Archive | May, 2014

Send email using PHP

May 17th, 2014Comments Off on Send email using PHP

To connect to an outgoing SMTP server from a PHP script using SMTP authentication and send an email:

  • Make sure the PEAR Mail package is installed.
    • Typically, in particular with PHP 4 or later, this will have already been done for you. Just give it a try.
  • Adapt the example below for your needs. Make sure you change the following variables at least:
    • from: the email address from which you want the message to be sent.
    • to: the recipient’s email address and name.
    • host: your outgoing SMTP server name.
    • username: the SMTP user name (typically the same as the user name used to retrieve mail).
    • password: the password for SMTP authentication.

Sending Mail from PHP Using SMTP Authentication – Example

<?php
 require_once "Mail.php";
 
 $from = "Sandra Sender <sender@example.com>";
 $to = "Ramona Recipient <recipient@example.com>";
 $subject = "Hi!";
 $body = "Hi,\n\nHow are you?";
 
 $host = "mail.example.com";
 $username = "smtp_username";
 $password = "smtp_password";
 
 $headers = array ('From' => $from,
   'To' => $to,
   'Subject' => $subject);
 $smtp = Mail::factory('smtp',
   array ('host' => $host,
     'auth' => true,
     'username' => $username,
     'password' => $password));
 
 $mail = $smtp->send($to, $headers, $body);
 
 if (PEAR::isError($mail)) {
   echo("<p>" . $mail->getMessage() . "</p>");
  } else {
   echo("<p>Message successfully sent!</p>");
  }
 ?>

Sending Mail from PHP Using SMTP Authentication and SSL Encryption – Example

<?php
 require_once "Mail.php";
 
 $from = "Sandra Sender <sender@example.com>";
 $to = "Ramona Recipient <recipient@example.com>";
 $subject = "Hi!";
 $body = "Hi,\n\nHow are you?";
 
 $host = "ssl://mail.example.com";
 $port = "465";
 $username = "smtp_username";
 $password = "smtp_password";
 
 $headers = array ('From' => $from,
   'To' => $to,
   'Subject' => $subject);
 $smtp = Mail::factory('smtp',
   array ('host' => $host,
     'port' => $port,
     'auth' => true,
     'username' => $username,
     'password' => $password));
 
 $mail = $smtp->send($to, $headers, $body);
 
 if (PEAR::isError($mail)) {
   echo("<p>" . $mail->getMessage() . "</p>");
  } else {
   echo("<p>Message successfully sent!</p>");
  }
 ?>

How to access webmail

May 17th, 2014Comments Off on How to access webmail

Webmail can be used to access your email account from any computer connected to the internet.

Cpanel

To access webmail, go to http://yourdomainname.com/webmail

* Replace yourdomainname.com with your own domain.

Plesk

To access webmail, go to http://webmail.yourdomainname.com

* Replace yourdomainname.com with your own domain.

Creating an auto responder in cPanel

May 17th, 2014Comments Off on Creating an auto responder in cPanel
  1. Login to cPanel.
  2. Click ‘Autoresponder’ under ‘Mail’ section.
  3. Click Add Autoresponder to create a new auto responder.
  4. Choose a character set. UTF-8 is the most common character.
  5. Set the interval, in hours, you wish for the autoresponder to wait between responses to the same email address.
  6. Set the email address where the response will come from.
  7. Type the name and the subject you want to appear in the response, in the From and Subject text fields respectively.
  8. If the response going to include HTML tags, then click to check the HTML checkbox.
  9. In the Body text field, type the message of the response.
  10. Select a start time. You can choose to either start responding Immediately or set a specific date and time to start from.
  11. Select a stop time. You can choose to ‘Never’ stop or stop at a specific date and time.
  12. Click Create to save the new auto responder.

