SMTP Settings and the Outgoing Mail Problem

Intoduction:
SMTP Settings in Microsoft Outlook Express or other client-based e-mail programs allow e-mail to be sent from your computer.  In order to set up your e-mail program you must know your settings.  Because of security reasons, most ISP's (Internet Service Providers) require that you use their SMTP settings when connected using their network.  If you travel with your computer, you may find that you get error messages when sending e-mail, or your sent e-mail never makes it to its proper destination

Background:
The most common e-mail programs are free.  They can come with your computer's operating system, or a free download, or are included with Microsoft Office.  When you first run your e-mail program (PC or Mac) it asks for all of your information, which you received from your ISP.  I'll use Charter Communications as an example because it's popular here, and because it exemplifies the need to understand the Outgoing Mail Problem. 

When you subscribe and are connected to the Internet with Charter, you are allowed a number of included e-mail accounts that you must set up.  Basically you just need to call Charter or use their Charter.com website to request a new e-mail account.  You provide Charter with your preferred e-mail address and your preferred password.  If Charter accepts your request, you are immediately able to use your new e-mail account.  You then have the choice of configuring a client-based e-mail program (Outlook, Windows Mail, Mac Mail, etc.), or using "WebMail".  If you use WebMail, the security issues are handled by the website, and you won't have the Outgoing Mail Problem.  If you set up a client-based e-mail program properly, you can send yourself an e-mail to prove that it's working properly, both inbound and outbound. 

The Problem:
When traveling, you might want to use WebMail to access your e-mail.  The e-mail is viewed from Charter's computers, and isn't copied to your computer.  Attachments can be downloaded, but e-mail is only read from Charter's computers using Charter's WebMail website.  It's not saved on your computer.  I prefer client-based e-mail programs because the e-mail is automatically copied to your computer each time you "fetch" it, including attachments.  "The Problem" is that outgoing e-mails (including replies) gets stuck in your Outbox (and error messages appear), or they disappear after sending them.

Various Solutions:
For those who prefer their client-based e-mail program, and who struggle with the Outgoing Mail Problem, there are a few solutions. 

One solution is to use WebMail when traveling, and your regular program when back at home.  For instance, use Outlook or Outlook Express with your local Charter.net e-mail account when connected locally to Charter, then use www.charter.net/login to connect to Charter's web-based e-mail program to receive and send e-mail when traveling.  This works at "cyber-cafes" in the Bahamas as well as it does on your laptop in your sister-in-law's house in California.

The most-used solution is to learn how to switch the Outgoing (SMTP) Mail Server setting in your Outlook or Outlook Express program.  In Outlook 2003 you'd click Tools, E-mail Accounts, then click Change for the default account listed.  The main screen has a place for the SMTP server.  For Charter, it's smtp.charter.net.  Write down the old settings so you can put them back when you get home.  (Use a word processing program such as MS Word to create a document with your information.)  Charter does not use any extra authentication settings, just the proper server name and a Charter cable modem connection (or WIFI connected to Charter).

Some e-mail providers have SMTP Servers that work even if connected using a different provider's network.  They handle the security problem in a different manner.  The SMTP settings here would require additional settings such as login and password, SSL, and possibly port number changes.  In this situation, your e-mail provider should have these advanced settings on their website (or call Tech Support) that you can use to configure your e-mail program.  Some have detailed instructions with pictures.  Again, send yourself an e-mail to prove that your mail will send and receive properly. 

When I called Charter Tech Support recently they told me to manually change the outgoing (SMTP) server to match the connecting ISP.  This is the original way to fix the problem, and is apparently still what Charter is recommending.  For Charter's support website, click www.charter.com/support, then type "Outlook" in the "Search Support" field.

Summary:
So, I've indicated three ways to handle the Outgoing Mail Problem:
1) Use WebMail when traveling.  Computer novices may choose to always use WebMail.  I prefer Outlook 2003.
2) Use Outlook with an outgoing (SMTP) server that has its own security (authorization) settings.  These settings travel well, but are difficult to find and configure.
3) Most preferred by me and by Charter, change the outgoing (SMTP) server settings in your Outlook program each time you travel.  You'll get good at it after a few seasons.  Mac users will find that Mac Mail saves all of these various configurations and will ask you to try a different one if outgoing mail gets stuck.

 Call me at 347-7242 if you want to hire me to do all of this for you, or if you need any other help.