While hosting a website takes a relatively small amount of space, even for a seemingly large site, email and attachments can accumulate on the server until all your allotted disk space is used up. Space not only accumulates the email you receive, but also the email you send, the email that goes into the trash and the email that is classified as junk.

Our hosting packages alone are not meant to handle high volume email accounts unless one of the methods 1 – 3 below are used in accordance with the noted policies.

For hosting accounts with multiple (more than 3 - 5) email addresses or 1 - 2 high volume email accounts, a paid, hosted email solution through Microsoft 365, Google Workspace, or similar paid email hosting service is highly recommended.

The following are some popular methods for email hosting:

1. EMAIL VIA POP3: Download to an email client (program) on your computer such as Microsoft Outlook, Mozilla Thunderbird, Mac Mail, etc. All email is archived on your computer.
   1. POLICY: Monterey Bay Design policy requires that your email program must be set to automatically remove email from the server.
2. EMAIL VIA IMAP: Your email is set up much like POP3 (on a program on your computer.) IMAP retains ALL email on the server and syncs with your computer’s email program.
   1. POLICY: When using IMAP, you must regularly move email to local folders. This can be as seldom as once a year depending on email volume, but it will prevent your resources from being used up and will speed up your email.
3. EMAIL VIA GMAIL: Use your new or existing Gmail account to send and receive domain-based email.
   1. POLICY: Monterey Bay Design policy requires that Gmail must be configured to NOT leave email on the server.
4. GOOGLE WORKSPACE is a paid, hosted suite of apps from Google.
   1. Recommend for high volume email or accounts with multiple email addresses.
5. MICROSOFT 365 is a paid, hosted suite of apps from Microsoft.
   1. Recommend for high volume email or accounts with multiple email addresses.

Alternate Methods

1. EMAIL VIA FORWARDING: Quick and easy, your email address can be created as strictly a forward which can be directed to any email address you want.
   1. Downside: You cannot SEND from your domain-based address
   2. Downside: Forwards, while easy and handy, have the potential to cause the blacklisting of your email address

Please note that the following methods are not recommended as your ONLY email access and should only be used with the provision that if the volume is high enough, email will require periodic deletion or disk space must be upgraded.

2. BROWSER-BASED EMAIL is a means of accessing email on the server directly via your browser. https://webmail.yourdomainname.com
   1. Enter your full email address and email password at the login prompt and choose an email service to use. We recommend RoundCube.
   2. If you are logging into a public or shared computer, do not save your login details and always log out when you are through.
3. SMARTPHONE OR TABLET ONLY: These devices can be configured to remove email from the server, but as these devices have limited capacity, it is not recommended that this is your only method of email retrieval.
   1. If you have a main computer and you use IMAP settings on your mobile device, you should set it to never delete from the server. In this way, you can delete from your phone, but leave email on the server to retrieve from your home computer.