Adding an SPF record to your DNS

May 17th, 2014Comments Off on Adding an SPF record to your DNS

To add an SPF record to your DNS, follow these instructions –

1. Login to cPanel Account

2. Click the “Email Authentication” button

3. Click the “Enable” button found under the SPF heading

You now have a basic SPF record setup for the domain name. Advanced users may wish to tweak it by modifying the settings below the “Enable” button.

Sending out bulk email

May 17th, 2014Comments Off on Sending out bulk email
Below are a few suggestions on how to best ensure your messages are delivered and your IP does not get blacklisted.
Send email only to those that want it. Spammers write to many people who don’t want their mail and anti-spam filters are designed to identify that behavior. To avoid being perceived as a spammer, use an opt-in method of subscription for your mailing list. Better yet, utilize a confirmed opt-in process where subscribers actively verify their intent to receive your mailings by clicking on a confirmation email before being added to your list.

Use email authentication such as DKIM. This will help identify that the email is legitimately from you and, if you sign all your email, it will help identify forgeries, too. In addition, using dedicated domains for different mail streams (e.g., transactional messages vs. marketing emails) is also a recommended practice. DKIM.org is a good resource for information about DKIM.

Consistently manage your lists by paying attention to hard and soft bounces as well as inactive recipients. Persistent emails to these addresses are a surefire way to get your connections deferred. If your messages are being blocked, look closely at any SMTP Reply Codes the mail servers are returning to you and be sure you’re addressing the problem.

  • Don’t retry 5xx messages. If a mailserver rejects a message with a 5xx error, they will not accept it anytime soon. Retrying the message wastes both resources and makes you appear to have a dirty list.
  • Do retry 4xx messages. If a mailserver sends a 4xx error, this is a temporary error and you shuold try sending the message at a later time.
  • Do refresh your list periodically. Consider removing or sending a reconfirmation email to inactive subscribers, i.e., users who have not opened or clicked on your emails for a period of time. Sending your mail to users who are not reading them, or who may even mark them as “spam,” will almost certainly hurt your delivery metrics and reputation.
Respect the user’s mailbox
  • If a customer entrusts an email address to you during a transaction or for a particular newsletter, they do not expect to receive unrelated messages, such as extraneous marketing emails, in the process. Adding email addresses to other lists without their explicit opt-in is a guaranteed way to lose a customer’s trust.
  • Honor the frequency of the list’s intent. If customers believe they are signing up for a monthly newsletter but they start receiving messages on a weekly basis, such a practice will likely prompt users to label your messages as spam.
Use a consistent “From:” header address. Your domain name is an important element of your brand. Using it consistently helps your recipients to distinguish your email from spam. Additionally, using a static From: address helps users who have set up filters to route messages to a specific folder.

Pay attention to your email’s content

  • Test your email’s look and feel with image placeholders. Many users won’t see images in your email by default.
  • Link to domains, not IP addresses. Many mail clients warn users that IP address links are dangerous.
  • Use standard ports. Many main clients  warn users that links containing ports are dangerous.
  • Don’t include HTML forms in emails. Many main clients warn users that submitting forms in email can be dangerous.
  • Don’t include Javascript in emails. Usually javascript is stripped out and will not run.
  • Don’t include embedded objects in emails (like flash or ActiveX). The objects usually are stripped and will not run.
Honor unsubscribe requests as fast as you honor subscribe requests. When a user unsubscribes, they don’t want to receive that mail anymore. Promptly removing them from the list should help prevent users from marking your messages as spam in the future.

Be CAN-SPAM compliant. Regardless of where in the world you’re sending your mail, make sure that you adhere to the requirements stipulated by the CAN-SPAM Act.

Publish reverse DNS (PTR) records for your sending IPs. If there is no reverse DNS entry for your IP address, or if it looks like a dynamically-assigned IP instead of a static mail server, spam filters are more likely to downgrade its sending reputation. you can setup a reverse DNS in the control panel. This is automatically done for shared hosting clients.

