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Using an Alternate E-mail Address



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January 11, 2008 9:32 am

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Problem

A user wants to send out an email from her account, but she does not want to have her typical email address show in the from field. Instead, she wants to use different address that is from a different Internet domain. So, instead of having:

“Jane Doe” jdoe@rbf.com

she wants:

“Membership” membership@xyz.org

Can this be done with just the one user account? Or do I
have to create a separate account, add the foreign domain name of xyz.org, then change the separate account’s Internet addressing to use the foreign domain?

Solution

We do this all the time, and the answer is, it depends. As long as the following conditions are true, you don’t need a separate user account.

1) The user is using the GroupWise client and doesn’t need the alternate address through WebAccess or a mobile device.

2) No other users are going to want to use the same address.

3) The user is willing to remember to select the alternate address each time they send, and it isn’t the end of the world if they forget.

4) Your system is already set up to receive mail to xyz.org (because people will be replying to that address).

If you do use a separate account, you can simply set it up as a proxy account and set the domain in the Internet Addressing. Or you can use a Gateway Alias, and there are compelling reasons to choose one or the other.

Here are our Help Desk instructions for the single account solution.

Configure the SMTP Account (for outbound mail)

A: Create the account.

1. Log in to the GroupWise client as the user.

2. Go to Account > Account Options > Add.

3. In the Create Account dialog, specify the Account Name, such as alternatedomain.com.

4. Specify the Account Type as POP3.

5. In the Create Internet Account dialog (account information), specify the following values:

– Incoming Mail server (such as yoursmtpserver.domain.com)
– Login name: user ID
– Outgoing Mail server: yoursmtpserver.domain.com (populates automatically)
– E-mail address: first.last@alternatedomain.com
– From name: First Last (e.g. Display name)

6. In the Create Internet Account dialog box (connection and folder information), specify “Connect using LAN”.

Leave the default checkmark on the Mailbox (or create a new folder on the fly – see below).

B. Disable send/retrieve for the new account

1. In the Accounts list, uncheck the box next to the Account name.

C. Edit the server settings

1. Highlight the new account in the Accounts list and click Properties.

2. Click the Server tab.

3. Clear out the Incoming Mail server entry (but leave login and password).

4. Check “My outgoing server requires authentication”.

5. Uncheck “Use same settings as my incoming mail server”.

6. Fill in the user’s ID and GroupWise password in the outgoing section.

D. Test the new account

1. Compose a new message.

2. Click the From button to expose the drop-down list with the alternate accounts.

3. Select the new account with the correct domain name.

Configure Folder and Rule (for inbound mail)

1. If you didn’t create a folder during the account creation, create a Folder called alternatedomain.com and place it just below the Mailbox at the root level.

2. Create a Rule with – Condition: TO contains alternatedomain.com and – Action: Move message to the appropriate folder.

3. Test the Rule by sending a message to first.last@alternatedomain.comand verify that it is
properly routed to the new folder.

4. Educate the user. Contact the user and explain the new folders and rules. Train the user on the use of the drop-down From button.

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Disclaimer: This content is not supported by Novell. It was contributed by a community member and is published "as is." It seems to have worked for at least one person, and might work for you. But please be sure to test it thoroughly before using it in a production environment.

1 Comment

  1. By:texupport

    Or you can use a Gateway Alias, and there are compelling reasons to choose one or the other.

    I need to use an alias, and wonder if the procedure remains the same. an alias will enable us to use a master account, and then build alias accounts underneath it, I hope. This would only use one groupwise license for multiple emails…

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