Using Multiple Devices for Email Access

Multiple devices may include:

  • Desktop Computer
  • Email Enabled Mobile Devices (such as iPhone, Samsung, etc.)
  • Notebook Computer or Tablet

When you are on the go having the ability to access your email from different locations and devices can be very convenient and extremely efficient.  Whether setting up two or more devices accessing your email from various devices can be done easily with just a few considerations.

Typically, mobile devices such as cell phones, notebooks, and tablets are set up very similar to the way a desktop computer would be.

In order to set up these types of devices you must have the following information:

  • Email Address
  • User Password
  • Incoming Mail Server Name
  • Outgoing Mail Service Name

With the above information, most any device can be quickly set up to access your email on the go.

Before setting up your email a few things to keep in mind:

Many email servers require authentication.  For email servers that do not, it is often a good idea to enable this mode as it improves your email security. Although many email servers can function without this configuration, it is a much more secure option.  Enabling this mode is usually done during your email account setup but can also be accessed by clicking on a tab that says either “Advanced Options,” “More Options,” or “Other Options”. Once you have clicked on that tab you should see checkboxes that says something like:

“My outgoing server (SMTP) requires authentication” and “Use same settings as my incoming mail server”.  These exact phases may differ slightly depending on various applications.  In order to adequately secure your email server, you will need to check both of these boxes.

Another thing to consider when setting up email access is when an email client program, such as Outlook, receives emails from the server, it usually will remove the item(s) from the server. In most cases this is a default setup–but it can be changed.  If you would like to read and reply to emails from your mobile device but still want them on your main computer, then you must make sure that “leave copy of message on the server” is checked on your mobile device.  This setting is normally found under the “Advanced” or “More Settings” tab.

Leaving Your Computer Running:

If you usually leave your main computer running while you are out of the office, it can strip the email off the server as it routinely checks for new emails. On most desktop computers this is a default setting that prevents a large cache of emails on the server at one time. The issue with this setup is that it can prevent some of your email items from being seen on your mobile device because your desktop is pulling them off the server.

To prevent this issue, there are several options:

  • Completely close and exit your email client.  This method is by far the most fail-safe solution as it prevents your desktop from pulling emails from your server while you are out of the office.
  • Tell your desktop email client not to remove items from the server.  Typically this not recommended as it is easy to forget and leave in that state.
  • Take your desktop email client offline.  In Outlook and many others, you can do this by clicking “File–>Work Offline” Although, this method is not recommended either as it is again, easy to forget and turn back on.

If you wish to not deal with your email client on your mobile device, you may use the WebMail interface.  Using the WebMail interface will allow you to read and send emails from your mobile without accessing your email client.  The WebMail interface option is not available on all mobile devices unless it is also web-browser enabled.

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