City of Terrell Staff Email Support

• Retrieve email online - web based interface on new server - NOTE: Logon name requires the whole email address

   

• Staff email control panel logon
  • Control panel features

 

• Email configuration settings   NOTE: NEW SETTINGS
  
  
• Setting Up Email for the Apple iPhone

Frequently asked questions - Email

Q - What should my Outlook or Outlook Express setting be?

A- There are more than 30 versions of Outlook in use today, so these configurations may be called something slightly different - but this should get you there. Click on the "tools" tab, then the "email" tab. Click on the account name, if it is there, to change settings or "new" if you are setting up an account for the first time. (Outlook 2010 is exactly the same as other versions of Outlook, but finding the settings is slightly different. Just go to File > Info > Account Settings. Next, under the Email tab, you can choose New or Change.)

The server information is:

"incoming mail server" (POP3):mail.cityofterrell.org.

"Outgoing mail server" (SMTP): mail.cityofterrell.org.

Enter your name, email address, user name and password NOTE: NEW SETTING:(The user name is the whole email address example:clay@cityofterrell.org– before it was just your name)

Click on the "more settings" tab

Click on the "outgoing server" tab and check the "My outgoing server requires authentication" box.

Then click on the "advanced" tab. Make sure the "Leave a copy of the messages on the server" box is NOT checked.

Set the outgoing server (smtp) number to 26 (If you are accessing email from home you might have to set your outgoing port to 25)

Click on the "OK" box, the "next" box and then "finish"

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You should now be able to send and receive email.

Do not make changes to your email configuration if you do not know what you are doing. Make an appointment with the IT department or call the City of Terrell web designer, Clay Woods at 903-455-7232.

Step by step tutorial

Q- Can I access my email from home?

A- Yes. You can access your account through http://cityofterrell.org/webmail. In the pop up window enter your whole email address for name ( example: jsmith@cityofterrell.org) and password. You will be able to see your emails from any computer that has internet access. You can view, reply to and delete your emails. You can view your emails, but as long as you do not delete them, they will still come into your office computer the next time you open Outlook. Remember to purge your webmail trash files after you delete emails.

You will now have access to your choice or web interface program to view your email. Webmail, Horde and roundcube. Squirrellmail is what you have used in the past. Horde has an expanded user interface with additional features including a contact list, calendar and to do list and more. It is the equivalent of an on line outlook

From the initial login screen you will be able to set auto responders, spam filters and find your configuration settings

Q - My computer remembers my email password and I don't remember what it is. How can I can I find out what my password is?

A - Email webmaster@cityofterrell.org from your email account requesting your password and it will be sent back to you. Once you receive it, record it in a safe place. If you are not able to send an email from your email account, please call either John Rounsavall at 972-551-6619 or Clay Woods at 903-455-7232.

Q- Is there any way to reduce the amount of spam I receive?

A - Spam is the scourge of the internet. We block it one way and they find a way around it until we block it again. The new server has improved spam filtering. It helps you to block spam but not the emails that you need to see. You can set how aggressive your filtering of email is by choosing your settings in email control panel.

Q - How do the spammers get my email address to begin with?

A - 80% of the city email accounts are not visible anywhere on the website and those that are visible are masked to spammers. Therefore, the only way for spammers to get your email is from you. Do you surf at lunchtime? Do you register for promotions that collect your email and give out your work address? Do you buy things online for non-work related items? Your email address is for work related business ONLY. Do not go to any site that is not work related. Do not respond to offers of any kind. Do not open attachments if you are not 100% certain of the sender and that it is work related. Do not share jokes or youtube sites with others or accept them. All of these start the process of getting you on a spammers list. Once on it, they then share your email address with other spammers and we all have seen where that leads.

Now for those who have never done any of these things from your work email account. You may belong to a professional organization or may have ordered work related information from a site that inadvertently shared your account information. The best way to avoid spam email is never share your email address with anyone who does not need it for work related business. The good news is you can now set up an email forwarding account when you fist log into http://www.cityofterrell.org/webmail. This will allow you to use a email alias address that will forward to your primary account. So, for instance, if you are ordering a work related item from the web, give your email as an alias account that you have set up. This allows you to monitor correspondence from that account but close the account if they start to share the address with spammers.

I assure you that we will be constantly doing what we can do reduce the amount of spam you receive, but you must do your part to help.

Q -Can I change my password to something easier for me to remember?

A - Yes. Log into your webmail account at http://www.cityofterrell.org/webmail. To login you will need your present email address and password. You will be taken to your User Dashboard. Click on "Change Password " in the bottom menu. You will see your user account name, and have the opportunity to enter a new password. Please make a note of your new password, so you can look it up if you forget what it is. (NOTE- if you change your password and forget it, support will not be able to tell you what you changed it to! You will need to reset it to the original password.) If you receive large files regularly and need more disk space, send an email with your request to webmaster@cityofterrell.org

Q - My email setting look right and it still does not work. What do I do?

A - Call the City of Terrell web designer, Clay Woods at 903-455-7232.

Frequently asked questions - Email control panel

Q - What features are available for your email control panel?

A - Log into your personal email control panel to explore what you can do. A pop up window allows you to enter your user name which is your email address (jsmith@cityofterrell.org ) Enter your email account password and click the logon button. (The web address of user login is http://www..cityofterrell.org/webmail but returning to this page will probably be easier to remember.)

1. Better control of your personal spam settings

2. Better help files accessed from your email control panel or here. Look for the help files associated with "Manage your Email"

 

3. Auto Responders that automatically sends a standard reply message to incoming email messages. This feature is most often used to notify the sender that you are currently unavailable.

