We take a very dim view of SPAM. It is one of the most annoying things encountered on the Internet. Any client found to be spamming will have his/her account terminated immediately – no questions asked (we will investigate the report thoroughly before terminating any account). There is no warning or second chance. If we find that you have violated our Acceptable Usage Policy, we will report you and the incident to the proper local, state and federal authorities and will prosecute you to the full extent of the law.

Throttling is new to SmarterMail (5.x ver) and allows System Administrators to limit the number of messages, amount of bandwidth, and/or the number of bounced messages that will be allowed to or from a domain, user, or mailing list in a given amount of time. This is a vital new tool to prevent the abuse of your email system. Actions can be automated based upon the throttling parameters to prevent abuse in real-time

There are many reasons this can happen, but e-mail “bounces” back to the sender usually under 3 conditions :

Condition 1:

The domain of the recipient’s e-mail address does not exist.

Condition 2:

The e-mail address of the recipient no longer exists.

Condition 3:

The SMTP server of the recipient’s domain was not reachable for a long period of time.

By “bouncing”, your original e-mail message comes back into your Inbox along with a standard error message produced by the SMTP server. This error message should give you a good indication of the problem.

Certainly. With your account you have the ability to use your own SMTP server. This allows you to send all of your outgoing e-mail from your domain name rather than through your Internet Service Provider, giving you a more professional look.

Plus Addressing in SmarterMail

Plus Addressing is a feature of SmarterMail that allows you to automatically filter your incoming email without creating content filtering rules first. To demonstrate this ability, please consider the
example of plus addressing below.

An Example

myname@example.comThis e-mail address is being protected from spam bots, you need JavaScript enabled to view it Assume your email address is myname@example.comThis e-mail address is being protected from spam bots, you need JavaScript enabled to view it , and you want to sign up for a newsletter called ACME News. Furthermore, you want that newsletter to go to a folder in your email called “ACME”. Assuming you have plus addressing enabled, as described in the next section, all you
have to do is sign up for the newsletter with the email address below:

myname+ ACME@example.comThis e-mail
address is being protected from spam bots, you need JavaScript enabled to view it

Note that the folder name is AFTER the username but before the @example.com.

When the newsletter gets delivered to your email, it will automatically be placed in an ACME folder, which will be created automatically if it does not already exist. No additional steps are required. The whole process is automatic once you enable the feature.

In addition, if you include the ‘/’ character in your plus address, you can automatically create sub-folders, as in the following example:

myname+Newsletters/ ACME@example.comThis e-mail address is being protected from spam bots, you need JavaScript enabled to view it

This email address will create a folder called Newsletters, then create an ACME folder under it, and drop the newsletter into the ACME folder. As an added bonus, you can connect to folders in your email using POP3 by using plus addressed emails. The example above, when input into your
POP email client as your login name, will return the contents of that folder.

Enabling Plus Addressing

In order for plus addressing to work, it must first be enabled for your user. Follow the steps below to turn the feature on:

1. Log into SmarterMail.
2. Go to the Settings menu and choose My Settings.
3. Click on the Plus Addressing tab.
4. Check the Enabled checkbox.
5. Choose an Action to perform when a plus addressed email comes in:
   Move to folder – If the target folder exists, the incoming message will be placed into it. If the folder does not exist, it will be created. No more than 10 folders can be auto-created in this method during a six hour period to prevent abuse.
   Move to folder (if it exists) – If the target folder exists, the incoming message will be placed into it. Otherwise, the email will get placed in the Inbox.
   Leave in Inbox – Drops the message into your Inbox.

Solution Email for your domain passes through our servers – when it does, we scan any HTML emails and attachments with a commercial quality virus scanner. Our virus definitions are updated daily.

Occasionally, we find viruses in emails for you – if this happens, we try to disinfect the email and pass the cleaned email on to you. Sometimes, we are not able to clean the attachment – in this case, it will be removed and the rest of the email sent on to you. If we find any viruses, or evidence that a virus might have been attached, we will change the subject of the email to include {VIRUS?} in the start of the subject, and attach a text file with the details of any actions taken by our virus scanner.

If you get a virus warning – open the attached text file for information on what to do. We strongly suggest contacting the person who sent the virus, warning them that they appear to be infected. Ask them to send a clean copy of the attachment to you!

Most viruses passing through our systems are automatically trying to infect other computers – when we get a particularly virulent strain of a computer virus, we might choose to delete the virus without notifying you. These do not happen very often, and ONLY in the case of viruses which can not infect files you might expect to receive.

If you are sure that a file does NOT contain a virus, it’s name might be to blame. If you include TWO periods in the filename (such as: screensaver.cool.scr) we will block the file from passing through. It is NOT valid to have two periods in the filename as far as windows is concerned, and it is a technique used by viruses to hide themselves.

If you absolutely must get a file, have the sender ZIP archive the file (use a zip filename WITHOUT two periods) and have them send the file again. If this proves troublesome, we suggest using an email address to receive the file which does NOT go through our servers – this will prevent the problem at all.

Many different factors play into the overall time in transit for e-mail. E-mail sent to you through your mail account will be delivered and ready immediately because the e-mail is delivered locally on our network rather than a different network across the Internet.

