Guide to Email SMTP

Use email SMTP accounts to enhance work from the road
By Christine Pollock

An email server exchanges emails with other servers using Simple Mail Transfer Protocol (SMTP). Each server has its own domain which decides whether or not to let email through based on the user name attached to the email. SMTP lets it through if the email adheres to specific rules, including whether or not the emails come from a valid IP address (a series of numbers that serve as an identifier for each personal computer).

With SMTP, business owners ensure their emails go through, even when a worker is on the road using a host of random servers. To ensure uninterrupted communication:

1. Work with a reliable SMTP email service to configure an account that meets your business needs.

2. Set up an email account already configured to provide SMTP email solutions for transfer problems.

3. Back up emails with other SMTP email service accounts.

Action Steps

The best contacts and resources to help you get it done

Set up an account with one or two email SMTP providers Setting up simple mail transfer protocol accounts is a critical first step for using SMTP in any other application such as Mozilla Firefox or Microsoft Outlook. It is wise to set up more than one account for important business emails so if one site goes down, you have a backup.

I recommend: Google's Gmail is an excellent service in terms of ease-of-use and the ability to use your Gmail account for many purposes, such as online collaborations for calendars and documents. Yahoo! Mail Plus, which processes email on a more frequent basis than Gmail, also offers SMTP services for a small annual fee.

Configure your SMTP email hosting mailbox preferences and troubleshoot problems Once you have signed up for your business SMTP account, configure it so it uses both post office protocol (POP) and SMTP emails. POP accounts allow you to download your emails into another program, while SMTP settings allow you to send and receive emails while on the road, regardless of different Internet Protocol settings. If you run into trouble, check your ports.

I recommend: The Princeton tutorial offers general information on the SMTP setup, and also offers tips using telnet to change settings if your port is blocked. Code-Crafters Software Ltd. shows ports settings for SMTP.

Back up your SMTP email services with companies who provide alternate Port SMTP Getting around ISP limitations and giving yourself a backup for emails is as simple as running your own SMTP server.

I recommend: ChangeIP.com provides businesses with unique IP addresses and SMTP servers. With this service you can run your own SMTP server even if your Port 25 is blocked. You could also consider ManagedMail: Alternate-Port SMTP provided by No-IP.com. With this program you won't have to change SMTP settings when you are traveling and it also enables your emails to go through other servers without a spam block.

Tips & Tactics

Helpful advice for making the most of this Guide

Many programs offer you a choice to keep copies of your messages on the server when you set up SMTP protocol. This is a very good idea since it backs up important emails in a secure place online. If your computer crashes or you leave it somewhere, you can still access your information.