SmarterMail 65.026 How to implement Two-factor authentication on SmarterMail Docs Document Control  Document Name  65.026 How to implement Two-factor authentication on SmarterMail Version  v1.0 Current Author  Neil Tancock, IT Services (Safeharbour Support Ltd), neil@safeharboursupport.com  Approval  Safeharbour Support  Approval date  01-JAN-2025  Review date  31-DEC-2027  Absract  This guide will help you secure your SmarterMail email account from attackers by enabling two-factor authentication.  Two-factor authentication involves and extra security step when you log on to ensure that it really is you logging in and not someone who has stolen or guessed your password. Scope  This document applies to all clients of Safeharbour Support Ltd Inputs  None  Outputs  None   Change Control  Date  Author  Version  Change  02-DEC-2024  Neil Tancock  0.0  First version 01-JAN-2025  Neil Tancock  1.0  Approved  -------------------------------------------- --------------------------------------------  01 Preparing to start Before we start, you will need: - An authenticator app - A recovery email address Authenticator App An authenticator app installed on your mobile phone or tablet.  It is this app that will provide the second-step security code you will need to log on.  Several authenticator apps are available and you may already be using one.  The most commonly-used ones are: - Google Authenticator - Microsoft Authenticator - Okta - Authy If you already have an authenticator app installed on your device you can use that without installing another Recovery email address A recovery email address is typically a personal email address not associated with this email server.  It is used to recover your account if you forget your password. 02 Enabling Two-Factor authentication You can enable two-factor authentication yourself from the webmail portal.  You will have been given the URL of your portal when we set it up for you.  Once you have logged in to the webmail portal, click on the settings button: On the right-hand side of the settings page, you will see a button to enable two-factor authentication.  Check that you have your authenticator app to hand and your recovery email, then click on the button to start the setup process. The first step requires you to enter your recovery email.  Type it in once and then again to confirm it and then press [Next] You will then be presented with a special barcode called a QR code to scan into your authenticator app.  Open the app and click on the button to add using a QR code.  This will enable the camera on your phone so point the camera at the QR code and the app will read it.  Once the authenticator app has read the QR code and added your email account, it will produce a six-digit verification code.  Enter this code into the Verification Code field in the two-factor authentication setup window and click [Check]. That’s it.  You have enabled two-factor authentication on your email account.    Each time you log in to the webmail portal, the authenticator app will give you your secret six-digit code to log in.  This is two-factor authentication. 03 Re-authenticating email on your phone or tablet As a security precaution, any phone or tablet you have connected to your email will be logged out once you have set up two-factor authentication.  Thankfully, you will not have to use the app every time you want to use email on your phone or tablet.  You will use a special, very complex password. Getting the password for your mobile or tablet Once you have set up two-factor authentication in your webmail portal there will be several new secure passwords created.  We want the first on in the list for IMAP/POP/SMTP.  Click on the eye icon next to the IMAP/POP/SMTP password to reveal it: This is the password you use to connect your mobile or tablet to your email.  Yours will be a unique password. Useful tip When your mobile or tablet is disconnected from your email account, the mail program will generally pop up and ask you for the password.  Enter this new password there and you will be reconnected. If your device is not asking for the new password, go into settings and your mail settings and enter it manually there.  This will the reconnect your device to your email service and it will be secure. -------------------------------------------- --------------------------------------------  Need help?  