All about e-mails

To set up email mailboxes, we offer mail storage in our hosting packages, which can be divided between the individual mailboxes.

Cloud hosting tariffs:

In the cloud hosting tariffs, the available storage space can be divided between websites, email mailboxes and backups. If only a small amount of storage is required for websites, more storage is available for email inboxes. If required, the storage space can be expanded as required and at low cost. An individual e-mail inbox can be as large as you like, and a maximum size can also be set if required.

Classic hosting tariffs:

Depending on the tariff, a certain amount of storage space is available for e-mails, which can be divided between the individual mailboxes:

• BUSINESS 10 GB
• PREMIUM 30 GB
• PREMIUM PLUS 60 GB
• PREMIUM QS 200 GB
• SERVER PLUS 4 800 GB

The size of an e-mail mailbox can be between 25 MB and 10,000 MB (10 GB).

The following applies to all tariffs:

At least one e-mail address is assigned to each e-mail mailbox; if required, additional addresses (aliases) can be set up for a mailbox, but these cannot be used for retrieval or sending. The e-mails sent to the alias are stored in the mailbox and can be retrieved via this mailbox.

There are two different methods for receiving e-mail messages: POP3 and IMAP.

You decide which method to use when setting up the account in the email program (Outlook, Thunderbird, Apple Mail, ...).

With both methods, the transfer can take place with or without SSL/TLS encryption (recommended by us). As a rule, there is no reason for unencrypted transmission.

Retrieval and dispatch via POP3

When using the POP3 protocol, the emails are retrieved from our mail servers and then deleted on the mail server. All the emails in the inbox are then stored in the email program used. Subfolders of the inbox are not retrieved.

Advantage: E-mails can be read after retrieval even without an Internet connection. As the e-mails are deleted from our mail servers after each retrieval if configured accordingly, a relatively small mailbox size on our servers is sufficient. Typical values are 25 to 500 MB. The mailbox must be large enough to hold all emails since the last retrieval (last deletion). It is important to ensure that the mailbox is large enough, even for longer absences (e.g. vacation, business trip).

Disadvantage: After retrieval, the e-mails are only stored on your own PC. It is therefore not possible to retrieve older emails while on the move or on mobile devices, for example.

Retrieving and sending via IMAP

When using IMAP, emails remain stored on our mail servers until they are explicitly deleted.

Advantage: You can also access the stored emails from different computers or on the move (with mobile devices). The status of the e-mail (e.g. read or unread) is also visible across all devices. Folder structures are identical across all computers.

Disadvantage: As the emails are permanently stored on our mail servers, the mailboxes must be large enough. Practical mailbox sizes start at 500 MB for receiving simple text e-mails or 2000 MB for e-mails with larger attachments. It is therefore advisable to delete larger attachments on the server after saving them on your own computer. In some e-mail programs, the "detach" function is available for this purpose. An Internet connection is also required to read the emails, as the email programs usually only provide the subject lines and not the entire message locally.

Tip: Regularly archiving older emails in local archive folders on a computer can drastically reduce the storage requirements on the server.

In addition, forwarding to other email addresses can be configured for each email inbox. However, we recommend setting up forwarding using a filter rule.

Tip: As forwarding is often used by spammers to disguise the actual origin, some freemailers tend to view this rather critically and may not deliver a forwarded email to the freemailer's target mailbox. For reliable e-mail delivery, we therefore recommend avoiding forwarding and retrieving e-mails directly from the mailbox.

The content of emails is checked for malicious code (viruses) and SPAM by default. Recognized spam emails are marked with [SPAM] at the beginning of the subject line, emails containing malicious code are rejected.

This behavior can be adjusted individually in the customer menu [Configuration ' Manage e-mail addresses ' Gears ' Open ' Mail filter].

Note on the virus scanner: Files attached to an e-mail cannot be scanned by our virus scanner. Therefore, make sure that you are running up-to-date anti-virus software on your computer and never open attachments directly in the e-mail program if you are not sure whether your virus scanner has already scanned them. Most virus scanners are also unable to check attachments when retrieving e-mails. It is therefore best to save the files first, run a virus scan on them and only then open them.

Yes. In all tariffs, except for the PRIVATE tariff, the name servers can be edited individually in the customer menu [Configuration ' Domain management ' Gears ' Edit name server].

Example: a hosting package with the domain name-der-domain.de is used. The customer's own mail server runs under mail.name-der-domain.de and has the IP address 123.234.234.56

A record of type A for mail.name-der-domain.de and the IP address123.234.234.56 is added as the target in the name servers of the domain name-der-domain .de. In addition, a record of type-MX is created with the host namename-der-domain.de. and the destinationmail.name-der-domain.de as well as priority 10.

So that our MX takes on the task of a"buffer", the record of type MX with the hostname name-der-domain.de. and the destinationauto and priority 100 remains. The emails are thus buffered for approx. 96 hours and an attempt is made to forward them to the actual MX at ever increasing intervals (2 hours, 4 hours, 8 hours etc.). For this to work correctly, however, the mail server (e.g. Exchange) must be configured correctly.
If this "buffering" is not desired, for example if the sender should immediately receive a notification about the undeliverability, remove this record.

There are cases in which emails are not accepted by our mail servers:

• The sending mail server is on a blacklist because SPAM is or was sent from it. The sender must ask their provider to remove them from the blacklist or prevent SPAM from being sent (hacked mailbox).
• An SPF record was created for the domain. The mail server has not been named in this record or its IP address has changed.
• The sending mail server does not have a static IP address but is connected to the Internet via a dial-in connection.
• The sending mail server does not have a "Reverse DNS Lookup" (PTR). According to RFC 1912 section 2.1, each IP address should be assigned a host name. See also the explanation from ETES
  The PTR must be ordered from the ISP (Internet Service Provider = DSL connection provider).

In the last two cases, we can deactivate the checks at the express request of the customer, so that mail reception from incorrectly configured servers is possible. In this case, however, an increase in spam mails is to be expected.

You can send and receive e-mails up to 100 MB in size via our mail servers. File attachments are recoded before sending, so that the e-mails are approx. 15% larger. The maximum size of an attachment is therefore between 80 and 90 MB.
Please note that many e-mail providers do not support this size of e-mail. Therefore, if in doubt, please ask the recipient or their provider (often recognizable by the domain after the @) what the restrictions are.

In most cases, it makes more sense to transfer large files via SFTP, FTP or SCP rather than e-mail.

To receive emails with large files, the mailbox must be of a corresponding size. If, for example, a mailbox with a size of 20 MB has been set up, e-mails with attachments of 30 MB cannot be received.