administration menu of your PCC website (always provided you have such a site and are logged in as a member).  You can go direct to:

...depending on which server is hosting your site.  (Visiting directly from your website will, of course, direct you to the right server.


The Info Bar


Two ways to connect

Many of these mail browsers (programs) allow you to connect in one (or both) of two ways.

POP3 This traditional system was developed in the days of telephone dial-up.  It was important to be off line as much as possible so a POP3 connection will visit your server (the mail store), collect all of your mail and then close the connection.  This allows you to read your mail at leisure on your own machine before briefly connecting again to send any replies.

An IMAP system is based firmly in the broadband era.  Here, though you do still maintain a local copy of all your emails, this is constantly being synchronised with the version that is kept on the server.  This means that you can read your mail on your computer at khome, your laptop at work and on your smartphone on the bus.  Each time you connect, you'll see the same set of emails.  In the same way, if two of you are working on a joint project, you can both access the same mailbox and have an updated view of all that is going on.

The two downsides of IMAP are first, it increases the storage of mails on the (relatively expensive) server hard drive and second, holding all that data on a public server means that it is only your password that is keeping the ravening hoards out of quite a lot of your personal data.  It is wise, if you are using IMAP, to delete mails regularly* and to store all of your important attachments on your own computer

(Webmail is actually a version of IMAP, except that your local copy of any mail is deleted as soon as you close your web browser.)

* Delete them and then clear out your trash folder!