FAQ - Email FAQ

Email Overview
There are several ways that email can be added/accessed on your domain name. Email forwarding, POP3 Mailbox Accounts, IMAP Mailbox Accounts, Google Suite/Apps, Microsoft Office 365, Server Name / MX Record change, Web Mail

Creating new POP3 or IMAP Email Mailbox Accounts
You can now add new POP3 or IMAP email mailboxes directly through our CMS. Just click on the red email button under your domain name, then follow the directions

Where do I find my email mailbox settings
You can find your email mailbox settings via the DOMAINS / EMAILS button in the main menu.

Outlook Desktop (Office 365) Settings
Mar 2020 settings tested as working with the office365 desktop client.

IMAP on Outlook for Office 365 - Synchronising Folders
If you can connect to your mailbox but no mail is downloaded - see this troubleshooting tip

Settings for New Outlook for Windows (replacing Windows Mail)
IMAP settings for the new Outlook for Windows (replacing Windows Mail)

IMAP - My email is missing
Do you have missing emails in your inbox? Have emails disappeared from your inbox?

Thunderbird Email Settings
Known good settings for the Thunderbird Email Client

iOS Email Settings
Settings for Apple iOS / iPadOS products

Apple Mail / OSX Mail - Setting up a new mailbox
Setting up email in the default OSX email client.

Apple Mail / OSX Mail typical Server settings
You should normally be able to let OSX detect the settings, but here are the settings shown in you uncheck Automatically manage connection settings.

Apple Device Email Setup

Iphone / Smartphone email integration for gmail/google apps users
We've setup our own iphones this way, works well, it uses the iphone/MS Exchange integration method, even though you are really using GMAIL or Google Apps.

How to Set Up Google Workspace

Change To Gmail
Learn how to move away from xtra/yahoo/hotmail/etc to an awesome gmail experience

Using a standard Gmail account to send and receive email from your mailbox
You can setup a mail account hosted with us in your standard Gmail account by linking it as a third party account

Getting a TLS Security Error - Invalid SSL Certificate
Make sure you are using the incoming and outgoing mail servers provided by our instructions inside the CMS. Incoming: mail.cms-tool.net Outgoing: smtp.cms-tool.net

Secure SMTP - One SMTP for all ISPs
If you work from multiple locations or through different Internet Providers, then you may find changing your SMTP server all the time is a real hassle

Domain Email and Minimising Spam
How to change email forwarding rules to minimise spam. How did someone take over my email account to send spam. How did the spammers find my email address?

Sending emails using your domain email address
How to set your 'reply to' address to your new personalised domain email address

How many email addresses can I have using my domain?
You can have as many email aliases as you require, but limited pop mailboxes.

What is a forwarding email address?
What is a forwarding email address and when do I need one?

My email doesn't work
Use this procedure to determine the problem with your email

Can I have one domain email address forward to two email inboxes?
Yes simply enter the two email addresses in the to field separated by semicolon and no spaces

Blacklists and What spam filtering do you do?
If some emails are not being delivered to you, find out what spam filtering is happening on our servers

Web forms - email debugging
There are lots of steps in email going from our web forms to your inbox, learn the process here if you are needing to debug email issues

Size Limits On Emails
We have a limit of 20MB on attachment sizes (or total email size) for all emails that are sent or forwarded via our SMTP servers. There is no limit on incoming email. That said, every SMTP/POP server in the chain of email delivery may impliment different rules, and there is no guarantee of an email with > 5MB attachment succeeding.

Whitelist IP Addresses / SPF Record
if you have the ability to define SPF records or whitelist SMTP servers, please use include:spf.cms-tool.net

Changing a password assigned to an email address

Migrate IMAP Email History
Copies all emails and folders from old IMAP server to new IMAP server

RBL - Realtime Black List
Learn about how we block spam, and how email may be blocked by other ISPs also.

DMARC Reports
If you should want to view your DMARC reports, here is how to find them



Email service and support

A basic email service

We provide a basic email service that is only supplementary to our web hosting service. If you consider email to be crucial to your business, then you should contact a professional email company to provide you a professional dedicated email service. eg this applies to spam filtering, virus filtering, larger mailboxes, larger attachments, 24/7 support, MS exchange etc. Having said that using an online service (such a gmail) is becoming more and more practical - with its many advantages (and can be set up so your customers will never know)

What support we provide regarding email issues

Note, we will provide support for your POP3 mailbox to only confirm that your webmail is working and that your POP3 account is working from our end.

If you experience issues on your own computer, eg due to internet access, firewalls, outages, viruses, computer corruption, illegal software, or general lack of knowledge on how to setup your email accounts, then this support time will be provided at your expense. We suggest that all businesses make available to themselves a local computer technician who can solve problems on site, who will then be able to actually see your screen and use your keyboard.

Please understand that there are many different email clients, many different ISP's providing outgoing email services, many different levels of customer experience. Without being able to see your screen or use your keyboard, we just cannot provide that level of support. If we can confirm that your webmail is working correctly, then this is the demarkation point between confirming your email service is being provided correctly, and your need to provide your own IT technician to manage your own computer interface.

If you want us to provide technical support over the phone for your computer, then we can, however this time is chargeable. Standard fee for helping with customers email configuration via the phone is $100 + GST (maximum of 30 minutes).


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