Saturday, March 29, 2008

Email Client Information for Any User

In the technical support industry it is often a poor support model to get in the habit of just doing something for a customer. When it is a technical task they will never have to do, that is one thing. However there are many tasks in a computer environment every day users will have to do at some point. Adding your email address to Outlook, Outlook Express or another email program will be something you have to to do at some point.

First of all an external email client or program allows you to download your Internet email to your computer. You can think of an email client as the manager of your email. In order for you to add your email account into this manager you will need some important information.

Your email address and the form of your username, full email address or the part just before the @

Your password

Your email server information including any settings your email provider has

There are two main types of email servers you will have with your provider. The first is the most widely used and it is called a POP3 server. Most Internet Email providers use a POP server. The second is IMAP, Gmail is one provider that uses an IMAP server. The difference is with a POP Email Server your mail is downloaded directly to your computer. With IMAP your Email account is actually connected directly to your Email Server and folders are sychronized on the server side.

This is not a discussion as to which type is more or less efficient. Chances are you are using a POP Server. To obtain the specific email information you need you can go to your Email Providers website. For most everyone your Email Provider is the same company that offers you your Internet. More than likely you already have your Username and Password. The information you will need to obtain is the POP Email Server address and the SMTP Email Server Address and any settings you need to set. By default, certain settings are already chosen for you. These will work fine unless specified by your Email Provider.

The SMTP(Simple Mail Transfer Protocol) is what you use when you send your mail. POP3 is what you use when you receive your mail. The default port for sending mail is port 25. Many mail providers block port 25 on their servers. This is a common problem that is easy to solve. For instance if you have a work Email Address that uses a work Email Server and your Internet provider blocks port 25. You can use your Internet providers SMTP server address to send your mail.

Setting up Email is easier than it may look. I tried to keep this document clear, simple and concise. By reading this you can become somewhat more familiar with your Email and what all the information means. This will allow you to have a better understanding when talking to support professionals. It may also allow you to enter the information yourself without someone doing it for you.

No comments: