Newest KB Articles in SmarterMail

SmarterMail Setup and Email Configuration Instructions

Fri, 22 Nov 2024 19:18:39 GMT

SmarterMail Setup and Email Configuration Instructions

We are pleased to inform you that your email account has been successfully created. Please note that upon logging into the email web interface for the first time, you will be prompted to change your password for security purposes. Your account has been configured with administrator access, allowing you to create additional users or aliases as needed.

Web Link: https://firehouse.email/
Username: email.user@website.com
Password: Password123??(case-sensitive)

Encourage New Users to Set Up a Recovery Email Address

As a best practice, we strongly encourage all new users to update their email account settings to include a recovery email address. Having a recovery email is crucial in case you forget or lose access to your password. This feature will enable you to quickly retrieve your account details and reset your password without any delays, ensuring continuous access to your emails.

Creating a New Email Account in SmarterMail

To create additional email accounts in SmarterMail, please follow these steps:

Log In: Access the SmarterMail web interface as a domain administrator.
Navigate to Settings: Click on the "MORE" icon.
Domain Settings: Expand the Domain Settings folder and select "Users."
Add User: Click on the "New" button in the content pane toolbar.
Enter User Details: Provide the desired username, password, display name, and other optional settings such as time zone and reply-to email address.
Save: Click "Save" to create the account.

This process will set up the email account, allowing the user to send and receive emails through SmarterMail.

Creating an Email Alias in SmarterMail

To create an email alias, please follow these steps:

Log In: Log into SmarterMail using your postmaster account.
Navigate to Aliases: Click on "Settings" on the left, then expand the Domain Settings folder and select "Aliases."
Add Alias: Click the "New" button to create a new alias.
Configure Alias: Enter the desired alias name and then go to the "Email Addresses" tab to specify the addresses that will receive emails sent to this alias.
Save: Click "Save" to finalize the alias setup.

These steps will create an email alias that forwards emails to one or more specified email addresses within the domain.

Setting Up Email Forwarding in SmarterMail

Log in to SmarterMail: Access your account via the web interface by entering your email address and password.
Go to Settings: Once logged in, navigate to the settings icon (often represented by a gear or cog icon) located on the sidebar.
Select 'Account': From the settings menu, select 'Account Settings' or 'Mail'.
Add Forwarding Address: Scroll down to the forwarding section and enter the email address to which you'd like your mail forwarded. You can also enable options such as retaining a copy of the email in your SmarterMail inbox.
Save Changes: After entering the forwarding address, click 'Save' to apply the changes.

Setting Up SmarterMail Email on Microsoft Outlook (Desktop)

Open Microsoft Outlook.
Go to File > Add Account.
Select Manual setup or additional server types and click Next.
Choose POP or IMAP and click Next.
Enter your account details:
- Your Name: The display name for your email.
- Email Address: Your full SmarterMail email address.
- Account Type: Choose IMAP (recommended).
- Incoming Mail Server: mail.firehousesolutions.com, Port 993 (SSL).
- Outgoing Mail Server (SMTP): mail.firehousesolutions.com, Port 465/587 (SSL).
Under Logon Information, input your SmarterMail username (usually the full email address) and password.
Click More Settings:
- Outgoing Server tab: Check 'My outgoing server (SMTP) requires authentication'.
- Advanced tab: Verify ports for IMAP (143) or POP3 (110), and SMTP (25/587).
Click OK and then Next to test account settings.

Setting Up SmarterMail on Microsoft Outlook Mobile (iOS/Android)

Download and open the Microsoft Outlook app from the App Store or Google Play.
Open the app and click Add Account.
Enter your SmarterMail email address and click Continue.
Select IMAPand enter the following settings:
- Incoming Mail Server: mail.firehousesolutions.com, Port 993 (SSL).
- Outgoing Mail Server: mail.firehousesolutions.com, Port 465 or 587 (SSL).
Complete the process, and your account will sync.

