SmarterMail Help

Connectivity

SmarterMail provides a variety of options that allow users to manage and access third-party, external accounts directly within SmarterMail. To access these settings, log into SmarterMail and use the Menu icon to navigate to the Settings section. Then click on Connectivity in the navigation pane. The following options will be available:

Jump To:

  • Cloud Storage - Link to files from services like Google Drive, Dropbox or OneDrive
  • Email Retrieval - Download emails from third-party accounts directly into SmarterMail
  • SMTP Accounts - Send emails from third-party accounts directly within SmarterMail
  • Synchronized Devices - Review the syncing connections for your account
  • Mailbox Migration - Importing email, contacts, calendars, tasks, and notes from third-party accounts

Cloud Storage

SmarterMail can connect to third-party cloud storage providers, like Google Drive, Dropbox or OneDrive, so users can generate links to files stored in the cloud while composing emails. This allows users to quickly share files without worrying about attachment size limits on the server or increasing their mailbox size.

Connecting a Cloud Service

To establish a new connection with a cloud storage provider, click New Provider. Select the service you wish to connect, then follow the on-screen prompts to complete the process. Once you are connected to a third-party account, you can generate a link to a file stored with that provider by clicking on the Actions (...) button while composing an email message. Then click on Link File.

Removing a Connected Service

To remove a connected service, or to simply reset the connection, click on the provider from the list of connected services. Then click Delete.

Email Retrieval

These days it's rare for someone to have, and use, a single email address. That's why SmarterMail's Email Retrieval feature is so great: it allows users to access email from another account directly within the SmarterMail Web interface. This means users can add their Gmail, Hotmail, Yahoo! or any other mail account to SmarterMail so that they can receive all of their emails, from a number of different accounts, from within a single interface.

A nice complement to Email Retrieval is SMTP Accounts. When used together, users can send and receive email from external accounts directly within SmarterMail.

Connecting a Retrieval Account

To establish a connection with an external email account, click New Retrieval Task. Several pieces of information are required in order for SmarterMail to connect to the account and start retrieving messages. If these settings are unknown, it's a good idea to contact your IT or Email Administrator with the list below that corresponds to the type of connection you want: POP or IMAP.

POP Retrieval

SmarterMail's POP retrieval service will download email messages from the Inbox of another server via POP3 and deliver them to your SmarterMail mailbox. One primary difference between POP and IMAP is that a POP account will generally retrieve the messages then delete them from the originating server. While SmarterMail's POP Retrieval DOES allow you to leave messages on the server, users need to make sure they enable it. Otherwise, POP retrieval will delete the messages from the server after they are downloaded to your mailbox. The other primary difference is that IMAP allows the retrieval of ALL messages in the external mailbox, while POP will only download the contents from the Inbox.

When creating a new account for POP message retrieval, the following options are available:

  • Type - Select either POP or IMAP.
  • Server Address - The address for the email server for which you want to connect. This will most likely be the URL to the mail server. (E.g., mail.example.com).
  • Port - The port used to connect to the email server. By default, the port is 110. However, some mail providers may require a separate port be used for POP retrieval.
  • Username - The identifier used to authenticate with the email server. This will most likely be the full email address you want to bring into SmarterMail.
  • Password - The password used to log into the mail account.
  • Retrieval Method - The method by which SmarterMail checks for new messages on the server, either Manual or Automatic. If you choose to manually retrieve messages, you will have to navigate to the External Accounts page, click on the retrieval task, then click Retrieve Messages Now in order to check for new messages. If you choose to automatically retrieve messages, you will not need to return to the External Accounts page, as messages would be automatically retrieved every 10 minutes.
  • Destination Folder - The folder where messages from the external account should be downloaded.
  • Enable APOP authentication - Select this option if the server requires additional login security.
  • Leave messages on server - Select this option to keep your messages on the server after they are downloaded to your SmarterMail mailbox.
  • Require SSL - Select this option if the connection to the server must be SSL.
  • Enable spam and content filtering - Select this option to apply your SmarterMail spam and content filtering settings to any messages downloaded from this server.
  • Test Connection - Click this button to verify that a connection can be established using the credentials entered.

