Chris just bought the Windows Surface Pro 4. What's the best email client for it? Leo isn't fond of Microsoft's default, which is Outlook. He prefers Thunderbird, which is free from Mozilla. It stores email into a standard text based format and also provides calendar capabilities through the Lightning add-on.
Debbie keeps getting emails from people saying that they can't open the attachment she sent. Is she being spoofed? Leo says yes. It's very common and unfortunately, there's nothing she can do about it except wait. Eventually, the spammer will move on to another email, and they'll go away.
Bob wants to switch from POP3 to IMAP. What will happen to his email when he does? Leo says that for complete safety, it would be a good idea to create a new email account for it. But chances are, just changing to the new settings won't do anything to it. Leo also says that Outlook supports archiving and he can archive it folder by folder with separate PST files for each folder. Then he can turn on IMAP with no risk. That's the wise thing to do. Always backup before making a major change.
David bought a used Mac Mini and he is trying to set up his Apple Mailbox. It's not moving the messages over fast enough, though. Leo says that David is trying to store hundreds of thousands of messages and that just takes time to download them. Why do that when he can keep them in the cloud? Also, the new Apple Mail has to reindex the mail and that takes time. This is why Leo is against this proprietary mail format. He prefers open source options like Thunderbird or with GMail.
Don has to use the US Air Force Website to address issues with his pay, but it says that someone else is using his email address so he can't log in. Leo says that it's likely that somebody else in the database has put in the wrong email address that was strangely similar to Don's. So it has associated his address with the other account and there's really no way to reach the other guy. Leo suggests that Don get in touch with the Air Force tech support and solve it, or ask if he can set up his account with a new email address.
Jim wants to create a shorter email address because his current one is too long. Leo says he can do that, but 1) it's probably already taken and 2) the shorter it is, the more likely that it'll get spam. So Leo says if he's going to shorten his email address, he should get very specific about the spelling and include some numbers in it. He can sign up for one at GMail and have all of his mail forwarded to his current address through that.
Jim runs email for a local school through Gmail and now they're starting to bounce his emails as spam because of his large mailing list. Leo says that just goes with the territory when using a free mail service. They get a bit skittish about mailing lists because of the abuse that comes from spam. Leo says that going with a service like Mail Chimp is a better option. They do a confirmation opt-in/out system so that people are choosing to get the newsletter.
Cindy has two email addresses: One for business, and one for personal. Her Apple mail program always confuses business and personal, though. Leo says that most email programs have a setting for delegation, which would allow her to delegate which email she'll want to reply from. She should go into the composing settings of Apple Mail and she'll be able to select which message address she wants to send from. She should also make sure she has outgoing mail servers for both accounts and that's in the "Accounts" section.
A custom email address means having your own name or business after the @ sign. For instance, instead of @gmail.com or @yahoo.com, your email address would be @[yournamehere].com. Once you have your own email address independent of a webmail service like Gmail or Yahoo, you have full control of where your email goes. This will basically be a forwarding address, so if you'd like to switch mail providers, you won't have to tell everyone to email you at a new address.
Gregor wants a custom email address. Does he need a website for that? Leo says no. He'll just need the domain name. Then he can forward all the mail that comes to his custom domain to any email provider he wants. Leo advises going to Hover.com and signing up for his domain name there. He can enter what he'd like and it'll make suggestions of available domain names.