Synchronizing with SmarterMail
Overview
SmarterMail is a powerful collaboration mail server that supports the synchronization
of calendars, tasks, notes, and contacts on desktop applications like Microsoft
Outlook and over-the-air synchronization for most popular mobile devices.
It should be noted that synchronization capabilities may vary depending on the edition
of SmarterMail that you are using:
- For full synchronization capabilities, SmarterTools recommends upgrading to SmarterMail
Enterprise. SmarterMail Enterprise users have the ability to synchronize their mailboxes
using any of the protocols discussed in this document.
- SmarterMail Professional users can download their email using IMAP or POP3 retrieval,
but they cannot sync calendars, contacts, tasks or notes using either EAS or MAPI/EWS and so miss out on a more complete user experience.
- SmarterMail Free users have the ability to synchronize their mailboxes using any
of the protocols discussed in this document except EAS
and MAPI/EWS, which are only available as add-ons to SmarterMail Enterprise.
For information on how to sync a specific device or client to SmarterMail please go to the Desktop and Mobile Synchronization section of the SmarterTools Knowledge Base. This section contains a number of articles that offer step-by-step instructions that cover things such as connecting Outlook 2019 to a MAPI mailbox, using Autodiscover on Android devices, setting up Adium with XMPP and much more.
This document covers the synchronization methods and processes for the following
applications and devices:
Note: This is not an exhaustive list of all compatible applications and mobile devices.
SmarterTools recommends contacting the manufacturer for details regarding the available
synchronization protocols for applications and/or mobile devices not listed in this
document.
Who Should Use This Document
This document is intended to be used in conjunction with the SmarterMail Online
Help, Knowledge Base
articles (KBs), and other SmarterTools reference sources as part of an overall solution.
It should be used by:
- Hosting companies, Internet Service Providers (ISPs) and IT professionals as part
of a complete SmarterMail communications solution for their customers
- Individual users of SmarterMail seeking to maximize the functionality and features
of the SmarterMail account
Synchronization Protocols
SmarterMail uses multiple synchronization technologies to sync mailbox items with
email clients and mobile devices:
- EAS is an optional add-on that syncs SmarterMail mailboxes,
calendars, contacts -- including contact pictures -- with mobile devices Windows Mail.
- MAPI/EWS are optional add-ons that sync SmarterMail messages, contacts,
calendars and tasks to third-party email clients that support the protocol, including
Microsoft Outlook 2016 and above for Windows, Outlook for Mac, Apple Mail and eM Client.
- CalDAV is an extension of the WebDAV protocol that syncs SmarterMail calendars natively
with Macs, iPads, iPhones, Thunderbird, and other devices/applications that use
the technology. Windows Phone 8 will eventually include native support for CalDAV and there
are apps for Android that support CalDAV as well. More information on CalDAV implementations
can be found by reviewing
Implementations of CalDAV and CardDAV.
- CardDAV is an extension of the WebDAV protocol that syncs SmarterMail contacts -- including contact pictures -- natively
with Macs, iPads, iPhones, and other devices/applications that use the technology.
Windows Phone 8 will eventually include native support for CardDAV and there are apps for Android
that support CardDAV as well. More information on CardDAV implementations can be
found by reviewing
Implementations of CalDAV and CardDAV.
- Add to Outlook is a synchronization method based on Microsoft’s Sharepoint platform. However, Microsoft no longer supports the synchronization features within SharePoint that are used by the Add to Outlook connector. Therefore, Add to Outlook is becoming less and less secure, and less and less reliable as there is no more assistance from Microsoft for it. As a result, Add to Outlook is offered "As Is". For a more feature-rich experience, EAS (for mobile devices and Windows Mail) or MAPI/EWS (for Outlook for Mac or Windows, and Apple Mail) should be used.
Synchronized Devices
To view the devices and protocols used to synchronize your mailbox, log in to the
SmarterMail interface and click the settings icon. Then click Connectivity in the navigation pane.
Logging of information, last successful synchronization and the ability to reset
the synchronization state of devices is available on the Synchronized Devices card.