The biggest cause for delay in mail delivery is when a certain SMTP server is not reachable. For example, if you were to e-mail test@domain.com, our SMTP server would first make sure that the domain name “domain.com” exists. If not, the mail is sent back to the sender with a “host not found” error.

Next, the e-mail is sent to the SMTP server for domain.com. If the SMTP server is unreachable, it will try again for anywhere from the next 4 hours to 5 days. This is the number one cause for e-mail delivery delays: problems with SMTP servers.

Another possible problem could be due to any routing problems between mail server and “domain.com”. We assure our clients that once you have sent your outgoing mail through your SMTP server, it is automatically sent out for delivery. Beyond this point, there is nothing we can do to speed up the delivery time for e-mail.

Why Do I Get Bounced Emails That I Never Sent?

Reason:

Many spammers and viruses will automatically select random email addresses to send emails out to (to promote their product or to infect people’s computers). They will also randomly select addresses in the same way to claim the email is being sent from that address (known as Email Spoofing). This is done to make the claimed sender address appears (or actually be) more legitimate and look less suspicious.

Unfortunately, the spammers use open relays (servers that don’t require authentication) to send emails through, and viruses often use their own built-in SMTP servers to send the viruses out from. Thus, as the fraudulent emails originate from another source, we have no way to prevent this from happening, nor do you.

Solution:

1. If you are unsure if you are infected with a virus, you should obtain the most up to date anti-virus software to run a check on your system just to be safe (especially if you use Outlook on Windows, as that is the most popular email program for email virus writers).
2. Also, you should always use well chosen passwords for your account and email that are not based on dictionary words or are easy to guess or otherwise are simple, which will prevent your email accounts from ever being compromised just for such reasons.
3. You can create blank & white list in Web mail to stop the junk/SPAM mails on your mail box. Just identify the Spam mail header and create some rules in Black & White list to reject such type mails.
4. Since we have enabled the antivirus and created some contents filters on our server to reject the spam but it’s not possible for us to prevent all the spam mails.
   Check the privacy policy when you submit your address to a web site. See if it allows the company to sell your address. You can choose to opt-out of this provision, or refuse to submit your address to web sites that will not protect it.
5. Use spy ware and firewall with latest update in your computer which will block spams.
6. When you are using Outlook express than use secure port for POP3 and SMTP server.

NOTE: The best method to prevent bounced emails from spammers and viruses, is to disable catch-all email in your control panel.

How I can move my mail services to another mail service provider in Windows (Helm)?

1) Login to Helm
2) Enter the domain name into the search box along the left
3) Click on “DNS Zone Editor”
4) Click on the existing mail A record.  Click Delete
5) Click on the existing MX record.  Click Delete
6) Click “Add New”.
For the record type: choose A
For the record name type: enter the hostname of your mail server
For the record data type: Server IP
Click save
7)  Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: Enter the fully qualified domain name of your mail server.
Record Preference: 5
Click Save

How I can move only my mail services to google / gmail in Windows (Helm)?

1) Login to Helm
2) Enter the domain name into the search box along the left
3) Click on “DNS Zone Editor”
4) Click on the existing mail A record.  Click Delete
5) Click on the existing MX record.  Click Delete
6) Click “Add New”.
For the record type: choose cname
For the record name type: mail
For the record data type: ghs.google.com
Click save
7)  Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: ASPMX.L.GOOGLE.COM.
Record Preference: 5
Click Save

Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: ALT1.ASPMX.L.GOOGLE.COM.
Record Preference: 10
Click Save

Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: ALT2.ASPMX.L.GOOGLE.COM.
Record Preference: 10
Click Save

Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: ASPMX2.GOOGLEMAIL.COM.
Record Preference: 15
Click Save

Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: ASPMX3.GOOGLEMAIL.COM.
Record Preference: 15
Click Save

Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: ASPMX4.GOOGLEMAIL.COM.
Record Preference: 20
Click Save

Click “Add New”.
For the record type: choose MX
For the record name type: @
For the record data type: ASPMX5.GOOGLEMAIL.COM.
Record Preference: 25
Click Save

How I can move only my mail services to google / gmail in Linux (WHM)?

1) Login to WHM
2) Click on Edit DNS Zone under DNS Zone Editor
3) Enter your domain name (yourdomain.com) and click on edit
5) Now add the following entries in this DNS Zone file

mail cname ghs.google.com
yourdomain.com MX 5 ASPMX.L.GOOGLE.COM.
yourdomain.com MX 10 ALT1.ASPMX.L.GOOGLE.COM.
yourdomain.com MX 10 ALT1.ASPMX.L.GOOGLE.COM.
yourdomain.com MX 20 ASPMX2.GOOGLEMAIL.COM.
yourdomain.com MX 20 ASPMX3.GOOGLEMAIL.COM.
yourdomain.com MX 30 ASPMX4.GOOGLEMAIL.COM.
yourdomain.com MX 30 ASPMX5.GOOGLEMAIL.COM.

Click on Save.

Note: Do not check mark on option: Always accept mail locally even if the primary mx does not point to this server.

That’s IT. Now your mail services has been moved to google and you can access your mail thru google/gmail.