As part of our hosting services we often arrange email for our clients, particularly as it makes sense (it looks more professional) to use your new website’s domain as a part of your email address. i.e. if your website is www.mybusiness.com then it simply creates a better impression to use firstname.lastname@example.org rather than use a free email address such as Gmail, AOL, Yahoo, TalkTalk, btinternet etc
There are generally some space constraints when using your own domain name for email, the free accounts give away lots of space because they use advertisments to target you as you use the free email accounts. If you are a heavy user of email and like to store lots of emails on your server then you may need to pay for a meatier package that gives you the more copious space for emails that you need.
As an example, we can generally offer up to 50-100MB of initial space with our websites. This may be plenty for some people but if you are expecting lots of email traffic and wish to setup a number of accounts we may need to upgrade you to a hosting package that offers more space.
This amount of space that you require can be minimised if you use an email client. This means that you would install an application (such as Microsoft Mail, Apple Mail, Thunderbird) which would fetch messages from your email server and save them on your local machine. You can then configure the settings so that emails are automatically removed from the server after a number of days (that’s okay because they are now stored on your local machine).
A few things to note with this approach, this is a little bit counter-intuitive to the current trend for cloud computing and you do need to make sure that you backup your local emails.
There are lots of different approaches to managing email. If it helps, this is what we do…
We generally use Mozilla Thunderbird (an email client) to manage emails on our desktop machines on a day-to-day basis.
We configure our email clients to leave messages on the server for 14 days.
If we are out and about we can use webmail (we can use any available web browser) to check on our emails for the last 14 days)
We configure our smartphones to check for emails and messages are stored there for 5 days (we don’t need to store them permanently)
We backup our emails onto our network server using MozBackup.
Just a note to let you know that we now find that emails sent to aol.com email addresses do not get through. This is due to a new feature put in by AOL to reduce spam.
Their filtering method seems to be over-sensitive and if you are sending emails from your own website but using for example BTopenworld as your ISP then AOL seems to think that you must be relaying spam to AOL users.
AOL is also rejecting any email that is addressed to more than a certain number of AOL members. If you only have 1 or two AOL subscribers it will not be a problem but if you have say 10 then AOL will reject your email with the following error:
reason: 552 Too many recipients
We are not certain what the exact limit and AOL are generally difficult to get hold of.
So do be aware of this, particularly if you use an AOL account yourself