We would suggest letting our team of professionals handle the housekeeping of your mailing list. What is housekeeping? Well, it is an action whereby outdated email addresses are cleaned out. You might have noticed it yourself when you receive a rejected notification from specific e-mail address. But first, let’s learn how to send a personalized e-mail using GroupMail.

Step 1:
Start composing email messages with easy-to-use function like this below. Inserting a merge fields for name will simply look like this !*NAME*! | This !*NAME*! will be replaced by respective names specified in the group when sending to the particular recipient.

Select Message tab > New > Start composing

Step 2:
Writing the email message. GroupMail supports HTML email too.

Composing the E-mail Message

That’s all!!!

Here’s a couple of question that might arise.

1. Now, when do we do housekeeping? Like it was said, when the information are not meaningful and out-of-date
2. How do we know when the email is not sent to the recipient(s)?  Here’s how a sample looks like:

Delivery Status Notification | Rejected caused by typo error in the mail domain. Should be "yahoo" instead of "yaho"

To rectify the problem from recurring, perform a clean up / update to the email address.

One-step Action:
Go into the preferred group storing the e-mail address; locate it and delete / update
Update : update details (user exist)
Delete : remove (user does not exist)

Modify Recipient's Details

Compliance overview

Our email archiving provides quick deployment of email archiving for all government agencies regardless of their email platform. With secure capture of all emails and full text indexing of emails/attachments, freedom of Information requests are fulfilled with limited expenditure of IT resources.

The archiving service indexes all message components: Header, Body, and Attachments. All of these components are easily searchable through a secure web based user interface and retrievable to standards-based formats like .pst, .pdf, text, mime, etc.

Our new client, Shima Asia Pacific, has had several bad experiences dealing with email service providers. They’ve often given her nothing but empty promises, but failed to provide her with the support she needs.

Shima's Third Email Migration

We were introduced to Shima by a friend who is a web developer. During our first visit to her office, we spoke to the people in charge to try and understand their issues with the existing email service provider. Apparently, they’ve been losing emails and having spam problems.

It was clear that Shima and her team were frustrated, so we did a thorough technical review of their current email server. We found a few incorrect settings in their DNS servers, and noticed duplicate MX records which were pointing to same IP address. To make matters worse, one of the pointing used was “.asia” which isn’t recommended.

Once the contract was signed, our email migration team took immediate action. There were several issues reported and our support team prioritised those issues and solved them immediately.

It is also worth mentioning that usually, previous email hosting service providers tend to not remove email domain names from their system when someone terminates their email services. This causes internal routing problems, so we’ve informed Shima, who will in turn inform her previous email host to make the necessary removal.

Read also A Taboo of Recurring Business

Jamie’s approach to web design is definitely off of the beaten path. Not only does she use her own name as her website address (jamiesoon.com), but she always replies to your emails in a short but sweet fashion that makes you feel like you’re working with a friend, rather than a company. She’s definitely someone you can trust, and gives you peace of mind.

Jamie has been designing websites since 2001

On her website, you’ll find her impressive portfolio and also interesting travel photos of the places she has explored. You can tell by looking at these that she’s a very passionate person and it definitely makes you feel like you want to work with her. She has also posted some interesting articles such as: ‘Getting the right colours for your design‘, ‘Why making changes is a good thing‘, and ‘Getting a website without spending money‘ – I think people may not understand the joke.

Camping in Gunung Nuang

We’re proud to say that she’s now one of our hosting referrals. We’ve worked with her on many successful migrations, transferring her customers to our new hosting servers. Here’s what she has to say about our services:

“I am glad that I finally found an affordable hosting plan at 1.com.my. The hosting package is perfect for installing a blog and the price makes it more affordable for my clients who are starting small businesses or want to start a personal or non-profit site. It’s cheaper than other hosting plans because the email hosting is a separate package, but it’s no problem because my clients can use their Yahoo or Gmail email accounts. Not only is the price great, I’m impressed with the friendly service, fast response to my enquiries and the effort put in to get the new hosting is up as fast as possible. I highly recommend Pin and his team at 1.com.my!”

Thanks Jamie! It’s been a pleasure working with you too! So, if you’re on the lookout for a web designer/developer, do check out jamiesoon.com.

If you want to retrieve your email with your iPhone, you have two options. Firstly, iPhone Mail allows you to access your email account in a way similar to email clients such as Internet Mail, Outlook or Outlook Express. Here’s how you do it:

Setup email on the iPhone 3GS & iPhone 4

On the Settings screen, tap “Mail, Contacts, Calendars”. Go to Add Account and select “Other” from the Welcome to Mail screen. Select “Add Mail Account”

Welcome to Mail screen

1) Name: Any Name
2) Address: Enter your email address.
3) Password: Enter your password for your email account.
4) Description: Any Description

Click “Next” and select “IMAP”

On the Incoming Mail Server screen, press “Enter”
1) Host Name: imap.emailsrvr.com
2) User Name: Enter your full email address as your user name
3) Password: Enter the password from your email account

On the Outgoing Mail Server screen, press “Enter”
1) Host Name: smtp.emailsrvr.com
2) User Name: Enter your full email address as your user name.
3) Password: Enter the password from your email account.

Click “Next” again. Your iPhone will try to verify your settings. Do not panic if you see a “Cannot connect using SSL” warning. Choose setting up your email account WITHOUT SSL.

