PEAK CARES
EMAIL SUPPORT

Thunderbird Settings

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Thunderbird can be downloaded here.

 


After opening Thunderbird, select the email account you wish to edit from the folder bar.

 

Click the View settings for this account button.

We’re going to check the outgoing settings first.

 

Click the Edit SMTP Server button.

 

Update your outgoing settings.

 

Server Name: mail.peak.org

Port: 587

Connection Security: STARTLS

Authentication Method: Normal password

User Name: your entire email address

 

Click the OK button.

 

Select Server Settings from the menu on the left to update and confirm the incoming settings.

 

Do not switch from POP to IMAP without backing up your email. If you want to make this change, call our Technical Support for help.

 

Server Name: mail.peak.org

User Name: your entire email address

Port:

IMAP: 993

POP: 995

Connection Security: SSL/TLS

Authentication method: Normal password

Press the OK button.

Outlook Settings

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Select File from the toolbar.

 

Click the Account Settings button to reveal Server Settings from the drop-down list.

 

Update the following fields:

User Name: Your entire address

Server: mail.peak.org

Port: 993

Encryption Method: SSL/TLS

Click Outgoing mail to reveal the outgoing settings.

 

 

Do not switch from POP to IMAP without backing up your email. If you want to make this change, call our Technical Support for help.

 

Update the following fields:

Server: mail.peak.org

Port:

IMAP: 587 (or 465 with SSL as the Encryption Method.)

POP: 995

Encryption Method: STARTTLS

Select the Use same settings as my incoming mail server option.

 

Click the Next button

 

Once Outlook has tested and passed your settings, you’re good to go!

Windows Mail Settings

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Click the cog at the bottom of the page.

 

Click the Manage accounts button.

 

Select the email account you wish to update.

 

Select Change mailbox sync settings.

 

Click Advanced mailbox settings to edit the account settings.

 


Do not switch from POP to IMAP without backing up your email. If you want to make this change, call our Technical Support for help

 

Update the following fields:

Outgoing (SMTP) email Server: mail.peak.org

 

Check the boxes next to the following options:

Use the same user name and password for sending email

Require SSL for outgoing email

 

Click the Done button.

Apple Mail

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Open the Mail menu and select Preferences.

 

 

On the Preferences window, select Accounts.

 

 

Select the Peak account you want to look at, and click the Server Settings option.

 

 

Do not switch from POP to IMAP without backing up your email. If you want to make this change, call our Technical Support for help

 

Your settings should be the following:
DO NOT check the Automatically manage connection settings boxes.

 

Incoming Mail Server (IMAP)

User Name: Your email address

Host Name: mail.peak.org

 

Incoming Mail Server (POP)

User Name: Your full email address

Host Name: mail.peak.org

 

Outgoing Mail Server (SMTP)

User Name: Your full email address

Host Name: mail.peak.org

Selecting a Mail Protocol

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Selecting an email protocol is largely based on personal preference and application and determines how your email program or device handles your email.

 

POP3 or Post Office Protocol will only download new emails which have been received since you last checked. Typically, this will also delete those emails from the server, so the only copy left is stored on your device, but this can be changed.

 

 IMAP or Internet Message Access Protocol is ideal for situations where multiple devices are checking the same inbox. This protocol keeps email on the server, 

 

POP

 

Pro

  • ‘Unlimited’ storage capacity on your local machine
  • Easy to use

 

Con

  • Emails are stored only in one place
  • Messages can be split across multiple devices

 

IMAP

 

Pro

  • Manage your email across multiple devices
  • Messages stored on server are easier to recover if devices fail

 

Con

  • Can run into issues with storage capacity on the server if messages are no properly managed
  • More bandwidth intensive (if you are on a data plan, this could eat up your usage)

Hopefully this will help you determine which email protocol you want to use. If you choose to switch between POP and IMAP, back your email up first!

Pitfalls of Forwarding Mail (Email Forwarding)

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This article is not about forwarding an email you have received to your friends, this is about setting up a forwarder in your inbox that automatically forwards all email from one inbox to another. This type of forward is a lot like forwarding your postal mail.

 

Spam is detected a number of ways – the spam filter checks the message content, the subject and the email’s header information. The header information is where we get into trouble.

 

The SPF check may fail – if the sending server doesn’t match the sending email address, it is up to the spam filter to determine how it is handled.

 

The DMARC check may fail – this is a policy set by the owner of the domain that dictates how a message that fails SPF or DKIM checks are handled.

 

Remember that this email has already been through one spam filter on the forwarding address side, it now gets to clear the spam filter on the other side – by the email server it was forwarded to.

 

Forwarded emails need to clear these obstacles, and it can be a challenging course to follow.

 

Another hangup is how a user (or other users) on the mail server handle their forwarded mail. Even if an email gets through these obstacles, if someone on the recipient server flags one-too-many of these emails as spam, the Spam Filter may flag the forwarding domain, and dispose of all emails sent by the forwarding email server – and this can affect anyone sending from that origination point.

