E-mail Settings

This chapter covers basic email settings for all platforms, as well as per platform specific guides.

Android Phone and Tablets

For Android based phones, tablets, Chromebook and IoT devices, there are a number of options of e-mail clients. Some vendors supply their own developed email client however Google’s own GMAIL client is common across all legitimate android devices and we support this client.

POP/IMAP

image-1656323242555.png

Figure 26 go to the add account function under 'Accounts' In Android settings, or Gmail

image-1656323255611.png

Figure 27 choose to add an IMAP account

image-1656323261960.png

Figure 28 Once the email address is entered, Manual setup is unlocked. Choose MANUAL SETUP

image-1656323278724.png

Figure 29 choose IMAP account. Optionally you may choose POP3

image-1656323298575.png

Figure 30 enter the password for the IMAP email account you wish to setup

image-1656323309933.png

Figure 31 change the INCOMING mail server to mail.rackcorp.com

image-1656323319715.png

Figure 32 change the OUTGOING mail server to mail.rackcorp.com. Change the port to 25 and security to STARTTLS

If you are using our Mongolian servers, please use mail.mn.rackcorp.com as the mail server.

image-1656323339394.png

Figure 33 successful account configuration will result in a success message

Exchange

image-1656323359349.png

Figure 34 within GMAIL, choose add account or add another email address

image-1656323370352.png

Figure 35 GMAIL will present a list of account types. Choose EXCHANGE

image-1656323380566.png

.Figure 36 enter the email address for your EXCHANGE account at the prompt to begin the setup process

image-1656323393255.png

Figure 37 enter the password for your exchange account when prompted

image-1656323404575.png

Figure 38 several prompts will be made during the exchange setup process. Agree to these by pressing OK

image-1656323413179.png

Figure 39 once your password is accepted, a further page will display a summary of your account settings. simply press NEXT

image-1656323424557.png

Figure 40 several prompts will be made during the exchange setup process. Agree to these by pressing OK.

image-1656323446837.png

Figure 41 To add exchange accounts to a mobile device, the exchange server requires mobile device management rules as listed to be applied to your device.

Please read the above screen carefully. Changes to the security settings of your device will be made automatically and are required to add exchange mail to your device.

image-1656323456415.png

Figure 42 when the Gmail exchange setup process is complete the success message is displayed

Apple iPhone and iPad

POP/IMAP manual setup

image-1656323488764.png

Figure 43 Navigate to the settings icon in your idevice, and then Passwords and Accounts

image-1656323496199.png

Figure 44 in the Settings -> Passwords & accounts page, hit Add Account. Fetch New Data should be Push

image-1656323513514.png

Figure 45 we are manually setting up an IMAP or POP account so choose Other

image-1656323526830.png

Figure 46 Under Other - Add Mail Account

image-1656323540640.png

Figure 47 Fill in your email account details as requested

image-1656323549724.png

Figure 48 fill in the email account and server details as illustrated

If you are using our Mongolian servers, please use mail.mn.rackcorp.com as the mail server.

image-1656323594389.png

Figure 49 once your account details are saved and tested, you can choose what data to sync to the mail server, leave the default setting

image-1656323608297.png

Figure 50 on success your email account is now added to the account list in iOS

Exchange

image-1656323639715.png

Figure 51 we are setting up an EXCHANGE account

image-1656323660888.png

Figure 52 enter your email address for your exchange account

image-1656323687668.png

Figure 53 enter your password and create an account description

image-1656323761877.png

Figure 53 enter your password and create an account description

image-1656323772148.png

Figure 55 fill in your account details as follows

image-1656323780830.png

Figure 56 once your account details are confirmed and verified, you will receive a sync options screen. Choose here what options you want to sync to your device. Syncing contacts for example will overwrite your existing contacts and upload existing contacts

Apple Mac OS

Exchange setup


POP3/IMAP manual setup

image-1656323219274.png

Figure 23 in Mac Mail accounts, select add other mail account

image-1656323214675.png

Figure 24 In the Mac Mail setup wizard, fill in your POP/IMAP account details

image-1656323209631.png

Figure 25  Mac Mail setup wizard will then request the server names. Fill in mail.rackcorp.com

If you are using our Mongolian servers, please use mail.mn.rackcorp.com as the mail server.