Setting Up SmarterMail on iPhone (iOS Mail App)

Go to Settings > Mail > Accounts > Add Account.
Choose Other, then select Add Mail Account.
Enter your name, SmarterMail email address, password, and a description.
Under Incoming Mail Server:
- Host Name: mail.firehousesolutions.com.
- Username: Your full email address.
- Password: Your email account password.
Under Outgoing Mail Server: Enter the same details.
Click Save, and the account will verify and sync your mail.

Setting Up SmarterMail on Android (Native Mail App)

Open the Mail App on your Android device.
Go to Settings > Add Account.
Choose IMAP and enter your SmarterMail email address and password.
Incoming Mail Server:
- IMAP Server: mail.firehousesolutions.com.
- Port: 993 (SSL).
Outgoing Mail Server (SMTP):
- SMTP Server: mail.firehousesolutions.com.
- Port: 465 or 587 (SSL).
Complete the process, and your mail will start syncing.

Helpful Links

For more detailed instructions, refer to the official documentation on SmarterTools: Help for SmarterMail.
Information about our mail server and instructions for different clients is available here: Firehouse Solutions Support.
Preferred Email Client: eM Client is the preferred email client for SmarterTools (SmarterMail), and it can be downloaded at eM Client.

Should you have any questions or require further assistance, please feel free to contact us.

MD5 challenge issue when setting up email on iOS devices

Wed, 04 Sep 2024 13:57:25 GMT

To resolve the MD5 challenge issue when setting up email on iOS devices, follow these steps:

Open Settings on your iOS device.
Navigate to Mail > Accounts.
Select the email account that is experiencing the issue.
Tap on Account again within the account settings.
Scroll down and select SMTP under the Outgoing Mail Server section.
Choose the Primary SMTP Server listed.
Find the Authentication setting. If it is set to MD5 Challenge-Response, change it to Password.
After making the changes, tap the back button to return to the previous screen and then tap Done to save the settings.

The MD5 Challenge-Response authentication method can cause problems because it is not universally supported by all email servers. Many servers and applications have moved away from MD5 due to security concerns and compatibility issues. If your server does not support MD5 Challenge-Response, setting the authentication to "Password" should resolve the issue (SmarterTools).

If you continue to experience issues after making these changes, it may be worth checking if there are any additional updates required for your email server or if the email provider needs to make any server-side changes to support different authentication methods(Apple Discussions).

How Can I Reduce My Email Disk Space Usage?

Mon, 23 Mar 2009 19:17:35 GMT

Whether you know it or not, you could be using more disk space for your email accounts than you actually need to. In fact, many customers pay for disk space overage for email when there are steps they can take that can significantly reduce their email disk space usage, especially for those customers who use IMAP rather than POP3 for their incoming mail protocol or who use the webmail interface more often than an email client.

There are three main folders that tend to retain mail longer than they have to: Junk-Email (for people using Microsoft Office Outlook 2003), Deleted Items and Sent Items. The first two folders will generally hold emails that are no longer useful or necessary to keep for extended periods of time. The Sent Items folder is a bit different as people do tend to use this folder as a repository for important communication. However, this does not mean there are not steps you can take to minimize the number of files stored on the mail server and therefore reduce your disk space usage.

Don’t Just Delete Messages, Purge Folders As Well

Many people who use the webmail interface or IMAP think that when they delete a message, it’s removed from a mail server. However, this is not necessarily the case. When you delete a message from the webmail interface, or if you delete a message using an email client that connects to the mail server using IMAP, the mail server will only dispose of that deleted message in one of four ways (ways that you control when you set up the account within the mail server): the server will auto-purge the email, it will move the deleted message to the Deleted Items folder, it will mark the message as deleted, or it will mark the message as deleted and hide it. Only the first option will automatically remove the deleted messages from the server and remove the messages from your email disk total. If you select any one of the other three options, you would need to manually purge the messages either through the web mail interface or from within your email client. Purging messages is the only way to truly remove deleted messages from your email allocations.

