This article explains how to use the TransIP webmail client to manage your email addresses at TransIP.
To use email with our Web Hosting and Email Only services, your domain name needs to use the correct DNS records.
If your domain name uses the TransIP settings, we will automatically take care of the DNS for you. If you rather want to configure the DNS yourself, make sure to add the MX, TXT and CNAME records for your Web Hosting or Email Only service.
- The article 'The DNS settings of my web hosting package' shows you which DNS records you need to add.
- The article 'Changing DNS and nameservers via the control panel' shows you how to add these DNS records.
Logging in to TransIP webmail
Visit the TransIP webmail client in a browser and enter your email address and password.
If you've lost your password, use the steps in 'Changing the password of your email address' to set a new one.
After logging in, you'll arrive in the inbox of your email address. The folders are to the left and the emails from those folders are showed right next to them. Click an email to view it's content in the center of the screen.
Select one of the boxes below for more information on the most frequently used features of the TransIP webmail.
Changing your password
To change the password of your email address, head over to 'Settings' in the top right. Next, click 'Password' on the left hand side.
Enter your old password once and your new password twice. Click 'Save' to save the changes.
Take note: It's possible you've configured your email address in an email client, such as Outlook, Thunderbird or on your smartphone or tablet.
If that's the case, make sure to update the password in those clients as well.
In the top left corner, press the 'Compose' button.
As you can see, there are several options to help you compose your email messages. If you wish to use HTML to further customize your email messages, click the drop down menu next to 'Editor type' and select 'HTML'.
To send a message, simply click the 'Send' button at the top.
Create new folders
Besides the default folders 'Inbox', 'Drafts' and 'Sent', you can also choose to create custom folders.
To do so, head over to 'Settings' in the top right corner. Click 'Folders' on the left hand side and click on the plus sign below the column called 'Folders' to create a new folder.
Add new contacts
It can be wise to create contacts for email addresses you frequently use. This not only makes them easier to send messages to, but also marks their messages as safe, preventing them from ending up in your 'Spam' folder (in most cases).
Press the 'Contacts' button on the top right of the TransIP webmail to view the Contacts page.
You can create a contact group below 'Groups'. To create a new contact, press the plus sign below the column named 'Contacts'.
Fill out the contact information for your contact and press 'Save'. To save a contact to a group, simply drag it to the specific group on the left.
When composing a new email message, you will see a list of contacts to the left of the message box. Double click a contact to add it to the recipients.
- Add filters
With the TransIP webmail client, you're also able to add filters for incoming email messages. You can use this feature to redirect unwanted email to the Junk folder or sort received emails in groups.
In the top right corner, press 'Settings'. Next, press 'Filters' on the left hand side.
In the image above we want to deal with spam messages asking us to increase our Search Engine Optimalization. This is why we've created a filter to sort out messages containing the phrase 'SEO' and send them straight to the Junk folder.
Because we're also talking with an actuel SEO expert for actual SEO purposes, we don't want his messages to end up in the Junk folder as well. This is why we created an extra rule for the filter, making sure that the expert's message are delivered to our Inbox.
Take note that each message containing the phrase 'SEO' will be redirected to the Junk folder this way. If there are other people you want to talk to about SEO, you may want to fine tune the filter.
The possibilities with filters are (almost) endless, so we recommend trying out the many different filter options to help organize your inbox to the fullest!
- Set an Out of office message
To set an Out of office message in the TransIP webmail, go back to 'Settings' in the top right. Now click 'Vacation' on the left hand side.
Enter the subject and the content of your Out of office message below 'Reply message'. Optionally, you can set a start and end date for the Out of office message. To enable the Out of office message, set the Status to 'On' and click 'Save'.
If you click 'Advanced settings', you have the option to use multiple email addresses for your Out of office message. However, since you can only log in to one email address at a time with the TransIP webmail client, this feature is disabled.
You will be able to configure the 'Reply interval' and 'Incoming message action' though. The Reply interval indicates how many days can pass before the Out of office message is sent again to a single recipient. The Reply interval is 24 hours by defualt.
