Knowledgebase

A lot of hosting providers give you additional space for email storage. But if anything goes wrong, they are not liable. Read their terms and conditions, they all state 'you must not use our servers for storage'. 

Your emails can become corrupt with a server side virus scan and you are left with no access to email at all. 

If you are not yet ready to move to a critical email solution like Google Suite (ask us for a discount code), we recommend you try the following steps:

Set up account or use an existing one

1. First set up a Gmail.com email account
2. Once logged in, click on the COG in the right hand corner and move your mouse down to settings
3. Once in settings click Accounts and Import
4. Scroll down and look for 'Send mail as:' and then click the hyper link for 'Add another email address'
5. Enter The email account name and email address, click next
6. Enter the SMTP Server  mail.yourcooldomainname.com.au (replace with your domain name)
7.  Enter your FULL email address
8.  Enter your email password
9. Secured connection on port 587 should be fine. If you run into any issue you can try Secured connection using SSL and change port to 465
10. Google will then email you a link and/or code. Go to your email to retrieve the code and enter it where it says 'Enter and verify the confirmation code'. Be patient, it may take a few mins to arrive.
11. Save. You will now be able to 'Send mail as'.
12. Lastly, on the right of the Accounts and Information where it lists the email address click 'make default'. this way you don't need to change it every time you want to send an email

How to receive email via gmail.com

Once you have completed the above steps we can now import your emails and set up gmail so all future emails are saved

1. In the Accounts and Import tab (which you are already in) look for 'Check email from other accounts:'
2. Click 'Add an email account'
3. Enter the email address i.e. info@yourcooldomainname.com.au
4. Import emails from my other account (POP3) (check this if not checked by default)
5. On the next screen enter the full email address and password and the pop server which will be mail.yourcooldomainname.com.au (replace with your domain name)
6. Change Port to 995 and deselect (if checked) 'Leave a copy of retrieved message on the server'
7. Click Add account
8. You will then need to authorise with the pin again. Once you do this, Gmail will import all emails.

Note: once you do this, emails won't be on the server anymore for this email account. they will all be in the gmail account. You will then have a default space of 15GB for email.

You may need to occationally login to cPanel > email accounts and delete emails that gmail.com finds a trojan or malware in. They will not retrieve these emails. 

 You can now download the gmail app for your phone and access email via the web via gmail.com while still maintaining a professional email account. You can use this method for multiple email addresses too. 

Google will retrieve future emails based on how often you login and how many emails you receive. If you ever need to check something instantly, from the same screen, on the right of the email account you can click 'Check mail now'

For most businesses this solution is fine before moving to a paid version. And if you then do need to move to paid version you can do so easily from this area too.