Incoming Mail

Receiving Mail

The program works with any POP3 account and with Gmail accounts.

Here is a list of things you need to know to connect to a POP3 account:

Note: User name may also be called login or account name by your ISP or hosting company.

For more information contact your ISP, your IT personnel, or your network administrator.

Note: If you are using web-based email, it needs to have POP3 access. Contact your email host, and ask for the above information.

To set up the program to download mail from a Gmail account, all you need to know is the user name and password.

Adding a New Account

After you switch to the "Mail Settings" tab, click "Incoming Mail Accounts", and click "Add". Read below to learn how to set things up depending on what kind of account you want to use.

POP3 Account

Choose "POP3" using the "Account type" drop-down list, and enter the name of the POP3 server (e.g. mail.yourdomain.com) in the text box labeled "Server name”. Then type your user name and password in the “User name” and “Password” boxes.

Click “Test Account Settings” to check if the POP3 account settings are correct. Note: you need to be connected to the Internet to test your settings.

Gmail Account

Choose "Gmail" using the "Account type" drop-down list, and enter your Gmail account user name & password.

Click “Test Account Settings” to check if the account settings are correct. Note: you need to be connected to the Internet to test your settings.

Leaving Mail on the Server

What happens to messages FollowUpExpert downloads from the POP3 server? Do they get removed? Will you be able to download them using your email program? There are two check boxes on the “Mail Servers” tab that tell the program what to do about messages it downloads: “Leave copies of messages on the server” and “Do not leave a copy of a message that triggered an action”. What does it mean? Here is a list of possible choices:

1. If you want to remove all messages after downloading them, clear the “Leave copies...” check box.

2. If you want all messages to be left on the server because you want to download them using Outlook or whatever is your favorite email program, mark the “Leave copies...” check box, and clear the check box labeled “Do not leave a copy of...”

3. In some cases, you may want to leave messages on the server except for ones that FollowUpExpert reacts to in some way. It means any message that matches user-defined conditions for incoming mail (read Messages Matching User-Defined Conditions to find out more). For example, you may want to remove all opt-in requests (see Handling Opt-In Requests) but leave other unidentified messages so that you can look at them later. If this is what you want, mark both the “Leave copies...” and the “Do not leave a copy of...” check box.

Forwarding

You may want to set up the program to forward messages it downloads; you can enter a list of email address you want them forwarded to. Click "More Settings" and turn on the option labeled "Forward messages that triggered no actions to one or more email addresses":

As long as this option is on, FollowUpExpert forwards messages that do not match any conditions on any tabs and triggered no actions (such as opt-in, opt-out etc.) To forward just messages that trigger an action, use the option labeled “Forward the message to one or more email addresses” on the respective tabs (“Reply” tab of an autoresponder, the “Opt-In” and the “Opt-Out” tabs of a mailing list). This is useful if you want to be notified whenever someone opts in etc.

You can forward the original message to any number of email addresses. To edit the list of recipients, click the “addresses” link, and use the “Add” button to insert a new email addresses into the list.

Click “OK” to close the “Addresses” window and to confirm your modifications.

Changing Port Number and Timeout

Some email accounts are accessible through a port number other than the default one (110). To change the port number, click "More Settings", and type it in the text box labeled "Port number".

Remember to test your settings after the change!

If you have a slow Internet connection, you can use the "Timeout" slider to increase the maximum time the program waits for a connection.

Account Display Name

If you do not like the default name the program picks for your account, you can change it by clicking "More Settings" and entering the name in the "Display name" text box:

Select a name you are most likely to remember if you have many accounts (e.g. "My Account @ Work" etc.).

Preventing Autoresponder Loops

An example of a situation where a loop may occur is when you set up your autoresponder to reply to all incoming message. The following may happen:

And so on...

To make sure situations such as the one described above do not happen, turn on the option “Detect and prevent autoresponder loops” located on the "Mail Settings" tab.

Additionally, you can mark the “Redirect messages causing loop to a separate email address” check box if you want FollowUpExpert to forward messages it suspects are causing a loop to a special email address so you can view them.