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Web-mail management - what you need to know

Summary of what YOU need to do as a user of Web-Mail OR a PC mail user who receives large e-mails

This page © Business before Technology 2010-2019 - see the respective sites of the owners for their copyright as well as terms and conditions
Summary of action When necessary*² Why and/or how this needs to be done
Login to
your mail
account at
our server
If you use devices (e.g.
mobiles) that don't
auto- delete e-mails
(some time) after you
you download them.

Firstly you will need to access your login screen, for most users that will be a three letter acronym (Customer reference from any invoice) followed by .bb4t.co.uk . For example xyz.bb4t.co.uk replacing the 'http://google.co.uk' or whatever is currently at the top of your browser. Searching for that address in Google will NOT work.

To login you will need to enter (just) your account name (not e-mail address!) and your password. After logging in you should select the Squirrelmail icon on the top right IF you want 'basic' e-mail access. IF it is your first use of Squirrelmail AND you want to SEND e-mails then you will need to set-up your preferred e-mail address within Options and then Personal Information.

Note - this facility may also be useful for you to see your Inbox when away from your PC.

Prune backups
of e-mails
stored on
our server
BEFORE going on
holiday/business trips
(or any other long
period of PC inactivity)

E-mails are only deleted from your mail server storage when requested. That request can be manual by using Squirrelmail OR it may be done by your PC e-mail client when you use "Send and Receive". If you are away from the office/home and not using web-mail then old mail will continue to be stored on the server until you return!*¹

If you compare the Inbox on web-mail and that on your PC you can delete many on web-mail en-masse.

OR if you have the option to sort by Size (next item) then you can be selective and target the largest!

Delete large
e-mails on
server*³
once they
have been
downloaded
When you receive very
large attachments
within e-mails you
run the risk of
exceeding your storage
quota at the server*¹

Squirrelmail now has the ability to show any folder ordered by size of e-mail. This is very, very useful when there are many e-mails stored. The simplest manner to enable this facility is:

  1. IF not already present, add the Size indicator to the Inbox column headings by clicking on Options then Index Order and then Add. Hover over image to right to see larger.
  2. In the Inbox, click on the Size column heading to display the largest at the top - see headings below. Don't forget to click on Date to reset the display to show the LATEST at the top.

Just before you logout, click on "Check mail" just above "INBOX" and then,
'EMPTY THE TRASH' by clicking on "Purge" - otherwise your pruning will have no effect!

Check each
web-mail
folder (IF
you've sent
OR deleted
from there)
IF and when you use
web-mail to SEND or
delete e-mails there.
OR if you only use
a Smartphone to
access mail

Web-mail is similar to a Smartphone in usage/value - they are convenient to quickly check INCOMING mail. HOWEVER - sent mail needs to be copied to your long-term e-mail storage device regularly and when that is done both sent (Sent) and THEN deleted (Trash) folders should be emptied*¹ Smartphones typically DON'T delete mail at the server!

To send multiple e-mails at once in web-mail you can TRY clicking the checkboxes to the left of a selection of e-mails and then click on Forward. It is essential that you check their safe delivery and formatting on the receiving e-mail account BEFORE deleting them at the server. They will PROBABLY arrive as attachments to a single e-mail.

Consider
NOT keeping
mail at
the server?
If, for some reason
you don't want to
use web-mail...
Please let us know
and ideally - why?

The most basic approach is to change the settings in your PC e-mail client (or on your Smartphone IF that is an option?!) so that e-mails are never stored. In Outlook Express it can be done on the Advanced Tab of the E-mail account properties within Tools, accounts. In Thunderbird it is in Tools, Account Settings, Server settings.

As long as your PC regularly retrieves e-mails the requirement for disk storage depends how much is delivered between retrievals. Web-mail will then only be able to retrieve the e-mails waiting for the next download.

Smartphones will no longer reliably pick-up e-mails if the above approach is taken. If you DO want to have mail delivered to a Smartphone then we can arrange for that to happen SELECTIVELY via an alternative e-mail account.

This page © Business before Technology 2010-2019 - see the respective sites of the owners for their copyright as well as terms and conditions

Using other devices to *automatically* delete e-mails after downloading

Firstly note that you MUST use POP3 (not IMAP) to download e-mails to the device and obviously then back them up! from your own device to a suitable storage device - ideally off-site.

If you use Outlook Express (Windows XP only!) then take a look at our page here: Outlook Express (XP only) Advanced Settings. or, for Thunderbird here: Thunderbird (XP, Vista, Windows/7,8...) Tools -> Account Settings -> Server Settings (for each account).

For other products that are capable of automatically deleting e-mails there are many guides around the web, see the following as examples - the first 4 are all focussed on Apple products. Only numbered for ease of reference:

  1. for Apple products from their own support site: http://support.apple.com/kb/HT3228
  2. This page: http://www.gn.apc.org/support/full-mailboxes is short and has an image of the Apple Mail Preferences -> Accounts -> Advanced page that you need to set a number of days to keep the mail on the server while other devices are able to retrieve them - presumably 10 would be plenty and 20 would easily allow you to be out of the country with no mobile access for a 2 week holiday
  3. The last couple of items in this link: http://www.infront.com/support/email-support/delete-email-from-server show a similar set-up including Entourage just in case that is the Mail client you are using.
  4. This page shows an example of configuring (OS X?) Mail on a Mac from scratch: http://itservices.stanford.edu/service/emailcalendar/email/config/osx_pop_ssl

Notes

*¹ When your storage quota is exceeded you will be notified and even if you think none of the conditions apply ("When necessary" column above - see*²) you should access web-mail and check each folder. If you have significant numbers of e-mails in folders you MAY find it beneficial to follow the guidance for "deleting large e-mails" - *³ above - i.e. sort the largest to the top.

Standard (but 25+ years old!) Internet mail protocols place the onus on the senders mail system(s) to retry in the case of delivery failure but be aware that even if this IS followed then the normal retry limit is 5 days.

Obviously your storage quota can be increased which is recommended for all those people who are now receiving many more and/or much larger e-mails than they have in the past - please contact us for charging details.

If we are asked to temporarily increase a quota - e.g. the case of someone forgetting to "prune" their mail before going on holiday for instance there will be a small charge for the time taken to make the changes (up and down) - this will normally cover the cost of extra resources used for a period of up to two weeks.

If you want to bookmark this page or mail to someone then right-click on Web-mail management and copy the link.


Links and other information last validated on 3rd October 2012. Please use the Contact us page to suggest any additions or revisions.


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Business before Technology Limited, Company number: 4969011.
151 Chester Road, Norbury Moor, Hazel Grove, Cheshire SK7 6HD
*¹¹ Note that calls to 0844 884 2244*¹¹ will cost 7p per a minute, your telephone provider (including mobile providers) may add an additional access charge.
 
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