Using the groupware features of the EPhost mail server we suggest the following as an ideal email setup for companies.
This setup will help you and your staff communicate efficiently.
It is suggested that you first familiarize yourself with the service by logging into your web based email account and reviewing the help documentation.
- Issue POP3 email accounts to people, not roles and create Email Aliases and MRA's for roles. A role should be thought of as a job function. In the event of the loss of an employee the role can be reassigned easily to another user. e.g. "sales@your_domain.com" is a role and will forward using Email Alias or MRA to a user like "bob@your_domain.com" and/or "sally@your_domain.com"
- Use an Email Aliases or MRA (Multi Recipient Address) to create an email address to be used for roles.
- Unnecessary email forwarding is inefficient for everyone. Keep your use of aliases and MRA's to the minimum needed (but use as many as needed). A good rule of thumb is to think: "Need to know basis only". So think, does this person really need to know?
- Select a user who will be the primary person to be a group coordinator. Create a special POP3 email account for this user called "firstname.lastname@example.org" or "team@your_domain.com." They will use this role account to manage group events and contacts. They should check this email account (POP3 or IMAP) in addition to their normal email account. It is meant to be a role account so that this user can pass the role to someone else in the future.
- Group Coordinator should share their calendar on the role account and share with full-control privileges. This will serve as the company calendar and makes it so anyone can add a group event.
- Group Coordinator should share their contacts on the role account and share with full-control (or optionally just Read-Only) privileges. This will serve as the company address book and makes it so anyone can create a group contact.
- Group Coordinator should create a new "folder" called "Group Mail" or "team Mail" and share that with the "Everyone" group (Read Only) . This will serve as a group email folder for all users. Users can view important company wide email.
- Group Coordinator should also setup their MS Outlook to pull email from the role account.
- Finally, group coordinator should send the following list of user instructions to each user.
- All users should make their online calendars (My Calendar) shared to the "Everyone Group" with a minimum of "Availability" privileges. This helps when inviting attendees to a group event so the group coordinator can check everyone's availability. They cannot see what you are doing but only if you are busy- unless you have elected to share your calendar with full-control.
- All users will need to go into "Open Shared" then to "Attach Resource" and attach to the group coordinator's contacts, calendars and the group email folder. e.g "Group Email on Group", "My Contacts on Group" or "My Contacts on Team".
- All users who have MS Outlook should also take the additional setup of using the SM Outlook Connector to connect the group's calendar, email folder and contacts to their MS Outlook for reference purposes. The option for the connection to MS Outlook is under each shared resource (once you have attached to that resource).
Also See: Email Settings POP3 / IMAP | Check email online | Email Troubleshooting | Adding an email to your hosting account WINDOWS / LINUX
If you are still havig email troubles, please contact us for further help.