Desktop Applications
SmarterMail supports synchronization with many desktop applications and email clients,
including:
Apple OS X
Apple OS X is the primary operating system for the MacBook, Mac mini, iMac and Mac
Pro lines of desktops and laptops.
Apple Address Book
Apple Address Book is an application for Mac OS X users built for managing contact
data. It is intended to be used in conjunction with Apple’s Mail and iCal programs
to provide Mac users with full email, calendar, and contact management.
CardDAV
Users can synchronize their SmarterMail contacts -- including contact pictures -- with Address Book using the CardDAV
protocol. Support for CardDAV is built into both products, so there is no need to
download and install additional applications to sync contact data.
For more information, refer to our Knowldege Base.
Apple iCal
Apple iCal is an application for Mac OS X users built for managing calendar data.
It is intended to be used in conjunction with Apple’s Mail and Address Book programs
to provide Mac users with full email, calendar, and contact management.
CalDAV
Users can synchronize their SmarterMail calendars with iCal using the CalDAV protocol.
Support for CalDAV is built into both products, so there is no need to download
and install additional applications to sync calendar data. For more information, refer to our Knowldege Base.
Apple Mail
Apple Mail is an email application for Mac OS X users. It is intended to be used
in conjunction with Apple’s Address Book and iCal programs to provide Mac users
with full email, calendar, and contact management.
MAPI/EWS
The MAPI/EWS add-on is available as an optional add-on for SmarterMail
Enterprise and can be purchased from the SmarterTools website. Users can use EWS to sync messages with Apple Mail on computers running OSX 10.6 (Snow
Leopard) or OSX 10.7 (Lion).
Once the MAPI/EWS add-on has been purchased, the system administrator
will need to reactivate SmarterMail and enable the add-on for the domain. For more
information, refer to the KB article How To Activate MAPI/EWS.
Once the add-on is activated for the domain, users can sync to Apple Mail using
the protocol. For more information, refer to the KB article How To Synchronize SmarterMail with Apple Mail Using MAPI/EWS.
NOTE: For mailboxes that will process and store large volumes of email, it is recommended
that they be set up to connect to SmarterMail using IMAP as MAPI/EWS performance suffers
when processing large volumes of email.
Message Retrieval
For SmarterMail users with MAPI/EWS, messages will automatically be
synchronized with the Apple Mail. SmarterMail users that are using any of the other
technologies to sync their mailboxes should set up an account within Apple Mail
using either IMAP or POP3.
IMAP is a robust protocol that easily handles mailboxes that process and/or store
large volumes of email. In addition, IMAP IDLE is an optional feature of the IMAP
protocol that pushes all new messages out as they are received by the mail server.
Unlike POP, IMAP offers two-way communication between your SmarterMail mailbox and
your email client(s). This means when you log in to the SmarterMail Web interface,
actions you performed on email clients and mobile devices will automatically appear
in the Web interface (and vice versa). In addition, IMAP keeps all messages and
folders on the server whereas POP downloads all messages to an email client.
With POP3, your mail is saved in a mailbox on the remote server until you check
your mail. When you check your mail, all of the mail is downloaded to your computer
and is no longer maintained on the server. If you use POP3 and are traveling or
check your mail from multiple locations, you will not be able to view any of your
old mail because the messages only exist on the computer on which you originally
received your mail. That is, unless you have the option to leave the messages on the server.
Microsoft Windows Mail, People, Calendar
Windows 10 is the latest operating system offered by Microsoft that is available
for a variety of desktops, laptops and the Microsoft Surface tablet. Windows includes
an email client (Mail) as well as both calendar (Calendar) and contacts (People) applications as part of its
default installation, similar to those same features offered by Apple's OS X operating
system.
Windows Mail
Windows Mail is an email client that comes pre-installed with Windows. It allows
users to set up accounts using a variety of methods.
EAS
The EAS add-on is available as an optional add-on for
SmarterMail Enterprise and can be purchased from the SmarterTools website. Unlike
the other synchronization methods, EAS uses direct push technology
to sync email, calendars, and contacts in real time, ensuring any changes to collaboration
data are automatically recorded in both SmarterMail and within Windows Mail.
