Please also refer to our policies page and our main lessons page.

What we do (and don’t do)

Greengraphics is a web and graphics studio, who provide high-level website hosting. We use absolutely top-quality web servers, but we don’t specialise in email systems, and we are not general IT specialists. Hence we don’t tend to help (much!) with your local computer issues. That said, we’ll always try to help you configure things or troubleshoot basic issues with your email system, particularly if you’re just down the road from us.

Cloud vs basic email delivery

These days, there are some fantastic cloud email systems out there. The two big guns are Microsoft’s Office365 (yes, despite what you’re thinking, it’s Microsoft and it’s great!) and Google’s Workspace (formerly G-Suite, and yes this uses a gmail-interface). We recommend both of these, and we can recommend IT people to help you get these setup.

Greengraphics is not a massive cloud-based email provider. We don’t have unlimited storage. We deliver email to you and then we don’t keep a copy. A little bit like Australia Post, although more reliably and not via a motorbike.

Our limits

We have some limits on your mailbox. Normally this is 250Mb per user, with a maximum of 500Mb. If you reach this limit and fill up your mailbox, mail will simply be rejected and the sender will receive a message that their email was not delivered since your mailbox is full.

You can’t keep building up your mail on our servers. We are not an endless archive. We are also not a backup for your email. You’ll need to handle this yourself. There are lots of different ways to do this including:

• a good backup system for your computer (don’t you do this anyway?)
• forwarding a copy of every received message to a dedicated gmail account or the like;
• getting an IT person to help you in a thorough backup system. It’s worth investing in backups before you need them rather than after.

Forwarding emails

Please note we can happily forward mail from your custom email to another email account. So you can make hello@yourbeautifuldomain.com.au send through to beautifulme@gmail.com or any external address.

POP vs IMAP

You can choose between POP or IMAP setups, but in both cases you will need to ensure your mail program is set to clear properly as you go (for POP) or you will need to manage your folders to ensure your server doesn’t fill (for IMAP).

You can run as many instances as you like – on various devices. If you’re using POP for one, then we recommend you use IMAP for the other ones, but anything is possible if you’re a technical wizard.

Keep your server tidy

To ensure your email server box doesn’t fill up, don’t worry about clearing messages from your computer. That doesn’t do anything to the server. For POP accounts, you just need to make sure that your email account is set to ‘clear’ messages from the server after they are checked on your email program. Otherwise your server mailbox will slowly but surely fill up, and eventually fail.

To make sure they are, please follow the steps for your particular mail program to clear them from the server after x number of days (usually 7 or 14, but if you get a lot of email data you may need to make this 2 or 3 days). Otherwise your mailbox may fill completely.

Onward to our lessons page or find out more about keeping or clearing your emails from our servers.