Secure your mail servers. If you are running your own mailserver ensure they are not open to abuse. If your servers act as “open proxies” or “relays,” spammers may attempt to send their own mail from your systems. Keep your software up to date with the latest security patches, and always filter user-generated content before sending it out, to help prevent spammers from using your resources and tarnishing your reputation.

Use common-sense settings. While we have not published guidelines for numbers of connections you can concurrently use, we ask that you treat our resources with respect. The more you take, the fewer there are for others, which may force us to defer your connections.

Mail Client Communications TCP Ports

May 17th, 2014Comments Off on Mail Client Communications TCP Ports

The following table provides the TCP Port information that you will need when setting up your eMail Clien software to communicate with our servers.
We strongly recommend that you configuration your client software to use the encrypted communcations when sending and receving eMail from our systems.

Be sure your personal and/or corporate firewalls are configured to allow communications on the desired ports listed below.

POP3 (eMail Retrieval)
POP supports simple download-and-delete requirements for access to remote mailboxes.  Although most POP clients have an option to leave mail on server after download, eMail clients using POP generally connect, retrieve all messages, store them on the user’s client device (PC, Phone, Tablet, etc) as new messages, delete them from the server, and then disconnect. (Although you can use POP with our service, we recommend using IMAP or the MAPI Connector for Outlook).

Description TCP Port # SSL/TLS

Standard POP3 (Non-Encrypted) 110 NO
Encrypted POP3 – Recommended 995 YES: SSL

IMAP (eMail Retrieval)

IMAP syncs your mail client program with the server.  eMails stay on the server, and you can make and view mail folders on the server in addition to the inbox. Most mail client program have a feature to initially sync just the eMail headers, so you can quickly see what emails you have, then download the message body when you want to read the email. Since emails stay on the server, you can see all your emails from many mail client programs or devices and our WebWeb client.  (If you are not use Microsoft Outlook which supports the MAPI protocol, IMAP is our recommended protocol)

Description TCP Port # SSL/TLS

Standard IMAP (Non-Encrypted) 143 NO
Encrypted IMAP – Recommended 993 YES: SSL

SMTP (Sending Messages)
IMAP syncs your mail client program with the server.  eMails stay on the server, and you can make and view mail folders on the server in addition to the inbox. Most mail client program have a feature to initially sync just the eMail headers, so you can quickly see what emails you have, then download the message body when you want to read the email. Since emails stay on the server, you can see all your emails from many mail client programs or devices and our WebWeb client.  (If you are not use Microsoft Outlook which supports the MAPI protocol, IMAP is our recommended protocol)

Description TCP Port # SSL/TLS

Standard SMTP (Encryption Optional via TLS) 25 YES: TLS
Standard SMTP (Encryption Optional via TLS) – Recommendation 1 2525 YES: TLS
Standard SMTP Submission Port (Encryption Optional via TLS) 587 YES: TLS
Encrypted SMTP – Recommendation 2 465 YES: SSL

Synchronization (CalDAV/CardDAV & SyncML)
CalDAV and CardDAV allows mail clients to access server hosted calendars and contacts.
SyncML is widely used as the synchronization protocl for mobile devices.

Description TCP Port # SSL/TLS

Standard Synchronization 8080 NO
Encrypted Synchronization – Recommended 8443 YES: SSL

ActiveSync and AutoDiscover (Mobile Device Sync)
ActiveSync allows a mobile device to be synchroized with the mail server.
AutoDiscover is a service that allows users to easily configure their email client knowing only their email address and password.

Description TCP Port # SSL/TLS

Standard Communications 80 NO
Encrypted Communications- Recommened 443 YES: SSL

WebMail and WebAdmin (Web Sites)
WebMail is websites that allow for accessing eMail on PC and Mobile devices.
WebAdmin is a website for uses with Admin permissiosn to manage their postoffices.