With the release of Windows, Microsoft integrated EAS with both
Microsoft Office 13 as well as within the Windows Mail application that comes
as part of the Windows installation. Therefore, administrators and end users can
set up Outlook 2013 and/or Windows Mail using the EAS add-on as
well as via IMAP or POP.
Once the EAS add-on has been purchased, the system administrator
will need to reactivate SmarterMail and enable the add-on for the user’s mailbox.
For more information, refer to the KB article How To Activate EAS.
If SmarterMail is running under IIS, the system administrator will also need to
disable Windows authentication before adding EAS to specific mailboxes.
For more information, refer to the KB article How To Configure IIS for EAS.
Message Retrieval
For SmarterMail users with EAS, messages will automatically be synchronized
with Outlook. SmarterMail users that are using any of the other technologies to
sync their mailboxes should set up an account within Windows Mail using either
IMAP or POP3, where possible.
IMAP is a robust protocol that easily handles mailboxes that process and/or store
large volumes of email. In addition, IMAP IDLE is an optional feature of the IMAP
protocol that pushes all new messages out as they are received by the mail server.
Unlike POP, IMAP offers two-way communication between your SmarterMail mailbox and
your email client(s). This means when you log in to the SmarterMail Web interface,
actions you performed on email clients and mobile devices will automatically appear
in the Web interface (and vice versa). In addition, IMAP keeps all messages and
folders on the server whereas POP downloads all messages to an email client.
With POP3, your mail is saved in a mailbox on the remote server until you check
your mail. When you check your mail, all of the mail is downloaded to your computer
and is no longer maintained on the server. If you use POP3 and are traveling or
check your mail from multiple locations, you will not be able to view any of your
old mail because the messages only exist on the computer on which you originally
received your mail. (Note: If you have enabled Outlook to keep messages on the server,
you will be able to access your messages and folders from any computer via the SmarterMail
Web interface or your mobile device.)
Windows People
Windows People is a contacts system that comes pre-installed with Windows.
It allows users to set up contacts within Windows that can be used for a variety
of purposes (e.g., emailing).
EAS
The EAS add-on is available as an optional add-on for
SmarterMail Enterprise and can be purchased from the SmarterTools website. Unlike
the other synchronization methods, EAS uses direct push technology
to sync email, calendars, and contacts -- including contact pictures -- in real time, ensuring any changes to collaboration
data are automatically recorded in both SmarterMail and within Windows Mail.
With the release of Windows 10, Microsoft integrated EAS with the Windows Mail, People and Calendar applications
that come as part of the Windows installation. Therefore, administrators and end
users can set up Windows Mail using the EAS
add-on as well as via IMAP or POP.
Once the EAS add-on has been purchased, the system administrator
will need to reactivate SmarterMail and enable the add-on for the user’s mailbox.
For more information, refer to the KB article How To Activate EAS.
If SmarterMail is running under IIS, the system administrator will also need to
disable Windows authentication before adding EAS to specific mailboxes.
For more information, refer to the KB article How To Configure IIS for EAS.
Windows Calendar
Windows Calendar is an calendar application that comes pre-installed with Windows. It allows users to set up calendars within Windows that can be used for a variety
of purposes (e.g., keeping track of appointments).
EAS
The EAS add-on is available as an optional add-on for
SmarterMail Enterprise and can be purchased from the SmarterTools website. Unlike
the other synchronization methods, EAS uses direct push technology
to sync email, calendars, and contacts in real time, ensuring any changes to collaboration
data are automatically recorded in both SmarterMail and within Windows Mail.
With the release of Windows 8, Microsoft integrated EAS with both
Microsoft Office 13 as well as within the Windows Mail, People and Calendar applications
that come as part of the Windows installation. Therefore, administrators and end
users can set up Outlook 2013 and/or Windows Mail using the EAS
add-on as well as via IMAP or POP.
Once the EAS add-on has been purchased, the system administrator
will need to reactivate SmarterMail and enable the add-on for the user’s mailbox.
For more information, refer to the KB article How To Activate EAS.
If SmarterMail is running under IIS, the system administrator will also need to
disable Windows authentication before adding EAS to specific mailboxes.
For more information, refer to the KB article How To Configure IIS for EAS.
