Email Management Tips

I am literally swimming in tech stuff, domain management and site development right now, and yesterday’s WordPress upgrade couldn’t have come at a worse time for me. Anyhow one thing I thought I’d share with you are the changes I’ve recently made with how I manage all the emails across dozens of domains. I think I’m just avoiding my disaster pile of work that’s waiting for me ;). But I had to hunker down and nuke my past email setup (email client was wonky) because it wasn’t as efficient as it could be. First here’s a bit of backstory:

  1. I don’t allow my domain emails to pass through a third party (like gmail, yahoo, whatevs).
  2. I’m a Microsoft fan, but not Outlook. To me–it’s a magnet for virus disasters IMO.
  3. I’ve used a few different email clients through the years, namely Pegasus and Foxmail (can’t find the non-chinese link). Too limited though when things got complicated (ie. bunch of email addies per domain) and some features just aren’t there that I’d like.
  4. I have a couple (or a few–depending on the domain) email addies per domain. Such as one for site contact form, one to use when making comments on other blogs, one for article/directory/whatever submissions, etc. The method to my madness is that when one gets picked up in the spam train (and when using them ‘out there’ for whatever reason–they will), I can just delete it and start with a fresh one. This keeps my main email addresses mostly out of the spam loop.

Since I am working with several live domains, with each domain having at least two email addresses, and download all the emails locally to my computer every few minutes rather than have an online third party handle them–things got a bit heavy and clunky. I have been using Foxmail for a few years now, but I seemed to have broke it with all my accounts and the megs of stored emails (it constantly drops the stored passwords).

I recently made the switch to Thunderbird and although I still need to figure out a few tweaks for personal preference, overall this email client is “The One” for me!

First, a new trick I figured out for domain emails: And this one may make your eyes roll since it’s *always* been available to do, I just never picked up on it. In the past I always created a new account in cPanel for each email address. Hello! Just create one email address and then go into “Forwarders” and create all the aliases you want to send and receive mail for and then forward to the one main email address. You can forward all emails from one domain to another domain’s email account too–I haven’t looked into that at all though since it’s not something I’m interested in doing atm.

What Happens: It saves your email client from logging in and checking dozens (maybe hundreds) of email accounts. It just has to log into the main account for the domain and grab all the emails including ones for the aliases.

Here’s where things get interesting with Thunderbird: You can create an account for the main email, then add a bunch of Identities to that account. What happens then is that you can create emails or respond with the “email alias” you are working with instead of your main email account showing up in the headers as “to” and “from”. I won’t get into the details of how to do that, it’s laid out very well here: Web Worker DailyThunderbird

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I've been trying to find my way online for more years than I care to admit.

One thought on “Email Management Tips

  1. Thank you for this very educational post. I have several cpanel email
    accounts that I need to consolidate and this is just what i needed to read.
    Also, the tips about security regarding the employees of the hosting service
    tied into some strange emails being sent from my email account…I wonder if that’s what it was…hmmmm.

    Thanks again.

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