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What are Email Forwarding & Mail Group and how do I create them?
Email forwarding is a feature, which forwards an
email that originated from your domain, to another email address. The forwarding
address can be another email address within 'your domain', or to an 'external
email' address, (for example to your home ISP email account). You can forward or redirect email from one mailbox to another email address. By creating an email redirect or alias, messages are sent to a different email box without the sender needing to know the new address. Email can be redirected to an address outside the domain. Use this feature to:
* Temporarily forward mail when someone is unavailable to receive it
* Send mail to a new mail box if a mail box user is leaving the organization
* Forward mail to a new account which will eventually replace an old mail box (e.g. someone is changing their mailbox name but hasn't had time to inform all correspondents of the change yet)
How to setup a mail forward:
In order to create enable a mail redirect for a given mail name, from the Mail Name Properties page, follow these steps:
1. Click in the check box provided next to Redirects.
2. In the text field to the right, enter the appropriate address to which to forward mail sent to this mail name.
3. To change the redirect address for a given mail name, click on the existing entry in the Redirects box and change it to the new address.
4. Click the UPDATE button to enter these changes.
Testing your forward.
If you want to test your new mail forward, it's recommended that the email
account you're testing from "is not" one of the accounts you're using
in conjunction with the forwarder you've just setup. For example, if you've
configured harry@yourdomain.com to
forward copies to bob@doodles.com and mary@yourdomain.com,
then send a test message from an email address, other than one of the addresses
you've just setup, otherwise it can somewhat confusing in figuring out which
message was coming from the actual forward, and which was the original sent from
you.
What are Mail Groups and how do I manage them?
A mail group is a list of several email accounts that are grouped together under one email address for convenient multi-copy messaging. For example, if you want to send the same message to 5 people in the programming department, you can create a "Programming" email group that includes the individual email addresses for all 5 staff members. So, when someone sends a message to the Programming email group, he/she only types and sends one message. Copies of the message are emailed to all 5 individuals. By using mail groups, the sender does not need to know each individual's email address, just the group name. In this way, mail groups save time.
How to create a mail group:
To create a mail group for a given mail name, from the Mail Name Properties page, follow these steps:
1. Click in the checkbox provided next to Mail Groups.
2. To create a new mail group, ensure the box is checked, then click the ADD button.
3. The Add Mail Groups box appears.
NOTE: Group members can consist of either external mail addresses (those not belonging to this domain) or accounts existing within the domain.
4. To add an external mail address to a Mail Group, fill in the correct address in the enter external recipient mail text box, and click ADD.
5. To add an existing account from the same domain, click on the desired address in the Select registered users list, and click ADD.
6. The selected addresses will appear in the box to the right of the mail groups checkbox on the Mail Name Properties page.
7. To delete one or more group members, highlight the selected group member in the box to the left of the mail group check box. Click the REMOVE button.
8. A warning will appear. Click OK to confirm that you want to delete the address from the mail group.
9. After completing your changes, click UPDATE to submit all changes. NOTE: Once enabled, the mail groups icon on the Mail Names page appears in color.
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