Knowledgeable, patient computer help in Southern Oregon

Service Manual: set up email

Written by

swells

in

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

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