Get in touch! You can call us on 01752 373000, option 2 or, if you are on Number Club, just call extension 3001 You can email us at hub@safeharboursupport.com You can chat & Collaborate with us at https://kite.wildix.com/nc-a12/3001 You can Whatsapp us right here: https://wa.me/441752373000       65.027 How to configure SmarterMail on Android Mail app using IMAP Docs Document Control  Document Name  65.027 How to configure SmarterMail on Android using IMAP Version  v1.0 Current Author  Neil Tancock, IT Services (Safeharbour Support Ltd), neil@safeharboursupport.com  Approval  Safeharbour Support  Approval date  01-JAN-2025  Review date  31-DEC-2027  Absract  SmarterMail users can sync their email to their Android  Mail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Scope  This document applies to all clients of Safeharbour Support Ltd Inputs  None  Outputs  None   Change Control  Date  Author  Version  Change  02-DEC-2024  Neil Tancock  0.0  First version 01-JAN-2025  Neil Tancock  1.0  Approved  -------------------------------------------- --------------------------------------------  Follow these steps to configure a SmarterMail IMAP connection on an Andriod device Note:  We will have sent you your email hostname, username and password in a welcome email.  Please have that to hand before starting this procedure.  If you don't have it please contact us and we will re-send it to you. Open your Android E-Mail applications Select My Accounts Select Add account Select Email Select OK Enter an account name (can be anything) Enter your name and e-mail address. Click OK If you see an option at the bottom for Manual Setup then click on it. For incoming Mail Server Select IMAP mail server. Server: Your mail server hostname Port: 993 Username: Enter your FULL email address (i.e. myname@mydomain.com) Password: Enter your e-mail account password Make certain you leave SSL checked Click OK. For outgoing Mail Server SMTP server set Your mail server hostname Port: 465 Username: Enter your FULL email address (IE:: myname@mydomain.com) Password: Enter your e-mail account password Make certain you leave SSL checked Make certain LOGIN REQUIRED is selected Click OK Your IMAP Android e-mail account is now complete -------------------------------------------- --------------------------------------------  Need help?  Get in touch! You can call us on 01752 373000, option 2 or, if you are on Number Club, just call extension 3001 You can email us at hub@safeharboursupport.com You can chat & Collaborate with us at https://kite.wildix.com/nc-a12/3001 You can Whatsapp us right here: https://wa.me/441752373000       65.028 How to configure SmarterMail on your Android device using Exchange Docs Document Control  Document Name  65.028 How to configure SmarterMail on your Android device using Exchange Version  v1.0 Current Author  Neil Tancock, IT Services (Safeharbour Support Ltd), neil@safeharboursupport.com  Approval  Safeharbour Support  Approval date  01-JAN-2025  Review date  31-DEC-2027  Absract  SmarterMail users can syncronise their email, calendar and contacts between their SmarterMail account and their Android device(s) by configuring an Exchange ActiveSync account. Unlike other synchronisation methods, Exchange ActiveSync uses direct push technology to sync email, calendars, and contacts to your iPhone or iPad in real time. Scope  This document applies to all clients of Safeharbour Support Ltd Inputs  None  Outputs  None   Change Control  Date  Author  Version  Change  02-DEC-2024  Neil Tancock  0.0  First version 01-JAN-2025  Neil Tancock  1.0  Approved  -------------------------------------------- --------------------------------------------  SmarterMail users can syncronise their email, calendar and contacts between their SmarterMail account and their Android device(s) by configuring an Exchange ActiveSync account. Unlike other synchronisation methods, Exchange ActiveSync uses direct push technology to sync email, calendars, and contacts to your iPhone or iPad in real time. With an Exchange ActiveSync connection, you will create a two-way sync between SmarterMail and your device, where all emails, calendar entries and contacts are synced. This means that when you log into the SmarterMail Web interface, actions you performed on your Android device(s) will automatically appear in the Web interface, and vice versa. Exchange ActiveSync is also know by the abbreviation EAS. Note:  You must be set up as and Exchange ActiveSync user to connect using this method. If you are not set up as an Exchage ActiveSync user please contact us to request it. We will have sent you your email hostname, username and password in a welcome email.  Please have that to hand before starting this procedure.  If you don't have it please contact Hello Comtec and we will re-send it to you. Follow these steps to configure your iPhone or iPad to connect to SMarterMail using EAS On your Android device, open the Settings. Tap Cloud and Accounts. Then tap on Accounts. Tap Add Account. A list of applications will load.  