I'm receiving too much spam, what can I do?

01 November 2016

We have had a lot of complaints lately that people are recieving too many spam emails and asking us why we don't detect the spam and remove it at server level, the answer to this is that we don't want to inadventantly remove emails from peoples accounts that they actually wanted to recieve, so we leave the spam protection up to people's email applications. This is normally fine however there are some email applications that don't have any spam protection at all, these include the mail app on your iPhone and iPad.

If you do suffer from lots of spam and don't have adequate spam protection then it can get extremely annoying. One way to combat spam is to use a go-between account that does have adequate spam protection to filter your mail before you actually recieve it, the example below is using a GMail account as the middle man which will remove pretty much all of your spam and then you can use your desired email app to pick up the rest of your emails.

Before you follow these instructions it presumes that you have already set up your emails and are successfully sending and recieving.

Step 1: Your email to Gmail Instructions;

  1. Log into your Gmail account
  2. Click the settings menu button then go to Settings
  3. Go to the Accounts and Import tab
  4. Under Check mail from other accounts click the Add a POP3 mail account you own link
  5. Enter your email address
  6. Click Next Step >>
  7. Enter your full email address for your username
  8. Enter the password for your email mailbox
  9. POP server should be mail.yourdomain.co.uk (or whatever email domain you are using, these details can be found in your superia admin area Configuration > EMails > Email Accounts)
  10. Port should be 110
  11. Make sure Leave a copy of retrieved messages on the server is not ticked
  12. Make sure Always use a secure connection (SSL) when retrieving mail is not ticked
  13. Make sure Label incoming messages is not ticked
  14. Make sure Archive incoming messages (Skip the Inbox) is not ticked
  15. Click Add Account

That should be all you have to do to set up Gmail to pick your email messages up, it's at this point that Gmail will place all of your spam into the spam folder, so if you are missing an emails you can go into Gmail and see if it's in the spam folder and deal with it at this point, but remember that spam will be automatically deleted in Gmail after 30 days.

Step 2: Allow POP3 access to your Gmail account

  1. Log into your Gmail account
  2. Click the settings menu button then go to Settings
  3. Go to the Forwarding and POP/IMAP tab
  4. In the "POP Download" section, select Enable POP for all mail or Enable POP for mail that arrives from now on.
  5. At the bottom of the page, click Save Changes.

The following instructions are for Outlook, however you can use the instructions found in the help files to connect to your chosen application, but they probably won't be too disimilar to those below;

Accessing your email through Gmail using Outlook;

  1. Go to Tools
  2. Go To Account Settings
  3. Select your current email account settings
  4. You only need to update your incoming mail, your outgoing mail can still point to your current SMTP server
  5. Select POP3 as your incoming mail type
  6. Your incoming mail server should be set to pop.gmail.com
  7. The port number for your incoming mail server should be set to 995
  8. The Require SSL option should be ticked
  9. Your username is your Gmail email address
  10. Enter your Gmail password for your password.
  11. You may have your SMTP settings at this point set to use your incoming mail credentials, obviously you will have to change your SMTP username and password to be the ones for your normal email address (not your Gmail ones)

Allow less secure apps;

If you are using some older email software such as Outlook 2003, when you try to connect to Gmail it won't let you do it because the security on these older email applications is a bit outdated, so you will need to go into some further settings and set it to allow less secure app access, so only do this if you can't connect to Gmail and you know you have entered your username and password correctly.

  1. Navigate to https://www.google.com/settings/security/lesssecureapps
  2. Click the turn on button

If you are still having trouble or you don't want to use the above solution then please contact us to talk through further options.


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