Managing Your Domain Email with Your EarthLink Web Hosting Account

Domain email - manage your business email with EarthLink Web Hosting Control CenterIf you’re an EarthLink Web Hosting customer, your online Control Center is your one stop to view and modify aspects of your account, build your website, add website features, manage your email, and more.

Today we’re going to give you an overview of the Email section of your Control Center. That’s where you can go to add mailboxes or FTP dropboxes, add forwards or mailing lists, create email newsletters, and more.

To get started, simply sign in to the Control Center at https://control.earthlink.net/ and click the Email tab. From there you’ll have these 7 options:

  1. Add FTP Dropbox: An FTP dropbox is a storage space on your website that you can use to store and retrieve files. Some people use it as a way to share files that are too large to send via email. Simply click the FTP Dropbox icon and then enter a new email address and password. Or click the edit icon next to any of the email addresses you already have in the Accounts section on the left and click the Enable button to activate a dropbox using the password for that address.
  2. Add Mailbox: Click the Add Mailbox icon to create a new mailbox/email address at your domain. Depending on whether you have an EarthLink build your own website  or professional web design plan, you can create from 100 – 1,000 email addresses. See our previous post about domain email addresses.
  3. Add Forward: A forwarded email address automatically sends all email sent to that address to another email address that you have specified. The forwarded address will be a mailbox at your domain. The address (or addresses) you forward to (called Recipients here) can be any email address. If you want to forward one of the email addresses you’ve already created, click on the edit icon for that address in the Accounts section on the left. Click the Yes button where it says Forward Email to Another Address, enter the address you want to forward to, and click the Update Forwarding button.
  4. Add Mailing List: Mailing Lists are special email accounts set up to forward email to a number of other email addresses. Email sent to the mailing list address is forwarded to everyone on the subscriber list. You may want to create a mailing list to email information to a large customer list or to use as an email-based discussion group. Choose a email address for the list, write a subject line, enter up to 300 recipients (hopefully if your list is large you can cut and paste from a spreadsheet or other document), and click Save.
  5. Announcer Pro: Announcer Pro is an easy-to-use email marketing platform. It lets you create HTML email newsletter and email marketing campaigns. It also helps you manage emails and track your results. See our previous post on How to Create & Send Your First Marketing Email with Announcer Pro.
  6. Fax-to-Email: This add-on service delivers faxes to your email inbox for your convenience. If you have this service, click the Fax-to-Email icon to log in and access your main fax number.
  7. Catchall Mailbox: A catchall mailbox is one that is set up to receive all email sent to your domain that isn’t sent to a valid email address. For example, if a customer sends an email to help@yourdomain.com and you don’t have that as an active email address, the message will be forwarded to your catchall box. See our previous post about Domain Email and the Catchall Mailbox.

Email Marketing: How To Create & Send Your First Marketing Email With Announcer Pro

As a full-service web hosting company, EarthLink believes that the hosting of your website on our servers is just the tip of the iceberg of what we offer our customers.

One of the many tools that are included with all our web hosting and professional website design services is Announcer Pro for in-house email marketing.

Announcer Pro email marketing toolAnnouncer Pro makes it simple for you to keep your customers, prospects, and partners up-to-date with your company and your product offerings. With Announcer Pro you can create graphic-rich emails, manage contact lists of email addresses, send email emails to these lists, as well as track and report the results.

To get started with Announcer Pro, sign in to your EarthLink Web Hosting Control Panel at control.earthlink.net. Click on the Email tab and then the icon for Announcer Pro.

HOW TO CREATE AN EMAIL WITH ANNOUNCER PRO

Step 1: Email Details

After you click the Create an Email tab or link in Announcer Pro, you’ll go to the Email Details page.

On this page, you can view or edit your company information, change your sender email address, name the email and give it a subject line, and choose options for social networking and analytics.

  • Company Information: your company contact information will appear in the footer of all sent email. Click the Edit button to change this information. U.S. law requires an email sender’s physical address be included in any commercial email. You can, however, choose to hide your phone number in your emails; just check the box next to hide phone in footer.
  • Time Zone: Select the time zone that’s accurate for your location.
  • Sender Email Address: Your email will be sent from the Sender Email Address. To edit or change your sender email address click the Edit button. If you do not see the sender email address you want listed here, go to Email Settings at the top of the screen, then click Create an Email to return to this screen.

NOTE: Emails will not be sent from an unconfirmed email addresses. When you edit or change your sender email address, Announcer Pro will send a verification email to that address. When you get the verification email, click on the link to finish the email verification process.

