SuttonNet
Menu

Managing Your Email

SuttonNet provides fully managed email hosting and support. But there are some decisions you need to make - even if we do the setup for you.

Here are some pointers on no of accounts, clearing mailboxes, forwarding and email aliases.

How many accounts?

Like most hosting services, we cap the number of free mail accounts per website based on your webhosting plan. If you need more, we charge an additional fee per extra mailbox.

You can ask us to add new email accounts, delete unwanted accounts or increase a mailbox's size. Rather than giving our clients access to the server interface, we do these tasks for you. It's more secure for all clients. You can't accidentally change important settings.

Simplify email management and keep hosting costs down by cancelling addresses that you don't need. Avoid accumulating email addresses of staff who left long ago: they don't need them and neither do you.

Some experts advise against deleting old mail accounts on big mail providers. With such generic mail services, someone could re-register your old email address. They might then send emails masquerading as you, access your old emails online or buy (at your expense) via a forgotten ecommerce account of yours that still has the old address.

But this is not a problem for own-domain email accounts.

  • First redirect all mail from old accounts to current addresses. Then after some weeks or months, you have updated contact details with all genuine correspondents and you can delete the unwanted account.
  • As far as possible, use general email addresses as contact points for your organisation. Don't rely on addresses like joe@yourdomain.
  • Keep a secure record of accounts and important contacts, and the email address used to access each one.
  • Watch out for accounts & memberships that renew at one-year, two-year or longer intervals: eg domain name renewals.

If you discover that you've accidentally deleted an essential email address, don't panic. Just ring or email us. We can quickly re-create it for you. After you've accessed the account, you can update its contact details and ask us to delete the email address once again.

Do you need bigger email services than our standard hosting plans offer? Ask us about a custom hosting plan; or use a specialist email host while still hosting your website with SuttonNet.

Delete mail from the server

As a specialist website developer and host, SuttonNet doesn't offer the huge online storage capacity of specialist email hosting. Our servers are configured for very fast websites, not for data storage. These two purposes conflict. So we restrict server mailbox storage to a level that won't interfere with your website's performance, but is still practical.

That's why we insist that you delete all emails from your server mailbox, a fixed number of days after you download them.

  • You specify the timeframe for each mail account. That lets you download mail to your phone or laptop as well as your desktop computer.
  • You store your own emails on your own computers. All sent and received emails are under your control and always accessible: not just when your Internet connection is up and running.
  • To set up auto deletion: go to the Account Settings area in your email software. Look for 'delete emails from server....' or similar wording. Every 14 days is a good timeframe for many business; but choose a time period that works for you. Long enough that you won't lose emails if you are on holidays or off sick; short enough that the mailbox doesn't fill up. Allow for long weekends such as Easter.
Downloading mail doesn't empty the mailbox

Email packages have a delay setting that stops mailboxes from deleting all emails immediately after they are downloaded.

This very useful feature allows you to receive and deal with emails over time onto different devices. Eg you can read an email first on your phone, and reply later via your work desktop PC. But there is a hitch.

The delay might be set to 5, 10, 14 days etc; or it might be 'never delete emails from mail server'. On some mail software, that is the default setting. 'Never delete from mail server' is fine if you have email accounts of 'unlimited' size (not really) on huge, purpose-built mail servers; and if you don't mind that host retaining all your business-in-confidence emails. It doesn't work on our web server.

So check this setting carefully in your mail software, and reset it if you need to.

If the mailbox fills up

A full mailbox can't receive new emails. If you receive a 'mailbox is 95% full' warning, act fast:

  1. download all emails;
  2. empty the server mailbox manually via Account Settings if you can. If that's too hard, contact SuttonNet and we will clear the backlog for you;
  3. reset your 'delete from server mailbox' setting as above.
How did my mailbox fill up?

Just like with paper mail, large items can fill your mailbox quickly. 'Large' often means attached photos, especially photos which are high quality and/or not compressed.

Lots of spam can also clog up the mailbox.

Watch out for email accounts belonging to (or forwarding to) staff who have left or are away. Be very careful with a basic contact address like info@, sales@: the address used on your website. SuttonNet can set up permanent or temporary redirection (mail forwarding) if needed.

If you suddenly get lots of emails over a few days, as a precaution you can empty the mailbox manually via the Account Settings area in your email software.

Forwarding

You can forward email from your @mydomain email account to any other email account. Some clients prefer to stick with the mail software they know, rather than learn another system for own-domain email.

A forwarding email account can be set to either:

  1. have a mailbox. Only do this if someone else uses the mail account (not forwarded) and they delete mail from the server regularly. Otherwise the mailbox will fill up & no new emails will be forwarded to you;
  2. have no mailbox. If you always forward emails to another account, this is the best option. It minimises hosting costs and prevents the problem in (1).

There are some downsides to automatic mail forwarding:

  • you can't send emails 'from' the original email address. This looks less professional and it confuses customers, when you reply to their business queries from some other email address;
  • important emails can be overlooked amongst the many;
  • mail security protection like DMARC can be more difficult to set up.

Aliases

With aliasing, one email account has several names: eg deidre@herdomain.com.au as an alias of deirdre@herdomain.com.au.

Aliases can only be set up within the same domain (ie the email address looks exactly the same after the @ sign).

This is useful if you don't get much email on some email addresses, but you still need them. Aliases mean fewer email accounts to manage and lower hosting costs. We don't charge a fee for aliases.

Don't use aliases for addresses that get lots of emails. The account mailbox will quickly fill up.

Need an alias (or two or three)?

Last updated 22 December 2020