How to set up receiving external emails?

When using external email, please first set up the server settings for external email, as well as your account name and password on the server.

• How to add an external email mailbox?

1. In the "Mailbox Service" section on the left-hand side menu, click on "External Mail" to access the page for external emails.
   
2. On the external mail page, click the "New" button at the top left corner.
   
3. On the page for adding a mail server, enter the information of the mail server you wish to add. After entering the information, click "OK" to complete the addition process.
   
   • Account: Login account for external mail server
   • Password: Login password for external mail server.
   • Mail Server: The server name or IP address of the external mailbox.
   • Waiting time (seconds): The default value is 60. If the external mail server does not respond within the set time, the connection will be terminated, and mail retrieval will be aborted.
   • Server PORT: The default value is 110, the port number for connecting to an external mail server.
   • SSL Encryption Connection: Disabled by default. If SSL Encryption Connection is enabled, when sending or receiving emails, your email content or account password will be encrypted.
   • Deleted after retrieval: Disabled by default. If enabled, the system will remove the retrieved emails from the external mail server after retrieval.
   • Enable Email Filtering: By default, it is disabled. If email filtering is enabled, the system will filter emails according to the filtering conditions you have set when receiving emails.
   • Mailbox Storage: By default, it is set to the Inbox for receiving emails. You can choose the mailbox where received emails are stored. If you have enabled email filtering, the priority of the filter criteria is higher than the mailbox you selected for storing emails.
   • Rejection limit: The default value is 0 KB, which means that regardless of the size of the email you want to receive, as long as your space is sufficient, the system will collect this email for you. The rejection criteria are based on the size of each email.
   • Icon: New email icon after setting up this external mailbox for receiving emails
   • Setting up Email Functionality
   • Authorization to Send Emails: Are you authorizing the use of this external account to send emails?
   • Sender's Name: Set the sender's name you want to display for this external mailbox account.
   • Email Address: Enter the full email address for setting up this external mailbox account.
   • Reply Address: The full reply address for this external mailbox account

4. After the settings are completed, the system will automatically return to the page for external emails, where you can set up to 10 external email mailboxes.

• How to retrieve external emails?

1. If you want to directly receive emails: you can simply click on the "Receive" button of the desired mailbox; if you wish to receive all emails, you can check the "Select all mailboxes" field, then click on the "Receive selected accounts" button, and the system will perform the email retrieval based on your selected mailboxes. After the emails are received, the system will display three options for you to return to: go back to the received email list, return to the email list, or go back to external email settings, making it convenient for you to read new emails directly or continue to retrieve emails from other mailboxes. If you have set up email filtering to put emails from a specific external address into a particular mailbox, choosing to return to the received email list will take you to that mailbox; otherwise, the system will navigate to the default mailbox for received emails.
2. If you wish to automatically receive emails, you can go to the left-side menu, select "Personal Settings," choose "Personalized Settings" > "Environment" > "Mail." Once you enter the setting page, in the Mail2000 advanced settings, choose either "Receive and notify" or "Receive but do not notify" from the dropdown menu under "Automatic Reception of External Emails" to have the system automatically retrieve external emails for you upon login.
   
3. If you want to preview the email title or sender first, please select the "Preview" button. After entering the email preview page, you can then check the emails you wish to receive under "Receive," and finally choose "Confirm" to complete the receiving action. Once the emails are received, the system will display four return options, including returning to the received email list, returning to the email list, returning to external email settings, and returning to the original email preview, making it convenient for you to read new emails or continue browsing and receiving emails from other mailboxes.

• How to delete an external email inbox?
  • You only need to directly select the "Delete" button for the external mailbox you wish to remove. A confirmation dialog box will appear, prompting you to confirm the deletion. If you choose "OK," the selected external mailbox will be deleted. Once the deletion is complete, the system will return to the external mailbox settings screen.
    
• How to modify an external email mailbox?
  • If there are changes or errors in the settings of your external email mailbox, you can directly select the "Edit" button for the external email mailbox you wish to modify. The system will then enter the page for modifying the email server, where you can directly update the information. After making the changes, please select "Confirm" to return to the external email settings screen.
    

Frequently Asked Questions

Q: Why do I encounter account password errors when setting up an external mailbox to receive Google and Microsoft emails? A: It may represent yours.Google、Microsoft Accounts only support logging in with two-factor authentication. You must switch to using an app password. Please refer to the details: How to use external mailbox feature to receive Gmail emails How to use the external mailbox feature to receive Microsoft emails.