<p>As a user, switching Email systems can be a bit daunting.  With HyperOffice, there are certainly many different ways to use the Email system, but that shouldn't deter you from configuring it exactly how you want it. </p>
<p>This Getting Started Guide is designed to show you exactly which settings you need to worry about to get yourself going.   The default settings should suit a lot of people.  However, if you like to deal with many different email accounts and want to understand your options with the HyperOffice Email System, read on:</p>
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<p><strong><span style="font-size: 12pt;">Configuring POP Accounts</span></strong></p>
<p>If you have Email located in another location, POP Accounts are the way you connect and view those emails.  Follow the instructions to Configure POP Accounts here:  <a href="mail/178-mail-usage/535-creating-pop-accounts.html"><span style="text-decoration: underline;"><span style="color: #0000ff;">Configure POP Accounts</span></span></a></p>
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<p><strong><span style="font-size: 12pt;">Setting your Sending Address</span></strong></p>
<p>One nice feature for those reading from more than one Email account within HyperOffice is the ability to specify your Sending address.  This address is what others will see when they receive a message sent from your account.  By default, any POP Account Email address you have set up (see Configuring POP Accounts) will display as an option when you Compose an Email (see <here>).  When you click the 'Set as default' button when setting up your POP account, that is the address that will display when you begin to compose your Email.</p>
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<p><strong><span style="font-size: 12pt;">Setting a 'Reply-To' Address</span></strong></p>
<p>If at any point you need to set a Reply-To address other than what you are sending out as, there is a setting available to make it so when people hit Reply on your message, it will direct the email to the address specified <here>.</p>
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<p><strong><span style="font-size: 12pt;">Manage your Email Filters</span></strong></p>
<p>Mail filters are easily one of the most effective tools available for managing your Inbox.  By creating a Mail Filter, you can specify which emails go where within your Mail account.  You can filter by keyword, address, domain, and direct emails to any folder within your mail section.  Please refer to our article on Creating Mail Filters <here>.</p>
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<p><strong><span style="font-size: 12pt;">Create a Forward</span></strong></p>
<p>Creating a Forward is a great way to redirect mail coming into your HyperOffice Account to another location.  You can either forward a copy or simply redirect the original email to another account, inside or outside of HyperOffice.  The setting can be found under Settings > Personal, and the article to set up a Forward can be found <here>.</p>
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<p><strong><span style="font-size: 12pt;">Create an Auto-Responder</span></strong></p>
<p>Perfect for times away from the desk, vacations, or an extended leave of absence, creating an Auto-Responder allows you to automatically reply to any emails delievered into your Account with a custom message.  Creating an Autoresponder is done from Settings > Personal, and the article with instructions to create one can be found <here>.</p>
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<p><strong><span style="font-size: 12pt;">Understanding Spam</span></strong></p>
<p>Spam is in many ways the most annoying part about using email in general.  Either you get way too much Spam, or legitimate emails disappear into the Spam Folders--sometimes both!  HyperOffice's Mail system is designed to prevent unwanted Spam from ever arriving into your account, so at the start you may need to check your Spam folder periodically to see if you're missing anything in your Inbox. </p>
<p>The mail system is a learning system so it should improve over time, and we do our best to provide you (the User) with as much control as possible to handle the issue.  Here are a few of the methods to manage your Spam:</p>
<p><strong>The First</strong>: Check your Spam folder and 'Mark as Not Spam' if it doesn't belong there.  This will prevent emails from the specific email address and mail server from being put in Spam again. (Refer to our article on Mail Functions for more info)</p>
<p><strong>The Second</strong>: Send emails to addresses you want to receive mail from.  Sending an email to a recipient address will automatically 'Whitelist' the email, so emails from those addresses will not arrive in Spam. (Refer to our article on Composing an Email for instructions)</p>
<p><strong>The Third</strong>:  Set Mail Filters that point specific email addresses, whole domains, or even 'Everything' to your Inbox.  For information on how to create an effective Mail Filter, please refer to our Help article on the subject.</p>
<p><strong>For Outlook Users,</strong> the problem of important emails going into Spam is a bit more straightforward to address.  If you want to rely on Outlook's 'Junk Email' filtering, we do recommend that you simply 'Turn Off' the Spam filtration.  This is done by following the third step and creating a mail filter that catches everything and pushes it to the Inbox.  Instructions for setting up that kind of mail filter can be found <here>.</p>
<p>The reason we recommend this is because by sending from Outlook, you do not receive the benefit of the automatic whitelisting, and if you are using POP as your Outlook connection, you probably can't even see your Spam folder at all! (IMAP users are fine, though)</p>
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<p><strong><span style="font-size: 12pt;">Understanding the Quarantine</span></strong></p>
<p>The Quarantine exists to protect you and your colleagues from hazardous email contents--viruses, trojans, and other malicious forms of malware.  If you find that an email has been placed in the Quarantine, it is likely for a good reason.  If, however, you believe the item to be legitimate then you can retrieve the contents.  Simply follow the instructions in the text document that is saved as an attachment to the original email, and you can then access and download the email's contents normally.</p>
<p>Just as with Spam, Outlook Users using POP to connect will not be able to view the Quarantine Folder listed in your Portal.  We recommend setting up an IMAP account so that the Quarantine folder will display.  Please follow the instructions <here> in order to configure your Outlook for IMAP.</p>
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<p><strong><span style="font-size: 12pt;">Setting up Outlook</span></strong></p>
<p>Many clients come with a history of using Outlook.  Some stop using Outlook and start using the web interface, and some do not.  For those who use Outlook, we provide all the settings required to stick with it while using our Mail system to manage the email. </p>
<p>Please refer to the Help Section under Mail > Outlook Setup for instructions on how to set up Outlook for POP or IMAP, and if you do not have or do not know your Outgoing SMTP information, please contact your Administrator.</p>
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