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helpEmailEmail features: passwords, forwarders, auto-responders, spam protection, etc

Email Administration

In addition to basic email functions (see tutorial for email setup), you may at times need to perform certain email administration. There are two ways this can be accomplished...

Individual User Admin

Individual users can adjust certain settings themselves, including password, auto-responders, and forwarders.  To do this, the user should log into webmail (go to http://www.domain.com/webmail  (substitute your domain name). 

The first time you access the site, you will probably get a popup with a warning about the security certificate.  Just proceed by clicking through this popup (host.rsgzone.com is the correct underlying server where RSG sites are located).

You will need to provide your username (use your full email address) and password.

Once you are successfully logged in, you will see four webmail options.  But what you need for administrative functions is in the links below the large logos.

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Website Administration

These same functions can be accomplished through an all-website control panel.  This control panel requires the admin password for the entire site and will enable the administrative user to accomplished these functions for all of the users related to this site.

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Change password

To change your email password:

1. Login to http://www.domain.com/webmail  (substitute your domain name) as described above

2. Click on "Change Password"

3. Enter your new password twice (once for "New Password:" and once for "New password (again):"  -- the password is case sensitive, so pay attention to whether you are capitalizing or using the CAPS LOCK key as you type this in.

4. Make a note of your new password.

5. Click on "Change Password"

6. You should see a message that indicates your password has been changed.

(If you have forgotten your current password, you will need to get a website administrator to reset it for you)

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Forwarding Options

Forwarding causes a copy of incoming emails to your account, to be forwarded to some other account.  To add forwarding to your email account:

1. Login to http://www.domain.com/webmail  (substitute your domain name) as described above

2. Click on "Forwarding Options"

3. Enter the email address that you want your email forwarded to.

4. Click on "Add Forwarder"

5. You should see a message that indicates your forwarder has been added.

Email messages will still arrive at your regular email account.  Only a copy of the message is forwarded.

You can add as many forwarders to your account as you need.

To remove a forwarder:

Login and click on "Forwarding Options" as above.  You should see your forwarder(s) listed in the middle of the page.  Click "Delete" next to the forwarder(s) you want to remove.

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Auto-responder options

Auto-responders send out a pre-defined message to everyone who sends you an email.  These are especially useful tools for during vacations or time away from the office.  To add an auto-responder to your email account:

1. Login to http://www.domain.com/webmail  (substitute your domain name) as described above

2. Click on "Autoresponder Options"

3. Enter who the auto-responder should come "From:"

If you leave this blank, the email will come from your regular email account.

It is recommended that you send the auto-responder from "autoresponse@domain.com" (substitute your domain name).  Otherwise, your autoresponder may reply to spam and thus distribute your email address to people you don't want to have it.

4. Enter the "Subject:" you want for the auto-response email (e.g. "Out of the Office").

You can create a subject based on the incoming mail by placing the following variables in the subject field (other text is also allowed):

  • %subject% The subject of the message that was sent to the autoresponder
  • %from% The sender of the message that was sent to the autoresponder
  • %email% The sender's email from the message that was sent to the autoresponder.

For example: Out of the Office: %subject% (where %subject% will be replaced with the subject of the incoming email)

5. Select a "Character Set:" (if you don't know what this is, use "us-ascii").

6. Unless you know how to code HTML, leave the check box blank next to "HTML"

7. Enter the "Body:" of your desired autoresponder email

You can create content in the body of the email based on the incoming mail by placing the following variables in your text field (other text is also allowed):

  • %subject% The subject of the message that was sent to the autoresponder
  • %from% The sender of the message that was sent to the autoresponder
  • %email% The sender's email from the message that was sent to the autoresponder.

For example: Dear %from%, Thank you for writing from %email% about %subject%. I will write back as soon as I can.  (where %from%, %email%, and %subject% will be replaced with information from the incoming email)

8. Click on "Setup AutoResponder" (or "Delete AutoResponder" or "Reset" as appropriate)

9. You should see a message that indicates your autoresponder has been setup.

10. IMPORTANT: Test your auto-responder to make sure it looks how you expect it to look.

You can only have one autoresponder per email address.

To delete an autoresponder:

Login and click on "Autoresponder Options" as above.  Click on the "Delete AutoResponder" button towards the bottom of the form.

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Spam Control

Ready Set Go websites come installed with the popular Spam Assassin spam control software.  This should be enabled by you website administrator.  If it is not, please inquire.

Emails will be marked in their subject line with ***POSSIBLE SPAM*** if they meet the Spam Assassin criteria.  You have the option of reviewing them or deleting them.

See also: About SPAM as well as Setting up Rules/Filters

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Chris Paige
Consultant


267-507-5507
efax 206-350-3758
chris@ready-set-go.biz
www.ready-set-go.biz
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Ready Set Go!
Business development and project management solutions
for your small business or non-profit organization