Basic E-Mail Settings

RackCorp supports mail auto discovery. This is a feature built into modern email clients that allows the email program to obtain the correct mail settings for a user based just on their email address and password.

This works for POP, IMAP and Exchange email options on RackCorp.

If you do not wish to use auto discovery, standard email settings are supported including optional SSL and TLS encryption between the end user and RackCorp mail servers.

Email Settings | POP/IMAP

Choose POP OR IMAP email server. IMAP is generally recommended.

POP Email downloads entire emails to your device before they can be viewed and optionally deletes them from the server.

IMAP downloads a header of the email first so the sender, subject, date can be previewed and keeps all the mail on the server.

Global Common Settings:

Email

you@example.net

Username

you@example.net

Password

your_password

Incoming Server

mail.rackcorp.com

Outgoing Server

mail.rackcorp.com

Outgoing Server Type

SMTP

Outgoing Server Username

you@example.net (or tick ‘same as incoming’) if available

Outgoing server password

your_password

Webmail

https://webmail.rackcorp.com

 

USA Common Settings:

Email

you@example.net

Username

you@example.net

Password

your_password

Incoming Server

mail.us.rackcorp.com

Outgoing Server

mail.us.rackcorp.com

Outgoing Server Type

SMTP

Outgoing Server Username

you@example.net (or tick ‘same as incoming’) if available

Outgoing server password

your_password

Webmail

https://webmail.us.rackcorp.com

 

Mongolia Common Settings:

Email

you@example.net

Username

you@example.net

Password

your_password

Incoming Server

mail.mn.rackcorp.com

Outgoing Server

mail.mn.rackcorp.com

Outgoing Server Type

SMTP

Outgoing Server Username

you@example.net (or tick ‘same as incoming’) if available

Outgoing server password

your_password

Webmail

https://webmail.mn.rackcorp.com

 

Choose a type of encryption from SSL or TLS. TLS is recommended for compatibility.

POP

POP with SSL

POP with TLS or STARTTLS

Incoming Server Port: 995

Outgoing Server Port: 465

Incoming Server Port: 143

Outgoing Server Port: 25

IMAP

IMAP with SSL

IMAP with TLS or STARTTLS

Incoming Server Port: 993

Outgoing Server Port: 465

Incoming Server Port: 143

Outgoing Server Port: 25

RackCorp global webmail for standard email is available at https://webmail.rackcorp.com

Email Settings | Exchange

To setup exchange email accounts in your client, the recommended way is to use auto discover with an exchange compatible mail client or use Outlook Web Access (OWA, Microsoft’s implementation of webmail, web based version of the Outlook email client for Exchange Email).

Supply your email address and password to the email client and it will perform the setup process. The setup process on most clients this will also setup Calendar, Tasks and Contacts. On Mobile devices, a device security policy may be applied by the setup process.

The address for OWA varies depending on the region and is available in your Outlook account information

https://mail.ex1.rackcorp.com is the global OWA system

https://mail.ex1.rackcorp.mn is the Mongolian OWA system

mail.ex1.rackcorp.com is the primary RackCorp Exchange server if manual configuration is desired

Figure 1 Outlook Web Access (OWA) webmail on RackCorp

Microsoft Office Outlook

Guide for Outlook 2010,2013,2016,2019,2022 & Office 365

Outlook 2010/2013/2016 -  Standard E-Mail

image-1656322814985.png

Figure 2 Microsoft Outlook account settings (File Menu)

Figure 3 Microsoft Outlook Add Account - Auto Setup

Figure 4 Enter your account password here if prompted during the auto setup process enter it. If you are also prompted to allow server settings, press allow

Figure 5 Microsoft Outlook auto account setup successful notfication

Figure 6 settings for your newly added account are available from the File menu in Microsoft Outlook and selecting the appropriate account from the drop down

Outlook 2019/Outlook 365  - Standard Email

The setup screens for both these versions vary to other versions of versions of Outlook so verbal setup instructions will not be fully applicable.

image-1656323004435.png

Figure 7 Microsoft Outlook account settings (File Menu)

image-1656323008992.png

Figure 8 enter your email address in the Outlook welcome screen and tick manual setup

image-1656323021228.png

Figure 9 Choose from IMAP or POP email accounts. IMAP is recommended.

image-1656323039887.png

Figure 10 complete the email settings as illustrated, incoming and outgoing mail servers, encryption and ports

If you are using our Mongolian servers, please use mail.mn.rackcorp.com as the mail server.

image-1656323047556.png

Figure 11 complete the password for your email account

image-1656323056881.png

Figure 12 Outlook welcome process is a success message. There is a optional link selected by default that leads to a webpage describing how to install Outlook for mobile.