  • Email Information: Choose a name for your email and write a subject line. Keep in mind, the name is only so you can remember what the email is and will not appear to recipients, but the subject line is what recipients will see.
  • Webpage Version: Check the box here if you want to include a link to a webpage version of the email. You can edit the default text for that if you want.
  • Social Networking and Google Analytics: Click the boxes in this section if you’d like recipients to share your email on Facebook and Twitter. Icons for the social networks you select will appear at the bottom of your email. Click the Google checkbox to track your email campaign with your Google Analytics account.

When you’re done on the Email Details page, click the Next button to move on to Step 2.

Step 2: Choose Contacts

This step is where you’ll choose contacts to send your email to. If this is your first email, you will need to create a list or lists and add contacts to it.

Simply check the box next to the list or lists of contacts you wish to send your email to. Or create a new list by clicking the Create new list button and add your contacts from the How would you like to add your contacts drop-down menu. You can import contacts from a spreadsheet or most email programs, or you can add individual email addresses.

If you want to be able to segment your contact list and send custom emails to subgroups within your list based on demographic and other information (zip code, city/town, company name, etc.), click the I want to segment my contacts checkbox. You can create up to 5 rules for selecting demographics to segment by.

Step 3: Choose a Template

  • Use the drop down menu to select a category of email templates (many are by industry categories, but there are also General, Blank, and Holiday template categories).
  • Scroll through the thumbnail views of all the templates in your chosen category. Click on any one you want to see larger. At the top of the template, click Select different template if you don’t want to use it and Select this template if you do.
  • Click the Next button once you have selected a template and you see a checkmark on its thumbnail image.

Step 4: Edit Template

In this step, you use editing tools to add your email content to the template you selected. (If you need help using the editor, click the help icon on the screen in the upper-left corner of the editor page.)

Before you finish editing, you can click the Send Test button to send a copy of your email to see what your email will look like to recipients.

When you finish editing your email, click Save and then Next.

NOTE: Any time before your email is sent, you can make changes by going to Manage Emails tab.

Step 5: Schedule Email

On this page, you can choose when to send your email. These are your options:

  •  Send Now: Click this radio button to add your email now to the distribution queue and have it sent as soon as possible.
  • Save Draft:  Click this radio button to save a draft of your email. (Go to the Manage Emails tab to edit or send later.)
  • Schedule: Click this radio button to choose a delivery date and time for your email to be sent (be careful to select AM or PM if it matters to you and select your time zone from the drop-down menu).
  • Save as an Autoresponder: Click this radio button to save the email and use as an autoresponder.

Click the Next button after you’ve made your selection.

You should see an Email Completed confirmation page (see screenshot below) with some options for what you’d like to do next.

Announcer Pro Email Marketing

You’ll receive an email confirming when your email is sent out to your contact list.

After that, you can monitor the results of the email by clicking on the View Results tab in Announcer Pro.

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.

Fax-to-Email Service Offers Extra Mobility & Savings

Some of our EarthLink Web Hosting customers are enterprises with large offices throughout the U.S.

But the majority of our customers are small to medium-sized businesses who have to be fast and flexible, nimble and mobile to out-hustle the competition.

So they can’t afford to be tied down to a business office just to wait for a fax (yes, faxes are still essential for most businesses).

Luckily they don’t have to be. Because of the Fax-to-Email servicewe offer our website hosting customers.

Fax to Email Service - Go Mobile - No Fax Machine Needed

Fax-to-Email - No Fax Machine Needed

With Fax-to-Email Service, you can be as mobile as you need to be, because your incoming faxes appear in your personal email box (or one of your domain email addresses with your EarthLink Domain Email), or on your smartphone. So faxing is now just as convenient as email.

You get a toll-free phone number that lets you send faxes to anyone in North America, an online fax portal to manage contacts and view archived faxes, delivery confirmations, the option to send faxes to up to 20 recipients at once, and support for the most popular file formats: Microsoft Word, Excel, and PowerPoint; plus PDFs, JPEGs, and TIFFs.

Plans based on the number of fax pages you send and receive are available at low monthly rates, and can save you money on a second phone line, long distance charges, and even fax paper.

If you haven’t signed up for EarthLink Web Hosting service yet, you can add Fax-to-Email (as well as other optional extras like SSL Certificates and Email Marketing services) during online checkout.

Or give us a call at 1-800-201-8615.