30/6/2021 4 Comments
I actually published this article about a year ago after assisting multiple clients to solve this issue. After discussing it once again with a client in the past few days, I figured it is worth publishing again as I still get lots of requests for this information.
In fact, just a few days ago, I received an email from someone who had spent hours and hours on the phone to both Optus and Apple, trying to get her Optus email set up as IMAP on her Mac - all to no avail. Her email to us expressed her gratitude that iTandCoffee's article solved her problem quickly and easily, where the 'experts' could not.
So, here is last year's article again for any Optus mail users out there who are still using the old Pop method of connecting devices to their Optusnet mail.
Understanding POP vs IMAP
Many Optusnet email users still have the frustration of having to manage their mail on multiple device. When they read, delete or send an email on one device, this does not reflect on their other device/s.
This type of email account is called POP.
With POP mail, a copy of your mail is downloaded to each of your devices, so that you are then working with only the copy of the email. Deleting the message only deletes it on the one device. Sent mail can only be seen on the device from which it was sent. Mail that you have read on one device is marked as 'unread' on others.
I get asked about this one on a very regular basis.
A client in Brisbane contacted me in that past fortnight concerned that, when she added a PDF file to an email in the Mac Mail app, the PDF file showed as an image - and she was concerned that the person at the other end would be receiving an image instead of a PDF.
She wanted to see the file as an 'attachment' icon, rather than as a picture.
Another client contacted me to ask why, whenever she used a recommended scanning app to scan a document using her iPhone (as covered by the PTT session video 'Ditch that Scanner'), the Mail option within that app seemed to create a draft email with an image of her document instead of a PDF - even though she had selected the 'PDF' format option in the scanning app.
In a separate article, we cover how to set up an email signature in Outlook and Mail on the iPad and iPhone. (Here is that article.)
These signatures must be set up on each device - including your Mac. (The signatures do not sync - they must be separately set up per device.)
Here's how to set up and customise your signature on the Mac, and how to ensure that the signature appears every time you create a new email or reply to an email.
This topic has come up multiple times recently - how do you create a custom signature on the iPad or iPhone, in either Mail or Outlook.
In particular, how do you format the signature to include different fonts, sizes, colours, hyperlinks and an image or logo.
If you are a Microsoft 365 user (or even if you are not), you can choose to use the Outlook app on your iPhone and iPad as an alternative to the standard Mail app. Just like the Mail app, Outlook can manage all your email accounts in one place.
There are some great reasons to do this - here are just some of the reasons why I choose to use it.
If you have a large file that you need to send to someone else - and if that file is too large to send in an email - what options do you have for sending the file, especially if you don't use another 'cloud' product like Dropbox, OneDrive or Google Drive?
Easy! You can use your iCloud to Share the file, assuming you have enough storage in your iCloud for that file. But there is another option that allows you to share large files without even needing an iCloud allowance to support them.
Just recently, we covered the topic of Getting your mail to sync between devices in one of our regular 30-min online Let's Talk About ... sessions. (Those of you with Premium membership of the iTandCoffee Club can watch the video of this session here.)
In preparation for that session, I wrote a up a description of the difference between POP email accounts (which are accounts that DON'T sync) and IMAP/Exchange email accounts (which are accounts that DO sync) and how to switch to IMAP if you currently have POP.
Your iPhone and iPad are very clever at remembering the email addresses of people that you correspond with. But what if you send an email to someone for the first time from your iPhone. Your iPhone will remember that email address, but your iPad won’t necessarily know about it.
If you lose access to your emails (which happened to an iTandCoffee Client who Mail host had a major server issue resulting in loss of her business emails - here's the article about that), you could lose lots of history of email addresses.
To ensure that all devices know about the email addresses of the people you contact (and who contact you), and to ensure that you don’t lose all this information if you no longer have the device, it is important that you save email addresses to your Contacts app.
4/11/2020 0 Comments
For those of you who are users of Microsoft's Outlook app for managing email, you may recently have received a prompt, asking if you want to switch to the New Outlook.
When I got this prompt, I did agree (at first) to switch - curious to see what this new version of Outlook looks like.
Here are two key reasons why I did not switch to the new version on my primary Mac - and why, after switching on my second Mac, I almost immediately switched back to the old version.
Over the past week, I have had multiple calls from people wanting to book appointments to deal with email issues - specifically Bigpond mail issues.
The problem they have been encountering has ranged from a slow, unreliable service, to a non-functional service that means they are cut off from their email - at a time when may people are so reliant on that form of contact. Attempts to access Webmail result in 'timeout' messages.
As a result of these calls, I took a look at the Telstra Outages website and found the following message about the state of their email service - advising of a Network update from 10th August. The calls I received advised that their problems had been occurring from about 17th August.
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