Send and Receive Emails with Sitejet

Sitejet offers you the possibility to receive and send emails with its integrated tool. In this article, we will show you the different possibilities and advantages of using Sitejet's integrated email tool. If you like you can also use external programs or email clients - either as an addition or instead of the integrated tool.

Table of contents

Basic knowledge

With Sitejet you get an integrated email tool from which you can communicate directly with your customers. This makes additional email programs unnecessary. The advantage for you and your customer is that all emails required for the website project can be handled directly in and out of Sitejet. Even better: Sitejet independently recognizes which information belongs to which project and automatically assigns it to the respective project. This function is explained in the section Sitejet email tool.
Regardless of whether the domain is owned by Sitejet or by an external hoster, Sitejet can take care of the email address management for you. If the domain is not hosted by Sitejet, a so-called MX-record is usually created. You can set this record in the DNS settings of your domain provider. You can find more information about this in our article about publishing a website.
Email addresses managed in Sitejet can be used with any common email tool. Then you can send and receive emails with our tool presented in the Webmail section. We will show you how to use external tools in the section External Tools.

How to set up the email tool

You can find the email address of your inbox in the settings. Go to Manage Team > Email Setup (IMAP & SMTP). There you will find "Receiving Email":

Under Manage Team > Email Setup (IMAP & SMTP), it is also possible to set up a suitable email for sending emails. We recommend that you set up a support email address - for example "support@deine-domain.de" - which you can use on your website or give directly to your customers. Then set up a forwarding for them to your "inbox+" email address. If you manage your email address(es) with Sitejet, you can set up the forwarding in the customer portal. 

You can use Sitejet to receive emails even without a customer project. Emails sent to your support or "inbox+" email address, for example, will appear in the "Webmail" section under "Tools". If they can be assigned to a website, they will also appear directly in the Detail View of that website. Here you also have sorting options. 
In order for Sitejet to automatically assign the emails of your customers to the respective project, store the email address of your customer in the website project under "Customer data". If your customer writes from an alternative email address that is not stored in the customer data, you have the option of manually assigning these emails to the respective project.
Tip: We recommend adding alternative email addresses under "Customer data". You can add up to 3 email addresses per customer.

How to work with the email tool

Sitejet provides you with a separate mailbox for each project, in which the emails of your customers are sorted. To view and reply to received emails or to send new emails to your customers, please go to the Detail View of your website. Click on the desired page in the Project Manager website to go to the Detail View. Here you can send emails, sort and view the messages you receive. With the help of the filter functions, the display can be clearly arranged.  

In the Detail View of the website you have the possibility to write directly to the customer under "News". For this purpose, it is recommended to have stored your company email address in the company settings and to have configured it correctly according to the instructions so that it is displayed as the sender'semail address.

Please click on "+New" and a new pop-up window will open for you. From here the following things are possible:
  • the tab "Internal": Add a comment or information to the project to keep a history of the actions and communication for this project 
  • the tab "Message from customer": to store notes e.g. from telephone calls with the customer
  • the tab "Message to customer": send emails including attachments 
Clicking on "Message to customer" will open your email dispatch window. 


How do you send an email? 

To send emails from this view, you can either write them individually or you can choose a template. By default, the email address stored in the customer data as "login email" is selected as the recipient's email address. If there are other email addresses stored, you can select them by clicking on the "recipient" field. After clicking in the field, you can also use customer-specific email addresses that are not stored in the customer data. The field "Copy (CC)" works identically.
In order to use the signature stored in the company settings, it is best to prepare a template in which the signature is permanently integrated via a parameter. 
If you want to send a file as an attachment, you can select all files from the file management.

Manage email templates

Do you write a similar email to each customer after each step in the customer website creation process? Or do you send an email to each customer every time you finish the first draft of the customer's website? Then templates are an ideal addition for you. By clicking on "Manage template" you can access the template management. With this function, you can further optimize your processes by reducing the time needed to create individual emails. 

In the lower part of the view, you will find all the parameters you can use to create your emails even faster: Sitejet automatically fills these parameters with the information stored in the project. If you use the signature in your templates, all you have to do is make adjustments in the company settings.
If you click on "Create new template" in this view, you can select the existing templates and then edit them.

Webmail: How to receive emails in Sitejet

In addition, we offer the Webmail Tool for email addresses created in Sitejet. With this tool, you can view or answer emails. You can reach this via: https://webmail.sitehub.io/. External tools are superfluous. To log in you use the respective email address as "user name", e.g. info@your-domain.com. At "Password" you enter the password you have set for this email. 

How do you set up your mails in external tools

If you or your customer prefer to receive and manage email using external tools such as Microsoft Outlook or Mozilla Thunderbird, two settings are required: 
  • Server settings for incoming emails (here you can choose between POP3 and IMAP)
  • Server settings for outgoing emails (Here the data for SMTP is required)

Incoming emails:

The most common two protocols are available for receiving emails: POP3 and IMAP. 
POP3
POP3 sends the original email to the device you first use to retrieve the email from the server. It is then no longer available on the server and cannot be retrieved by other devices.
Server: 
mail.sitehub.io 
Port: 
  • 995 with SSL enabled
  • 110 with SSL disabled
Username: The email address created in Sitejet
Password: The password stored for this email address
IMAP
As more and more devices access email accounts simultaneously, IMAP is the preferred protocol. Here, the original email remains on the server, and retrieving devices receive a copy. 
  • mail.sitehub.io 
Port: 
  • 993 with SSL enabled
  • 143 with SSL disabled
Username: The email address created in Sitejet   
Password: The password stored for this email address

Outgoing emails

Here you can find the information for outgoing emails. 
SMTP
Server: 
  • mail.sitehub.io 
Port: 
  • 465 with SSL enabled
  • 25 with SSL deactivated
Username: The email address created in Sitejet
Password: The password stored for this email address

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