email client "POP3" trouble
We are using smarter mail to host for our clients. Due to the client requirement need to be using the same mailbox for daily operation.
We are configured POP3 email messages on multiple computers for them and leave the message on server about 90 days.
Recently reported from our client same of the PC can not receive email and I went the Webmail and check all the email has gone.
After trouble shooting, we found that one of the PC has uncheck leave the message from server. We can restore this message on the problem maker PC, but our management is question is that possible to restrict user to do the configuration in their own device
I believe that is not the new issue in this world ,so I would like to seek for expert advice how to overcome this human error issue.
We are configured POP3 email messages on multiple computers for them and leave the message on server about 90 days.
Recently reported from our client same of the PC can not receive email and I went the Webmail and check all the email has gone.
After trouble shooting, we found that one of the PC has uncheck leave the message from server. We can restore this message on the problem maker PC, but our management is question is that possible to restrict user to do the configuration in their own device
I believe that is not the new issue in this world ,so I would like to seek for expert advice how to overcome this human error issue.
Last Comment
The problem is use of POP3.
The POP3 protocol is designed for single user access of mailboxes.
Switch to using IMAP4 instead.
And, you'll have to be clear about permissions you set on your mailboxes. Normal permissions will allow multiple people access to the mailbox + if one person deletes + expunges one or many messages, then these messages are gone for all people.
You may have to play permission games so people can only read/reply to messages + never delete them.
This will depend on exactly how your managing your multi-user mailboxes.
Tip: This type of mailbox access is complex to setup + maintain. Do yourself a favor + setup Ubuntu Bionic + latest stable Dovecot IMAP4 for this. This will save you many hours of time over trying to accomplish the same thing on Windows or using some 3rd party service.
Tip: If there's any alternative to using shared mailboxes, like using a support ticketing system instead, go for the alternative + you'll save yourself even more time.
The POP3 protocol is designed for single user access of mailboxes.
Switch to using IMAP4 instead.
And, you'll have to be clear about permissions you set on your mailboxes. Normal permissions will allow multiple people access to the mailbox + if one person deletes + expunges one or many messages, then these messages are gone for all people.
You may have to play permission games so people can only read/reply to messages + never delete them.
This will depend on exactly how your managing your multi-user mailboxes.
Tip: This type of mailbox access is complex to setup + maintain. Do yourself a favor + setup Ubuntu Bionic + latest stable Dovecot IMAP4 for this. This will save you many hours of time over trying to accomplish the same thing on Windows or using some 3rd party service.
Tip: If there's any alternative to using shared mailboxes, like using a support ticketing system instead, go for the alternative + you'll save yourself even more time.
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Within Internet message handling services (MHS), a message transfer agent or mail transfer agent (MTA) or mail relay is software that transfers electronic mail messages from one computer to another using a client–server application architecture. A MTA implements both the client (sending) and server (receiving) portions of the Simple Mail Transfer Protocol (SMTP). The terms mail server, mail exchanger, and MX host may also refer to a computer performing the MTA function. The Domain Name System (DNS) associates a mail server to a domain with mail exchanger (MX) resource records containing the domain name of a host providing MTA services.
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We would not use POP3 in this circumstance. We outsource this to a local Hosted Exchange service or Microsoft 365. It is a very economical way to manage email.