The Junk-Email Folder

Created automatically by Outlook 2003 and used to handle spam messages, the Junk-Email folder can generally be purged on a daily or weekly basis after you are confident that the messages Outlook flags as spam are, in fact, just that. By default, the Junk E-mail Filter protection level is set to Low, which is designed to catch the most obvious junk e-mail messages. Any message that is caught by the Junk E-mail Filter is moved to a special Junk E-mail folder, where you can retrieve or review it at a later time. You can make the filter more aggressive, which may mistakenly catch legitimate messages, or you can even set Microsoft Office Outlook 2003 to permanently delete junk e-mail messages. As it is difficult to have any spam filter catch incoming messages that are only spam, you may want to check the Junk-Email folder occasionally prior to deleting and purging messages. For more information on the Outlook Junk-Email folder, check your Microsoft Office Outlook 2003 Help file, and do a search for “Junk Filter”.

The Deleted Items Folder

Depending on how you have your email account set up, this folder is generally where any messages you delete are stored. Again, simply storing messages in this folder does not mean they are removed from your disk space allocation. Quite the contrary, as they are still being stored on the server, they still count against your disk space usage and add to the number of messages that are stored on the server. Only by purging this folder can you completely remove these messages off the server and remove their collective size from your disk space allocation.

The Sent Items Folder

Whenever you send a message, or reply to a message, a copy of that message is stored in the Sent Items folder. Again, the accumulation of messages in this folder detracts from your email allocation and adds to the number of messages stored on the server. However, unlike the Junk-Email or Deleted Items folders, many people want to retain the messages that are stored in the Sent Items folder for later retrieval. While it is possible to purge messages from Sent Items, it is recommended that customers have some rule sets in place for how messages are deleted and purged from this folder.

So What If I Don’t Want to Purge Messages?

Put simply, you don’t have to. However, by removing older items from the mail server you not only lower your chances of paying for disk space overage you also help improve the performance of the mail server itself. Regardless, if you don’t want to purge messages an alternative would be to use an email client (Microsoft Outlook, Eudora, etc.) and use that client to occasionally connect to your mail accounts. When you use an email client from your desktop or laptop, you can create folders on the desktop or laptop that you can use to locally archive older email messages from any folder you create on the mail server. Doing this not only gives you the ability to search through old email communications, it also allows you to go back to the mail server and delete and purge those messages that you have downloaded and stored locally.

Configuring SMTP Authentication for Outlook Express and Outlook

Mon, 23 Mar 2009 19:05:37 GMT

Outlook Express that comes with Microsoft Windows
Outlook 97 or 2000 that comes with Microsoft Office

1. From the Tools menu, select (click) Accounts

2. In the "Internet Accounts" dialog box, click on the Mail tab.

3. Select the email account to be SMTP-authenticated and click on the PROPERTIES button.

4. In the "Account Properties" dialog box:

- Click the Server tab.
- Check My outgoing server requires authentication
- Click the Settings button.

5. In the "Outgoing Mail Server" dialog box:

- Check Use same settings as my incoming mail server
- Click OK to close the "Outgoing Mail Server" dialog box.

6. Click OK to close the "Account Properties" dialog box

7. Click Close to close the "Internet Accounts" dialog box

Outlook that comes with Microsoft Office XP, 2003 or newer

1. From the menu item "Tools" select "Accounts." Click on the NEXT button. Click on the CHANGE button. Click on the MORE SETTINGS button.

2. From the "Outgoing Server" tab, check on the box that is labled "My outgoing server (SMTP) requires authentication.

3. Click on the buttons OKAY, NEXT, FINISH.

Outlook that comes with Microsoft Office Corporate

1. In Outlook, on the Tools menu, click Services. Click Internet e-mail, and then click Properties.

2. Click the Servers tab, and then check the box for “my servers requires authentication” under Outgoing Server.

3. Click on the buttons OKAY, NEXT, FINISH.