For corporations with more than a hundred mailboxes, the requirement for their email facilities is clearly more demanding than that of small business users. Email archiving, privacy and escalation are important issues that they have to be deal with. It is therefore important for corporations to understand the risks and problems involved, in order to find the best way to streamline their email infrastructure. Here are some things to consider:

1) Limited email storage

Having trouble with limited email storage? For those of you who are outsourcing your email services, chances are you’ve been allocated with a limited storage facility that will be split up between a huge number of users.

For those of you who are hosting your own email service, the problem is probably due to limited storage space. It seems not many email service providers care enough to upgrade their storage space, although hard drives are a lot cheaper nowadays.

With limited storage, such as 200MB per mailbox, users can’t even leave a copy of their messages in the server. Instead, they have to download and delete emails frequently, even when they are on holiday, because otherwise, the mailbox will be full. Because of this, their webmail becomes useless as their Webmail’s Inbox is always empty.

Having trouble with limited email storage?

2) Upkeep of mailboxes

Here’s another thing, tech people are usually reluctant to maintain the mailboxes hosted in their email servers. Why? Because they’re offered unlimited mailbox plans. This means, they don’t have to remove the mailbox of the staff who’s just left, or check if the forwarding features are correctly configured. This poses a risk to businesses.

Mailbox housekeeping is a must

3) Emailing huge attachments

How many times have you sent out a huge email, with more than 2MB, only to jam up your recipients’ mailbox? This happens because no one bothers to tell you that your email isn’t designed to send huge file attachments. What you can do is to upload your file to a free service, called sendspace.com, and send the recipient an email with the download link.

Sendspace is the best way to send large files

4) Lost emails

Have you ever lost an email? It is likely that this happened because your email service provider has a poorly configured scanner that filters and drops legitimate emails into your Spam box. When this happens, who’s to blame? Their Spam tech are pretty unreliable. The real nightmare, however, occurs, when you’ve lost your email completely! Most email servers are setup on a small scale. This means, you have all your email services (POP, SMTP, Webmail, etc) installed in a single physical server. What would you do if you lost your email? Is there an archiving solution that keeps a copy of all your incoming and outgoing emails in a safe place?

Have you ever lost an email?

5) Email privacy

Did you know that ANY email hosting provider can access your email account? They also have 101 ways to keep a tab on your email activity without you being aware of it! Just like a car manufaturer will have their 101 ways to start your car without a key, the same goes with email service providers. So pick a reliable one, one that you can trust, and make sure that it has the facility and trained personnel to make sure your data is safe. Make sure they can handle your email’s privacy carefully too!

Did you know that ANY email hosting provider can access your email account?

For a limited time, you’ll get a free iPhone 4 for every email migration with more than 100 mailboxes. Share this with your friends on Facebook!

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Google Apps for Business?

Google, with its signature email service, Gmail, has led us to believe that they are a solid email service that’s easy to use. Yet, its lack of tech support, email planning, setup and management is making us think twice about recomending it for your business:

1) Lack of phone support
There’s no one to talk to, let alone help you set up your Outlook Express, optimize your Spam filter or investigate that lost email.

2) IP reputation and management
While Google has “IP address whitelisting,” which ensures that emails you send out don’t end up in spam boxes for popular ISPs, they don’t have a dedicated IP reputation and management team.

3) Privacy
A more subjective criterion, but no less important. Just like it’s best for you to keep separate accounts in the financial world (credit card, checking, investment accounts, etc.), we feel that you shouldn’t put all your eggs in one basket in the Internet world.

Google provides analytics services and controls how the majority of the world’s websites receive traffic, which gives them a world of information on our business. For them to also have access to emails, given all the privacy flags the company has been raising lately, makes us hesitant to share more information with them.

Having said that, Google is also known for their user-friendly applications and services, and we’ve heard good things about their calendar integration. Their pricing is also competitive.

Get a Business Email for your organization
Apply for free Google Apps Standard Edition

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Push email, which has been around for quite a while, was invented to help ensure that you don’t miss out on important emails. What it does is send new emails instantly to your mobile phone, just like an SMS. While Push email used to be all the rage, it’s not a foolproof solution, especially not when:

1) You get a lot of emails. Just imagine going through hundreds of push email notifications on your mobile phone!

2) Push technology is unable to tell you which email has a higher urgency. Not all emails are important.

3) You can survive without Push Mail features. Just press the Mail icon on your mobile and you can access your email.

These days, however, with more and more people carrying iPhones and Blackberries around, mailboxes can be accesses anytime, anywhere. This, we believe, signals the beginning of the end for Push email. Just wait and see. We mean, just look at what happened to Web Channel, which was launched by Microsoft 10 years ago. Computer users were supposed to sit back and let Microsoft deliver web content to their desktops automatically, but users wanted more control. In the end Web Channel became obscure.

