Webmail and Email

Lots of folks have their website email address set up so it automatically forwards to their “real” email address, such as their Roadrunner or Verizon account. If yours is set up like that, be sure you are not leaving copies of all emails on the mailserver as well.

If you are, that mailbox may fill up and any mail sent to it will bounce.

Let’s say you have an email account through Truly Texan do it yourself hosting. And let’s say the email account is cindy@mycompany.com and it’s set up so copies of all emails sent to that address are forwarded to my home email address (which shall remain private).

Periodically I should log on to the Webmail account for cindy@mycompany.com and clean out the mailbox. Now, some mail programs will simply forward or give you the option of forwarding a copy and saving a copy on the server. You need to check your particular mailserver’s options.

Mail on sites I host:
If you use my supported hosting and I’ve set up your mail account on our mailserver so that it forwards to your ISP, you don’t have to worry about this sort of thing. I will have set it up so that once it forwards, the copy on the server is deleted (unless you have specifically asked me to do otherwise).

BUT, if you use Outlook or some other mail program to retrieve mail from the server, be sure to check your settings in Outlook to see that emails are deleted from the server after being retrieved.

Now, some people who are out of town frequently like to leave a copy of their emails on the mailserver when they are traveling so they can check mail from any computer. If you do this, it’s wise to retrieve all emails when you get back to the office/home and then delete them from the mailserver and change your setting in Outlook so that it deletes mail from the server either immediately or, at most, 2 or 3 days.

I’ve said it before and I’ll say it again:
Most companies do not back up their mailservers because the data is changing so rapidly.
So, if you use any web-based mail, other than an Exchange server, as your primary mailbox, you are foolish.

If you must use an online mailbox, then you will want to spend the money to get an Exchange hosted mail account because those actually are backed up. Of the four email plans shown on that link, the two Outlook plans (columns 3 & 4) are on Exchange servers and are designed to be your “permanent” mailbox. I put “permanent” in quotes, because nothing related to computers is permanent. Everything crashes sooner or later, so the best you can do is keep hardcopies of all critical emails and backup copies on disk or external hardrives as well.

Aren’t computers fun?