 

4. Simple access to your own "allowed sender list" and "blocked sender list"

 

5. Email forwarding

 

6. Auto responders

 

7. Set up an email alias

Q -Can I adjust my spam filter setting?

A - Yes. Log into your personal email control panel. To login you will need your email account and password. Once logged in you will see your User Dashboard. Click on "Email filtering" in the right of the bottom bar to set up filter criteria. Follow the instructions on the page to set up.

Once logged into Horde you will be able to Click on the top tab labeled "Filters". If you find that you are getting spam or unwanted email from a particular address, add that email address to the blacklist and it will not be allowed through. If you find that a particular email is being blocked that should be allowed add it to the white list.

Q- Can I post an "On Vacation" message from my email account?

A - Yes. A vacation message is an email utility that automatically sends a standard reply message to incoming email messages. This feature is most often used to notify the sender that you are unable to respond to email for a period of time while out of town or on vacation.

Log into your personal email control panel. To login you will need your whole email address and password. You will be then taken to your User Dashboard. Click on "Auto responders" along the bottom. Click on "Add Auto responder"

EXAMPLE MESSAGE:
Subject: I will be out of the office from July 1-7. I will contact you when I return about
%subject%

The %subject% will repeat in the email returned to the subject listed in the email. It will send only one "out of the office message" per person emailing you for the number of hours you set. So if someone sends you 5 emails while you are gone in the period specified, they will only receive only one email back from you. You will receive all sent messages as usual. Remember to turn off your vacation message when you return.

Q- Can I forward my email?

A - Yes. You can redirect, or forward, your incoming email messages from one mailbox to another. When you create a forward order, your email messages are redirected to another location without the sender knowing the new address. This is ideal if you want someone else to receive your emails while you are gone.

Forwarded messages are accessible only through the account to which they are forwarded. No copies are kept in the original email account.

Log into your personal email control panel. To login you will need your email account address and password. You will be then taken to your User Dashboard. Click on "Forwarding Options" in the bottom bar. Click on "Add Forward" Enter the email address that your mail should be forwarded to in the box and hit the "add forward" button. Remember to turn of the forwarding when you return

Q - Can I set up an Auto Responder?

A - Yes. A responder is a method of automatically replying to incoming email.

For example, you might want all emails sent to handgunclass@cityofterrell.org to receive an automatic reply about the next class date and how to register. To do so, you can create an alias called handgunclass then create a responder for that alias. Whenever email is sent to handgunclass@cityofterrell.org, the prepared reply is sent automatically.

Responders can be set up for aliases only. They cannot be mapped to individual email addresses without aliases.

Log into your personal email control panel. To login you will need your email account name and password. You will be then taken to your User Dashboard. Click on "Help" in the left hand column. Click on "view contents" in the upper left corner to see a list of help topics. click on "Manage your email", and then "Working with Responders" for detailed instructions

Q - How Auto Responders differ from Vacation Messages

Both responders and vacation messages automatically reply to incoming email. However, they have these key differences:

• Responders can be set up only for aliases; vacation messages are set up for email addresses.
• Vacation messages are sent only once. If users send multiple messages to an email address that has a vacation message enabled, they receive only one automatic reply. Messages sent to aliases using responders receive replies each time the message is sent.

Q- Can I set up an email alias?

A - Yes. An email alias is a method of mapping a nickname to your email address. Whenever someone sends email to one of your aliases, the message is sent to your actual email address.

For example, if you are ordering a work related item from a website, give them your email as an alias account that you have set up. This allows you to monitor correspondence from that account, but close the account if they start to share the address with spammers.

Setting Up Email for the Apple iPhone

Although most email settings are identical, the iPhone requires a special setting for the incoming and outgoing mail servers. Instead of using the defaults that are typically used in the email settings replace mail.cityofterrell.org. with 174.121.83.68

• Press the Home button and select Settings > Mail, Contacts, Calendars.
  
• Under Accounts, select Add Account...
  Select Other.
  
• Enter your name (which will show in the from field) and your full email address.
  
• Enter your email password and description (we recommend the full email address as your description).
  
• Press Save.
  
• Select IMAP or POP (what is the difference?)
  
• Under Incoming Mail Server, enter 174.121.83.68 as the Host Name.
  
• Enter the full email address as your User Name.
  
• Enter your email password and then scroll down.
  
• Enter the same information under Outgoing Mail Server.
• Remember that if you want to just look at the email on your phone but still have it come into your work computer you must configure that setting. Go to the advanced tab. Under incoming settings make sure that the delete from server is set to "never".
  
• Press Save.

You are now ready to send and receive emails via your iPhone.

POP vs IMAP

IMAP (Internet Message Access Protocol)

IMAP4 allows you to read emails as they appear on the hosting server. Any changes you make (delete, reply, forward, move) are seen by anyone else who logs into webmail or IMAP. This is the perfect solution for multiple users who need to access the same email account. This is also perfect for anyone who needs to access one email account from multiple devices at the same or different times.

POP (Post Office Protocol)

POP3 allows you to download copies of your email messages to your personal computer. Any changes you make will NOT be seen by anyone else who accesses the email account (because you are only making changes to local copies). The copies of the email messages on the server are normally unchanged, but it is very easy to unintentionally setup your POP3 access to delete those server copies whenever you download the emails. This is a perfect solution for a user who has very limited time to be online, but needs to spend lots of time reading emails. This is also a perfect solution for anyone who needs to archive permanent copies of their emails (e.g. before you terminate that email name or its hosting provider).

City of Terrell Website