Knowledgeable, patient computer help in Southern Oregon

  • Service Manual: set up email

    This is the basic outline of what I do in providing the “set up email” a la carte service. Feel free to use the information is you want to do it yourself, or contact me to have me set up your email.

    • Discuss with client
      • Operating system 
      • ISP
        • Cable/fiber
        • cellular
      • Email provider
        • Gmail
        • iCloud mail
        • Yahoo!
        • Microsoft
        • Work accounts
        • Others
        • IMAP vs POP
      • Email client
        • Desktop
        • Mobile
        • Webmail
      • Security options
        • Inbound gateway filtering
          • Usually done by email provider
        • Realtime attachment scanning
        • Anti-phishing and url shielding
        • Spam & junk filtering

    • Choose email client (or just use webmail)
      • Apple Mail
        • Built in junk mail filtering
        • Can choose not to load remote content (such as trackers)
        • Mac OS scans downloaded files before you open them for known malicious software (part of why to turn on auto-update). 
        • You can adjust the level of encryption you want
        • No built in phishing warnings
      • Microsoft Outlook
        • Junk and phishing filtering
        • Stops messages from auto-loading external tracking pictures or remote content
        • Scans incoming files for malware and web links for phishing attempts (with Microsoft 365 subscription)
        • Encryption
        • Incorporates calendar & contacts
        • Microsoft 365 subscriptions $20-$130 annually, include Office apps and cloud storage
      • Mozilla Thunderbird
        • Free, open-source, cross-platform.  Manages email, news feeds, calendars and contacts.  
        • Built in junk filters
        • Encryption,
        • Warns you when an incoming message is phishing
        • Organization features and tools for multiple email addresses, filtering, sorting to smart folders
        • Kind of the Linux of email clients – highly customizable
      • Gmail
        • Not an email client, but an email provider with a web interface.  Also accessible through mobile app
        • Gmail servers have modifiable default encryption, default junk and spam filtering, automatic attachment scanning, and advanced phishing and malware protection
        • Includes 15 GB storage
        • Ads based on your browsing history
        • Web-based is kind of slow
        • Integrates with Google apps, especially with Workspace subscription
      • Yahoo Mail
        • Not an email client, but an email provider with a web interface
        • Phishing alerts, spam & Contact Alerts, Reply-To Warnings (when incoming mail’s designated reply address differs from sending address
        • App lock for mobile devices
        • Features to easily unsubscribe from mailing lists, filter emails, AI summaries of emails, calendar, package tracking.
        • Free with ads, includes 20 GB of storage.  $5 a month for no ads.

    • Confirm connectivity with ISP
      • Ookla Speed Test – https://www.speedtest.net/
      • Mac:
        • Apple menu => System Settings => Network
        • Can check network quality in Terminal with networkquality command
      • Windows
        • Start => Settings => Network & Internet => Wi-Fi (or Ethernet)
        • Or, in Command Prompt, type ipconfig & Enter. Ipconfig /all for full details

    • Windows
      • Update OS
      • Outlook
        • If already using MS 365, toggle on “Try the new Outlook”
        • Otherwise, Start => Microsoft Store => Outlook for Windows => Get or install
        • When installed, launch from the start menu
        • Add account
          • File => Settings => add account
            • Enter email address in window
            • Follow prompts (client enters pw)
            • Check that the account is present in Outlook
      • Thunderbird

    • Windows
      • Update OS
      • Outlook
        • If already using MS 365, toggle on “Try the new Outlook”
        • Otherwise, Start => Microsoft Store => Outlook for Windows => Get or install
        • When installed, launch from the start menu
        • Add account
          • File => Settings => add account
            • Enter email address in window
            • Follow prompts (client enters pw)
            • Check that the account is present in Outlook
      • Thunderbird

    • Chromebook
      • Uses webmail services in Chrome
      • Set default by going to chrome://settings/handlers
      • Can also enable the Linux environment and install native Linux clients (beyond the scope of this manual)

    Troubleshooting:

    • Check internet connection
    • Check client for status messages
      • Apple Mail – look for status message next to account inbox in the Mail sidebar
      • MS Outlook – force a manual sync by selecting the Sync button via the View tab on the ribbon. Look for a message while syncing
      • Mozilla Thunderbird – Open in Troubleshoot Mode (option while starting)
        • If this solves the problem, add extensions back one at a time
    • Connect to email provider’s server via web browser to check for connectivity
    • Other steps:
      • Check for VPN
      • Check server settings:
        • Apple Mail: Open Mail => Mail => Settings => Accounts
          • Look for status messages
        • MS Outlook
        • Mozilla Thunderbird
      • Look for large attachments to stuck messages
      • If client asks for password, but entering it doesn’t help, clear password manager cache
      • Check email provider’s system status page
      • Check that messages aren’t being sent where you don’t expect them
        • Check for hidden mailboxes
      • Check email quotas
        • Apple Mail – => Inbox => Get Account Info
      • Check for updated terms and conditions and agree
        • iCloud: => Apple Menu => System Settings
      • Remove and then add back your email account
    • Resources:

    • Detailed written instructions
      • Document ISP, email provider, email client, and devices set up
      • How to open email client
      • How to use email client
      • Support resources for ISP, email provider, and email client