You will need to obtain the link to your SmarterMail server's web site from your Administrator or Domain Administrator.

To login to SmarterMail, type in your full email address and Password on the login screen. If everything matches up, you will be presented with the welcome page and a view of all folders in your mailbox. The full original email address (not an alias address) must be used to log into the corresponding mailbox

One thing to notice on the Login page is the "Remember Me" checkbox. By checking this box SmarterMail encrypts your login and password, then you can close the browser window and not have to re-log in when you return. This function works as long as you do not "log out" of SmarterMail prior to closing your browser window. If you do log out, you will have to log back in upon your return, regardless of whether the "Remember Me" box was checked or not. You will need cookies enabled on your browser for this feature to work.

A standard User is able to view all email folders (inbox, sent, and Custom) for their designated account. Users with end users with admin permissions for the domain privileges are usually the owner of a domain

The options in the My Settings page allow you to customize the way SmarterMail works. No changes are saved until you click on the Save button. The options are each explained below.

Username - Your email address as it should be entered in email clients to get your email

Full name - Your full name will be included in the From field of emails

Reply-to address - If you wish to have replies to your emails sent to a different email address, enter it here

Forwarding address - If you wish to send copies of all incoming mail to a different email address, enter it here. For example, if your mobile phone has an email account and you will be away from your computer, enter the mobile phone's email address here to receive the emails on your mobile phone. You can only forward to a single email address. If you need to send to multiple addresses, have your domain administrator create a user alias for you

Forwarding exclusions - If you wish to limit what emails are sent as forwards, you may choose to do so with this option to avoid forwarding spam.

Delete message on forward - Check this box to delete the message from the inbox of the original email account after forwarding it to the new email address

Signature - Add text to this area for a 'signature' that will display at the bottom of each email message that is composed in the web interface.

Password - This field is replaced with *'s in order to protect your password. It is shown so that people do not feel that their password must be changed when they get to this screen

New password - If you wish to change your password, enter a new password in the space provided

Confirm password - In order to ensure you typed your new password correctly, enter it again in this space

Note: If you do not wish to change your password, you may leave the password fields blank.

Sort messages by - When viewing the messages in a folder, they will be sorted according to the option chosen in this drop down. By default, messages are sorted by date in descending order.

Sort folders by - When viewing the manage folders page, folders will be sorted in this order.

Messages per page - When viewing the messages in a folder, this option lets you customize how many emails will appear per page.

Message list refresh rate - If this box has something besides Never chosen, the page that shows messages in a folder will automatically refresh after the chosen number of minutes.

Display messages as - While you can choose to view a message in plain text or HTML while reading it, this option will allow you to choose the default viewing method.

• Plain Text - This option will only display text. While it is less interesting (no fonts, images, etc), it is also much more secure and is faster to view than HTML.
• HTML - This option will display HTML content, if present in the email. This content can include stylistic elements, like fonts or colors, as well as hyperlinks and other formatting elements.

When messages are deleted - Choose what happens to messages when they are deleted. The options are outlined below. For more information about deleted items, refer to the topic Deleting Messages.

• Move to deleted items folder - Deleted items will appear in the deleted items folder, which will need to regularly be emptied manually
• Delete message and purge folder - Remove the message and get rid of any other email messages that are marked for deletion
• Mark as deleted - Does not actually delete the message. Flags the message for deletion, and it will not get removed until the folder is purged
• Mark as deleted and hide - Does the same thing as "Mark as deleted" above. Be careful to monitor your disk space usage when using this option, as it may fill up with what appears to be a small number of messages

Enable hover bar in tables - In some browsers, the hover bar may take up too many resources. Disabling this option will still allow you to click on rows to edit items and view email, but will not show the hover bar.

Spell check dictionary - Choose from any of the dictionaries that the administrator has installed on the server

Compose messages as - Choose the method of email composing that you would like to use.

• Plain Text - Use this for a simple method of email editing. You will not be able to change colors or fonts, but your emails will generally be much smaller and readable on more email clients
• HTML - Use this option if you wish to add stylistic elements to your emails

Text Encoding - Choose the encoding that you wish to use for outgoing messages. Encodings define what character sets are used in messages you compose through the web interface.

Compose window size - Choose the edit window size from this drop down that best works with your browser. Recommended is small for resolutions smaller than or equal to 800x600, medium for 1024x768, and large for resolutions equal to or higher than 1280x1024.

