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Email

1. Setting Up Your Email

1.1. Common SPF Additions

Krack Media manages the DNS for most of our clients. The following are "includes" in the SPF record of the commonly used paid email systems as well as some other systems that will send email on the client's behalf.


Business Class by Krack Media

include:emailsrvr.com


SMTP.com

include:_spf.smtp.com


Forward Email

include:spf.forwardemail.net

   

Proofpoint Essentials

a:dispatch-us.ppe-hosted.com

 

Office 365 (Exchange Online)

include:spf.protection.outlook.com 

 

Gmail / GSuite

include:_spf.google.com

 

CampMinder

include:spf.campminder.com


Zix Mail

include:spf.zixport.com

 

Constant Contact

include:spf.constantcontact.com


Mailchimp

include:spf.mandrillapp.com


SendGrid

include:sendgrid.net


MX Guardian

include:spf.mxguardian.net

1.2. Business Class by Krack Media

Have you purchased business class email service with Krack Media? This section is for that paid email service only.

Help and Tutorials

To access the tutorials on how to set up your email on desktop clients such as Apple Mail or on most any phone, please visit, https://help.emailsrvr.com

Log in with your full email and password. Then click on the Configure tab to find the tutorial you need.  

 

Webmail

We recommend accessing your hosted email through the webmail client using this link, https://webmail.emailsrvr.com/

And if you want to use the webmail on your phone, https://webmail.emailsrvr.com/mobile/

 

Password Reset

Click this link Password Reset

 

Device Settings

To access your email from a desktop email client like Outlook or Apple Mail, or your phone's email client instead of using the webmail system, then the following settings are for you. For those of you that are power-users and just need the settings, here is what you will need.

Username: (your full email address)
Password: (provided during set up)

Use Secure SSL/TLS Settings
 
Incoming Server: secure.emailsrvr.com
IMAP Port: 993
Outgoing Server: secure.emailsrvr.com
SMTP Port: 465 or 587
 
IMPORTANT: Authentication is required for IMAP, POP3 and SMTP.

System Status

If you are having trouble accessing your email, please check the system status here, https://status.emailsrvr.com/ 

Look for the "Email Hosting" product in the list. 

 


The following are only used during the initial set up.


Domain Settings

Once your account has been set up, your domain's DNS settings need to be changed so your email will go your business class email. If your domain is managed by Krack Media, we will perform this for you.

2 MX Records 

Host = @
Value = mx1.emailsrvr.com
Priority = 10

Host = @
Value = mx2.emailsrvr.com
Priority = 20

 

SPF Addition

An SPF record added to your domain's DNS helps improve email delivery. The following edit should be done. If your domain is managed by Krack Media, we will perform this for you.

Add this to your SPF entry

include:emailsrvr.com


A typical SPF entry looks like this

v=spf1 mx a include:emailsrvr.com ~all


1.3. SPF Creation Wizard

The text record for SPF would be found withing your DNS records. There should be only one TXT record for the SPF entry per fully qualified domain. In other words, most websites and organizations should have just the one.

The wizard found below is very helpful. 

https://www.spfwizard.net/


2. Email Troubleshooting Tools

2.1. Mail isn't syncing properly on my iPhone or MacMail

Check Mail Fetch and Notification settings

By default, Fetch New Data settings are based on what's provided by your email service. If Push isn't available as a setting, your account will default to Fetch. These settings affect how your device receives email. To adjust these settings:

  1. Go to Settings > Mail, then tap Accounts.
  2. Tap Fetch New Data.
  3. Choose a setting — like Automatically or Manually — or choose a schedule for how often the Mail app fetches data.

With iOS 11 and later, and iPadOS, Automatically is set by default. Your device will fetch new data in the background only when your device is charging and connected to Wi-Fi.

Make sure that your Notification settings are correct for the Mail app:

  1. Go to Settings, then tap Notifications.
  2. Tap Mail, then tap an email account.
  3. Adjust your Alerts, Sounds, and Badges.


Remove your email account and set it up again

  1. On your computer, sign in to your email provider’s website. Make sure that all of your email is there or make sure that your email is saved somewhere other than your device.
  2. On your device, go to Settings > Mail, then tap Accounts.
  3. Tap the email account that you want to remove.
  4. Tap Delete Account.
  5. Add your account again.


2.2. My Mail is Being Returned Marked as Spam

Your domain could be listed in a spam database or what is called "blacklisted". There are over 100 major spam databases in use by most hosting companies. These companies usually use 1-5 of these spam databases to block or mark incoming email for their customers.

How can you check if your domain is on a spam database?

Enter your domain name (yourcompany.com) into this tool.

https://mxtoolbox.com/blacklists.aspx

You want to see a green checkmark with an "OK" next to each database listed. A few may time out which is ok.

However, if any comeback with you listed, they usually have a link to that spam database's website where you can learn more.

 

How did my website get listed on a spam database?

There are few ways this could have happened.

  1. An email account on your domain has been hacked and is sending thousands of spam emails.
     
  2. It may not even be an account on your domain. You are probably on a shared hosting plan which means you are using the same "sending" email server as thousands of other users. It only takes a few of them to send out spammy email to get that email server listed on a spam database. And now you are paying the price.
     
  3. Are you sending spam email? Keep in mind, you may not think it's spam, but if you are sending unsolicited email to prospects. They very well could be marking your email as spam. When they do this, your email account is submitted to some of the spam database systems. At a certain threshold, your domain will be listed on the database.

 

What can I do?

  1. Change your email password immediately.
     
  2. Use a secure password. If you want help, use a password generator tool like this one from LastPass, https://www.lastpass.com/features/password-generator-a

  3. If you found your domain listed in a blacklist on MX Toolbox, try to follow the link to that spam database to see what you can do to get yourself unlisted. Or contact your hosting provider for assistance.
     
  4. Think about where you have your site hosted and who you are using for your email service. Cheap hosting sites notoriously will have tens of thousands of email users on the same servers. Even when they suspend one spammer on their system, another one will already have registered an account and started sending the garbage spam email.
     
  5. Move your email to a paid email service. The paid systems have a vested interest in providing a reliable, secure system in order to keep you as a happy customer. These systems have tools to check for spam email going OUT of their system; therefore, stopping it before it ever makes it to the internet.