Email Setup

Webmail

To access your email on webmail, on your browser go to yourdomain.com/webmail. Replace “yourdomain.com” with the end part of your email address, for example I would go to “irvirtualassistance.ch/webmail”. You will be asked for your username and password. Your username is your full email address. We will have sent you your password when we setup your email address.

Change Password & Email Settings

You can change your password, forward your emails to another address, setup out-of-office replies and filters in the webmail application through the menu on the left. It is recommended that you change your password to something that you can remember, but that is not the same as all your other passwords.

On your device

To setup your email address on your computer (i.e. Outlook or MacOS Mail) or your phone (Mail App) follow these steps: (they me be a little different depending on the app you are using)

  1. Go to “File” or “Settings” and click “Add Account”
  2. Choose “IMAP” as the type of account (this may be under “Other Mail Accounts”)
  3. Fill in your full email address as username and fill in your password.
  4. You may need to click “Advanced Setting” or “Connect Manually” to get to the further settings.
  5. Use the following setting: (example email sales@yourdomain.com)
SettingValueExample
Incoming Serverwebsite domainyourdomain.com
Usernamefull email addresssales@yourdomain.com
Port (IMAP)993993
Security (Incoming)SSLSSL
Outgoing Serverwebsite domainyourdomain.com
Security (Outgoing)SSLSSL
  1. Click “Next” or “Save” to test the connection and make sure your email is working properly.

Security

I & R Virtual Assistance takes your data security very seriously, but we are not the only ones that play a role in keeping you and your clients data safe. It’s important for everyone in your organisation to know about data security.

How you access your mail is important to comply with GDPR. We recommend not accessing your email through Gmail, as the free version moves your mail onto less secure servers in the USA. If you are likely to receive emails including client’s personal information (i.e. name and email address) you will need the consent of the client to store that email outside the EU. You can find out more about the GDPR consequences of email access here.

Using the methods detailed above keeps your emails password protected on a server in the UK and on your personal device. This is the most secure way to keep you and your clients information safe. For additional security keep a strong password on your computer and phone, and avoid lending it to family members. If you’re on a shared computer use webmail or have a user account setup that others won’t access. You can find out more about keeping your business data safe here.

Trouble Shooting

  • Please note to NOT use smtp.yourdomain.com, imap.yourdomain.com or pop3.yourdomain.com for server addresses. This may be the default on your device when setting up new email accounts. There should be no prefix to the domain – simply use yourdomain.com.
  • If you are using pop3 rather than IMAP then use incoming server port 995.
  • Make sure you are using the correct security on both the incoming and outgoing server connections.
  • If all else fails – get in contact with us! We’re here to help you get your email working how you like it.