Forwarding method - There are several methods by which a message can be forwarded. Please see the list below to understand each of them.

• Normal - Includes original content, including font styles from original message, as part of the new message
• Plain text only - Inserts the plain text version of the original message into the new message. This is useful if you want to exclude links or fonts.
• Embed as attachment - Attaches the original message to the new one. The message will not appear in the body of your message.

Reply header type - Choose whether to include a shortened basic header in your replies, or the full header instead. For most users, basic headers will be sufficient.

Reply indicator - If your compose method is plain text, this character will get added to each line of the original message in order to distinguish it.

Include previous replies in reply - If checked, the message you are replying to will get embedded in the new message.

Save copy of replies in Sent Items folder - If checked, all messages you send from the web interface will get saved in the Sent Items folder. If you send many messages, you may need to regularly delete items from the sent items folder.

Content filtering is an advanced method of performing actions on emails that meet specific criteria. You can use content filters to delete specific messages, forward them to another account, or even alter the subject of specific types of email.

Add Filter - This button starts the Add Content Filter wizard which is explained in more detail below.

Delete All - Clicking this button will delete all content filters for your account. Once you confirm the action, it is not reversible.

Editing a Filter - Click on a filter's row to edit it.

Delete link - Deletes the action on that row. No confirmation dialog will be shown.

Move arrows - Click these arrows to change the order of the content filters.

Note: The order in which the filters appear does affect the way emails are handled. Once a filter succeeds and an action is performed on the message, no other filters are run for that message.

The Add Content Filter wizard is three pages long, and it will walk you through each step necessary to create the filter.

Step 1 - Filter Criteria

In this step of the wizard, choose the type of things that the filter will look at. Possible filter criteria types are listed at the end of this help topic. Multiple criteria can be chosen, and you can choose in the next step whether all criteria must be met, or only one of the criteria for the filter to activate.

Step 2 - Filter Type and Criteria Details

Choose whether this filter requires all criteria to be met, or just one of the criteria to be met before it performs an action. Then choose whether you will be using any wildcards in your search strings. Usually, wildcards will not be necessary, but there are times when some people may want them.

For each of the criteria you chose in step 1, you will be able to enter details. Many types of content filters allow lists of items to be entered in, and these will be indicated. For example, if you chose to filter on From Address, you can enter multiple email addresses in the box (one per line) and if a message is from any of them, the filter will fire.

Step 3 - Rule and Actions

A summary of your content filter rule will appear near the top of the page. Check that it is filtering the way you intend, and enter a name for the rule so that you can easily identify it later.

Choose one or more actions to take when a message matches this filter. The available actions are explained below:

• Delete message - Deletes the message so that it will never arrive at your Inbox. Messages deleted through content filtering are not recoverable.
• Bounce message - Sends a message back to the sender of the email saying that the message was bounced. Note that the message is still delivered to you unless you choose to delete it as well.
• Move message to Junk E-Mail folder - Does just what it says. If the Junk E-Mail folder does not exist in your account, it will be created the first time a message tries to get put into it.
• Move message to custom folder - Choose a folder from the drop-down list and the message will be delivered there instead of your Inbox.
• Prefix subject with comment - Useful for categorizing emails, the subject line will be altered to include the text you specify in the Comment box.
• Embed header line into message - Includes an email header into the message, which can be useful when performing additional filtering through Outlook or another email client. Headers should be formatted like "X-someheadername: value"
• Reroute message to another email address - Forwards the message to another email address instead of this one.

• From Address
  1. From specific addresses
  2. From specific domains
• Contains Specific Words or Phrases
  3. Subject
  4. Body Text
  5. Subject or Body Text
  6. From Address
  7. To Address
  8. Email Headers
  9. Anywhere in Message
• To Address
  10. To Specific Addresses
  11. To Specific Domains
  12. Only to Me
  13. My Address in To Field
  14. My Address not in To Field
  15. My Address in To or CC Field
• Attachments
  16. Has any Attachment
  17. Specific Filenames
  18. Specific Extensions
  19. Over Specific Size
• Other
  20. Flagged as High Priority
  21. Flagged as Normal Priority
  22. Flagged as Low Priority
  23. Message is Automated (no return address)
  24. Message under Size
  25. Message over Size
  26. Received in Date Range
  27. Sent through a Specific Server (by IP)
  28. Spam Probability

SmarterMail includes many advanced Anti-Spam measures that will help keep your inbox free of unwanted junk mail. Your domain administrator has probably already set up some basic spam options. To customize the way junk e-mail is processed for your account, go to Settings -> My Spam Filtering.

