Managing Email

Overview

The Site Manager provides complete email management for your domain, including individual email accounts, forwarding addresses, and mailing lists for group communication. All email services are included with your OWS hosting plan and feature MailChannels delivery for reliable message delivery.

Accessing Email Management

Navigate to Email in the Site Manager to access:

  • Accounts - Individual email mailboxes
  • Forwarders - Email forwarding addresses
  • Mailing Lists - Group distribution lists

Types of Email Services

Email Accounts (Mailboxes)

Individual email addresses with storage space where messages are kept.

What they are:

  • Full email mailboxes (like office@yourparish.org)
  • Messages stored on the server
  • Access via webmail, phone, or email program
  • Each account has its own login

Best for:

  • Staff email addresses (priest, secretary, treasurer)
  • Department addresses (office, bookstore, choir)
  • Permanent email addresses that receive and store messages

Common examples:

See the article: Setting up an email address

Email Forwarders

Addresses that automatically forward messages to other email addresses without storing them.

What they are:

  • Email addresses that redirect to other addresses
  • No storage space or login
  • Messages immediately forwarded to destination addresses
  • Can forward to multiple addresses

Best for:

  • Redirecting to personal email accounts
  • Department addresses that go to multiple people
  • Temporary addresses or aliases
  • Simplifying email management

Common examples:

Setting up: Email → Forwarders (configuration in Site Manager)

Mailing Lists

Group email distribution systems for communicating with many people at once.

What they are:

  • Email addresses that distribute to many subscribers
  • Members can subscribe/unsubscribe themselves
  • Archives of past messages
  • Moderation and filtering options

Best for:

  • Parish announcements
  • Ministry group communications
  • Board or council discussions
  • Newsletter distribution
  • Event notifications

Common examples:

See the article: Setting Up and Managing a Mailing List

Choosing the Right Email Type

Use an Email Account when:

  • You need to receive and store messages
  • Multiple people won't be checking the same address
  • You need to keep message history on the server
  • You want to access email from multiple devices

Use a Forwarder when:

  • You want messages sent to another email address
  • Multiple people need to receive the same messages
  • You don't need server storage
  • You want to simplify your email management

Use a Mailing List when:

  • Communicating with groups of people
  • People need to subscribe/unsubscribe themselves
  • You want message archives
  • Sending announcements to many recipients

Common Email Setups

Small Parish Setup

Larger Parish Setup

Accessing Your Email

Webmail

Check email in your web browser:

See the article: Access email on the web

Email Programs

Configure your email program (Outlook, Apple Mail, Thunderbird):

  • Works with all standard email programs
  • Download messages to your computer or phone
  • Settings provided when you create the account

See the article: Downloading email

Mobile Devices

Set up email on your phone or tablet:

  • Use the same settings as email programs
  • Access your email anywhere
  • Push notifications for new messages

Email Deliverability

All OWS hosting plans include MailChannels for reliable email delivery. This ensures your messages reach recipients and don't get marked as spam.

Features included:

  • Professional email delivery service
  • Spam filtering and protection
  • Improved delivery rates
  • Reputation management

See the article: About MailChannels Email Delivery

Avoiding Spam Issues

If your emails are going to spam or not being delivered:

For regular email:

  • Check your spam score
  • Ensure proper email authentication
  • Avoid spam trigger words

See the articles:

  • Check Your Email Delivery and Spam Score
  • Mail sent is going to spam

For mailing lists:

  • Follow best practices for list management
  • Configure proper settings for Gmail/Yahoo/Outlook
  • Keep your subscriber list clean

See the articles:

  • Mailman Best Practices for Churches
  • Tips for Better Email Deliverability on Mailing Lists
  • Recommended Mailman Settings

Email Forms

You can add contact forms to your website that send messages to your email:

What they do:

  • Visitors fill out a form on your website
  • Messages are sent to your email address
  • Includes spam protection
  • Can send to multiple recipients

See the articles:

  • Configuring an email form
  • Email Form sent to multiple recipients
  • Reducing spam from the email form

Getting Started

Step 1: Plan Your Email Addresses

Decide what email addresses you need:

  • Which staff members need email accounts?
  • What department addresses do you need?
  • Should addresses forward or store messages?
  • What groups need mailing lists?

Step 2: Create Email Accounts

Set up mailboxes for people who need to receive and store email.

Step 3: Set Up Forwarders

Create forwarding addresses that redirect to the appropriate mailboxes.

Step 4: Create Mailing Lists

Set up group email lists for announcements and communications.

Step 5: Configure Email Programs

Help staff set up their email on their computers and phones.

Step 6: Test Everything

Send test messages to verify everything works correctly.

Regular Maintenance

Weekly

  • Check that email is being received
  • Monitor mailing list for issues
  • Respond to any delivery problems

Monthly

  • Review forwarder destinations
  • Check mailing list membership
  • Update email account passwords as needed

As Needed

  • Add/remove email accounts when staff changes
  • Update forwarder addresses
  • Adjust mailing list settings
  • Add subscribers to mailing lists

Common Questions

How many email accounts can I have? There's no limit on the number of email addresses, accounts, or forwarders.

Can I use my own email program? Yes, you can use any email program (Outlook, Apple Mail, Thunderbird, etc.).

Can I access email on my phone? Yes, you can set up email on any smartphone or tablet.

What's the difference between a forwarder and an account? An account stores messages on the server; a forwarder just redirects messages to another address.

Can a mailing list send to non-members? Yes, you can configure who can send to the list and who receives messages.

How do I stop emails from going to spam? Follow email best practices, use proper authentication, and avoid common spam triggers.

Getting Help

Email not being received: Check spam folders first, then verify the email address is set up correctly.

Messages going to spam: Review deliverability articles and check your spam score.

Mailing list problems: Check the mailing list configuration and member settings.

Can't log into webmail: Verify you're using your full email address and correct password.

Need to change settings: Most email settings can be changed in the Site Manager under Email.

Related Articles

Getting Started:

Email Delivery:

Mailing Lists:

Website Forms:

Advanced Topics:

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