Cross Platform Options
Microsoft Outlook
Microsoft Outlook is an email client developed by Microsoft, Inc. for managing messages,
contacts, notes, tasks, and appointments and is commonly distributed as part of
the Microsoft Office suite. Outlook is offered on both the Windows and Mac OS X
platforms. SmarterMail supports synchronization of email, contacts, calendars, tasks
and notes with Outlook 2003 or higher, both on Windows and OS X.
MAPI/EWS
The MAPI/EWS add-on is available as an optional add-on for SmarterMail
Enterprise and can be purchased from the SmarterTools website. Users can currently
use MAPI/EWS to sync messages, contacts, calendars and tasks with Outlook from Office 365 and Outlook
2016 and above for both Windows and Mac, and Apple Mail. NOTE: The MAPI/EWS bundle is comprised of 2 different protocols: Outlook for Windows connects using MAPI while Outlook for Mac connects using EWS.
Once the MAPI/EWS add-on has been purchased, the system administrator
will need to reactivate SmarterMail and enable the add-on for the domain.
Message Retrieval
For SmarterMail users with MAPI/EWS, messages will automatically be
synchronized with Outlook. SmarterMail users that are using any of the other technologies
to sync their mailboxes should set up an account within Outlook using either IMAP
or POP3.
IMAP is a robust protocol that easily handles mailboxes that process and/or store
large volumes of email. In addition, IMAP IDLE is an optional feature of the IMAP
protocol that pushes all new messages out as they are received by the mail server.
Unlike POP, IMAP offers two-way communication between your SmarterMail mailbox and
your email client(s). This means when you log in to the SmarterMail Web interface,
actions you performed on email clients and mobile devices will automatically appear
in the Web interface (and vice versa). In addition, IMAP keeps all messages and
folders on the server whereas POP downloads all messages to an email client.
With POP3, your mail is saved in a mailbox on the remote server until you check
your mail. When you check your mail, all of the mail is downloaded to your computer
and is no longer maintained on the server. If you use POP3 and are traveling or
check your mail from multiple locations, you will not be able to view any of your
old mail because the messages only exist on the computer on which you originally
received your mail. (Note: If you have enabled Outlook to keep messages on the server,
you will be able to access your messages and folders from any computer via the SmarterMail
Web interface or your mobile device.)
Mozilla Thunderbird
Mozilla Thunderbird is a free, open source email client developed by the Mozilla
Foundation. SmarterMail supports synchronization of email, contacts and calendars
with Thunderbird.
CalDAV
Users can also synchronize their SmarterMail calendars with Thunderbird using the
CalDAV protocol and the Lightning add-on. For more information, refer to the KB
article Sync with Thunderbird Using CalDAV for Lightning
Message Retrieval
For messages, users should set up an account within Thunderbird using either IMAP
or POP3.
IMAP is a robust protocol that easily handles mailboxes that process and/or store
large volumes of email. In addition, IMAP IDLE is an optional feature of the IMAP
protocol that pushes all new messages out as they are received by the mail server.
Unlike POP, IMAP offers two-way communication between your SmarterMail mailbox and
your email client(s). This means when you log in to the SmarterMail Web interface,
actions you performed on email clients and mobile devices will automatically appear
in the Web interface (and vice versa). In addition, IMAP keeps all messages and
folders on the server whereas POP downloads all messages to an email client.
With POP3, your mail is saved in a mailbox on the remote server until you check
your mail. When you check your mail, all of the mail is downloaded to your computer
and is no longer maintained on the server. If you use POP3 and are traveling or
check your mail from multiple locations, you will not be able to view any of your
old mail because the messages only exist on the computer on which you originally
received your mail.
Mobile Devices
SmarterMail supports synchronization with most mobile devices on the market, including:
Apple iOS
Apple iOS devices include the iPod Touch, iPhone and the iPad. SmarterMail supports
synchronization of email, contacts, and calendars with iOS devices.
EAS
The EAS add-on is available as an optional add-on for
SmarterMail Enterprise and can be purchased from the SmarterTools website. Unlike
the other synchronization methods, EAS uses direct push technology
to sync email, calendars, and contacts -- including contact pictures -- in real time, ensuring any changes to collaboration
data are automatically recorded in both SmarterMail and the mobile device.