IMAP Retrieval

SmarterMail's IMAP retrieval service will download email messages from another server via IMAP and deliver them to your SmarterMail mailbox. One primary difference between IMAP and POP is that an IMAP account will leave the original messages on the original mail server by default. The other primary difference is that IMAP allows the retrieval of ALL messages in all folders of the external mailbox, while POP will only download the contents from the Inbox.

When creating a new account for IMAP message retrieval, the following options are available:

  • Type - Select either POP or IMAP.
  • Server Address - The address for the email server you want to connect to. This will most likely be the URL to the mail server. (E.g., mail.example.com).
  • Port - The port used to connect to the email server. By default, the port is 143. However, some mail providers may require a separate port be used for IMAP retrieval.
  • Username - The identifier used to authenticate with the email server. This will most likely be the full email address you want to bring into SmarterMail.
  • Password - The password used to log into the mail account.
  • Retrieval Method - The method by which SmarterMail checks for new messages on the server, either Manual or Automatic. If you choose to manually retrieve messages, you will have to navigate to the External Accounts page, click on the retrieval task, then click Retrieve Messages Now in order to check for new messages. If you choose to automatically retrieve messages, you will not need to return to the External Accounts page, as messages would be automatically retrieved every 10 minutes.
  • Folder Transfer Method - The method by which SmarterMail imports emails from the server. The advantage of creating an IMAP connection, rather of POP, is that IMAP allows existing folders to be brought into SmarterMail. Users can choose to add their external account folders as root folders or append them as subfolders on an existing SmarterMail folder.
  • Requires SSL - Select this option if the connection to the server must be SSL.
  • Enable spam and content filtering (Inbox only) - Select this option to apply your SmarterMail spam and content filtering settings to any messages downloaded from this server.
  • Test Connection - Click this button to verify that a connection can be established using the credentials entered.

Removing a Retrieval Task

To remove a retrieval task, or to simply reset the connection, click on the account from the list of retrieval tasks. Then click Delete.

SMTP Accounts

These days it's rare for someone to have, and use, a single email address. That's why SmarterMail's SMTP Accounts feature is so great: it allows users to send email from another account directly within the SmarterMail Web interface. This means users can add their Gmail, Hotmail, Yahoo! or any other mail account to SmarterMail so that they can send all of their emails, from a number of different accounts, from within a single interface.

A nice complement to SMTP Accounts is Email Retrieval. When used together, users can send and receive email from external accounts directly within SmarterMail.

Connecting an SMTP Account

To establish a connection with an external email account, click New SMTP Account. Several pieces of information are required in order for SmarterMail to connect to the account. If these settings are unknown, it's a good idea to contact your IT or Email Administrator with the list below.

When creating a new SMTP account, the following options are available:

  • Display Name - The name that should appear in the From field of emails sent using this account.
  • Server Address - The address for the external email server for which you want to connect. This usually takes the form of mail.example.com.
  • Port - The port used to connect to the email server. By default, the port is 25. However, some ISPs block port 25 by default. Therefore, it's a good idea to check with your email provider or email administrator to ensure that you're using the proper port for this account.
  • Encryption - The type of encryption required by the external email server. Many ISPs and service providers require you use SSL to send emails.
  • Email Address - The full email address that corresponds to the external email server. For example, jdoe@example.com.
  • Enable Authentication - Select this option if SMTP authentication is required to send mail from this email address. What that means is that, once you attempt to send a message using this account, SmarterMail will pass your credentials back to the sending server to authenticate your address and let the sending mail server know that you're authorized to send mail from that account.
  • Username - The identifier used to authenticate with the external email server. In many cases, this and the Email Address will need to be identical.
  • Password - The password used to authenticate with the external email server.
  • Test SMTP Connection - Click this button to verify that a connection can be established using the credentials entered.