When everything is ready, press on Advanced and make sure you have the following settings:
1) Use SSL: Off
2) Authentication: Password
3) Server Port: 143

Attention to iPad user, please reboot your device after setup. Or else, your new account will not be found inside Mail. Hold Home and On/Off button for more than 4 seconds to reboot your device.

One of our customers reported that one of their emails had gone missing. First, we verified if the sender’s mail server was working perfectly and not holding that particular email in queue. Second, we checked the recipient’s Spam folder in their Webmail, because emails are often intercepted and moved to the Spam folder.

To help our customer understand why the email from that particular sender was marked as Spam, we gave them the following step-by-step guide:

First, go to the Spam folder in your Webmail

Select the spam-marked email you wish to view

View the full header of the Spam-marked mail you wish to investigate further

View full header

The Couldmark Spam filtering system checks the sender’s email host for any incorrect configuration, previous spamming activities and any other things that makes this email suspicious.

Anything more than 6 Spam-Score are marked as Spam

To bypass this, check this out “Client host blocked?”

Our team member, Eunice, encountered a peculiar problem with her email recently. One of the emails she sent was returned with the following “error” message:

“Client host [210.187.79.36] blocked using pf-ip4tset.blagr.emailsrvr.com=127.26.0.2 (in reply to RCPT TO command)”

Our team figured out that the recipient’s mail server has been blacklisted. To get around this, all you need to do is add the recipient’s email address or domain to the “safe list”. But how do you do that exactly? Well, here’s how you’d do it through Webmail:

In your Webmail, go to Settings > Spam Settings > Safelist

Webmail's Spam Setting

Mark any message as NOT SPAM and it will be added to your safelist automatically

Safelist email automatically

Do it from the Control Panel for entire domain or individual user

Email Control Panel

Eunice said “The problem seems have solved already. Thank you very much. We will update u again.”

Need more help with this? Just leave us a comment and we’ll get back to a.s.a.p!

There’s no denying that emails are becoming more important these days, and having back up copies made of all incoming and outgoing messages can be crucial to your business. But, how can this be done?

The challenge is that the archive copies must be made easily retrievable at any time. The system must also be transparent and easy enough for email users to understand, so that they don’t have to worry about extra settings in their email clients or Webmail.

Rigel has just subscribed to this add-on; and our team set up the entire system for them in less than a day. Now they have peace of mind!

Rigel provides solutions for world-class hygienic environments!

One of your staff left, so the logical thing to do is to remove his/her email address to make room for your new staff, right? So what happens to the emails that are still being sent to the deleted email address?

This is a very good question that was asked by our friends from VT Group. The solution is quite simple– create an “Email Alias”. It is unlimited, free and most importantly, it forwards all email messages it gets, to one or a few email addresses.

Add new email alias in your email control panel

Quite some time ago, we founded an underground society with around 30 friends, many of whom are entrepreneurs, online business owners and grant recipients. We needed an email that could be easily remembered, and used by all members, so we came up with – friends@1.com.my. Any message sent to this email address will simultaneously be forwarded to all 30 members on the list. The list is protected, so that no one other than the authorised sender can use it. It IS an underground society after all!

Setup unlimited group list in your email control panel

One of our email users was planning to go on a holiday, so he activated the auto-reply vacation message through Webmail. When activated, an auto-reply message should be sent out to people who are sending him emails. Everything seemed to be working fine in the beginning, but then, it started to fail. No more vacation message! Panic, he filled up our Contact us form immediately to get help!

We informed him about the catch; our auto-reply system only sends the vacation message out once if it is from the same sender! We’re happy to say we fixed the glitch, and our client’s enjoying his vacation right now.

Each sender will receive only one auto-reply message

A few days ago, Kien asked for a new email mailbox for his “Proxy4Wow” project, which is specially created for Malaysian gamers who’d like to play the low latency US/Taiwanese version of “World of Warcraft”.

Our migration team is never choosy about the projects we take on, so although the email migration involved just one mailbox, we took all the necessary steps to ensure that nothing could go wrong. Kien’s prompt reply to our queries was the key component to the speedy completion of the migration, which took less than two days! Kien was kind enough to drop me a message afterwards, saying, “Pin, thanks for everything you did.” No, thank YOU, Kien!

Teliti Computers has decided to outsource their web and email infrastructure to us. Don’t worry, this isn’t a lengthy tech post about how our team did the migration. Instead, we have something more refreshing!

We put a smile on Hasniza's face

Hasniza may look like the girl next door, and she has dreams of becoming a tailor, but don’t judge a book by it’s cover because she’s responsible for all the technical aspects of her company, and not to mention over 200 staff! What’s more, she designed Teliti’s website, but she needed help and came to us to get her existing mail server out of their internal server room.

We communicated with her mainly through emails and we started to learn more about each other and the problems she’s been facing. She’s very friendly and is a great person to work with, so we quickly became friends!

She says, “Thank you so much for making it easier for me. I already went through the Control Panel. Simple interface and easy to administer. Can’t wait for Monday! The email migration sheet is excellent. I thought of creating something similar, but you have saved the day! Now I can proudly use Teliti’s mail to communicate with you. Thanks to you and your team!”

By the way, Hasniza’s also pretty curious about Pin’s designation. Find the full story here!

Someone wrote in to us recently, inquiring about our services and fees. We sent them the info and this is what they had to say in return:

It’s always nice to get feedback from people, and this is how potential clients become our friends, even without business transactions.