 

If you are in a situation where you want to forward one email address to another, the best thing to do is use POP protocol to download these emails into the account you want them to be in. Many mail systems, such as Zimbra or GMail have ways of checking external mailboxes for email. Doing this will bypass the spam filter on the receiving end altogether, and your emails won’t have to compete on the Spam Filter obstacle course to get to you.

SPF Failures and your friends

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What is SPF?

SPF or Sender Policy Framework  is an email protocol that allows the owner of an email domain to tell any recipient that cares which IP addresses legitimate email from their domain can come from.

 

If the recipient receives an email that indicates it was sent from that domain but originates from another IP, then the recipient is free to discard the message.

 

As an example: All of our outbound email goes through our spam filters, billing system or our marketing and survey partners.

 

If a piece of email reports that it was sent by an @peak.org user, but the originating IP address isn’t one of the above locations, the recipient spam filter can discard it. 

 

As mail comes in, credentials are checked to identify the sending domain, the IP address the email was sent from, and any SPF information that is part of the domain’s DNS record. If the sending IP address does not match the IP information from the SPF record, this will cause a failure, and the email will show up in your spam digest.

 

Emails have failed SPF, now what?

 

There are a handful of reasons that a piece of email you expected to receive was sent straight to the spam digest for an SPF failure.

 

The owner of the domain is not staying on top of IP addresses actually in use:

For instance, their normal email may be working fine, but their Contact Us form on their website is actually sending from the web server, and they may have forgotten to add the web server’s IP address. Maybe they made a billing system change and didn’t update their SPF record, and any email being sent is being downgraded by any spam filter that checks SPF.

 

If you can find someone that matters, please let them know they have this problem so that they can fix it for you and everyone else.

 

Email Forwarding

If you have mail on a comcast.net email address, and have it forwarded to a peak.org address, any emails being forwarded will show that they are being sent from the IP address of the Comcast mail server. 

 

If an aol.com address emails your comcast.net inbox and the email is then forwarded to your peak.org inbox, but show a sending IP address from the Comcast mail server – because aol.com does not have the IP address from Comcast’s mail server listed as one of the approved sending locations, this will generate an SPF fail.

 

To work around this, we recommend setting up your inbox to pop emails from another account, so you do not have to go through multiple spam filters. 

 

You have a compelling forgery

It could be that the SPF check is correct, and an email looks legitimate but is not.

App Portal Introduction

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App Portal allows you to manage your own email account, and provides you with additional functionality that is not built into Zimbra. It also uses the same password that Zimbra does.

 

The App Portal allows you to access Greymail to make changes or manage your spam filter. You can change your password or you can 

 

Launch Zimbra

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Click the Email icon to launch Zimbra.

 

This will launch you into Zimbra.

 

Change your password

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To update your password, click the Welcome Name link in the upper-right corner of the screen. 

 

Select Change Password from the menu on the left.

 

Fill in the Current Password, New Password, and Confirm New Password fields. Be sure the password you’re using is secure, and if you need help on creating a secure password (link to Creating Secure Passwords). 

 

 

Click the Change Password button when done.

 

If you do not know your current password, or if you encounter problems, give our support team a call.

 

Setup Account Recovery

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Account Recovery will allow you to gain access to the account without calling us, but we’re always here if you need us!

 

To set up Account recovery, click the Welcome Name link in the upper-right corner of the screen.

 

Select Account Recovery from the menu on the left.

 

There are a number of ways you can set to recover your account:

 

By Phone Number, if you populate the Phone Number field.

 

By a secondary email address if you populate the Alternate Email Address field.

 

By Security Questions if you fill in the Secret Questions fields.

 

Once you have entered the recovery methods you wish to set up, click the Update Security Information button.

How to handle Spam with Greymail

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Edgewave is our spam appliance that processes all incoming and outgoing email doing its very best to keep spam and unwanted emails out of your inbox.

 

You’ll need to 

 

To add a sender to your blacklist or whitelist:

 

Select the Policies tab.

 

If Filter by Sender is collapsed, you’ll need to click the arrow to reveal the section.

 

 

 

Email Addresses, Domains or IP addresses can be added to the Blacklist to permanently  block senders, or the Whitelist to give them a permanently approve these senders.

 

By default, any emails that have been flagged as Phishing won’t be affected by the Friends List – but this setting can be changed by support staff if you give us a call.

Vade Spam Filter

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Most filtering of unsolicited automated email (also known as spam or junk mail) is handled by a spam filter before those email messages reach your Inbox.

 

Email that might possibly be junk mail, but is not certain to be junk, is placed in your Junk folder. You can review these messages and either move them out of the Junk folder or delete them. If you do not move or delete the messages, they are purged after 30 days.