Use default spam settings - Choose this option to accept the default spam options provided by your domain administrator. The settings will be displayed for your reference.

Override spam settings for this account - Select this option to customize the way spam is handled, and to override the settings created by the domain administrator. More information about the types of actions allowed can be found below.

Trusted Senders - Email addresses (ex: joe@example.com) or domain names (ex: example.com) can be added to your list of trusted senders. When email comes in from a trusted sender, all spam filtering for that email is bypassed. Enter one email address or domain name per line.

When you choose to override the spam options set by your domain administrator, you get to choose the actions that are taken when email comes in that has a low, medium, or high priority of being spam. For each spam level, choose the action you wish to take. If you chose to add text to the subject line of messages, enter in the text in the box below the action drop down.

When all settings are entered, click on the Save link.

I lost my password. What should I do?
Contact your hosting company or email administrator to have your password changed. Please do not contact Smarter Tools directly, as we have no access to retrieve your password.

How can I ensure that mass mailings are sent out faster?
Sending the same message to fifty or more recipients can slow the delivery process. To ensure a speedy delivery, with mass mailings containing more than fifty recipients, send the same message to fifty or less addresses at once.

Why are my deleted messages only showing up as crossed out and not being moved to my Deleted Items folder?
There is an option for end users to choose what action deleted items take. When deleted items are crossed out (to symbolize deletion) then you have the 'Mark as Deleted' option chosen. If you want the messages to move to a deleted items folder upon deletion, you can select the 'Move to Deleted Items Folder' option in your Config/My Settings page.

I am unable to log in using my username. What do I do?
First, ensure that you are using your entire email address (ex. name@example. COM) in the web interface to log in to SmarterMail. Second, make sure that your CAPS-LOCK is disabled, as passwords in SmarterMail are case-sensitive. If those options fail, please contact your hosting company or email administrator to have your password changed.

SmarterMail includes many advanced Anti-Spam measures that will help protect your users from unwanted email. The system administrator has probably already set up some default spam options which you may accept or override as you feel is best.

Use default spam settings - Choose this option to accept the default spam options provided by your system administrator. The settings will be displayed for your reference.

Override spam settings for this domain - Select this option to customize the way spam is handled. Spam check weights and actions will become veritable. More information about the types of actions allowed can be found below.

Each type of spam check has an associated weight that factors into the spam probability of a message. When an email comes in, all of the checks listed are run, and for each check that the message fails, the weight is added to the overall score of the email. The thresholds for each spam probability are examined, and the email is placed into the appropriate category.

Pass - Indicates that the email was sent from the server specified by the SPF record (more likely good mail). The weight you set may be 0 (for no effect) or a negative number, thereby reducing the spam rating.

Fail - Indicates that the email was sent from a server prohibited by the SPF record (highly likely spam). Set this to a relatively high weight, as the probability that the email was spoofed is very high.

Soft Fail - Indicates that the email was sent by a server that is questionable in the SPF record. This should either be set to 0 or a low spam weight.

Neutral - Indicates that the SPF record makes no statement for or against the server that sent the email. Except in very special circumstances, leave this set to 0.

Perm Error - Indicates that the email sender does not publish an SPF record or there is a syntax error in the record. Since SPF is relatively new, many legitimate domains do not have SPF records. It is recommended that you leave this at 0 until SPF becomes more popular on the internet. Actions

When you choose to override the spam options set by your system administrator, you get to choose the actions that are taken when email comes in that has a low, medium, or high priority of being spam. For each spam level, choose the action you wish to have taken. If you chose to add text to the subject line of messages, enter in the text in the box below the action drop down.

Trusted Senders - Email addresses (ex: Joe@example. COM) or domain names (ex: example. COM) can be added to the domain list of trusted senders. When email comes in from a trusted sender, all spam filtering for that email is bypassed. Enter one email address or domain name per line.

When all settings are entered, click on the Save link.

Domain content filtering allows you to create the same types of content filters as you can in My Content Filtering, but the filters added will be applied to all members of a domain. The evaluation of domain content filters happens before the evaluation of account-specific content filters.

For more information about how to add a content filter, please refer to the topic My Content Filtering.

Note: Be aware that many users will prefer to set their own content filtering. You may want to minimize filtering at the domain level to filter only items that affect the entire domain.