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Email Basics:

Email systems are not complex and in most cases issues are easily tracked- since they normally are associated with some of the basic process and route.

For email to function follow these basic procedures:

Email Server (Link2CITY) issues:

• Email server need to be up & running - use Test 1

• You are using the right user name & password - use Test 2

• Your email box on the server has enough space to accept new email & none of the email on the server are either corrupted, contain viruses or over-sized message or attachment - use Test 3

Connection from your local PC to Email server (ISP or Internal Network) issues:

• Be sure when your email client goes out to the web that it is connecting to the right email server- use Test 4

Your ISP is routing emails properly (ISP) issues:

• Email doesn't come from the email server directly to your PC. It is handed off from one network to another (called loops) before it reaches its destination - use Test 5

Your emails client (program) set properly (PC/ Software) issues:

• Check the settings (UserID, Password, POP3, SMTP and Authentication) in your local email client - use Test 6

Improper setting cached (saved) in the source file (PC/Software) issues:

• It is recommended to delete and install a fresh account in your email client to avoiding caching issues  - use Test 6
• After you perform each TEST (outlined below) it is recommended that you close your email client and re-open then check your email.

If you have Internal network or if you prefer not to deal with such errors we suggest you contact the IT person that manages your network / maintain your PC

If the issue is not resolved

We suggest you contact the IT person that manages your network / maintain your PC. If are on a maintenance program with us- please contact us so we may walk you thru the process - either to fix the issue or make recommendation.

Below are list common email test, errors and solutions:

IMPORTANT - Please read it:

It is not recommended nor webmail (Imail or Qmail) was intended to be used in place of your local Email client (program on your PC), or as storage for your email.

Choosing the more appropriate email server (POP vs. Exchange server):

POP servers are ONLY used to pass messages. It is not recommended to use as Exchange server:

1. Download messages to your local email client. New messages will have no room to come in if your email box is filled with old messages.

2. Do not store message unlike exchange server, POP servers are not backed up. Thus if any technical issues occur that causes loss of emails from the server; messages on the server will not be recovered

3. Webmail is a convenient feature to allow you access to new mail and send email when you are out of the office.  It is not intended to be used as your regular email client.

4. Virus protection- standard PC virus programs DO NOT protect the browser. Virus software such Norton only protect the C drive of the PC it is installed on. Unless you are familiar with email it is not recommended that you open emails thru webmail unless you are familiar or expecting the email.

5. Spam control- Both Imail & Qmail have content filtering capabilities (Imail is more advanced). This option is used to manage and control unwanted email. Since each of us get different types of email and what one considers spam may be expectable for another- spam filtering rules is managed by the user.

Exchange Server: Is a more advanced way of dealing with emails including mobile email management (blackberry, treo, etc..)

Exchange server is designed for users that wish to:

1. Use server as their own email PC
2. Use server email client as their own email client
3. Save all messages on the server (option to upgrade box size if needed)
4. Scan all personal emails on the server level
5. Spam managed (rules updated daily) by 3rd party