Tap on Microsoft Exchange ActiveSync. Complete the following required fields: Email address (your full email address) Password Tap Sign In. On the next screen, verify the Exchange Server Settings. Complete the following fields: Email address Domain\username (enter your full email address. ex: username@domain.com) Password Exchange Server (the URL to your webmail. For example, mail.example.com. NOTE: Do not include http:// when entering the server information. If your webmail does not support SSL, disable Use secure connection (SSL). Tap Sign In. The phone will attempt to verify the connection.  Tap OK to allow remote control of security features on the device. On the Manual Setup screen, adjust some common settings for the period to sync email, sync schedule, email retrieval size, etc. and choose whether to sync Contacts, Calendar, and Tasks. Tap Next. Tap Activate on the Device Administrator screen to agree to the remote security control.  On the last screen, add in the Account name that will be displayed in your Email, Contacts and Calendar apps. Tap Done to initiate the first sync -------------------------------------------- --------------------------------------------  Need help?  Get in touch! You can call us on 01752 373000, option 2 or, if you are on Number Club, just call extension 3001 You can email us at hub@safeharboursupport.com You can chat & Collaborate with us at https://kite.wildix.com/nc-a12/3001 You can Whatsapp us right here: https://wa.me/441752373000       65.029 How to configure SmarterMail on Outlook using Exchange Docs Document Control  Document Name  65.029 How to configure SmarterMail on Outlook using Exchange Version  v1.0 Current Author  Neil Tancock, IT Services (Safeharbour Support Ltd), neil@safeharboursupport.com  Approval  Safeharbour Support  Approval date  01-JAN-2025  Review date  31-DEC-2027  Absract  SmarterMail users can sync their email to the iPhone or iPad's Mail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Scope  This document applies to all clients of Safeharbour Support Ltd Inputs  None  Outputs  None   Change Control  Date  Author  Version  Change  02-DEC-2024  Neil Tancock  0.0  First version 01-JAN-2025  Neil Tancock  1.0  Approved  -------------------------------------------- --------------------------------------------  SmarterMail users can sync their email to the iPhone or iPad's Mail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Follow these steps to configure a SmarterMail IMAP connection on your Outlook program Note:  We will have sent you your email hostname, username and password in a welcome email.  Please have that to hand before starting this procedure.  If you don't have it please contact Hello Comtec and we will re-send it to you. Open Outlook. Either use the default Profile Outlook gives you (named, appropriately enough, "Outlook") or create a new Profile for this account. If you want, you can choose to have Outlook prompt you for a specific profile when it opens, or you can set Outlook to always open a specific Profile -- it's your choice. Enter the full email address you want to set up. Click the Next button. You may be presented with an Advanced Setup modal -- select Exchange from the list of options if you are. (Office 365 may be selected by default -- BE SURE to change that select to Exchange to set up a MAPI connection to SmarterMail.) If you are prompted with a certificate warning, click the Yes button to accept the certificate. (This will generally only occur if you haven't accepted a connection that uses the same SSL certificate before.) During the set up process, you'll see a Windows Security modal that asks for a password -- input your mail account password and check the box to "Remember my credentials". Checking this box saves your credentials in Windows Credential manager. Click the OK button. After you input your password, Outlook will ask you to set your sync settings. This, essentially, is telling Outlook how far back to go to sync your account. By default, 1 year is selected, which is a good place to start. If you have a large mailbox -- say, 5GB or more -- you may want to limit the sync to 6 months or less, if possible. Regardless, you can always change this in Account Settings once the account is set up. Click the Next button. You will automatically have the account set up in Outlook, and should see the following window: Clicking the Done button will open Outlook -- if you have Outlook set to select a Profile each time you open it, you'll have to select your newly-created Profile from the dropdown menu. Otherwise, Outlook should open and start syncing to your SmarterMail account. Troubleshooting MAPI integration with SmarterMail is not without potential issues. This is primarily due to how ingrained Outlook for Windows is in the Microsoft ecosystem, Office 365 in particular. We worked long and hard to try and avoid any possible roadblocks, but there are some that even Microsoft can't help resolve. So, below are some potential issues you may run into, and the steps we've found that can help work around those issues.  