The 'Incoming message action' allows you to choose what happens with the incoming emails. By default, the messages will be sent to your inbox. You can also choose to discard incoming emails, forward emails or send a copy to another email address.
- Exporting and importing emails
You can export single email messages to .eml files. To do this, select the message you want to save and then click '... More' -> 'Download (.eml)'.
You can import messages from .eml or .mbox files by first selecting the appropriate folder in the left column. Then click the cog wheel at the bottom, followed by 'Import messages'.
You can import a maximum of 20 messages simultaneously via webmail. If you wish to import a complete mailbox, we recommend using a mail client such as Outlook, Thunderbird or Mail from macOS.
- Exporting and importing contacts
You can export your address book by clicking 'Contacts' -> 'Export'. Your address book will be downloaded in vCard file format (.vcf).
You can import contacts via webmail by clicking 'Contacts' -> 'Import' as shown below. You can import from a .vcf or .csv file.
If an imported contact is already present in the contact list, it will be skipped automatically. This way we avoid duplicate contacts.
You can create your own .csv (comma separated values) file by creating a text file and saving it as .csv. As the name suggests, each input field is separated by a comma. Below you will find which headers the .csv file can contain:
First Name,Middle Name,Last Name,Title,Suffix,Initials,Web Page,Gender,Birthday,Anniversary,Location,Language,Internet Free Busy,Notes,E-mail Address,E-mail 2 Address,E-mail 3 Address,Primary Phone,Home Phone,Home Phone 2,Mobile Phone,Pager,Home Fax,Home Address,Home Street,Home Street 2,Home Street 3,Home Address PO Box,Home City,Home State,Home Postal Code,Home Country,Spouse,Children,Manager's Name,Assistant's Name,Referred By,Company Main Phone,Business Phone,Business Phone 2,Business Fax,Assistant's Phone,Company,Job Title,Department,Office Location,Organizational ID Number,Profession,Account,Business Address,Business Street,Business Street 2,Business Street 3,Business Address PO Box,Business City,Business State,Business Postal Code,Business Country,Other Phone,Other Fax,Other Address,Other Street,Other Street 2,Other Street 3,Other Address PO Box,Other City,Other State,Other Postal Code,Other Country,Callback,Car Phone,ISDN,Radio Phone,TTY/TDD Phone,Telex,User 1,User 2,User 3,User 4,Keywords,Mileage,Hobby,Billing Information,Directory Server,Sensitivity,Priority,Private,Categories
The .csv file does not have to contain every header, so you can omit whatever you do not want to use. You can then add a contact on each new line. As an example, the .csv file might look like this:
First Name,Middle Name,Last Name,E-mail Address,Primary Phone John,,Johnson,email@example.com,0612345678 Frank,James,Frankenstein,firstname.lastname@example.org,0612345679
As you can see in the example we have not entered the 'Middle Name' for the first person, but the option is there for others contacts.
- Archiving emails
To be able to archive emails in the webmail, you must first create a special folder for it. You can then give the folder the 'Archive' property so that you can move emails there with the 'Archive' button.
First create a folder according to the steps in this article. It is best to name this folder 'Archive' to avoid confusion. Now click 'Settings' at the top right. Go to 'Preferences' -> 'Special Folders'.
You can now choose the 'Archive' folder in the drop-down menu next to 'Archive'. Then click 'Save'.
You can indicate how you want to divide the messages in the archive with the 'Divide archive by' option. Messages you archive after saving this option will automatically be placed in a folder based on the year, month, sending email address, or folder the message came form.
From now on you can use the 'Archive' button when you have selected one or more emails, to move emails to the archive.
In this article we've explained how to use the most frequently used features of the TransIP webmail client. However, there are many more features for you to discover.
If you have any questions regarding the TransIP webmail client and its features, don't hesitate to contact our support team. You can reach them using the 'Contact us' button below.
If you wish to discuss this article with other users, feel free to leave a comment below.