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Smart Tip – Back Up Your Website & Emails

For Our Clients that have had their website updated in the last 5 years, you need to read & take action.

Those clients that haven’t had an update in 5 years, You Are Loosing Business, Take action  Call Us NOW

Be Smart & Back Up Your Website

Website Back Ups
As you probably know we do a monthly back up of your website.
However have you got a copy? OR are you relying on the cloud & the server?

Be Smart & save a copy to your hard drive!
To find out how – contact us for help.

Email Back Ups

If you use IMAP emails – you need to read on
The difference between IMAP & POP emails – must read

Keeping it simple – Email accounts set up as IMAP means that all your emails are on the server, & you are just looking at a reflection on your computer or phone. So if your account or the server has a hiccup You may LOOSE ALL YOUR EMAILS….

So Be Smart & Back them Up
Exporting and Importing Emails Through Webmail

Our hosting offers three different webmail clients (Horde, RoundCube and Squirrelmail) for viewing and management of your email accounts. Of these three, only Horde allows the import and export of email. This will walk you through the basic steps to perform these actions.

Log into your webmail use – http://216.172.177.191:2096 and select Horde

  • Log In by using your email address & email password

How to Create a New Folder in Horde
You may import mail into any folder, including your inbox. However, for ease of management you might find it useful to create a separate folder for imported mail – for instance, to keep all mail exported from another host separate from your current mail structure.

To create a mail folder in Horde:

1/ Left-click the Folder Actions icon in the left menu:

2/ Left-click Create Mailbox.

3/ In the “Create mailbox” popup, enter the name of the new folder and click OK:

4/ Your new folder will now appear in Horde’s left column:

 

How to Import Email

Your email should be in a .mbox or .eml file to be imported into Horde. Unzip your file first if you were provided a .zip file.

To import your emails via Horde:

1/ Right-click the folder into which you wish to import messages:

2/ On the next screen, left-click Import:

3/ In the popup, browse to the target file and click OK:

4/ A successful import will display a green message bar with details:

A failed import attempt will display a red error bar:

(This usually results from trying to import a zipped or corrupted file.)

How to Export Email

It is generally a good idea to create backups of important email folders, and Horde’s export function allows you to do this readily.

To export your email via Horde:

1/ Right-click the folder from which you wish to export messages. For instance, to export your inbox contents, right-click the Inbox icon in the left menu.

2/ On the next screen, left-click Export:

3/ The resulting popup will allow you to select to download either an uncompressed or a .zip-compressed .mbox file:

4/ Click OK in the popup window to start the download of the .mbox or zip file.

Note: The export function will not provide feedback messages. The .mbox or .zip file will be created in the download folder per your browser settings.

 

 

 

 

Smart Tips for Business Email Accounts

1/ Keep Control of Your Emails, Look Professional & be more SaleableEmail Marketing Tips

Its so basic! simply use your domain email address

Look Professional by Using Your Domain Email
When a business uses their domain emails like sales@yourdomain.com.au they appear more professional & at the same time hint their website site address. If you use a Bigpond, iinet, Optus, Gmail, Hotmail or similar (non your domain email) It is time to change and be more Professional and be in control of your emails & make your business more saleable.

By using your Domain Email eg sales@yourdomain.com.au ;
a/ You have control of your email accounts rather than using your ISP Internet Service Providers emails like Bigpond, Optus, iinet etc. So if you change ISP you won’t loose your business emails. So use your domain email, something like sales@yourdomain.com.au rather than mybiz@yourISP.com

b/ Your business will be more saleable, if you use your domain emails like sales@yourdomain.com.au, as you have full control.
The new owners of your business don’t have use your ISP service and won’t have all the dramas of transferring services. It also gives them the freedom to change the ISP for the business.

c/ All business email address that you have been using is what is in peoples address books, contact lists & online listings. Isn’t it better to be in control of your businesses emails, rather than be at the mercy of an ISP or third party you have no control over. Simply use your business domain emails.

2/ Set Up Emails as POP or IMAP to best suit your Business

Read about the Pros & Cons of POP & IMAP emails – https://findnetsolutions.com/smart-business/smart-email-management-for-business/

Basically when your emails are set up as

  • IMAP emails – the emails (folders, reply emails etc) sit on the server & you are looking at a reflection of the server from your email client.
  • POP emails – the emails (folders, reply emails etc) sit on Your Computer (device) you actually are downloading emails from the mail server. You can set up POP emails to keep emails on server for ‘so many days’ so you can collect POP emails on multiple computers (email programs)

If you have a question please contact us

 

 

 

Having a Backing Up of your Data is Important

As we rely heavily on our emails & files on our computers it is extremely important to our business & personally to have a back up. A trogan or virus on your system can cause huge grief, then when the system is restored by your IT Guy, did we loose it all?mail server multiple devices

When you set up an email address like yourname@yourdomain.com.au you can set it up 2 different ways.

