General Email Information - 'Forwards' and 'Mailboxes'

The following discussion applies to people with domains- or, in other words, their own web site(s). For the purpose of explanation and examples, we will use 'www.mydomain.com' as the domain name for the web site. When you have a registered domain name, you can add Forwards and/or Mailboxes using that domain name. Generally, with most HOST packages, you can add a large number of Forwards and/or Mailboxes if needed. You are allowed to have BOTH Forwards AND Mailboxes on your domain if needed.

NOTE: Domain names are not case senstive - so, for the above example, you could give your domain name as 'www.MyDomain.com'. Using selective capitalization can make it easier for potential users to read and remember your domain.

Using the example domain name above, some possibilities include:
(applies to either a Forward or a Mailbox)

• info@mydomain.com
• contact@mydomain.com
• support@mydomain.com
• sales@mydomain.com
• and so on...

NOTE: Email address are not case sensitive, so you could give your email address as 'Info@MyDomain.com' or 'Contact@MyDomain.com' and so on. This can make it easier to users to read and remember.

When adding email address to your domain there are two basic choices; 'Forward' and 'Mailbox'. This does not change how the email address looks to viewers and users, it only affects how the email is actually handled. A brief explanation along with the the advantages and limitations of each are discussed below.

Advantages of using either a 'Forward' or a Mailbox' on your domain:

• Allows you to have your viewers/customers email to you at your domain name.
• It 'protects' or 'hides' your 'primary email address - the one you have set up with your current ISP (Internet Service Provider) - from being known to the general public.
• If you change your ISP, your viewers/guests do not have know about it nor do they have to 'update' their contacts. They will still send to the same address on your domain.

Forward

A mail Forward is an email address that is set up on your domain that forwards all mail sent to that address to another email address. The forwarding address is usually your 'primary' address that you have with your ISP (Internet Service Provider). For this discussion, let us assume your ISP is "myisp.net" and your email account is myname@myisp.net. Remember, this is your email address that is set up with your ISP.

Using one of the email address examples above, let us assume you want an email address 'info@mydomain.com'. We simply create 'info@mydomain.com' for you and have it forwarded all mail sent to that address to your 'myname@myisp.net' (primary) address. Users do not know their mail is being forwarded.

Advantages:

• A forward is simple to set up
• No further set up is required on your email client (such as Microsoft Outlook or Mozilla Thunderbird or other)
• If you change ISP your forward TO address can be updated - no need to advise your viewers/customers of the change.

Disadvantages:

• If your REPLY TO email you received on your primary account (that was forwarded to that address), the header will show your 'primary' email address in the FROM field and the person you replied to will then know your primary email address.
• This may or may not be a problem since you probably would not reply to someone to whom you did not want to give your 'primary' email address away.
• You can not filter SPAM or JUNK email on 'forward' - other than what is already in place for your primary email address.
• In the above example, all forwarded email will come FROM info@mydomain.com You therefore could not block that address as a sender - since you would expect important and/or wanted email to come FROM your domain email address..

Mailbox

Advantages:

• Allows SPAM and JUNK email filtering BEFORE it reaches your computer
• Does not go to your primary email account
• A REPLY TO email sent to a mailbox shows the email address (info@mydomain.com) in the FROM field - the person you REPLY TO will not know your primary email address. (You can override this in most clients using a drop-menu selection for accounts.)
• Once set up in your email client program, mail from mailboxes comes in just as your primary account mail does.
• If you change ISP, no changes for you domain mail have to be made.
• If you change ISP - as with a 'forward' - there is no need to advise your viewers/customers of the change.
• You can also access your email on the web, using webmail or similar program.

Disadvantages:

• More difficult to set up. Must configure your email client for the mailbox. - SEE: Accessing Email
• SPAM and JUNK filters may occasionally filter out, or block, wanted or important messages.
• Must periodically check your SPAM and JUNK mail folder(s) on the WEB to insure that wanted or important emails are not getting blocked. (Many SPAM/JUNK filters will send you an email notification that there are messages that have been blocked - but some do not. )

Backup your Email Folders in Outlook!

You can always back up your email file (and SHOULD from time to time) right from the MENU inside of Outlook.

WIndows XP

On the TOP MENU:
Files --> Import and Export... --> {Export to a file} --> [NEXT] --> {Personal Folder File (.pst) } --> {Personal Folders} --> [Next] --> {take default or Browse} --> [FInish]

Windows Vista

On the TOP MENU:
Files --> Import and Export... --> {Export to a file} --> [NEXT] --> {Personal Folder File (.pst) } --> {Personal Folders} --> [Next] --> {take default or Browse} --> [FInish] )

Exporting & Importing Outlook CONTACTS

Windows XP

Export the Contacts from one computer:
Follow the above procedure for "Backup you Email Folders in Outlook!", but instead of selecting {Personal Folders}, select {Contacts}

COPY the file you exported to a USB drive or other device so you can access that file on the second (import) computer. Instead of a USB drive, you can use a shared network folder if applicable.

Import the Contacts to the other computer:
On the computer to which you want to transfer the contact data TO:

Files --> Import and Export.... --> {Import from another program of file} --> [Next] --> {Personal Folder Files (pst) } --> [Next] --> {BROWSE for file that was exported from first computer} --> [Next] --> [Finish]

Windows Vista

See XP instructions, above - may be some minor differences...