Description TCP Port # SSL/TLS

Standard Website 80 NO
Encrypted Website – Recommened 443 YES: SSL

Bounce Type Classification

May 17th, 2014Comments Off on Bounce Type Classification

Bounce processing protects the integrity of email lists by ensuring they are clean and current. The result is higher deliverability since ISP’s regard repeated attempts to deliver to nonexistent addresses as spamming or harvesting.

For our customers convenience; our systems automatically categorized bounces into a number of different types so different actions can be taken for different bounce types.

  • Blocked
    A Blocked message/recipient occurs when our system prevents a message from being sent. To identify the reason for the blocked message, either review the “Message Tracking” details or download the “Recipient Bounce Details” data file and review the “details” column. The most common cause for a blocked message/recipient is due to a Hard Bounce address or a blocked keyword. (Either of the two reports will provide all information necessary to identify the root cause)
  • Hard Bounce
    A hard bounce occurs when the recipient’s mail server replies with a permanent error (typically 5xx codes), which in most cases means that the attempt to deliver to that recipient will never succeed. An example of a hard bounce error is ‘recipient@domain.com’ does not exist, which commonly occurs when a list of members has not been contacted recently.If you receive a hard bounce, you should immediately remove the recipients from any future mailings.
  • Soft Bounce
    A soft bounce occurs when the recipient’s mail server replies with a transient error (typically 4xx codes), or never replies at all. An example of a soft bounce error could be caused by a server that overloaded or a user whose mailbox is full.As a general rule, if you receive 5 soft bounces for a recipient you should remove them from any future mailings.
  • Grey Bounce
    Greylisting (or graylisting) is a method of defending e-mail users against spam. A mail transfer agent (MTA) using greylisting will “temporarily reject” any email from a sender it does not recognize. If the mail is legitimate the originating server will, after a delay, try again and, if sufficient time has elapsed, the email will be accepted.Unified eMail servers will automatically retry delivery after a delay.
  • UBL Bounce (User Block List)
    Numerous ISPs and corporate mail systems allow individual Users to block inbound mail from select recipients or URLs within the content of the message. Bounces classified as UBLs fall into this category.
  • RBL Bounce
    The message was blocked due to a sending IP address being blocked by the recipients server. This may be caused by an eMail administrator explicitly blocking the sender’s server or because the sending server’s IP is listed on a public RBL provider.
    Unified eMail monitors over 170+ public RBLs. If any of our shared or dedicated IP addresses ever shows up; our support staff works with the RBL provider to get it removed as soon as possible. Unified eMail also monitors to see if any recipient server is blocking delivery. In the event an individual recipient server blocks mail delivery; our support staff will attempt to contact the eMail administrator of the recipients domain to remove the blocking.
  • Technical Bounce
    A technical issue prevented delivery of the message.
  • Unclassified
    Our systems were unable to classify the bounce. (Typically the response from the recipients server was not recognized)

SMTP Headers

May 17th, 2014Comments Off on SMTP Headers

An electronic mail message consists of two components, the message header, and the message body, which is the email’s content. The message header contains control information, including, minimally, an originator’s email address and one or more recipient addresses. Usually additional information is added, such as a subject header field. Following are some common SMTP headers.