1/ A POP Account where the emails are downloaded onto your hard drive from the mail server.
2/ The other is a IMAP Account were the emails are viewed from your computer phone etc however they stay on the mail server until they are deleted.

Those who use the email hosting service for their domain with us can set their emails up either as a POP or IMAP however the IMAP will require more space on the mail server over time.

This article will focus on Email Back Up Solutions, here are a few suggestions of cloud email hosting options.

  1. A basic (& free) option is having a Gmail account & saving emails into folders set up in your email program, like Outlook. This way you have those emails saved in folders that are not sitting on your computer, rather sitting on Google in Gmail, however still easy to access in Outlook & not taking up extra space on your mail server.
  2. Google Apps for Work from $5 per month: https://apps.google.com.au/intx/en_au/pricing.html
    Google Apps for Work includes:
    – Business email addresses (name@yourcompany.com)
    – Video and voice calls
    – Integrated online calendars
    – 30GB of online storage for file syncing and sharing
    – Online text documents, spreadsheets and slides
    – Easy to create project sites
    – Security and admin controls
    – 24/7 phone and email support
  3. Microsoft Office 365 from $7 per month: https://products.office.com/en-au/business/compare-office-365-for-business-plans
    Online versions of Office with email and video conferencing
    – Email with 50 GB mailbox
    – 1 TB file storage and sharing
    – HD video conferencing
    – Office Online
  4. Hosted Security by Trend Micro from $450 for 2 years for 5 user licence: http://www.trendmicro.com.au/au/sb_store/bss/index.html
    Worry-Free Business Security Services protects against viruses, dangerous websites, and other threats. As a cloud-based (hosted) service, it requires no server and no maintenance. It is a snap to install and easy to manage.

 

 

 

Business needs to manage domain emails to save havoc.Email

With business email communication becoming so flexible this brings some traps for some businesses.

Smart management of business emails can save you money.

Most of our clients have 1.5G disc space for email with the website / domain hosting included at No Extra Cost. Which is ample for most businesses, especially those with domain emails set up as POP email.

However as soon as businesses set up an email as IMAP (now the auto preference on set up on most devices) this will leave the emails on the mail server, thus requiring more and more space.

Emails set up as IMAP’s is great to view, send and delete emails and have it reflected on multiple devices used eg Office PC, Mobile and others like a 2nd PC or IPad.

Smart email management
– Set up emails as POP rather than IMAP if only using on a single device or need a hard copy on multiple devices and not see email replies made on one device on the other device.
– Deleting all unneeded email
– Cleaning up very old emails and folders
– Save or archive as much to your hard drivemail server multiple devices

When you set up emails as IMAP allows you to keep emails in your inbox and set up folders and store email on the mail server and you only see a reflection of the emails & folders on your devices PC, mobile etc

The more emails and the larger the emails takes up valuable space on the mail server.
The more space required, means a higher quarterly or yearly mail server hosting cost.

Please Remember that every Business Hosting Account has 1.5 Gig space at No Extra Cost.

Please be smarter with managing your business domain email.

I have just written an article on the effects, advantages and disadvantages of setting emails up as POP or IMAP.

Don’t stress it is not a techie article so easy to understand that poor management of emails by you and your staff can blow out the server space required to support your domain emails.

Please read the short article on setting up emails as POP or IMAP

 

 

 

5 Guideline to Good Email CommunicationEmail

Emails are the ultimate good news/bad news communication resource. When done correctly, they are fast and valuable communication tools. When done poorly, they can be “breeders” of miscommunication and often a waste of time.

Here are some proven techniques to effectively craft emails and make it easier for recipients to respond quickly and completely.

1/ Be Brief
Limit emails to one screen and a single subject whenever possible. Here’s a tip…try emailing like you text.

2/ Be Clear
Brief is good…but be sure to also make it clear, concise and action-oriented.

3/ Minimise Questions
Limit the number of questions you ask or action items you assign to four or fewer. The more questions in the email, the less likely you are to get a response. Likewise, the more action items you assign, the less likely you are to get results.

4/ Provide a Complete Response
When responding to an email, read it carefully and be sure you address all of the sender’s items or questions. It is more informative, and reduces time-wasting back-and-forth emails to say, “I don’t know about…” than to simply ignore an item or question.

5/ Proofread and Edit
Always proofread emails before sending…you can’t always rely on spell check. Clear up any potential ambiguities. Check for and remove excess commentary that doesn’t contribute to your desired result.