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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.
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.
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.
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.
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.
A full mailbox can't receive new emails. If you receive a 'mailbox is 95% full' warning, act fast:
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.
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:
There are some downsides to automatic mail forwarding:
With aliasing, one email account has several names: eg email@example.com as an alias of firstname.lastname@example.org.
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.
Last updated 22 December 2020