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How to Forward Your Web Hosted E-Mail

Web hosted mail forwarding can be useful and can simplify your life dramatically. The following are some examples of when you might want or need to use a mail forwarder:

  • You want to create an e-mail address at your domain for people to use but prefer to use your personal account for sending and receiving messages: In this instance, you can forward your mail to your personal e-mail address and respond to it from there.

  • You change your e-mail address and don’t want to lose e-mails that come in to your former address.

  • People might spell your name wrong and you want to catch e-mails with a misspelled address: For example, if your name is Michele but you find that people often spell it Michelle (double “l”), then you could forward any mail to michelle@yourdomain.com to michele@yourdomain.com.

  • You have more than one domain extension: For example, you may own the domain name yourdomain.com and also buy the names yourdomain.net and yourdomain.org as well. You can then redirect all the e-mail from the additional domains to your primary domain. That way when someone sends an e-mail to Joe@yourdomain.org, it will be forwarded to you at Joe@yourdomain.com.

  • You want e-mails to a particular address to be forwarded to a group of people: For instance, you may have an e-mail address of complaints@yourdomain.com that is monitored by the customer service manager. The board of directors might decide that they all want to see every complaint that comes in, so you can set up a forwarder to forward the e-mail to a mailing list.

Forwarders do not have to have a physical mailbox associated with them, but they can if you want them to.

Here’s an example of a way to use a forwarder. Your new orders come into an address called sales@yourdomain.com. Someone looks at the orders and enters them into the system. Your warehouse manager gets frustrated, though, because the responsible party never remembers to add the sales into the system until the very last minute, and it’s always a rush for the warehouse to find everything needed for the orders.

To solve the problem, you could set a forwarder to forward all new orders to the warehouse so they know what’s going to be coming their way. The e-mails still go to sales@yourdomain.com, but they’re forwarded to a second e-mail address as well.

Here’s another example: Kate leaves the company, which means she doesn’t need an e-mail address anymore and you delete it completely. You then realize that some customers might only have her now-deleted e-mail address and will no longer be able to contact the company. You do not need to set up the mailbox again; you can simply set up a forwarder to forward her e-mail to another person’s mailbox.

The following steps demonstrate how to create a forwarder in cPanel. Other control panels differ slightly in the steps necessary to set one up, but the general process is the same:

  1. Log into your control panel and find the mail section.

  2. Click the Forwarders icon.

  3. Click the Add Forwarder button to add a new forwarder.

    A Forwarders screen opens from which you can set the specifics of the forwarder.

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  4. Enter the address you want to forward in the Address to Forward field.

  5. In the Forward To field, enter the address you want the mail to be forwarded to.

    This has to be a real address, either that of an individual or a mailing list.

Depending on your host, you may also be able to select some different forwarding options.

  • Discard with Error to Sender: Send e-mails straight to the trash after notifying the sender of the message that the e-mail address no longer exists.

  • Forward to a System Account: Some system administrators like to use a system e-mail account that is a background account without a real address. Messages can’t be sent from this type of account, but it is used to receive important notifications about the server.

  • Pipe to a Program: Some software can receive e-mails such as orders and read the details automatically. If you have software that can do this, you need to set up a pipe to receive the e-mail. Your software designer should be able to tell you the correct path for the pipe.

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