UnionActive Support
Email Setup

For help in setting up Email, go to the "Admin Area" then the "Support" tab then click "Email Setup Information" as shown below:

The email service includes

Webmail access
List server options
Shared contacts for the domain
Shared calendars
Shared folders (the shared items must be accessed through the webmail area)

Any email program can be used with the email service including Outlook, Thunderbird, Entourage, and all smart phone email programs. The email setup information link in the support tab of the admin area includes setup instructions for the most common types of email programs.

Spam filtering

There are 2 main ways to reduce spam. The first is to block or filter spam messages as they are sent to your address, the second is to keep your address from having spam messages sent to it. The first way is a reactive method to try and separate legitimate email from spam. The second is a proactive method to keep spam databases from obtaining your address and is much more effective.

When it comes to blocking or filtering messages we rely on real time IP reputation services that are very expensive but can block the bulk of spam from even saying hi to our mail servers. Roughly 90% of all spam messages sent to addresses in our system are never seen because its blocked before it reaches the accounts. But some spam can be sent from legitimate sources that can’t be blocked by IP reputation. The worst offenders are free email services like Hotmail and yahoo. It’s very easy for spammers or phishing campaigns to create as many free accounts as they need to send their messages from legitimate yahoo and Hotmail servers. Other sources of spam that can’t be blocked by IP reputation are hacked email accounts of legitimate users or messages sent by viruses that get installed on a user’s computer. Those are the most desirable for a spammer because they appear to come from someone you know.

Spam that does make it past the reputation filters must then be filtered based on its content. This is the hardest part of spam filtering because we do not want to filter any legitimate or important messages by mistake. The feedback we get from users is that missing an important message because of a false positive from the filters is a more difficult situation and can be much costlier than manually deleting spam messages. Spam and phishing messages are purposely randomized from one message to the next including the spelling, phrasing, and content of messages plus what address or location the messages are sent from. This helps them bypass content filters that must rely on statistical patterns or consistent content to work.

The second method to keep spam databases from obtaining your address mostly involves not exposing your email address to Google. Other things help, but keeping Google from getting your email address is most important. If someone can find your email addresses in Google, then so can every spam database and over time it will get worse as your address is listed in more and more spam databases. Its best to remove those addresses as soon as possible and use contact forms instead or at least list the addresses using scripting methods rather than plain text. In our UnionActive system we automatically list email addresses in a scripted format for this reason.

We have tailored our system to block, filter, or tag as much spam as possible while trying to achieve a zero-false positive rate. As an individual user, you also have options available to further refine your own account filtering both at the webmail level and at your computer/software level. For example, if you notice that you get a lot of spam that contains the phrase “Miss. Charity Akika” you can create a mail filter rule in the webmail area that will delete any messages with that phrase or send them to the junk folder for further review. Or if you get repeated spam from the email address "somespammer@hotmail.com" you can create a quick mail filter rule in the webmail area that will delete any email from this exact address. If you are using a mail program like outlook you can also setup filtering rules there. 

We take spam reduction very seriously and are constantly working to improve our efforts.

Alternate email server

You can also use your own in-house  or alternate email server outside of out system if you have one. You will need to provide us with the MX and DNS records that need to be setup to use the in-house mail server. The in-house mail server also needs to be setup to accept email from the info email address that is used by the email broadcast system of the websites. Also emails that are generated from the website like through the contact us form are sent from the info email address. You may need to have the IT person for the in-house mail server make adjustments to allow the messages to be delivered from our system. Contact us for details.

Email accounts can become compromised in many ways unless the proper security precautions are followed. When an email account is compromised its usually used by bot nets or hackers to send spam or virus emails to other email accounts. There are many ways an email account can become compromised.
To send encrypted email through Outlook first required obtaining your own digital ID certificate from a valid provider. Review the link below from Microsoft about getting your own digital ID certificate. The section at the top about getting a digital ID has links to providers where you can purchase an ID: https://support.microsoft.
The most common way for emails you send to wind up in junk mail folders is from users reporting the message as spam in free email providers like AOL, Yahoo, or Gmail. When an message is reported as spam it causes other messages you send to potentially get directed to junk mail folders as well.
All POP3/IMAP/Webmail accounts are allowed up to 1GB of server storage space by default (with 30 accounts total). Additional email server storage space can be purchased in the following blocks for indivudual accounts that require higher storage limits: 5 GB max - $2.00/month per account 10 GB max - $4.00/month per account 25 GB max - $10.

Page Last Updated: Feb 17, 2021 (14:34:24)
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