Domain Email and the Catchall Mailbox

Catchall email address for your domain email catches everything sent to your domain.Domain email addresses are a valuable branding and communication tool for your business.

But there’s one catch.

Actually, it’s a catchall. And you’ll want to make sure you have one.

But first, let’s step back for some context.

Our Domain with Email service allows you to create up to 50 email addresses (mailboxes) at your own domain. Our Web Hosting services come with 100 – 500 domain email addresses depending on plan you choose.

In a previous post, we explained how to set up domain name email addresses and listed some of the most common mailbox names for businesses with domain email:

• YourFirstName@YourDomain.com
• YourFullName@YourDomain.com
• YourTitle@YourDomain.com
• EmployeeNames@YourDomain.com
• Help@YourDomain.com
• Info@YourDomain.com
• Sales@YourDomain.com
• Support@YourDomain.com
• YourSlogan@YourDomain.com
• Newsletter@YourDomain.com
• Subscribe@YourDomain.com
• Members@YourDomain.com
• VIP@YourDomain.com

If you use this list as a guide and then set up some other email addresses that make sense for your specific business, you might think you’re all set.

But don’t forget to do one more thing to make sure you don’t miss any messages from customers or potential customers trying to contact you: make sure your Catchall Mailbox is enabled.

A catchall mailbox is one email inbox that is designated to receive all the email sent to your domain for which there isn’t an active mailbox. It catches all the mis-addressed email sent to your domain that would otherwise bounce back to senders.

Is that really necessary? Yes!

Here’s an example: you may have set up help@yourdomain.com to handle all customer support questions, but some people may try emailing support@yourdomain.com instead. Or you may have set up jon@yourdomain.com (because your name is Jon) but people may send to john@yourdomain.com because they don’t know how you spell your name.

Whatever the reason, people will send email to addresses at your domain that don’t exist. With your catchall enabled…you’ll catch them all.

For EarthLink Web Hosting customers, your catcall will be postmaster@yourdomain.com.

How to Enable Your Catchall Mailbox:

1. Log in to your Web Hosting Control Panel at control.earthlink.net.
2. Click Email in the top navigation.
3. Click the icon labeled Catchall Mailbox.
4. Click to change the catchall status from Disable to Enable.
5. Click the Save button (you’ll see a confirmation that the address was enabled).

That’s all there is to activate your catchall, but you may wish to make a couple of changes to this mailbox.

In the Accounts section on the left side of the Email Control Panel page, next to postmaster, click the edit account icon (looks like a paper & pencil) to make your changes.

First, you can change the email password for postmaster@yourdomain.com.

Second, you can enable forwarding to another email address. Many people like to forward catchall mail to another address they check regularly, so they don’t miss anything.

How to Forward Your Catchall Mail:

1. Click the Yes radio button next to Forwarding: Enabled.
2. In the Forward to box, list up to 10 email addresses, separated by commas.
3. Click the Update Forwarding button.

That’s it.

Now, if only there were a way to respond to all those messages automatically.

Choosing a Domain Name, Step By Step

Last Monday, we wrote about why it’s important to have a web site for your business on its own domain without relying only on Facebook or a free blog.

So what are you waiting for?

Maybe it’s because you haven’t selected a domain name yet?

Today, we’ll walk you through the very simple steps involved in finding and registering your own web site domain name from the EarthLink web site.

Hopefully, this will give you a gentle nudge to get you going in the right direction.

Web hosting - website services at EarthLink

  1. From the EarthLink homepage (www.earthlink.net), click Web Sites and then Domain Reservation & Email Hosting in the top navigation bar (shown in screenshot above).In the Domain Reservation box, click the Sign Up button (don’t worry: you can search for a domain name without signing up) to access our Domain Search.
  2. In the big search box, type in the domain names you are considering. If it is a 2 or 3 word domain name, make sure you type it in with no spaces (websitedomainname not website domain name).
  3. The domain name search results will show you which top-level extensions (e.g., .com and .org) the domain name is available for. Available extensions will be grey and unavailable extensions will be red. In the screenshot below you’ll see that for the domain name DomainNameExample, DomainNameExample.com is not available, while all the other extensions are available. DomainNameSearch is only available with .name or .telextensions.Domain name search results - successful domain search
  4. One thing to be aware of: if you search for a domain using the extension in the search (for example, you enter DomainNameExample.net) and it is available, the result will be shown in green, but if you don’t specify the lop-level extension the same result will be grey.Domain name search success.
  5. Click on one or more available top-level extensions that you are ready to reserve and then click the next > button at the bottom of the page.
  6. Specify how many years you want to reserve your domain name (longer is safer, so you don’t accidentally lose your domain if you forget to renew it) and click the add to cart button.
  7. From the following page you can add any domain extras you want and choose a web hosting or ecommerce hosting plan if you are ready to get started.

If you are ready to sign up for web hosting, you also have the option to initiate your domain name search by clicking the Sign Up button for any of our web hosting, ecommerce, or professional website design packages. You’ll get the same opportunity to search for your domain name before checking out.

If you weren’t successful finding an available domain name that you like, try searching again with some variations. Our domain name search results will typically give you a couple of additional domain names to consider. It may also be helpful to read our previous blog post with tips for choosing domain names.

 

More Ways to Use Domain Email

Domain Email from EarthLinkA couple of weeks ago we posted about the value of using domain email for business communication and provided tips for choosing the best domain email addresses.

Last week we followed up with an overview of EarthLink Web Mail for Hosting and Domain Email customers.

This week, as promised, we show you how to use your domain name email addresses with email software on your PC or with a mobile device such as a smartphone or tablet.