Once the EAS add-on has been purchased, the system administrator
will need to reactivate SmarterMail and enable the add-on for the user’s mailbox.
For more information, refer to the KB article How To Activate EAS.
If SmarterMail is running under IIS, the system administrator will also need to
disable Windows authentication before adding EAS to specific mailboxes.
For more information, refer to the KB article How To Configure IIS for EAS.
For synchronization instructions for a specific mobile device, refer to the manufacturer’s
website. Additional information may be available in the SmarterTools Knowledge Base.
CardDAV and CalDAV
SmarterMail users that choose not to purchase the EAS add-on can
synchronize their SmarterMail contacts -- including contact pictures -- and calendars with iOS devices using the
CardDAV and CalDAV protocols. Support for CardDAV and CalDAV is built into these
products, so there is no need to download and install additional applications to
sync contact and calendar data.
Google Android
Android is an operating system designed for use in a variety of smartphones and
mobile devices. Examples of devices that run on Google Android include the Motorola
Droid 3, Samsung Galaxy Tab, and HTC Droid Incredible. In addition, the Kindle Fire
runs on a modified version of the Android operating system. SmarterMail supports
synchronization of email, contacts, and calendars with Android devices.
EAS
The EAS add-on is available as an optional add-on for
SmarterMail Enterprise and can be purchased from the SmarterTools website. Unlike
the other synchronization methods, EAS uses direct push technology
to sync email, calendars, and contacts -- including contact pictures -- in real time, ensuring any changes to collaboration
data are automatically recorded in both SmarterMail and the mobile device.
Note: Only Android devices running version 2.0 or later support synchronization via
EAS. Support for EAS may also vary by device. For
example, EAS does not support Corporate Calendar or email applications
for the Motorola Droid, Droid 2 or Droid X because they are custom applications
that do not comply with EAS specifications.
Once the EAS add-on has been purchased, the system administrator
will need to reactivate SmarterMail and enable the add-on for the user’s mailbox.
For more information, refer to the KB article How To Activate EAS.
If SmarterMail is running under IIS, the system administrator will also need to
disable Windows authentication before adding EAS to specific mailboxes.
For more information, refer to the KB article How To Configure IIS for EAS.
For synchronization instructions for a specific mobile device, refer to the manufacturer’s
website. Additional information may be available in the SmarterTools Knowledge Base.
CardDAV and CalDAV
SmarterMail users that choose not to purchase the EAS add-on can
synchronize their SmarterMail contacts and calendars with Android devices using
the CardDAV and CalDAV protocols. While the default calendar and contacts apps may
NOT support either protocol, there are some Android apps that do support both. IN addition, there are CalDAV and CardDAV specific apps that can facilitate synchronization, though these may be paid apps. More
information and implementations of CalDAV and CardDAV can be found by reviewing
Implementations of CalDAV and CardDAV.
Message Retrieval
For SmarterMail users with EAS mailboxes, messages will automatically
be pushed to their mobile devices as they are received. SmarterMail users that are
using any of the other technologies to sync their mailboxes with a mobile device
should set up an account within the mail application provided on the mobile device
using either IMAP or POP3.
IMAP is a robust protocol that easily handles mailboxes that process and/or store
large volumes of email. In addition, IMAP IDLE is an optional feature of the IMAP
protocol that pushes all new messages out as they are received by the mail server.
Unlike POP, IMAP offers two-way communication between your SmarterMail mailbox and
your email client(s). This means when you log in to the SmarterMail Web interface,
actions you performed on email clients and mobile devices will automatically appear
in the Web interface (and vice versa). In addition, IMAP keeps all messages and
folders on the server whereas POP downloads all messages to an email client.
With POP3, your mail is saved in a mailbox on the remote server until you check
your mail. When you check your mail, all of the mail is downloaded to your computer
and is no longer maintained on the server. If you use POP3 and are traveling or
check your mail from multiple locations, you will not be able to view any of your
old mail because the messages only exist on the computer on which you originally
received your mail.