basilwizi.org Mailsystem Client Howto
This document contains information about the basilwizi.org e-mail infrastructure and how to use it. The server running this infrastructure is a virtual machine donated by the FunkFeuerLinz project. It's to be considered property of the Basilwizi Trust. By the way of donating the connectivity for FunkFeuerLinz servus.at donates the traffic caused by this server. Please note that internet connectivity is way cheaper - even in absolute terms - in Austria than in Zimbabwe and the FunkFeuerLinz team estimates that you wouldn't be able to exceed whatever bandwidth servus.at can easily affort to give even if you'd try to do so.
Please note that e-mail addresses are obscured to avoid having address harvesters finding them and distributing lots of spam to ist. So the address email@example.com is actually written like this: <foo AT NOSPAM example DOT com>.
- The following features don't have to be configured on a client. They are implemented on the mailserver and documented here so everybody knows whats happening to your e-mails.
- If you want an additional feature or if you're unhappy with an existing feature: feel free to ask, if its possible to fullfill your wishes we will. This infrastructure is intended make your work easier, not harder.
Spam and Virus Filters
- Every e-mail reaching our system will be scanned for spam and viruses
- This is also true for e-mails you send (using mail.basilwizi.org as 'Outgoing SMTP' server) to avoid spreading viruses etc.
- The server refuses to take mails in which viruses are found
- This means the server or sending that mail is responsible to present an error to the user (who ever wants to send something our scanner sees as containing a virus to you will get an error e-mail from its own mailserver. However we present a error message containing the virus name).
- If you get complaints about something the server refuses to take but actually is something legitimate - tell and we will look into that.
- The server scans for spam using spamassassin. This system looks for things spam e-mails are known to contain and other indications that it isn't a normal e-mail and adds a 'score' for everything.
- If the total score exceeds 10 the server refuses to take that mail like it does with a virus.
- A score between 5 and 10 will result in a mail tagged as possible spam, but the mail is delivered to you. This is because one cannot be sure if its really spam and we don't want to throw legitimate e-mails away.
You can filter that spam and deliver it in a special folder as described in /FilterHowto.
- If you receive large ammounts of spam or you think some mail wasn't delivered because it's wrongly tagged as spam please tell. The filters are highly adjustable and we need some user experience to tune them correctly.
- E-mails in the 'Trash' folder will be deleted after 7 days.
- The webmail and the thunderbird client use the 'Trash' folder
- Don't use 'Trash' as some sort of archive. Mails will disapear from it. Create a different folder (or more - you can create as many as you like) to use as archive.
- E-mails in the 'Spam' folder will be deleted after 30 days. This gives one a fair chance to find a mail wrongly tagged as spam but the folder won't grow indefinitly.
There is no such folder unless you create one. Read the /FilterHowto, adding a 'Spam' folder and redirecting all spam tagged mails is descibed there.
- There is a default quota of 2Gb per user. This is to stop whatever from filling up mailboxes indefinitly.
- If you should ever encounter a warning that you hit that quota with legitimate mails please tell. There is space enough.
- If its spam or some other malicous source that filled your account please tell, maybe there is a solution how to prevent this in the future.
Server side filtering
- The server is capable of filtering, sorting etc. of your e-mails.
- The webmail client is the only available interface for that filters, you have to use it even if you read your basilwizi.org mail with Thunderbird or any other client.
- If you filter some e-mail in a sub-folder (like a specific project or spam folder) it will speed up the syncronisation of your INBOX (simply because there aren't as many mails in it).
- A good IMAP client is capable of indiviual settings for each folder
- Like offline usage: which means all your mail is downloaded completely and you can read it without internet connection but it takes longer to synchronize because the mails are downloaded to your computer.
- Check for new messages: your client queries the folder for new unread messages and shows it to you automatically. The more folders you query the longer it takes. Folders that aren't queried you'll have to click on for synchornization.
- Using folders and server side filtering can save time and optimize access time with slow connections.
- It's of course completely optional to use that feature and everything works if you choose to ignore it.
It's of course possible to send e-mail to another address. For example redirect <richard DOT simango AT NOSPAMM basilwizi DOT org> to <simangor AT NOSPAM gmail DOT com>. This way you don't have to change anything in your setup and still be able to have a @basilwizi.org address.
- There are however some advantages you would miss:
- If you use our infrastructure we can help finding problems with e-mails in a way we cannot when you use for example hotmail.com. This is because we have access to the server logs.
- E-mail is a pretty sensitive matter. It's not only the content that may be worth protecting also the pattern of your e-mail communication can be very
revealing. There are allways some system administrators in a postition that allows them to analyze all this. But if you use the basilwizi.org infrastructure you at least know who that is in person (see top).
- Most of your current e-mail providers probably support forwarding your old e-mail address to your new @basilwizi.org mail address. This way you would be able to still receive mail to your old address while using the new basilwizi.org mailservers.
Available E-Mail Addresses
- Anything ending with basilwizi.org can be configured.
- Multiple addresses for a single account are possible (you can have as many so called aliases as you want, just ask for it)
examples: <richard DOT simango AT NOSPAM basilwizi DOT org>, <simango AT NOSPAM basilwizi DOT org>, <richard AT NOSPAM basilwizi DOT org>
- Lists beeing distributed to multiple accounts are possible.
example: having <binga AT NOSPAM basilwizi DOT org> beeing distributed to everybody in the Binga Office
- Functional aliases (so called 'role' accounts) are possible
examples: <office AT NOSPAM basilwizi DOT org> or <finance AT NOSPAM basilwizi DOT org>
- it's easy to redirect these aliases temporarily or permanent in case of a longer absence or internal re-organisation.
Configure Client Software
|/EvolutionHowto /FilterHowto /WebmailHowto|
If you're familar with e-mail clients this information should be enough. Please consider reading /FilterHowto anyway, it's probably new to you.
- If you have no idea where to enter that data - there are walkthroughs with screenshots available below.
- The username and password you got is valid for every interface.
- we use certificates from Ca Cert. Their Root certificate is probably not imported per default and you have to do this to avoid lot's of SSL warnings.
- port: 993
- Authtype: PLAIN
- port 25
- Authtype: PLAIN
- please don't use pop3 unless imap absolutely doesn't work for you. Don't use any folders with webmail and filters that sort into folders with pop3.
- port 995
- Authtype: PLAIN
- Here you find complete howtos with screenshots:
- Add E-Mail Filters