Getting started couldn’t be simpler: all you need to do is configure the mail settings for the email software or app on in your PC, tablet, or smartphone using the following information as a guide.

Settings to Configure Your Domain Email On an Email Client or Mobile Device

Email Address
mailbox@domain.com (your full email address) 

Incoming (POP) server
mail.domain.com (mail. followed by your domain name)

IMAP – Incoming / Outgoing
mail.domain.com

Outgoing (SMTP) server
mail.domain.com

SMTP Port
1025

Account / User Name
mailbox@domain.com (your full email address)

Password:
Use the password you created along with the email address. If you have previously signed in to EarthLink Webmail for this email address, it’s the same password.

Note:
If you are using secure mail, the port numbers are as follows:

  • POP = 995
  • IMAP = 993
  • SMTP = 465

One final reminder: remember to use your own domain name wherever it says domain.com above, and use your own mailbox name where it says mailbox.

 

Using Domain Email Addresses with EarthLink Web Mail

Last Monday, we wrote about the value of using domain email, especially for business communication.

This week we’ll make sure you know how to get started with your domain email and know all your email options: EarthLink Web Mail for domain email, a 3rd party email client, or a smartphone. Today’s post will focus on Web Mail. Next week we’ll move on to your other email options.

EarthLink Webmail for Domain Email & Web Hosting CustomersWeb Mail for Domain Email & Web Hosting customers - home screen

The easiest way to get your domain email is with our EarthLink Web Mail for Domain Email and Web Hosting customers. You can sign in to Web Mail from any online computer by going to https://hostingmail.earthlink.net/ and entering your email address and password. If you are in your Control Center, you can click the Webmail link at the top left of your screen, or click on one of your email addresses in the Accounts section of the Email tab.

Note: this version of Web Mail at https://hostingmail.earthlink.net/ is designed specifically for our domain email and web hosting customers who have their own domain names. Don’t search for EarthLink Web Mail with Google or another search engine, or click the Web Mail link from our EarthLink.net website. If you do, you’ll go to a different version of Web Mail at webmail.earthlink.net, which is for our Internet access customers with earthlink.net email addresses (it will NOT work with your domain name email addresses).

The first screen you see in Webmail (unless you change it in your Preferences) is the Home screen, an overview page with a window for Unread Messages, Calendar, Tasks, Statistics, and more.

Click the orange tabs along the top of the screen to go to your Inbox, Contacts, Calendar, Notes, or Preferences.

Using the Web Mail Tabs

  • Inbox: Everything here should look very familiar to you. Buttons to write a New message, Reply, Reply All, Forward, label email as Junk, and Delete are on top of the main screen. Folders are arranged on the left. Click on Personal Folders to create your own folders so you can sort the mail you receive. Right-click on any message in your Inbox to see all your options.
  • Contacts: Click the New Contacts button whenever you want to add a single contact. But the quickest way to get started is to click the Import/Export button and import contacts from another program such as Outlook or Thunderbird or another webmail service such as Gmail or Yahoo. You can import more than one group of contacts. If you want to keep them separated, click the + next to Personal Address Books and create a name for your new address book. Then when you import contacts you’ll have a choice of what book to import them to. You can share your address books with anyone listed under your domain or add people to share with individually by entering their email address.
  • Calendar: Click the buttons on the far right to view your calendar by Day, Week, or Month. Double-click on a day and time to enter a new calendar event. Add event details in the pop-up window; click the Advanced tab to make it a recurring event or set an alarm. Click the Attendees tab to invite people to a meeting at this time; enter an email address in the top field and click Add and then Save when you are done. You can keep multiple calendars; click the + next to Personal Calendars on the left side of the screen to create a new calendar.
  • Notes: Click New Note to write simple notes and reminders. Click the + across from Personal Notepads to create new notepads. It’s an easy way to organize your notes by project or group.
  • Preferences: I recommend you take some time to look through the Web Mail Preferences tab so you can get Web Mail set up just right for how you like to work (because everybody’s different). But I’ll give you an overview here. Categories within Preferences are listed in the upper-left corner of the main screen.

Setting All Your Web Mail Preferences

  • Mail Preferences let you set up an email signature, specify your language and time preferences, forward email to alternate email addresses, and specify various default settings, such as going directly to your Inbox instead of the home screen when logging in, and composing new emails in either Text or HTML.
  • Spam Preferences is where you can activate junk email filtering. It is OFF by default. Click the drop-down to turn it on and choose the level of filtering you want. You can also set up Whitelists (email addresses you never want blocked) and Blacklists (email addresses you always want blocked).
  • Auto Reply Messages let you set up automatic email responses when specific people email you. Click the New Auto Reply Message in the upper-left to get started.
  • Filtering Preferences let you set up custom rules that preform some action based on conditions you specify. Click the New Message Rules to get started. A common rule is to move messages from certain people into specified folders or forward email from certain people to other addresses.
  • Highlighting Messages let you set up custom rules that highlight email messages based on conditions you specify. Click the New Highlighting Rule to get started. A common rule is to highlight messages from important people or highlight messages about a particular subject (a project you are working on) so they stand out in your Inbox.
  • Image Rules allows you to define what images and styles will be shown in email messages when they arrive in your inbox. You can control the level of trust when images will be displayed by checking on or off various options. For a higher level of control you can also create custom filters for specific senders or when specific text appears in the subject line of messages.
  • PGP Preferences let you create or import a PGP encryption key (we’ll have to tackle this in more detail in a later post).

We hope you enjoy using EarthLink Web Mail for your domain email addresses. We’ll let you know how to get set up with other email programs, smartphones or tablets next time.