The Ultimate Mailbox Setup Guide: Everything You Need to Know

As a leading B2B email marketing agency, we recognise the critical role of a well-optimised mailbox in facilitating efficient communication and maximising email deliverability.​

In this comprehensive guide, we’ll take you through the essential steps of setting up your mailbox, covering crucial aspects such as domain selection, mailbox creation, and more.

By adhering to our expert recommendations, you’ll be able to establish a centralised and highly reliable email system that drives success for your campaign.

Domains & Mailbox

Simplified Domain Email Management

To streamline your email communication, it is recommended to send all outgoing emails through a single mailbox associated with the domain of your choice. This approach ensures better organisation and management of outgoing messages from a specific domain. Each email address consists of a local part (before the “@”) and a domain part (after the “@”). For example, john@example.com uses the domain example.com.

Exclusive Mailbox Access for Campaign

To maintain control and ensure smooth operations, it is best to grant the supplier (us!) exclusive access to the mailbox associated with the campaign. This means no external or third-party entities should use the mailbox for sending emails throughout the campaign. By restricting access to the designated mailbox, this ensures proper management and security.

Customer Domain & Mailbox Setup

It is your responsibility to handle the domain registration process and create the necessary mailbox for the campaign. This involves selecting a domain registrar and completing the domain registration process. The mailbox should be set up using the chosen domain and configured as a normal mailbox, rather than an alias mailbox (see a few sections below for more information about an alias vs normal mailbox).

Mailbox Configuration for Supplier Integration

To establish a connection between the mailbox and your sending system, you need to provide the supplier with the mailbox login password and the IMAP/SMTP details. The IMAP/SMTP configuration includes the server addresses, port numbers, and any required security settings. This connection allows our system to send emails on your behalf using your mailbox.

Setting Up CNAME Records for Integration

We will provide you with CNAME records that need to be arranged correctly on your domain’s DNS settings. This configuration links your domain with the supplier’s dedicated IP addresses, enabling their infrastructure to handle your email communications. It is your responsibility to arrange the provided CNAME records and keep them in place throughout the campaign.

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The Technical Definitions & FAQs

Email Protocols

SMTP (Simple Mail Transfer Protocol) is the primary protocol used for sending email messages. It transfers emails from the sender’s email client or server to the recipient’s email server.

IMAP (Internet Message Access Protocol) is an email retrieval protocol that allows users to access and manage their email messages stored on a remote server. It keeps messages synchronised across multiple devices and enables advanced functions such as folder management and searching.

POP (Post Office Protocol) is another email retrieval protocol, but it downloads emails to the local device and typically removes them from the server.

Alias vs Normal Mailbox

A normal mailbox represents an individual email address associated with a specific user. It has its own inbox, sent items folder, and other email management features. An alias, on the other hand, is an alternate email address that forwards incoming emails to another mailbox. It acts as a forwarding mechanism, allowing messages sent to the alias to be redirected to the designated mailbox.

DNS & DNS Host

DNS (Domain Name System) is an essential part of the internet that converts domain names into IP addresses and vice versa. It acts as a directory, keeping a database of IP addresses and their corresponding domain names. This conversion helps computers find and communicate with each other online.

To manage the DNS records for a domain, you need a DNS host. A DNS host is a service or provider that handles the DNS records for a specific domain. It allows users to customise and control their domain’s DNS settings. With a DNS host, users can make changes to their domain’s DNS records, like adding or modifying entries such as A records, CNAME records, MX records, and more. This control lets users determine how their domain is connected to specific IP addresses and other services.

Common Questions & Answers

Q: Can I use multiple mailboxes for my campaign instead of a single mailbox?
A: While it’s technically possible to use multiple mailboxes for your campaign, it is generally recommended to use a single mailbox for better organisation and management. Sending emails through a single mailbox ensures consistency and improves deliverability.

Q: What if I don’t have a domain yet?
A: If you don’t have a domain, you’ll need to register one through a domain registrar of your choice. A domain registrar is a company that allows you to reserve and manage domain names. Once you have a domain, you can proceed with setting up the mailbox.

Q: How do I create a mailbox?
A: The process of creating a mailbox varies depending on your email service provider or hosting platform. Typically, you’ll need to access the administrative panel of your domain or email hosting provider and look for options related to email accounts or mailboxes. From there, you can create a new mailbox by specifying the email address and setting a password.

Q: What should I consider when choosing a mailbox password?
A: It’s important to choose a strong password to protect your mailbox from unauthorised access. A strong password typically includes a combination of uppercase and lowercase letters, numbers, and special characters. Avoid using common words or easily guessable information, such as your name or birthdate. Additionally, consider enabling two-factor authentication for an extra layer of security.

Q: How do I configure IMAP/SMTP settings for my mailbox?
A: The IMAP/SMTP settings can usually be found in the email account settings or configuration section of your email client or hosting provider. You’ll need to enter the server addresses (e.g., imap.example.com, smtp.example.com), port numbers, and choose the appropriate security settings (e.g., SSL/TLS). The specific instructions may vary based on your email service provider, so it’s recommended to consult their documentation or support resources.

Q: What are CNAME records, and how do I set them up?
A: CNAME (Canonical Name) records are DNS records that map a domain or subdomain to another domain’s canonical name. In the context of mailbox setup, CNAME records are used to associate your domain with the supplier’s dedicated IP addresses. To set up CNAME records, you’ll need to access your domain’s DNS management interface provided by your domain registrar or DNS host. Look for the option to add DNS records and enter the provided CNAME records accurately. Save the changes, and the DNS propagation process may take some time before the records become active.

To find out more common questions and answers about mailbox setup and email lead generation in general, check out our FAQ page.

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Conclusion

We hope that our guide has provided a comprehensive understanding of the crucial steps involved in establishing a well-optimised mailbox. By following our recommendations, you can create a centralised and reliable email system that drives success for your campaigns.

Should you have any further questions or require our services, please don’t hesitate to get in touch. Visit our FAQ page for additional information and guidance on mailbox setup and email lead generation.

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