Outlook 2019/Outlook 365  - Hosted Exchange

1_add-email.png

Figure 13. Add a new account to outlook. Note the exact screen varies version to version

2_select.png

Fig 14. Choose EXCHANGE from the email selection

3_perm.png

Fig 15. A permissions popup will appear soon after. Select The options circled in red as screenshot. The popup might be hidden or obscured by outlook.

4_password.png

Fig 16. enter your exchange password. Selecting Remeber my Password is optional.

5_options.png

Fig 17. If your password is correct you will be presented with options. The defaults are sufficient.

6_confirm.png

Fig 18. Final Notice of Successful Addition of account

Mozilla Thunderbird

Email Client Setup | Mozilla Thunderbird

image-1656323159082.png

Figure 20 Mozilla Thunderbird setup, choose add mail account from the dropdown and fill in the details then press continue.

image-1656323168119.png

Figure 21 Mozilla Thunderbird email setup - choose manual Config now if you wish to define your own mail server settings

image-1656323180327.png

Figure 22 Mozilla Thunderbird setup - once the manual setup window appears, complete the mail server details, choosing IMAP or POP

If you are using our Mongolian servers, please use mail.mn.rackcorp.com as the mail server.

Windows Mail

Windows 10 Mail

POP/IMAP manual setup

Auto discovery or manual settings can be used with Win10 Mail

image-1656323074090.png

Figure 13 Windows 10 Mail setup – Click Accounts and then add account. Select Advanced setup

image-1656323083469.png

Figure 14 Windows 10 mail manual setup for RackCorp POP/IMAP email - choose advanced setup

If you are using our Mongolian servers, please use mail.mn.rackcorp.com as the mail server.

image-1656323097525.png

Figure 15 Windows 10 mail manual setup for RackCorp POP/IMAP email - choose Internet email

image-1656323106891.png

Figure 16 Windows 10 mail manual setup for RackCorp POP/IMAP email - fill in the details as illustrated, choose IMAP or POP

Exchange

At This time, there is an issue with the latest release of the email application for Windows 10, which prevents the ‘EXCHANGE’ option below from being chosen, ADVANCED SETUP must be chosen

image-1656323121981.png

Figure 17 Windows 10 mail setup for RackCorp Hosted Exchange - choose advanced setup

image-1656323129726.png

Figure 18 Windows 10 mail setup for RackCorp Hosted Exchange - select Exchange ActiveSync

image-1656323142986.png

Figure 19 Windows 10 mail setup for RackCorp Hosted Exchange - fill in the details as illustrated. Domain is to be left blank.

Once you have completed THE ADD AN ACCOUNT form, Windows will prompt you about security policies for your computer. Select YES. Selecting YES may strength your windows security settings such as your password strength requirements You will then receive an ALL FINISHED success message.

How to check Exchange mailbox free space

How to Check your exchange mailbox free space and avoid fake spam emails regarding your mailbox.

Regarding hosted exchange provided mailboxes, all folders within that mailbox count towards the account quota.

If the user is frequently reaching their quota we recommend keeping the Deleted Items folder empty ("emptying the trash") or locally archiving folders to a new PST folder.

There are a number of official ways to check the storage size of your hosted exchange mailbox.

If you receive a message claiming your storage is full from sales@rackcorp.com or any other specific email address, or the email has a coloured box to click to resolve the issue please ignore and delete the email as it is a fake spam. 

The only legitimate email alerting to a full mailbox comes from "Outlook" itself had has a Envelope Icon as below screenshot.

owa1.PNG

Figure 1: Outlook Web Anywhere - Click Options -> General -> My Account

owa2.PNG

Figure 2: Microsoft Office Outlook 2021 Status bar

owa3.PNG

Figure 3: System generated mailbox alerts. Please note the look and feel of these emails as others will be fake.