Manage Your Email

Plan your email setup to meet your needs: eg choose IMAP for some accounts & POP3 for others, increase one mailbox's size, use aliases (alternative email address names).

Like many own-domain business email hosting services, Bizazz charges per email account (serverside mailbox). Unit costs depending on storage & choice of IMAP or POP account.

What we do, what you do

Bizazz sets up your new email accounts on the mailserver. If we manage your domain's DNS hosting, we ensure that the all-important DNS settings (SPF, DKIM, DMARC, MX & more) are right. We also provide support to set up or edit your email settings and fix problems (fees may apply).

In your webmail interface, you can change email password, adjust the spam filter & create email aliases. Change your password soon after your email account is set up, so that only you know it. Use a strong password of at least 9 characters that includes special characters, upper & lower case letters and numerals.

How many accounts?

Run only as many email accounts as you need to manage your business well, without unnecessary costs & admin time.

Cancel email addresses that you don't need. This can be a slow process. Firstly, redirect all mail from the old account to your preferred email address (eg create an alias). Over time, update your email address with people you want to stay in contact with. When you're confident you have covered everyone, we'll delete the old account. Watch out for little used but important online accounts & payments that fall due at long intervals: eg domain name renewals.

*Certain online 'experts' advise against deleting old mail accounts. With some of the generic mail services (generic =Yahoo, Gmail, Bigpond etc), another person might re-register your old email address & receive emails meant for you. This is not a problem with custom domains, where you fully control what addresses are set up and who accesses them.

**If you accidentally delete an email address that you need for a while longer: don't panic. Just add that address to another email account as a temporary alias.

Keep watch

If you receive a 'mailbox is 80/90/95% full' warning email, act fast.

For a POP account, make sure your mail software deletes emails from the mailserver regularly. Otherwise your server mailbox will fill up & new emails can't arrive. You can empty your POP server mailbox manually via the Account Settings area in your email software.

For an IMAP account, your server mailbox holds all draft, sent & stored emails, your address lists and the most recent incoming mail. IMAP accounts need regular cleaning out & archiving outside the mail server (eg Local folders on your email software). Or prepare to pay for evermore serverside storage.

When downloading mail won't clear a (POP) server mailbox

Your email software should have an option so that POP emails are deleted from the server mailbox, but not immediately after download. Then you can see a new email on your phone & reply to it later on your work PC. Options might be to delay 7, 14 days etc.

But sometimes (eg if you manage your custom domain emails via Gmail) the only choices are 'delete from server mailbox immediately' or 'never delete'. If your email software doesn't allow you to set a delay: you will have trouble using more than one device for emails. Either use IMAP accounts instead of POP or choose another mail client that lets you leave messages on the server for a set period. Thunderbird mail software is free & it works on all major operating systems.

How did my mailbox fill up?

Lots of spam.

For an IMAP account, Trash and Spam folders are stored in the server mailbox. If you don't empty them often, they will occupy a lot of MBs at your expense.

Just like with paper mail, large items fill your mailbox quickly. 'Large' often means attached photos, especially if they are high quality.

Email accounts at risk:

addresses of staff who have left or are away
main contact address like info@, sales@; the address used on your website.

Forwarding

You can forward email from your @mydomain email account to any other email account, such as Gmail. Some of us like to stick with the mail software we know. There are downsides to permanent mail forwarding:

email security protection like DMARC can be more difficult to set up;
you might have trouble emailing 'from' the forwarding address (ask us to set up extra SPF & DKIM records to get around that);
generic providers such as Gmail have very strong anti-spam filters - sometimes too strong for businesses;
important emails can be overlooked amongst the many.

Aliases

With aliasing, one email account has several names: eg deidre@herdomain.com.au as an alias of deirdre@herdomain.com.au. Aliases mean fewer email accounts to manage and lower hosting costs.

Aliasing is useful if you don't get much email on certain email addresses & you still need them. On a POP account, it's risky using aliases with addresses that get lots of email; the mailbox will quickly fill up.