 

Some unwanted messages may not be fully categorized as spam and are not placed in the Junk folder (ie. weekly newsletters and advertisements from legitimate companies). The best way to handle unwanted mail from legitimate senders is to unsubscribe from the mailing list.

 

If you are receiving many unwanted email messages, contact your administrator. Reporting email as spam helps your email administrator to fine-tune spam filtering.

Mark Emails as Spam

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Select the message to mark as junk.

 

On the toolbar, select Spam.

 

 

You can also right-click the message and select Mark as Spam.

 

 

The email is moved to your Junk folder.

Mark Emails as Not Spam

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Sometimes messages that are not junk are placed in the Junk folder. You can move the messages to the appropriate folder in a number of ways: Drag the message to another folder, Select message and click Not Spam, or Right-clicking the message and selecting Mark as Not Spam.

 

Drag the message to another folder.

 

 

Select the message and click Not Spam on the tool bar

 

Right-click the message and select Mark as Not Spam. The selected message moves to your Inbox.

 

 

A confirmation message appears at the top relaying the number of messages marked as not spam.

 

Empty the Junk Folder

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The contents of the Junk folder are automatically purged after an administration-configured number of days. You can empty your Junk folder any time.

 

Right-click the Junk folder and select Empty Junk.

 

Click OK.

 

Spam Mail Options

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If you notice that certain email addresses are always being incorrectly added to your Inbox or Junk folder, you can identify those addresses to block or not block.

 

Go to the Preferences > Mail page.

 

 

Scroll to the Spam Mail Options section.

 

In the Block messages from text box, enter email addresses that should always be treated as junk. You can list up to 100 addresses.

 

If you wish to blacklist a whole email domain, enter in the domain.ext in the textbox. (eg, for spam@spammail.com, you would enter spammail.com)

 

In the Allow messages from text box, enter email addresses you trust that for some reason end up in your Junk folder, such as newsletters you subscribe to. Messages from these email addresses are never blocked. You can list up to 1000 addresses.

 

Click Save.

 

Using the Unsubscribe Button

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A message with the correct unsubscribe information that is not in the Junk folder will display an unsubscribe button in the action bar of the webmail interface.

 

 

Selecting the button will present a small banner notification above the menu bar indicating unsubscribe has been requested.

 

 

Only one message can be unsubscribed from at a time. When unsubscribe is requested, the server initiates the call to the unsubscribe information from the sender, so there is no danger from the customer opening the message and visiting a third party site.

 

This feature is only available in the “Advanced (AJAX)” webmail view.

Mailman How-To

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The list software we use is Mailman. It is very powerful, but still easy to use, and offers an overwhelming number of configuration options. Fortunately, only a few are significant for most users.

 

Reply to Sender

Most lists are configured in one of two ways:

 

Reply to List – The ‘from’ address is the address of the list, and hitting Reply will allow them to participate in the list discussion. The disadvantage 

 

Reply to Sender –  For lists like this, the ‘reply to’ field is populated with the sender’s direct email address, and the reply button will reply directly to the sender of the email. Replies can still be sent to the group using the reply all function.

 

When deciding which setting you want to use, have your list members in mind. The disadvantage of a Reply to List is that someone may think they’re responding directly to the sender but they reply to everyone with content that may be compromising or embarrassing. Selecting Reply to Sender allows you to avoid this potential issue. The main disadvantage of this method is that recipient mail servers may fail an SPF check. To get around this, subscribers will need to whitelist the servers they subscribe to. (Link to How to handle spam with Edgewave/Greymail)

 

Moderated List

By default, all lists are set up to be moderated. This means that when a list member sends a message to the list, it needs to be approved before it gets sent out. If the list is only for one or two people to send announcements or newsletters, you will want it to stay this way.

 

If you intend your list to be more of a discussion, then you will want to turn off moderation, but we highly recommend at least starting your list off moderated for a few posting cycles, while people get used to being a member of a mailing list.

 

To change this setting in Mailman, you will have to navigate through the menus:

Privacy Options → Sender Filters → 

The first option By Default, should new list members be moderated? – This is the setting you want. 

To require postings to be reviewed, select Yes.

For free-flowing discussion, select No.

 

You can also choose to moderate list members individually, if you have someone you want to review their posts by the following option:

Membership Management/Membership List

Check the Mod box.

 

If you’re planning to populate your list with a large number of addresses, start with a couple dozen, especially if they’re not expecting to be subscribed. Ramp up carefully as you start to get a feel for running a list – this will help you alleviate problems while they’re small and prevent them from turning into a nightmare.

 

Review your settings from time to time, and ensure that your list is working the way you want it to. As you gain familiarity, many of the setting options will make sense.

 

If you’re looking for additional information or the official documentation, see the Mailman List Administration Manual.

Still need help? Call customer support 24/7

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peakcares@peakinternet.com