When using autodiscover, I'm prompted with a Microsoft Office login window as opposed to a Windows Security modal This is probably because the domain you're using either was on Office365 in the past, but isn't now, or you're using Office365 for the online productivity suite, but not the Exchange portion. As such, Microsoft has cached the domain in its internal systems and is therefore defaulting to Office365 when doing its own lookups. If you're running something like Fiddler when you're trying to connect your account, you'll notice that, regardless of the domain being used, Microsoft pings it's own systems first before moving on to any autodiscover or other DNS lookups during the account set up process. If it finds your domain in its cache, it assumes you're trying to connect to Office365, so it prompts you for your Office365 login credentials. (This opens in a small browser window whereas the Windows Security modal is an actual system modal.) To get around this, you can try one of the following: Simply click the X in the Office365 login modal -- this should cancel that login attempt, prompting Outlook to do a normal autodiscover lookup for the domain. If that does NOT work,  Cancel the set up and restart the process, but this time try setting up the account manually, avoiding any autodiscover lookups. -------------------------------------------- --------------------------------------------  Need help?  Get in touch! You can call us on 01752 373000, option 2 or, if you are on Number Club, just call extension 3001 You can email us at hub@safeharboursupport.com You can chat & Collaborate with us at https://kite.wildix.com/nc-a12/3001 You can Whatsapp us right here: https://wa.me/441752373000       65.030 How to configure SmarterMail on Outlook using IMAP Docs Document Control  Document Name  65.030 How to configure SmarterMail on Outlook using IMAP Version  v1.0 Current Author  Neil Tancock, IT Services (Safeharbour Support Ltd), neil@safeharboursupport.com  Approval  Safeharbour Support  Approval date  01-JAN-2025  Review date  31-DEC-2027  Absract  SmarterMail users can sync their email to the iPhone or iPad's Mail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Scope  This document applies to all clients of Safeharbour Support Ltd Inputs  None  Outputs  None   Change Control  Date  Author  Version  Change  02-DEC-2024  Neil Tancock  0.0  First version 01-JAN-2025  Neil Tancock  1.0  Approved  -------------------------------------------- --------------------------------------------  SmarterMail users can sync their email to the iPhone or iPad's Mail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Follow these steps to configure a SmarterMail IMAP connection on your Outlook program Note:  We will have sent you your email hostname, username and password in a welcome email.  Please have that to hand before starting this procedure.  If you don't have it please contact Hello Comtec and we will re-send it to you. In Outlook, go to File, Click the Info tab Click Add Account Click Manually configure server settings or additional server types radio button. Click Next. Click the Internet Email radio button. Click Next Enter the following information: Your Name: Email address: Incoming Server: Outgoing Mail server: User name: Password: Configure Authentication Configure SSL Port - Click on More Settings. Navigate to Outgoing Server Tab Check "My Outgoing Server requires SMTP Authentication". Click OK. Click on More Settings Click on Advanced Check "This server requires an encrypted connection (SSL)" and the Port should change to 993. If not, set it to 993. For SMTP, where is says "Use the following type of encrypted connection", select SSL Change the Outgoing SMTP server Port to 465 Click OK. -------------------------------------------- --------------------------------------------  Need help?  Get in touch! You can call us on 01752 373000, option 2 or, if you are on Number Club, just call extension 3001 You can email us at hub@safeharboursupport.com You can chat & Collaborate with us at https://kite.wildix.com/nc-a12/3001 You can Whatsapp us right here: https://wa.me/441752373000       65.031 How to configure SmarterMail on iPhone or iPad using IMAP Docs Document Control  Document Name  65.031 How to configure SmarterMail on iPhone or iPad using IMAP Version  v1.0 Current Author  Neil Tancock, IT Services (Safeharbour Support Ltd), neil@safeharboursupport.com  Approval  Safeharbour Support  Approval date  01-JAN-2025  Review date  31-DEC-2027  Absract  SmarterMail users can sync their email to the iPhone or iPad's Mail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Scope  This document applies to all clients of Safeharbour Support Ltd Inputs  None  Outputs  None   Change Control  Date  Author  Version  Change  02-DEC-2024  Neil Tancock  0.0  First version 01-JAN-2025  Neil Tancock  1.0  Approved  -------------------------------------------- --------------------------------------------  SmarterMail users can sync their email to the iPhone or iPad's Mail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Follow these steps to configure a SmarterMail IMAP connection on an iPhone or iPad: Note:  We will have sent you your email hostname, username and password in a welcome email.  