Apple Mail setup

Email Setup Instructions for Apple Mail

Your Settings

If you are hosting your email with our preferred hosting company, Rackspace Cloud, the settings for your email server are as follows.
Incoming server: secure.emailsrvr.com
Outgoing server: secure.emailsrvr.com
Username: Your full email address
Password: This will be sent to you separately

Setting up a new account in Apple Mail

  1. Open Apple Mail and in the menu, click Mail > Preferences
  2. Click the Accounts setting
  3. Click the + (Create an account) button
  4. Mac Mail Accounts pane

  5. The Add Account settings will appear
  6. Mac Mail Add Accounts

  7. Enter your Full Name, Email Address and Password, then select Continue
  8. Set the Incoming Mail Server settings
  9. Account type: select IMAP
    Description: this is up to you but I suggest you enter your company name
    Incoming Mail Server: type secure.emailsrvr.com
    User Name: type your user name
    Passwrord: type your password

  10. Select Continue and if the details you entered were correct, it will take you to the Outgoing Mail Server screen
  11. Set the Outgoing Mail Server settings
  12. Description: this is up to you but I suggest you enter your company name
    Outgoing Mail Server: secure.emailsrvr.com
    Check Use only this server
    Check Use Authentication
    User Name: type your user name
    Password: type your password

  13. Select Continue and if the details you entered were correct, it will take you to the Account Summary screen
  14. Select Take account online and click Create
  15. Close the Account Settings by clicking the red close button on the top-left of the screen.

If the tests at step 7 or 9 failed, the most likely reasons are:
The user name was entered incorrectly. For example, you may have only entered the part before the @ sign. On our system, the user name is made up of the while email address. e.g. [email protected]
The password was entered incorrectly. If you copied and pasted from an email, you may have inadvertently included a space character.

Editing an existing account in Apple Mail

  1. Open Apple Mail and in the menu, click Mail > Preferences
  2. Click the Accounts setting
  3. Select the Account Information tab
  4. Mac Mail Account Information pane

  5. Set Incoming Mail Server to: secure.emailsrvr.com
  6. Under Outgoing Mail Server, click the drop-down and select Edit server list
  7. Click the + button and a new server should appear (a grey note to ‘Double-click to enter’ should appear in the Server Name column.
  8. Mac Mail Server pane

  9. Double-click it and enter: secure.emailsrvr.com
  10. Select Advanced
  11. Use these settings
  12. Set the Use default ports option
    Check Use Secure Sockets Layer
    Authentication: Password
    Enter your usual username and password

  13. Click OK
  14. Make sure secure.emailsrvr.com is set under Outgoing Mail Server
  15. Close the Mail preferences window

Linking to a file in Drupal

  1. Login to your CMS at http://YOURSITE/user (replace YOURSITE with your own domain name).
  2. Create a new page or edit an existing page where you’d like to add the link.
  3. In the ‘Body’ editor box, type some text and highlight the words that you’d like to convert into a link. You may also highlight existing text.
    Linking text in Drupal
  4. With the link text highlighted, click in the ‘Insert/edit link’ icon in the editor tool bar.
    Image of Drupal's link text icon
  5. The ‘Insert/edit link’ window should now appear. If it does not, please temporarily disable your browser’s pop-up blocker.
    Image of Drupal's insert/edit link window

    • Link URL: Enter the filename prefixed by /files/
      Example: if your file is my_document.doc, you must enter /files/my_document.doc
    • Target: You may leave the setting at ‘Open link in the same window’
    • Title: Enter a descriptive title. This sets the text that appears when a visitor hovers the mouse over the link.
  6. Click ‘Insert’ on the ‘Insert/edit link’ window, then scroll down to the bottom of the page editor window and click ‘Submit’. The page will now be saved with your new link. View the page and click the link to make sure your file downloads as expected.

Updating or removing the link

You can also edit or remove the link text.

  • To update the link, follow the instructions above to bring up the ‘Insert/edit link’ window. It should appear with your pre-filled information.
  • To remove the link, highlight the link text and click the ‘Unlink’ icon. (This appears as a broken chain graphic and can be found next to the ‘Insert/edit link’ icon.

How to upload a file to your server

Introduction

These instructions relate to your public website. It will show you how to upload a file to your server. Your site is controlled by a content management system (CMS) and there are several ways to achieve the same result. Here I will show you one method, but if you find it to be unwieldy, please let us know as we can suggest alternatives.

Prerequisites

You will need the following in order to upload your file:

  1. File transfer software, also known as an ‘FTP client’.
  2. Your username and passwords to login to the server. For security, I’ve sent your username and password separately. (These credentials are not the same as those used to login to the CMS and edit your site pages.)
  3. The file you’d like to upload (of course!). You can upload any file type but to make things easier for yourself, I suggest you follow the guidelines below.

Uploading a file

  1. Open your FTP client and in the connection screen, use the following settings.
    • Host or Server
    • Username
    • Password
    • Path: you may leave this blank
    • Protocol: Use FTP or SFTP
    • Port: Most clients will fill this in for you. If it doesn’t, enter port 21 if connecting through FTP, or enter port 22 if connecting through SFTP.
  2. Click the ‘Connect’ button. Once the software has connected, it should display the files currently on the server.
  3. The files on the server are organised in a hierarchy similar to your own computer. If you did not enter a path in step one, you will be placed on the uppermost level so you’ll need to navigate to your ‘files’ directory. If you don’t know where this is, please contact the project manager or developer who worked on your site.
  4. Drag your file into the window showing the server files. (Some programs also have a section displaying your local computer files so make sure you drag it into the server window.)
  5. Wait for the file to finish uploading, then click ‘Disconnect’.

Please take care when manipulating files on the server. Deleting files here will cause content to permanently disappear from your website.

Notes

About the Protocol

The protocol is the method used by the software and server to communicate.

FTP is widely supported by file transfer programs but it’s not secure. Malicious people on your network can easily intercept your password and files when connecting through FTP.

SFTP is the secure version of FTP because it encrypts the password and files. Use SFTP if your software supports it.

File Guidelines

Following these guidelines will help reduce problems when creating your link.

  1. Try to keep the file size small. Anything up to a few megabytes (MB) is acceptable on modern internet connection speeds. If you’re pushing 25 MB or more, your visitors might not like the wait.
  2. Place the file in an easy-to-find location, such as your desktop.
  3. Use only alphanumeric characters in the filename and make sure there are no spaces. If you like, you can also use dashes ( – ) or underscores ( _ ). Unless you’re quite proficient with creating web pages, using any other characters may give you problems when creating a link to the file.

    The following examples are OK:

    • my-file-1.doc
    • MyFile.doc
    • myfile1.pdf
    • document_2.txt

    These may give you trouble when creating the link:

    • Jane’s document.pdf
    • John’s file 1.doc
    • mydocument (with hidden file extension)
    • SoldFor$10.doc

File transfer software

There are many FTP client vendors and some can be downloaded from the internet at no cost. Below are a few suggestions but an internet search for ‘FTP client’ will show more.

For Microsoft Windows

  • http://filezilla-project.org
  • http://www.smartftp.com
  • http://winscp.net

For Mac OS X

  • http://filezilla-project.org
  • http://www.panic.com/transmit/
  • http://cyberduck.ch