Removing an SMTP Account

To remove an SMTP account, or to simply reset the connection, click on the account from the list of SMTP Accounts. Then click Delete.

Synchronized Devices

In the Synchronized Devices section, a user can review the syncing connections that are configured for their account. SmarterMail Enterprise uses multiple data synchronization technologies to sync account data with email clients and mobile devices, including:

  • EAS is an optional add-on that syncs SmarterMail mailboxes with most smartphones and tablets and Outlook 2015.
  • EWS is an optional add-on that seamlessly syncs SmarterMail messages, contacts, calendars and tasks to third-party email clients that support the protocol, including Microsoft Outlook 2015 for Mac from Office 365, Microsoft Outlook 2011 for Mac, Apple Mail, the Outlook client for iPad and eM Client.
  • CalDAV is an extension of the WebDAV protocol that syncs SmarterMail calendars with Macs, iPads, iPhones, and other devices/applications that use the technology.
  • CardDAV is an extension of the WebDAV protocol that syncs SmarterMail contacts with Macs, iPads, iPhones, Thunderbird and other devices/applications that use the technology.
  • The Add to Outlook feature within the SmarterMail webmail interface uses two-way synchronization technology to sync SmarterMail calendars, contacts, and tasks with Outlook 2007 or higher and provides read-only capability for Outlook 2003.

(For more information regarding the different synchronization methods available for SmarterMail and/or your device, please refer to Synchronizing with SmarterMail.)

Deleting a Connection

In general, users should not delete a sync connection, as this may cause the device/application to stop functioning with SmarterMail. Deleting a connection is only recommended if you are no longer utilizing that device or if you are experiencing issues and want to completely resync the device's connection to SmarterMail. When reconfiguring a device's connection, you should: 1.) Remove your SmarterMail account from the device. 2.) Delete the connection from the Synchronized Devices section. 3.) Add the account configuration back to the device.

Remote Wipe

Remote wipe is a feature that allows users to reset a device sycned using EAS back to its original factory settings, quickly and easily, right from the webmail interface. This is especially handy for devices that are lost or stolen as it can prevent personal information that is stored on the device from falling into the wrong hands. The best thing is that any information stored in SmarterMail, including any notes, tasks, emails, contacts, calendar items, etc., will still be available when a new device, or even a recovered device, is re-synced with the account.

Mailbox Migration

The mailbox migration tool makes switching email providers easy by importing email, contacts and calendars (and tasks and notes, where supported) into SmarterMail from most third-party mail servers.

Importing Data with Mailbox Migration

To import data from a third-party mail server, click on Start Migration. Then follow the on-screen instructions to import the email and collaboration data to your SmarterMail mailbox. Depending on the mail server you are migrating from, you may be asked to provide the mailbox protocol (POP or IMAP), the server address, port, username and password.

Note: It may take some time for your mailbox data to import. You can continue using SmarterMail during this time as the migration process happens in the background. In addition, the type of items available for migration are purely dependent upon the service you're migrating from. SmarterMail cannot migrate any item that is not allowed by the service provider.

A Note for Office 365 Users - Migrating from Office 365 is easy. However, there are a few things that aren't as clear-cut as moving from an Exchange server. Below is a step-by-step for anyone migrating from Office 365 to SmarterMail:

  1. For the type of account you're going to migrate, select "Microsoft Exchange".
  2. For the Server Address, use "mail.office365.com".
  3. The Domain will be whatever domain you have set up within Office365.
  4. Your Username is typically just the name of the mailbox...without your domain name appended to it. (E.g., jdoe)
  5. the Password is just that: the password you use to log into your Office365 mailbox.
  6. You will need to check the Requires SSL checkbox.
  7. From there, the rest is easy. Just hit the Start button and your Office 365 information will start importing into SmarterMail.