Please have that to hand before starting this procedure.  If you don't have it please contact Hello Comtec and we will re-send it to you. On your iPhone or iPad, go to Settings > Accounts & Passwords and tap Add Account. (If you're using iOS 10.3.3 or earlier, go to Settings > Mail > Accounts and tap Add Account.) Tap Other, then tap Add Mail Account. Enter your name, email address, password, and a description for your account. Tap Next. Mail will try to find the email settings and finish your account setup. If Mail finds your email settings, tap Done to complete your account setup.  If Mail can't find your email settings, then you need to enter them manually. On the IMAP tab, enter the information for Incoming Mail Server and Outgoing Mail Server. Note that this is the information you'll need to retrieve from your email provider. If you're not sure who manages your SmarterMail account, contact the SmarterTools sales team for assistance. We may be able to determine who is hosting your SmarterMail account and point you in the right direction. You can also try the following setup:  The Hostname is the same for the incoming and outgoing mail server, and it usually takes the form of mail.yourdomainname.com. For the Username, be sure to enter your full SmarterMail address. The Password is the same password used to access webmail. Then tap Next.  If your email settings are correct, tap Save to finish. (If the email settings are incorrect, you'll be asked to edit them. To troubleshoot a failed connection, please contact us and we'll be happy to help you out.) -------------------------------------------- --------------------------------------------  Need help?  Get in touch! You can call us on 01752 373000, option 2 or, if you are on Number Club, just call extension 3001 You can email us at hub@safeharboursupport.com You can chat & Collaborate with us at https://kite.wildix.com/nc-a12/3001 You can Whatsapp us right here: https://wa.me/441752373000       65.047 How to configure SmarterMail on the Android Gmail app using IMAP Docs Document Control  Document Name  65.047 How to configure SmarterMail on the Android GMail using IMAP Version  v1.1 Current Author  Neil Tancock, IT Services (Safeharbour Support Ltd), neil@safeharboursupport.com  Approval  Safeharbour Support  Approval date  01-APR-2025  Review date  31-MAR-2027  Absract  SmarterMail users can sync their email to their Android  GMail app by configuring an IMAP account. With an IMAP account, you will create a two-way sync between SmarterMail and the device, where all emails folders are synced. This means that when you log into the SmarterMail Web interface, actions you performed within the Mail app on your iPhone or iPad will automatically appear in the Web interface, and vice versa. Scope  This document applies to all clients of Safeharbour Support Ltd Inputs  None  Outputs  None   Change Control  Date  Author  Version  Change  01-APR-2025  Neil Tancock  0.0  First version 01-APR-2025  Neil Tancock  1.0  Approved -------------------------------------------- --------------------------------------------  Follow these steps to configure a SmarterMail IMAP connection on an Andriod device Note:  We will have sent you your email hostname, username and password in a welcome email.  Please have that to hand before starting this procedure.  If you don't have it, please contact us and we will re-send it to you. 1. Open your Settings on your phone: 2. Scroll down and click Accounts & sync: 3. Click on Add account: 4. Click on Personal (IMAP) 5. Add your email address and click [Next]: 6. Enter your password and click [Next]: 7. On Incoming server settings, change the Server to mail.firstclass-support.co.uk and click [Next] 8. On Outgoing server settings, change the SMTP Server to mail.firstclass-support.co.uk and click [Next]: 9. On Account options, change nothing and click [Next]: 10.  That's it - your emails are now in your Gmail app: -------------------------------------------- --------------------------------------------  Need help?  Get in touch! You can call us on 01752 373000, option 2 or, if you are on Number Club, just call extension 3001 You can email us at hub@safeharboursupport.com You can chat & Collaborate with us at https://kite.wildix.com/nc-a12/3001 You can Whatsapp us right here: https://wa.me/441752373000