How Your Email Server Works…

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What is a mail server???

A mail server is a computer that serves email like an electronic post office for email. Mail sent and received across networks is passed between mail servers that run specifically designed software. This software is built around standardised protocols for handling email messages and the images or graphics they contain.

There are thousands of server configurations to choose from so ensure you spec your email solution correctly before understand your requirements. A good IT company will have no problem helping you with this.

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Safer Internet Day – Today Tuesday 11th February 2014

The online community is coming together to build awareness for internet safety and we at Online Mail Server fully back the initiative Safer Internet Day 2014 and hope that this years awareness day will be even more successful…

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The Easiest Email Server You Will Ever Setup….

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Million Dollar Email Marketing Secrets….

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How email works…

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How your email server works..

Thought you might find this video helpful..

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Top Tips for using Email…

1. Ensure the recipient is expecting the email or won’t mind receiving it.

2. Make sure your email client is set up to display your name and email address correctly. Use a meaningful name for yourself, e.g. “Patrick O’Conner” or “ABC Windows”. Do not use non-specific names or names which won’t mean anything to some people, e.g. “Buddy” or “The Girls”.

3. Always always include a subject line and make sure it tells the recipient what the email is about, e.g. “Our Meeting Agenda” or ” Sales Plans for Europe”.

4. Be clear and specific in your email, don’t waffle. Tell the person who you are and why you are contacting them. Don’t just send an attachment and hope they will figure it out for themselves.

5. Only send attachments if they are really necessary, e.g. don’t use a Word document to send text that could have been typed into the email instead.

6. If including attachments, make sure the recipient will have the correct software to open it, such as PDF (Portable Document Format). Check the file size and make sure it’s not too big. When sending photos or other images, optimise the file size first. Don’t send photos from the default scanner or digital camera settings with a default name. Correctly name before sending.

7. Resist using pretty stationery or unnecessary graphics. This annoys people and some email programs have trouble displaying them.

8. Never reply to spam or junk email.

9. Be very careful/restrained about forwarding jokes and other similar material. People receive too much of it already and never forward chain emails.

10. Lastly, make sure you use reliable anti-virus software and update it every day. If you don’t, then you are as much to blame for the spread of viruses as anyone. This is not negotiable – if you are connected to the internet then you must be protected or you are a danger to everyone else.

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Choosing the right domain name for your email…

There is lots and lots of advice out there about how to choose a domain name. First things first though you need to decide which TLD or ccTLD. ? TLD includes .com, .net, .org, .info, .eu etc, ccTLD is country specific such as (UK), .de (Germany) or .ie (Ireland). Most people tend to want to go for a .com, but getting the domain name you really want maybe more difficult as many .com’s have already been registered. Going for a country specific domain registration will mean you have a better chance of getting what you want and it immediately tells others where you are based.

Once you’ve decided on TLD or ccTLD then you need to register your name or business name, try and keep this as short and simple as possible, so that again people can see exactly who you are. If you’re Jack Roberts the plumber then you need to think about what people currently know you buy and or what do you want to be known by. Here are some examples – ? or or

This sounds very simple doesn’t it. ?However you then need to think about your email address, again you want to keep it simple and easy to remember. ?This now sounds really basic, but you will probably have to tell lots of people your email address and you don’t want to be spelling it out every time. ?For example is going to be a mouthful, whereas could be a bit easier to communicate. ?If you need some more help deciding try this web hosting blog. The great thing aout choosing your own domain is that you can then setup any email address you like,,, etc etc etc

Whatever you decide just remember to use a little common sense and keep it simple. Its worth spending the time to get it right first time.

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Why host your own email?

With so much free email about, gmail, hotmail etc etc why bother with hosting your own email, surely you can’t get better than free!

Firstly one major advantage to hosting your own email is that you get to choose exactly what you want for an email address, provided you have bought the domain ?you want. ?There is nothing worse that seeing a business email address like ?With your own domain you can have multiple email addresses such as, and

Secondly you can manage all these emails addresses exactly as you want, redirect email addresses, point all the email addresses to one email, set auto replies, have multiple users, this list goes on and on.

Thirdly, you have peace of mind that your data is secure and private!

Registering a domain ?and hosting as many emails as you like typically would cost approx. $50.00 per year. ?Great value when you think you will have the email address you want, looks professional and you have full control…..

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December 2014
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