From: The eMail address, and optionally the name of the author(s). In many eMail clients not changeable except through changing account settings.
To: The eMail address(es), and optionally name(s) of the message’s recipient(s). Indicates primary recipients (multiple allowed), for secondary recipients see Cc: and Bcc: below.
Subject: A brief summary of the topic of the message. Certain abbreviations are commonly used in the subject, including “RE:” and “FW:”.
Date: The local time and date when the message was written. Like the From: field, many email clients fill this in automatically when sending. The recipient’s client may then display the time in the format and time zone local to him/her.
Message-ID: Also an automatically generated field; used to prevent multiple delivery and for reference in In-Reply-To: (see below).
Bcc: Blind Carbon Copy; addresses added to the SMTP delivery list but not (usually) listed in the message data, remaining invisible to other recipients.
Cc: Carbon copy; Many eMail clients will mark eMail in your inbox differently depending on whether you are in the To: or Cc: list.
Content-Type: Information about how the message is to be displayed, usually a MIME type.
In-Reply-To: Message-ID of the message that this is a reply to. Used to link related messages together.
Precedence: Commonly with values “bulk”, “junk”, or “list”; used to indicate that automated “vacation” or “out of office” responses should not be returned for this mail, e.g. to prevent vacation notices from being sent to all other subscribers of a mailinglist.
Received: Tracking information generated by mail servers that have previously handled a message, in reverse order (last handler first).
References: Message-ID of the message that this is a reply to, and the message-id of the message the previous was reply a reply to, etc.
Reply-To: Address that should be used to reply to the message.
Sender: Address of the actual sender acting on behalf of the author listed in the From: field (secretary, list manager, etc.).
Return-Path: When the delivery SMTP server makes the “final delivery” of a message, it inserts a return-path line at the beginning of the mail data. Thisuse of return-path is required; mail systems MUST support it. The return-path line preserves the information in the from the MAIL command.
Error-To: Indicates where error messages should be sent. In the absence of this line, they go to the Sender:, and absent that, the From: address.
X-* No standard header field will ever begin with the characters “X-“, so application developers are free to use them for their own purposes.

Check Spam Rate

May 17th, 2014Comments Off on Check Spam Rate

It’s important to know your message’s spam rate before sending.

Email servers imply sophisticated technologies and spam filters to eliminate spam attacks. Very often absolutely legal emails are marked as spam. Your message may be regarded as spam, if it doesn’t correspond to email servers’ rules.

This tool analyzes the email’s source code and shows what types of corrections should you bring about to lessen the spam rate, and correspondingly to increase deliverability.

How to check emails:

  1. Go to Edit or Create Campaign in web based mailing software.
  2. Click “Check Spam Rate” button.

How to create an effective newsletter?

May 17th, 2014Comments Off on How to create an effective newsletter?

When you decide to perform mass mailing remember that the content of you letter plays one of the main roles. That is why you have to make your newsletter interesting and informative for your recipients.

Below you’ll find several tips:

Firstly, think over the name of your newsletter.

This will be the first thing your recipients will pay attention to. Be creative! Your company’s name should awake interest.

Try not to use the Sales Hype.

 Focus attention to the informative part of your letter, not to boring and sometimes annoying advertisements. The descriptive information should be enough for consumer to decide are the goods interesting to him or not.

Give preference to third-person description.

 Newspapers and magazines may serve as an example for you.

Try to create an impression of live communication with your customer.

Use conversational tone. Small words will be better than bigger ones.

Create an informative but simple message.

Technical jargon is unacceptable. The message should be clear for everyone who reads it.

Proofread is a must.

Remember that your newsletter represents your company’s look, your people and service. Show quality and professionalism.

Make the front page extraordinary attractive.

You wouldn’t buy a magazine or a newspaper if there was just plain text, no headlines, and no pictures. Put the brightest, most important words, elements on the front page. Leaving the most interesting information in the end of your letter means that nobody will read it.

Avoid ballyhoos like “A message from Prime-Minister” on the front page.

It may attract your customers but for a moment or two. Remember that all that you write has to be informative and interesting.

Try to compose your letter in black and white. It doesn’t have to be in color.

Propose multiple employees to observe the letter composing process.

 Let several people judge the whole content of the article, look for mistakes, etc. This will help to improve the full article in general.

Get more employees to make the content of your newsletters.

Allow them to choose their own area of expertise. Make your consumers think that articles they read are written by different people, not the same ones.

If you see that your staffer can’t cope with the task feel free to seek a freelancer.

There exist a lot of freelance copywriters that can help you to write a brilliant article without even keeping them on retainer.

Explore the newsletters written by your competitors.

You can find there some new ideas for your own business.

To perform an excellent email marketing campaign you’ll need three things:

  • a good team of newsletters’ writers
  •  rich collection of articles
  • and frequency of publication
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