Setup your Hotmail account as another POP account in your Outlook or Outlook Express. The settings is:

POP server: pop3.live.com (Port 995)
POP SSL required? Yes
User name: Your Windows Live ID, for example yourname@hotmail.com
Password: The password you usually use to sign in to Hotmail or Windows Live
SMTP server: smtp.live.com (Port 25)
Authentication required? Yes (this matches your POP username and password)
TLS/SSL required? Yes

Create a new folder inside your email client. Setup a new message rules to move all Hotmail’s messages to this new folder.

Now, can you start downloading the messages inside Hotmail to your email client.

Posted by Alex in Question Defense?

A client of mine that still uses Outlook Express called me because they were unable to receive mail on one of their PC’s. After a little troubleshooting I determined that there was nothing wrong with the account itself but it appeared the issue was on the computer. The specific error they were receiving is below.

Unable To Receive Email With Outlook Express, Error Number: 0×800C0133

Error:An unkown error has occurred. Account: ‘mail.example.com’, Server: ‘mail.example’, Protocol: POP3, Port: 110, Secure(SSL): No, Error Number: 0×800C0133

Knowing that the storage files from Outlook Express become corrupted often and also the fact that there is a 2GB file size limit for .dbx files I decided to look into the storage folder first. You can find the storage folder by following the simple directions below.

Launch Outlook Express: First launch the application.
Open OE Options: Now select Tools from the top navigation menu and select Options from the drop down.
Maintenance: Click on the maintenance tab in the Options window.
Store Folder:Now click the Store Folder button which will pop open a new window with the location of the store folder. This folder will hold all of Outlook Express .dbx files.
Typical Storage Location: C:/Documents and Settings//Local Settings/Application Data/Identities/{long letter/number combination}/Microsoft/Outlook Express

Anyhow the issue ended up being that the Inbox.dbx file had grown to 2GB’s and thus was not allowing any more mail to be downloaded. I shutdown Outlook Express, copied all of the inbox mail to a new folder, renamed Inbox.dbx to Inbox.dbx.OLD, and restarted Outlook Express. When Outlook Express restarts it will automatically create another Inbox.dbx and start downloading the email on the server.

If you are still running Outlook Express I suggest upgrading to Microsoft Outlook 2007.

Talked to a friend today about his email problem facing by the company. They have about 200 email users. They have an internal mail server and a SINGLE valid POP3 mailbox. All the rest of mailboxes are aliases. All email are routed to that single POP3 mailbox and then deliver locally by a internal mail server. The internal mail server serves as a archiving solution.

1. User can easily push outgoing email with large attachment to that internal server because they are inside LAN network. Internal email server can be easily overloaded.

2. Email users are created locally only. Recipient mail server can not…

Intermediate server problem

…

to be continued

Unlimited mailbox, again?

“Unlimited” is catchy, attractive and lucrative BUT:

1. In long term, the mail server can be overloaded if one out of their email subscribers decided to go unlimited.

2. The total number of mailbox grows uncontrolled, taking up bandwidth can cause slow email download.

3. What is their fair usage policy? Better to have than not.

It is simply over-promising and over-committing

1) Duplicate Emails
http://www.emailhosting.com.my/2010/02/18/duplicate-emails/

2) Outgoing email are marked as Spam
http://www.emailhosting.com.my/2010/02/08/solving-spam-problem/

3) Webmail, POP or SMTP server not found
http://www.emailhosting.com.my/2009/07/04/the-host-could-not-be-found/

4) Missing Email
http://www.emailhosting.com.my/2010/01/15/one-myth-solved-missing-email/

5) Email Attachments Arrive as Garbled Text
http://www.emailhosting.com.my/2009/05/06/email-attachments-arrive-as-garbled-text/

Solving email problem is our main business and we love our job very much :)

Talk to us if we can be of any help. Email pin@1.my

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One of my friend told me most of their outgoing email are marked as Spam. Their email is xxx@abc.com. The official SMTP is delay.abc.com. But, my friend is not using that official SMTP address. Instead, they are using xyz.abc.com, which appear to be a sub domain.

Thanks to ‘Dig All Pointings of a Zone File‘. I managed to list out the list of pointing for abc.com. We discover xyz.abc.com is not listed as MX record.

Myth solved. Finally, they will add a new MX using xyz.abc.com to solve the Spam problem.

Spam problem can be solved. If you have such problem, let me know

This morning, a friend of mine was unable to use his Gmail account. It was locked down for 24 hours. Apparently, my friend is sending out about 200 emails using Groupmail, a mailing list software where it can personalize your message. It is only to the friends of his Blog.

Gmail lockdown screen

Again, this may have violates the terms of use of Gmail. Anyway, having your Gmail lockdown for 24 hours can bring impact to your business.

The question is, it is solely Gmail’s decision to reinstate your email, since it is FREE.