In the username field, enter your full email address. E.g. If your email address is firstname.lastname@example.org, be sure to enter ‘email@example.com’, not just ‘johndoe’. We come across this all the time, so be sure to check it!
Use your ISP’s outgoing mail server for your outgoing mail. Every Internet Service Provider has an outgoing mail server. Here in Vancouver, Shaw is a popular internet provider, so if you’re with them, you’re outgoing mail server will be shawmail.vc.shawcable.net. If you are with Telus, then it will be smtp.telus.net. The same applies to your mobile devices – if you have a mobile data plan, then they will provide you with an outgoing mail server. So, for example, if you have an account with Rogers, the outgoing mail server on your mobile phone will be smtp.rogerswirelessdata.com. All these servers can be found by doing a simple Google search for ‘*ISP NAME* outgoing mail server’.
IMAP or POP? When you setup a new email account, you’ll be asked if you want to use IMAP or POP. The effective difference between the two is that POP downloads the emails from the server to your device, leaving no trace of them on the server. Conversely, IMAP copies the emails from the server to your device, but leaves the master copy of your emails on the server. If you’re going to setup your email account on more than one device, then we recommend using IMAP.
If you’re travelling a lot, Webmail is an excellent choice for sending and receiving email. All you do is go to www.yourdomain.com/webmail, then login using your username (full email address) and password. From there you can access your emails and create new ones, using one of the webmail clients.
Create an email signature. It adds a level of professionalism to all your correspondance, and ensures that your clients will always have your contact details readily at hand. Be sure to include your phone number, email address, and website address. Avoid using images wherever possible, as these can cause your recipients to see warnings when they receive your emails.