Our advanced email service uses specialist email provider Simply Mail Solutions (SMS). We recommend this for clients with advanced or very specific email requirements only.
Most WebHealer clients requiring an email address to accompany their website address will use our Basic Email Forwarding or Certified Sender Email service. Where a client has advanced requirements to comply with internal IT standards or wishes to use very specific email software we recommend the mail services of Simply Mail Solutions (SMS). Our internal systems have prebuilt settings to support the services of Simply Mail Solutions however please note that WebHealer has no formal relationship with this company.
We have been evaluating Simply Mail Solutions over many years and after many good reports from clients who have used their services, we have decided to recommend them for the following reasons.
Apart from our in house managed Basic Email Forwarding or Certified Sender Email service the only external mail services supplier that WebHealer supports is Simply Mail Solutions. The reason we can't support different suppliers is that setting up the relevant systems (nameservers) is automatically managed, quality controlled and monitored by our internal customer management systems and so only predefined options supported by our systems are available. Specifically we support the Microsoft Hosted Exchange services provided by SMS (we can't support their Office 365 option).
The purpose of this guide is to help clients switching over to using the services of SMS. The process varies according to whether you are a new WebHealer client switching from using a mailbox with another supplier or an existing WebHealer client and there is a section for each scenario.
Note that this service is specifically for emails associated with your website address. For example your website address might be www.counsellingoxford.co.uk and you already have or would like an address like email@example.com. If you are already using and are content to use an email that is not linked to your website address (e.g. firstname.lastname@example.org or email@example.com) then it is not necessary to use this or any other WebHealer email solution. See our Email Solutions guide for more explanation.
In the following sections we will continue with this example that your website address is www.counsellingoxford.co.uk and you are interested in the email address firstname.lastname@example.org
This section of the guide applies to you if you are a client of WebHealer and have been using Basic Email Forwarding or Certified Sender Email service (or no email service at all) and our support team advise that an SMS solution is needed to meet your needs. If you are new to WebHealer and have already had a mailbox linked to your website address skip to the next section.
We recommend you follow these steps in this specific order.
Continuing with our example, let us say you are moving a website www.counsellingoxford.co.uk to WebHealer and already have an active mailbox email@example.com. You will also need to move that mailbox to one of our email solutions as we will not be able to work with your existing email supplier for the reason explained in the introduction.
The most important aspect of this process is to ensure that all your old emails sitting in your firstname.lastname@example.org mailbox are transferred across to SMS and that no newly arriving emails are lost during the switch over.
To avoid any loss of emails we recommend that you do not sign up for the WebHealer service until you have switched to using SMS as your email provider. It is always more complex to change two systems at once, so if you can contact SMS and move your email over to them, and make sure everything is working to your satisfaction then when you switch your website service to WebHealer the email will carry on without a hitch.
These are the steps we recommend before you sign up with WebHealer:
Now tell us at WebHealer which service you chose (e.g. Hosted Exchange Basic with/without Future Spam) and you can sign up using the online subscription form.
The safe transfer method described above works in the vast majority of situations. Very occasionally, even with the help of the technical team at SMS, clients encounter the problem that they are not able to get access to the domain name settings to make the necessary changes. This can occur if you have lost contact with the person who set up your website and domain name for example. If this is the case, we can, after exhausting all options and with careful review of the situation use a "hot swap" method, whereby the new email service only becomes live at the same time as your website moves to us, in other words when your domain name e.g. counsellingoxford.co.uk transfers to us. As there is usually unpredictability in the timing of this transfer process it creates a risk of losing some emails that could be sent to you mid way through the transfer.